GENERAL

What is the difference between a booking and a trip?

• A booking is the individual service (e.g. hotel, flight, transfer, tour)
• A trip is made up of multiple bookings

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What if I want to see my bookings/trips for the next calendar year?

• In the All Trips page, you can select the date range you want to look at.
• Select the relevant dates and the trips will update to show you the ones between those dates

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Why did my booking not save?

• The most likely cause is if you have copied an amount into the financial section and it includes an non number characters like currency symbols

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How do I change my password?

• Logout and click “Forgot Password”

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There is no submit button

• The submit button will only show when all the required fields have been filled in
• Each section will turn green once the minimum information has been entered

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BOOKINGS/TRIPS

Why do I need to load multiple bookings under one trip?

• This allows you to see the value of your trips and how profitable each one is rather than looking at each booking individually

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Do I need to enter non-commissionable bookings on the tracker?

• We advise you to enter all bookings to get the most complete picture of your business. It can be helpful to understand how much of your business is made up of non-commissionable bookings to be able to make better business decisions

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What happens if I have multiple people travelling on one trip?

• The booking tracker is for tracking and reporting purposes, so if commission is not attached to the other travellers you don’t need to add them
• You can add the full list of travellers in the notes if you do want to record them
• You can add one companion per booking, the companion will also show on the commission invoice to assist in avoiding delays when invoicing for commission
• The bookings in a trip are determined by who is being invoicedsome text
  • Where one client is paying for everything you only need to enter them as the lead client
  • If multiple family members or friends are splitting the cost then you can load one booking per booking group (family or couple) using the companion feature
  • If each family member is paying for their own hotel room, then you would add a booking per family member to better track commission and for more accurate commission invoicing

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What is the best way to add flights?

• As you have booked the flights in ADX (or elsewhere), the tracker is for reporting purposes only so you can enter the flights as one booking under the lead client. You don’t need to add companion/s

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COMMISSION

Where can I see my outstanding commission?

• Select Commission Tracking from the menu and you will see any outstanding commission
• Please note commission will only show once it is duesome text
  • Client Pays Supplier - will only be counted as due from the checkout/end date and will then show on the Commission Tracking Report
  • Pay CT - Once Cartology Travel has received the full payment the commission will show on the Commission Tracking report

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What are the differences in the commission statuses

• Expected is based on what you enter and means the trip has not happened yet
• Awaiting payment means some text
  • commission is now due for the booking but has not yet been paid by the supplier.
  • Or for trips where Cartology Travel has received the payment, then the commission has been received but is not eligible for payment to the IC yet
• Processing is where the commission has been received by Cartology Travel or Travel Edge and is due for payment to the IC
• Paid will show once the commission has been paid to the IC
• Not payable is for all services (such as fees or cancellations) that do not have  commission (e.g. planning fees or non-commissionable bookings)

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How do I create a commission invoice?

• Select the relevant trip and navigate to the specific booking
• Click Create Commission Invoice
• Select which bank account you want to add to the invoicesome text
  • Select Travel Edge for any America’s based suppliers as well as major hotel brands where the booking was made with the IATA
• The invoice will be emailed to you - send it on to the supplier
• There is NO NEED to cc accounts as the system generates a copy which goes to accounts automatically

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SUPPLIERS

How do I handle bookings made via platforms like Mr & Mrs Smith?

• For any bookings made via Mr & Mrs Smith, Tablet, Expedia TAAP → Select Supplier Type as Hotel then select the booking platform.
• Deselect “Supplier is Service Provider” and then Select Service Provider Type as Hotel and the relevant hotel as the Vendor

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Why do I need to select the supplier type first?

• This runs a filter to help speed up the search process when you search in the Supplier field
• Note: Once you’ve selected a supplier type, only suppliers associated with this type will show up (i.e.: no hotels when you select air). Please change the selection if you need a supplier from a different type

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I accidentally added the wrong supplier and can’t change it?

• Click the reset button under the supplier field to clear it and select a new supplier

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What if the supplier I need is not on the system?

• Please first ensure the supplier is not already on the system under a different spelling
• Click Add New Supplier and fill in the info
• When adding a new supplier please write out the full name and ensure all info is correct

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Supplier Naming Conventions

• For the following brands please include the full brand name in front of the hotel name:some text
  • Belmond LOCATION
  • Fairmont LOCATION
  • Four Seasons LOCATION
  • Jumeirah, Kempinski
  • Langham LOCATION  
  • Mandarin Oriental LOCATION
  • Montage LOCATION
  • HOTEL - Oetker
  • One & Only LOCATION
  • Peninsula LOCATION
  • Rocco Forte - LOCATION
  • Rosewood LOCATION
  • Shangri-La LOCATION
  • Six Senses Name - LOCATION
  • Viceroy LOCATION
  • HOTEL, Auberge Resorts Collection

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FINANCE

Do I enter Nett or Gross amounts?

• Please enter the gross amount as the trip value
• There is a separate field for commission

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Why is the deposit or balance not showing on the Dashboard?

• Deposits will only show on bookings where you have entered a deposit amount + due date for the deposit payment
• Balances will only show on bookings where you have entered a due date for the balance payment

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When do I need to select VAT as applicable?

• Any UK agents working with a Tour Operator need to toggle the VAT button
• Any UK agents who are VAT registered and are selling a package to a UK based client need to toggle the VAT button

When do I need to select the Package toggle?

• If you are selling a package to a UK client you need to toggle the package button

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How do I account for credit card fees?

• Select Pay CT - Credit Card
• If you are adding the credit card fee on top, enter it in the CC Processing Fee field. CC fee amounts can be found in the info (i) button
• If you are absorbing the CC fee then leave the CC Processing Fee field blank and reduce your commission by the CC amount to adjust for it
• If you need us to generate a CC link for you then select the “ Request CC Link”

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How do I track payments made directly to suppliers?

• If you would like to track payments being made directly to suppliers, select “Client Pays Supplier” and enter the deposit and balance dates
• Once the client has paid, navigate to the relevant booking and click “Modify” → there will be a tick box for Deposit Paid and Balance Paid. Click the relevant one and it will mark as paid and remove from your outstanding payment reports on the Dashboard

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