Using Supplier Refunds as credits to rebook (New booking is less $)

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.

Use the 'Supplier Refund' Sector Template to add your line for the money coming in from the Supplier:

- Choose the Supplier

- Enter the the nett amount you are expecting back from the supplier into the Commission

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

- Click Save Changes

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

Has the refund come back to your credit card?

If the refund has come onto your credit card you will need to process the amount through Mint in order to get the funds back on file for the client.
(Please be aware that credit card fees will apply, So make sure to include this in your refund calculations)

Rebooking new elements

Set up the lines for the new bookings using the templated sectors as you normally would, however:

1. The TOTAL will be $0.00 as we are not asking the client for more money
   
2. The NETT is what we need to pay the new supplier
   
3. Your COMMISSION will be a negative line, which will be offset by the supplier refund lines above
   

Once you have done this, you can submit a Booking Form as usual - please include notes about the rebooking.

Refunding to a 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
- Add a 'Client Refund' line using the sector template

- 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)

- Click Save Changes

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

You will then have three lines: 

- Money coming in from the supplier/your card or account
- Money going out for the new (cheaper) booking

- Money going out to the client as a refund

- 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 the 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: Submit a Booking Form with the Client's Bank Account Details :-)

Both lines must be claimed at the same time.

** More information on setting up Supplier Refunds

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