PenTravel    
FAQs

Get Answers to Frequently Asked Questions

 

 

1)               How can I delete a transaction, which I created by mistake?

 

2)               I want to assign an advance payment against an invoice.

 

3)               I want to receive payment partly as cash and the rest in credit card. How can I do please explain?

 

4)               How can I delete the Purchase Invoice?

 

5)               How can I write off the Customer/Supplier balance?

 

6)      Is it possible to delete the receipt and then the folder and recreate it through the system (not by database)? Please let me know.

 

7)               How can I refund a folder partially?

 

8)               Why is the flight date is not sequential?

 

9)               PNR Issued is not loaded to the PenAIR Software. Please advice.

 

10)  Some of the cases When I upload the file from Sabre, its not getting uploaded the year id (for ticket date) correctly. Please advice

 

11)           How to issue back office file from World span, Galileo, Sabre etc.

 

12)        Worldspan: When we download the ticket information to the back office ,the option date gets cleared. How can we avoid this?

 

13)           What are the important dates in Pen Air folder?

 

14)  Why the folder is showing not paid even though the customer has paid and the receipt is visible on the customer statement.

 

15)           To show the list of items on the queue

 

16)           Customer Invoice Email Option.    

 

17)           I cannot find a PNR/booking in Penguin. How can I trace the problem?          

 

18)           How to use the balance due date in Invoice Screen.

 

19)           How to retrieve a booking in Amadeus. 

 

20)           Can I retrieve several bookings on one go? 

 

21)           How can I email the invoice to the customer? 

 

22)           Confidentiality of data in Penguin.

 

23)           Do I have to use the penguin reports for my accounting needs?

 

24)           Penguin consultants have access to the records, how the data is protected.

 

25)           When can I do the final invoice.

 

26)           What is the difference between proforma invoice and final invoice?

 

27)           What will happen if my sell price change after invoicing. (entry mistake or actual price change)

 

28)           What will happen if my buy price change after invoicing.

 

29)           I made a receipt by mistake how could I change it?

 

30)           What is the Default authorisation?  

 

31)           What are the default Authorisation roles. 

 

32)           How will I know what all things I am authorised?

 

33)           When we print from 2x getting the message   “2x printer not installed”

 

34)           How to print Credit card Authorisation form? 

 

35)           GDS file upload is not working

 

36)           How can I see whether tickets delivered status for the folder?  

 

37)           How can the system remind me to deliver the ticket to the customer?

 

38)           How is Purchase posted in PenAir?

 

39)           How can I see the supplier outstanding at any point of time?

 

40)           How can I insert a new row on passenger tab?

 

41)           Can I take a report on a single invoice?

 

42)           How to Transfer Amount between supplier and customer.  (Affecting Folder balances)?

 

1)               Why the Commission Calculated by BSP and PenAir is different? 

 

2)               How to receive cheque from a person and issue Cash?

 

3)               How to post Customer receipt in a currency other than Invoice currency?

 

4)               How to recharge the Staff commission for any charge back from supplier?

 

5)               How to get the GDS files Automatically to PenAir.

 

6)               The GDS does not belong to my agency but to my consolidator.  How can I get automatic upload         to PenAir.

 

7)               How can I change the supplier after invoicing?

 

8)               Why PenAir does not allow changing the folder directly.

 

9)               How can I enter the VAT amount for purchase on folders.

 

10)           What are the different types of VAT in PenAir.

 

11)           Branch ID issue with Sabre downloads

 

12)           How can we create a booking card when customer pays directly to the supplier?

 

13)           How Balance due date on Folder is calculated.

 

14)  You invoiced inclusive of credit card charge and receipted but the balance is showing outstanding.

 

15)           How can I delete an Add Expense amount which I posted wrongly?

 

16)  When you trying to issue a ticket from Worldspan and you are getting the following message “RESTRICTED-SID NOT AUTHORIZED”

 

17)  When we try to reissue a ticket with extra charge it shows “ PNR with same ticket number already exists do you want to upload ”

 

18)           I want to change my purchase price after invoicing. What are the available options?

 

19)           How I reinvoice a folder?

 

20)           How to share inbox to multiple users?

 

21)           Why ADM/ACM not allowed on a Saved folder?

 

22)           Why is there no break-up of individual banks / Credit Cards on the receipts report?

 

23)  Why PenAir is not adding airline code to the ticket numbers  Eg: GDS shows Ticket#7246023711637 but Penair loads this as 6023711637

 

24)           why Amadues PNR is not combining passengers in one PNR?

 

25)           EPDQ is getting charged but this charge is not appearing in PenAir?

 

26)           How can you load multiple PNR on to one folder?

 

27)           How to enter cheque paid in old system but cleared in PenAir?

 

28)           How to allocate credit card receipts from old system to PenAir during the cutover period?

 

29)           How to enter a Trade invoice with Commission and VAT?

 

30)           What is a cancellation document (insurance invoice)?

 

31)  How can I take the refund from the supplier, for a ticket sale done in the previous period/ software?

 

32)           If you accidentally written off an amount and how to bring it back to the account?

 

33)           When you try to issue the file from GDS the Hotel values coming as blank?

 

34)           Is Debit Card and Credit treated the same way in PenAir?

 

35)           How Customer Address printing work on PenAir?

 

36)  How booked by field is updated (OR) You have set the Default Branch ID, but when you make a folder from GDS the branch ID is not picking automatically?

 

37)           How do I download files that were already downloaded earlier (only for Amadeus)?

   

38)           How do you “undo” credit card reconciliation?

 

39)  When you deposit money to the bank they do not know from whom the money received so need to add to the notes?

 

40)  You have overpaid the supplier (Eg: 5 GBP) also need to get another amount (Eg: 260 GBP) from customer directly paid to the supplier and you have already paid the supplier by cash earlier.

 

41)  Clients are not getting emails sent from PenAIR.

 

42)  Amount due to supplier was 8000.00 and you approved and paid 8000.00 And when looked at bank you found supplier taken 9000.00 (direct debit) from bank. Now bank does not tally.

 

43)  When they deposit money to the bank they do not know from whom the money received so need to add to the notes.

 

44)  How to install Sabre Print module?

 

45)  Why user not appearing on branch reports even the user is assigned to that Branch?

 

46)  How to make invoices for subagents?

 

47)  How can subagent show the full invoice amount to his client?

 

48)  Why there is no Airline reference on invoice?

 

49)  Why all folders are not listed in Folder query reports?

 

50)  How PenAIR calculates PDQ charges?

 

51)  How to create a Re-issue in PenAir?

 

52)  How to store credit card of a customer?

 

53)  E-Payment options  in PenAir?

 

54)  Change of Branch is not getting updated in receipts report after re-invoicing?

 

55)  Why bank is not listing in  General ledger listing?

 

56)  Why penline not picking up the correct fare on auto folder creation?

 

57)  Remarks field (RM) field is not getting transmitted to GDS file/Folder notes in Amadeus.

Why the sort order for Air segment is not correct in folder?

 

58)  Why the sort order for Air segment is not correct in folder?

 

59)  How can I enter Penline commands on Worldspan booking screen?

 

60)  How to create a customer ID in Worldspan booking screen so that it will automatically loaded to PenAIR while creating auto folders?

 

61)  Credit note allocation in PenAIR ?

 

62)  Customer statements in PenAIR ?

 

63)  How E-Payment works in PenAIR?

 

64)  How the PenFare Sales value (check box in Travel Parameter) is working when we upload the GDS File?

 

65)  What is Amadeus Split PNR option?

 

66)  What is the best method for finding a purchase order number for BSP Supplier so that we can change it to a new supplier?

 

67)  How to do PNR linking in Penair?

 

68)  How to  create a folder if there are multiple tickets and all of them are not issued on the same day?

 

69)  How to delete ADM/ACM once created?

 

70)  How to Enter Accurals entry? (eg: Rent paid in advance for a year)

 

71)  How to  account for the  tickets/products  bought by staff ?

 

72)  I have more than one IATA number, should I create multiple BSP account ?

 

73)  How the VMPD Refund treated in BSP ?

 

74)  How to account for sub Agents working with your PDQ and settle the transaction at the end of the month ?.

 

75)  How to create Sub- Agent Gross Invoice in Penguin ?

 

76)  Why PenAir is working very Slow ?

 

77)  How the LOGIC works for “ATOL ISSUER” in ATOL CERTIFICATES?

 

78)  Why the BSP Supplier is not selected automatically in Sabre itinerary Download?

 

79)  Why  refund is not allocated to invoice?

 

80)  How to delete entry added using “Add expense”?

 

 

 

 

 

 

 

 

 

 

 

 

            1:         How can I delete a transaction, which I created by mistake?

     

A:        You can delete a transaction using the Delete module. Path: Modules > Delete Transaction    > Choose the Doc Type, Doc No, and Year. Please note that you can only delete a transaction that does not have any further assignments Eg: you cannot delete the credit card receipt, which is already reconciled.

 

            2:         I want to assign an advance payment against an invoice.

 

A:        Use the Allocation module for allocating the advance payment against the invoice. Path: Customer->Allocation. Choose the customer and allocate the receipts against the         invoice. You can allocate one receipts at a time against one or more invoices.

 

 3:          I want to receive payment partly as cash and the rest in credit card. How can I do please explain?

 

            A:        You can use the Customer Transaction Module for receiving payment.

 

Select the folder you want to receive the payment and press ‘Receipt’ button, which will display the ‘Customer Receipts and Payments’ module. You can choose the cash mode for receiving payment as cash then enter the amount and allocate this amount against the invoice and save the entry. Select the option credit card from the same screen for receiving payment as credit card and enter the amount and credit card details and allocate this amount against the balance invoice amount. Then save the entry.

 

            4:         How can I delete the Purchase Invoice?

 

            A:        Double click the Invoice you want to delete and press the Delete button.

            Path: Invoice->select Purchase with PO from selection bar.

Please note that you can only delete an Invoice that does not have any further assignments. eg: you cannot delete an invoice for which you have paid the amount against it.

 

            5:         How can I write off the Customer/Supplier balance?

 

A:        Write off the Customer balance using the Write Off module. Path: Modules-> Write Off-> Customer. Choose the Customer, Amount, Posting date and GL Code.

 

6:         Is it possible to delete the receipt and then the folder and recreate it through the system (not by database)? Please let me know.

 

A:        If the receipt (cheque/credit card) is not reconciled, we can delete the receipt thru Delete Module and then folder can delete. You cannot delete a folder for which you have posted the supplier invoice. If the supplier invoice is posted, you can first delete the purchase invoice and then delete the folder.

 

            7:         How can I refund a folder partially?

 

A:        First you select the folder you want to refund and press the refund button, which will display a message box. You can select the option partial refund. If you have supplier refund and customer refund for the same folder put the supplier refund value in payable field of Itinerary tab and put the customer refund value in the sell field. If no value is refunded from supplier/to customer just put it as zero in the respective fields. Then save and invoice the folder.

     

When refund is completed a new folder is created with status ‘Partial Refund’ and also keeps the original folder status as ‘Partial Refund’.

 

 

            8:         Why is the flight date is not sequential?

 

A:        This happened because one of the segments was inserted by you manually after all other segments or made changes to the segment. If you want to order it then you have to change the serial number on the air segment. Sorting on date order will not work for air segments, since system will not able to identify the sequence for segments with same date. So you have to give manually the sequence to the system.

 

            9:         PNR Issued is not loaded to the Pen AIR Software. Please advice.

 

A:        Please make sure that the Focal point print manager is connected for loading the MIR Files to the PenAIR software. If it is not connected please connect the Print Manager and reissue the PNR and it will appear in the upload list.

 

10:       Some of the cases When I upload the file from Sabre, its not getting uploaded the year id (for ticket date) correctly. Please advice.

 

A:        Sabre does not give year id for the file. So if the user does an invoice for a previous month, system will take it as next year since system count the month from today’s system date.

 

 

            11:       How to issue back office file from World span, Galileo, Sabre etc.

 

A:        1.World span:

 

EZI for file download.

 

EZI#CVS#$AR

 

#CVS where “VS” is the two letter airline code.

 

#$AR   where “AR” is the mode of payment.  (Cash, etc)

 

EZEI for ticket and download

 

Restart printer   YSTRXXXXX      XXXX= PRINTER NAME.

 

Download Itinerary (with out air line plate)-EZI#$AR#NT

EZI               issue a PNR

&AR   -           payment method is accounts receivable ($CA  - CASH $CC – credit card etc)

NT      -           means no ticket.

 

2. Galileo:

           

TKPDAD                   -     TO CREAT MIR BACKUP

HQC                           -     CHECK MIR QUE

HQS XXXX               -      Release the “Q” XXX is the interface name which you can
find on Galileo interface.

 

You can check the status of your Queue using the following commands.

HMLD                        -     HOW IS MY LINK DONG (if the link is down it will show “D”)

HMOM<xxxx>-U      -     Up a link for the specified printer (The status will change to “U”)

 

 

3. Sabre:

 

To download itinerary only

DIT

To Download Ticket information

DIN

To give accounting line

AC/BA/1000000001/0/000.00/0.00/PER/CA/1/F

 

RL/<PrinterNumber>

DXSTATUS

 

Eg:       RL/726461

DXSTATUS

 

a)                  Login

SI*2007«                                                       

SI<      >

Enter the password.   To Sign in.

 

b)                  To find you set address

                                ‡J«                                                            

System will display - YOUR SET ADDRESS IS xxxxx

 

c)                    To see the configured settings.

 

W/TA*xxxx«   where xxx= your pseudo city code 

 

 

4. Amadeus:

 

BT for with ticket. Select PNR and give BT

BD for listing PNR

Command to download ticket number if the ticket is issued by the consolidator - TTP/BTK

 

 

12:       World span: When we download the ticket information to the back office, the option date gets cleared. How can we avoid this?

 

A:        You have to reinstate the option 7 once you issue the EZI command.

E.g.: You give the following dummy ticket number and issue the EZI

7T-07/08 DFDSD T*532999999999999

After this you have to set you option date for e.g.: 08th of August using the following command.

7@

7TAW/00/8AUG

In case you issue the actual ticket you don’t have to do anything since there is no need for

the option date.

 

            13:       What are the important dates in Pen Air folder?

 

            A:        Our system works with 3 dates.

 

                        1.  Folder creation date. (The date you create an order for a customer) – Date from your system.

 

            2.  Departure date. -  Date from GDS.

 

            3.  Ticket issue Date - Ticket issue date from the GDS.

 

4.      Invoice date - Date on which invoice is raised.  Default system date but you can 

change in travel parameter.

 

Folder creation date is used to track the history of transactions.

 

Departure date-this is used for ATOL and Folder query reports,to identify when passenger is travelling.

 

Ticket issue date-This is used to update the BSP, which is used for BSP reconciliation.

 

Invoice date – Date on which invoice is raised.   Posting will be based on this date, but you default ticket issue date to invoice date.

Note:  Please note that system can only choose the ticket issue date of the first ticket.  This will not show the correct date if you are using multiple tickets on one folder.

 

14:       Why the folder is showing not paid even though the customer has paid and the receipt is visible on the customer statement.

 

            A:        When you do a receipt in Pen Air

 

1.    You have to specify the “amount”.

 

2.    You have to allocate this amount to one of the invoice.

 

 When you receipted the folder you did the first step not the second step.  So system asked you whether you want to do “unallocated receipts “

 

You said yes and it did an unallocated receipt   (means customer paid but not allocated against any invoice.)  Customer account is cleared but not a particular invoice.

 

This function is used if customer pays an amount but do not specify for which invoice he is paying.

 

You can allocate it later using the Customer allocation module  (Menu- Customer – Allocation) Select the receipt from the top part and select the invoice from the Bottom part and press save.  This will allocate the receipt to a particular invoice.

 

For further help please refer to the “Customer Allocation” on PENAIR help.

 

            15:       To show the list of items on the queue

 

A:        Duty code should be code 9

DWLIST /05NOV (date you want to show)

                         DWALL - this will download all the information to interface.

 

 

            16:       Email option for Customer Invoice.

 

A:        You can use the email button on the second tab of the invoice to email the invoice to the customer. System will automatically select the email id from the customer master data and it will email both wholesale and retail format.

 

            17:       I cannot find a PNR/booking in Penguin. How can I trace the problem?

 

            A:        Follow each step.

                       

                         ACTION                                                                               CONTACT

 

1. Check in Utilities – Pen Utilities- Pen search - search using

any criteria                                                                                                      : PENGUIN

 

2. Check PenFTP working on your local system.                                      : TRAVEL AGENCY/PENGUIN

 

3. Check Galileo /sabre/World span Print server is working.                : TRAVEL AGENCY/PENGUIN

 

4. Finally check the directory on which file is downloaded.                   : TRAVEL AGENCY/PENGUIN

 

5. Contact your GDS support desk.                                                                : GDS HELPDESK

 

 

            18:       How to use the balance due date in Invoice Screen.

 

A:        Balance due date is working in two different ways:

 

1.Based on Payment Terms:

 

You have to set the Payment Terms (Travel > Settings > Payment) before invoicing the folder,

Then you can select the payment Terms from the Invoice screen. This will calculate the balance due date as follows:

 

Invoice date +no of days in Payment Terms.

Eg: Invoice date is 20/10/2007 and Payment Terms selected is 30 days.

Balance due date for the this case will be 19/11/2007

 

2.You can directly give the balance due date from Invoice screen. This will reflect in proforma Invoice and Final Invoice print.      

 

            19:       How to retrieve a booking in Amadeus.

 

            A:        You can see the booking you made for a day using

 

                        TJQ/SOF/D-06JUL     Where 06JUL is the date.

 

                        You can see the booking you made from this date in this listing.

 

            Retrieve your booking    RTYEP6YL    YEP6YL is your PNR.

 

            To issue the AIR file            BT

 

            To confirm whether this is issued    BD   (you can see a star marking on the issued lines)

 

            20:       Can I retrieve several bookings on one go?

 

            A:        At present Amadeus have a command for this? Please check with your accounts manager.

 

            21:       How can I email the invoice to the customer?

 

            A:        After your final invoice you can email the invoice using the following methods.

 

1. Choose the Print button on the invoice; once the invoice is displayed choose the export button to email the invoice.

                       

                        Pros:

View the invoice before emailing, you can convert to any format and can choose different

format for export ( eg : PDF, excel.)

Can sent CC or Blind copy of the email

You can create your own messages.

 

                       Cons: 

System will not take the email id automatically. 

You have to display before emailing.

Folder history will not be updated.

 

2. Choose communication module-select invoice. Email address will be automatically selected    from the customer master data

 

Pros:  Better interface to email, itinerary, e-ticket etc

 

System automatically picks the email address and also you can SMS the invoice.

 

Updating the email address updates the customer master data.

 

Update folder history

 

Cons:  You can only have one format for this type of invoice.

 

Web based so the process will be slow to refresh the screen.

 

3. On the “other details” tab on the invoice screen you can choose the email button to email the invoice.

 

Pros:    Easy to use and system picks the email automatically. Invoice format can vary and automatically pick up based on business area. Update folder history.

   Cons:   You will not see what you have emailed and cannot edit the email id.

 

            22:       Confidentiality of data in Penguin.

 

            A:        Client can decide on what data they want to input on the system, we only give suggestion

to improve your productivity. The only advantage is that the system has powerful reporting modules, which help you to manage and control the business more efficiently.

 

            23:       Do I have to use the penguin reports for my accounting needs?

 

A:        Penguin has both statutory and management reports. Your accountant will decide

on what to report on the final accounts.

 

            24:        Penguin consultants have access to the records, how the data is protected.

 

            A:         It’s up to the client to decided whether to give us the access to the data.

            We need access if you want on screen support but our consultants are trained to give telephone             support also..

            Currently we provide Data backup support for few clients, if you do not need this facility we do                         not need any access to your data.

            Above all we have also signed a confidentiality agreement to protect your data.

 

            25:        When can I do the final invoice? 

  

A:        You can do final invoice if you know your sell price. We recommend you to do final invoice if you know the sell price, buy price and supplier. Please note that there is no relation between receiving money and invoicing, you can receive money whether invoiced or not.

 

26:       What is the difference between proforma invoice and final invoice? 

 

A:        Proforma invoice you can change the entire field in the folder. Final invoice you can change most of the fields except some critical field like sell price, air segments, passenger name etc.We will not allow you to change these fields to protect the integrity of the data and reporting.

 

27:       What will happen if my sell price change after invoicing.  (Entry mistake or actual price change)

 

A:        You have the following options.

 

a) Re-invoice              - System will delete the invoice and recreates with the same data.

b) Delete                     - Delete the invoice.

Please note that you will get a new invoice number since system will delete the old invoice.

 

28:       What will happen if my buy price change after invoicing.

 

A:        This will be taken care by the system when you enter the supplier invoice. System will automatically correct the buy price and adjust your commission.

  

29:       I made a receipt by mistake how could I change it.

 

            A:        Please delete the receipt by going to Modules – Delete transaction.  Re enters with correct data.

  

30:       What is the Default authorisation?  

 

            A:        All users are blocked from all modules except login by default.

 

31:       What are the default Authorisation roles.

 

            A:        1. Folder creation only.

                        2. Folder Creation with Invoice.

                        3. Folder creation with Invoice and Receipt.

                        4.  All reports.

                        5.  Customer master data.

                        6.  Supplier master data.

                        7.  Other master data.

 

                        Any other roles will be created based on request.

 

32:       How will I know what all things I am authorised? 

 

A:        When you access a screen system will inform you that you are have no permission. Or you decide first what all screens you need and email the list to Support, based on this support will create a role for you.

 

33:       When we print from 2x getting the message   “2x printer not installed”

 

A:        This happens when we install 2x on one user and a different user logs in and prints. The reason for this is that registry is only updated for one user.

 

Solution:

 

1. Uninstall the 2x and reinstall for this new user.

 

2. Or edit the registry with the same information as given for the first user.  

 

34:       How to print Credit card Authorization form?

 

             A:       Select the folder you want to send the authorization form.

 

                        Press invoice and select the “other Details tab”

 

                        In the invoice format select “Credit card Authorization form” and press print.

 

                        You can select the option Print /Email/ E-fax   

 

 

35:       GDS file upload is not working

 

             A:       If PenAIR is installed locally.

 

            Worldspan.

 

            1. Issue the YSTR command on your Worldspan.

                        If the above command does not sort the problem go to step 2.

 

                        2. Check the penguin utilities and search for the PNR.

            If you find the files, Call PENGUIN.

            If you do not find the files, Call WORLDSPAN.

 

            GALILEO

 

            3. Check the penguin utilities and search for the PNR.

                        If you find the files. Call PENGUIN.

                        If you do not find the files   CALL GALILEO

 

                        SABRE

 

                        1.Issue the DX TRANSMIT command on your SABRE.

                        If the above command does not sort the problem go to step 2.

 

            2.Check the penguin utilities and search for the PNR.

            If you find the files. CALL PENGUIN.

                        If you do not find the files, CALL WORLDSPAN.

 

            36:       How can I see whether tickets delivered status for the folder? 

 

             A:       PenAir has the option to mark whether the ticket it delivered to the customer.

 

Select the folder – History – options – Ticket delivered.          

 

Once this option is marked, Listing will show whether the ticket is delivered or not.

 

On the folder listing you will be able to list all the folders where tickets are not delivered.

 

           

 

 

 

                                                           Ticket Delivered  (Yes or NO)

 

You can sort on this filed to show which all tickets are not delivered

 

            37:       How can the system remind me to deliver the ticket to the customer?

 

A:        Please create and alert on the system, with the option “Ticket to be delivered”.

You can set the time and date to remind you. On the inbox you can see all the alerts, which you set to “ticket to be delivered”.

 

            38:       How is Purchase posted in PenAir?

 

            A:        1.       when you create a folder   - No Financial year.

 

            2.       When you finalise the invoice - Purchase commitment.

 

         Dr       Flight Purchase   200.00

 

         Cr       Supplier invoice to be received. 200.00

 

This will make sure your profitability will be correct by posting an approximate cost for any revenue generated.

 

3. When you receive the supplier invoice system will check what the purchase commitment was and what the current Purchase price is. If there is any difference system will post the difference to the Purchase account.

 

Eg: if the supplier invoice is for 210.00, then there is a difference of 10 pounds, so system will make the following entries.

 

Dr.   Flight purchase 20.00

Cr.   Supplier invoice to be received 20.00

 

Supplier invoice to be received will be automatically cancelled when you post the actual supplier invoice. This is the best practise if you do not want to put commitment then put zero on the folder for the purchase price. But the folder will not show the Correct profitability.

Please note that the entire posting is automatic and reconciliation is automatic.

 

            39:        How can I see the supplier outstanding at any point of time?

 

            A:        Travel reports- supplier – Supplier outstanding by folder.

            This report will clearly show the commitments and how much amount is due to the supplier.

 

            40:        How can I insert a new row on passenger tab?

 

A:         Place the Cursor on Last name or First Name field for this tab then press the key Ctrl plus Enter on the keyboard. This will insert a new row  on this tab.

 

            41:       Can I take a report on a single invoice?

A:        For a single invoice, you reprint the invoice. Go to folder search button search by an invoice and print the invoice. There is no report for a single invoice, since there is no grouping for this. You can take report only for the items. Where grouping is required.

 

42:       How to Transfer Amount between supplier and customer.  (Affecting Folder balances)

 

A:        Case 1:  Transfer the over payment from a folder to a Supplier.

 

Step1: Take the folder where you have the balance – Press Receipt – select Bank – Select the bank payment tab.  Select the customer, enter the amount on the bank selections select the –supplier transfer account in the bank column.  Save the transaction.

           

Step 2: Go to Supplier receipts and enter the same amount as given above and select the         “customer supplier transfer account” in the bank selection field. Please check both the customer and supplier account that the balance is cleared in both the accounts.

 

Case 1:  Transfer of supplier balance to a customer folder.

 

Step 1: Go to Supplier payment, select the supplier and the amount to be transferred on the bank selection column select the “customer supplier transfer account”.

 

Step 2: Take the folder you have the balance – Press Receipt –   enter the same about as given above on the bank selection column select the “customer supplier Transfer account” 

 

            NB:  You should have a Bank account - Customer Supplier Transfer account

 

           

44:       How to receive cheque from a person and issue Cash?

 

A:        Create a supplier called “Cash”  eg   PCLTravels cash

Go to supplier receipts and make a cheque receipt.

Go to Supplier Payment and do a payment for cash.

 

            45:       How to post Customer receipts in a currency other than Invoice currency?

           

            A:         Eg: Invoiced customer for 100 pounds customer paid 120 US dollars.

Step1: Sales entry.  Automatic when you do sales invoice.

Dr Customer                   100        

Cr Sales                           100        

Step 2:  Cash receipt in USD

Path: Bank - Receipts

Dr USD Bank                                                120     

Cr USD Bank conversion account              120

Step 3:  Allocation to Customer.

Path: Customer - Bank – Choose the USD Bank Conversion.

Dr USD Bank conversion account   100

Cr Customer                                      100

There will be a balance in USD conversion account, which will be your exchange gain or loss, which you have to write off at year end( after converting) or based on your policy.

           

46:       How to recharge the Staff commission for any charge back from supplier?

A:         Select the folder you have to recharge, enter the expense and the supplier as normal, on the “others tab” select the same item and amount as –Ve value and supplier as the staff. On the sell tab make both the sell values zero, since you are not charging your customer. This will create a purchase order for the supplier and a Debit note for your employee.

           

47:       How to get the GDS files automatically to PenAir.           

A:        PenAir has full integration with all the major GDS.We only need access the GDS files downloaded to your print server. We can get this file from any location or any computer even from different countries. Multiple GDS and Pseudo city code can work simultaneously in PenAir.

48:       The GDS does not belong to my agency but to my consolidator.  How can I get automatic upload to PenAir.

 

A:         Option 1. If you are using a separate Psedo city code, with the permission of consolidator you can ask GDS accounts manager to download the files for that pseudo city code to your agency.

 

Option2. If you are sharing the Pseudo city code, we can install PenFTP to transfer ONLY your booking to your agency. There is a separate technical document for consolidator explaining this process.

 

In both cases your consolidator should agree on this.  So as a summary we can integrate any GDS if we have to access the files coming from the GDS.

 

49:       How can I change the supplier after invoicing?

 

A:        There are two choices for this.

 

Option 1. At the time of entering the supplier invoice on the last tab you have the option to select and alternative supplier. So the financial posting will move to the new supplier. But please note that the supplier on the folder will not change.

 

Option 2. Re invoice the folder.  The only draw back with this option is that this will create a new invoice number for the customer.

 

50:       Why PenAir does not allow changing the folder directly.

 

A:        When we create an invoice system make commitment posting which will help you to know to which supplier you have to pay.  This also helps in matching and making the payment.  If you disable this feature you finance reporting will not be correct. The other reason is that profit/ Staff commission is calculated on the basis of your purchase value. So if you edit it, this will affect the commission calculation.

 

51:      How can I enter the VAT amount for purchase on folders?

 

A:        You only have to Pay Vat if you buy services in UK. ( there will be no VAT for Airtickets)

In PenAir you can enter GROSS value or NET value on the Buy Tab.

           

Gross:  If you give the Gross amount on the folder. System will calculate the Net and VAT automatically when you enter the supplier invoice.

           

Nett:  If you give the net amount on the folder you can choose the VAT at the time of Supplier invoice entry. System will calculate the Gross automatically. Our recommended method is to use Nett value on the folders, since this will not distort the actual profit with the VAT element. VAT is neither an expense nor income for us it is better to calculate this at the time of supplier invoice.

 

52:       What are the different types of VAT in PenAir.

 

                                                              i.      VAT on Sales.

                                                            ii.      VAT on Purchase

                                                          iii.      VAT on commission.

 

VAT on Sales

You don’t have to charge VAT Air tickets.  You also don’t have to Pay VAT on products like hotel, transfer etc if the service is provided outside UK.  You have to charge VAT on any services you provide in UK   (Eg: booking a hotel in London, Visa service charge, VAT on credit card commission etc). You have the option of selecting the VAT on the Folder sales invoice and also on Manual sales invoice. 

 

VAT on Purchase:

You are paying VAT on any of the items you purchase in UK , which you can reclaim.  VAT on purchase can be entered in all the Purchase invoice entry screen.

 

VAT on Commission:

You have to pay VAT on any commission you received from your suppliers, normally supplier will deduct this commission and pay you the rest.  In Trade invoice screen you have the option to enter this commission value and VAT.

 

53:       Branch ID issue with Sabre downloads.

 

A:        The following message will be shown in PenAir “Do you want to create new branch id”, while uploading PNR from Sabre. Since no branch id is setup on Sabre, it would send down the branch id as ‘000’.On PNR upload into PenAir, the system encounters the new branch id and prompts you if it should create the branch id in PenAir,

                  Options:

1.         If we have to remove this message, it would create a new branch id and your reports based on branch id would not be reflecting the correct figures (branch wise sales / profit).

2.         We have to call up Sabre and ask them to set the correct branch id, at their end.

3.         Just Click ‘No’ on each of the Sabre PNR uploads and proceeds with normal folder creation. (The default user Branch id will be taken)

 

54:       How can we create a booking card when customer pays directly to the supplier?

                        (Commission is settled by supplier on a later stage)

 

A:        Create a booking card as normal. Select the option “Customer Card” in the ticket details screen. Enter the buy, commission and sell as normal. The commission due from supplier will be shown on the Supplier outstanding list.

 

55:     How Balance due date on Folder is calculated?

 

A:       Balance due date will default from the Folder sell Tab to the Invoice screen. User can change the default date on Invoice screen If you select the payment Terms the balance due date will recalculate based on payment term. (This can also default from customer master data) If no Payment Term is selected balance due date is manually editable as per the user selection.

 

56:       You invoiced inclusive of credit card charge and receipted but the balance is showing outstanding.

 

                A:      If you include CC on invoice, do not break the receipt when you receive it because on invoice there is no split if you do not include the CC charge on invoice then you collect it by specifying the credit card charge on CC receipt form. Please delete and enter the credit card without splitting the CC charge and this issue will be solved.

  

               57:       How can I delete an Add Expense amount which I posted wrongly?

     

A:        Please create one more subsequent debit entry with minus value via "Add Expense Module". This will create negative purchase orders for the same amount. So the net affect will be zero.

 

58:       When you trying to issue a ticket from Worldspan and you are getting the following message “RESTRICTED - SID NOT AUTHORIZED”

           

A:        This message usually indicates that the login ID used for this booking does not have the proper rights to transmits the data.This is a Worldspan related issue indicating that the Logged user does not have the rights to transmit. You have to request Worldspan for those rights.

 

59:       When we try to reissue a ticket with extra charge it shows “ PNR with same ticket number    already exists do you want to upload ”

 

A:        This will happen in the following case.

When you issue a ticket to the customer .For Eg: 500 pound. Later customer asked for a change in date so the ticket was reissued   Eg: reissue charge 80 pounds.

           

Solution: Upload the ticketed file as normal and invoice. Upload the re-issue file . System will give a message “PNR with same ticket number already exists do you want to upload, Press “YES” This will create a new order (subfolder) with the ticket details, but the buy price and sell price will not be correct so ask the customer how much the supplier reissue fee is and enter it in buy field and enter the customer reissue fee on sell field.  Save and invoice.  So there will be an invoice for 500 pounds and a reissue invoice for 80 pounds.

 

60:       I want to change my purchase price after invoicing. What are the available options?

           

A:        There are 3 options.  (Issues with each option is given in brackets)

 

a)      Re-invoice the folder ( if you have not sent the invoice to the customer)

b)     Press Add button and add the  difference ( supplier reconciliation will two line items)

c)   When you approve the supplier invoice, put the correct value and system will post the difference to the folder. (The actual purchase price will be shown only at the time of supplier invoice approval)

 

            61:       How I reinvoice a folder?

 

A:        1. open the folder you want to re-invoice.

2. Press Refund button.

3. Press “Re-invoice” button.

4. Wait for the message “re-invoiced” successfully.

5. Do the changes as required and invoice as normal.

 

            62:       How to share inbox to multiple users?

 

A:        Eg: I want to send a message to a team of people in the ticketing department.

Create user called Ticketing.  Share the inbox for this user with the actual users you want to share the alerts.  When you assign an alert assign the alert to this group user which will be visible to all the users.

 

63:       Why ADM/ACM not allowed on a Saved folder?

           

A:

a)      ADM/ACM module posts the purchase expense at the time of entry itself. so if we show it on a saved folder, purchase will get duplicated when we invoice.

b)     ADM/ACM normally gets charged on an existing ticket, but the ticket information on BSP will not get updated until the folder is invoiced.

 

ADM (Agency debit memo) is a debit note from BSP Supplier.

ACM (Agency Credit memo) is a credit note from BSP supplier.

 

1.      Take BSP reconciliation report which you already emailed. ( also the original file)

2.      Look at the section ADM and on the reference field you can find for which ticket this ADM is raised.

3.      Search the folder with ticket and go to Air ticket tab, double click on an empty line.

4.      Enter the details as given in the above Figure.

 

If you are not able to identify the ticket please get this information from the booking staff.  If the ADM does not relate to a ticket or cannot be identified you can book this as an expense in BSP reconciliation module.  See the section  manual reconciliation of BSP

 

Related Topics

BSP manual reconciliation.

 

64:       Why is there no break-up of individual banks / Credit Cards on the receipts report?

Eg: Natwest, Barclays, PDQ1, EPDQ etc.

 

A:        Receipt reports show the receipts by mode of payment. Eg: Bank/ Cash/Credit card.  So we can only show grouping by mode of receipt/payment.  PenAir has the option to create “N” number of Banks and Credit cards. It will hence, not be meaningful to show individual bank and credit card totals on this receipts report.

 

For individual bank transaction, please go through: Financial > Account Books > New Ledger > Bank Ledger

 

For individual PDQ transaction listing, please go through:Travel Reports > Daily Audit > Credit Card Reconciliation Statement

           

65:       Why PenAir is not adding airline code to the ticket numbers eg: GDS shows Ticket#7246023711637 but penair loads this  as 6023711637

 

A:        PenAir automatically resolves the Airline name from the code it gets from GDS and there is no             need for the user to add any prefix to the ticket number on the folder.

 

For Eg: in Ticket#7246923711637 (the first 3 digits are resolved to the airline name and you would only find 6923711637 as the ticket number on the folder): When you add the prefix, it will only result in a wrong ticket number on the BSP statements. Reconciliation could turn out to be tedious.

 

Please do not alter the downloaded folder ticket numbers of BSP supplier. If you think there is a wrong data being picked by PenAir, please bring this to our notice immediately.

 

66:       Why Amadues PNR is not combining passengers in one PNR?

           

A:        Please go to modules- Travel parameter - GDS user setup – Tick the option “Amadeus Combine             PNR”

This option will enable you load the passenger in Same PNR separately. Some agency make bulk seat booking on one airline using one PNR and passengers has to be invoiced separately so this option is used for this facility.  By default this should be ticked since all the agencies like to combine passenger in one PNR.

 

67:       EPDQ is getting charged but this charge is not appearing in PenAir?

 

A:        EPDQ charging and PenAir updating is a two step process. Once you get a confirmation from EPDQ you have to press SAVE button to save it on PenAir.  Sometimes users forget to save and this charge is not updated in PenAir. You can identify the user who has process this charge by taking the following report - Settings – EPDQ- EPDQ transaction report - Preview

 

68:       How can you load multiple PNR on to one folder?

 

A:        Open GDS in-tray

Select the first PNR and open folder

Click on ‘Add’ button on the passenger tab and pull in the next PNR data

Save the folder and invoice

 

69:       How to enter cheque paid in old system but cleared in PenAir?

 

A:        If you do proper accounting in old system the entry you posted will be    

Dr Supplier.

Cr Cheque Paid.  

So clear the cheque in PenAir as follows.

PenAir - Bank Payments - Select the Bank - and select the GL code “Cheque Paid" save and exit. Please make sure that you put the narration" clearing of cheque from old system"

 

70:       How to allocate credit card receipts from old system to PenAir during the cutover period?

 

A:        This depends on how you treat these receipts in your old system. We assume that in the old system you credited the customer and debited the Credit card Company. So when you get a receipt you have to Debit the bank and Credit the Credit card Company. PenAir - Bank – Receipts - Select the bank and on the GL code select the Credit Card Company. 

NB: please you do only Credit card receipts made in old system any receipt made in the new system has to be done through credit card reconciliation module in penguin.

Please refer to the documentation: Credit card reconciliation.

 

71:       How to enter a Trade invoice with Commission and VAT?

 

A:        Some suppliers will raise an invoice for gross and will give you a commission on the gross amount.  In UK this commission amount is Vat able.  In PenAir when you enter this invoice you have to show the Gross commission and Vat separately.

                       

Eg:  supplier sent you and invoice in the following format.

 

Gross                    Comm       Vat         Invoice Value       

2000.00                100             20            1800.00

 

When you create the folder the buy amount should be 1900.00 (Gross less commission)

When you match and approve

Invoice value = 2000.00

Commission   = 100.00

Vat                  = 20.00

 

You will match the invoices and the variance will be zero.

 

 

 

72:       What is a cancellation document (insurance invoice)?

 

A:        Cancellation document or Insurance invoice is the document customer has to submit to the insurance company if they want to reclaim the money they paid for a non-refundable ticket.This document clearly shows the actual invoice and a confirmation from the travel agency that this ticket is non refundable and we have not paid anything back to the customer.

 

73:       Need to take the refund from the supplier, for a ticket sale done in the previous period/ software?

 

A:

1.                  Assuming there is no customer transaction involved this period:

a.                  Go into previous period: Create Supplier Debit Note with GL code as “Opening balance suspense” for the receivable amount (Supplier > Debit Note)

b.                  Come into the current Fin. Year, take Supplier > Receipts

 

2.                  If the customer is to be refunded, when receiving money from supplier:

a.                  Go into previous period: Create a folder with the full invoice value (both supplier and customer side)

b.                  Come into the current Fin. Year: Refund the folder

c.                   Take receipts from supplier

d.                  Make payment to the customer

 

74:       If you accidentally written off an amount and how to bring it back to the account?

           

A:        1.Please does a “correction account” for the amount written off For Eg: 263

Entry   Cr Customer                               263.00

 Dr Correction account               263.00

And add the narration.

 

2. To remove the entry

Go to bank Payment

Dr Discount                           263.00

Cr Correction account          263.00

 

75:       When you try to issue the file from GDS the Hotel values coming as blank?

  

A:        This is happen when the exchange rate is zero. You can enter this by double clicking on the Hotel tab and there will be the option for filling the exchange rate. The other option is by entering the fixed value and the path is Settings > Currency master. The only trouble is that you have a static value and the values can be overwritten on the hotel form.

 

76:       Is Debit Card and Credit treated the same way in PenAir?

 

A:        The answer depends on whether this is a customer receipts or Supplier payment.

            Customer receipts:

            If this is a customer receipts the treatment is same since for us it does not matter whether customer pays by credit or   debit card.  The only difference is that credit card charges and debit card charges will be different.

Supplier payments:

Credit card:

Credit card transactions are dealt by a third party card company.  So card company pays on our behalf      and we pay them later.

Debit card:

Debit card transactions are taken directly from our bank account so there is no intermediary here. So this is like a direct bank payment. So if you paying a supplier using debit card, do it same was as a bank   payment.

 

77:       How Customer Address printing work on PenAir?

 

A:        PenAir has two types of customers 1.  Retail customers 2.  Account customers.

 

Retail customers 

Retail customer Address is dynamic based on the customer selected per folder. So when you create a Retail customer please make sure not to add any Address on the master data.  

If the Customer address is on the GDS, PenAir will populate this data on the Delivery address Tab. which will get printed on the invoice.   If you are creating the folder manually please enter type this information on the delivery address Tab.

 

NB: you can create separate profile for Retail customers on the passenger module in PenAir.  This means Accounts will be posted to only one GL code in Finance but you will have separate profile for each retail customer. 

If you want to create  a Retail customer please tick the option “ one time customer “  in Terms page on Customer master data.

 

Account Customers:

You have the option to enter 1. Invoice 2. Delivery 3. Postal 4. Home address on Customer Master data.  Currently on invoice address get printed on the invoice.

 

78:       How Booked by field is updated (OR) You have set the default branch ID, but when you try to make a folder from GDS the branch ID is not picking automatically?

 

A:        When we create a manual folder the Booked by user is the same as login user but in the case of folder created via GDS upload, Booked by user is not same as login user. If the Booked by user has assigned some user, then the system will pick the default branch for that user. If not it should be blank. So picking the Branch ID will check the Booked by user.

 

79:       How do I download files that were already downloaded earlier (only for Amadeus)?

  

A:        Type BD to list the booking,

Retrieve the required PNR and use the command BT to download the file.  

Note: The only issue with this is that it will not give you the ticket number again (ticket number is only released at the time of invoicing)

 

80:       How do you “undo” credit card reconciliation?

 

A:        1)         Open bank ledger (statement)

2)         Based on the reconciliation date, trace the “Document number” of the entry to be deleted. (This could be a deposit or a withdrawal)   

3)         Go into the ‘Delete Transaction’ module and punch in the document type, doc# and document year for deletion. Once this is done, the entry will re-appear on the reconciliation screen.

 

The different types are

1.                   PDQ reconciliation- Go to the bank receipts for the reconciliation and delete it.

2.                  Company card reconciliation- Check the supplier invoice created and delete.

 

           

81:       When you deposit money to the bank they do not know from whom the money received so need to add to the notes?

           

A:        Cash does not have an identity once it enters the system.  Receipt report will clearly show who paid the cash.  So there is no need to mark in bank ledger whose money we are depositing. Money is not accounted in bank by amount and not be customer tagging.

 

82:       You have overpaid the supplier (Eg: 5 GBP) also need to get another amount (Eg: 260 GBP) from customer directly paid to the supplier and you have already paid the supplier by cash earlier.

           

A:        We will split the issue into 2. – You over paid supplier by  5 pounds

 

In normal case if we pay more than outstanding then system will show overpayment in the supplier report and there is no need to do anything.

 

In this case you paid more but only showed 5 pound less in PenAir.  So take supplier and pay 5 pounds more to supplier.

 

Issue 2.   Take the folder – Receipt - Bank – (use the Supplier direct payment bank account), receive money from customer using this bank. Go to supplier and pay the supplier from this bank.

 

83:       Clients are not getting emails sent from PenAIR.

 

A:        There are two reasons for this 1.  Penguin is not sending the email   2.  Clients email system is not working.

To confirm this please do the following test.  

1.                  Sent an email to your own company id.

2.                  Sent another one to your personal id

3.                  Sent an email to your colleagues email id.

4.                  Sent one email to penguin support.

If any one is getting the email this means there is no issue with PenAIR mail settings. So the issue is with the receiving party and you have to contact the respective IT team.

 

84:       Amount due to supplier was 8000.00 and you approved and paid 8000.00 and when looked at bank you found supplier taken 9000.00 (direct debit) from bank. Now bank does not tally.

 

A:        You need to pay the supplier the additional amount of 1000.00 (supplier – payments) with allocating to any invoice.  This will also appear in supplier statement as an overpayment and bank will tally.

 

85:       When they deposit money to the bank they do not know from whom the money received so need to add to the notes.

 

A:        Cash does not have an identity once it enters the system.  Receipt report will clearly show who paid the cash.  So there is no need to mark in bank ledger whose money we are depositing. Money is not accounted in bank by amount and not be customer tagging.

 

86:       How to install Sabre Print module?

 

A:        Go to sabre

At the top-right hand of the screen you have a link "My Profile" and help.

Click on”Help". .

Go to the installation resources

Click on Install Sabre Desktop Applications, the last link, you are going to checkmark Sabre Print module, and you are going to click on next

Next it should open the Master Installation Launcher

Continue the installation

 

87:          Why user not appearing on branch reports even the user is assigned to that Branch?

 

A:           The sequence of working as follows:

Sequence:

1)                  Download the file from GDS in Tray

2)                  Change the Booked by User

3)                  Invoiced the folder

 

Reason: If there is no mapping to PenAIR for the user it will not reflect in Branch ID also. So in this case even you change the booked by user the branch ID will stay as the previous one.

 

Solution:

1)                  Map the user id

(OR)

2)                  After changing the “booked by” user click on the Show All button and this will display the Branch ID and change the branch ID.

 

88:          How to make invoices for subagents?

 

A:           Sub agents will be created as a customer.  

Receipts can be taken from sub agent or from his customer.

In both cases the receipt will be treated as from Sub agent.

 

89:          How can subagent show the full invoice amount to his client?

 

A:           When you create the folder give the full sell value and on the invoicing tab you have an option to type the subagent commission.  So the invoice value will be net of commission.  The financial posting will be on the net value.  On the invoice tab there is an option to print both client copy and sub agent copy.  Client copy will show full invoice value, Subagent copy will show invoice value less commission.

 

90:          Why there is no Airline reference on invoice?

 

A:           GDS provide the Airline reference only at the time of ticketing.  If the downloaded file is not ticketed then we will not get any VLocator/Airline reference.
If this is a ticketed file and Vlocator/Airline reference not appearing on PenAir, please email support with folder no and we will check it.

You can still enter Airline reference manually on Air ticket tab.

 

91:          Why all folders are not listed in Folder query reports?

 

A:           1.Folder query reports only display folders having at least buy in one of the line item.  This is to make sure that this folder is not a dummy/test or folder created by mistake.

 

2.Folder view can also be blocked by user authorisation, please check whether you have authorisation restriction to view all the folders.

 

3.Folder might be deleted , please search the folder number with the filter "Cancelled"

 

4.if you are searching by a date option please check if the date selection is correct since PenAir uses 3 date selection 1. Creation date 2. Travel date 3. Invoice date.  ( also note that creation date will change if you re-invoice the folder)

 

92:          How PenAIR calculates PDQ charges?

 

A:           In all legacy system PDQ charge is added to the outstanding as a receipt.  This will be wrong since PDQ charge will reduce the outstanding value.

 

Eg:  outstanding = 100.00

Paid 50 and 5 pounds credit card charge = 55.00 

 

The balance will be calculated as 100-55= 45.00 which was wrong since 5 pound is a charge paid which should be posted to credit card charge account.

 

In Penguin the calculation is as follows.

 

Outstanding = 100.00                                        Credit card charge = 5.00

Receipt = 50.00                                                   Receipt = 5.00   so the actual outstanding is correct.

Please note that reversing/ deleting a folder will not reverse the PDQ charge.  You have to do it separately.

 

93:          How to create a Re-issue in PenAir.  

 

A:           Re-issue is term used in ticketing when we re-issue a new ticket for the old ticket.

This can be mainly due to change of date.

Reissue can be done in two ways   1.  Free of charge 2.  Charge the customer.

 

1.                  Free of charge- Take the folder and press the reissue button and system will create a re-issue ticket line. 

2.                  Charge the customer -  Take the folder  and press ADD and add the details of the customer, re-issue ticket number and amount you are paying the supplier ( if you don’t have to pay anything to the supplier make it zero and supplier as INHOUSE)

On the sell column put the re-issue charge and invoice the customer.

On the folder you will have two invoices.  One for the actual booking and the other one for the re-invoice.

 

94:          How to store credit card of a customer?

 

A:              In penguin this is called card lodgement.

Add the card information on the customer master data.

Make sure the card lodgement is ticked in settings.

Once this is ticked in credit card receipt module you can see a an option 

“Card lodgement”

If this is clicked and if we select the customer and select the cards, system will only display the card stored for that customer.

Select and process payment as normal.

 

95:          E-Payment options in PenAir?

 

A:           Advantages:

1.                  No need of Physical PDQ machines.

2.                  Can take payment from anywhere you are with PenAir.

3.                  Customer can pay online.

4.                  Customer can pay by email.

5.                  Payment is instant and confirmation will go to booked by user, customer and accounts department.

6.                  Reconciliation is easier

7.                  Automatic receipt posting to PenAir.

8.                  No charge back if 3D secure is enabled and agreed with Bank.

 

How can I get it?

You need

 

1. Payment gateway provider
2. Merchant account with the bank.

 

There are providers which give this separately or both from one supplier eg:  Barclays provide CPI payment gateway and merchant bank account.

Normally going directly with bank is expensive so providers like Pay point, Secpay will be the cheaper option. 

 

If you have already an online PDQ we can use it directly on PenAir or we can give you the contact details of the suppliers given below so you can directly set this account with them.

 

PenAir supports  

1.  Paypoint, 2. Secpay 3. Sagepay 4. Protex 5. Barclays  6. Servbase

 

96:         Change of Branch is not getting updated in receipts report after re-invoicing?

 

A:           Branch is taken from the receipt information.  So when you first receipted we have already updated the branch. So if you want to change the branch on the receipt you have to delete the receipt and re-enter it using the new branch.  

 

Please note that folder and receipt are two different postings.  So changing the folder branch will not have any impact on the receipt, since receipt has a branch of its own.

 

97:         Why bank is not listing in General ledger listing?

 

A:           In PenAir bank will be listing under Bank Ledger, The reason for this the format for bank ledgers are different from normal ledgers.

 

 

98:          Why penline not picking up the correct fare on auto folder creation?

 

A:           Fare is calculated using two information on the GDS file.

 

1.                   Passenger type on the GDS passenger list. ( adult/child/infant)

2.                  Fare for each passenger from the Penline.

 

So if the passenger type is ADT, Penguin will check what is the fare in the penline for the passenger type and give the buy, sell and commission.

 

If the value is not picking correctly check if this combination is correct.

 

 

 

99:          Remarks field (RM) field is not getting transmitted to GDS file/Folder notes in Amadeus.

 

A:           You need permission in Amadeus system to use this option, please request Amadeus support to enable this option.

 

100:        Why the sort order for Air segment is not correct in folder?

 

A:        There are several reasons for this.

Please check if the time format in GDS is in 24hour format and not the AM/PM format.  If it is in AM/PM you can request your GDS to change it to 24 hour format.

 

This can also happen when you load multiple files to one folder, you have to manually change the sort order in this case.

 

If the sort order is wrong you can change it using the up and down arrow keys given in the air segment tab.

 

101:        How can I enter Penline commands on Worldspan booking screen?

 

   A:        For entering Penline and to take that information automatically to PenAIR you need to enter the format like this. For worldspan “5.Z” is the command in worldspan booking screen for entering remarks.

5.ZPEN/DES-SYD   

5.ZPEN/REFE-WEBSITE BOOKING/

5.ZPENFARE/720.00/150.67/890.50/ADT

5.ZPEN/ADD- 29 HARLEY STREET

5.ZPEN/P1T-02088271777/

5.ZPEN/P1E- CUSTOMER@PENGUIN.COM/

 

102:        How to create a customer ID in Worldspan booking screen so that it will automatically loaded to PenAIR while creating auto folders?

 

A:        In world span booking screen you need to put “5-CA” then put the customer name.

            Eg: 5-CAWALKIN

                   5-CAPENGUIN etc….

            If you know the “customer account code” in PenAIR then instead of using the name you can put that also.

            Eg: In PenAIR if the customer account code for WALKIN is 1000 then on the worldspan booking screen you only need to put 5-CA1000

 

103:        Credit note allocation in PenAIR?

 

A:        You have two options to allocate credit notes:

 

a)                  Automatic allocation.

b)                 Manual allocation.

 

A)                Automatic allocation -   when you invoice the folder  PenAir automatically link the invoice to the credit note and show only the net balance.  This is the most preferred method for retail clients and account customer who prefer to see a net value rather than invoice and credit not.

B)                Manual allocation -   When you create a credit note,  PenAir will not link this to the invoice but keep it as a separate document , whereby you can go to allocation module and link it.

 

Setup:  you can decide whether to link an invoice to credit note on the customer master data , option “ link credit note to invoice”

 

Best practise:    For retail customer keep this linking, which will show a net value on balance.

 

104:        Customer statements in PenAIR?

 

A:        Customer statement by invoice allocation.

2.   Customer statement by dates.

3.   Customer statement by ledger (normal accounting format)

 

Eg:  customer as invoiced for 1254.60 on 14th may

Received a cash receipt of 750.00 on 23rd may and directly allocated to the invoice.

Received another cash receipt of 200.00 but not allocated to the invoice on the same day

Allocated the above receipt to the invoice on 25th may.

 

1st report shows how the invoice as cleared irrespective of the date.

2nd report shows which date the transaction happened with clearing.

3rd report shows just financial of both invoice and receipts.

 

105:        How E-Payment works in PenAIR?

A:        When the folder is created  the  folder can be receipted by the following ways.

 

1.                  Manual receipt.

2.                  E-pay ( sending the view trip link by email)

3.                  Viewtrip.

 

NB:  you need to set the option date to the date until which you want customer to pay online.

 

If the customer pays online the pay now button will be disabled from further processing.  This will be the case even if the customer makes part payment. If the customer is to pay online again the E-payment status has to be set to “not paid “in folder History – Options tab.

 

If you make manual payment, the online payment button will not be disabled automatically.   You have the option to disable it manually.

 

In both cases if there is not balance system will give the message. -"Zero balance. Payment is not possible."

 

106:        How the PenFare Sales value (check box in Travel Parameter) is working when we upload the GDS File?

 

A:           Sell Value is picking to the folder as per the following conditions:

If the check box  "PenFare Sales value" is off on Travel Parameter->Settings

If the file is ticketed, it will take the Sell  amount from GDS fare line when they give the option overwrite. Update the folder will remain the earlier sell amount on sell grid.
Please note that Autogds is overwriting the folder.

If the check box ”PenFare Sales value" is “ON” on Travel Parameter->Settings

If the file is ticketed and penfare given, it will take the Sell  amount from Penfare line when they give both the option-Overwrite/Update.
If the file is ticketed and there is no penfare line in gds file,it will take the buy and sell amount from gds fare line when they give the option overwrite.Update will remain the earlier sell amount.
Please note that Autogds is overwriting the folder.

 

107:        What is Amadeus Split PNR option?

 

A:        PenAIR has the option to combine all the PNR together to create one folder.  This is the easiest option since system combines multiple PNR to one even it was issued separately. But there are cases where you don’t this clubbing of PNR; in this case you can disable this option by going to

Big Penguin > Travel parameter> GDS user Setup > Amadeus Combine PNR (remove the tick).

 

This will individually load the PNR without combining the passengers into one PNR.

 

108:        What is the best method for finding a purchase order number for BSP Supplier so that we can change it to a new supplier?

 

A:           You can find the PO Number from Purchase Commitment report in Daily Audit OR
the folder history -Action ->Invoiced-This row will display the purchase orders serially.
Better to check in Purchase Commitment Report since the PO amount is also in this report.

              

 

109:        How to do PNR linking in PenAIR?

 

A:        Option 1.

 

You created a booking with  PNR ABC  and need to Link this with another PNR  XYZ  (  so XYZ is the parent and ABC is the child).

First create the booking with XYZ and put the normal  Penlines and do the interface.

Then create the child  PNR and while doing interface give  PENLINK/XYZ,  so the second file will update the ABC PNR to the XYZ PNR.

Please note that a folder can only take one PENFARE  line so the costing will same for both the PNR.

 

Option 2.

 

Do the  interface of XYZ PNR as normal,   on the Second PNR ABC  do the Penline  “PENAUTOOFF” , so the  ABC folder will not get updated automatically.

Take the first PNR XYZ and go to passenger tab and select the ABC PNR and load it , which will add to the XYZ PNR.

 

 

110:        How to create a folder if there are multiple tickets and all of them are not issued on the same day?

 

 

A:           You can.

1.      Load the issued tickets and wait for the other tickets to issue and then invoice the folder.

2.      Load the issued tickets and invoice those tickets only , later create a sub folder and load the pending tickets

 

The advantage with option 1 is that the receipt can be allocated on the same folder itself,

With option “2” to you have to allocate the receipt to first folder and then allocate the remaining to the second folder.

 

           

111:        How to delete ADM/ACM once created?

 

A:           There are two types of ADM/ACM

 

                        1. ADM with no recharge to customer. Go the folder, double click on the ADM and press delete

2. ADM/ACM with recharge to customer, this will be created as a separate folder. So select this ADM/ACM folder and go to REFUND- Delete invoiced folder.

 

 

          112:    How to enter  Accruals entry ? ( eg:  Rent paid in advance for a year )

 

            A:        Eg: Rent is paid in advance but we need to split the expense to each month to arrive at correct profit per month.

 

Step 1  :  Enter the supplier invoice.

Go to Supplier – Expense invoice - Select the supplier and GL account “Rent Accruals”

 

Step 2:

Go to nominal - Take transactions and make a journal posting.

 

Dr: Rent

Cr: Rent accruals.

 

This nominal posting can be done at one go or you can post it every month

You can create any number of accrual accounts like this (electricity /tax etc).  This account is a balance sheet account.

 

 

          113:       How to  account for the  tickets/products  bought by staff ?

 

 

A:        You have the option to treat the staff as a normal customer, invoice and collect the payment in the usual way.  OR

 

If you want to set off the outstanding, against the salary or want to treat is as an expense or gift follow the below suggestion.

 

1.      Treat it as a salary set off-  Go to customer write off , select the folder and write off to  Salary account.

2.      Treat it as a gift or expenses  - Go to customer write off – select the GL as  Gift or Expenses  or the option you need.

 

 

         114:         I have more than one IATA number, should I create multiple BSP account ?

 

A:        No, you only need to create one BSP account, and penguin will split this based on the IATA number . 

BSP account already comes with standard installation and makes sure this BSP account is selected in the Travel parameter default setup.

 

 

         115:         How the VMPD Refund treated in BSP ?

 

            A:        when a VMPD is  refunded,  BSP is treating this as  normal refund not VMPD. 

                        So when you refund a VMPD make sure to change the ticket type to  normal Refund-Type should be seletced as "TKT" not VMPD.

 

 

          116:       How to account for sub Agents working with your PDQ and settle the transaction at the end of the month ?


            A:        You will have sub agents who will be doing business using your PDQ,  

So customers will pay directly to your PDQ , which will be settled to your Bank account.

In the month end , Sub agent will settle his transactions with you. 

 

How to do it.

 

You should create the sub agent as a customer .

You should have a bank account for the sub agent.  

 

 

Any receipt to this bank should be done as a receipt from the sub agent.

Sub agent should use this credit to clear his folder.

 

Advantage:  Your bank account will tally,  Sub agent account will show the actual credit and folders cleared in account.

 

 

117:        How to create Sub- Agent Gross Invoice in Penguin ?

 

 

            A:        New ATOL regulation requires you to provide, Gross invoice and Gross Certificate to end customer, when you make a sale through Sub- agent.

In penguin you have this option in the INVOICE screen.

 

Step 1: Create an invoice as normal.

 

Eg:  Net invoice is for 300.00   and Gross invoice is for 350.00

                       

 

Step 2:   Press the “Gross invoice” Button.

 

The below screen will be displayed.

 

 

Enter the Gross Adult value of the ticket in this column (The Adult price which end customer need to pay).

Press OK to save this information.

System will print Gross invoice copy and Gross ATOL certificate in addition to the Net invoice copy to the agent.

 

 

Pen line Automation:

Sub agent or booking staff can enter the pen line in the GDS, so penguin will pick this automatically on invoicing.

Please note that this needs to be configured and you need to contact support to enable this.  

 

 

 

118:        Why PenAir is working very Slow ?

 

A:        There are 2 types pf system hosted system or local system.

 

                        Hosted System:

 

1.       Logon to the server and check the  resource utilisation. If this is high check which user is taking this resource , call him and disconnect his login.

2.      Ask the client to log to rescue and check the internet speed on server using the link given on utilities. This will confirm whether we have any issue on server.

3.      Copy the link on the client internet browser and check the client internet speed, if this is low ask them to contact their ISP.

 

Local System:

 

All the tests are same except the resource checking is on  their local system.

 

If the above does not solve please contact second level support.

 

 

119:        How the LOGIC works for “ATOL ISSUER” in ATOL CERTIFICATES?

               

A:        1.  If the folder customer is "acting as agent", issuer name should be the folder customer for text box 3 and 4.


2.  Else print the Atol agency name from branch master.


3. If the ATOL agency name is blank in folder master, pick the issuer name from company parameter.

 

 

120:        Why the BSP Supplier is not selected automatically in Sabre itinerary Download?

 

A:      Supplier information in air ticket tab is taken from sabre M5 line. For itinerary download there is no M5 line. 

So air ticket tab is not populated so there will no supplier selected.

The solution is to create a dummy accounting line, which will give an M5 line .

 

 

121:        Why  refund is not allocated to invoice?

 

A:        If customer allocation is not ticked in Customer master “ terms” Tab.   Credit note /refund will not be allocated to the invoice.  

please see help file” Refund/Credit note  allocation in Penguin.”  For further information.  

 

122:        How to delete entry added using “ Add expense”?

 

A:        You cannot delete an entry in “ Add expense “ , You have to  Add an reverse entry  using the  “Add expense”  option itself.

Example Add expense is added as 50.00 pounds.

Add another expense with -50.00 pounds.

So the net effect will be zero, which will be same as deleting the expense added.

 

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