BUSINESS ACCOUNT MANAGEMENT SYSTEMS (BAMS) AND TRAVEL MANAGEMENT COMPANIES (BAMS)

Transcription

1 BUSINESS ACCOUNT MANAGEMENT SYSTEMS (BAMS) AND TRAVEL MANAGEMENT COMPANIES (BAMS) USER GUIDE

2 Contents Contents Contents Contents 2 1. Introduction 3 2. Account Activation 4 3. BAMS Logon TMC Locations Agents Companies/Corporates Corporate credit limit Travellers Payments Contacts Travel Policies Cost Centre Questions Users Reports Booking Report Booking History Report Corporate Account Sales Report Corporate Invoice Report Payment Methods Report Customer Invoice Report 23

3 1. Introduction This document details the processes involved in using the redspottedhanky Business Account Management System (BAMS) and the Travel Management Company (TMC) tool on BAMS. It includes a walkthrough of all aspects of the system, from first logon, to setting up your own corporates, users and monitoring your account.

4 2. Account Activation Once your application for a redspottedhanky Business Account or TMC is successful, you ll receive an confirmation similar to the example below:- From: redspottedhanky Team Sent: 06 June :28 To: Smith, John Subject: Welcome to the redspottedhanky Corporate Accounts Thank you for your recent application for a redspottedhanky corporate account. Your application was successful and you can start using the website right away. Your corporate account allows you to purchase via credit card or on account. There are two portals which you now have access to. The first portal is the corporate management admin portal. This can be accessed from Your username is john.smith Your password is <<password>> This will allow you to set up employees as users, create travel policies, restrictions and access the reporting suite. Details of the facilities and how to use the corporate portal can be accessed via The second portal allows for the purchase of rail tickets. This can be accessed from Each employee once sent up as a user from the admin portal only needs to register and they can then purchase rail tickets. The account can be accessed via If you have any questions in the interim please contact our redspottedhanky Team on Yours sincerely, redspottedhanky Team Note: This is an automatically produced message - please do not reply to it. Instead, please call us if your require assistance or help with anything relating to this . Thank you.

5 3. BAMS 3.1 Logon Upon clicking the link to the website you will be presented with the login page below Enter the User Name and Password that was sent to you in the and press Log In. The following screen will be displayed This screen provides you with details of your username along with the ability to change your password. Click the TMC link (which will show for TMC accounts) 3.2 TMC The following screen is displayed

6 This is the main screen used to manage your account. It contains several icons which in turn control access and travel options for all users on the account. This screen also shows details of your company along with your current credit spend amount, and details of your current credit limit. Your company will be highlighted should your credit limit be reached or exceeded, as per the colour key shown above. Should you choose to purchase tickets via debit/credit card only, your credit limit will be displayed as During the purchasing process, this core system validates the credit limit assigned to the TMC within BAMS. If the limit is exceeded a message is returned to the booker indicating that the credit limit has been exceeded. For corporates added by the TMC account manager, during the purchase process, the core system validates the daily credit limit assigned to the booker within BAMS. If this limit is exceeded a message is returned indicating that the credit limit has been exceeded. For bookers, during the purchase process, the core system validates the daily credit limit assigned to the booker within BAMS. If this limit is exceeded a message is returned indicating that the credit limit has been exceeded Locations The Locations page displays a list of travel management company locations, this is sorted by name. Locations can be active, suspended or archived. Active locations will be displayed by default. Options on this page are to create a new location or to switch the display to list locations that are suspended or archived. For each location, its name will be displayed. There will be the following options: Edit for changing the basic properties of the location. Agents Displays the Agents page. Enable (suspended locations only). Suspend (active locations only). Delete (active/suspended locations only).

7 3.2.2 Agents This page displays a list of travel management company agents, sorted by name. Options on this page are to add a new agent. For Each agent, its name and address will be displayed. There will be the following options: Edit for changing the basics (name, address) Delete Companies/Corporates The companies screen allows setting up or amending the information for a business account (company). A list of the companies will be displayed once added and you have the ability to add companies and amend existing ones. The list can be changed to show active, archived or suspended companies on the drop down menu. For each company, the name, account manager and credit limit will be displayed which you will have control over within your TMC limit. The company will be highlighted if the companies remaining credit is below the warning level using the key below of Warning Threshold Reached and Credit Limit Reached. A corporate has attributes to define whether a PO number can be supplied with each order and if the PO number is optional, or mandatory. The following options are available via this screen: Edit for changing the basic properties of the corporate: - Identifier (when automatic identifiers are not enabled) (must be unique) - Name (must be unique) - Description - Address - Account Manager - Account Number - Use new screen flag - Admin Contact - For changing the administration contact - Billing Contact - For changing the billing contact

8 - Credit Limit (displays corporate credit limit page). - Contacts (displays the contacts page). - Payments (displays the payments page). - Payments made (if on account). - Cost Centres (displays the cost centres page). - Contacts (displays contacts page). - Projects (displays the projects page). - Questions (displays the questions page). - Traveller s (displays the traveller s page). - Send s Allows s to be sent to company users or BAMS users. - Notes (displays company notes page) - Admin Note Allows an admin user to set a note on a company. - Enable (suspend companies only). - Suspend (active companies only). - Delete (active/suspend companies only) Corporate credit limit This page displays the historical credit limit for the corporate. A corporates default credit limit is set to zero. A credit limit of zero means that users cannot purchase on account, they can only purchase on card. Options on this page are to set a new credit limit and remaining credit warning level. For each credit limit entry, its date of setting, value, remaining credit warning level and name of setter will be displayed Travellers This displays the travellers within a corporate. Options on this page are to add a new traveller, upload a text file containing a list of travellers to be added. For each traveller, name, address and a selected cost centre and travel policy will be displayed. The credit limit will also need to be added ( 0.00 for card account). Edit can be chosen for the basic properties of the traveller: -First name

9 -surname - address (must be unique) -landline/mobile phone number -employee number -travel policy selection -cost centre selection -payment on account -payment on card -optional credit limit -optional additional recipients -allow opt-out from sending s to company recipients -can book for all corporate traveller Credit Limit (displays the user credit limit page) Default Answers (displays the default answers page) Book for (displays the book for travellers page) Projects (Displays the traveler projects page) Delete Payments Click the Payments icon and the following screen is displayed This screen is only for tickets purchased via a credit account, not for tickets purchased via debit/credit card, and will show all payments taken by direct debit.

10 Options on this page are to enter a new payment. A payment entry includes a reset user credit option, which resets the credit counted against users Contacts Click the Contacts icon and the following screen is displayed This screen displays all existing Contacts that have been setup for your company and allows you to add, edit or delete. To add a new Contact, click the link. The following screen is displayed (this screen is also displayed when editing existing Contacts) Enter details for each of your Contacts then press Submit to save.

11 3.2.8 Travel Policies Click the Travel Policies icon and the following screen is displayed This screen displays all Travel Policies that have been setup for your company and allows you to add, edit or delete*. A Travel Policy gives you the ability to configure options relating to the purchase of tickets, which can then be assigned to individual users. To add a Travel Policy click the link The following screen is displayed (this screen is also displayed when editing existing Travel Policies) *A Travel Policy can only be deleted if not currently attached to a user.

12 The following options are available when configuring a Travel Policy:- Class Restriction Standard Class Allowed; if selected the user can travel in this class First Class Allowed; if selected the user can travel in this class Minimum Journey time; will only allow users to book first class journey s if the journey time is longer than the time input. Class Hard Restriction; if selected the above options are enforced otherwise only a warning will be given Ticket Purchase Normal Tickets Allowed; if selected the user can purchase this ticket type Season Tickets Allowed*; if selected the user can purchase this ticket type Cheapest Available Travel; if selected the user will only be able to book the cheapest ticket types. Maximum Ticket Price Max Normal Price Normal Price Hard Restriction Max Season Price* Season Price Hard Restriction - enter a maximum price for this ticket type - if selected the above option is enforced otherwise only a warning will be given - enter a maximum price for this ticket type - if selected the above option is enforced otherwise only a warning will be given *PLEASE NOTE SEASON TICKETS CANNOT YET BE PURCHASED Once all the above details have been entered press Submit to save.

13 3.2.9 Cost Centre Click on the link to create the cost centre. This option can be used to allocate different travel policies to certain users, perhaps by department the user works for, and will be useful if pulling the back office reports such as booking reports You will have to create a cost centre name; this may be chosen by department for instance, you will also need to select the appropriate travel policy you wish to associate with this cost centre. Pre-trip authorisation required you should only select this option if you want to pre approve each booking made from users within cost centre Questions This section is optional. Click the Questions icon and the following screen is displayed

14 This screen displays all Questions that have been setup for your company and allows you to add, edit or delete. You can set up to 4 Questions, which users are required to answer when booking train tickets. These questions can also be used for reporting purposes. For each Question that is setup you also have the option of setting up Restricted Answers. This allows for fixed answers only to be entered and can give greater report flexibility, as well as providing an extra layer of validation when tickets are booked Please refer to section for details of how to setup Restricted Answers. To add a Question click the link The following screen is displayed (this screen is also displayed when editing existing Questions) Enter your Question and press Submit to save

15 Restricted Answers On the Questions screen click the Restricted Answers icon wish to add a Restricted Answer to. next to the Question you The following screen is displayed This screen displays all the Restricted Answers for the selected Question and allows you to add, edit and delete. To add a Restricted Answer click the link The following screen is displayed (this screen is also displayed when editing existing Restricted Answers) Enter your Question and press Submit to save. If you have a significant number of Restricted Answers that you wish to enter, there is also a bulk entry method. You will need to enter the Restricted Answers into a text file. To upload your file click the link.

16 The following screen is displayed Simply browse to the location of your text file and upload the file. Your Restricted Answers will then be loaded in automatically. The fields in each line of the file are as follows:- Restricted Answer Once all the above details have been entered press Submit to save Users Click the Users icon and the following screen is displayed This screen displays all Users that have been setup for your company and allows you to add, edit or delete.

17 To add a User click the link The following screen is displayed (this screen is also displayed when editing existing Users) The following options are available when configuring a User:- First Name Surname - enter first name - enter surname

18 Travel Policy Cost Centre Payment on Account Payment on Card Set Credit Limit Credit Daily Credit Limit - enter address* - select a Travel Policy. See section for details - select a Cost Centre. See Action for details - select if tickets can be purchased via this method - select if tickets can be purchased via this method - select to enforce a credit limit - enter a credit limit amount Set Additional Recipients if you wish for another address to receive the booking confirmation . Can book for all company users allows the individual to book journey s that are for other people within your company. *This address must be used when the user registers for the business account on the redspottedhanky website. Once all the above details have been entered press Submit to save. If you have a significant number of Users that you wish to enter, there is also a bulk entry method. You will need to enter the Users into a text file. To upload your file click the link. The following screen is displayed Simply browse to the location of your text file and upload the file. Your Users will then be loaded in automatically. The fields in each line of the file are as follows:- First Name

19 Surname Address Travel Policy Name Card Payments Allowed (0 or 1, representing not allowed and allowed ) Account Payments Allowed (0 or 1, representing not allowed and allowed ) Credit Limit (empty for no credit limit) Remaining Credit Warning Level (empty for no credit limit) Default Answer to Question 1 (empty if no default answer) Default Answer to Question 2 (empty if no default answer) Default Answer to Question 3 (empty if no default answer) Default Answer to Question 4 (empty if no default answer) Once all the above details have been entered press Submit to save. Once the user has been created there are several other options available that you can configure from the main Users screen Default Answers (Only applicable if Questions and Restricted Answers defined) From the main Users screen click the Default Answers icon displayed then and the following screen is This screen allows you to automatically configure Default Answers to the Restricted Questions created earlier in section The Users will then not be required to enter these when booking tickets.

20 Click the Set icon against the particular Question and the following screen is displayed Select a Restricted Answer from the drop-down menu and press Submit to save Book For From the main Users screen click the Book For icon other Users and the following screen is displayed for the User you want to be able to book for This screen allows you to configure Users to be able to book tickets for other Users on the system. To add a User to book for click the link The following screen is displayed

21 Select a User from the drop-down menu and press Submit to save. This now allows the User to be able to book tickets for the Users selected on this screen.

22 3.3 Reports There are several pre-defined reports available for you to run. Click the Reports menu from any screen within the system as indicated below And the following menu is displayed All reports are date/time driven and also contain other optional search criteria. All reports can be exported to the following formats:- XML CSV TIFF PDF Web Archive Excel Booking Report This report produces a detailed summary relating to each booking, with costings broken down to individual journey level.

23 3.3.2 Booking History Report This report produces a high level summary of journey details Corporate Account Sales Report This report produces a high level summary of costs by Account Manager Corporate Invoice Report This report produces a summary of orders and payments made against the account Payment Methods Report This report produces a breakdown of all payments made against each payment method Customer Invoice Report This report produces cost breakdown of all transactions on the account.