AIR CANADA WEB SALES REPORT TOOL FREQUENTLY ASKED QUESTIONS ABOUT Why was the Report Tool website created? This tool was created to consolidate all web sales in a single location and to advise agencies of Cash Reward payments that should have been received for each eligible sale. This tool allows you to reconcile your BSP reports with Air Canada s commission information before directly contacting Air Canada. What information is available? Information is provided at the ticket level for all Air Canada web sales including www.aircanada.com/agents, ac2u, Web Links and Flight Passes. The following data is available: Processing Date Ticket Number Agency ID Cash Reward Amount Date of Issue Transaction Type Booking Agent Sales Taxes Branch IATA PNR Currency Commission Taxes Payment Date Passenger Name Sales Amount Itinerary Details on the information contained in each field are described in the Glossary at the end of this document. Use the drop down filter menus to search by date, ticket number, PNR or any of the other fields. When is Web Sales data loaded? Web Sales data is loaded daily. Monday s sales will be available on Tuesday; Tuesday s sales data will be available on Wednesday and so on. What is the date range for the available data in the Web Sales Report Tool? Data is available for up to 15 months after the ticket date of issue. SITE ACCESS How do I get access to the Web Report Tool? If you have not received a user ID and password in your email, please have your Head Office Agency Master User send an email to agencyweb@aircanada.ca with the subject WEB SALES REPORT TOOL ACCESS and include your 7-digit agency IATA number. How do I log in? You must sign at www.aircanada.com/agents and on the Agent Reference page under Agency Tools, click on the Web Sales Report Tool link. 1
On the Web Sales Report Tool website, enter the login details provided to you, then click on the Web Sales tab on the top left-hand corner and select Report Tool. What do I do if I have forgotten my user ID? An email must be sent to agencyweb@aircanada.ca with the subject WEB SALES REPORT TOOL USER ID RETREIVAL. An email with the user ID will be sent to the email address on record for the account. What do I do if I have forgotten my password? In order to avoid locking your account, after two unsuccessful login attempts, click on Forgot Password? which will automatically generate an email with your password. The email will be sent to the email address on record for the account. What should I do if I lock myself out of my account? After three attempts with the incorrect password, the account will be locked. You must send an email to agencyweb@aircanada.ca with the subject WEB SALES REPORT TOOL PASSWORD RESET. An email with the password reset instructions will be sent to the email address on record for the account. I am a Head Office; can I view the web sales information for the different branches in my organization? Yes, a Head Office has access to all branches attached to the HO IATA. Branches will only have access to information pertaining to the Branch IATA. Who should I contact if I have technical problems with the website? Send an email to agencyweb@aircanada.ca with the subject WEB SALES REPORT TOOL. RUNNING REPORTS & CREATING TEMPLATES: How do I run a single-use report? To create a single-use report, click on Create Custom Report, select the fields you would like to retrieve results for and click Run. You will only retrieve the information for the fields you select. When you run a report the results will be displayed in a window below the Report Generator section. How do I create and save my own template for a report? To create your own report template and save the search criteria for multiple uses, select the fields you would like to retrieve results for, enter the name of the report in the Report Name field (up to 30 characters) and click on Add. The report will be displayed by name in the Available Reports section under the Agency Reports list. How many agency reports can I create? You can create up to 20 agency reports. How do I run a report from my agency reports list? Simply click on the Run Report icon next to the report name. To modify an existing report template, click on the Edit Report icon. ACCESSIBLE INFORMATION Can I search by PNR? Yes, you can also search by ticket or Flight Pass wallet number. 2
I booked a ticket but I can t find it in the Web Sales Report Tool? Why? Only Flight Passes and tickets purchased through the web at www.aircanada.com/agents are displayed; ac2u and Agency Web Link tickets will also appear. When I search for a ticket, the results show a value of $0.00 for the Cash Reward amount. Why? If an amount of $0.00 is displayed, your ticket did not qualify for Cash Rewards. Verify the itinerary and verify if your booking does or does not qualify for a Cash Reward. How can I tell if my booking qualified for a Cash Reward? To verify that your booking qualified for a Cash Reward, look in the Cash Reward section of the Agent Reference page at www.aircanada.com/agents. The documents provided will detail which bookings and Flight Pass purchases qualify for Cash Rewards and the amount that will be paid on them. i.e. Tango bookings are paid at 7%. How do I know which fare type corresponds to each booking class listed in the itinerary field of the report? All fare structure details can be found at www.aircanada.com/agents on the Agent Reference page, in the Frequently Asked Questions section, under Fare Structure Summary. Can I download the data for use offline? Yes, you can download the data into an Excel file by clicking on the Save as pivot table icon above the display window. With this file format you can easily manipulate and analyze the data. How does an exchanged ticket display? The original ticket and the new ticket will both display. The original ticket will have the original fare and Cash Reward amounts and the new ticket will only display the additional fare collection and appropriate Cash Reward for that amount. How does a refund display? Only refunded tickets with a recalled Cash Reward will display; however refunded tickets will display a negative Cash Reward with transaction type RC as the Cash Reward will have been recalled. You will see the ticket number displaying as DS for the original transaction as well. AIR CANADA WEB SALES REPORT TOOL GLOSSARY Processing Date MM/DD/YYYY, date the Transaction Type (e.g. RC Cash Reward recall) is processed Date of Issue MM/DD/YYYY, ticket issue date Agency IATA IATA number for Head Office or Branch. A Head Office can search for Branch information while a Branch office is limited to only its own information. Payment Date MM/DD/YYYY, date that Cash Reward payment was issued Ticket 14-digit ticket number or Flight Pass Wallet # (starts with 014) Transaction Type WS Flight Pass Wallet Sales 3
DS Daily Sale (Tickets and Flight Pass Credits) WI Flight Pass Wallet Installment WA Flight Pass Wallet Adjustment MU Manual Update of Cash Reward RC Cash Reward recall (will display with a negative amount) PNR Air Canada Locator Number Passenger Name Displays passenger name in Last Name/First Name Title format, e.g. Smith/John DR for tickets and in First Name Last Name format for Flight Pass Wallets/Installments, e.g. John Smith Agency ID 3-digit Agency ID used for login at aircanada.com/agents, e.g. 000 is the Master User Booking Agent 4-character alphanumeric Booking Agent s sign-in name entered at aircanada.com/agents Currency Currency used for payment Sales Amount Total base fare paid by passenger for an individual transaction ***For Flight Pass Credits appearing as a Daily Sale (DS) this amount is based on the retail value of the itinerary booked. Flight Pass Wallets and Installments will appear with the amount paid for that transaction. To calculate total sales for a time period, you must download separate reports by transaction type WS/WI and DS to avoid double counting of Flight Pass Wallets/Installments and Credits. Cash Reward Amount Cash Reward amount paid to agency Sales Taxes Contains the Sales Tax Code and Sales Tax Amount for all taxes, fees and surcharges paid by passenger for an individual ticket. Commission Taxes Contains the Commission Tax Code and Commission Tax Amounts paid to an agency on the total Cash Reward amount. Itinerary Field includes the following information for each flight segment contained in the individual ticket: Carrier Code e.g. AC, UA, CO Operating Carrier e.g. AC, UA, CO Flight Number Flight Date Origin City e.g. YYZ, YVR Destination City e.g. YYZ, YVR Booking Class e.g. C,B,T,A Fare Basis Code Segment Service Code 4
The Itinerary field will assist you in determining if a particular ticket qualifies for a Cash Reward payment. Using the information provided in the Cash Reward section of the Agent Reference page at aircanada.com/agents. 24 hours after booking you can verify if your booking qualified for a payment as well as the amount you were paid. Segment Service Codes reference: 1 Mexico, Central America, Canal Zone, Costa Rica 2 Islands and Countries of the Caribbean and Bermuda 3 South America 4 Europe, including Morocco, Tunisia, and Algeria 5 Africa 6 Middle East (including western Asia) 7 Asia including India 8 Australia, New Zealand, and the Island of the Pacific excluding Guam and Hawaii 9 Canada or between Canada and Greenland/St.Pierre et Miquelon 0 USA (wholly within the USA) or Transborder Canada-USA in either direction. USA include all US territories and possessions Fare Type information: Class Product J EXECUTIVE IBLE C EXECUTIVE LOWEST Z EXECUTIVE LOWEST D EXECUTIVE LOWEST Y LATITUDE B LATITUDE M U H Q V W S T L 5
K N G P E A Service Areas Service Areas Atlantic Pacific SpacLamCarib Transborder Canada Areas covered Europe, Middle East, Africa and India Asia South Pacific, Latin America, Caribbean USA, including Hawaii and Puerto Rico All of Canada 6