CrossCheck Travel 3.1 Client Management Guide

CrossCheck Travel 3.1 Client Management Guide
CrossCheck Travel 3.1
Client Management Guide
INTRODUCTION
7
Welcome . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
How to Use this Guide. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Access . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Navigation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Conventions Used in this Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
How to Use CrossCheck Travel. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
System Components . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
System Overview. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
GETTING STARTED
17
Opening CrossCheck Travel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Logging In . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Change Password. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Log In Error: Version Mismatch . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Screen Layout . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Menu Bar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Toolbars. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
MyCCT Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Message Bar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Work Area / Splash Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
About CCT. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Navigation Tips . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Useful Keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Adding Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
MYCCT
29
Navigating MyCCT . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Refreshing MyCCT . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Customising MyCCT. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
Splash Screen. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
Creating a Splash Screen Entry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
Changing a Splash Screen Entry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Deleting a Splash Screen Entry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Trips . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
Trip Search . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
Preset Search . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
Hotel Commission . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
Clients . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
Client Search . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
Preset Search . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
Creditors. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
Debtors. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
Cashbook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
Action Items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45
Creating Action Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
History . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
Message Alerts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
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CrossCheck Travel 3.1 Client Management Guide
Important Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51
Other . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
CLIENT FILE
53
Opening Client Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
Creating Client Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
Client Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55
Trips Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57
Cards Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
Passport Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
Preference Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
Additional Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
Marketing Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
Comments Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
Client File from a Trip File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67
Copying a Client File. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69
Associated Client Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70
Creating an Association. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70
Removing a Client File from an Association . . . . . . . . . . . . . . . . . . . . . 72
Deleting Client Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
Uploading Client Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74
Transmitting the Upload . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76
Associated Client File Upload. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77
Uploading Multiple Client Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78
TRIP FILE
79
Opening Trip Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79
Creating Trip Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79
Manually Creating Trip Files. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80
Trip File Action Buttons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82
Downloading to a Manually Created Trip File . . . . . . . . . . . . . . . . . . . . 82
Quick Trip . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84
Quick Trip Screen Sections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85
Service Fee Quotes Generated from the Quick Trip Window . . . . . . . . 89
Creating a Trip File from a Client File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89
Trip File Tabs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90
Trip Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90
Segments Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94
Fees Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94
Quotes Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98
Clients Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100
Frequent Flyer Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100
Accounting Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101
Comments Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103
Workflow Action Items Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103
Automatically Creating Trip Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104
Downloading . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104
Downloading with Duplicate Record Locators . . . . . . . . . . . . . . . . . . . 105
Downloading Past Date Booking Files (PDQ) . . . . . . . . . . . . . . . . . . . 105
Downloads with New Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106
Redownloading . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107
© Galileo Southern Cross 2006
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Redownloading a Cancelled Booking . . . . . . . . . . . . . . . . . . . . . . . . . . 108
Deleting a Trip File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109
Working with Segments. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110
Creating Manual Segments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110
Changing Existing Segments. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111
Flight Segment Screen. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111
Cruise Segment Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112
Tour Segment Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112
Hotel Segment Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113
Inserting a Segment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115
Re-ordering Segments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115
Deleting a Segment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116
Segment Defaults. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117
Trip File and Client File Linkage . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119
Linking Multiple Passengers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119
Unlinking. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119
Trip File and Client File Linkage . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 121
Linking Multiple Passengers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 121
Unlinking. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122
Working with Quotes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123
Creating a Quote . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123
Deleting a Quote . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128
Updating Quotes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128
Duplicate Quotes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129
Trip Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129
TRIP ACCOUNTING PART 1
131
Accounting Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 131
Transaction Status Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 132
Creating Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133
Receipts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134
Creating a Receipt . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 135
Reprinting a Receipt . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 141
Reversing a Receipt. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 142
Ticket and Cheque Requisitions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 143
Ticket Requisition . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 144
Ticket Requisition Fields. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 145
Ticket Requisition Action Buttons . . . . . . . . . . . . . . . . . . . . . . . . . . . . 153
Closing a Ticket Requisition . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 155
Issuing a Ticket Type CCCF . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 155
Receipt CCCF . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 157
Automatic Completion . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 157
Cheque Requisition . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 159
Cheque Requisition Fields. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 160
Cheque Requisition Action Buttons . . . . . . . . . . . . . . . . . . . . . . . . . . . 166
Proforma Invoice/Credit Note . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 167
Payment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 169
Reversing Payments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 170
Transaction Search. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 171
Transaction ID . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 171
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CrossCheck Travel 3.1 Client Management Guide
Ticket Search . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 172
Cheque Search . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 172
Trip Balance Nanny . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 173
DEBTOR FILE
175
Opening Debtor Files. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 175
Creating a Debtor File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 176
Debtor Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 176
Preference Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 178
Linking Debtor Preferences to the Client File. . . . . . . . . . . . . . . . . . . . 179
Cards Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 181
Client Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 182
Linking Debtor and Client Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 182
Accounting Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 183
Custom Fields Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 184
Comments Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 184
Workflow Action Items Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 184
Important Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 184
Associated Debtors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 185
Creating an Association. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 185
Removing a Debtor from an Association . . . . . . . . . . . . . . . . . . . . . . . 186
Deleting a Debtor. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 187
Debtor Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 187
TRIP ACCOUNTING PART 2
189
Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 189
Invoices from Ticket / Cheque Requisitions . . . . . . . . . . . . . . . . . . . . . 189
Invoices from Quotes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 192
Reversing Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 193
Credit Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 194
Credit Notes from Refund Type Ticket/Cheque Requisitions . . . . . . . 194
Credit Notes from Quotes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 195
Reversing Credit Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 196
Additional Ticket Requisition Types. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 196
Nett Remit Tickets. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 196
Nett Remit Discrepancies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 200
Nett Remit Tickets Paid by Credit Card . . . . . . . . . . . . . . . . . . . . . . . . 201
Multi Purpose Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 202
Void Tickets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 203
Exchange Tickets. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 204
Discounted CCCF Tickets. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 207
Additional Cheque Requisition Types. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 209
Processing Pensioner Rail Tickets. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 209
Processing Phone Card Sales. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 210
Recording Fees . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 212
Galileo Fee Manager Integration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 213
Agency Credit / Debit Memos (ACM & ADM) . . . . . . . . . . . . . . . . . . . . . . . 215
Refunds . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 218
Ticket Refunds. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 218
Trip Refund CCCF . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 222
Non Air Credit Card Refunds . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 223
© Galileo Southern Cross 2006
4
Refunds from Creditor. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 224
Refund to Passenger . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 226
Adjustments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 227
DOCUMENTATION
229
Fax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 229
Visa . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 230
Trip Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 230
Hotel, Car and Other Segment Vouchers . . . . . . . . . . . . . . . . . . . . . . . 231
Itinerary from Documents Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 233
Itinerary from MS Word Icon . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 233
Trip Texts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 234
Standard Texts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 235
Quotes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 235
Statement of Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 237
Creditor Documents. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 238
Debtor Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 238
Client Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 238
Galileo Support Contact Details 239
Ask Galileo . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 239
Regional Service Centre . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 239
Our Sales Offices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 240
Galileo.Com. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 240
Galileo Training 241
Galileo Classroom Learning . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 241
Galileo 360° e-Learning . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 241
Live Training Restrictions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 242
Air Bookings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 242
Car and Hotel Bookings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 242
Disclaimer 243
5
CrossCheck Travel 3.1 Client Management Guide
© Galileo Southern Cross 2006
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Module 1:
Module 1: Introduction
Welcome
Welcome to the CrossCheck Travel Client Management Guide, a modulated
reference guide designed to provide the necessary knowledge and skills to use
the latest instalment of Australia and New Zealand’s leading Travel Agency
Management Software.
CrossCheck Travel (CCT) caters for storing client and corporate records,
accounting facilities, document production and powerful search and reporting
functions. CCT interfaces with the Galileo Desktop computer reservation
system, incorporating Viewpoint and Focalpoint, and with other accounting
software.
This guide includes instructions for daily Client Management functionality. For
more detailed accounting topics, See Account Management guide.
The online guides are also referred to throughout our customer training sessions.
For more information on our training, see Galileo Training webpage.
7
CrossCheck Travel 3.1 Client Management Guide
Introduction
How to Use this Guide
This guide is divided into modules that cover different aspects of the CCT
application. The modules are written so that users may read the topics that relate
to them, without having to work through the entire contents of the guide.
In a class room environment, the instructor demonstrates processes outlined in
the guide, then provide practice examples and role plays to simulate daily tasks
that may arise in a normal travel agency office.
This guide can also be used as a reference manual. Where possible, summaries
on procedures have been included that can be bookmarked or printed as a handy
reference.
Access
Both of CrossCheck Travel Online Guides are available from within the
CrossCheck Travel application. There are various ways to access the guides:
• Help menu
• F1 key
• Permanent link on the splash screen
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Module 1:
Navigation
To navigate through this guide, use any of the following methods:
Contents Menu
The Contents tab displays the major headings of the guide in an expandible/
collapsible book view. Click closed book icons to reveal sub-topics and
individual pages.
Index
The index is alphabetical. Click on a letter to reveal topics. Click on topics to
reveal display the corresponding topic.
9
CrossCheck Travel 3.1 Client Management Guide
Introduction
Search
The Search tab displays a list of all topics that contain the word or phrase you
enter. The topics found by search are ranked in order of relevance.
Navigation Bar
Using the Up/Down buttons, you can navigate to previous or next items.
The Show in Contents button locates the currently displayed topic in the
contents menu.
The Print icon prints only the topic page in view within the right-hand frame.
Resizing the Navigation Frame
You may resize the navigation frame by dragging the vertical line that separates
the navigation frame from the topic frame.
© Galileo Southern Cross 2006
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Module 1:
Cross References
This help file contains numerous cross references. You may click on the cross
reference link to go to the related topic.
If you wish to go back to the previous page, use the back button on your web
browser.
If the cross reference is to the CCT Account Management online guide, by
clicking on the cross reference link will open the other guide in a new web
browser window.
Conventions Used in this Guide
11
Convention
Use
Selection
Button, key, screen tab or menu name that may be
selected on your screen.
Title
Publication and course titles.
EMPHASIS
Very important directives and terms.
Keyboard
The underlined letter indicates the alternative
keyboard command (normally use with Alt key).
Hyperlink
Link to web page or cross reference.
CrossCheck Travel 3.1 Client Management Guide
Introduction
How to Use CrossCheck
Travel
CrossCheck Travel can be used in many different ways depending on the Client
type and your agency policies.
Galileo Booking - Repeat Client
If you have a repeat client booking an air segment:
1.
Open the Client file which stores personal information about a single
client and Upload this information into Galileo Desktop were a PNR shell
will be created.
2.
Book the air, car and hotel sectors required, and Download into the Trip
file.
3.
The passenger's itinerary, quote and statement of account are generated
from the Trip file. All accounting procedures relating to the itinerary are
generated from the Trip file.
Galileo Booking - One Off Client
If a walk-in client wanting an air booking visits your agency and you do not wish
to create a Client file: (e.g. an overseas tourist booking BNE -ASP), the process
could begin in the Galileo host system and be downloaded to the Trip file.
Non Galileo Transaction
For example, a cruise, rail and insurance booking information about the client
can be transferred to the Trip file without the upload and download process by
using the Trip Creation Wizard.
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Module 1:
Corporate Client
A Client file may have a Debtor attached and then the booking be processed with
or without upload and download depending on the type of segments required.
The costs for the travel can be passed back to the Debtor by invoice from the
Trip file.
Basic Financial Processing
The financial processing takes place from the Trip file, and all transaction flow
in and out of the Cashbook.
Debtor and Creditor payments and refunds are received in the Cashbook all
transactions are cross referenced back to the Trip file.
13
CrossCheck Travel 3.1 Client Management Guide
Introduction
System Components
CrossCheck Travel consists of a number of components which are used to store
information and carry out account processing.
The CrossCheck Travel components are:
MyCCT
MyCCT gives quick access to all system files, through the use of hyperlinks in
all modules. Additional reporting functionality has been included along with
extensive search capabilities for Trip and Client files.
See Module 3: MyCCT
Client Files
These are used to store details of regular travellers. Each Client file
accommodates the details of one traveller only and includes phone numbers,
addresses, business details, credit card records, passport/visa details, and travel
preferences.
The Upload facility is available to transfer Client file data into Galileo which
will automatically create a Galileo Booking file.
See Module 4: Client File
Trip Files
These are used to record each journey undertaken by one or more passengers.
The Trip file is your main working area, it is within these Trip files that
passenger names and itinerary details are stored, and where the passenger
accounting transactions are initiated.
The Download facility is available from the Galileo reservations system which
will automatically create a Trip file and complete many fields with data from the
Galileo Booking file.
See Module 5: Trip File
Debtor Files
These are used to store information relating to your commercial clients.
Company names, spending limits, business travel preferences can all be stored
on Debtor files. Within each individual Debtor file accounting transactions are
recorded, i.e. issue of statements, receipt of payments.
See Module 7: Debtor File
Creditor Files
These store details of companies to which you owe money. Details such as
name, phone numbers, and address details can be stored. Travel related and non
travel related Creditors can be created.
See Account Management guide.
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Module 1:
Cashbook
This contains records of your General Ledger accounts. It is from the Cashbook
that Bank Deposit Slips are created, Bank Statements are reconciled, and
General Ledger transactions carried out.
See Account Management guide.
Documentation
The Documents menu is context sensitive, meaning the contents on the menu
change depending on the current file type open (i.e. Trip, Client, Debtor etc.)
See Module 9: Documentation
System Overview
The following diagram provides a simplistic overview of the major system
components involved in CrossCheck Travel client management.
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CrossCheck Travel 3.1 Client Management Guide
Introduction
© Galileo Southern Cross 2006
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Module 2:
Module 2: Getting Started
Opening CrossCheck
Travel
CCT can be opened from the desktop as follows:
If a short cut icon for CCT has been added to the desktop, double click on the
CCT Icon.
Alternatively, open CCT from the Windows Start Menu using the following
steps:
17
1.
Click the Start button to display the selection menu.
2.
Move the cursor up the menu so that Programs is highlighted and a list of
programs appears on the screen.
3.
Highlight Galileo Southern Cross from the list to display a sub list of
Galileo programs.
4.
Select CrossCheck Travel.
CrossCheck Travel 3.1 Client Management Guide
Getting Started
Logging In
CCT is governed by security and requires a user name and password to access
the system. This user name and password is assigned by a System Administrator
or Galileo Support Executive.
To log into the CCT application:
1.
Complete the User field with your user name.
2.
Press Tab and complete the Password field.
3.
Click on OK (or press the Enter key).
If a user has forgotten their password and attempts to Log In five times, the Log
In screen will not appear again and the user must contact the service centre. See
"Regional Service Centre" for contact details.
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Module 2:
Change Password
CCT allows a user to change their password whenever the system is accessed. It
is recommended this be done at timely intervals to ensure the security of the data
stored within the CCT application.
To change a password:
1.
The user must Log In with their existing password.
2.
Click on the Change password button.
3.
Complete the dialogue box and click OK.
4.
The screen now shows a field for the new password to be entered. Type a
new password and press Enter, or click OK.
5.
A prompt appears asking you to enter the password again. Click OK to
close the prompt and re-type the new password, then click OK.
6.
The Log In screen will be redisplayed with the new password
automatically entered. Complete the CCT Log In by clicking OK one final
time.
Log In Error: Version Mismatch
When logging in to CrossCheck Travel, the system will now check that the
workstations are the same version as your database. If they are the same version
the login will complete successfully. If a message appears with a title Version
Mismatch, as per the examples below, it means that either the Workstation or
Server upgrades were not completed successfully.
To rectify either situation, the best solution is to re-run both the Server and
Workstation upgrades then try logging into CCT.
If you have further problems, please contact the Galileo Service Centre. See
"Regional Service Centre".
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CrossCheck Travel 3.1 Client Management Guide
Getting Started
Screen Layout
Menu Bar
The Menu bar provides several drop-down lists containing all the functions and
options available in the CCT application. Selecting each Menu displays the dropdown list with several menu commands showing additional pop out lists when
the mouse is placed over them. Clicking the mouse on the option performs the
function selected.
© Galileo Southern Cross 2006
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Module 2:
Toolbars
The Toolbars (both Standard and MyCCT) provide quick access to several
commonly used CCT features. These toolbars can be adjusted to suit the
individual working environment of each user.
Standard Toolbar
The Standard Toolbar consists of a selection of buttons that perform frequently
used tasks. Toolbar functions can also be accessed from the menu bar. The
Standard Toolbar buttons are set and are unable to be reconfigured.
Button
Function
New
Clicking the New button produces one of two results
• If no files are open and you click on the New
Icon a File Select dialogue box is displayed.
Select the type of new file to be created by
clicking the appropriate radio button
• If a file is already open, click on the New Icon,
and a new line is added to the field where the
cursor sits e.g. Enter a name, click on the New
Icon and a second name field fill-in box appears
21
Open
Opens the File Select dialogue box
Save
Saves the active file or entry
Host
Opens the Galileo Host application
Upload
Uploads the Client file into the Galileo Host
Client, Trip,
Debtor or
Creditor
Displays the last corresponding file accessed
Cashbook
Opens at the Travel Account
Help
Opens the Galileo web page which contains a variety of
reference documents
CrossCheck Travel 3.1 Client Management Guide
Getting Started
MyCCT Toolbar
The MyCCT toolbar gives users easy access to commonly used tasks such as
Transaction Search and to new functionality available in the MyCCT menu.
These tasks can also be accessed from the Menu Bar.
The toolbar buttons perform the following functions:
Button
Function
Save As
Allows an existing document to be saved
Print
Activates the printing function in CrossCheck Travel
Headers
Allows a header or title to be added to the top of a page
Print Preview
Activates the Print Preview function in CrossCheck Travel
Supplier
Accesses the Supplier Table
New Fax
Creates a Fax Header in Word
Transaction
Search
Search for any Transactions, Ticket or Cheque numbers
Banking
Opens the Cashbook at the Deposit tab
Splash
Opens the dialogue box to create a new Splash screen
entry
Standard Text
Opens the Maintain Standard Texts window for setting of
itinerary headers and footers
Alert
Opens the dialogue box to create an Alert Item
Quick Trip
Opens the Quick Trip input screen
For further detail, See Module 3: MyCCT.
Toolbar Text
The view of both toolbars can be changed to show the Toolbar buttons in a larger
size with text prompts, or display smaller buttons with no text prompts. To
switch between the two modes, select View from the Menu Bar and click
Toolbar Text. Alternatively right-click on the toolbar itself and select from the
menu that appears.
If the Toolbar Text option is unticked, the buttons show no text and are smaller.
The Toolbar icon text is still available by positioning the mouse pointer over the
Toolbar button to display a pop up tip box.
© Galileo Southern Cross 2006
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Module 2:
MyCCT Menu
The MyCCT Menu gives users access to the full range of MyCCT functionality.
It contains sub menus for most areas including Trips, Creditors, Debtors,
Reports, Action Items and Important Notes.
Message Bar
The Message Bar provides feedback to the user, providing quick tips or help to
fill in dialog boxes, or the current status of the CCT application.
The message bar constantly updates to reflect movement of the mouse or cursor.
The message bar is used to offer instruction pertinent to currently selected fields
or menu items.
Clicking in a field displays a helpful tip in the message bar area.
Work Area / Splash Screen
The Work Area is the main area of the CCT environment and displays many of
the fill in screens and responses from the CCT application. Upon opening CCT,
the Splash screen is appears in the work area.
See "Splash Screen" in Module 3: MyCCT.
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CrossCheck Travel 3.1 Client Management Guide
Getting Started
About CCT
When you need to call the Galileo Service Centre, they will need information
about your program in order to help you. Click on Help on the menu bar and
select About to display a window with details about CCT.
NOTE: The options available from the Menu Bar, Toolbars and MyCCT menu
are dependant on the level of security that has been granted to each user. If an
option described in this manual is not available when selecting a menu or toolbar
button, this means access has not been granted for the current user to the relevant
functionality. The security setup is handled by a Manager, Supervisor or Galileo
Representative.
© Galileo Southern Cross 2006
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Module 2:
Navigation Tips
Several short-cuts are available within the CCT application to allow for easy
navigation.
New
Dependant on the cursor location, the New icon can be used to create additional
lines for fields, such as Phones, Address, Credit Cards, Preferences etc., or
entirely new files. This function also has a keyboard short-cut, Ctrl+N and can
also be accessed from the File menu.
Save
On various windows and screens, the information must be saved before
proceeding. Use the Save icon on the standard toolbar, the Ctrl+S keyboard
short-cut, or the File menu.
File Drop-down Selection Lists
Some file windows have a drop-down selection list available from the top of the
window.
This list gives access to other files which can be opened by highlighting the
required line.
Magnify Glass
Whenever the cursor changes to the CCT Magnify Glass, double clicking on that
item will open a related screen.
Mouse Right Click
In several areas a menu is available to from the Right mouse button. It will
display a list of functions pertinent to the currently accessed screen.
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CrossCheck Travel 3.1 Client Management Guide
Getting Started
Useful Keys
The following keys are useful short-cuts for functions that otherwise require
menu selections.
Key
Function
F4 or Alt+I
Open List Box
F5
Move to File Code field (drop down list at top of file
window)
F10
Same as ALT, displays keys to press in order to access
menus
F11
Search - displays list of current file type, sorted by current
field
F12
List - displays list of system table options for current field
Ctrl+F4
Closes the currently open file
Ctrl+D
Delete current file
Ctrl+F
Opens Upload / Preference screen to perform upload of
client file
Ctrl+H
Open Galileo Host Application (Galileo Desktop)
Ctrl+N
New record, line, field etc.
Ctrl+O
Opens last accessed Trip, Client, Debtor, Creditor file
(select from list of options)
Ctrl+Q
Enter Query mode
Ctrl+S
Save current file
Ctrl+HOME
Move cursor to first input field in current section
Ctrl+END
move cursor to last input field in current section
Ctrl+TAB
Move between open files
Ctrl+ENTER
Select enter data entry line
TAB
Move cursor forward to next input field
Shift+TAB
Move cursor back to previous input field
Shift+ENTER
Select entire field
HOME
Moves cursor to beginning of current field
END
Moves cursor to end of current field
© Galileo Southern Cross 2006
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Module 2:
Adding Information
All Input fields in CCT utilise one of the following methods for adding or
amending information.
Mandatory Fields
Mandatory fields are shown in blue. The colour disappears once typing takes
place in the field. If all data is removed from the field it returns to the blue
colouring.
Date & Time Fields
All date fields allow data to be entered in various formats - the most common is
DD/MM/YY or 25/Dec/08. Dates can also be entered using the format of
25Dec08. When moving from any date field, CCT converts the date format to
the windows date setting.
All Time fields can be added in either 12 or 24 hour format. The time reverts to
the selection made in the 24 hour time box on the Trip tab screen.
Data Specific Fields
Data specific fields can be identified by the use of the word Select in the
message bar. These fields require data that is stored in the CCT system tables to
be used. In most cases these tables can be added to or amended by the user. In
order to view the applicable table, use F12 or double click in the field to display
the search window.
Free Format Fields
These fields are not related to any CCT system tables and allow the input of any
free format text. Note that certain fields may be used for document printing in
which case the data prints exactly as it has been typed into the field.
Drop-down List Box Fields
These fields require specific system codes to be entered. They can be recognised
by the presence of a small arrow indicator appearing when the mouse is clicked
in this field. Click on the arrow to display the drop-down list. Highlight the
required option using the mouse and click to transpose it into the field.
Radio and Check Boxes
These fields are provided to allow for easy selection. Radio buttons only allow
for one option to be chosen. Check Boxes allow for multiple options to be
selected.
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CrossCheck Travel 3.1 Client Management Guide
Getting Started
GST Button
Many screens within CCT require values to be entered inclusive of GST. These
screens include
• Ticket and Cheque Requisitions
• Refunds from Creditor
• Trip Quotes
If the GST inclusive values are unknown, a GST button is provided, giving
access to a GST Exclusive window.
The GST inclusive values are calculated by CCT automatically and transposed to
the relevant fields on the transaction input screen after clicking OK. These
screens can be printed by clicking on the Print icon.
NOTE: If GST inclusive values have been entered into the transaction input
screens, the GST button can be used to view the GST exclusive amounts.
The items included in the GST window will vary according to the transaction
type.
Ticket and Cheque Requisition screen allows for such fields as Fare, Discount,
Commission and Non Comm Fees to be entered. Depending on the type of
Ticket / Cheque Requisition screen being created, the Supplier Fee and Agent
Fee may also be available.
A Refund from Creditor screen provides fields for the entry of Fare,
Commission, Supplier Fee, Agent Fee and Non Comm Fee.
The Trip Quote screen will have fields for Fare, Discounts and Commissions
only.
While creating a transaction, figures can be entered in the GST Exclusive
window.
Once the transactions have been saved, this window becomes a view only screen.
© Galileo Southern Cross 2006
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Module 3:
Module 3: MyCCT
Navigating MyCCT
MyCCT gives quick access to all system files, through the use of hyperlinks in
all modules. Additional reporting functionality has been included along with
extensive search capabilities for Trip and Client files. Features such as
Workflow Action Items and Important Notes are also accessed from the MyCCT
menu.
The majority of options available in MyCCT are accessed using the MyCCT
Menu. Each option, except for MyCCT Splash, contains sub menus that are
displayable by clicking the + icon next to the relevant heading. Once a menu has
been expanded, clicking the - icon collapses it. Selecting any folder from a sub
menu will display the results in the Work Area.
Other frequently used MyCCT functions are available from the MyCCT
Toolbar. For a detailed description of the toolbar, See “Toolbars” in Module 2:
Getting Started.
Refreshing MyCCT
All MyCCT areas except Reports and Splash can be updated by right-clicking
and selecting the Refresh function.
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CrossCheck Travel 3.1 Client Management Guide
MyCCT
Customising MyCCT
Customise some of the MyCCT default settings to suit your needs.
Select the Options heading on the menu bar, and then Personalise MyCCT, to
open a fill-in mask with the pre-set default setting displayed. This mask is not
available when a file is open.
© Galileo Southern Cross 2006
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Module 3:
31
Function
Description
Sound for
Workflow Alert
Allows customisation of the Ring Tone used when an
Alert Item becomes due. Select a new Ring Tone from the
drop-down box or click the browse button to search and
select a new ring tone. The Musical Note icon plays the
current selection
No Sound
Turns off all sound for Alert Items
No Popup
Window
Turns off all pop-up windows for Action Items. Action
Items are then only accessible from the MyCCT Action
Items sub menu
Create Alert as
Quote follow up
Configures CCT to automatically create a new Action
Item when a quote is saved, ensuring all quotes are
followed up
Check for due /
overdue items
Sets the regularity of checking for new Due and Overdue
Action Items. The smaller the number the quicker the
Action Items will be displayed
Snooze button
to postpone alert
Sets the number of default minutes an Action Item should
be postponed when using the Snooze button within the
Alarm Field
Search Defaults
Trip Departure Date range: Set the date range for the
Trip Search function.
Ticket Type
Sets the default Ticket Type used when creating Manual
Tickets -select from TKT or CCF
Trip Type
Sets the default trip type when creating new Trip files,
select from Leisure or Business
CrossCheck Travel 3.1 Client Management Guide
MyCCT
Splash Screen
The MyCCT Splash screen will be automatically displayed when CCT is first
opened and whenever you are not working in a file, report or list. The Splash
screen is similar to an agency bulletin board. It can be used to broadcast
messages to all consultants within the agency, providing important information
or hyperlinks to sites or documents. The messages can be set up with time limits
to ensure they are only displayed for set periods. Five message types are
available to categorise the display.
Redisplaying the Splash Screen
After a file list has been displayed or a file open in the Work area, the Splash
screen might not always be immediately re-displayed. Click on the Splash icon
in the MyCCT area on the left hand side of the screen to re-display Splash. (Not
the Toolbar button - this opens the Splash input window).
Creating a Splash Screen Entry
1.
Click on the Splash Icon on the MyCCT toolbar, or select File, Splash
from the menu bar to create a new Splash entry.
2.
The Maintain Splash Entries window will be displayed showing all
previous entries made (if any).
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Module 3:
3.
Click on the Insert New button to begin a new entry, otherwise a previous
entry will be overtyped.
4.
Complete the following fields as required.
Field
Description
Splashed Until
enter the last date required for your message to be
displayed on the Splash screen. After this date the entry
will not be displayed in the Splash screen but will be
stored as a history item on the left-hand side of the
Maintain Splash Entries window. These stored entries can
be deleted
Visibility
select All to send a message to all users or choose to send
a message to a particular consultant by selecting from the
drop-down list.
Type
select the type of message to be created from the following
categories:
Alerts, Announcement, Information, Link, Specials
Heading
enter the heading to be displayed when the Splash screen
is accessed
Hyperlink
the entry may be hyperlinked to a web site or a document
Test Hyperlink
this button is used to test the hyperlink entered to ensure
its validity – it only appears after both the hyperlink and a
heading has been entered
Notes
a free text area which will appear on the Splash screen.
This field is not mandatory.
5.
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Click on the Exit button, to save the entry to the database and close the
Maintain Splash Entries window.
CrossCheck Travel 3.1 Client Management Guide
MyCCT
Action Buttons
The buttons at the bottom of the Maintain Splash Entries screen will assist with
creating, changing and deleting entries.
The Delete button will delete the message displayed on the
right-hand side of this screen.
The Insert New button should be clicked to begin a new
Splash entry. Any number of messages can be created at
the same time.
The Save to database button saves your entry to the CCT
database and displays it on the left-hand side of this
window and on the Splash screen, and keeps the Maintain
Splash Entries window open.
The Exit this screen button saves your entry, displays it on
the Splash screen, and closes the Maintain Splash Entries
window.
Changing a Splash Screen Entry
1.
Click on the Splash Icon on the MyCCT toolbar, or select File, Splash
from the menu bar, to open the Maintain Splash Entries window.
2.
The message to be changed must be displayed in the right hand side of the
Maintain Splash Entries window. Any messages can be moved from the
left to the right-hand side of this window by clicking on the item in the list
displayed on the left-hand side, or by clicking on the arrow buttons at the
bottom of this screen.
3.
Once the message is on the right-hand side, retype or alter any fields
required. Click the Save to Database, or the Exit button to commit the
changes.
Deleting a Splash Screen Entry
Open the Maintain Splash Entry screen, and display the entry to be deleted on
the right-hand side of the screen. Click the Delete button, and click Yes to the
prompt to delete the entry.
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Module 3:
Trips
The Trips section provides quick access to trip files using pre-set search folders
or by entering your own search criteria.
Click the + icon next to Trips to display the following options:
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Options
Description
Search
Tailor the search by entering as many fields as required
Search Results
List of Trip files that match the above Search criteria
Accessed Today
by Me
Trip files worked on Today by the current consultant
Recently
Accessed By
Me
Trip files recently worked on by current consultant
With Important
Notes
Trip files with Important Notes attached
Departs this
Month
Lists all trip files with a departure date in the current
month, from the Home and Access branches
Quotes
Retrieves all files with Quote in the Status field. All
Quick Trip files are automatically listed in this folder
until their status is changed.
Sales by Firm
Date
Opening this folder will display a list of sub-folders
allowing the user to view the sales for given periods,
dating from today back to the previous four months
Sales Future
Travel
Opening this folder will display a list of sub-folders
allowing the user to view the sales for given periods,
dating from today to one year into the future
Hotel
Commission
Opening this folder will display a list of sub-folders based
on the status of the tracked commission. This tool allows
users to track commission when the client has paid the
hotel directly
All in Database
Displays an entire list of Trip flies in the CCT application
CrossCheck Travel 3.1 Client Management Guide
MyCCT
Trip Search
The Departure dates default to a 9 month range (3 months prior and 6 months
forward of today’s date) This period can be adjusted by selecting Personalise
MyCCT from the Options menu. See "Customising MyCCT" in Module 3:
MyCCT.
To use Search:
1.
Open by clicking on the Search folder in the MyCCT menu.
2.
A fill-in mask will then open where you can complete as many fields as
required to tailor your own search.
3.
Complete any fields in this mask and click on the Search button to display
a list of files in the Work Area.
The fields in this mask are taken from these fields on the Trip tab. The
entries in this mask must match those on the Trip tab. (i.e. the Group
Name field is a free text area, therefore the entry in the search screen can
be any part of this entry).
4.
If a Trip code is entered, CCT automatically moves straight to that Trip
file. The first few characters or the full code can be entered.
5.
To clear the fields and start a new search, click the Reset button.
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Module 3:
Preset Search
The MyCCT Trip section has many pre-determined search folders to retrieve
files by commonly used groupings.
The following table describes the presets folders
Preset
Description
Accessed Today
by Me
Trip files worked on today by current consultant.
Recently
Accessed by Me
Trip files recently worked on by current consultant.
With Important
Notes
Trip files with an Important Note attached.
Departs this
Month
Trip files owned by the current consultant departing within
the month.
Quotes
Retrieves all files with Quote in the Status field. All Quick
Trip files are automatically listed in this folder until their
status is changed.
Sales by firm
date
Opening this folder will display a list of subfolders
allowing the user to view the sales for given periods,
dating from today back to the previous four months.
Sales Future
Travel
Opening this folder will display a list of subfolders
allowing the user to view the sales for given periods,
dating from today to one year into the future.
Hotel
Commission
Opening this folder will display a list of subfolders based
on the status of the tracked commission. This tool allows
users to track commission when the client has paid the
hotel directly.
All in Database
All Client files in the CCT application will be listed.
Click on the required folder to display a list of Trip files in the adjacent work
area, then click on the Trip code hyperlink to open any file. Some folders have a
sub-menu attached to further qualify the search and can be opened in the same
manner.
Search Results
Once the Search has been conducted, a list of Trip files will be displayed in the
Work Area. The results are also placed in the Search Results folder.
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The number of visible columns and rows is dependant on screen resolution of the
computer monitor, however the list can be moved down and / or across using the
Scroll Bars. The columns can be sorted by clicking the column header e.g. to sort
the list by Departure Date, click the Departure Date heading. The first click
sorts the list into ascending order, clicking the header again sorts the list into
descending order.
File Access
Open any Trip file by left-clicking on the Trip Code hyperlink.
Quote Folder
The Quote folder automatically stores all files created with the Quick Trip tool
which have the status of Quote allocated to them on creation, along with any
other Trip files with the status of Quote.
These files can be opened with the hyperlink. When these quotes are turning into
bookings the status should be changed to Active and the file will not appear
again in the Quote folder.
Hotel Commission
Click on the Hotel Commission folder to display a list of sub-folders. As you
click on each sub-folder a description of the contents will be displayed in the
pop-up dialogue box and in the Message bar, and a list of relevant files displayed
in the Work Area.
Each retrieved list will have scroll indicators along the bottom, displaying all
fields including check-in and out dates, hotel location and contacts.
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Module 3:
Commission Status
As you open each folder you will see a variety of commission status entries.
Status
Description
Pending
This file has been tracked and is awaiting the commission
payment.
Create
A Hotel segment has been created in this file but has not
been tracked for commission to be sent to this agency.
Received
This file was tracked and the commission has bee
received.
Write Off
This file was tracked, but the commission not sent, so the
user has altered the status from Pending to Write Off.
Tracking
Click on the Tracking folder to display a list of all Accommodation Segments
with a Check Out Date in the last month, as well as files with overdue
commission.
Not Tracked Yet
Clicking on the Not Tracked Yet filter will produce a list of files with the check
out date six months prior, that have not been flagged to track the commission.
To Track the commission, access the Segment Commission Tracking screen by
clicking on the Create hyperlink, or access the whole trip file by clicking on the
Trip Code. Open the segment tab and click on the green flag attached to the
hotel segment to change this file to a pending status.
• The Pending Future folder lists files with a Pending status and the
accommodation date in the future.
• The Pending Overdue folder lists files with a Pending and with a past
accommodation date.
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MyCCT
Sending a Reminder
Click on the Pending hyperlink to open the Segment Commission Tracking
screen and click on the Printer Icon to display a Reminder notice.
If not successful in obtaining your expected commission, click on Write Off
radio button in the Segment Commission Tracking window.
The file will no longer be retrieved with the Pending Overdue after the status
has been changed to Write Off.
The Received This Year and Received Last Year folders display the received
amount along with a reason for any Variation from the expected amount, if one
was entered when receipted.
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Module 3:
Clients
Client files can be retrieved using Pre-set folders or by completing a Search
mask.
Click on the + icon next to Clients to see the search folders.
Client Search
Click on the Search folder to open a fill-in mask where you can complete as
many fields as required to tailor your own search.
Click on the Search button to display a list of files in the Work Area. Any file
can then be opened by clicking the hyperlink on the Client Code.
To clear the fields and start a new search click the Reset button.
Search Results
Once a Search has been conducted, a list of Clients files will be displayed in the
Work Area and the results stored in the Search Results folder, until the Search
function is used again.
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MyCCT
Preset Search
The MyCCT Client section has many pre-determined search folders to retrieve
files by commonly used groups.
The following table describes the presets folders
Preset
Description
Accessed Today
by Me
Client files worked on today by current consultant
Recently
Accessed by Me
Client files recently worked on by current consultant
Recently
Modified
Client files modified or created recently
With Important
Notes
Client files with an Important Note attached
My Departing
Clients
Client files owned by the current consultant, linked to a
Trip file with a future departure date
All Departing
Clients
All Client files linked to Trip files containing a future
departure date
All in Database
All Client files in the CCT application will be listed
Clicking on a preset folder will display a list in the main Work Area. Each result
has slightly different column headers and the data can be re-sorted by clicking on
the required column heading.
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Module 3:
Creditors
For Creditor Payments, See Account Management guide.
Click on the + next to the Creditor icon to display the pre-set folders which
categorise Creditors into commonly used groupings.
Clicking on any of these sub-folders will display a list of Creditors in the Work
Area. Any file can then be opened by clicking on the hyperlink attached to the
Creditor ID.
Debtors
For Debtor Payments, See Account Management guide.
Click on the + next to the Debtor icon to display the pre-set folders for all
Debtors with a balance, and a folder for all Debtors in CCT.
Clicking on any sub-folders will display a list of Debtors with their balance and
Credit limit in the Work Area. Any file can then be opened by clicking on the
hyperlink attached to the Debtor ID.
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MyCCT
Cashbook
The Cashbook is normally only accessed by Agency Managers and Accountants,
therefore See Account Management guide.
The Cashbook files record the details of all CCT accounting transactions. Two
options are available after clicking the + next to Cashbook on the MyCCT menu
- Accounts and MyCashbook.
Selecting the Accounts option will display the Chart of Accounts held within the
CCT application, along with the current balances.
The My Cashbook option gives access to budgeting, forecasting and cashbook
statement functionality.
Reports
For MyCCT Reports, See Account Management guide.
Click on the + next to the Reports icon to display the pre-set folders for Client,
Debtors, Quote and Sales reports.
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Module 3:
Action Items
The Action Items folders in MyCCT are like the Queue system in the host
application. The Action Items also have pop up reminders which can have the
time of the reminder set as required.
Each user will have a folder. Items can be placed in your own folder or in any
other users folders. Action Items can be attached to any file type, making this
function more useful than e-mail, as the consultant has the file they need with the
message attached.
The signed in user’s folder will be first on the list and then all other consultants
will be in alphabetical order.
All Actions Items can be viewed in the folders as well as be set up to display an
alert at specific dates and times, and vary in style according to the urgency of the
message.
Opening Action Items in MyCCT
1.
Click on the + next to Action Items to display the attached sub folders.
All consultants can access the My Completed Items, Everyone Overdue
and Everyone Today folders.
2.
Opening any folder will display the Actions Items in the main Work Area
with two hyperlinks:
• The File ID hyperlink is used to access the corresponding Client, Trip,
Creditor or Debtor file.
• The Due hyperlink, opens the Action Item entry, and the user can
action or reset the item.
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MyCCT
Creating Action Items
Action Items can be created:
• From within a file using the File tab.
• Outside a file by using the toolbar buttons.
• By using the drag and drop method within the MyCCT environment.
Within a File
Begin a Workflow Action Item within any Trip, Client, Creditor or Debtor file.
The location of the tab changes depending on the file type open, however it can
always be identified by its icon.
Click on this tab, then the New button (on the standard toolbar) or press Ctrl+N,
to create a new Action Item (e.g. to set a reminder to collect the visa applications
on a Client file).
Toolbar Buttons
Click the Alert button located on the MyCCT toolbar to begin a new non file
related Action Item. (e.g. An Action Item might be sent to a junior consultant to
order brochures tomorrow).
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Module 3:
Drag and Drop
This method is performed from within the MyCCT windows and does not
require the relevant file to be opened. Any file can be dragged from a displayed
list in the Work Area by clicking on the File ID and dragging it onto a recipient
consultant’s folder. While dragging, the mouse pointer icon changes to reflect
the file type selected.
All methods will open a Creating NEW Workflow entry for future alert
window where a message can be entered.
Entering a Workflow Action Item
Complete as many fields as required. An Action Item can be generated by
entering a Subject and clicking on OK, or all fields in this window can be used.
The Linked to line at the top of the Creating New Workflow entry for future alert
window is system-generated. It will be the file type and ID code, or if it has been
created without a file it will show the name of the person who sent the message.
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MyCCT
To complete the Creating New Workflow entry for future alert screen:
• Type a heading or short message in the Subject field
• Type details about the Action to be performed in the Detail field. The
contact phone numbers are automatically taken from the file.
• Select the appropriate Priority (Urgent / High / Normal / Low) from
the drop-down list. See how each priority will be displayed before
making your selection by changing the priority and reading the
corresponding description next to this field.
• The Recipient field defaults to the current User name when you start
your entry from within a file or from the toolbar icon. When using
Drag and Drop technology, the recipient name defaults to the selected
folder under the Action Items menu. The Recipient can be changed to
any other CCT user by selecting a name from the drop-down list.
• Choose the Set Alarm fields required.
Set Alarm Field
CCT provides several fields to stipulate the date and time for the alert to sound
and display. Set as many of these items as required or leave the default setting.
A specific Date can be entered or selected using the calendar
button. The Date defaults to today’s date
A specific time can be entered. The time defaults to the
current time
The 7 days button sets the alarm date to seven days from
today’s date and closes the dialogue box
The 2 days button sets the alarm date to two days from
today’s date and closes the dialogue box
The Postpone until tomorrow, sets the alarm for tomorrow’s
date (at 9AM) and closes the dialogue box
The snooze button closes the dialogue box and resets the
alarm for a predetermined time period
The Complete button is used to set the alarm status to
complete and close the dialogue box
After choosing the alarm settings, click the OK button.
The CCT application stores the item, and when the time set for the reminder
occurs, alerts the user. The alert takes the form of a message dialogue box and a
ring tone will sound if set. The alert displays over the top of any application
currently in use. CCT must be open and at least minimized for the Action Items
system to operate correctly.
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Module 3:
History
A history of all Action Items created for a file is shown on the Workflow Action
Items tab in a view only format.
Both pending and completed Action Items are shown with the Priority, Due
Date, time, Consultant and brief Description (subject). Action Items can be
ticked as Completed without having to manually open the item. The priorities
are:
• 4-Urgent
• 3-High
• 2-Normal
• 1-Low
Message Alerts
Action Items can be displayed in two ways, depending on the Priority selected in
the input screen.
Normal Priority
Action items with a priority set at Normal use a simple alert window and sound
a ring tone when they become due.
The alert remains on the screen until actioned. The provided hyperlink opens the
Workflow - Action Item due today! window.
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MyCCT
Actioning Workflow Alerts
The user has several options with the open Workflow - Action Item due today!
window.
• Once the required action has been performed, the action item can be
marked as completed by clicking on the red tick button. This will move
the item from the consultant’s folder to the My Completed folder in
MyCCT and the reminder prompt will not appear again.
• The Action Item can be reset to a new time and date in the Set Alarm
fields.
• The item can be redirected to another consultant if required, by
selecting a new recipient in the Forward to field.
The alert can be ignored if the priority is low, normal or high. To ignore the
reminder- either click the close (x) button or click OK on the Workflow - Action
Item Due Today! window (without changing any settings).
The reminder message will continue to be displayed at regular intervals and alert
details shown in the CCT Message Bar. It is possible to return to the Action
Items list in the MyCCT menu and open any alert to action it.
Urgent Priority
If the priority of an Alert has been set to Urgent or High, the Workflow - Action
Item due today! dialogue box will be displayed on the recipient’s screen as soon
as the alert becomes due. If the priority is Urgent this box will be displayed on
top of all other applications.
Urgent priority alerts have no OK or Cancel buttons so they cannot be ignored.
The dialogue box will remain on screen until some action has been taken.
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Module 3:
Personalising Alerts
Personalise the way Workflow Alert messages will be displayed on the screen set the frequency, the snooze period and select sound options.
For instruction on how to adjust these settings, See "Customising MyCCT" in
Module 3: MyCCT.
Important Notes
The Important Notes feature is similar in functionality to using Post-It® Notes
on paper files. Important Notes can be attached to Trip, Creditor, Debtor, Client
and Cashbook files.
The Important Notes folder in the MyCCT menu has three preset folders:
• All
• Clients
• Trips.
Selecting the All sub menu option displays every file. A list of all files in the
Work Area showing the type of file, an extract of the important note, and the
name on the File. The File reference becomes a hyperlink to the file.
Important Notes are often used on Client and Trip files, so sub-folders are
available under these Modules in MyCCT, as well as separate folders for these
file types under Important Notes. Any other modules containing Important Notes
will appear in the All filter.
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Creating Important Notes
Important Notes are created within the Trip, Client, Debtor or Creditor file.
With the relevant file open, click the Important Note button in the top right
corner of the file.
A small yellow message pad will open on top of the file. Type a free text
message in the notepad.
When the file is closed, the Important Note is automatically saved. Do NOT
close the Important Note.
The Important Notes will then appear every time the file is opened. The note pad
can be moved to any position on the screen.
This tool is very useful for relief consultants.
Changing Important Notes
Click within the Important Note message pad, make corrections or changes, and
click Save (Ctrl+S).
Deleting Important Notes
NOTE: Do not close the Note itself or the change / deletion is not saved.
To delete an Important Note and permanently remove it from screen, highlight
and delete all text within the Important Note. Ensure the empty note remains
open on the screen and close the file. This automatically deletes the Important
Note.
Other
The Other folder in MyCCT holds statistics and tracking information for the
current user.
Selecting My Work provides a bar graph, depicting time spent on the various
files and functions of CCT, broken down by date of operation.
The My Work This Session option shows a step-by-step breakdown of activities
undertaken since starting the CCT application.
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Module 4:
Module 4: Client File
Opening Client Files
Client files contain information on travellers such as contacts, passport details
and preferences. Each Client file stores information about one traveller, however
CCT provides the ability to associate Clients (such as husband and wife or
business colleagues).
Client files can be accessed using any of the following methods:
• Using the Client file icon on the standard CCT toolbar.
• Using the MyCCT pre-set or Client search folders. See "Clients" in
Module 3: MyCCT.
• Once a Client file is open, you can switch to another file by selecting it
from the drop-down list attached to the Client code field.
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Client File
Creating Client Files
With no other files open in CCT, click the New icon on the standard toolbar to
open the File Select dialogue box.
Client file is the default setting. Click OK to open a new Client File window.
In the new window, blue fields indicate mandatory information.
The recommended procedure to complete a Client file is to enter the mandatory
fields, save the new file (making the additional tabs available), then complete
other non-mandatory areas.
1.
Type the clients Family Name (Surname).
2.
Type the client’s first or Given Name.
3.
Click the Save Icon on the Standard Toolbar.
4.
A unique Client Code is created for the record when it is saved and is
displayed in the top field. (e.g. TESTTOM001).
5.
The Client Code is constructed using:
• The first 4 characters of the Surname.
• The first 3 characters of the Given Name.
• A system assigned number.
6.
© Galileo Southern Cross 2006
As the Client file is now saved, the non-mandatory fields on the Client tab
and other tabs can be completed.
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Module 4:
Client Tab
The Client tab contains personal and contact information relating to the client
and any associated debtor.
If you are not sure what to enter in a field press the F12 key with your cursor in
that field to open a search screen. The search screen can also be accessed by
double clicking in the field.
Take the following steps to complete the Client tab:
1.
Click in the Title field and enter the client’s title. If you are not sure what
to enter in a field press the F12 key with your cursor in that field to open a
search screen. The search screen can also be accessed by double clicking
in the field.
• Use the scroll bars to move through the list of Codes in the Search
screen.
• Using the mouse, either double click on the chosen Code or click once
to highlight the Code and click the OK button.
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2.
Birthdate - must be entered using the following format: DDMMMYY or
02MAR87.
3.
Gender – type M or F or select from the attached scroll.
4.
Preferred Name -If a client has a name they prefer to be called, this can
be stored in the field (e.g. Elizabeth – prefers to be called Beth).
5.
The Other ID field (if activated) can be used to cross reference profiles
held in CCT with profile in other systems. Enter the other applications ID
reference number into this field.
6.
The Company Details area only needs to be completed if the Client is
linked to a Debtor.
7.
Enter the Debtor Code or use the F12 key (or double click of the mouse)
to retrieve a search window and make your selection. Highlight the
appropriate Debtor ID from the search window and click OK.
8.
The Position and Department fields are free text areas.
CrossCheck Travel 3.1 Client Management Guide
Client File
9.
The Cost Centre field is used to store the clients Cost Centre in relation to
the Debtor.
10.
The Consultant and Created fields under the Other Details area are
automatically entered by CCT. The consultant field can be edited by
pressing F12 and making a selection.
11.
The Walk-in tick box has been included to help with marketing statistics.
Click on this box if your client fits this description.
12.
The lower part of the Client tab is used to store the contact details.
Additional lines can be added by clicking on the New icon or by pressing
Ctrl+N when the cursor is in the appropriate field.
Phones
Field
Description
Type
Phone contact type, e.g. Home, Business, Mobile, Fax,
Email. F12 (or double click) to access selection list. When
a Debtor is entered in the Company Details field, their
phone number will automatically be entered in this section
as the Business number.
Area
Area code.
Number
Phone or fax number.
Ext.
Extension number, where applicable.
City Code
City code of phone location - use the three letter IATA
codes - if left blank this field defaults to the Branch city
code.
Comments
Free format comments field.
Primary
Tick this box if this phone number is the Primary number
to use.
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Module 4:
Address
Field
Description
Type
Address type, e.g. H for Home, B for Business. F12 (or
double click) can be used to access selection list. When a
Debtor is entered in the Company Details field, any
address items completed in that file will be transposed into
this section.
Building
Free format field to record a building name, or floor level.
Street
Free format field to record the street number and name. If
a post box address is to be added, populate the PO Box
number in this field (e.g. PO Box 123).
Suburb
Type in the suburb name and tab to the next field. Upon
tabbing out of the field the State and Post Code fields are
completed automatically.
State
Normally system generated based on the Suburb input.
P’Code
Normally system generated based on the Suburb input.
City
If required a city name can be added.
Country
Country of address, if required.
Primary
Tick this box if this Address is the Primary one and is to
be used for all documentation for the Client.
Trips Tab
The Trips tab is used to display a list of Trip files that have been linked to this
Client File.
This screen provides a summary of all the trips undertaken by this client.
Double click on any of the Trips listed to open that Trip file. A dialogue box will
appear asking if you wish to close the Client file prior to opening the Trip file,
click Yes or No accordingly.
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Cards Tab
The Cards tab is used to store the client’s personal credit card details.
Enter the Credit Card code in the Card Type field – or use the F12 key and
select a code. The Number field should be filled in with the Credit Card
Number. Fill in the Expiry Date and any notes can be entered into the
Comment free text field.
You can enter multiple credit cards. Create a new line, by clicking on the New
icon on the toolbar while the cursor is in this area or press Ctrl+N.
Card Number Validation
Upon entering a Credit Card number it is validated using the Check Sum
calculation. If the number is found to be invalid, a warning is displayed. This
warning can be ignored if required, as the system does not prevent saving an
invalid Credit Card Number.
Corporate Credit Cards
If a client has a corporate credit card, the card details should be entered
through the Debtor file and are made visible in the client file. This scenario is
covered in the Debtor module.
Passport Tab
The Passport tab is used to store the client’s Passport and visa details. Take the
following steps to complete:
1.
Click on the Passport tab then on the New icon on the toolbar or press
CTRL+N to access the passport and visa input screen. The blue colour
indicates the mandatory fields that must be completed before this
information can be saved.
2.
Enter the Country reflected as the Passport Nationality in the Country
field or use the F12 key and select from the list.
3.
Type the Passport Number in the next field.
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Module 4:
4.
Complete the Expires field with the Expiry date shown in the passport.
5.
Enter the date in the following format: Day/Month/Year, e.g. 31/10/09.
6.
Click on OK to save your entry and close the input screen.
NOTE: Passport and Visa details are not uploaded to Galileo Desktop but can be
added to the Additional, Other Upload tab discussed later in the section under the
Preference tab.
Adding a Second Passport
Some travellers have more than one passport.
1.
Click anywhere on the closed passport entry to re-open the input screen.
2.
Click on the New button to add information about a second passport.
3.
View the passport entries using the arrow buttons.
Adding Visa Information
The visa is attached to the passport. If more than one passport is recorded in the
system, use the arrows to make sure the correct passport is displayed in order to
attach the visas.
‘
Take the following steps to complete:
59
1.
Enter the country name in the Visa Country field.
2.
Type the Visa Number.
3.
Complete the Expires field using the following format: Day/Month/Year,
e.g. 15/12/08
4.
Click in the Type field and press F12 to select the type of visa required.
5.
If only entering one visa, click on OK.
CrossCheck Travel 3.1 Client Management Guide
Client File
6.
If entering multiple visas click on the Add button, enter the additional visa
information.
7.
Click OK to save once all visas have been entered.
8.
The summary screen details all Passports and visas entered for the client.
9.
To access the Passport or Visa information to edit or delete, double click
on the appropriate line on the Passport tab.
Deleting a Passport
1.
Position the cursor on the appropriate passport line and double click to
open the dialogue window.
2.
Ensure the correct Passport is displayed on the screen, using the arrows to
scroll through the entries, and click the Delete button.
3.
A dialogue box will appear to confirm the deletion, click Yes to delete or
No to cancel the action.
4.
When a passport is deleted, all attached visa entries are also deleted.
Deleting a Visa
To Delete a visa entry, open the input screen by double clicking on the
appropriate passport under the Passport tab then follow the simple steps:
1.
Highlight the visa from the list that is to be deleted.
2.
Click on the Remove Button.
3.
A dialogue box will appear to confirm the deletion, click on Yes.
4.
Click OK to return to the Passport tab.
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Module 4:
Advanced Users Tip
If a client is being accompanied by another passenger and you do not wish to
create a Client file for the companion, try the suggestion below.
Add the accompanying passenger’s passport details in the first passenger’s file,
by adding a name after the passport number, as shown in the screen below.
Enter the accompanying passenger’s name under the Other Upload Info in the
Additional tab.
Preference Tab
The Preference tab is used to store preferred travel options for a Client. There
are three different sections which are accessed by the tabs on the left hand side of
the window. The third tab, Company, only appears after a Client is linked to a
Debtor.
Personal Preferences
This section is used to store the client’s personal preferences. These are added
according to their Service Type, Flight, Car or Hotel. To enter Personal
Preferences:
61
1.
Make a selection for the Service Type field by clicking the drop-down
arrow
2.
Enter the Supplier ID or access the Search box by double clicking or
pressing F12 in the Supplier ID field.
3.
Select either Yes or No from the Preferred field drop-down menu.
Selecting No indicates the Client prefers to not use the supplier selected.
CrossCheck Travel 3.1 Client Management Guide
Client File
4.
The Preference field requires specific codes depending on the Service
Type selected. Double click or press F12 on the Preference field, select
from the search box the click OK.
5.
The Comment field is used to enter additional, free text, comments.
To enter additional Personal Preferences, click the New icon on the standard
toolbar or press Ctrl+N to create new lines. It is possible to make multiple
entries for each Service Type as demonstrated.
Membership Preferences
The second sub tab of the Preference tab is the Membership tab. This area is
utilized to store all information in relation to Frequent Flyer memberships,
otherwise known as Frequent Traveller Cards (FQTV). Frequent Rental (Car) or
Frequent Guest (Hotel) memberships are classed as Club Membership.
1.
Click on the scroll indicator under the Membership heading and select
the type
2.
Enter a Program Name, e.g. Silver Kris, Gold Member.
3.
Type the Membership Number in the Nbr field. If the number is to long, it
can be entered under the Additional tab.
4.
The Expiry Date is entered as MM/YY (i.e. 01/09).
5.
Select the Service Type from the scroll list.
6.
Enter the Supplier ID or make a selection from the Search box (F12 or
double click the field).
7.
New lines can be added by clicking the New icon or pressing Ctrl+N.
NOTE: During the upload of client information to the Galileo Host, only the
Frequent Flyer details (FQTV) are transmitted. To include other membership
information, it must be entered under the Other Upload area on the Additional
tab.
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Company Preferences
Company Preferences are available once the Client is linked to a Debtor.
To enter Company Preferences:
1.
Select the Company tab and press Ctrl+N (or click the New button on the
standard toolbar) to open the Company Preferences window and select
the policy to be added.
2.
Use the arrow buttons to scroll through the policies created in the debtor
until the appropriate one is displayed. Click Add to transpose the details to
the Client file. Once all policies have been added, click Exit to return to
the Preferences tab.
For details on the creation of Company Policies and Preferences, See
"Preference Tab" in Module 7: Debtor File.
Removing Company Preferences
To remove a company preference:
63
1.
Press Ctrl+N to open the Company Preferences window.
2.
Use the arrows to display the policy to be removed and click the Remove
button.
3.
Answer Yes to the confirmation prompt.
4.
Click Exit once all policies have been removed.
CrossCheck Travel 3.1 Client Management Guide
Client File
Additional Tab
The Additional tab allows for the storage of Other Upload Information which is
transmitted to Galileo Desktop during upload.
Other Upload Information
Other Upload Information can include Notepads, SSR’s and OSI’s. All Other
Upload Information must be entered using full Galileo Cryptic formats (e.g.
SI.VGML).
If more lines are required, click on the New icon or press Ctrl+N. Complete
your entry and click on the Save icon.
)
NOTE: Certain data requires a Booking File with confirmed, live segments to be
present before the Upload can occur, e.g. seat and meal requests.
Interface
The Interface tab is designed to hold information that allows CCT to interface
with external applications.
The Other ID field, found on the Client tab, is duplicated here. Changing the
Other ID field on this tab updates automatically to the Client tab. The Other ID
field is a way of grouping client files other that by their Debtor link. Files can be
retrieved in the Client Search window from the entry in this field.
If more lines are required, click on the New icon or press Ctrl+N. Complete
your entry and click on the Save icon.
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Module 4:
Marketing Tab
The Marketing tab gives the consultant the opportunity to collect marketing
information about their clients.
Different information types are accessible from the tabs on the left hand side.
Two types, Main and Special Interest, are initially provided with CCT,
however additional types can be easily added.
Main Tab
The Main tab contains basic information about the client and their acceptance of
marketing materials.
Complete the Salutation box with the form of address to be used in all
documents.
The Mailout Allowed box should be ticked if the client wishes to receive
marketing mail outs.
The Client Category field will have a selection list attached if your agency has
entered client categories. Press F12 or double click in the Client Category field
and select from the list.
Adding New Tabs
All tabs other than the Main tab can have extra categories added, to collect
pertinent information for your agency.
New tabs may also be created. For further details, See Account Management
guide.
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Comments Tab
The Comments field is a free text area and should be used to store any general
notes relating to a client. The information stored in this area is for reference only
and does not print on documents.
To add a comment:
1.
Click on the Comments tab.
2.
Type your note. To create additional lines click New or press Ctrl+N.)
3.
Click on the Save icon (or press Ctrl+S) on the toolbar.
Workflow Action Items Tab
The Workflow Action Items tab is used to begin new alerts and to store all
Action Items created for this file. For further detail, See "Action Items" in
Module 3: MyCCT.
Important Notes Icon
The Important Notes icon is used to create and access Important Notes for this
file. For further detail, See "Important Notes" in Module 3: MyCCT.
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Module 4:
Client File from a Trip
File
Client files can be created from Trip files and all identical fields will be
transposed.
1.
Before creating a Client file from a Trip file check to see that a file does
not already exist.
2.
Open the relevant Trip file and selecting the Link Client button to retrieve
a list of client files with matching surnames. This will ensure that
duplicate client files are not accidentally created. If a match is found,
follow the procedures: See "Trip File and Client File Linkage" in Module
5: Trip File.
If no matches are found, click the Create Client File Wizard button on
the Trip tab in the Trip file.
3.
The Client Creation Wizard screen offers 3 options:
• If the Client file contains multiple passengers, a new client file can be
created for each by clicking All Passengers.
• To create a client file for the Main Passenger Only.
• To choose which passengers, click on Let me select passengers.
4.
Click Next to continue.
5.
If Let me select passengers is chosen, a new screen lists all passengers in
that Trip file.
Tick the passengers to have Client files created and click Next.
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Client File
6.
All Phone and Address details on the Trip file will be displayed so that
they can be selected for inclusion in the new Client files. The passengers
name is shown in each screen so that the correct contact details can be
attached. This screen is repeated for each passenger selected.
7.
When all selections are complete the Next button will be greyed out.
8.
Click the Finish button to complete the creation of the Client file(s).
9.
The Trip file will be re-displayed showing the newly created Client Codes.
10.
You can move to the attached Client file by clicking on the hyperlink.
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Module 4:
Copying a Client File
You can save time creating new client files by using the Copy Client function.
This functionality is particularly useful when creating a new client file for a
partner or business associate.
To copy a client file:
1.
Open the Client file to be copied
2.
Click Options on the menu bar
3.
Select Copy Client
4.
A Copy Options dialogue will be displayed with all options marked for
automatic inclusion.
5.
If there are any areas not to be copied, untick them and click OK. A new
client file will be created with the new Given Name marked as mandatory
(blue).
6.
Enter the Given Name for the new client and click Save (Ctrl+S).
7.
All other personal details must be completed under the relevant tabs, as
detailed in the Client file tabs section of this Client tab.
NOTE: The Copy Client file function does not link the files together for upload.
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Client File
Associated Client Files
The Associated Client function allows for the linking of Client files for the
purpose of identifying family groups or business associations. A client may only
belong to one Client Grouping at a time. Associated Client files automatically
upload together.
Creating an Association
Open one of the Client files to be associated then open Options on the main
menu bar and select Associated Client to display the input window.
Alternatively, right-click the mouse anywhere on the Client tab and select
Associated Client from the menu.
1.
Click on the New button to start a new Client Grouping.
2.
Enter the Client Grouping name. i.e. family surname, Netball team,
Gourmet travellers.
3.
Enter a Description for the client grouping. e.g. Family, Perth
Competition, Worktrip 2008.
4.
Click on the Select button, on the right hand side of the screen, to display
a list of Client files.
5.
Use the mouse and scroll bar to find and highlight the passengers to be
associated together. It is important to also select the currently open client
in this process.
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Module 4:
6.
Click on OK. The Associated Clients screen will be redisplayed, with the
grouped Client files listed in the Members area. Click OK to Save and
close the input screen and return the Client file.
7.
The file codes for the associated client files will be displayed in the drop
down selection scroll as shown below.
You can open any other file in the associated group by clicking the file code in
this box.
An associated grouping can contain any number of client files; however each
client file can only belong to one associated group at any one time.
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Removing a Client File from an
Association
1.
Open any Client file that is a part of the associated group, then open
Options on the main menu bar and select Associated Client, or rightclick anywhere on the client file to display the input window.
2.
The arrow buttons can also be used to scroll through the client groupings
to ensure the correct one is selected.
3.
Click the Delete button to delete the entire Association.
4.
To remove individual client files, click the Select button to display the list
of client files to remove individual clients from the association. Client
files that are members of the group are highlighted.
5.
There are two methods for removing a client file:
• Click on the Deselect All button to remove all members from the
group. This action displays a dialogue box asking for confirmation to
delete the grouping. Click Yes or No depending on requirements.
Finally, click OK to be returned to the Client File.
• Click on the individual client file to be removed from the group. This
removes the highlight on the file, indicating it is no longer to be
included in the association. Click on OK to confirm the change. This
method means that all other selected members stay in the associated
group.
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Module 4:
Deleting Client Files
A Client file can only be deleted if it has not been linked to a Trip file.
Open the Client file to be deleted. Ensure the Client tab is open and select the
Delete option from File on the menu bar. A confirmation prompt will be
displayed, click Yes to confirm deletion of the file.
If the client file contains links to a trip file, the following warning will be
displayed.
The links must be removed between the Client and Trip files. See "Unlinking" in
Module 5: Trip File.
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Client File
Uploading Client Files
Uploading of Client files automatically creates a Galileo booking file profile
adding information held in the CCT application. This helps reduce manual
entries and increases information accuracy.
To perform an upload, Galileo Desktop must be running and signed in.
Open the Client file you wish to upload and click on the Upload icon on the
toolbar to display the Preference / Upload window.
This window will default with all the highlighted items already selected for
upload. If any items are not to be transmitted during the upload, untick or
remove the highlight.
Consultant
The consultant field will default to the logged-in user. If another consultant name
is required it can be selected from the drop down scroll attached to this field.
The All Data field -indicates that the Agency MAR, Passenger Name(s) and
both Home and Business address are sent to the Galileo Host.
MAR
The default setting All Data includes moving the MAR and assumes that you are
uploading to a booking file before Ending and Retrieving the booking file.
If uploading into an existing Booking File, including adding a second client into
a booking file, you must remove the tick in the MAR box.
Mileage membership
Up to ten Mileage membership numbers can be uploaded to the host. A live
flight segment must exist to correctly upload the Mileage details.
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Module 4:
Phones
The radio buttons in the Send As area provide options to upload the Client phone
numbers into the OSI or Phone fields or to Both.
In the adjoining Phones box the first character indicates the Upload option, (i.e.
O for OSI, P for Phone field, and B for Both). The second character indicates the
phone type (i.e. B for business, H for home, M for mobile, etc.).
Email
Email addresses must be added in Galileo Desktop using the Mail to (MT.)
format.
Other Upload Info
If a client file contains Seating and Special Service Requests recorded under the
Additional tab, the recommended procedure is to book all flight segments prior
to performing the upload. CCT only transmits this information when live flights
already exist in the Galileo Booking File.
Credit Card and Passport details are not transposed in the upload process. If you
wish to include these items you can enter them as Note Pad entries under the
Additional tab.
DYO
The DYO setting is used to stipulate a particular format to be used when
producing Itineraries directly from the host. Tick and type the required format
number in the DYO area.
Canned Remarks
Select which category of Canned Remarks you wish to attach to this booking file
from the drop down scroll. The options in this field are preset by the System
Administrator or Galileo Representative. Domestic, International and Free Text
are the normal categories available.
Adding Canned Remarks into the booking file, saves having to add itinerary
remarks into each Galileo booking file before producing a standard Gaileo
itinerary.
Preferences
Preference details are displayed for reference and do not upload. You can view
Personal or Company Preferences.
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Transmitting the Upload
Click the OK to Send button. CCT transmits this information to Galileo Desktop
and it is displayed in a booking file on the main Itinerary screen. If you wish to
view the booking file in Focalpoint, click on the Terminal button and enter *R in
a Focalpoint window.
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Module 4:
Associated Client File Upload
Associated Client files can be uploaded together.
Before uploading check that you have the correct files linked together. A
business man’s file might be linked to his work colleague’s files for a business
trip and to his partners file for a leisure booking.
See "Associated Client Files" in Module 4: Client File.
Both names from the associated files will be displayed in the Upload screen with
the arrow next to the open file name.
There are minor differences in the information transmitted to the Galileo host
when uploading Multiple Client files.
77
1.
Mileage Membership is extracted from both Client files.
2.
Other Upload information is only taken from the open file.
3.
Preference information is only displayed for the open file.
CrossCheck Travel 3.1 Client Management Guide
Client File
Uploading Multiple Client Files
Several Client files can be uploaded into the one Galileo booking file. This is
useful when two unassociated clients are travelling together. Open and upload
each client file individually into Galileo Desktop. Ensure that the Agency File
(MAR) is deselected when uploading each additional Client file after the first.
All details from each Client file are uploaded and automatically associated to the
relevant passenger name. If any details are not required, deselect them prior to
clicking OK to Send.
Two Passengers, One Client file.
If a client is accompanied by another, and a Client file is not required for this
passenger:, enter the accompanying passenger’s name, in Galileo host format,
under Other Upload Info in the Additional tab.
This is also the method for entering an infant on the parents client file.
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Module 5:
Module 5: Trip File
Opening Trip Files
A Trip file is used to store segment information and accounting transactions for
each itinerary within the CCT application. Trip files store information about
passengers travelling together and have various methods of creation, the most
useful being an automatic download from Galileo Desktop.
Trip files can be accessed using any of the following methods:
• Using the Trip file icon on the standard CCT toolbar.
• Using the MyCCT pre-set or Trip search folders. See "Trips" in
Module 3: MyCCT.
• Via the relevant Client Files. Select the Trips tab to display a list of
trips linked to the client. Double clicking on line will open the Trip file.
Creating Trip Files
Trip files can be created:
• Manually - See "Manually Creating Trip Files" in Module 5: Trip File.
• Using the Quick Trip Wizard - See "Quick Trip" in Module 5: Trip
File.
• Creating from a Client file - See "Creating a Trip File from a Client
File" in Module 5: Trip File.
• Automatically, by downloading a booking file from Galileo Desktop See "Automatically Creating Trip Files" in Module 5: Trip File.
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Trip File
Manually Creating Trip
Files
With no file open, click the New icon on the standard toolbar to open a selection
screen.
Click on the Trip radio button to start a new Trip file manually then click on
OK to open a new blank Trip window.
Mandatory Items
The blue colour indicates the mandatory fields, which must be completed before
the file can be saved and a file code created.
A Booking Name or Group Name must also be entered before saving. Because
there is the option to complete either of these fields they are not coloured blue.
Completing the mandatory fields:
Field
Description
Booking Name
Use standard Galileo cryptic formats (e.g. FINCH/
CHRISMR)
Group Name
This is a free text area, and can be completed instead of, or
as well as, the Booking Name field
Departure Date
Use the DD/MM/YY format to enter the date of departure
Trip Status
Enter the status of the trip, press F12 for a list of options
available. Reports are able to be sorted according to this
field. The Trip Status should be updated as the booking
changes.
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Module 5:
File Identity
After the Mandatory fields have been entered click on the Save icon to save the
file and create a Trip file code.
A unique Trip code is assigned by the system to each Trip file and displayed in
both the drop-down list and window title bar. The structure of this Trip code will
depend on whether the Trip has been manually created or downloaded from the
Galileo host system.
Manually Created / Quick Trip Wizard Trip Code: GL2912040001
Breakdown
Description
GL
The first two letters of the creating consultants code
291204
The date of creation of the Trip file
001
Trip Number allocated by the CCT application
Downloaded Trip Code: QTV89E140503
81
Breakdown
Description
QTV89E
this is the 6 characters Galileo Record Locator reference
140503
the date of creation of the trip file
CrossCheck Travel 3.1 Client Management Guide
Trip File
Trip File Action Buttons
The action buttons in the top right hand of a Trip file perform the following
functions:
• The W icon outputs the current itinerary details to Microsoft Word,
using Itinerary style 4. See "Itinerary from MS Word Icon" in Module
9: Documentation.
• Trip Texts provides a way to easily add comments to each segment
before creating an itinerary. See "Trip Texts" in Module 9:
Documentation.
• Trip Search – opens the Trip search window. See "Trip Search" in
Module 3: MyCCT.
• The Important Notes icon opens a blank Important Note to enable the
user to add a message. See "Important Notes" in Module 3: MyCCT.
Downloading to a Manually
Created Trip File
Once a trip file has been manually created, segment information can be
downloaded without creating an entirely new Trip file. This is useful where a
client may have booked a land package and then returned to ask for flights to be
booked.
To add the segment information into the Trip file:
1.
Book the required segments in Galileo Desktop and ensure the file is
saved. Make a note of the Record Locator.
2.
Open the manually created trip file in CCT and enter the record locator
(exactly as it given in Galileo Desktop) into the Booking File field on the
Trip tabs Summary section, and save the Trip file.
3.
Re-open Galileo Desktop and retrieve booking file (if not already open).
Select the download button and a prompt appears, confirming the choice
to download into an existing manually created Trip file.
4.
If the name in the Trip file does not match the name in the Galileo
Desktop file exactly, the download will copy the name from Galileo
Desktop over the name in the original Trip file.
5.
The new segment is automatically added under the Segment tab, with the
Source code of G for Galileo.
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Module 5:
NOTE: If quotes have been created against the manually created trip file, these
may require adjustment to include the new segment information. See "Working
with Quotes" in Module 5: Trip File.
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Trip File
Quick Trip
The Quick Trip functionality can be used to provide clients with a detailed
quote and to create a Trip file with segments and quotes, from one input screen.
To create a new Quick Trip, click on the Quick Trip icon on the MyCCT
toolbar or select Quick Trip Wizard from the File menu.
The Quick Trip - Create New Trip and Quote screen will be opened.
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Module 5:
Quick Trip Screen Sections
Itinerary Dates and Destinations
Field
Description
Origin
Defaults from the Branch configuration. Enter the IATA code
for the Origin city or airport.
Destination
Enter the IATA code for the Destination city or airport. A
drop-down scroll provides a list of Cities that have been
previously used in segment files. For a full list of city and
airport codes select the search button (...)
Scroll through the list or type in details in the Code, Name or
Country boxes to refine the list. Double click the required
line.
85
Via
If required, enter a via point IATA city / airport code. This
functionality is useful when quoting trips via different routes.
Departure
Enter a Departure date (using DD/MM/YY) or use the
calendar button to select a date
Return
Enter the Return date (using DD/MM/YY), or use the
calendar button to select a date
1 way
If this quote is for one-way travel, tick this field
CrossCheck Travel 3.1 Client Management Guide
Trip File
Suppliers / Segments
Drop-down lists are available to access the most commonly used Suppliers from
previously booked segments. A full list is available from the search (...) button.
Section
Field
Description
All
Supplier
Select or enter the supplier code for each
segment type to be included in the quote
Creditor
(appears after a supplier has been entered)
Provide the Creditor code to be used for the
supplier. Defaults can be configured by system
administrators if required
Rates
Flight
All rates fields only become available after a
Supplier and Creditor has been entered for that
service.
Paxs
Number of Passengers using the flight segment
Fare
Total Fare per person
Taxes
Total value of taxes to be included or enter
detailed tax information by selecting the (...)
button
Select from the commonly used codes, or enter
each tax code and the tax amount. Click Close to
transpose the total to the Taxes field.
Hotel
Car
Tour
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Nights
Number of nights required at the hotel
Nightly Rate
Nightly rate for the hotel room
Days
Number of days the car is required
Daily Rate
Daily rate for the car hire
Paxs
Number of passengers participating on the tour
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Insurance
Fare
Total cost of tour (per person)
Paxs
Number of passengers to be included on
insurance
Days
Number of days of cover included in the quote
Premium
Cost of insurance policy (per person)
The Generated Segments section of the Quick Trip screen is populated as each
service type is completed, and is a summary of the quote.
Passengers
The number of lines available is governed by the number of passengers indicated
in the Pax field. Enter the name in airline format (i.e. Surname/ Given Name/
Title.). If the name is not entered in this format the Trip and Client file codes will
not be created to correctly identify this file.
Follow Up and Passenger Details
Tick the Create Follow Up Alert box if a reminder to follow up on the quote is
required. Complete the passenger contact detail fields and set the Alert date and
time.
Tick the radio button to specify the means of contact (i.e. Phone, Mail or Email).
Enter the Marketing Code by selecting a code from the list (F12) or entering
free text. Select the appropriate trip type, Business or Leisure.
Click on OK to save the trip details.
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Trip File
The Quick Trip information is transposed into a new Trip file, and a User
Comment is automatically created, advising that this Trip was created from a
Quick Trip.
The Trip Status field is automatically completed as Quote.
The Segment and Quote areas have also been completed.
Re-open the Quick Trip input screen from the Quotes area by clicking on the
icon. This will re-display the Quick Trip screen with the Follow –up details and
Origin, Destination and dates transposed from the existing quote.
Creating a Booking from a Quick Trip
If the quote has been accepted, update the status of the Trip file to Active (from
Quote). The same Trip file can be used to store the Galileo booking once it has
been created. See "Manually Creating Trip Files" in Module 5: Trip File.
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Service Fee Quotes Generated
from the Quick Trip Window
Fees entered in the Quick Trip window will now always appear in the Quotes
grid below all other types of Quotes.
Creating a Trip File from
a Client File
A Trip file can be created from the stored details in the Client file, without
uploading and downloading through Galileo Desktop. This is useful when a
regular client books a land only itinerary.
Open the Client file and click on the Create Trip icon located on the Client tab.
A Trip file has been created, with the contact details transferred from the Client
file. Complete the mandatory fields and Save the file.
CCT also automatically creates a link between the Trip file and Client file,
indicated by the hyperlink on the Trip tab.
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Trip File
Trip File Tabs
The Trip file consists of the Summary bar plus a series of tabs. The initial screen
or Trip tab is used as a summary screen, while the remaining tabs are used for
more specific information.
Trip Tab
After the file has been saved, other areas on the Trip tab can be completed.
Passenger items
• Main box
If there is only one passenger in the Trip file, this box will be
automatically ticked on saving the file. If there is more than one
passenger, place a tick next to the main passenger. More names fields
can be added by clicking on the New icon or pressing Ctrl+N with your
cursor in the name field.
• Preferred Name
Enter the name the passenger uses, (e.g. Ho Lee Fong Cheung prefers
to be called Lee).
The Link Client and Unlink Client buttons are used to create
passenger links from the Trip file to Client files. After these links have
been created, the Client Code will be displayed. See "Trip File and
Client File Linkage" in Module 5: Trip File.
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• Summary
The Summary area in the middle of the screen also holds information
on the actual trip being undertaken, and should have as much data as
possible entered.
The following table details each field
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Field
Description
Consultant
Automatically completed with the current user name
Trip Status
Double click the field (F12) to select an appropriate status
for the Trip file. This field should be regularly updated to
ensure it reflects the current state of the file (mandatory)
Nbr of
Passengers
Enter the number of passengers in the Trip file (maximum
99)
Ticketing Date
Enter the date the trip should be ticketed using the DD/
MM/YY format
Destination
Enter the IATA code for the destination airport / city. Use
F12 for a list of available codes
Region
Enter the relevant region for this trip. Use F12 for a list of
available regions
Created
System generated - records the date of Trip file creation
Order No
Enter the order number provided by a Debtor. This order
number prints on Invoices and Credit Notes.
Group Name
If this trip file forms part of a Group booking, enter the
group name.
Marketing Code
Enter an appropriate Marketing Code or, dependant on
settings, press F12 to select from a list of pre-defined
codes.
Itinerary
Summary
This field is automatically completed when an itinerary is
downloaded for the host system. It can also be entered
manually in free format.
Cost Centre
A Cost Centre code would be provided by a Debtor and
prints on Invoices and Credit Notes
24 Hour Time
Set the time format required for the Trip file. This impacts
documents such as itineraries
Booking File
Used to store the Galileo booking file Record Locator, if
applicable
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Trip File
Trip Type
Select a category; - business, leisure, group or mixed from
the drop-down list
Created
System generated - records the date of Trip file creation
Viewtrip.com
The Viewtrip.com link provides easy access to the Galileo Viewtrip web site for
viewing itineraries. Clicking the link opens www.viewtrip.com and populates
the Galileo Reservation # and Last Name automatically.
Once the Viewtrip.com window opens, click the Sign In button to view the
itinerary.
The Viewtrip.com link only appears if a valid Galileo Record locator is stored in
the Booking File field of the Trip tab.
Phones and Address Fields
The lower part of the Trip tab is used to store the contact details. Refer to the
table below to complete these fields. Additional lines can be added by clicking
on the New icon while the cursor is in the appropriate field or by pressing
Ctrl+N.
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Phones
Field
Description
Type
Phone contact type, e.g. Home, Business, Mobile, Fax,
Email. F12 (or double click) to access selection list.
Area
Area code.
Number
Phone or fax number.
Ext.
Extension number where applicable.
City Code
City code of phone location - use the three letter IATA
codes - if left blank this field defaults to Branch city code.
Comments
Free format comments field.
Primary
Tick this box if this is the Primary phone number. The
Primary item will move to the top of the display.
Address
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Field
Description
Type
Address type (e.g., H for Home, B for Business). F12 (or
double click) to access selection list.
Building
Free format field to record a building name, or floor level.
Street
Free format field to record the street number and name.
Suburb
Type in the suburb name and tab to the next field. Upon
tabbing out of the field, the State and Post Code fields are
completed automatically.
State
Normally system generated based on the Suburb input.
P’Code
Normally system generated based on the Suburb input
City
A city name can be added, if required.
Country
Country of address, if required
Primary
Tick this box if this is the Primary Address. The Primary
item will move to the top of the display.
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Trip File
Segments Tab
The Segments tab provides access to all itinerary details related to the current
Trip file. Segments can be manually added or generated automatically through a
download from Galileo Desktop.
The segment summary window provides an overview of the itinerary and a
Source code of L means this segment was created locally and a G means it was
downloaded from Galileo Desktop.
Highlighting any line will display a summary of the segment information in the
lower half of the screen.
Double clicking on a line will open the segment input window where any of the
details can be viewed, edited or deleted.
For further details, See "Working with Segments" in Module 5: Trip File.
Fees Tab
Fees created in this area can then be converted into a Quote item or directly into
a Cheque Requisition. For any Fees to be charged to customers, the agency
administrator needs to setup standard fee types in CrossCheck Travel which will
become available for all users in your office. See Account Management guide.
The number of Fee Types that can be setup is unlimited, but they must be linked
to one of these new fees related Service Types.
Using the Fee Rules
When Fees are to be charged to the passenger(s) on the Trip File, the Fees Tab is
accessed and the New button is selected. In the Fee field is a drop-down list of
Fees Rules created by your agency administrator. These will appear in
alphabetical order of the Fee Codes created.
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The selection of one of these Fee Codes will retrieve all the associated Fee data
into the screen. This information can then edited, particularly if needing to alter
the amounts or change the Description so that it is customised to help explain the
reason for the Fee being charged to the customer.
From within the Trip Fee window, a Quote OR a Cheque Requisition can be
generated and the choice of these two options is likely to be dependant on the
type of customer being charged.
That is, for a Corporate customer you are likely to go straight into creating a
Cheque Requisition (then Invoice this transaction) while for a retail customer, a
Quote could be created so that these amounts can be included in the overall
Quotation to the customer. Otherwise, the Fees can be Saved without creating
either a Quote or a Cheque Requisition. When the Service Fee items have been
saved, they will display on the Trip Fees tab as individual items, similar to this
example:
From this screen, the existing Fee items can be re-opened and edited or one of
the four buttons at the bottom of the screen can be selected or the user may just
exit the Fees Tab. When selecting any of the above four buttons the following
will occur:
Adding a New Fee
A new fee can be added to the Trip File at any time.
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Creating a Cheque Requisition
For the fees selected on the screen (which will be highlighted in dark blue),this
option will create Cheque Requisitions on the Trip File. The Chq Rec transaction
number will display on the right hand side of the Fee Tab.
Create Quotation
If the Create Quotation option is selected, for the fees selected on the screen
(which will be highlighted in dark blue), Quotes on the Trip File will be created.
The Quote transaction number will display on the right hand side of the Fee Tab.
Refresh
The Refresh button has relevance when Fees generated through Galileo Fee
Manager are downloaded into the Trip File.
Flexible Commission Rate on Fees
It is now possible to set up some Fee types so that the Commission Rate is a
percentage less than 100%. This option would be used when the agency is not
deriving the total revenue from the fee being charged to the customer.
e.g. A standard courier fee is ($15.00 plus GST)) charged to the Travel Agency
and the Agency adds on an additional $15.00 so that cost to the customer is a
total of $30.00 plus $3.00 GST.
To set up a Fee in this way, the applicable Commission Percentage rate is
entered in the Supplier Profile in the Commission field:
When this Fee is used by the standard methods (downloaded from Fee Manager
or entered manually), the Fee Total will be the full amount of the fee being
charged to the customer.
A Cheque Requisition subsequently created from the Service Fee will generate a
transaction that has the applicable amount of commission but also a Net Amount
payable to the Creditor. The amount payable to the Creditor can later be included
in a Payment entry incorporating other outstanding amounts.
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Deleting of Fees
It is now possible to delete a Fee that has a Quote or Cheque Requisition
attached, but you must first delete the related Quote or reverse the Cheque
Requisition.
When a Quote is being deleted, the system will check whether this Quote was
originally created from a Trip Fee. If it was generated from a Fee, the following
prompt will appear so that the user can delete the original fee as part of this
process. Click on Yes to complete the process.
When reversing a Cheque Requisition that was created from a Fee, no prompt
will appear. However, you can now go into the Fee tab and delete the fee by
highlighting it then pressing the {CTRL and D} keys simultaneously.
New Per and Quantity Fields in the Fees Tab
The updated Fee window now has an additional field labelled Per which allows
for a method of calculating Fees per Pax (Passenger) or as a Total amount. There
is also a space to enter the Quantity of Passengers for the purposes of calculating
the total fee amount. When a Fee is created using the pax option in the Per field,
the pax quantity will be automatically calculated from the number of passengers
on the Trip file.
When converting a Fee into a Quote, the value entered into the Quantity field on
the Fee is copied into the Quantity field of the Quote.
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Trip File
A further change within the Fees Tab is that the calculated total amount field of
the Fee will display on the Fee Tab beneath the individual fee values.
Quotes Tab
The Quotes tab stores detailed quotes for passengers and produces a high quality
quotation documents. The quote can also be used to generate Ticket and Cheque
Requisitions (See "Ticket and Cheque Requisitions" in Module 6: Trip
Accounting Part 1) and to produce Invoices and Credit Notes.
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Quotes Tab Fields
Field
Description
Nbr
Quote Number
Date
Date the quote was created
ID
System generated unique identifier for the quote
Type
Type of quote (i.e. F for flight, H for hotel)
Supplier
Supplier code
Cost / Ref
Indicates if the quote is for a cost or refund to client
Sell
The selling price indicated in the quote
Qty
Number of people, days, nights or total; taken from the
Per field in the quote input screen.
Per
Unit of measurement, Day, Night, Person & Service
Unit Price
Price per unit / item
Duration
Number of days
GST
Indicates if GST is applicable Yes, Comm or No
Charge
Indicates if this is a chargeable item and that it will appear
on documentation
Total
A total of all quotes associated to the trip file
The lightning bolt button gives direct access to the Quick Trip functionality
which is fully detailed in this See "Trip File and Client File Linkage" in Module
5: Trip File.
See "Working with Quotes" in Module 5: Trip File.
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Clients Tab
The Clients tab displays a list of all clients that have been linked to this Trip.
For further details, See "Trip File and Client File Linkage" in Module 5: Trip
File.
Frequent Flyer Tab
The Frequent Flyer tab displays information on Frequent Flyer programs
associated with the trip file. This information can be passed through
automatically from the download procedure or can be added manually. Ten
Frequent Flyer or membership numbers can be uploaded and downloaded.
To add Frequent Flyer information manually:
1.
Click in the New icon on the standard toolbar (Ctrl+N).
2.
Select the Passenger name from the list and enter the relevant Supplier
and Number.
3.
Click OK to save the details. Repeat this for each passenger and Frequent
Flyer program.
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Accounting Tab
The Accounting tab lists all accounting transactions in relation to the Trip file.
The details at the bottom of the screen assist with financial analysis.
For details about creating accounting transactions, See Module 6: Trip
Accounting Part 1 and See Module 8: Trip Accounting Part 2.
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Trip File
Field
Description
Date
Date transaction was created.
Tranx ID
System generated Transaction number.
Tranx Type
Type of transaction i.e. Receipt, Ticket, Cheque etc.
Reference
A cross reference between the transaction and the next
stage in it’s processing i.e. Tickets and Cheques are
referenced to their subsequent Payment number, Receipts
are referenced to their subsequent deposit batch number.
Status
Current status of the transaction. See "Transaction Status
Codes" in Module 6: Trip Accounting Part 1.
Inv
Indicates if an invoice has been raised.
Debit
Amount being paid OUT of this trip file.
Credit
Amount being paid INTO this trip file.
Balance
Total Balance of the trip file.
Trip Value
Total value of Tickets and Cheques issued, excluding
taxes.
Nett
Commission
Nett commission earned on the Trip file to date (excluding
GST).
Percentage
Profit
Commissions less discounts as a percentage of total gross
value.
Clicking on the Out of Balance button will open a screen where consultants can
record the reasons for the file not balancing. This function needs to be activated
in the administrator settings and codes entered in Tables. For more details, See
Module 6: Trip Accounting Part 1.
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Comments Tab
The Comments tab is used to record any additional information relating to a Trip
file. The tabs on the left hand side of the screen divide Comments into two
categories:
• Those entered by the User.
• Those downloaded from the Galileo Desktop.
User Tab
Select the User tab and enter any free text comments.
Host Tab
When the Trip file has been created via a download from Galileo Desktop, data
from various Booking File fields is automatically placed into the Host
Comments screen.
Workflow Action Items Tab
The Workflow Action Items tab is used to list all Action Items that have been
created for the currently selected Trip file. See "Action Items" in Module 3:
MyCCT.
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Automatically Creating
Trip Files
Downloading
A Trip file is automatically created when a booking file is downloading from
Galileo Desktop into CCT.
Take the following steps to download the booking file:
1.
Display the booking file in Galileo Desktop and click the Download icon
on the Toolbar.
2.
CCT will confirm the completion of the download and provides options to
return to Galileo or proceed to the Trip file.
3.
The recommended procedure is to select Exit to Trip File (default) and
click OK. This will open the new Trip file, make any additions and Save
the file.
NOTE: Phone numbers are only downloaded on the initial download. Both
Waitlisted and Confirmed sectors for the same flight, in different classes, are
downloaded. Text Segments (i.e. RD.T) do not download to CCT.
NOTE: Service Fees recorded in Galileo Desktop using Galileo Fee Manager
are also downloaded into CCT. See "Galileo Fee Manager Integration" in
Module 8: Trip Accounting Part 2.
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Downloading with Duplicate
Record Locators
Galileo Record Locators are recycled therefore the CCT application could
already hold a Trip file using the Record Locator currently being downloaded. In
this case, the download process performs an analysis using the departure date
and the Record Locator.
The system searches for departure dates matching, within 30 days, to the
booking file being downloaded. If none are found, the download proceeds as
normal. If booking files are found, a Select Trip to redownload screen will
appear.
If the booking file being downloaded should replace an existing Trip file,
highlight the file from the list and click Overwrite, otherwise click New to
create a new Trip file.
Downloading Past Date Booking
Files (PDQ)
If it is necessary to download a Galileo booking file with a past date, the
download process looks for files in CCT with the same name, record locator and
creation date as the host file.
The system does not look at manually created trip files if the name, record
locator and the creation date do not match the PDQ file.
If the booking file has been downloaded before, CCT will display a list of
matching trip files. Select the booking file from the list and click the Overwrite
button. If no booking files are found, the list is empty and the option to create a
New trip file is available.
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Trip File
Downloads with New Codes
If a Booking File is downloaded containing a supplier or city code not previously
used in CCT, the download will continue and CCT will create a new Workflow
Action Item. The Action Item ensures the new code is updated in the CCT
system tables. The Alert Item is given a Priority of Urgent and is assigned to the
currently logged in user. If the current user doesn’t have appropriate security
settings to update the tables, the Alert Item can be forwarded to the Manager for
action.
Updating the Table
To update CCT with a new code, select Tables from the Tools menu. Select
Supplier or City Code from the sub menu (depending on requirements).
Search for the new code, or scroll the list and highlight the code in the Maintain
Supplier window.
Complete the mandatory fields and any other details required. Click Save to
commit the changes to the tables.
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Redownloading
Once a Galileo Booking File has been downloaded into CCT, further changes to
the itinerary can still be made in Galileo Desktop and re-downloaded. Perform
the normal download procedures i.e. retrieve a booking file and click the
download icon on the Galileo Desktop toolbar. A message is displayed
confirming an Overwrite of the existing Trip file.
• Without Quotes
If there are no quotes attached to the Trip file, selecting OK deletes all
previously downloaded segment data and replaces them with the new
downloaded itinerary. Any details that were manually added to the
previous segments are lost.
• With Quotes
If quotes were attached to the Trip file, any new / changed segments
are added to the existing segments. The original segments are shown in
red and need to be removed through the Quotes screen. Once the
download has been completed, a reminder will be displayed.
Select Yes to move directly to the Trip Quotes screen. Select the Segments tab
to see the changes, indicated by a line through the redundant segment.
Click the changed segment (it turns red); highlight the new segment to be
included and click OK. Return to the Details tab and overtype the old quote with
any new information. Click OK to save the updated quote data. For further
details on adjusting and deleting quote information, See "Working with Quotes"
in Module 5: Trip File.
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Redownloading a Cancelled
Booking
If a booking was initially downloaded into CCT and has since been cancelled in
Galileo Host, the booking can still be redownloaded into CCT to update the Trip
file status to Cancelled.
When the booking file is found, a Select Trip to Redownload screen will appear,
highlight the file from the list and click Overwrite.
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Deleting a Trip File
A Trip file can only be deleted if no accounting transactions have occurred. If
any attempt is made to delete a trip file which contains accounting transactions, a
warning message will be displayed.
To delete a trip file, ensure the Trip tab is displayed and click within the Trip
Code field. Select Delete from the File option on the menu bar.
A confirmation dialogue box, with the Trip Code, will be displayed.
Click on Yes to perform the deletion.
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Trip File
Working with Segments
Segments can be created manually, downloaded from Galileo Desktop, or
produced from a Quick Trip. Itineraries are created from Segment entries and
Statement of Account, Quotations and Vouchers source segment detail.
Not all screens are covered in this module; however the process for completing
the screen follows the same principle, regardless of the fields required.
Creating Manual Segments
To manually create a Segment:
1.
Highlight the Segment tab and click the New icon (Ctrl+N) on the
standard toolbar. The New Segment Type window will open, providing a
list of segments types that can be created. See "Inserting a Segment" in
Module 5: Trip File.
2.
Select the type required from the list and click OK.
3.
The Segment Input screens will vary, to reflect the information required
for the type of segment selected. (e.g. an Insurance segment will ask for
the Plan Type, a Travellers Cheque Segment will ask for the Currency.)
4.
Web segments cannot be created manually they can only be downloaded
from the host system.
5.
When completing all segment input screens:
• Remember to tab to move forward between fields and Shift+Tab to
move backwards.
• If unsure of the entry required, press the F12 key and select from the
list.
• There are no mandatory fields in Segment screens, so enter as many
fields as required and tab past others.
• The Comments field is a free text format and will print on the
itinerary. Extra lines can be added by pressing Ctrl+N or by clicking
on the New button on the standard toolbar.
6.
When complete, the entry is transformed into a one-line summary under
the Segment tab. The details entered are displayed in the lower part of this
screen.
NOTE: Fee segments created in Galileo Desktop will be automatically created
in CCT upon download. See "Galileo Fee Manager Integration" in Module 8:
Trip Accounting Part 2.
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Changing Existing Segments
Any previously created segments can be updated by double clicking anywhere in
a summary line. Make any changes required, and Save over previous entries by
clicking OK.
Flight Segment Screen
Enter as many fields as possible, including a carrier record locator in the
Booking Reference field.
The Transits/Meals/SSR button provides access to a second screen where any
special information and services required on the flight segment can be entered.
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This area will be populated from the information downloaded from Galileo
Desktop, and you can make additions to this screen.
If known, provide the Meals and Services offered on the flight. If special
requests have been made, enter the corresponding Galileo SSR code, status and
details (the status and code can be accessed using the F12 key or by double
clicking the field).
The Transits information is generally used for storing Seat Numbers and
Aircraft types. Leave the City Code field blank for the first line. If the seats or
aircraft change during the journey, enter the details on subsequent lines.
Click OK to save these details. To Save the flight segment, click OK.
Cruise Segment Screen
A Cruise segment input screen provides a Cruise Details area to record the
name of the vessel, Cruise number, and Cabin or Berth that has been booked for
the passenger.
Complete as many other fields as is possible. Double click (F12) on the Supplier
field to access a list of available Cruise suppliers.
Any additional comments associated with the cruise segment can be added into
the Comments field. Click OK to save the segment.
Tour Segment Screen
The Tour segment input screen contains general information about any tours that
have been booked for the passenger. If multiple tour segments are to be included
in the one Trip file, the tour name can be added after the booking reference.
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Hotel Segment Screen
The detail entered in segments will print in the itinerary, including the guarantee
and membership numbers. When a Room Rate is entered on this screen, it is
transposed into the itineraries and used for Hotel Commission tracking
calculations. The list attached to the Room Type field includes condominiums,
apartments and room rate inclusions.
Hotel Commission Tracking
The commission due back to an agency when a client pays a hotel direct can be
tracked by clicking on the green flag icon in the accommodation segment input
screen.
The status of the commission tracking is initially set to Pending. The Write Off
and Received are used to update the status once commission has been banked, or
if the commission is unlikely to be received.
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Enter the commission Amount Expected or select the Calculate button to work
out the commission.
If the Room Rate and Number of Nights fields were entered into the Hotel
Segment screen the details are automatically filled in.
The Exchange Rate defaults to 1.00 and the Commission to 10%. However
both fields can be overtyped. The system will automatically calculate the
commission in AUD if the amount per night has been entered in another
currency and the Currency tables have been updated with current exchange
rates.
Click OK to close the screen and update the Amount Expected field in the
Segment Commission Tracking window.
The Date Expected field defaults to one week after check out date; however this
date can be overtyped to suit the booking. The Comment field is a free text area.
Click OK to save the commission tracking details.
Commission Received
When the commission is received and a Commission Receipt-Other window
completed in the Creditor file, the status is automatically changed to Received
and the details are transposed into the following fields:
• Amount Received
• Date Received
• Variation
These fields can also be updated manually.
Unpaid hotel commission can be tracked and reminders sent. See "Hotel
Commission " in Module 3: MyCCT
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Inserting a Segment
Each time a new segment is created it is added as the last line, which would
produce an out of sequence itinerary. Using the Insert Segment function means
new segments can be entered in chronological order.
1.
Highlight the segment that the new segment is to be inserted above.
2.
Select Insert Segment from the Options menu.
3.
The New Segment Type selection box will be displayed.
4.
Choose the Segment type required and complete the screen as normal.
5.
When complete, click OK and the new segment will be inserted as
requested.
Re-ordering Segments
If segments have been added and the itinerary is not in date order, it can be
manually re-sorted by using Drag and Drop procedures. Highlight the segment
to be moved and, using the mouse, drag it to the new position on the segments
list. Alternatively, highlight the segment to be moved and press Ctrl+K or
Ctrl+L. Click on the Save icon to commit the changes.
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Deleting a Segment
To Delete a segment, open the Segment input screen by double clicking
anywhere on the summary line.
Segment without a Quote Attached
Click on the Delete button in the bottom left hand corner of the segment screen
and answer Yes to the confirmation prompt to remove the segment.
Segment with a Quote Attached
Click on the Delete button in the bottom left hand corner of the segment screen
and answer Yes to the confirmation prompt. The Segment tab is redisplayed and
shows the deleted segment as crossed out, if selected, or in red if not selected.
Opening a trip file where segments have been deleted and the quote has not been
updated displays a warning message.
Select Yes to move straight to the Quotes tab and update accordingly. For
further details, See "Working with Quotes" in Module 5: Trip File.
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Segment Defaults
Segment Defaults are used to store frequently used segment information, such as
hotel name and address details. This function saves time when documents such
as hotel vouchers are produced. Once stored, segment default data is
automatically transferred to each new Trip segment after nominated key data has
been entered.
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1.
Select Segment Defaults from Options on the menu bar.
2.
The screen may open with previously entered defaults.
3.
Click on the New button, and the new mandatory fields will be displayed.
4.
Click on the Segment Type to open the scroll and select the type of
default you wish to create.
5.
Type in a title which uniquely identifies this Segment Default in the blue
coloured line under the Segment heading.
6.
The heading Conditions means the conditions for retrieval of your default
entry. To add Conditions, click the Add button.
7.
Select a field from the Column scroll. This scroll displays a list of field
labels from a Segment screen.
8.
Enter the text to be matched under the Value heading. This text is matched
by CCT and activates the Default Segment transfer.
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9.
Select the Match Criteria to specify the constraints of pattern matching:
• Exactly - value must be same and complete spelling.
• Word - the value specified must be found somewhere within the field
for the match to be true.
10.
Additional Conditions can be created by clicking the Add button.
11.
Conditions can be removed by highlighting the required item and clicking
the Remove button. Answer Yes to the confirmation prompt for the
deletion of the record.
12.
Information specified in the Field Defaults is used to pre-fill the fields on
the segment screens and vouchers.
13.
Click the Add button.
14.
Select a heading from the Column area.
15.
Type your entry under the Default Text heading.
16.
Click on the Add button to start a new line.
17.
When satisfied with your entries DO NOT click on ADD.
18.
Click on the Save button then on the Exit button.
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Module 5:
Trip File and Client File
Linkage
The linking of Trip and Client files allows for improved tracking of activity and
sales. A Trip file can be linked to many Client files and a client may be linked to
several Trip files.
In previous versions of CCT, a Trip file was linked to a Client file through the
Client tab. This facility still remains, however it has been superceded by the
ability to create links using individual passengers.
To link files, open the Trip file and select the Link Client button from the Trip
tab, and the matching Client file will be retrieved in the preceding dialogue box.
If the client record is in a different name, enter the name, or part of the name and
press the Search button to display the closest match. This is useful when a
passenger has a trip file in her married name and the client file is still under her
maiden name.
Select the Client name and click OK. The Client code hyperlink is displayed on
the Trip tab and can be used to access the Client file.
Linking Multiple Passengers
If there are multiple passengers on the Trip file, each can be linked to its own
client file. Repeat the linking procedure for each passenger on the trip file.
Unlinking
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If the incorrect Client file has been linked to the Trip file, they can be unlinked.
There are two types of links, Trip and Passenger links. Trip links are those
created through the upload/download procedure. Passenger links are those
created manually using the Link button.
Both link types can be reversed using the Unlink button.
Display the correct Trip file and click on the Unlink button on the Trip tab.
The hyperlink to the Client file will be removed.
Save the changes using the Save button on the standard toolbar (Ctrl+S).
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Module 5:
Trip File and Client File
Linkage
The linking of Trip and Client files allows for improved tracking of activity and
sales. A Trip file can be linked to many Client files and a client may be linked to
several Trip files.
In previous versions of CCT, a Trip file was linked to a Client file through the
Client tab. This facility still remains, however it has been superceded by the
ability to create links using individual passengers.
To link files, open the Trip file and select the Link Client button from the Trip
tab, and the matching Client file will be retrieved in the preceding dialogue box.
If the client record is in a different name, enter the name, or part of the name and
press the Search button to display the closest match. This is useful when a
passenger has a trip file in her married name and the client file is still under her
maiden name.
Select the Client name and click OK. The Client code hyperlink is displayed on
the Trip tab and can be used to access the Client file.
Linking Multiple Passengers
If there are multiple passengers on the Trip file, each can be linked to its own
client file. Repeat the linking procedure for each passenger on the trip file.
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Unlinking
If the incorrect Client file has been linked to the Trip file, they can be unlinked.
There are two types of links, Trip and Passenger links. Trip links are those
created through the upload/download procedure. Passenger links are those
created manually using the Link button.
Both link types can be reversed using the Unlink button.
Display the correct Trip file and click on the Unlink button on the Trip tab.
The hyperlink to the Client file will be removed.
Save the changes using the Save button on the standard toolbar (Ctrl+S).
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Module 5:
Working with Quotes
The Quotes screen allows for the storage of quotation information for the
passengers. This data can be used to produce quotation documents, or used for
the issue of Ticket / Cheque requisitions and Invoices or Credit Notes. For
further information on accounting functions, See Module 6: Trip Accounting
Part 1.
Creating a Quote
Quotes can be created using the Quick Trip function or from within a Trip file by
highlighting the Quote tab and clicking on the New icon (Ctrl+N) on the toolbar.
A new Trip Quote window will open with the mandatory fields in blue.
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Trip Quote Tabs
Complete the mandatory fields and as many others as required.
Field
Description
Service
Defaults to Flight. Select the service type being quoted
Supplier Id
Enter or select (F12) the supplier code
Sales Code
Select from International, Domestic or Sundry
Creditor Id
Enter or select (F12) the creditor code
Quantity
Input the number of services being sold on the quote (i.e.
number of airfares or number of hotel rooms)
Unit Price
The gross price of the service, inclusive of GST
Per
Select from per day, per night, per person, etc.
Discount 1
Enter a discount as a percentage or dollar amount
Discount 2
2nd discount field
Commission
Enter the commission as a percentage or dollar amount
GST
Select from Yes, No or Comm
Applies to Trip
Select the tick box if the quote applies to all passenger on
the Trip file i.e. insurance policy may cover all travellers
(the Names tab will be greyed out when this item is
ticked). When this box is unticked, this quote can be
attached to a set passenger by selecting their name under
the Names tab within the quote.
Marketing
Dependant on settings, enter an free text marketing code
or select from the list (F12)
Fare Total, Sell,
Nett
System generated calculations
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Tax
Enter any tax codes and amount applicable to the quote.
Tick the GST box to indicate GST is included in the tax
amount. If unsure of the tax codes double click in this field
and select from the Search window.
Description
Free format text area. Information entered in this field is
used for producing Quotation using Segments documents
Chargeable
Leave the default setting with this box ticked if the
passenger is paying for this item. Unticking this box
prevents the item printing on the Quote and Statement of
Account. The Chargeable column in the Quote summary
screen will change to No when this box is unticked.
Cost to Client
Indicates payment is due from the passenger. Item
becomes selectable when producing invoices from quotes
Refund to Client
Indicates a refund is due to the passenger. Item becomes
selectable when producing Credit Notes from Quotes
Create Follow
Up
When this box is ticked, a Workflow Alert is
automatically created to ensure the quote is followed up
The GST button can be used to enter GST exclusive data. See "Adding
Information" in Module 2: Getting Started.
Trip Quote Segments Tab
A quote cannot be saved until it has been linked to the relevant segments.
A system generated reminder will appear if you click on OK in the quote screen
without selecting a segment.
Click on the Close button and the segment screen will be displayed, to allow
selection to be made.
Click on the Segment tab within the quote window, highlight the segments for
this quote and click on OK.
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Note: Fee segments can also be selected for quote.
Trip Quote Names Tab
If the Applies to Trip box is left unticked on the Details tab, you can select
which passengers the Quote relates to from the Names tab.
This tab will display the names of all members in the Trip file.
If this quote applied to a particular traveller, highlight their name on this screen,
and click on OK. E.g. Insurance or a special senior’s price applying to one
member on the Trip file.
Trip Quote Custom Data Tab
This option only appears if Custom Data has been activated by a system
administrator. Provide the following mandatory details:
• Published fare / rate: Input the normal / published cost i.e. the full
IATA fare level
• Lowest fare / rate: Input the lowest fare available
• Accepted fare / rate: Input the fare accepted by the passenger
• Reason Code: Press F12 to access a list of available Reason Codes set
up by the system administrator.
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Trip Quote Comments Tab
The Comment Text field is used to store additional comments relating to the
Trip Quote only. Click the New button to create additional lines or the Delete
button to delete the currently selected line.
The Printable column is used to stipulate if the comment is available for
printing on documentation such as Quotation Using Comments, Invoice,
Credit Notes and Statements.
Completing the Trip Quote
Once all fields on each tab have been completed, click OK to save the quote. If
the Create follow up after OK option was selected, a new Workflow action
item will be displayed. See "Action Items" in Module 3: MyCCT for details on
setting the reminder alert.
The Quotes tab will be redisplayed, showing a summary of the completed quote.
Repeat Button
The Detail Quote screen has a Repeat button on the bottom which could be used
to replicate the
Original quote, make modifications and save by clicking the OK button.
Changing Existing Quotes
A quote may be changed as many times are required. Double click on the
existing trip quote to open the input screen. Make any changes by overtyped, and
click on the Save button. (Ctrl+S).
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Deleting a Quote
Open the quote required from the Quotes tab of the Trip file. Click on the Delete
button.
A confirmation prompt will be displayed. Click on Yes to permanently delete the
quote.
Updating Quotes
When Galileo booking file segments are deleted or changed and subsequently redownloaded, the associated quotes may need to be updated. The following
warning message may be encountered when CCT realizes changes have been
made that need attention.
Select Yes to move directly to the Trip Quote. Alternatively, the required quote
can be opened by double clicking on it from the Quotes tab.
Select the quote segments tab and the changed or redundant segments will be
shown with a line through them.
Highlight the redundant segments and they will turn RED. Click the new
segments to be associated with the quote.
Update the quote Details tab if required and click OK to save the changes.
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Duplicate Quotes
CCT analyses all quotes, and if similar quotes are found, a warning message will
be displayed.
Click Yes to move directly to the relevant Quotes tab, alternately select Options
from the menu bar and choose Quote Maintenance.
The similar or duplicate quotes will be displayed. Highlight the quote to be
removed and click the Delete button. Answer Yes to the confirmation prompt.
Trip Documents
Documents related to Trip files, See "Trip Documents" in Module 9:
Documentation.
Documents available from the Accounting tab of the Trip file, See Module 6:
Trip Accounting Part 1 and See Module 8: Trip Accounting Part 2.
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Module 6: Trip Accounting
Part 1
Accounting Transactions
This module covers the basic, day to day accounting functions performed
through the Trip file.
For more complex Trip accounting functions, See Module 8: Trip Accounting
Part 2.
A number of other accounting functions are carried out through the Debtor and
Creditor files. See Account Management guide.
CCT provides a wide selection of accounting transactions that are able to be
performed on individual Trip files.
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Transaction
Description
Adjustment
Adjust funds between accounts
Cheque Requisition
Record details of payment to creditor
Credit Note
Issue Credit Notes to Debtors using ticket/cheque,
refund, or adjustment data
Credit Note Quote
Issue Credit Notes to debtors using Refund to Client
quote information
Invoice
Issue Invoices to Debtors using ticket/cheque issue,
or adjustment data
Invoice Quote
Issue Invoices to Debtors using Cost to Client quote
information
Receipt
Issue Receipts for payments received
Receipt CCCF
Issue Receipts for credit card transactions where the
creditor is acting as the merchant (information only)
Refund CCCF
Record the processing of credit card refunds when
the creditor is acting as the merchant (information
only)
Refund from Creditor
To receipt refunds received from creditors
Refund to Passenger
Record refund payments to passengers
Ticket Requisition
Record ticket issues and refunds.
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Items highlighted are detailed in the Trip Accounting Part 2 module, along with
several advanced Ticket Requisition types.
NOTE: Accounting transactions CANNOT be deleted but most can be reversed.
Transaction Status Codes
Accounting transactions take on a number of status codes depending on the stage
the transaction has reached.
The status code of each transaction is displayed on the Accounting tab screen.
Code
Meaning
Description
$
Allocated
Invoices and Credit Note items that have been paid
by Debtor and allocated.
A
Approved
Approved ticket/cheque requisitions or adjustments
awaiting payment.
B
Banked
Items added to Bank deposit (e.g. receipts).
C
Confirmed
Record is saved and can no longer be altered, but
some can be reversed.
F
Finalised
Bank statement pages that are balanced and
finalised.
O
Comm Rcvd
Ticket/cheque requisitions or adjustments where
commission receipt open item has been processed
for commission received.
P
Paid
Ticket/Cheque requisitions, adjustments, and
refunds that have been processed to Creditors.
R
Reversed
Reversed transaction.
X
Cancelled
Automatically applied to the balancing item of a
reversed transaction.
S
Statement
Deposit batches and payment transactions
reconciled to the Bank Statement.
U
Unconfirmed
Downloaded Ticket requisitions not confirmed.
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Creating Transactions
To create a new transaction from the Trip file’s Accounting tab:
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1.
Click the New icon from the standard toolbar (or press Ctrl+N). The New
Trip Account Transaction screen appears, providing a list of all
transactions.
2.
Click on the down arrow in the Transaction field and highlight your
choice.
3.
Click on OK to open an input screen.
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Receipts
Payments received from clients are recorded on the Trip file as a receipt.
Two types of receipts are available from the New Trip Account Transaction
window, Receipt and Receipt CCCF.
Type
Used when
Receipt
Receiving payment from clients in the form of:
• Bank Draft
• Cash
• Cheque
• Credit Card (when the agency is acting as
merchant)
• Direct Deposit
• Electronic Transfer (EFTPOS)
• Non-bankable Credit Cards (Amex/Diners, when
the agency is acting as a merchant)
Receipt CCCF
A client’s credit card is being used to pay the creditor
directly and the creditor is acting as the merchant - e.g.
where an air ticket is issued as a CCCF or when credit card
details are forwarded to the creditor. This transaction has
no affect on the Trip file balance, and is only produced
to satisfy the client if it is requested (as no money is
accepted by the agency). It cannot be deleted or
reversed. As with standard Receipts, this type of receipt
still appears on the statement of account.
Debtor Receipts
Payments for Debtor accounts are not entered through the trip file but are
processed through the Debtor file. These transactions are normally dealt with by
Supervisors or Management and are considered advanced functions. See
Account Management guide.
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Module 6:
Creating a Receipt
Take the following steps to create a receipt:
1.
Open a Trip file and click on the Accounting tab.
2.
Click on the New icon or press CTRL+N to open the New Trip
Accounting Transaction window.
3.
Select Receipt and click OK.
4.
The Trip Receipt window is broken into three parts, Receipt Details,
Names and Form(s) of Payment.
Receipt Details
• The Trip Code, Consultant, and Name fields have been transposed
from the Trip file.
• The Date is a system default setting.
• The greyed out Amount field is completed by the system after the user
enters the amount in the lower half of the screen.
• Printed Remarks is a free text area, which will be printed on the
receipt.
• The Receipt CCCF screen has additional Service and Supplier fields
to stipulate the type of service and the supplier acting as merchant.
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Form(s) of Payment
The Form(s) of Payment section is used to record the details of the actual
payment received from the client. For Receipt CCCF, the Type field defaults to
CCCF and is unable to be changed.
For a standard Receipt, select the appropriate payment Type from the dropdown list
Type
Description
Bank Draft
Used to receipt an international money order or bank draft
Cash
Used to receipt payments received by cash
Cheque
Used to receipt payments received by cheque
Credit Card
Used for all bankable credit card i.e. Visa / Mastercard
Direct Deposit
Used where the client has deposited funds directly into the
agency bank account
Electronic
Transfer
Used for EFTPOS transactions where a card has been
swiped through an EFTPOS machine and a pin number
used (i.e. Savings and Cheque accounts only, not Credit
accounts).
Non-bankable
Credit Card
Used when accepting cards that are unable to be banked,
such as Amex and Diners.
The Type of payment selected will alter the input fields that appear on this
receipt screen.
The Payer and Amount fields appear on all receipts:
Payer
Type the payer’s name, or if the payer is the passenger whose name is shown in
the upper half of the screen, click on this name to transpose it into the payer
field. This is useful if the passenger’s name is difficult to spell.
Note: Only the passenger names selected in the receipt screen will print on the
receipt. The names are not automatically taken from the Booking Name field on
the Trip tab.
Enter the Amount being paid without $ signs.
Complete the Nbr, Bank and Branch fields if applicable.
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Module 6:
The Nbr, Bank and Branch fields appear when one of the following Types of
payment is selected:
• Bank Draft
• Cheque
• Electronic Transfer (EFTPOS)
• Direct Deposit
These fields are optional, but should be completed to enable bank deposits to be
easily reconciled.
After completing all fields, click OK to save the transaction.
A confirmation prompt will be displayed. Click Yes to complete the save.
A second confirmation prompt will be displayed. Click Yes to print the receipt.
The Accounting tab will be re-displayed automatically, with a summary of the
entry.
See Account tab details for explanations of this summary line. See "Accounting
Tab" in Module 5: Trip File.
Double click on this line to re-open the input screen.
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Accessing Stored Credit Card Details.
Stored credit card details can be accessed from the Client file using the Card
button.
A list of stored card details will be displayed. Highlight the passengers name to
display the linked credit cards, then highlight the card required and click OK to
transpose the details back into the relevant fields in the receipt.
NOTE: the list shows all cards stored, including American Express and Diners however these two can only be used if the Non-bankable Credit Card type is
selected on the Standard Receipt screen.
If there are no stored credit card details, do not click on the Card button. Type
the details in the Nbr, Card Type, and Expiry Date fields.
Multiple Forms of Payment
A standard Receipt can include multiple forms of payment allowing for cash,
cheque and credit card amounts to be recorded on one receipt.
Exceptions:
Direct Deposits and Non-bankable Credit Cards cannot be combined with other
Forms of Payment.
To enter multiple forms of payment:
1.
Select the first Type of payment from the scroll.
2.
Select the name of the Payer.
3.
Type the Amount.
4.
Click on the Add button. Select the next Type of payment from the scroll.
5.
The Payer field is retained from the first entry.
6.
Type the Amount.
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Module 6:
7.
Repeat this process until the total payment detail has been entered.
8.
If the passenger changes their mind about any of the forms of payment,
before you press OK, remove this entry by pressing the Delete button,
then click on Yes to be returned to complete this receipt.
9.
Click on OK.
10.
Complete the Save and Print dialogue boxes which will follow after the
OK button is pressed. The amounts are combined as one figure on the Trip
file Accounting tab summary.
Viewing Multiple Forms of Payment
Double click on the receipt summary line to reopen it.
Use the Arrows as shown in the screen below to move through the various
receipt entries.
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Multiple Passengers and Forms of Payment
In a multiple form of payment receipt, only the name entered in the Payer field
for the first form of payment will appear on the printed document. Payer details
from the other forms of payment will not appear.
e.g. In the example below all four passengers have paid $1000 and each form of
payment can be viewed on the screen showing each of the four different
passenger names aligned to a payment. The printed receipt will read as though
Felila Ng, the first passenger has paid the entire amount.
Viewing Direct Deposit Detail
When direct deposit has been selected as the form of payment the transaction
banner will show the bank account ID with the deposit batch number when reopened.
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Module 6:
Reprinting a Receipt
A receipt can be reprinted by reopening (double click) the Receipt from the
Accounting tab and clicking on the Print button.
If the receipt has been previously issued, a new copy is produced with the word
COPY printed on it.
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Reversing a Receipt
If an error has been made in a receipt entry, or payment has been made into the
wrong Trip file, the transaction can be reversed provided the status is C for
confirmed. Transactions with a B status, for banked, are unable to be reversed
until they are first removed from the Bank Deposit.
To Reverse a receipt, open the relevant receipt from the Accounting tab of the
Trip file. Click the Reverse button and answer Yes to the confirmation prompt.
The Accounting tab summary line will change, showing a status of R for
reversed and a new line with an X status, for cancelled, is automatically created
to balance the reversed receipt.
NOTE: A Receipt CCCF can not be reversed and must be refunded using a
Refund to CCCF transaction. See "Trip Refund CCCF" in Module 8: Trip
Accounting Part 2.
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Module 6:
Ticket and Cheque
Requisitions
After a passenger has paid for their trip, or a corporate client (with agreed credit
terms) has made a booking, the process of recording payments for goods and
services from the Trip file begins.
There are two main accounting functions used for allocating payments and
issuing refunds in the Trip file:
Document
Description
Ticket
Requisition
Used for accountable documents. These documents are
generally paid (or refunded) via a Sales Return e.g.
Airline, Coach or Rail tickets, Insurance Policies and
Consolidators
Cheque
Requisition
Used every time a cheque is issued to pay for a service i.e.
Accommodation, wholesale product or Visa fee.
NOTE: Cheque Requisitions must NOT be used to record refund cheques made
out to passengers. See "Refund to Passenger" in Module 8: Trip Accounting Part
2.
Several types of Ticket Requisitions and Cheque Requisitions are available
within the CCT application. It is important to ensure the correct Type is selected
prior to saving the transaction, to ensure the correct Trip file balance.
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Ticket Requisition
There are two ways to create a Ticket Requisition:
• Automatically, through a download, or
• Manually.
To create a Manual Ticket Requisition:
1.
Open the relevant Trip file and select the Accounting tab.
2.
Click New on the standard toolbar (Ctrl+N) to open the New Trip
Account Transaction window.
3.
Select Ticket Requisition from the list (or press T) and click OK.
4.
Click on OK to open an input screen.
A blank Ticket Requisition screen will be opened. To complete the entries on this
screen select the Create New radio button, or populate a majority of the fields
from the quote, by selecting the Create from Quote radio button.
NOTE: To enter details in the various fields of the Ticket Requisition screen, use
the Tab key to move between the fields. Pressing Enter is NOT recommended
as this mimics clicking the OK button.
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Ticket Requisition Fields
General
Field
Description
Create New
Create manual ticket requisition. All fields are manually
entered
Create from
Quote
When this radio button is selected, all Quotes will be
displayed in the lower section of the screen instead of
Segments. Selecting a Quote from this section
automatically completes the Service, Supplier, Creditor,
Fare, Discounts, Commission and Taxes fields.
Type
Ticket requisitions can be set to open at either the Type
TKT or CCF. Selecting a ticket requisition type will alter
the fields in the input window to meet the needs of that
entry.
Consultant
System generated with the current consultant name - can
be over typed or selected from a list (F12 or double click).
GST
Select either:
• Yes: GST is applicable on this ticket.
• Comm: GST is applicable only on the
commission.
• No: GST is not applicable on this ticket.
Tranx Date
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Date of Ticket Requisition transaction (defaults to today).
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Ticket Type
It is extremely important to select the correct Type code as this field will
generate different fields in the Ticket Requisitions.
Field
Description
ACM
Used if an ACM is required on this Trip file.
ADM
Used if an ADM is required on this Trip file.
CCF
Used if the client is paying by credit card and the supplier/
creditor is acting as merchant (i.e. processing the card, and
commission will be sent to the agency).
MPD
Multi Purpose Documents (MPDs), previously known as
MCO's, can be used for a variety of functions including
issuing PTA's (Prepaid Ticket Advice), issuing TOD's
(Tickets on Departure), Excess Luggage Charges and
Carrier Related Stopover Packages.
If the MPD is being paid by Credit Card direct to the
supplier, use type of CCF instead of MPD.
NET
The Nett Remit costing type is used when BSP tickets
need to be recorded at nett fare levels. The Tickets entered
must be completed using the Nett ticket requisition type
and include the relevant Nett Remit Code provided by the
airline.
If the transaction is being paid by Credit Card direct to
the supplier, use type of CCF instead of NET.
See "Nett Remit Tickets" in Module 8: Trip Accounting
Part 2.
RNT
Used to record the refund of a Nett Remit ticket.
TEX
Used to record an exchange ticket.
TKT
Used when the ticket is paid by Cash, Cheque, Credit Card
(when the agency is the merchant).
VDT
Used when a Void ticket needs to be recorded so that
accurate Sales Returns and BSP reports can be generated.
If a ticket is damaged without any previous record being
created it can be entered as a Void (VDT) ticket type. If the
ticket has already been recorded against a Trip file, it must
be reversed prior to completing the Void (VDT) Ticket
Type.
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Issue Details
Field
Description
Service
Select the appropriate service type from the list, and the
applicable segments or quotes will be displayed in the
lower section of the screen.
Supplier
Enter the relevant Supplier code. For flights it is the
Carrier code whose ticket stock is being used. Access a list
of available suppliers by pressing F12 or double clicking
the field
Creditor
Enter the relevant Creditor being paid for this service. For
airlines this would be BSP or a Consolidator. Access a list
of available creditors via F12 or double clicking the field
Date
Defaults to today’s date. Adjust the date into the
appropriate billing period required
Sales Code
Select either International, Domestic or Sundry (press
I,D or S)
Billing
System-generated, based on Date entered
Ticket Details
147
Field
Description
Ticket Nbr /
ADM Nbr
This field changes name, depending on the various ticket
requisition types. Use this field to record the relevant
ticket or document numbers. For airline tickets, the airline
ticketing code is entered into the smaller field and the
actual ticket number into the larger one. If there are
conjunction tickets, enter the last three digits into the
adjacent Conjunction field.
Nett Remit
Code
Only appears when creating a Nett type transaction - enter
the airline supplied Nett Remit code
Exch Nbr
Only appears when performing a Ticket Exchange (TEX)
requisition. The old ticket number (i.e. the one being
exchanged) should be entered into this field. If there are
conjunction tickets, enter the last three digits into the
adjacent Conjunction field.
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Fare
Field
Description
Fare
System-generated figures are displayed when GST is set
to Yes
(blank)
Total fare exclusive of GST.
GST
System-generated - displays the GST based on fare
amount.
Fare (incl)
Enter total fare, inclusive of GST if applicable, exclusive
of any non-commissionable fees or other tax amounts.
Other/Nett Remit
Field
Description
CCCF Amount
Appears when CCF / CRF / TEX have been selected as
the Type of transactions. Used for recording amounts
charged to credit cards - CCCF stands for Credit Card
Charge Form.
Sell Nett
These fields appear when creating a Nett has been selected
as the Type of transaction. Enter the Selling price of the
ticket, inclusive of taxes and the Nett price of the ticket,
inclusive of taxes
Sell = Nett + taxes + mark-up.
Nett = Nett = taxes ONLY.
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Fees / Cancellation Fees
Field
Description
The Agent and Supplier fields only appear when CRF or
RFT have been selected as the Type of transactions.
Non Comm
Enter any additional fees not attracting commission.
Agent
Enter any Agency imposed cancellation or service fee.
Supplier
Enter any Supplier imposed cancellation or service fee.
Fare Details
Field
Description
Fare Basis
Enter the Fare Basis or press F12 for a list of valid codes.
Remark
Free format text field where additional comments or the
fare construction can be entered. Text entered can scroll
past the boundaries of the field if required.
Ticket data downloaded from Galileo Desktop
automatically populates this field with the fare
construction.
Discounts
149
Field
Description
1/2
Discount can be entered as a Percentage or as a Dollar
value.
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Commissions
Field
Description
Fare
Enter the Fare commission as either a Percentage or
dollar Amount (entering one value calculates the other).
Taxes
System-generated from values entered in the Taxes Commission fields.
Total
System-generated - total of all commissions.
Override
Enter any override commissions as either a Percentage or
Dollar Value.
Taxes
Field
Description
Code
Enter the IATA tax code, or double click on this field to
open the Search window and make your selection.
Amount
Enter the tax amount as a dollar value, inclusive of GST.
GST
Tick this box if GST is applicable on the tax amount
(automatically ticked if Yes is select in the GST field).
Status
Used for exchange tickets ONLY - enter PD to indicate
paid status.
Commission
Taken from the % entered for Comm, can be overtyped if
required.
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Requisition Totals (All system generated)
Field
Description
Total
Fare + Non Comm Fees + Taxes.
Sell/Refund
Total - Discount - CCCF Amount - Agent Fees - Supplier
Fees.
Nett
Total - Commission - CCCF Amount - Supplier Fees.
Marketing Code
Field
Description
Marketing code
Enter an appropriate Marketing Code, or, dependant on
settings, F12 or double click to select from a list of
predefined codes.
Names
151
Field
Description
Names
List of passenger names on the Trip file. Highlight the
passenger name being ticketed. If only one name exists, it
is automatically highlighted.
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Segments / Quotes
Segments will only be displayed when Create New has been selected. Quotes
will only be displayed when Create from Quote was selected.
Field
Description
Segments
Highlight the segments to be included in the ticket
requisition. This provides a record of which segments
have been ticketed, as well as providing information for
invoice production.
Use the scroll indicators to view all segment related fields.
Quotes
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All quotes associated to the Trip file will be displayed. If
more than one quote exists for a service type, ensure the
correct quote details have been used. Selecting the quote
automatically completes the Service, Supplier, Creditor,
Fare, Discounts, Commission and Taxes fields.
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Ticket Requisition Action Buttons
Several buttons are available along the bottom of the Ticket Requisition screen,
to perform various functions once the relevant fields have been completed.
Button
Description
Reverse
Only available for Ticket Requisitions with a status of C
(for confirmed). Redisplay the Ticket Requisition window
and select the Reverse button. A prompt will appear to
confirm the Reversal, answer Yes to proceed with the
reversal.
A reversal transaction is added to the Trip file with a status
code of X (for cancelled) - the original transaction changes
to a status of R (for reversed).
If a transaction has a status of P, the payment must be
reversed prior to reversing the requisition.
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Print
Available after a Ticket Requisition has been saved. Use
this button to produce a copy of the original hard copy
print.
GST
The GST button displays a window used to view or enter
GST exclusive values. See "Adding Information" in
Module 2: Getting Started.
Repeat
The repeat button only appears when redisplaying a saved
Ticket Requisition. The button is used to duplicate the
Ticket Requisition and is especially useful when more
than one passenger is in a Trip file. Click the Repeat
button, adjust any fields (such as name, ticket number and
segments) and click OK to save the new transaction.
Payment
Used to process the payment of the ticket requisition. See
"Payment" in Module 6: Trip Accounting Part 1.
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Custom
Used to access the custom data fields (if activated). If
attempting to save the Ticket Requisition without filling in
all Custom Data fields, CCT displays a warning prompt.
Click Close and then select the Custom button.
Published fare/rate: Input the normal/published cost i.e.
the full IATA fare level
Lowest fare/rate: Input the lowest fare available
Accepted fare/rate: Input the fare accepted by the
passenger
Reason Code: Press F12 to access a list of available
Reason Codes set up by the system administrator.
All fields are mandatory on this screen, click OK once
completed.
OK
Use this button to Save the transaction. A confirmation
prompt will be displayed
Select Yes to save the transaction or No to return to the
Ticket Requisition window.
Cancel
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Cancels the transaction and closes the window without
making any entry to the Trip file Accounting tab.
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Closing a Ticket Requisition
The prompts which follow clicking the OK button will vary, and depend on the
Creditor selected.
The first prompt asking if you wish to Save the transaction will always be
displayed.
The second prompt will only be displayed if the Creditor selected does not have
a billing cycle selected and is not an e-payment Creditor.
Click Yes if you wish to pay for this ticket immediately, and No if this ticket will
be batched, along with others, to pay this creditor later.
If you say No at this prompt and then decide to proceed with immediate
payment, re-open the Ticket requisition by double clicking on it in the
accounting summary screen and click on the Payment button to redisplay this
prompt and proceed.
See "Payment" in Module 6: Trip Accounting Part 1.
Issuing a Ticket Type CCCF
The Ticket Type CCCF is used when the passenger is paying either fully or
partly by credit card and the Creditor is acting as the merchant. i.e. when a BSP
Credit Card Charge Form is used.
A CCCF is created by selecting CCF form the drop down menu attached to the
Type field.
The entries required for a CCF ticket are the same as the Ticket screen entries
previously described, but the CCF screen has one addition field for the CCCF
Amount.
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Enter the amount to be charged to the Credit card in this field, (i.e. the value of
the CCCF) and complete all other fields.
Requisition Totals
The Requisition totals are system-generated and are made up as follows:
Total
Fare + Non Comm Fees + Tax
Sell Amount
Total + Discount – CCCF
When the full amount is charged to the Credit Card this
field will be 0.00.
Nett
Total – Commission – CCCF Amount
When the full amount is charged to the Credit Card this
field will show a negative amount, being the commission
charged to the creditor billing.
The accounting summary screen shows a Nil balance because the amount has
been transferred straight to the Creditor.
When the commission is received from the creditor for this transaction, a
Commission Receipt Open Item MUST be raised in the applicable creditor file.
For more detail, See Account Management guide.
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Receipt CCCF
CCT records that the Creditor has received the payment directly when the CCF
ticket requisition is completed and no monies have entered or exited our agency
account.
NOTE: A Receipt CCCF cannot be deleted or reversed!
The Receipt CCCF must be selected from the New Trip Account Transaction
window and completed in the same way as a normal receipt.
The Account summary screen will correctly record both the Ticket Requisition
CCCF and the Receipt CCCF as a nil balance.
Automatic Completion
NOTE: Having any Unconfirmed Ticket Requisitions prevents the End of Day
Report from running. It is therefore recommendeded that the Ticket Requisition
be completed immediately after performing the download.
If Automated Ticketing has been used in a Galileo Booking file, CCT
automatically creates a new, unconfirmed Ticket Requisition.
NOTE: If changes are made to the booking resulting in the field fare being
deleted or invalidated, an unconfirmed ticket requisition may not be created.
Similarly, a Filed Fare (FF) that is not ticketed does not generate to an
unconfirmed Ticket Requisition. It is recommended that files are downloaded
immediately after ticketing, otherwise manual ticket requisitions need to be
created.
The CCT Download Complete screen displays details of any unconfirmed
Ticket Requisition transaction created.
This process creates an Unconfirmed ticket record, able to be viewed from the
Accounting tab
Unconfirmed Ticket Requisitions should be opened immediately after
completing the download, to finalise required fields.
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Downloaded tickets default to type TKT/CCF. Adjust the Type field to properly
reflect the transaction being saved, if required. Check all fields, making any
adjustments. The following areas may require further manual completion.
• Fees
• Fare Basis
• Discount
• Commissions (incl override)
• Marketing Code
• Taxes
Click OK to save the completed ticket requisition and answer Yes on the
confirmation prompt. The status changes to C for confirmed on the Trip file’s
Accounting tab.
NOTE: Having any Unconfirmed Ticket Requisitions prevents the End of Day
report from running. It is therefore recommended that the Ticket Requisition be
completed immediately after performing the download.
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Module 6:
Cheque Requisition
A Cheque Requisition is issued for items which do not have an accountable
document number. The Cheque Requisition is a record of payment details to be
made to a creditor.
Cheque Requisitions can only be created manually, however the steps and fields
involved are similar to those used for Ticket Requisitions.
Take the following steps to create a new Cheque Requisition:
1.
Click on the Accounting tab in the relevant Trip file.
2.
Click New on the standard toolbar (Ctrl+N) to access the New Trip
Account Transaction window.
3.
Select Cheque Requisition and click OK.
4.
Click on OK to open an input screen. A new Cheque Requisition screen
will be opened with the mandatory items in blue.
NOTE: This screen defaults to display the service type of Flight when first
opened.
NOTE: Cheque Requisitions can also be created automatically from the Fees
tab. See "Fees Tab" in Module 5: Trip File.
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Cheque Requisition Fields
General
Field
Description
Create New
Create manual cheque requisition - all fields are manually
entered
Create from
Quote
If Quotes exist on the trip file, the system defaults to this
radio button. The Segment section changes to a Quote
section in the lower part of the screen. Selecting a Quote
from this section automatically completes the Service,
Supplier, Creditor, Fare, Discounts, Commission and
Taxes fields.
Type
Select the type of cheque requisition being created (default
CQC)
Consultant
System-generated with the current consultant name - can
be overtyped if required (F12/double click for a list of
consultant names)
GST
Select either:
• Yes: GST is applicable on this ticket
• Comm: GST is applicable only on the
commission
• No: GST is not applicable on this ticket
Tranx Date
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Date of Ticket Requisition transaction (defaults to today)
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Type
It is extremely important to select the correct Type code as this field will
generate different fields in the Cheque Requisitions.
Field
Description
CQC
Used when the service is paid by Cash, Cheque, Credit
Card (when the agency is the merchant).
This is similar to a TKT but is used when an actual ticket
is not involved (i.e. Hotels, Cars, Tours).
QCC
Used if the client is paying by credit card and the supplier/
creditor is acting as merchant (i.e. processing the card, and
commission will be sent to the agency). This is similar to a
CCF but is used when a ticket is not involved (i.e. Hotels,
Cars, Tours).
RCC
Used when the client is being issued a refund on their
credit card from the Creditor (and your agency will be
subsequently repaying the commission back to that
creditor). This is similar to a CRF but is used when a ticket
is not involved (i.e. Hotels, Cars, Tours).
Issue Details
161
Field
Description
Service
Select the appropriate service type from the list.
Supplier
Enter the relevant Supplier code or access a list of
suppliers by pressing F12 or double clicking the field.
Creditor
Enter the relevant Creditor being paid for this service or
access a list of creditors via F12 or double clicking the
field.
Date
Defaults to today’s date, adjust the date if required.
Sales Code
Select either International, Domestic or Sundry (press
I,D or S).
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Fare
Field
Description
System-generated figures are displayed when GST is set
to Yes.
(blank)
Total fare exclusive of GST
GST
System-generated - displays the GST based on fare
amount.
Fare (incl)
Enter total fare, or amount of deposit, GST inclusive if
applicable, exclusive of any non-commissionable fees or
other tax amounts.
Other
Field
Description
Dep
This field appears on CQC / QCC transactions to record
any deposit or part payment which has already been sent to
the Creditor. (Do not use if this cheque is for payment of a
deposit).
CCCF Amount
appears in QCC and RCC transaction. Used when paying
Creditor by Credit Card (QCC) Record the amount to be
charged to the Credit Card in this field.
Fees / Cancellation Fees
Field
Description
The Agent and Supplier fields only appear when RCC
(refund – of part or full to credit card) have been selected
as the Type of transactions.
Non Comm
Enter any additional fees not attracting commission
Agent
Enter any Agency imposed cancellation or service fee
Supplier
Enter any Supplier imposed cancellation or service fee
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Module 6:
Fare Details
Field
Description
Fare Basis
Enter the Fare Basis or press F12 for a list of valid codes
Remark
Free format text field where additional comments can be
entered. Text entered can scroll past the boundaries of the
field if required. These remarks are printed on the
Remittance Advice generated from the Payment screen.
Discounts
Field
Description
1/2
Discount can be entered as a Percentage or as a Dollar
value
Commissions
163
Field
Description
Fare
Enter the Fare commission as either a Percentage or
dollar Amount (entering one value calculates the other)
Taxes
System-generated from values entered in the Taxes Commission fields
Total
System generated - total of all commissions
Override
Enter any override commissions as either a Percentage or
Dollar Value
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Taxes
Field
Description
Code
Enter the IATA tax code, or double click on this field to
open the Search window and make your selection.
Amount
Enter the tax amount as a dollar value, inclusive of GST
GST
Tick this box if GST is applicable on the tax amount
(automatically ticked if Yes is selected in the GST field)
Status
Enter PD to indicate paid status when this tax has been
previously paid
Commission
Taken from the % entered for Comm, can be overtyped if
required
Requisition Totals (All System Generated)
Field
Description
Total
Fare + Non Comm Fees + Taxes
Sell/Refund
Total - Discount - CCCF Amount - Agent Fees - Supplier
Fees
Nett
Total - Commission - CCCF Amount - Supplier Fees
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Marketing Code
Field
Description
Marketing code
Enter an appropriate Marketing Code or, dependant on
settings, use F12 to select from a list of predefined codes.
Names
Field
Description
Names
Highlight the passenger relating to this cheque requisition.
If only one name exists, it is automatically highlighted
Segments / Quotes
Segments will only be displayed when Create New has been selected and
Quotes will only be displayed when Create from Quote has been selected.
Segments
The segments displayed will match the Service type selected, unless the Show
All box is ticked. When this box is ticked all segments of all service types will be
displayed. Highlight the services to be included on this cheque requisition.
Quote
All quotes associated to the Trip file will be displayed. If more than one quote
exists for a service type, ensure the correct quote details have been used.
Selecting the quote automatically completes the Service, Supplier, Creditor,
Fare, Discounts, Commission and Taxes fields.
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Cheque Requisition Action
Buttons
The action buttons along the bottom of the Cheque Requisition screen perform
the same functions as those on the Ticket Requisition. See "Ticket Requisition
Action Buttons" in Module 6: Trip Accounting Part 1.
Paying the Creditor with the Passenger’s Credit Card
This entry is created under a Cheque requisition, type QCC meaning – Payment
to Creditor where full/part payment is by credit card and where the supplier/
creditor processes the CCCF.
The client’s payment is direct to the creditor so no balance is recorded on the
Trip file accounting summary, and the Creditor pays the merchant fee.
The code QCC must be selected from the Type field, then all other input fields
are the same as the cheque requisition type CQC, except for the additional CCF
Amount field. Enter the amount being charged to the credit card in this field.
The Requisition Totals show the commission owed to the agent in red.
The agent can run a report based on QCC Cheque Requisitions and CCF Ticket
Requisitions to keep track of this commission.
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Proforma Invoice/Credit
Note
Standard Invoices and Credit Notes can only be issued for Debtor accounts,
however a client may ask for a tax invoice prior to paying for their travel.
To satisfy this request, a Proforma Invoice or Credit Note can be produced.
These functions do not have any effect on the Trip balance.
Proforma Invoices are raised from within the Trip file via the Documents option
on the main CCT menu bar.
Two options are available:
• Invoice Quote, where data is taken from quotes existing within the
Trip file.
• Tax Invoice, a proforma invoice is produced with the title of Tax
Invoice.
Select Invoice Quote to display the Proforma Invoice Quote window or Tax
Invoice to display the Proforma Invoice window. Both of the preceding windows
will display each item separately so that the details to be included can be selected
individually.
If you wish to include the passenger names in the Proforma Invoice Quote, the
names must be attached to the quote. See "Creating a Quote" in Module 5: Trip
File.
If this document is being produced for a Debtor, enter the Debtor ID.
Click the Include tick box to select the items for inclusion in this document.
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Click the required radio button for each quote item separately. You can choose
from:
Option
Description
Quote Details
Prints segment data, plus data contained in the Description
field of the Quotes screen
Quote
Comments
Prints comments marked as Printable in the Comments tab
of the Quote screen
Item Remarks
Opens the adjacent free text field where remarks can be
added in free text format
Detail and
Remarks
Includes the Quote Details, and the Item Remarks.
Click OK to produce the Proforma Invoice.
The Proforma Credit Note option on the Documents menu provides access to
two other Proforma documents.
Option
Description
Credit Note
Quote
Produces a Credit Note using data from existing quotes on
the trip file
Tax Invoice
Produces a Credit Note with the title of Tax Invoice
The procedure for creating these documents follows the same steps as for the
Proforma Invoice Quote. The quote must have the Refund to Client radio button
selected.
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Module 6:
Payment
There are several Payment options available in CCT. Batch processing of
payments is often used to process Multiple payments as well as ePayments. This
functionality is performed from the Creditor file by the System administrator or
Manager. This is covered in the Account Management course.
Individual payments can be processed from Ticket or Cheque Requisition
screens:
1.
There are 2 ways to access the payment window:
• By clicking on Yes to the question shown below, after clicking on OK
and saving the transaction.
• By reopening a previously created Cheque or Ticket Requisition, by
double clicking on this item in the account summary screen and
clicking on the Payment button at the bottom on the displayed
requisition.
169
2.
A confirmation prompt will be displayed, click Yes to proceed to the
Payment screen.
3.
Both methods will retrieve the payment window, with details transposed
from the Cheque or Ticket Requisition.
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Completing the Payment screen
1.
Select the Type of payment from the scroll: Cheque or Direct Deposit.
2.
Enter a Reference number. If Direct Deposit has been selected, enter the
enett, Money Direct or TIAS TIPS transaction number, or enter a cheque
number if Cheque has been entered in the Type field.
3.
The Description field is optional and does not print.
4.
The current Transaction will be highlighted and the amount transposed
into the Amount field.
5.
Click on OK.
6.
Click Yes to Save the Transaction.
7.
Click Yes or No, to print question.
8.
The accounting summary screen shows an updated status code P for Paid
on the transaction.
Reversing Payments
If an error has been made and a payment needs to be reversed, double click on
Cheque or Ticket Requisition showing the Paid status in the accounts summary
screen.
The Requisition CANNOT be reversed without reversing the payment first.
The title bar shows the requisition and payment screen transaction codes.
The Transaction Search facility can be used to locate the exact payment
transaction. See "Transaction Search" in Module 6: Trip Accounting Part 1.
Open the Payment transaction and select the Reverse button.
NOTE: When processing payments it is important not to process any individual
payments for creditors using the ePayment system. These payments are
processed by Administrators in one transaction for all ePayment creditors.
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Module 6:
Transaction Search
The Transaction Search functionality allows for the retrieval of numbered
accounting transactions using the Transaction ID, Ticket Number or Cheque
Number buttons.
To access the Transaction search window click on the Transaction Search icon
on the MyCCT toolbar or select it from Options on the menu bar.
Transaction ID
This functionality can be used to locate any accountable document using the
CCT allocated ID.
Enter the Transaction ID into the field provided. If the ID has several zeros, these
do not need to be entered i.e. R000000138 can be entered as R138.
Click OK to complete the search and open the transaction. The actual transaction
will be opened along with any associated system files in the background.
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Ticket Search
Open the Transaction search window and click the Ticket Nbr button to display
the ticket search screen. A transaction can be retrieved by entering the full ticket
number (not including Airline Code) and clicking OK, or by entering at least the
first five digits and clicking OK to display a matching list of ticket numbers.
Highlight the required transaction from the list and click OK (or double click the
item) and the related Ticket Requisition will be displayed.
Cheque Search
Open the Transaction search window and click the Cheque Nbr button to
display the cheque search screen.
Enter the entire cheque number if known and click OK, or enter the first four
digits of the cheque number to display a list of matching cheques.
The payment screen will be opened showing the cheque number entered when
the entire number has been entered. If the first four digits were entered a list of
transactions may be displayed highlight the required item and click OK to open
the transaction.
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Module 6:
Trip Balance Nanny
Trip Balance Nanny provides supervisory functionality in balancing Trip files.
The system administrator is able to set the level of management from five
options.
• Balance always Zero, can’t exit trip.
• Balance always Zero, reason required.
• Balance greater than zero, can’t exit trip.
• Balance greater than zero, reason required.
• Any balance allowed.
Can’t Exit Trip
If any can’t exit trip options are selected, exiting a trip file accounting tab with
an out of balance amount displays a message, warning the trip balance must
equal $0 or must not be in debit.
Click Close and perform the required transactions to ensure the balance of the
Trip file is $0, or not in debit, to proceed.
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Reason Required
If an option has been selected that requires a reason to be entered, closing an out
of balance Trip file will display the Enter Reason window.
The system administrator creates predefined reasons that can be selected from
the Reason drop-down list. Highlight the appropriate response and click OK.
Displaying Out of Balance reasons
Previously used reason codes can be displayed for review by selecting the Out
of Balance button on the Accounting tab.
The various reasons, including Consultant name, date and balance of the trip file
will be displayed.
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Module 7: Debtor File
Opening Debtor Files
The Debtor file stores information about Debtor accounts. These are companies
which owe your agency money.
Debtors include corporate travel accounts as well as companies dealt with on a
commercial basis.
American Express and Diners are default Debtors provided with the application,
and cannot be deleted.
Debtor files are accessed from the MyCCT menus or from the Debtor icon on the
CCT standard toolbar. The folders in MyCCT display for all Debtor files with a
balance, and all files in the database.
Once a Debtor file is open, switch to another file by selecting from the dropdown list at the top of the Debtor File window.
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Debtor File
Creating a Debtor File
Click New on the standard toolbar and select Debtor then click OK.
A blank Debtor file will be displayed with Debtor Name and Debtor ID marked
as mandatory fields.
Debtor Tab
1.
Enter the full company name in the Debtor Name field and create a
Debtor ID code using a maximum of 12 characters. The Debtor ID field
only appears when creating a new file, and is replaced with the Creation
date once the file has been saved.
2.
All other fields on the screen are optional.
The recommended procedure is to fill in the mandatory fields, click the
Save icon, then fill in any remaining fields and information on additional
tabs. Upon clicking Save, a prompt confirms if the invoice address is to be
entered. Click Yes to continue entering information. This address
information is used for all documentation.
Once the file has been saved, the Debtor Id and Branch access will be
attached.
3.
Enter:
• The prime contact for the debtor account in the Contact field
• Bank name and Branch details into the relevant fields
• ABN and ABN Ext numbers
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Module 7:
4.
Select the Statement Type from:
• Open Item
Shows all invoices that have not been fully paid, plus all receipts and
invoices for the current period. An aged balance break up is also
provided.
• Balance Forward
Shows only a brought forward balance plus all receipts and invoices
for the current period.
The Credit Field
The amount of credit being offered to the debtor can be set on the Limit Amount
field.
The Current Bal and Available Bal are generated by the system and are unable to
be modified.
The Active tick box is used to activate the Debtors credit arrangements. If unticked, the screen displays a warning that Credit is stopped. If Active, the current
and Available Balances constantly adjust as invoices are paid.
For Debtors who have not provided an ABN number, this box should be unticked to prevent invoice production. By default, CCT only provides this option
to Managers. However this can be adjusted if required, See Account
Management guide.
The Limit Days field is used to stipulate the number of days the Debtor has in
which to make payment. This is used in conjunction with the Start Days field
which indicates when the Limit Days is counted from. The options are Invoice
Date or Month End. Enter any related comments in free text format in this field.
Enter Address and Phones details. Use Ctrl+N to create additional lines.
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Preference Tab
The Preferences tab is used to store the company’s preferred travel
arrangements, grouped into Policies. These preferences can be transferred to any
linked clients and are displayed on the Company tab of the Client file
Preferences tab. Preferences must be added and saved. For an outline of the
steps, See "Preference Tab" in Module 4: Client File.
Adding a Preference
Take the following steps to add a preference:
1.
Highlight the Preference tab and click the New icon on the standard
toolbar to access the Preferences input window.
2.
Enter a short name for the policy in the Policy field and fill in a brief
description.
3.
Preferences are set using the small table in the lower section of the screen.
4.
Select the appropriate Service Type from the list.
5.
Enter the supplier code into the Supplier ID field (F12 or double click the
field for a list).
6.
Select Yes or No to indicate if the supplier is preferred or not.
7.
Enter additional details about the preference, such as cabin class, in the
Preference field.
8.
To enter additional preferences for the policy, click the Add button. Once
all preferences have been added, click the OK button, or to start a new
policy click the New button.
Editing Preferences
Preferences can be changed by re-opening the input window. Double click on the
Policy to be changed, from the list under the Preferences tab.
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Deleting Preferences or Policies
To delete an entire Policy, ensure the correct Policy is displayed by using the
Arrow buttons then click the Delete button. A prompt will ask to confirm the
action. Click Yes to delete the entire Policy Record.
Individual preferences belonging to a Policy can be deleted. Locate the required
policy.
Using the mouse, highlight the Preference line to be removed and click the
Remove button.
A prompt will ask you to confirm the action. Click Yes to delete this preference.
Linking Debtor Preferences to
the Client File
The company preferences recorded in the Debtor file can be linked to an
individual client file.
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1.
Open the Client file and click on the Preferences tab and then on the
Company tab.
2.
Press Ctrl+N to display the Preference selection screen.
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3.
Locate the Preference required using the arrow buttons if necessary.
4.
Click on the Add button.
5.
If required use the arrow buttons to display any other policy to be added
and carry out the same procedure.
6.
Click on the Save and Exit buttons. The company preference will then
appear on the client file.
How to Remove a Preference Policy
1.
In the Client file open the Preference screen and highlight the Company
tab.
2.
Double click on the Preference to be removed to re-display the Preference
selection screen
3.
Click on the Remove button.
4.
A confirmation message will be displayed, select Yes.
5.
Click on the Save and Exit buttons.
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Cards Tab
The Cards tab is used to store all company credit card details. These details are
automatically transferred to any Linked Client files (if the Active field is set to
Yes).
Entering Card Details
Take the following steps:
181
1.
Enter the Card Type and Card Number.
2.
The CCT application automatically checks the Credit card number (check
sum only) and displays warnings when an incorrect number is entered.
Click OK to clear the warning message and re-enter the correct number.
3.
The Expiry Date must be entered in the MM/YY format.
4.
Use the Comment free text area to make any additional notes about the
card.
5.
Select Yes in the Active field if this card is to be made available to linked
Client files.
6.
To enter more Credit Cards, click the New icon on the standard toolbar or
press Ctrl+N.
7.
To save your entries click on the Save icon or press CTRL+S.
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Debtor File
Client Tab
A list of all client files linked to this Debtor is displayed on this tab. The linking
of client files to debtor files can be performed from either file.
Once the two files have been linked:
• Debtor contact details are displayed in the Client file and can be
accessed for invoicing.
• Debtors credit card details can be accessed through the Client file,
depending on the Active field on the Card tab, and used for payment
of services.
Linking Debtor and Client Files
Take the following steps:
1.
Highlight the Client tab and click the New icon or press CTRL+N to
display a list of the client files in CCT.
2.
Select the client(s) to be linked.
3.
Clients already linked are indicated by the highlight. Clicking an already
highlighted client file deselects it and removes the link from this debtor.
4.
Click the OK button once all selections have been made and then client
names will be listed under this tab.
5.
The New Request column is only activated if the Debtor uses Online
Corporate Reports.
6.
Clicking the Deselect All button removes all highlights from the list and
clears all linkage between this debtor and client files.
7.
Linking Debtors and Clients is also available from the Client file by
selecting an appropriate Debtor in the Debtor Code field of the Company
Details area. For more detail, See "Client Tab" in Module 4: Client File.
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Accounting Tab
This screen provides a view only summary of accounting transactions,
including an account balance for the current debtor. This information is drawn
from accounting functions performed on a Trip file.
Column Descriptions
183
Field
Description
Date
Date the transaction was added to the file
Tranx ID
A system generated transaction identification number. The
transaction will be created in the branch identity for this
file unless otherwise selected.
Tranx Type
Type of transaction, e.g. Receipt, Credit Note, Invoice
Item Reference
Reference relevant to the accounting transaction entered
e.g. Invoice number, or Code of specific transaction subtype
Status
Current status of the transaction
Amount
Total dollar value of transaction
DR CR
Indicates if transaction is a debit or credit against the
account
Allocated
Amount
Displays the amount already allocated against the
transaction
Unallocated
amount
Displays amounts that have not been allocated against the
transaction
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Debtor File
Custom Fields Tab
The Custom Fields tab is used to turn on additional fields for the collection of
data used on the Fare Savings Report.
The Fare Savings Report provides the Debtor with a per trip fare analysis. Other
Custom Field entries can be created by the supervisor. Access to this tab is
governed by the System Administrator; therefore this tab may not be available.
Comments Tab
The Comments tab can be used for storing any comments about a Debtor file.
This field is free text and does not print on any documents.
To add additional comments, click the New icon or press Ctrl+N to display
more input lines.
Workflow Action Items Tab
The Workflow Action Items tab lists all the action items associated with the
current debtor. This functionality is covered in detail in the MyCCT module
under the Action Items section.
Important Notes
The Important Notes icon is used to access important notes for this debtor. For
more detail, See "Important Notes" in Module 3: MyCCT.
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Associated Debtors
Individual companies or Debtors may belong to a larger company group. This
relationship can be reflected in CCT by using the Associated Debtors function,
allowing for easier navigation between each file using a drop-down list.
A Debtor file may only belong to one associated Debtor group at a time.
Accounting transactions between Associated Debtors are not linked.
Creating an Association
1.
Open a Debtor file to be included in the association, select Options, then
Associated Debtors from the main CCT menu bar to open the input
window (or, right-click anywhere in the Debtor window, and select
Associated Debtors).
2.
Click on the New button, to start a new Debtor grouping.
3.
Enter an appropriate Code to be used for this association.
4.
Enter a Description for the Debtor grouping. This field is free text.
5.
Click the Select button to show a list of all Debtors in the CCT
application.
6.
Use the mouse and scroll bars to find and highlight ALL debtors to be
included in the association. It is important to select the currently open
Debtor.
7.
Click on OK to finalize the selections. The selected debtors are displayed
under the Members area of the associated debtors screen.
8.
Click on OK to complete the creation of the Associated Debtors.
The Associated Debtor codes can be seen in the drop-down selection box located
at the top of the Debtor File window. Move between Associated Debtors by
clicking on the codes in this list.
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Removing a Debtor from an
Association
1.
Open any Debtor file that is part of the association and select Tools, then
Associated Debtor from the CCT menu bar to open the input window.
2.
Use the arrow buttons to locate the correct group.
3.
Click the Select button to display the list of Debtor files. Those
highlighted are a part of this group.
• Click on the Deselect button, OR remove the highlight from the
relevant Debtor individually.
• Click on the Deselect All button to remove all members from the
group. This action displays a dialogue box asking for confirmation to
delete the entire group. Click Yes or No depending on requirements.
• Click OK to be returned to the Associated Debtor input screens and
click OK to save the change.
Deleting an Association
• Open any Debtor files and display the input screen by selecting
Associated Debtors from the drop down menu attached to the Tools
heading on the main menu bar.
• Use the arrows to locate the group code to be deleted.
• Click on the Delete button, click Yes in the dialogue box, then click
OK to save the change.
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Deleting a Debtor
A Debtor can only be deleted if no accounting transactions are attached.
The default debtors, Amex and Diners, cannot be deleted.
1.
Open the relevant Debtor file.
2.
Click in the Debtor Code field.
3.
Select Delete from the File option on the menu bar.
4.
A confirmation prompt displays. Select Yes to delete the Debtor file.
5.
If an attempt is made to delete a Debtor file with accounting transactions
or a brought forward balance, the following warning is displayed.
6.
If this occurs, the Debtor file is unable to be deleted from the CCT
application.
7.
When deleting a Debtor file linked to Client files a warning message will
be displayed.
8.
Clicking Yes continues with the delete action and removes the linkage
from the Client files. Selecting No cancels the deletion.
Debtor Documents
See Account Management guide.
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Module 8: Trip Accounting
Part 2
Invoices
Invoices are raised against a Trip file for corporate clients linked to Debtor files.
The invoice is sent to the Debtor for payment. Invoices are raised from:
• Ticket or Cheque Requisitions, See "Ticket and Cheque Requisitions"
in Module 6: Trip Accounting Part 1.
• Quotes, See "Working with Quotes" in Module 5: Trip File.
Before raising an invoice, ensure one of the above is present on the Accounting
tab or Quote tab of the Trip file.
Invoices from Ticket / Cheque
Requisitions
189
1.
Open the relevant Trip file and select the Accounting tab.
2.
Click New or press Ctrl+N.
3.
In the New Trip Account Transaction window, select Invoice from the
drop-down selection.
4.
Click OK to open an input screen.
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5.
The Invoice screen will open showing:
• A system generated Invoice number.
• Consultant and Date fields populated by the system.
• The Due date calculated from the due date entered in the Debtor file.
• The Debtor code and name carried across from the debtor, client, and
trip file links. If there is no code, select it manually by double clicking
in this field and selecting from the list of Debtors displayed.
• Invoice Remarks will print on the Invoice. This is a free text area.
• The Amount field will be system generated and depends on which
items are selected for inclusion below.
• The Invoice Items area, lists the Ticket and Cheque Requisitions in this
Trip file.
6.
Tick the Include box on the requisitions to be included on this invoice.
7.
Select your inclusions:
• Item Detail
Details are taken from the segment entries.
• Item Remarks
After selecting this radio button, a Remarks field becomes available
• Both
Both of the above
8.
Click OK once all selections are made.
9.
A confirmation prompt will ask you to save the transaction. Click Yes.
10.
A second prompt offers printing. Click Yes to print the invoice.
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Reprinting Invoices
If a debtor asks for a second copy of the invoice, double click the invoice from
the Accounting tab of the Trip file and press the Print button. This regenerates
the invoice with the word COPY indicated in the top right corner. The word
ORIGINAL appears on new invoices.
Accounting Tab
The Accounting tab shows the new transaction with details displayed in the
reference field. Any ticket or cheque requisitions that have been invoiced are
shown with a Y in the Inv column (also displayable under the Debtor
Accounting tab).
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Invoices from Quotes
Creating invoices from quotes allows an invoice to be produced using Cost to
Client details stored on the Quotes tab of the Trip file. This option allows an
invoice to be raised prior to the completion of a Ticket or Cheque Requisition or
where the debtor is not being invoiced for the full value of the ticket or cheque
requisition (i.e. partial payment has already been received on the trip file from
the client).
1.
Open the Trip file, select the Accounting tab and click New (or Ctrl+N)
to display the New Trip Accounting Transaction.
2.
Select Invoice Quote.
3.
Click on OK to open an input screen.
4.
As with other invoice types, the Invoice Quote details are provided with a
system generated invoice number, date of invoice, due date and debtor
details. The Amount field is system generated as a total of all items
selected from the Invoice Quote Items ticked for inclusion.
5.
Use the mouse to tick the Include check box for all items to be invoiced
and select an appropriate radio button for details to be included on the
invoice.
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Item
Description
Quote Details
Prints segment data plus data contained in the
Description field of the Quotes screen
Quote Comments
Prints data contained on the Comments tab of the
Quotes screen that has been marked as printable
Item Remarks
A free text input field appears where remarks can be
added for inclusion on the invoice
Detail and Remarks
Prints both the quote details and allows for free text
remarks to be included
6.
Once all selections have been made, click OK to save and print the
invoice.
This item will be displayed in the Account summary screen in the same
way as a normal invoice.
Reversing Invoices
Invoices can be reversed only when they have a C (for confirmed) in the status
column.
To reverse an invoice:
1.
Double click the invoice from the Accounting tab of the trip file to redisplay the invoice.
2.
Click the Reverse button from the bottom of the window.
3.
When a confirmation prompt appears, click Yes to proceed with the
reversal.
4.
Click Yes again if printing of the reversal is required.
5.
This process results in a Credit Note being raised against the debtor.
NOTE: All reversed invoices print on Debtor statements.
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Credit Notes
Credit Notes are created to refund monies to debtor accounts. They are created
automatically when reversing an Invoice or can be raised against previously
created Refund type Ticket and Cheque Requisitions or Refund to Client
Quotes.
Credit Notes from Refund Type
Ticket/Cheque Requisitions
1.
Open the relevant Trip file, select the Accounting tab and click New (or
Ctrl+N) and choose Credit Note.
2.
Click on OK to open an input screen.
3.
The Credit Note window displays with a system generated Credit Note
number, Date of issue, Due date and Debtor details (if not system
generated, add the debtor by double clicking in this field or pressing the
F12 key and make your selection).
4.
If a relevant invoice exists, it can be selected from the Invoice drop-down.
5.
An Invoice Remark can be added in the free text input field if required.
6.
The Amount field is system generated and includes a total of all Credit
Note Items to be included on the Credit Note (indicated by a tick).
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7.
Select the details to be included with each item and click OK to generate
the Credit Note. When prompted to save the transaction, select Yes.
8.
The resulting accounting transactions are displayed on both the Trip files
Accounting tab and on the relevant Debtor Accounting tab.
Credit Notes from Quotes
This option allows Credit Notes to be raised using the Refund to Client Quote
information stored on the Trip file. This allows a Credit Note to be created prior
to completing a Refund Ticket / Cheque Requisition or Creditor refund, or where
the full amount is not being refunded back to the debtor (e.g. the client may have
paid some monies towards the value and must be refunded).
195
1.
Open the required Trip file and select the Accounting tab.
2.
Click the New toolbar icon (or Ctrl+N) to access the New Trip Account
Transaction window and select Credit Note Quote.
3.
Click on OK to open an input screen.
4.
Complete the Credit Note quote in the same way as described earlier.
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Trip Accounting Part 2
Reversing Credit Notes
Reversing of Credit Notes is not permitted, and the Reverse button on a
previously saved Credit Note is greyed out.
Additional Ticket
Requisition Types
All of the following transactions are carried out on a ticket requisition by
selecting the required function in the Type field.
In each scenario, create a new Ticket Requisition by following these steps:
1.
Open the appropriate Trip file, select the Accounting tab and click the
New button on the toolbar (or Ctrl+N).
2.
Select Ticket Requisition from the New Trip Account Transaction
window.
3.
Click OK to open an input screen.
Nett Remit Tickets
The Nett Remit facility allows agents authorised by airlines to issue BSP tickets
at nett fare levels to record details of the tickets in CCT. The Tickets entered
must be completed using the Nett Ticket requisition type and include the
relevant Nett Remit Code provided by the airline.
When a ticket is downloaded from Galileo desktop the ticket type is always
TKT. When you open the Ticket requisition you will need to change the ticket
type to NET before proceeding when a nett remit ticket is required.
Nett Remit tickets may be entered in CCT with either:
• Option 1- showing the Trip value as Gross (Published or Ticket) fare
with a discount to reflect the selling fare.
• Option 2 - showing the Trip value as the selling fare with zero
discount. This method ensures that no unusually large discount
amounts appear in the consultants reports.
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Option 1: Trip Value as Gross Fare
Example:
Gross Published Fare (excluding taxes)
$ 1346.00
Selling Fare incl. taxes
$ 1410.88
Nett Fare incl. taxes
$ 1310.88
Taxes
$ 164.88
Take the following steps to complete the Ticket Requisition screen for this
scenario:
197
1.
Select NET from the Type drop-down. If the transaction is being paid by
Credit Card direct to the supplier, use type of CCF instead of NET
2.
Select Yes, No or Comm in the GST field.
3.
Enter the Ticket number and ticket details.
4.
Enter the Nett Remit Code.
5.
Enter the Fare as the full published fare shown on the ticket including
GST (if applicable). This amount should exclude non comm fees and
taxes.
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Trip Accounting Part 2
6.
Enter the required details for the Nett Remit section:
• Sell: the selling price of the ticket, including GST (if applicable) and
all taxes.
• Nett: the nett price of the ticket including GST (if applicable) and all
taxes.
The system automatically generates the Discount field, displaying the
difference between the Sell and Nett fields.
7.
Enter the normal Fare Commission as a percentage. The system calculates
the Supplementary commission (the difference between the Fare and Nett
fields less any normal commission amount). A total of all commissions is
provided at the bottom of the section.
8.
Enter any applicable Taxes and a Marketing Code if required.
The Requisition Tools section is system generated, detailing the totals as
entered in other fields.
9.
Select the Passenger Name from the Names section. If not working from
a Quote, select the appropriate segments.
10.
Save the Ticket Requisition by clicking OK and answering Yes to the
confirmation prompt.
11.
This transaction will be reflected under the accounting tab as shown
below:
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Option 2: Trip Value as Selling Fare
Example:
Fare (excluding taxes)
$ 1246.00
Selling Fare incl. taxes
$ 1410.88
Nett Fare incl. taxes
$ 1310.88
Taxes
$ 164.88
Complete the ticket requisition as described above except for the Fare field
where you should enter the selling fare rather than the full published fare.
The Trip value now reflects your sell price.
This transaction will be reflected under the accounting tab as shown below:
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Nett Remit Discrepancies
When an error has occurred and BSP charge your agency a higher fare, take the
following procedures:
1.
Create a new ticket requisition (Ctrl+N) and select ADM from the Type
drop-down.
2.
In the Fare box, enter the difference of what the nett amount should have
been and what your agency has been charged on the billing.
3.
This will put the Trip file in Debit and act as a reminder to chase the ACM
from the airline.
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Nett Remit Tickets Paid by
Credit Card
To enter Net Remit Credit card transaction in CCT:
201
1.
Open a Ticket requisition (Ctrl+N) and select CCF from the Type dropdown.
2.
Enter the Sell amount in the Fare field.
3.
In the CCCF field enter the Sell amount including taxes.
4.
Calculate and enter the Commission amount. This will be the difference
between your Sell and Net amounts.
5.
Enter the Taxes.
6.
The Requisition Totals in the Sell field will show zero.
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Trip Accounting Part 2
Multi Purpose Documents
Multi Purpose Documents (MPDs), previously known as MCO’s, can be used
for a variety of functions including:
• Issuing PTA’s (Prepaid Ticket Advice)
• Issuing TOD’s (Tickets on Departure)
• Excess Luggage Charges
• Carrier Related Stopover Packages
NOTE: If the MPD is being paid by Credit Card direct to the supplier, use Ticket
Requisition type of CCF instead of MPD.
To create an MPD transaction:
1.
Open a Ticket Requisition (Ctrl+N) and select MPD from the Type dropdown list.
2.
Select Create New or Create from Quote.
3.
Enter the MPD number in the Ticket Nbr field and complete all other
details as required.
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Void Tickets
All Void Tickets need to be recorded in CCT so that accurate Sales Returns and
BSP reports can be generated. If a ticket is damaged without any previous record
being created, simply enter as a Void (VDT) ticket type. If the ticket has already
been recorded against a Trip file, it must be reversed prior to completing the
Void (VDT) Ticket Type.
To create a VDT transaction:
203
1.
Open a Ticket Requisition (Ctrl+N) and select VDT from the Type field.
2.
Select Create New
3.
Enter the relevant issue details and the void ticket number in the Ticket
Nbr field.
4.
Complete the mandatory fields (marked in blue), select a Passenger and
Segment and click OK to save the transaction.
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Trip Accounting Part 2
Exchange Tickets
There are three methods for the creation of an Exchange Ticket Requisition:
• Even Exchanges
• Additional Collection
• Refund to Passenger
To create any type of ticket exchange:
1.
Open a Ticket Requisition (Ctrl+N) and select TEX in the Type field.
2.
Select from Create New or Create from Quote
3.
Select Yes, No or Comm from the GST field, depending on the
requirements.
4.
Under the Ticket Details area, enter the new ticket number in the Ticket
Nbr field.
5.
The old ticket number should be entered into the Exch Nbr field.
Even Exchange Tickets
For Even Exchange tickets:
1.
Leave Fare, CCCF Amount and Commission as zero.
2.
Add PD (using capital letters) for paid next to any Taxes amounts paid on
the original ticket.
3.
Highlight the names and segments applicable to the ticket and click OK to
save.
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Additional Collection
For Additional Collection exchanges:
1.
Work out the difference between the original base fare and new fare. This
additional collection is entered in the Fare field.
2.
When the additional collection is being paid to the carrier using a credit
card, enter the amount into the CCCF field (including the additional
collection value plus any new taxes).
3.
If the additional collection is solely due to taxes, enter these details in the
Taxes field.
4.
All taxes paid on the original ticket must be entered in the Taxes area and
shown as paid using the status code of PD (using capital letters). Enter any
additional taxes to be collected for the new ticket. Ensure these new taxes
have no Status code.
5.
Complete all other fields as required, including Commissions and select
the Name and Segments. Click OK to save the transaction.
NOTE: When downloading a booking file from Galileo with an additional
collection, the unconfirmed ticket window displays the full fare amount in the
Fare field and must be adjusted to show only the additional collection amount.
Any pre-paid taxes do not download and need to be entered manually.
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Exchange with Refund to Passenger
Ticket Exchanges resulting in a refund to the passenger require the necessary
BSP documents to be raised:
• A new ticket at the new fare level showing NIL collection.
• An MPD for the refund amount due to the passenger, also with a NIL
collection.
This typically occurs when a ticket is issued in exchange at a lower fare level
than the original ticket. To record these transactions in CCT, four steps need to
be completed.
1.
Complete a TEX type ticket requisition for NIL value for the new Ticket
Number (same as for an even exchange screen).
2.
Complete another TEX type ticket requisition for NIL value, entering the
MPD number in the TKT Number field. The physical MPD is for the
refund value which is then processed and refunded to the client.
3.
Complete a RFT type ticket requisition for the MPD with the amount to
be refunded to the passenger.
4.
The refund is credited to the Trip file and can be refunded to the
passenger.
After the three ticket screens have been completed, the trip accounting tab shows
a credit balance, which is the refund due to the client.
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Discounted CCCF Tickets
When a discount has been given and payment is made by credit card, two
methods can be used to record this accurately in CCT, ensuring the trip file is in
balance and accurate reports are produced.
Method 1
The physical BSP ticket is issued with the Credit field of the Remittance Area
containing the amount being charged to the passenger and the Cash box
containing the discounted amount.
1.
Open a Ticket Requisition transaction and select Create New or Create
from Quote.
2.
Select CCF in the Type field. Set the correct GST setting.
3.
Complete the fields in the Issue Details section and enter the Ticket
Number.
4.
The Fare should be inclusive of applicable GST but must exclude any
non-commissionable fees or taxes. Enter the amount charged to the credit
card in the CCCF Amount field.
5.
Discounts to be applied can be entered in the Discounts area as either a
percentage or fixed value amount. Complete the Commissions and Taxes
sections as required.
6.
The Requisition Tools area details the system generated totals and
reflects the following values
• Total: Total fare including taxes
• Sell: When the discount equals the difference between the total and the
CCCF amount this box equals zero.
• Nett: Total fare less the commission and the CCCF amount
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7.
To save the transaction, click OK and answer Yes to the confirmation
prompt.
Method 2
An alternative method is to make all entries as described in Method 1, except
enter the full total into the CCCF amount field.
This leaves the discount amount in the Sell field, which becomes the amount
credited to the Trip file and the refund to be paid to the passenger.
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Additional Cheque
Requisition Types
Processing Pensioner Rail Tickets
A pensioner rail ticket needs to be recorded on two ticket requisitions because
GST only applies to the commission on the ticket but any fee charged for issuing
the ticket will attract GST.
To enter the rail fare:
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1.
Open a Ticket Requisition and select CCF in the Type field.
2.
Select from Create New or Create from Quote.
3.
Select the rail operator in the Supplier and Creditor fields.
4.
Select Comm in the GST field.
5.
Complete the Ticket Nbr field.
6.
Enter the ticket value in the Fare and CCCF amount fields.
7.
Complete the Commission field and any other fields required, and click
on OK.
CrossCheck Travel 3.1 Client Management Guide
Trip Accounting Part 2
Issuing Fee
To record the issuing fee:
1.
Open a Ticket Requisition and select TKT in the Type field.
2.
Select from Create New or Create from Quote.
3.
Select the Rail operator in the Supplier and Creditor fields.
4.
Select Yes in the GST field.
5.
Enter the same ticket number as recorded in the previous ticket requisition
in the Ticket Nbr field.
6.
Enter the issuing fee (inclusive of GST) in the Fare field. (e.g. $5 for one
way and $11 for return), could also include any additional collections for
sleepers etc.
7.
Complete the Commission field and any other fields required, and click
on OK.
Processing Phone Card Sales
In the Trip file, receipt the passenger's payment in the normal manner and
complete a Cheque Requisition as follows:
1.
Select CQC in the Type field.
2.
Select from Create New or Create from Quote.
3.
Select the phone card Supplier and Creditor.
4.
Select Yes, No or Comm in the GST field.
5.
Enter the cost of the phone card (inclusive of GST) in the Fare field.
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6.
211
Complete the Commission field and any other fields required, and click
on OK.
CrossCheck Travel 3.1 Client Management Guide
Trip Accounting Part 2
Recording Fees
To record Fees in CCT, See "Fees Tab" in Module 5: Trip File.
Service Fees recorded in Galileo Desktop using Galileo Fee Manager are now
downloaded into CCT.
The following products comprise Galileo’s Fee Management suite:
Galileo Fee Manager
Galileo Fee Manager (GFM) fee rules are created by Galileo for the agent to
automatically record service fees into their Galileo booking file.
The agent can also use GFM to manually create service fees in addition to
having the auto fee functionality.
Alternatively, the agent can use GFM to manually add service fees to the
booking file without the additional functionality of auto fees.
Galileo FeeNett
Note: For Australian Agents Only
Galileo FeeNett is used by the agent to charge the passenger's credit card for the
service fees as recorded by GFM in the Galileo booking file. The receipt is
recorded by FeeNett in the booking file Notepads (NP. fields) and is downloaded
into the accounting tab of the Trip file. Agencies who do not use GFM can still
use Galileo Feenett and would manually enter the amount to charge the credit
card.
Galileo FeeNett acts as a path to the payment gateway, eNett, where the
passengers credit card is debited and the agency bank account is credited
overnight. Note that eNett is the merchant in the transaction, but the agency's
name is still recorded on the customers credit cards statement.
eNett
Note: For Australian Agents Only
eNett acts as the payment gateway between Galileo FeeNett and the relevant
credit card company (Mastercard, Amex etc.). eNett advises the credit card
company of the transaction, who in turn charge the credit card. The funds are
then sent via eNett to the agency bank account overnight (excluding the
Merchant Services Fee).
eNett then email the Receivables file to the agent to import into CCT. A debtor
receipt is automatically created and allocated against the invoice created by the
original download from Galileo to CCT.
Note: The Galileo support website includes several animated product
presentations which demonstrate how to integrate Galileo’s fee management
tools with CCT. See http://support.galileo.com/SGC/GSC/Mid+-+Back+Office/
CrossCheck+Travel+3/Enhancements+3.1.htm
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Module 8:
Galileo Fee Manager Integration
If using the Galileo Fee Manager product, fees generated in Viewpoint can be
updated automatically into CCT as part of the Booking File Download process.
If fees have been generated in Galileo Fee Manager, these will display in
Viewpoint as Service Fees under the Remarks, Fees and Service Information
folder.
The Booking File download process will generate Host Comments into the Trip
File that have the Fee Manager information in a specific format.
Clicking on the Fees Tab will then generate these Comments into actual Fees
within the Trip File.
If any of the Fee Codes used in Fee Manager did not exist in the CCT Fee Rules,
none of these Fees will be created in CCT and an error message will display:
Once the Fee is setup in the CCT Fee Rules, the Refresh button in the Fees Tab
can be selected to generate the Fees.
From there, these Fees can be converted into a Quote or Cheque Requisition as
per manual fee entries,
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Once the Fee information has been converted from the Trip File Comments into
Fees within the Fees Tab, this information no longer appears within the
Comments Tab.
Of course though, this information still exists within the Viewpoint Booking
File.
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Module 8:
Agency Credit / Debit
Memos (ACM & ADM)
An Agency Credit Memo (ACM) is received when a Creditor owes an agency
money. This may occur when incorrect commission has been taken on a ticket;
an overpayment of a fare has been made, or used by airlines to process passenger
refunds.
Two types of ACM can be received and it is important to know which type is
being entered into the CCT application.
• Refund to Passenger: used when a refund is due to a client; such as an
overcharge on a ticket
• Commission Refund: used when Commission is owed to an agency.
An Agency Debit Memo (ADM) is the reverse of an ACM and generally ADM’s
are received to claim either:
• Undercollection of Fare: used when an agent has under charged the
client and a payment is due back to the creditor
• Overcollection of Commission: used when too much commission has
been collected and a payment is required to reimburse the creditor
The Ticket Requisition screen differs for these four scenarios. It is important to
ensure the correct process is used.
Processing an ACM
Take the following steps:
1.
Open a Ticket Requisition and select ACM from the Type field.
2.
Select Create New.
3.
Select the correct GST entry and Service type. Enter the Supplier and
Creditor code.
4.
To set the Billing Period, enter a date which falls within the period shown
on the ACM.
5.
Under the Ticket Details area, enter the ACM number.
Fare Field
• For a Refund to Passenger type ACM, the full GST inclusive value of
the ACM should be entered in the Fare field.
• For a Commission Refund type ACM, leave the Fare field as zero.
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Commissions
• For a Passenger Refund, enter the normal commission.
• For a Commission Refund, enter the amount of commission shown on
the ACM in dollars.
The Requisition Totals are system generated and for Commission Refund
ACMs, the Nett field shows the amount to be charged to the BSP billing and
credited to the commissions account. Click OK to save the transaction. At the
payment prompt answer No.
• For Refund to Passenger ACM’s, the trip file is credited and a refund
to the client can then be processed.
• For Commission Refund ACMs there is no change to the Trip
balance.
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Module 8:
Processing an ADM
Take the following steps:
1.
Open a Ticket Requisition and select ADM from the Type field.
2.
Select Create New.
3.
Select the correct GST option and enter the Issue Details.
4.
Enter a Date which falls within the Billing period shown on the ADM to
automatically set the Billing field.
5.
Enter the ADM number in the Ticket Details section in the ADM Nbr
field.
Fare Field
• For an Undercollection of Fare ADM, enter the value of the ADM,
excluding taxes, in the Fare field.
• For an Overcollection of Commission ADM, leave the Fare field as
zero.
1.
Fill in the commission field as shown on the ADM.
2.
The Requisitions Totals are system generated.
• For Undercollection of Fare ADMs, the Sell field will show the gross
amount charged to the Trip file.
• For Overcollection of Commission ADMs, the Nett field shows a
figure representing the commission amount to be credited to the BSP
billing and charged to the commission account.
3.
Click OK to save the transaction.
An Undercollection of Fare ADM results in a debit to the trip balance, whereas
an Overcollection of Commission results in no change to the trip balance.
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Refunds
There are several refund types that can be processed in CCT
• Ticket refunds
• Credit Card refunds
• Refunds from creditors
• Refunds to passengers.
The methods used to generate the refunds include Ticket and Cheque
requisitions and specialised Creditor and Passenger refund screens.
Ticket Refunds
The type of Ticket refund used is governed by the original requisition type raised
Original Type
Refund Type
TKT
Use the RFT type refund requisition.
CCF
Use the CRF type refund requisition.
NET
Use the RNT type refund requisition.
Special care must be taken to ensure the correct type of Ticket Requisition Type
code is used for the circumstances surrounding the refund.
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Module 8:
Refunding a Standard Ticket
Take the following steps:
1.
If a ticket window exists, repeat the existing (paid) transaction and change
the Type field to RFT.
Alternatively, open a Ticket Requisition and select RFT in the Type field.
2.
Select Create New or Create from Quote.
3.
Choose the correct GST setting and complete the Issue Details. The Date
should reflect the Date of ticket issue (defaults to today).
4.
Enter the Ticket Nbr in the Ticket Details section.
5.
The Fare should reflect the refund fare (inclusive of GST) excluding any
non-commissionable fees and taxes.
6.
Enter any non-commissionable Fees applied to the original ticket to be
refunded.
7.
Cancellation fees imposed by the Agent or Supplier must be entered as
dollar amounts in the Cancellation Fees section.
8.
Enter the Commission and Discount fields matching the original ticket.
9.
Add any Taxes amounts already paid that are to be refunded (including
GST if applicable).
10.
Select a Passenger name and the appropriate Segments and click OK to
save the transaction.
This process credits the refund amount back to the Trip file.
• To refund the Passenger, See "Refund to Passenger" in Module 8: Trip
Accounting Part 2.
• For a debtor account, a Credit Note should be raised. See "Proforma
Invoice/Credit Note" in Module 6: Trip Accounting Part 1.
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Refunding a Nett Remit Ticket
Completing a Refund of a Nett Remit ticket (type RNT) is similar to a standard
ticket with the following exceptions:
• RNT must be selected from the Type drop-down options.
• The Nett Remit Code must be entered in the Ticket Details section.
• The refund amount, including taxes, must be entered into the Nett
Remit section in the Sell field.
• The nett refund including taxes must be entered into the Nett Remit
section in the Nett field.
• There are no Cancellation Fee fields available on RNT type ticket
requisitions.
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Module 8:
Refunding a CCF Ticket
When refunding a ticket which was originally issued against a CCF, it will be
necessary to complete a Credit Card Refund Notice and forward all documents
directly to the carrier. The carrier then processes the refund and forwards an
ADM back to the agency to reclaim the commission.
It is important to note that although an ADM is received, it must be entered in
CCT using the CRF ticket requisition type and not the ADM type, to ensure the
office sales figures can be adjusted to reverse the sale value of the ticket.
221
1.
Open a Ticket Requisition and select CRF in the Type field.
2.
Select either Create New or Create from Quote.
3.
Select the correct GST option and complete the Issue Details.
4.
Enter the Ticket Nbr in the Ticket Details area.
5.
Enter the applicable refund fare, excluding any non-commissionable fees
and taxes in the Fare field.
6.
Enter the total amount to be refunded to the passenger’s Credit Card in the
CCCF Amount field.
7.
Enter any Fees in dollar amounts. The agent cancellation fee will appear
as a debit on the Trip file.
8.
Complete all other fields, select the passenger Names and Segments and
click OK.
CrossCheck Travel 3.1 Client Management Guide
Trip Accounting Part 2
Trip Refund CCCF
A Trip Refund CCCF is similar to a receipt CCCF in that it is for customers’
records only. The entry has no impact on the file balance but it does appear on
the Statement of Account.
A Trip Refund CCCF is used to document the transfer from the Creditor back to
the Client’s Credit Card, without any money exchanging hands through the
agency.
The Refund CCCF CANNOT be reversed or deleted.
1.
Create a new Refund CCCF by opening the appropriate Trip file,
selecting the Accounting tab and clicking New button on the toolbar (or
press Ctrl+N).
2.
Select Refund CCCF from the New Trip Account Transaction window.
3.
Click on OK to open an input screen.
4.
Enter the appropriate Service type and Supplier code.
5.
Enter Printed Remarks in a free text format.
6.
The Form(s) of payment defaults to CCCF and is unable to be adjusted.
7.
Enter the Payer name and Amount of refund.
8.
Fill in the passenger’s credit card details and click OK.
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Module 8:
Non Air Credit Card Refunds
A cheque requisition type RCC must be completed when a Credit Card Charge
Form has been used to pay a creditor and the arrangements have been cancelled.
It is used to refund QCC & CQC type Cheque Requisitions. This process results
in a reclaim of commission by the creditor.
To process a Non Air Credit Card refund:
223
1.
Open a new Cheque Requisition from the Accounting tab in the Trip file
(Ctrl+N).
2.
Select Create New or Create from Quote.
3.
Select RCC in the Type field.
4.
Select the correct GST option and complete the Issue Details.
5.
Enter the gross amount originally paid into the Fare field.
6.
Enter the amount to be refunded to the passenger’s Credit Card in the
CCCF Amount field.
7.
Enter any non-commissionable Fees that were applied to the original
cheque requisition and are now being refunded.
8.
Enter any Agency or Supplier Cancellation Fees as dollar amounts.
9.
Complete all other fields as required.
10.
Highlight the name of the passenger and the applicable segments and click
OK.
CrossCheck Travel 3.1 Client Management Guide
Trip Accounting Part 2
Refunds from Creditor
The Refund from Creditor screen is used to record refund payments from a
Creditor and can include service fees. A Creditor Refund screen should be
completed whenever payments are received from a Creditor, regardless of the
method of payment. The refund from Creditor is a receipt.
1.
Open the relevant Trip file and select the Accounting tab.
2.
Select Refund from Creditor from the New Trip Account Transaction
window.
3.
Click on OK to open an input screen.
4.
Open the scroll on the Chq Req field and select from the list of paid
cheque requisitions relating to this file.
5.
Once selected the cheque requisition will populate the following fields:
• GST
• Sales Code
• Service
• Supplier
• Creditor
6.
If there is no related cheque requisition these fields must be completed
manually.
7.
Enter a Marketing code if required.
8.
The Amount Received should equal the amount of the refund received
from the Creditor. Enter any amount to be refunded to a credit card in the
Credit Card Amount field.
9.
The Calculations fields are mostly system generated with data extracted
from the original Cheque Requisition. These values can be overtyped if
required.
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Module 8:
Field
Description
Fare
The original amount paid by the passenger inclusive of
GST.
Comm
Any commission taken on the fare amount.
Supplier Canx Fee
Enter any cancellation fee imposed by the supplier.
Tax
Reflects the tax amounts originally paid and now being
refunded - where applicable, this includes GST on the
individual tax amounts.
Tax GST
(not depicted)
Only appears if GST is set at Yes or Comm. Manually
calculate and input any GST amount being refunded
from the taxes shown in the Tax field.
Non Comm Fee
Any non-commissionable fees.
10.
The Agency fields should be completed, with any Discounts to be
reclaimed and any Cancellation or service fees imposed. The Nett to
Client field is system generated.
The Amount Received field must match the greyed out total supplied in
the Calculations area or the transaction is unable to be saved. If the totals
are not equal, double check the commissions, taxes and fees.
11.
A free text Remarks field is provided for any additional notes or
comments to be added to the Refund.
12.
Complete the Form(s) of Payment details by selecting the appropriate
Type from the drop-down list, entering the Payer details (pre-populated
from Creditor) supply the Nbr, Bank and Branch details, and click OK.
For more complex examples of Creditor refunds and commission payments, See
Account Management guide.
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Refund to Passenger
The Refund to Passenger screen is specifically to record such transactions.
1.
The screen is accessed from the Accounting tab of the Trip file. Click the
New toolbar button and select Refund to Passenger from the New Trip
Accounting Transaction window.
2.
Click on OK to open an input screen.
3.
CCT may display a warning prompt to say no funds are available - this
occurs if the file has no credit available. Click OK to close the warning.
4.
When your file has a credit available, the screen below will open
automatically.
5.
Enter any Remarks, and choose to Pay Now or Pay Later. The Pay Later
option will send the funds to the PAXREFUND creditor for payment by a
supervisor or manager.
6.
Complete the Form(s) of Payment and click OK.
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Module 8:
Adjustments
The adjustment screen is used to transfer funds from one trip to another, load
opening balances for a financial Take Up, enter Journals between the cashbook
and the Trip file or manipulate commission. See Account Management guide.
When Transfer has been selected as the type of adjustment, all Trip files will be
available by double clicking in the From Trip Code field.
Adjustments are unable to be reversed and should never be attempted prior to
receiving thorough training in this area.
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Module 9:
Module 9: Documentation
Document production options are pre-set and can be viewed in the supervisor
settings.
The document header is taken from the information entered in the supervisor
settings and can include:
1.
Company Name and Trading Name
2.
Phone numbers (including toll free and after hours)
3.
Fax Numbers
4.
ABN (for Aust.) or GST (for NZ) Number
5.
Licensee name
6.
Email and Web address
7.
Prefix and Suffix entries and their position in a document are also set
under the Supervisor log-in.
All documents, except MS Word itineraries, are available from the Documents
heading on the menu bar (or right-click the file window). The Documents menu
is context sensitive, meaning the contents on the menu change depending on the
current file type open, such as Trip, Client, Debtor etc.
When there are no files open, the Documents menu will only show Fax and
Visa Letter.
Fax
Faxes may be opened from the Documents menu or by clicking the New Fax
icon on the toolbar.
CCT produces a fax document using details already stored in the Client,
Creditor, Debtor or Supplier files along with a free format General option.
Selecting a file type displays a list of files held in CCT.
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Select the recipient to transpose the required information to the Fax Details area.
The fax number will display if it is stored in the file.
Enter a fax subject and click OK to generate the fax.
The fax content is completed and will be sent directly from Word.
Visa
The Visa Letter is used to support a client’s visa application and confirms
details of the itinerary. Selecting Visa Letter without any files open displays a
fill in screen. The recommended procedure is to open a Trip file then select the
Visa Letter menu option, as the name and travel details are transposed to the visa
fill in screen.
The Country is a mandatory field, as indicated by the blue colour, and provides
access to a list of countries (double click or press F12).
The related segments must be selected (highlighted) from within the Travel
Details area of the screen, or manually entered if not using a Trip file.
Click OK to generate the letter.
Trip Documents
Several options can be selected from the Documents menu bar while working
within a Trip file (or right-click the mouse anywhere on the Trip file window).
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Module 9:
The Statement of Account, Proforma Invoice and Proforma Credit Note are
covered in the relevant accounting modules. All other Trip documents are
detailed in this section.
Hotel, Car and Other Segment
Vouchers
The Hotel, Car or Other Segment Voucher can be used as either letters of
introduction or as prepaid vouchers.
1.
Open the Trip file containing relevant Hotel, Car or manual (other)
segments and then select the appropriate voucher from the Documents
menu. This procedure transposes the details from the segment directly into
the voucher window. If multiple segments exist, select from the dropdown list at the top of the voucher window.
2.
Any missing fields should be completed manually. Double click (or press
F12) in the Accom Type (hotel) or Car Type (car) fields to select from
the acceptable codes in CCT.
3.
The Payment Method area has three options:
• All Charges Back to Agency generates the voucher plus an additional
authority document to be forwarded to the vendor, authorising charges
to be referred back to the agency.
• Voucher Value displays a Value and Currency field. Use these to
store the voucher amount. Enter the exchange Rate and Currency
code. The exchange rate can be accessed by double clicking in the
currency field, if it has been entered in Tables.
• Other is a free text field.
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4.
Once all selections have been made, click OK to generate the voucher.
Other Segment Voucher
The Other Segment Voucher is used to generate vouchers for manually entered
segments such as Cruise, Coach, Rail trips. The Segment can be selected from
the scroll attached to this field and the voucher title will change accordingly.
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Module 9:
Itinerary from Documents Menu
Select Documents - Itinerary from the menu bar to produce an itinerary in Style
5, or as selected in the supervisor settings
Itinerary from MS Word Icon
Itineraries can be generated using the blue W (for MS Word) icon button found
at the top of Trip file windows. This will automatically generate a new Itinerary
into Word in standard text format to edit, print or email.
This will produce itinerary Style 4.
All these documents will display information within MS Word using a template
file called tplate.rtf. This file resides on the hard disk of each individual CCT
user's workstation and it's purpose is to generate standard customised
information onto the itinerary including font type and size, company logo
(header) and footer details.
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Trip Texts
Click on the Trip Texts action buttons with a Trip file open to display the Trip
Text input screen. This function provides an easy way to add comments to each
segment before generating an itinerary.
The Itinerary tab will display preset Intro and Trailer text (set from the
Standard Texts function, covered in this module) along with a Segments Texts
entry boxes.
The Segment Texts will display information from the Comments field of the
individual Segment screens. See "Working with Segments" in Module 5: Trip
File. The displayed comments can be edited or added to and will be
automatically saved to the Segments screen.
Click the Save button to save the information or click Print to produce the
itinerary. Further modifications can be made to the itinerary by editing it in
Microsoft Word.
The New! tab is used for adding any other notes applicable to the Trip file which
do not print on the itinerary. This may be used to store a copy of the fare rules
that applied at the time of ticketing or copying across email correspondence.
Selecting the New! tab will display a fill in screen allowing for the entry of a
Title for the data and a free text area. Enter any text required and click the Save
button.
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Module 9:
The buttons at the top of the free text field allow the text to be selected and
copied (to take to an external source). A final button is also provided to paste any
copied text into the free text area.
Click the OK button to close the Trip Text window.
When the Trip Text window is re-opened, the Tile will appear as a tab.
Standard Texts
Standard text can be setup for automatic insertion as Header and Footer
information on all itineraries for the entire office and cannot be modified for
each individual consultant. Click the Standard Texts icon on the toolbar to
configure the standard text.
The Maintain Standard Texts screen will open and allows for the editing of the
Header and Footer text.
Point the Hand cursor to Standard Itinerary Header or Standard Itinerary Footer
and enter the information to be included in all itineraries, in the right hand side of
the screen.
This information can be typed in, or pasted from another source.
Click on the Save icon and then the Exit icon to close the screen.
This text can be re-opened and changed by overtyping and resaving.
Quotes
Quotations can be created using either segment information or comments
attached to each quote. This choice is selected from the Documents - Quotation
menu.
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Quotation using Segments
This option creates a quote document using segment data, plus any information
added in the Description field and marked as printable, on the Quote screen.
Quotation using Comments
This option creates a quote document using the comments information from the
Quote screen.
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Module 9:
Statement of Account
The statement of account automatically includes:
• A list of quoted items.
• Record of all monies paid to date.
• Balance of account.
To generate a Statement of Account, open the relevant Trip file and select
Statement of Account from Documents on the main menu bar.
Two options are available, with Segments or with Comments.
237
Option
Description
Segments
includes all segment data plus any text added to the
Description field on the Quote screen
Comments
includes the text added under the Comments tab of the
Quote screen (marked as printable)
CrossCheck Travel 3.1 Client Management Guide
Documentation
Creditor Documents
There are no further options for Creditor Documents apart from Fax and Visa
Letter.
See "Fax" in Module 9: Documentation.
See "Visa" in Module 9: Documentation.
Debtor Documents
A statement run is included as part of the end of month procedures. However,
individual statements can be viewed or printed at any time. See Account
Management guide.
Client Documents
Fax and Visa Letter are available from the Client file as well as the Client Detail
document.
See "Fax" in Module 9: Documentation.
See "Visa" in Module 9: Documentation.
The Client Detail document produces a printable listing of all information
relevant to the currently open client file.
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Galileo Support Contact
Details
Ask Galileo
Ask Galileo is our new on-line help service. It is designed to provide customers
with answers to the most frequently asked questions handled by our Service
Centre.
If you have a query relating to Galileo, you can now obtain an answer at your
convenience, saving you phone calls or waiting in line.
To View a short demo of Ask Galileo, visit http://www.agentofthefuture.com/
AskGalileo.htm
Then, when you wish to use the online service, go to www.galileoau.custhelp.com and register. Add this to your list of favourite web sites and start
making your life simpler!
Regional Service Centre
Our Regional Service Centre team in Sydney receive up to 4,000 calls per week
from travel agents throughout Australia & New Zealand. Their breadth of
knowledge and experience is comprehensive, enabling them to answer all your
Galileo queries.
Please remember to have your PSEUDO CITY CODE ready to quote to our
service centre specialists.
Service Centre Australia: 1300 555 000
Service Centre New Zealand: 0800 425 453
The Regional Service Centre is divided into three specialised teams to ensure
expert support. When your call is answered, you will be prompted to select from
the following options:
For Assistance With...
You Should Talk To...
Dial
Galileo Sign-on
Galileo Host Team
1
Fares
Ticketing issues
Booking file issues
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CrossCheck Travel 3.1 Client Management Guide
Technical support
Galileo printing issues
Equipment & Data
Communications Team
2
Business Applications Team
3
Site Down / Connection issues
Galileo Leased hardware issues
CrossCheck Travel
Our Sales Offices
Corporate Office and New South Wales / ACT
Level 28,
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Sydney NSW 2000
Telephone: 02 9391 4000
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Level 4,
607 Bourke Street
Melbourne VIC 3000
Level 3,
135 Wickham Terrace
Brisbane QLD 4000
Level 15
256 Adelaide Terrace
Perth WA 6000
Telephone: 03 9629 4566
Telephone: 07 3832 7191
Telephone: 08 9223 7100
[email protected]
[email protected]
[email protected]
New Zealand Auckland
New Zealand Christchurch
New Zealand Wellington
Level 8, Auckland Club
Building
34 Shortland Street
Auckland NZ
Level 1, Sir George
Seymour College
829 Colombo Street
Christchurch NZ
Level 6, Tourism and
Travel House
73-89 Boulcott Street
Wellington NZ
Telephone: 03 379 0545
Telephone: 03 379 0545
Telephone: 04 473 4826
[email protected]
[email protected]
[email protected]
Galileo.Com
For the most up-to-date product advice and company announcements, visit:
www.galileo.com
© Galileo Southern Cross 2006
240
Galileo Training
Galileo Classroom
Learning
To gain maximum competitive advantage from the Galileo reservations system,
it’s vital that you keep up to date with the latest features of the Galileo products
you’ve invested in. Galileo Southern Cross addresses this need by providing a
complete range of expert training solutions designed to ensure peak productivity
in your day to day use of the Galileo system.
We operate fully equipped training facilities at our offices in Sydney,
Melbourne, Brisbane, Perth, Auckland, Christchurch and Wellington. Each of
our training facilities conducts an extensive course curriculum covering all
aspects of the Galileo system.
For further course information and schedules, please refer to:
• http://www.galileo.com/galileo/en-au/agency/Products/
Training_for_Agents.htm (Australia)
or
http://www.galileo.com/galileo/en-nz/agency/Products/
Training_for_Agents.htm (New Zealand).
• Galileo GIS pages:
GC*403/22 (Australia)
or
GC*413/9 (New Zealand)
Galileo 360° e-Learning
You can now access a whole series of Galileo 360º eLearning courses on the
internet. Courses are free to Australian travel agents; all you will need is your
agency pseudo code and a PIN number which will be supplied to you by Galileo
on request. The courses are web based which means you will be able to access
them from the office or home! No downloads, no disks, no hassle.
To register for the course you will need a PIN. Please send an email containing
your Pseudo City Code to [email protected], with the words "AU
Galileo 360 pin application" in the subject line of your email.
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Once you have your PIN, you will need to register the first time you enter the
site, but after that you will automatically go to the home page where you can
select the course you wish to study.
• To register for our e-Learning courses, go to:
http://www.galileo.com/galileo/en-au/agency/Products/
Training_elearning.htm (Australia)
or
http://www.galileo.com/galileo/en-nz/agency/Products/
Training_elearning.htm (New Zealand)
Live Training Restrictions
When you undertake any training on the live Galileo system, please adhere to the
following guidelines:
• Bookings MUST be made at least 6 months ahead and avoiding
holiday periods.
• Different dates must be used by each member of a training class.
• Names must follow best practice, using student surname and the word
Galileo (i.e. N.1GALILEOSMITH/JOHNMR). Avoid famous
names.
• Do NOT book vendors other than those recommended by your
instructor.
• Be sure to cancel or ignore any bookings you have made or YOUR
AGENCY MAY BE CHARGED.
Air Bookings
• Where possible, flights should be booked in economy class. Under NO
circumstances should they be booked in First or Business class.
• Do NOT book the last seats on any flight.
Car and Hotel Bookings
Very Important
When a car or hotel room is sold do NOT select Ignore from the Finish menu,
because the booking may exist in the vendor's reservations system. Any car or
hotel segments not required MUST BE CANCELLED.
© Galileo Southern Cross 2006
242
Disclaimer
This guide should be used for guidance purposes only and should not be relied
upon as taxation or legal advice, nor used in substitution for obtaining your own
taxation or legal advice.
Galileo by Travelport disclaims all representations made in this guide, including
but not limited to representations as to the quality and accuracy of the
information contained in this document. This guide is subject to change without
notice.
Individual and Company names used in the examples within this guide are for
training purposes only and do not represent any commitment on their behalf.
Galileo Trademarks
Galileo by Travelport may have patents or pending patent applications,
trademarks copyrights, or other intellectual property rights covering subject
matter in this document. The furnishing of this document does not give you any
license to these patents, trademarks, copyrights, or other intellectual property
rights except as expressly provided in any written license agreement from
Galileo by Travelport.
This training guide may refer to the following registered trademarks, trademarks
or service marks of Galileo by Travelport:
Galileo®, Globe Device® logo, Viewpoint™, Focalpoint®.
Third Party Trademarks
Microsoft, Windows and Internet Explorer are registered trademarks of the
Microsoft Corporation.
All other companies and product names are trademarks or registered trademarks
of their respective holders.
Copyright
© 2006 Galileo by Travelport. All Rights Reserved.
The software described in this document is furnished under a license agreement
or non-disclosure agreement. The software may be used or copied only in
accordance with the terms of those agreements. No part of this publication may
be reproduced, stored in a retrieval system, or transmitted in any form or any
means electronic or mechanical, including photocopying and recording for any
purpose other than the purchaser's personal use without the written permission of
Galileo by Travelport.
Neither the whole nor any part of this document shall be disclosed to any party in
any form without the written consent of Galileo by Travelport. In Australia and
New Zealand Galileo by Travelport operate as Galileo Southern Cross.
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