Overview
You can set up an Organisation in the RBE Portal and set the business details, terms and conditions and the organisations credit status and commission accordingly. Organisations is a feature in ResPax that enabled you to add/manage organisations regarding contact details, credit status, and commission.
Organisations can belong to one or more of the following:
Roles - Organisations
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Owner - the entity that receives the money for the tour (financial entity)
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Agents = make reservations online via webpage/API or via phone/email
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.
Agents - create bookings in the system, including OBE (Online Booking Engine), RON API (back end connection), and RBE (ResPax Admin) but do not have access.
Operators - operate the branded tour, or provide 3rd party service for a tour
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.
Contractor - contracts to the owner (the business name of an individual contractor user)
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Instructions
Add New Organisation
Navigate to Settings >Organisations
Click on the Add New Organisation Button
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The Organisation is an important feature across all system especially to manage bookings to invoice agents or manage who created the booking, the organisation must received the money for accountant propose, and to specify what kind of relationship you have with other companies linked with your system as contractors, and 3rd party.
Navigating Organisations
From the Main menu, click on Settings > Organisations
The view features a type-ahead search function for Organisation Code and Organisation Name, making it especially helpful for quickly navigating through a large list of Organisations.
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Each of the Column Headers can be clicked on to sort by that column in alphabetical or numerical order
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To edit an organisation's details in the system, simply click the
pencil icon.
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Add a Organisation
To add a new Organisation, click in the + Add Organisation button
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Review settings required for Organisation Details
From the Org Details tab, you will be Required to fill out the following details:
Organisation Code
- Unique code used to use the organisation across the systems. Once created, and saved, you will NOT be able to
update it.
Organisation Name
Default Currency How come this is only AU or US, where does this information come from can clients change this to something else?
Roles(you need to select the role that best describes the organization)
The remaining fields are optional and can be filled out at your own discretion
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Once you have filled out the Required details the Save button will become available, click on Save to continue.
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- Name to help identifying the organisation across the systems.
Roles - There are some roles available including Agent, Operator, Owner and Contractor as explained above. Multiple roles can be selected to the same organisation, according to the need.
Default Currency - The currency used by this organisation when creating bookings, and the option they want to use. As standard in our system, only Australian and US Dollar can be chosen, but other options are available, just contact us to include as requested.
The organisation cannot have multiple currencies, we recommend creating another organisation for a different currency.
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The Agent role is ticked by default when creating a new Organisation, but can be removed anytime.
The Organisation is set as enabled by default.
The Default Pickup section is still in development process.
To save the new Organisation, or any updates on this form, click on the Save button.
Only when all fields required are filled out, and saved, the other Agent Spec, Advanced, Financials, and Guest
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View tabs will become available.
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To disable an Organisation, click on the toggle switch where it says Enabled.
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3. Review settings required for Agent Specification
From
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the Agent
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Spec tab
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, you can set up additional information allocating Agent Type and Agent Category
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, both optional fields, and with a dropdown list. This can be
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used
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to
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group organisation according to a program, campaign, or OTAs. These fields assist to add more specifications to filter those organisations.
Note: The list of both Agent Type and Agent Category
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are displayed accordingly to the list set up in Lookups accordingly. Click here to learn
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more.
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4. Review the settings required for Advanced
From the Advanced tab, additional options regarding Terms and Conditions
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, and internal mobile number are available.
Organisations Terms and Conditions (optional field)
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- the details provided in this section will display in the Terms and Conditions option available in the OBE and RBE systems.
Gift Certificate Terms and Conditions
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The Organisations Terms and Conditions will appear when staff create a booking in the Respax Admin Portal (click here to learn more about bookings) and also on the Online Booking Engine when the public adds a tour to the cart.
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The Gift Certificate Terms and Conditions will appear on the Online Booking Engine when the person from the public selects a tour and selects the ‘buy as gift’ button (click here to learn more about gift certificates).
From the Financials tab you will find that the system has automatically created two Credit Status by default, this information is coming from the Organisation that has been set as the Owner. (You can click on the pencil icon to view or edit).
(optional field) - the details provided in this section will display in the Terms and Conditions option available in the OBE and RBE systems when customers purchase a Gift Certificate.
Both fields have 200000 characters limit.
International Mobile Number section was created to add default country code mobile number when customer under this organisation create bookings (Default Country), and the second option in the dropdown list (Optional Country Code). By default, the Default Country is “Australia“.
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Review the settings required for Financials
From the Financials tab, the Credit Status for all organisations set as Owner are created automatically as “Full Credit - agent collected total booking value“.
To add a new credit status line (sometimes might be required when a new Organisation set as Owner is created and you need to apply them for the current organisations), click in + Add button
To edit a current credit status, click the
pencil icon.Owner (required) - dropdown list displaying all enable organisations set as Owner.
Credit Status (required) - dropdown list with all credit status available in the system:
Deposit Only, Full Credit, Full POB, Full Levy, and Agent PrePay are options available for organisation but the settings to match a payment type required for those options must be done in /wiki/spaces/HOWTO/pages/1329201169.
Stop Sell will stop agents to create bookings. Click here for more details.
Commission - it is set as 0% by default but this is the commission applied for the organisation when bookings is created under it.
GL Code (optional) - It is a code created to group organisations for financial purpose, for example reports.
Payment Terms - it is set as 30 days by default but this is an informative information for invoice propose.
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Note: The Financials tab lists the Credit Status, Commission rates, GL Codes and Payment Terms of the selected Agent for each of the Financial entities (Owner Organisations) in the Operators ResPax system
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YT1 YT1 represents the US Dollar Financial Entity…. (talk more about this?)
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Entity
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The other one will be the Owner Organisation Code (the example below is the Owner Owners Organisation Code).
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To change the Credit Status click in the dropdown arrow
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under Credit Status.
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Add/edit Commission/GL Code/ Payment Terms.
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10. To Add Owner Financials, click on
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the Add Button.
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11. Fill in the fields accordingly
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and Save.
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12. Guest View allows the following groups ‘personal information’ and ‘membership’ to be viewed and recorded by a guest on the public ‘my account page’ when
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the guest books a tour from the Online Booking Engine (OBE).
Note: To learn more about how a guest profile is created
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click here
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When the Guest has logged into the Online Booking Engine (OBE), they select ‘My Account’
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The Guest will be directed to the ‘My Bookings’ page as default. They will need to click on the 'My Account’ tab.
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They can now view or record ‘personal information' and ‘membership’ details.
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