Travel agency users, specifically Travel Account Managers (TAM), who access the travel platform via the Consultant Desktop, are tasked with the responsibility of creating and managing Credits (unused tickets) for the company or companies allocated to them.
Unused tickets can be accessed through options available to company users, such as the travel arranger (TA). Alternatively, TAMs can find the Credits option via the Navigation Panel.
Should there be residual value on an airline ticket after cancellation, it can be documented in the travel platform’s unused tickets register, known as Credits, by choosing the Create New e-ticket feature.
For travel agencies utilising the travel platform’s Magnatech OnTrackplus integration, there is an automated synchronisation between Magnatech's database and the platform's Credits repository for unused tickets. This synchronisation, facilitated by an API service, occurs approximately every 15 minutes.
Fields that are mandatory in each section of the Credits form are marked with an * (asterisk).
Sections of the Credits form that are mandatory to complete are marked with a ✖.
Upon completion, mandatory sections will be marked with a ✔.
After finalising all mandatory fields (marked with *) and sections (denoted by ✔) of a Credit, select Save to store the credit information.
Select the traveller the credit has been issued to by the airline, from the smart fill list provided. Only companies and their travellers the TAM is delegated to access will be available.
Though a credit may be name change eligible, the traveller’s name it was issued to by the airline should be selected.
Search and select the airline the credit belongs to from the smart fill list provided.
This field is limited to a maximum of 10 characters.
When recording a ticket number, the airline’s numeric prefix should be excluded.
The currency (code) stored in the Travel Office, or otherwise the Agency will apply by default.
To record a credit in a different currency (e.g. USD), select an alternative from the list provided.
The record locator in the airline’s or agency’s booking system the unused ticket was initially associated with.
The price of the booking/ticket excluding taxes, fees and any surcharges are added. The base fare will be lower than the final (total) ticket prices.
If a credit’s available base fare cannot be determined, a total value should be recorded with tax as 0 (zero).
The value of taxes, feed and surcharges of a booking/ticket should be recorded here.
If a credit’s tax amount cannot be determined, record 0 (zero) and instead apply a total value to the base fare.
The original date of issue of the booking/ticket.
The expiry date of the original booking/ticket.
It is important this date is correct and maintained as well, should changes occur (e.g. COVID-19 ticket expiry extensions). The Travel Platform uses this date to determine when Expiry Date Alerts/Notifications should be sent.
Allows the status (i.e. state) of a credit (unused ticket) to be categorised to assist in its future use as well as reconciliation.
Open: An unused ticket where all coupons remain unused and available for use. This usually includes e-ticket coupon status “O” (Open for use).
Exchanged: An unused ticket has been exchanged (reissued) with available funds used towards a new ticket/booking. This usually includes e-ticket coupon status “E” (Exchanged/Reissued).
Refund Requested: An unused ticket that has been refunded or has been submitted and pending finalisation. This usually includes e-ticket coupon status “R” (Refunded) and those submitted for a “tax only” refund.
Partial: An unused ticket with two (2) or more coupons and where at least one (1) but not all have been used. “Used” usually includes e-ticket coupon status “F” (Flown/Used).
Forfeited: An unused ticket or coupon(s) forfeited means the fare/taxes paid has been forgone or lost. This can include e-ticket coupon status “S” (Suspended).
Though it can vary depending on the airline, the e-ticket coupon status will generally be used to determine the status of a Credit in the travel platform.
Allows a credit to be categorised based on the trip type that was booked/ticketed.
This can assist in a credit's future use as some airlines only allow a credit to be used towards a trip type of the same e.g. International credit cannot be used towards a Domestic trip. Though variations may exists, the following are basic definitions of each Ticket Type.
Domestic: Both the departure and arrival airports are located in the same country as the fulfilment agency.
International: The departure and arrival airports are in different countries, or
The trip begins in a different country to that of the fulfilment agency e.g. AU fulfilment agency and flights within the US (domestic) only.
Trans-Border: A trip within the same region as the fulfilment agency, though the departure and arrival airports are in different countries.
Trans-Border may be shown as Trans-Tasman in some markets (e.g. Australia & New Zealand).
Eticket: Majority of credits issued will utilise the travel document type of an E-ticket.
Virtual Card: Some airlines offer a Virtual Card instead of, or in addition to an Eticket as a way to store available credit.
Non GDS: Low Cost Carriers (LCCs) like Jetstar (JQ) and Easyjet (U2) are primarily ticketless airlines. This option allows such airlines to have their credits added to the register.
MCO/EMD: The introduction of ancillary services (e.g. paid seat, extra baggage) requires the use of EMDs. Some airlines may allow EMDs for prepaid services or products to be held in credit. It may also be used in lieu of an Eticket or Virtual Card.
In lieu of deleting a Credit, the date it was used (i.e. applied as credit towards future travel) should be set.
A Credit with a status of Exchanged, Refund Requested or Forfeited is recommended to include a Used Date.
A credit that has only partially been used (i.e. some value remains), the existing item’s base/tax value(s) should be updated to reflect that amount(s) used as well as a used date. An additional (new) credit item should be added that contains the remaining amount(s) (i.e. base fare, tax) and other information that allow it be visible in the credits register.
Name Change Eligible
Some airlines allow tickets and credits to be name changed to a different traveller. This toggle allows such information to be recorded to assist in a credits future use.
A Status of Partial does not allow this toggle to be used.
This toggle allows a ticket/credit to be easily identified as refundable, if the airline/fare rules permit.
It sometimes can be easier to hold a refundable ticket in credit with the view of using prior to it expiring. Only when it will not be used prior, is the refundable ticket submitted for a refund.
Fare Basis Code
Also referred to fare basis or FBC, is a code used by the airline to identify the fare type used. It allows for future use, including to verify rules applicable to the fare(s).
The ticketing Office ID (OID) of the fulfilment agency. It allows for future use, including to retrieve Eticket data. If a ticketing OID is not applicable (e.g. ticketless airline), the booking OID should be recorded instead.
The complete or abbreviated form of the fare calculation line of the entire trip, used and unused components.
Also known as the reservation booking designator (RBD), this is the single alpha code used to book/identify each segment. It allows for future use, including to verify rules applicable to the fare(s). If more than one (1) RBD is required to be recorded, each should be separated by a , (comma) e.g. J,D
Also known as the private fare code, this is the code used to obtain the fare(s) when priced in the GDS or booked direct with the airline.
Also known as an authority code, this may be given by the airline to modify the standard fare rules or charges that would otherwise apply to ticket/credit.
Airline Change Fee
Also known as a reissue or exchange fee, this is cost the airline will charge when the ticket/credit is used in the future. This value can be derived from the fare rules. If more than one (1) fee applies, the highest (most restrictive) should be recorded.
Airline Refund Fee
This is cost the airline will charge when the ticket/credit is submitted for a refund. This value can be derived from the fare rules. If more than one (1) fee applies, the highest (most restrictive) should be recorded.
This field can be useful to record information specific to the credit, including original purchase details.
Any relevant and supplementary information about the credit being recorded should be added here. It allows for reference in the future when the credit is being used.
Only if the credit being recorded is associated to a company with Departments, will this field be shown.
Allows a credit to be linked to a Department of the company, if required.
Only if the credit being recorded is associated to a company with Cost Centres, will this field be shown.
Allows a credit to be linked to a Cost Centre of the company, if required.
Booking-Office/Booking File ID
Formerly the Tramada File No. Stored, the field’s label is now standardised to apply to any TMS (Travel Management System) or Mid-Back Office (MBO).
Allows the booking office/file ID (number) related to available (unused) credit being added to the register to be recorded.
New Booking-Office/Booking File ID
Formerly the Tramada File No. Used, the field’s label is now standardised to apply to any TMS (Travel Management System) or Mid-Back Office (MBO).
Allows the booking office/file ID (number) related to the credit’s used (in the future) to be recorded.
Select the ⋮ icon to edit (🖉) or delete (🗑) a Credit, if required.
A credit that has been edited and finalised (saved) or deleted is unable to be restored or recovered.
A credit that has been edited or deleted may potentially be revised if it is included in a subsequent automated synchronisation from Magnatech's database.