Manual exchanges

The scope for graphical manual exchanges will be expanded in future releases. However, for the current version, the manual exchanges screen is eligible only for tickets that meet the following requirements:

  • PNR should have only one ticket number with OPEN/ARPT status.

  • PNR is for single and multiple passengers. On multi passengers booking files, a maximum of 4 different PTC is allowed and filed fare needs to be per passenger.

  • Ticket must be original issue (Multiple reissued tickets are not currently supported).

This functionality is not supported in the following scenarios:

  • PNRs with multiple tickets or multiple filed fares for the same passenger.

  • PNRs containing NDC segments, whether they are combined with GDS segments or not.

Use Manual Exchange screens

If the conditions for manual exchange are met.

  1. Display the graphical booking file.

  2. Select the Change flights button. The Change flights dialog opens.

    Three options display:

    • Search for flights to exchange: is the only available option when the new flights have not yet been booked (only available to agencies that have signed up for Enhanced Exchanges).

    • Price flights I have already searched for: this option will be active for valid tickets when the itinerary has been changed (only available to agencies that have signed up for Enhanced Exchanges).

    • Exchange this manually: available for valid tickets when the itinerary has been changed and priced.

  3. Select Exchange this manually and click Continue.

  4. Information about the tickets and their status display. Enter the change fee amounts (if applicable) per passenger type code.

    For ARC markets,the penalty amount is required, as well as clarification on whether it can be applied against any refundable amount.

    For BSP markets, the change fee collection method must be selected (EMD or tax) and you will need to confirm if VAT applies to the change fee.

  5. Click Continue to compare the original and new fares along with the difference. The change fee will be shown as part of the final calculation.

  6. Select the Go to checkout button. The Review and confirm changes window display the fare and fees breakdown, new itinerary details, ticketing details, and payment information. Commission information from the original ticket is pre-populated, if it exists, and it can be changed (for additional collection scenarios). You can also enter ticket endorsements, tour code, fare type and ticket designator (US and CA markets only), if desired.

  7. Ticket or Hold options.

    • If the Ticket button is selected, then the ticket exchange will be completed, and any additional collection or refund scenarios will be processed using the method selected in the Payment section.

      Once complete, a confirmation screen displays the details of the new fare, the total cost to change the trip, and the new ticket number. You can return to the terminal view and enter *HTE to view both the original and new ticket numbers.

    • If the Hold button is selected, then the ticket exchange will not be completed, and there will be no payment processing. The ticketing line of the filed fare will be updated with any necessary ticketing modifiers to easily process the exchange in the future (i.e. before the ticketing deadline for the filed fare is reached), as per the details displayed/entered on the Review and confirm screen. For proceeding with the exchange, you will need to retrieve the booking file in the terminal and enter the necessary ticketing command (i.e. TKP).

      Display the graphical view of the PNR by selecting "View Booking File" to see the updated booking file showing new flight, fare details and ticket number.

      Go to the terminal window if you want to display the *HTE field to view both the original and new ticket numbers, plus any additional document applied for the change fee.

    Additional collection and/or Refund scenario

    If the total cost to change the trip indicates a refund scenario (i.e. negative amount) then the Payments section will show the following options depending on the market:

    ARC

    BSP

    If the total cost to change the trip indicates a refund scenario (i.e., negative amount) and an additional collection, then the Payments section will show the following options:

    ARC

    BSP

    • Refund to the original form of payment: the passenger is entitled to receive the refundable amount.

    • Issue a residual MCO: a miscellaneous credit order will be issued and passenger will be able to use it for future travel.

    • Issue as an EMD refundable: a refundable electronic miscellaneous document will be issued and needs to be refunded for the passenger to receive the amount.

    • Do not issue any refund or residual: the refundable amount will be ignored.

    • Refund applicable taxes only means only the refundable taxes will be refunded.

    • Refund applicable base fare only means only the refundable base fare will be refunded.

Next lesson: Enhanced exchange