Assisted Ticketing

Voluntary Changes: Modifying or Exchanging IT/BT Fares with a Refundable Balance

Smartpoint 11.0 and later, Assisted Ticketing processes voluntary changes if the original ticket is priced using IT/BT (Inclusive Tour/Bulk Tour) fares.

If the original fare is an Inclusive Tour (IT) fare and the fare is hidden, additional steps are required for the involuntary change process.

 

Important!

The Assisted Ticketing - Voluntary Change feature does not provide any guarantee against ADMs:

  • Agents are obligated to have all necessary approvals before proceeding with voluntary exchanges.

  • Agents should always check all stored fare (Filed Fare/ATFQ) elements before ticketing.

 

The workflows for updating modifiers and exchanging tickets for IT/BT fares with a refund balance are similar. In Assisted Ticketing:

  • The Update Modifiers option allows agents to update and save ticket modifiers and other exchange details without issuing a ticket. Later, agents can reissue the ticket in Travelport+ (1G) formats using native host or Smartpoint entries.

  • The Exchange Ticket option saves exchange details, such as ticket modifier updates, and also reissues the ticket for exchange.

 

To update ticket modifiers or exchange tickets with a refund balance:

  1. Change the PNR/Booking File and add a new fare quote, but do NOT end transact the PNR/Booking File. To be eligible for a quote, the record must have:

    • Segments with an HS or HK status.

    • A stored fare (Filed Fare/ATFQ) for each passenger.

  2. Open the Assisted Ticketing window by either:

    • Entering the format: #SATVOL.

    • Clicking the Assisted Ticketing icon. Then, click the Voluntary Change tab.

  3. Click the Filed Fare arrow to select the stored fare.

  4. Click the ticket arrow to select the desired ticket number.

  5. Click LOAD TICKET DATA.

    If the original Fare is an IT Fare where the fare is hidden, the IT/BT Ticket screen is displayed.

  6. If applicable to hidden fares. Update the original fare amount and currency code for an exchange process either from #SATVOL or the Voluntary Change tab — Start Exchange. Then click UPDATE FARE.

    The comparison table is displayed. This table provides a side-by-side comparison of the ticket and the stored fare, while the third column displays the difference between the original fare and the new fare.

    Known Issue: The Base Fare amount in the comparison table may display incorrectly if an IT/BT fare is issued with a net fare. As a result, other amounts in the comparison table may also display incorrectly. However, the Additional Payment confirmation screen (Step 21) displays the correctly calculated Refund amount.

  7. Optional. Click the ticket link to display the ticket details.

  8. Optional. Click the stored fare (Filed Fare/ATFQ) link to view the details for the stored fare.

  9. Review the exchange details.

  10. If applicable. In the Airline Change Fee row, add a change fee for the new stored fare. For IT/BT fares, the change fee is paid as a tax.

    • The Grand Total is automatically calculated when you add the change fee values. The negative value in the Grand Total represents final refundable balance to settle.

    • If the carrier’s method of change fee collection is not available in the fare rules or is unknown, please contact the carrier to confirm the collection method.

    • Per industry guidelines, airline change fees are not supported by EMDs for IT/BT fares.

  11. If applicable. In the Tax On Change Fee row, add the tax for the airline change fee.

    To add the change fee and tax as a Tax Change Fee, add the amount in the first box and the 2-letter tax code in the tax box of Filed Fare section. If additional taxes are needed, click the Add icon to add more lines.

    Note: For ARC, the tax code “CP” displays by default. However, this tax code can be changed.

  12. Optional. Enter any additional ticket modifiers for the voluntary exchange.

    Note: Any existing modifiers from the stored fare (Filed Fare) are automatically populated in the corresponding fields.

  13. Optional. In Additional Modifiers, click Expand All to enter more optional ticket modifiers. You can click Collapse All at any time to close the Additional Modifiers section.

    Ticket Modifier

    Details

    Tour Modifier

    Select the radio button for the desired Inclusive Tour or Bulk Tour modifiers.

    This indicator be used in conjunction with a Tour Code and other modifiers.

    See E-ticketing functionality information for all participating Travelport Airlines in the Travelport Knowledge Base to determine if a carrier supports BT and/or IT ticketing.

    Inclusive Tour fares include charges in addition to the airfare, such as accommodations or ground transportation as part of a "package".

    • Inclusive Tour (IT)
      Suppresses the fare and does not print the fare construction on the passenger receipt.
      Terminal Format Equivalent:

    • Inclusive Tour (IT*PC)
      Suppresses the fare and prints the fare construction on the passenger receipt.

    Terminal Format Equivalents:

    • Without tour code: TMU1IT or TMU1IT*PC

    • With tour code: TMU1TCXX123456/IT or TMU1TCXX123456/IT*PC

    Bulk Tour fares are usually given to agencies who book a high volume of seats such as a consolidator or wholesaler. However, typically accommodations or other package items are not required for this fare.

    • Bulk Tour (BT)
      Suppresses the fare and does not print the fare construction on the passenger receipt.

    • Bulk Tour (BT*PC)
      Suppresses the fare and prints the fare construction on the passenger receipt.

    Terminal Format Equivalents:

    • Without tour code: TMU1BT or TMU1BT*PC

    • With tour code: TMU1TCXX123456/BT or TMU1TCXX123456/BT*PC

    Tour Code (TC)

    A Tour Code is issued by an airline to identify a tour deal.

    The tour code must be entered into the fare as a ticket modifier so that both the airline and the local BSP know the source of the fare and the agency's authorization to use the fare.

    The Tour Code can be a maximum of 14 characters. The code can also be used in combination with an Inclusive Tour or Bulk Tour indicator.

    issued by an airline in order to identify the deal an agent has been given.

    Equivalent Terminal Format: TMU1TCXX123456.

    Client Discount (CD)

    A Client or Corporate ID number associated with a tour. Maximum of 24 characters.

    Equivalent Terminal Format: /CD-Y736245

    Airline/Deal/CAR Code (AI-)

    Airline Information is a modifier for net fares that is also known as a "deal number" or Commercial (or Carrier) Agreement Reference (CAR). Between two and eight alphanumeric characters.

    See E-ticketing functionality information for all participating Travelport Airlines in the Travelport Knowledge Base to determine if a carrier supports net fare ticketing.

    When an agency approves a contract with an airline, BSP is advised of the deal number. When you issue a ticket for the agreed fare, BSP cross-checks the deal number with the information supplied by the airline to ensure that your agency is authorized to sell this type of fare.

    Terminal Format Equivalent: TMU1AI-45678.

    Value Code (VC-)

    Value Code is a supplementary commission or amount input. The Value Code is printed in the Tour Code box of the ticket.

    A modifier for net fares, the Value Code is used by some airlines so that their own revenue accounts department can interpret the type of arrangement that the airline has agreed with your agency.

    The Airline/Deal/CAR Code (AI-) is the contract number, but the Value Code represents the actual amount.

    The first letter of the code identifies a commission percentage or amount.

    • C = Commission Percentage

    • K = Commission Amount

    The next alphanumeric characters are provided by the airline. Typically, these characters indicate the amount of the supplementary commission. For example:

    • A commission of 20%:
      TMU1AI-45678/VC-C0020

    • A commission of GBP 25.00:
      TMU1AI-45678/VC-K0025

    However, some airlines may use an encoded value in letters and/or numbers that does not explicitly state the commission amount.

    Note: Each airline will advise you which codes to use, and also if you are required to include any additional information when you issue a ticket for a net fare. If you are in any doubt, contact the airline for clarification. Each airline may have different requirements.

    Net Fare Currency (NF) and Net Fare Amount

    The amount that the agency owes the supplier.

    With the NF modifier, the selling fare is shown in the Fare box on the ticket, and a different amount is shown in the remittance area.

    Net Fare amounts can be added by either quoting an automatic fare or by using a manual fare build.

    Terminal Format example for a Net Fare of GBP 700.00:
    TMU1AI-45678/NFGBP700.00

    Note: The commission rate remains at the standard level.

    See General information on Nett Remit Tickets in the Travelport Knowledge Base for more information.

    Actual Selling Fare (ASF)

    The actual amount of the fare reported to BSP and with IF when followed by the actual amount for invoicing purposes and not reported to BSP.

    Actual Selling Fare (ASF) and Invoice Fare (IF) are mutually exclusive.

    Invoice Fare Amt (IF)

    The actual amount of the fare used for invoicing purposes and not reported to BSP.

    Actual Selling Fare (ASF) and Invoice Fare (IF) are mutually exclusive.

    Ticket Designator (TD)

    Smartpoint 11.2 and later

    US ARC and CA BSP

    A designator filed by carriers to indicate a type of fare such as a specific private fare, promotion, or discounted fare.

    Note: This modifier displays only for United States (ARC) and Canadian (BSP) PCCs.

    The ticket designator value is displayed differently in the PNR/Booking File depending on whether UPDATE MODIFIER or ISSUE TICKET – TKP is clicked.

    • Update Modifier

      If UPDATE MODIFIER is clicked, the ticket designator value is updated and displayed as part of the T-Line (ticketing line) of the stored fare.

    • Issue Ticket

      If ISSUE TICKET – TKP is clicked, the ticket designator value is added as part of the fare basis code (FBC) line of the issued electronic ticket. The modifier is not updated in the stored fare.

    Known Host Limitation
    The maximum length of the ticket designator modifier is 10 alphanumeric characters. However, this ticket designator combined with the FBC (fare basis code), cannot exceed a total of 15 alphanumeric characters.
    If this 15-character limit is exceeded, an error displayed as either a pop-up message or as header text: ERROR 340 - TICKET DESIGNATOR IS TOO LARGE.

    Exempt Carrier Fees

     

    Select this check box to exempt OB Fees from the ticket.

    These fees are used by airlines to instruct pricing systems how to collect fees on an airline's behalf when they are the validating/plating carrier. These fees are used by the airline to cover the costs of accepting payment by credit card or other form of payment.

  14. Optional. In Document Modifiers, select options for ticket and itinerary documents.

  15. After you enter all modifiers, select I have validated the fare rules and results, and I would like to continue with the exchange.

  16. Click either:

    • UPDATE MODIFIER to update the ticketing modifiers without exchanging the ticket.

    • EXCHANGE TICKET to complete the ticket exchange.

    The Manual Fare confirmation message is displayed.

  17. Click OK to approve the fare update. If there are changes to the ticket modifiers, the record is updated, and a confirmation message is displayed.

  18. Click OK. The stored fare and any modifiers are now updated and saved.
    Important!If you do not want to continue, you must delete the stored fare and start again.

    The first Additional Payment screen displays to show the new fare details and ticket details. The ticket details are automatically populated, but can be changed.

    Note: Tax boxes for new fare details are inclusive of new taxes as per new fare without netting.

  19. Click CONTINUE to display the second Additional Payment screen, which contains the paid taxes and US Passenger Facility Charges. The tax fields are automatically populated, but can be changed.

    Note: The Paid Taxes section is blank because paid taxes are not designated in ARC exchanged tickets.

  20. Click CONTINUE to display the third Additional Payment screen to confirm the ticket exchange.

  21. Type Y to confirm the exchange and continue with the reissue.

    Note: If you type N, the reissue is canceled. You can use Travelport+ (1G) formats to reissue the ticket.

  22. Click CONTINUE to display the fourth Additional Payment screen..

  23. Review the updates and select the next step:

    • Click UPDATE EXCHANGE AND CLOSE to save the ticketing modifier updates or exchange details, and exit Assisted Ticketing.

    • Click CONTINUE TO NEXT EXCHANGE to save the ticketing modifier updates or exchange details. Assisted Ticketing remains open, and you can begin another exchange.

    • Click CANCEL to close Assisted Ticketing without saving the ticketing modifier updates or exchange details. However, the stored fare (Filed Fare) updates are saved.

  24. To save the details of the exchange, end transact (ER) the PNR/Booking File.

    The PNR/Booking File and ticket details are displayed.

    • For update modifiers, the new modifier information and status is displayed.

      Note: Reissues for IT/BT fares cannot be made through Assisted Ticketing. Agents can reissue the ticket using Travelport+ (1G) formats in either native or Smartpoint entries.

    • For exchange tickets, the new ticket information and exchange status is displayed. The following example shows the updated PNR/Booking File for the exchange and reissued tickets.