Import and Reconcile Onyx (ERTS)

GlobalWare handles Onyx ERTS reconciliation. With ERTS, the process is as follows:

• You export bookings from GlobalWare and send the file to Onyx. Each record in this file contains the GlobalWare PayId field (unique identifier).

• Onyx collects commissions for the bookings in that file. Onyx remits the payment to you and provides you with a payment file. This file also contains the PayId.

• You import the payment file with bookings in GlobalWare and then reconcile. The reconciliation process matches on PayId, and updates the invoice item.

You also have the option of reconciling the booking file. The primary reason that you might want to reconcile the booking file is that Onyx updates the status in the booking file when hotels report back that the booking is non-commissionable. GlobalWare reconciles items in the booking file that are marked non-commissionable. (All other items are treated as miscellaneous unpaid items.)

Exporting Bookings from GlobalWare

Note: Voided bookings are not included in the export.

To export bookings from GlobalWare, follow these steps:

1. On the Commission Reconciliation screen, click EXPORT ERTS.

   Note: To access the Commission Reconciliation screen, see Using the Commission Reconciliation Screen.

   The Export ERTS Transactions dialog box appears.

   Export ERTS Transactions dialog box

   

2. Complete the fields as follows:

   • Bookings with the return date within the date range entered are returned.

   • The date range defaults to the previous month but these dates can be changed.

   • If this is the first time you have exported ERTS data, enter the number assigned to you by Onyx for ERTS (sometimes referred to as "payloc").
   • If desired, change the location where the file will be stored. You can enter the drive and folder path, or use the ellipsis button to navigate to the desired folder.

3. Click OK.

Send the file to Onyx according to their procedures.

Importing the ERTS Payment File

Onyx provides you with a payment file. Save it on your GlobalWare computer or workstation.

Before you import, make sure the previous file has been reconciled as much as possible. When you import, the data from the previous file will be deleted. Then follow these steps:

1. On the Commission Reconciliation screen, select Onyx (ERTS Payments) from the Reconciliation File drop-down list.

2. Use the File to Reconcile field to specify the location of the file (type the drive, path, and file name).

   Note: You can use the ellipsis () button to the right of the File to Reconcile field to navigate to the Onyx ERTS file you want to reconcile.

3. Click List Disk if you need to review the transactions in the file before you import.

4. Click IMPORT.

If you want to reconcile the booking file, use the same procedure to import it, except select Onyx (ERTS Bookings) in step 1.

Reconciling the ERTS Payment File

1. The Paid Date field defaults to the payment period end date in the file. If you need to post to another date, change the Paid Date. For example, for October bookings, you might want the payment received date to be October 31 for agent reports, even though Onyx collected the commissions and paid you in November.

2. Select Reconcile Transactions to reconcile the Onyx ERTS transactions with GlobalWare transactions.

3. Select Reconciled Transactions Report, Unreconciled Transactions Report, or both.

4. Select Update Booked Info with Paid Info if you want GlobalWare to update the booked information with what the customer actually paid.  For details about this option, see Reconciling. This step is relevant only if you are reconciling.

5. Select how the reports are sorted.

   Note: The Reconciled Report is subtotaled by booking location, and the sort options for this report are within each booking location.

   • Sort by chain code, then property name, then arrival date (at the hotel)

   • Sort by traveler, then chain code, then property name, then arrival date

   • Sort by confirmation number, then chain code, then property name, then arrival date

6. Click OK.

After you reconcile, use the Unreconciled Transactions report to review transactions and determine what you need to edit to make the items reconcile. Use Invoice Edit & Query or Commission Tracking to edit the transaction. Then you can run the reconciliation again to reconcile transactions that did not reconcile the first time. Or you can mark them received in Commission Tracking (this will not remove them from the Unreconciled Report).

ERTS reconciliation matches on PayId. The Unreconciled report Rsn column displays the reason code for items that did not reconcile:

1. The PayId in the ERTS record was not found in GlobalWare.

2. The ERTS record did not have a PayId.

3. The GlobalWare item with the matching PayId is already paid.

4. The GlobalWare item with the matching PayId is voided.