TACS Training Manual. How TACS works

Transcription

1 TACS Training Manual How TACS works Every day, we send a file to Perot. This file contains a list of all the guests that stayed at your hotel the previous day. This file is then uploaded onto the TACS website so that you can access it and process it. There are two websites: 1. Before you can make your payment, you must access this website to review and process your pending reservations (=transactions). This means that you can check all the guest details to make sure that everything is correct and, if necessary, to make comments like: you accept or do not accept to pay the travel agent commission; the guest was a noshow; the guest stayed only 2 nights instead of 5 nights, etc. Once everything is checked, you must transmit the file to TACS and you can print a report with an overview of all the transactions. Once sent, the file will immediately be processed by TACS. The next day, TACS will send you an invoice per . The invoice will be for the travel agent commission + US$ 0.50 (= 50 cents) per payment that TACS makes for you. It is very important that you pay this invoice as soon as possible. If you do not pay TACS, then TACS will not pay the travel agent. The quicker you pay that invoice, the quicker the travel agent receives his commission! You make one bank transfer to Perot through your local bank, and Perot will make all the payments to all the different travel agents in all the different countries. TACS will also let the travel agent know if this was a no-show or if there are other comments. For competitive reasons and to follow the industry standards, you should pay your travel agent commissions at least once a week On this website, you find all the details about the payments that were made (e.g. check numbers and cashed dates) to travel agents. This training manual shows you step-by-step how to use the two websites. GlobRes-TACS Training 1-Aug-07 Page 1

2 TACS Training Manual Summary for Reservation Review Step Approve, Transmit and Print a Batch 1. Go to and log in. 2. Click on the Batch tab, then select Manual. (right top of screen) You are now in the Batch screen on the 1. Batch tab. 3. Click on the Add Rows button. (bottom of page) 4. Click on the Retrieve button. (bottom of page) 5. Click on the Return With Selected Rows button. (top of page) 6. Review existing transactions: highlight guest record and click on the Stay button. To make changes, follow the instructions in Option 1 on the next pages. (Optional) Add new transactions: Follow the instructions in Option 2 on the next pages. Don t forget to add the new records to the pending batch!!! (Optional) Add a payment for your monthly GlobRes invoice under IATA/TIP Quick Search number A Follow the instructions in Option Send the file to TACS In the Batch screen, click on Tab 2. Validate/Transmit. Click on the Validate & Transmit button. (bottom of page) 8. Print Report ***IMPORTANT***: When you get your invoice from Perot it will not list guest details. Therefore, make sure you print this report and keep it until you receive the invoice. You can then put the report and the invoice together and forward it to your accounting department. In the Batch screen, click on Tab 3. Batch Report. Select 1.) BATCHXXXXXXXXX.htm from the pop-up window. Click the Print icon to print the report. Click on the 4. Transmittal Letter tab. Click on Print Transmittal Letter. Click on Print once again. 9. Log Off by clicking on the button in the top right corner of your screen. GlobRes-TACS Training 1-Aug-07 Page 2

3 Option 1 Make Changes to an Existing Transaction 1. Highlight guest record and click on the Stay button. The following screen appears: 2. Make necessary changes in the guest record (only the yellow fields can be changed). 1. Agent Press Select Agent button and use the Search button to find different agency. 2. Trans. Type Click the Down Arrow at the end of the box and select the correct Transaction Type. Note: If you change the type to Non-Commissionable or No-Show, you must change the Commissionable Revenue to Zero. 3. Arrival and Departure Date Click in the box and make the appropriate changes to the dates. 4. Comm. Rate and Comm. Revenue Click in the box and enter the correct value. Note: For Commissionable Revenue, enter the TOTAL amount paid by the guest. 3. Click the Update, Cancel or Delete button to exit the screen. Update Press Update when all changes are complete. System will require refresh in order to display new data in Batch Screen. Cancel Press Cancel to exit the Guest Record with no changes. GlobRes-TACS Training 1-Aug-07 Page 3

4 Option 2 Add New Transactions Step 1 Create New Guest Record(s) 1. Click on the Stay tab at the top of the screen. 2. Select Add. The following screen appears: 3. Option 1: Enter the IATA number in the IATA/TIP Quick Search field (top right) and click on Go. Option 2: Click on the Select Agent button. A new window will open. Enter part of the agency name and click on the Search button. Select the correct agency by clicking on it. 4. Enter the guest information: Last Name, First Name Arrival and Departure Date Comm. Rev. (total amount of reservation) 5. Click on the Add Stay button. 6. Click on the Add button once again. Step 2 Add Newly Entered Guest Record(s) to Pending Batch 1. Select Batch from the main menu at the top of the page. 2. Select Open from the Batch menu. 3. Select Pending Batch, press Open. 4. Click on the Add Rows button. 5. Click on the Retrieve button. The system lists the transactions in your file. Each transaction is selected by default. To un-select a transaction, click on the check mark to remove. You may move to the next page using the single headed > and double headed >> arrows located at the top of the page. 6. Click on the Return With Selected Rows button at the top of the page. GlobRes-TACS Training 1-Aug-07 Page 4

5 Option 3 Pay Your Monthly GlobRes Invoice Step 1 Create New Guest Record(s) 1. Click on the Stay tab at the top of the screen. 2. Select Add. The following screen appears: 3. Enter the GlobRes IATA/TIP Quick Search number A (top right) and click on Go. 4. Enter the guest information: Last Name: Invoice+Invoice Number Trans. Type: Fee Arrival Date: Start date of invoicing period or annual licensing fee (e.g. Invoice is for transactions of the month December 2010) Departure Date: End date of invoicing period or annual licensing fee Adj Amount: Total amount of GlobRes invoice (If your TACS currency is not EUR, then convert the EUR amount on your GlobRes invoice to your TACS currency.) 5. Click on the Add Stay button. 6. Click on the Add button once again. Step 2 Add GlobRes Invoice Payment to Pending Batch 1. Select Batch from the main menu at the top of the page. 2. Select Open from the Batch menu. 3. Select Pending Batch, press Open. 4. Click on the Add Rows button. 5. Click on the Retrieve button. 6. Click on the Return With Selected Rows button at the top of the page. GlobRes-TACS Training 1-Aug-07 Page 5

6 Option 4 Add New Agent 1. Click on the Agent tab at the top of the screen. 2. Select Add. 3. Enter the agency details and click on the Add button. Check Payment Details to Travel Agents Option 1 Check with Arrival Date and Last Name 1. Go to and log in. 2. Click on Commission Report by Guest. 3. Enter the Arrival Date and the Last Name and click on Go. 4. All payment details are now listed on the screen. For more detailed payment information on the Check Number or the Statement Number, click on the blue link and a new window will open with more payment details. 5. Make a copy of the information on the screen and send it to the Travel Agent as proof of payment. The Check Number is the number of the check through which the Travel Agent received your commission payment. Be careful: The total amount on this check can be larger than your commission payment to this travel agent, because TACS can pay commissions for other hotels on the same check. Option 2 Check with Confirmation Number 1. Go to and log in. 2. Click on Detail Report by Confirmation Number. 3. Enter the Confirmation Number and click on Go. 4. All payment details are now listed on the screen. For more detailed payment information on the Check Number, click on blue link and a new window will open. 5. Make a copy of the information on the screen and send it to the Travel Agent as proof of payment. The Check Number is the number of the check through which the Travel Agent your commission payment. Be careful: The total amount on this check can be larger than your commission payment to this travel agent, because TACS can pay commissions for other hotels on the same check. GlobRes TIP: If you receive an inquiry from a Travel Agent regarding a commission payment for a reservation that you received thru GlobRes, you can save a lot of time by simply referring the Travel Agent to and tell him to fill in the free enrollment form. This way, the Travel Agent will get free access to tacsnet.com and he can complete the full payment research about any GlobRes reservation commission payment on the TACS website himself. Less work for you! GlobRes-TACS Training 1-Aug-07 Page 6