In the world of travel management, accurate and efficient invoicing processes are essential for smooth financial operations. Configuring the right invoicing and payment settings ensures compliance with agency policies, enables correct billing for different types of travel services, and streamlines the traveler’s experience.
In this lesson, you will learn how to:
- Locate invoicing and payment settings on the Travel Configuration page
- Manage invoicing options for agency-related transactions
- Enable the use of agency invoices for GDS Air bookings
- Apply agency invoices specifically for government-only airfare
Mastering these configurations is crucial for ensuring financial accuracy, policy adherence, and operational efficiency within your travel program.
To access the Invoicing section of the Travel Configuration page, use CTRL+ F to search for the setting as depicted in the following graphic.
Enabling agency invoice for GDS air allows all travel charges to be billed directly to the travel agency. The agency typically compiles these charges on a monthly or quarterly basis and then invoices the customer for all travel during that period.
In the Form of Payment Options section of Invoicing, you have the following options available:
| Options | Descriptions |
|---|---|
| Use agency invoice for GDS Air | When this setting is enabled, travelers that are associated with this travel configuration will not have access to a credit card for their airline tickets. Note Guest bookings are not supported with agency invoice, therefore a credit card needs to be used for those reservations. |
| Use agency invoice for government only airfare | When this setting is enabled, the Government-only Airfare Ghost Card section is not displayed. |
Access to Agency Fares
In the Access to Agency Fares section, you can use thePassenger Type Code Modifier field to select the lowest available fare, either Published or Net, during the reservation process. This field is also commonly used to access agency fares based on pseudo city codes when no other discounts, such as SNAP (for Sabre) or passenger type discounts, are available.
To access the Access To Agency Fares section of the Travel Configuration page, use CTRL+ F to search for the setting as depicted in the following graphic.
Enter the appropriate code to enable the Net Fare, such as "NEG" for Sabre.
Caution