When a client submits payment for an Instant Book booking, the system generates two confirmation emails. The initial email is directly sent to the client, while the second one is dispatched to the venue. This venue confirmation email is also forwarded to venuedirectory.com to facilitate payment processing.
Upon receiving the confirmation email, there are three possible versions: manual confirmation, automatic confirmation, or on-hold confirmation. Our focus is solely on processing manual confirmation emails. The subject of the email explicitly indicates whether it's a manual, automatic, or on-hold confirmation. Examples of these emails are provided below for your reference.
Transfer Type Manual: You need to process these bookings.
Transfer Type Automated: You don't need to process these bookings.
Transfer Type On Hold: This will show when the client has not provided any card details and have provisionally booked the room. Not every venue will have this switched on and you don't need to process these bookings as the venue will contact the client for the payment.
To facilitate the payment processing for the booking, access the appropriate instance on GRATIS, which may be TVD, VDC, or BWV. To determine the correct instance, refer to the booking reference number on the confirmation booking. When logging in, use the admin credentials.
Once logged into GRATIS, locate the booking by navigating to the search tab, entering the reference number, and clicking the search button. This action should display a single booking result. Click on the corresponding booking reference number to access the booking page.
On the Event Booking page, navigate to the Billing method section and modify it to 'Full account to Booking Agent to settle A/C.' After making this adjustment, remember to save the page.
After saving the page, proceed to the 'Options' tab. Here, add a Holding Status, selecting it as '1st Option.' Additionally, adjust the commission percentage based on the tax status. For bookings with inclusive tax, set the commission percentage to 3%, while for those with exclusive tax, it should be 2.5%.
After adjusting the commission percentage, proceed to Re-calculate the charges and then save the page.
Next, reconcile the booking and generate the necessary documents for submission to accounts. Navigate to the Reconciliation (Beta) section on the left-hand side. This action will bring up the page below. Enter the booking reference number into the search bar, as illustrated below.
After selecting the correct booking, scroll down to the bottom of the page to view the booking details in the table below. Once you have identified the accurate booking details, click on the money sign icon.
After clicking on the money button, you'll be redirected to a different page where you can create the first document. Ensure that you have selected the Reconciled Flag, as illustrated below.
After choosing the aforementioned flag, scroll to the bottom of the page where you'll find 'Venue/Supplier Invoices.' Click the add button to initiate the form below for you to complete.
When the above form is displayed, simply enter 'N/A' in the 'Number' and 'Details' fields. Afterward, save this information.
After clicking save, a pop-up will appear as shown below. Click OK in this pop-up. After clicking OK, the page will save, and the row will now appear in green. This indicates that you have successfully reconciled the booking.
After the row is displayed in green, navigate to the Client Invoicing section on the left-hand side. On the page that appears, go to Create > Client Invoice.
While creating the invoice, go to the Search tab and enter the booking reference number in the search bar. The reference number should appear in the dropdown menu. Select it and click 'Go.'
After clicking 'Go,' you will be presented with the table below.
In the above table, tick the box on the far left-hand side. Once this box is checked, the 'Create Invoices' button will become selectable. Click on 'Create Invoices' and choose 'Yes - Create Invoices.'
After the invoice has been created, a PDF will appear on the row. This PDF is the invoice that needs to be downloaded and saved to your computer. This is the first document you'll need to save. When saving the document, please use the following name.
RefNumber VenueName ArrivalDate Invoice InvoiceNumber
TVD33423 Mercure Norwich Hotel 12.12.23 Invoice 100659
After saving the invoice to your computer, mark it as paid by clicking on the money button located next to the PDF button. A pop-up will appear; input the current date in the date field and click 'Yes - Mark As Paid'.
After marking it as paid, a tick will appear on top of the money sign, indicating the successful payment status.
The next step is to create the Remittance document for the booking. Navigate to the top of the page, click on 'Create,' and select 'Remittance' from the dropdown menu.
Upon accessing the Remittance page, there should be only one outstanding booking visible, corresponding to the booking you are currently working on. If the booking is not displayed, please consult with Fiona or Sam. Select the booking using the tick box on the left-hand side, and choose 'Create Remittances'.
Upon selecting 'Create Remittance,' a pop-up will appear. Input the current date in the Remittance Date field and ensure you choose the correct Bank account. For TVD bookings, select TVD GBP (). For BWV bookings, choose BWV GBP (Natwest Bank 41238222). Once the correct bank account is selected, click 'Yes - Create Remittances'.
After creating the Remittance, download the document using the PDF button and save it to your computer. Please use the following name when saving this document.
Remittance RemittanceNmber Booking Number VenueName ArrivalDate
Remittance R1658 TVD33423 Mercure Norwich Hotel 12.12.23
To generate the card payment Invoice, navigate to the Claims & Invoicing section on the left-hand side of GRATIS. Once in this section, go to the Invoice section and enter the Invoice number. When the booking appears in the dropdown, select it. After selecting the booking, click on Reprint, and save this Invoice to your computer using the specified name below.
Once all three documents have been created, proceed to the final step of sending them to Accounts for payment processing.
Find the confirmation email from the Instant Book Inbox and forward it to the individuals listed below.
To - VD.all.accounts@cvent.com
CC - samuel.cowdrill@venuedirectory.com fiona.arrowsmith@venuedirectory.com
The body of the email will need to say the below.
Hi,
Please see the attached paperwork for Instant Book BookingRef - VenueName - ArrivalDate.
Below are the bank details to make payment after the event.
The venue's bank details can be located within their MEC page under financials. Capture a screenshot of the Account name, Account number, and Sort Code. Paste this screenshot into the body of the email. Refer to the example below, and ensure that the bank details correspond to the correct venue.
