TravelCom User Guide - TravelCom ® Payment Portal

Transcription

Travelcom® User Guide
Version 1.9
Published 10 January 2014
.
The information contained in this document is proprietary and confidential information of Onyx Payments and may
not be duplicated, published or disclosed to a third party, in whole or in part, without prior written permission from
an authorized Onyx Payments representative. The use and disclosure of this information are further subject to the
terms and conditions of any applicable agreement between the recipient and Onyx Payments, including any
governing service, confidentiality or non-disclosure agreement.
All trademarks or registered trademarks referenced in this document are the property of their respective owners.
Document Revision History
Date
Version
Description
Author
Jan. 10, 2014
1.9
Update of Company Logo and Name to Onyx
Payments
Sharon
Mackay
Nov. 7, 2011
1.8
Updated screenshots based on November
2011 release
Sharon
Mackay
Sept 8, 2011
1.7
Updated screenshots based on September
2011 release
Sharon
Mackay
Mar. 29 2011
1.6
Updated screenshots based on March 2011
release
Sharon
Mackay
Aug. 20, 2009
1.5
Updated functionality based on August 2009
release
Sharon
Mackay
Feb. 28, 2009
1.4
Updated functionality based on March 2009
release
Sharon
Mackay
Mar. 17, 2006
1.3
Final Draft
DH
Feb. 16, 2006
1.2
First Draft
DH
Jan. 25, 2006
1.1
Added first review comments
DH
Dec. 19, 2005
1.0
Initial Release
DH
Onyx Payments Proprietary and Confidential
TravelCom® User Guide  ii
Contents
1
Introduction ......................................................................................................1
1.1
Document Content ...................................................................................... 1
1.2 Document Conventions .....................................................................................2
2
Getting Started..................................................................................................4
2.2
2.1.1 Logging In ...................................................................................... 4
2.1.2 Welcome Page ................................................................................. 5
Travelcom® Screens and Main Menu .............................................................. 6
2.2.1 Navigating the Screens ..................................................................... 6
2.2.2 Travelcom® Main Menu ..................................................................... 7
2.3 Logging Out.......................................................................................................9
3
Process Batch ..................................................................................................10
3.1
3.2
3.3
3.4
3.5
3.6
3.7
4
Release Batch ..................................................................................................20
4.1
4.2
5
Updating a Checked Batch .......................................................................... 23
Authorizing a Checked Batch ...................................................................... 23
Manual Batch ..................................................................................................24
6.2
7
Authorizing a Single Batch .......................................................................... 20
Authorizing Multiple Batches ....................................................................... 22
Checked Batches .............................................................................................23
5.1
5.2
6
Select Your Batch ...................................................................................... 10
Checking Your Batch .................................................................................. 11
3.2.1 Sorting Your Display ....................................................................... 11
3.2.2 Viewing Agent Details ..................................................................... 12
3.2.3 Searching for a Booking .................................................................. 13
Updating Your Batch .................................................................................. 14
3.3.1 In Line Edit ................................................................................... 14
3.3.2 Detailed Edit.................................................................................. 15
3.3.3 Transaction Status ......................................................................... 16
Adding a Commission to Your Batch ............................................................ 17
Saving Your Batch ..................................................................................... 18
Printing Your Batch .................................................................................... 18
Authorizing Your Batch............................................................................... 19
6.1.1 Adding a Manual Batch ................................................................... 24
6.1.2 Searching for Agent ID ................................................................... 26
Updating a Booking ................................................................................... 29
6.2.1 Deleting Manual Bookings or Batches ............................................... 29
6.2.2 Deleting a Manual Booking .............................................................. 29
6.2.3 Deleting a Manual Batch ................................................................. 30
Update/Add Tax Information ..........................................................................31
7.1
7.2
7.3
Updating or Adding Tax Information to an existing commission:...................... 31
Adding Tax Information to a new commission: .............................................. 32
Adding Tax Information to a manual batch: .................................................. 32
TravelCom® User Guide  iii
8
Add Travel Agent .............................................................................................33
9
View Batch ......................................................................................................35
9.1
9.2
9.3
9.4
9.5
9.6
Checked ................................................................................................... 35
Awaiting Funding....................................................................................... 36
Funded .................................................................................................... 37
Being Paid ................................................................................................ 37
Paid ......................................................................................................... 38
Manual Batches......................................................................................... 38
10 Funding Notice ................................................................................................39
10.1 View Current ............................................................................................ 39
10.2 View Previous ........................................................................................... 40
11 Search .............................................................................................................42
11.1 Batch ID .................................................................................................. 42
11.2 Booking Search ......................................................................................... 44
12 User Preferences .............................................................................................46
13 Contact Us .......................................................................................................46
14 Getting Help or More Information ...................................................................47
14.1 Online Reference Guide .............................................................................. 47
Frequently Asked Questions ..................................................................................48
Appendix A – Payment Details ..............................................................................50
Wire Transfer Method ......................................................................................... 50
Credit Account Method .............................................. Error! Bookmark not defined.
Direct Debit Method ............................................................................................ 51
Credit Card Method .................................................. Error! Bookmark not defined.
TravelCom® User Guide  iv
Introduction
1 Introduction
In order to strengthen your travel agent relationships you need a quick, accurate and complete
tool for processing commission payments. Onyx Payments offers the most comprehensive,
technologically advanced commission processing service in the industry.
Travelcom® is Onyx Payments secure online payment processing solution designed to make
paying your travel agent commissions as simple as possible.
Travelcom® receives its weekly commission processing data in the form of batches. Batches are
groups of reservations details that apply to your property and that are awaiting payment.
Commissions are paid in weekly pay cycles. But for Onyx Payments to be able to pay a Travel
Agent through Travelcom®, in one of the weekly pay cycles, funds must reach Onyx Payments
on Wednesday by 11:00 am Eastern Time (ET). Commission payments are then sent to agents
within 10 days.
1.1 Document Content
The user guide includes all functionality available in Travelcom®; the functionality
available to your hotel may vary depending on the set-up agreed between Onyx
Payments and your corporate office.
The user guide is divided into different sections, following the structure of the Travelcom®
menu, with each section explaining each component of the Travelcom® commission payment
system. You can jump to a specific section of the guide by selecting a link below.
Getting Started
Shows you how to log in and get started using Travelcom®.
Process Batch
This section shows you how to process your batches. (The “batch” is the weekly list of all
reservations for your property taken from the Booking Detail Extract generated by the CRS.)
Release Batch
Explains how you release a processed batch for payment.
Checked Batches
Describes how to check the batches you previously saved. From here, you can update a batch
or authorize it for payment.
Manual Batches
Shows you how to manually add a new booking to a batch, and how to add a new manual batch
Add Travel Agent
Explains how you add travel agent information to your database.
View Batch
Shows you how to look at batches that have been processed and where they are in the various
processing stages in Travelcom®.
TravelCom® User Guide  1
Document Conventions
Funding Notice
Describes how you view your funding notices.
Booking Search
Shows how to perform specific searches to find bookings or commission payments.
User Preference
Describes how to set the date format
Getting Help or More Information
This section explains how to contact Onyx Payments for support issues and additional
information.
Frequently Asked Questions
Displays typical questions and answers about Travelcom®.
1.2 Document Conventions
You will see specific font types and sizes in this document used to identify user actions,
illustrate screen displays, and indicate the use of keystrokes. The following table provides
examples and descriptions of the conventions used in this document.
Convention Example
Description
Click Check all
Indicates an action to be initiated using one of
the following: menu items, icons, buttons,
option buttons, list options, and links.
Rate Modify screen
Represents screens names, field titles,
message/dialog box titles, and menu items in
Travelcom®.
See Advance Search
Represents a hyperlink to a section within this
document.
http://travelcom.onyxpayments.com
Indicates a website link or web address to
type into the Address field of the browser.
You will also see icons (symbols) used to draw your attention to important information. The
symbols are listed below with explanations.
Tip or Note: The Tip or Note icon provides a useful tip or important information when
using the application.
Caution: The Caution icon identifies situations where you should exercise caution
while using the application.
Glossary: The Glossary Term icon introduces you to new terminology related to the
application.
Getting Started
2 Getting Started
Before you can access the Travelcom® website, your browser must be set to Microsoft Internet
Explorer version 8.0 or higher. If you need to update your browser, go to
www.microsoft.com and then click the Downloads link.
To get to the Travelcom® website, type http://travelcom.onyxpayments.com in the
address field of your browser and press ENTER.
2.1.1 Logging In
To access the Travelcom® application, you enter your user name and password, and click the
button.
Figure 1. Travelcom® Login Screen
If you do not yet have or have forgotten your user name and password, please contact your
property’s support representative at the telephone number provided on the screen.
Getting Started
2.1.2 Welcome Page
The Welcome screen appears after you log into Travelcom®. This screen displays important
notices about Travelcom® and includes a message of the day. Messages specifically for or that
only apply to your chain are displayed each time you log on to Travelcom®. Please ensure you
always pay attention to “messages of the day” as it contains important messages related to your
property.
If you have any problems with the system, or queries about Travelcom®, please view your
contact details under the “Contact Us” link and contact the appropriate personnel.
Figure 2. Welcome Screen
Note: You can return to this screen at any time by clicking on the home menu tab
Getting Started
2.2 Travelcom® Screens and Main Menu
The Travelcom® screens are divided into two areas. The bottom section of the Travelcom®
screens is where your interaction takes place. Anytime you see text in purple or blue, it is an
indication of a link to another screen or area in Travelcom®. The top section of the Travelcom®
screen contains all the hyperlinks that you click to navigate through all the areas of Travelcom®.
Figure 3. Travelcom® Screen
2.2.1 Navigating the Screens
From time to time, your batches appear in multiple pages. When this happens, navigation tools
appear at the bottom of the screen to allow you to move from page to page. These tools that
are common to all batch screens are illustrated in Figure 4 and described in the Screen
Navigation Tools table.
Figure 4. Screen Navigation Tools
Screen Navigation Tools
Tool
Description
When clicked, takes you to the first page of the
batch.
When clicked, takes you to the previous page.
Getting Started
Screen Navigation Tools
Tool
Description
Shows you the page you are on; and, by clicking on
another page number takes you to that page. (Also
indicates there are three pages in this batch.)
When clicked, takes you to the next page.
When clicked, takes you to the last page.
When clicked, displays search fields to locate a
record or booking in the current batch. When the
search is complete, the page with the requested
record appears with the record highlighted in
blue.
Go To Page:
1
When the number is entered, takes you to that
specific page
of 2
When the number is entered, updates the number
of bookings per page
12
per page
Bookings
2.2.2 Travelcom® Main Menu
These hyperlinks take you through the process of paying commissions online in a logical format.
Process Batch
Release Batch
Manual Batches
View Batch
Search
Funding Notice
Funding Report
Add Travel Agent
Maintain User Details
Help
Contact Us
Logout
Figure 5. Travelcom® Menu
Getting Started
A hyperlink with an arrow ( ) indicates there are more options available under that hyperlink.
Clicking the hyperlink will display the available options.
Travelcom® Menu Functions
Menu Hyperlink
Function
Process Batch
Takes you to the batches that are waiting to be processed
Release Batch
Takes you to the list of batches that are awaiting your property’s
authorization for payment; allows you to pay multiple batches at one
time
Manual Batches
These are batches that do not come through the Onyx Payments
system. You can manually enter a booking into a batch; you can also
enter a new manual batch in a different currency
Add Travel Agent
Allows you to add travel agent information for agents booking your
property
View Batch
Allows you to view batches at various stages:
Checked – Batches that have been checked by you or an assigned
person at your property
Awaiting Funding – Awaiting funding from your property
Funded – Onyx Payments has received the funds from your
property
Being Paid – Batches being processed for payment by Onyx
Payments
Paid – Travel Agents have been paid by Onyx Payments
Manual Batches – Batches created manually by your property
(outside of the Onyx Payments system)
Funding Notice
Let’s you view current, and generate previous funding notices
Search
Let’s you perform a search for a specific reservation or commission
payment; you can search by:
Batch ID
OR
Confirmation Number
Guest Name
Travel Agent
Date
Or a combination of any of the above
User Preference
Let’s you set the date format
Logging Out
Travelcom® Menu Functions
Menu Hyperlink
Function
Help
This opens the Travelcom® help system with links to an online
reference guide, the Travelcom® User Guide, and Frequently Asked
Questions
Contact Us
Provides you with the name and email address of your main system
contact
Logout
Logs you out of Travelcom®
2.3 Logging Out
To end your Travelcom® session, click Logout in the Travelcom® menu. You are taken out of
the application and the Logout screen displays.
Figure 6. Logout Screen
To go back into the application later, simply click Login in the Travelcom® menu and reenter
your password.
Note: In most cases, Travelcom® remembers your user name after you’ve recently logged off
and only requires that you enter your password to log on.
Process Batch
3 Process Batch
Batches are groups of reservations details that apply to your property and that are awaiting
payment. This section shows you how to:

Check your batch

Update your batch

Save your batch

Authorize your batch for payment
3.1 Select Your Batch
To see your batches, click the Process Batch link in the Travelcom® menu. The Select Your
Batch screen appears displaying a list of your unprocessed batches. You can view all available
batches or select specific batches by entering the search data in the box, leaving Check All
ticked and entering on Search List. If you want to limit your search then uncheck Check All and
tick the relevant box on the header. You will receive an error message if no headers are picked.
Figure 7. Select Your Batch Screen
You can choose to sort the batch order by any column of information by clicking that column
heading. The arrow (
or ) in the column heading indicates the batch is sorted by that
column of information. For instance, if you wanted to sort by Batch ID, you would click the
Batch ID column heading. The first click sorts the information in ascending ( ) order and the
second click sorts them in descending ( ) order.
The Created on date is the date the batch was added to Travelcom®.
Process Batch
Note: Batches are grouped according to guest departure dates. In other words, if a guest
arrival date is the 15th of June, and departure date the 25th of June, the information that
shows in your batch is for the week containing the 25th of June. Batches are coded
sequentially as follows:
00000– yy – ww – zz
: Property ID – Year – Week of the year – Sequential batch number
3.2 Checking Your Batch
You begin checking your batches by selecting a batch ID in the Select Your Batch screen (refer
to Figure 7). The Batch Detail screen appears displaying 12 bookings per page; this can be
changed by updating the number in the Bookings per Page box. At the bottom of each page is
the total commission due and number of transactions. If your bookings appear on multiple
pages, you can view them using the screen navigation tools at the bottom of the page (refer to
the Screen Navigation Tools table in section 1 of this guide). To help you check your batch while
in this screen you can:

Sort the way the bookings are displayed

Display agent details

Search for a specific booking or group of bookings within the batch (e.g., bookings
for a particular arrival date)
Figure 8. Batch Details Screen
3.2.1 Sorting Your Display
You can choose to sort the batch order by any column of information by clicking that column
heading. The arrow (
or ) in the column heading indicates the batch is sorted by that
Process Batch
column of information. For instance, if you wanted to sort by guest name, you would click the
Guest Name column heading. The first click sorts the names in ascending ( ) order and the
second click sorts them in descending ( ) order.
3.2.2 Viewing Agent Details
If you want to see a more detailed view of the agency that booked the reservation:
1.
Click the Agent ID.
The Agent Details window appears.
Figure 9. Agent Details Window
2.
With this screen, you can do one of the following:
Update the Agent Details and click the
and return to the Batch Details screen
button to accept changes
or,
Click the
Batch Details screen.
button to leave the details as they are and return to the
Note: Changing the Agent Details affects all bookings corresponding to that IATA number
that have not yet been released to Onyx Payments for payment. The CRS will not be updated
with any changes made here.
Process Batch
3.2.3 Searching for a Booking
When a batch consists of several pages, you can use the search function to quickly search for a
specific booking, or bookings made by a specific agent, or bookings in specific country. To
search within the batch currently displayed:
1.
Click the
button. The search criteria fields appear on the screen.
Figure 10. Search Criteria Fields
2.
Enter your search criteria in the appropriate fields (e.g., 123182523825 in the Host
Confirmation Number field) and click the
button
The Batch Detail screen displays the page containing the searched booking with the
booking/bookings highlighted in blue.
Process Batch
Figure 11. Booking Search Results Screen
3.3 Updating Your Batch
If you find a booking that contains errors or doesn’t match your records, you can change it. To
update the booking details in your batch you have two options:
3.3.1 In Line Edit
1.
In the Batch Details screen, click the in line Edit link (first icon in Action field) for the
booking you want to change.
Figure 12. Update Booking Line
Process Batch
2.
Enter the updated details for this booking.
Notes: If you change the Booked Revenue field, the Commission Amount and Commission
Due fields are updated automatically. If you change the Arrival Date or Length of Stay, the
Booked Revenue has to be updated manually or the Commission Amount and Commission
Due remain the same.
Transaction Status can be changed by selecting another option from the drop-down menu (see
Transaction Status table).
You can use the Cancel (red cross) button to reset the field values you have just changed, up
until you click the Save (green tick) button.
3.
Click the Save (green tick) button to accept the changes and return to the Batch Details
screen.
The record you modified is highlighted in pink to indicate the batch has been changed since you
received it. Your changes do not take effect until you save or authorize the batch.
3.3.2 Detailed Edit
1.
In the Batch Details screen, click the Detail Edit link (Second icon in Action field) for the
The Booking Details window appears
Figure 13. Update Booking Window
2.
Enter the updated details for this booking using the tab key to move through the fields.
Process Batch
Notes: If you change the Booked Revenue field, the Commission Amount and Commission
Due fields are updated automatically. If you change the Arrival Date or Length of Stay, the
Booked Revenue has to be updated manually or the Commission Amount and Commission
Due remain the same.
The following fields cannot be changed; Host Confirmation Number, PMS Confirmation
Number, Travel Agent ID, Date of Departure, Travel Agent Name.
Transaction Status can be changed by selecting another option from the drop-down menu (see
Transaction Status table.
You can use the Cancel button to reset the field values you have just changed, up until you
click the Save button.
Field Description: HOST Confirmation Number – From your CRS system, Booking Source – can
be defaulted to OTHER, Travel Agent ID – IATA Number, Booked Revenue – Total room
revenue for stay,
3.
Click the Save button to accept the changes and return to the Batch Details screen.
The record you modified is highlighted in pink to indicate the batch has been changed since you
received it. Your changes do not take effect until you save or authorize the batch.
3.3.3 Transaction Status
You can change how a commission is paid or not paid using the Transaction Status drop-down
list. The table below describes the payment options available in Travelcom® and are listed in
alphabetical order. Your list contains only the options that your property uses.
Transaction Status
Payment Option
Commissionable
Description
Adjustment
Y
Agent was overpaid; recouping funds
Cancelled
N
Reservation/Booking was cancelled
Guaranteed No Show
Y
Commission still attached to transaction
Non-Commissionable
N
Transaction is not commissionable
No Show
N
Guest did not show for reservation
Paid By 3rd Party
N
A third party paid the commission
Paid By Pegs
N
Commission is paid by Onyx Payments
Paid Direct
N
Commission paid to agent by hotel
Partly Commissionable
Y
Only part of commission is payable
Pay
Y
Commissionable transaction
Paytell/Prepaid
N
Commission has been prepaid
Process Batch
3.4 Adding a Commission to Your Batch
Manual commissions are added by you to take care of bookings that were not included in the
automated batches. Bookings are associated with batches according to departure dates; you
can only add a booking if there is a batch covering the departure date range for that booking. If
a batch ID does not exist for you to add a booking, you must create one. Refer to Adding a
Manual Batch to see how this is completed
To add a new booking to a batch:
1. Select ADD from the Batch Details screen
The Booking Details screen appears
Figure 14. Booking Details Screen
2. Complete all the booking information fields (as shown below) using the Tab key to
move through the fields. The * indicates the required fields and the field headings
are in bold.
Process Batch
Figure 15. Completed Booking Details Screen
1. Click on the Save and New button to add further manual commissions or the Save
and Close button if you have completed adding manual commissions.
2. You are returned to the Batch Details screen and the commission shows on the top
line of the batch
Tip: If you need to look up the Agent ID, click the
icon. You are presented with fields to
enter the agent name and address to search for the agent ID. To see how this is done, please
refer to Searching for Agent ID
3.5 Saving Your Batch
Once you have checked all the information in your batch, you can choose to save it, so it can be
reviewed again later, or you can authorize it for payment (see Authorizing Your Batch). When
you save your batch it is moved from the Process Batch stage into the Checked Batches. Click
the
button to save your batch. You are returned to the Select Your Batch screen.
3.6 Printing Your Batch
You can print your batch by clicking on the PRINT button.
Process Batch
3.7
1.
Authorizing Your Batch
Click the
button.
The Payment Details screen appears.
Figure 16. Payment Details Screen
2.
Select your payment method from the drop-down list.
Note: You can use the
Welcome screen.
3.
Click the
button to stop the transaction. You are taken back to the
button.
The Payment Details screen (see Appendix A) appears for the payment method
selected.
4.
After completing all the payment details in the Payment Details screen, click the
button.
The Batch Paid screen appears displaying the batch number and method of payment.
Figure 17. Batch Paid Screen
This batch is now authorized and moved to the Awaiting Funding stage.
To return to the Select Your Batch screen, select Process Batch on the top menu or you can
select another item from the menu to go to another Travelcom® stage.
Release Batch
4 Release Batch
All of your batches that have not been authorized for payment by your property appear in this
stage. You can authorize batches in this stage either one at a time or together in groups.
Figure 18. Release Batch Screen
Caution: All of your unauthorized batches appear in the Release Batch stage, including those
that have not been checked and/or saved. You should check the information before you
authorize it for payment.
Tip: You can remove batches with no bookings or no commissionable value from your list by
selecting and authorizing them. Even though no transaction has taken place, they will be
marked as paid and removed from your list of batches to process.
4.1 Authorizing a Single Batch
To authorize payment of a single batch:
1.
Select the Pay check box for the batch you want to pay.
2.
Click the
button at the bottom of the screen.
Release Batch
3.
Batch screen.
4.
Click the
button to stop the transaction and return to the Release
button.
selected.
5.
Complete all the payment details in the Payment Details screen and click the
button.
Figure 20. Single Batch Paid Screen
To return to the Release Batch screen, select Release Batch on the top menu or you can select
another item from the menu to go to another Travelcom® stage.
Release Batch
4.2 Authorizing Multiple Batches
To authorize payment of multiple batches:
1.
Select the Pay check boxes for the batches you want to pay.
Note: When selecting multiple batches, they should all have the same payment currency.
2.
Click the
button at the bottom of the screen.
The Payment Details screen appears with all of the selected batches listed.
3.
Batch screen.
4.
Click the
button to stop the transaction and return to the Release
button.
selected.
5.
Complete all the payment details in the Payment Details screen and click the
button.
The Batch Paid screen appears displaying the batch numbers and method of payment.
These batches are now authorized and moved to the Awaiting Funding stage.
To return to the Release Batch screen, select Release Batch on the top menu or you can select
another item from the menu to go to another Travelcom® stage.
Checked Batches
5 Checked Batches
After you process your batches and save them, your batches are moved to the Checked
Batches stage in Travelcom®. In this stage, you can update a batch or authorize it for payment.
To see your batches, click the View Batch / Checked links in the Travelcom® menu. The
Select Your Batch screen appears displaying a list of your unprocessed batches. You can view all
available batches or select specific batches by ticking the relevant box on the headers, entering
the search data in the box and clicking on Search List.
Figure 22. Checked Batches Screen
The Created on date is the date the batch was added to Travelcom®.
While batches are in this stage, you can check them and make changes, if necessary, or
authorize them for payment using the Authorizing a Checked Batch procedures.
5.1 Updating a Checked Batch
Detailed steps can be found in Section 3.3 – Updating your batch
5.2 Authorizing a Checked Batch
Detailed steps can be found in Section 3.7 – Authorizing your batch
Manual Batch
6 Manual Batch
6.1.1 Adding a Manual Batch
Manual batches are added by you or someone at your property to take care of bookings that did
not come through an Onyx Payments system. This section shows you how to add a new manual
batch.
1.
Click the Create button.
Note: If you want to use a currency other than the default currency, click on the Different button
under the currency header. When the Create New Manual Batch screen appears, select a
Currency from the drop-down list and click the
button.
Figure 23. Manual Booking Screen
The Add Manual Booking screen appears.
Manual Batch
Figure 24. Add Manual Booking Screen
Note: The batch ID number is created for you automatically. The letter “Q” is added to the
end of the ID number to indicate that it is a manual batch.
2.
Fill in the booking information in all of the fields (as shown below) using the Tab key to
move through the fields. * Confirms the required fields
Figure 25. Completed Add Manual Booking Screen
Manual Batch
Tip: If you need to look up the Agent ID, click the
icon. You are presented with fields to
enter the agent name and address to search for the agent ID. To see how this is done, please
refer to the Searching for Agent ID paragraph below.
3.
Click the Save and New button to add further bookings or Save and Close button
once completed. The Batch Details screen is shown.
Figure 26. Confirm Manual Booking Screen
You can add another booking by clicking on ADD and following the steps above.
6.1.2 Searching for Agent ID
If you do not know an Agent ID, you can search for it from the Add Manual Booking screen.
To find an agent ID:
1.
Click the
icon.
You are presented with fields to enter the agent name and address to search for the
agent ID.
Manual Batch
Figure 27. Find Agent Fields in Add Manual Booking Screen
2.
Enter the agent’s name, city and country.
3.
Click the
button to locate your agent.
The Confirm Manual Booking screen appears with the agent information filled in for you.
4.
Click the Save and New button to add further bookings or Save and Close button once
completed
5.
The Add Manual Booking screen appears with new booking displayed.
Figure 28. Manual Booking Confirmed and Agent ID Added Screen
Manual Batch
6.
Once all bookings are added, click the
button.
7.
Welcome screen.
8.
Click the
button to stop the transaction. You are taken back to the
button.
selected.
9.
After completing all the payment details in the Payment Details screen, click the
button.
Figure 30. Batch Paid Screen
To return to the Select Your Batch screen, select Process Batch on the top menu or you can
select another item from the menu to go to another Travelcom® stage.
Manual Batch
6.2 Updating a Booking
Once a booking has been created and before it is authorized, the booking details can still be
changed. To change the details in a booking:
1.
In the Manual Batches screen (see Manual Batch), click the Batch ID containing the
booking you want to update.
The Batch Details screen appears.
Figure 31. Add Manual Booking Screen
2.
Review the steps in Section 3.3 above on how to update a booking.
6.2.1 Deleting Manual Bookings or Batches
Caution: Once you delete a booking or a batch, it is permanently deleted from the
Travelcom® system and cannot be retrieved.
6.2.2 Deleting a Manual Booking
To delete a booking from a manual batch, open the batch by clicking the Batch ID number in
the Manual Batches screen, and click the delete link on the right side of the booking. When the
delete booking confirmation message appears, click OK.
Manual Batch
Delete Booking Confirmation Message
6.2.3 Deleting a Manual Batch
To delete a manual batch, first delete all the bookings contained in the batch so that the
number of commissionable bookings is zero (see procedure above for removing bookings). In
the Manual Batches screen, click the Delete This Batch link. When the delete batch
confirmation message appears, click OK.
Delete Batch Confirmation Message
Update/Add Tax Information
7 Update/Add Tax Information
If tax has already been included in the commission the amount will show in the Total Tax
Amount column when viewing the commission in the Batch Details screen.
Figure 322a. Batch Details screen
7.1 Updating or Adding Tax Information to an existing commission:
1. In the Batch Details screen, click the Detail Edit link (Second icon in Action field) for the
2. The Booking Details window will show, scroll to the bottom of the page to view the Tax
fields
Update/Add Tax Information
Figure 332b. Add / Update Tax
3. Select the Tax type from the drop down box, enter your Tax authority code, tax ID
and Tax percentage. Click to confirm a positive or negative amount and then click on
the green tick under action to update.
4. The Tax amount will be updated in both the bottom grid and the main update table.
You can then add additional taxes as required.
5. Click on the Save and Close button to return to the Batch Details screen
If you make any changes to the booking where the commission amount is changed, the
total tax amount will also be updated.
7.2 Adding Tax Information to a new commission:
1. Detailed steps for adding a new commission can be found in Section 3.4 - Adding a
commission to your batch
2. Once all of the commission information is added, enter the tax information into the
tax fields at the bottom of the screen (Section 7.1, steps 3 - 5)
7.3 Adding Tax Information to a manual batch:
1. Detailed steps for adding a manual batch can be found in Section 6.1.1 – Adding a
manual batch
2. Once all of the commission information is added, enter the tax information into the
tax fields at the bottom of the screen (Section 7.1, steps 3 - 5)
Add Travel Agent
8 Add Travel Agent
The Add Travel Agent feature lets you add travel agency details to your property’s database.
This allows you to store the information about the agencies that book or are associated with
your property.
When creating manual batches in Travelcom®, you can recall this data and use it to create your
batches.
To add a travel agent:
1.
Select the Add Travel Agent link from the Travelcom® menu
The Add Travel Agent screen appears.
Figure 34. Add Travel Agent Screen
2.
Enter the agency information in the required fields using the Tab key to move through
the fields.
Note: The fields marked with an asterisk (*) must be filled in.
3.
Click the
button to add the agency data.
Add Travel Agent
If the record did not contain any errors, the Add Travel Agent screen displays that the
record was added successfully, as shown in Figure 33 below
Figure 35. Agency Record Added Screen
Note: If you attempt to add and agency that already exists, a message displays stating
‘Agency record already exists.’
View Batch
9 View Batch
This feature allows you to view your batches at various stages after they have been processed.
Once batches have been processed, they are placed in one of five areas:

Checked – batches are checked and awaiting authorization from your property

Awaiting Funding – waiting for funding from your property

Funded – Onyx Payments has received funds from your property for payment of the
specific batches listed

Being Paid – batches that are being processed for payment by Onyx Payments

Paid – Travel Agent has been paid by Onyx Payments
You can also view batches that were created manually (Manual Batches).
9.1 Checked
Here you will find a list of all the checked batches that are waiting to be authorized. If you
would like to make any further amendments before authorizing payment you can do it here.
Click the batch ID to open the batch.
Figure 36. View Checked Batches Screen
Note: Once a batch has been authorized, it cannot be changed.
View Batch
9.2 Awaiting Funding
Batches listed here have been checked and authorized and are awaiting payment from your
property (e.g., hotel has sent a wire transfer but Onyx Payments has not yet received it). You
can click the batch ID number to review the batch but you cannot change anything in the batch.
Figure 37. View Batches Awaiting Funding Screen
View Batch
9.3 Funded
This screen displays the batches that have received funding from your property and will be
scheduled in the next commission payment cycle.
Figure 38. View Funded Batches Screen
9.4 Being Paid
Batches listed in this screen have had all their payment information sent to Onyx Payments for
payment to Travel Agents. You can click the batch ID to review the batch.
Figure 39. View Batches Being Paid Screen
View Batch
9.5 Paid
This screen displays all the batches that have had commissions paid to Travel Agents. You can
click the batch ID to review the batch.
Figure 40. View Paid Batches Screen
9.6 Manual Batches
The batches shown in this screen are the ones you created manually and have not yet been
authorized for payment. You can click the batch ID to review the batch.
Figure 41. View Manual Batches Screen
Funding Notice
10 Funding Notice
Funding notices advise you how much money is owed to Onyx Payments in order to process
commission payments. Funding notices are viewed using the Funding Notice menu option.
10.1 View Current
Current funding notices are generated immediately after a batch is authorized and appear in the
View Current funding notice stage. If the funding notice is generated at your brand or chain
level, all properties belonging to your chain or brand are included in the funding notice.
Figure 42. Funding Notice Current View
Funding Notice
The View Current funding notices include the following information:

Chain/Funding Group name

Funding Currency

Total Travel Agency Commissions Due for each property

Commissionable transaction handling fee total

Postage Fee total

Customer Service Inquiry fee total

Total Amount Due from Chain/Funding Group
The current funding notice is cumulative and recalculates funding totals after each batch
approval activity. Sunday night is the weekly cutoff for the funding notice daily accumulation.
After Sunday night, the funding notice is moved out of “current” and into “previous.”
Travelcom® then starts accumulating for a new week starting at 12:01 am on Monday.
To print the Funding Notice, click the hyperlink at the bottom of the screen. The funding notice
is reformatted to a printer-friendly report form stripped of the application borders.
10.2 View Previous
Funding notice information is stored in Travelcom® on a weekly basis. You have the option of
retrieving and viewing previous funding notices by clicking the View Previous menu option.
You are presented with a drop-down list to select a date. After selecting the date, you click the
button to display the information for funding notice for the week ending on
the date you selected.
Figure 43. View Previous Report Selection Screen
Funding Notice
Figure 44. View Previous Funding Notice Screen
The View Previous funding notices include the following information:

Chain/Funding Group name

Invoice number

Funding Currency

Total Travel Agency Commissions Due for each property

Commissionable transaction handling fee total

Postage Fee total

Customer Service Inquiry fee total

Total Amount Due from Chain/Funding Group

Funding due date

Wire Instructions

Logo- either Onyx Payments or the applicable chain, brand or property
Search
11 Search
The search function allows you to search your Travelcom® database for batches, bookings or
commission payment records that are still maintained for your property. The Travelcom® menu
provides you with links that let you search for these records using any of the following options:

By Batch ID

By Confirmation Number

By Guest Name

By Travel Agent

By Date

Or any combination of the above
Searches are specific to your property or properties. In all options, you are presented with a dropdown list where you can select the property that you want to search or you can search all your
properties using the default All Properties option. When multiple pages appear in your search
results, refer to the Screen Navigation Tools table in section 1 of this document for a description
of the page navigation tools.
11.1 Batch ID
1.
Enter the full Batch ID manually or by using the drop down boxes to select each part of
the Batch ID.
Figure 45. Search by Batch ID Screen
Search
2.
Click the
button.
The Search by Batch ID Results screen appears.
Figure 46a. Search by Batch ID Screen
Once your search is complete, you can review the commissions included in the batch you
just searched by clicking on the Batch ID number.
11.2 Booking Search
Search by Guest name used in this example, the method is the same for all search options.
Figure 474. Search by Guest Name Screen
3.
Select your property from the drop-down list, or search all properties using the default.
4.
Select the number of entries you want to appear on each page from the drop-down list
(your options are 10, 20, 50 or 100 entries per page).
5.
Enter at least four characters of the guest’s first or last name (as shown in Figure 474
above) in the Guest Name field.
Note: The search function returns all names, first and last, containing the four characters you
entered.
6.
Click the
button.
The Search by Guest Name Results screen appears.
Figure 48a. Search by Guest Name Results Screen
Tip: You can refine your search by property and/or agency by selecting a property and/or
agency from the drop-down lists and clicking the
button.
Once your search is complete, you can review the batch containing the record you just searched
by clicking the
(view batch) icon.
User Preferences
12 User Preferences
The User Preferences screen allows you to set the date format.
Figure 49. User Preferences Screen
13 Contact Us
The Contact Us screen provides you with the email address for your system support contact.
Figure 50. Contact Us Screen
Getting Help or More Information
14 Getting Help or More Information
You are provided with resources for getting help and additional information by using the
Travelcom® main menu. These resources are described below.
14.1 Online Reference Guide
The website contains an online reference guide to help you perform many of the tasks involved
in processing, checking and releasing batches for commission payment, while working in the
application. To access the guide, click the Help link in the Travelcom® main menu to display the
help options, and then click User Guide to open the online reference guide.
.
Q
What is Travelcom®?
Travelcom® is Onyx Payments easy to use secure web-based commission payment
system that is designed to make paying your travel agent commissions as simple as
possible.
Q
How do I use Travelcom®?
Simply
access
Travelcom®
via
the
Travelcom®
link
http://travelcom.onyxpayments.com. Access the site by using your user ID and
password.
Q
Why can’t I connect to Travelcom®?
Check to see if you can connect other Internet addresses, such as www.msn.com
or www.cnn.com
If you cannot, you should then contact your local Internet Service Provider (ISP) to
re-establish your connection.
Q
I can connect to other Internet addresses, but why not to Travelcom®?
Make sure you have Internet Explorer 6.0 or higher for Windows, or Internet
Explorer 5.0 or higher for Macintosh. If so, the server may be down.
Check to see that the correct address and spelling is being used to connect.
Please contact your property’s representative at Onyx Payments.
Q
Why can’t I login to Travelcom®?
Make sure you are using the correct user ID and password.
Contact your property’s representative at Onyx Payments.
Q
How do I change my password?
Please send an update to your property’s representative at Onyx Payments.
Q
How do I restrict my hotels / staff member’s logins from having access to
Travelcom®?
Please use the Maintain Details section of Travelcom® to set up additional security.
Q
What is a ‘batch’?
A “Batch” is a weekly list of all the reservations for your property taken from Booking
Detail Extract generated from the CRS. Batches are grouped according to guest
departure dates. In other words, if a guest arrival date is the 1st June, and
departure date the 25th June, the information that shows in your batch is for the
week containing the 25th of June.
Batches are coded sequentially as following:
000000 – yy – ww – zz
Property ID – year – week number – sequential number
Q
How often will I receive a batched bookings list?
Once a week.
Q
How are the batches grouped?
By departure date.
Q
Why has the Travel Agent Commission not been paid?
Check to make sure the batch has been checked and authorized for payment.
Have the funds been received by Onyx Payments? (e.g., checks must be cleared as
well as received.)
For Onyx Payments to be able to pay a Travel Agent in a weekly pay cycle, funds
must reach Onyx Payments on Wednesday by 11:00 am Eastern Time (ET).
Q
When will the travel agents be paid?
Travel Agent commissions are paid in weekly pay cycles. For Onyx Payments to be able
to pay a Travel Agent in one of the weekly pay cycles, funds must reach Onyx Payments
on Wednesday by 11:00 am ET. Commission payments are sent to agents within 10
days.
Q
What does ‘Awaiting Payment’ mean?
You have authorized the payment of the batch but Onyx Payments is waiting to
receive your payment e.g., checks have been posted to Onyx Payments.
Q
Why can’t I change any information in a batch?
When a batch is in a checked status you can go in and amend as many times as you
want, but once it is authorized, it cannot be changed.
Appendix
Appendix A – Payment Details
When authorizing batches for payment, you are provided with the payment methods you
selected for your property. This appendix defines the fields and buttons that display for each
payment method.
Payment options that can be used with Travelcom® (in no particular order) include:

Wire Transfer

Direct Debit
Wire transfer is the default payment method for all hotels, if you want to add a different
payment method to your property’s list of options, please contact your Onyx Payments
representative.
Note: In each Payment Details screen, if you do not want to use the payment method
displayed, you have the option of selecting an alternative payment method from the dropdown list. Simply select another method from the list and click the
button to change to
that method.
Wire Transfer Method
Figure 51. Wire Transfer Payment Details Screen
Appendix
Wire Transfer Method Field & Button Descriptions
Field/Button
Description
Bank Name
Name of your bank (optional)
Reference Number
Onyx Payments invoice number (optional)
Amount
The amount that will be transferred
Pay Commission
Submits the payment information and displays the Batch Paid screen
Cancel Payment
Cancels payment and returns you to the Welcome screen
Direct Debit Method
Figure 52. Direct Debit Payment Details Screen
Direct Debit Method Field & Button Descriptions
Field/Button
Description
Account Number
Your Travelcom® account number or property ID
Sort Code
Just enter ‘00’
Pay Commission
Submits the payment information and displays the Batch Paid screen
Cancel Payment
Cancels payment and returns you to the Welcome screen

TravelCom User Guide - TravelCom ® Payment Portal

Transcription

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