BestCheque. BestCheque. View/Edit Comm 3. View Commissions 10. New Commission Records. Edit Records 14. History 20. Adjustments 21

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2 World's Largest Hotel Chain View/Edit Comm 3 View Commissions 10 New Commission Records 12 Edit Records 14 History 20 Adjustments 21 Add Property Direct 24 Tax Definitions 44 11/15/02 1/60

3 Tutorial/BESTCHEQUE: Introduction is a Travel Agent Commissions Program which provides a method of accurately reporting guests stays and the related commission activity. A spinning green dollar symbol Commissions Program () database. A spinning red dollar symbol indicates new records have been added to the property s TA displays on the 20th through 5pm (property time) on the 25th of each month to remind properties that there may be records that were not received by BWI. View Commissions 11/15/02 2/60

4 Tutorial/BESTCHEQUE: View/Edit Commissions The View screen is used to select criteria to display travel agent commission activity. 11/15/02 3/60

5 Tutorial/BESTCHEQUE: View/Edit Commissions From the display criteria drop down list, select the criteria to display. The default is New and Unedited Current Billing Period. If selecting criteria By Arrival Date, By Departure Date, By Confirmation #, By Guest Name, By Travel Agent ID, or By Travel Agent Name, the corresponding field in #2 must be completed. 11/15/02 4/60

6 Tutorial/BESTCHEQUE: View/Edit Commissions To limit the number of records displayed on the search, complete the fields in this section. To search by Arrival Date, or if this was selected in the search criteria, enter the Arrival Date by typing the date (DD format) then use the drop down lists for Month and Year. To search by Departure Date, or if this was selected in the search criteria, enter Departure Date by typing the date (DD format) then use the drop down lists for Month and Year. To search by BWI Conf#, or if this was selected in the search criteria, type the 9 digit Best Western Confirmation number. To search by Guest Name, or if this was selected in the search criteria, type the guest's full or partial name. To search by TA ID, or if this was selected in the search criteria, type the 8 digit Travel Agent Indentification number. To search by TA Name, or if this was selected in the search criteria, type the Travel Agent's full or partial name. 11/15/02 5/60

7 Tutorial/BESTCHEQUE: View/Edit Commissions Select which commission status to include in the search by placing check marks in the appropriate boxes. The default statuses are Commissionable, Non Commissionable, and Cancels. 11/15/02 6/60

8 Tutorial/BESTCHEQUE: View/Edit Commissions Select how the results should be displayed by using the Sorted By drop down list. The default sort order, Arrival Date and Guest Last Name has been selected in the example above. 11/15/02 7/60

9 Tutorial/BESTCHEQUE: View/Edit Commissions Select either a detailed or limited information display from the Display Type drop down list. The Detail Display Type has been selected in the example above. 11/15/02 8/60

10 Tutorial/BESTCHEQUE: View/Edit Commissions Click the Display button to display the information entered on the screen. Clicking the Reset button clears all user entered fields, allowing new information to be entered on the screen. 11/15/02 9/60

11 Tutorial/BESTCHEQUE: View/Edit Commissions The View Commissions screen displays the list of commission records based on the search criteria selected. The Grand Total count is displayed at the bottom of the page. Note: There is no Grand Total displayed if only one record is returned. To view the commission details for a record, click on the guest's name link. 11/15/02 10/60

12 Tutorial/BESTCHEQUE: View/Edit Commissions The Commission Detail screen displays the complete commission details for the selected record. To print a hard copy of this screen, click the Print button, or click the Close Window button to return to the View Commissions screen. 11/15/02 11/60

13 Tutorial/BESTCHEQUE: View/Edit Commissions NEW COMMISSION RECORDS New commission records display a status of New. Use the shortcut buttons "No Show" or "Cancel" to make quick changes to a commission record, or click "No Change" if, after reviewing the record, it is correct. A Transaction Results screen, similar to the example below, displays the information submitted for processing,. To view the history for this transaction only, click on the guest's name link. The History screen for this guest is displayed. 11/15/02 12/60

14 Click the Close Window button to return to the commissions screen. 11/15/02 13/60

15 Tutorial/BESTCHEQUE: View/Edit Commissions EDIT RECORDS To make other changes to this record, click on the edit link. The Detail Update screen is displayed. NOTE: If taxes have been defined, the right side of the screen displays the existing taxes. 11/15/02 14/60

16 Tutorial/BESTCHEQUE: View/Edit Commissions The detail includes the reservation information at the top. The Commission Type, Dates of stay, number of Rooms, and Comments about this record are displayed as originally entered. Make changes to any of these fields, if applicable. 11/15/02 15/60

17 Tutorial/BESTCHEQUE: View/Edit Commissions Select a Reason For Change from the list box. Up to six reasons may be selected (by holding down the Ctrl key and clicking on each additional item). If applicable, enter new values in the Total Revenue and/or Commission Percent fields. NOTE: If a Tax Definition Detail is applied, the Reason for Change automatically defaults to "Adjustment for tax considerations." Notice the revenue and commission fields are automatically 11/15/02 16/60

18 populated with the respective values. 11/15/02 17/60

19 Tutorial/BESTCHEQUE: View/Edit Commissions When the changes have been completed, click the Submit button to send the update for processing. Clicking the Reset button clears all user entered fields, allowing new information to be entered on the screen. 11/15/02 18/60

20 Tutorial/BESTCHEQUE: View/Edit Commissions The Transaction Results screen displays the information submitted for processing. For history details of this transaction only, click on the guest's name link. Click the Print button for a hard copy of this screen. Click the Close Window button to return to the View Commissions screen. 11/15/02 19/60

21 Tutorial/BESTCHEQUE: View/Edit Commissions To view the complete history for a travel agent commission record, click on the History link at the top of the screen. The History window contains the complete history information of any edits and adjustments made on this record. A status Locked to Edits means that a record has been closed to edits due to one of the following: It is a suspended negative adjustment It is closed to Accounts Receivable until its status changes to PAID. Therefore, this record is restricted to adjustments on commissions only. 11/15/02 20/60

22 Tutorial/BESTCHEQUE: View/Edit Commissions ADJUSTMENTS If Paid Records were listed as a result of the display criteria, the paid records may be edited by clicking the adjust link on the commission screen. The Adjustment screen is displayed, as shown below: 11/15/02 21/60

23 Tutorial/BESTCHEQUE: View/Edit Commissions The Guest Information section contains the guest's reservation information. The dates of stay, number of nights, and number of rooms may be changed if applicable. (Enter dates by typing the date (DD format) then use the drop down lists for Month and Year.) The Travel Agent Information section contains the travel agent's IATA number, name, currency, phone, and address. The Adjustment Information section is used to adjust the commission amount and reason for change. 11/15/02 22/60

24 Tutorial/BESTCHEQUE: View/Edit Commissions In the Adjustment Amount drop down list, select either minus ( ) to receive a commission credit, or plus (+) to enter an additional commission amount owed. The default is set to minus ( ). In the next field, enter the adjustment amount in dollars and cents. The Maximum negative adjustment amount allowed displayed in red indicates the total commission paid to the travel agent. If the negative adjustment amount entered is higher than the amount allowed, the following warning message will be displayed: In the Reason For Change selection list, select the reason for this adjustment. (More than one reason may be selected.) In the Comment field, enter any additional information about this adjustment. 11/15/02 23/60

25 Tutorial/BESTCHEQUE: View/Edit Commissions In the example below, this guest's Departure Date has been changed from Nov. 25, 2001 to Nov. 24, The Number of Nights reflects 3 instead of 4. The Adjustment Amount has been entered as a negative In the Reason For Change list, B Shortened stay has been selected. 11/15/02 24/60

26 Tutorial/BESTCHEQUE: View/Edit Commissions Click the Submit button to send the adjustment for processing. The following Transaction Results screen is displayed: 11/15/02 25/60

27 Tutorial/BESTCHEQUE: View/Edit Commissions The next time this record is queried, as in the example below for Paid Records......clicking on the adjust link causes the following warning screen to be displayed: This means that an adjustment record already exists. Click the OK button, which opens the Adjustment screen in edit mode. 11/15/02 26/60

28 The screen contains the adjustment information previously entered. Make any additional changes to this commission as applicable, then click the Submit button to send the changes for processing. 11/15/02 27/60

29 Tutorial/BESTCHEQUE: View/Edit Commissions Two records now exist for this commission the adjusted record and the original commission record. In the example above, both records are displayed. Notice that the first (newer) record at the top of the list displays an edit link and shows the status as In Progress. To make any additional adjustments to this record before month end, click on the edit link to go directly to the adjustment screen in edit mode. (Clicking the record containing the adjust link causes the warning message to display.) In either case, the adjustment screen displays any information entered in previous adjustments. Make any changes as applicable, then click the Submit button. After edited adjustment records have been processed at month end and paid, the edit link is no longer available on that record. To make a new adjustment, click on the adjust link in the original commission record. To view the complete adjustment and edit records, click on the History link. Property Direct Booking 11/15/02 28/60

30 Tutorial/BESTCHEQUE: Property Direct Booking The Property Direct Booking screen is used to create a new travel agent commission record. 11/15/02 29/60

31 Tutorial/BESTCHEQUE: Property Direct Booking In the Guest Name fields, enter the guest's last and first name. 11/15/02 30/60

32 Tutorial/BESTCHEQUE: Property Direct Booking In the Rate Plan field, enter the Rate Plan code. 11/15/02 31/60

33 Tutorial/BESTCHEQUE: Property Direct Booking In the Commission Type drop down list, select the type of Commission. 11/15/02 32/60

34 Tutorial/BESTCHEQUE: Property Direct Booking In the TA IATA field, enter the travel agent's 8 digit IATA identification number. 11/15/02 33/60

35 Tutorial/BESTCHEQUE: Property Direct Booking Enter the guest's Arrival Date. Then, either complete the #Nights field to populate the Departure Date fields, or enter the Departure Date to populate the #Nights field. Enter dates by typing the date (DD format) then use the drop down lists for Month and Year. The month and year fields default to the current month and year. 11/15/02 34/60

36 Tutorial/BESTCHEQUE: Property Direct Booking The # Rooms defaults to "1." If more than one room, enter the number of rooms in this field. 11/15/02 35/60

37 Tutorial/BESTCHEQUE: Property Direct Booking In the Comments field, enter any additional information about this booking. 11/15/02 36/60

38 Tutorial/BESTCHEQUE: Property Direct Booking In the Total Revenue field, enter the total dollar amount of the room revenue. The following view only fields are automatically populated: Total Revenue Taxes Displays the taxes on the total revenue based on the tax rate. Gross Room Revenue Displays the total room revenue. Commissionable Revenue Displays the amount of revenue subject to commission. In the example above, the Total Revenue on which the commission is based is $ /15/02 37/60

39 Tutorial/BESTCHEQUE: Property Direct Booking The Commission Percent field defaults to 10%. For a higher commission, enter the new percentage in this field. The following view only fields are automatically populated: Base Commission Displays the base commission amount. Taxes on Commission Displays the amount of tax on this commission. Gross Commission Displays the total commission including taxes. Net Commission Displays the travel agent's net commission. In the example above, the default commission of 10% is used. The view fields display the dollar amount based on the commission without taxes. 11/15/02 38/60

40 Tutorial/BESTCHEQUE: Property Direct Booking In the Tax Definition Details list on the right, check all the taxes that apply to the commission. In the example above, notice the Commission fields have changed to reflect the tax definitions checked on the right. 11/15/02 39/60

41 Tutorial/BESTCHEQUE: Property Direct Booking In the TA Tax ID, enter the travel agent's tax identification number. 11/15/02 40/60

42 Tutorial/BESTCHEQUE: Property Direct Booking Click the Submit button to send this information for processing. A Transaction Results screen will be displayed. Clicking the Reset button clears all user entered fields, allowing new information to be entered on the screen. 11/15/02 41/60

43 Tutorial/BESTCHEQUE: Property Direct Booking The Transaction Results screen displays the information submitted for processing. Click on the guest's name to view the history for this record. Each tax applied to this commission is listed separately. Close this window to return to the Property Direct Booking screen. 11/15/02 42/60

44 Tutorial/BESTCHEQUE: Property Direct Booking The History screen shows the history of a reservation. Tax Definitions 11/15/02 43/60

45 Tutorial/BESTCHEQUE: Tax Definitions The Tax Definitions screen is used to maintain tax records for. 11/15/02 44/60

46 Tutorial/BESTCHEQUE: Tax Definitions To add a new Tax Definition, click on the Add Tax Def button. 11/15/02 45/60

47 Tutorial/BESTCHEQUE: Tax Definitions The Add Tax Definition screen is displayed. 11/15/02 46/60

48 Tutorial/BESTCHEQUE: Tax Definitions Enter a number for the tax Precedence. Enter the number "1" unless the tax needs to be computed after the results of another tax of the same type is applied. Taxes of the same type are defined as having the same Tax Base (Revenue/Commission), Inclusive/Exclusive and Increase/Decrease values. 11/15/02 47/60

49 Tutorial/BESTCHEQUE: Tax Definitions In the Tax Description field, enter the name of the tax. 11/15/02 48/60

50 Tutorial/BESTCHEQUE: Tax Definitions In the Effective Date fields, enter date on which this tax record becomes valid. If applicable, in the Optional Inactive Date field, enter the date on which this tax becomes invalid. Enter the dates by typing the date (DD format) then use the drop down lists for Month and Year. 11/15/02 49/60

51 Tutorial/BESTCHEQUE: Tax Definitions In the Authorization Code field, enter the state or province code (up to three characters). 11/15/02 50/60

52 Tutorial/BESTCHEQUE: Tax Definitions From the Tax Type Code drop down list, select a Tax Type Code. 11/15/02 51/60

53 Tutorial/BESTCHEQUE: Tax Definitions In the Flat Tax drop down list, select either Yes or No indicating whether or not this is a flat tax. 11/15/02 52/60

54 Tutorial/BESTCHEQUE: Tax Definitions In the Tax Percentage field, if this is not a flat tax, enter the percentage of tax. 11/15/02 53/60

55 Tutorial/BESTCHEQUE: Tax Definitions In the Tax Base Type drop down list, select either Revenue or Commission to indicate whether this tax applies to room revenue or agent commission. 11/15/02 54/60

56 Tutorial/BESTCHEQUE: Tax Definitions In the drop down list, select Inclusive if the new tax is included in the revenue and/or commission, or Exclusive if the new tax needs to be extracted out of the revenue and/or commission. 11/15/02 55/60

57 Tutorial/BESTCHEQUE: Tax Definitions In the Increase Decrease drop down list, select either Increase or Decrease (the expense). 11/15/02 56/60

58 Tutorial/BESTCHEQUE: Tax Definitions Click the Submit button to send this information to the CRS. A Transaction Results screen will be displayed. Pressing the Reset button clears all user entered fields, allowing new information to be entered on the screen. 11/15/02 57/60

59 Tutorial/BESTCHEQUE: Tax Definitions The Transaction Results screen displays the information submitted for processing. Close this window to return to the Tax Definitions screen. 11/15/02 58/60

60 Tutorial/BESTCHEQUE: Tax Definitions On the Tax Definitions screen, click the Display button to redisplay the screen. The new tax definition record just added has been added to the list. To edit a tax record, click on the Tax Description. 11/15/02 59/60

61 Tutorial/BESTCHEQUE: Tax Definitions The Update Tax Definitions screen is displayed. Make the necessary changes, then click the Submit button to send the new information for processing. A transaction screen will be displayed, showing what was submitted for processing. 11/15/02 60/60