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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 can belong to one or more of the following:

Roles - Organisations

Owner = the entity that receives the money for the tour (financial entity)

Agents = make reservations online via webpage/API or via phone/email

Operators = operate the branded tour, or provide 3rd party service for a tour component

Contractor = contracts to the owner (the business name of an individual contractor user)

Instructions

Add New Organisation

  1. Navigate to Settings >Organisations

  2. Click on the Add New Organisation Button

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  1. From the Org Details tab, you will be Required to fill out the following details:

  • Organisation Code (once created you will NOT be able to change/edit in the future, ensure you select carefully).

  • Organisation Name (you can change/edit the organisation name in the future if need be)

  • 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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  1. Once you have filled out the Required details the Save button will become available, click on Save to continue.

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  1. Once Saved, the other tabs Agent Spec, Advanced, Financials and Guest view will become available.

Tip: To disable an Organisation, click on the toggle switch where it says Enabled.

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  1. From the Agent Spec tab you will be presented with the options to allocate an Agent Type and Agent Category (optional). This can be used in setting Prices and Commissions in bulk, and used for grouping Agents together on report criteria (You can select up to 1 Agent Type group, and up to 1 Agent Category per organisation).

To Allocate an Agent Type and Agent Category, you will need to first create them from the Lookups feature in Respax. Click here to learn how.

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  1. From the Advanced tab you will be able to enter the Organisations Terms and Conditions (optional), Gift Certificate Terms and Conditions (optional) and can modify the default country’s telephone code to display throughout the system

  • Organisation Terms and Conditions - must not exceed 200000 characters long.

  • Gift Certificate Terms and Conditions - must not exceed 200000 characters long.

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  1. 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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  1. 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).

  1. From the Financials tab you will find that the system has automatically created two Credit Status by default, One is coming from the Organisation that has been set as the Owner and the other is a default financial currency entitiy. (You can click on the pencil icon to view or edit).

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 represents the US Dollar Financial Entity…. (talk more about this?)

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The other one will be the Owner Organisation Code (the example below is the Owner Organisation Code).

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  1. You can change/edit the Credit Status by clicking in the dropdown arrow under Credit Status.

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  1. You can also add/edit Commission/GL Code/ Payment Terms.

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  1. To Add Owner Financials, click on the Add Button.

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  1. Fill in the fields accordingly and Save.

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  1. The Guest View tab allows you to enable the following groups ‘personal information’ and ‘membership’ to be viewed and recorded by a guest on the public ‘my account page’ when the guest books a tour from the Online Booking Engine (OBE).

To learn more about how a guest profile is created click here

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  1. When the Guest has logged into the Online Booking Engine (OBE), they select ‘My Account’

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  1. 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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  1. They can now view or record ‘personal information' and ‘membership’ details.

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