Importing and Reconciling IAR

Training demonstrations related to this topic (click to start): Download Back Office System File (6:13) Generate Weekly ARC Report (8:52) Interpret Discrepancy Report (23:40)

Important: This report is limited to branches that the employee has access to for associated ARC number.

To reconcile Interactive Agency Reporting (IAR), you need to compare Airlines Reporting Corporation (ARC) transactions in GlobalWare with transactions in the IAR database. This consists of downloading back office system (BOS) files from the IAR website, importing the files into GlobalWare, and comparing the transactions. For details about reconciling transactions, see Reconciling Transactions below.

After you finish reconciling, you should purge the IAR BOS data from GlobalWare. For details, see Purging IAR BOS Data below. You can also close the ARC period after submitting the ARC report in IAR. For details, see Closing the ARC Period below.

Note: Before you perform the following procedures, read IAR Overview.

Downloading and Importing IAR BOS Files

To download IAR BOS files and import them into GlobalWare:

1. Download BOS files from the IAR website.

2. Copy the BOS files into the GlobalWare IAR BOS folder (by default, Gblware\iarbos). You indicated where the Gblware folder should be located when you installed GlobalWare.

   Note: You can use the Preferences function to change the default folder for BOS files. For details, see Preferences.

3. On the ARC/BSP submenu, click IAR Discrepancy Report. Alternatively, click the IAR Discrepancy Report () icon on the GlobalWare icon toolbar.

   The IAR Discrepancy Report screen appears.

   IAR Discrepancy Report screen

   

   Field and button descriptions

   The following table describes the fields on the IAR Discrepancy Report screen.

   Field	Description
   File Name	Name of the BOS file downloaded from the IAR website.
   File Type	Type of BOS file. Possible file types are: List Summary – All Includes transaction records for all ticketing locations covered by the BOS file. List Summary Includes transaction records for the one ticketing location covered by the BOS file.
   Tkt Loc (in IAR BOS Files grid)	Ticketing location covered by the BOS file. Note: If this field is blank, the ARC/IATA number in the BOS file does not match the ARC number in any GlobalWare branch. To determine the IATA number in the BOS file, select any document associated with the file in the Documents grid, and then click DOCUMENT DETAIL. On the Document Detail dialog box, the ACN field is the IATA number for the BOS file. On the Branch & STP Locations screen, specify this number in the IATA # field for the appropriate branch. For more information, see Branch & STP Locations. Finally, purge the BOS file and import it again after renaming, moving, or copying the file. See Purging IAR BOS Data below.
   PED	Period ending date for the BOS file.
   Agent ID	Identifier of the agent who created the BOS file.
   Date/Time Created	Date and time when the BOS file was created.
   Document Number	Number of the document (transaction record). If this document is the first of a range of documents (see the description of the Conjunct Range field), this document number is for the first document in the range.
   Conjunct	Last three digits of the document number for the last ticket in a booklet of tickets. (The Document Number field shows the document number for the first ticket.) For example, if a booklet with three tickets was issued with the document numbers 7205794804, 7205794805, and 7205794806, this field would be set to 806 for the last ticket. This field applies only to multiple paper tickets issued as a booklet to a customer.
   Tkt Loc (in Documents grid)	Ticketing location for this transaction.
   Airline Code	Airline code for this transaction.
   Date of Issue	Date on which the document was issued.

   The following table describes the buttons on the IAR Discrepancy Report screen.

   Button or Link	Description
   IMPORT	Loads the BOS files you downloaded from the IAR website.
   PURGE	Removes IAR data from GlobalWare and removes the BOS file from the GlobalWare computer/workstation hard disk. See Purging IAR BOS Data below. Note: The BOS file must be present for the purge process to remove IAR BOS data from GlobalWare. Do not manually remove BOS files.
   DISCREPANCY REPORT	Opens the Discrepancy Report Options dialog box. Use this dialog box to generate the IAR Discrepancy Report. See Running the IAR Discrepancy Report below.
   DOCUMENT DETAIL	Opens the Document Detail dialog box. Use this dialog box to view details for the transaction selected in the Documents grid. See Viewing Transaction Detail below.
   CLOSE PERIOD	Opens the Close ARC Period dialog box. Use this dialog box to close the ARC period after you submit the ARC report in IAR. See Closing the ARC Period below.

4. Click IMPORT.

   GlobalWare loads the BOS files (as shown in the example above).

   • The IAR BOS Files grid lists the loaded BOS files.
   • The Documents grid lists documents associated with the selected BOS file. Each document represents one transaction.

   GlobalWare handles the following two types of files:

   • LTA – Consists of transactions from your main ticketing location and some or all of your other branches.
   • LTT – Consists of transactions from one ticketing location.

   In the example above, an LTT file has been imported. The IAR BOS Files grid lists one file of type List Summary. The Documents grid lists transaction records for the one ticketing location covered by that file. If you import an LTA file, the IAR BOS Files grid will list several files: one of type List Summary – All and others of type List Summary (for each location covered by the LTA file). If you select the List Summary – All file, the grid lists transaction records for all ticketing locations covered by that file. If you select a List Summary file, the grid lists transaction records for the one ticketing location covered by that file.

Reconciling Transactions

To help reconcile ARC transactions in GlobalWare with transactions in the IAR database, you can view transaction details in the BOS file and generate the IAR Discrepancy Report, as described in Viewing Transaction Detail and Running the IAR Discrepancy Report below.

Viewing Transaction Detail

To view the detail of a transaction (document) in the BOS file, either double-click the transaction in the Documents grid or select the transaction and click DOCUMENT DETAIL.

The Document Detail dialog box appears.

Use the buttons at the bottom of the dialog box to view different transactions listed in the Documents grid.

• displays first transaction.
• displays previous transaction.
• displays next transaction.
• displays last transaction.

Running the IAR Discrepancy Report

When you run the IAR Discrepancy Report, GlobalWare verifies that data in GlobalWare and the IAR database match. The report lists any discrepancies GlobalWare finds.

To run the report:

1. In the IAR BOS File grid, select the BOS file for which you want to generate the report, and then click DISCREPANCY REPORT.

   The Discrepancy Report Options dialog box appears.

   Discrepancy Report Options dialog box

   

   Field descriptions

   The following table describes the fields on the Discrepancy Report Options dialog box.

   Field	Description
   Print missing documents	Indicates whether to list missing documents (transaction records) on the report. These are either documents that exist in GlobalWare, but not in the IAR database, or documents that exist in the IAR database, but in GlobalWare. Note: If you reconcile IAR on a daily basis, you might not want to list missing documents on the report until you perform the final reconciliation before filing the ARC Report. (Typically, your agency has current data in GlobalWare, but not necessarily BOS files for all dates until the end of the ARC week. In this case, if you run the report early, the missing documents section on the report would have many transactions.)
   Create Refunds	Indicates whether GlobalWare should create refunds if it finds them in the BOS file, but does not find them in the Invoice table for the current ARC period (but finds the original sale transactions). Created refund transactions will appear on the report. For more information, see IAR Overview.
   Create Memos	Indicates whether GlobalWare should create memos if it finds them in the BOS file, but does not find them in the Invoice table (but finds the original transactions). You must specify a file type for debit memos in the Document Type field. Created memo transactions will appear on the report. For more information, see IAR Overview.
   Document Type	File type that GlobalWare should use to create debit memos (DAR or DCM). This field is available only if Create Memos is selected.

2. Complete the fields as appropriate.

3. Click OK.

   The Send to dialog box appears. Select a report destination. For more information, see Printing Overview.

4. Review the report for missing documents and discrepancies. Make corrections as needed in GlobalWare or the IAR database (or both) until missing documents and discrepancies no longer exist. For details about discrepancy messages, see IAR Discrepancy Messages.

Purging IAR BOS Data

After you finish reconciling BOS files, you should remove all IAR BOS files and data from GlobalWare and your computer.

IMPORTANT: The purge process described below removes IAR data from GlobalWare and removes BOS files from the computer's hard disk. Because BOS files must be on the computer for the purge process to work, do not remove them manually.

To purge IAR BOS files and data:

1. Click PURGE.

   A message appears, asking you to confirm deleting all IAR BOS Files and tables.

2. Click OK.

GlobalWare removes all IAR BOS files and data.

If after purging, you still have BOS files, you will need to run the BOSTrunc.exe utility.

1. Open your Gblware directory (for example, C:\Program Files (x86)\Gblware).

2. Double-click on the BOSTrunc.exe file to run it.

3. A 6-digit number displays. Email this number to Globalware.support@travelport.com along with a brief description of why you need the override.
   Important: Do not close the window. During business hours, the code is returned quickly. If you close the window, a new code is generated when you open it again and you will need to email for a new code.

4. You will receive a response from the support team with a code. Enter that code into the Password field.

5. Select OK.

Closing the ARC Period

After you submit the ARC report in IAR, you can close the ARC period.

To close the ARC period:

1. Click CLOSE PERIOD. The Close ARC Period dialog box appears.

2. In the Period End Date field, specify the last day (Sunday) of the ARC period you want to close.
3. Select Close Period. This option prevents editing of ARC data (such as ticket number and base fare).
4. Click OK.

Note: You can reopen the ARC period by using the System Control function. Specifically, clear the Close ARC Period check box on the System tab of the System Control screen. For details, see System Tab. However, it is generally better to change the date to the previous period ending date so that older periods remain closed and unavailable to changes.