When you create a new reservation or simply view an existing reservation, you have the option to add an agent to the reservation. This can be an existing agent or you can create a new agent profile from the reservation page. The agent relation profile page is where agency details are stored and other agency related features can be performed.
To create an agent profile in a reservation.
- From the home page, do one of the following to open the new reservation page:
Press CTRL+N on your keyboard.
Click Reservations in the top bar and select New reservation.
Click the New reservation icon (
) from the front desk navigation menu.
- Type a few letters of the agent name in the agent name field and press the tab key on your keyboard. The Browse agency page displays.
- 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.
Note: your property might have different mandatory fields as per your property specific set up.
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.
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.
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 code
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 debtor (
) icon once the profile is saved. 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
Check this field if the agent profile may not be changed by an unauthorized user. Only a system administrator (super user) is permitted to remove the check mark at a later date.
Status
Optionally, give the agent profile a status.
-
Cash status: A agent with a cash status is only allowed to stay at the property if they pays their bills in advance.
-
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 handled by the property via: Settings > Picklists > Source location.Rate type
Select a rate type, if applicable.
If entered it automatically selects 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 other currency's you have to first activate it via this path: Settings > Options > Modules > Multi currency rates. After that proceed set up in Settings > Financial > Exchange rates. 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.
The mealplan need to exist first before you can select it.
If entered it automatically displays when the agent makes a reservation.Info details Memo
Enter extra information about the agent, if applicable. The information entered displays in the profile/group field 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.
State/Country
Select the state and 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, drag the rate types from Not available pane to Available pane 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, drag the mealplans from Not available pane to Available pane 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.
Extras Not available/available
To assign specific extra's, drag the extra's from Not available pane to Available pane and save.
When a reservation is created for the agent, only those extra's in the Available pane are available to be booked. If nothing is moved to the Available pane, the default is that all extra's are available.
Mail groups details Exclude
Optionally, assign the mailing selections in which this agent may not participate in, by dragging and dropping to the right window. Exclude means that the agent is not included on any specific mailing lists.
The mailing tab works with the Mailing Wizard tool in APMA. It allows the user to link an agent to specific mailings. Agent's that are linked, are included in those mailings.
Include
Optionally, assign the mailing selections in which this agent may participate in by dragging and dropping to the right window. Include means that the agent is included on any specific mailing lists.
Distrib details Number
An access number can be entered if the hotel uses the ( customer web interface) CWI v1. Agency's 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.
Front office details Memo 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 as a pop-up each time a reservation is booked for this agent. The message also displays on check-in, checkout and copying of folios for the reservation.
-
-
Do one of the following:
-
Click Save (
) to save the agent profile. -
Click Cancel (
) to discard your changes.
-
-
When saved, the agent profile is added to the reservation and saved in the system.
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