Converting to Ultimate / Take Up Balances


The following steps will ensure that the process of converting to Vto from an alternate system will be relatively painless and extremely logical.


The Best Practice Method is to do the following in order;


Option 1


Trade OUT of each Trip in your previous Mid/back Office System whilst going forward with processing any NEW Trips and associated transactions in Vto Ultimate.


Option 2


Create Trips with Sector balances equal to the Debtor and Creditor balances


  1. Create a client profile in Vto Ultimate for the client with funds on file for yet to be realized travel
  2. Now Create a sector by sector Trip for the Client entering the Unit Price as the amount due from the client at time of conversion for each sector
  3. Enter the Net rate for each sector as the residual amount due to the Supplier
  4. The actual balance of the Client Travel Account or the balance of Client Funds will need to be entered into the Opening Balances in Xero Accounting OR MYOB Accounting  AND Supply the Client Account Balance to Vto Ultimate Support for entry into The Reconciliation Table as the Opening Balance IF you are going to use The Bank Rec. feature in Vto Ultimate.


This process will give you your opening balances without bringing funds already transacted in your OLD system into Vto Ultimate


Option 3


Bring Complete Trip Details including Funds into Vto Ultimate (this will require each sector to be re-created at the original sell and Net Rates).

 

  1. Create a client profile in Vto Ultimate for the client with funds on file for yet to be realized travel
  2. Now Create a sector by sector Trip for the Client entering the Unit Price as the original sell Price (inc. GST where applicable)
  3. Enter the Taxes (the airline taxes) GST inclusive where applicable
  4. Enter the Net rate for each sector as the original amount due to the Supplier  (when you TAB out of this field the Commission will automatically re-calculate)
  5. Next re RECEIPT previously receipted Client payments for the Trip and PRE DATE the receipts prior to Vto Ultimate Conversion using the Payment Method in the list box TakeUp Funds (this is done to ensure these amounts DO NOT export to Xero, MYOB or be reflected in the Vto Ultimate Bank Rec)
  6. Allocate the Pre Dated receipts to the Trip
  7. Next Select Supplier Payments – Pay Supplier and Process any payments already distributed to the supplier for the sector in you OLD System again Predating the Payments to Prior to Vto Ultimate conversion and USE the option Part Payments IF the amount being paid is Less than or Greater than  the Net Value (otherwise use the default Multiple Payments) and again use the Payment Method TakeUp Funds from the list box