Negatives
Hi Guys,
Just a note to clarify 'negatives' and why they can't exist under the GTN model....
If you business has an 'negative' due to an error, this cannot be paid off as a negative in VTO.
A 'negative' is an arbitrary term that has conjures the idea of a slush fund of money... every dollar in the GTN bank account is allocated to a client booking... a 'negative' still needs to be physically paid to a supplier and we cannot use other client funds to do so.
It is always your choice as a business owner if you get your client to pay, or choose to absorb the cost when an additional amount needs to be paid... your business now holds the slush fund to 'write off' business errors... not the GTN Client Account.
If you choose to pay it from your own business, you will need to either:
a) process the payment on your business debit or credit card, and then submit a reimbursement only for the amount that the client paid for that line
b) put the additional funds on file and then submit a booking form for payment to be made.
It is GTN policy that you cannot use the commission 'on file' to cover the cost of an error, discounting or other client gifts/upgrades etc
Including for family/friends/personal bookings - see article for more information on this
We do everything we can to push as much commission to you and your businesses both in front end commission and also offering up to 90% commission to you (with 90% representing more than 100% if you were operating individually)
When you make an error, not only do we process the payments, ticketing and receipts for the original booking, we then need to spend time doing the same for the amendments as well as helping you with reducing the cost of the error and 9.5 times out of 10, how to set it up in VTO.
If you want to purchase your client a gift - hamper, wine, room upgrade, lounge passes, travel wallets etc, then you just need to do this on you business credit or debit card and it doesn't need to go through VTO at all. You cannot use commission within VTO to pay for this (you will get the commission when you claim the trip lines and that will offset the gift you choose to purchase).
The bottom line is I simply can't be paying our (wonderful) Admin Team to be doing work on your booking as well as wearing 10% of your error or paying for 10% of the gift to your client... we would be running at a loss and that isn't good for anyone.
Your business = your business expense
You are likely used to a different method when it comes to 'write offs' or 'negatives' from your previous jobs... but that is the exact point... GTN is not a 'job', it is a platform - you are getting 90% of your commission now, so your business is your 'employer' ... not GTN.
Kate Rose
When can there be a negative line?
The ONLY instances where there can be a negative line set up in VTO is for:
a) Client Refund (when combined with a supplier refudn)
b) Supplier refund, then used to rebook with a different supplier
c) Air Tickets fees where this has been charged in your main flight line.
Client Refund
One line in with the refund amount coming back from the supplier as a positive commission amount, second line showing the amount you are refunding the client as a negative commission amount. 'Total' column left at $0.00 for both lines as the client isn't paying anything:
Best practice is to then package the two lines together:
Both lines must be claimed at the same time.
Supplier refund, then used to rebook with a different supplier
My advice for all 're-booking' scenarios is to 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 get a refund from a supplier and want to use those funds to rebook something else for the client, all you need to do is:
- Set up the original supplier refund line:
Best practice is to package the two lines together which will check the total the client needs to pay as well as your commission and any additional amount payable to the supplier:
Both lines must be claimed at the same time.
Air Tickets fees where this has been charged in your main flight line.
Sometimes then you issue/reissue a flight on your (or your client's) credit card, the AT's fee will be shown as part of the total, but charged separately.
In this case, it is ok to add one of the Air Ticket Fee templates in VTO:
Both lines must be claimed at the same time.
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