Electronic Miscellaneous Document SV EMD Distribution Policy Guidelines for Travel Agencies March 2013
INDEX WHAT IS AN EMD?... 4 What is the difference between an Associated versus a Standalone EMD?... 4 How to Create Chargeable Services in the PNR Depending on the EMD Type... 4 What are RFICs/RFISCs?... 5 How RFICs/RFISCs are used in the EMD TSM... 5 What is the EMD Coupon Structure?... 5 When to use an SVC Segment... 6 When to use an SSR Element... 6 Travel Agencies not yet using EMD... 6 Penalty Fee (PENF)... 7 A. Service description and purpose... 7 B. detailed EMD flow... 7 1/ Initial PNR... 7 2/ Booking... 7 3/ Pricing... 8 4/ Issuance... 8 5/ EMD display (EWD)... 9 6/ Other... 9 Sundry Charges (SUND)... 10 A. Service description and purpose... 10 B. detailed EMD flow... 10 1/ Initial PNR... 10 2/ Booking... 10 3/ Pricing... 11 4/ Issuance... 11 5/ EMD display (EWD)... 12 No-Show Penalty (NSHW)... 13 A. Service description and purpose... 13 B. detailed EMD flow... 13 1/ Initial PNR... 13 2/ Booking... 13 3/ Pricing... 13 4/ Issuance... 14 5/ EMD display (EWD)... 14 6/ Other... 15 For suspended coupons, the travel agent must issue an EMD to collect the no-show penalty as per the SV fare rules and then email the PNR, e-ticket and EMD details to SV (email address for Saudi Arabia is: TAC@saudiairlines.com) to get the coupon unsuspended.... 15 EMD SALES CANCELLATION (VOID)... 16 EMD REFUND... 17 EMD EXCHANGE (REISSUE)... 18 List of EMD entries... 19 3
WHAT IS AN EMD? EMD stands for Electronic Miscellaneous Document. An EMD allows you to sell and track the usage of charges, for example excess baggage charges, change fees and a residual value. The EMD is the solution for all fees collected outside a ticket. It will replace all existing virtual miscellaneous documents and IATA VMPDs by end 2013. Please keep in mind that EMD is basically an empty (but secure) shell that has to be priced manually. EMD automatic pricing is anyhow possible with the Amadeus Ancillary Services solution or with Amadeus Ticket Changer. These solutions are not included in the IATA EMD solution and are sold independently of EMD. This document deals therefore with EMD only. What is the difference between an Associated versus a Standalone EMD? There are two types of EMDs, the standalone EMD (EMDS) and the associated EMD (EMDA) that can be associated to e-ticket coupons. The two types differ in their behaviour and usage. Here are the main characteristics: Standalone EMD (EMDS) Associated EMD (EMDA) A standalone EMD is issued for a residual value or the collection of miscellaneous charges that are not lifted with an e-ticket coupon. For example group deposits and change fees. The standalone EMD can consist of a single or multiple value coupons depending on airline background settings. It can be issued in connection with individual e-ticket coupons or an e-ticket. It can be linked with an e-ticket for reference. It can be consumed at issuance or used at different stages. It has no interaction with the airline systems (reservation systems and DCSs). An associated EMD is issued for the collection of miscellaneous charges and excess baggage charges that are lifted (considered used) at the same time as the e-ticket coupon. For example, sports equipment and excess baggage. The associated EMD can consist of a single or multiple value coupons that are directly linked to individual flight coupons. Each EMD coupon that is associated to an e-ticket is referenced in the e-ticket record with the corresponding e-ticket coupon. The carrier and the routing of the EMDA and the e-ticket coupons must match. An EMDA can be automatically or manually associated or disassociated. Only airline agents can manually associate and disassociate EMDAs. The EMDA's final usage depends on the e- ticket coupon it is associated to, providing it does not become disassociated. How to Create Chargeable Services in the PNR Depending on the EMD Type To create a chargeable service or fee for which you want to issue an EMD, you can either enter a Special Service Request (SSR) element in the PNR for EMDs that are associated to a flight segment (EMDA) or a Manual Auxiliary Segment (SVC) for EMDs that are not associated to a flight segment (EMDS). 4
What are RFICs/RFISCs? An RFIC is a Reason-For-Issuance Code (coded on 1 character, example: A, C, ). It defines which group of services an EMD belongs to. The RFICs are compliant with the IATA standard. An RFIC can have multiple Reason-For-Issuance Sub-Codes (RFISCs) coded on 3 alphanumeric characters (examples: 0BT, 99I, ). The RFISCs are airline-specific, even if some ATPCO recommendations do exist. How RFICs/RFISCs are used in the EMD TSM When you create an EMD Transitional Stored Miscellaneous (TSM) document or EMD pricing record, the RFIC and RFISCs and their description are automatically filled in the EMD TSM. All services contained in an EMD belong to the same reason for issuance. An EMD may contain only one RFIC but several RFISCs for different services or fees. Each EMD coupon is based on the RFISC. An EMD cannot contain both chargeable special service requests (SSRs) and manual auxiliary segments (SVCs) in one TSM. The system automatically performs a split when the EMD TSM is created. On the next page you can find different EMD Reason for issuance codes (RFIC) and Reason for issuance sub codes (RFISC). If the RFIC is the same, on same EMD there can be different RFISCs: EMD: Coupon Service RFIC RFISC code OULHEL PETC C 0BT HELSTO PETC C 0BT STOHEL AVIH C 0BS HELOUL AVIH C 0BS Note that one EMD cannot contain services created from SVC and SSR elements. If in addition to services above passenger has XBAG STOHEL & HELOUL, that would have to be issued on separate EMD because there can only be one service/flight segment on same EMD. What is the EMD Coupon Structure? An EMD may contain up to 16 coupons, where up to four coupons can have the same EMD number. If an EMD contains more than four coupons, a conjunction EMD will be issued (up to four document numbers). The EMD coupon status indicates the current usage of the service or fee. When an EMD is associated to an e-ticket, the coupon status change of the e-ticket and the EMD coupons are partly synchronized (intermediate statuses do not come over from e-ticket to EMD). 5
When to use an SVC Segment For standalone services that do not need to be associated to a flight segment, you enter an auxiliary segment in the PNR. This type of auxiliary service segment must be entered with an HK action code (confirmed) and it can be associated to one passenger only. The system creates a service segment (SVC) that is not sent to the airline system and not transmitted to the airline's Departure Control System (DCS). This means that it is not taken into account for reservation or booking purposes by the airline. When to use an SSR Element If you want to book a special service that is associated to a flight segment, excess baggage or sports equipment, for example, you can use a Special Service Request (SSR) element. Service must be confirmed before EMD can be issued based on SSR element. When Travel Agent exchanges e-ticket coupon that has EMD-A attached to it, EMD is automatically disassociated. Travel agency must contact Airline 1 st level Ticketing Help Desk in case EMD-A needs to be reassociated to another ticket or needs to be refunded. Travel Agencies not yet using EMD Amadeus Travel Agencies who are not using EMD yet, can see EMD FA element in the PNR, but they are not able to display EMD. At the end of the FA element agent can see from which element the EMD has been created and that gives the hint of what EMD has been issued for. 6
Penalty Fee (PENF) A. Service description and purpose To collect the revalidation and reissue penalty fee for SV fares. The applicable penalty fee (if any) for rebooking/class change/rerouting/no-show will be calculated as per the SV fare rules. B. detailed EMD flow 1/ Initial PNR 2/ Booking - Create SVC segment for Penalty Fee >IU SV HK1 PENF 7
3/ Pricing - Create TSM-P manually >TMC/VSV - Update TSM-P with the Penalty Fee, Ticket number & Form of Payment >TMI/CV-100/FASAR 100 Advice the coupon Value >TMI/IC-TKT0652295459205 E1 Advice the Ticket & coupon Number >TMI/FP-CASH Advice The form of payment 4/ Issuance - Print EMD > TTM/RT EMD status will shows as Flown at issuance time 8
5/ EMD display (EWD) >EWD/L10 6/ Other Saudi Arabian Airlines currently allows travel agencies in Saudi Arabia to revalidate SV tickets issued by them for departure date/time and flight number changes and monitors all ticket revalidations performed by them. Any misuse of this facility will be subject to an ADM issued to the travel agency for the collection of any applicable fee, fare difference, a penalty for misuse or all of the above. Additionally, depending on the type and scope of misuse, the travel agency might be subject to revoking their SV ticketing authority and/or access to the SV inventory. - For departure date and/or time changes (rebooking), the travel agency would only need to revalidate the ticket. - For class and routing changes, the travel agency would need to: Reissue the original ticket when the new ticket has a higher fare than the original ticket. Refund the original ticket when the new ticket has a lower fare than the original ticket and there is a residual value to the customer, collect the applicable refund fee as per the SV fare rules and issue a new ticket instead. 9
Sundry Charges (SUND) A. Service description and purpose To collect the reissue penalty fee for IATA fares. B. detailed EMD flow 1/ Initial PNR --- TST RLR --- RP/JEDSV0008/JEDSV0008 AB/SU 6FEB13/1051Z 6OH68Q 1.SALEH/AHMED MR 2 SV1056 Y 10APR 3 JEDRUH HK1 S 0100 0235 *1A/E* 3 AP M 4 TK OK06FEB/JEDSV0008//ETSV 5 FA PAX 065-2400326517/ETSV/SAR280.00/06FEB13/JEDSV0008/71493 951/S2 6 FB PAX 0600000005 TTP/RT OK ETICKET WELL ISSUED/S2 7 FE PAX TKT NVA 6M FROM TRVL DATE/S2 8 FP CASH 9 FV PAX SV/S2 --- TST RLR --- RP/JEDSV0008/JEDSV0008 AB/SU 6FEB13/1110Z 6OH68Q 1.SALEH/AHMED MR 2 SV1114 Y 20APR 6 JEDDMM HK1 S 1100 1305 *1A/E* 3 AP M 4 TK OK06FEB/JEDSV0008 5 OPW JEDSV0008-05FEB:1500/1C7/SV REQUIRES TICKET ON OR BEFORE 08FEB:1400/S2 6 OPC JEDSV0008-08FEB:1500/1C8/SV CANCELLATION DUE TO NO TICKET/S2 7 FE PAX TKT NVA 6M FROM TRVL DATE/S2 8 FO 065-2400326517JED06FEB13/71493951/065-24003265171E1 9 FP PAX O/CASH+/CASH/S2 10 FV PAX SV/S2 2/ Booking - Create SVC segment for Sundry Charge >IU SV HK1 SUND JEDDMM /P1 --- TST TSM RLR --- RP/JEDSV0008/JEDSV0008 AB/SU 6FEB13/1110Z 6OH68Q RF P 1.SALEH/AHMED MR 2 SV1114 Y 20APR 6 JEDDMM HK1 S 1100 1305 *1A/E* 3 SVC SV HK1 SUND JEDDMM 4 AP M 5 TK OK06FEB/JEDSV0008 6 OPW JEDSV0008-05FEB:1500/1C7/SV REQUIRES TICKET ON OR BEFORE 08FEB:1400/S2 7 OPC JEDSV0008-08FEB:1500/1C8/SV CANCELLATION DUE TO NO 10
TICKET/S2 8 FE PAX TKT NVA 6M FROM TRVL DATE/S2 9 FO 065-2400326517JED06FEB13/71493951/065-24003265171E1 10 FP PAX O/CASH+/CASH/S2 11 FV PAX SV/S2 3/ Pricing - Create TSM-P manually >TMC/VSV TSM 3 TYPE P JEDSV0008 AB/06FEB 11 EMD-S CARR SV 1.SALEH/AHMED MR RFIC-D/M FINANCIAL IMPACT 1. RFISC-SND SUNDRY CHARGES L 3 OPERATING CC-SV ORIGIN-JED DEST-DMM NON REFUNDABLE NON EXCHANGEABLE CONSUMED AT ISSUANCE ADD INF/RKS: - Update TSM-P with the Sundry Charge, Ticket number & Form of Payment >TMI/CV-50/FASAR 50 Advice the coupon Value >TMI/IC-TKT0652400326517 E1 Advice the Ticket & coupon Number >TMI/FP-CASH Advice The form of payment TSM 3 TYPE P JEDSV0008 AB/06FEB 11 EMD-S CARR SV 1.SALEH/AHMED MR RFIC-D/M FINANCIAL IMPACT 1. RFISC-SND SUNDRY CHARGES L 3 OPERATING CC-SV CPN VALUE-50.00 ORIGIN-JED DEST-DMM NON REFUNDABLE NON EXCHANGEABLE CONSUMED AT ISSUANCE ADD INF/RKS: FARE F SAR 50.00 EXCH VAL SAR 50.00 TOTAL SAR 50.00 FP CASH 4/ Issuance - Print EMD > TTP/TTM/RT Note: EMD status will be shown as Flown at issuance time --- TST TSM RLR --- RP/JEDSV0008/JEDSV0008 AB/SU 6FEB13/1126Z 6OH68Q 1.SALEH/AHMED MR 2 SV1114 Y 20APR 6 JEDDMM HK1 S 1100 1305 *1A/E* 3 SVC SV HK1 SUND JEDDMM 4 AP M 5 TK OK06FEB/JEDSV0008//ETSV 6 FA PAX 065-2400326518/ETSV/SAR95.00/06FEB13/JEDSV0008/714939 51/S2 7 FA PAX 065-8201045007/DTSV/SAR50.00/06FEB13/JEDSV0008/714939 51/S3 8 FB PAX 0600000006 TTP/TTM/RT OK ETICKET/EMD WELL ISSUED/S2 9 FB PAX 0600000006 TTP/TTM/RT OK ETICKET/EMD WELL ISSUED/S3 10 FE PAX TKT NVA 6M FROM TRVL DATE/S2 11
11 FO 065-2400326517JED06FEB13/71493951/065-24003265171E1 12 FP PAX O/CASH+/CASH/S2 13 FV PAX SV/S2 5/ EMD display (EWD) >EWD/L7 EMD-0658201045007 TYPE-S SYS-1A LOC-6OH68Q INT- FCI-1 1 POI-JED DOI-06FEB13 IOI-71493951 PAX- SALEH/AHMED MR ADT RFIC-D FINANCIAL IMPACT REMARKS- CPN-1 RFISC-SND SV JEDDMM S-F SAC- 065LG1F5KEADR VALUE-50.00 DESCRIPTION-SUNDRY CHARGES NON-REFUNDABLE NON-EXCHANGEABLE CONSUMED AT ISSUANCE PRESENT TO- PRESENT AT- ICW-0652400326517C1 SERVICE REMARKS- FARE F SAR 50.00 EXCH VAL SAR 50.00 RFND VAL TAX- TOTAL SAR 50.00 /FC FP CASH FOID- 12
No-Show Penalty (NSHW) A. Service description and purpose To collect the no-show penalty fee for suspended coupons. Note: Routing information (origin and destination) is mandatory for the NSHW EMD. B. detailed EMD flow 1/ Initial PNR 2/ Booking - Create SVC segment for No-Show >IU SV HK1 NSHW JEDRUH 3/ Pricing - Create TSM-P manually >TMC/VSV - Update TSM-P with the No-Show Fee, Ticket number & Form of Payment >TMI/CV-55/FASAR 55 Advice the coupon Value >TMI/IC-TKT0651111222333 E1 Advice the Ticket & coupon Number >TMI/FP-CASH Advice The form of payment 13
4/ Issuance - Print EMD > TTM/RT Note: EMD status will show as Flown at issuance time 5/ EMD display (EWD) >EWD/L5 14
6/ Other For suspended coupons, the travel agent must issue an EMD to collect the no-show penalty as per the SV fare rules and then email the PNR, e-ticket and EMD details to SV (email address for Saudi Arabia is: TAC@saudiairlines.com) to get the coupon unsuspended. 15
EMD SALES CANCELLATION (VOID) When EMD is issued on SV for one of the above services, the status of the EMD will automatically be changed to Flown. SV does not allow void transactions on any of the EMD services listed above. When the EMD was issued manually and there was a miscalculation or feeding error of the document value by the Travel Service Provider, the following needs to be done: - If the value of the document that was issued was lower than the value that had to be collected, please issue another EMD for the difference amount. - If the value of the document that was issued was higher than the value that had to be collected, please issue a new EMD with the proper value and raise a request to the SV Finance department to receive an ACM for the old EMD. 16
EMD REFUND SV does not allow refund of any of the above EMD services. An EMD issued for any of the above services will automatically be marked as No-Refundable. 17
EMD EXCHANGE (REISSUE) SV does not allow exchange of any of the above EMD services. An EMD issued for any one of the above services will automatically be marked as No-Exchangeable. 18
List of EMD entries IU SR EGVD/CXX EGCD/VYY EGSD/VYY TMC/VYY TMI TQM TMX TMF TMH TTM EWD EWH TRF TRFU TRFP TRFIG TRDC EMR SVC creation SSR creation Display available EMD airlines in XX country Display available countries for an airline Display list of EMD services offered by an Airline and details for each of them Manual creation of TSM-P, V= validating carrier YY = Airline Code TSM-P update TSM-P display Delete TSM-P Remove change flag Display history EMD issuance EMD display EMD history display EMD refund EMD refund update Refund validation Cancellation of refund process Cancellation, voiding EMD reprint 19