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1. go back to the search screen and tick all flights at the bottom alternatively select the time you require from the drop down box next to the date At this point you can tick on the Include car or hotel box to bring up availability or add them in at a later stage If ticking hotel or car tick the box then wait A dropdown box will come up and you can then choose a chain of hotels or more likely choose All Hotels Tip if you need a hotel or a car which matches the flights exactly then tick Include Car or Include Hotel If for some reason the dates of the hotel or car are different to the flights add them later on will be described Direct flights only normally leave this ticked unless you specifically want Jetstar flights between smaller cities eg Hobart to Gold Coast which would not be a single direct flight However it can also be useful on those unusual routings such as the one described above from Karratha to Port Lincoln and is worth trying in those situations Click Continue Whilst searching the Spy Glass will be displayed ima corporate travel management MACMAHON so ee 2 Flight selection will display Approximately 13 flights will display in a range either side of the selected time so be careful to check the time of the flight before you book and to scroll through all the flights offered Connecting flights via another city will also show in the search
2. 23 ima corporate travel management Q MACMAHON Itinerary Summary enables a Web Res user to view Itineraries by category and manage your itinerary Rename This enables you to rename the Itinerary for ease of identification From the Itineraries scheme select Rename and click Go Enter a Name to identify the trip and click Update Group bookings Template Template enables a Travel Arranger to copy the shell of a booking into a template then copy the booking across to other travelers Creating a Template Procedure 1 Make the first booking for the first person then wait for the itinerary summary grid to come up as per normal If you have already booked and exited Webres go back into Make a Reservation select the traveler and click on Itineraries as per screen shot below BOWIE RICHARD VIEW Please select BOWREY KEN VIEW Please select BOWYER PETER VIEW Please select BOYLE GARY VIEW Itineraries BRADSHAW DWIGHT VIEW Please select 2 From the Itinerary Summary page click Template from the drop down box where you normally would click View 3 Enter a Template Name so you can recognize it again when you see it in other travellers profiles Select Staff in the Role then select Your Travellers in the Distribute To box Do NOT click anything else especially not the Go arrow Wait for the list of travelers to appear on your screen Itineraries Display Find itinerary booked off li
3. Car bookings 39 TA sity corporate travel management Report By Debtor International Domestic Report on Air Travel Report on Hotel Bookings Report on Car Bookings Report on Other Segments Select other segment type All Segment Types v Show Added Details Show More Booking Details Show Averages Create Document As PDF PDF Orientation Landscape 70 lines Plain Text TXT Graphicallogo HTML HTM ist Page Only Excel Worksheet XLS Font Size 8pt Comma Separated C SV Page Size 70 lines Send Document To Screen Email Description of reports The reports include the following For more detailed descriptions refer to the latter section of this manual which contains a detailed breakdown of each report We believe you will find the purple reports the most useful and particularly encourage you to use the On Hold report on a very regular basis If you would like to view a detailed itinerary for any of the travel you find in a report make a note of the traveller name and booking number and refer to the clue card on Finding Itineraries Online to look for the itinerary 1 Corporate Savings displays a detailed report of company savings It summarises all transactions and will display the difference between standard and offered fares as well as a list of client names booking numbers booking dates d
4. We recommend running this report as per above screenshot PASSENGER LOCATION REPORT This report enables you to determine at any given travel date or date range the location of a traveller The report can be used for several different reasons including advising a traveller en route of any political unrest in either their current location or their next location It could also be used to determine the traveller s current or various locations over a specific set of travel dates The criteria options below will determine exactly what will display on the report 48 corporate travel management Q MACMAHON DEMO Passenger Location Report Session No Showtb2 snz i Debtor Demo demo Department All Departments Cost Centre All Cost Cenves Passenger Travel Dates 19 02 09 to 19 02 09 Airline AN Airlines Location Sor By Passenger Inctude Extra Detaiis include HTL CAR Detais 7 include Emergency Details Passenger Can search for one or a range of Travellers if left blank it will display all Travel Dates This is a mandatory field Airlines Option to select one or all airlines Location Mandatory to enter the 3 Letter Code here Travelcorp can provide a decoder Sort By Passenger Debtor or Departure Date Extra Details Will show Consultant details and cost centre Example of Passenger Location Report ei RIDA SRO E MEL he Ahi mirik triair ri z Ci Se GFA myd Booking FH Motel QAAND HYATT ME
5. ADD CAR FLIGHT 2 SYD to PER 11 Sep 2010 Status Not Booked Booking Reference Step 5 Select Specify a Hotel Name or Chain and Any hotel from the drop down boxes SEARCH c ITINERARY amp BOOK Search hotels City SYD a Check In Check Out 3 sepP 2010 vis 11 sep 2010 vis Preferred Specify A Hotel Name or Chai Step 6 Book as normal REMEMBER the hotels with a V are preferred hotels marked with Are non preferred sample screen shot only 16 corporate travel management Q MACMAHON Hotels available in PERTH for 1 night from 29 September 2010 to 30 September 2010 LOCATION RATE RANGE COMPLIANCE COMFORT INN BEL EYRE PERTH C City Center A 127 50 150 00 285 GREAT EASTERN HWY DISTANCE 2 Miles Comfort TRANSPORT CALL INN Q DETAILS SELECT gt INTERCONTINENTAL PERTH City Center A 284 00 490 00 BURSWOO ic CNR BOLTON AVENUE DISTANCE 4 Miles TRANSPORT CALL S SELECT HYATT REGENCY PERTH Y City Center A 285 00 660 00 99 ADELAIDE TERRACE DISTANCE 6 Miles TRANSPORT CALL Q DETAILS SELECT gt COMFORT HOTEL PERTH CITY C City Center A 148 50 175 00 200 HAY STREET DISTANCE 6 Miles INN Q DETAILS SELECT gt MANTRA ON MURRAY P City Center A 156 00 379 00 Need a hotel motel that is not available online Book flights then just before finishing the booking write a message to Travelcorp Remember to give us all the details we ne
6. FiO pio TE REFOR sereen ee ee ee ee 43 CORPORATE EXPENDITURE REPORT 2 ec eccecceeceeeceeeceeeceeeeenaeenees 44 a OPP Od he eer er eee ee ene ee ee eee 44 AIR SPEND ORAPH REPOR T sete eset escent eared cee eeee 44 CITY PAIR GRAPH REPORT 2 eeeseeceeeeeeseseceseeeeseeeaeseaeeeseceseaeeseeeoes 46 RO TELROOM NIG HT S REPOR eresien err eee eer eee 47 PASSENGER LOCATION BEPOR P cerecesieet ha tdesgeea tees at aeteets cash etetetdeccncestenSecese 48 lt FINANCIAL BE POR T o annn o E secret E A seers 49 OREDIT OARD REPORT uriari eee E ee ER 49 ISSUED TIOKE F REPOR i sssnsscemsssscscertssssnezsensoeunceutesacsgocmeasaneveamsesseeemeterse 50 SEGMENT ON HOLD REPORT sesesessessssssssrsssssssrssrsessrssrsersresrssrsrseesessrseess 51 WOE E eaerer ere E ree eee eee eee 52 DEBTOR STATEMENT BY INVOICE BOOKING seeeeeesesrsersersrsrssrsen 52 Who to call For Web Res questions contact the CTM consultant team on 08 6467 2189 or email macmahon travelctm com NB this is a simple how to book card A detailed Travel BOOKER guide is available separately for your reference over the course of time Online demonstration and generic end user guide To view an online demonstration of logging in making a booking and creating a client profile as well as a generic user manual go to http www tramada com ttdocs webres html This is a guided demonstration amp will progress at its own rate It is also best seen with sound We strongly recommen
7. made prior to completing the booking Note When searching for Hotels the same room type will be requested If the room type or hotel is not available you will be prompted to make a selection from the Hotels available Creating a traveller s profile in Webres NB if you believe your traveller already has a profile please contact Travelcorp to ask them to link you to that person Do not create a new profile See below for further information on duplicate names e Step 1 Log into Webres Step 2 Click on Create on client profile WebRes Arranger Menu Session No 5wsicyfby1 Macmahon Contractors a Client Profile and Bookings a Create Client Profile a Make a Reservation a Virgin Blue Baggage This will bring up a screen similar to the below lt gt 28 ints corporate travel management O MACMAHON Create a new profile First Name Second Initial Surname Employee maccongs60 o Birth Address 2 Address 3 State Post Code Country phono oT i Step 3 Fill in all the details on the form Tip use letters only no punctuation such as or Any fields in bold are mandatory The non bold are useful but not compulsory Title Mr Mrs or Ms If this is a profile for a second person with the same name as an existing Macmahon employee change the title to Mr1 First name please use correct names as per passport or drivers licence not
8. nicknames Known as if the person has a nickname Bill Pat etc that they are normally known by put their entire name using the nickname here e g TEST TRICKY MR Employee Number please do not change the number which appears in this field Date of Birth most date formats will be accepted but easiest is ddmmyy e g 191074 Address fields use the work address You will need to complete Address and Address 2 ata minimum Country will normally be AU for Australia Work phone can be either the traveller or your own number This is the number airlines will call in case of delays or changes Mobile number this is compulsory It is the number airlines will call in case of delays or changes Home number this is compulsory for some airlines If you don t have this number use the mobile oe 29 ints corporate travel management Q MACMAHON very traveller needs a unique identifier for the system which is their If for some reason they don t have an email address invent one e e g test smith macmahon com au This is only to give them an identifier in the system and will never be used Please do NOT use your own email address here umless this is your own travel profile Email address 2 is your own email This is where Webres sends the itineraries for anything you book online Home airport To save keystrokes when making a booking you can put in the airport most trips will start from
9. they show as Not Booked and coud potentially vanish from the airline s inventory before you have finished your own booking 20 corporate travel management Q MACMAHON Itinerary details T Y Yo BOTTOM Review itinerary details f matches your compliance policy l does not match your compliance policy FLIGHT 1 PER to MEL 24 Jun 2010 Status Not Booked Booking Reference e QANTAS QF QF 480 PERTH PER ARRIVES MELBOURNE MEL Rules 7 AIRCRAFT 763 CLASS ECONOMY Thu 06 10 AM Thu 11 35 AM STOPS 0 24 Jun 2010 24 Jun 2010 16 When finalised you will see a display of all current itineraries showing Status amp Authority Check that this list shows your booking as BOOKED and APPROVED This will later change to PAID and APPROVED If you do not go to this screen i e if you continue to see the detailed booking screen with flights etc the booking has not finalized Check the top of the screen for a red error message If you are in any doubt as to whether your booking has been finalised please call ctm for confirmation Sending a new booking request may result in duplicate bookings and additional costs You should see something like this Fare Search Hotel Search Itineraries Traveller Mr MITCHELL T Itineraries Display i Find it nerary booked off line Future Itineraries fy REFRESH new ITINERARY DESTINATION MAME PHR STATUS AUTHORITY CAMCEL MAMAE 24 Jun 2010 PER MEL
10. All Cost Centres Profile Report Transaction Date 1 02 09 Chent Credit Card invDom amp Sort Gy Credit Card Holder Show More Gocking Details _ include E Charge Transactions include BTA CTS Transactions Profile As per Travelcorp s system Report by Normally leave as Debtor option to break it down to department and cost centre also exist Transaction date The date the card was charged in Travelcorp Credit card Option to enter credit card Note can be left empty Int Dom Will only show those bookings that are Domestic and or International Sort By 4 options to sort by Recommended Choose Client profile name in Sort By field Show more Bookings details Will include Travel Booker on report ISSUED TICKET REPORT This report displays all tickets issued This includes ticket values and taxes per ticket Due to the volume of data this report will be sent via email rather than displayed on screen Criteria options are below These will determine exactly what will display on the report 50 corporate travel OKANRAN EEA management DEMO Issued Ticket Sesion No gkcasowilty Debtor Demo demo Department All Departments Cost Centre All Cost Centres Profile Booking No to Issue Date 1 02 05 to 20 02 09 Repon by Debtor Son by issueDate Int Dam Both urli Issue Date The date the ticket was issued by Travelcorp For domestic tickets this will be the same date the actual book
11. SELECT gt SELECT gt SELECT gt NOTE Rates are subject to change and may experience exchange rate fluctations if they have been converted from another currency Tip Be very careful as the cheapest rates may be nonrefundable and or have strict cancellation conditions You will see this readily on the main list of rates Always look for the Macmahon rate to be safe SOFITEL MELBOURNE ON COLLINS eee 225 00 4 546 00 ao mental TrFE CLASSIC ROOM 1 KING BED CITY VIEWS EARLY CC FP REF LER S CLAS LE BEDS CITY VIEWS EARLY oC PREPAID B2TRAS MO REFUND SUPERIOR ROOM 1 KING BED BAY VIEWS EARLY CC PREPAID AO ALBRAS REFUAD EEMELI M 4 FTR aor PATTA EA AS T ERARE Oo de em nae Be 8 Hit Select to book hotel room type that you require RATE PLAH RATE A 225 00 A 225 00 A 260 00 aba nh COMPLIANCE SELECT SELECT 9 Complete Add Special Request hyperlink if you need to add any special requirements eg Non Smoking This message will go directly to the hotel A maximum of 13 img corporate travel PONANA EREA management 32 characters can be generated to the Hotel Please note special requests will be passed on to the Hotel or Car supplier but cannot be guaranteed 10 Click Book to finalise or Add Hotel Car Flight to continue booking If you have selected include car the system will now take you automatically to the car booking screen Tip H
12. detail 9 Invoiced List allows the user to produce a range of copies of Tax Invoices for viewing printing or emailing and is especially useful if needing to access tax invoices at the end of a period in real time You may click through to view the itinerary from the invoice Invoices can be searched for by cost code name invoice date or invoice number See the separate clue card for more tips on how to search for an invoice 10 Issued Ticket Report displays for specific project codes all tickets issued The report displays ticket values taxes and GST component per ticket Due to the volume of data this report will be sent via email rather than displayed on screen 11 Segment on Hold Report provides a list of tickets which have a segment placed on and as yet hasn t been used This is particularly important to Macmahon as it is very important to use all tickets on hold By checking this report regularly you will know which travellers have tickets on hold to be used and can ensure these credits are used as soon as possible This is a very simple report to run simply hit enter at the bottom unless you wish to narrow your search down to certain project codes 41 im corporate travel ERA RANE EMNE management 12 Debtor Statement By Invoice Booking enables a list of outstanding items to be tracked and therefore paid This report is used by those clients who have accounts rather than credit card payment Reports in deta
13. of all their bookings This includes Webres as well as bookings made by Travelcorp 33 corporate travel diaa management Bookings Record View tst Passenger Departure PNR Bookinc Name Date Reference Mae 17 03 08 BNE SYD MEL BNE 5669824019 ca Test Fred Mr wuagy gt 5669846988 5669824019 5669846988 5669866255 110758 Test Fred Mr 11 03 08 HROVDA BN amp PER ZNE PER BNE 110474 Test Feed Mr 09 03 08 LZZJNVW BNE SYSBNE HOLD 9 Click on the booking number hyperlink to see the itinerary or the PNR reference hyperlink to email the booking 6 The email option allows you to choose to whom you would like to email or to type in a new address You can also choose the format that you want to send in eg PDF or Blackberry and if you want to send the itinerary with or without costings Email Itinerary Session No w3x8gxtal9 send To DORAN CRAIG MR Cdoran mvmrail com au Use Client Preferred Format DORAN CRAIG MR JStephen macmahon com_au Send Format HTML and Text attachments Continue 34 corporate travel management Q MACMAHON Finding Invoices Online You can bring up copies of invoices using your Reports access in Web Res Log into Web Res and click on Web Res reports resc Rr WebRes Arranger Menu with Reports Session No 8s3p8jc0ik Macmahon Underground Client Profile and Bookings Create a Client Profile Make a Reservation web res Reports Powered by ARNOLD 200
14. report based on the City pair total spend total sectors average cost per sector 46 im corporate travel management Q MACMAHON Airline Can select one or all airlines Class Options of Economy Business or First Show details Tick to include booking numbers and passenger names Example of City Pair Graph report City Pair Graph R parn HOTEL ROOM NIGHTS REPORT A useful tool for reporting by total room nights used for individual hotel properties and or Hotel chains The criteria options below will determine exactly what will display on the report 47 Check in dates City Code Detailed Summary Search obscure Split by Group by Note used Hint DEMO Hotel Room Nights int corporate travel MAGMAHON management i ROOM Session No Shpwtb2snz Debtor Demo idemo Check in Date 1 02 09 C Ry Code Search By Hotel Chain Find Hotel Chass rictel Cham Code P4otel Name Hotel Code Ing Dom Report Type Detailed Repon O Summary Report Spit By Hotel Or Deteted Or Geoup By PassengerName V Sea By gt 4 Group By Name ecetes Orv Show Chain Summary No w These are mandatory 3 letter city code a decoder is available from Travelcorp Will show individual bookings Will show totals by hotel Either chain of hotel or hotel name NB chain names are often Hotel Passenger Name Leaving chain or hotel blank will report on all properties
15. this message The template has been distributed and will be available to travellers shortly Find itinerary booked off line Now you are ready to move across to the other travellers and book from the template you have created for them 23 corporate travel idia management Booking from a Template Procedure Q Click the travelers icon from the page you are on This will take you back to your Traveler Search screen Fare Search Hotel Search Car Search Itineraries ka The template has been distributed and will be available to travellers shortly Select the first person on the list of names you distributed the template to and click Itineraries in the drop down box aveller Search Last name Email Status fern NAME BOOKINGS FUTURE BOOKINGS MANAGE ITINERARIES TEST UNDERGROUND Please select Please select Itineraries New booking Q Inthe drop down box under the big blue Itineraries heading select Template Itineraries and click the Go arrow aie tamaga web res Hotel Search Car Searc Itineraries i Find i nerary booked off line 4q Future Itineraries Fast Itineraries Template Itineraries STIMATION NAME STATUS AUTHO Cancelled Itineraries Archived Itineraries ET Hot Booked 21 Aug 2009 PER BWE Flight Mot Booked BAHE PER Flight Q This will bring up a list of any templates that exist for this person Choose the one you need this is where the name you ga
16. using the three letter code decoder on MDL Perth PER Brisbane BNE Sydney SYD Newman ZNE Karratha KTA Mackay MKY Password copy and paste the employee number from further up the screen into this field e g MACCON4560 Department and cost centre select from the drop down boxes If traveller will be using different project and cost codes choose an appropriate one You will be selecting the correct code for each booking you make so do not panic Step 4 Click Continue If the screen does not change you have probably missed a field Webres will tell you which fields to enter when you click continue Check for a red comment line at the top of the page Step 5 The next page should look like the below image Enter extra details such as preferences or frequent flyer hotel memberships on the green tabs towards the bottom of the page IMPORTANT even if you are not entering extra information the profile is not yet finished See Step 6 Click on save changes This is CRITICAL even if you have not entered any extra information Tip 30 corporate travel idii management Enter Frequent Flyer details by clicking the memberships tab Employee No maccon4558 Home Phone fos 32867999 Empl T STAFF Sri Work Phone 08 92867999 Job Title Mobile 0450215502 Surname TEST First Name Initial TEST FaxNo fog 92867999 Title Mr Home Fax No ee oe Email Address lsmaeO m
17. 0 2005 ARNOLD Travel Technology Pty Ltd Main Menu Logout Reports Access Session No ti6dkv9prw Macmahon Contractors Expenditure Reports a Corporate Savings a Corporate Travel a Corporate Expenditure Supplier Reports a Air Spend Graph Reports a City Pair Graph a Hotel Room Nights a Passenger Location Report Financial Reports a Credit Card a Issued Ticket a Segment on Hold a Debtor Statement by Invoice Booking From here select Invoice List Invoiced List allows the user to produce a range of copies of Tax Invoices for viewing printing or emailing and is especially useful if needing to access tax invoices at the end of a period in real time You may click through to view the itinerary from the invoice Invoices can be searched for by project code name invoice date or invoice number 35 img corporate travel Q diaa management 1 Bring up the Invoices List You may prefer to narrow the search to specific cost centres or departments 2 If you know the invoice number enter that number or range of numbers in the Invoice Number From and To fields Tip select the HTML format so that you can then click through on the blue hyperlinked invoice number from the next screen which is the list of invoices if you require a copy of the actual invoice 3 If you do not know the invoice number you can search by date or by profile name eg HINE MARK MR If searching by profile the name must be EXACTLY as p
18. 11 TA sity corporate travel management MACMAHON 6 At this point you may wish to book hotels or cars if not skip to Final steps in making the booking BOOKING A HOTEL At anytime during the air booking process you can add a hotel or car hire segment and there are several ways to do this If a specific hotel is required you will find instructions on the next page under narrowing the search 1 lf you have selected the Include Hotel option at the time of selecting flights the hotels will come up automatically after you have chosen flights This option will automatically assume the dates for the hotel are the same dates as the flights 2 OR once flights have been selected click the Add Hotel hyperlink after the flight where you want to add the hotel 3 Complete the required fields and click Go Unless you want a specific hotel we suggest leaving the option of All Preferred Hotels 4 The dates will automatically adjust to fit the dates of the flights booked but you can amend manually 5 The hotel option details will display as a summary of all the hotels Scroll down or click the select button to view in more detail the rooms and rates available at a specific hotel Select a Hotel matches your compliance policy l does not match your compliance policy F r Hotels available in SYDNEY for 1 night from 05 May 2011 to 06 May 2011 HOTEL LOCATION RATE RANGE LIDO SUITES KING
19. AR BOOKING A CAR 1 If you have ticked Include Car from the original request screen you will now be taken automatically to the car booking screen 2 Otherwise click the Add Car hyperlink where you want to insert the car hire or use the Car Search from top menu 3 Complete the required fields and select the preferred car hire company from the drop down box and click Continue 4 The car reservation window will display 5 lf you would like more details click the Rules link 6 Click the Select hyperlink to book the car you require 7 Add any special requirements A maximum of 32 characters can be generated to the car supplier Special requests will be passed on but cannot be guaranteed 8 Click Book or Continue to finalise Note The Car Rental rate shown above may not include taxes service charges fees extra person charges or any other incidentals Mine equipped and 4WD Not all companies will put 4WD on their online bookings and most will not have any facility to book mine equipped Instead put a remark in the Remarks to Travel Agent field similar to booking a non computerised hotel CTM will then call the hire car company to obtain the vehicle 18 ima corporate travel isabella management Final steps in making the booking At this stage you may review the sectors booked It s a good idea to check here that you have booked direct flights and not the Milk Run Once you are happy scroll do
20. Flight Mot Booked Please Select MEL PER Flight 21 May 2010 PER GET Flight MMOGUEY Paid Approved Please Select 21 Jun 2010 PER MEL Flight HYEZHT Paid Approved Please Select 21 ima corporate travel management Q MACMAHON An incomplete booking will look something like this SEARCH SELECT ITINERARY amp BOOK Itinerary details YoTo BOTTOM Review itinerary details matches your compliance policy l does not match your compliance policy i FLIGHT 1 SYD to BNE 13 Jun 2011 Status Not Booked Booking Reference QANTAS QF QF 532 SYDNEY SYD 5 BRISBANE BNE Rules AIRCRAFT 73H CLASS ECONOMY Mon 03 05 PM Mon 04 35 PM STOPS 0 13 Jun 2011 13 Jun 2011 17 The confirmed but not yet booked itinerary will be sent to your email address within about 20 minutes If it does not arrive in your inbox the booking may not be totally finished and may require checking 18 NB you will receive 3 emailed itineraries Ignore the ones which simply say Itinerary and costings these are system generated confirmations The final and correct version will say FINAL Itinerary and come from a CTM adviser CANCELLATIONS AND AMENDMENTS Q Whilst making the booking you will have the option of cancelling each individual item and reselecting new flights You can also go back into the booking at a later time and cancel or change PROVIDED tickets have not been issued and it is not a web booking such as J
21. IRCRAFT 763 CLASS ECONOMY Sun 07 50 PM Sun 11 20 PM STOPS 0 09 Aug 2009 09 Aug 2009 ADD HOTEL Additional items SUPPPLIER ITEM ADD ON it VIRGIN BLUE DJ Flight 1 Add 23kg Checked Baggage plus carry on bag Strategic Airlines With the inclusion of Strategic Airlines in the Global Distribution System Sabre their flights have now become available via Webres Strategic Airlines is Australia s newest full service carrier and is part of Strategic Aviation Group which operates flights on a number of regional Australian and international routings In particular they operate between Brisbane and Gladstone and Perth and Derby Searching for Strategic Airlines fares is slightly different to a normal search Nor are the Macmahon special fares loaded to take advantage of those fares continue to send your request via Request Centre to CTM When booking Strategic Airlines flights select More flight related options at the bottom of the flight search screen Scroll the Airline preference drop down list to find Strategic Aviation and select Continue Tip either scroll down or type in ST which should jump you to Strategic on the list of airlines corporate travel management ail l PBe MACMAHON The screenshot below highlights these fields Departing from BNE Arriving at git Travel reason Sillable More flight related options STRATEGIC AVIATION Piease Choose Ple
22. JetFlex Not Applicable Not Applicable 23 45 PER 05 20 MEL 212 Unavailable C 472 Unavailable Unavailable JetSaver Not Applicable JetFlex Not Applicable Not Applicable Decoding the fares Any fare appearing in BLACK is compliant with Macmahon travel policy bit remember to book the cheapest fare available within 1 hour of the time requested Non compliant fares will be out A STAR next to the fare denotes a private fare reserved for ARD and CRE via Macmahon ie cheaper than the public can see iat corporate travel PNAN ERA management Fare rules By clicking on the name of the fare you will bring up the fare rules in a new screen Virgin Blue and Jetstar Luggage When booking Virgin Blue and Jetstar domestically on some fare types you will be given the option of adding check in luggage into your reservation at a discounted rate Should you not book this now the traveler will have to purchase at check in at a higher rate Virgin Gold Velocity members automatically receive the luggage allowance Review itinerary details wo matches your compliance policy l does not match your compliance policy FLIGHT 1 PER to BNE 27 Jul 2009 Status Not Booked x VIRGIN BLUE DJ DJ 467 PERTH PER BRISBANE BNE Rules ws AIRCRAFT CLASS ECONOMY Mon 09 30 AM Mon 03 50 PM STOPS 0 27 Jul 2009 27 Jul 2009 ADD HOTEL FLIGHT 2 BNE to PER 09 Aug 2009 Status Not Booked QANTAS QF OF 767 S BRISBANE BNE PERTH PER N A
23. LEOUPME Chach in 2000806 af 1400 Check Cul 0805 of 1000 Boging J31 Ted 81S Fan ee eed requested pir amada com Booking FMi Hotel GAAND HYATT ALUN Chaci h SRS ai 1400 Chack Gui HORTS at 100i Eeim HAI TH Gi J 9657 1 7H Far Bl ST Dra egeti ated Cos ie MASFELOS TART HA ME ADM Praia ih Se Benda A000 Car TS CAR RENTALS MELBOURNE Pepin 100 al 100 Drop Ont us at 1 Booking 006 Tel 03 9238 1800 Fem Emal requestsiitireamada com aid MASEL TLL hA ACHE ata Prana STG vo Fue Seo Fey DWD Besar EMA Cer AT CAR RENTALS MELBOURNE Pecoup 15 03 05 af C00 Drop Ont OHS at OOo Beda A4 Ted CI eS 1O00 Fee Emal reat gape Corn J FINANCIAL REPORTS Credit card report Issued ticket Report Segment on Hold Invoice list Debtor Statement Company Profile These reports will help a company keep a tab on all of their financial transactions with Travelcorp This includes credit card statements issued tickets and invoices CREDIT CARD REPORT 49 ing corporate travel MAGCMAHCIN management Details all expenditures charged by Travelcorp against specific Credit Cards This report is useful to assist in Credit Card reconciliation This is a useful report as you can also click through from the HTML version to view invoices or itineraries in detail Criteria options are below These will determine exactly what will display on the report DEMO Credit Card Session No qkc832wisy Debtor Demo demo Depatment All Departments Cost Centre
24. N TWIN TOWERS INN A 125 50 A 230 00 Q VIEW HOLIDAY INN DARLING HARBOUR A 192 00 A 344 00 Q VIEW HOLIDAY INN OLD SYDNEY A 220 00 A 420 00 Q VIEW MANTRA CHATSWOOD A 137 00 A 399 00 Q VIEW NOVOTEL ROCKFORD DARLING HBR A 139 00 A 354 00 Q WIEW Step 3 If preferred hotels are not available then click on the itineraries button find the right itinerary it will show as Not Booked and select view to return to the flight page Click continue a a tramada web res MACMAHON ee eos Traveller Mr DONALD NICHOLSON B Itineraries Display l Find itinerary booked off line Future Itineraries E REFRESH ADATE vV VAIS 03 Sep 2010 PER SYD Flight Not Booked Please Select SYD PER Flight Please Select Cancel Re book Re name Template _ Step 4 Click on Add Hotel 15 corporate travel MACGMAHON management inerary details lt lt YTO BOTTOM Review itinerary details matches your compliance policy l does not match your compliance policy f FLIGHT 1 PER to SYD 03 Sep 2010 Status Not Booked Booking Reference QANTAS QF QF 572 DEPARTS PERTH PER ARRIVES SYDNEY SYD Rules S AIRCRAFT 763 CLASS ECONOMY Fri 07 05 AM Fri 01 05 PM STOPS 0 03 Sep 2010 03 Sep 2010 NOTE A lower fare of 257 00 is available If you proceed you will need to select a reason for not booking the lowest fare If you y x L reselect please click the edit icon on the right gt ADD FLIGHT gt
25. S CROSS Wv City Center A 129 00 400 00 2 ROSLYN STREET KINGS CROSS AU 2011 DISTANCE 6 Miles TRANSPORT CALL View Map QUEST WORLD SQUARE SERVICED City Center A 144 00 APT QG 2 CUNNINGHAM STREET SYDNEY AU 2000 DISTANCE 5 Miles TRANSPORT CALL SELECT BAYVIEW BOULEV YX City Center A 170 00 530 00 90 WILLIAM STREET SYDNEY NS 2011 DISTANCE 6 Miles TRA gt CALL 7 For more details or a map of the hotel location click view map or details OOR Available Rooms matches your compliance policy l does not match your compliance policy DUXTON HOTEL PERTH A 260 10 A 515 00 Click Select next to the room type you want Select a room matches your compliance policy l does not match your compliance policy COMFORT INN WEST RYDE CHECK IN 1188 VICTORIA ROAD CHECK OUT WEST RYDE AU 2114 LOCATION DISTANCE TEL 61 2 9877 8377 TRANSPORT FAX 61 2 9877 8378 View Map corporate travel management 05 May 2011 1400 06 May 2011 1000 City Center 11 Miles CALL ROOM TYPE RATE PLAN RATE FIRST NIGHT 1 QUEEN BED 1 SINGLE BED NO SMOKING AMEX RATE A 110 50 AMERICAN EXPRESS RATE 1 QUEEN BED NO SMOKING GOLF COURSE VIEW Z200RAC A 130 00 BEST AVAILABLE 1 QUEEN BED 1 SINGLE BED NO SMOKING BEST 2Z300RAC A 130 00 AVAILABLE Please read the Rules from the Itinerary page before booking COMPLIANCE av av A Q DETAILS Q DETAILS
26. aonaho Address 1 UNIT 1 Email Address 2 Macmahon travele Address 2 2STREET H Ai Address3 PERTH lines State WA Passport Country Country Insurance ves no O Client Preferences ae Memberships Interests Save Changes Additional Information Step 6 REMINDER Click on save changes This is CRITICAL even if you have not entered any extra information Client Preferences Memberships Client Emergency aa Save Changes eee Additional Information Preferred Consultant 1 Preferred Consultant 2 WEB Engine Password Macmahon Consultants v Pee Save Changes Step 7 Wait up to 15 minutes for the system to synchronise before making a booking If you need to make an urgent booking or the traveller does not appear in your list of travellers under Make a Booking contact Travelcorp Tip Duplicate names If you are trying to create a profile for an existing traveller you may receive the following message 31 corporate travel management MACMAHON _ tramada Please read below Session No 5wsicyfby1 Profile TEST3 TEST MR already exists View Profile Too add this profile please change the profile name byfa dding a number onto the end of it Create a new profile Title MR First Name TEST If this occurs take the following steps 1 Click on the view profile
27. ase Choose Unfortunately selecting both Qantas and Strategic in the two boxes will not show Strategic You will need to check one or the other first then using the back button two lt lt symbols as shown below redo the search and search the other If search for Qantas no need to fill in any of the drop down boxes search as per normal i are Search Hotel Search Car Search Traveller Mr M SEARCH SELECT Please Note No flight information was returned from VIRGIN_XML JETSTAR_XML REX Build a trip Departure date Return date E3 select a flight 22 SEP 2011 v S All Flight 23 SEP 2011 17 00 Option A Sector by Sector matches your compliance policy does not match your compliance policy The prices below are quoted in AUD and have been rounded for display purposes BRISBANE to GLADSTONE Thursday 22 Sep 2011 PREVIOUS DAY NEXT DAY A Aj 7 Ap AT Ap sar Ap 5 The Strategic Airlines availability will display in line with the regular Webres availability display Simply selected your required fare s click Continue and complete the booking in the normal fashion The below screenshot highlights how the Strategic Airlines flights will display on Webres 10 so corporate travel ESLA NEA EAREA management SELECT Departure date Select a flight 213 SEP 2011 14 SEP 2011 Option A Sector by Sector
28. d viewing this demonstration When to use a Travelcorp consultant instead of Web Res OFOTOTOTOTS Booking for travel within 6 hours on the day of making the booking International bookings other than simple point to point one city journeys Smaller hotels motels which may not be available on Web Res Specialist vehicles e g mine equipped Changes once tickets have been issued including hotels after airfares issued remember the comments box in Web Res is there for special requests on normal bookings so don t be afraid to use Web Res corporate travel management O MACMAHON How to access Tramada Web Res Log into Webres via the URL htto www travelcorp com au client logins macmahon and partners html In the login area on the right hand side of the page enter the following Company code this will be one of the following MACMA Macmahon Underground MACCON Macmahon Contractors MACMS Macmahon Maintenance Services MACMVM Macmahon MVM Rail Pty MACJIL Macmahon Coalstream Alliance MACWIS Macmahon WISA MACMIN ARD and CRE MACWDA WDA MACMIL PLMJV Email address Use your own email address to log in Password This password is unique to you and will be provided separately rese REP Session Wo sq3csftc2e6 Navigating through Web res Q The Where you are bar will always advise you of your progress Where you are search Sel ect Itinerary amp Book Finish e a Q Rather than use
29. e arrow at the end of the line amp he go button To narrow down your search or if you have unrestricted access tall travellers type the first few letters of name surname or email into the search box Welcome A Traveller Search First name Last name Status ooo E E Choose the correct name from the list corporate travel PESE EE EARS management Next select New Booking from the drop down box ee tramada web res Welcome A Traveller Search First name Last name Status test ACTIVE gt IN USE NAME BOOKINGS FUTURE BOOKINGS MANAGE ITINERARIES TEST MAC Please select TEST TEST ENT v BOOKING PROCEDURE Have you read the tips above on moving around in the search you may need these tips if you want to search for a new date or a new time Please note that you can search by any of the headings on the banner line Normal bookings ie a flight with or without car hotel bookings are the default which is Fare Search w Traveller Mr MAC TEST SEARCH SELECT ITINERARY amp BOOK FINISH Search flights and fares Return C One way C Multi trip Departing from PER 30 M MAR 2009 F 08 00 Arriving at 31 M MAR 2009 m F l 17 00 m v More flight related options Include car Include hotel 1 Select the required trip type Return One way Multi trip MULTI TRIP The multi trip option allows you to put
30. ease Choose 7 Tick the box in the Review rules amp restrictions box to acknowledge understanding and acceptance of terms and conditions 8 Under Company Reporting ensure you have selected the correct cost code to bill this trip to from the drop down box You may prefer type the cost centre in rather than scroll through the whole list 9 Next type the Project Code into the designated area followed by a slash and the Request Centre Request number eg M284 2839 Watch point when using any free format areas do not include special characters such as amp or 10 If the cheapest fare or hotel is not selected you will be asked to select a reason from the dropdown menu and a comment will appear like this NOTE A lower fare of 392 00 is available If you proceed you will need to select a reason for not booking the lowest fare If you wish to reselect please click the edit icon on the right You may also want to add further information on your choice of flights in the special request box This may help in the approval process 19 ima corporate travel management Q MACMAHON 11 At this stage you can also click on the X icon to cancel a segment or click on the PENCIL icon to reselect 12 You will also have the opportunity to add in any special requests for CTM below the booked flights segments eg people being seated together or a request to book a hotel which is not available online or a mine equipped vehic
31. ed FLIGHT 2 PER to SYD 21 Aug 2010 Status Not Booked QANTAS QF QF 574 DEPARTS PERTH PER ARRIVES PORT HEDLAND AIRCRAFT 763 Sat 05 45 AM Sat 11 45 AM CLASS ECONOMY 21 Aug 2010 21 Aug 2010 STOPS 0 ADD HOTEL avel agent special requests Special Request 134 Please book Cook Point Caravan Park Port Hedland single room with own facilities Check in 24th Sept check out 25th Sept Booking just a hotel ie without any flights Select hotel search from the top banner when starting the booking instead of allowing it be the normal default of fare search Proceed as normal RE cor secs tinerer SEARCH SELECT ITINERARY gt 17 ints corporate travel management O MACMAHON Booking a hotel that doesn t match the flights exactly Answer Instead of clicking add hotel in your first fare search just look for flights Book the flights then click on Add Hotel This brings up the free format hotel booking screen from the previous screen shot which allows you to choose dates city etc Itinerary details lt lt M GO EOD A Review itinerary details matches your compliance policy l does not match your compliance policy a FLIGHT 1 SYD to PER 20 Aug 2010 Status Not Booked Booking Reference QANTAS QF OF 575 SYDNEY SYD PERTH PER AIRCRAFT 332 Fri 08 10 AM Fri 11 25 AM CLASS ECONOMY 20 Aug 2010 20 Aug 2010 STOPS 0 D FLIGHT ADD HOTEL ADD C
32. ents you need to tick the report on other segments box The dropdown lets you select either ALL or any specific segment type e g bus if desired TIP to view fees tick other segments and then select service fee CORPORATE EXPENDITURE REPORT This displays Domestic and International Air Car and Hotel transactions The report will then show a combined total for all expenses The criteria options below will determine exactly what will display on the report DEMO Corperate Expenditure Session Ho 6747 lmtkus Detior Dema denna Department All Oepartrent Cost Canine All Cost Cartas Profile Booking he Ekinga Date Depaiure Date aut Date 01 02 2009 kriste Date Report by Dene Report By Can be broken down by company department cost centre if required Type Choose detail to show all individual bookings The summary option will provide totals for all sub categories 2 SUPPLIER REPORTS Air Spend Graph report City pair graph report Hotel Room nights report Passenger Location report These reports are designed for supplier analysis including Airlines flown and Hotels booked The passenger location report will let you track all travellers to the city they are in AIR SPEND GRAPH REPORT A graphical report Pie or Bar that shows your airline spend 44 corporate travel management DEMO Air Spend Graph Reports Session Mo Shpwfb2snaz Debtor Demo demo Department All Departme
33. eparture dates booking class and itinerary summary for Macmahon Please let us know if this would be of use to you so we can activate this facility 2 Corporate Travel is a comprehensive report detailing overall expenditure for all transactions including air travel hotels and cars for Macmahon and is specifically useful when needing to analyse gross spend and averages per unit Other segments such as service fees can be included and a list of service providers can be included Tip to include service fees tick Report On Other Segments then select Service Fee from the drop down box immediately below You can also choose to check just one type of travel for example car hire This is the most detailed report if you would like to check details of individual trips as well as totals You can select what you want to report on even including buses Remember 40 corporate travel management Q MACMAHON to scroll down in the report as it is in sections airfares come first then hotels then cars etc Whilst this report does show costs it is primarily designed to show details of actual travel undertaken You may find the Corporate Expenditure report simpler to read if looking for details of expenditure 3 Corporate Expenditure displays gross expenditure breaking down Domestic and International specifically for Air Hotel and Car This report can give either a one line summary of all travel or a detailed expendit
34. equipped and 4WD 00 ccccsccccesssseeceesssseeeeeesseeeeesesseeseseeeeeeesenseeeeess 18 Final steps in Making the booking ce ee eeccsesscccceeeessseeecceeessseeeceesessaseecceeeessaeeees 19 CANCELLATIONS AND AMENDMENTS 0000 cece cccccsseeceesssseeceeeseeeeeessseeeeens 22 DEEE a OE e EE E E E E E E eee ree 23 Viewing your bookings separate clue card exists eee eeeseeceseseeeeeteeeeeees 23 UNS Nay e E E EA EA E E E A ule 23 RENO a A A ET E A 24 Group bookings Template cece ccccsscccsssecccessseccessseceesseeceesseeceesseeeeesseeeeenas 24 Re Book the same person on the same trip on different dates 27 Creating a traveller s profile in WeEDIreS ccccccccccccessssssceeeecceeeessssseeeseeeeeeeestaaes 28 Checking online for bookings and itineraries eee cecteeesteceeseeeeteeeesseeeesseeeeenees 33 Finding Invoices OMMNG i555 side sersavaonsderncencsouwdavegusaceredoauiorstuasieeschoasaascbvapdeseboandoddineenchoues 35 JAME TEPON ste a A E E E E E EE A 38 Accessing the reports esse sa2cccussssetssczeerdueioreccansaisteussesetetcnatedavel wcessteseanivesocesssazetonduelec 38 PONDA raae AA E E E E 39 IC SCID HOM OLT ODON Oorr E EE E E AEE 40 PAPO ES NOL A e E E E A E T E E EAEE 42 1 EXPENDITURE et alo gi boar ane nn en ee ee 42 ints corporate travel Q MACMAHON management CORPORATE SAVINGS REPORT cece eeeceeeseeseeeneeeseeeeeseeeseceeeseesaeeseeaes 42 O18
35. er their profile in Web Res Remember not to put any spaces after or before the name if searching by profile as the search function is extremely sensitive MACMAHON UNDERGROUND Invoice List Session No rdp6ovudps3 Reporting Group MACMAHON Debtor Macmahon Underground macma Department All Departments v Cost Centre All Cost Centres v Profile to to 0121825 to 15 10 08 Invoice No from 012 Invoice Date from Report by Debtor vi Create Document As O PDF PDF Orientation Landscape Y 70 lines Plain Text TXT Use Graphical Logo HAHM gt On 1st Page Only Excel Worksheet XLS Font Size Spt J Comma Separated CSV Page Size 70 lines Cand Narumant Ta 4 The list of invoices within the parameters you have requested will then come up 5 From here if you have used the HTML format you can click through on the invoice hyperlink to view the actual invoice Refresh Debtor Macmahon Underground Report by Debtor Invoice 0121825 Inv Date All Inv Dates up to 15 10 08 7 x EEA Se a e AACRAA DEC g i G sth h JN UNDER JR JUNE 2 GARDINER SCOTT MR MACMA Macmahon Underground p121g25 32 te 0g 14 04 08 116082 1107 73 100 70 DEBTOR TOTAL MACMAHON UNDERGROUND 4 1107 73 100 70 36 a ina corporate travel PELAAN EAEAN management 6 The next screen shows a summary of the in
36. etstar or Virgin Blue Q To make any cancellations you can go into the itinerary and cancel sector by sector or cancel the itinerary as a whole If you choose this option log into Web Res go to Make a Booking select traveler select the correct itinerary select CANCEL from the drop down box in the column entitled Manage Your Itinerary By ticking on the box ith the pencil this will take you back a page from where you can reselect your flight Clicking on the X will remove the sector altogether 22 ima corporate travel iiai management FLIGHT 1 PER to BNE 27 Apr 2009 Status Not Booked Booking Reference QANTAS QF QF 650 PERTH PER BRISBANE BNE AIRCRAFT 333 CLASS ECONOMY Mon 07 35 AM Mon 01 55 PM Od Soa 27 Apr 2009 27 Apr 2009 gt FLIGHT 2 BNE to PER 01 May 2009 Status Not Booked Booking Reference QANTAS QF QF 767 BRISBANE BNE PERTH PER AIRCRAFT 763 CLASS ECONOMY Fri 07 50 PM Fri 11 15 PM STOPS o 01 May 2009 01 May 2009 ADD HOTEL 1 Select Cancel and click Go Q Remember any tickets booked on Jetstar Rex or Virgin Blue will be automatically paid for as soon as you hit book Q Once any airline tickets have been issued please call or email Travelcorp to make ANY changes to bookings Q This includes changes to hotels or cars once the AIR ticket IS issued Extra tips and tricks Viewing your bookings separate clue card exists Once your booking is complete an email wil
37. hyperlink on the screen or contact Travelcorp to check if the profile is for the same person If this is the case Travelcorp will link the person to you 2 If the existing profile is for a different person but with the same name create a new profile but add a number to the title E g Mr1 Ms2 Do not add the number to the name i e do not use SMITH1 Mr 32 corporate travel management Q MACMAHON Checking online for bookings and itineraries Log in as per normal 1 Once logged into webres choose Client Profiles and bookings WebRes Arranger Menu Macmahon Contractors a Client Profile and Bookings a Create Client Profile a Make a Reservation 2 Either type in part of a name into the next screen or click SEARCH to search for all travelers linked to you You will see a list of their names Profiles Session No wlyjoSfxqi View Profile Cost Centre Department 1TEST FRED MR 1 1 2 Charter Flights W032 Underground Olympic Dam Ec 2 Cabolting Staff Travel And U042 Underground Argyle Accom nonreimbursable STEST UNDERGROUND Au22 22 Olympic Dam Travel And MR Accom 2 TESTUILALAN MR U010 Underground Cablebalting 3 Click on your selected traveler eg Test Fred Mr and their profile will come up This is also where you can amend the profile by adding frequent flyer numbers into Memberships or changing telephone numbers 4 Scroll to the bottom of the profile and you will see a list
38. il 1 EXPENDITURE REPORTS Corporate Savings Corporate report Expenditure report This suite of reports summarizes the company s transactions for any given period The reports will list client names booking numbers booking dates departure dates booking class and an itinerary summary CORPORATE SAVINGS REPORT This report is designed to display the difference between the standard and offered fares It will also report on all segments including air car and hotel if desired The criteria options below will determine exactly what will display on the report of MO Corporate Savings Session No Sdbbemiqk Debtor Deno demo Department All Departments Cost Centre All Cost Centres Profle Booting No Booking Date Departure Date issue Date 1 02 invoice Date Report by Debio Sort by Departure Date Report on Aw Travel 7 Repon on Hotel Bookings 7 Repot on Car Bookings 7 Report on Other Segments Select other segment type Aji Segment Types Include taxes amp calculate GST f Policy Exception Show All including Exceptons Show Pokey Exception Code f Show Reason For Travet Code 7 Show Order No 7 inchada Employee No 7 imiDemn Both Booking Type All Type Summary 42 ints corporate travel Q MACMAHON management Department Can select one or all Cost Centre Can select one or all Profile Name of traveller enter exactly as per Travelcorp s system Dates Enter either boo
39. in multiple flights e g Albany Perth Newman Perth Albany It can also be used for booking into one town and out of another e g Perth Sydney drive to Melbourne Melbourne Perth or for unusual routings which may ints corporate travel management Q MACMAHON not display if you did a simple search Eg if you receive no response on a return enquiry from Karratha to Port Lincoln you could try Karratha Perth Port Lincoln Perth Karratha in a multi search see below for a second tip related to this Complete the From To City Pair Departure Return Dates Times you can also select All flights instead of a specific time Cities can be entered as a full name eg PERTH or the official 3 letter airline code eg PER Perth BNE Brisbane or PHE Port Hedland For a list of codes see Travelcorp otherwise use the full spelling of a city Not sure of the spelling of a city Click on the magnifying glass icon next to the Departing from or Arriving at city to bring up a list of cities or type in the name or 3 letter airline code of your destination Times can be either all flights or you can choose a selected time CTM suggest you select the time if you Know what time you require especially on major routes If unsure of times or a flying to from a regional location then search using the all flights search If you can t see the flight times you want in the display
40. ing was made Report by Can be broken down into Debtor Department Consultant Sort by Issue date Ticket number Pax name Debtor name Recommended Passenger name Airline 1 or all airlines can be selected SEGMENT ON HOLD REPORT Provides a list of tickets which been paid but not used As they are unable to be refunded they have then been placed into credit with the airline and as yet haven t been availed for use This report is especially useful in ensuring paid items are utilised Criteria options are below These will determine exactly what will display on the report DEMO Segment on Hold Session No qk s32w 9y Debtor Demo idemo Department All Departments Cost Centre All Cost Centres Profile Passenger Name to Al Consultants Consultant F Include Terminated Consultants Amine AJ Arines Ticket No Valid Date Released Date include Released Tickets Show Booked by 7 Report By HINT Best to run report as per defaults this will give you all current tickets on hold Profile As per Travelcorp s system 51 iat corporate travel Q MACMAHON management Passenger Name on ticket Consultant Leave as ALL CONSULTANTS Airline Can be specific or just leave as all Ticket No Leave Blank Valid Date Leave Blank Release Date Leave Blank Note All tickets have a release ie credit expiry date usually 1 year after travel date INVOICE LIST Enables the user to produce a range of Tax I
41. ints corporate travel management Q MACMAHON ONLINE BOOKING GUIDE Contents WAOTO C eee A A AA E A E E E A 2 Online demonstration and generic end user QUICE ce ceccccecescceeeseeeeesteeeeeeteeeens 2 When to use a Travelcorp consultant instead of Web R6S ee ccceeereeeeeeees 2 Navigating through WeD Ire6 ccscssccsssesecessesensssosenessesenessesenesseseressesenessenenens 3 Lost your internet Connection or your booking ccecesscceeeseceeeseeceessseeeesseeeens 4 BOOKING A NEW ITINERARY ccc ccccccccccesssccceesssseeceessseeceeessseeceesnsseeeeesaeees 5 MOCTETR I arae EA AAE AE EA E 6 If you can t see the flight times you want in the display ccceeesseeeeeeees T Dre HOMS ONIY airne sane E E E AS EE 7 LJSCOGIIIG TNS VAR CS sorunun eE NEE E EA 8 SERI AEE E EE E EA AES A ETE 9 Virgin Blue and Jetstar LUGGAGE ccccssccccessseccesesseceeeeesseeeeeeesseecesesseeeeesesseees 9 BO IN A HOTE sed sg patos yacidess E E AE A E E EEE 12 Finding a non preferred hotel cccccccccccessssscccccessssseceeceesesseeeeccesssseeeecessesaes 14 Need a hotel motel that is not available ONNIN eee cccssecceeseceeeseeeeeneees 17 Booking just a hotel ie without any flights cece cceessseeceeesseeeeeeeteeeeens 17 Booking a hotel that doesn t match the flights exactly 00 0 0 cceeeeeeeenees 18 BOOKING A CAR E E ere ee ee een eee ee eee eee eee 18 Mine
42. king departure issue or invoice date The report allows you to view Air Hotel Car records If you wish to view other segments you need to tick the report on other segments box The dropdown lets you select either ALL or any specific segment type eg bus if desired You can also report on non compliance reason by ticking show exception code The report will allow you to view Domestic and or International If you want to see the report in detail change summary to detailed at the bottom Please ask Travelcorp to activate this functionality within their system if you would like to view this report CORPORATE REPORT This is a comprehensive report detailing overall expenditure for all transactions including air hotel and cars The criteria options below will determine exactly what will display on the report Sern shere No Sdhiermig Department Can choose one or all Cost Centre Can choose one or all Profile Name of traveller enter exactly as per Travelcorp s system Dates Enter either booking departure issue date or invoice date Show Added Details Gives airline breakdown hotel by name and chain and car by rental company Show More Booking Details Shows the name of travel booker from your company 43 ints corporate travel management Q MACMAHON Show Averages Give averages for all segments reported on The report allows you to view Air Hotel Car records If you wish to view other segm
43. l generate to you with the details of the booking This should take 10 15 minutes This is a confirmation email only DO NOT send to your traveller wait for the official version from CTM containing ticket numbers fare rules and any special requests CTM have actioned You can also view your booking from within the actual booking engine however to email to others we strongly suggest you follow the separate clue card or instructions below and use the CTM system rather than the actual booking engine to email to others or view a printable itinerary You will notice you have 2 screens open on your computer the booking engine and the Web Res arranger Once you have completed the booking go back to the Web Res arranger screen Click on the top option Client Profile and Bookings Hit Search and select the name of the traveler you have booked for Once their profile opens scroll all the way to the bottom where you will see the list of bookings usually with the most recent at the top of the list Click on the blue booking number to view the booking or the blue PNR reference letters to go straight into an email screen which allows you to email the itinerary or the itinerary plus costs to yourself or your traveler by ticking a box or to type in the email address of anyone else to whom you want to send the booking Itinerary Summary Access the Itinerary Summary from Main Menu Make a Reservation retrieving the traveler Itineraries
44. le Think of this as replacing the need to email us CLASS ECONOMY STOPS 0 A lower fare of 392 00 select a son for not ele reas r reselect please click th Travel agent special requests Special Request 2 Review rules amp restrictions Please review the rules from the hyperlinks in section one Rates are subject to supplier changes and any rate that has been converted from local currence NO SPECIAL CHARACTERS when using any free format areas do not include special characters such as amp or ADD COMMENTS LAST We suggest adding these comments as the last part of the booking Remember to add in your Project Code here Reminder NOT FINISHED If any time during this booking process you don t book the flights selected click on to the Itineraries on the top tool bar This will save the flight details and show status Not Booked See instructions on page 3 entitled lost your internet connection or your booking 13 Before finishing the booking check all details In particular check that any messages you have put in the special requests screen are still there 14 If you do not need to book a hotel or car or have already done so click Continue bottom of page or Book top of page to progress 15 Check that you have not received any messages to say that some elements were unable to be confirmed then click Finish Only after clicking Finjsh are the flights booked and confirmed Prior to this
45. matches your complience policy does rot match your compliance policy The prices below are quoted in AUD and have been rounded for display purposes DRISDANIEI to GLADSTONE oTo oG6 10 ONE oO7 15 GUT ape matches your compliance policy does rot match your compliance policy GLADSTONE to SRISBANE wednesday 14 Sep o oTo 26 35 GLT 27 40 ONE vc s25 C ses Cs 169 C s 254 Qenrtes domestic flights with flight number under 400 i e QFOO1 depert from the internationell terminei Traveliers will need to be at the international termine at lesast 90 minutes prior to the nominated departure time and present photographic identification Flight booked individuslly or as 2 ore vwey sectors require minimum of 90 minutes between flights On rriv l tuggege vill need to be collected before proceeding through check in for the next flight Peres include tex however as they ere based on available information the estimated coset may rot include alli taxes and fees BACK TO TOP The error message at the top of the screenshot is returned as these airlines do not operate flights on the routing requested If unsure of the rules remember to click on the name of any of the fares in the display eg Saver Economy to open up the grid of fare rules This grid is quite user friendly Strategic Aviation Fare Rules CLICK CONTINUE 5 Your flights will be held but the booking is not complete until you have finalized the itinerary
46. nancial Reports Credit Card Issued Ticket Segment on Hold Invoice List Debtor Statement by Invoice Booking PLEASE NOTE Formats You will only be able to report on people you have permission to book in these reports If you need to report on other people please call your account manager Not all criteria fields need to be complete when searching The report will advise if the field is required and mandatory Thought should be given as to what date you use as this will affect the reports results Reports can be extracted in the below formats 1 HTML Best for viewing on screen 2 PDF Best for printing 3 PLAIN TEXT Best for editing data 4 Excel Best for manipulation and sorting of data 5 CSV Best for file uploading into other systems or manipulation Send Document to Screen means that the report will display on your screen but reports can also be send direct by email to another person Once you have chosen the report you require there are numerous combinations to narrow down the data Options for narrowing down include for example Debtor the equivalent of company Cost Centre should you choose to record cost centres in bookings Booking reference and or date Invoice reference and or date Profile travellers name in the exact format of their profile e g MACCON Test Mr be careful when inputting as any differences will mean the system does not find the traveller Air Travel Hotel bookings
47. ne REFRESH DATE DESTINATION NAME ROLE Zo RIBUTE TO 07 Jul TSV ISA Flight tact template STAFF Your Travellers 2011 ISA TSV Flight F 24 corporate travel PLANEA EANA management 4 This will bring up a list of your travelers Tick the ones you want the template to move to The copy process can take a few minutes but templates will appear in each of your ticked travellers Template Itineraries NB if your travellers do not appear this is due to your setup anyone who is linked automatically to all travelers will not see the list below If this happens contact CTM to change your settings Tip your travelers will not be listed alphabetically sorry If you have a long list to search through you may find it easier to use the Find function by clicking Control F and then typing in the name or part of the name you want to find in the list Itineraries Display Find itinerary booked off line Future Itineraries q DATE DESTINATION NAME ROLE DISTRIBUTE TO OF Jul TSV ISA Flight test templatel STAFF ka Your Travellers 2011 ISA TSYV Flight NAME EMAIL Cwalter macmahen com au COLLINS JIELISSA Mcollins macmahon com au ASEN PAUL PThomsen macmahon com au ABBOTT CHRISTOPHER CAbbott macmahon com au 5 Once you have ticked all the names you need scroll up to the top of your list NOW you can click the Go button You will receive
48. nts Cost Centre Al Cost Centres Profle Booking tio Booking Date Departure Date issue Date 1 02 lveice Date InvOom Both Repon By Arino include GST and Taxes Suc Yes Ax Spend Graph Repor Son Ovder Ascending Lima to 25 Results Within chart options above you can choose Pie or Bar Chart Hint This report is best displayed in PDF or HTML Example of Pie Chart B United Arines amp Virgin Bue E Oants Axvays E Ay New Zealand 45 corporate travel PRAE NE EARS management Example of Bar Chart Air Spend Graph Report E United Airlines E Virgin Blue E Qantas Airways E Air New Zealand CITY PAIR GRAPH REPORT A graphical report based on city pairs traveled This report can be either in Chart or Pie form Criteria options are below These will determine exactly what will display on the report DEMO City Pair Graph ession No Shpwitb snz Debtor Dema d mi Cepartment Ali Departments Cost Centre All Cost Centres Profile Booking Mo Booka Dabs Departure Date awe Date bo 28 02 08 imza Daie ba Int Dom Cay Paw FroevTo Show Fieverse Par 7 Som By City Pau Puree Coda Any Aiea Chat Any Claas Yor City Pair Graph Son Order Ascending Lim to Recs F City Pair Enter the 3 letter city code in each box you want to report on These are the standard airline codes a decoder list can be provided on request Sort by Will sort the
49. nvoices for viewing printing or emailing and is especially useful if needing to access tax invoices at the end of a period in real time HINT List must be initially displayed HTML to Screen to view specific invoices See separate detailed instructions on how to view and print specific invoices Criteria options below These will determine exactly what will display on the report DEMO Invoice List Session No qkc832wiSy Debtor Demo demo Department All Departments Cost Centre All Cost Centres Profile invoice No from Invoice Date from Report by DO Invoice date Date to is mandatory all other criteria are best left blank DEBTOR STATEMENT BY INVOICE BOOKING For those on account this report enables a list of outstanding items to be tracked and therefore paid If accessing the statement before Travelcorp has reconciled a user is able to see all invoices and receipts including those fully paid Once Travelcorp have reconciled the Statement only outstanding Invoices or Receipts being held in credit un allocated will display Criteria options are below These will determine exactly what will display on the report 52 corporate travel idii management DEMO Debtor Statement by Invoice Booking Session No qkc8327wl9y Debtor Demo demo Cost Centre Ali Cost Centres v to SALARY SACRIFICE Statement Date 20 02 09 Show Nett GST Columns Total by Booking Nbr C Show Debtor Ledger Only C Show Retail Sta
50. ot been confirmed yet and you need to finish the booking te se a falalola w Traveller Mr TANAMI TES B Itineraries Display Find itinerary booked off line Future Itineraries v gt q REFRESH GP wev rrinerary wa DATE DESTINATION NAME PNR S ATUS AUTH PRITY CANCEL MANAGE 05 Aug 2011 PER SYD Flight ot SP SYD PER Flight 29 May 2011 PER SYD Flight SYD PER Flight Template corporate travel PRAS ENEE EA management Icons tip The 4 icons on the top right side FS Clicking on this icon will take the user back to the traveler search page es Clicking on this icon will take the user to the agency contact page on the agency web site e Clicking on this icon will generate the on line help page Clicking on this icon will log the user out tramada web res Moving around on the page Some useful icons Go back one page Change the time and try againxclick the g bettan again Next day previous day A A Build a trip Departure date Return date Doa Select a flight 5 aaezan Mion A Option A Sector by Sector m matches your compliance policy m does not match your compliance policy The prices below are quoted in AUD and have been roga PERTH to SYDNEY Friday 05 Aug 7011 Airline From To Flight Price BOOKING A NEW ITINERARY Once logged in you arrive at the Traveller Search screen Enter the appropriate name and click on th
51. otel on Travelcorp itinerary pay direct Web Res will default to a Pay Direct message next to the hotel on the itinerary Ask your travelers to IGNORE THIS as hotels are charged back to a company credit card Finding a non preferred hotel If you can t find the hotel you want in the initial search because it is not a preferred hotel with Macmahon follow these steps Step 1 check available flights amp hotels as normal Click include hotel and Select all preferred Search flights and fares Return C Multi trip Departing from PER 3 vy AUG 2010 v 08 00 v Arriving at SYD 4 AUG 2010 17 00 v v More flight related options nclude car V Include hote Preferred hotel All Preferred CONTINUE gt 14 ail l PBe corporate travel MACGMAHUN management Step 2 Once you have booked the flights the hotels screen automatically appears If possible book a preferred hotel SEARCH SELECT ITINERARY amp BOOK FINISH a aa Hotel search results lt lt Preferred hotels Click the view button to review the rooms available at the hotel then click the select button to choose a room BEST WESTERN COLONIAL MOTEL A 1i01 00 A 135 00 Q VIEW BEST WESTERN ASHFIELDS A 104 00 A 1380 00 QvIEWw BEST WESTERN BALAN VILLAGE MTL A 30 00 A 135 00 Q VIEW BEST WESTERN HOTEL STELLAR A 145 00 A 230 00 Q VIEW BEST WESTERN LIDCOMBE MOTOR A 113 00 A 220 00 Q VIEW BEST WESTER
52. rst time it didn t work Re book enables a user to use the Best Fare or Quick Book features of Web Res First find the itinerary that you are going to copy for a different date by using the normal search in Webres ie bring up the traveler then click on itineraries Choose Rebook from the drop down menu under Managing Your Itinerary then click Go You will then choose between 2 options 1 Best Fare Best Fare enables you to choose a new date for the commencement of the itinerary using the Best Fare of Day Policy Best Fare is a useful feature when the same flights 27 ing corporate travel management Q MACMAHON are required for the trip but flexibility has changed From the Rebook screen tick Best Fare put in the new date and click Go You will be taken back to the fare search screen for the new dates and can pick which flights you require Date Status Destination Authority New Itinerary Commencement Date BNE CNS FlightCNs Best Fare C Quick Book Watch Point Best Fare will not change hotels or cars to a new date You will need to amend these separately Changes are sometimes allowed before ticketing Select Re Book from the itinerary summary screen 2 Quick Book allows you to select a new date for an itinerary using the exact same content The exact same flights will be searched for and held and you will be taken straight to the Itinerary and Booking page where any additional changes can be
53. screen Remember to scroll down to see all flights 3 Tosort the fares by any criteria such as airline or price click on that heading The bottom half of the arrow will turn red private fare E matches your compliance policy does not match your compliance policy The prices below BRISBANE to PERTH Saturday 22 Aug 009 v Airline From Se amp Flight Price 4 Click the anywhere in the box of the fare you require to book the seat then repeat for each leg of the journey Departure date Return date Select a flight 24 V APR 2009 27 i APR 2009 Option A Sector by Sector private fare m matches your compliance policy w are quoted in AUD and have been rounded for display purposes does not match your compliance policy PERTH to MELBOURNE Friday 24 Apr 2009 PREVIOUS DAY NEXT DAY From To Flight 06 10 PER 11 50 MEL DJ 678 Unavailable C 328 C 582 C 477 C 575 Sale Fare Blue Saver Flexible Corporate Plus Premium Economy 06 10 PER 11 45 MEL Unavailab C 392 C 594 C 666 1423 Red e deals Super Saver Flexi Saver Flexible Business Class 09 05 PER 14 40 MEL C 392 s Red e deals Super Saver 10 10 PER 16 30 SYD Unavailable C 442 C 582 C 477 C 575 Sale Fare Blue Saver Flexible Corporate Plus Premium Economy 17 00 SYD 18 30 MEL 18 40 PER 00 15 MEL C 222 Unavailable C 472 navailable available JetSaver Not Applicable
54. tements Only C Show Credit Card Statements Only C Show Wholesale Statements Only C Letter Type Agency Report Debtor Statement Letter Son By Debtor Show Page Numbers on a Debtor Statement Letter PDF Cost Centre Can select a range of cost centres or leave as the default ALL Statement Date Select today s date Show Nett GST Will break down any GST if applicable Total by Will display balance as per booking Hint Leave all other tick boxes blank Letter Type Choose Debtor Statement Letter Sort By Leave as the default Debtor 53
55. the back button on your browser use either the symbols on the page or the commands on the top menu bar Q Be aware that Web Res checks policy traveler details seat and price then books flights all behind the scenes so be patient if your booking seems to be taking time Q As it is a web based application soeed also depends on the speed of your own internet connection corporate travel NEARNE NAA management Q Remember also to complete the booking in a single session If you log in and then walk away like most other sites the session will time out after a certain time Lost your internet connection or your booking Q If the session does time out or is interrupted it is quite probable that you can find the half completed booking showing in the Itineraries section of Web Res Follow these basic steps Q Log back in Q Go to Make a Reservation and search for your traveler Q Click on Itineraries in the drop down box and any bookings in progress will be contained in the screen which comes up O Traveller Search First name Last name test IN USE NAME BOOKINGS FUTURE BOOKINGS MANAGE ITINERARIES 7 v TEST TANAMI VIEW Nease select Vv gt Pleaxe select we Itinera es New booking Q Select View in the drop down box next to the booking you were working on and click the Go arrow to go back into the booking Notice that you can see the status of the booking eg Not Booked means these flights have n
56. ure report trip by trip 4 Air Spend Graph Report provides a graphical depiction of information related to a specific domestic and or international travel giving a picture of expenditure by airline You can display the report in a pie or bar chart format 5 City Pair Graph provides a graphical depiction of City Pairs ie the main cities which are flown for example Perth to Brisbane The number of flight sectors and the average cost per city pair as well as airline are shown 6 Hotel Room Nights will show the number of nights spent in individual hotels or hotel chains 7 Passenger Location Report enables you to determine the location of passengers for any given travel date range by cost code or city and optionally by airline Additional information can be included in the display such as onward travel details hotel and car information and emergency contact details if loaded into the traveller s profile This report is ideal if you need to know where your travellers are or if anyone is ina given destination on a given date 8 Credit Card Report details all expenditures charged by Travelcorp against specific credit cards This report assists in credit card reconciliation and offers additional information pertaining to the charge including the ability to include the booker s name This is a useful report as depending on your level of permission you can also click through from the HTML version to view invoices or itineraries in
57. ve it will come in handy then click Book From here the system will bring up the booking screen you will see the 26 ints corporate travel management O MACMAHON dates etc of your request are already on the screen Tick the flights etc that you need enter the cost code project code travel request number and any comments and click book Itineraries Find itinerary booked off line REFRESH CREATED DESTINATION NAME TRAVEL REASON 21 Feb 2008 PER SYD Flight Conference Corporate DELETE y Hertz Car Rental MERCURE SYDNEY Accommodation SYD PER Flight 29 Feb 2008 PER SYDFlight RNR Corporate DELETE gt 17 Feb 2008 PER SYD Flight Shift Corporate DELETE 5 change Oct 14 03 Jul 2011 TSV ISA Flight test Corporate DELETE ISA TSV Flight template rak NB this is not the same as changing an existing itinerary to new dates The rebook function will book a second version of the same itinerary ie if the person is travelling twice This is great for those people who do the same trip time after time for example Perth to Darwin every 10 days returning 4 days later Re Book the same person on the same trip on different dates eg a later shift change NB this is not the same as changing an existing itinerary to new dates The rebook function will book a second version of the same itinerary ie if the person is travelling twice Nor does it mean rebook the same itinerary you just did because you think the fi
58. voice You can also either print a copy or see a detailed version of the invoice from here To see the detailed version simply click on detailed at the top of the page Sumnjary Toggle Pagination Line nvoice Item 1 Air costing QANTAS AIRWAYS Ticket No TBA Class Economy Flexi Saver Kipox Passenger GARDINER SCOTT MR Itinerary ADELAIDE BNE ADELAIDE OLYMPIC DAM Return Date 29 04 08 Air costing 7 To print or email the invoice change the format to show on Screen rather than Email unless of course you need to email a copy and click Copy so that the invoice you print is identified as a copy and is less confusing Click Continue Invoice No 0121825 Line Invoice Item 1 Air costing GARDINER SCOTT MR 2 ir costing GARDINER SCOTT MR 3 Service Fee MACDOM MACMAHON DOMESTIC SERY Invoice Total Invoice Notes Print Invoice as a Copy Create Document As PDF PDF Orientation Portrait 95 tires PAP Yee ise Graphical Logo Plain Text TXT n All Paqes HTML HTM 8 This will then bring up the invoice itself 37 Online reports MACMAHON Macmanon Unosrgrouna vue vate PO Box 198 Cannington Account ID Cannington 7113 WA 6987 ABN 54003696464 Consultant Travel Arranger Booked By Tax Invoice COPY 0121825 Description Fare Tax GST Air costing 633 48 63 91 69 74 QANTAS AIRWAYS Ticket No TBA Class Economy Flexi Sewer Kipo
59. wn until you can see the following 3 Review rules amp restrictions Please review the rules from the hyperlinks in section one Rates are subject to supplier changes and any rate that has been converted from local currency is subject to exchange rate fluctuations Virgin Blue Special Service bookings other than infant bookings must be made via the Virgin Blue Contact Centre When travelling with Virgin Blue or Pacific Blue on an everyday low Blue Saver or GO Fare you can choose to travel with carry on baggage only or take baggage for just a little more Electronic Tickets you will need to provide identification to collect your boarding pass e g a driver licence or passport E Please check this box to confirm you understand and accept the terms and conditions as viewed from the above hyperlink s on your Itinerary Fares rates and cancellation conditions are defined and managed by the supplier of the service and cannot be guaranteed Booking details Your booking will be created with the information from your profile If you would like to check or update this information click here to update prior to booking Once you have updated your profile click on the My Itinerary tab button to return to this page Title First name Middle Initial Last Name Mr MAC TEST Check for frequent flyer details Company reporting Please complete the following information COST CODE PROJECT CODE Pl
60. x Passenger GARDINER SCOTT MR Itinerary ADELAIDE BNE ADELAIDE OLYMPIC DAM ale 29 04 08 Air costing 283 64 JETSTAR Ticket No BEULDL Issue Date 14 04 06 774 U4 ZUU8 MACMA U032 Chris Renwick angela hall corporate travel management Online Reporting offers Macmahon real time access to a suite of powerful reports The following information should certainly get you started Additional information is available in the detailed Online Reports Manual and should you need further assistance please don t hesitate to call 08 6467 2189 or email macmahon travelctm com Accessing the reports Login to webres as normal This will lead you to reSsScer WebRes Arranger Menu with Reports WESTERN AREAS NL Client Profile and Bookings a Create a Client Profile a Make a Reservation web res Reports a Virgin Blue Baggage Session No 8kn9irh4z0 Powered by ARNOLD 2000 2005 ARNOLD Travel Technology Pty Ltd Logout NB do not worry if you do not see all the above options on your login Provided you can see Web Res reports that is all you require Click on Web res reports and you will see the following screen 38 ing corporate travel management O MACMAHON Expenditure Reports a Corporate Savings a Corporate Travel a Corporate Expenditure Supplier Reports a Air Spend Graph Reports a City Pair Graph a Hotel Room Nights a Passenger Location Report Fi

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