Creating Agent Bookings -Creating Manually and through the Agent API

Creating Agent Bookings -Creating Manually and through the Agent API

Purpose

Agent Bookings can be created in RCM by various methods.
  1. Operator entered Manually within RCM.
  2. Via the Agent API or Agent Booking steps - the booking is created automatically.
  3. Via Agent Direct -an agent is given the URL and a restricted login to RCM where they can make a booking.

Bookings from the Agent API

If a booking comes in a from the Agent API, the booking will be created, and the agent information will automatically appear against the booking. 
When setting up an Agent, you have three options as to the type of booking that will be made through the API.
  1. Unallocated Booking- the booking is created with no vehicle assigned.
  2. Allocated Booking without Credit Card - the booking will be created with a vehicle assigned (if available) whether a credit card has been entered or not.
  3. Allocated Booking with Credit Card - the booking will be created with a vehicle assigned (if available) only if a credit card has been entered.
The type of booking created in RCM depends on what option is chosen for the Agent in the setup.

Entering an Agent Booking Manually 

When Manually entering an Agent Booking, the details from the agent setup will apply to the booking when the Agency Name is entered on the Bookings Detail tab as follows.
  1. The Agent is selected on Bookings Detail tab of the booking
  2. Any Discount associated with the agent will be automatically selected on the Booking Fees Tab
  3. The Agent Commission amount and Agent Collects amount will appear on the Booking Payments Tab
Selecting the Agent from the Reservation Form
The Agent must be selected from the Reservation forms Agency drop-down list under the Booking Details tab.
As you can see from the screen shot below, the user has selected GMH as the Agency and entered the Agents name and email address. Once this has been entered the system recognizes the booking as being from this Agent and will update further fields on the booking according to the Agent setup.
You should also select the Source  as "Agency" to ensure the booking is included in any reports you run for this source in the future.



Confirming the Agent Discount 
If there is an Agent discount linked with that Agency, this will show on the Booking Fess tab in the  Discounts field.
If you don't want this discount be applied, you can click on the Discount drop down and select "n/a".


As you can see from the screen shot above, 'GMH SUMMER SPECIAL' discount has been selected. See the examples in the Agency Database help article for more details on Agency Discounts.
Note that when maintaining existing bookings the Agency Discount will not be reapplied - only new bookings will be linked with Agency Discount rates.

Confirming the Agent Commission and Amount Collected
When you move to the  Booking Payments tab after confirming the agency discount, you will see the agent commission at 20% has been confirmed along with the Agent Collected amount.  In this example, the "Agent Collects" amount is set to "Commission only". 


Note that the Agency Commission Rate is selected when adding or updating an existing agency.


Keeping Track of how much Agents owe you

With Agents taking money for bookings, you need to keep track of how much money an Agent owes (or you owe them). These balances are tracked in the Agent Commission Report. 
The Agencies Commission Report shows the commissions and payments due to or from your agents. It will help you identify the following situations:
  1. When an agent takes no payment from your customer at the time they sell the booking.
  2. When an agent takes part payment from your customer at the time they sell the booking.  
  3. When an agent takes full payment from your customer at the time they sell the booking.
This report also allows for managing Agent bookings in regard to payments. You can do any of the following form this report:
  1. Record a payment you have made to the Agent
  2. Record a payment you have received from an Agent.
  3. Print an Agent Invoice detailing the amount of money paid or is payable to the Agent.
  4. Delete a recorded payment from an Agent.
For more information see the help article below:
Agencies Commission Report


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