The agent relation profile page is where agency details are stored and other agency related features can be performed. For example, creating an accounts receivable or accounts payable number, or adding a discount to the profile.
To create an agent relation profile
- From the home page, do one of the following to open the relation page:
Press CTRL+T on your keyboard.
Click Relation in the top bar and select Agent and then Agent.
- The seek page displays to search for a specific agent.
- To create a new agent profile click the Create new icon (
). The add agent profile page displays. -
Modify the fields as appropriate. An asterisk (*) indicates a mandatory field.
Agent profile details * Name
Enter the name of the agency.
Parent agent
Link the parent agent, if applicable.
You can link a parent agency to the agent profile, type the parent agency’s name and press the tab key or click the ellipsis
to search for the parent agent profile.Mail address Enter the mailing address of the agent.
Zip/City
Enter the zip code in the first field and the agent's city in the second field.
State Select the state from the drop-down list. Country
Select the country from the drop-down list.
Visit address
Enter the visit address of the agent.
Zip/City
Enter the zip code in the first field and the agent's city in the second field.
State Select the state from the drop-down list. Country
Select the country from the drop-down list.
Phone
Enter the phone number.
Mobile
Enter the mobile number.
Fax
Enter the fax number.
Website
Enter the website of the agent.
Email address
Enter the email of the agent.
Company number
Enter the chamber of commerce number, if applicable.
VAT
Enter the VAT number of the agent, if applicable.
IATA
Enter the IATA number.
Language
Select the language from the drop-down list.
Source
Add the source code.
Source codes are used to help a hotel define and manage their market segmentation.
This can be set up in Settings > Statistics > Source code.
When selected, all reservations booked by the agent receive this as the default source code in the reservation page unless a different default source is linked as the default source on the rate type. The rate type default source overwrites the source linked in the agent relation. It is best not to assign a source to a relation unless, the source of business is always the same for that relation profile each time a booking is made.A/R number
Displays the account receivable number.
You can create an accounts receivable number by clicking the Debitor (
) icon. The number can be manually entered or auto assigned by the PMS. This depends on what is set up in: Settings > Options > Relations > Manual AR numbering.A/P number
Displays the accounts payable number.
AP number is filled if the relation has an accounts payable account. AP is also used for travel agent commission handling in agent profiles.
Bank
Enter the bank name the agent has an account with.
Account number
Enter the agency's account number.
Days due
Enter the days an invoice is due after checkout, if applicable.
BSB number
Enter the BSB ( Bank state branch) number, if applicable.
Protect
Select this field if the agent profile may not be changed by an unauthorized user. Only a system administrator (super user) is permitted to clear the field at a later date.
Status
Optionally, give the agent profile a status.
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Cash status: An agent with a cash status is only allowed to stay at the property if they pay their bills in advance.
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Black list status: The agent's are not permitted to stay at the property overnight.
Most agent profiles remain without a status.
Room nights
Enter the room nights, if applicable.
This field allows you to define the number of estimated room nights each agent may provide in a year.
You can set this up via this path: Settings > Picklists > Room nights.
Discount
Select a specific discount that applies to the agency, if applicable.
When a discount is added in the profile and a reservation is made, the discount is automatically added in the reservation.
Source location
Enter the source location, if applicable.
Source location can be defined as the originating source responsible for adding an agent profile.
This can be managed by the property via: Settings > Picklists > Source location.Rate type
Select a rate type, if applicable.
When a rate type is added in the profile and a reservation is made, the rate type automatically applies when the agent makes a reservation.
Allotment
Link an allotment in the agent profile, if applicable.
Every time a reservation is made for that travel agent, the allotment is automatically added to the reservation and therefore taken from the agent's allotment.
Def. currency
Enter the default currency, if applicable.
If a currency is selected, the agent invoice converts to this default currency. If the Def. currency is left blank, the invoice and billing for the agent profile stays in the local currency of the PMS system.
A special form of the invoice.rpt report needs to be created to accommodate this functionality. When you want to work with multiple currencies you have to first activate it via this path: Settings > Options > Modules > Multi currency rates. Then proceed set up in Settings > Financial > Exchange rate. The currency types and maingroups also need to be created.
Comm plan
Optionally, link a commission plan to the agent profile. Reservations created for the agent would then have this default commission plan filled on the reservation page.
You have to first activate it via this path: Settings > Options > Modules > Commission. After that proceed set up in Settings > Financial > Commission plan.
Batch comm
Optionally, link a batch commission plan to the agent profile.
You have to first activate it via this path: Settings > Financial > Batch commission plan.
Mealplan
Select a meal plan, if applicable.
If entered it automatically displays when the agent makes a reservation.
Exclude from commissions Select to exclude from commissions. Tax on commissions Select to include tax on commissions. Info details Memo
Enter extra information about the agent, if applicable. The information entered displays on all reservations linked to the agent.
Bill details
When information is entered in the bill tab, the PMS uses this address instead of the postal address on billing.
Name
Enter the agent name.
Title
Select the title from the drop-down list.
Address
Enter an alternative account address.
Zip/city
Enter the zip code in the first field and the agent's city in the second field.
Country
Select the country from the drop-down list.
Ext. E-invoice
Enter the external E-invoice address.
Email
Enter the email of the agent.
Rates details Not available/available
To assign specific rate types, position the rate types from Not available to Available and save.
When a reservation is created for the agent, only those rate types in the Available pane are available to be booked. If nothing is moved to the Available pane, the default is that all rates are available.
Suppress public rates in rate query
Use the check box if you don't want to see any public rates for this agent in the rate query.
Meal plan details Not available/available
To assign specific meal plans, position the mealplans from Not available to Available and save.
When a reservation is created for the agent, only those mealplans in the Available pane are available to be booked. If nothing is moved to the Available pane, the default is that all mealplans are available.
Extra details Not available/available
To assign specific extras, position the extras from Not available to Available and save.
When a reservation is created for the agent, only those extras in the Available pane are available to be booked. If nothing is moved to the Available pane, the default is that all extras are available.
Mail groups details Exclude
Optionally, indicate the mailing selections in which this agent may not participate in, by positioning the selection in the appropriate window. Exclude means that the agent is not included on any specific mailing list.
The mailing tab works with the Mailing Wizard tool in APMA. It allows the user to link an agent to specific mailings. Agents that are linked, are included in those mailings.
Include
Optionally, indicate the mailing selections in which this agent may participate in by positioning the selection in the appropriate window. Include means that the agent is included on any specific mailing list.
The mailing tab works with the Mailing Wizard tool in APMA. It allows the user to link a agent to specific mailing. Agents that are linked, are included in those mailings.
Distrib details Number
An access number can be entered if the hotel uses the (customer web interface) CWI v1. Agencies can then pull up their rates via the website using the CWI interface and their special log-in number and pin.
It is also possible to search on this number in the agent's seek window.
Internet password
Customers that use CWI V2 interface have the ability to assign a password via the website and this information is stored here.
Subchannel Currently, this field is not used. Front officedetails FO Message Enter a front office message, if applicable.
The FO message field is used to enter text and information relevant to an agent's stay. This message window displays each time a reservation is booked for this agent. The message also displays on check-in, checkout and copying of folios for the reservation.
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Do one of the following:
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Click Save (
) to save the agent profile. -
Click Cancel (
) to discard your changes.
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Create a company relation profile
Create a new guest relation profile