Organisations

Overview

Create an organization and configure its business details, terms and conditions, credit status, and commission settings accordingly.

Organisations can belong to one or more of the following:

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)

Main Features

Adding an Organisations Details
Agent Spec
Setting Organisations Terms and Conditions
Financials - Setting a credit status to the organisation (includes commission and payment terms)

Navigating Organisation

Navigate to Settings >Organisations
Click on the Add New Organisation Button

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
Roles (you need to select the role that best describes the organization)
The remaining fields are optional

When the Required details are filled out the Save button will become available, click on Save to continue.

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

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

From the Agent Spec tab 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).

Note: 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.

In the Advanced tab enter the Organisations Terms and Conditions (optional), Gift Certificate Terms and Conditions (optional). If needed modify the default country’s telephone code to display throughout the system.

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

In the Financials tab by default there are two Credit Status. One is coming from the Organisation that has been set as the Owner and the other is a default financial currency entity. (Click on the pencil icon to view or edit).

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

YT1 represents the US Dollar Financial Entity

The other one will be the Owners Organisation Code.

To change the Credit Status click in the dropdown arrow under Credit Status.

Add/edit Commission/GL Code/ Payment Terms.

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

11. Fill in the fields accordingly and Save.

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 the guest books a tour from the Online Booking Engine (OBE).

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

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

The Guest will be directed to the ‘My Bookings’ page as default. They will need to click on the 'My Account’ tab.

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