5. CATASTRO DEL EQUIPAMIENTO Y ÁREAS VERDES
5.2 EQUIPAMIENTO DE COMERCIO
The Agent File lets you create a record for each employee (inside or outside sales agent). Since TravCom records all sales activity by agent number, the agent files are used to monitor productivity and to record statistics. Therefore, each travel agent who works on your reservation system must be assigned a number in TravCom.
The agent number can be used as the ticketing agent or the booking agent.
Additionally, each person who will work on TravCom must have a record in the Agent File to record his or her Logon ID and password.
Guidelines for Assigning Agent Numbers
Agent number 000 is preloaded as the House Account. You can have multiple agents on file.
Here is a sample numbering system for your agent numbers:
1-49 Inside Sales Agents 50-100 Outside Sales Agents
Agent File: Field Descriptions
The Agent file has three tabs of information for each agent: General, Personnel, and Branches (for multi-branch agencies only). General information about the agent can be viewed by anyone who has access to the Agent file. Personnel information can only be viewed if you have logged on with the highest level of password.
General Tab
The following fields appear in the agent General tab:
Number A unique 3-digit number for identification. TravCom puts in the leading zeros.
(The agent number must start with a numeric, for example you could have 1AA or 12A etc.)
Code A unique 2-character alphabetic code for identification. (The agent code must start with an alpha character.)
It is necessary that you use the agent’s reservation system sign-on code in either the Number or Code field. The CRS sign-on is automatically picked up and stored in each PNR. This ensures that the correct agent gets credit for the sale.
Name The agent’s name.
Address The agent’s street address (up to 2 lines, free format).
City The agent’s city name.
State/Prov 2-letter state or province code.
If you enter a code that TravCom doesn’t recognize you will be asked if you want to add it to the master table.
Postal Code The zip code.
If you enter a zip code which is found in the Postal Codes table, the following occurs:
• TravCom automatically fills in the city, state/province and country which correspond to that zip code in the Postal Codes table.
• The cursor goes to the city field, so that you can change the city, state/province, and country if the displayed values are not correct.
If the zip code you enter is not in the table, you must enter the other address fields manually.
Country The country for the agent’s address.
Include Country... Check box to indicate whether or not you want to include the country name with the mailing address.
Phone Numbers Up to 3 telephone numbers for the agent. For each number you can specify a description, a telephone number (in any format), and an extension number.
Fax No. The agent’s fax number, if applicable.
E-Mail The agent’s E-mail address, if applicable.
Language If this agent speaks Spanish you must tell the system here. When this agent signs into TravCom it will automatically change everything to Spanish.
Personnel Tab
The following fields are on the Personnel tab, which can be accessed only if you have signed on to TravCom with the highest level password:
Hire Date The date the agent started working at your agency.
Term. Date The date on which the agent ceased working at your agency.
Tax ID The agent’s Social Security Number.
Incentive Start The dollar amount of commission that the agent must earn for the agency within a specific period, (which could be a month, a quarter, or any date range), before the incentive becomes active. Incentive commission is calculated on commission earned in excess of this amount.
The incentive is calculated and displayed on the Agent Commission
Statement. However, TravCom does not automatically create a payable. If you use this type of incentive program you will need to create a payable for the incentive amount using the A/P Invoice posting function.
Maintaining Agency Data Files
Incentive % The percentage of your agency’s commission that the agent receives as an incentive.
For example, assume that the Incentive percentage is 5%, and the Incentive Start amount is $5,000.00. During the period, which could be a month, a quarter, or any date range, the agent produces commissions totaling
$7,000.00. The Agent Commission Statement will show the incentive as 5%
of $2,000 (which is $100). These three figures will appear on this statement.
If the Incentive % is used without an Incentive Start TravCom will calculate the incentive on each sale individually. If no Incentive % is entered in an agent’s file, an Agent Commission Statement will not be generated at all.
Password The agent’s TravCom Logon password (up to 6 characters).
Password Level The password security level for this agent (1 through 6).
Password levels define what the agent can and cannot do in TravCom. They are defined in Setup - Passwords, as described in Chapter 3.
The Master Password, which can be used by any agent who knows it, overrides this password and allows the user full access to all functions in TravCom.
Branches Tab
The Branches tab in the Agent file is only accessible if your software version supports multi-branch capability.
Since all branches share the same database this window lets you select which branches this agent is associated with. Selected branches are indicated with an X at the far left side of the window.
To... Do This...
Select or deselect a branch
Click on it with the mouse or highlight it and press the space bar
Select all branches Click on the All button Deselect all
branches
Click on the None button. Only use this if you want to deselect all, in order to select only specific branches. An agent must be assigned to at least one branch.
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When adding a new agent record, it will automatically be added to the branch you are currently signed into.Maintaining Notes About an Agent
For each agent, the Notes button at the bottom of the window lets you display or maintain free-format notes.
When you have finished reading or updating the notes click on OK to save and exit.
Printing an Agent Edit List
The Edit List button (available when you do not have an Agent record displayed on the screen) lets you display or print an agent listing.
For general procedures on requesting an edit list see General Rules for File Maintenance earlier in this chapter.
Maintaining Agency Data Files