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Setting up your Agency Database

Reference Number: AA-00686 Views: 5309 Created: 2011-12-15 17:13 Last Updated: 2016-01-28 10:02 0 Rating/ Voters

In This Section

Setting up your Agent Database

Adding Agent Rate Types

Adding Agent Rates

Adding Agent Discounts

Adding Agents

Adding Agent Branches


Setting Up Your Agent Database

The Agent module allows for the entry of individual Agents and their associated branches as well as agent specific rates and agent discounts. 

For example an agent called 'ABC Travel' may have branches in Sydney, Melbourne and Brisbane. This particular Agent requires rates priced at  a 'Wholesale Rate' which is set up as a  'Rate Type'. By then assigning 'ABC Travel' to have a Rate Type of 'Wholesale Rate'  this agent will then automatically be charged at this rate. You may have as many Agent Rate Types as required in the system. 

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Adding Agent Rate Types

Agent Rates Types describe a specific set of rates for one or more Agents. You may have as many Agent Rate Types as required. Go to the System Setup Menu option and click on the Agencies menu icon. The Agency maintenance screen will appear. Select the 'Agent Rate Type'  tab. 



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Adding Agent Rates

Agent Rates are rates that are specific to one or more Agents are are applied to Agent bookings. These rates are linked to an Agent Rate type and enable you to apply a special rate to specific agents. 

You may have as many Agent Rates as required.

Go to the System Setup Menu option and click on the Agencies menu icon. The Agency maintenance screen will appear. Select the Agent Rates tab to maintain Agent Rates. 



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Adding Agent Discounts

Agent Discounts are discounts that may be applied to Agent bookings. These discounts are based on the system rates and enable you to apply a special rate to specific agents. Agent discounts are in addition to any standard commission applied.

You may have as many Agent Discounts as required.

Go to the System Setup Menu option and click on the Agencies menu icon. The Agency maintenance screen will appear. Select the Agent Discount tab to maintain Agent Discounts. 



Description
The Agency Discount Description field describes the Agency Discount being entered. This is a compulsory field.

Code
The Agency Discount Code field is a code based reference to the Agency Discount.

Discount Type
The Agency Discount Type controls whether this is a percentage based discount or a dollar value discount.

Discount Value
The Agency Discount Value sets either the percentage or dollar value to be applied.

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Adding Agents

Go to the System Setup Menu option and click on the Agencies menu icon. The Agency maintenance screen will appear.


 
You may either add a new Agent or maintain an existing Agent by clicking on the Agency Code or the 'Add an Agency' link. The entries at this level relate to the top level Agency company. By clicking on the 'Branch List' icon you can then add Branches for this Agency.

Agency Code
The Agency Code is a description for the Agency name. This appears in the agency drop-down list when selecting an Agent for a booking. It is followed by the Agency Branch code. Below is an example of the drop-down list in the Reservation form. As you can see the Agency code precedes the Agency branch code.


Note : The Reservation form Agency drop-down list will display Agents entered here.

Agency
The name of the Agency.

Active
Shows whether the Agent is active or not.

Commission 
This is the value of the commission as a percentage or a fixed dollar value.

Rate Discount
If you have setup an Agency Discount as described above then these may be selected here. Agent Rate Discounts allow you to assign a special discount to the system selected rate.

Agency Rate Type 
The Rate Type that describes the specific set of rates for the agent.


Wholesale Agent

Shows whether the agent is a wholesale agent or not.


Account No.

This is the agents account number.


IP Address

The IP address of the agent.

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Adding Agent Branches

After you have entered an Agent as discussed above you may then enter any Branches associated with this Agent.  Click on the  "Branches" button and the Agency Branch List page will be shown. 



The Agency Branch List page shows any branches currently entered or allows you to add a new branch by clicking "Add a Branch". When a new agent is entered at the top level an entry is automatically created at the branch level. This is typically the head office entry for a multi branch agency or may be used as a branch entry if required.

Branch
This is the branch name.

Branch Code
The Branch Code is a description for the branch. This entry must be unique. This appears in the agency drop down list when selecting an agent for a booking. Below is an example of the drop down list in the reservation form. 


Note : The Reservation form agency list will display agents from the agent database

IATA Code
The IATA Code is a unique identifier for the agent and is used primarily when interfacing Rental Car Manager to your web site. 

Account No.
The account number of the branch.

Active
Shows whether the branch is active or not.

Commission
The commission may be either a percentage or a fixed dollar amount. Percentage based commissions are calculated on the bookings daily rate plus any extras that are marked as commission applicable. 

Rate Discount
If you have setup agent rate discounts then these can be selected here. Agent rate discounts allow you to assign a special discount to an agents rate. If you have already set an agent discount rate at the company level then this will be applied to all branches. Typically you would select a rate discount here only if it was an exception to the rate selected at company level.

Agent Collects
Shows the payment the agent will collect.

Region
The region the agent is located in.

City 
The city the agent is located in.

Contact
The name of the branches contact person.

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