The Booking Request button allows a standard document to be printed, faxed or e- mailed to any given suppliers or creditors and would normally include related client and booking information required by these suppliers.
When this window opens you can select the relevant Supplier (or Creditor) the request is to be sent to. This will automatically select relevant trip line associated with the supplier to be included in the request
To send this request in a PDF Format you can ‘Preview’ the booking request, then select the ‘Export to PDF option’ via Microsoft Mail (MAPI). Alternatively you can export to ‘Application’ which will open the document in a PDF reader where you can normally ‘Attach’ the document to an e-mail message.
Note: Room listings and other relevant comments about bookings can be added to the Travel Services file as a ‘Remark’ and these Remarks can then be ‘Selected’ to appear on your supplier’s Booking Request.
E-mail versions will default to the selected supplier / creditor email address if this is setup against the relevant code(s).
This feature does not apply in Australia and is currently used by N.Z users only
This area is used for transfer services frequently used incurring a fixed supplier charge and will allow you to record Payments to Suppliers in your ‘Pay Supplier’ or ‘Quick Completion’ Accounting areas.
This area is designed to capture Service Fees charged by THE AGENCY. These can also be loaded from shortcut buttons in the ‘Flight Sector’ screen or from within any ‘Land Booking’ window.
If you have Service Fees that need to be paid to other suppliers then you should NOT be using this icon for those Service Fee types. Supplier Service Fees are accessible under the OTHER INCLUSIONS button available from the Left list bar.
The MANAGEMENT /SERVICE FEE below corresponds to the Agency Service Fees also raised under OTHER INCLUSIONS however this is a much quicker way of loading the Service Fees charged by your agency.
Pressing the NOTES List Bar will access a free text entry area where notations about the particular Trip can be stored.
These notes would, for example, allow multiple consultants working on the same booking file, a common communication avenue.
Users can also copy/paste text from Fare or Booking information including from PNRs into this Window
The Consultant Checklist area is now also integrated within the notes window
The following applications in the ‘NOTES’ area are only available if Microsoft ‘Outlook’ is installed on your PC
Additional NOTES can be added to your booking file using the Contact Area above the ‘Checklist’ By ticking/selecting the ‘Set Reminder in Outlook’ Option plus the ‘Follow Up in # Days’ field, this will open a ‘Chase Up’ window from ‘MS Outlook’.
To add any of the individual checklist items to your MS Outlook calendar, click the small calendar icon to the right of the date fields.
Click on ACCOUNTING and the following Icons will become accessible down the left-side List Bar:
Click on TRANSACTION DRILLDOWN to access all accounting records for a particular trip. In particular, it is possible to see receipts taken from the client; invoices raised for a corporate client and monies paid out to suppliers. A consultant should aim to have the file showing a balance of zero in the drilldown when completed.
Scroll Buttons / Bars: Scroll Right or Left for more details of each transaction
Clicking COMMISSION: will give details of the following:
DETAILED: Provides an extra line with details such as Suppliers, Payment Types and Pax Names.
For the Receipting of client funds that would be banked into an Agency’s Trust or Travel Account.
NOTE: It is only possible to receipt money to a file that has been turned into a booking. For money being held on file you will need to fill in Client Details screen (New Booking) and click on the CREATE AS BOOKING button.
The TRIP ACCOUNT CODE will normally default to the currently open Trip/Client Account if you started the receipt from the client’s Travel Services file. Press the BROWSE button to access the CLIENT TRIP BROWSE to add or recall a receipt for a different trip.
NOTE: When a receipt is printed it is automatically saved.
If the receipt has ‘Multiple forms of payment’ or is to be ‘Split’ between Trips, click in the relevant box and then click on save. Repeat the steps above to complete total amount received.
When completing the last part of the Receipt Entry, ensure you remove the tick from the ‘Multi Form of Payment’ or “Split between Trips’ boxes before clicking on save.
FLYBUYS AND OTHER LOYALTY SCHEMES CAN BE TRACKED AND RECORDED AT TIME OF RECEIPTING FUNDS. SETUP INSTRUCTION CAN BE FOUND IN THIS MANUAL.
Two Ways to Find/Retrieve a Receipt
NOTE - Once a List & Update* has been completed you are no longer able to Browse for a Receipt in the Receipt Entry Window *(The List & Update is where Transactions are posted from the Front Office into the Back Office Accounting Area)
Enter Receipt Number in RECEIPT NUMBER Box (required receipt must be in the current batch - updated receipts will not be available in Front Office Receipt Windows) Click CANCEL in RECEIPT ENTRY Window & Answer YES and then Search via BROWSE arrows
Issue a Multiple Form of Payment Receipt
BEFORE the last form of payment is entered, REMOVE TICK from the MULTIPLE FORM OF PAYMENT area which will allow you to fill in details for the last form of payment. Choose Print or Save to save the Receipt without Printing
This function will only be accessible to the consultant if previously set up by administrator and is to be
used when receiving a cheque from a Hotel, Car Hire Company etc for which the Agency has raised a Voucher for a client who has Paid Direct or had charges Billed Back to them. This will be the commission due against the raised voucher
Click on ADD and then click on the Browse Button next to the Commission Voucher box
NOTE: Should an error message occur that says the Account Code does not exist, you will need to check that the code has been added through General Ledger Maintenance, if not - the code needs to be added or it may be that the account is set to Administrator use only, in which case you will need to be signed in as the System Administrator or have rights in the system.
For bookings where clients have PAID DIRECT to the Hotel / Car / Supplier direct for services the agency is awaiting commission, the Creditor to select in most cases be ‘DIRECT CREDITORS’. Any relevant Suppliers would then be available for selection from the Supplier Drop Down boxes
Complete the window details with relevant information and then click on Save
Defaults from Voucher if pricing was complete in Land Booking Window
defaults to the same amount as in the Original Commission box. This can be changed before saving to the value of any payment received from Suppliers
If the amount is paid in Full then select the button Full. If this is a Part payment click the button for Part so that it is selected. Part payment may apply where the Supplier has only paid for 1 night’s accommodation and it should be for 2 nights’ accommodation. The balance will then remain as outstanding.
defaults from the voucher and can be changed
- defaults from the voucher if the pricing was entered in the Land Booking screen. This can be changed based on the actual commission received.
- defaults from the voucher if this window was completed in Land Booking OFFERED – This is the reason for the Offered Fare not having been accepted by the customer CLASS OF TICKET – Applies to vouchers created for an Airline Only
– This information flow to Back Office for the Corporate Reporting functions
The matched voucher amounts now appear on the Right Side in the Selected Vouchers box.
** To remove an incorrect matching in this area, simply right-click with your mouse on matched amounts to the right of the Voucher Payment Selection window **
To be used when receipting other commission that is not received from a voucher being generated, such as commission from a Wholesaler for payments made direct to them with the client’s credit card.
Note: When a receipt is printed it is also automatically saved.
When these entries are list/updated the amount that has been receipted will then appear in Non BSP Supplier Return area matching amounts due.
Note: When a receipt is printed it is automatically saved as well.
This takes you back to the RECEIPT ENTRY screen
NOTE: Clicking the Print button will automatically SAVE your receipt entry
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