Client Refunds - VTO

For all 're-booking' scenarios please set it up as a new trip in VTO... 

Sooooo often the confusion comes when people try and add lines to already finalised invoices. It is much less overwhelming when you are just having to look at a few lines, and it is also then much easier to invoice your client for any additional amounts they need to pay.

If you are expecting money back from a supplier for a refund, please set up a line in VTO for the money to come back in.

The easiest way to do this is to either:

Copy, Paste & Edit the sector/line you have in the original VTO trip and paste it into the new Trip #, or use the Supplier Refund Sector Template:

- Select the tick box to the left of the trip sector/line

- Click Copy

- Go to the new trip number
- Click Paste

You will then need to edit the figures to show money coming in - refund/commission

- Click on the Pencil/Edit button on the far right of the new trip sector/line:

- Check the supplier is correct (where the money is coming back from) and then zero/0.00 everything out

- Enter the the TOTAL AMOUNT you are expecting back from the supplier into the Commission (Why the Total Amount)

   (This will then auto-populate the Supplier Column to be a negative amount which is correct)

- Click Save Changes

After clicking Save Changes, your new line will look like this:

Alternatively, you can just use the Sector Templates to enter the information:

Refunding Your Client

If some or all of the money coming in from the supplier is to be refunded to your client, you just have two more steps to do:

Step 1: Set Up VTO
1. Click on New Templated Sector

2. Choose Client Refund from the drop down list

​

4. Enter the amount you want refunded to the client into Net Payable

  (This will then auto-populate the Commission to be a negative amount which is correct - it will be offset by your Supplier Refund)

5. Click Save Changes

ie if I wanted to refund $4000 to the client:

You will then have two lines: 

- Money coming in from the supplier

- Money going out to the client

- The difference (if any), is your commission/cancellation fee ... in this case $201.

- Both lines must be claimed at the same time/same month.

You might like to 'package' the two lines to make one, which will then also do a check on the commission you have to claim on this refund:

- Click on the two lines/sectors

- Enter a Name for the packaged line/sector

- Click Package

It will then look like this:

You can click on the arrow on the right to expand the line and see the two packaged sectors:

Step 2: Once the funds have been receipted, submit a Booking Form with the Client's Bank Account Details :-)

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