xxx Trams® Back Office Interface Guide December, 2014 Trams Back Office Interface Guide Interface Overview Download & Processing 13 Trams Back Office Interface Guide ......................................... 3 Interface Overview Download & Processing ................... 13 3 Interface Overview Download & Processing ............. 15 Overview of Interface ............................................................. 15 Trams Back Office Interface Utilities Setup ........................ 15 Introduction to Interface Download/Process ....................... 15 Capturing Interface Records ................................................. 16 Images to File ..................................................................... 16 Download Interface Records into TBO ................................. 16 Process Interface Records .................................................... 19 Automatic/Ignore All w/Processing Creates Error Log ....... 19 Client Profiles ..................................................................... 20 No Match On Client ID ....................................................... 21 Select Modify ...................................................................... 21 Create a New Client Profile ................................................ 21 Query Client Profiles .......................................................... 22 Invoice Notes ..................................................................... 22 Vendor Profiles ....................................................................... 23 No Match On Vendor Name or ID ...................................... 23 Select Modify ...................................................................... 24 Create New Vendor Profile ................................................ 24 Alternate Interface ID ......................................................... 25 Query Option ...................................................................... 25 Sales Agent Profiles ............................................................... 25 No Match On Agent ID ....................................................... 25 12/23/14 TOC - 3 Interface Table of Contents Record Not Found by Agent ID Search .............................. 25 Enter a New Profile? ...........................................................25 Search for Existing Agent by Agent ID ...............................26 Processing Errors ................................................................... 26 Invalid ARC Number ...........................................................26 Duplicate or Invalid Invoice Number ...................................26 Duplicate Ticket Number ....................................................27 Invalid Ticket Numbers .......................................................27 Processing Void Ticket .......................................................27 Unprocessed Interface Records .........................................28 Interface Troubleshooting of Errors in Downloading.......... 28 Automatic Interface Download & Processing Setup with Windows Task Scheduler ............................................................. 28 Steps for Setting Up Automatic Interface Download ..........28 Steps for Setting Up Automated Interface Processing ........31 AMADEUS Interface Preparation ................................ 33 Preparing for Interface............................................................ 33 Amadeus Interface Level 206 .............................................33 AIR to FILE - Amadeus Configuration ................................33 AMADEUS Interface Control .................................................. 33 Determine Accounting Mnemonic Address - TTQLIST ......34 Initialize Transmission All Pending Messages - BASTART 34 Stop Transmission of Pending Messages - BSSTOP ........34 Check Status of the Interface Queue - BB .........................34 Check Number of Messages on Queue - BDdate ..............35 Selective Transmission of Airs - BAdate ............................35 Retransmission of Airs - BRdate ........................................35 Interfacing Multiple Branches................................................ 36 Establishing Daily Procedures .............................................. 36 Download Procedures for TBO ...........................................36 Entries that Affect Invoices and Tickets ............................... 37 Customer ID/Customer Number - RM*AN ..........................37 TOC - 4 12/23/14 Interface Table of Contents Billing Address - AB/ABS ................................................... 37 Phone Number - RM*PH .................................................... 38 Fax Number - RM*FX ......................................................... 38 Client E-mail Address - RM*EU ......................................... 38 Agent ID ............................................................................. 39 Additional Agents - RM*SA ................................................ 39 Outside Agent ID - RM*OA ................................................ 39 Department Information - RM*DP ...................................... 40 UDIDS Remarks - RM*UD1 ............................................... 40 Group Affiliation - RM*GP .................................................. 41 Client Remarks - RM*RM free flow .................................... 41 Fare Savings Report Information ....................................... 41 Form of Payment Override - RM*FP .................................. 42 Branch Override - RM*BR .................................................. 42 Face Value and Income Earned - RM*FV .......................... 42 Segment Information .......................................................... 43 Capturing Foreign and Local Currency .............................. 43 Partial Payment - RM*PP ................................................... 43 Descriptor Codes Valid at Invoice Level .............................. 44 Descriptor Codes Valid at Booking Level ............................ 46 AMTRAK ............................................................................ 50 Hotel and Car Segments ........................................................ 50 Itinerary Updates RM*HU ................................................... 51 Vendor Profiles ................................................................... 51 Automated Hotel Segments ............................................... 52 Passive Hotel Segments .................................................... 52 Automated Car Segment .................................................... 52 Non-Automated Car Segment ............................................ 53 ARC/BSP Ticketing and Invoicing ........................................ 53 Voided Tickets .................................................................... 53 Amadeus Invoice and Ticketing Commands ...................... 54 Issue Automated ARC/BSP Ticket ..................................... 54 12/23/14 TOC - 5 Interface Table of Contents Issue Invoice for Hand Written ARC/BSP Ticket ................54 Issue Invoice for Prepaid Ticket Advice (PTA) ...................54 Issue Invoice for Manual MCO ...........................................55 Issue Invoice for Automated MCO for a Service Fee .........55 Exchange ticket issued with an MCO .................................55 Electronic Ticket Refund - ETR ..........................................55 Issue an EXCHANGE Ticket ..............................................56 Full Invoice Refunds ...........................................................56 Discounts ............................................................................56 OB Fees .............................................................................56 Automated Cruise and Tour Supplier Invoice ...................... 57 Tour Booking ......................................................................57 Cruise Booking ...................................................................57 Non-ARC/BSP Supplier Invoice ............................................. 57 Issuing Invoice for Tour Deposit .........................................58 Issuing Invoice for Tour Final Payment ..............................58 Issuing Invoice for Cruise Deposit ......................................59 Issuing Invoice for Cruise Final Payment ...........................60 Service Fee ........................................................................60 Issuing Invoice for Insurance ..............................................60 Issuing Invoice for Non-ARC/BSP Air .................................61 Split Form of Payment ........................................................61 APOLLO/GALILEO Interface Preparation .................. 63 Preparing for Interface............................................................ 63 MIR Level 92 ......................................................................63 MIR Device LNIATA ...........................................................63 MIR to FILE - Apollo Configuration .....................................63 APOLLO Interface Control ..................................................... 63 Establishing the Link - HMLMLNIATADA ...........................64 Checking the Status of the Link - HMLD ............................64 Queue Message Count - HQC ...........................................64 Bring Up the Link - HMOMLNIATA-U .................................64 TOC - 6 12/23/14 Interface Table of Contents Bring Link Down - HMOMLNIATA-D .................................. 64 Bring Up Link (Canadian Customers) - //HMUPAPOID ..... 64 Bring Down Link (Canadian Customers) - //HMDPAPOID . 65 Quick Start - HQSLNIATA .................................................. 65 Re-transmit Records .......................................................... 65 Controlling the Apollo MIR ................................................. 65 Establishing Daily Procedures .............................................. 66 Download Procedures for TBO .......................................... 66 Interfacing Multiple Branches ............................................. 67 Entries Affecting Invoices and Tickets................................. 67 Customer ID or Customer Number T-CA ......................... 68 W-Address Field W- ......................................................... 68 Phone Numbers P:CTYR/ ................................................ 69 Client E-mail Address P:CTYE/ ......................................... 69 Interface Invoice Over to TBO as Open F-XINV & F-XINVOICE ...................................................... 69 .Agent ID Override T-SA .................................................. 70 Outside Agent ID T-OA .................................................... 70 Department Information T-DP .......................................... 71 UDIDS Remarks T-UD1 ................................................... 71 Group Affiliation T-GP ...................................................... 72 Client Remarks T-RM free flow ........................................ 72 Passenger Statement Information N:Last Name/First* ...... 72 Invoice Remarks T-IM ...................................................... 73 Fare Savings Report Information ....................................... 73 Face Value and Income Earned T-FV .............................. 73 Invoice Branch Override T-BR ......................................... 74 Form Of Payment Override T-FP ..................................... 74 Segment Information .......................................................... 75 Capturing Foreign and Local Currency .............................. 75 Mileage ............................................................................... 75 Partial Payment T-PP ....................................................... 75 12/23/14 TOC - 7 Interface Table of Contents DESCRIPTOR CODES - Valid at Invoice Level ..................... 75 DESCRIPTOR CODES - Valid at Booking Level ................... 77 Hotel and Car Segments......................................................... 81 Vendor Profiles ...................................................................82 Automated Hotel Segment .................................................82 Non-Automated Hotel Segment ..........................................83 Automated Car Segment ....................................................83 Non-Automated Car Segment ............................................83 Itinerary Updates T-HU .....................................................83 ARC/BSP Ticketing and Invoicing ......................................... 84 Voided Tickets ....................................................................84 Sample APOLLO Invoice & Ticketing Commands .............85 Issue Automated ARC/BSP Ticket .....................................85 Issue Invoice for Hand ARC/BSP Ticket ............................85 issue ARC/BSP EXCHANGE Ticket ...................................85 Issue Invoice for Prepaid Ticket Advice (PTA) ...................85 Issue Invoice for Misc. Charge Order (MCO)-Option #1 ....86 Issue Invoice for Misc. Charge Order (MCO)-Option #2 ....86 Automated MCO for Service Fees ......................................86 Discounts ............................................................................87 OB Fees .............................................................................87 Ancillary Airline Charges EMD ...........................................87 Non-ARC/BSP Supplier Invoice ............................................. 87 Issuing Invoice for Non-ARC/BSP Air .................................88 Issuing Invoice for Tour Deposit .........................................88 Issuing Invoice for Tour Final Payment ..............................89 Issuing Invoice for Cruise Deposit ......................................89 Issuing Invoice for Cruise Final Payment ...........................89 Issuing Invoice for Insurance ..............................................89 Issuing Invoice for Service Fees .........................................90 Split Form of Payment ........................................................90 SABRE Interface Preparation..................................... 91 TOC - 8 12/23/14 Interface Table of Contents Preparing for Interface ........................................................... 91 Interface Option 6 ................................................................... 91 SABRE Printing Module ......................................................... 91 Images to File.......................................................................... 92 SABRE Interface Control ....................................................... 92 Checking Status of the Interface Queue DX STATUS ....... 92 Start Transmission of Pending Message DX TRANSMIT .. 92 Stop Transmission of Pending Message DX END ............ 92 Stop Transmission Immediately DX HOLD ....................... 93 Retransmit Records DWLIST ............................................ 93 Check History of Transmission Activity DX HISTORY ...... 93 Establishing Daily Procedures .............................................. 93 Download Procedures for TBO .......................................... 93 Continued Procedures for TBO .......................................... 94 Interfacing Multiple Branches ............................................. 94 Processing by ARC Number .............................................. 95 Entries Affecting Invoices and Tickets................................. 95 Customer Number as the Interface ID DK ........................ 95 Customer Number as a Remark 5.S*AN .......................... 95 Billing Address 5/ .............................................................. 96 Phone Number 5.S*PH ..................................................... 96 Fax Number 5.S*FX .......................................................... 96 Client Email Address .......................................................... 96 Sales Agent Sabre Agent Sine .......................................... 97 Agent ID Override or Additional Sales Agents 5.S*SA ...... 97 Outside Agent ID 5.S*OA .................................................. 98 Department Information 5.S*DP ........................................ 98 UDIDS Remarks 5.S*UD1 ................................................. 98 Group Affiliation 5.S*GP ................................................. 100 Invoice Remarks 5.S*IM .................................................. 100 Client Remarks 5.S*RM FREE FLOW .......................... 100 Passenger Statement Info -LAST NAME/FIRST* ............ 100 12/23/14 TOC - 9 Interface Table of Contents Fare Savings Report Information ......................................101 Form of Payment Override 5.S*FP ..................................101 Branch Override 5.S*BR ..................................................101 Face Value and Income Earned 5.S*FV ..........................102 Segment Information ........................................................103 Capture Foreign and Local Currency ...............................103 Mileage .............................................................................103 Partial Payment .................................................. 5.S*PP 103 Descriptor Codes - Valid at Invoice Level........................... 103 Descriptor Codes - Valid at Booking Level......................... 107 Hotel and Car Segments....................................................... 110 Automated Hotel Segment ...............................................111 Itinerary Updates 5.S*HU ...............................................112 Foreign Currency in Hotel Bookings .................................112 Non-Automated Hotel Segment ........................................113 Automated Car Segment ..................................................113 Manual Car Segment ........................................................114 ARC/BSP Ticketing and Invoicing ....................................... 114 Sabre Invoice and Ticketing Commands ..........................114 Issue Automated ARC/BSP Ticket ...................................114 Issue Invoice for Hand Written ARC/BSP Ticket ..............115 Issue Invoice for Prepaid Ticket Advice - PTA .................115 Issue Invoice for Miscellaneous Charge Order (MCO) .....115 Issue an Automated Exchange Ticket ..............................115 Issue Invoice for Manual Exchange Ticket .......................116 Electronic ARC Documents (ARC E Tickets) ...................116 Manual ARC Travel Agency Service Fees - CC FOP ......116 Voids .................................................................................116 Manual Refunds Discount ACR*AIR ...........................................117 ACL ................................................................117 Bulk Ticketing 5.S*FV .....................................................117 Append/Override Data in Automated AC line 5.S*MSXXX 118 TOC - 10 12/23/14 Interface Table of Contents Sabre Holding List HL .................................................. 118 Ancillary Airline Charges ..................................... EMD 118 Non-ARC/BSP Supplier Invoice .......................................... 119 Issuing Invoice for Tour Deposit ....................................... 120 Issuing Invoice for Tour Final Payment ............................ 120 Issuing Invoice for Cruise Deposit .................................... 121 Issuing Invoice for Cruise Final Payment ......................... 121 Issuing Invoice for Service Fees ...................................... 121 Issuing Invoice for Insurance ........................................... 122 Issuing Invoice for Non-ARC/BSP Air .............................. 122 Issuing Invoice for a Cruise Deposit (Sabre Deposit/Accounting Line) ................................... 123 Non-ARC Air - Ticketless - Southwest Electronic Tickets 123 Split Form of Payment ...................................................... 123 Discounts ACL ............................................................. 124 Signature Seats on Midwest Airlines.................................. 124 WORLDSPAN Interface Preparation ......................... 125 Preparing for Interface ......................................................... 125 WORLDSPAN Image to Disk- Single file U.S. TAIR ........ 125 Worldspan - Multi-file INTL TAIR ..................................... 125 TAIR Level 20 .................................................................. 125 Worldspan Interface Control ............................................... 126 Determine LNIATA for Interface JZXMSG DR PCC DT1P ................................................ 126 Starting Transmission - YSTR LNIATA ............................ 126 Stopping Transmission - YSTP LNIATA .......................... 127 Re-Transmission of Interface Records ............................. 127 YSTR and YSTP .............................................................. 127 Establishing Daily Procedures ............................................ 127 TBO Transmission Procedures to the Winint32 ............... 127 Download Procedures for TBO ........................................ 128 Continued Procedures for TBO ........................................ 128 Interfacing Multiple Branches ........................................... 129 12/23/14 TOC - 11 Interface Table of Contents Entries Affecting Invoices and Tickets ............................... 129 Customer ID or Customer Number 5-CA ........................129 Address Field 5-CB ........................................................129 Phone Number 5PH .......................................................130 Fax Number 5FX .............................................................130 Client E-mail Address .......................................................130 Agent ID ............................................................................130 Agent ID Override 5SA ...................................................131 Outside Agent ID 5OA ....................................................131 Department Information 5DP ..........................................131 UDIDS Remarks 5UD1 ...................................................132 Group Affiliation 5GP ......................................................132 Client Remarks .................................................................133 Fare Savings Report Information ......................................133 Sorting Multiple Branches .................................................134 Form Of Payment Override 5FP .....................................134 Branch Override 5BR-7 ..................................................134 Face Value and Income Earned 5FV .............................135 Segment Information ........................................................135 Capturing Foreign and Local Currency .............................135 Mileage .............................................................................136 Partial Payment 5PP ......................................................136 DESCRIPTOR CODES - Valid at Invoice Level ................... 136 DESCRIPTOR CODES - Valid at Booking Level ................. 139 Hotel and Car Segments....................................................... 142 Automated Hotel Segment ...............................................143 Automated Car Segment ..................................................143 Itinerary Updates 5HU- ...................................................143 Non-Automated Hotel Segment ........................................144 Automated Car Segment ..................................................144 Non-Automated Car Segment ..........................................144 ARC/BSP Ticketing and Invoicing ....................................... 145 TOC - 12 12/23/14 Interface Table of Contents Issue Automated ARC/BSP Ticket ................................... 145 Issue Invoice for Hand ARC/BSP Ticket .......................... 145 Issue Invoice for Prepaid Ticket Advice (PTA) ................. 146 Automated MCO For Service Fee .................................... 146 Automated MCO for Refunds ........................................... 146 Electronic Ticket Refund - ETR ........................................ 146 Exchange Ticket ............................................................... 147 Voided Tickets .................................................................. 147 Discounts ......................................................................... 147 Non-ARC/BSP Supplier Invoice .......................................... 147 Toursource ....................................................................... 148 Issuing Invoice for Tour Deposit ....................................... 148 Issuing Invoice for Tour Final ........................................... 148 Issuing Invoice for Cruise Deposit .................................... 148 Issuing Invoice for Cruise Final ........................................ 149 Issuing invoice for Service Fees ...................................... 149 Issuing Invoice for Non-automated ARC/BSP Air ............ 149 Issuing Invoice for Non-ARC/BSP Air .............................. 150 Issuing Invoice for Insurance ........................................... 150 Split Form of Payment ...................................................... 150 12/23/14 TOC - 13 Interface Table of Contents TOC - 14 12/23/14 Interface Overview Download & Processing This chapter contains:  Overview of Interface  Introduction to Interface Download & Processing  Directions for Download & Processing Overview of Interface The interface process between The Host Reservation System, or GDS, and Trams, is a means by which invoice and ticketing data entered in the Passenger Name Record (PNR) is automatically transmitted to the back office system. The interface commands used to control the interface between the GDS and Trams are similar to the entries already used in the office to control the transmission of messages to various printers (e.g., ticket, invoice/itinerary, boarding pass and hardcopy). Once the interface option is enabled by the GDS, an interface record or image is created every time a sales agent drives a ticket or an invoice. Specific accounting, client, vendor and booking information from the PNR is downloaded to Trams Back Office and becomes available for accounting, tracking and reporting needs. The interface record created by driving the invoice is stored by the Host GDS on an Interface Queue, much like the ticketing queue. Instead of retrieving the data on queue back to the workstation to update, or to the printer to print, the record is downloaded to Trams as a file for Trams to read. Trams Back Office Interface Utilities Setup Trams does not control what is included in the interface record. The data captured is directly related to how it is entered in the PNR. What TBO does with the data can be controlled by default options established in Utilities|Setup. These options determine how TBO handles the information received from the interface record. Not all options in Utilities|Setup relate to interface. Please refer to the Utilities chapter in the manual or the Helpfiles for directions on setting up the Trams Back Office program prior to commencing interface. Introduction to Interface Download/Process The accounting data being interfaced, the paper trail, the office work flow, and available personnel are all important parts of successful interface. Interface is an interaction between the front and back office systems, including human resources. Follow the steps outlined until the stafff is proficient with Interface. Develop a daily routine, and teach at least one other person in the office how to handle Interface. Interface is an interactive process that requires coordination between the Host Reservation System, the Windows Interface program and Trams. Let's go over some terminology that we use at Trams for the different parts 12/23/14 15 Interface Download and Process of the Interface procedures. Download involves Trams retrieving the interface records. In Trams Back Office this can be directly from the interface cable or a file. As the records are downloaded, Trams reformats the records and places them in a separate file for processing. When records are retrieved from the source directory, the files are deleted and the directory is emptied. It's important when reading across a network that full file permissions are enabled for the client workstation downloading the records. Process is a procedure that merges the Interface records into the Trams database. Each invoice is tracked by Client, Vendor and Sales agent. Bookings within an invoice would all have the same client, but may have different vendors or sales agents. The process procedure matches each invoice item to the proper client, vendor and sales agent for reporting and accounting purposes. The procedure also generates any error messages related to the new data being received, and allows operator intervention for undefined profiles. You do not need to create Profiles prior to interface. Trams can create new profiles during the Interface Process. Capturing Interface Records involves the images to file option configured by the GDS Vendor. If interface has been configured by the host in this manner, then be sure to ask them how to start, stop and review the utility or print server software they use to capture the records. It's also important to know the EXACT path and directory or file name for Trams to download the files. Host Print Server, Pro Printer and Host Print Modules, are utility programs used by the GDS vendor to enable the Host system to communicate with Host printers, including the interface device. If configured to capture to file, there are formats for the file as well as a location or path and file name to the interface records. Network Access and File sharing is a feature of the local hardware network. This option must be enabled in order for Trams to download records that are captured to a workstation on the network, versus Interface Download and Process records captured to the local hard drive where the download is handled. For our examples we'll assume the records are captured to the SAME workstation and hard drive where the Trams download is handled. Windows Interface Utility or Trams Interface Utility is the program that captures interface records via a cable. The program is configured to match the serial port communication protocol configured at the GDS controller. The program may launch at startup or can be controlled manually. Capturing Interface Records There are two ways to capture Interface records - Images to File and Interface via Cable. Images to File If the GDS Vendor has configured interface to file, then capturing records to a file has already been set up. It's still important to know the EXACT path and directory or file name for Trams to download the files. Please check directly with the GDS Vendor for the location of the file, as well as the procedures for troubleshooting. Standard settings are explained in the specific GDS section of the Trams Interface Guides. Check the interface queue to verify that records are leaving the Host and available in the local interface file. Go to a GDS workstation and start the transmission of records. Download Interface Records into TBO The download utility can be configured for multiple GDS systems and run outside of Trams Back Office from Start|Programs|Trams Back Office|Download. High volume agencies can create shortcuts for each download configuration and run them simultaneously, or as 'real-time' interface to the same or different 16 12/23/14 Interface Download & Process workstations. Since all records are routed to a single log for processing, simultaneous downloads should be tested and used only after processing procedures are well established in the agency. Step 1: From Windows go to Start|Programs|Trams Back Office|Download. Step 2: Select the correct database Alias - the default is Trams. The database Alias should NEVER be blank. Refer to the specific GDS section of the Interface Guide for specifics about the screen options listed here. Select the appropriate GDS. Scroll through a list of reservation systems with the down arrow. Note: Sabre and Worldspan have 2 options for GDS field. Check the folder for the file structure captured by the GDS. If multiple records exist, one per transaction, use Sabre or Worldspan as appropriate. If a single logair.dat or pnrdata.txt file exist, use Sabre Net or Worldspan Images to Disk as appropriate. Note: Any agency having a conflict with the Client Remarks field of a booking being interfaced to a UDID field, can ignore UDID formats in the Client Remarks field of a booking by entering -NU in the Option field on the Download Screen. Note for Worldspan Agencies: There is a -D option to the Interface Download screen to make the dash following the 5SA , 5OA, 5FJ, 5LF, and 5FF entries in Worldspan optional. If not wanting to specifically identify an SA or OA entry as agent-related, then enter -D in the Options Field on the screen and the dash (-) after the SA and OA entry will not be required. There is a chance, based on the entry made if no dash (-) is present, that the name SANDY could be read as "SA", an override of the Original Sales Agent. Note to Apollo Agencies: To ignore email updates in Apollo interface, enter -NE (No Email). Step 3: Click the PNR File Path button to locate the directory where the interface files reside. If using the default settings when installing Trams, the path should read: C:\Spool If records are captured by the GDS vendor, or to a different workstation, then the PNR File Path may look considerably different. (Refer to the GDS section of this interface guide for more information about settings specific to the GDS platform.) Note: Changes to the PNR File Path on the Interface/Download screen are now only saved if the user logs in as SYSDBA. A non-SYSDBA user can change the path when logged in, but when closing the Interface/Download screen or logging out of TBO, those changes are not saved. All changes to the GDS PNR File Path can only be done by the systems SYSDBA User. Note: Do not check Process Res.txt or Lanyon Format. Wait for New Records is used by high volume agencies to enable a 'real-time' interface. The download screen can be left open to read new messages from the file path as soon as they are created. 12/23/14 17 Interface Download and Process If receiving the warning "Unprocessed Interface Records Exist," there are interface records from a previous download session that have not been processed into TBO. If this is the first Interface Download and Process time interfacing, these may have been test records generated by the GDS host or support desk. Cancel = Escape and exit the interface program. Append = Add the new records to the existing unprocessed records. Overwrite = Overwrite the old records with the new. If not sure about the unprocessed records, select cancel and return to the Interface processing screen to view the unprocessed records. Once processing has been ended, (the remaining records may be duplicates that need to be deleted), choose Overwrite to delete the records and continue with the new download. Once selection has been made, Trams responds with the Interface Download Screen. See the invoice numbers flash on the download screen. Trams receives all records from the Destination directory and responds with a Record count of Received and Verified. There may be a difference between the number of records received and verified. Usually this is attributed to invalid invoices or invoices that do not contain accountable segments. Interface Reports Step 4: Run Interface reports to use when reconciling invoices or investigating the download session. We would advise this on every session until user is comfortable with the TBO interface and front office formats. The reports are an excellent training tool for both front and back office staff. First run the Invoice List. From the TBO main menu, select Reports|Interface|Invoice List. (A Print Invoice List button is also located to the Interface Processing Screen so that the Invoice List can be printed prior to processing.) The Invoice List shows the valid invoice data received by TBO during the download process. The report shows how TBO interpreted the data entered in the PNR. Remember, how data is 18 12/23/14 Interface Download & Process entered and invoices are driven, is directly related to how TBO interprets the PNR. The invoices are not yet available in the TBO database. This is a report of the invoices downloaded in to Trams during this session. Select Print Log from the report menu bar to print this report. Note: TBO shows the foreign currency value and currency code for comm track transactions on the Interface Invoice List report. Download Error Log Step 5: Next run the Download Error Log. Go to Reports|Interface|Download Error Log. Enter the date/s for the report. This report shows which interface records were received and rejected by TBO during the download session. If a record was rejected, the booking agent should research the PNR formats to correct and re-run the invoice. Agencies unable or who have a diverse sales staff may purchase or create scripts to make interface more seamless to their sales agents. It's also possible that the rejected records were boarding passes, or itineraries or PNRs that did not contain accounting information, and can be ignored. High volume agencies may want to research quality control procedures to ensure 100% accuracy prior to downloading or processing records into TBO. Select Print from the report menu bar to print this report. Process the data received. From the TBO main menu go to Interface|Process. Process Interface Records During the processing, Trams Back Office tries to match up information received from the interface record with information stored in TBO. There are three types of profiles - client, vendor and agent - that must match before the invoice is processed by TBO. Clients, vendors, and sales agent profile identification is critical to the accurate accounting of a transaction. Automatic or Ignore All When Processing Creates a Processing Error Log When there is a mature database, selecting Automatic for processing or Ignore All from the first error dialog box, creates a Processing Error Log that can be printed and processed later. (The processing of E-Ticket refunds is ignored during Automatic Interface Processing.) During the process procedure, TBO reads and logs the records to the correct client, agent and vendor, as it creates a TBO invoice for accounting and 12/23/14 19 Interface Download and Process reporting. • Delete Record deletes a selected interface record. • Print Pending prints the unprocessed record list as shown in the display. • Print Invoice List prints out the invoice list prior to processing without going to Reports|Interface|Invoice List. (When there is a new or empty database, it's easier to work through each interfaced record with access to invoice and ticket hard copies.) • View Source views the native Interface record sent by the GDS. Be better able to make decisions on what to do with a specific record that is generating the error prompt. • Import from File option is used for importing data from other back office systems, website captured data, when converting to Trams Back Office, or can be used to import records for a Host/IC setup. • Print Log prints the Processing Error Log • Automatic allows TBO to process all records without stopping for errors. Records with errors remain unprocessed and errors are reported on the Processing Error Log. • Print Invoice prints a TBO invoice of each processed record. Note: Trams recommends that the back office operator have access to the invoice, tickets and cash receipts for proper accountability, and to maintain the integrity of the TBO. Go to Reports|Interface|Processing Error Log to review reported processing errors. Client Profiles The reservation system has a client account number format that TBO reads as interface ID. The same client number that printed on the invoice or ticket can interface to TBO as the account number. (See the GDS specific guide for more information.) Each Interface ID must be unique to a single billing entity. A House Account may be created to track "walk-in" clients, but this method cannot capture valuable marketing information. TBO recommends a separate profile for every billing entity. While profiles serve as client ledger cards, they also serve as reporting units and client mailing lists. Profiles don't need to be created in TBO prior to the first interface, but spend some extra processing time as the database is being built. If the message No Match on Client Interface ID during processing of new clients is received, TBO builds the profile for each new client through processing the invoice. If there is converted data from another back office system, then it's important to know the procedures required to restore the converted data to TBO. Put off the first interface session until after the Interface 20 12/23/14 Interface Download & Process Download & Process converted data has been restored to create the TBO database. No Match On Client ID The message, No Match On Client ID prompts when TBO does not find an identical Client Interface ID to the alphanumeric code that appears between the brackets [xxxxxxxxxx]. This occurs for various reasons. If there is no code within the brackets, [] Trams did not detect a customer number in the Interface record. For inactive Profiles a Warning Message appears: Matching xxxxx Profile is Marked Inactive - Continue? Select OK to process the invoice to the inactive profile, and later, update the profile to active status. If Cancel is selected, a prompt allows the operator to Modify by selecting a different Profile or create a new Profile. This screen shows an ID [1234567890] in brackets next to the name. This is the Customer ID the agent entered in the PNR. TBO did not find an exact match. Select Modify to search for the client by Name. Select Modify By selecting Modify, Trams continues processing the Interface record, for input at each step of the procedure. The client type and name are the only fields available to modify. TBO defaults to Leisure. To modify the Client Type, click the drop-down key to see the choices. Click Corporate in the Client Type field. By selecting Corporate without modifying the Client Name, TBO interprets the Client Name differently. This is not an optional default. If the client's name or spelling is in question, enter a few letters of the client's last name for a broader search. Next click the Client Name and move to the Profile query screen. From there, search for the correct profile. No Matching Profiles Found During the Client Name Search Create a New Client Profile Click Yes and TBO to go to a new Client Profile screen. The information for the new client moves to the profile screen in TBO. The No option returns to the previous screen. The information from the Interface record moves to the New Client Profile screen. TBO does a good job at translating ALL CAPS GDS entries into upper and lower case, but occasionally edit the information captured from the front office. Notice the Interface ID and address information is entered automatically. This came directly from the address and 12/23/14 21 Interface Download and Process phone entries in the PNR. Click OK to save the profile to return to the Interface processing screen to continue processing the rest of the record (s). Query Client Profiles Click Query to start the search for the correct client profile. Click the down arrow in the 'argument' field prior to the name to select the name search criteria. If TBO does not find a match by Client type and name there is a prompt, Create a New Profile? If TBO finds a probable match, there is a selection box. Highlight the customer name and click Select to move back to the processing screen. Click Select to choose a name from the list and save to return to the Interface processing screen to continue processing the rest of the record (s). If the correct name is not on the list, click Reset. Try the search with just a few letters of the name. Perhaps there is a misspelling? Note: Run a list of clients and vendors often as the mailing list grows. It is easy to create a duplicate profile as the staff adjusts to the disciplines of interface. Go to Reports|Client|Lists and Labels. Also use the Processing Error Log to update any existing Profiles with incorrect or missing Interface ID's. Invoice Notes -- During interface processing for a void record, we added the ability for an invoice to automatically show as a voided invoice without user intervention if all other bookings in the invoice are already voided. There is a prompt, Confirm Void Invoice prompt screen. For a single booking invoice containing an air ticket, nothing more need be done and the invoice is automatically voided. For an invoice containing multiple bookings, those booking would have had to been manually voided prior to the start of interface processing, for the invoice to be automatically voided. Processing of the void record must be the last non-voided booking in the invoice, for the invoice to void automatically without having to re-query the invoice after processing and manually voiding. To implement this feature, check that Utilities|Setup|Global Defaults/ Interface/Mailmerge Prompt Tab has Allow Voids set to Prompt. Allow Voids = PROMPT. -- During interface processing, single payments are now created for each booking in the PNR invoice being processed even if the CC No. is the same. This allows for easier voiding of tickets during processing when each ticket has its own payment attached. Also multiple tickets contained in a single invoice are listed separately on a customer's credit card statement. So an invoice with two $500 tickets in it, $1000 total invoice amount, is shown on the credit card statement as one item with ticket number for the first $500 ticket, and as a second item with ticket number for the second $500 ticket. 22 12/23/14 Interface Download & Process Vendor Profiles ARC/BSP vendors, plus car and hotel vendors, are booked directly through the reservation system have an industry standard ID assigned through the reservation system. As these transactions are processed in TBO, allow Trams to create the vendor profile. Group several vendors together through the Vendor profile, or the invoice group field. (See the Profile section in the manual for a full description of field options.) TBO recommends tracking these vendors by property. ARC/BSP vendor profiles build by TBO include the airline code automatically. Include both the Interface ID and the airline code when building these vendors manually. Trams maintains a table of ARC/BSP vendors, complete with address information. This table is used to create the ARC/BSP profile the first time the vendor is sold. Non-ARC/BSP vendors are also identified in Trams by Interface ID, but there is no industry standard at this time. The GDS may have restrictions on how these codes are entered within the booking or accounting line. (See the GDS section of this guide for more information.) It is important to coordinate with the front office staff before deciding on how these vendors should be identified. Unlike Client Profiles, TBO searches for the Interface ID first and then the Vendor phone number and thirdly, the Vendor name for an exact match. Due to the flexibility allowed in the building of PNRs, it is important to establish standards used for the agency. Note: TBO matches Vendor Profiles by phone number when the Vendor name and/or Interface ID do not match during interface processing, because the Vendor name and/or Interface ID has changed but the phone number hasn't. A message is added to the Error Processing Log during interface processing when a Vendor Profile has been matched by phone number. When the name and the Interface ID changes, it's usually because a hotel property changes chains, and the name and ID would be changed but not the phone or address. Users need to be aware of the change so they can decide if they want to change the name and ID of the existing profile or create a new profile for the property. Note: -- Trams matches Non-ARC/BSP airline bookings to any vendor profile with a matching interface ID. So a ticket sold on United Airlines, but not processed through ARC/BSP can be added to a single United Airlines vendor Profile if the Interface ID matches. No Match On Vendor Name or ID There is a No Match on Vendor Name or ID prompt when TBO cannot find a profile for this vendor by Interface ID, phone number or name. This screen shows an automated Vendor code received by the GDS at confirmation. If nothing is entered between the [brackets], the booking may have been entered as a passive segment without a vendor code. If there is an id between the brackets, but no name, the agent may not have entered a vendor name, just 12/23/14 23 Interface Download and Process the code. Select Modify and continue. Select Modify The system now, by default, only shows matching vendors based on Name, State and Zip. Manually uncheck either or both to see matches just on name. The check boxes are enabled if the corresponding address field is populated in the Vendor Profile that is being processed from the GDS PNR. If there is no State or Zip Code in the record being processed then those options are dimmed and the match is on Name only. When the database has multiple vendors with the same name such as "Southwest" and no location identification in the name, the match can be based on the Name and a part of the address. This should alleviate the problem of common vendor names being picked by name only and putting the booking under the incorrect vendor profile. TBO searches for the exact spelling of the Vendor Name. If the spelling is questionable, use only the first few letters of the name to broaden the search. Click OK to begin the search. TBO may want to attach to an existing profile with a similar name when clicking OK. To prevent that, click the New button to go straight to a new Vendor Profile screen. No matching Profiles Found during the Vendor Name Search Create New Vendor Profile Clicking Yes navigates to a new Client Profile Screen. The information for the new vendor moves to the profile screen in TBO. When selecting No, return to the previous screen. If there is not a vendor profile in TBO, create a new one now by clicking OK. The information from the Interface record moves to the new Vendor Profile screen. TBO does a good job at capturing address and phone details from automated Car and Hotel Vendors. Passive segments may require editing. The TBO operator would want to modify this record and assign an interface ID unique to this hotel. Any future passive hotels with using this same Interface ID will also interface to that profile automatically. (Refer to the Front Office formats used to account for the vendor transaction, to ensure proper translation by TBO.) Notice the Interface ID is entered automatically. The next time this property is booked using the same Interface ID, TBO will not require intervention. Using the mouse, click OK to save the profile. 24 12/23/14 Interface Download & Process Alternate Interface ID Some agencies interface from multiple GDS systems. Add an alternate interface ID to a vendor profile by selecting the Marketing Tab. By adding an alternate interface ID, TBO finds a match on either of the Interface ID's attached to the profile. Query Option The Query option searches vendor profiles for a match. A query of Vendor profiles is also initiated by changing the Vendor Name on this query screen or from the Modify screen. Click Query to begin. Because of the spelling of the Vendor name, this sample shows [No Matching Profiles Found.] If the query is successful, highlight the vendor and click with the mouse. If the query is too narrow or not successful, click Reset to begin another search. Sales Agent Profiles Trams Back Office receives the original booking agent from the Interface Record and captures the agent as the primary or inside agent on the invoice. The Agent ID as it is translated from the reservation system must match the Agent Interface ID in TBO. This ID is often referred to as the "agent sine" and is defined in the agencies GDS profile. To review these agent sines before beginning interface. TBO reads alphanumeric sines. Non-booking agents that are tracked on an invoice can have an Interface ID unrelated to the automatic agent id used to designate the booking agent. (See the GDS section of the addendum for additional tracking options.) TBO allows up to 9 agents on a single booking. These are used to track inside and outside agents, promotions and commission splits. No Match On Agent ID There is a No Match On Agent ID prompt when TBO has no record of this agent in a sales agent profile. The Agent ID that Trams captured from the Interface record appears between the brackets. If there is not an agent ID, Trams did not detect an agent in the record. This sometimes occurs when records are retrieved from another agency or when bookings were created by the Airline Reservations Center and are taken over by the agency. Click Modify to search by a different ID or to create a new Sales Agent profile. Trams Back Office has no match on the Interface ID of the Agent displayed. This is probably a new agent with GDS agent sine of TG. When selecting Modify, a prompt comes up to search for the agent by name. Even though the Agent ID is displayed, enter the agent name to search for the agent. If clicking the Agent ID button, query for agents. If the down arrow is clicked in the window, similar names of agents appear. By default, TBO assumes the agent name and agent ID are the same. If profiles use first names for agent names, or other criteria, add the first letter of the agent name and click the down arrow to find an existing agent. Record Not Found by Agent ID Search Enter a New Profile? To create a new Sales Agent profile, click Yes. Edit the Sales Agent name at this time. All other profile 12/23/14 25 Interface Download and Process information can be modified later. Click OK to save the profile. If the Agent profile exists in Trams but you are not sure what the correct Agent ID is, highlight the Agent ID and press Delete. Click Agent ID and move to the Query screen. Click Query to see a list of Sales Agents. Search for Existing Agent by Agent ID To search for an existing agent profile by agent ID, right click in the Agent field. A drop down list displays. Select search by ID and click OK. Processing Errors TBO accepts only valid invoices through the Interface Download (with a few exceptions). Invoices without valid segment information, Itineraries, Voids and Full Invoice refunds are rejected during the download procedure. Valid invoices with missing or duplicate information is available for modification in the Process procedure. Invalid ARC Number This error means this ARC/BSP number is not setup in the Branch Utilities. From the main menu, go to Utilities|Setup|Branches. Click the Add/Modify ARC/BSP button, and add the missing ARC/BSP number. Duplicate or Invalid Invoice Number Trams Back Office does not allow duplicate invoice numbers within the same branch. A Duplicate Invoice Number prompt may appear for various reasons. Trams does not allow duplicate invoice numbers. 1. The invoice may have been manually entered. 2. The invoice number was previously used in error. 3. The invoice was previously downloaded and resubmitted. There are several options. 1. First, select View Source and note the details of the invoice such as passenger names and travel dates. Then select Abort and go to the Invoice|Query tab and search for the invoice number. If the record to be processed is a true duplicate invoice, and the user does not want to process the record, it can be deleted during the next download. 26 12/23/14 Interface Download & Process 2) Select Ignore to move to the next record. The Ignore and Ignore All option does not remove the record(s) from the process log. The record remains and is reported on the Processing Log. 3) Modify proceeds with the processing of this record and permits the entry of a new Invoice number. A Select Invoice Number prompt appears. 4) Enter the Invoice Number. By deleting the number in the Invoice No field, and clicking OK, TBO automatically assigns the next invoice number in the system. Or keep the same invoice number and capture the record to a different branch. Duplicate Ticket Number A Duplicate Ticket Number prompt appears for various reasons. 1. The ticket may have been manually entered. 2. The ticket was previously downloaded. Click OK to accept the duplicate ticket number and continue processing records. Invalid Ticket Numbers TBO displays a slightly different message if an invalid ticket numbers exist. Verify the correct ticket number and select modify to input the appropriate number. Processing Void Ticket If Global Defaults is set to Prompt for void tickets, the ticket is voided without intervention if it's the only booking on the invoice. If there are multiple bookings, then the user will be given the option to void manually. Unable to Void Ticket when the form of payment isn't a CC is another void type that needs intervention when the Global defaults is set to Prompt. 12/23/14 27 Interface Download and Process Select Modify to edit the Sale Invoice that contains the tickets to be voided. Unprocessed Interface Records If a download is attempted again, without processing all of the previous records, TBO responds with Unprocessed Interface Records Exist. If records were ignored during processing, they have not been removed from the Processing Log. They remain available until the next time the download is started. They can be kept or deleted from this screen. If choosing Append, add new records to the existing records in the processing log. If choosing Overwrite, replace (delete) existing records in the processing log with new records. Choose Cancel to check the Interface|Process Log to check before continuing with the new download. Interface Troubleshooting of Errors in Downloading Clicking on download may result in an error message. Following each example are some common reasons and solutions to investigate: Error: 32 (0) This error often means that the spool file is empty; or rather there are no records to download. Be sure records have left the GDS queue and reside in the appropriate folder. Error: Path Not Found 3(0) FileName: C:\spool\;Proc: FOpen() C:\spool\ This error also often means that the spool file is empty; or rather there are no records to download. Be sure records have left the GDS queue and reside in the appropriate folder. It does not mean that the spool folder can't be found, but the file within the spool folder isn't available. If reading from a network folder, there may not be a connection or permission to read, write and delete the records. Automatic Interface Download & Processing Setup with Windows Task Scheduler Set up automatic interface download and processing procedures using Windows Task Scheduler: Steps for Setting Up Automatic Interface Download 1. Go to Start|Programs|Accessories|System Tools|Schedule Task. Click Add Scheduled Task. 2. Follow the Wizard by clicking Next, and then Browse to Program Files|Trams|Tramswin|download.exe 28 12/23/14 Interface Download & Process (or where the download.exe is located). 3. Next select how often the download is to run by selecting the following: Start Time, When task is performed and Start Day. 4. Enter the login for the computer (use the password entered when logging into the PC or to the network in the office, and make sure the password is correct and leave blank if there is no password). Be sure to check in the box next to Open Advanced Properties for this task when clicking Finish. A Task Tab window opens for TBO. 12/23/14 29 Interface Download and Process 5. Ensure the correct information is entered (see below) in both the RUN: and START IN: fields. Run: Enter the Trams Interface Download command-line (here’s an example): "C:\Program Files\Trams\Tramswin\download.exe” -username SYSDBA -password ********* -alias Trams -CRS 2 -path c:\spool -auto Command-line parameters for example above: "C:\Program Files\Trams\Tramswin\download.exe” - Path to where the download.exe resides -username SYSDBA – User log in name -password ******** – User password -alias Trams – Database Alias Name -CRS 2 – GDS System -crs <crs no> 0=Amadeus 1=Apollo/Galileo 2=Sabre 5=Worldspan -path c:\spool – Path to where the interface records reside -auto – Auto download 2 12/5/2005 Important: All command line parameters after C:\Program Files\Trams\Tramswin\download.exe must have a space- (dash) before the option and "C:\Program Files\Trams\Tramswin\download.exe” must have the quotes around it. 30 12/23/14 Interface Download & Process Additional Trams Interface Download command line EXAMPLES which can be entered in the Scheduler Task screen: "C:\Program Files\Trams\Tramswin\download.exe -username MIEKE -password mieke -alias Trams45 -CRS 2 -path c:\sabre2\spool -auto" "C:\Program Files\Trams\Tramswin\download.exe -username JUDITH -password authorized -alias Trams -CRS 5 -path c:\wspan\tairs –auto ** auto download from file works only with folders containing individual records (multiple files) Start In: This area is defaulted to the .exe file browsed to in Step 2. Make sure it is correct. 6) Select the Schedule Tab|Advanced: Create a separate Download Schedule for each CRS and database. Note: To further clarify, using this method does not utilize a user license for processing. If using Interface|Download|Wait for New Records and Interface|Process|Automatic Process options within TBO, then a user license is utilized which may become more of an issue if interfacing with all 4 GDS's concurrently. Steps for Setting Up Automated Interface Processing in Windows Scheduler Follow the steps above for setting up a Scheduled Task. In the Run Line enter (an example): "C:\Program Files\Trams\Tramswin\Tramswin.exe" -username SYSDBA -password ******* -alias Trams -autointerface If there are no records to process, the task will open and then close. If there are records to process the task will auto process and close, leaving the errors to be handled manually. 12/23/14 31 Interface Download and Process 32 12/23/14 AMADEUS Interface Preparation Preparing for Interface This chapter applies to customers in the US, Canada, Mexico, Guam, Caribbean (US territories) and Japan. Preparing for Interface starts by contacting your Amadeus representative. At the time of invoicing, Amadeus generates the accounting interface record called AIR. Your Amadeus agency profile should be updated to create an interface record at time of invoicing as the default. Interface options are enabled when interface is first established and prior to initializing interface. These options control which elements of a PNR are included in the AIR record. Contact the Amadeus support desk to verify that you are setup for interface. The Accounting Interface Record or AIR must pass through two Amadeus queues - the Application queue and the Communication queue. The AIR is held on queue by Amadeus, pending transmission to your office, for 28 days from the date the AIR was created. Once you have transmitted an AIR, it remains on the application queue for 7 days. Trams recommends you interface AIRs on a daily basis. Trams uses the Amadeus interface as a method of data entry. Trams does not control the ability to interface, or the method of transmission. Trams may reside on or off the Amadeus network, but a Trams client must have access to the records via a valid network connection. AMADEUS needs to be aware of any branch links that may be required for interface. All Amadeus branch offices can transmit AIRs to a single Interface queue for transmission to Trams. (MULTI-BRANCH is a billed option in Trams if you are maintaining separate branch financial reports.) Amadeus Interface Level 206 The AMADEUS Interface level controls the format of the Interface records. At the time of ticketing, the Amadeus Central System collects data from the PNR, TST, and your office profile and generates the Accounting Interface Record or AIR. Trams supports AMADEUS Interface 206. AIR to FILE - Amadeus Configuration Amadeus will set up your interface for AIR to file. This option requires that the Pro-Printer device is configured to capture AIRS to a folder on the Amadeus network. Trams needs access to the exact path and folder name. C:\AIR Trams must have full access and share rights to the file. The Pro-Printer handling the transfer of records to a file should be identifiable for troubleshooting. The Trams Back Office (TBO) operator should know the location of the Pro-Printer device controlling the interface as well as the location of the folder and files. AMADEUS Interface Control Amadeus defines an Amadeus Terminal Identification or ATID. AMADEUS assigns this mnemonic address when interface is first established. Before an Accounting Interface Record or AIR is transmitted to Trams, it must pass through two Amadeus queues, the Application queue, and the Communication queue. The AIR 12/23/14 33 is held on queue by AMADEUS, pending transmission to your office, for 28 days from the date the AIR was created. Once you have transmitted an AIR, it remains on the application queue for 7 days. Trams recommends you interface AIRs on a daily basis. Note: The Agency profile in Amadeus controls whether or not you get an interface record or AIR, when you issue an invoice. The system default is NO, and is changed when the interface is configured in Amadeus. There are other accounting defaults as well. Please check with Amadeus support to verify that the following options have been selected. **RM Accounting lines **Voids **Automated MC0 (B13) **BTZ (Set to Yes to Interface itinerary Updates) An AIR is created each time a document is issued (i.e ticket, invoice), this includes e-mails and faxes. To suppress the AIR from being created for a fax or e-mail enter /ZX at the end of the invoice/ticket command. Determine Accounting Mnemonic Address - TTQLIST This accounting mnemonic address is used to check the communication queue. It’s a different level than you would use or need on a daily basis, but may help when first establishing the link. F/AIR/GENERALS lniata Initialize Transmission of All Pending Messages - BASTART This entry requests AMADEUS begin the transmission of all pending AIR records from the Interface queue to Trams. This entry must be the first entry made to initialize interface. This entry is only required to initialize interface for the first time. After stopping transmission (BSSTOP), DO NOT continue to transmit data on a daily basis with the BASTART/BSSTOP commands. AIRs are sent using the more specific entries that follow (i.e. BADATE). The BASTART entry is only used to initialize interface the first time or to re-start interface. Stop Transmission of Pending Messages - BSSTOP This entry requests AMADEUS to stop the transmission of records from the queue to Trams. Enter the BSSTOP, immediately after the BASTART, to stop the automatic transmission of AIRs. You are allowed to selectively transmit records while in the STOP mode using the more specific entries that follow (i.e.BADATE). Check Status of the Interface Queue - BB This entry allows you to see the status of the Application queue. AMADEUS responds with a status of START or STOPPED. Note: Amadeus recommends the Application queue status remains in the stop mode. This allows new records to accumulate on the queue. In order to maintain the integrity of their system resources, Amadeus has implemented an urgent enhancement to the processing of BASTART and BR transactions. The limitation of records that can be transmitted through a BASTART or any BA with follow-up: TRANSACTION IS BEING REDUCED FROM 4000 TO: *100 RECORDS BETWEEN 6AM AND 6PM LOCAL TIME 34 12/23/14 *1000 RECORDS BETWEEN 6PM AND 6AM LOCAL TIME If additional A.I.R.S are waiting in queue for transmission, the following warning message is displayed: * TOO MANY AIRS - BASTART TO CONTINUE TRANSMISSION (Please note that the processing time for a BASTART or other BA transaction option transmitting 1000 items may take more than 6 minutes. A limitation of records that can be re-transmitted through a BR transaction is being introduced as follows: * BR date transactions are rejected between 6AM AND 6PM local time with the following error message: * RESTRICTED DAY/TIME (SYSTEM SECURITY) * BR sequence number range transactions are rejected between 6am and 6pm local time if the sequence number range exceeds 100 items. * The following error message is displayed: TRANSACTION LIMITED TO 100 ITEMS Check Number of Messages on Queue - BDdate This entry displays by sequence number all AIRs that have been generated and are stored in the system. The BD can also be entered without the date for a a complete list of AIRs. The first column is the system-assigned sequence number. An asterisk (*) before the number indicates the AIR has been transmitted. A dash (-) indicates the AIR is incomplete due to a missing ticket or invoice number. The letter V at the end of the sequence number indicates the AIR was voided. A blank, or no symbol, indicates the AIR has not been transmitted. The different IATA numbers in the display represent branch offices that are linked, if entered at the main office. If entered from a branch office, the display only shows local AIRs. Selective Transmission of Airs - BAdate This entry, followed by a date or sequence numbers displayed by the BD entry, requests AMADEUS begin the transmission of specific AIR records from the Application queue to Trams. By date BA03FEB By sequence # range BA020021-020035 By ARC/BSP number BA05123456 While in the stop mode, only the records specified are transmitted. All other records remain on the Application Queue. This is the recommended procedure. Retransmission of Airs - BRdate This entry, followed by a date or sequence numbers displayed by the BD entry, requests AMADEUS begin the re-transmission of specific AIR records from the Application queue to Trams. By date BR03FEB By sequence # range BR020021-020035 By ARC/BSP number BR05123456 While in the stop mode, only the records specified are transmitted. All other records remain on the Application Queue. This is the recommended procedure. 12/23/14 35 Interfacing Multiple Branches If you have multiple branches, Amadeus links the branches to a single Application queue. Trams sorts the invoices into their proper branches by ARC/BSP numbers. Set up ARC/BSP numbers in Trams prior to sending records from Amadeus. In addition to loading the ARC/BSP numbers, set the field “Allow Branch Entries” to “STP” or “FULL” To set up Branches in Trams Back Office, go to Utilities|Set Up|Branches. Establishing Daily Procedures (Go over the Interface Overview Section of this guide for a detailed description of the Download and Processing steps. Use this as your guide for establishing daily procedures.) Interface is a great tool for communicating with the Trams Back Office system. In order to optimize the database that Trams is creating from your AIRs, you’ll want to set up some minimum daily requirements to ensure the integrity of the data and to maintain the system. TBO=Trams Back Office (Windows) Download Procedures for TBO 1) From an Amadeus workstation type: • BDdate to check the AIRs on queue • BAdate to start the transmission of records • or BRdate to re-transmit records 2) From the Trams main menu, select Interface|Download: • Click on the Download button • Once all records are received, click on the close button 2) From the Trams Main menu select Reports|Interface • Review the Download Error Log for missing invoices. • Print the Interface Invoice List to compare to your invoice hard copies. 5) From the Trams Main menu select Interface|Process • Process all records until the file is empty. 6) From the Trams Main menu select Invoice|Query • • • • • Enter the date range you just processed and reconcile to your invoice hard copies. Make any changes to records at the invoice or booking level. Add any missing invoices Void any invoices to be voided Enter Full Invoice refunds 7) From the Trams Main menu select Reports|Invoice • Run the ARC/BSP reconciliation report • Reconcile agent/auditor coupons to the ARC reconciliation report • Correct any errors in the booking itself by going to Invoice|Query. 8) From the Trams Main menu select Payments|Deposit • Enter the total of all receipts from the bank deposit slip. 9) From the Trams Main menu select Payments|Received 36 12/23/14 • Enter any cash/check payments received from clients and vendors. 10) From the Trams Main menu select Reports|Payments|Receipts • Reconcile the day’s receipts to the bank deposit slip 11) From the Trams Main menu select Payments|Made • Enter all the agency disbursements 12) From the Trams Main menu select Reports|Core Process and review the Core Reports - Client Balances, Vendor Balances, ARC|BSP Balances, and Check Register. The ARC/BSP Balance report only displays data after the first ARC settlement has been processed in Trams. Until the first ARC settlement is processed in Trams, the ARC/BSP Reconciliation (Reports|Invoice|ARC/BSP Reconciliation) report may be used to verify all ARC/BSP documents. 13) From the Trams Main menu, select Utilities|Backup. Entries that Affect Invoices and Tickets The AMADEUS Account Interface Record or AIR transmitted to the Trams system gets its information from the PNRs you create. How information is entered into the PNR is directly related to Trams’ success in translating the information. A special Accounting Remark line entered with a RM* format must be included in the PNR before invoicing to capture specific information about the customer and the transaction. These entries may not affect the AMAEDUS invoice, but transmits to Trams in the AIR. Some Descriptor codes are also entered at the booking level. (See DESCRIPTOR CODES table in this section for a completed description of codes.) Special Note: Interfaced Air bookings (ARC and non-ARC) that don't have fare by leg information, will have fare-by-leg auto-calculated based on the Base Fare divided by the number of legs. Customer ID/Customer Number - RM*AN The Customer ID should be made mandatory for interface to Trams. The Customer ID should match the Interface ID in the Trams client profile. Interface ID’s are a maximum of 10 alpha/numeric characters. New client profiles are created in Trams during the interface processing. Trams recommends a customer number for every billing entity to capture billing and marketing information. Customer numbers entered with the RM*AN format interface successfully on both TTP and INV driven invoices, but do not print on the invoice or ticket. The RM*AN format overrides the AIAN entry if both are entered in the PNR. Customer ID prints on ticket and invoice AIAN3106882324 AIANABCINC Customer ID overrides the AIAN if present. Does not print on ticket or invoice. RM*AN3106882324 RM*ANABCINC The AIAN is an AMADEUS PNR element that prints on the ticket invoice and is included in the AIR for interface to Trams. Billing Address - AB/ABS Customer name and address information interfaces to Trams for any new clients. AMADEUS accepts a 12/23/14 37 maximum of 26 characters for each AB line, though Trams accepts up to 40 characters for each address line, if entered manually. The address interfaces when creating new client profiles during the Interface process. A change of address for existing clients is noted in the Processing Error Log for review, but does not update profiles automatically.In Amadeus, enter HELP ADDRESS for additional information. Billing Address entry - AB ABNAME,ADDRESS1/ADDRESS2,CITY ST POSTAL Billing Address entry - AB ABCUSTOMER NAME ABADDRESS 1 ABADDRESS 2 (optional) ABCITY ST POSTAL CODE Bill Address - AB (Structured Format) AB//CY-GREAT COMPANY/NA-MR LUIS SMITH/A1-12 LONG STREET/ZP-90036/CI-NEWTOWN/ST-CA/CO-US Phone Number - RM*PH The customer’s telephone number may also be captured when creating new client profiles during the Interface process. The PH code is added to a remark field and transmits to the communication tab, as the primary phone in the Trams profile, for any new client profiles created during interface. Add Phone number to the PNR for interface to Trams. RM*PH 310-555-1212 Fax Number - RM*FX The customers fax phone number may be captured when creating new client profiles during the Interface process. The FX code is added to a remark field and transmits to the communication tab in the Trams profile for any new client profiles created during interface. Add FAX number to the PNR for interface to Trams. RM*FX 310-555-1213 Client E-mail Address - RM*EU The client e-mail address can be captured via interface to when creating new clients or to update client profiles with an e-mail address. The EU entry is added to the remark field and transmits to the phone field called E-MAIL in the Trams Client Profile. [email protected] RM*[email protected] [email protected] RM*EUB//[email protected] [email protected] RM*[email protected] Character definitions used: @ used for @ at symbol // used for the _ underscore symbol - used for the - dash symbol Trams does not capture or track e-mail addresses at the passenger level, so any other GDS formats for mail 38 12/23/14 address in the PNR are not captured by Trams. Agent ID AMADEUS includes the two-character agent ID of the sine-in agent that created the original PNR. The agent is interpreted by Trams as the inside sales agent and booking agent for productivity reports. The agent ID should match the Interface ID in the Trams Agent Profile. Additional Agents - RM*SA The sine-in agent ID can be overridden by entering an RM*SA, followed by the new agent code. This prompts Trams to ignore the original booking agent. To add a second agent to a booking without ignoring the sine-in agent, two entries are required as follows; RM*SA (original sine-in agent ID and RM*SA (second sales agent ID). Ignore sine-in agent RM*SA Override sine in agent and add new booking agent RM*SALR Add commission override RM*SALR 20 OR RM*SALR $20.00 Add agent statement remark RM*SA80 20 BONUS OVERRIDE Add sales agent at booking level* RM*MS25S*VC01234*TT9*TF1000.00*CM0 RM*MS25*SA80 20 BONUS OVERRIDE The space following the agent sine and the commission percent are mandatory to allow for alphanumeric entries. The commission defaults to a percentage. For actual commission, use the dollar sign ($). i.e. RM*SAMM $2.40 REFERRAL. Note: Inside agents can be linked to a customer profile instead of interfacing. Use one option or the other, or two 2 sales agents are attached to the Invoice booking. Adding a sales agent at the booking level does not override the default inside sales agent so two sales agent id's will appear on the booking. Outside Agent ID - RM*OA Trams will track additional outside agents for commission statements and productivity reports. A total of nine agents can be linked to a booking. The Outside Agent ID should match the Interface ID in the Trams Agent Profile. See the Profile section in the user’s manual for a full description of agent profiles. Note: Outside agents can be linked to a customer profile instead of interfacing. Use one option or the other, or 2 outside sales agents are attached to the invoice. Adding a sales agent at the booking level does not override the default inside sales agent, so two sales agent id’s will appear on the booking. Add new booking agent RM*OASM Add commission override RM*OASM 30 OR RM*OASM $25.00 Add agent statement remark RM*OA80 30 CRUISE PROMO Add sales agent at booking level RM*MS25S*VCSUNBURST*TT9*TF 1000.00*CM0 RM*MS25*OA80 20 BONUS OVERRIDE 12/23/14 39 Department Information - RM*DP Department information interfaces to Trams with the RM*DP entry. Enter up to 20 alpha-numeric characters for the department. The department information is included in invoice information and available for reporting and sorting through the Trams report generator. Add department ID for all bookings on invoice. RM*DP340WEST Add department ID at booking level RM*MS25S*VCSUNBURST*TT9*TF1000.00*CM0 RM*MS25*DP123456 UDIDS Remarks - RM*UD1 User Defined Interface Data Storage (UDIDS) remarks track customer-related information used for reporting and sorting purposes in the Trams report generator. UDIDS can be used for any information you want to track for a customer or a market. You may enter a maximum of 999 UDIDS remark lines. Trams accepts up to 60 alphanumeric characters for the UDIDS field. The UDID number can be unique for each customer. UDID definitions included in the AMADEUS Customer Profile Bar ensures consistent use and transfer to the PNR. A corporate client has asked for travel management reports that contain information on his employees’ travel patterns, by employee number and department. Run some sample reports to test how the information should be captured and stored. By assigning a UDID for employee number and requiring the department for each passenger, you can run a report to your customer’s specifications. Note: Any agency having a conflict with the Client Remarks field of a booking being interfaced to a UDID field, can ignore UDID formats in the Client Remarks field of a booking by entering -NU in the Option field on the Download Screen. You must indicate an appropriate UDID number after the UD entry for Trams to sort the remarks correctly. The space following the UDID number is mandatory to allow for alphanumeric data. Add UDIDS for client information RM*UD1 WEST9866 Add UDIDS for marketing info RM*UD3 PROMO224 Add UDIDS at booking level RM*MS25S*VNRCCL*TT9*TF320.00*CM0*UD1 9866 Add UDID for each passenger -SMITH/JOHN (IDU1-FREEFLOW) Add UDID for a specific ARC booking RM*MS201*UD2 EUROPE PROMO Note: 201 will link to air segment 1. The UDID information will apply to the booking that includes that air segment. 40 12/23/14 UDIDS can also be used globally to track market information for special promotions. The agency has just started an advertising campaign to promote cruises. To test the effectiveness of the cruise promotions, a special marketing code was included in the advertisement. In one advertisement, clients were directed to request information on a “Year 2000 Cruise.” In another advertisement clients were asked to request information on a “Millennium Madness” cruise. Both advertisements promoted the same cruise. Each time a cruise is booked, the sales agent enters the appropriate marketing code. UD20 MKY2000 UD20 MKMMAD A report is created in the Trams report generator, that includes a UD1 field comparing the results of each advertising campaign. When run for cruise sales, and UDID1 with a value of MK, the report helps determine which advertising campaign is most effective. Group Affiliation - RM*GP Group affiliation can be entered by front office agents and linked to the invoice as an invoice group. This allows for reports on groups of invoices. Clients that belong to a group for reporting purposes can also be linked in Trams through the Client Profile as shown in the Profile section of the manual. Group names can be defined in Utilities, Setup, Groups. The group name can be up to 10 alphanumeric characters. Group information received through interface using the RM*GP entry is captured to the invoice and the payment group field (for the appropriate client payment closing the booking) for reporting and querying purposes. The group information can also be 10 alpha-numeric characters. The Trams client profile is not updated with group information through the interface process. Add group ID to invoice and payment group fields RM*GPSUPERBOWL Client Remarks - RM*RM free flow Client remarks are interfaced using an RM*RM entry. A total of 120 characters can be included in the remarks field of the Trams invoice booking and used for client statements and reports. Remarks entered are included in the report generator as both selection criteria and printable fields. Trams can accept up to 255 alphanumeric characters in the remarks field manually, but AMADEUS has a maximum of 50. Add client remarks RM*RMCORP BILLING Add client remarks at the booking level RM*MS25S*VCPRINCESS*TT9*TF1000.00*CM0 RM*MS25*RMCORP BILLING Add as passenger statement remark P1SMITH/JOHN*IDFREEFLOW UP TO 60 CHARACTERS INCLUDNG SPACES Fare Savings Report Information Trams receives Fare Savings Report information through interface to produce Client Fare Savings Reports. The Fare Justification code is entered with the RM*FJ entry and should match the Fare Code table in Trams. 12/23/14 41 See the Trams Interface Setup section for additional information. For additional information on Fare Savings Reports see the Reports section of the Trams User Manual. Add Fare Justification Code RM*FJ EX Add full fare amount RM*FF 638.00 Add low fare amount RM*LF 68.00 Fare Savings w/passenger association for multiple tickets RM*[email protected] RM*[email protected] Add Fare Savings for a Non ARC booking RM*MS25S*VCWN*TT1*TF69.00*CM10 RM*MS25*CF123456*FPCHECK*SG RM*MS25*FJEX*FF638.00*LF68.00 Add Fare Savings for Specific ARC Booking RM*MS201*FF500.00 Note: 201 will link to air segment 1. The fare savings information will apply to the booking that includes that air segment. Form of Payment Override - RM*FP Trams receives the FOP used to create AMADEUS generated tickets and invoices. You can override the FOP generated by AMADEUS with the RM*FP entry. Override the AMADEUS Form of Payment if desired. This is not a mandatory field. RM*FPCK RM*FPCASH RM*FPAX304172345667 Override FOP at booking level RM*MS25S*VNRCCL*TT9*TF1000.00*CM0*FP CASH Note: The form of payment override accepts CASH, CK and CHECK (CHEQUE) for cash and check forms of payment. Any other entries are interpreted as a credit card form of payment. Branch Override - RM*BR The ARC/BSP number in the AMADEUS Air is used to sort invoices by branch during the interface process. You can override the branch designation with the RM*BR entry in AMADEUS. Trams tracks up to 249 branches. The main branch should always be defined as branch zero (0) in Trams Utilities|Setup |Branches. Override to specific branch and associated ARC/BSP number RM*BR7 Override to specific branch and different ARC/BSP number RM*BR7*01234567 Face Value and Income Earned - RM*FV Discounted Cash or Check FOP transactions can be included for interface. Enter the fare charged to the client with the RM*FV entry followed by the net commission earned (commission minus discount). The total 42 12/23/14 fare on the AMADEUS invoice is not affected by this entry). Add the total fare and net commission after discount. For multiple tickets with different face value amounts use the AMADEUS passenger association. RM*FV500.00*45.00 Note: Add the passenger association if multiple values are needed: RM*FV500.00*[email protected] RM*FV350.00*[email protected] Example: An employee buys an ARC ticket for $385.95 at a net fare. By entering the above information for Face value, Trams captures the correct amount to be collected from the employee, the 0.00 commission earned, and the real value of the ARC document from the ticketing information. Trams interprets the transaction as follows for accounting and the ARC report. The invoice reflects the amount to collect from the customer in the total fare. Base fare and Taxes can be changed manually, but neither affect the ARC report. Total Fare 350.86 Base Fare 324.91 Taxes 25.95|Commission:0.00 The expanded fare information screen reflects the Face Value of 385.95 The ARC report shows the correct totals for reporting to ARC. Gross Fare:385.95|Commission:35.09|Rate:10.00|Net Remit:350.86 Note: This is not to be used for Credit Card transactions to ARC. Note: Enhanced the Amadeus interface to read private and negotiated fares from the KN (Net Fare [Face Value]) and KS (fare customer paid) fields when available. The KN line is in lieu of requiring an RM*FV entry. Segment Information An accurate Fare-by-Leg for non-ARC/BSP air bookings, or ARC/BSP bookings that do not have the Fare-by-Leg included, is calculated by using a mileage formula when mileage is present in the interface record. When mileage is not present in an interface record then Fare-by-Leg is calculated by dividing the base fare by the number of Origin/Destination trips. Capturing Foreign and Local Currency For car and hotel bookings the Foreign Currency and Local Currency are captured for each booking when both are present in the interface record. The local currency populates the General Tab Total Fare field and the Foreign Currency populates the Total Fare field on the Foreign Currency Tab. If the local currency is not present, TBO will calculate the local currency based on the Conversion Rates set up table (Utilities/Set up/Conversion Rates). If the currency code and rate are not entered for the foreign currency the default will be zero for the total fare. The currency of the Agency's location must be entered in the Local currency Code field in the Interface Mailmerge set up screen. (Utilities|SetUp|Global Defaults.) Partial Payment - RM*PP TBO has the ability to interface a Partial Payment. Only one partial payment is allowed per booking. The partial payment applies to the invoice level and not the booking level. No credit card (CC) transactions can have a partial payment, only Cash/Check & CC Merchant payments. You must have the box Allow Cash/Ck Payments in Utilities|Setup|Global Defaults|Interfacemailmerge Prompt Tab "Checked", or this partial 12/23/14 43 payment enhancement will not be active for the Cash/Check partial payments, but, is not required for the CC merchant partial payment to interface. The entry for your GDS needs to contain (amount), (form of payment), (Check or CC Number/expiration date for CC Merchant). All other forms of payment are ignored, including the form of payment in the RM*MS line when the RM*PP entry is present. Cash RM*PP100.00*CASH Check or Ck RM*PP100.00*CHECK*5432 Cheque RM*PP100.00*CHEQUE*5432 Credit Card Merchant RM*PP100*4855265986325645/0504 Descriptor Codes Valid at Invoice Level Descriptor codes entered as AMADEUS Invoice remarks cannot be strung together and apply to entire invoice. RM*[code][data] does not print on invoice. Code Length Description Example AN 10 Alphanumeric Customer ID must match Interface ID in Client Profile AN3106418726 Not valid for Credit Card Form of Payment FV1200.00 Face Value for discounted ARC/BSP documents. FV1200.00*[email protected] Fare Justification Code as defined in Utilities|Setup|Fare Codes FJA FV FJ 13 6 ANUNIVERSITY FV1200.00*300.00 FJEX [email protected] FF LF 13 13 Full Fare for Fare Savings Tracking FF650.00 Low Fare for Fare Savings Tracking LF69.00 [email protected] [email protected] MI 10 Indicates the marketing ID (code) (IC's client profile Interface ID) for each invoice created by the IC who chooses not share their client profile information with the Host agency (single House Account client profile). MIXXXXX UD 60 User Defined Interface Data can be used for any customer data you want to track for reporting purposes. Space required between fields. UD1 FREE FLOW GP 10 Group affiliation included in invoice and payment group field GPTAHITI97 44 12/23/14 RM 60 Client remarks are displayed on the Client Statement RMCORP BILLING IR 35 Invoice remarks display in the Invoice header and are displayed on an Invoice printed from Trams IR FAMILY PLAN DP 20 Department DPSALES DP00234 SA 0 Ignore the original sine-in agent SA(enter) 10 Override inside (sine-in) sales agent SAMT Commission override SAMM 30 PROMO 11 16 SAMM 25 or SAMM $20.00 Sales Agent Remarks (Space required between fields) OA 10 Outside Agent added to booking OA44 11 Agent Commission Override or Amount overrides% in Agent Profile OA70 30 or OA70 $20.00 16 BR 12 Sales Agent Remarks (Space required between fields) To override the agency branch number ONLY. To override the ARC/BSP number of the branch override to a different branch FP 25 No form of payment OASUE 30 UAl BR99 BR99*01234567 FP Form of payment check Form of payment cash Form of payment credit card FPAR 12/23/14 25 Additional Interface No FOP FPAR AR (Accounts Receivable) can be added for use with *FP at the Invoice and Booking levels. When the Allow Cash/Check Payments option in the Utilities|Setup|Global DefauIts|Interface Mailmerge tab is checked and the *FPAR override format is added, the invoice bookings interface as Open and appear on Client Balances & Statements. Enables agencies to streamline the processing of receipts in the back office 45 IC 10 Independent Contractor code. The IC Agency enters the IC code from the "Host" Agency. (For more details see the TBO Manual or Help Screen.) ICxxxxxxx IV 8 Override the GDS Invoice Number IV123456 IN 1 International Indicator INX 1 Transborder Indicator INT 1 Domestic Indicator IND (Affects BSP only when entered on the Invoice level) PP TY 2 Partial Payment Cash PP100.00*Cash Partial Payment Check PP100.00*Check*5432 Partial Payment CK PP100.00*CK*5432 Partial Payment Cheque PP100.00*CHEQUE*5432 Partial Payment CC Merchant PP100.00*4888602388226584/0504 Travel Type Override TY15 (15=the table number of the travel type under Utilities|Setup|Travel Types. (Affects ARC or BSP bookings Only) Descriptor Codes Valid at Booking Level The following descriptor codes can be added to an RM* accounting remark to allow the interface of auxiliary and non ARC/BSP segments. The following code are valid when included within a miscellaneous segment or MS line. When adding MS lines, it’s important to use a segment larger than what AMADEUS assigns. It’s a good idea to start with a segment number of 25. 46 12/23/14 Note: Trams reads the passenger name field from the I-00 field in Amadeus whenever possible instead of only reading from the NM field. This helps to create consistency with how passenger names are captured on invoice bookings for cleaner reporting. RM*MS[SEGMENT #][SUBMIT TO]*[DESCRIPTOR CODE][DATA] Code Length Description Example VC 10 Alphanumeric Vendor Code should match Interface ID in Vendor Profile VC002505 VCRCCL VN 40 Vendor Name should match Name in Vendor Profile VNPRINCESS CRUISES TT 10 Travel Type numbers are found under Utilities|Setup|Travel Type TT4 TF 13 Total Fare (amount charged to Client) TF595.00 CM 7 Commission override percent% CM15 13 Commission override Amount CM$25.50 3 Submit To override SBCOM SB SBSUP SBARC BF 13 FB TX 13 Base Fare BF421.48 *FB override on the MS line to set the fare basis code for all segments linked to the booking. *FB on the MS line Tax [Optional Tax ID] Amount with decimal [25.00] TX25.00 Note: Tax codes may be entered individually in the following format: TXUS13.00*TXXT3.00*TXX Y6.00 IN GQ GC 12/23/14 1 International Indicator INI 1 Transborder Indicator INT 1 Domestic Indicator IND 1 Valid in BSP Version Only Note: To override GST/QST/VAT on commission for International Air Bookings processed via Interface, check the option Ignore GST/HST for Intl BSP Air in the Interface|Mailmerge Prompt screen under Utilities|Set Up|Global Defaults. A=No GST or QST GQA B=GST only GQB C=QST only GQC D=GST and QST GQD Overrides the auto-calculations on GST GC10.00 47 QC Overrides the auto-calculations on QST QC5.00 AL 2 Validating Carrier [mandatory for ARC/BSP transactions entered with MS line] ALUA CF 24 Confirmation number CF123456789 IN 1 International Indicator INI 1 Transborder Indicator INT 1 Domestic Indicator IND TK 20 Ticket number [mandatory for ARC/BSP transactions entered with MS line] TK8031234567890 SG 0 No data required - captures segment information from Air segment in PNR on non-ARC/BSP suppliers SG OR SG 01 02 03 04 (to specify air segments, include segment number) FJ 6 Fare Justification Code as defined in Utilities|Setup|Fare Codes FJA FJEX FF 13 Full Fare for Fare Savings Tracking FF650.00 LF 13 Low Fare for Fare Savings Tracking LF69.00 PN 30 The Passenger Name is captured from the PNR passenger name field. PNSMITH/JOHN NP 2 Number of Passengers for Car Booking NP3 NR 2 Number of Rooms for Hotel Booking NR1 DE 10 Car/Hotel Description DEICAR DESNGL DP 20 Department Information DPSALES DP00234 SA OA 10 Add sales agent to booking SA32 11 Override Commission% SAMM 25 16 Sales Agent Remarks SA8M 30 CRUISE PROMO (Space required between fields) Note - At the booking level the SA entry does not override the sine in agent, but adds the sales agent specified in the entry. 10 Add Outside Agent OA44 11 Override Commission% OA70 30 16 or Amount overrides OA70 $50.00 Sales Agent Remarks OASUE 30 UALSPCL (Space required between fields) 48 12/23/14 RL 5 Specifies a booking-level Record Locator *RLxxxxx UD 60 User Defined Interface Data -received in UDID field UD1 FREEFLOW (Space required between fields) FD 7 Final Payment due date for reports FD03MAY98 FA 9 Final Payment Amount FA3000.00 FC 9 Final Commission Amount FC360.00 FPAR 25 Additional Interface No FOP FPAR AR (Accounts Receivable) can be added for use with *FP at the Invoice and Booking levels. When the Allow Cash/Check Payments option in the Utilities|Setup|Global DefauIts|Interface Mailmerge tab is checked and the *FPAR override format is added, the invoice bookings interface as Open and appear on Client Balances & Statements. Enables agencies to streamline the processing of receipts in the back office VR 45 Vendor Remarks print on Vendor statements VRNON REFUNDABLE RM 45 Client Remarks print on Client statements RMCORP CHARGE ED 7 End date or Arrival date ED30JUN98 SD 7 Start date or Departure date SD22JUN98 IT 45 Manual itinerary ITLAXSFOLAX PD 8 The date the payment is due to the vendor. PD Code is Valid for Supplier/Comm Track bookings PD25AUG03 CP 1 Client Payment Method used in conjunction with a valid Form of Payment entry. CP1 1 = CASH CP2 2 = CHECK 3 = CREDIT CARD 4 = CC MERCHANT CP3 CP4 or CP4*cccc cccc cccc/mmyy Note: Add credit card information to the CC Merchant format. 5 = ELECTRONIC FUNDS TRANS (EFT) XP 4 CP5 7= ACH OPTION *CP7 Credit card expiration date XPMMYY MM=Month YY=Year Note: May be used with the FP and CP form of payment codes in MS line only PI CC 12/23/14 3 Per Invoice PI Currency code CCJPY 49 CV Foreign Currency Amount CV590.00 BK Alternate CC Merchant Bank Account BK IG Ignores an otherwise valid accounting line. For example, if you have a discount line that you would like to ignore, *IG on the discount line instructs TBO to ignore that line and not include it in the invoice. *IG on the accounting line OT1234567890 10 OT 10 Indicate the original ticket number ARC/BSP ticket exchanges for non EX 3 Indicate the ticket type for non ARC/BSP air EXE Even Exchange EXR Refund Exchange EXA Add collect AMTRAK Amtrak segments with the same confirmation number will be captured in one booking in TBO. Append the Amtrak information by adding a RM*MS linked to one of the Amtrak MIS segments. Include the *TF (total fare) for the trip. Below is an example of 2 Amtrak segments with a corresponding MS entry. Example: U-001X;002MIS 1A OK01;HK01 11MAR;XZE;RAIL GENERIC;*RAIL-AMTRAK PHILADELPHIA 30TH ST,WASHINGTON,TRAIN 2255 DEP 1812,ARR 1952 KC CLASS,ARROW-09E550 CONF-AMDA151971,CONTACT AGENT FOR MODIFICATIONS,STATUS PAID; U-002X;003MIS 1A OK01;HK01 13MAR;XZE;RAIL GENERIC;*RAIL-AMTRAK WASHINGTON,PHILADELPHIA 30TH ST,TRAIN 2122 DEP 1700,ARR 1828 KB CLASS,ARROW-09E550 CONF-AMDA151971,CONTACT AGENT FOR MODIFICATIONS,STATUS PAID; Append the Amtrak booking RM*MS2S*VC2V*TT6*TF532.00 RM*MS2*CF09E550*FPCHECK Hotel and Car Segments Standard AMADEUS formats for booking cars and hotels interfaces to Trams without additional formats. Trams captures the segment as a Commission Track booking unless otherwise indicated with an override for the booking type. Itinerary information is included in the interface record on valid invoices only. Note: When a passenger (pax) association exists in the Amadeus record; i.e. P1, P2, P3, TBO links the hotel to the correct pax even when issuing separate invoices from a single PNR. Note: When processing Car and Hotel interface records, where there's a foreign currency and no equivalent local currency, we now try to do a lookup in the currency conversion table and use that rate if present. If no rate is found, the local currency is set to zero. For this feature to work properly, the TBO user must insure that Currency Codes and Conversion Rates are set up for each currency that may be interfaced, in Utilities|Setup|Conversion Rates. Note: TBO excludes car vendor profiles when searching by interface ID if there's a property code (i.e. Hotel). This prevents bookings from being processed to a car profile that has the same two letter code as 50 12/23/14 a hotel chain code. In the past when a hotel property did not exist in Trams prior to interface, bookings could be processed to a car profile with the same ID as a hotel chain code. Weekly Car Rate: Trams reads the weekly car rate fairly accurately by using the weekly rate and 1/7 of the weekly rate for extra days. The weekly rate is used when available. (We do not mix weekly with given XD or XH rates.) Note: Automated hotels where the CC is used to guarantee the reservation, capture the Comm Track CC number in the Client Remarks field of the booking, with a message that says: 'Guaranteed to: VI ending in 5874'. This is what shows for the Comm Track Booking when included on the Printed Invoice. If you do not want to capture the Comm Track CC Number, with the 'Guaranteed to:' message in Client Remarks, add an -NG to the Options field on the Trams Download Screen. Adding -NG ignores the C/C 'Guarantee' information on automated hotel bookings (Guaranteed To VI ending in 5874). The Comm Track Hotel CC number, with the 'Guaranteed to:' message, will not appear on printed invoices, and the Comm Track CC Number will continue to be captured in the Comm Track CC No field on the Expanded Fare Tab of the Booking. When a -RC is placed in the Download options field, the capture of the full hotel rate type code is enabled. The code is captured in the booking Expanded Fare/Description field (BOOKING.CARDESC). Only newly downloaded transactions will be affected after the -RC is placed in the download options field. Itinerary Updates RM*HU Added a Seek & Replace Interface enhancement for Car/Hotel & Air Flight Change Itineraries in Amadeus. For all Amadeus PNR's containing a RM*HU line, Trams reads Itinerary information transmitted from Amadeus. To issue an Itinerary in Amadeus that creates an Interface Record, you need to issue the Itinerary with an BT command. For all Commission Track car and hotel records or Air Flight Changes in the itinerary, Trams interfaces and processes these Non-Invoiced records and searches for existing invoices in the system by the Amadeus Record Locator. If no RM*HU entry is entered into the Amadeus PNR, then the itinerary is not read or processed by Trams. Any Tour or Cruise records are ignored. Only Car and Hotel, and Air Flight Change records are read. When Trams finds one or more invoices with the same Record Locator that is in the Itinerary Record, it voids any existing commission track records in any or all invoices, and add the most current CAR & HOTEL records only to the most recently dated invoice in the system. If exiting commission track records do not exist in the invoices, new ones are added. The most recent invoice in Trams contains the most recent Car and Hotel records from the Amadeus PNR. Cancelled and duplicate records are automatically voided from Trams leaving only current, not cancelled bookings to track. In order for Trams to determine what is a car or hotel booking, you need to make sure that the Travel Categories are properly configured in Utilities|Setup|Global Defaults|Travel Types. For Amadeus itineraries with a RM*HU command in the PNR, certain air segment information (Arrival/Depart Dates and Times and Flight #s) update existing Trams invoices with this updated flight information by matching invoices with the Record Locator Number. If an Itinerary Update doesn't find a matching invoice, a message is added to the log and the record is deleted. There is no chance to re-process the record. Vendor Profiles Vendor profiles are used in Trams for both Supplier and Commission Tracking bookings. Transactions booked directly through AMADEUS have Vendor Interface ID numbers already assigned to them (i.e. Hertz = ZE). These same ID's can be entered into Trams by going into Vendor Profiles in the field called Interface ID. Trams suggests adding these Interface ID's as records, and are processed for each vendor. For Vendor 12/23/14 51 profiles already in the Trams system, the Interface ID’s can be obtained from the reservation system. Refer to the AMADEUS help desk for assistance. For Vendors not booked directly through Amadeus, a format can be added to the PNR indicating the Interface ID for the Vendor (*VC), or a Vendor profile can be automatically selected by Trams during the process routine if it finds an exact match on the Vendor name in both the Interface Record and in the Trams Vendor profiles. It is suggested an Amadeus profile be built for the purpose of storing frequently used Vendor names with ID’s not booked directly through Amadeus. This gives your agents one place to go to find the Vendor ID they need to complete a PNR. When new vendors are created during the interface process, the travel category in the marketing tab of a new vendor profile is updated. This assists in determining the proper profile to link a transaction to during subsequent interface sessions when there are two vendors using the same interface ID. Automated Hotel Segments Automated hotels interface with the following defaults: The total fare is determined by calculating the number of nights by the nightly rate. A commission of 10% is assumed for all bookings. Note: For automated hotel bookings, Trams reads the G-CC field, if present, to populate the CommTrackCCNo with the credit card number used to guarantee the booking. For any Comm Track booking where no CommTrackCCNo is specified, Trams reads the PNR FOP (if C/C) as CommTrackCCNo and capture on the Expanded Fare Tab of the booking. Passive Hotel Segments Hotel segments booked through AMADEUS interface to Trams with the following defaults. The total fare is determined by calculating the number of nights by the nightly rate. A commission of 10% is assumed for all bookings. HUIAHK1LAX10OCT-13OCT/NAME-ADDRESS-CITY ST/PH:3103878267/USD$120.00/FREEFLOW/CF123456 MS line is needed to link to the above manual sell format. MS lines must be included for Passive Hotel segments RM*MS2*VCHINYC*TT2*TF120.00.00*CM10*CF12345 RM*MS2*SD10OCT98*ED13OCT98 Trams reads the AMADEUS passenger association on Car and Hotel bookings Automated Car Segment Cars are booked through AMADEUS interface to Trams without additional entries. The total fare is calculated based on the rates booked. A commission of 10% is assumed for all bookings. To enter the true commission rate, link an MS line that matches the segment # assigned to the booking being overridden. A RM*MS segment can be linked to car segment to reflect the actual commission 52 RM*MS3*CM20 RM*MS4*TF200.00*CM$20.00 12/23/14 Non-Automated Car Segment Passive car segments are interfaced if included in a valid invoice. Trams assumes 10% commission. Direct Sell CSZEJFK2MAR-15MAR/ARR-CO123-2PM/RT-7PM Complete Access 11ACSZEMIA1MAY-2MAY/VT-ICAR/CF-234/RQ-USD100.00DLY/ARR-1P M/RT-7PM . To append or override the rate or RM*MS3*TT625.00*CM15 commission information in a car segment, an MS line can be linked by segment #. Note: TBO reads the AMADEUS passenger association on car and hotel bookings. ARC/BSP Ticketing and Invoicing The following procedures for ticketing and invoicing are examples for handling transactions that interface successfully to Trams. This is not meant to be an exhaustive list. Except as noted, your PNR can have a combination of ARC/BSP and non-ARC/BSP segments. Any billed non-ARC/BSP segments should be entered using a special Accounting Remark (RM*) for interface to Trams. Any PNR elements, including the RM* must be entered prior to the ticketing command that drives the invoice. (See Non ARC/BSP Supplier Invoice section.) The AIR is created at the same time the ticket or invoice is generated. Voided Tickets Voided Tickets interface to TBO with the following rules. The invoice must contain only ARC/BSP ticket booking. The invoice must be open or paid by credit card, and the payment must only be applied to the invoice with the voided tickets. Invoices with multiple tickets will need to be adjusted manually. If you do not wish to interface voids, there is an option in the Global Default (Utilities|Setup|Global Defaults) menu where that option may be disabled. 12/23/14 53 Amadeus Invoice and Ticketing Commands TTP Issue ticket and create air TTP/INV Issue ticket/invoice and create air INV Issue itinerary/invoice and create air TTP/INVJ Issue ticket/joint invoice and create air INVJ Issue joint invoice and create air TTP/IEP Ticket and extended itinerary TTP/TKT Run system check without issuing tickets for pre-validation TTP/BTK Only fare information Note: Use this entry for manual documents such as PTAs, MCOs and TOURs. You must include on the PNR an FH or FA element from an automatic ticket number; i.e., FH005-123456789//INV-12345 Note: An indicator in your office profile controls whether or not you get an interface record or AIR, when you issue an invoice. The system default is NO, so contact Amadeus to change your defaults. To get an AIR if the indicator is set to NO, enter: /ZA; to suppress the AIR if the indicator is set to YES, enter /ZX (use this entry when you send a fax or e-mail from your Amadeus system). Issue Automated ARC/BSP Ticket Create the AMADEUS PNR, and issue the ticket and invoice with a valid ticketing entry: TTP/INV Issue Invoice for Hand Written ARC/BSP Ticket Create the AMADEUS PNR, and add an accounting remark using a segment number larger than the last segment in the PNR: RM*MS25A*ALCO*TK1234567890*TT1*tf500.00*CM8 Issue invoice with a valid invoicing entry:INV Issue Invoice for Prepaid Ticket Advice (PTA) Create the AMADEUS PNR for a Prepaid Ticket Advice using the appropriate TK PT and/or extended security elements. Before you create the PTA, you must price the PNR (FXP) and store the fare (TST). Amadeus uses the fare information in the TST to create the PTA total. Add a RM*MS remark for an accountable document, using the 10-digit ticket number and the appropriate Trams descriptor codes as needed. The following example shows the minimum requirements for a manual document. RM*MS25A*ALCO*TK8030589942*TT1*TF500.00*CM10 Issue invoice with the following format:INV 54 12/23/14 Issue Invoice for Manual MCO Create the AMADEUS PNR for a Miscellaneous Charge Order, and add a RM*MS remark for an accountable document, using the 10-digit ticket number and the appropriate Trams descriptor codes as needed. The following example shows the minimum requirements for a manual document. ARC Document with CC Form of Payment RM*MS25A*ALCO*TK8010589942*TT1*TF500.00 RM*MS25*CM8*FPCCAX43216667890433689 ARC Document for tour deposit RM*MS25A*ALDL*TK8011234567*TT9*TF500.00 RM*MS25*CM0*PNSMITH/JOHN*FPCK*VCDLDREAM Issue invoice with a valid invoicing entry:INV Issue Invoice for Automated MCO for a Service Fee Create the AMADEUS PNR with the appropriate formats. Automated MCO for a service fee IMC XD ARC 23APR/USD25.00/*FREEFLOW/**-FREEFLOW area for accounting data **Free flow remarks are optional but are included in the AIR record. **Override the commission amount by using the *CM entry and commission. Trams receives the automated MCO’s for Service Fee’s with no additional entries. Issue invoice with a valid invoicing entry: INV Note: To ensure the automated MCO’s interface the AMADEUS switch B13 must be set to YES. If there is a service fee issued for each passenger, an MCO line is needed for each traveler with the passenger designator (i.e. /P1,/P2). Amadeus currently, does not allow an exchange and automated MCO to be issued at the same time. It is suggested by Amadeus to do the following. Issue documents separately. First, TTM/EXCH/INV and then TTP/EXCH/INV. There will be two invoices and interface records created. For further information on the Amadeus formats see the Amadeus help screen, HE SERVICE FEE. Exchange ticket issued with an MCO Amadeus currently, does not allow an exchange and automated MCO to be issued at the same time. It is suggested by Amadeus to do the following. Issue documents separately. First, TTM/EXCH/INV and then TTP/EXCH/INV. There will be two invoices and interface records created. For further information on the Amadeus formats see the Amadeus help screen, HE SERVICE FEE. Electronic Ticket Refund - ETR Interface captures AIRS created when generating an electronic ticket refund, however the information is limited and no invoice number is generated by Amadeus. To accommodate this during processing, TBO queries the original sales invoice and uses the information from that invoice to build the refund invoice. The refund invoice appears on the screen for you to modify or approve and save. 12/23/14 55 Issue an EXCHANGE Ticket Create the AMADEUS PNR with the appropriate exchange format, and enter a Trams exchange information in the following format: E = EVEN A= Exchange with ADD collect R= Exchange with REFUND Note: The Tax ID fields are optional. RM*EXA*[BASE FARE]+[PENALTY]*[TAX ID][TAX AMT] Even exchange RM*EXE Exchange with Add-collect RM*EXA*115.45*US11.50*XT3.00 Exchange with Refund RM*EXR*115.45*14.55 To ADD commission on exchange with refund: RM*CM$5.00 Issue new ticket and invoice using the following type of format:TTP/EXCH/INV Note: For non ARC/BSP transactions to interface with an exchange, you need to select the option Allow Comm Track On Exchanges (Utilities|Setup|Global Defaults|Interfacemailmerge Prompt). Amadeus currently, does not allow an exchange and automated MCO to be issued at the same time. It is suggested by Amadeus to do the following: Issue documents separately. First, TTM/EXCH/INV and then TTP/EXCH/INV. There will be two invoices and interface records created. Full Invoice Refunds At this time refunds must be manually entered into Trams and do not translate through interface. Discounts RM*MS line entries with a negative total fare and commission amount (i.e. refund or discounts) must now have an TBO FP code to indicate form of payment (FPCASH). If the FP code is absent, the payment will be read from the invoice FOP. RM*MS25S*VCDISCOUNT*TF-25.00*TT1*CM$-25.00*FPCASH OB Fees - The Amadeus OB fees are read from the ATF line in the Amadeus 206 AIR file. This fee is being treated as a tax by BSP/ARC therefore to properly reconcile the BSP/ARC report and to see the OB fee broken out, the OB code must be added to Utilities/Setup/Global Defaults/Tax Related Tab. The Tax code to place in tax code field 1,2,3 or 4 is OB. To ensure the OB fee is not combined with any other taxes, ensure the code is added to a tax field that is not currently be used to capture any other taxes. Additionally the Read Multiple Taxes option under Utilities|Setup|Global Defaults|Interface Mailmerge Tab must also be enabled (checked). 56 12/23/14 Automated Cruise and Tour Supplier Invoice Tour Booking Automated tour segments (i.e Tour Source) are captured without additional formats. The following information will be processed and displayed in the invoice booking: Vendor code (i.e FUN), Total fare, Commission, Confirmation number, Number in Party, and Travel Type which faults to the first Tour travel type listed in the Travel Type set up screen in Trams normally Tour-Dpst. To override the default travel type (i.e Tour-Finl), see instructions below. To override or include additional information enter a RM*MS line with the appropriate two letter codes, linked to the cruise segment in the PNR. Example: RM*MS5*FP CHECK*TT 10*ITCZM*SD06JUN09*ED14JUN09 See the section Descriptor Codes - Valid at Booking Level for the two letter codes and descriptions. Note: For non automated cruise bookings see the section Non-ARC/BSP Supplier Invoice. Any RM*MS entry that is not linked to a specific Tour segment will create a new booking in Trams Back Office. Cruise Booking Automated cruise segments (i.e Cruise Match) are captured without additional formats. The following information will be processed and displayed in the invoice booking: Vendor code (i.e CCL), Total fare, Commission, Confirmation number, Departure date, Return Date, Departure city (Displayed in the Itinerary field), and Travel Type which defaults to the first Cruise travel type listed in the Travel Type set up screen, normally Ship-Dpst. To override the default travel type (i.e Ship-Finl), see instructions below. To override or include additional information enter a RM*MS line with the appropriate two letter codes, linked to the cruise segment in the PNR. Example: RM*MS5*FP CHECK*NP 4*NR 2*DE LIDO DECK*TT 5 See section, Descriptor Codes - Valid at Booking Level for the two letter codes and descriptions. Note: For non-automated cruise bookings see the section Non-ARC/BSP Supplier Invoice. Any RM*MS entry that is not linked to a specific cruise segment will create a new booking in Trams Back Office. Non-ARC/BSP Supplier Invoice Non-ARC/BSP items are dependent on the use of a special Accounting Remark (RM) line and driven with a valid invoicing command (i.e. INV). To interface to Trams the following RM*MS formats must be included in the PNR before invoicing. Trams does not translate the FOP for Non-ARC Suppliers unless the “Allow Supplier Payments” option in Utilities|Setup|Global Defaults is enabled (checked). Note: To ensure that bookings entered using the RM*MS format are interpreted accurately, use a segment number larger than the segments in the original booking. You may want to start with segment number 25, and proceed with 26, 27, etc. Each RM*MS remark with a different segment number will indicate a new booking in TBO. Do not select a number higher than 99. 12/23/14 57 The following format should be followed. The example shows the mandatory fields required by Trams. RM*MS[Segment #][Booking Type]*VC[Vendor Code]*TT[Travel Type]*TF[Total Fare]*CM[Commission]*PI[Per Invoice] Trams offers three booking types. Refer to the Invoice section of the user’s manual for additional information on booking types. A = ARC/BSP Assumes a client payment and net remit to ARC/BSP S = Supplier Assumes a client payment and a net remit to the Supplier/Vendor C = Commission Track Assumes no client payment to be received. Allows for tracking of commissions due from Supplier/Vendor. Defers accounting of the sale until the income is received from the Commission Track vendor. The transaction examples that follow are samples of how a transaction can be entered for successful interface to Trams. This is not meant to be an exhaustive list. The descriptor codes available at the booking level are listed in the Descriptor code chart. The travel types are defined in Trams under Utilities|Setup|Travel Types. Issuing Invoice for Tour Deposit Supplier segment RM*MS25S*VNSUNBURST HOLIDAYS*TT9*TF1000.00*CM0 RM*MS25*CF37842*FA3000.00*FC320.00*FD03JUN97 Commission track RM*MS25C*VCDELTA*TT9*TF2000.00*CF37842*CM$320 Note: Booking level codes FA, FC, and FD are used to track future payments in Trams report generator. Travel types are defined in Trams Utilities|Setup|Travel Types. Trams can interpret the travel type by Number, Name or Category. Note: Automated tour segments (i.e Tour Source) are captured without additional formats. The following information will be processed and displayed in the invoice booking: Vendor code (i.e FUN), Total fare, Commission, Confirmation number, Number in Party, and Travel Type which faults to the first Tour travel type listed in the Travel Type set up screen in Trams normally Tour-Dpst. To override the default travel type (i.e Tour-Finl), see instructions below. To override or include additional information enter a RM*MS line with the appropriate two letter codes, linked to the cruise segment in the PNR. Example: RM*MS5*FP CHECK*TT 10*ITCZM*SD06JUN09*ED14JUN09 See section, Descriptor Codes - Valid at Booking Level for the two letter codes and descriptions. Any RM*MS entry that is not linked to a specific Tour segment will create a new booking in Trams Back Office. Issuing Invoice for Tour Final Payment If using the same PNR for the final payment, be sure to modify the accounting information before driving the new invoice. A Check Final Payment RM*MS25S*VC02150*TT10*TF2000.00 RM*MS25*CF37842*FPCHECK*CM$320.00 58 12/23/14 A Commission track booking segment for CC final payment RM*MS25C*VNSUNBURST HOLIDAYS*TT10*TF2000.00 RM*MS25*CF37842*CM$320.00 (The CC number is not needed if the booking type is Commission Track.) Final Payments made with a credit card can be shown as a supplier or commission track booking. The booking type determines how the sale is accounted for. If the final payment is made with a credit card to the vendor, Trams shows the vendor payment for the gross sale, leaving a balance due to the agency. This balance is reported in Reports|Core|Vendor Balance. A supplier booking with a RM*MS25S*VNSUNBURST HOLIDAYS*TT10*TF2000.00 CC form of payment. RM*MS25*CM$320.00*CF37842*FPAX3072456983323 Note: The booking type determines how the sale is accounted for. Check with your Trams to determine the preferred option for your office. operator to determine the preferred option for your office. Travel types are defined in Trams Utilities|Setup|Travel Types. Trams can interpret the travel type by Number, Name or Category. Note: Automated tour segments (i.e Tour Source) are captured without additional formats. The following information will be processed and displayed in the invoice booking: Vendor code (i.e FUN), Total fare, Commission, Confirmation number, Number in Party, and Travel Type which faults to the first Tour travel type listed in the Travel Type set up screen in Trams normally Tour-Dpst. To override the default travel type (i.e Tour-Finl), see instructions below. To override or include additional information enter a RM*MS line with the appropriate two letter codes, linked to the cruise segment in the PNR. Example: RM*MS5*FP CHECK*TT 10*ITCZM*SD06JUN09*ED14JUN09 See section, Descriptor Codes - Valid at Booking Level for the two letter codes and descriptions. Any RM*MS entry that is not linked to a specific Tour segment will create a new booking in Trams Back Office. Issuing Invoice for Cruise Deposit A Supplier segment showing no commission on the deposit. RM*MS25S*VCPRINCESS*TT4*TF1000.00*CM0*FPCK RM*MS25*CF37842*FA3000.00*FC320.00*FD03JUN04 Booking level codes FA, FC, and FD are used to track future payments in Trams report generator. Note: Automated cruise segments (i.e Cruise Match) are captured without additional formats. The following information will be processed and displayed in the invoice booking: Vendor code (i.e CCL), Total fare, Commission, Confirmation number, Departure date, Return Date, Departure city (Displayed in the Itinerary field), and Travel Type which defaults to the first Cruise travel type listed in the Travel Type set up screen, normally Ship-Dpst. To override the default travel type (i.e Ship-Finl), see instructions below. To override or include additional information enter a RM*MS line with the appropriate two letter codes, linked to the cruise segment in the PNR. Example: RM*MS5*FP CHECK*NP 4*NR 2*DE LIDO DECK*TT 5 See section, Descriptor Codes - Valid at Booking Level for the two letter codes and descriptions. Any RM*MS entry that is not linked to a specific cruise segment will create a new booking in Trams Back Office. 12/23/14 59 Issuing Invoice for Cruise Final Payment If using the same PNR to for the final payment, be sure to modify the accounting information before driving the new invoice A Supplier segment to account for RM*MS25S&*VCRCCL*TT5*TF2000.00*CM$320.00 check form of payment RM*MS25*CF1234455*FPCHECK A comm track booking to account for a CC FOP on final payment RM*MS25C*VCRCCL*TT5*TF2000.00*CM$320.00 RM*MS25*CF1234455 Note: Automated cruise segments (i.e Cruise Match) are captured without additional formats. The following information will be processed and displayed in the invoice booking: Vendor code (i.e CCL), Total fare, Commission, Confirmation number, Departure date, Return Date, Departure city (Displayed in the Itinerary field), and Travel Type which defaults to the first Cruise travel type listed in the Travel Type set up screen, normally Ship-Dpst. To override the default travel type (i.e Ship-Finl), see instructions below. To override or include additional information enter a RM*MS line with the appropriate two letter codes, linked to the cruise segment in the PNR. Example: RM*MS5*FP CHECK*NP 4*NR 2*DE LIDO DECK*TT 5 See section, Descriptor Codes - Valid at Booking Level for the two letter codes and descriptions. Any RM*MS entry that is not linked to a specific cruise segment will create a new booking in Trams Back Office. Service Fee A supplier sale - Cash and per invoice RM*MS25S*VNTRAVELAGENCY*TT11*TF25.00 RM*MS25*CM$25.00*FPCASH*PI Supplier sale - Credit Card Merchant RM*MS25S*VCAGENCY*TT11*TF25.00*CM$25.00 RM*MS25*FP334733056789001*CP4*XP0504 A supplier sale - TAFP RM*MS25S*VCTAFP*TT11*TF25.00*CM$24.13 (The TAFP form number is entered as the RM*MS25*FPAX334733056789001*CF8526458963 Confirmation number.) Issuing Invoice for Insurance You may want to check the travel type table in Trams Utilities to verify a travel type for insurance sales. Add supplier booking for Insurance paid by RM*MS25S*VCVOYAGEUR*TT7*TF20.00*CM$2.00 check. RM*MS25*CF1073237842*TXCA1.80*FPCK A comm track booking for Insurance paid by RM*MS25C*VCVOYAGEUR*TT7*TF20.00*CM$2.00 CC. RM*MS25*CF10732YR*TXCA1.80 60 12/23/14 Issuing Invoice for Non-ARC/BSP Air Supplier segment RM*MS25S*VCWN*TT1*TF69.00*CM10 RM*MS25*CF1234567890*FPCHECK*SG Non ARC/BSP tickets can be recorded as supplier booking or a commission track booking. Check with your Trams operator or accountant for office policy. Or Comm Track RM*MS25C*VCWN*TT1*TF69.00*CM10 RM*MS25*CF1234567890*SG Note: The *SG descriptor code can be used to capture the segment information for non-ARC/BSP transactions to be available for reporting purposes in Trams. This *SG entry has been expanded to allow the user to specify which segments are to be included. The format is "*SG 01 02 03 04" where each segment number is separated by a space. You are able to specify the proper segments for each booking in an invoice. Supplier Exchange Ticket Trams reads a supplier exchange ticket even when an ARC/BSP sale is in the same invoice, when entered at the booking level using MS line options. For example: MS25S*VCWEBAIR*TT1*CF1234567890*SG*EXA MS25*BF201.00*TXXG14.07 MS25*FPVI12345678901234*XP1107 Split Form of Payment A single booking should include a single FOP. Trams processes payment information at the booking level. This allows a different FOP for each booking. When receiving a split form of payment from the customer for a single transaction, you must account for the transaction with separate bookings. This records the proper fare and commission totals for clients and vendors. Note: The second MS line starts with segment number 26 to indicate a new booking in Trams. First booking with zero comm. FOP CC RM*MS25S*VCRCCL*TT5*TF300.00*CM0*CFYZ13PQ RM*MS25*FPAX30743384052 Second booking with full comm. FOP CK RM*MS26S*VCRCCL*TT5*TF700.00*CM100.00*FPCK RM*MS26*CF78PQU33 12/23/14 61 62 12/23/14 APOLLO/GALILEO Interface Preparation Preparing for Interface This chapter applies to Apollo/Galileo customers in the US, Canada, Mexico, Guam, Caribbean (US territories) and Japan. Preparing for Interface starts by contacting your APOLLO representative. When APOLLO initially enables the interface of a Machinable Interface Record or MIR, APOLLO assigns the interface a line number, or LNIATA. You need to know this LNIATA for many of the formats used to control your APOLLO interface. (For further information see HELP LINK or your APOLLO documentation.) Contact your APOLLO sales representative to establish any branch links that may be required for interface. MIR Level 92 APOLLO has several interface levels controlling the format of the MIR records generated by Invoice and Ticketing commands. Trams supports MIR Level 92 MIR Device LNIATA The APOLLO MIR Device terminal line address or LNIATA is configured to a controller port by APOLLO. Many of the commands controlling interface transmission require the LNIATA. Type HMLD at an APOLLO workstation to verify linkage to the MIR device. Type HMLMLniataDA to establish the link to the MIR device. The Standard Protocol for APOLLO Focal Point is: [9600 | Odd | 7 |1] MIR to FILE - Apollo Configuration Apollo may setup your interface for MIR to file. This is an Apollo option, and not available for all Apollo platforms. This option requires that the MIR device is configured at an Apollo workstation, and uses the print server configuration to capture MIRS to a folder on the Apollo controller. Trams needs access to the exact path and folder name. C:\MIR APOLLO Interface Control The APOLLO Machinable Interface Record, (MIR) is held on queue by APOLLO, pending transmission to your office. The MIR’s are held on queue for a limited time after creation, based on your "purge" date. Refer to the APOLLO help desk for further information on your "purge cycle". After the MIRs have been sent, a copy is available for retransmission for a limited time. The records are purged from the queue within 72 hours. APOLLO assigns a line address (LNIATA) when interface is first established. You need to know the LNIATA for many of the formats used for interface. (For additional information on interface commands see HELP LINK in the APOLLO system.) 12/23/14 63 Establishing the Link - HMLMLNIATADA This entry is normally only initiated once, when you enable a workstation interface. It must be made for each APOLLO workstation in your office. This establishes the line address for communication to the Interface queue. Trams receives records from the Interface queue. Checking the Status of the Link - HMLD This entry allows you to see the status of the MIR device from the APOLLO side. APOLLO responds with a status of devices. Under the Header of MIR DEV you see the LNIATA for your MIR DEV followed by a status indicator of up or down. D = interface link is down U = interface link is up Queue Message Count - HQC The HQC command displays the current queue status for tickets, invoices, and accounting records. Type Port Pending Sent Tkt 02 0 20 Inv 03 0 14 Acc 04 8 0 In the Type column, Acc reflects the status of all MIR's created for the period. Looking at the above example, there are 8 MIR’s under the Pending column. These 8 records are still on queue and waiting to be transmitted to Trams. The number listed under the Sent column represents the number of MIR’s that have been transmitted to Trams that day. In our example, 0 records were transmitted to Trams. The life span of a MIR in Pending status is based upon the Apollo "purge" date. Check with the Apollo help desk to determine which days of the week the MIR’s are deleted from the queue. The life span of a MIR in Sent status is 3 days. Bring Up the Link - HMOMLNIATA-U This entry requests APOLLO begin the transmission of records from the queue to Trams. Bring Link Down - HMOMLNIATA-D To stop transmission of MIRs from APOLLO you must bring the interface link down. This command should always be issued at the end of an interface session to ensure that MIR's created later are held until the next Interface session. Bring Up the Link (Canadian Customers) - //HMUPAPOID This entry requests APOLLO begin the transmission of records from the queue to Trams. When transmission is complete the HQC command shows 0 in Demand Pending and a record count under Demand Sent. The TBO Interface Program must be ready to receive interface records before sending records from Apollo. 64 12/23/14 Bring Down the Link (Canadian Customers) - //HMDPAPOID To stop transmission of MIRs from APOLLO, you must bring the interface link down. This holds any new MIRs on queue until the next interface session. Quick Start - HQSLNIATA Sometimes interface messages get stuck in the communications buffer in APOLLO. This entry restarts the transmission. It should be entered if the link status is UP, but TBO Interface is not receiving the interface records. TBO Interface Program must be ready to receive interface records before sending records from Apollo. Re-transmit Records To re-transmit records that have already been sent, first issue an HQB/ACC/DS to see MIR's by sequence number. The image of a MIR appears on the screen. Issue the HQT command to retransmit that one record. HQB/MD moves you to the next MIR, continue issuing the HQT until all MIR's desired are retransmitted. HQB/ACC/DS Display first message sent HQB/ACC/DP Display first message pending HQB/ACC/00123 Display mess by seq # HQB/MD Scroll down in HQB display HQB/MD5 Scroll down 5 HQB/MU Scroll up in HQB display HQB/MU5 Scroll up 5 HQT Resend from HQB display HQT/00123 Resend single item by seq # HQT/00123-00133 Resend seq #'s by range (recommendation is no more than 20 at a time) Controlling the Apollo MIR This is not meant to be an exhaustive list of Apollo commands to control the Accounting queue. Please check with Apollo Galileo support for additional definitions. APOLLO Command Description HMLD Verify linkage of CRT to MIR line & obtain line address (usually ending in 04) HMLMLNIATADA Link CRT to MIR line HMOMLNIATA-U Place linkage in UP status HMOMLNIATA-D Place linkage in DOWN status HMLMAPOIDDA Link CRT to MIR line (Canadian Customers) //HMUP APOID Place linkage in UP status (Canadian Customers) 12/23/14 65 //HMDP APOID Place linkage in DOWN status (Canadian Customers) HQSLNIATA Restart Queue print buffer HQC Count # of mess pending/sent HQB/ACC/DS Display first message sent HQB/ACC/DP Display first message pending HQB/ACC/00123 Display mess by seq # HQB/MD Scroll down in HQB display HQB/MD5 Scroll down 5 HQB/MU Scroll up in HQB display HQB/MU5 Scroll up 5 HQT Resend from HQB display HQT/00123 Resend single item by seq # HQT/00123-00133 Resend seq #'s by range (recommendation is no more than 20 at a time) Establishing Daily Procedures Go over the Interface Overview Section for a detailed description of the Download and Processing Steps. Use this as your guide to establishing daily procedures. Interface is a great tool for communicating with the Trams back office system. In order to optimize the data base that Trams is creating from your AIRs, set up some minimum daily requirements to ensure the integrity of the data and to maintain the system. TBO=Trams Back Office (Windows) Download Procedures for TBO 1) From the Trams Main menu select Interface|Download • • Receive the records captured into Trams Click on the Close button to exit from the download screen 2) From the Apollo workstation [Must be in a reservation screen] • HQC to display the current status for ACC records. • HMOMlniata-U to bring the interface link up. • HQC to view the messages leaving the interface queue. Continue this command or the alternate HQClniata until the interface queue has moved all records from pending to sent. The TBO interface program alternates between waiting and receiving. • HQSlniata to quick start the interface if messages are not moving off the queue. • HMOMlniata-D to bring the interface link down. 3) Once all records have been received, press the Escape Key to go back to the main menu. CONTINUED PROCEDURES FOR TBO: 4) From the Trams Main menu select Reports|Interface • 66 Review the Download Error Log for missing invoices. 12/23/14 • Print the Interface Invoice List to compare to your invoice hard copies. 5) From the Trams Main menu select Interface|Process • Process all records until the file is empty. 6) From the Trams Main menu select Invoice|Query • • • • • Enter the date range you just processed and reconcile to your invoice hard copies. Make any changes to records at the invoice or booking level. Add any missing invoices Void any invoices to be voided Enter Full Invoice refunds 7) From the Trams Main menu select Reports|Invoice • • • Run the ARC/BSP reconciliation report Reconcile agent/auditor coupons to the ARC reconciliation report Correct any errors in the booking itself by going to Invoice|Query. 8) From the Trams Main menu select Payments|Received • Enter any cash/check payments received from clients and vendors. 9) From the Trams Main menu select Reports|Payments|Receipts • Reconcile the day’s receipts to the bank deposit slip 10) From the Trams Main menu select Payments|Made • Enter all the agency disbursements 11) From the Trams Main menu select Reports|Core • Process and review the Core Reports - Client Balances, Vendor Balances, ARC|BSP Balances and Check Register. The ARC/BSP Balance report only displays data after the first ARC settlement has been processed in Trams. Until the first ARC settlement is processed in Trams, the ARC/BSP Reconciliation (Reports|Invoice|ARC/BSP Reconciliation) report may be used to verify all ARC/BSP documents. 12) From the Trams Main menu select Utilities|Backup • Every day, backup all data that has been entered Interfacing Multiple Branches If you have multiple branches, Apollo links the branches to a single Application queue. Trams sorts the invoices into their proper branches by ARC/BSP numbers. Set up ARC/BSP numbers in Trams prior to sending records from Apollo. There is no separate licensing agreement needed for multiple branches unless financial reporting by branch is required. In addition to loading the ARC/BSP numbers, set the field “Allow Branch Entries” to “STP” or “FULL” To set up Branches in Trams Back Office, go to Utilities|Set Up|Branches. If multiple branches are not being maintained in one Trams program, but in separate Trams programs for each branch, issue the HMOMLNIATA-U separately for each branch. Each branch should have a separate Line Address and license agreement for Trams. Entries Affecting Invoices and Tickets The APOLLO Machinable Interface Record or MIR transmitted to the Trams system gets its information from the PNRs you create. How information is entered into the PNR is directly related to Trams’ success in translating the information. A special Ticket Remark called an Accounting Remark line entered with a Tformat must be included in the PNR before invoicing to capture specific information about the customer and 12/23/14 67 the transaction. These entries do not appear on the APOLLO invoice but do transmit to Trams in the MIR. Trams requires a customer for each invoice, and a vendor and agent for each booking. Agents are interfaced automatically just by the sales agent sine-in. Vendors are automatically tracked by their relationship with APOLLO. By selling direct we can capture the vendor information. Manual and passive bookings may need more specific entries for translation by Trams. The APOLLO �pillow’ key is represented by facing brackets ( [ ] ) Special Note: Interfaced Air bookings (ARC and non-ARC) that don't have fare by leg information, will have fare-by-leg auto-calculated based on the Base Fare divided by the number of legs. Customer ID or Customer Number T-CA The Customer ID should be made mandatory for interfacing to Trams. The Customer ID is translated as the Interface ID in the Trams client profile and can be included in transferable lines of the APOLLO Profile Bars. Interface ID’s can be a maximum of 10 alphanumeric characters. Trams recommends a customer number for every billable client, capturing billing and marketing information. If your agency currently allows the tracking of house accounts, you may continue, but Trams recommends the tracking of leisure clients for mailing lists and marketing analysis. New client profiles can be created in Trams during the interface processing. This slows the interface processing down at first, but saves a lot of manual data entry, time and research. It allows you to start interfacing to an empty database Apollo customer ID prints on tickets and invoices, if the T-CA entry is used. Note: Trams reads the branch number from T-CA entry. T-CA-branch[]acctnumber[]agentoverride T-CA-11[]6055827805[]CW or Leisure Customer ID T-AN3106882324 Corporate Customer ID T-ANABCINC Note: Select one entry, not both to transmit the Interface ID to Trams. If both the CA and the AN entries are used, the last entry overrides the first. Profile bars can be built in Apollo for the purpose of storing the Interface ID and possibly other client info if desired. To build a Profile Bar with Apollo, the only mandatory information would be the account name and Interface ID. BPB/ABC CORP Format to create profile bar LN# Y/T-AN 1234 Adds client account number to a transferable line LN# Y/W- Adds billing address to a transferable line BE Ends profile bar entries S*ABC CORP Retrieves profile bar (Refer to HELP PROFILE or call the APOLLO help desk for additional information on formats.) * We now read the booking agent override from the T-CA entry in Apollo/Galileo. W-Address Field W- The customer name and address information entered as the billing address can interface to Trams for any new client. Trams accepts up to 37 characters for each address field between the pillows [ ]. The address interfaces when creating new client profiles during the interface process. A change of address for existing 68 12/23/14 clients is noted in the Processing Error Log for review, but does not update existing profiles. Client Billing Address information interfaces for any new client to create a mailing list. W-ABC Toy Company[]345 Main Street/Suite 1235[]Los Angeles CA Z/90045 W-John Smith[]577 W. Broadway[]San Pedro CA Z/90731 Trams only reads the APOLLO Client Delivery Address if the billing address does not exist. Client Delivery Address only D-JOHN THOMAS[]2346 NW CENTRAL AVE[]LOS ANGELES CA interfaces if NO billing address exists. z/90045 Phone Numbers P:CTYR/ The primary and fax phone numbers are captured in the Trams profile for new customers only. The last telephone number entered, with an R or B in the Apollo PNR, transmits to the Phone field of the new Trams profile. All other phone entries with the R or B indicator are ignored. The telephone number that is entered with the letter F is transmitted into the Fax field of the new Trams profile. No additional entries are needed in the PNR Apollo phone number entries P:LAXr/310-641-8726 P:LAXb/310-641-8728 P:LAXF/800-288-8728 Client E-mail Address P:CTYE/ The client e-mail address can be captured via interface when creating new clients or to update client profiles with an e-mail address. Trams reads the Apollo formats for e-mail from the phone field designated by the E indicator. E-mail addresses may also be transmitted to Trams by using the T-EU remark entry. APOLLO E-MAIL ENTRY P:LAXE/PHILLIP//APPLE.COM [email protected] T-EUPAULMCC//APPLE.COM [email protected] T-EUB--GATES//MSOFT.COM [email protected] T-EUMICKEY/MOUSE//DISNESY.COM Character definitions used: // used for @ at symbol -- used for the _ underscore symbol / used for the - dash symbol Ignore E-mail Updates in Apollo Interface: An -NE option (No E-mail) to ignore e-mail updates on Apollo interface can be enabled if the option -NE is entered in the Option field in the Interface/Download Screen. Interface Invoice Over to TBO as Open F-XINV & F-XINVOICE The F-XINV and F-XINVOICE entry allows the Apollo invoice to interface over as OPEN when the option in Utilities|Setup|Global Defaults|Interface Mailmerge tab called Allow Cash/CK payments is enabled. Note: To verify the items that interfaced to TBO as closed (cash/check form of payment), the Receipts report 12/23/14 69 in TBO (Reports|Payments|Receipts) can be run to verify all monies have been received and if not, the Client Payment can be voided to show a status of OPEN until the check or cash is received. .Agent ID Override T-SA APOLLO includes the two-character agent ID of the sine-in agent creating the original PNR. The agent is interpreted by Trams as the inside sales agent for productivity reports. The agent ID from APOLLO must match the Interface ID in the Trams Agent profile. A total of 9 agents can be linked to a single booking. Any commissions entered with the T-SA apply to all bookings on the invoice, and override any default commissions in the Agent profile. Agent statement information entered prints on agent statements. The first T-SA entry followed by an agent sine, overrides the booking agent. Any additional T-SA entries add new sales agents. A mandatory pillow [] is required between data elements to allow for various length alphanumeric characters. Use SA alone to ignore the original booking agent. T-SA Override an inside agent. T-SALR Add inside agent at 20% commission. T-SAMM[]20 Add inside agent 80 at 20% and agent statement remarks. T-SA80[]20[]BONUS OVERRIDE Add inside agent 80 at 20% for this booking only. T-MS9S*VCRCCL*TT9*TF1000.00*CM0*SA80[]20 Agent statement remarks print on agent statements. Outside Agent ID T-OA Trams tracks additional outside agents for commission statements and productivity reports. A total of 9 agents can be linked to a booking. The outside agent ID should match the Interface ID in the Trams Agent profile. Commission rates entered here overrides any defaults set up in the Agent Profile screen for this invoice only. (See the PROFILE chapter in the User’s manual for a full description of agent profiles.) You may want to use the agent features in the client profile to link an outside agent and commission rate to a specific client. Any new information received through interface does not override this link. A mandatory pillow [] is required between data elements to allow for various length alphanumeric characters. Add outside agent T-OASM Add outside agent at 30% T-OASM[]30 Add outside agent and T-OA80[]30[]CRUISE PROMO Agent statement remarks Add outside agent 80 for this booking only. T-MS9S*VCPRINCESS*TT9*TF1000.00*CM0*OA80 The agent Interface ID can be up to 10 alphanumeric characters. This may not be practical for inside agents, since Trams reads the original booking agent defined in Apollo. It can be used effectively for outside agents if you prefer to use the agent’s name as the Interface ID. T-OASUSIE[]50[]RCCL PROMO Note: Outside agents can be linked to a customer profile instead of interfacing. Use one option or the other, 70 12/23/14 or you receive 2 outside sales agents. Department Information T-DP Department information interfaces to Trams with the T-DP entry. Enter up to 10 alphanumeric characters for the department. The department information is included in invoice information and available for reporting and sorting through the Trams report generator. Add department to all bookings on the invoice T-DPWestern Add department T-MS9S*VCRCCL*TT9*TF1000.00*CM10 information at the booking T-MS9*DPSALES level UDIDS Remarks T-UD1 User Defined Interface Data Storage or UDIDS remarks track customer related information used for reporting and sorting purposes in the Trams report generator. UDIDS can be used for any information you wish to track for a customer or a market. You may enter a maximum of 999 UDIDS remark lines. APOLLO has a maximum 45 alphanumeric characters per line. The UDID number can be unique for each customer. UDID definitions included in the APOLLO Customer Profile Bar ensures consistent use and transfer to the PNR. A corporate client has asked for travel management reports that contain information on his employees travel patterns, by employee number and department. Run some sample reports to test how the information should be captured and stored. By assigning a UDID for employee number and requiring the department for each passenger, a report can be run to your customers specifications. Note: Any agency having a conflict with the Client Remarks field of a booking being interfaced to a UDID field, can ignore UDID formats in the Client Remarks field of a booking by entering -nu in the Option field on the Download screen. You must indicate an appropriate UDIDS number after the UD entry for Trams to sort the remarks correctly. The space following the UDID number is mandatory to allow for alphanumeric data. Add employee number 9866 for a T-UD1 9866 customer Add marketing information for the T-UD20 PROMO224 office Add UDIDS at booking level T-MS9S*VCRCCL*TT9*TF1000.00*CM0*UD1 SALES To capture UDID for each N:SMITH/JOHN*U1-FREEFLOW passenger use the remark format (UDID format differs when used in name statement.) Add UDID for a specific ARC booking 12/23/14 T-MS201*UD2 EUROPE PROMO Note: 201 will link to air segment 1. The UDID information will apply to the booking that includes that air segment. 71 UDIDS can also be used globally to track market information for special promotions. The agency has just started an advertising campaign to promote cruises. To test the effectiveness of the cruise promotions, a special marketing code was included in the advertisement. In one advertisement, clients were directed to request information on the “Year 2000 Cruise”. In another advertisement clients were asked to request information on the “Millennium Madness" cruise. Both advertisements were promoting the same cruise. Each time a cruise was booked the sales agent entered the appropriate marketing code. UD20 MKY2000 UD20 MKMMAD A report was created in the Trams report generator, that included a UD1 field to compare the results of each advertising campaign. When run for cruise sales, and UDID1 with a value of MK, the report helped to determine which advertising campaign was most effective. Group Affiliation T-GP Group affiliation can be entered by front office agents and linked to the invoice as an invoice group. This allows for reports on groups of invoices. Clients that belong to a group for reporting purposes can also be linked in Trams through the Client Profile as shown in the Profile section of the manual. Group names can be defined in Utilities|Setup|Groups. The group name can be up to 10 alphanumeric characters. Group information received through interface using the T-GP entry is captured to the invoice and the payment group field (for the appropriate client payment closing the booking) for reporting and querying purposes. The group information can also be 10 alpha-numeric characters. Note: The Trams client profile is not updated with group information through the interface process. Add group ID to invoice and payment group fields T-GPSUPERBOWL Client Remarks T-RM free flow Client remarks are interfaced to Trams with the T-RM entry. Remarks entered show on client statements and summaries, and are included in the report generator as both selection criteria and printable fields. Trams can accept up to 60 alphanumeric characters in the remarks field manually, but APOLLO has a maximum 45 characters per line. Add client remark T-RMCORP BILLING Add client remark to a single booking T-MS9S*VCRCCL*TT9*TF1000.00*CM0*RMCONFERENCE Add remark as Passenger statement N:SMITH/JOHN*REMARKS (Remarks entered at the booking level or passenger level apply only to the booking or passenger.) Passenger Statement Information N:Last Name/First* Client remarks for a specific passenger are entered in the name field as passenger statement information. If information is preceded by Trams descriptor codes, the data is available for reports. The remark entered 72 12/23/14 in the passenger name field is included in each booking for the individual passenger. The field after the asterisk is used for up to 25 characters of information. Add Passenger Specific Remarks N:SMITH/JOHN*REMARKS UDIDS can be passenger N:-SMITH/JOHN*U1-FREEFLOW specific. Notice the U1- format used in the passenger statement field differs from the standard UDID entry. Invoice Remarks T-IM Invoice Remarks added with the T-IM entry appear when applying client payments. Up to 35 alphanumeric characters can be included in this entry. Add Invoice remarks T-IMFAMILY PLAN T-IMJACOBS GROUP DEPOSIT Fare Savings Report Information Trams can receive Fare Savings report information through interface. This data becomes part of the expanded booking information and is used to create Client Fare Savings Reports. The Fare Justification code is entered with the T-FJ entry and should match a Fare Code table you create in Trams. (See the Trams INTERFACE SETUP section to define and enter Fare Justification codes. Also, see the REPORTS section of the Trams User Manual to for additional information on running Fare Savings Reports.) Add Fare Justification Code T-FJEX Add the Full Fare amount T-FF638.00 Add the Low Fare amount T-LF68.00 Add fare savings for a Non ARC booking T-MS10S*VCWN*TT1*TF69.00*CM10 T-MS10*CF123456*FPCHECK*SG T-MS10*FJEX*FF638.00*LF68.00 Note: Use the passenger association for multiple tickets with different fare savings amount. [email protected]/JOHN [email protected]/DAVE Fare Savings for Specific ARC Booking T-MS10*FVXXX.XX*CMYYY.YY*TFZZZ.ZZ X=Face value of the amount of ticket that appears in the face value field in Expanded Fare Info tab; Y=The commission earned by agency; Z=Total Fare collect from the agent. Face Value and Income Earned T-FV Discounted ARC transactions can interface properly using a face value descriptor code. Enter the fare charged to the client with the T-FV entry followed by the net commission earned (commission minus discount). Assuming a discount ARC transaction that is ticketed at full fare, enter the client total fare as FV 12/23/14 73 and the commission minus the discount as the net commission. Add the total fare followed by the net commission (after discount). T-FV2400.00*60.00 Add the total fare followed by the net commission (after discount). In this example 0. T-FV350.86*0 Note: Use the passenger association for multiple tickets with different face value amounts. T-FV400.00*[email protected]/JOHN T-FV350.86*[email protected]/DAVE Example: An ARC ticket for $385.95 is sold to the employee at a net fare. By entering the above information for Face value, Trams captures the correct amount to be collected from the employee, the 0.00 commission earned, and the real value of the ARC document from the ticketing information. Trams interprets the transaction as follows for accounting and the ARC report. The invoice reflects the amount to collect from the customer in the total fare. Base fare and Taxes can be changed manually, but neither affects the ARC report. Total Fare:350.86|Base Fare:324.91|Taxes 25.95|Commission:0.00 The expanded fare information screen reflects the Face Value of 385.95 The ARC report shows the correct totals for reporting to ARC. Gross Fare:385.95|Commission:35.09|Rate:10.00|Net Remit:350.86 This is not to be used for Credit Card transactions to ARC. Discounts on Credit Card transactions should be handled with a Refund for the discount. Invoice Branch Override T-BR Trams uses the ARC/BSP number to interpret and sort invoices by branch during the interface process. You can override the branch designation with the T-BR entry in APOLLO if necessary. Trams can track up to 249 branches. The main branch should be defined as branch zero (0) in Trams Utilities|Setup| Branches. Override to specific branch and associated ARC/BSP number T-BR7 Override to specific branch and different ARC/BSP number T-BR7*01234567 Form Of Payment Override T-FP Trams receives the APOLLO form of payment or FOP through interface. This entry is not required for most APOLLO invoicing. In the rare case that you need to override the FOP generated by APOLLO you can send a different form of payment to Trams with the T-FP entry. Since only one form of payment is valid at the invoice level, these entries override the APOLLO form of payment. Valid entries include: CH for Check CASH for Cash Any other entry after T-FP is seen as a CC. Ignores the APOLLO Form of Payment T-FP message 74 12/23/14 Override with check FOP T-FPCH Override with cash FOP T-FPCASH Override with CC FOP T-FPAX304172345667 To add expiration date for credit card reconciliation use: *XPMMYY Segment Information An accurate Fare-by-Leg for non-ARC/BSP air bookings, or ARC/BSP bookings that do not have the Fare-by-Leg included, is calculated by using a mileage formula when mileage is present in the interface record. When mileage is not present in an interface record then Fare-by-Leg is be calculated as presently done, by dividing the base fare by the number of Origin/Destination trips. Capturing Foreign and Local Currency Trams captures Foreign Currency and Local Currency for each booking where both are present. The local currency populates the General Tab Total Fare and the Foreign Currency populates the Total Fare on the Foreign Currency Tab. Note: We read automated HK segments when both local property currency and local agency currency are included in the PNR. We capture Foreign Currency and Local Currency for each booking where both are present. Mileage Trams captures segment mileage if present in the MIR. The mileage is recorded under the segment tab of the invoice booking. This information may also be entered manually in Trams. Partial Payment T-PP Trams has the ability to interface a Partial Payment. Only one partial payment is allowed per booking. The partial payment applies to the invoice level and not the booking level. No credit card (CC) transactions can have a partial payment, only Cash/Check & CC Merchant payments. You must have the box "Allow Cash/Ck Payments" in Utilities|Setup|Global Defaults|Interfacemailmerge Prompt checked, or this partial payment enhancement will not be active for the Cash/Check partial payments, but, is not required for the CC merchant partial payment to interface. The entry for your GDS needs to contain (amount), (form of payment), (Check or CC Number/expiration date for CC Merchant). All other forms of payment are ignored, including the form of payment in the T-MS line when the T-PP entry is present: Cash T-PP100.00*CASH Check OR CKHECK OR CK T-PP100.00*CHECK*5432 Cheque T-PP100.00*CHEQUE*5432 Credit Card Merchant T-PP100*4855265986325645/0504 DESCRIPTOR CODES - Valid at Invoice Level Descriptor codes entered as an APOLLO Ticketing remark cannot be strung together and applies to the entire invoice. APOLLO allows a maximum of 45 alphanumeric characters in the T- ticketing remark. APOLLO descriptor codes valid with the T- entry are not interpreted unless defined here. 12/23/14 75 T-[code][data] Code Length Description Example AN 10 Alphanumeric Customer ID must match Interface ID in client profile AN3106418726 Face Value of ARC/BSP document for discounted A/R transactions FV1200.00 FV 13 ANUNIVERSITY FV1200.00*300.00 FV1200.00*300.00 FJ FF 6 13 Face Value Per passenger FV1200.00*[email protected]/JOHN Fare Justification Code as defined in Utilities/Setup/Fare Codes FJA Fare savings code per passenger [email protected]/JOHN Full Fare for Fare Savings Tracking FF650.00 FJEX [email protected]/JOHN Full Fare per passenger LF 13 Low Fare for Fare Savings Tracking LF69.00 [email protected]/JOHN Low Fare per passenger MI 10 Indicates the marketing ID (code) (IC's client profile Interface ID) for each invoice created by the IC who chooses not share their client profile information with the Host agency (single House Account client profile). MIXXXXX UD 60 User Defined Interface Data is used for any customer data you would like to track for reporting purposes UD1 COUPON PROMO UD2 EMP NUMBER GP 10 Group affiliation for invoice and payment reporting purposes GPTAHITI97 IM 35 Invoice remarks IMFAMILY PLAN RM 45 Client remarks show on client statements and summaries CMCORP BILLING DP 20 Department DPSALES DP00234 SA 76 To ignore the booking agent SA 10 To override booking agent SA32 11 To override comm % SAMM[]25 16 To add Sales Agent Remarks SA8M[]30[]CRUISE PROMO - 12/23/14 OA 10 Outside Agent added to booking OA44 11 Commission % or Amount overrides % in Agent Profile OA70[ ]30 16 OASUE[ ]30[ ]UA OVERRIDE Sales Agent Remarks BR FP 12 45 FPAR To override the agency branch number ONLY. BR99 To override the ARC/BSP number of the branch override to a different branch. BR99*01234567 Interface No form of payment FP Form of payment check FPCK Form of payment cash FPCASH Form of payment credit card FPAX3782443987654 AR (Accounts Receivable) can be added for use with *FP at the Invoice and Booking levels. When the Allow Cash/Check Payments option in the Utilities|Setup|Interface Mailmerge tab is checked and the *FPAR override format is added, the invoice bookings interface as Open and appear on Client Balances & Statements. FPAR Enables agencies to streamline the processing of receipts in the back office IC 10 Independent Contractor code. The IC Agency enters the IC code from the "Host" Agency. (For more details, see the TBO Manual or Help Screens) ICxxxxxxx IN 8 override the GDS Invoice Number IN123456 IX 1 International Indicator IXI 1 Transborder Indicator IXT 1 Domestic Indicator IXD *Affects BSP only at Invoice level PP Partial Payment Cash PP100.00*Cash Partial Payment Check PP100.00*Check*5432 Partial Payment CK PP100.00*CK*5432 Partial Payment Cheque PP100.00*CHEQUE*5432 Partial Payment CC Merchant PP100.00*4888602388226584/0504 DESCRIPTOR CODES - Valid at Booking Level 12/23/14 77 Many transactions can be entered via the APOLLO T- ticketing remark. This entry does not affect the APOLLO invoice, but is included in the APOLLO MIR to Trams. Descriptor codes tell Trams what type of data you are transmitting. Remember APOLLO allows up to 45 characters in the T- line. For samples of transactions that use descriptor codes see the section titled non-ARC Transactions. T-MS[segment #]*[descriptor code][data] Code Length Description Example VC 10 Alphanumeric Vendor Code should match Interface ID in vendor profile VC002505 VCRCCL VN 40 Vendor Name should match Name in Vendor Profile VNPRINCESS CRUISES TT 10 Travel Type number or description from Utilities|Setup|Travel Type TT4 TTSHIP FINL TY 2 To change the Travel Type on an automated ARC/BSP. TYXX TF 13 Total Fare (amount charged to Client) TF595.00 CM 7 Commission override percent% CM15 13 CMA25.50 Commission override Amount SB 3 Submit To override SBCOM SBSUP SBARC BF 13 FB TX 13 Base Fare BF421.48 *FB override on the MS line to set the fare basis code for all segments linked to the booking. *FB on the MS line *TX[optional tax id][amount with decimal]*TX[optional tax id][amount with decimal] TX25.00 Note: Tax codes may be entered individually in the following format: TXUS13.00*TXXT3.00*TXXY6.00 IN 78 1 International Indicator INI 1 Transborder Indicator INT 1 Domestic Indicator IND 12/23/14 VALID IN BSP VERSION ONLY Note: TBO automatically zeros out GST/QST/VAT on commission for International Air Bookings processed via Interface A=No GST or QST GQA B=GST only GQB C=QST only GQC D=GST and QST GQD GC Overrides the auto-calculations on GST GC10.00 QC Overrides the auto-calculations on QST QC5.00 GQ 1 AL 2 Validating Carrier [mandatory for ARC/BSP transactions entered with MS line] ALUA CF 24 Confirmation number CF123456789 TK 20 Ticket number [mandatory for ARC/BSP transactions entered with MS line] TK8031234567890 SG 0 No data required - captures segment information from Air segment in PNR on non-ARC/BSP suppliers SG Amount collected for ARC/BSP document for discounted/markup A/R transactions FV1200.00 Fare Justification Code as defined in Utilities|Setup|Fare Codes FJA FV FJ 13 6 OR SG 01 02 03 04 (to specify air segments, include segment number) FV1200.00*300 FJEX FF 13 Full Fare for Fare Savings Tracking FF650.00 LF 13 Low Fare for Fare Savings Tracking LF69.00 PN 30 Passenger Name PNJOHN SMITH NP 2 Number of Passengers for Car Booking NP3 NR 2 Number of Rooms for Hotel Booking NR1 12/23/14 79 DE 10 Car/Hotel Description DEICAR DESNGL DP 20 Department Information DPSALES DP00234 SA -10 Add booking agent SA32 11 Override Commission% SAMM[]25 11 Override Comm amount OA70[]$50.00 15 Sales Agent Remarks SA8M[]30[]CRUISE PROMO 10 Add Outside Agent OA44 11 Override Commission% OA70[]30 11 or Amount overrides OA70[]$50.00 16 Sales Agent Remarks OASUE[]30[]UALSPCL FD 7 Final Payment due date for reports FD03MAY98 FA 9 Final Payment Amount FA3000.00 FC 9 Final Commission Amount FC360.00 VR 45 Vendor Remarks print on Vendor statements VRNONREFUNDABLE RM 45 Client Remarks print on Client statements RMCORPCHARGE ED 7 End date or Arrival date ED30JUN98 SD 7 Start date or Departure date SD22JUN98 IT 45 Manual itinerary ITLAXSFOLAX RL 5 Specifies a booking-level Record Locator *RLxxxxx UD 60 User Defined Interface Data can be used for any customer data you would like to track for reporting purposes UD1 free flow OT 10 Indicate the original ticket number for non ARC/BSP ticket exchanges OT1234567890 EX 3 Indicate the ticket type for non ARC/BSP air EXE Even Exchange EXR Refund Exchange EXA Add collect OA 80 12/23/14 CP 1 Client Payment Method used in conjunction with a valid Form of Payment entry 1=CASH 2=CHECK 3=CREDIT CARD 4 = CC MERCHANT Note: Add credit card information to the CC Merchant format. CP1 CP2 CP3 CP4 or CP4*cccc cccc cccc/mmyy CP5 CP6 5=ELECTRONIC FUNDS TRANSFER (EFT) 6=OTHER XP 4 7= ACH OPTION to *CP override entry *CP7=ACH Credit card expiration date XXPMMYY MM=Month YY=Year *CP4*FPAX12345678901234*XP0603 Note: may be used with the FP and CP form of payment codes on MS line only PD 8 Payable Date format DDMMYY PD31AUG96 FP 21 Form of Payment overrides Apollo form of payment for individual booking FPCK FPCHECK FPCASH FPAX334104230004311 BK Alternate CC Merchant Bank Account BK CC 3 Currency Code CCJPY CV 10 Foreign Currency Amount CV590.00 Ignores an otherwise valid accounting line. For example, if you have a discount line that you would like to ignore, *IG on the discount line instructs TBO to ignore that line and not include it in the invoice. *IG on the accounting line IG Hotel and Car Segments Standard APOLLO formats for booking cars and hotels interface to Trams without additional formats. Trams captures the segment as a Commission Track booking. (For a full list of descriptor codes used at the booking level, see the Descriptor Codes valid at booking level chart.) 12/23/14 81 Note: We calculate the total fare on interfaced Apollo hotel records based on the conversion rate in the conversion table under Utilities|Setup|Conversion Rates if the rate is present. When processing Car and Hotel interface records, where there's a foreign currency and no equivalent local currency, we perform a lookup in the currency conversion table and use that rate if present. If no rate is found, the local currency is set to zero. For this feature to work properly, the TBO user must insure that Currency Codes and Conversion Rates are set up for each currency that may be interfaced, in Utilities|Setup|Conversion Rates. Note: Automated hotels where the CC is used to guarantee the reservation, capture the Comm Track CC number in the Client Remarks field of the booking, with a message that says: 'Guaranteed to: VI ending in 5874'. This is what shows for the Comm Track Booking when included on the Printed Invoice. If you do not want to capture the Comm Track CC Number, with the 'Guaranteed to:' message in Client Remarks, add an -NG to the Options field on the Trams Download Screen. Adding -NG ignores the C/C 'Guarantee' information on automated hotel bookings (Guaranteed To VI ending in 5874). The Comm Track Hotel CC number, with the 'Guaranteed to:' message, will not appear on printed invoices, and the Comm Track CC Number will continue to be captured in the Comm Track CC No field on the Expanded Fare Tab of the Booking. Note: TBO excludes car vendor profiles when searching by Interface ID if there's a property code (i.e. Hotel). This prevents bookings from being processed to a car profile that has the same two letter code as a hotel chain code. In the past when a hotel property did not exist in Trams prior to interface, bookings could be processed to a car profile with the same ID as a hotel chain code. When a -RC is placed in the Download options field, the capture of the full hotel rate type code is enabled. The code is captured in the booking Expanded Fare/Description field (BOOKING.CARDESC). Only newly downloaded transactions will be affected after the -RC is placed in the download options field. Vendor Profiles Vendor profiles are used in Trams for both Supplier and Commission Tracking bookings. Transactions booked directly through APOLLO have Vendor Interface ID numbers already assigned to them (i.e. Hertz = ZE). These existing ID's can be entered into Trams by going into Vendor Profiles in the field called Interface ID. Trams suggests adding these Interface ID's as records are Processed for each Vendor. For Vendor profiles already in the Trams system, the Interface ID’s can be obtained from the reservation system. Refer to the APOLLO help desk for assistance. For Vendors not booked directly through Apollo, a format can be added to the PNR indicating the Interface ID for the Vendor (*VC) or a Vendor Profile can be automatically selected by Trams during the process routine if it finds an exact match on the Vendor Name in both the Interface Record and in the Trams Vendor Profiles. Trams suggest an Apollo profile be built for the purpose of storing frequently used Vendor Names with ID’s not booked directly through Apollo. This gives your agents one place to go to find the Vendor ID they need to complete a PNR. When new vendors are created during the interface process, the travel category in the marketing tab of a new vendor profile is updated. This assists in determining the proper profile to link a transaction to during subsequent interface sessions when there are two vendors using the same interface ID. Automated Hotel Segment An APOLLO-booked hotel contains all the information needed for commission tracking. The total fare for hotel transactions booked through APOLLO is calculated by the number of nights multiplied by the nightly rate with a 10% commission default. To make a change to the commission amount, the invoice can be retrieved and corrected directly in Trams. Note: For automated Hotel bookings, we read the G-CC field, if present, to populate the CommTrackCCNo with the credit card number used to guarantee the booking. For any Comm Track booking where no CommTrackCCNo is specified, we read the PNR FOP (if C/C) as CommTrackCCNo and capture on the 82 12/23/14 Expanded Fare Tab of the booking. To override data (i.e Total Fare, Commission) in the automated hotel segment, you need to create a 2nd segment with the same city, vendor, in and out dates and the Trams two letter codes (i.e. TF500.00) within pillows. Apollo sends two segments in a row and Trams combines them into a single booking. The hotel vendor code must match the hotel code in the original segment. 0TURBWBK1MAD01NOV-[ ][ ]*TF186.00*CM10[ ][ ] Non-Automated Hotel Segment Manually booked cars and hotels do not contain enough booking information to interface to Trams. If you are on MIR 92 and book a hotel in APOLLO using the 0HTL format or a car using the 0CAR format, you need to add information for Trams in the free flow area of the car or hotel entry. The free flow area of the APOLLO format begins with double pillows [][] and ends with double pillows [][]. Any data between the pillows does not print on the APOLLO invoice. Additional accounting 0HTLZZBK1LAX21JUL-OUT27JUL/W-HILTON LAX[]123 MAIN ST[]LOS remarks added to hotel ANGELES[]CA[] segment 90035[]213-555-1562/[][]*VCHH0352*TF500.00 *CM15*CF526895332[][] We'll read the following O1-/P-00006/H-FAIRFIELD INN MARRIOTT/R-B2E1/BC-I fields in the MK hotel /P- Property Number segment from the O1/H- Property Name line /R- Room Type/Rate Code /BC- Booking Reason Code -- reason populated in Vendor Remarks field MS lines are not needed if using the above formats. T-MS9C*VCHH0339*TF420.00*CM10*CFY3Z89Q*TT2*DESNGL Automated Car Segment Cars booked through APOLLO interface to Trams without additional entries. The total fare is calculated based on the rates booked. A commission of 10% is assumed for all bookings. Non-Automated Car Segment Manually-booked cars and hotels do not contain enough booking information to interface to Trams. If you are on MIR 92 and book a hotel in APOLLO us the 0HTL format, or a car using the 0CAR format, you need to add information for Trams in the free flow area of the car or hotel entry. In the free flow area of the entry, anything between the pillows does not print on the APOLLO invoice. Additional accounting remarks added to car segment 0CARZZBK1CHI21JUL-27JULICAR/[][]*VC ZE*TF250.00*CM15*CF859632[][] To include the car vendor on the customers invoice, replace "ZZ" with the two letter vendor code, i.e. ZE, or ZI. Itinerary Updates T-HU Trams reads Car, Hotel & Air Flight Change Itineraries from Apollo if requested using a T-HU remark prior 12/23/14 83 to driving an itinerary only using the HBDIDJD type of command line. For all Apollo records, Trams reads Itinerary information transmitted from Apollo through the MIR created. To create a MIR to drive a Paper Itinerary use: HBDJD#MIR DEVICE NUMBER#PSUEDO CITY CODE To create a MIR without printing an itinerary: HBDJD. Note: To enable this feature in Trams, use the option field in the Trams Download Screen or configuration. option: -J For all Commission Track Car and Hotel records or Air Flight Changes in the Itinerary, Trams interfaces and processes Non-Invoiced records and searches for existing invoices in the system by Record Locator. If no HU entry is entered into the Apollo PNR, then the itinerary only record is not read or processed by Trams. Any Tour or Cruise records are ignored. Only Car, Hotel and Air Flight Change records are read. When TBO finds one or more invoices with the same Record Locator that is in the Itinerary Record, it voids any existing commission track records in any or all invoices and adds the most current CAR and HOTEL records only to the most recently dated invoice in the system. If exiting commission track records, do not exit in the invoices, new ones will be added. The most recent invoice in Trams contains the most recent Car and Hotel records generated. For Apollo itineraries with a T-HU command in the PNR, certain air segment information (Arrival/Depart Dates & Times and Flight #s) updates existing Trams Invoices with this updated flight information by matching Invoices with the Record Locator Number. Only matching segments [based on depart city] are updated. New segments are not added and existing cities are not changed (such as a new connecting city on the return). If an Itinerary update doesn't find a matching invoice, a message is added to the processing log and the record is deleted. There is no chance to reprocess the record. ARC/BSP Ticketing and Invoicing The following procedures for ticketing and invoicing are examples for handling transactions that successfully interface to Trams. The formats shown with the HB entry assumes a valid ATFQ line exists. This is not meant to be a exhaustive list. For additional information on ticketing commands refer to your APOLLO documentation or Help references. Except as noted, your PNR can have a combination of ARC/BSP and non-ARC/BSP segments. Any billable non-ARC/BSP segments are entered using a special ticketing remark (T-) for interface to Trams, and entered prior to the ticketing command that drives the invoice and the MIR. Trams accepts a maximum length of ten digits for the invoice number. When setting up your TINS tables, do not exceed six digit invoice numbers (not including leading zeroes). Note: Automated Full Refunds can be captured through Apollo interface. Note: Override the travel type on automated ARC/BSP transactions by using *TY. Voided Tickets Voided Tickets interface to TBO with the following rules. The invoice must contain only ARC/BSP ticket booking. The invoice must be open or paid by credit card, and the payment must only be applied to the invoice with the voided tickets. Invoices with multiple tickets will need to be adjusted manually. If you do not wish to interface voids, there is an option in the Global Default (Utilities|Setup|Global Defaults) menu where that option may be disabled. 84 12/23/14 Sample APOLLO Invoice & Ticketing Commands HB Generates invoice/ticket/MIR (HB for autopriced and HB: for stored fares) HB: HBDIDTD Generates invoice/ticket only (no MIR) HBSNONE/DIDAD Generates invoice/MIR with no air (cars, hotels, misc. non-air segments) HBGID Generates itinerary only, with amounts (no invoice/no MIR) HBDIDAD Generates invoice/MIR for air but no ticket (hand-written tickets) Issue Automated ARC/BSP Ticket Create the APOLLO PNR and issue the ticket and invoice with the following format: HB Issue Invoice for Hand ARC/BSP Ticket Create the APOLLO PNR, and add a Ticket Remark with the hand ticket number or numbers, if conjunctive: T-TK-8031234567890 T-TK-8031234567890-891 Create an APOLLO Fill-In Format with the correct fare information if PNR does not Autoprice. Issue the invoice with the format: HB:DIDAD IMPORTANT: Only 1 TK-number is read per invoice when entered as a hand ticket. Additional passengers and ticket numbers must be entered in an MS line. See the descriptor code table for optional entries at the booking level. To add 2nd ticket information. T-MS9A*ALUA*TT1*CM8*TK1234567890*FPCH*SG T-MS9*PNJONES/DAVE*TF250.00 To add 3rd ticket information. T-MS10A*ALUA*TT1*TF250.00*CM8*TK1234567891 T-MS10*FPAX3742123456789*SG*PNSMITH/JOHN issue ARC/BSP EXCHANGE Ticket (See the APOLLO Help screen "Help FEX" for additional information on Exchange formats.) Create the APOLLO PNR with the new itinerary, and drive the transaction using the following format: HBFEX issues an exchange at the published rate HB:FEX issues an exchange at the stored pricing rate An Apollo Exchange format screen displays to enter the exchange information. Input an X in the Even box for an Even exchange. APOLLO prompts for the Form of Payment of an Add Collect. Note: For non ARC/BSP transactions to interface with an exchange, you need to select the option Allow CommTrack on Exchanges. (Utilities|Setup|Global Defaults|Interfacemailmerge Prompt.) Issue Invoice for Prepaid Ticket Advice (PTA) Create the APOLLO PNR, and add Ticket Remark with the Prepaid Ticket indicator, Prepaid Charges and 12/23/14 85 Prepaid Ticket number. PTA Indicator T-PT With 35.00 PTA Charge T-PF-35.00 PTA Ticket Number T-TK-8011234567 Create an APOLLO Fill-In Format with the correct fare information if PNR does not Autoprice. Issue the invoice with the format: HB:DIDAD Issue Invoice for Misc. Charge Order (MCO)-Option #1 Trams assumes a Travel Type of AIR for MCO’s created with the following format. This can be modified in the Trams invoice after processing. Create the APOLLO PNR, and add a Ticket Remark with the Miscellaneous Charge Order number, Base Fare, Tax and Commission: Tax codes are optional entries; commission added as a percent: T-TK-8051234567[]500.00[]45.00[]10 T-TK-8051234567[]500.00[]45.00[]$22.50 Commission added as a dollar amount Issue the invoice with the format: HB:DIDAD Note: When doing an MCO for senior coupons, the airline information does not interface across (e.g. 2-letter airline code-AA). Therefore, the two-letter airline code must be entered manually in Trams after processing the interface records, or use alternative # 2. Issue Invoice for Misc. Charge Order (MCO) - Option #2 By including a T-MS format before generating the APOLLO Invoice for an MCO, Trams can capture the correct airline and travel type through interface, without modifications. Create the APOLLO PNR with a miscellaneous segment for the MCO, and add the T-MS formats (Miscellaneous Non-Air Segments) described below for the information desired. Use a segment number larger than in the PNR. T- format can also be used for tours paid with an MCO T-MS9A*ALUA*TK8051234567*TT5*TF500.00*CM8 or T-MS9A*ALAA*TK8012344499*TT10*VNFLYAWAY T-MS9*TF2200.00*CM$320.00 Generate invoice and interface record (Invoice/MIR-No Air), using the following command: HBSNONE\DIDAD Automated MCO for Service Fees Option One Apollo does not create a MIR that contains both the MCO and ticket data. Hence, two MIRS are created one for the MCO and one for the other transactions. The MIR with the MCO interfaces to Trams, but does not include an invoice number. A second MIR is interfaced that includes an invoice number with the other transactions for the customer. The Trams operator then needs to assign an invoice number to the MCO Invoice during the interface process (in Trams). The T-MS line (for the service fee) is not needed for this option. Option Two To Interface both the MCO and the other transactions in the PNR to the back office in one invoice, the 86 12/23/14 following steps are required. Enter the T-SF remark for invoicing, being sure to add the service fee amount (T-SF-35). Next, issue the MCO for the amount, using the following entry: HHSF$35.00 Note: If after typing HHSF entry, it says MIR created, you need to call APOLLO and change the MPD-Y on the MMTD screen, to not MIR the MPD's (automated MCO's). Re-display the PNR and make note of the MCO number. Enter the MCO number in the T-MS line as shown in the example below. Commission added as a dollar amount T-MS9A*ALXD*TK8012344499*TT11*TF25.00*CM$25.00 T-MS9*FPCC5265897485125645*XP0505 Enter the HB to invoice and generate all other documents. Discounts RM*MS line entries with a negative total fare and commission amount (i.e refund or discounts) must now have an TBO FP code to indicate form of payment (FPCASH). If the FP code is absent, the payment will be read from the invoice FOP. T-MS25S*VCDISCOUNT*TF-25.00*TT1*CM$-25.00*FPCASH OB Fees Trams reads the OB airline ticket fee from Apollo/Galileo MIR record. This fee is being treated as a tax by BSP/ARC therefore to properly reconcile the BSP/ARC report and to see the OB fee broken out, the OB code must be added to Utilities/Setup/Global Defaults/Tax Related Tab. The Tax code to place in tax code field 1,2,3 or 4 is OB. To ensure the OB fee is not combined with any other taxes, ensure the code is added to a tax field that is not currently be used to capture any other taxes. Additionally the Read Multiple Taxes option under Utilities|Setup|Global Defaults|Interface Mailmerge Tab must also be enabled (checked). Ancillary Airline Charges EMD Separate booking records for each EMD accounting line are created in the TBO invoice. The submit to field defaults to ARC/BSP (as these transactions are reconciled through ARC/BSP). The travel type field will be triggered by the travel category of 'Other' (the first one in the travel type list). In each booking record, a notation of the EMD charge type is placed in the remarks tab in the client remarks field and the number of passengers the fee applies to is placed in the number of rooms/cars field in the expanded fare tab. Non-ARC/BSP Supplier Invoice Issuing invoices for non-ARC/BSP items is dependent on using a special Ticket Remark called an Accounting Remark line. To interface to Trams the following (T-MS) format must be included in the PNR before invoicing. These miscellaneous segment entries do not appear on the APOLLO invoice. Set the “Interface Supplier Payments” flag in Utilities|Setup|Global Defaults to YES in order to capture the Form of Payment for supplier bookings. The following format shows the mandatory fields required by Trams. Use a segment # larger then the segments in the PNR. T-MS[segment #][booking type]*VC[vendor code]*TT[travel type]*TF[total fare]*CM[commission] Trams offers three booking types. Travel types are defined in Trams. A = ARC/BSP 12/23/14 Assumes a client payment and net remit to ARC/BSP 87 S = Supplier Assumes a client payment and a net remit to the Supplier/Vendor C = Commission Track Assumes no client payment to be received. Allows for tracking of commissions due from Supplier/Vendor. Defers accounting of the sale until the income is received from the Commission Track vendor. The transaction examples that follow are samples of how a transaction can be entered for successful interface to Trams. This is not meant to be an exhaustive list. The descriptor codes available at the booking level are listed in the Descriptor code chart. The travel types are defined in Trams under Utilities|Setup|Travel Types. Trams needs only those shown above to recognize a complete transaction. APOLLO allows 45 characters in the T- line. The segment number represents a booking. Use a different segment number to add additional bookings, identifying the booking type only in the first line of each segment. Issuing Invoice for Non-ARC/BSP Air A non ARC/BSP air ticket can be sold as a supplier or comm track booking. If you submit and reconcile to a weekly or monthly sales report for the supplier showing a net remit based on the FOP, you may want to use supplier booking type, regardless of the form of payment. A supplier booking with a CC form of payment shows on the vendor core report as commission due from the vendor. For CC transactions, that are not submitted with weekly reports, the comm track option works well. The booking type determines how the sale is accounted for. A supplier sale with optional taxes and segments included. T-MS9S*VCWN*TT1*CM10*CF123456*FPCASH*SG A comm track sale to account for CC FOP booking. T-MS9C*VCWN*TT1*TF69.00*CM10*CF123456*SG T-MS9*TF102*TXUS9.27*SD10OCT00*ED16OCT00 (The CC number is not needed if the booking type is Commission Track) The *SG descriptor code can be used to capture the segment information for non-ARC/BSP transactions to be available for reporting purposes in Trams. This *SG entry has been expanded to allow the user to specify which segments are to be included. The format is "*SG 01 02 03 04" where each segment number is separated by a space. You are now be able to specify the proper segments for each booking in an invoice. Supplier Exchange Ticket Trams reads a supplier exchange ticket even when an ARC/BSP sale is in the same invoice, when entered at the booking level using MS line options. For example: T-MS25S*VCWEBAIR*TT1*CF1234567890*SG*EXA T-MS25*BF201.00*TXXG14.07 T-MS25*FPVI12345678901234*XP1107 Issuing Invoice for Tour Deposit Create a valid tour segment in the PNR, and add an appropriate accounting line greater than the segments in the PNR. The data entered after the T- can be read by TRAMS using valid booking descriptor codes. A supplier sale showing the total deposit. T-MS9S*VCBRENDAN*TT9*TF1000.00*CM0*FPCK T-MS9*CF37842*FA3000.00*FC320.00*FD03JUN00 Booking level codes FA, FC, and FD are used to track future payments in Trams report generator. 88 12/23/14 Issuing Invoice for Tour Final Payment If using the same PNR for the final payment, be sure to modify the accounting information before driving the new invoice. A supplier segment showing final payment and full commission. T-MS9S*VCFLYAWAY*TT10*TF1000.00*CM$320.00 A comm track booking to account for a CC FOP on final payment. T-MS10C*VCFLYAWAY*TT10*TF1000.00*CM$320.00 T-MS9*CF9812345*FPCK T-MS10*CF9812345 Note: The cc number is not needed if the booking type is Commission Track Issuing Invoice for Cruise Deposit Create a valid cruise segment in the PNR, and add an appropriate accounting line linked to the segment type sold. The data entered after the T- can be read by Trams using valid booking descriptor codes. A supplier segment for today’s deposit. T-MS9S*VCRCCl*TT4*TF1000.00*CM0 T-MS9*CF1234455*FA3000.00*FC320.00*FD03JUN04 Booking level codes FA, FC, and FD are used to track future payments in Trams report generator. Issuing Invoice for Cruise Final Payment If using the same PNR to for the final payment, be sure to modify the accounting information before driving the new invoice. A supplier segment T-MS9S*VCRCCL*TT5*TF2000.00*CM$320.00 T-MS9*CF1234455*FPCK Use a comm track booking to account for T-MS10C*VCRCCL*TT5*TF2000.00*CM$320.00 a CC FOP on final payment. T-MS10*CF1234455 Issuing Invoice for Insurance You may want to check the travel type table in Trams Utilities to verify a travel type for insurance sales. Add supplier booking for Insurance paid by check. T-MS9S*VCVOYAGEUR*TT7*TF20.00*CM$2.00 T-MS9*CF1073237842*TXCA1.80*FPCK A comm track booking for insurance paid by CC. T-MS9C*VCVOYAGEUR*TT7*TF20.00*CM$2.00 T-MS9*CF10732YR*TXCA1.80 Note: TBO captures the end/return date from the Apollo automated RBC insurance segment. Note: Trams Apollo automates insurance segments and no longer requires the T-MS line for insurance 12/23/14 89 bookings. VALID IN BSP VERSION ONLY A=No GST or QST GQA B=GST only GQB C=QST only GQC D=GST and QST GQD Issuing Invoice for Service Fees How Service Fee bookings are accounted for are often determined by the client form of payment options. You can enter 96.5% of the total fare or 100% of the total fare as the commission in TAFP bookings. The Trams operator may have a preference for how these are handled. A supplier sale T-MS9S*VCAGENCY*TT11*TF25.00*CM$25.00*FPCK A supplier sale for CC FOP if the agency acts as the CC Merchant.Format includes the CC expiration date T-MS9S*VCAGENCY*TTSVC*TF25.00*CM$25.00 A supplier sale for CC FOP if handled through TAFP. The TAFP form number is entered as the confirmation number. T-MS9S*VCTAFP*TTSERV FEE*TF25.00*CM$24.13 T-MS9*FP334733056789001*CP4*XP0406 T-MS9*FPAX334733056789001*CF8526458963 Travel types are defined in Trams Utilities|Setup|Travel Types. Trams can interpret the travel type by Number, Name, or Category. Split Form of Payment Trams processes payment information at the invoice or booking level. This allows a different FOP for each booking. A single booking, however, should include a single FOP to account for the total fare and commission breakdown to the vendor. When receiving a split form of payment from the customer for a single transaction, account for the transaction with separate bookings. This records the proper fare and commission totals for clients and vendors. Create segments that reflect the correct distribution of the split payment received. 90 T-MS9S*VCRCCL*TT4*TF300.00*CM0*FPCCAMEX T-MS10S*VCRCCL*TT4*TF700.00*CM100.00*FPCK 12/23/14 SABRE Interface Preparation Preparing for Interface Preparing for Interface starts by contacting your SABRE representative. Interface is an option offered by SABRE, and there may be charges incurred. Trams does not charge for interface options. SABRE enables interface options by assigning a line number or address referred to as a LNIATA. This is similar to the terminal and printer addresses in your main office. Any branch access and STP sites should be linked via SABRE, and Interface options should be discussed with the SABRE customer service center. You can view your agency options by typing PE*PCC. The PCC represents your pseudo city code. The following considerations should be discussed with SABRE. Interface Option 6 Professional SABRE agencies use SABRE option 2 which allows for invoicing and ticketing. To enable interface, your site must be cutover to allow for SABRE option 6 features, which include the creation and format of Interface records. (Interface options are controlled by SABRE.) Interface options can be flagged in your Agency profile referred to as the TJR. These options include flags to include Refunds and Exchanges, E-tickets, invoice only or invoice and itineraries for hotel updates as well as manual fare by leg information for segments not auto-priced by SABRE. SABRE Printing Module In most SABRE platforms, SABRE uses the Sabre Printing Module to control HOST devices such as ticket printers, invoice printers, hardcopy printers or interface records. A SABRE field services technician or SABRE hardware support desk can help you configure the utility for interface files or cable options. 12/23/14 91 Images to File SABRE Net locations require interface configured to a file, while other platforms give you an option. When configured as a Device Type: File, Trams must have network access to the folder location named in the Device properties. Default configuration: C:\SABRE\APPS\INTERFACE\PNRDATA.TXT SABRE Interface Control Sabre assigns a terminal line address or LNIATA when interface is first established. SABRE refers to this line address as the MINI DEVICE. You need to know the LNIATA for some of the formats used for interface control. The Sabre Interface Records are held on a Point of Sale or POS queue by Sabre, pending transmission to your office, for 10 days. Transmitted records are only available for re-transmission from the DWLIST until midnight of the original invoice date. A request to the SABRE QP/FSGG queue can allow access to the DWLIST for an extended period of time. Just request the extension in advance of changes to your interface configuration. SABRE protects the records prior to interface, by using an asynchronous protocol for transmission. If SABRE records leave the queue, and are not received by Windows Interface, it is likely that a file or other device has been configured incorrectly. While rare, it’s important to Note, that SABRE does not transmit records if a device address is not ready to receive the records. Interface options are controlled by SABRE. Checking Status of the Interface Queue DX STATUS This entry allows you to see the status of the Point of Sale or POS queue. Sabre responds with a status of the Interface Queue and the number of messages on the queue. Q2 displays normal interface records. The status is on hold or active. POS Queue Q0 Q1 Q2 741E1A 0 0 33 on hold on hold on hold Start Transmission of Pending Message DX TRANSMIT This entry requests SABRE begin the transmission of all pending Interface records from the POS queue to Trams. Status on Q2 and Q1 changes to active. If Trams is not ready to receive records before initiating transmission, SABRE times out and reports a failed state. Just get Trams ready to receive and try the DX TRANSMIT command again. Stop Transmission of Pending Message DX END This entry requests Sabre to stop the transmission of records from the interface queue to Trams after the last record on queue is transmitted. If DX STATUS displays 20 records on Q2 the DX END message becomes record number 21, and places the queue on HOLD after the current transmission is completed. The DX END command can follow the DX TRANSMIT command every evening. All existing records are transmitted and the end message puts the transmission on hold after the last record is received. 92 12/23/14 Stop Transmission Immediately DX HOLD This entry requests SABRE to stop the transmission of records from the queue to Trams, immediately. If for some reason, you need to stop transmission to Trams, this entry places the interface queue on hold after the next record is received. If records leave the interface queue, BUT do not get to Trams, do the DX HOLD to preserve the records. SABRE only allows retransmission of records on the same day invoiced. Because of the way SABRE is configured for interface, it is unusual for SABRE to release records. SABRE should notice that Trams is not ready and “put itself on hold." If for some reason this is not happening contact the SABRE help desk. Retransmit Records DWLIST The SABRE Interface Records are held on a Point of Sale or POS queue by Sabre, pending transmission to your office, for 10 days. Transmitted records are only available for re-transmission from the DWLIST until midnight of the original invoice date. If necessary, SABRE can hold the DWLIST longer. Please request this in writing with a queue message to SABRE SCS at QP/FSGG. DWLIST list of completed work for PCC DW1 resends item number 1 to the POS Queue DWALL resends all items to the POS Queue DWYES confirms request to resend item to POS Queue Check History of Transmission Activity DX HISTORY This entry displays the history of activity to and from the queue. Used by SABRE to audit activity on the queue. If transmission of records fails, SABRE logs a reason code that can be viewed here. TMO NO ACK RCVD= Sabre is not receiving acknowledgment from your site. *Check that the Sabre print Module (SPM/SJPM) is running and displayed in the System Tray (bottom right corner of screen). If the ICON does not appear, contact the Sabre support desk at 1-866-334-7551 for assistance, select Option 2 for Hardware. Establishing Daily Procedures Go over the Interface Overview Section for a detailed description of the Download and Processing Steps. Use this as your guide to establishing daily procedures. Check that Trams is ready to receive records. Interface is a great tool for communication with the Trams back office system. The goal of interface is effective data entry into Trams. In order to optimize the database that Trams is creating from your AIRs, you’ll want to setup some minimum daily requirements to ensure the integrity of the data and to maintain the system. Note: TBO=Trams Back Office. Download Procedures for TBO 1) From the Trams Main menu select Interface|Download 2) Click Download to receive the records into Trams 3) Click Close to exit from the download screen 12/23/14 93 Continued Procedures for TBO 1) From the Trams Main menu select Reports|Interface • • Review the Download Error Log for missing invoices. Print the Interface Invoice List to compare to your invoice hard copies. 2) From the Trams Main menu select Interface|Process • Process all records until the file is empty. 3) From the Trams Main menu select Invoice|Query • • • • • Enter the date range you just processed and reconcile to your invoice hard copies. Make any changes to records at the invoice or booking level. Add any missing invoices Void any invoices to be voided Enter Full Invoice refunds 4) From the Trams Main menu select Reports|Invoice • • • Run the ARC/BSP reconciliation report Reconcile agent/auditor coupons to the ARC reconciliation report Correct any errors in the booking itself by going to Invoice|Query. 5) From the Trams Main menu select Payments|Received • Enter any cash/check payments received from clients and vendors. 6) From the Trams Main menu select Reports|Payments|Receipts • Reconcile the days’ receipts to the bank deposit slip 7) From the Trams Main menu select Payments|Made • Enter all the agency disbursements 8) From the Trams Main menu select Reports|Core • Process and review the Core Reports - Client Balances, Vendor Balances, ARC|BSP Balances and Check Register. The ARC/BSP Balance report only displays data after the first ARC settlement has been processed in Trams. Until the first ARC settlement is processed in Trams, the ARC/BSP Reconciliation (Reports|Invoice|ARC/BSP Reconciliation) report may be used to verify all ARC/BSP documents. 9) From the Trams Main menu select Utilities|Backup. Interfacing Multiple Branches If you have multiple branches linked to a single PCC in Sabre, Trams sorts the invoices into their proper branch using the branch definitions you setup in Trams Utilities. There is no separate licensing agreement for interface from multiple branches handled with a single Trams general ledger. Multiple general ledgers is a billable feature of Trams, but can be accommodated in a single database, with branch designations pointing to separate ARC/BSP numbers and/or general ledgers. Consult with a Trams sales representative for pricing and a Trams accounting support representative for optimal use of these features. If multiple branches are being maintained in separate Trams programs or database aliases, then branch commands at time of ticketing are needed to separate the interface records for transmission from separate interface queues. Also go to the Utilities|Setup|Global Default menu and be sure the field “Allow Branch Entries” is set to “STP” or “FULL." To set up Branches in Trams Back Office, go to Utilities|Set Up|Branches. 94 12/23/14 Processing by ARC Number Branches linked to the main office send interface records to a single POS Queue. Records received by Trams can be processed by individual ARC Number. Records can be processed by more than one operator working on individual ARC numbers. Entries Affecting Invoices and Tickets The SABRE Interface Record transmitted to the Trams system gets its information from the PNRs you create. How information is entered into the PNR is directly related to Trams success in translating the information. Accounting Remark lines entered with a 5.* or 5.S* format can be included in the PNR before invoicing. This allows the capture of specific information about the customer and the transaction. These entries do not affect the Sabre invoice but transmit to Trams. Some descriptor codes can be entered at the booking level instead of the Invoice level. See the DESCRIPTOR CODES tables in this section for a complete description of codes. Interfaced Air bookings (ARC and non-ARC) that don't have fare by leg information, will have fare-by-leg auto-calculated based on the Base Fare divided by the number of legs. Remark prints on Sabre Invoice 5.*[CODE][DATA] Suppress printing of remark on Sabre Invoice 5.S*[CODE][DATA] Customer Number as the Interface ID DK The Customer ID is an important field to link the invoice to the correct client during interface. Trams recommends a unique client profile for every customer to help build your customer data base and mailing list. An easy number to use for leisure and walk-in clients is their 10-digit telephone number. This allows the front office agents to capture the interface ID without the need to look up a client list. Corporate or VIP clients that have SABRE profiles may warrant a more traditional DK based on their name or company name for easy recognition. The Customer ID can be entered with a SABRE DK format or as a 5.S*AN accounting remark. The SABRE DK prints as reference information on the SABRE invoice and ticket, so is a natural choice for tracking the customer number. The SABRE DK can be defined as 6, 7 or 10 characters, but always interfaces to Trams as 10 alphanumeric characters. SABRE left fills the DK with zeros, so it may look confusing at first. Trams looks at the 10 characters literally when searching or creating the Interface ID in the client profile. DK010030 would be sent to Trams as Interface ID 0010000030 AND DK3105191225 would be sent to Trams as Interface ID 3105191225 . Trams normally reads the branch designation from the ARC number in the Interface record, and uses the entire DK number (filled to 10 characters), as a literal customer number or Interface ID. Trams options in Utilities|Setup|Global Defaults, do allow for Branch overrides. Trams search options eliminate the need for HOUSE DK’s by agent. Customer Number as a Remark 5.S*AN You have an additional option for sending the customer ID to Trams. An Interface ID can be added with an accounting remark 5.S*ANxxxxxxxxxx, if you choose not to use the SABRE DK option. This coded remark is translated by Trams as the customer interface ID. The remark is ignored by SABRE if you choose to suppress printing. If both exist in the PNR, Trams ignores the DK and uses only the AN remark as the interface ID. This might prove beneficial when transitioning from House DKs or Agent DKs to Leisure 12/23/14 95 customer profiles. New client profiles can be created in Trams during the interface processing. This slows the interface processing down at first, but saves a lot of manual data entry, time and research. It allows you to start interfacing to an empty data base. Billing Address 5/ Customer name and address information can interface to Trams for any new clients. The address interfaces when creating new client profiles during the interface process. Trams can accept up to 40 characters for each address line. A change of address for existing clients is Noted in the Processing Error Log for review, but does not update profiles automatically. Trams translates the billing address fields as the client name and address. Client billing name 5/ABC TOY COMPANY 5/CLIENT NAME Address1/Address2 5/345 MAIN STREET/SUITE 1235 5/ADDRESS1/ADDRESS2 City, St Zip 5/LOS ANGELES, CA 90045 5/CITY STATE ZIPCODE To assist the back office in distinguishing new leisure clients from corporate clients, it may help to assign alpha Interface ID’s for corporate clients. Phone Number 5.S*PH The customers telephone number is also captured, in Trams when creating new client profiles during the Interface process. The first SABRE telephone entry marked as H or B, in the PNR, is interpreted as the primary phone number, in the Trams profile. Only one phone number is captured. Add Phone number to the Trams profile (TBO Windows) 9LAX310-641-8726-H Add Phone number to the Trams profile (Trams30) 5.S*PH310-641-8726 Fax Number 5.S*FX The customers fax phone number may be captured when creating new client profiles during the Interface process. The FX code is added to the remark field and transmits to the phone field called Fax in the Trams profile Add Fax phone number to the Trams profile 5.S*FX310-555-1213 Client Email Address The Client Email address is captured via interface when creating new clients or to update existing client profiles with an Email address. If a different Email address exists in the current profile, Trams captures the address as an additional Email address. The EU entry is added as a remark in the PNR prior to invoicing. 96 12/23/14 Trams captures the remark to the Client Profile/Communications screen. [email protected] [email protected] [email protected] 5.S*EUPAULMCC*APPLE.COM 5.S*EUB//GATES*MSOFT.COM 5.S*EUMICKEY-MOUSE*DISNEY.COM Trams translates the following SABRE characters accepted in the remark field. * use for @ at symbol // use for the _ underscore symbol - use for the - dash symbol Trams does not capture or track Email addresses at the passenger level. Other SABRE formats for Email address in the PNR do NOT interface to Trams. Sales Agent Sabre Agent Sine The SABRE sine-in agent who creates the original PNR is included in the IUR and interpreted by Trams as the inside agent. The agent sine is created in SABRE as a 2 character alphanumeric code. This agent ID should match the Interface ID in the Trams Agent Profile. Trams interprets this sine-in agent as the first sales agent for all bookings in the invoice. The inside agent can be overridden but is a great way to analyze agent productivity. Up to 9 agents can be linked to a single booking by adding agents at the invoice or booking level. Agent ID Override or Additional Sales Agents 5.S*SA The sine-in agent ID can be overridden with the 5.S*SAXX entry. To add a second agent to a booking without ignoring the sine-in agent, two entries are required as follows; 5.S*SA(original sine-in agent ID) and 5.S*SA(second sales agent ID). If default commission rates are defined for the inside agent in the agent profile, the commission entry added here overrides the default commission rate. Rates are a percentage of the agency commission. The space following the agent sine and the commission or remarks is mandatory. Note: Inside agents can be linked to a customer profile instead of interfacing. Use one option or the other, or two 2 sales agents are attached to the invoice. Adding a sales agent at the booking level does not override the default inside sales agent Two sales agent id’s will appear on the booking. To ignore the booking agent sine-in. 5.S*SA To override a booking agent with agent 33. 5.S*SA33 To override a booking agent with agent MM @ 20% commission 5.S*SAMM 20 To override a booking agent with agent J8 @ 5.S*SAJ8 15 OVERRIDE 15% for overrides. To override the booking agent with J8 @ 20.00 commission 5.S*SAJ8 A20.00 To add a booking agent with agent 38 @ 20% ACSEA1/003020/FPT/300.00/1000.00/0/CK/1 for a Promo on this booking only. -*TT5*SA38 20 PROMO 12/23/14 97 To add the booking agent on segment 2 only. 5.S*MS1*SA33 20 BONUS OVERRIDE Outside Agent ID 5.S*OA Trams can track outside agents in addition to inside agents for commission statements and productivity reports. A total of nine agents can be linked to a booking. The Outside Agent ID should match the Interface ID in the Trams Agent profile. Up to 10 characters can be used as the Outside Agent Interface ID. The space following the sales agent code and commission is mandatory. Notes: Outside agents can be linked to a customer profile instead of interfacing. Use one option or the other, or 2 outside sales agents are attached to the Invoice. Adding a sales agent at the booking level does not override the default inside sales agent for the invoice. Two sales agent ID’s appear on the booking. To add an outside agent SM 5.S*OASM To add an outside agent 45 @ 50% 5.S*OA45 50 To add outside agent 45 @ 50.00 commission 5.S*45 A50.00 To add outside agent SM @15% for Promo 5.S*OASM 15 PROMO To add outside agent Judy @15% for this booking. ACOTH1/006001/SVC/10/300.00/30.00/ALL/C K/1-*TTINS*OA55 15 If default commission rates are defined for the outside agent in the agent profile, the commission entry added here overrides the default commission rate. Rates are a percentage of the agency commission. Since Trams allows multiple agents per booking, there should be flex edits or QC procedures in place to avoid multiple OA agents per booking. Department Information 5.S*DP Department Information interfaces to Trams with the 5.S*DP entry. You can enter up to 20 alphanumeric characters for the department. This allows for reporting of activity by departments. Departments entered at the invoice level attach to each booking. Departments can also be defined within a clients’ profile. This entry does not update the Client Profile, but attaches to the invoice or booking for reporting. Department ID at invoice level 5.S*DP340WEST Add department at the booking level ACTOR1/006001/FPT/10/300.00/30.00/CK/1*TT5*DP1234 Add department at booking level 5.S*MS9S*VC002010*TT9*TF1000.00*CM0*DPS ONY UDIDS Remarks 5.S*UD1 User Defined Interface Data Storage or UDIDS remarks track customer related information used for reporting and sorting purposes in the Trams report generator. UDIDS can be used for any information you wish to track for a customer or a market. You may enter a maximum of 999 UDIDS remark lines. Trams allows up to 60 alphanumeric characters per line. The UDID number can be unique for each customer or global for tracking markets and special reporting data. By including UDID definitions in the SABRE 98 12/23/14 Customer Profile Star ensures consistent use and transfer to the PNR. A corporate client has asked for travel management reports that contain information on his employees travel patterns, by employee number and department. Run some sample reports to test how the information should be captured and stored. By assigning a UDID for employee number and requiring the department for each passenger, a report can be run to your customers specifications. You must indicate an appropriate UDIDS number after the UD entry for Trams to sort the remarks correctly. The space following the UDID number is mandatory to allow for alphanumeric data. Add employee number 9866 5.S*UD1 9866 for a customer Add marketing information for the office 5.S*UD20 PROMO224 Add UDIDS at booking level 5.S*MS9S*VCRCCL*TT9*TF1000.00*CM0*UD1 SALES To capture UDID for each passenger use the remark format -SMITH/JOHN*U1-FREEFLOW Add UDID for a specific ARC booking 5.S*MS101*UD2 EUROPE PROMO NOTICE: UDID format differs when used in name statement. Passenger associations attach to air segments only. Note: 101 will link to the 1st air accounting line. The UDID information will apply to the booking that includes that accounting line information. UDIDS can also be used globally to track market information for special promotions. Using UDIDs in this manner requires that specific UDIDs are defined by the agency to ALWAYS mean a marketing code, or reconciliation code. Often they act as invoice level flags for reporting or reconciliation programs. Note: Any agency having a conflict with the Client Remarks field of a booking being interfaced to a UDID field, can ignore UDID formats in the Client Remarks field of a booking by entering -NU in the Option field on the Download Screen. The agency has just started an advertising campaign to promote cruises. To test the effectiveness of the cruise promotions, a special marketing code was included in the advertisement. In one advertisement, clients were directed to request information on the “Year 2000 Cruise”. In another advertisement clients were asked to request information on the "Millennium Madness" cruise. Both advertisements were promoting the same cruise. Each time a cruise was booked the sales agent entered the appropriate marketing code. UD20 MKY2000 UD20 MKMMAD A report was created in the Trams report generator, that included a UD1 field to compare the results of each advertising campaign. When run for cruise sales, and UDID1 with a value of MK, the report helped to determine which advertising campaign was most effective. 12/23/14 99 Group Affiliation 5.S*GP Group affiliation can be entered by front office agents and linked to the invoice as an invoice group. This allows for reports on groups of invoices. Clients that belong to a group for reporting purposes can also be linked in Trams through the Client Profile as shown in the Profile section of the manual. Group names can be defined in Utilities|Setup|Groups. The Group name can be up to 10 alphanumeric characters. Group information received through interface using the 5.S*GP entry is captured to the invoice and the payment group field (for the appropriate client payment closing the booking) for reporting and querying purposes. The group information can also be 10 alpha-numeric characters. The Trams client profile is not updated with group information through the interface process. Add group ID to invoice and 5.S*GPSUPERBOWL payment group fields Invoice Remarks 5.S*IM Invoice Remarks added with the 5.S*IM entry displays when applying client payments in Trams. Up to 35 alphanumeric characters can be included in this entry. Add invoice remarks to assist with 5.S*IMBILL TO SMITH CORP payment processing. 5.S*IMCRUISE DEPOSIT Client Remarks 5.S*RM FREE FLOW Client remarks can be interfaced to Trams with the 5.S*RM entry. A total of 60 characters can be included in the remarks field. The remarks appear on wide format statements and client summary reports. Add a client remark 5.S*RMCORP BILLING Add remark at the booking level ACSEA1/002020/DEP/0/300.00/0.00/ALL/CK/1 -*TT4*RMPROMOTIONAL Add remark at the booking level 5.S*MS9S*VCRCCL*TT9*TF1000.00*CM0*RMCORP BILLING Add remark as passenger statement information in the name field -SMITH/JOHN MR*LEISURE Passenger Statement Information -LAST NAME/FIRST* Statement information is entered in the name field of the Sabre PNR. Passenger remarks entered here appear on the invoice/itinerary and ticket. SABRE allows up to 25 characters of information. For translation to Trams, remarks entered here should be preceded with a valid booking level descriptor code. The # represents the SABRE cross of lorraine. Add UDIDS as passenger statement information. -MEYER/SHARON*U1-9866#-MILLER/J *U1-1922 Add passenger statement information for client remark. -ROSEN/LEE*LEISURE#-2AHLSMITH/S MR/D MRS 100 12/23/14 Fare Savings Report Information Trams receives Fare Savings Report information through interface. The Fare Justification code is entered with the 5.S*FJ entry and should match the Fare Code table in Trams utilities. The invoice remarks are entered separately and cannot be entered as a single remark. For information on Fare Savings Reports see the REPORTS section of the Trams User Manual. Add Fare Justification Code 5.S*FJEX Add Full Fare amount 5.S*FF638.00 Add Low Fare amount 5.S*LF68.00 5.S*MS101*FF638.00 FARE SAVINGS WITH 5.S*MS102*FF700.00 PASSENGER ASSOCIATION FOR MULTIPLE TICKETS (SEE APPENDING OR OVERRIDING DATA IN AN AUTOMATED AC LINE FARE SAVINGS FOR SPECIFIC ARC BOOKING 5.S*MS101*FVXXX.XX*CMYYY.YY*TFZZZ.ZZ X=Face value of the amount of ticket that appears in the face value field in Expanded Fare Info tab; Y=The commission earned by agency; Z=Total Fare collect from the agent. Go to Utilities|Setup|Fare Codes to set up fare justification codes. Form of Payment Override 5.S*FP Trams receives the FOP used to create Sabre generated tickets and invoices. No additional entries are required for interface. The ability to override the FOP generated by Sabre is to be used at the agencies discretion with a 5.S*FP entry. The Form of Payment override can also be used at the booking level as shown in the Descriptor codes available at booking level in the example section of this manual. Check or Cheque Check or Cheque Cash All other entries are interpreted as credit card 5.S*FPCH 5.S*FPCK 5.S*FPCASH 5.S*FPAX304172345667 Client payment options are available at the booking level to enhance the payment options available through interface. Such options include Electronic fund transfers and Credit card merchant pay methods. Client payment options must comply with the form of payment entered at the invoice level. To clarify the invoice Credit card FOP as CC merchant FOP for service charges. The expirations date entry must follow the CP4 entry: ACOTH1/000006/SVC/10.00/10.00/0.00/ALL/CCAX432133355566042 1.1 JONES THOMAS/1-*TT11*CP4 *XP0603 Branch Override 5.S*BR Trams uses the ARC/BSP number definitions to sort invoices by branch during the interface process. You can override the branch designation with the 5.S*BR entry in Sabre. Trams can track up to 249 branches. 12/23/14 101 The main branch should be defined as branch zero (0) in Trams Utilities. Override to specific branch and associated ARC/BSP number 5.S*BR7 Override to specific branch and different ARC/BSP number 5.S*BR7*01234567 Face Value and Income Earned 5.S*FV Discounted Cash or Check FOP transactions can be included for interface. Enter the fare charged to the client followed by the income earned by the agency after the discount amount is subtracted from the commission. Note: Trams Back Office reads SABRE ACL lines as defined in Format Finder. For an online example in SABRE see ACL*AIR, ACL*DOC or ACL*SUP for appropriate use of the ACL function. To manually add an accounting line to a PNR to show discount information for air ticket transactions. If your AC option is turned off or to read discounts and markups without showing on the SABRE invoice, use the Face Value option as shown below. ACL/012345/DIS/25.00/1.50/ONE/N1.1-OPTIONAL Add the total fare followed by the net commission (after discount) 5.S*FV2400*60 Add the total fare followed by the net commission, in this example, zero. 5.S*FV350.86*0 5.S*FV350.86 FACE VALUE WITH PASSENGER ASSOCIATION FOR MULTIPLE TICKETS (SEE APPENDING OR OVERRIDING DATA IN AN AUTOMATED AC LINE) 5.S*MS101*FVXXX.XX*CMYYY.YY*TFZZZ.ZZ X=THE FACE VALUE AMT OF THE TICKET THAT APPEARS IN THE FV FIELD IN THE EXPANDED FARE INFO TAB Y=THE COMMISSION EARNED BY AGENCY Z=TOTAL FARE COLLECTED FROM THE CLIENT Example: An ARC ticket for $385.95 is sold to the employee at a net fare. By entering the above information for Face value, Trams captures the correct amount to be collected from the employees 0.00 commission earned, and the real value of the ARC document from the ticketing information. Trams interprets the transaction as follows for accounting and the ARC report. The invoice reflects the amount to collect from the customer in the total fare. Base fare and Taxes can be changed manually, but neither affects the ARC report. TOTAL FARE:350.86|BASE FARE:324.91|TAXES 25.95|COMMISSION:0.00 The expanded fare information screen reflects the Face Value of 385.95 The ARC report shows the correct totals for reporting to ARC. GROSS FARE:385.95|COMMISSION:35.09|RATE:10.00|NET REMIT:350.86 Note: This is not to be used for Credit Card transactions to ARC. 102 12/23/14 Segment Information Fare-by-Leg information is controlled by SABRE pricing and the Fare-by-leg option in the TJR. Trams reads the segment fares based on the auto-price features in SABRE. When pricing and driving a ticket in SABRE, the interface record includes a breakdown of the segment Fares-by-Leg. Trams reads up to 255 segment fare lines in a single interface record. To capture segment fares on non-auto priced tickets use a manual FARE BY LEG mask. To capture segment information on non-ARC air, use the *SG at the booking level. A more accurate Fare-by-Leg for non-ARC/BSP air bookings, or ARC/BSP bookings that do not have the Fare-by-Leg included, is calculated by using a mileage formula when mileage is present in the interface record. When mileage is not present in an interface record then Fare-by-Leg is be calculated as presently done, by dividing the base fare by the number of Origin/Destination trips. Capture Foreign and Local Currency Trams captures Foreign Currency and Local Currency for each booking where both are present. The local currency populates the General Tab Total Fare and the Foreign Currency populates the Total Fare on the Foreign Currency Tab. Note: We read automated HK segments when both local property currency and local agency currency are included in the PNR. Mileage Trams captures segment mileage if present in the IUR. The mileage is recorded under the segment tab of the invoice booking. This information may also be entered manually in Trams. Partial Payment 5.S*PP Trams has the ability to interface a Partial Payment. Only one partial payment is allowed per booking. The partial payment applies to the invoice level and not the booking level. No credit card (CC) transactions can have a partial payment, only Cash/Check & CC Merchant payments. You must have the box "Allow Cash/Ck Payments" in Utilities/Setup/Global Defaults/Interfacemailmerge Prompt Tab "Checked", or this partial payment enhancement will not be active for the Cash/Check partial payments, but, is not required for the CC merchant partial payment to interface. The entry for your GDS needs to contain (amount), (form of payment), (Check or CC Number/expiration date for CC Merchant). All other forms of payments are ignored, including the form of payment in the 5.S*MS line when the 5.S*PP entry is present. CASH 5.S*PP100.00*CASH CHECK OR CK 5.S*PP100.00*CHECK*5432 CHEQUE 5.S*PP100.00*CHEQUE*5432 CREDIT CARD MERCHANT 5.S*PP100*4855265986325645/0504 Descriptor Codes - Valid at Invoice Level Descriptor codes entered as a SABRE Invoice remark can not be strung together and apply to the entire invoice. An <S> preceding the descriptor code suppresses the remark from printing on the invoice. All descriptor codes are preceded by an asterisk. 12/23/14 103 5.S*AN3106418726 5.S* [code][data] does not print on invoice 5.* [code][data] does print on invoice Code Length Descriptor Example AN 10 Alphanumeric Customer ID must match iInterface ID in client profile AN3106418726 MANEUVERABILITY FV 13 Not valid for Credit Card Form of Payment FV1200.00 Face Value for discounted ARC/BSP docu FV1200.00*300.00 ments FV1200*[email protected] Fare Savings at Passenger level. FJ 6 Fare Justification Code as defined in Utilities/Setup/Fare Codes FJA FJEX [email protected] FF 13 Full Fare for Fare Savings Tracking FF650.00 [email protected] LF 13 Low Fare for Fare Savings Tracking LF69.00 [email protected] UD 60 User Defined Interface Data can be used for any customer data you would llike to track for reporting purposes UD1 FREE FLOW MI 10 Indicates the marketing ID (code) (IC's MIXXXXX client profile Interface ID) for each invoice created by the IC who chooses not share their client profile information with the Host agency (single House Account client profile). GP 10 Group affiliation included in invoice and GPTAHITI97 payments for reporting purposes IM 35 Invoice remarks display on the sales invoice screen IMFAMILY PLAN RM 60 Client remarks ARMCHAIR BILLING DP 20 Department DPSALES DP00234 SA 10 11 16 Sales Agent Overrides the sign in agent Commission% or Amount override Agent Profile Sales Agent Remarks SA32 SAMM 25 SA8M 30 CRUISE PROMO OA 10 11 16 Outside Agent added to booking Commission% or Amount overrides% in Agent Profile Sales Agent Remarks OA44 OA70 30 OASUE 30 AIL OVERRIDE space required between fields 104 12/23/14 BR 12 To override the agency branch number BR99 ONLY. BR99*01234567 To override the ARC/BSP number of the branch override to a different branch UP FPT OR FPCH FOPPISH FPAX3782443987654 FP No form of payment Form of payment check Form of payment cash Form of payment credit card FPAR FPAR or FPARCH AR (Accounts Receivable) can be added for use with *FP at the Invoice FOPARPISH and Booking levels. When the Allow FPARAX3782443987654 Cash/Check Payments option in the Utilities|Setup|Interface Mailmerge tab is checked and the *FPAR override format is added, the invoice bookings interface as Open and appear on Client Balances & Statements. Enables agencies to streamline the processing of receipts in the back office. IN 8 IC GQ 1 Override the GDS Invoice Number IN123456 Independent Contractor code. The IC Agency enters the IC code from the "Host" Agency. (For more details See the TBO Manual or Help Screen) ICxxxxxxx VALID IN BSP VERSION ONLY Note: TBO automatically zeros out GST/QST/VAT on commission for International Air Bookings processed via Interface A=No GST or QST GQA B=GST only GQB C=QST only GQC D=GST and QST GQD HU 0 HU No data follows - Update indicator to capture update itinerary information such as car, hotel, flight (depart, arrive, date, time) information changes EU 0 Email update causes Trams to capture EU an Email address to a client profile. * = @ at // = _ underscore - = - dash 12/23/14 105 PP 106 Partial Payment Cash Partial Payment Check Partial Payment CK* Partial Payment Cheque Partial Payment CC Merchant PP100.00*Cash PP100.00*Check*5432 PP100.00*CK*5432 PP100.00*CHEQUE*5432 PP100.00*4888602388226584/050 44 12/23/14 Descriptor Codes - Valid at Booking Level The following descriptor codes can be added or linked to an AC line to interface additional information about the transaction to Trams. See AC*SUP for format description and examples. Trams reads only the following segment types when linked with an AC line. SEA, TOR, OTH, AIR, PTA, MCO, HHT, CAR, INS. All other segment types are ignored by Trams. Descriptor codes can be added as freeflow remarks to the end of a manual AC or ACL line. ACOTH1/SUPPLY/DOC/P11/950.00/0/ALL/CK/1-28 CHARACTER FREE FLOW Descriptor codes can be added in an MS line that links to the sold segment of the PNR. Display the PNR itinerary and use the SABRE numbering to link to the sold segment. Using a segment number larger than the segments in the PNR results in an additional segment added to the accounting record. 5.S*MS1S*FA3000.00*FC370.00*FD03JUN97*VNROYAL CARIBBEAN 5.S*MS101S*FA3000.00*FC370.00*FD03JUN97*VNROYAL CARIBBEAN Code Length Description Example VC 10 Alpha-numeric Vendor Code should match Interface ID in Vendor Profile VC002505 VCRCCL VN 40 Vendor Name should match Name in VNPRINCESS CRUISES Vendor Profile TT 10 Travel Type numbers are found under TT4 Utilities/Setup/Travel Type TF 13 Total Fare (amount charged to Client) TF595.00 CM 7 13 Commission override percent% Commission override Amount CM15 CMA25.50 SB 3 Submit To override SBCOM SBSUP SBARC FB Add FB followed by the Fare Basis FBQXR345 FB *FB override on the MS line to set the *FB on the MS line fare basis code for all segments linked to the booking. BF 13 Base Fare BF421.48 TX 13 Tax [Optional Tax ID] Amount with decimal [25.00] TX25.00 Note: Tax codes may be entered individually in the following format: TXUS13.00*TXXT3.00*TXXY6.00 IX 1 1 1 International Indicator Transborder Indicator Domestic Indicator *Affects BSP only at Invoice Level IXI IXT IXD 12/23/14 107 GQ 1 VALID IN BSP VERSION ONLY ** to be decremented, as TBO (Windows) reads SABRE codes A,B,C,D used at ticketing. A=No GST or QST B=GST only C=QST only D=GST and QST GQA GQB GQC GQD GC Overrides the auto-calculations on GST GC10.00 QC Overrides the auto-calculations on QST QC5.00 AL 2 Validating Carrier [mandatory for ARC/BSP transactions] ALUA CF 24 Confirmation number CF123456789 TK 20 Ticket number [mandatory for ARC/BSP transactions] TK8031234567890 SG 0 No data required - captures segment SG information from Air segment in PNR on OR non-ARC/BSP suppliers SG 01 02 03 04 (to specify air segments, include segment number) FV 13 Face Value of ARC/BSP document for discounted A/R transactions At the Global level FV1200.00 FV1200.00*300.00 At the AC line level (FT, FV and CMA must *MS103*TF600*FV627.05*CMA72.05 be defined FJ 6 Fare Justification Code as defined in Utilities/Setup/Fare Codes FJA FJEX FF 13 Full Fare for Fare Savings Tracking FF650.00 LF 13 Low Fare for Fare Savings Tracking LF69.00 PN 30 Passenger Name PNJOHNSMITH NP 2 Number of Passengers for Car Booking NP3 NR 2 Number of Rooms for Hotel Booking NR1 DE 10 Car/Hotel Description DEICAR DESNGL DP 20 Department Information DPSALES DP00234 108 12/23/14 SA 10 11 16 Ignore original agent Add inside agent Commission% override Sales Agent Remarks SA SA32 SAMM 25 SA8M 30 CRUISE PROMO space required between fields OA 10 11 16 Outside Agent added to booking Commission% or Amount overrides% in Agent Profile Sales Agent Remarks space required between fields OA44 OA70 30 OASUE 30 UA OVERRIDE PD 8 Payable Date format DDMMYY PD31AUG96 PI To create a booking for each invoice gen- PI erated from one PNR (i.e service fee’s) RL 5 Specifies a booking-level Record Locator UD 60 User Defined Interface Data -received in UDID field space required between fields UD1 FREEFLOW IT 88 Itinerary ITLAXDFWLAX RM 90 Client Remarks RMNEW ADDRESS VR 90 Vendor Remarks display on invoice and reports VRNET DUE ONLY SD 7 Start/Depart Date SD25SEP97 ED 7 End/Arrival Date ED29SEP97 FA 13 Final Payment Amount for reporting FA3400.00 FC 13 Final Commission Amount for reporting FC480.00 FD 8 Final Payment Due Date for reporting FD03JUN97 FP 21 Form of Payment overrides SABRE form of payment for individual booking FPCK FPCHECK FPCASH FPAX334104230004311/0302 12/23/14 *RLXXXXX OR USING MS LINK, [5.S*MS1*RLXXXXX] 109 CP XP 1 4 BK Client Payment Method used in conjunction with a valid Form of Payment entry 1=CASH 2=CHECK 3=CREDIT CARD 4=CC MERCHANT ACCOUNT Note: Add credit card information to the CC Merchant format. 5=ELECTRONIC FUNDS TRANSFER (EFT) 6=OTHER 7= ACH OPTION to *CP override entry CP1 CP2 CP3 CP4 or CP4*cccc cccc cccc/mmyy CP5 CP6 *CP7=ACH Credit card expiration date Note: may be used with the FP and CP form of payment codes on MS line and free flow of the SABRE accounting line only XPMMYY Alternate CC Merchant Bank Account BK MM=Month YY=Year CC 3 Currency Code CCJPY CV 10 Foreign Currency Amount CV590.00 *IG on the accounting line Ignores an otherwise valid accounting line. For example, if you have a discount line that you would like to ignore, *IG on the discount line instructs TBO to ignore that line and not include it in the invoice. IG OT 10 Indicate the original ticket number for non ARC/BSP ticket exchanges OT1234567890 EX 3 Indicate the ticket type for non ARC/BSP air EXE Even Exchange EXR Refund Exchange EXA Add collect Note: TBO reads the airline record locator from the SABRE Automated Air segment if present in the record. Hotel and Car Segments Standard SABRE formats for booking Cars and Hotels interfaces to Trams without additional formats. Trams captures the segment as a Commission Track booking unless otherwise indicated with an override for the booking type. For a full list of descriptor codes used at the booking level see the Descriptor Codes Valid at Booking level chart. Foreign Currency: Trams reads the total fare in whatever currency booked, unless the USD equivalent exists in the record. Trams checks the local currency code in Sabre Hotel bookings (HHL) and sets the fare to zero if the local currency code doesn't match the local currency code in Utilities|Setup|Conversion Rates. When processing Car and Hotel interface records, where there's a foreign currency and no equivalent local 110 12/23/14 currency, Trams does a lookup in the currency conversion table and uses that rate if present. If no rate is found, the local currency is set to zero. For this feature to work properly, the TBO user must insure that Currency Codes and Conversion Rates are set up for each currency that may be interfaced, in Utilities|Setup|Conversion Rates. **If there is a credit card number in the automated hotel segment for guarantee purposes, a client remark will automatically get created in the booking 'Guaranteed to: AX37-XXXX-9999' which will then be printed on the invoice re-print associated to the hotel booking. **If there is no guarantee credit card number in the automated car and hotel segment, the PNR FOP credit card number will get mapped to the commtrackccno field in the expanded fare tab. It will then print 'Charged to' on the invoice re-print associated to the car or hotel booking. **If the -NG option is entered in the download.exe, then the 'Guaranteed to' information will not be added to the client remarks, hence will not be included on the invoice re-print. **If the -NC option is entered in the download.exe, then the credit card number will not be added to the commtrackccno field and the 'Charged to' information will not be included on the invoice re-print. Note: TBO excludes car vendor profiles when searching by Interface ID if there's a property code (i.e. Hotel). This prevents bookings from being processed to a car profile that has the same two letter code as a hotel chain code. In the past when a hotel property did not exist in Trams prior to interface, bookings could be processed to a car profile with the same ID as a hotel chain code. Automated Hotel Segment Hotel segments booked through Sabre interface to Trams with the following defaults. The total fare is determined by calculating the number of nights by the nightly rate. A commission of 10% is assumed for all bookings, based on the default commission set in Trams Utilities|Setup|Global Defaults. The actual commission rate can be added to the invoice to override the default by entering an MS entry that matches the segment # assigned to the booking being overridden For automated Hotel bookings, Trams reads the G-CC field, if present, to populate the CommTrackCCNo with the credit card number used to guarantee the booking. For any Comm Track booking where no CommTrackCCNo is specified, the PNR FOP (if C/C) is captured and displayed in the CommTrack CC NO field on the Expanded Fare Tab of the booking. Override the default 10% commission 5.S*MS3*CM20 5.S*MS3*CMA20.00 Trams maintains cars and hotels on invoices only. If booking a car or hotel only, without having invoiced the PNR yet, use one of the samples below to add a zero AC line for the hotel only invoice. 0OTHAAGK1LAX12APR-HOTEL ONLY To add a zero AC line for an information only invoice. The Product COURTESY BOOKING type i.e. OTH must match the sold ACOTH3/SUPPLY/DEP/0/0.00/0/ALL/C product type. K/1 To add a zero AC line for hotel only invoice. The Product type i.e. HHL must match the sold product type. ACHHL1/SUPPLY/DEP/0/0.00/0/ALL/C K/1-*VCSI1305 Using the Misc. OTH booking and AC line allows Trams to read the hotel information directly from the sold segment, which includes name, address and property code. 12/23/14 111 Itinerary Updates 5.S*HU Interfacing itinerary is an option set in the TJR. The TJR Setting INTERFACE ITINERARY controls whether or not Sabre sends an itinerary to the back office when you perform a DIT entry. To view the current TJR settings, in Sabre, enter W/TA*PCC, where PCC is the pseudo city code. Contact Sabre Software support to request updates to the TJR. Once the TJR option for Interfacing Itinerary is turned on, subsequent updates driven with DIT or DIT#DP from the same PNR are automatically updated through interface to Trams Back Office (TBO). 5.S*HU alerts Trams Back Office to update the existing Trams invoice with new ITINERARY information. For all Commission Track Car and Hotel records or Air Flight Changes in the Itinerary, Trams interfaces and processes these Non-Invoiced records and searches for existing invoices in the system by the Sabre Record Locator. If no *HU entry is entered into the PNR then the itinerary is ignored by Trams. Any Tour or Cruise records are ignored. Only Car, Hotel and Air Flight change records are read. *HU will update certain air segment information (Arrival/Depart Dates & Times and Flight #s) by matching Invoices with the Sabre Record Locator Number. Only matching segments [based on depart city] are updated. New segments are not added and existing cities are not changed (such as a new connecting city on the return). When TBO finds one or more invoices with the same Record Locator that is in the ItineraryRecord, it voids any existing commission track records in any or all invoices and adds the most current CAR and HOTEL records to the most recently dated invoice in the system Newly added cars and hotels are appended to the existing invoice. When updating hotel or car bookings, the HU logic compares the depart date for the hotel/car booking to the HU issue date (not the current date). If the HU date is later than the check-out or drop-off date the transaction will not be updated. If an Itinerary Update doesn't find a matching invoice in TBO, a message is added to the processing log and the record is deleted. There is no chance to reprocess the record. TBO uses the default Travel Categories in Utilities|Setup|GlobalDefaults|TravelTypes to distinguish car and hotel bookings from other commission track bookings. No global updates via an HU, will be updated except for segment info. Only individual booking records are updated, so Agent overrides (*SA or *OA), UDIDS, Fare Savings information, etc. will not have any effect on existing bookings. Foreign Currency in Hotel Bookings When selling a foreign hotel through SABRE, the hotel confirms with a sold HK segment as sampled here: 0HK27APRHHL 0282342625- DALHX-OUT02MAY 5NT 14476DALLAS DOWNTOWN TX 1B2DABC 104.00USD/150.98CAD/AGT60645211/GAX373577751692019EXP 04 02-MCINTOSH/CD-001636000/C06P/SI-NONSMOKING 2 [email protected] ELM STREET#DALLAS TX 75202#FONE 214-742-5678#FAX 214-744-6167 @ SABRE knows the agency location and rates are displayed in local currency of the property and the agency if available. Trams does not assume that both rates are present, and reads the first rate displayed which is often the local currency of the property and not the agency. To override the foreign currency rate, enter the equivalent rate as an MS link, with any other overrides that may apply. 5.S*MS#*TF150.98*CM15 Note: Trams will read automated HK segments when both local property currency and local agency currency are included in the PNR. 112 12/23/14 Non-Automated Hotel Segment Manual hotel segments booked with the 0HHT format interfaces to Trams if included as part of a valid invoice. Trams translates the rate information from the sell segment and assume a comm track booking type at 10% commission. You can override the assumed commission rate and you may want to override the hotel vendor name field with a vendor code for better control during interface processing. Example of a hotel booking: 0HHTAAGK1DFWIN27JUL-OUT2AUG/HI AIRPORT WEST/SGLB/75.00/[email protected] OCEAN DRIVE#MIAMI FL 38834#[email protected] POOL/CF89732901 Append or override segment 4 5.S*MS4*VCHI0554*CM15 Trams maintains cars and hotels on invoices only. If booking a car or hotel only, without having invoiced the PNR yet, use the sample below to add a zero AC line for the hotel only invoice. Subsequent updates driven with DIT from the same PNR are automatically updated through interface. To add a zero AC line for an information only invoice. The Product type i.e. OTH must match the sold product type. 0OTHAAGK1LAX12APR-HOTEL ONLY COURTESY BOOKING ACOTH3/SUPPLY/DEP/0/0.00/0/ALL /CK/1 To add a zero AC line for hotel only ACHHT1/SUPPLY/DEP/0/0.00/0/ALL invoice by linking the AC line to the hotel /CK/1 segment sold. The 2 samples above have different results in how Trams captures the hotel property details. The OTH segment option works best for new properties as all property information from the original booking are captured. Note: Due to the free form structure of the manual hotel entry, the hotel ID and property code is not read from the sell segment. For manual hotel only PNR's add the hotel ID to the free flow area of the zero accounting line. ACHHT1/SUPPLY/DEP/0/0.00/0/ALL /CK/1-*VCHI5555 For manual hotel bookings that are included in a PNR with other transactions, you may add the hotel ID to an MS line override linked to the hotel segment in the SABRE PNR. 5.S*MS3*VCH55555*CM15 Automated Car Segment Cars booked through Sabre interfaces to Trams without additional entries. The total fare is calculated based on the rates booked. A commission of 10% is assumed for all bookings. The actual commission rate can be added to the invoice to override the Trams default by entering an MS entry that matches the segment # assigned to the booking. Override commission: 5.S*MS3*CM20 5.S*MS4*TF 200.00*CMA20.00 Trams maintains cars and hotels on invoices only. If booking a car or hotel only, without having invoiced 12/23/14 113 the PNR yet, use the sample below to add a zero AC line for the car only invoice. Create a zero accounting line for a car only invoice ACCAR1/SUPPLY/SVC/0/0.00/0/ALL/CK/1 Manual Car Segment The total fare for car transactions is calculated based on the rate designator and number of days. Trams assumes a default commission of 10%. You can include an MS remark to override default information or to capture additional information in Trams. Example of a Car booking 0CARZDGK1SFO16APR-18APR/ECAR/RT-37.99 UNL DAILY/CF-39556688/SI-FREE FLOW/ID-12345678 Override commission rate. 5.S*MS4*CM0 Trams maintains cars and hotels on invoices only. If booking a car or hotel only, without having invoiced the PNR yet, use the sample below to add a zero AC line for the hotel only invoice. Create a zero accounting line for a car only invoice ACCAR1/SUPPLY/SVC/0/0.00/0/ALL/CK/1 ARC/BSP Ticketing and Invoicing The following procedures for ticketing and invoicing are examples for handling various transactions that interface successfully to Trams. Except as Noted, your PNR can have a combination of ARC/BSP and non-ARC/BSP segments. For information on SABRE formats refer to the SABRE DRS or Format Finder references. (For a full list of descriptor codes used at the booking level see the Descriptor Codes Valid at Booking level chart.) Automated accounting lines for ARC/BSP tickets can be appended to include additional information regarding the transaction, using coded remark lines. See overriding automated ARC AC lines. Sabre Invoice and Ticketing Commands W# Issue ticket, invoice and Interface record W#KP10 Issue ticket at 10% comm, Invoice and Interface record DIN Issue invoice and Interface record DIT Issue itinerary only. Interface record is an option in the TJR. Issue Automated ARC/BSP Ticket Create the Sabre PNR, and issue the ticket and invoice with a valid SABRE ticketing command: W# BSP ONLY: Per Sabre - The standard VAT rate codes can be overridden in the ticketing entry by using TG. EXAMPLE - W#KP10#TGA Trams does not conform to the definitions developed by SABRE, but reads A, B, C as meaning no VAT tax is to be calculated on the commission. Trams assumes the value of the VAT on the sale as handed off by 114 12/23/14 SABRE. Issue Invoice for Hand Written ARC/BSP Ticket Create the Sabre PNR and add valid accounting line for ARC/BSP ticket. Include check digit in ticket number field. Refer to AC*AIR in SABRE for additional information AC/AA/12345678904/P8/198.00/19.80/ALL/CK 1.1DOE J/1/D Issue the invoice with the format: DIN Issue Invoice for Prepaid Ticket Advice - PTA Create the Sabre PNR. Trams supports SABRE automated PTA accounting lines. For handwritten PTAs add a valid accounting line for the PTA. Include check digit in ticket number field and the prepaid charges in the base fare. Refer to AC*DOC in SABRE for additional information. ACPTA1/TW/12345678904/P8/198.00/19.80/ALL/CK/1 Issue the invoice with the format: DIN Issue Invoice for Miscellaneous Charge Order (MCO) Create the Sabre PNR. Trams supports SABRE automated MCO accounting information. For handwritten MCOs add a valid accounting line for the MCO. Include check digit in the ticket number field. Refer to AC*DOC for additional information ACMCO1/AA/12345678904/P8/198.00/19.80/ONE/CK/1 Issue the invoice with the format: DIN Trams assumes the vendor ARC/BSP and a travel type of Domestic AIR for automated MCOs. To specify a different travel type and/or a secondary vendor on manual MCOs, append the AC line with appropriate descriptor codes before driving the invoice. ACMCO1/AA/12345678904/P10/198.00/19.80/ONE/CK/1-*TT10*VCBRENDAN ** See Service Fee MCO Issue an Automated Exchange Ticket Translation of exchange formats is dependent upon TJR option Exchanges and Refunds turned on. Create the Sabre PNR with the new itinerary information. Issue an exchange ticket and invoice with valid exchange ticketing commands or SABRE mask. Drive the exchange ticket with a valid exchange ticketing entry such as: W#ET For non ARC/BSP transactions to interface with an exchange, select the option Allow Comm Track On Exchanges from Utilities|Setup|Global Defaults|Interfacemailmerge Prompt. 12/23/14 115 Issue Invoice for Manual Exchange Ticket Create the Sabre PNR and add valid accounting line for a new ARC/BSP ticket. AC/AA/12345678904/P10/198.00/19.80/ONE/CK/1/D Use the base tax and commission rates for add collect. Include check digit in ticket number field. Add a valid exchange remark to include net base and taxes. The tax ID’s are optional. E = EVEN A= Exchange with ADD collect R= Exchange with REFUND 5.S*EXA*[BASE FARE]*[TAX ID][TAX AMT]*[TAX ID2][TAX AMT 2] Even exchange 5.S*EXE Exchange with Add-collect 5.S*EXA*115.45.*US11.55*XT3.00 Exchange with Refund 5.S*EXR*115.45*14.55 Exchange with multiple taxes and codes 5.S*EXA*196.40*CA26.64*XG15.61*GS6.40 Issue the invoice with the format: DIN For non ARC/BSP transactions to interface with an exchange, select the option Allow Comm Track On Exchanges from Utilities|Setup|Global Defaults|Interfacemailmerge Prompt. Electronic ARC Documents (ARC E Tickets) Trams reads the automated Electronic Air Ticket records as defined by SABRE. Trams also reads E-ticket transactions when the NIET option is turned on in the TJR. With the NIET option turned on, no AC line is generated at the time of ticketing. When confirmation of ticketing is received by FAX from Southwest Airlines, a manual accounting line can be entered, and the invoice driven at that time. (See AC*ETN for ARC, Non-Interactive Electronic Air Ticketing.) AC/WN/1234567890/7.00/100.00/8.00/ONE/CC 1.1DOE J/1/D/E-V-123ABC/P-123ABC Manual ARC Travel Agency Service Fees - CC FOP This option applies to SABRE agencies who are enrolled in TAFP directly with ARC. For format examples see AC*AIR for other information. Create the SABRE PNR and add a valid accounting line for the TAFP service charge. AC/XD/12345678904/P0/22.73/2.72/ONE/CCAX372112341234123 1.1ROSEN L/1/D 5.S*MS101*SBSUP Voids Voided tickets interface to Trams if the SABRE option has been set in the agencies TJR. To determine if the SABRE option for voids has been initiated enter W/VOD#* at a SABRE workstation. Refer to the SABRE Helpdesk if further assistance is needed. (Set the interface Void option to Prompt or Always in Utilities|Setup|Global Defaults| Interface/Mailmerge.) 116 12/23/14 Manual Refunds ACR*AIR Trams Back Office reads refund accounting lines as well as full invoice refunds. Refunds can only be interfaced if the TJR option for "Refunds and Discount Lines is activated. (See SABRE documentation and examples at ACR*AIR and ACR*DOC.) ACR/LH/28282828280/8.00/100.00/8.00/ONE/CK 1.1DOE J/1/A/F1234567/D Discount ACL Discounted Cash or Check FOP transactions can be included for interface. Enter the fare charged to the client followed by the income earned by the agency after the discount amount is subtracted from the commission. Note: Trams Back Office reads SABRE ACL lines as defined in Format Finder. For an online example in SABRE see ACL*AIR, ACL*DOC or ACL*SUP for appropriate use of the ACL function. To manually add an accounting line to a PNR to show discount information for air ticket transactions. Trams Back Office reads descriptor codes valid at booking level if entered in the optional free-flow area of the discount line. Sample ACL discount lines. ACL/SUPPLY/DIS/20.00/1.00/ALL-*FPCASH ACL/012345/DIS/25.00/1.50/ONE/N1.1-OPTIONAL-* FPCASH ACL/AGENCY/DIS/40.00/0.00/PER-*FPCASH For options regarding the verbiage used by SABRE see Format Finder. Note: AC line entries with a negative total fare and commission amount (i.e refund or discounts) must now have an TBO FP code to indicate form of payment (FPCASH). If the FP code is absent, the payment will be read from the invoice FOP. Bulk Ticketing 5.S*FV Trams does not recognize the ACB line used in SABRE to markup net or special fare transactions. Trams reads the fare of the ticket sold, but requires a *FV entry to calculate the face value for ARC/BSP and the net commission earned. Create the invoice as normal using the net fare for ticketing and the ACB line for the markup to the client for proper invoicing. Add the Trams Face Value entry to interface the proper fares and commission to Trams. Add the total fare followed by the markup or net commission. 5.S*FV2400*60 Add the total fare followed by the net commission, or markup amount. 5.S*FV350.86*0 OR 5.S*FV350.86 12/23/14 117 Markups when using CC merchant account for the markup. SELL the ticket like normal.... but before ENDING the RECORD, add the ACB line to reflect the markup for the SABRE invoice. ACB/009005/BLK/329.50/0.00/ONE/N1.1-SWISHER Add the following 5.S* lines: 5.S*FV808.00*349.50 - This is the 5.S*FV[gross to be billed the client]*[gross comm earned] 5.S*MS101*CP4*XP0304 - This is to process the CC in full from the client, thru your CC merchant account, the ARC report shows this ticket as FOP CHECK by SABRE design. Appending or Overriding Data in an Automated AC line 5.S*MSXXX To link an MS line to a specific AC line for the purpose of supplementing or overriding accounting data is often used to add fare savings information or travel type overrides. Display the accounting information in the PNR with *PAC The Accounting lines are numbered... use the 100 series to link to any accounting line...i.e. 101, 102, 103 would link to accounting lines 1, 2, and 3. 5.S*MS101 would link to accounting line #1. Link to AC1 5.S*MS101*TT4*VCFLYAWAY Link to AC2 5.S*MS102*FJEX*FF842.88*LF99.80 Note: There is limit to the number of codes that can be added in an MS line. You should limit your entry to a single line screen display in SABRE. Multiple lines can be linked to a single accounting line by repeating the SAME MS segment number. Sabre Holding List HL Trams captures segment and itinerary data from invoices when the bookings have a confirmation status of HL (Holding List). These are waitlisted segments that are auto priced, ticketed and invoiced, even though the seats are not holding confirmed. Ancillary Airline Charges EMD Separate booking records for each EMD accounting line are created in the TBO invoice. The submit to field defaults to ARC/BSP (as these transactions are reconciled through ARC/BSP). The travel type will default to miscellaneous unless a travel type override (*TT) is present. Therefore, the transactions can be linked to any travel type users deem appropriate. In each booking record, a notation of the EMD charge type is placed in the remarks tab in the client remarks field and the number of passengers the fee applies to is placed in the number of rooms/cars field in the expanded fare tab. OB Fees Added support to read the Airline OB fees from the Sabre Interface Record. This fee is being treated as a tax by BSP/ARC therefore to properly reconcile the BSP/ARC report and to see the OB fee broken out, the OB code must be added to Utilities/Setup/Global Defaults/Tax Related Tab. The Tax code to place in tax 118 12/23/14 code field 1,2,3 or 4 is OB. To ensure the OB fee is not combined with any other taxes, ensure the code is added to a tax field that is not currently be used to capture any other taxes. Additionally the Read Multiple Taxes option under Utilities|Setup|Global Defaults|Interface Mailmerge Tab must also be enabled (checked). Non-ARC/BSP Supplier Invoice The issuance of invoices for non-ARC/BSP items are dependent on the use of a supplier segment and a matching accounting line. See AC*SUP for additional information on SABRE formats. The SABRE AC line can be appended with up to 28 characters that do not print on the invoice. Use the Trams booking descriptor codes to supplement the AC line with information for Trams. Trams does not translate the FOP for Non-ARC Suppliers unless the “Allow Supplier Payments” option in Utilities|Setup|Global Defaults is enabled (checked). Trams reads valid AC/AD lines linked to the following segment types: AIR, CAR, HHT, TOR, SEA, OTH, INS, ATX All other segment types are ignored. If you are using customized scripts based on MS formats you may need to disable Trams ability to read AC/AD lines. Check with your script writer. To disable the SABRE features enter -U:0 in the hardware setup options under Interface setup. If you are using Trams Back Office, you may enter the -U:0 in the Options field in the Interface|Download screen. To record an additional booking using an MS line, the segment number must be larger than what exists in the PNR. Refer to the SABRE Format Finder screens for additional information on SABRE formats. AC*DOC and AC*. (For a full list of descriptor codes used at the booking level see the Descriptor Codes Valid at Booking level chart.) Create a sell segment and a matching AC line 0OTHAAHK2SFO4AUG-AMERICAN EXPRESS/ITAMX5567/DBLB/SI-3 NIGHTS ACOTH1/SUPPLY/DOC/P11/950.00/0/ALL/CK/1-28 CHARACTER FREE FLOW A B C D E F G H I J K A = The type of segment B = Segment Number of the corresponding segment sold C = 6 character vendor code if defined in Trams Vendor Profile as Interface ID D = 3 letter supply code found in DU*/ACT E = Commission amount or percent. P=percent A=actual with decimal F = Base Fare with decimalSUP G = Tax amount H = Amount by passenger: Use ALL for all passengers on invoice. I = Form of payment J = Number of documents 12/23/14 119 K = 28 character free flow area does not print on invoice, but are included in the interface record. Issuing Invoice for Tour Deposit Create a valid tour segment in the PNR. Add an appropriate accounting line linked to the segment type sold. The data entered after the dash in the accounting line can be read by Trams using valid booking level descriptor codes. SABRE allows up to 28 characters in the free flow field of an accounting line. The booking type determines how the sale is accounted for. Check with your Trams operator to determine the preferred option for your office. Trams reads the vendor code from the standard AC line, or as a coded field appending the AC line. Append a Supplier sale ACTOR1/SUPPLY/DEP/0.00/200.00/0.00/ALL/CK/1-*TT9*VCRCCL*CF37842 ACTOR1/002200/DEP/0/200.00/0/ONE/CA 1.1JONES D/1-*TT9*CF37842 Reporting data can be linked to the AC line with an accounting remark that matches the AC line number. ACTOR1/002012/DEP/0/200.00/0.00/ALL/CHECK 1.1JONES D/1-*TT9*CF37842 Tours booked through non-defined vendors can be entered with an MS line. 5.S*MS9S*VCPRINCESS*TT9*TF200.00*CM0*CF37842 5.S*MS9*FC370.00*FD03JUN04*FA3000.00 5.S*MS1S*FA3000.00*FC370.00*FD03JUN04*VNROYAL CARIBBEAN Use a segment number larger than what exists in the PNR. Issuing Invoice for Tour Final Payment If using the same PNR to issue the final payment invoice, remove or amend the original AC line, or both accounting lines interface to Trams. The SB descriptor code can be used to change the booking type from Supplier to Commission Track or ARC. Append the AC line with booking level descriptor codes. ACTOR1/002030/FPT/370.00/1000.00/0.00/ALL/CK /1-*TT10*CF123345 ACTOR1/002030/FPT/440.00/1400.00/0/ONE/CCVI1 23466694321903 1.2 KELLY G/1-*TT10*CF99YYLR Use the *SBCOM to change the supplier booking to comm track 120 ACTOR1/002133/FPT/370.00/1000.00/0.00/ALL/CC AX1234567890111 1.1JONES K/1-*TT10*CF123345*SBCOM 12/23/14 Issuing Invoice for Cruise Deposit Create a valid cruise segment in the PNR. Add an appropriate accounting line linked to the segment type sold. The data entered after the dash in the accounting line can be read by Trams using valid booking descriptor codes. SABRE allows up to 28 characters in the free flow field of an accounting line. The booking type determines how the sale is accounted for. Check with your Trams operator to determine the preferred option for your office. Append the AC line with booking level descriptor codes. ACSEA1/004010/DEP/0.00/1000.00/0.00/ALL/CK 1.1JACOBS K/1-*TT6*CF4891YFG ACSEA1/PRINCE/DEP/0/1000.00/0/ONE/CC 1.1SMITH J/1-*FA3200*FC420*FD03JUN97 Additional information can be linked to the booking to include the booking level codes. ACSEA1/004432/DEP/0/1000.00/0/ALL/CK 1.1JACOBS K/1-*TT6*CF5689332 Cruises booked through non-defined vendors can be entered with an MS line. 5.S*MS9S*VCPRINCESS*TT4*TF200.00*CM0*CF4337842 5.S*MS9*FC370.00*FD03JUN97*FA3000.00 5.S*MS1S*FA3000.00*FC370.00*FD03JUN97*VNROY AL CARIBBEAN To add a separate booking use a segment number larger than what exists in the PNR. To link the MS line to an AC line, use the same segment number. Issuing Invoice for Cruise Final Payment The SB descriptor code can be used to change the booking type from Supplier to Commission Track or ARC. Append the AC line with booking level descriptor codes. ACSEA1/SUPPLY/FPT/0.00/1000.00/0.00/ONE/CK/ 1-*TT7*VCPRINCESS*CF1234AB2 Use the *SBCOM to change the supplier booking to comm track ACSEA1/004213/FPT/420.00/1000.00/0/ALL/CCAX 1234567890111 1.1JONES K/1-*TT10*CF123345*SBCOM ACSEA1/004300/FPT/0.00/1000.00/0.00/ONE/CCV I433278436788 1.1JACOBS M/1-*TT7*CF1234AB2 Issuing Invoice for Service Fees How Service Fee bookings are accounted for are often determined by the client form of payment options. You can enter 96.5% of the total fare or 100% of the total fare as the commission in TAFP bookings. The Trams operator may have a preference for how these are handled. A supplier sale ACOTH1/005001/VCH/10.00/10.00/0.00/ALL/CK/ 1-*TT11 A supplier sale for CC FOP if the agency acts as the CC Merchant. ACOTH1/000009/FPT/9.65/10.00/0/ALL/CCVI432 1480768443072 1.1TADA J/1-*TTSVC*CP4 12/23/14 121 A supplier sale for CC FOP if handled thru TAFP. ACOTH1/SUPPLY/VCH/9.65/10.00/0/ALL/CCVI432148076844 3072 1.1TADA J/1-*TTSERV FEE*VCTAFP Note: Trams reads the ticket number in the void record for a Sabre E-Merchant Card - Services charged and matched to the Confirmation Number in a TBO supplier booking, closed by CC and with a Travel Category of Service Fee, if a match, Trams voids the booking. To utilize this feature, check that Utilities|Setup|Global Defaults\ Interface/Mailmerge Prompt Tab has Allow Voids set to Prompt. Issuing Invoice for Insurance See the booking level descriptor codes for information on Canadian taxes. A supplier segment for insurance, suppressing GST and QST. ACINS1/007001/VCH/1.54/10.00/0.00/ALL/CK/1 -*TT11*CF1073237842*TXCA1.80*GQA Issuing Invoice for Non-ARC/BSP Air The Trams descriptor code *SG allows air segment detail from a passive air segment to interface to Trams as segment information. A supplier booking with segment information ACOTH1/SUPPLY/DOC/6.90/64.20/6.90/ALL/CK/1-*TT1*VCWN *SG*FJL*FF467.00*LF103.50 ACOTH1/001006/FPT/10P/380.00/33.40/ALL/CCV I3078778740829004 1.1JACKSON L/1-*TTAIR Comm track booking ACOTH1/001120/FPT/10P/380.00/33.40/ALL/CCV I3078778740829004 1.1JACKSON L/1-*TTDOM. AIR*SG*SBCOM Add Fare Savings to Non ARC/BSP booking ACOTH1/SUPPLY/DOC/6.90/64.20/6.90 /ALL/CK/1-*TT1*VCWN*SG*FJL*FF467.00*LF103.50 The SG descriptor code can be used to capture the segment information for non-ARC/BSP transactions to be available for reporting purposes in Trams. This *SG entry has been expanded to allow the user to specify which segments are to be included. The format is "*SG 01 02 03 04" where each segment number is separated by a space. You will now be able to specify the proper segments for each booking in an invoice. Descriptor codes valid at booking level can be used to capture segment and fare savings information for non-ARC and manual AIR segments. Supplier Exchange Ticket Trams reads a supplier exchange ticket even when an ARC/BSP sale is in the same invoice, when entered at the booking level using MS line options. For example: MS25S*VCWEBAIR*TT1*CF1234567890*SG*EXA MS25*BF201.00*TXXG14.07 MS25*FPVI12345678901234*XP1107 122 12/23/14 Note: Sabre Non-ARC tickets entered via AC lines (i.e. Southwest) now interface as Supplier transactions. Previously Trams read the WN in a Sabre record as Southwest Air, but creating it in TBO as a Comm Track booking. In the days of commission, the Comm Track booking was easy to reconcile through PayMode. But in order to get the sale on the Income Statement, the agency had to manually close out all of the zero commission comm track bookings which was a lot of extra work. Now with the bookings interfacing as Supplier, CC with no commission, the vendor side auto closes, eliminating having to manually close them out. Issuing Invoice for a Cruise Deposit (Sabre Deposit/Accounting Line) If there is more then one deposit line in the SABRE PNR, Trams reads the last deposit line from the SABRE interface record created. Deposit for a cruise deposit ADSEA2/004300/DEP/P10/300.00/10.00/ALL/CK/1-* TT4 Non-ARC Air - Ticketless - Southwest Electronic Tickets Trams reads the automated Electronic Air Ticket records as defined by SABRE for Southwest non-ARC transactions. Records generated in this fashion interface as commission track bookings. The Interface record includes the TCN or Ticketless Control Number contained in the AC line created by SABRE. Note: Electronic Ticket numbers from Southwest Airlines are received only by fax after a ticket has been issued. Usually 30 minutes after driving the ticket request. If you desire the ability to delay invoicing until the electronic ticket numbers are received, your TJR must be updated to inhibit the automatic accounting lines in a PNR at the time of ticketing. This is an optional procedure applicable only to non-interactive electronic ticketing. To override the automated AC line created by SABRE use an MS line that links to the Accounting line using a 100 based numbers, i.e. 101 links to AC line 1; 102 to AC line 2, etc. *PAC and display the Accounting lines generated by SABRE to link to the correct AC line. Enter an appropriate link only to override the automated AC line. Be sure to add the CF code for the confirmation/ticket number. Link to AC 1 line. 5.S*MS101*SBSUP*TT10*VC4500*CF125689587 Drive the ticket with W#KP8#ETR Trams also reads E-ticket transactions when the NIET option is turned on in the TJR. With the NIET option, no interface record is generated at the time of ticketing. When confirmation of ticketing is received by FAX from Southwest Airlines, a manual accounting line can be entered, and the invoice driven at that time. (See AC*ETN for ARC, Non-Interactive Electronic Air Ticketing.) AC/WN/1234567890/7.00/100.00/8.00/ONE/CC 1.1DOE J/1/D/E-V-123ABC/P-123ABC Drive the invoice with DIN#DP Split Form of Payment A single booking, should include a single FOP. Trams processes payment information at the booking level. 12/23/14 123 This allows a different FOP for each booking. When receiving a split form of payment from the customer for a single transaction, you must account for the transaction with separate bookings. This records the proper fare and commission totals for clients and vendors. Use multiple AC lines linked to the same sell segment. One for each form of payment. ACTOR1/002020/FPT/450.00/600.00/0/ALL/CK 1.1KING M/1-*TT10*CF3456789 ACTOR1/002020/FPT/450.00/600.00/0/ALL/CCVI 4321307899873042 1.1KING M/1-*TT10*CF3456789 Additional form of payment added as an MS line. Discounts 5.S*MS9C*VC002020*TF400.00*CM0*FPAX1234567 890011*TT10 ACL Discounted Cash or Check FOP transactions can be included for interface. Enter the fare charged to the client followed by the income earned by the agency after the discount amount is subtracted from the commission. Notes: Trams reads SABRE ACL lines as defined in Format Finder. For an online example in SABRE see ACL*SUP for appropriate use. To manually add an accounting line to a PNR to show discount information for air ticket transactions. Trams Back Office reads descriptor codes from the optional free-flow area of the discount line. Sample ACL discount lines. ACL/SUPPLY/DIS/20.00/1.00/ALL ACL/012345/DIS/25.00/1.50/ONE/N1.1-OPTIONAL Add tax identifiers if needed ACL/123456/DIS/40.00/0.00/C4.40/ALL By design the ACL information prints on the SABRE invoice. For options regarding the verbiage used by SABRE see Format Finder. Signature Seats on Midwest Airlines SABRE has announced to agencies that they may collect the fee for Signature Seats on Midwest Airlines (United Airlines -UA). What is a Signature Seat you might ask? Basically, a fee for preferred seat assignments. SABRE advises that this information will transmit to the back office via the SSR or OSI fields. From the SABRE Interface record, that would be transmitted to the back office on the M9 line in the interface file. Currently, Trams does not capture information from the SSR or OSI (M9 line). To interface to TBO agencies will need to enter an OTH accounting line, linked to an OTH sell segment. The entry would be similar to what they would enter for an agency ticket fee or another miscellaneous transaction. If they want to track for reports they should create a Vendor Profile with a unique interface Id. Example: ACOTH1/SUPPLY/FPT/0.00/39.00/0/ONE/CCVI4321480768443072 1.1TADA J/1-*VCSIGNATURE 124 12/23/14 WORLDSPAN Interface Preparation Preparing for Interface Preparing for Interface starts by contacting your Worldspan representative. When WORLDSPAN enables interface for your office, they assign the interface a line number, or LNIATA, just like your printers. The Host sees this address as a TAIR device. You need to know this LNIATA for many of the formats used to control transmission from the interface queue. For further information see your WORLDSPAN documentation. Contact your WORLDSPAN sales representative to establish any branch links that may be required for interface. To interface multiple branches setup the ARC/BSP table in Trams Back Office (Windows) Utilities prior to your first interface session. MULTI-BRANCH is a billable option in Trams Back Office (Windows) only when setup for separate financial statements. WORLDSPAN Image to Disk- Single file U.S. TAIR This means that WORLDSPAN creates a single file for all TAIR (Travel Agent Interface Record) messages where HPM and Interface is installed. In order to interface successfully, Trams must have access to the PC where the HPM Interface is installed. File and printer sharing are required. Check with WORLDPSAN Technical Support for assistance. Once the WORLDSPAN HPM and Interface is setup, you can access the download utility in Trams, and select CRS: Worldspan Image to Disk and locate the PNR FILE PATH: c:\wspan\hpm\output\logair.dat (Consult with WORLDSPAN or your Technician for correct path.) Worldspan - Multi-file INTL TAIR This means that WORLDSPAN creates a separate file record PER Interface TAIR (Travel Agent Interface Record) where HPM and Interface is installed. In order to interface successfully, Trams must have access to the PC where the HPM Interface is installed. File and printer sharing are required. Check with WORLDPSAN Technical Support for assistance. Once the WORLDSPAN HPM and Interface is setup, you can access the download utility in Trams, and select CRS: Worldspan and locate the PNR FILE PATH: c:\wspan\hpm\output (Consult with Worldspan or your Technician for correct path.) Note: When multi-file INTL TAIR is set up, a Windows Scheduled Task can be setup to manage automated downloads in Trams. (Does not work with a single file U.S. TAIR configuration.) TAIR Level 20 WORLDSPAN currently has different interface levels which control the format of the TAIR records generated by Invoice and Ticketing commands. Trams Back Office (Windows) supports WORLDSPAN interface level 20. Interface levels can be changed with the WORLDSPAN command [email protected]/20. To view your office profile and interface level in Worldspan type 4G. (The @ represents the change key in Worldspan. 12/23/14 125 WORLDSPAN PLATFORM Settings in Trams Option Worldspan Go Res C:\WSPAN\HOSTPRT\LOGAIR.DAT -W=# (The CRS option in the Trams Back Office Download screen needs to be set to WORLDSPAN Images to Disk and not Worldspan.) Worldspan Go Res C:\WSPAN\HPM\OUTPUTt (The CRS option in the Trams Back Office Download screen needs to be set to Worldspan, and not Worldspan Images to Disk.) Worldspan Interface Control The WORLDSPAN Interface Record, called a TAIR, is held on queue by WORLDSPAN, pending transmission to your office. After the TAIRs have been sent, a copy is available for retransmission for 10 days. The records are purged from the queue after that time. WORLDSPAN assigns a line address (LNIATA) when interface is first established. You need to know the LNIATA for many of the formats used for interface. For additional information on interface commands see HELP DDP or HELP DDRD in WORLDSPAN. Determine the LNIATA for Interface - JZXMSG DR PCC DT1P This entry displays the address of the TAIR device configured for your office. Checking the status of the queue: JZXMSG DQ LNIATA This entry allows you to see the status of the TAIR device from the WORLDSPAN side. WORLDSPAN responds with a status of devices. Under the Header of COUNT for H/C1 * you see the number of TAIR messages pending transmission to your office. Q REPORT Q 0 1 2 3 4 5 6 7 97AB06 COUNT RES TKT BRD DIAG H/C1 H/C2 LL1 0 0 0 0 0 *18 0 0 PSH STATUS-VALID LAST- ACT LOG SHR MON Y Y Y Y Y Y Y Y N N N N N N N N N N N N N N N N N N N N N N N N 183 LNIIATA MAX-203 RSD Starting Transmission - YSTR LNIATA This entry starts the transmission of records from WORLDSPAN. If cabled for Interface, start the Windows Interface Utility on the receiving PC before starting transmission. 126 12/23/14 Stopping Transmission - YSTP LNIATA This entry stops the transmission of records from WORLDSPAN. If Interface is setup as Image to Disk, it is important to stop the transmission of records to the file before going into Trams to receive the records from the file. You may experience a share violation if attempting to retrieve records while WORLDSPAN is transmitting. Re-Transmission of Interface Records WORLDSPAN stores interface messages after initial transmission for 10-days. Verify with WORLDSPAN that the agency has the authorization to enter the retransmission commands. See INFO RETRANSMIT in the Worldspan DRS for additional information on re-transmission of TAIRS. DDP*15JUL Display the DDP report for the days messages available for retransmission DDRD1 Retransmit Line 1 from the DDP display DDRD1-5 Retransmit Lines 1 through 5 from the DDP display DDRD1/5 Retransmit Lines 1 and 5 from the DDP display DDRJ75 Retransmit all messages by Julian date. March 16 is the 75th day of the year. YSTR and YSTP Go Solo interface uses different delivery technology from the HOST, so the lniata is not used for transmitting records. YSTR is a standard Worldspan command and starts all the printers along with the transmission of interface records to a LOGAIR.DAT file. The YSTP command stops all printers. Establishing Daily Procedures Go over the Interface Overview Section for a detailed description of the Download and Processing Steps. Use this as your guide to establishing daily procedures. Interface is a great tool for communicating with the Trams Back Office system. The goal of interface is effective data entry into Trams. In order to optimize the data base that Trams is creating from your TAIRs, you’ll want to set up some minimum daily requirements to ensure the integrity of the data and to maintain the Trams backoffice system. TBO=Trams Back Office TBO Transmission Procedures to the Winint32 1) Start the TBO Interface Program and verify that the status is Waiting. • If you Interface to a file (C:\HOSTPRT\LOGAIR.DAT) the Winint32 is not required. You will start by transmitting records from WORLDSPAN first 2) From a Worldspan workstation type: [Must be in a reservation screen] • • 12/23/14 JZXMSG DQ lniata to check the status of TAIRs on queue YSTRlniata to start the transmission of records. 127 Check status until queue count is zero. If you are on images to file you may want to start the interface queue in the morning and stop in the evening, like you do your printers. This way records are going into a file all day. Records are then downloaded into Trams at your convenience. • YSTPlniata to stop the transmission records 3) Once all records have been received • Stop the TBO Interface Program. Download Procedures for TBO 1) From the Trams Back Office (Windows) Main menu select Interface|Download 2) Receive the records captured into Trams Back Office 3) Once all records are received click Close. Continued Procedures for TBO 1) From the Trams main menu select Reports|Interface • • Review the Download Error Log for missing invoices. Print the Interface Invoice List to compare to your invoice hard copies. 2) From the Trams main menu select Interface|Process • Process all records until the file is empty. 3) From the Trams main menu select Invoice|Query • • • • • Enter the date range you just processed and reconcile to your invoice hard copies. Make any changes to records at the invoice or booking level. Add any missing invoices Void any invoices to be voided Enter Full Invoice refunds 4) From the Trams main menu select Reports|Invoice • • • Run the ARC/BSP reconciliation report Reconcile agent/auditor coupons to the ARC reconciliation report Correct any errors in the booking itself by going to Invoice|Query. 5) From the Trams main menu, select Payments|Received 6) Enter any cash/check payments received from clients and vendors. 7) From the Trams menu select Reports|Payments|Receipts • Reconcile the days’ receipts to the bank deposit slip 8) From the Trams menu select Payments|Made • Enter all the agency disbursements 9) From the Trams menu select Reports|Core • Process and review the Core Reports - Client Balances, Vendor Balances, ARC|BSP Balances and Check Register. The ARC/BSP Balance report only displays data after the first ARC settlement has been processed in Trams. Until the first ARC settlement is processed in Trams, the ARC/BSP Reconciliation (Reports|Invoice|ARC/BSP Reconciliation) report may be used to verify all ARC/BSP documents. 10) From the Trams Main menu select Utilities|Backup • 128 Backup all data that has been entered 12/23/14 Interfacing Multiple Branches If you have multiple branches, Trams sorts the invoices into their proper branches as long as you have your ARC/BSP Numbers set up properly in Utilities|Setup|ARC Numbers. There is no separate licensing agreement for multiple branches handled with a single Trams General Ledger. Also go to the Utilities|Setup|Global Default|Prompt in TBO and be sure the field Allow Branch Entries is set to STP or Full. Entries Affecting Invoices and Tickets The WORLDSPAN Interface Record or TAIR transmitted to the Trams system gets its information from the PNRs you create. How information is entered into the PNR is directly related to Trams success in translating the information. Sometimes a special Accounting Remark line entered with a 5 format must be included in the PNR before invoicing to capture specific information about the customer and the transaction. These entries transmit to Trams in the TAIR. Descriptor codes can also be entered at the booking level. See the Booking Level Descriptor Codes table in this section for a complete description of codes. All records need a customer number, and sales agent ID for proper tracking. All bookings or segments sold need a vendor name or vendor code for proper tracking. Trams does not reject a record during the download if these items are missing, but the record does need operator intervention to process. (Refer to the Trams Interface Processing section of this addendum for additional information.) Interfaced Air bookings (ARC and non-ARC) that don't have fare by leg information, will have fare-by-leg auto-calculated based on the Base Fare divided by the number of legs. Customer ID or Customer Number 5-CA The Customer ID should be made mandatory for interface to Trams. The Customer ID should match the Interface ID in the Trams Client Profile Interface ID’s can be a maximum of 10 alpha/numeric characters. New Client Profiles can be created in Trams during the interface processing. Trams recommends a customer number for every billable client to capture billing and marketing information. Customer numbers can also be assigned for House Accounts. CUSTOMER NUMBER ENTERED AS A CLIENT CODE. PRINTS ON THE WORLDSPAN INVOICE. 5-CA3106882324 5-CAABCINC THIS FORMAT INTERFACES TO TRAMS. DOES NOT PRINT ON THE WORLDSPAN INVOICE. 5AN-3106882324 Address Field 5-CB Customer name and address information can interface to Trams for any new clients. Trams can accept up to 40 characters for each address field. The address interfaces when creating new client profiles during the interface process. A change of address for existing clients is Noted in the Processing Error Log for review, but does not update profiles automatically. When creating client profiles during Worldspan Interface, Trams reads the client address fields in the following order: CB- Billing Address first and then the CD- Delivery Address and M- Mailing Address, if there is no CB- address line. CLIENT ADDRESS 12/23/14 5-CBABC TOY COMPANY 5-CB345 MAIN STREET/SUITE 1235 5-CBLOS ANGELES CA 90045 129 Note: To assist the back office in distinguishing new leisure clients from corporate clients, it may help to assign alpha interface ID’s for corporate clients. Phone Number 5PH Phone Number 5PH The customer’s telephone may also be captured when creating new client profiles during the Interface process. The PH code is added to a remark field and transmits to the first phone field in the Trams profile. Add phone number to the Trams profile 5PH 310-555-1212 Fax Number 5FX The customers fax phone number may be captured when creating new client profiles during the Interface process. The FX code is added to the 5 remark field and transmits to the phone field called Fax in the Trams profile. Add fax phone number to the Trams profile 5FX 310-555-1213 Client E-mail Address The client e-mail address is captured via interface when creating new clients or to update existing client profiles with an e-mail address. If a different e-mail address exists in the current profile, Trams captures the address as an additional e-mail address. The EU entry is added as a remark in the PNR prior to invoicing. Trams captures the remark to the Client Profile/Communications screen. [email protected] [email protected] [email protected] [email protected] [email protected]@[email protected] [email protected]@[email protected] Character definitions: @ used for @ at symbol @[email protected] used for the _ underscore symbol @[email protected] used for the - dash symbol Trams does not capture or track e-mail addresses at the passenger level, so other formats for e-mail address in the PNR do NOT interface to Trams. Agent ID WORLDSPAN includes the two-character agent ID of the sign-in agent that created the original PNR. The agent is interpreted by Trams as the inside sales agent for productivity reports. The agent ID should match the Interface ID in the Trams agent profile. Note: Trams uses the Agent Name Field when displaying agent data on Trams screens and reports. If creating agent profiles during interface processing, this field defaults to the Interface ID. It can be changed to a more common name without affecting the Interface ID. 130 12/23/14 Agent ID Override 5SA The sine-in agent ID can be overridden with the 5SA entry followed by a new agent ID. This prompts Trams to ignore the original booking agent and replace with the new agent ID. Additional 5SA entries add new booking agents. A total of 9 agents can be linked to a single booking. To add a second agent to a booking without ignoring the sine-in agent, two entries are required as follows; 5SA(original sine-in agent ID) and 5SA(second sales agent ID). The @ represents the WORLDSPAN change sine and is mandatory. IGNORE THE ORIGINAL BOOKING AGENT OVERRIDE BOOKING AGENT OVERRIDE AGENT AND COMMISSION 5SA5SA-LR [email protected] ADD AGENT STATEMENT REMARK [email protected]@BONUS OVERRIDE ADD AGENT TO TVL LINE /AC1-*SA80 20 PRINCESS PROMO SA entries added at the booking level ADD agents to the PNR. Note: For agencies who do not want to initiate the enhancement of adding the - (dash) after the SA code, the -D will format will need to be used. Enter -D in the in the Options field of the Interface download screen.There is a chance, based on the entry made if no dash (-) is present, that the name SANDY could be read as "SA", and override of the Original Sales Agent. Outside Agent ID 5OA Trams can track additional outside agents for commission statements and productivity reports. A total of 9 agents can be linked to a booking. The Outside Agent ID should match the Interface ID in the Trams Agent Profile. Interface ID can be defined with up to 10 alpha-numeric characters. (See the PROFILE section in the User’s manual for a full description of agent profiles.) ADD OUTSIDE AGENT WITH COMMISSION OVERRIDE WITH AGENT STATEMENT REMARKS ADD AGENT TO TVL LINE 5OA-SM [email protected] [email protected]@CRUISE PROMO /AC2-*OAMM 20 DISNEY BONUS Outside agents can be linked to a customer profile instead of interfacing. Use one option or the other, or you receive 2 outside sales agents. Note: For agencies who do not want to initiate the enhancement of adding the - (dash) after the OA code, the -D will format will need to be used. Enter -D in the in the Options field of the Interface download screen. Department Information 5DP Department information interfaces to Trams with a 5DP entry. You can enter up to 10 alpha-numeric characters for the department. The department information is included in invoice information and available for reporting and sorting through the Trams report generator. ADD DEPARTMENT INFORMATION 5DP340WEST ADD DEPARTMENT TO TVL LINE /AC1-*DP123456 12/23/14 131 UDIDS Remarks 5UD1 User Defined Interface Data Storage (UDIDS) remarks are used to store customer-related information used for reporting and sorting purposes in the Trams report generator. UDIDS can be used for any information you want to track for the customer. You may enter a maximum of 999 UDIDS remarks lines, with a maximum of 60 alpha-numeric characters per line. Indicate a UDIDS line number after the UD entry for Trams to sort the remarks. A mandatory space follows the UDID number. The UDID number can be unique for each customer. UDID definitions included in the WORLDSPAN Customer Profile ensures consistent use and transfer to the PNR. A corporate client has asked for travel management reports that contain information on his employees travel patterns, by employee number and department. Run some sample reports to test how the information should be captured and stored. By assigning a UDID for employee number and requiring the department for each passenger, a report can be run to your customers specifications. You must indicate an appropriate UDIDS number after the UD entry for Trams to sort the remarks correctly. The space following the UDID number is mandatory to allow for alphanumeric data. Any agency having a conflict with the Client Remarks field of a booking being interfaced to a UDID field, can ignore UDID formats in the Client Remarks field of a booking by entering -nu in the Option field on the Download Screen. UDIDS can also be used globally to track market information for special promotions.. The agency has just started an advertising campaign to promote cruises. To test the effectiveness of the cruise promotions, a special marketing code was included in the advertisement. In one advertisement, clients were directed to request information on the “Year 2000 Cruise”. In another advertisement clients were asked to request information on the "Millennium Madness" cruise. Both advertisements were promoting the same cruise. Each time a cruise was booked the sales agent entered the appropriate marketing code. UD20 MKY2000 UD20 MKMMAD A report was created in the Trams report generator, that included a UD1 field to compare the results of each advertising campaign. When run for cruise sales, and UDID1 with a value of MK, the report helped to determine which advertising campaign was most effective. ADD UDID AT THE PAX NAME -SMITH/[email protected]@U1-FREEFLOW [email protected] ADD EMPLOYEE NUMBER 9866 FOR A CUSTOMER 5UD1 9866 ADD MARKETING INFORMATION FOR THE OFFICE 5UD20 PROMO224 ADD UDIDS AT BOOKING LEVEL /AC1-*VCRCCL*TT9*TF350.00*UD3 SALES DIVISION Add UDID for a specific ARC booking 5MS201*UD1 XXX Note: 201 will link to air segment 1. The UDID information will apply to the booking that includes that air segment. Group Affiliation 5GP Group affiliation can be entered by front office agents and linked to the invoice as an invoice group. This 132 12/23/14 allows for reports on groups of invoices. Clients that belong to a group for reporting purposes can also be linked in Trams through the Client Profile as shown in the Profile section of the manual. Group names can be defined in Utilities|Setup|Groups. The Group name can be up to 10 alphanumeric characters. Group information received through interface using the 5GP entry is captured to the invoice and the payment group field (for the appropriate client payment closing the booking) for reporting and querying purposes. The group information can also be 10 alpha-numeric characters. Note: The Trams client profile is not updated with group information through the interface process. ADD GROUP ID 5GP REUNIONGRP ADD TO TVL LINE /AC1-*VCRCCL*TT9*TF350.00*GPDISNEY ADD TO MS LINE 5MS-9S*VCPRINCESS*TT9*TF1000.00*CM0*GPGROUPRMK Note: Group affiliations can also be identified in the Client Profile by adding a Group/Batch Name. See the Trams manual section on profiles for additional information. There is a Handling Groups in TBO document on our website at www.Trams.com|Products and Services|Trams Back Office|Documentation. It’s important to decide how to handle a group, before determining which method of tracking works best. Client Remarks Client remarks can be interfaced to Trams with the 5RK entry. A total of 60 characters can be included in the remarks field and used for Client reports. ADD CLIENT REMARK 5RK-CORP BILLING ADD CLIENT REMARK TO BOOKING 5MS-9S*VCRCCL*TT9*TF1000.00*CM0*RMCORP BILLING ADD REMARK TO TVL LINE /AC1-*RMPERSONAL LEISURE ADD AS PASSENGER STATEMENT REMARK -SMITH/[email protected]@FREEFLOW [email protected] Fare Savings Report Information Trams can receive fare Savings Report information through interface to produce Client Fare Savings Reports. The Fare Justification code is entered with the 5FJ entry and should match the Fare Code table in Trams. See the Trams Overview section for additional information. Full fare or High fare is entered with the 5FF entry followed by the full coach fare as defined by your clients’ travel policy. The lowest applicable fare can be included with the 5LF entry if needed for comparisons. For additional information on Fare Savings Reports see the REPORTS section of the Trams User Manual. ADD FARE JUSTIFICATION CODE: ADD THE FULL FARE AMOUNT: ADD THE LOW FARE AMOUNT: ADD AT BOOKING LEVEL OF HOTEL SEGMENT, IN THE /SI FREEFLOW AREA 5FJ EX 5FF 638.00 5LF 68.00 @[email protected]*FJEX*FF1000.00 FARE SAVINGS WITH PASSENGER ASSOCIATION FOR MULTIPLE TICKETS [email protected]/JOHN [email protected]/DAVE 12/23/14 133 FARE SAVINGS FOR NON ARC/BSP TNWNMK1AIR04JUL07JUL/AN-SOUTHWEST AIRLINES/CF-XYZW34/IC-230.00/CM-15.71/AC1-C*TF230 .00*SG*TT1*FF450.00*LF225.00*FJA FARE SAVINGS FOR SPECIFIC ARC BOOKING (CAN BE ADDED AT END OF AC LINE) *FVXXX.XX*CMYYY.YY*TFZZZ.ZZ X=Face value of the amount of ticket that appears in the face value field in Expanded Fare Info tab; Y=The commission earned by agency; Z=Total Fare collect from the agent. Sorting Multiple Branches Trams reads the ARC/BSP number included in the TAIR. Before interfacing multiple branches, setup Trams Utilities|Setup|ARC/BSP Numbers. Use the default branch 0 for the main office, and add the branches and details about the branches in the tables prior to your first interface session. Trams receives the invoices to the correct branch. Form Of Payment Override 5FP Trams receives the FOP used to create Worldspan generated tickets and invoices. No additional entries are required for interface. In Worldspan interface, we read the C/C Expiration Date from the primary form of payment, if present. The ability to override the FOP generated by Worldspan is to be used at the agencies discretion with a 5FP entry. The Form of Payment override can also be used at the booking level as shown in the descriptor codes available at booking level in the example section of this manual. Check or Cheque 5FPCH Check or Cheque 5FPCK Cash 5FPCASH All other entries are interpreted as credit card 5FPAX304172345667 Client payment options are available at the booking level to enhance the payment options available through interface. Such options include electronic fund transfers and credit card merchant pay methods. Client payment options must comply with the form of payment entered at the invoice level. To clarify the invoice Credit card FOP as CC merchant FOP for service charges. The expiration date entry must follow the CP4 entry. TNZZMK1SVC13MAR/AN-AGENCYNAM E/IC-25.00/AC1-S*TF25.00*FPCCAMEX123 4567890123*CP4*XP1202*TT11/CM-$25.00 Branch Override 5BR-7 WORLDSPAN does not include the ARC/BSP number definitions in the TAIR until level 16. To sort invoices in earlier interface levels by branch, you must include the branch designation with the 5BR entry in WORLDSPAN. Trams can track up to 249 branches. The main branch should be defined as branch zero (0) in Trams Utilities|Setup| Branches. Branch Override [email protected] Override to specific branch and associated ARC/BSP number (does not appear on invoice) 5BR-7 (dash is mandatory) 134 12/23/14 Override to specific branch and different ARC/BSP number (does not appear on invoice) 5BR-7*01234567 Face Value and Income Earned 5FV Discounted Cash or Check FOP transactions can be included for interface. Enter the fare charged to the client with the 5FV entry followed by the net commission earned (commission minus discount). TOTAL FARE TO CLIENT FOLLOWED BY THE NET COMMISSION EARNED (COMMISSION MINUS DISCOUNT): 5FV-500.00*45.00 FACE VALUE WITH PASSENGER ASSOCIATION FOR MULTIPLE TICKETS 5FV-500.00*[email protected]/JOHN 5FV-340.00*[email protected]/DAVE Example: An ARC ticket for $385.95 is sold to the employee at a net fare. By entering the above information for Face value, Trams captures the correct amount to be collected from the employees 0.00 commission earned, and the real value of the ARC document from the ticketing information. Trams interprets the transaction as follows for accounting and the ARC report. The invoice reflects the amount to collect from the customer in the total fare. Base fare and Taxes can be changed manually, but neither affects the ARC report. TOTAL FARE:350.86|BASE FARE:324.91|TAXES 25.95|COMMISSION:0.00 The expanded fare information screen reflects the Face Value of 385.95 The ARC report shows the correct totals for reporting to ARC. GROSS FARE:385.95|COMMISSION:35.09|RATE:10.00|NET REMIT:350.86 Note: This is not to be used for Credit Card transactions to ARC. Segment Information An accurate Fare-by-Leg for non-ARC/BSP air bookings, or ARC/BSP bookings that do not have the Fare-by-Leg included, is calculated by using a mileage formula when mileage is present in the interface record. When mileage is not present in an interface record then Fare-by-Leg is be calculated as presently done, by dividing the base fare by the number of Origin/Destination trips. Capturing Foreign and Local Currency Trams captures Foreign Currency and Local Currency for each booking where both are present. The local currency populates the General Tab Total Fare and the Foreign Currency populates the Total Fare on the Foreign Currency Tab. We read automated HK segments when both local property currency and local agency currency are included in the PNR. 12/23/14 135 Mileage Trams captures segment mileage if present in the TAIR. The mileage is recorded under the segment tab of the invoice booking. This information may also be entered manually in Trams. Partial Payment 5PP Trams has the ability to interface a Partial Payment. Only one partial payment is allowed per booking. The partial payment applies to the invoice level and not the booking level. No credit card (CC) transactions can have a partial payment, only Cash/Check & CC Merchant payments. You must have the box "Allow Cash/Ck Payments" in Utilities|Setup|Global Defaults|Interfacemailmerge Prompt tab "Checked", or this partial payment enhancement will not be active for the Cash/Check partial payments, but, is not required for the CC merchant partial payment to interface. The entry for your GDS needs to contain (amount), (form of payment), (Check or CC Number/expiration date for CC Merchant). All other forms of payment are ignored (including the form of payment in the AC 1 of a travel segment, when the 5PP entry is present. CASH 5PP100.00*CASH CHECK OR CK 5PP100.00*CHECK*5432 CHEQUE 5PP100.00*CHEQUE*5432 CREDIT CARD MERCHANT 5PP100*4855265986325645/0504 DESCRIPTOR CODES - Valid at Invoice Level Descriptor codes entered as a WORLDSPAN remark applies to the entire invoice and cannot be strung together. Trams recommends a maximum of 45 alphanumeric characters in the 5 remark for Trams entries. WORLDSPAN descriptor codes valid with the 5 entry are not interpreted unless defined here. 5[code][data] CODE LENGTH DESCRIPTION EXAMPLE AN 10 ALPHANUMERIC CUSTOMER ID MUST MATCH INTERFACE ID IN CLIENT PROFILE AN3106418726 ANUNIVERSITY FV 13 TOTAL FARE TO CLIENT FOLLOWED BY NET COMMISSION EARNED(COMMISSION MINUS DISCOUNT) FACE VALUE PER PASSENGER FV-1200.00 FV-1200.00*300.00 FV-1200*300 FARE JUSTIFICATION CODE AS DEFINED IN UTILITIES/SETUP/FARE CODES FJA FJEX PER PASSENGER [email protected]/JOHN FJ 136 6 FV-1200*[email protected]/JOHN 12/23/14 FF LF 13 13 FULL FARE FOR FARE SAVINGS TRACKING FULL FARE PER PASSENGER FF650.00 LOW FARE FOR FARE SAVINGS TRACKING LOW FARE PER PASSENGER LF69.00 [email protected]/JOHN [email protected]/JOHN MI 10 Indicates the marketing ID (code) (IC's client profile Interface ID) for each invoice created by the IC who chooses not share their client profile information with the Host agency (single House Account client profile). MIXXXXX UD 60 USER DEFINED INTERFACE DATA CAN BE USED FOR ANY CUSTOMER DATA YOU WOULD LIKE TO TRACK FOR REPORTING PURPOSES UD1 COUPON PROMO UD2 EMP NUMBER GP 10 GROUP AFFILIATION INCLUDED IN INVOICE AND PAYMENT GROUP FIELD GPTAHITI97 IM 35 INVOICE REMARKS IMFAMILY PLAN RM 45 CLIENT REMARKS SHOW ON CLIENT STATEMENTS AND SUMMARIES RM-CORP BILLING NOTE: WHEN ADDED AT INVOICE LEVEL, REMARK ARE DISPLAYED ON EVERY BOOKING IN THE TRAMS INVOICE. DP 20 SA 10 11 16 OA 12/23/14 10 11 16 DEPARTMENT DPSALES DP00234 TO IGNORE THE BOOKING AGENT TO OVERRIDE BOOKING AGENT TO OVERRIDE COMM% TO ADD SALES AGENT REMARKS SASA-32 [email protected] [email protected]@CRUISE PROMO OUTSIDE AGENT ADDED TO BOOKING COMMISSION% OR AMOUNT OVERRIDES% IN AGENT PROFILE SALES AGENT REMARKS OA-44 [email protected] [email protected]@UA OVERRIDE 137 BR 12 TO OVERRIDE THE AGENCY BRANCH NUMBER ONLY. TO OVERRIDE THE ARC/BSP NUMBER OF THE BRANCH OVERRIDE TO A DIFFERENT BRANCH BR-99 BR-99*01234567 FP 45 INTERFACE NO FORM OF PAYMENT FORM OF PAYMENT CHECK FORM OF PAYMENT CASH FORM OF PAYMENT CREDIT CARD FP FPCK FPCASH FPAX3782443987654 FPAR 45 AR (Accounts Receivable) can be added for use with *FP at the Invoice and Booking levels. When the Allow Cash/Check Payments option in the Utilities|Setup|Interface Mailmerge tab is checked and the *FPAR override format is added, the invoice bookings interface as Open and appear on Client Balances & Statements. FPAR Enables agencies to streamline the processing of receipts in the back office. IC INDEPENDENT CONTRACTOR CODE. THE IC AGENCY ENTERS THE IC CODE FROM THE "HOST" AGENCY. (FOR MORE DETAILS SEE THE TBO MANUAL OR HELP SCREEN) ICXXXXXXX IV 8 Override the GDS Invoice Number IV123456 IX 1 1 International Indicator IXI IXT IXD 1 1 Transborder Indicator Domestic Indicator *Use only at invoice level for ARC/BSP. PP 138 PARTIAL PAYMENT PARTIAL PAYMENT PARTIAL PAYMENT PARTIAL PAYMENT PARTIAL PAYMENT MERCHANT CASH CHECK CK CHEQUE CC PP100.00*CASH PP100.00*CHECK*5432 PP100.00*CK*5432 PP100.00*CHEQUE*5432 PP100.00*4888602388226584/0 504 12/23/14 RK 45 CLIENT REMARKS SHOW ON CLIENT STATEMENTS AND SUMMARIES NOTE: WHEN ADDED AT INVOICE LEVEL, REMARKS ARE DISPLAYED ON EVERY BOOKING IN THE TRAMS INVOICE. RK-CORP BILLING DESCRIPTOR CODES - Valid at Booking Level Many transactions can be entered via the WORLDSPAN accounting remarks in the TN line. This entry does not affect the WORLDSPAN invoice, but is included in the WORLDSPAN TAIR to Trams. The [ - ] dash is MANDATORY for TBO DESCRIPTOR CODES which are Valid at the Invoice Level and entered as a 5 remark. ** in Worldspan. Descriptor codes entered as a WORLDSPAN remark applies to the entire invoice and cannot be strung together. Trams recommends a maximum of 45 alphanumeric characters in the 5 remark for Trams entries. Trams defined descriptor codes valid with the 5 entry are not interpreted unless the 2 letter code is followed by a dash. Please update your scripts, Worldfiles and PNR rules accordingly. Note: Entering a -D in the option field of the Interface download screen makes TBO ignore the mandatory dash. There is a chance, when using this option that the remark 5SANDY could be read as "SA", an override of the Original Sales Agent. Descriptor codes tell Trams what type of data you are transmitting. (For samples of transactions that utilize descriptor code in the TVL segment, see the section entitled, Non-ARC Transactions.) .....AC1-S*VC[vendorcode]*TF[totalfare]*TT[traveltype]/........ CODE LENGTH DESCRIPTION EXAMPLE VC 10 Alphanumeric Vendor Code should match Interface ID in Vendor Profile VC002505 VCRCCL VN 40 Vendor Name should match Name in Vendor Profile VNPRINCESS CRUISES TT 10 Travel Type numbers are found under Utilities|Setup|Travel Type TT4 TF 13 Total Fare (amount charged to Client) TF595.00 TY 2 To change the Travel Type on an automated ARC/BSP. TYXX CM 7 13 Commission override percent% CM15 CM$25.50 SB 3 Submit To override SBCOM SBSUP SBARC BF 13 Base Fare BF421.48 *FB override on the MS line to set the fare basis code for all segments linked to the booking. *FB on the MS line FB 12/23/14 Commission override Amount 139 Tax [Optional Tax ID] Amount with decimal [25.00] TX25.00 Note: Tax codes may be entered individually in the following format: TXUS13.00*TXXT3.00*TXXY6.00 VALID IN BSP VERSION ONLY Note: TBO automatically zeros out GST/QST/VAT on commission for International Air Bookings processed via Interface A=No GST or QST GQA B=GST only GQB C=QST only GQC D=GST and QST GQD GC Overrides the auto-calculations on GST GC10.00 QC Overrides the auto-calculations on QST QC5.00 TX 13 GQ 1 AL 2 Validating Carrier [mandatory for ARC/BSP transactions entered with MS line] ALUA CF 24 Confirmation number CF123456789 TK 20 Ticket number [mandatory for ARC/BSP transactions entered with MS line] TK8031234567890 SG 0 No data required - captures segment information from Air segment in PNR on non-ARC/BSP suppliers SG OR SG 01 02 03 04 (to specify air segments, include segment number) FV 13 Total Fare to client followed by net commission earned(commission minus discount) FV1200.00 FV1200.00*300 FJ 6 Fare Justification Code as defined in Utilities|Setup|Fare Codes FJA FJEX FF 13 Full Fare for Fare Savings Tracking FF650.00 LF 13 Low Fare for Fare Savings Tracking LF69.00 PN 30 Passenger Name PNJOHN SMITH NP 2 Number of Passengers for Car Booking NP3 NR 2 Number of Rooms for Hotel Booking NR1 DE 10 Car/Hotel Description DEICAR DESNGL 140 12/23/14 DP 20 SA -10 11 11 15 Department Information DPSALES DP00234 Override original sales Agent SA32 SAMM 25 OA70 $50.00 SA8M 30 CRUISE PROMO Override Commission% Override Comm amount Sales Agent Remarks OA 10 11 11 16 Add Outside Agent OA44 OA70 30 OA70 $50.00 OASUE 30 UALSPCL Override Commission% or Amount overrides Sales Agent Remarks PD 8 PI Payable Date format DDMMYY PD31AUG96 To create a booking for each invoice generated from one PNR (i.e service fee’s) PI RL 5 Specifies a booking-level Record Locator *RLXXXXX UD 60 User Defined Interface Data -received in UDID field UD1 FREEFLOW (Space required between fields) FD 7 Final Payment due date for reports FD03MAY98 FA 9 Final Payment Amount FA3000.00 FC 9 Final Commission Amount FC360.00 VR 45 Vendor Remarks print on Vendor statements VR-NONREFUNDABLE RM 45 Client Remarks print on Client statements RM-CORPCHARGE ED 7 End date or Arrival date ED30JUN98 SD 7 Start date or Departure date SD22JUN98 IT 45 Manual itinerary ITLAXSFOLAX FP 45 Interface No form of payment Form of payment check Form of payment cash Form of payment credit card FP FPCK FPCASH FPAX3782443987654 OT 10 Indicate the original ticket number for non ARC/BSP ticket exchanges OT1234567890 EX 3 Indicate the ticket type for ARC/BSP air EXE Even Exchange EXR Refund Exchange EXA Add collect 12/23/14 non 141 CP XP 1 4 BK Client Payment Method used in conjunction with a valid Form of Payment entry 1=CASH 2=CHECK 3=CREDIT CARD 4=CC MERCHANT ACCOUNT Note: Add credit card information to the CC Merchant format. 5=ELECTRONIC FUNDS TRANSFER (EFT) 6=OTHER Global CP override for ARC/BSP 7= ACH OPTION to *CP override entry CP1 CP2 CP3 CP4 or CP4*cccc cccc cccc/mmyy CP5 CP6 *CP7=ACH Credit card expiration date - may be used with the FP and CP form of payment codes on MS line and AC1 of the Worldspan travel Segment only XPMMYY Alternate CC Merchant Bank Account BK MM=MONTH YY=YEAR CC 3 Currency Code CCJPY CV 10 Foreign Currency Amount CV590.00 Ignores an otherwise valid accounting line. For example, if you have a discount line that you would like to ignore, *IG on the discount line instructs TBO to ignore that line and not include it in the invoice. *IG on the accounting line IG OT 10 Indicate the original ticket number for non ARC/BSP ticket exchanges OT1234567890 EX 3 Indicate the ticket type for non ARC/BSP air EXE Even Exchange EXR Refund Exchange EXA Add collect IN 1 1 1 International Indicator Transborder Indicator Domestic Indicator INI INT IND Hotel and Car Segments Standard WORLDSPAN formats for booking Cars and Hotels interface to Trams without additional formats. Trams captures the segment as a Commission Track booking. Descriptor codes may be used at the booking level for manual sell segments. See the Descriptor Code chart. Itinerary information interfaces with a valid invoice only. Notes: ****When processing Car and Hotel interface records, where there's a foreign currency and no equivalent local currency, we now try to do a lookup in the currency conversion table and use that rate if present. If no rate is found, the local currency is set to zero. For this feature to work properly, the TBO user must insure that Currency Codes and Conversion Rates are set up for each currency that may be 142 12/23/14 interfaced, in Utilities|Setup|Conversion Rates. ****Trams reads Worldspan Hotel Bookings as the daily rate times the number of days and the number of rooms. 175 x 3 rooms = 525 and 175 x 1 room = 175 (700.00 Total). ****TBO excludes car vendor profiles when searching by interface ID if there's a property code (i.e. Hotel). This prevents bookings from being processed to a car profile that has the same two letter code as a hotel chain code. In the past when a hotel property did not exist in Trams prior to interface, bookings could be processed to a car profile with the same ID as a hotel chain code. ****TBO no longer reads the NM- field for Worldspan hotels and instead use the first passenger name on the PNR for passenger name consistency. Weekly Car RateDrop-off City Code: Trams reads the weekly car rate fairly accurately by using the weekly rate and 1/7 of the weekly rate for extra days. The weekly rate is used when available. (We do not mix weekly with given XD or XH rates.) TBO reads the drop-off city code for automated cars in Worldspan when present in the Worldspan interface record. The drop-off city is displayed as a second city in the itinerary field in the general tab of the TBO booking screen. Foreign Currency: Trams reads the total fare in whatever currency booked, unless the USD equivalent exists in the record. Automated Hotel Segment Hotel segments booked through WORLDSPAN interface to Trams with the following defaults. The total fare is determined by calculating the number of nights by the nightly rate. A commission of 10% is assumed for all bookings. Trams does not capture itinerary items unless part of a valid invoice. For invoicing hotel only use: EZNI#NT#IR#*I For subsequent hotel updates use:EZNI Notes: TBO interfaces the RG1-, RQ1-, and RT1- fields. The Room Type (R-) is now captured from the automated hotel bookings. For automated Hotel bookings, Trams reads the G-CC field, if present, to populate the CommTrackCCNo with the credit card number used to guarantee the booking. For any Comm Track booking where no CommTrackCCNo is specified, Trams reads the PNR FOP (if C/C) as CommTrackCCNo and capture on the Expanded Fare Tab of the booking. Automated Car Segment Trams reads the drop-off city code for automated cars when present in the Worldspan interface record. The drop-off city is displayed as a second city in the itinerary field on the General Tab of the booking screen. Itinerary Updates 5HU- Trams added a Seek and Replace interface enhancement for Car/Hotel & Air Flight Change Itineraries in Worldspan. For all Worldspan PNR's coded with a HU- on the WorldSpan (5) remarks line, Trams reads Itinerary information transmitted from WorldSpan. To issue an Itinerary in WorldSpan that creates an Interface Record, you need to issue the Itinerary with an EZNI Command. For all Commission Track Car and Hotel records or Air Flight Changes in the Itinerary, Trams interfaces and processes these Non-Invoiced records and searches for existing invoices in the system by WorldSpan Record Locator. If no HU- entry is entered into the WorldSpan PNR then the itinerary is not read or processed by Trams. Any Tour or Cruise records are ignored. Only Car and Hotel and Air Flight Change records are read. When TBO finds one or more invoices with the same Record Locator that is in the Itinerary Record, it voids any existing commission track records in any or all invoices and adds the most current CAR and HOTEL records only to the most recently dated invoice in the system. If commission track records do 12/23/14 143 not exist in the invoices, new ones are added. The most recent invoice in Trams contains the most recent Car and Hotel records from the WorldSpan PNR. Canceled and duplicate records are automatically voided from Trams leaving only current not canceled bookings to track. Trams uses the default Travel Categories in Utilities|Setup|Global Defaults|Travel Types to distinguish car and hotel bookings from other commission track bookings. For WorldSpan itineraries with a HU- command in the PNR, certain air segment information (Arrival/Depart Dates & Times and Flight #s) updates existing Trams Invoices with this updated flight information by matching Invoices with the Record Locator Number. Only matching segments [based on depart city] are updated. New segments are not added and existing cities are not changed (such as a new connecting city on the return). If an Itinerary Update doesn't find a matching invoice, a message is added to the processing log and the record is deleted. There is no chance to reprocess the record. Non-Automated Hotel Segment Manual hotel segments need additional information for Trams to process. This can be entered in the sell segment of the hotel booking before driving the invoice. Data entered as free flow information following the /AC1- or the /AC2- does not print on the WORLDSPAN invoice. To avoid misreading of rates quoted, use the RG rate whenever possible or enter the total fare entry. Inhibit printing of SI remarks with *CX at the Invoice Command. Passive Hotel Segment with additional TAIR data TNHHMK1HTL12APRN3/AN-ATLANTA HILTON/AA1-1234 PEACHTREE LANE/AA2-ATLANTA GA/AP-404-555-1212/AR-SAUNA AVAILABLE/FG-66523HILTON/RG-250.00/CF12345/AC1-*VCHHATL*CM 15/AC2-*ED15APR or [email protected]/C-SI/H-SHERATON LAX/R-2A2T/RT-8500/CF-12345/SI-*CM12 or after SI-freeflow info, must add @[email protected] SI-RQST [email protected][email protected]*FF-1000.00 Automated Car Segment Automated Cars booked in WORLDSPAN interface to Trams without additional data. Trams does not capture itinerary only items. For invoicing hotel only use: EZNI#NT#IR#*I Note: If foreign currency information is available in booking, this interfaces to the Foreign Currency area in TBO invoice. Non-Automated Car Segment Manual car segments need additional information for Trams to process. This can be entered in the sell segment of the car booking before driving the invoice. Data entered as free flow information entered after the AC1- or AC2- entry does not print on the WORLDSPAN invoice. Override information following the SI- 144 12/23/14 print on the WORLDSPAN invoice. To inhibit printing of SI- remarks add *CX at the Invoice Command. PASSIVE CAR SEGMENT WITH ADDITIONAL TAIR DATA TNZEMK1CARD415JUL20JUL/AA1-OHARE AIRPORT/AA2-CHICAGO IL 60616/AP-312-555-1212/BS-1234567/RQ-USD 69.99/CP-12/VT-LCAR/CD-WS165555/CF-6268953 32/AC1-*RM MUSTANG CONV/AC2-*CM 15 OR [email protected]/CZE/VICAR/ARR-9A/PSX/R T-USD20000WK /CF-123456/SI-*CM$25.00 ARC/BSP Ticketing and Invoicing The following procedures for ticketing and invoicing are examples for handling various transactions that interface successfully to Trams. Refer to WORLDSPAN Help files INFO EZMAN or INFO EZOVR for additional information on invoice and ticketing commands. Trams can accept a maximum length of 6 digits for the invoice number. Notes: **Automated MCO service fees in Worldspan always create a separate payment record. When you void the ticket the fee MCO remains closed with its own payment. With the ability to void an invoice with multiple CC payments without having to separately void the payments, voiding both the ticket and MCO should also is a simple process. **We process automated MCO refunds the same as ETR E-ticket refunds for Worldspan, updating the face value in the refund booking with the total fare coming from the ETR. The total fare would be the same as the original ticket. **Override the travel type on automated ARC/BSP transactions by using *TY. Sample Worldspan Invoice & Ticketing Commands EZ GENERATES TICKET, INVOICE AND TAIR EZTL GENERATES TICKET, INVOICE AND NO TAIR EZI GENERATES TAIR EZ#SI GENERATES SEPARATE TICKET, INVOICE, AND TAIR FOR EACH PASSENGER IN THE PNR EZLI#MT GENERATES INVOICE AND TAIR FOR NON AIR PNR EZLI#4T GENERATES INVOICE AND TAIR FOR 4FLT HAND WRITTEN TICKET EZLI#PT GENERATES INVOICE AND TAIR FOR A PREPAID TICKET (PTA) EZLI#SX GENERATES INVOICE AND TAIR FOR ALL SEGMENTS EXCEPT AIR Issue Automated ARC/BSP Ticket Create the WORLDSPAN PNR; and issue the ticket and invoice with the following format:EZ Issue Invoice for Hand ARC/BSP Ticket 12/23/14 145 Create the WORLDSPAN PNR including air segments; and add Ticket Remark when driving the ticket: EZLI#4T0151234567890#@B334.07/X25.93/T360.00#K$33.41#CTW Issue Invoice for Prepaid Ticket Advice (PTA) Create the WORLDSPAN PNR; and add Ticket Remark with the Prepaid Ticket indicator; Prepaid Charges; Prepaid Ticket number when driving the invoice. Include the prepaid fees in the base fare. EZLI#PT0124411333444#@B334.07/X25.93/T360.00 #K10#CTW OR EZLI#PT0018031234567#LP35.00T35.00 ISSUE INVOICE FOR MISCELLANEOUS CHARGE ORDER (MCO) Create the WORLDSPAN PNR including MCO information in the TVL segment. TNNWMK1AIR25JUN29JUN/IC-590.00/AC1-A*TK8011223334*TF590.00*A LNW*TT5*SG/CM-65.06/CF-123456/FF1-FREE FLOW Add MCO document number when driving the invoice. EZLI#NT8011234567 Automated MCO For Service Fee Create the WORLDSPAN PNR with the appropriate formats. Trams receives the automated MCO’s for Service Fee’s with no additional entries. Agency must have the Trams version 3.02.04 for DOS or 1.05.02 for the Windows version or above and be on the WORLDSPAN Interface Level 21. Worldspan has implemented Automated MCOs for Residual Value in the U.S., that provide Worldspan users new functionality to be able to issue the automated MCO for a residual value in the same transaction with the exchange (new) ticket. The Worldspan Residual Value MCO when issued as part of an even exchange or exchange add collect is processed in TBO as a Refund Invoice. The new ARC airline ticket is processed for the exchanged value of the new ticket, including penalties. The Residual value MCO is processed for the value of the MCO to be used for future travel and appears as a credit balance on the client's account. Note: Automated MCO service fees in Worldspan always create a separate payment record. When you void the ticket the fee MCO remains closed with its own payment. With the ability to void an invoice with multiple CC payments without having to separately void the payments, voiding both the ticket and MCO should also is a simple process. Automated MCO for Refunds We now process automated MCO refunds the same as ETR E-ticket refunds for Worldspan. Electronic Ticket Refund - ETR 146 12/23/14 Interface captures TAIRS created when generating an electronic ticket refund, however the information is limited and no invoice number is generated by Worldspan. To accommodate this during processing, TBO queries the original sales invoice and uses the information from that invoice to build the refund invoice. The refund invoice appears on the screen for you to modify or approve and save. Exchange Ticket Exchange Transactions interface with no additional entries. Refer to the WORLDSPAN Help reference HELP EXCHANGE for ticketing and invoicing formats. For ARC/BSP transactions to interface with an exchange, you need to select the option Allow Comm Track On Exchanges in Utilities|Setup|Global Defaults|Interfacemailmerge Prompt. Voided Tickets Voided Tickets interface to Trams with the following rules. The invoice must contain only ARC/BSP ticket booking. The invoice must be open or paid by credit card, and the payment must only be applied to the invoice with the voided tickets. Invoices with multiple tickets will need to be adjusted manually. If you do not wish to interface voids, there is an option in the Global Default (Utilities|Setup|Global Defaults) menu where that option may be disabled. Discounts TVL entries with a negative total fare and commission amount (i.e refund or discounts) must now have an TBO FP code to indicate form of payment (FPCASH). If the FP code is absent, the payment is read from the invoice FOP. TNZZMK1AIR04JUL07JUL/AN-DISCOUNTS/IC-100.00/CM-100.00/AC1-S*VCDISCOUNTS*TF-100.00* CM$-100.00*TT1/FF1-FREE FLOW REMARKS Non-ARC/BSP Supplier Invoice The issuance of invoices for non-ARC/BSP items are dependent on the use of WORLDSPAN TVL segments. Trams reads the following Associate Type Codes: AIR, CAR, CRD, CRU, HTL, TUR, ACC, SVC, BKG, TKT, SVF, INS, TRN and LMO. Note: Trams ignores TVL segments with the WORLDSPAN field identifier SO-X. 1 TN Function identifier (Travel Need) 2 ZZ GENERIC VENDOR CODE OR WORLDSPAN CODE (HI, TW, ZE) 3 MK1 Segment status and number in party 4 CRU Associate type code 5 9OCT Date information (9OCT17OCT) 6 /AN-ROYAL CARIBBEAN Worldspan field identifier and information Trams reads the following Worldspan field identifiers: AC1,AC2,AN,CF,CM,CP,CRD,RCA,P,RG,RQ. Create the TN segment as normal but add the field identifier AC1 or AC2 to include field identifiers unique to Trams as shown in the examples that follow. 12/23/14 147 Trams offers 3 booking types. Refer to the INVOICE section of the user’s manual for additional information on booking types. When entering a TVL segment in WORLDSPAN, you can identify the segment as a Supplier or Comm Track booking type. On the AC- line, the first character after the AC- entry and before the * indicates the Submit To or booking type. S = Supplier A = ARC C = Comm Track Trams does not translate the FOP for Non-ARC Suppliers unless the “Allow Supplier Payments” option in Utilities|Setup|Global Defaults is enabled (checked). Toursource Trams reads Toursource bookings. Modify the TVL created by Toursource, if needed. But it’s the segment that has the rate that Trams reads, so that is the one to add the AC1 data. Issuing Invoice for Tour Deposit APPEND A TVL LINE TNZZMK1TUR15MAY20MAY/AN-APPLE VACATIONS GETWAY/CF-1234567 /IC-200.00/CM-0/AC1-S*TF200.00*TT9*VCAPPLE*FA2200.00*FC 240.00*FD15APR99/FF1-FREE FLOW REMARKS Trams does not read the IC or item cost from the TVL segment, to allow for the use of the following net invoicing example. The IC-field is used on the WORLDSPAN Itinerary Invoice to show the customer their Item Cost (IC-) minus the Amount Credited (CRD-) to come up with the net Amount Due (DUE-). Trams reads the CRD as if it was the Total Fare to the client. NET INVOICING FOR BALANCE DUE TNZZMK1TUR15MAY20MAY/AN-APPLE VACATIONS GETAWAY/CF-1234567 /IC-2400.00/CRD-200.00/CM-0/AC1-S*TF200.00*TT9*VCAPPLE*FA22 00.00*FC240.00*FD15APR99/FF1-FREE FLOW REMARKS Issuing Invoice for Tour Final APPEND A TVL LINE TNZZMK1TUR02JUN13JUN/AN-DELTA FLYAWAY/CF-1234567 /IC-1305.00/CM-159.00/AC1-S*TF1305.00*TT10*VCDELTA/FF1-FREE FLOW Issuing Invoice for Cruise Deposit APPEND A TVL LINE TNZZMK1CRU05MAY12MAY/AN-ROYAL CARIBBEAN CRUISES/CF-1234567/IC-500.00/CM-0/AC1-S*VCRCCL*TF500.00*TT4* ITMIA*FD04APR99*FA4500.00*FC650.00/FF1-FREE FLOW REMARKS AS A NET DUE INVOICE TNZZMK1CRU05MAY12MAY/AN-ROYAL CARIBBEAN CRUISES/CF-1234567/IC-4500.00/CRD-500.00/CM-0/AC1-S*VCRCCL*T T4*ITMIA*FD04APR04*FA4500.00*FC650.00/FF1-FREE FLOW REMARKS 148 12/23/14 Issuing Invoice for Cruise Final APPEND TVL LINE TNZZMK1CRU05MAY12MAY/AN-ROYAL CARIBBEAN CRUISES/CF-1234567/IC-4500.00/CM-650.00/AC1-S*TT5*VCRCCL*TF4 500.00*ITMIA/FF1-FREE FLOW REMARKS Note: Trams does not read the IC or item cost from the TVL segment, to allow for the use of the following net invoicing example. The IC-field is used on the WORLDSPAN Itinerary Invoice to show the customer their Item Cost (IC-) minus the Amount Credited (CRD-) to come up with the net Amount Due (DUE-). Trams reads the CRD as if it was the Total Fare to the client. Issuing invoice for Service Fees How service fee bookings are accounted for, are often determined by the client form of payment options. Service fees can be entered by appending the TVL line with the AC1 or AC2 fields. Client payment options are described in the booking code description table. Trams recommends you enter 96.5% of the total fare as the commission in TAFP bookings. AS A SUPPLIER BOOKING WITH FOP CHECK TNZZMK1SVC13MAR/AN-TRAVELAGENCYNAME /IC-15.00/AC1-S*TF15.00*FPCHECK*TT11/CM-15.00/CF-12 34567 A SUPPLIER SALE FOR CC FOP IF THE AGENCY ACTS AS THE CC MERCHANT TNZZMK1SVC13MAR/AN-AGENCYNAME/IC-10.00 /AC1-S*TF10.00*FPCCAMEX1234567890123*CP4*TT11/CM-9. 65/CF-1234567 A SUPPLIER SALE FOR CC FOP IF THE AGENCY HANDLES THRU TAFP TNZZMK1SVC13MAR/AN-AGENCYNAME/IC-10.00 /AC1-S*TF10.00*FPCCAMEX1234567890123*TT11/CM-9.65/C F-1234567 Issuing Invoice for Non-automated ARC/BSP Air For TVL segments with the associate type AIR, Trams will look for a CM-, CP-, CRD-, RG- or RQ- entry. If none of these codes are present, it is assumed it is an air segment and not a booking. This means all TVL AIR segments entered to capture ticketing information in the back office need to have one of the above codes before or after the AC1 information or it will be ignored by Trams Air (Flight) Segment Information will be captured from the TVL. Each segment must be listed on a separate TVL line and must include the following Worldspan codes: FLT-,CC1-,CC2-,TD-,TAThe ticket information needs to be entered in a separate TVL segment. FLIGHT INFORMATION ENTERED IN A TVL LINE 12/23/14 TVL HP MK1 AIR 04JUL04/FLT-1611/CL-Y/CC1-MDW/TD-645A/CC2-MDW/TA-605A 149 *Note: the following example would also apply to Internet bookings. ENTER AS AN AIR TVL SEGMENT. TNHPMK1AIR04JUL07JUL/AN-AMERICA WEST /CF-YHU9P/IC-230.00/CM-15.71/AC1-A*ALHP*TK1234567890* TF230.00*SG 01 04*TT1/FF1-FREE FLOW REMARKS Note: To specify a base and tax amount use the BF and TX codes instead of TF for Total fare in the AC1 area of the Travel segment. Note: For WorldSpan AIR TVL Segments that create a booking, we enable the *SG (Segment Data) by default so that air segments are included in the Trams invoice booking, under the segment tab. The *SG entry allows the user to specify which segments are to be included. The format is "*SG 01 02 03 04" where each segment number is separated by a space. You can specify the proper segments for each booking in an invoice. Issuing Invoice for Non-ARC/BSP Air For TVL segments with the associate type AIR, Trams will look for a CM-, CP-, CRD-, RG- or RQ- entry. If none of these codes are present, it is assumed it is an air segment and not a booking. This means all TVL AIR segments entered to capture ticketing information in the back office need to have one of the above codes before or after the AC1 information or it will be ignored by Trams Air (Flight) Segment Information captured from the TVL. Each segment must be listed on a separate TVL line. The ticket Information will also need to be entered in a separate TVL segment. ENTER AS AN AIR TVL SEGMENT TNWNMK1AIR04JUL07JUL/AN-SOUTHWEST AIRLINES /CF-YHU9P/IC-230.00/CM-15.71/AC1-C*BF214.29*TX15.71*SG*TT1/FF1FREE FLOW REMARKS Note: To specify a base and tax amount use the BF and TX codes instead of TF for Total fare in the AC1 area of the Travel segment. Issuing Invoice for Insurance ENTER AS AN INS TVL SEGMENT TNWNMK1INS04JUL07JUL/AN-VOYAGEUR/CF-YHU9P /IC-20.00/CM-2.00/AC1-S*VCVOYAGEUR*TT7 *TF20.00*CM$2.00*CF10732378*TXCA1.80 VALID IN BSP VERSION ONLY A=NO GST OR QST B=GST ONLY C=QST ONLY D=GST AND QST GQA GQB GQC GQD Split Form of Payment Trams processes payment information at the booking level. This allows a different FOP for each booking. A single booking, however should include a single FOP. When receiving a split form of payment from the customer for a single transaction, you must account for the transaction with separate bookings. This records 150 12/23/14 the proper fare and commission totals for clients and vendors RECORD CASH SALE TNZZMK1TUR15MAY20MAY/AN-APPLE VACATIONS GETAWAY/CF-1234567/IC-200.00/CM-0/AC1-S*TF200.00*SG*TT9*F PCK/FF1-FREE FLOW REMARKS RECORD CC SALE TNZZMK1TUR02JUN13JUN/ANDELTA FLYAWAY/CF-1234567/IC-1305.00/CM-159.00/AC1-S*TF1305.00*F PAX3742333456782*SG*TT10/FF1-FREE FLOW REMARKS Segments can also be entered with a 5MS- remark. These segments do not appear on the WORLDSPAN invoice. Use a segment number larger than any segment in the PNR as these segments override the WORLDSPAN TVL segment. Note: Each MS line that is entered that relates to the same booking should use the same segment number. Use different segment numbers for different bookings. 5MS-[SEGMENT #][BOOKING TYPE]*VC[VENDOR CODE]*TT[TRAVEL TYPE]*TF[TOTAL FARE]*CM[COMMISSION] 12/23/14 151 152 12/23/14
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