Account Maintenance Guide. April 2014

Transcription

1 April 2014

2 This page intentionally left blank 2014 Travelport Inc. 2 April 2014

3 Introduction... 5 Create Travelport Rooms and More Account... 5 Agency Manager Account Creation... 6 Account Creation Step Account Create Step Account Create Step 2 - continued... 9 Account Create Step Account Create Step Account Create Step (For Non Travelport GDS travel agents or travel agents in PayPal only markets) Account Create Step (For Travelport GDS travel agents) Account Create Step (Customer number unknown or not recognized) Account Create Step (Customer number unknown or not recognized) Account Create Step Account Create Step Account Create Step Account Completion Confirmation Account Completion Confirmation Adding Agents to the Master Account...24 Step Step Step Step Agency Setup for Multiple PCC s GDS Integration Account Management...29 Updating an agent profile Changing payment method Accessing the account s payment profile...32 Travelport GDS Travel Agency paid by bank transfer / cheque Travel Agency paid by PayPal Travelport Travel Agency payment profile pending Password Changes...35 Changes for PCI compliancy Lost Login/Password Sign In to Travelport Rooms and More...44 Marketing fee Payments...45 How and when do I receive my marketing fee? Sample statement/self-billed invoice Payment methods PayPal user guide...48 How Travelport will be sending marketing fees How agents receive and withdraw marketing fees Creating a PayPal account Travelport Inc. 3 April 2014

4 This page intentionally left blank 2014 Travelport Inc. 4 April 2014

5 Introduction Travelport Rooms and More brings travel agents content from multiple sources through a powerful, one-stop, shopping and booking portal. The extensive content includes hotel, hostel and bed and breakfast accommodations as well as local content available in Travelport Leisure. In addition to real time availability and pricing, the latest booking technology and tools will enable agents to manage booking transactions and track receipt of marketing fees online for hotel bookings made on Travelport Rooms and More. Create Travelport Rooms and More Account To create an account, connect to Travelport Rooms and More via the URL Tip: Make sure cookies are enabled on your workstation. When presented with the display shown above, click on the country drop-down, select your country and click the OK button. This selection determines the local offers content applicable to your country. If the country you have selected has a multi-language registration you will be asked to select a language Travelport Inc. 5 April 2014

6 Once you have selected your country and clicked OK, the Travelport Rooms and More Landing page is displayed. A Travelport Rooms and More account must be established before bookings can be made. To begin the account creation process, click the Create my account button. Agency Manager Account Creation An agency may have multiple agents using Travelport Rooms and More. Each agent must create their own account in order to access Travelport Rooms and More. The agency manager may want to create their manager account first, and then create the sub-agent accounts which are linked to the agency manager account. Once an account is created, agents can sign-in using their unique Login and Password Travelport Inc. 6 April 2014

7 Account Creation Step 1 All mandatory fields for the Account Creation process are identified with an asterisk (*). The agent details (Pre-sets) are the title, first and last name (Surname) of the agent for whom the account is being created. The Currency field stores the desired currency for the rates displayed in the hotel search results. For example, an agent based in the U.S. may want to see rates displayed in USD, and an agent based in Europe may want to see rates displayed in EUR. To receive exclusive offers from Travelport Rooms and More, click in the box to check Yes. If you do not want to receive special offers, leave this box blank. Once all of the fields have been completed on this screen, click the button to Next step Travelport Inc. 7 April 2014

8 Account Create Step Travelport Inc. 8 April 2014

9 Account Create Step 2 - continued 2014 Travelport Inc. 9 April 2014

10 Step 2 deals with the details of the agency. Most fields are self-explanatory. Further explanation follows for those that may not be self-explanatory. Agency basic information VAT/Tax/Company Reg.# (company registration number) - Please note that the VAT/Tax/Company Reg # will be used to print on your marketing fee statement. If this is not applicable for your Country or your Agency does not have a number please use 000. Agency configuration To allow visibility of booking across accounts (e.g. to allow a fellow agent see bookings you ve made), click the box. To allow ability to cancel bookings across accounts (again, perhaps a booking not made by yourself), click the box. GDS From the drop-down, choose the Travelport GDS currently used to make hotel bookings. This enables you to shop GDS content as well as non GDS content. The GDS selected is also the GDS in which bookings made in Travelport Rooms and More will be stored. Note: Amadeus, Abacus or Sabre Select the appropriate GDS. Please note the following: Travelport GDS content will not be bookable Aggregator content is bookable and Travelport will pay you marketing fee. GDS integration is not available. PCC Please complete the additional field with your PCC. If your agency has more than 1 PCC please use the ADD NEW button to add up to 50. Billing currency This is the desired currency for payment of marketing fees. This currency may be different from what was specified in Step 1 for the preferred currency for rate display. For further information on how Travelport pay marketing fees please refer to the FAQ s within the site once registration has been completed Travelport Inc. 10 April 2014

11 Account Create Step Travelport Inc. 11 April 2014

12 Step 3 deals with the contact details at the agency for marketing fee payment. The street address, city and country are automatically carried forward onto this page from the previous page where this information was already entered. Once all the mandatory fields have been completed on this screen, click the button to Next step. The details entered for your agency will determine the payment options available to you. If you are a Travelport GDS travel agency in an eligible market your payments will be made to you by bank transfer or cheque as per details held against your GDS account details held in Travelport (see Account create Step 4). If not your payments will be made by PayPal (see Accounts create Step 5) Travelport Inc. 12 April 2014

13 Account Create Step 4 Either confirm that your agency is a Travelport GDS agency (Apollo/ Galileo/ Worldspan) or; If you are not a Travelport GDS agency then please select: I am not a Travelport GDS travel Agency. Click Next step 2014 Travelport Inc. 13 April 2014

14 Account Create Step 5 (For Non Travelport GDS travel agents or travel agents in PayPal only markets) PayPal account If PayPal is applicable, in order to receive marketing fee payments, the agent must use an existing PayPal account or create a new one. If you are using an existing PayPal account, simply enter the address of the existing PayPal account into the field. If a PayPal account needs to be established, please visit to create one, and then return to the Travelport Rooms and More site to complete Account Creation. Once all the fields have been completed on this screen, click the button to Next step Travelport Inc. 14 April 2014

15 Account Create Step 5 (For Travelport GDS travel agents) Enter your Travelport Customer number. By clicking on the? button you can get help on where to find your customer number on your agency s Travelport invoices Travelport Inc. 15 April 2014

16 If you do not know your Travelport customer number or if your customer number is not recognized, you will be taken into the following workflow. Otherwise, you can continue to step Travelport Inc. 16 April 2014

17 Account Create Step 5 (Customer number unknown or not recognized) If you do not know your Travelport customer number select option above and click Next step Travelport Inc. 17 April 2014

18 A Travelport representative will contact you to help you through the registration process. This does not suspend your account creation. To continue Click Next step. This will take you to Account create - Step 8. Tip: Note that your agency payment profile will be updated only once your Travelport number is confirmed. Account Create Step 5 (Customer number unknown or not recognized) If your Travelport customer number is not recognized, please re-enter or request assistance. If you request assistance, a Travelport representative will contact you to help you through the registration process. This does not suspend your account creation Travelport Inc. 18 April 2014

19 Click on Next step to continue the account creation. This will take you to Account create- Step Travelport Inc. 19 April 2014

20 Account Create Step 6 Your agency s details will be displayed on screen. This is the agency which will be the recipient of the Travelport Rooms and More marketing fee payments. Review the agency details: If these agency details are correct, select Confirm. If this is not your agency select Decline. Tip: If you decline this does not suspend your account creation but your agency payment profile for Travelport Rooms and More will be updated only once your Travelport number is confirmed Travelport Inc. 20 April 2014

21 Account Create Step 7 Confirmation screen confirms your agency payment method. To continue Click Next step Travelport Inc. 21 April 2014

22 Account Create Step 8 The final steps required to successfully create an account are to read and accept the Travelport Rooms and More terms and conditions. Note: These will be presented in the language applicable for the country selected on the initial screen. Where there are multiple languages available please select the appropriate one from the list. To read the terms and conditions, click the link Terms and Conditions. Then click in the box to accept the Travelport Rooms and More Terms and Conditions. In the recaptcha box where indicated, enter the characters exactly as they appear. ReCAPTCHA is an online verification tool for disallowing robotic registration. Click the Finish registration button to complete the account create process Travelport Inc. 22 April 2014

23 Account Completion Confirmation Successfully creating an account will result in receiving the response above. Account Completion Confirmation Successfully creating an account also results in receiving an similar to the one shown above which includes confirmation of the Login for the account, the URL for Travelport Rooms and More and helpful hints for getting started. Tip: If you do not receive an shortly after creating your account, check your spam filters and junk folders 2014 Travelport Inc. 23 April 2014

24 Adding Agents to the Master Account Once the master agency account has been added, the sub-agent accounts may now be generated and linked to the master account. Step 1 Step 2 Select the Account option Select the User Accounts option Step 3 As the master account holder your details will have automatically been added to this list. Select the Create New account option to add more agents to this account Travelport Inc. 24 April 2014

25 Step 3 For each additional agent complete these details and select Create Account The account active flag will be defaulted to on for all new users. Travelport Rooms and More will send a welcome to each user, however in some cases spam filters or junk mail may prevent these from reaching their intended recipient. It is also best practice to have them take responsibility for their password and change it immediately after logging in for the first time. You may wish to alert users to expect an and also provide them with the following information so they can change their password. Please login to Travelport Rooms and More with the details above. Please select Account in the top right of the screen 2014 Travelport Inc. 25 April 2014

26 Please amend your password. Select Update Account at the bottom of the screen. Agency Setup for Multiple PCC s Where an agency has multiple PCC s in a single or across multiple locations it is possible to configure Travelport Rooms and More to have marketing fees paid to each location or to have all marketing fees paid to a single location. This can be achieved either at the PayPal level or the Travelport Rooms and More level. Looking at the following combinations may help in making a decision for your Agency. Consider the following:- 1. How many PCC s (or individual offices)? 2. How many PayPal accounts and in which currencies? 3. Who does the marketing fee statement need to be sent to? It may be helpful to draw a grid, and define, for each PCC, who their statement needs to be sent to and type of PayPal account. Examples on the following pages may assist with this Travelport Inc. 26 April 2014

27 2014 Travelport Inc. 27 April 2014

28 GDS Integration GDS integration is available for Travelport customers who use Galileo, Apollo or Worldspan. Integration into a Travelport GDS allows for the continued integration into agency back office systems. Segments can be reviewed in the GDS and additional details added as required Travelport Inc. 28 April 2014

29 Account Management Updating an agent profile Clicking on the link for Account brings up the first page of your account pages for updating. Click the Update account button to save your changes. To update the agency information, click the link for Edit Agency on the left Travelport Inc. 29 April 2014

30 To update the agency financial contact information pertaining to marketing fee payments, click the link for Financial Contact. To link individual agent accounts together, click the link for Agency accounts. Changing payment method If you are a Travelport GDS travel agency you can benefit from payment by bank transfer or cheque. You can do so by following the below process. As a Master Account when logging in you will see box on top right corner inviting you to identify your agency to benefit from these pay options. Click on Start Identification 2014 Travelport Inc. 30 April 2014

31 Confirm the country of your agency. Tip: If a country is changed to an ineligible country this will end the payment switch over process and payment method will remain set to PayPal. Confirm that your agency is a Travelport GDS agency (Apollo/ Galileo/ Worldspan). If your agency is not a Travelport GDS travel Agency select: I am not a Travelport GDS Travel Agency. Click Confirm Tip: Selecting I am not a Travelport GDS Travel Agency will end the payment switch over process and payment method will remain set to PayPal Travelport Inc. 31 April 2014

32 For next steps see section Account Create Step 6 above. Accessing the account s payment profile Travelport GDS Travel Agency paid by bank transfer / cheque 2014 Travelport Inc. 32 April 2014

33 To access your payment profile go into Account tab on top of screen and Payment Profile in menu on left hand side. Screen displays the currency your agency receives payment in and the method. Note: Any changes to the account s payment profile can impact the payments of your agency marketing fee. To make any changes contact [email protected] Travel Agency paid by PayPal If the payment method of your agency is PayPal the payment profile screen will display currency information and payment method information as per above Travelport Inc. 33 April 2014

34 Travelport Travel Agency payment profile pending If your account number has not been confirmed or recognized the payment profile screen will display message as per above. Note 1): this does not prevent your account from making any bookings. Payment of marketing fees will be made by bank transfer or cheque once defined. Note 2): In cases where Travelport does not have your bank details you will be contacted by Travelport s Accounts Payables department to collect Travelport Inc. 34 April 2014

35 Password Changes Changes for PCI compliancy As part of the ongoing improvements being made to Travelport Rooms and More, the application will become fully PCI compliant. What is PCI? The major players in the credit card business (Visa, MasterCard, American Express, Discover and JCB) have banded together to reduce credit card data loss. They created the Payment Card Industry Security Standards Council and that council established a standard for security of cardholder data and has released it as the PCI Data Security Standard (PCI DSS). All companies that accept, store, process or transmit credit card information are each required to report compliance with the Data Security Standard (DSS). What changes are being made for Travelport Rooms and More? As a user, you will see a number of changes to the site which will be familiar to you in the current internet arena. As soon as you log in to Travelport Rooms and More after the 15 th April 2014, you will be asked to change your password for the first time. You will be asked to change your password every 90 days. You will then be asked to enter a new password: Travelport Inc. 35 April 2014

36 You will be asked to enter your current password and to then enter a new password. You will be asked to re-confirm your new password and this must match otherwise you will receive and error: Travelport Inc. 36 April 2014

37 Passwords must conform to a number of standards Your password must be at least 7 characters long Your password must be alpha numeric (a mix of numbers and letters) Your password may not be the same as a password you have used in the past. Your password must include a mix of different case letters. Your password must include at least one special character. This may include (but not limited to):! $%&*@<> Below are some examples of the errors you may see if your new password does not conform to the new standards: Travelport Inc. 37 April 2014

38 2014 Travelport Inc. 38 April 2014

39 Your password will become invalid if you enter it incorrectly a number of times. If this is the case, your account will be locked for 24 hours before you can try again. You can override this wait period by asking your agency administrator to re-set your password. Your account may be locked by Travelport if there is any suspicion of misuse. In this scenario, you will need to raise a helpdesk ticket to your local Travelport helpdesk to help you resolve this issue. You will also be asked to provide supporting documentation about your Travelport affiliation before your account will be unlocked Travelport Inc. 39 April 2014

40 Lost Login/Password Please check that the login name you are using is in fact the login name as configured on your account. This is not necessarily your address. You may reset your password as a user or alternatively please contact your Rooms and More administrator in your agency who will be able to advise you of your login name and reset your password if required. If neither of these options work, please log a ticket with your local Travelport helpdesk who will be able to assist you further in this matter. As a user: On the home page select the Forgot your login or password option 2014 Travelport Inc. 40 April 2014

41 Provide your Login or address and click Start recovery. Note: If you are unsure of your login please use your address Travelport Inc. 41 April 2014

42 Tip: If you do not receive an within minutes, check your spam filters and junk folders. An similar to the one shown below will be sent to the provided. Once the is received please click the link in the and change the password. As an Agency Administrator: For agency administrators, the latest version of Rooms and More has the ability for the agency administrator to view the login name of a sub-account and set a password for any user sub account. Navigate to the user accounts page and then from the user accounts list select the appropriate sub-account and click the actions icon Travelport Inc. 42 April 2014

43 Within the sub account the administrator can do the following: 1. Advise the user of their login name. 2. Reset the user password. 3. Use the slide to make a user active or inactive Travelport Inc. 43 April 2014

44 Sign In to Travelport Rooms and More Once an account has been created, signing in to Travelport Rooms and More is achieved by completing the My login ID and Password fields and then clicking OK to proceed to the Travelport Rooms and More home page Travelport Inc. 44 April 2014

45 Marketing fee Payments How and when do I receive my marketing fee? Travelport will pay you a marketing fee for each booking made with a provider via Rooms and More, provided that booking is not subject to a cancellation or no-show. An estimated amount will be shown at the time the booking is made, however you acknowledge that this is an estimate only based on rates and amounts at that point in time, and not a guarantee of the marketing fee you will receive. At the end of each month, Travelport will receive all such fees across all providers, and reconcile these against your bookings, across all providers. The actual amount due to you for your bookings is calculated at this point, taking into account any cancellations, changes in length of stay, number of travellers, changes to rate/room type, or any other additional items that may impact the amount you are paid. Only those bookings, where we have received payment from the provider and where the traveller s stay dates have passed, and there has been no cancellation, will be reconciled for payment. For example:- A booking made on June 24, with a stay on July 20th. The traveller stays (the booking is consumed) - therefore the booking will be processed for marketing fee on August 1st. Typically payment will then be made into PayPal accounts around 45 days later. The actual amount is calculated at the time, and Travelport will, upon reconciliation, distribute these funds in your bank account, via cheque or in your PayPal account. Unless Travelport receives, and pays, the amount owed in your local currency, your final amount, in your local currency, may fluctuate dependent on PayPal's exchange rates at the point at which the funds are withdrawn from your PayPal account into your local bank account. Please note that providers discussed in this document do not include GDS content. All GDS bookings made against Travelport GDS content in Travelport Rooms and More will have commission paid directly by the Hotels as with the current GDS process. Sample statement/self-billed invoice Agencies will receive a self-billed invoice from Travelport via each month reflecting the above. The self-bill shows a summary of payments by provider. Agencies are directed to Travelport Rooms and More for a full breakdown. This is contained in the booking history Travelport Inc. 45 April 2014

46 Travelport uses self-billed invoicing for Travelport Rooms and More therefore please ensure that you comply with tax and legal requirements relevant for your Country Payment methods Payments will be made by bank transfer, cheques or via the PayPal Mass Pay Product Bank transfer/cheque is: The preferred method of payment for travel agencies Available to Travelport GDS travel agencies in eligible markets Payment by bank transfer/ cheque is made according to bank details held by Travelport Travelport Inc. 46 April 2014

47 In some instances if Travelport does not hold the agency s bank/ payment details the Travelport s Accounts Payables team will contact the agency to provide. With payment by bank transfer/ cheque the travel Agency can benefit from payment directly in local currency at no extra cost (with some exceptions for cross border countries) PayPal Mass Pay is: A quick, efficient and flexible way for Travelport Rooms and More to be able to send funds across a vast number of countries globally. An easy and inexpensive means for agents to receive their marketing fees. These next few pages provide a step by step example, outlining the process for agents receiving their marketing fees. We send payments in batches to all agency PayPal accounts who are owed marketing fee. There is a nominal fee associated when using Mass Pay to send payments. This fee is 100% borne by Travelport Rooms and More Travelport Inc. 47 April 2014

48 PayPal user guide How Travelport will be sending marketing fees Whilst Travelport Rooms and More sends marketing fees automatically, this screen is an example of the process we use when sending marketing fees: We select the country we are paying to, the amount, and the currency we are sending it in. At this point in time, we will be sending funds in 1 of 4 currencies: o USD o Euro o GBP o SGD 2014 Travelport Inc. 48 April 2014

49 After funds have been successfully sent, all agents/agencies being paid will receive an notification from PayPal alerting them that their payment has arrived. Upon receipt of the , Agencies can determine how they would like to receive the funds. How agents receive and withdraw marketing fees Upon login, agents will see that they have received a new payment. Agents are able to choose what they do with this payment: Accept/Decline Accept in the currency it was sent in (1 of 4 that Travelport Rooms and More sends it in) Accept in local currency (agents are free to choose when they convert to local currency) Travelport Inc. 49 April 2014

50 2014 Travelport Inc. 50 April 2014

51 Having accepted their funds, Agencies are able to see the details of the transaction, including the exchange rate used for conversion into local funds. Agencies are then able to withdraw their funds. If Agencies need to withdraw from their PayPal account into an account in a different currency, the PayPal exchange rate is used to calculate the conversion: All banks apply a premium on top of the market exchange rate, typically in the neighbourhood of 4%, plus wire/service fees. PayPal applies only a 2.5% premium and no additional fees, resulting in ~40% cost saving over other alternatives Travelport Inc. 51 April 2014

52 Creating a PayPal account Travelport Rooms and More uses a product of PayPal s called Mass Pay which allows Travelport to send out payments to account holders in batches, after all marketing fees from all providers have been consolidated. A PayPal account is required to receive marketing fee, and therefore, if the user does not have an existing account, they will need to create one. To create a PayPal account, visit Upon arrival, select Sign Up On the next page: Agencies may use a Personal PayPal account for receipt of marketing fee Agencies may use a PayPal Business Account. For level 1 Countries, when creating a Business Account, after arriving on the next page, select the Web Payments Standard product from the drop down, and proceed. Complete all information. For level 2 Countries, complete all information as instructed on the screens. A PayPal account needs to be linked to the bank (or method as per the options provided) where the marketing fee funds are to be sent, but can be set up at a subsequent date. More information on PayPal Travelport Inc. 52 April 2014

53 This is the last page of the manual 2014 Travelport Inc. 53 April 2014