electronic miscellaneous document qr emd distribution ... · electronic miscellaneous document qr...

Electronic Miscellaneous DocumentQR EMD Distribution Guidelines

Guidelines for Travel AgenciesEffective from 11th May 2015

Note to Airlines:

The aim of this document is to describe all EMD services opened to Travel Agencies by theAirline QR. Your EMD services distribution policy will be valid for all Travel Agencies,worldwide, meaning that this file has to be prepared only one time. These guidelines will betherefore communicated to all ACOs in which you have requested to be EMD distributed.

Please keep in mind that this document is only a template / proposal. Please feel free toadapt it to your specific situation and to change everything according to your needs.

Amadeus Central - EMD Implementation Team

QR EMD distribution guidelines - Amadeus template proposal for Airlines

3

INDEX

WHAT IS AN EMD? ..............................................................................................................................................4What is the difference between an Associated versus a Standalone EMD?.......................................... 4How to Create Chargeable Services in the PNR Depending on the EMD Type .................................... 4What are RFICs/RFISCs? ...................................................................................................................... 5How RFICs/RFISCs are used in the EMD TSM ..................................................................................... 5What is the EMD Coupon Structure?...................................................................................................... 5When to use an SVC Segment............................................................................................................... 5When to use an SSR Element ................................................................................................................ 6Travel Agencies not yet using EMD........................................................................................................ 6

SERVICE 1 (SERVICE CODE ON 4 CHAR) ........................................................................................................7A. Service description and purpose ...................................................................................................................7

B. detailed EMD flow..........................................................................................................................................7

1/ Initial PNR ........................................................................................................................................... 72/ Booking ............................................................................................................................................... 73/ Pricing ................................................................................................................................................. 74/ Issuance.............................................................................................................................................. 75/ EMD display (EWD)............................................................................................................................ 86/ Other Airline’s specificities (if applicable) ........................................................................................... 8

SERVICE 2 (SERVICE CODE ON 4 CHAR) ........................................................................................................9A. Service description and purpose ...................................................................................................................9

B. detailed EMD flow..........................................................................................................................................9

1/ Initial PNR ........................................................................................................................................... 92/ Booking ............................................................................................................................................... 93/ Pricing ................................................................................................................................................. 94/ Issuance.............................................................................................................................................. 95/ EMD display (EWD).......................................................................................................................... 106/ Other Airline’s specificities (if applicable) ......................................................................................... 10

SERVICE 3 (SERVICE CODE ON 4 CHAR) ..................................................................................................... 11A. Service description and purpose ................................................................................................................ 11

B. detailed EMD flow....................................................................................................................................... 11

1/ Initial PNR ......................................................................................................................................... 112/ Booking ............................................................................................................................................. 113/ Pricing ............................................................................................................................................... 124/ Issuance............................................................................................................................................ 125/ EMD display (EWD).......................................................................................................................... 136/ Other Airline’s specificities (if applicable) ......................................................................................... 13

…

EMD SALES CANCELLATION (VOID) ............................................................................................................. 14EMD REFUND.................................................................................................................................................... 27EMD EXCHANGE (REISSUE) ........................................................................................................................... 29List of EMD entries ........................................................................................................................................... 30


4

WHAT IS AN EMD?

EMD stands for Electronic Miscellaneous Document. An EMD allows you to sell and track the usage ofcharges, for example excess baggage charges, change fees and a residual value. The EMD is the solutionfor all fees collected outside a ticket. It will replace all existing virtual miscellaneous documents and IATAVMPDs by end 2013.

Please keep in mind that EMD is basically an empty (but secure) shell that has to be priced manually.EMD automatic pricing is anyhow possible with the Amadeus Ancillary Services solution or withAmadeus Ticket Changer. These solutions are not included in the IATA EMD solution and are soldindependently of EMD. This document deals therefore with EMD only.

What is the difference between an Associated versus a Standalone EMD?

There are two types of EMDs, the standalone EMD (EMDS) and the associated EMD (EMDA)that can be associated to e-ticket coupons. The two types differ in their behaviour and usage. Here are themain characteristics:

Standalone EMD (EMDS) Associated EMD (EMDA)

A standalone EMD is issued for aresidual value or the collection ofmiscellaneous charges that are notlifted with an e-ticket coupon. Forexample group deposits and changefees.

The standalone EMD can consist of asingle or multiple value couponsdepending on airline backgroundsettings.

It can be issued in connection withindividual e-ticket coupons or an e-ticket.

It can be linked with an e-ticket forreference.

It can be consumed at issuance or usedat different stages.

It has no interaction with the airlinesystems (reservation systems andDCSs).

An associated EMD is issued for the collectionof miscellaneous charges and excess baggagecharges that are lifted (considered used) at thesame time as the e-ticket coupon. For example,sports equipment and excess baggage.

The associated EMD can consist of a single ormultiple value coupons that are directly linked toindividual flight coupons.

Each EMD coupon that is associated to an e-ticket is referenced in the e-ticket record withthe corresponding e-ticket coupon.

The carrier and the routing of the EMDA and thee-ticket coupons must match.

An EMDA can be automatically or manuallyassociated or disassociated.

Only airline agents can manually associate anddisassociate EMDAs.

The EMDA's final usage depends on the e-ticketcoupon it is associated to, providing it does notbecome disassociated.

How to Create Chargeable Services in the PNR Depending on the EMD Type

To create a chargeable service or fee for which you want to issue an EMD, you can either enter a SpecialService Request (SSR) element in the PNR for EMDs that are associated to a flight segment (EMDA) or aManual Auxiliary Segment (SVC) for EMDs that are not associated to a flight segment (EMDS).


5

What are RFICs/RFISCs?

An RFIC is a Reason-For-Issuance Code (coded on 1 character, example: A, C, …). It defines which groupof services an EMD belongs to. The RFICs are compliant with the IATA standard. An RFIC can have multipleReason-For-Issuance Sub-Codes (RFISCs) coded on 3 alphanumeric characters (examples: 0BT, 99I, …).The RFISCs are airline-specific, even if some ATPCO recommendations do exist.

How RFICs/RFISCs are used in the EMD TSM

When you create an EMD Transitional Stored Miscellaneous (TSM) document or EMD pricing record, theRFIC and RFISCs and their description are automatically filled in the EMD TSM.

All services contained in an EMD belong to the same reason for issuance.

An EMD may contain only one RFIC but several RFISCs for different services or fees. Each EMD coupon isbased on the RFISC.

An EMD cannot contain both chargeable special service requests (SSRs) and manual auxiliary segments(SVCs) in one TSM. The system automatically performs a split when the EMD TSM is created.

On the next page you can find different EMD Reason for issuance codes (RFIC) and Reason for issuancesub codes (RFISC).

If the RFIC is the same, on same EMD there can be different RFISCs:

EMD:Coupon Service

codeRFIC RFISC

OULHEL PETC C 0BTHELSTO PETC C 0BTSTOHEL AVIH C 0BSHELOUL AVIH C 0BS

Note that one EMD cannot contain services created from SVC and SSR elements.

If in addition to services above passenger has XBAG STOHEL & HELOUL, that would have to be issuedon separate EMD because there can only be one service/flightsegment on same EMD.

What is the EMD Coupon Structure?

An EMD may contain up to 16 coupons, where up to four coupons can have the same EMD number. If anEMD contains more than four coupons, a conjunction EMD will be issued (up to four document numbers).

The EMD coupon status indicates the current usage of the service or fee. When an EMD is associated to ane-ticket, the coupon status change of the e-ticket and the EMD coupons are partly synchronized(intermediate statuses do not come over from e-ticket to EMD).

When to use an SVC Segment

For standalone services that do not need to be associated to a flight segment, you enter an auxiliarysegment in the PNR.

This type of auxiliary service segment must be entered with an HK action code (confirmed) and it can beassociated to one passenger only.


6

The system creates a service segment (SVC) that is not sent to the airline system and not transmitted to theairline's Departure Control System (DCS). This means that it is not taken into account for reservation orbooking purposes by the airline.

When to use an SSR Element

If you want to book a special service that is associated to a flight segment, excess baggage or sportsequipment, for example, you can use a Special Service Request (SSR) element. Service must beconfirmed before EMD can be issued based on SSR element.

When Travel Agent exchanges e-ticket coupon that has EMD-A attached to it, EMD is automaticallydisassociated. Travel agency must contact Airline 1st level Ticketing Help Desk in case EMD-A needs to bereassociated to another ticket or needs to be refunded.

Travel Agencies not yet using EMD

Amadeus Travel Agencies who are not using EMD yet, can see EMD FA element in the PNR, but they arenot able to display EMD. At the end of the FA element agent can see from which element the EMD has beencreated and that gives the hint of what EMD has been issued for.


7

SERVICE 1

PYMT – Deposits And DownpaymentsA. Service description and purposeThis SVC code is intended to be used for any Group deposit other than deposits related to QRHolidays. This EMD is a Stand-Alone EMD (EMD-S).

B. detailed EMD flow

1/ Initial PNR- Please refer to Point 2/.

2/ Booking- IU QR NN1 PYMT – 25% DEPOSIT FOR ABC GROUP PNR/XYZABC

3/ Pricing- Manual TSM-P update is required.

4/ Issuance- EMD status at issuance time should be “O” – OPEN for use.


8

5/ EMD display (EWD)

6/ Other Airline’s specificities (if applicable)- All QR EMDs are non-interlinable.- The EMD needs to be forwarded to QR’s Station Group Desk for further action.- Exchange/Reissuance of EMD is permitted for the same service only.- Exchange/Reissuance is permitted to equal or higher amount and not a lower one.- Maximum value of an EMD should not exceed USD10,000 (Approved by HQ Finance AR

team).


9

SERVICE 2

QRHD – QR Holidays DepositA. Service description and purposeThis SVC code is for Deposits related to any QR Holidays transaction. This EMD is a Stand-AloneEMD (EMD-S).


1/ Initial PNR- Please refer to point 2/.

2/ Booking- IU QR NN1 QRHD – DEPOSIT FOR BRAZIL PACKAGE

3/ Pricing- Manual TSM-P update is required.- All details about the package is required to be entered in the Document remark and Couponremarks.

4/ Issuance- EMD status at issuance time should be “O” – OPEN for use.


10


6/ Other Airline’s specificities (if applicable)- All QR EMDs are non-interlinable.- The EMD needs to be forwarded to QR Holidays if the Agent is in DOH or to the nearest

QR Sales office outside DOH for further action.- Exchange/Reissuance of EMD is permitted for the same service only.- Exchange/Reissuance is permitted to equal or higher amount and not a lower one.- Maximum value of an EMD should not exceed USD10,000. (Approved by HQ Finance AR

team)


11

SERVICE 3

XBWT – Excess Baggage Weight ConceptA. Service description and purpose

This RFISC is an SSR code for Excess Baggage where the Weight Concept applies. This EMDcan only be issued for flights operated by QR and QR flights booked with a QR prefix. Since thisEMD is an associated one, interlining is out of scope. This EMD is an Associated EMD (EMD-A).This excludes all sporting equipment.


1/ Initial PNR

2/ Booking- SR XBWT NN1-10KGS/S2/P1- SR XBWT NN1-5KGS/S3/P1


12

3/ Pricing- Manual TSM-P update is required.

4/ Issuance- EMD status at issuance time should be “O” – OPEN for use and associated to an E-ticket.


13


6/ Other Airline’s specificities (if applicable)- All QR EMDs are non-interlinable.- QR EMDs may not be issued for QR prefixed flights operated by an OAL.- QR EMDs may not be issued for flights Marketed by OAL and operated by QR- QR EMDs may not be issued in connection with an OAL document even though the flight is

operated by QR with a QR prefixed flight number.- Exchange/Reissuance of EMD is permitted for the same service only.- Exchange/Reissuance is permitted to equal or higher amount and not a lower one.- If the passenger is not using the EMD, it is mandatory to disassociate the EMD from

the e-ticket as the EMD coupon would be marked as flown along with the e-ticketcoupon and no refund will be allowed on such used EMD.

- Total Excess baggage is subject to acceptance at check-in.


14

SERVICE 4

XBPC – Excess Baggage Piece ConceptA. Service description and purposeThis RFISC is an SSR code for Excess Baggage where the Piece Concept applies. This EMD canonly be issued for flights operated by QR and QR flights booked with a QR prefix. Since this EMDis an associated one, interlining is out of scope. This EMD is an Associated EMD (EMD-A).This excludes all sporting equipment.


1/ Initial PNR

2/ Booking- SR XBPC NN1-1PC/S2/P1- SR XBPC NN1-1PC BETWEEN 23-32KGS/S3/P1


15

3/ PricingTwo TSM-Ps will be required as the types of Excess baggage requests for Segment 2 & 3 aredifferent. The TSM-P for Segment 2 is for 1 PC of baggage within 23Kgs. The TSM-P for Segment3 is for a baggage which is overweight between 23-32 Kgs. These are to be priced manually.

The First TSM-P for 1 PC of Excess Baggage…

The Second TSM-P for the Overweight Excess Baggage between 23-32Kgs…



16


The First EMD for 1 PC of Excess Baggage…

The Second EMD for the Overweight Excess Baggage between 23-32Kgs…


17


operated by QR with a QR flight number.- Exchange/Reissuance of EMD is permitted for the same service only.- Exchange/Reissuance is permitted to equal or higher amount and not a lower one.- If the passenger is not using the EMD, it is mandatory to disassociate the EMD from


- Total Excess baggage is subject to acceptance at check-in.


18

SERVICE 5 AVIH – Animal in hold & PETC – Pet in Cabin

A. Service description and purposeBoth these RFISC have to be added using the SSR code, i.e.; AVIH & PETC. These SSRs are notauto confirmed. These SSRs are not auto confirmed. Agents need to contact their nearest QRoffice to complete all formalities related to AVIH & PETC. These EMDs can only be issued forflights operated by QR and QR flights booked with a QR prefix. Since this EMD is an associatedone, interlining is out of scope. This EMD is an Associated EMD (EMD-A).


1/ Initial PNR

2/ Booking- SR AVIH NN1-1DOG IN KENNEL DIM 108 X 70 X 78CMS TTL WT 32KGS BREED-

DOBERMAN/S2/P1

Note:- Similar to AVIH, the same process may be followed for PETC.- QR only allows Falcons as PETC.- Complete all formalities related to AVIH or PETC and have the SSR segment confirmed

prior to issuance of the EMD.


operated by QR with a QR flight number.

All Travel Agents are requested to issue an EMD-Susing service code PYMT, RFISC 997 for Depositand downpayments and forward it to the nearestQatar Airways office to exchange the EMD for the

appropriate service related to ”Animal in Hold”& ”Pet in Cabin”.

This is a temporary setup for the transition periodof service automation process for Travel agents

rollout; which is now progressing on testingphases. We apologise for any inconvenience

caused.


19

- Exchange/Reissuance of EMD is permitted for the same service only.- Exchange/Reissuance is permitted to equal or higher amount and not a lower one.- If the passenger is not using the EMD, it is mandatory to disassociate the EMD from


- Animal in Hold (AVIH)The following animals shall not be accepted: Animals younger than eight weeks and/or fragile Primates that are being carried for research purposes Female with suckling young without a veterinary certificate stating that both mother andyoung one are fit to travel Cats and dogs more than six weeks pregnant without a veterinary certificate stating thatthe animal is fit to travel and there is no risk of birth during the journey Rodents such as mice, rats, marmots, rabbits are not allowed as checked baggage (onlyas cargo) certain breeds of dogs and cats (see below), as these animals, variably, are susceptible toincreased risk of heat stroke (when exposed to stress or temperatures above 21° C):

The above-mentioned list is subject to changes. The restriction applies mainly onpure breeds.

- Pet in Cabin (PETC) : QR only allows Falcons as PETCFalcons may be accepted in the passenger cabins of all Qatar Airways aircraftsubject to the following conditions:

a. Passenger(s) wishing to carry falcon(s) in the aircraft cabin may do so only ineconomy class.

b. Only one falcon may be carried per passenger in the economy class cabin.

c. A maximum of six (6) falcons (passenger cabin - economy class) may beaccepted on any Qatar Airways flight.

d. Falcons shall always be hooded when carried in the passenger cabin.

e. Falcons shall have a valid health certificate and entry permit accordingto the requirements of the countries of entry or transit. Refer to customsregulations (TIM) of the state concerned on the carriage of falcons and itsembargo period(s), if any.

f. Falcons will be carried in the passenger cabin at the owner’s risk.

g. A chain or cord shall be attached to a leg of each bird. The other end of thechain or cord shall be securely fixed to the handler, to prevent the bird fromflying while in the cabin.


20

SERVICE 6 BIKE – Bike GOLF – Golf Equipment FISH – Fishing Equipment SKIE – Ski Equipment SPEQ – Sporting EquipmentA. Service description and purposeAll the above RFISC have to be added using the SSR code. These SSRs are not auto confirmed.To have these SSRs confirmed Agents need to contact their nearest QR office to complete allformalities related to the type of service. These EMDs can only be issued for flights operated byQR and QR flights booked with a QR prefix. Since this EMD is an associated one, interlining is outof scope. This EMD is an Associated EMD (EMD-A).


1/ Initial PNR

All Travel Agents are requested to issue an EMD-Susing service code PYMT, RFISC 997 for Deposit and

downpayments and forward it to the nearest QatarAirways office to exchange the EMD for theappropriate service related to ”Bike”, ”Golf

Equipment”, ”Skie Equipment”, ”FishingEquipment”& ”Sporting Equipment”.

This is a temporary setup for the transition period ofservice automation process for Travel agents

rollout; which is now progressing on testing phases.We apologise for any inconvenience caused.


21




The most commonly accepted Sporting Equipment are listed below. It is not limited tothe below list:

- Bicycle (BIKE)a. Bicycles shall be adequately packed by the owner.b. A strong cardboard box is considered suitable packing. This box will protect the bicycle and the baggage of the other passengers. Bicycles accepted at check-in packed in other material

c. Though this is not mandatory, the tires may be deflated if deemed necessary forloading.

d. Handlebars shall be turned lengthwise make the baggage less bulky and easierto load.

The pedals shall be removed

- Fishing Equipment (FISH)a. Fishing equipment normally consists of two rods, one reel, one landing net, one pair of

fishing boots and one fishing tackle box.b. Fishing equipment shall be adequately packed by the owner.

- Golf Equipment (GOLF)a. Golf equipment is defined as a golf bag containing a set of clubs and a pair of golf

shoes.b. Golf equipment shall be adequately packed by the owner.

- Ski Equipment (SKIE)a. Snow ski equipment is defined as: one pair of skis, one pair of ski poles, one pair of boots, or one snowboard, one pair of boots

b. Water ski equipment is defined as: one pair of standard water skis, or one slalom water ski

All ski equipment shall be adequately packed by the owner.

- Surfboard, Windsurfing Equipment, Kayaksa. Qatar Airways shall accept wind surfing boards and kayaks as baggage provided that:

they are less than 3 m the mast / sail is detachable and collapsibleb. Passengers wishing to take wind surfing boards or kayaks of greater length shall be

referred to Qatar Airways Cargo Department.c. Surfing equipment and kayaks shall be adequately packed by the owner.


22

- Scuba Diving Equipmenta. Diving equipment normally consists of a suit, vest, socks, mask, shoes, torch, webs,

knife, oxygen cylinder and a regulator.b. Diving cylinders shall be: empty adequately packed

- Trekking EquipmentTrekking equipment shall be adequately packed by the owner.


23

Service 7

WEAP – Sporting firearmsA. Service description and purposeAll the above RFISC have to be added using the SSR code. This SSR is auto confirmed,however Agents are required to adhere to QR policies and procedures with regards toSporting Firearms. They may contact the nearest QR office for more details. This EMD can onlybe issued for flights operated by QR and QR flights booked with a QR prefix. Since this EMD is anassociated one, interlining is out of scope. This EMD is an Associated EMD (EMD-A).


1/ Initial PNR

2/ Booking- SR WEAP NN1-TTL7KG/1SPORTING ARCHERY SET/S2-3/P1


24

3/ Pricing- The TSM-P is required to be priced manually…




25




- Sporting Firearms (WEAP)The classification of a sporting weapon may depend on the circumstances and intention of the use ofthe weapon, such as certification to a sporting competition or specifications on the firearm’s licenseas to the use of weapon. Should there be any doubt on whether a firearm is a sporting weapon ormunitions of war, guidance shall be sought from nearest QR Office who will be able to assist youwith necessary information from QR safety and security team.

a. Loaded firearm: A loaded firearm means a firearm, which has a live round ofammunition, cartridge, detonation or powder in the chamber or in a clip, magazine orcylinder.

b. Sporting weapons: There is no internationally agreed definition of sporting weapons.The classification of a sporting weapon may depend on the circumstances and intentionof the use of the weapon, such as a certification to a sporting competition orspecifications on the firearm’s license as to the use of the weapon.

c. All ammunition shall be carried in the aircraft hold as checked baggage only, with priorapproval of Qatar Airways. Such ammunition shall consist of small arms ammunition forsporting purposes only, excluding ammunition with explosive or incendiary projectiles,both of which are totally prohibited for carriage by air.

d. The maximum gross weight of the ammunition must not exceed 5kgs per passengerand must not be combined into more than one package.


26

EMD SALES CANCELLATION (VOID)- QR’s policy is to VOID the EMD on the same day of issuance same as in case of an

Electronic Ticket and the status of the EMD should be “O” – OPEN for use.

OR


27

OR


28

EMD REFUND- QR EMD is refundable only if the status of the EMD is “OPEN” and within 364 days from

date of issue.


29

EMD EXCHANGE (REISSUE)- Exchange/Reissuance of EMD is permitted for the same service only.- Exchange/Reissuance is permitted to equal or higher amount and not a lower one. In case

of a lower amount please contact your nearest QR Sales Office for reissuance.


30

List of EMD entries

IU SVC creationSR SSR creation

EGVD/CXX Display available EMD airlines in XX countryEGCD/VYY Display available countries for an airline

EGSD/VYY Display list of EMD services offered by anAirline and details for each of them

TMC/VYY Manual creation of TSM-P, V= validating carrier– YY = Airline Code

TMI TSM-P updateTQM TSM-P displayTMX Delete TSM-PTMF Remove change flagTMH Display historyTTM EMD issuance

EWD EMD displayEWH EMD history display

TRF EMD refundTRFU EMD refund updateTRFP Refund validationTRFIG Cancellation of refund processTRDC Cancellation, voiding

EMR EMD reprint

electronic miscellaneous document qr emd distribution ... · electronic miscellaneous document qr...

Documents