Stayntouch PMS Company & Travel Agent Cards
To review and manage Company and Travel Agent Cards, navigate to Revenue Management > Company & TA Cards. From here, you can search for a specific card and look at All Active Cards or cards that have A/R Accounts Only.
If you enter %%% into the search bar, the PMS will retrieve all active Company and Travel Agent Cards that exist within your property.
If you wish to work with a specific set of cards, simply enter at least three letters from that Company or Travel Agent.
If you wish to merge cards where you know there is a duplicate, you can toggle from VIEW to MERGE and begin entering letters from that card. In the example below, we searched for “Erin’s”, and you’ll notice Company Cards for Erin’s Company are returned. Begin by selecting a primary card and then secondary cards that you wish to merge into the primary card.
To verify the merge, simply select the VERIFY MERGE button, as long as the cards are not associated with any existing reservations. Upon selecting VERIFY MERGE, you’ll then be prompted to click MERGE CARDS, and you'll successfully be able to merge the cards together.
If you’ve typed in the name of a Company or Travel Agent Card, and it isn’t retrieved, you will be given the option to Add a New Card. Alternatively, if you type a name of a Company or Travel Agent Card, and there are names populated, but they don’t match the card you’re searching for, you can select + ADD NEW to create a new card. Upon clicking Add a New Card or + ADD NEW, you can choose between COMPANY CARD or TRAVEL AGENT CARD. The process for creating both types of cards is very similar. Once you’re directed to the new card, select SAVE NEW CARD.
SUMMARY TAB
The process once you create a new card or select an existing card is very similar. Upon opening the card, you can see various fields. First, you can choose to enter information about the card, such as ADDRESS, CITY, POSTAL CODE, STATE, COUNTRY, PHONE, FAX, E-MAIL ADDRESS, or WEB PAGE. These fields are all optional, but provide more details about the Company or Travel Agent. You can also provide extended details, such as CORPORATE ID (or IATA NUMBER for Travel Agent Cards) or TAX ID if desired. Furthermore, in the Primary Contact Details section, you can choose to enter a primary contact FIRST NAME, LAST NAME, JOB TITLE, PHONE, or E-MAIL ADDRESS.
You’ll also notice other fields, such as ADD BILLING INFORMATION. If you select the ADD BILLING INFORMATION button, you can default billing information that will always apply when this card is invoked, such as Room & Tax or All Charges (these billing groups can be created in Settings > Financials > Billing Groups), to Erin’s Company with default billing instructions for payment to Direct Bill. Here, we’ll select CANCEL, as we do not wish for this to apply to Erin’s Company.
With sufficient permissions, you can also add an A/R account, and with no financial transaction in place, you can select DELETE ACCOUNT to delete the A/R account if required.
Please note, for Travel Agent Cards, you also have the option to turn the COMMISSION toggle ON or OFF to enable commissions for the Travel Agent Card. If you choose to enable commissions, you can then select a commission amount (percentage or currency amount) and/or select COMMISSION PREPAID if the commission is prepaid for the card.
CONTRACTS TAB
Moving onto the Contracts tab, you can create a new contract by selecting the CREATE NEW CONTRACT button.
When adding a new contract, the contract NAME must be unique, as there cannot be duplicate contract names for the same property. Each contract will also have an ACCESS CODE, which will be used by Stayntouch PMS to make searching for contracts simpler and more accurate. The ACCESS CODE is used by external systems to “access” the contracts and book the reservations against the negotiated rate. The ACCESS CODE can be edited initially when the new contract is created; however, once the contract is saved, the access code cannot be edited by users without the Edit Access Code user permission.
The contract should also have a START DATE and END DATE, which will be the validity period of the contract. The validity date of the contract will not be linked to any of the rate set periods. The START DATE will be from the business date or any future date. The END DATE currently has a 10-year limit.
The END DATE of a contract can be shortened to the last active reservation attached to the contract. Once a contract reaches its expiry date, the contract will be seen as a PAST contract—once the contract is in PAST status, the contract will no longer be editable.
You can also select a number of CONTRACTED NIGHTS or a CONTRACT OWNER (and even select to INCLUDE INACTIVE USERS) if desired; however, this is optional.
Click SAVE CONTRACT to create the contract.
You’ll then be able to select a CONTRACTED RATE from the rates available at your property. Any rate type can be linked to the contract in standalone mode and Day Use mode. The exception to the rule will be in Full Hourly mode—only Hourly rates classified as corporate rate types can be linked to a contract. Please note, if a rate does not have configured rate sets for the validity of the contract, you will still be able to link the rate to the contract. These rates should be maintained in order to book reservations against that rate. If the rate is not complete, then during the reservation process, no rate details will be returned.
Inactive rates will not be available when searching for rates to be linked to a contract, and should you attempt to inactivate a rate linked to a contract, you will get an error that the rate is linked to a contract. The rate will need to be unlinked from the contract before the rate can be deactivated.
Multiple rates can be linked to a contract, which will return multiple negotiated rates for you to select during the reservation process.
As part of the contract, the contracted nights can be recorded. This can be edited at any time. Select the SAVE CONTRACT button to save the contract details.
Contracts will be saved, and once expired, they will move to the PAST tab. Any current contracts will be listed in the CURRENT tab, and all future contracts will be listed in the FUTURE tab. Please note, there can only be one CURRENT contract active for a Company or Travel Agent Card.
Contract status can be changed from ACTIVE to INACTIVE. A contract can be deactivated at any time, even if there are active reservations attached. An inactive contract will not allow any further reservations to be made with it. You will still be able to edit inactive contracts.
A contract can only be deleted if there are no reservation statistics against the contract. In order to delete that contract, the rates must be removed from the contract. Once the rates are removed, and the contract is unused, you will be able to select DELETE CONTRACT.
CURRENT and FUTURE contracts can be linked to other Company and Travel Agent Cards. You can link an existing contract to a card by selecting LINK EXISTING CONTRACT and searching for the contract by NAME or ACCESS CODE from the search bar.
When searching for a contract, the list of CURRENT and FUTURE contracts will populate. Please note, when contracts are already linked to Company or Travel Agent Cards, they will not display in the list to be linked. Clicking on a contract will link the contract to the card.
Once a contract is linked, the option to UNLINK CONTRACT will also become available.
You can view all contracts attached to the card by clicking the dropdown arrows next to the CURRENT tab.
STATISTICS TAB
If you select the Statistics tab, you can view an overview for the Company, including information for this year, last year, and previous years.
By clicking on the expand button, you can make this fullscreen, which is particularly useful when reviewing with the client.
To review things, such as contract negotiations, you can see an overview or details. You can even view particular stay records and select that stay record to go to that stay card for further information if required.
WALLET TAB
From the Wallet tab, you can attach one or multiple credit cards to the Company or Travel Agent Card by clicking the + NEW PAYMENT METHOD button.
NOTES & FILES TAB
In the Notes & Files tab, you can add notes or attach files (if file attachments are enabled from Settings > Cards > File Attachments) to the Company or Travel Agent Card.
From the NOTES view, you can add any pertinent notes to the Company or Travel Agent Card.
Switching the FILES view, you can view or attach files as desired. You can search by files from the search bar, group by UNGROUPED or FILE TYPE, and sort by LAST ADDED or FIRST ADDED.
To attach files, you can drag and drop a file or click + ADD NEW to upload a file.
A/R ACCOUNT TAB
The A/R Account tab is only available for Company or Travel Agent Cards where you chose to CREATE ACCOUNT from the ACCOUNTS RECEIVABLE NUMBER section on the Summary tab. From here, you can view Accounts Receivable information for the Company or Travel Agent Card or enable certain features.
- A/R NUMBER: This is automatically generated when you select CREATE ACCOUNT from the ACCOUNTS RECEIVABLE NUMBER section on the Summary tab.
- ALLOW DIRECT DEBIT: You can choose whether or not you want to allow direct debit for the Company or Travel Agent Card.
- A/R NOTES: You can add any pertinent notes for the A/R account.
- USE MAIN ADDRESS: You can choose to use the main address indicated on the Summary tab for the A/R account.
- PAYMENT DUE (DAYS): Enter a number of days until payment is due. This will appear on A/R invoices.
- USE MAIN CONTACT: You can choose to use the main contact indicated on the Summary tab for the A/R account.
A/R TRANSACTIONS TAB
Like the A/R Account tab, the A/R Transactions tab is only available for Company or Travel Agent Cards where you chose to CREATE ACCOUNT from the ACCOUNTS RECEIVABLE NUMBER section on the Summary tab. This tab will reveal a list of invoices associated with that Company or Travel Agent. You can learn more about how to use this tab from the Accounts Receivable section of this guide.
COMMISSIONS TAB
The Commissions tab is only available for Travel Agent Cards. On the Summary tab, you may remember that you had the option to turn the COMMISSION toggle ON or OFF, select a commission amount, and/or select COMMISSION PREPAID. If commissions are active for the Travel Agent Card, you can view all commissionable revenue from this tab.
To sort commissionable revenue, you can choose a date range, a STATUS of Commissionable or Non-Commissionable, or a PAID STATUS of All, Unpaid, Paid, Prepaid, or Hold.
If you wish to hide these options, click the orange filter button.
You can also view commission amounts by REVENUE, PAID, or OWING at the top of the Commissions tab.
Finally, to print the commissions, click the blue printer button.
ACTIVITY LOG TAB
From the Activity Log tab, you can view all activity for the Company or Travel Agent Card since creation.
