Travelport Rooms and More Full User Guide · PDF fileThe agent details (Pre-sets) are the title, first and last name (Surname) of the agent for ... Note: Amadeus, Abacus or Sabre Select

Account Maintenance Guide

April 2014

Travelport Rooms and More™ Account Maintenance Guide

©2014 Travelport Inc. 2 April 2014

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Introduction ........................................................................................................................................... 5

Create Travelport Rooms and More™ Account .......................................................................... 5

Agency Manager Account Creation ................................................................................................ 6 Account Creation – Step 1 ..................................................................................................................................... 7 Account Create – Step 2 .......................................................................................................................................... 8 Account Create – Step 2 - continued ................................................................................................................. 9 Account Create – Step 3 ....................................................................................................................................... 11 Account Create – Step 4 ....................................................................................................................................... 13 Account Create – Step 5 ....................................................................................................................................... 14 (For Non Travelport GDS travel agents or travel agents in PayPal only markets) ................. 14 Account Create – Step 5 ....................................................................................................................................... 15 (For Travelport GDS travel agents) ............................................................................................................... 15 Account Create – Step 5 ....................................................................................................................................... 17 (Customer number unknown or not recognized) .................................................................................... 17 Account Create – Step 5 ....................................................................................................................................... 18 (Customer number unknown or not recognized) .................................................................................... 18 Account Create – Step 6 ....................................................................................................................................... 20 Account Create – Step 7 ....................................................................................................................................... 21 Account Create – Step 8 ....................................................................................................................................... 22 Account Completion Confirmation ................................................................................................................. 23 Account Completion Confirmation Email ................................................................................................... 23

Adding Agents to the Master Account .........................................................................................24 Step 1 ............................................................................................................................................................................ 24 Step 2 ............................................................................................................................................................................ 24 Step 3 ............................................................................................................................................................................ 24 Step 3 ............................................................................................................................................................................ 25 Agency Setup for Multiple PCC’s ...................................................................................................................... 26 GDS Integration....................................................................................................................................................... 28

Account Management........................................................................................................................29 Updating an agent profile .................................................................................................................................. 29 Changing payment method................................................................................................................................ 30

Accessing the account’s payment profile ...................................................................................32 Travelport GDS Travel Agency paid by bank transfer / cheque ....................................................... 32 Travel Agency paid by PayPal .......................................................................................................................... 33 Travelport Travel Agency payment profile pending .............................................................................. 34

Password Changes..............................................................................................................................35 Changes for PCI compliancy .............................................................................................................................. 35 Lost Login/Password ............................................................................................................................................ 40

Sign In to Travelport Rooms and More™ ....................................................................................44

Marketing fee Payments ..................................................................................................................45 How and when do I receive my marketing fee? ........................................................................................ 45 Sample statement/self-billed invoice ............................................................................................................ 45 Payment methods ................................................................................................................................................... 46

PayPal user guide ...............................................................................................................................48 How Travelport will be sending marketing fees ...................................................................................... 48 How agents receive and withdraw marketing fees ................................................................................ 49 Creating a PayPal account ................................................................................................................................. 52



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Introduction

Travelport Rooms and More™ brings travel agents content from multiple sources through a powerful, one-stop, shopping and booking portal. The extensive content includes hotel, hostel and bed and breakfast accommodations as well as local content available in Travelport Leisure. In addition to real time availability and pricing, the latest booking technology and tools will enable agents to manage booking transactions and track receipt of marketing fees online for hotel bookings made on Travelport Rooms and More™.

Create Travelport Rooms and More™ Account

To create an account, connect to Travelport Rooms and More™ via the URL www.travelportroomsandmore.com

When presented with the display shown above, click on the country drop-down, select your country and click the OK button. This selection determines the local offers content applicable to your country.

If the country you have selected has a multi-language registration you will be asked to select a language.

Tip: Make sure cookies are enabled on your workstation.

http://www.travelportroomsandmore.com/



Once you have selected your country and clicked OK, the Travelport Rooms and More™ Landing page is displayed. A Travelport Rooms and More™ account must be established before bookings can be made. To begin the account creation process, click the Create my account button.

Agency Manager Account Creation

An agency may have multiple agents using Travelport Rooms and More™. Each agent must create their own account in order to access Travelport Rooms and More™. The agency manager may want to create their manager account first, and then create the sub-agent accounts which are linked to the agency manager account.

Once an account is created, agents can sign-in using their unique Login and Password.



Account Creation – Step 1

All mandatory fields for the Account Creation process are identified with an asterisk (*).

The agent details (Pre-sets) are the title, first and last name (Surname) of the agent for whom the account is being created. The Currency field stores the desired currency for the rates displayed in the hotel search results. For example, an agent based in the U.S. may want to see rates displayed in USD, and an agent based in Europe may want to see rates displayed in EUR.

To receive exclusive offers from Travelport Rooms and More™, click in the box to check Yes. If you do not want to receive special offers, leave this box blank.

Once all of the fields have been completed on this screen, click the button to Next step.



Account Create – Step 2



Account Create – Step 2 - continued



Step 2 deals with the details of the agency. Most fields are self-explanatory. Further explanation follows for those that may not be self-explanatory.

Agency basic information

VAT/Tax/Company Reg.# (company registration number) - Please note that the VAT/Tax/Company Reg # will be used to print on your marketing fee statement. If this is not applicable for your Country or your Agency does not have a number please use 000.

Agency configuration

To allow visibility of booking across accounts (e.g. to allow a fellow agent see bookings you’ve made), click the box. To allow ability to cancel bookings across accounts (again, perhaps a booking not made by yourself), click the box.

GDS

From the drop-down, choose the Travelport GDS currently used to make hotel bookings. This enables you to shop GDS content as well as non GDS content. The GDS selected is also the GDS in which bookings made in Travelport Rooms and More™ will be stored.

Note: Amadeus, Abacus or Sabre

Select the appropriate GDS. Please note the following:

• Travelport GDS content will not be bookable

• Aggregator content is bookable and Travelport will pay you marketing fee.

• GDS integration is not available.

PCC

Please complete the additional field with your PCC. If your agency has more than 1 PCC please use the ADD NEW button to add up to 50.

Billing currency

This is the desired currency for payment of marketing fees. This currency may be different from what was specified in Step 1 for the preferred currency for rate display.

For further information on how Travelport pay marketing fees please refer to the FAQ’s within the site once registration has been completed.






Step 3 deals with the contact details at the agency for marketing fee payment.

The street address, city and country are automatically carried forward onto this page from the previous page where this information was already entered.

Once all the mandatory fields have been completed on this screen, click the button to Next step.

The details entered for your agency will determine the payment options available to you. If you are a Travelport GDS travel agency in an eligible market your payments will be made to you by bank transfer or cheque as per details held against your GDS account details held in Travelport (see Account create – Step 4). If not your payments will be made by PayPal (see Accounts create – Step 5).




Either confirm that your agency is a Travelport GDS agency (Apollo/ Galileo/ Worldspan) or;

If you are not a Travelport GDS agency then please select: “I am not a Travelport GDS travel Agency.”

Click Next step




(For Non Travelport GDS travel agents or travel agents in PayPal only markets)

PayPal account

If PayPal is applicable, in order to receive marketing fee payments, the agent must use an existing PayPal account or create a new one.

If you are using an existing PayPal account, simply enter the email address of the existing PayPal account into the field. If a PayPal account needs to be established, please visit http://www.paypal.com to create one, and then return to the Travelport Rooms and More™ site to complete Account Creation.

Once all the fields have been completed on this screen, click the button to Next step.

http://www.paypal.com/




(For Travelport GDS travel agents)

Enter your Travelport Customer number. By clicking on the ? button you can get help on where to find your customer number on your agency’s Travelport invoices.



If you do not know your Travelport customer number or if your customer number is not recognized, you will be taken into the following workflow. Otherwise, you can continue to step 6.




(Customer number unknown or not recognized)

If you do not know your Travelport customer number select option above and click Next step.



A Travelport representative will contact you to help you through the registration process. This does not suspend your account creation. To continue Click Next step. This will take you to Account create - Step 8.

Tip: Note that your agency payment profile will be updated only once your Travelport number is confirmed.


(Customer number unknown or not recognized)

If your Travelport customer number is not recognized, please re-enter or request assistance. If you request assistance, a Travelport representative will contact you to help you through the registration process. This does not suspend your account creation.



Click on Next step to continue the account creation.

This will take you to Account create- Step 8.




Your agency’s details will be displayed on screen. This is the agency which will be the recipient of the Travelport Rooms and More marketing fee payments. Review the agency details:

If these agency details are correct, select Confirm.

If this is not your agency select Decline.

Tip: If you decline this does not suspend your account creation but your agency payment profile for Travelport Rooms and More will be updated only once your Travelport number is confirmed.



Account Create – Step 7 Confirmation screen confirms your agency payment method.

To continue Click Next step.




The final steps required to successfully create an account are to read and accept the Travelport Rooms and More™ terms and conditions.

Note: These will be presented in the language applicable for the country selected on the initial screen. Where there are multiple languages available please select the appropriate one from the list.

To read the terms and conditions, click the link Terms and Conditions. Then click in the box to accept the Travelport Rooms and More™ Terms and Conditions.

In the reCAPTCHA box where indicated, enter the characters exactly as they appear. ReCAPTCHA is an online verification tool for disallowing robotic registration.

Click the Finish registration button to complete the account create process.



Account Completion Confirmation

Successfully creating an account will result in receiving the response above.

Account Completion Confirmation Email

Successfully creating an account also results in receiving an email similar to the one shown above which includes confirmation of the Login for the account, the URL for Travelport Rooms and More™ and helpful hints for getting started.

Tip: If you do not receive an email shortly after creating your account, check your spam filters and junk email folders



Adding Agents to the Master Account

Once the master agency account has been added, the sub-agent accounts may now be generated and linked to the master account.

Step 1

Step 2 Select the User Accounts option

Step 3

As the master account holder your details will have automatically been added to this list.

Select the Create New account option to add more agents to this account.

Select the Account option



Step 3

For each additional agent complete these details and select Create Account The account active flag will be defaulted to ‘on’ for all new users.

You may wish to alert users to expect an e-mail and also provide them with the following information so they can change their password. Please login to Travelport Rooms and More™ with the details above. Please select Account in the top right of the screen

Travelport Rooms and More™ will send a welcome e-mail to each user, however in some cases spam filters or junk mail may prevent these from reaching their intended recipient. It is also best practice to have them take responsibility for their password and change it immediately after logging in for the first time.



Please amend your password. Select Update Account at the bottom of the screen.

Agency Setup for Multiple PCC’s Where an agency has multiple PCC’s in a single or across multiple locations it is possible to configure Travelport Rooms and More™ to have marketing fees paid to each location or to have all marketing fees paid to a single location. This can be achieved either at the PayPal level or the Travelport Rooms and More™ level. Looking at the following combinations may help in making a decision for your Agency. Consider the following:-

1. How many PCC’s (or individual offices)? 2. How many PayPal accounts and in which currencies? 3. Who does the marketing fee statement need to be sent to?

It may be helpful to draw a grid, and define, for each PCC, who their statement needs to be sent to and type of PayPal account. Examples on the following pages may assist with this.





GDS Integration GDS integration is available for Travelport customers who use Galileo, Apollo or Worldspan.

Integration into a Travelport GDS allows for the continued integration into agency back office systems. Segments can be reviewed in the GDS and additional details added as required.



Account Management

Updating an agent profile

Clicking on the link for Account brings up the first page of your account pages for updating. Click the Update account button to save your changes.

To update the agency information, click the link for Edit Agency on the left.



To update the agency financial contact information pertaining to marketing fee payments, click the link for Financial Contact. To link individual agent accounts together, click the link for Agency accounts.

Changing payment method

If you are a Travelport GDS travel agency you can benefit from payment by bank transfer or cheque.

You can do so by following the below process.

As a Master Account when logging in you will see box on top right corner inviting you to identify your agency to benefit from these pay options.

Click on Start Identification



Confirm the country of your agency.

Tip: If a country is changed to an ineligible country this will end the payment switch over process and payment method will remain set to PayPal.

Confirm that your agency is a Travelport GDS agency (Apollo/ Galileo/ Worldspan).

If your agency is not a Travelport GDS travel Agency select: “I am not a Travelport GDS Travel Agency.”

Click Confirm

Tip: Selecting “I am not a Travelport GDS Travel Agency” will end the payment switch over process and payment method will remain set to PayPal.



For next steps see section ‘Account Create – Step 6’ above.

Accessing the account’s payment profile

Travelport GDS Travel Agency paid by bank transfer / cheque



To access your payment profile go into Account tab on top of screen and Payment Profile in menu on left hand side.

Screen displays the currency your agency receives payment in and the method.

Note: Any changes to the account’s payment profile can impact the payments of your agency marketing fee. To make any changes contact [email protected]

Travel Agency paid by PayPal

If the payment method of your agency is PayPal the payment profile screen will display currency information and payment method information as per above.

mailto:[email protected]



Travelport Travel Agency payment profile pending

If your account number has not been confirmed or recognized the payment profile screen will display message as per above.

Note 1): this does not prevent your account from making any bookings. Payment of marketing fees will be made by bank transfer or cheque once defined.

Note 2): In cases where Travelport does not have your bank details you will be contacted by Travelport’s Accounts Payables department to collect.



Password Changes

Changes for PCI compliancy As part of the ongoing improvements being made to Travelport Rooms and More™, the application will become fully PCI compliant. What is PCI? The major players in the credit card business (Visa, MasterCard, American Express, Discover and JCB) have banded together to reduce credit card data loss. They created the Payment Card Industry Security Standards Council and that council established a standard for security of cardholder data and has released it as the PCI Data Security Standard (PCI DSS). All companies that accept, store, process or transmit credit card information are each required to report compliance with the Data Security Standard (DSS). What changes are being made for Travelport Rooms and More™? As a user, you will see a number of changes to the site which will be familiar to you in the current internet arena. As soon as you log in to Travelport Rooms and More™ after the 15th April 2014, you will be asked to change your password for the first time. You will be asked to change your password every 90 days.

You will then be asked to enter a new password:-



You will be asked to enter your current password and to then enter a new password. You will be asked to re-confirm your new password and this must match otherwise you will receive and error:-



Passwords must conform to a number of standards

Your password must be at least 7 characters long

Your password must be alpha numeric (a mix of numbers and letters)

Your password may not be the same as a password you have used in the past.

Your password must include a mix of different case letters.

Your password must include at least one special character. This may include (but not limited to): !£$%&*@<>

Below are some examples of the errors you may see if your new password does not conform to the new standards:-





Your password will become invalid if you enter it incorrectly a number of times. If this is the case, your account will be locked for 24 hours before you can try again. You can override this wait period by asking your agency administrator to re-set your password.

Your account may be locked by Travelport if there is any suspicion of misuse. In this scenario, you will need to raise a helpdesk ticket to your local Travelport helpdesk to help you resolve this issue. You will also be asked to provide supporting documentation about your Travelport affiliation before your account will be unlocked.



Lost Login/Password Please check that the login name you are using is in fact the login name as configured on your account. This is not necessarily your e-mail address. You may reset your password as a user or alternatively please contact your Rooms and More administrator in your agency who will be able to advise you of your login name and reset your password if required. If neither of these options work, please log a ticket with your local Travelport helpdesk who will be able to assist you further in this matter. As a user: On the home page select the ‘Forgot your login or password option’



Provide your Login or email address and click Start recovery. Note: If you are unsure of your login please use your e-mail address.



An email similar to the one shown below will be sent to the email provided.

Once the e-mail is received please click the link in the e-mail and change the password. As an Agency Administrator: For agency administrators, the latest version of Rooms and More has the ability for the agency administrator to view the login name of a sub-account and set a password for any user sub account. Navigate to the user accounts page and then from the user accounts list select the appropriate sub-account and click the actions icon.

Tip: If you do not receive an email within minutes, check your spam filters and

junk email folders.



Within the sub account the administrator can do the following:

1. Advise the user of their login name. 2. Reset the user password. 3. Use the slide to make a user active or inactive.



Sign In to Travelport Rooms and More™

Once an account has been created, signing in to Travelport Rooms and More™ is achieved by completing the My login ID and Password fields and then clicking OK to proceed to the Travelport Rooms and More™ home page.



Marketing fee Payments

How and when do I receive my marketing fee? Travelport will pay you a marketing fee for each booking made with a provider† via Rooms and More, provided that booking is not subject to a cancellation or no-show.

An estimated amount will be shown at the time the booking is made, however you acknowledge that this is an estimate only based on rates and amounts at that point in time, and not a guarantee of the marketing fee you will receive.

At the end of each month, Travelport will receive all such fees across all providers, and reconcile these against your bookings, across all providers. The actual amount due to you for your bookings is calculated at this point, taking into account any cancellations, changes in length of stay, number of travellers, changes to rate/room type, or any other additional items that may impact the amount you are paid.

Only those bookings, where we have received payment from the provider and where the traveller’s stay dates have passed, and there has been no cancellation, will be reconciled for payment. For example:- A booking made on June 24, with a stay on July 20th. The traveller stays (the booking is consumed) - therefore the booking will be processed for marketing fee on August 1st. Typically payment will then be made into PayPal accounts around 45 days later. The actual amount is calculated at the time, and Travelport will, upon reconciliation, distribute these funds in your bank account, via cheque or in your PayPal account. Unless Travelport receives, and pays, the amount owed in your local currency, your final amount, in your local currency, may fluctuate dependent on PayPal's exchange rates at the point at which the funds are withdrawn from your PayPal account into your local bank account.

Sample statement/self-billed invoice Agencies will receive a self-billed invoice from Travelport via e-mail each month reflecting the above. The self-bill shows a summary of payments by provider. Agencies are directed to Travelport Rooms and More™ for a full breakdown. This is contained in the booking history.

†Please note that providers discussed in this document do not include GDS content. All GDS bookings made against Travelport GDS content in Travelport Rooms and More™ will have

commission paid directly by the Hotels as with the current GDS process.



Travelport uses self-billed invoicing for Travelport Rooms and More™ therefore please ensure that you comply with tax and legal requirements relevant for your Country

Payment methods Payments will be made by bank transfer, cheques or via the PayPal Mass Pay Product Bank transfer/cheque is: The preferred method of payment for travel agencies Available to Travelport GDS travel agencies in eligible markets Payment by bank transfer/ cheque is made according to bank details held by Travelport.



In some instances if Travelport does not hold the agency’s bank/ payment details the Travelport’s Accounts Payables team will contact the agency to provide. With payment by bank transfer/ cheque the travel Agency can benefit from payment directly in local currency at no extra cost (with some exceptions for cross border countries) PayPal Mass Pay is: A quick, efficient and flexible way for Travelport Rooms and More™ to be able to send funds across a vast number of countries globally. An easy and inexpensive means for agents to receive their marketing fees. These next few pages provide a step by step example, outlining the process for agents receiving their marketing fees. We send payments in batches to all agency PayPal accounts who are owed marketing fee.

There is a nominal fee associated when using Mass Pay to send payments. This fee is 100% borne by Travelport Rooms and More™.



PayPal user guide

How Travelport will be sending marketing fees

Whilst Travelport Rooms and More™ sends marketing fees automatically, this screen is an example of the process we use when sending marketing fees:

• We select the country we are paying to, the amount, and the currency we are sending it in.

• At this point in time, we will be sending funds in 1 of 4 currencies: o USD o Euro o GBP o SGD



After funds have been successfully sent, all agents/agencies being paid will receive an email notification from PayPal alerting them that their payment has arrived. Upon receipt of the email, Agencies can determine how they would like to receive the funds.

How agents receive and withdraw marketing fees

Upon login, agents will see that they have received a new payment. Agents are able to choose what they do with this payment:

• Accept/Decline • Accept in the currency it was sent in (1 of 4 that Travelport Rooms and More™

sends it in) • Accept in local currency (agents are free to choose when they convert to local

currency).





Having accepted their funds, Agencies are able to see the details of the transaction, including the exchange rate used for conversion into local funds. Agencies are then able to withdraw their funds. If Agencies need to withdraw from their PayPal account into an account in a different currency, the PayPal exchange rate is used to calculate the conversion: All banks apply a premium on top of the market exchange rate, typically in the neighbourhood of 4%, plus wire/service fees. PayPal applies only a 2.5% premium and no additional fees, resulting in ~40% cost saving over other alternatives.



Creating a PayPal account

• Travelport Rooms and More uses a product of PayPal’s called “Mass Pay” which allows Travelport to send out payments to account holders in batches, after all marketing fees from all providers have been consolidated.

• A PayPal account is required to receive marketing fee, and therefore, if the user does not have an existing account, they will need to create one.

• To create a PayPal account, visit http://www.paypal.com – Upon arrival, select “Sign Up” – On the next page:

• Agencies may use a Personal PayPal account for receipt of marketing fee

• Agencies may use a PayPal Business Account. – For level 1 Countries, when creating a Business Account, after arriving

on the next page, select the “Web Payments Standard” product from the drop down, and proceed. Complete all information.

– For level 2 Countries, complete all information as instructed on the screens.

– A PayPal account needs to be linked to the bank (or method as per the options provided) where the marketing fee funds are to be sent, but can be set up at a subsequent date.

More information on PayPal

https://www.paypal.com/in/cgi-bin/webscr?cmd=_display-approved-signup-countries-outside https://www.paypal.com/us/cgi-bin/webscr?cmd=_display-country-functionality-outside



https://www.paypal.com/in/cgi-bin/webscr?cmd=_display-approved-signup-countries-outside




https://www.paypal.com/us/cgi-bin/webscr?cmd=_display-country-functionality-outside

https://www.paypal.com/us/cgi-bin/webscr?cmd=_display-country-functionality-outside



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Documents

Travelport Rooms and More Full User Guide · PDF fileThe agent details (Pre-sets) are the title, first and last name (Surname) of the agent for ... Note: Amadeus, Abacus or Sabre Select