Disclaimer
Some features described in this manual are available as separate modules and may incur additional costs in order to be enabled. Please contact your client manager or sales@intelisys.ca in order to request more information, or to make arrangements to enable additional features.
Confidentiality
The contents of this document are governed by the provisions for confidentiality set forth in the commercial agreement and/or any Non-Disclosure Agreement(s) in effect between the recipient and InteliSys.
Distribution, duplication or any other dissemination of this material for uses other than the recipient’s review for the purposes of enhancing their use of, or evaluating the system, is strictly prohibited, and will constitute a material breach of the aforementioned agreement(s).
Introduction
The ameliaRES system is a hosted Reservation and Passenger Management System that allows airlines to manage all aspects of their reservation inventory, fares, sales, revenue and reporting. Deployed from a secure Tier 4 ASP hosting facility, the System allows airlines to utilize a state-of-the-art solution with minimum IT investment. Our architecture and facilities conform to the Payment Industry PCI standards and we utilize high redundancy of all components to ensure a high level of availability. Our scalable system architecture allows for rapid capacity adjustment and accommodation of high demand spikes during seat sales or other sales promotion activities. Our systems are accessed via standard PCs connected to the Internet and no leased lines or other costly connections are required.
Our integrated database structure ensures that all staff accessing the system use the same centralized data whether working with schedules, fares, inventory, aircraft, and airports. When combined with any of the optional amelia modules, all data is managed from a single database. Errors caused by data duplication are eliminated as all sales channels access real-time inventory and all PNR functions utilize a single data record.
The amelia architecture allows for rapid implementation throughout your organization. The intuitive User Interface reduces total training time for your staff and the system architecture allows rapid configuration and customization to your organizational model. Web booking portals, dedicated travel agency and corporate interfaces, and GDS sales channels can be quickly configured for deployment to your requirements. Our solution supports a wide variety of payment options, including cash, accounts, multiple credit card gateways, debit cards, payment kiosks, and other interfaces for cash or credit settlement. Our native Departure Control Interface provides a wealth of features for passenger and baggage check-in, additional charge processing, rebooking, and go-show booking. All revenue transactions are continuously maintained with complete audit trail tracking and the capability to communicate to your in-house accounting solutions.
(feature) Voucher Payments
Vouchers can be issued to customers for promotional purposes, as compensation for delays (or any other inconvenience), etc. They can be used to pay for reservations from any sales channel (IBE, call center).
Administration
From the Payment Methods screen, create a payment method of type ‘Voucher’.
From the Agencies screen, add the Voucher payment method to applicable agencies. (At the very least, your airline’s corporate agency should have the Voucher payment method enabled.)
Voucher Setup (Definition) Screen
Figure 36.1: Voucher Setup (Definition) screen
To add a Voucher, click the Add button on the Voucher Setup (Definition) screen. The screen will switch into Add/Edit mode, where you can enter the required details. Click the Save button to complete the operation.
Figure 36.2: Voucher Setup (Definition) screen - Add/Edit mode
Table 19: Voucher Setup (Definition) Screen - Add/Edit mode Descriptions
| Control | Description |
|---|---|
| Name | The name/description of the Voucher. |
| Value | The value/amount of the Voucher. This may not be fully used, depending on other settings. |
Currency | The currency of the Voucher’s value. |
| Use Payment Due | When checked, voucher value is NOT predetermined - it will instead assume the value of the balance due on the reservation to which it is applied. |
| Include Charges | When checked, vouchers can be used to pay for charges/fees on the reservation. |
| One-time Only | When checked, vouchers can only be used ONCE. If any of the voucher’s value remains after being applied, that value is LOST. |
| Transferable | When checked, vouchers do NOT need to be assigned to a specific passenger to be redeemed. Assignment occurs automatically (to the passenger) when the voucher is used. |
| Pin/Pswd Required | When checked, PIN and Password are required to redeem these vouchers. |
Figure 36.3: Voucher Setup (Definition) screen - Voucher Type listed
Table 20: Voucher Setup (Definition) Screen Descriptions
| Control | Description |
|---|---|
| Delete | Use to delete a Voucher Type. A Voucher Definition cannot be deleted if vouchers have been generated. |
| Fare Classes | Use to restrict Vouchers of the selected type to certain Fare Classes. If none are selected, the Vouchers are valid for ALL Fare Classes. |
| City Pairs | Use to restrict Vouchers of the selected type to certain City Pairs. If none are selected, the Vouchers are valid for ALL City Pairs. |
| Companies | Use to restrict Vouchers of the selected type to certain Companies. If none are selected, the Vouchers are valid for ALL Companies. |
| View | Use to open the Voucher Add/Assignment screen. |
Select the new Voucher Definition, and click View. The Voucher Setup form is displayed:
Figure 36.4: Voucher Setup screen
To add a Voucher, simply click the Add button. The Voucher Setup screen will switch into Add mode:
Figure 36.5: Voucher Setup screen - Add mode
Table 21: Voucher Setup Screen - Add mode Descriptions
| Control | Description |
|---|---|
| Number of Vouchers to Generate | The number of individual Vouchers of the selected type that will be created. |
| Expiry Date | The expiry date for the Vouchers. The Vouchers will automatically become invalid after the selected date. |
| Available | The number of times the Vouchers are available for use (if the full amount is not redeemed in one transaction). This value is 1 and cannot be changed if the Voucher Type is set as ‘One-Time Only’. |
| PIN | The PIN associated with the Voucher. |
| AutoGenerate PIN | When checked, PINs will be randomly generated. |
| Length | The length of the PINs - minimum 4 numbers. |
| Password | The password required to redeem the Voucher. |
| AutoGenerate Password | When checked, passwords will be randomly generated. |
| Length | The length of the passwords. |
| Generate | Use to generate Vouchers and switch into Assignment mode. |
Complete the required info and click the Generate button. The generated vouchers are displayed like this:
Figure 36.6: Voucher Setup screen - Generated Vouchers listed
Vouchers must be individually assigned to passengers, unless the Transferable option is used. To assign a Voucher, simply click the Edit/Assign button on the Voucher Setup screen. The screen will switch into Assignment mode:
Figure 36.7: Voucher Setup screen - Edit/Assignment mode
You may search for an existing passenger / profile or manually enter the name. PIN, Password, and Expiry Date can be set for each individual Voucher. Click the Save button to complete voucher assignment.
(feature) Passenger Protect
Passenger Protect (http://www.passengerprotect.gc.ca/) is the Canadian Government’s equivalent of a ‘No-Fly’ list. When a passenger is checked in, amelia checks the government-issued SPL (Specified Persons List). If a potential match is found, amelia flags the passenger, and manual authorization must be provided to proceed with the check-in.
The SPL is issued directly to InteliSys by the Canadian Government. Once we receive a new SPL, we update the system within the government-mandated timeframe.
Passenger Protect Check
Figure 37.1: Passenger Protect Check screen
When checking in passengers, the Passenger Protect Check screen is displayed for each one. Ensure the passenger info is correct and click the Check button. If there is no match on the SPL, the check-in process continues.
Table 22: Passenger Protect Check Screen Descriptions
| Control | Description |
|---|---|
| Title | Passenger’s Title |
| First Name | Passenger’s First Name |
| Middle Name | Passenger’s Middle Name |
| Last Name | Passenger’s Last Name |
| Date of Birth | Passenger’s Date of Birth |
| Update Passenger Details | If checked, use the information (with any edits) on the Passenger Protect Check screen to update the passenger’s profile. |
| Check | Use to check the passenger against the SPL. If the passenger is rejected (there is a match), an error message indicates that. Otherwise, the check-in proceeds. |
| Cancel | Use to cancel the check-in. |
Figure 37.2: Passenger Protect Check screen - Check Failed
If the passenger is flagged as a possible SPL match, the message shown above is displayed. Click the OK button to continue to the Passenger Handling screen.
Figure 37.3: Passenger Handling screen
The Passenger Handling screen is used to handle possible SPL matches. A supervisor (or any employee with the proper Permissions) can override this (allow the check-in) by entering their amelia credentials.
Table 23: Passenger Handling Screen Descriptions
| Control | Description |
|---|---|
| Notes | The reason for the chosen action - Required for Override. |
| User Name | amelia User Name of a Supervisor - Required for Override. |
| Password | amelia Password of a Supervisor - Required for Override. |
| Override | Use to override the Passenger Protect flag and continue to board the passenger. |
| Denied | Use to deny the check-in. This will be noted in the Reservation Audit. |
| Continue | Use to cancel the check-in and return to the Check In screen. |
(feature) eNews - Special Interests
The eNews feature allows you to configure special interests (such as new products or seat sales) and associate them to passengers’ User Profiles. This information can then be used to send a targeted e-mail newsletter.
eNews Definitions Screen
The eNews Definitions screen is where you set up the categories and special interests for eNews. Access it from the menu (Utilities -> eNews Interests).
Figure 38.1: eNews Definitions screen
To add a category, simply click the Add Category button and enter a Category Name. Click the Save button to complete the operation.
To add an interest, select a category, click the Add Interest button and enter an Interest Name. Click the Save button to complete the operation.
Retrieving Interests
To retrieve a list of customers with their interests, access Data Exports (Reports -> Data Exports) and select the eNews e-mails export. Click the Execute button to complete the operation.
(feature) Accounting Integration
amelia can integrate with certain Accounting packages. The export/import process for Great Plains and Acomba are described herein.
Requirements for Great Plains Integration
The following are required for the proper functioning of accounting integration with Great Plains:
- amelia Transfer account: An amelia Transfer account must be added to Great Plains. This account will hold any amounts outstanding at the time of export. This is necessary because the amount of charges does not always equal the amount of payments for any 24-hour period. The GL account number for this account must be provided to InteliSys.
- Accounts Receivable GL account number: The GL account number for Accounts Receivable must be provided to InteliSys.
- Accounts Payable GL account number: The GL account number for Accounts Payable must be provided to InteliSys.
- Commissions GL account: If used, the GL account number for Commissions must be provided to InteliSys.
- Public customer number: A customer number for Public bookings/charges/payments must exist in Great Plains. This customer number must be provided to InteliSys.
- Charge Type GL accounts: Each Charge Type in amelia (Utilities -> Charge Types) must have a Sale Code that corresponds to the GL account number for that Charge Type.
- Payment Method GL accounts: Each Payment Method in amelia (Utilities -> Payment Methods) must have a Sale Code that corresponds to the GL account number for that Payment Method.
- Tax GL accounts: If used, the GL account numbers for Taxes must be provided to InteliSys.
amelia will use this information to generate three (3) files to be imported into Great Plains. One file will contain all charges for the last 24-hour period. This file will also contain the total for each Charge Type. Please note that charges are included whether or not they have been paid.
Payments are exported in another file, which will contain all payments for the last 24-hour period. A payment for the total of the day’s charges is also imported into the amelia Transfer account. This will allow for unpaid charges to be placed on the amelia Transfer account until they are paid.
Commissions are exported in another file, which will contain all commission amounts for the last 24-hour period. This file contains relevant details, such as the customer number to which commission was paid, and the associated reservation number.
Requirements for Acomba Integration
The following are required for the proper functioning of accounting integration with Acomba:
- amelia Transfer account: An amelia Transfer account must be added to Acomba. This account will hold any amounts outstanding at the time of export. This is necessary because the amount of charges does not always equal the amount of payments for any 24-hour period. The GL account number for this account must be provided to InteliSys.
- Accounts Receivable GL account number: The GL account number for Accounts Receivable must be provided to InteliSys.
- Accounts Payable GL account number: The GL account number for Accounts Payable must be provided to InteliSys.
- Commissions GL account: If used, the GL account number for Commissions must be provided to InteliSys.
- Public customer number: A customer number for Public bookings/charges/payments must exist in Acomba. This customer number must be provided to InteliSys.
- Charge Type GL accounts: Each Charge Type in amelia (Utilities -> Charge Types) must have a Sale Code that corresponds to the GL account number for that Charge Type.
- Payment Method GL accounts: Each Payment Method in amelia (Utilities -> Payment Methods) must have a Sale Code that corresponds to the GL account number for that Payment Method.
- Tax GL accounts: If used, the GL account numbers for Taxes must be provided to InteliSys.
- Charge Type Product Codes: These product codes are required by Acomba to generate invoices. Each Charge Type in amelia (Utilities -> Charge Types) must have a Usage Code that corresponds to the Product Code for that Charge Type.
Importing the *.adx data file into Acomba
To import an ADX file into Acomba:
- Log into the Acomba accounting package.
- Click the Input menu.
- Select Import Data from the Utilities section.
- Select Accounting Data Exchange (ADX) for the Import File Format.
- Click the All... button to select all of the checkboxes.
- Click the Import button and browse to the file downloaded from the FTP site. Click Open to begin the import process.
- When asked to convert to mixed case, click No to keep the export file’s format.
- When asked to delete the import file, click No to retain it for future reference.
- View the imported transactions in the Transaction Viewer, on the Accounts Receivable tab.
Troubleshooting Import Errors
Here are some errors you may encounter and the suggested course of action:
- File error: 20, Procedure: 0, Sub proc: 31 - This usually means that an invoice being imported has an invoice number that matches an existing invoice in Acomba. This can occur if a previous import attempt failed after the invoice in question was successfully imported. In this case, click Ignore until you reach an invoice that was not yet imported, and the process will continue.
- This Customer number doesn’t exist - This error occurs if the customer number shown in the error was not found by the Acomba accounting package. The agreed-upon General Public customer number and the company numbers defined in amelia must be present in Acomba for the import process to succeed.
- This Account number doesn’t exist - This error occurs if the account number shown in the error was not found by the Acomba accounting package. The agreed-upon amelia Transfer, client accounts, Charge Types, and Payment Methods account numbers defined in amelia must be present in Acomba for the import process to succeed.
- Permission Denied OR Access Denied - The logged in Acomba user must have sufficient permissions to perform a transaction import.
Obtaining the Data Export from the InteliSys FTP site
To download the export data:
- From your Windows desktop, click Start, then Run.
- In the Open field, enter the address provided by InteliSys.
- When prompted for login credentials, enter the username and password provided by InteliSys and click Log On.
- The contents of your export folder will be displayed. The files are named using the YYYYMMDD format. The date in the filename is the day of the transactions in the file.
- Right-click on the file you wish to import and select Copy from the context menu.
- Browse to the location on your local drive where you want to save the file. Right-click in the folder in question and select Paste from the context menu.
The files are now ready to be imported by your accounting package.
Common Problems and Solutions
Here are some problems you may encounter and the suggested course of action:
Fare / Flight Visibility Checklist
If you are trying to make a reservation for a specific flight/fare, but they aren’t visible, try the following:
On the Fares Setup screen, check the On Sale To/From dates and Travel To/From dates. Make sure the booking date is in the On Sale date range, and the travel date is in the Travel date range, where applicable.
If it’s a multi-city flight, verify the connecting airports are valid connections for the city pair’s fares on the Fares Setup screen.
Verify the Seat Allocations for the flight - make sure the Class of Service, assigned Agencies, and Booking Codes availability are correct.
On the Inventory Setup screen, check the Fare Class visibility and Fare Type (One Way / Return).
On the Inventory Setup screen, check if any companies are assigned to the Fare Class. If so, those companies must be used.
For multi-city flights, check the stopover times against system defaults on the Settings screen.
END OF DOCUMENT