Welcome to SABRE and Evolvi

Version 1.2 Date: 19 August 2014 Author: Alison Shuttle

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Contents Hi and Welcome to Sabre at Avocet ....................................................................................................... 2

Avocet Travel Management .................................................................................................................... 2

Sabre ....................................................................................................................................................... 2

Let’s start the day ................................................................................................................................... 3

Keys ..................................................................................................................................................... 3

To Start ................................................................................................................................................ 3

Queues ................................................................................................................................................ 4

PNR Building ............................................................................................................................................ 5

Ticketing ................................................................................................................................................ 13

Revalidations and Reissues ................................................................................................................... 15

REFUNDS ............................................................................................................................................... 24

Partial Refunds .................................................................................................................................. 30

Alternative refund entries are as follows: ........................................................................................ 32

Tax Only Refunds .............................................................................................................................. 33

VOIDS .................................................................................................................................................... 36

APIS ....................................................................................................................................................... 37

BOSS ...................................................................................................................................................... 38

Invoicing ................................................................................................................................................ 39

Air Ticket – BSP Invoicing .................................................................................................................. 39

Ancillary Services .............................................................................................................................. 40

Hotel bill back ................................................................................................................................... 41

Hotel Direct Payment ........................................................................................................................ 42

Rail bookings ..................................................................................................................................... 43

How to use the company credit card ................................................................................................ 44

Evolvi ..................................................................................................................................................... 45

Document Control................................................................................................................................. 53

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Hi and Welcome to Sabre at Avocet Well you’ve done it! You’ve made the leap into something new and exciting, and we’re here to help you. This little handbook is just the start of your journey with Annie the Avocet and Sabre. You can request the full Sabre Handbook if you wish as this will give you the Galileo/Sabre formats. But for speed this little handbook should get you going.

Avocet Travel Management As you know Avocet Travel Management is part of the Tzell group and as such we have access to Tzell UK and Tzell US and their fares and Sabre system. Below are the IATA and pseudo city codes you need. If using a Global Distribution System (GDS) is new to you, please don’t be afraid to call us and ask for help. We’re here to help and we want to help. We want your business to grow and that is only possible with help. IATA UK 91280630 Pseudo UK S6DF IATA US 33904194 Pseudo US P4BF

Sabre This will seem like a massive change for you, moving from GAL or Amadeus to Sabre. I know what you’re thinking - ‘I’m never going to get the hang of this, this it too hard’. - It is hard, it is different, but I promise - you will pick it up in no time. By the end you’ll be thinking ‘Wow that was easier than I thought’! The following pages will give you a brief insight into the Sabre entries and how to get working: making bookings, checking your queues, checking fares and issuing tickets, things you do every day and need to know quickly. As well as these entries you have Format Finder on Sabre (this will become your friend), and this is full of lots and lots of entries that you may use just once or a couple of times, but always useful and handy.

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Let’s start the day So let’s begin with the Start of Day.

Keys Here are the shortcuts keys that will save you a lot of time in using the system: ‡ Cross of Lorraine – This will be the ‘@’ button on your keyboard

PF Keys List of keys that can be used to enter information quickly.

F1 Sign in F2 Assign your printers F3 7TAW/ F4 OTH entry F5 FP Line – to start ticketing F6 OCH – add the fee F7 PO – add purchase order/booker’s name F8 Savings – add the savings codes F9 ACC Line – add an accounting line for low cost carriers F10 APIS F11 Bespoke – BA nett fare, when using only BA flights F12 Bespoke 2 – BA nett fare but when needing to segment relate Some of these keys only need one entry; others are multiple entries that require the use of the ‘field’ key. This is the key to the left of the number 1 key.

To Start

SI*00 Sign in details – this will be assigned to you – F1 Key

PASSWORD Password – this will also be assigned to you. After the first password you will choose your own

PPS1 Assign printer – F2 Key W*AT Assign Printer – F2 Key – This needs to be

done on each Sabre screen that you work on.

SO* Sign out at the end of the day

Everything you see typed in RED is a variable, entries that change as you use Sabre.

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Queues

You will be assigned a queue number, please make sure you check your queues regularly throughout the day. The Avocet queue numbers start at 155 Mark Sale 156 Neil Mewes 157 Alison Shuttle

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PNR Building

With a STAR Below are some step-by-step instructions for building a PNR with a STAR (your clients personal profile) :

123MARLONNYC Availability

123MARLONNYC¤BA Takes you into the airlines own content so you can see the full inventory

1* More Availability

1R26MAR‡BA Return flight availability on BA, miss the cross and airline if not required

01Y1 Book Flight

01Y1LL Waitlist a flight

N*ABC-MEWESN Bring up Star with profile NM

Now Move STAR

Check for seating and special meal requirements

*R Retrieve your booking 4G1*

Allocate a seat with seat map

4GA/W Allocate general window seat *B to display seat (*P4 – for Eurostar) WP WPA WPA*09

Will Price (quote fare) To see other fare types To book the other fare type. This is mainly for Eurostar

WPNC Will Price Nice and Cheap in same cabin class WPNCB Will Price Nice and Cheap and Book in same cabin class WPITMM10‡XP‡PV

Entry for the BBESPOKE fare from BA

WPITMM10‡S1/3‡XP‡PV Segment select BBESPOKE entry 3OSI BA MMKT.BBESPOKE Must be entered whenever a BBESPEOKE fare is used PQ Price Quote (to store fare) PQM-

Price Quote (non-storing)

7TAW/ Ticket time limit – F3 key

Before we start with the entries for making a booking. Can I please ask you to add as many notes as you can, so anyone looking after your bookings and queues can easily tell what is going on in your booking. Treat the notes (5H-) as a book and note everything down.

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901737763421

Phone field

5 Remarks – Free format 5H- Remarks are added to the history of the PNR

5HR- Hide remarks, i.e. Notes you don’t want the airline to see. These remarks will not go into the history of the PNR if cancelled

6Neil Mewes Booker’s name PE‡Enquiries@Avocettm.co.uk‡

Enter our email address so that the booking can be accessed on Virtually There

ER End Booking EMR End and email booking CTRL P Print the PNR

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With NO STAR This is pretty much the same as building a PNR with a STAR, below are the differences (highlighted):

123MARLONNYC Availability 123MARLONNYC¤BA Takes you into the airlines own content so you can see the full

inventory 1* More Availability 1R26MAR‡BA Return flight availability on BA, miss the cross and airline if not

required 01Y1 Book Flight 01Y1LL Waitlist a flight N*AVOCET Load house STAR FFBA123456-1.1 Frequent Flyer numbers FFBA123456/AA-1.1 Associated Airlines NM Now Move STAR 4G1* Allocate a seat 4GA/W Allocate general window seat *B to display seat (*P4 – for Eurostar) WP WPA WPA*09

Will Price (quote fare) To see other fare types To book the other fare type. This is mainly for Eurostar

WPNC Will Price Nice and Cheap in same cabin class WPNCB Will Price Nice and Cheap and Book in same cabin class WPITMM10‡XP‡PV Entry for the BBESPOKE fare from BA WPITMM10‡S1/3‡XP‡PV Segment select BBESPOKE entry 3OSI BA MMKT.BBESPOKE Must be entered whenever a BBESPEOKE fare is used PQ Price Quote (to store fare) PQM- Price Quote (non-storing) F3 (7TAW/) Ticket time limit 901737 763421 Phone number 5 Remarks – Free format 5H- Remarks are added to the history of the PNR 5HR- Hide remarks, i.e. Notes you don’t want the airline to see 6Neil Mewes Booker’s name PE‡Enquiries@Avocettm.co.uk‡ Enter our email address so that the booking can be accessed on

Virtually There ER End Booking and retrieve EMR End and email booking CTRL P Print the PNR

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Low Cost Carrier Bookings Whether it’s Easyjet, Ryanair, Aer Lingus or any other non Sabre air booking you will need to build your PNR with the star if you have one. Make your low cost carrier booking on the website. Then do the following: 123MARLONAMS Usual availability entry 01Y1YK Adding YK at the end gives you your passive

segment

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The system will return the following

You have now YK’d your low cost carrier booking into your PNR. Your PNR will now look like this. You now need to insert your booking reference for the low cost airline. The F4 key will begin your entry as follows:

To insert this line above your YK sectors you use the following entry /0/2

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Your PNR will now look like this:

You now need to add your accounting line – F9 key. To be able to invoice out your low cost booking you must enter the entry below.

How easy was that!

Extra entries that may be useful WPS1/4 Price segment select WPNCB‡S1/2 To Price and Book with segment select WC1M To change booking class WPRQ Price and Store WPRD* See all fare rules from WP entry WPRD*C16 See penalty notes from WP entry WPRD*S1‡C16 See penalty notes for segment 1 from WP entry WPA To see all fare levels PQD1 Delete stored fare 1 PQDA Delete all fares DC ‡EUR119/GBP Currency conversion T*NYC Display time in a specific city T¤ETNYC/NRT Calculate the time difference between two cities T¤ET1400YYZ/LHR Calculate the time of one city based upon the time of another ICAPD Ignore and clone an itinerary and passenger data fields

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Ancillary Booking Entries

HOTMAN/20MAR-22MAR1/N-Midland Hotel availability HOTMAN‡TL7/20MAR-22MAR1/N-MIDLAND Access to Tzell/Travel Leaders rates HOD*1 Rates for hotel line 1 HRD*1 Rate rules for room type 1 0H1‡1/GAX123456789exp 12 15-Gray/ID-Hotel card Sell 1 room line 1 with guarantee and hotel

loyalty card HOM3O/SI-RD-V12345 Modify optional information HOM3D/26MAR-28MAR Modify date to reduce or extend stay Best practice with date changes is to check the whole availability and rebook from new. This will help to stop any confusion within the hotel’s booking system. Corporate Rate Hotel Bookings: HOTMAN‡ABC/25APR-26APR1/N-RADISSON If booking a room at the Radisson in Manchester for

ABC Dynamics

Car Hire Use the Point and Click function in the Sabre Helper Apps, or the Graphical View. The best option for booking your car hire is through Affordable Car Hire. This can also be used for booking hotels.

Passive Entries

More entries can be found on

Format Finder

More car hire entries can be found on

Format Finder

Ok so now you have made a flight booking, but what do you do when you have booked a car or hotel outside of the system? You will need to make use of the following entries.

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Hotel Passive Bookings Best practice for all hotel bookings is 1 person per PNR 0HHTYYGK1LONIN23MAR-OUT24MAR/TOWER HOTEL/DBLE/159.00/G/SI-¤ST KATHERINES WAY ‡LONDON E1W 1LD‡FONE 0871 376 9036¤SPECIAL REQUESTS/CF-1234567 0HHT(Hotel chain two letter code)GK(number of rooms)(city)IN(check-in date)-OUT(check-out date)/(Hotel name)/(Room Type)/(rate)/G/SI-¤(address line) ‡(city, county post code) ‡Fone(phone number) ¤(free text)/CF-(confirmation number) NOTE – A passive hotel segment allows a maximum of 230 characters, including spaces and symbols. YOU CANNOT MODIFY A PASSIVE SEGMENT. This entry is also available on your ‘PF’ keys, F14 will start the entry.

Car Hire Passive Entries 0CARZEGK1LHR25MAR-28MAR/ECAR/CF-123456 Basic passive car segment Optional fields can be added in any order except: /CF- Must always be last /SI- Must be last if you are not using /CF- /RC- Must be last if not using /CF- or /SI- If you are using all three fields then your entry must be as follows /RC- /SI- /CF-.

Miscellaneous Passive Segment 0OTHYYGK1LON24MAR-Free text General miscellaneous segment 0HHTTIGK1/LONDON IN24MAR-OUT25MAR/Free text Hotel miscellaneous segment

Use ‘Format Finder’ to help add to your knowledge, it is your friend.

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Ticketing

Now we come to the fun part of making reservations. Issuing, reissuing, revalidation and refunding of tickets.

UK Ticketing KEY

‡ Cross of Lorraine

After you have stored your fare you will need to do the following in order to issue your ticket.

(WPITMM10‡XP‡PV) Price BA BATMM fares then store the fare by PQ entry. Little side entry to remind you how to quote BATMM fares – F11 key or F12 key if you need to segment relate the entry

FPPQ1‡ABA‡FCK‡KP0‡UB* FP1¤

Will prepare your PNR for ticketing – F5 key. This will delete your FP line, if you have made a mistake

*PF See ticketing entry 5X-*BOSS*AC200034 Your account number – this will enter automatically once your star is

set up 5X-*BOSS*EBNM Initials – this will enter automatically once you have your star 5X/-*BOSS*OCH000 Fee – F6 key. Without doing this you will not earn any commission. 5X/-*BOSS*PONeil Mewes Name or reference for booking – F7 key. 5X/-*BOSS*MF000*LF000*SC0 Savings entry must go on every ticket – F8 key. W‡ Will issue the ticket *PAC Check the accounting line to make sure it matches the PQ *T Display ticket line WETR*2 View e-ticket on line 2 DIN Send for invoicing DIN‡A2 Send accounting line 2 for invoicing, if more than one ticket

If you are not happy DO NOT send for invoicing. If you need to void the ticket do the following:

*T Display ticket line WETR*2 Display e-ticket and double click to void ticket, it will ask you to

enter again to void the ticket *HT Will show the entry used to issue the ticket

Just a little departure from the norm. Occasionally you may need to make a reservation in the US pseudo of Sabre. All your current entries and shortcuts will work the same. The only things that will not work are the STARS, so below is what you need to do to make and issue a ticket in the US pseudo city code. So let us begin.

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USA Ticketing Sign in to the USA system. First thing to do is to move the UK star over N*¤ NM Make booking in the usual way. Check ‘Inside Tzell’ for any specials and also commission rates Price taking note of the USD fare and tax

DC‡USD7898.00/GBP Converts to GBP (You will need to know both fare and tax separately) 5X/-*BOSS*AC2NM100045 Account number 5X/-*BOSS*EBNM Reference 5X/-*BOSS*OCH400.00 Service fee 5X/-*BOSS*FR4578.00*TX561.00 GBP fare and GBP tax 5X/-*BOSS*MF6789.00*LF2312.00*SC7 Savings line in GBP

OK so now we need to issue a ticket WPADL‡KP4‡Q//DP0-AC706‡ED/ENDORESMENTS‡UB*‡RQ DL - The airline to ticket on 4 - Commission percentage – in this case 4% AC706 - Is the ticketing code which is found on Inside Tzell Endorsements = Found on Inside Tzell Some airlines will not allow you to suppress the fare in which case leave out UB* W‡PQ1 DIN Now as we all know it is very rare that a ticket once issued will ever need to be changed, reissued or revalidated. So just in case this should ever happen you need to do the following.

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Revalidations and Reissues

Before we move onto revalidations and reissues, you will need to offload passengers from their

previous flight if they have checked-in. For that you will need the following.

3OSI BA OFLD. Flight Number/Sector/Date 3OSI BA OFLD.BA4321/MANLHR/10DEC You will also now need to add the following OSI to your BA Offload request: 3OSI BA PLS OFFLOAD PAX FROM BA4321/10DEC MANLHR AS NEED TO REISSUE TICKET Once you have done this entry you should receive the following response from BA within 30 minutes “CHANGE ETKTSTATUS RQST ACTIONED” With BA this can take a bit of time (they are not the quickest). If you have not received the above message you will need to phone BA Rapport and ask them to offload the passenger for you. Now you can proceed with your revalidation or reissue. There are some restrictions on using this automated process and they are as follows:

Flight departing within 3 hours This can still be done as long as you have given BA at least 1 hours’ notice before the flight is due to depart. Please give as much notice as possible.

Check-in has closed (differs by airport) It is not possible to offload a passenger once check-in

has closed. If this happens, the passenger will be a “no-show” and once the flight departs, they will be automatically offloaded.

Passenger has checked in bags Once a passenger has checked in their bags it will not

be possible to offload them. They must contact the airport desk directly.

Revalidations Amend the reservation in the original booking. Take a note of which sector/s you are going to

revalidate

WETR*2 Displays the original e ticket

Take note as to which coupon/s you are going to revalidate

WETRL/S2/C2 This will revalidate the ticket For further sector/coupons that need to be revalidated repeat the above

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Automated Exchanges The joy of Sabre is that you can check the cost of your reissue before you actually hit the button to reissue a ticket. The entry is the same and I will try and walk you through this. WFRF1252465387911‡ABA‡S1/3 Entry for single passenger PNR. Shortcut entry - arrow to the line above the ticket number and then ‘esc’ down to the line showing the ticket number, arrow along to the end of the ticket number and follow as above. - This is the beginning of the mask for reissuing tickets. You will then see a page similar to the following:

As you can see if the airline is one that guarantees the reissue then the fee will be shown. If not you will see the following screen:

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Should the airline be one that does not guarantee the reissue, you must check the fee to change with the airline first. The second page will as follows:

Once you have put your ‘X’ in the Retain field, this will store the exchange data in your PQR. You will now need to end and retrieve your booking. Now to retrieve the data you need to enter *PQR, then W‡PQR1, if this is your only exchange.

All this information can be found in ‘Format Finer’. Although it may not be easy to understand.

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If your reissue is on BA or on one of the other airlines that require an EMD you will now need to issue this. The entry you need is ‘AE‡EMD’, if you have multiple passengers your entry will be as follows ‘AE‡EMD‡N2.1‡T2’. You will then see the following mask:

Your next page will be as follows:

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Just hit ‘ENTER’ and the following will show

Your next entry will be to display the ‘Air Extra Item’, this is how the page will look:

Now you need to issue your EMD. Should you not have the form of payment in the EMD you will get the following response:

You have now issued your EMD, and this is how you will be able to tell:

You will need to do these entries fairly quickly otherwise you will get ‘SIMULTANEOUS CHANGES TO PNR’. You’ll then have to ignore and start the EMD process again. I promise this will get easier the more you do it.

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The above are the screens you will see, below are the written instructions you need to follow

The Ticketing Airline Code is the validating carrier, in this case, BA, the Service (SVC) City is the departure airport

For the Service (SVC) Date enter the date one day after the last flight segment in the PNR

Always use Reason For Issuance Code D and Reason for Issuance Sub-Code 992 for a Reservation Change Fee for British Airways

The Type Of Service should be entered as “Reservation Change Fee” and the Domestic\International indicator (D/I) specifies the type of itinerary

Present To and Present At, are the name of the servicing company and the location where the service is to be delivered, this is the same as you would enter on a vMCO

The connected ticket number can be automatically populated from the *T field or it can be entered manually, it is a required data element to be able to issue this EMD on British Airways

The Next field allows you to go to page 2 of the mask, at this time this is reserved for additional taxes, new data fields may be added in the future, Quit allows you to exit the mask, place an “X” in these fields to take the desired action

Once you have completed the mask, press enter and you will receive the response “Air Extra Item Created”

To issue the EMD the basic command is “W#EMD*AE1”, the “1” is the Air Extra number in the PNR, if you have only created one Air Extra, this will be “1”. To check the Air Extra number use the entry “*AE”

Congratulations you have now issued your first EMD. For any non-automated reissues you will need to begin as follows: WFR1805039507837‡AKE There will now be a mask to follow.

Remember ‘Format Finder’ is your friend and will be there 24/7 when you need help with these entries. You also have access to ‘Quick Assist’, this is a free service from Sabre and as long as your details are correct they will call you on the number you provide them with.

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If you have had to manually work out the exchange amount you will need to follow the next few screens.

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REFUNDS Refunds, the joy of a travel agents life. We just love working out what and how much to refund on tickets. Well I think you will like the way Sabre does the work for you. The only bit you may need to work out is what, if any refund penalty applies. So check your fare rules carefully and put this in the 5H- field. And also make sure you have an itinerary in the PNR. It does not have to be the actual itinerary, but it does need something. If you are in any doubt about how much to refund then speak to the airline before starting the refund process. Right shall we begin? The refund process starts by doing the following. Display your ticket record as follows:

Then you would arrow to above the ticket number you are refunding and then ‘esc’ down to the ticket to be refunded. Alternatively you can also enter the ticket number as follows:

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The next screen will look like this.

The next screen will now show the refund due, if you need to add a refund fee this is where you would add it.

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If you have a refund fee your screen will look like this:

You will then be asked to verify the refund. You just need to hit enter. Example 1

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Example 2

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You will now move onto the final screen.

The commission on refund amount or percentage box should be pre populated to show ‘0’. The refund should also pick up the form of payment and put an ‘X’ in the box. The last thing you will see is the confirmation that the refund has been done.

That’s it, your refund to the airlines has been done. You now need to send it to BOSS for head office to finish processing. So once again we use the accounting line to do this.

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Retrieve the accounting line as follows:

As you will see, line 3 has your ticket number with an ‘R’ in front to denote that a refund has been done. The next thing you do is send it off to BOSS, and this is what you do.

You will need to re-enter this entry so as to verify the request. Your booking has now been sent for invoicing and ended.

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Partial Refunds Should your refund not be as straight forward as the one above and you have a partial refund, you will need to follow the following screens: Start as you would for the refund type above, i.e. WFR1234567890‡AKE and then the pages as follows:

The next page will be the fare calculation page. Leave this blank as shown as the system will calculate this for you. All you need to do is enter ’P’ for price, and let the Sabre do the work.

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On screen 30 you will be asked for the change/refund fee amount. Enter the amount of leave it blank if there is no fee.

Then put ‘X’ in the next box to carry on. As with the exchange pages you will be asked to verify the refund. And the page will look like this:

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Your last page screen 32 will give you your refund information, this is also where you confirm the refund.

As you can see above the system was unable to create a refund accounting line. In this situation you will need to email the refund request to head office. Remember to keep a record of all your refunds, so you know when they have been actioned by the airline and you can the refund your clients. That’s it all done.

Alternative refund entries are as follows:

WFR12500000000‡ABA Partial refund WFRR125000000000‡ABA Full refund WFRR125000000000‡ABA‡CP50 Full refund with penalty WFRT1250000000000 Full tax only refund WTRX1250000000000 Cancel refund (same day only) WFR* Redisplay refund mask

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Tax Only Refunds

WFRT1250000000000 Full tax only refund WFRN1250000000000 Partial Tax refund

Either of the above entries will bring you to the following mask

In this mask you will need to take out the non-refundable taxes i.e. YQ or YR in this example. Your next page will look like this

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Once again you will be asked to verify the refund amount. Once you go past this page there is no going back. So make sure it is correct.

This is the last page of the mask.

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Your refund is complete.

Now you need to send this off to BOSS to action the refund for your records. Display your PAC line like this.

Then you DIN it to BOSS like this.

Do this entry again and your booking will be sent off and this will end the booking.

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VOIDS To void a ticket you need to *T then double click on the ticket number it will then ask you to confirm that you want to void it. Once you have voided your ticket you must ‘DIN’ this so that it can be accounted for.

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APIS There are two ways to enter your passport details and this depends on whether you have booked American Airlines or anyone else. Normal airline entry: 3DOCS/P/GB/123456789/GB/25AUG1966/M/30OCT2020/SURNAME/FIRSTNAME/SECONDNAME-1.1 American Airlines 4DOCS/DB/25AUG1966/M/SURNAME/FIRSTNAME/SECONDNAME-1.1 The First and Last name fields are mandatory, the second name is optional. But must be included if it is shown on the passport.

Once again if you get stuck use FORMAT FINDER everything you need will be in there.

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BOSS Now that you have successfully issued and reissued your ticket you now need to send the ticket to BOSS for invoicing. All tickets need to be accounted for and this is where the BOSS system comes in. BOSS is our back office accounting system. Any and all invoices will be generated from here. For your booking to go through to BOSS you will need as a minimum the following entries:

5X/-*BOSS*AC2000xxx

Client account number (also known as the DK number)

5X/-*BOSS*EBxx Your initials 5X/-*BOSS*OCH The mark-up, this will be added to the fare of each ticket in the PNR 5X/-*BOSS*PO Purchase Order reference if give or the booker’s name 5x/-*BOSS*FEENVxxx This entry is used if the client is paying by credit card. You will need to

charge out the credit card fees as follows: AX (Amex) 2.5% DC (Diners) 3.00% CA/VI (MasterCard/Visa) 1.50% Debit Cards 75p Before you send your ticket however, you must remove the old BOSS entries (i.e. OCH and savings line) as this will be different to the original ticket and BOSS can only read one set of entries. You will have seen that we have said you need to ‘Account’ for your low cost carries and you need to ‘DIN’ your issued tickets. ‘What does all this mean?’ I hear you asking. If you have more than one ticket to account for as in the case of a reissue, you will need to send the accounting line relating to your ticket. For example DIN‡A1 – will send the first accounting line and DIN‡A2-3 will send lines 2 and 3 to BOSS. All bookings whether they be air, rail, car hire, hotel or anything else is must be invoiced out to the client and the way it is done with Tzell is using a system called ‘BOSS’. BOSS is a simple to use system and all the invoicing is done by the finance team at Tzell UK in London. You will have their full email and phone contact details in your Operations Manual. If the finance team do not have your booking they cannot invoice them out and you will lose out on the revenue.

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Invoicing

To make invoicing a bit easier to understand on the following pages are so flow charts to show you

what and how to send your bookings for invoicing and also bill back on hotels.

Air Ticket – BSP Invoicing

Issue tickets on Sabre

DIN the reservation (last entry on Sabre ticketing instructions)

Are there other elements you need to add?

Send an email to finance@tzell.com advising:

Sabre booking reference

What you want added - together with cost

Wait for invoice

No Yes

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Ancillary Services

Make reservation

Email finance@tzell.com with:

Supplier

Date of travel

Passengers name

Cost

Your service fee

Company to be billed

Wait for invoice

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Hotel bill back

Do you have the third party authorisation form from the hotel?

Contact hotel and get form

Complete form and email to hotel

Check hotel have received bill back request

Confirm to Sabrina the total cost to be billed to the client

Wait for invoice

Yes No

Advise Sabrina.yeo@avocettm.co.uk of email

address and forward copy of form for future use

Advise Sabrina.yeo@avocettm.co.uk of the following:

Guest name

Hotel name

Date of stay

Company name

Bookers name

Sabrina will advise you when the amount appears on the credit card

and how much is outstanding

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Hotel Direct Payment

Hotel booked in Sabre

Yes No

Build passive booking in Sabre

Nothing more to do – commission will be paid once received by the hotel

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Rail bookings

Make reservation in Evolvi

You will receive a confirmation email

Forward this email to finance@tzell.com and advise:

Passengers name

Company to be charged

Your booking fee

Total amount to be charged to the client

Wait for invoice

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How to use the company credit card

Payment made by credit card

Email Sabrina.yeo@avocettm.co.uk with:

Passengers name

Supplier

Date of travel

Company account to which the bill needs to be invoiced to

Bookers name

Sabrina will email you when the charge appears

Confirm with Sabrina the following:

Total amount to be billed

Invoice narrative

Wait for invoice

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Evolvi We use the Evolvi system to book all UK rail tickets. This is a very easy system to use. Once you have booked your rail ticket you will then need to email the confirmation to finance@tzell.com to have the invoice issued (see flow charts on the previous pages). You will need to supply accounts with the account name and number, the OCH or fee and any additional information that is to go on the invoice. Your Evolvi rail booking will look similar to the following pages from the Evolvi system:

Once you start to make your reservation the page will look as follows:

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By choosing timetable search you will be show just the times of the trains. Picking fare search will give you the times and the available fares, just like this.

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Once you have picked your train times and fare the page will change to this:

Once you have chosen your trains you will then need to add the name to the booking and the screen will look like this:

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Click on Save. You will then be able to reserve a seat or add to basket and carry on to the next screen. Your next screen will ask you to ‘edit custom fields’ – this is where you will add any purchase order numbers of references and also your fee if any. It will look like this:

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The next screen will be as follows:

Click Save, your ‘Custom Fields’ button will now be green to show you have completed everything needed for that page. If you ever see a red button on any of the pages it means you have missed something, you need to go back and check before you can move forward.

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Now click on Checkout. The next screen is where you choose you method of delivery. Always use TOD.

Now you can click on Buy Now, and you will be taken to you payment page.

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Remember to add your email address so that you can get the confirmation. Remember to add £4.00 to every quote for the TOD charge, plus any fee you may charge. Once you have booked you ticket on Evolvi you will then need to ‘GK’ (F4) it into Sabre. This will help you to produce an itinerary and also anyone else looking at your bookings will know what has been booked. Your PNR will look something like the following:

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Document Control

14 August 2014 Revalidation and reissue page updated with additional OSI offload info

14 August 2014 Section added for invoicing with flow chart

14 August 2014 EMD screen shots added for ease of issuing

19 August 2014 Partial refund instructions now added