Processing Live Availability Bookings in TVD GRATIS

When a venue using the Live Availability booking tool receives a booking made through their booking widget on their website we need to process this booking using TVD GRATIS. 

Confirmation Email 

Once the venue has had a confirmed booking a confirmation email will be sent to the venue, client and liveavailability@venuedirectory.com.  This will go straight to your inbox. The confirmation email will provide all details of the booking and provide the venue with the client's details. 

From this email, you will need the reference number. This should always start with TVD followed by numbers. You will need to use this reference number to process the booking in TVD Gratis. The reference number can be found in the top left-hand side of the confirmation email. 

Log into TVD GRATIS

Once you have received the confirmation email you will need to log into TVD Gratis to process the booking. 

Open TVD Gratis (https://tvd.venuedirectory.com/gratis/GratisLogin.aspx) and enter the below login details;

User Name: Sarah Green

Password: Password1

Once these details have been entered press Login.

You will then be asked to enter various characters of the passkey.  Please find the passkey below;

Once you have entered the passcode please click on Login. 

Event Booking

Once logged into TVD Gratis you will need to go to the Event Booking tab. 

Once on this tab you will need to enter the reference number from the confirmation email into the search box at the top of the page.  

Once on the booking page, you will need to check on the General Tab that the Company Name and Contact Name are the same as the confirmation email. 

The consultant will need to be changed to Sarah Green. This can be selected from the drop-down menu. 

Billing Method will need to be changed to FULL ACCOUNT TO BOOKING AGENT TO SETTLE A/C which is selectable from the drop-down menu. 

Once these changes have been made press save to save the changes. 

You will now need to click on the Options tab to check that all the charges for the booking are correct.  

Once on the Options tab check that the Charges tables are correct by referring to the charges in the confirmation email. 

 The commission should always be set to 2.5% to reflect the Stripe fee charged by Stripe for all transactions. 

Next check the Summary to make sure that the total is correct according to the confirmation email.

Once both these have been checked press Save. 

Reconciliation 

Once the above changes have been made you will need to reconcile the booking. To do this click onto the Reconciliation tab. 

Once on this page, you will need to search for the booking using the TVD reference number. Once the reference number has been entered click onto the reference number to access that booking.

Once the reference number has been selected you will need to go to the Results section of this tab and find the booking.  When you have found the booking you will need to click on the green dollar symbol to be able to reconcile the booking. 

A pop-up will now appear where you are able to reconcile the booking.  You will need to select Reconcile from the options available on this screen. 

Next, you will need to go to the Venue/Supplier and click Add to add a new invoice. 

Once a new row has loaded enter N/A in Number & Details field. 

You will then need to press Save changes to reconcile the booking. 

Another pop-up will then appear asking if you are sure you wish to reconcile the booking, press ok to continue. 

The booking will now be reconciled. 

Client Invoicing 

The next stage is to create the invoices needed for accounts to send over to the venue.  To do this you will need to click on the Client Invoicing tab. 

Once the client invoicing screen has opened you will need to Create a Client Invoice. To do this you will need to click on Create and then Client Invoice. 

Once the Client invoice screen has opened you will need to search for the booking by clicking on the Search tab

. 

Once on the search tab, you will need to search using the TVD reference number of the booking and press Go to find the

booking.

.  

The booking should now appear below and the tick box will need to be ticked and click on Create Invoice. 

A pop-up will appear asking if you are sure you wish to create the invoice please click on Yes - Create Invoices. 

The invoice should now be created so you will need to mark the invoice as paid. To do this you will need to click on the green dollar symbol. 

A pop-up will now appear and you will need to click on Yes - Mark as paid. 

A PDF copy of the invoice will now need to be saved. This can be done by clicking on the PDF symbol and once the PDF invoice has loaded save the invoice to your files using the TVD reference number in the file name.

The next stage is to go to click on Create and then Remittance to be able to create the remittance for this invoice. 

Once this screen has loaded you will see the required booking information below and the tick box will need to be ticked and then press Create Remittance. 

A pop-up should now appear asking you to create the remittance for the selected invoice. On this pop-up, you will need to change the Bank Account to TVD GBP from the drop-down menu. The date should automatically populate to the date that you are processing the booking on. Once this has been done press Yes- Create Remittance to create the remittance. 

The remittance will now be created and a PDF copy will need to be saved. This can be done by clicking on the PDF symbol and once the PDF invoice has loaded save the invoice to your files using the TVD reference number in the file name.

Claims & Invoicing 

To access the Claims & Invoicing tab you will need to click on Claims & Invoicing. 

Once on this tab you will need to search for the invoice number in the Claims section under Choose Claim.  You will need to enter the TVD reference number in this section and click on the booking details. 

Once on this screen, you will need to copy the Invoice Number. 

Once you have copied the invoice number, you will need to add this invoice number in the Invoice section. You will need to enter the invoice number in this section and click on the booking details. 

You will then need to click on Reprint to generate a PDF version, once the PDF version has been generated you will need to save a copy of the PDF

Send to Accounts

Once all of the above steps have been completed, you will need to send all the PDF files to Nicky (accounts@venuedirectory.com).