For VTO Ultimate to produce accurate information it is essential to have Daily, Weekly, Monthly processes (Checks and Balances).


Outlined below is a list of tasks and checks depending on their frequency to be performed, this is a guide only as your processes may vary depending on how,  when and what you are inputting to VTO Ultimate.


Daily Procedures:


  1. Check that ALL Client Payments have been receipted with the correct date and payment Method, this can be done via Reports - All Receipts

  2.  Run The UnAllocated Receipts report -  Unallocated Client Funds need to be allocated to a Trip or refunded out of VTO if the receipt was done in error.

    If Client Funds are not allocated, they will not flow through into the Client Trip Status Report. VTO Ultimate automatically allocates the Client Receipt to the Trip from which it was processed.

    You can un-allocate the Client Receipt and reallocate it to a different Trip for the Client or Transfer the funds to an alternate client Trip.

  3. Supplier Payments > When you are paying a Creditor for a number of Trips, Check and process any unprocessed Supplier Payments where required - double check the Date, Method of Receipt and Amount before Committing

  4. Supplier Receipts >Check and Process any Supplier receipts, double check the Date, Method of Receipt and Amount before Committing

  5. Banking> Bank Deposits-Process the daily banking / correct any erred payment methods or amounts - A list of Cash and Cheques can be printed to take to the bank, this information will flow into the your Bank Reconciliation either in VTO Ultimate,  Xero (via API) or MYOB (on Export/Import)


Fortnightly / Monthly Procedures:


  1. Run The UnAllocated Receipts report - Unallocated Client Funds need to be allocated to a Trip or refunded out of VTO if the receipt was done in error.

    If Client Funds are not allocated, they will not flow through into the Client Trip Status Report. VTO Ultimate automatically allocates the Client Receipt to the Trip from which it was processed.

    You can un-allocate the Client Receipt and reallocate it to a different Trip for the Client or Transfer the funds to an alternate client Trip.

  2.  Supplier Payments > When you are paying a Creditor for a number of Trips, Check and process any unprocessed Supplier Payments where required - double check the Date, Method of Receipt and Amount before Committing

  3. Supplier Receipts >Check and Process any Supplier receipts, double check the Date, Method of Receipt and Amount before Committing

  4. Check and Claim any available Commission (Administration - Commissions) BPP TIP  - order your claim in Settled date order by selecting the Label "Settled" and claim all commissions for a month, this put the claim in Xero or MYOB in the BAS period it relates to.

    Always Claim Commission on the same day e.g. fortnightly on a Monday or Monthly on the LAST day of the Month against the related trip

  5.  Banking > Bank Deposits - Process the daily banking / correct any erred payment methods or amounts - A list of Cash and Cheques can be printed to take to the bank, this information will flow into the your Bank Reconciliation either in VTO Ultimate,  Xero (via API) or MYOB (on Export/Import)

  6. Run Client Trip Status Report (per consultant) - this is a listing of the current financial position of ALL Trips where monies are still owed by the Client or to the Supplier

  7. Run Client Debtors report – address any outstanding (non finalized) issues

  8. Run Supplier Creditor report ‐ address any outstanding (non finalized) issues

  9. Run/Print Trial Balance Report AFTER all the above have been completed as a LAST TASK for the period.


Fortnightly / Monthly Back Office Procedures:


  1. Verify Trial Balance has been run at days end

  2. Access Management Console>Export>Commissions Export ALL Claimed Commissions as @ Date (MYOB Only)

  3. Access Management Console>Export>Receipts Export Import All Receipts as @ Date (MYOB Only)

  4. Access Management Console>Export>Payments Export Import All Payments as @ Date (MYOB Only)

  5. MYOB - Select File – Import Data - Receipts – Receive Money

  6. MYOB - Select File – Import Data - Disbursements – Spend Money

  7. MYOB - Select File – Import Data - General Journal Entries

  8. Check Vto Control Account Balance = Vto Trial Balance

  9. Xero Users * (the above data POSTS daily via API) check that all Receipts, Payments and Commissions have POSTED


Back Office - WEEKLY Procedures:


  1. Reconcile transactions in Vto against bank statement - tidy up any discrepancies


Back Office - Fortnightly / Monthly Procedures:


  1. Wages (these can not be processed in Vto Ultimate)

  2. Prepare Bank Deposits in either Xero or MYOB to match Statement

  3. Reconcile Client Travel Account

  4. Reconcile General Account

  5. Reconcile Vto Control Account

  6. Reports - Debtors - Client Trip Status Report - this report will show all of the Client Receipts and Supplier Payments that have been transacted in VTO Ultimate.

    It will not allow for Override Payments, Franchise Overrides or GDS Rebates - these should be processed in your General Bank Account.

  7. Reports - Debtors - Client Debtors Report - This Report will list all of the Trips that have monies owed by the Client (Charge To). These need to be monitored and chased up by you.

  8. Reports - Creditors - Supplier Creditors Report -This Report lists the Suppliers that have not yet been paid by your Agency. This Report needs to be monitored and chased up by you.