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Invoicing Travelers on a Tour
ViaTour creates invoices by listing components (creates balance due) less payments. ViaTour uses a "Bill To" field to assign the components to the paying person.
Understanding the "Bill To" Field for a Reservation
When you first create a reservation, ViaTour assumes the traveler is paying for him or herself, so the Bill To field will automatically default to the traveler's name, and the Paying For field will display "Self."
If another traveler is paying for the current reservation, select that traveler's name from the combo box list.
Note: If you have not entered the paying traveler's reservation yet, leave the Bill To field as it is, and return to it once you have added the paying traveler's reservation.
Note: You can create a reservation status called "Paying only" for cases when you need to bill some one not on the tour for travelers who are on the tour. See Adding Reservation Status in the Code Table.
Invoicing Couples on a Tour- assign either husband or wife in the bill to field so you can generate one invoice.
ViaTour assumes each person pays for his or her own reservation or reservations, but when most couples travel together, they generally pay together, and wish to receive only one invoice for their joint tour costs. ViaTour allows you to do this by designating one of the couple as the "payer" in the "bill to" field.
It does not matter which of the two you designate as paying, because the travelers do not see the distinction on the invoice (if the address label includes both their names.)
ViaTour actually allows you to have one reservation pay for as many other reservations as you wish (for instance, if one family member is paying to take her entire extended family on a tour), but the most common cases are individuals paying for themselves and couples traveling (and paying) together.
Related Topics:
Invoicing Travel Agents for a Traveler on a Tour
Invoicing a Sponsoring Organization for a Tour
Assigning Components on Reservations
Invoice Printing Options