Applies to:          Stayntouch PMS          

Create a Travel Agent Card

Stayntouch PMS allows designated users to create a Travel Agent Card that can be configured with contracted rates, retrieved during reservation creation, or used when tracking internal accounts receivable information. This guide covers how to create a Travel Agent Card in Stayntouch PMS from start to finish. 

STEP 1. NAVIGATE TO COMPANY & TA CARDS

• Log into Stayntouch PMS.
• From the Dashboard, open the menu and navigate to Revenue Management > Company & TA Cards.

STEP 2. CREATE A NEW CARD

• Select the search bar to begin typing directly into the space. 
• Begin typing the name of the Travel Agent to prompt Stayntouch PMS to: 
  • Search for an existing Travel Agent Card, or
  • Create a new Travel Agent Card
• Create a new card by selecting the + ADD NEW button once you’ve entered the Travel Agent name into the search bar.

STEP 3. CHOOSE TRAVEL AGENT

• Select to create a COMPANY CARD or TRAVEL AGENT CARD.
  • For this example, we will be creating a Travel Agent Card. 

STEP 4. ENTER TRAVEL AGENT DETAILS

• Begin entering the Travel Agent details into the blank spaces under the Contact Information section.
• Be sure to include the following information: 
  1. TRAVEL AGENT NAME 
  2. ADDRESS
  3. PHONE, FAX, and/or EMAIL ADDRESS
  4. WEB PAGE

 STEP 5. ENTER THE EXTENDED TRAVEL AGENT DETAILS

• Of critical importance is ensuring that the Travel Agent’s corporate details are entered correctly in the Contact Information tab. Be sure to enter details for the following fields: 
  1. Extended Company Details
     • IATA NUMBER and TAX ID
     • COMMISSION: Enter an amount to which to set the commission (e.g., 15%).
     • PREPAID: Selecting this box indicates to Stayntouch PMS that your property wants to pay the Travel Agent their commission prior to the reservation’s stay date. In most cases, the Travel Agent is compensated post-stay.
  2. Primary Contact Details
     • FIRST NAME, LAST NAME, JOB TITLE, PHONE, and/or E-MAIL ADDRESS

STEP 6. ADD NOTES (OPTIONAL)

• There is also a Notes tab if you’d like to include any additional notes to be shared with your team internally.

STEP 7. CREATE A/R NUMBER (OPTIONAL)

• While on the Contact Information tab, below the Extended Company Details section, there is a CREATE ACCOUNT button. 

• You will want to select the CREATE ACCOUNT button to assign an A/R NUMBER to the Travel Agent Card. 

• Upon selecting the CREATE ACCOUNT button, the following will occur:  
  • A new tab will be created in the header of the card titled A/R Account.  
  • Stayntouch PMS will auto-assign a unique A/R NUMBER OR allow the user to create an A/R NUMBER for the card (this functionality is determined by your property's Stayntouch PMS settings). 
  • The A/R NUMBER allows for the property to direct bill the Travel Agent. Only when an A/R NUMBER is assigned, can direct billing occur. 
  • The A/R NUMBER created here will appear on the guest's invoice, as well. 

• On the A/R Account tab, you may choose to configure the following fields: 
  • ALLOW DIRECT DEBIT 
  • Add A/R Notes
  • USE MAIN ADDRESS 
  • Enter a number for PAYMENT DUE (DAYS): 
    • This field indicates the payment “due date” between the hotel and the Travel Agent. Based on the number entered in this field, the property will automatically compensate the Travel Agent after the guest checks out and “x” number of days have passed.
  • USE MAIN CONTACT

STEP 8. ADD BILLING INFORMATION (OPTIONAL)

• Next, if you'd like to configure bill routing for the card, select the ADD BILLING INFORMATION button from the right side of the Contact Information tab.

• The Billing Information is split into two sections: ENTITY and DETAILS.

• Use the ENTITY section on the left to enter the following information: 
  1. PAYMENT: Add additional payment information. 
  2. CREDIT LIMIT: Set a credit limit to apply to the Travel Agent Card.  
  3. REFERENCE NUMBER: Add a reference number. 

• From the DETAILS section, you may choose to manage the following: 
  1. BILLING GROUP: The billing group allows you to specify for what the Travel Agent will pay. 
  2. CHARGE CODES: You may also search for a specific charge in this section. 

STEP 9. SAVE/CANCEL

• Make sure to select SAVE, or click the CANCEL button to exit out of the popup window for bill routing. 

STEP 10. OPEN CONTRACTS TAB

• When the Travel Agent Card details are defined (i.e., Contact Information and A/R Account), navigate to the Contracts tab to configure the contract rate with the Travel Agent Card. 
• Now, you are ready to assign a rate to the Travel Agent Card. Click here to get started.