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Business Process Improvement (BPI) Phase 1 - Shortening the Void Window
- How can I determine the date that a transaction actually loaded to IAR?
- Are any documents modifiable once the void window has closed?
- What is the voiding timeframe for transactions that are manually entered directly into IAR?
- What if it is a Holiday or a weekend? Do we have to come into the office on holidays and weekends to void?
- Will I receive a debit memo if I void a transaction directly in IAR and not in my GDS?
- Are any changes being made to the Back Office File in order to assist agents with void reconciliation?
- Were there any changes made to ARC's proposed void deadline upon reviewing the travel agent input received?
- How will my AMTRAK exchanges be affected?
- How can I tell the last date to void/modify a transaction in IAR?
1. How can I determine the date that a transaction actually loaded to IAR?
The date an item loads to IAR is called the System Entry Date (e.g. the day the transaction actually enters the IAR system.) You have until 11:59PM (Eastern Time) of the day FOLLOWING the system entry date to void the item directly in IAR. For example, a GDS transaction issued on Wednesday loads to IAR on Thursday (e.g. the system entry date), allowing you until 11:59PM (Eastern Time) on Friday to void the transaction directly in IAR, if it does not show voided in the GDS.
IAR allows you to view the system entry date for all of your transactions. The command in IAR 1.0 is LT/SYDATE. In IAR 2.0, the System Entry date is displayed for all transactions on the Sales Report screen under "Entry Date".
2. Are any documents modifiable once the void window has closed?
Yes. Only straight sales (ATB, 4-Flt, ET, PTAs, and Tour Orders) are locked down and cannot be modified once the void window has closed. Agents can still modify the following items until you authorize/submit the IAR Sales Report (reporting deadline):
- Exchanges
- MCOs (Miscellaneous Charges Order)
- Refunds
- AADs (Automated Agent Deduction)
- Debit Memos
- Credit Memos
- Recall Commission Statements
3. What is the voiding timeframe for transactions that are manually entered directly into IAR?
If your transaction is manually keyed into IAR, the date you key it into IAR is the system entry date. You have until 11:59PM (Eastern Time) the day following the system entry date to void that transaction. For example, if you hand key an item directly into IAR on Wednesday (system entry date), you have until 11:59PM (Eastern Time) Thursday to void it in IAR.
4. What if it is a Holiday or a weekend? Do we have to come into the office on holidays and weekends to void?
No. ARC will extend the void window for both holidays and weekends. With respect to weekend transactions, if a ticket is issued on Friday, Saturday or Sunday agents have until 11:59PM Monday to void in the GDS and until 11:59PM (Eastern Time) and Tuesday to reconcile the void in IAR.
List of approved Holidays. ARC distributes a list of approved holidays that are eligible for an extension of the void window. All GDS systems will be programmed to match the same weekend and holiday void windows.
If a ticket is issued on a Friday, Saturday or Sunday, and Monday is a recognized holiday, agents will have until 11:59PM (Eastern Time) Tuesday to void the item in the GDS and until 11:59PM (Eastern Time) Wednesday to reconcile the void in IAR.
5. Will I receive a debit memo if I void a transaction directly in IAR and not in my GDS?
To properly void a transaction, you must perform the void in your GDS. The GDS void updates the carrier e-ticket database and obtains your ESAC (Electronic Settlement Authorization Code). The additional day to void in IAR is intended for ensuring that the correct data is in IAR. Voiding a ticket in IAR leaves the e-ticket record in an “OPEN” status, which exposes your agency to accidental or fraudulent usage of the open ticket. If you need to void an e-ticket directly in IAR, please utilize the ESAC code to confirm that you have carrier authorization to void a transaction.
6. Are any changes being made to the Back Office File in order to assist agents with void reconciliation?
A new morning Automated Table BOS (Back Office System) Internet file became available March 21, 2003. This AM file contains all transactions received from the GDS providers from the previous day's activity. This new file matches the data that is contained in your BOS and allows you to reconcile your sales report more timely and accurately.
As this is an automated function, no action is required by the agency. The new AM file is available on the ARC Web site no later than 9:30AM (Eastern Time) each morning.
Agencies utilizing the Automated File table automatically receive the morning file. Users of the Automated File table will see a new extension listed at the end of their file name of PM or AM. (These files run at 11:00PM and by 9:30AM (Eastern Time).
For agencies using the IAR entries of IL/ALL and IL/RPT, your file will now be created by 9:30AM (Eastern Time) instead of 11:00PM (Eastern Time) the night before and will contain all GDS transactions. The file name will not change.
No. Daily reporting of data and expedited remittance will be implemented as a separate process. That will be Phase 2 of the BPI project. Currently, we have no estimated implementation date for Phase 2.
7. Were there any changes made to ARC's proposed void deadline upon reviewing the travel agent input received?
Yes! ARC's original proposal called for a 24 hour void deadline, e.g. 24 hours from the date of issuance in the GDS. After consulting with agents regarding their business practices, it was determined that an additional day was required to verify all GDS voids were loaded into IAR. For example, if you issue a ticket in your GDS today (Monday-Thursday), you have until 11:59PM tomorrow to void that ticket in your GDS. Since you will not be able to view that GDS void in IAR until the following day*, agents asked for an additional day to give them the opportunity to correct the discrepancy, if one exists.
* (Functions executed in the GDS do not load to IAR in real time. They load to IAR the next day.)
Additionally, as a result of the industry dialogue, agents will have the ability to modify the following transactions until the report is submitted: Exchanges, MCOs, Refunds, AADs, Debit Memos, Credit Memos and Recall Commission Statements.
Yes. ARC will be sending an email with reference materials to all ARC locations utilizing the same email address where you presently receive your weekly Travel Agent Communication (TAC) message. Detailed reference material outlining the process will be mailed to each location prior to implementation.
Additionally, ARC's Customer Support Center representatives are available to assist with any questions that you may have. Please contact the CSC by phone at 703-816-8003. Another option is to email us at csc@arccorp.com.
8. How will my AMTRAK exchanges be affected?
Currently only Worldspan has functionality to allow an exchange of an AMTRAK ticket. All other GDS user's AMTRAK tickets will come into IAR as a straight sale from GDS. You will have to build the exchange in IAR before the MODIFICATION window closes. (For example, if an Amtrak ticket is issued on Monday June 9th, you have until Wednesday June 11th at Midnight eastern time to build the exchanges in IAR). If the MODIFICATION window is missed the items will be locked down. If exchanges can't be done and the ticket is refundable you could refund the ticket and begin again.
9. How can I tell the last date to void/modify a transaction in IAR?
IAR indicates the last day a transaction may be voided or modified, directly in IAR, according to the new void and modification procedures. In the IAR 1.0 system, the date is displayed in the "WINDOW DTE" field. In IAR 2.0 this date is displayed for all transactions on the Sales Report screen under "Window Date". The "WINDOW DTE" will not display for transactions with an IAR status of "E" (Error) or "S" (System Unresolved).
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