Supplier Refunds - VTO

For all 'refund' 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, whether it be commission or a refund, please set up a line in VTO for the money to come back in.

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

- Choose the Supplier

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

   (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, TravelPay or via a Bank Transfer 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 or pay via Bank Transfer.

In TravelPay you can choose to absorb the fees, in Mint you will have to manually calculate the fees to deduct.

Amex is advisable to refund via Bank Transfer as payments to GTN are sometimes flagged as 'Close Business Merchant' and can cause issues.

Commission Only?

If it is commission, once the funds clear from the supplier and have been receipted on the file (Paid will match the Net), then the commission will show up on your list available to claim.

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 templates

- 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 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 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 :-)

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