TTX 17. Training Session Etiquette. The Exchange Hours. Please silence all electronic devices. For better viewing, please move forward.

Transcription

1 CBW/TBO Advanced: Bridging the gap between Front and Back office Trams and ClientBase Products and Services Jeremiah Sellars, Principal Shirley Sweeney, Support Supervisor Training Session Etiquette Please silence all electronic devices. For better viewing, please move forward. Please hold your questions until the end of this session. Be sure to visit the Trams trainers in the Exchange for additional support. The Exchange Hours Look for our trainers at the Trams Back Office, Trams GDS Integration, ClientBaseWindows, ClientBase Online, and ClientBase Marketing Services booths! 1

2 How Will I Benefit from this TTX 17 Session? Awareness of ClientBase invoicing choices that have impact on Trams Back Office. Actions by the Trams Back Office bookkeeper that may affect the ClientBase ResCard. Class description Does the right hand know what the left hand is doing? If an agent creates an invoice in ClientBase what exactly happens in Trams Back Office? Review agent invoicing and how important invoicing correctly in ClientBase is to the Trams Back Office bookkeeper. Help the Trams Back Office bookkeeper understand clearly what effect modifying invoices and payments in Trams Back Office has on the ClientBase Res Card. Discussion Points Two Programs, One Database Profiles, Interface IDs and Merge to PNR Workflow Branch Access Issuing Invoices from CBW, what lands where? Working in TBO on invoices generated through CB User Logins Reminders 2

3 Two Programs, One Database Trams Back Office Shared data ClientBase Two Programs, One Database Who does what? ClientBase helps manage what are traditionally front office functions: Booking Travel, marketing, and managing client relationships. Trams Back Office helps manage what are traditionally back office functions: Recording payments, creating and updating the general ledger & running reports TBO and ClientBase work to make both sides of the office work more effectively together CB Profiles CB Res Cards Invoices TBO Profiles Marketing Client Relationships Leads Reservations Live Connect Bookings Bookings Payments Commissions Client Accounts Receivable Sales Tracking Commission Tracking 8 Two Programs, One Database Client Profiles 9 3

4 Two Programs, One Database Profiles, Merge to PNR Avoid Interface Errors Merging Interface ID to the PNR 10 Two Programs, One Database Profiles, Vendors All profile types may be created or modified in either TBO or CB. Travel Category is important to add on Vendor Profiles. CB has an additional field Vendor ID for marketing consortiums. CB Vendor General tab TBO Vendor General tab TBO Vendor Marketing Tab 11 Branch Access CBW TBO 12 4

5 Invoicing from CB, what lands where? 13 Options in the ClientBase Invoice Form of Payment Submit To 14 Choosing the Submit To There are two standard Submit To options on the invoice screen If the client pays by cash, check, CC merchant, or if no payment is entered the selection will always be Supplier Final payments by CC or if the client pays while traveling (guaranteed car, hotel), CommTrack is usually chosen. The TBO operator will let agents know when to use CommTrack vs. Supplier 15 5

6 Choosing the Submit To CommTrack, Shown as Paid or Not CB Invoicing TBO Booking Expanded Fare Tab TBO Booking Expanded Fare Tab 16 Why do my cash/check invoices show as Payment Due when reprinted? The default options for Invoices in ClientBase are set to not apply the actual payments for Cash and Check. This is important for Trams Back Office as receipts and deposits need to match each day. An invoice reprinted from ClientBase before the back office has entered the payment will show Payment Due An option for CB users to see the original invoice, would be to Attach when it is first generated. 17 Working in TBO on Invoices Generated through CB, Do s and Don ts Linked by Res Card number Using Split Booking Refunding when original Invoice was ran through ClientBase Working with Payments Voiding/Deleting Bookings Updating Booking Fare Fields 18 6

7 ClientBase Invoices in TBO An invoice viewed in TBO will indicate whether it is linked to a res card. New Invoices created in TBO cannot be linked to an existing Res Card Changes to a linked booking will be reflected in the Res Card, Reservation and Invoice reprints from CB. 19 Split Booking Bookings should never be added manually to a Invoice that was created in CB. The new booking will not be linked to any of the Res Card Reservations and cause incorrect invoice balances. Using Split Booking, which is only available for unpaid bookings, will create a second booking that is till linked to the Res Card Reservation. Right click the Booking to see this option. 20 Refunds, Voiding Invoices/Bookings, Payments, and Booking Fares Refund Invoices where the original Invoice was generated from ClientBase MUST also be ran from ClientBase. If issued from TBO, there will be no link to the Res Card. Invoices can be voided in either Trams Back Office or CB, depending on agency settings Since voids affect both CB and TBO, we highly recommend tracking voided invoices Changes to Payments in TBO (voids, entering new payments) will all be reflected in ClientBase if the Invoice/Bookings were generated from a Res Card. Changes to Booking fare amounts will also be reflected in ClientBase. 21 7

8 User Logins TBO CB 22 Reminders Trams Back Office now has the ability to create reminders They can be created for any user login this includes the ClientBase user logins A ClientBase user login can create a reminder for a Trams Back Office user login If you create a reminder for SYSDBA, this reminder will appear in both Trams Back Office and ClientBase if you are logged in as SYSDBA 23 Reminders Reasons why ClientBase would create login for Trams Back Office The agent could be setting up a reminder for the back office to process a deposit payment on a group or a specific booking that needs to be done let s say on a Monday so the bookkeeper does not forget over the weekend. Agent might want to give the accounting department a heads up on final payment due date for tour/cruise companies. Request for the bookkeeper to void a invoice or payment Reasons why Trams Back Office would create login for ClientBase Remind the agent to reach out to client to collect the amount that is currently due or request the final payment Request additional information for client, such as an or phone number Invoice needs additional information, such as confirmation number 24 8

9 Stay Connected facebook.com/sabrecorporation twitter.com/sabretn youtube.com/sabretravelnetwork agentconnect.sabre.com sabretravelnetwork.com/blog #SabreTTX We want your feedback! 1. Via the TTX Mobile App - Go to the Schedule 2. Choose the completed workshop 2. Tap the survey button and rate your session Travel 26 9