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Travel Agent Functions
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Steps

There are many steps and pieces of information that can be filed on the transaction record.  The steps below should be used as an example and vary greatly for every property using RDPWin.

1. Access Find from the Masters | Travel Agents submenu and select an agent.
2. Click the Post Charge link in Navigation.
3. Select from the Transaction Code drop-down.
4. Enter the Description (up to 28 alpha-numeric characters).
5. Enter the Price.
6. Enter the Quantity.
7. Click either Add to List (if posting more than one charge) or Post & Close.
8. Save & Close.

Overview

Post charges to travel agents.  All transactions that affect agents must first be defined in the B6-Agent Ledger prior to posting any charge.  Transaction codes are definable by property.  See Add Transactions for detail.

The balance due on an agent can only be changed by transactions including those generated by Process Commissions, direct charges to agents, bonuses paid to agent, and checks generated to the agent.  Any transaction applied to an agent (or any other entity) increments the balance due immediately.  For example, when a direct charge is posted to an agent, the system generates a B6xx transaction code and increments the balance due immediately.  The balance due field on the agent master is always equal to the sum of all transactions on the master.

All past posted transaction to the agent are displayed in the "Posted Transactions" area.

From the Agent Analysis, select Post Charge from Navigation to open the Post Charge screen.  Post Charge is also accessible by clicking Post Charge from the Masters | Travel Agents main menu to open the Find Agent screen.  Enter the agent name, number, or e-mail address and click the appropriate Find button.  Highlight the desired agent and click Select to open the Post Charge screen.  Fields on this screen include: Charge Date (current system date by default), Name, Agent#, Transaction Code, Description, Price (positive to charge the owner and negative to “credit” the owner), Quantity, Reference# as well as those listed below:

Old Balance Due

The total amount due from the most recently processed owner statement.

New Balance Due

Any New Charges plus any outstanding amounts due from previous statements.

New Charges

Any charges posted since the most recent owner/agent statement was processed.

Transaction Code

Select the appropriate transaction type to be added from the drop-down list by clicking on it.  The transaction description and/or price is populated into the appropriate fields if already in the system.  If not, the user can enter text using the keyboard.

Add to List

Once the Transaction Code, Description, Price, Quantity, and optional Reference# are entered, click "Add to List" to display the transaction in the "New Transactions to be Saved."  Any transactions in this area are not posted until the "Save & Close" button is clicked.  This allows more than one transaction to be entered and held until ready to save all transactions entered.  If only posting one charge, use the "Post & Close" button instead.

'Post 1' and 'Post 1 & Close'

Once the Transaction Code, Description, Price, Quantity, and Reference# are entered, click "Post 1 & Close" to post the charge to the agent master, close the screen, and return to the previous screen.  This allows a quick way to post just one transaction.  If posting more than one charge to the same agent, click "Add to List" instead.  If posting charges to multiple agents, click the Post 1 button to file the transaction and use the Find button to select another agent, etc.

'Save List & Close' and 'Save List'

Once transactions exist in the list, click "Save List & Close" to file the transaction to the agent master, close the screen, and return to the previous screen.  If posting a charge to one or more agents is needed, click "Save List" to file the transaction to the agent master.  The Post Charge screen remains open to allow another agent to be selected using the Find button.  Repeat the process until all charges are posted.

New Transactions to Be Saved

Transactions are held in this area until "Save List & Close" is clicked if "Add to List" is clicked after entering the transaction detail.  This allows for multiple transactions to be entered and held until ready to save all.

Display All Transactions

When checked, all transactions show for the master.   When not checked, only the last 30 days of transactions are displayed.

Posted Transactions

Previously saved transactions are displayed in this area based on the set grid parameters as on the Transactions tab.

Post Charges to Multiple Travel Agents

Find

Select a master and select Post Charge from the Options menu.  Enter transaction information and click Post 1 to save the transaction immediately without placing the transaction in the "to be saved" section and keep the Post Charge screen open.  This allows for multiple masters (using the Find button) and additional charges to be posted until the Close or Post 1 & Close buttons are clicked.

Click these links for Frequently Asked Questions or Troubleshooting assistance.

05/04/2010

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