Travel Files - Services Section

The Services section contains the transactions for the services the customer ordered in the travel file. Users can add services and edit the transactions for the services in this section.

There are several methods through which users can add services to the travel file:

Add service: Users can search the Reservations System for travel products from external third party sources, such as a GDS or content interfaces, and from internal contracts saved in the local database. Travel agencies rely mostly on interfaces, while tour operators usually sell from both content interfaces and internal contracts. However, travel agencies often choose to sell insurance and visa services using internal contracts, because these are relatively few, and the products do not need to be frequently updated.

It is possible to add a Dynamic Package (Vacation Wizard) or Special Offer package or Escorted tour to an existing travel file only if the travel file does not contain a gross transaction (for example, only if no other package or self-operation tour exists in the travel file).

Add manual service: Users can create a transaction manually, and directly enter the information on the service and the transaction that they receive through direct communication with the supplier.
Import from PNR: Users can reserve flights in the GDS and import the PNR directly into the travel file through an API or using PNR files, which creates or updates a flight service with all the information that was already entered in the GDS.

Services can be divided into two categories:

Leg services: Leg services are comprised of multiple segments and include: flights, transfers, ferries, and trains. With Leg services, a single transaction can contain a number of services - each segment is an individual service, and occupies a separate row in the section table.
All other services: With all other services, each transaction is a single service that occupies a single row in the section table.

Transactions can be divided into three categories: Standard transactions, Gross transactions, and Net transactions.

Standard transactions are transactions for a single standalone service.

Net and Gross transactions are for packages created through the system, which comprise multiple services (self-operation tour, static package, bundled package and dynamic package). Packages purchased from third parties (contracts) are sold as Standard transactions. Each Gross transaction comprises multiple Net transactions. The Gross transaction is the package transaction, and the price displayed is the (gross) selling price of the transaction. The Net transactions are the package components, and the price displayed is the (net) supplier price of the component.

The rows of the different transaction types in the Services section table are color coded. Standard transactions are white. Gross transactions teal, and Net transactions are a lighter blue.

The following information can be entered in the Services section:

Field/Button			Description
Section Header
			Click this button to filter the services displayed in the Services section according to service type.
Price Package			Click this button to take all the Standard transactions in the travel file, and combine them into a dynamic package. The Standard transactions become net transactions, and a new Gross package transaction is created. The Gross transaction is priced according to the formula defined in the Administration Tools, in Setup – Website Definitions – Content – Services – Dynamic Packages The prices of the net transactions remain unchanged. These prices are included in the calculation of the selling price for the gross package transaction, which is the price that is displayed on the invoice.
Map			Click this button to open a map which displays the location of all the sources in the travel file - flight routes, hotel locations, car pick-up and drop-off stations and the address of the first passenger in the travel file.
From PNR			Click this button to import a PNR into the travel file through an API. The PNR can be imported from any GDS. The system imports the most recent state of the PNR. Depending on the information in the PNR, new transactions will be created, and existing transactions will be updated.
Cancel All Reservations			Click this button to cancel all reservations in the travel file. Cancellation requests are sent to all the suppliers, and if the cancellation request is approved, the reservation is cancelled. Cancelling a reservation may incur a cancellation fee in the travel file, depending on the contract, business rules, and/or interface. If there are cancellation fees, a general transaction is created with the total amount of cancellation fees.
Add Services			Click this button to add services to the travel file. It is possible to add a Dynamic Package (Vacation Wizard) or Special Offer package or Escorted Tour to an existing travel file only if the travel file does not contain a gross transaction (for example, only if no other package or self-operation tour exists in the travel file).
Add Manual Services			Click this button to add a manual service to the travel file.
Add Remark			Click this button to add a Remark transaction to the travel file. Remarks are short comments that can be displayed on the Travel File Details, the Invoice, and the Itinerary.
Section Table
Srv			The service type. The service type is represented by an icon. The service type name is displayed as a tooltip. You can click the SRV link to sort the services according to service type. There are 22 different service types that can be sold through the system: Flight Hotel Guided Attraction Escorted tour Vacation Wizzard Car Rental Special Offer Transport Static Packages Train Cruise Package Activity Guide/ Driver Sub Tour Test Activity Insurance General Ferry Restaurant Visa Gift Card
Date			The service start date until the service end date. You can click the Date link to sort the services according to the service dates.
Details			The transaction details. The details depend on the service. For example, with flights the details include departure time, airport IATA codes, arrival date and time, PNR number (with the name of the GDS appearing in a tooltip) and a link to the cancellation policy. With hotels, the details include the hotel name, number of nights, the number of rooms, the SUP number and a link to the cancellation policy. You can click the Details link to sort the services according to the details.
Status			The transaction status. The transaction status is displayed as an icon. The status name appears as a tooltip. There are seven different transaction statuses: OK None Request Waiting List Sold Out Cancelled with no confirmation Cancellation confirmed
Amount			The transaction selling price. The selling price is displayed in the booking currency. If you move the mouse over the price, a tooltip displays the selling price type in the system currency, and also the supplier currency (if the supplier uses a separate currency). When calculating the amounts in the different currencies, the system uses the exchange rate from when the transaction was created.. Transactions can be priced according to passengers (flights), days (insurance, cars), nights (hotels, package, cruise), or have a single total price (activities). The Amount column in the services window is changeable: • Amount: representing the selling prices. • Amount – Reduction (or Commission in Wholesale systems): representing the selling prices after the reduction/commission
Document			If a voucher or refund has been issued, a link to the document appears in this column. The link is the document type and number.
Edit button ()			Click this button to edit the transaction.
Actions button ()	Details		Select this option to display the transaction details in a pop-up.
	Copy Transaction		Select this option to copy the transaction. Copying the transaction allows you to create a new transaction that is identical to the original transaction (except the name), which you can edit. The status and amounts are not copied. This feature is useful when creating manual transactions as it allows you add new services without starting from scratch.
	Update from GDS		GDS transactions only. Select this option to update the transaction status from the GDS.
	Cancel selected service		N/A
	Delete transaction		Select this option to delete a transaction. You cannot delete a transaction with a reservation or for which a financial document was issued. However, after the supplier replies to the reservation, you can delete a transaction with the status: Cancellation Confirmed or Sold Out.
	Move Transaction		GDS Flight transactions only. Select this option to move a flight transaction to a new or existing travel file. This is useful when you import multiple PNRs into the same travel file, and you want to manage transactions separately. You can only move the flight transaction if no documents have been issued. When moving a flight to an existing travel file, the existing travel file has to contain the same passengers as the original travel file
	Cancel reservation		Select this option to cancel the reservation. A cancellation request is sent to the supplier, and if the cancellation request is approved, the reservation is cancelled. With manual services, cancellation needs to be done manually by contacting the supplier, and updating the transaction, once cancellation is confirmed. Cancelling a reservation may incur a cancellation fee in the travel file, depending on the contract, business rules, and/or interface.
	Issue voucher		Select this option to issue a voucher for the transaction. This option is disabled if the transaction has the status Cancelled with no confirmation () or Cancellation confirmed ().
	Edit Markup		Select this option to edit the markup of the transaction. If you edit the markup after a voucher was issued, the tax invoice is cancelled and reissued. The voucher remains unchanged. With leg transactions, the additional markup is divided equally among all passengers, and added to the first leg for each passenger. If the amount does not divide equally among all passengers, the difference is added to the selling price for the first passenger.
	Amend Reservation	Change Dates	Hotel and activities transactions only. Select this option to amend the dates of the reservation. You can amend the dates up to 3 months backwards. With activities, this option is only supported for transactions from internal contracts. With hotels, this option is supported for transactions from internal contract and the Hotelbeds interface.
		Change Hours	Activities transactions only. Select this option to amend the hours of the reservation. This option is only supported for transactions from internal contracts.
		Change board basis	Hotel transactions only. Select this option to change the board basis of the transaction. This option is only supported for transactions from internal contracts.
		Change room type	Hotel transactions only. Select this option to change the price level of the transaction. This option is only supported for transactions from internal contracts.
		Add passengers	Hotel transactions only. Select this option to add passengers to the transaction. This option is only supported for transactions from internal contracts.
		Reduce Passengers	Hotel transactions only. Select this option to remove passengers from the transaction. This option is only supported for transactions from internal contracts.
		Change Details	Transfer transactions only. Select this option to change the transfer details and departure time. The amended transaction can be reserved as OK or reserved as RQ. This option is only supported for transactions from internal contracts and manual transactions.
		New Query	Transfer transactions only. Select this option to search for a new transfer. The new transfer replaces the old transfer in the transaction and the reservation is updated. This option is only available for transactions from internal contracts and manual transactions.
		Car transactions only. Select this option to amend the reservation of a car rental service. For reservation before actual rental dates - all parameters can be amended. For reservations after car rental has begun - the end date and return stations of the car can be amended. This option is only supported for transactions from internal contracts.
		Self-operation tours only. Select this option to search for a new tour. The new tour replaces the old tour in the transaction and the reservation is updated. This option is only available for self-operation tours based on quantities.
	Voucher Copy		Transactions with a voucher only. Select this option to print a copy of the voucher, which you can send by e-mail or save as a PDF.
	Amend Voucher		Transactions with a voucher only. Select this option to amend the voucher. You cannot amend vouchers for which a refund request was issued.
	Cancel Voucher		Transactions with a voucher only. Select this option to cancel the voucher. You cannot cancel a voucher that has been refreshed in the Export Data to General Ledger module with a supplier reference number.
	Divide Flights		Flight transactions only. Select this option to separate segments from the flight transaction and create a new transaction. Selecting this option opens a pop-up box in which you can select the segments you want to separate. The selling price of the new transaction is deducted from the original transaction.
	Divide Pax		Seat Control Flights only. Select this option to remove passengers from the transaction. This option is disabled when selecting an infant only or all the adults except for the infant, as an infant must be booked with an accompanying adult.
	Update from Supplier		Interfaces only. Select this option to update the transaction status from the supplier.
	Reservation History		Select this option to display the reservation history of the transaction.
	Add Transaction Fee		Select this option to add a manual transaction fee to the transaction.
Add Seats & Services			Self-operation flight transactions only. Select this option to add seats and supplemental services to the self-operation flight transaction.
Complementary Flights			Select this option to import the additional names. The existing flight transaction will be copied and the additional names will be added to the travel file and the copied transaction. The copied transaction will be created based on the seat control flights of the original transaction.

Travel Files - Services Section

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