VIA USER MANUAL

USER MANUAL

Table of Contents Introduction How to Register with VIA? Requirements needed upon Account Activation Important Information in VIA Portal Features of Control Panel VIA Products Steps in Flight Booking Domestic & International Booking Information Steps in Hotel Booking Holidays Tour Packages VIA vLoad Use of Lookup-Booking Reschedule and Cancellation in VIA portal Accounts Ledger Report Email Us 2 3 4 5 6 - 10 11 12 - 17 18 - 20 21 - 25 26 - 29 30 - 31 32 - 33 34 - 35 36 - 40 41 - 42 43 - 44

USER MANUAL| VIA Philippines

VIA USER MANUAL

USER MANUAL

Introduction
Welcome to the world of VIA. A world that is simpler, easier and a lot more fun. We simplify your business by helping you bring all airline bookings under one roof. Via is the largest travel company in India with presence in over 1700 cities internationally. In the last five years of its existence, VIA has silently revolutionised the travel domain in India and brought in value added changes that benefit the customer and the business channels. VIA has annual revenue of over USD 600 million. To ensure we maintain our market leadership we are diligent in our approach to innovation, while never sacrificing our stability and reputation in the market place. VIA's Business Partners and its network are the heart of its business. VIA is committed to consistently innovate, improve and deliver the highest possible standard of Business Partnership so as to provide a profitable return on investment and growth in market share. VIA has invested and built state-of-the-art platforms and reservation systems for corporate, coach operators, rail operators and hoteliers who help streamline businesses and make it efficient and easy to manage. VIA has also developed the first global travel marketplace by which business partners can get access to the best deals in travel at one place with thousands of suppliers globally. We have created a system thats feature packed and also easy to use. We have put together this handbook to help you understand the system much better. Screen shots have been included along with illustrations.

Happy Booking!

-The VIA Philippines Family

USER MANUAL| VIA Philippines

VIA USER MANUAL

USER MANUAL

How to Register with VIA?

Travel Agents can register to VIA for free. Go to VIAs website, ph.via.com to start the registration. VIA website can best be browsed in Mozilla Firefox or Google Chrome.

Click the Register Now! button to proceed with the registration.

Provide the complete information in all the required boxes to finish the registration.

USER MANUAL| VIA Philippines

VIA USER MANUAL

USER MANUAL

Requirements needed upon Account Activation for Regular Agent Portal (RAP): 1. Department of Trade & Industry (DTI) Permit or Securities and Exchange Commission (SEC) Permit

2. A copy of Business Permit

3. Two (2) Valid ID of the Business Owner 4. Php 5,000 Activation fee, completely consumable and loaded in to agents portal account.

USER MANUAL| VIA Philippines

VIA USER MANUAL

USER MANUAL

Important Information in VIA Portal

3 5

1. FRAG Number Also known as Flight Raja Agency Number, serves as the agencys locator to the VIA system. 2. Account Balance needs to be monitored every now and then to assure the finalization of product issuance. 3. Deposit Update Request used to load all deposited amount to the agents account. 4. Agent Inbox stores all reference number of transactions that was queued for cancellation and also transactions with annotations. It records transactions that has been aborted, refunded and cancelled. It also stores the reference number of flight reservations that is not already visible in the Blocked Orders of the portal. 5. Customer Care option to see all VIA Departments contact numbers and schedules.

USER MANUAL| VIA Philippines

VIA USER MANUAL

USER MANUAL

Features of Control Panel Control Panel can only be controlled by the Administrator or Owner of the Travel Agency. This was utilized to prevent misusage of the system.

Account Information a. To be able to change the travel agencys Address, Contact Number, Region, City, and Zip. b. Option to change the Administrators password. c. Option to upload the Travel Agencys logo.

USER MANUAL| VIA Philippines

VIA USER MANUAL

USER MANUAL

Features of Control Panel Desk Users a. Option to create and add new staff log-in account. b. Can reset staffs password.

Settings (Staff Login Control) a. Option to enable the staffs account by checking the Login box. b. Can monitor and make use for giving Cash Limit per Day to every staff. c. Option to Delete the staffs access to the Administrators account.

USER MANUAL| VIA Philippines

VIA USER MANUAL

USER MANUAL

Features of Control Panel Settings (Domestic, International, Hotel Mark-up Settings) a. Mark-up for Domestic have two (2) types: Fixed and Percentage. b. Fixed Mark-up for Domestic has a Maximum Base Price of Php 999.00, while Percent Type has a maximum of 20% mark-up both per way/per pax. c. Mark-up Type for International booking is only fixed. d. Maximum International Mark-up per way/per pax is Php 2,500.00 e. VIA Hotel Mark-up for Domestic & International has a fixed type for Php 999.00 per room night.

USER MANUAL| VIA Philippines

VIA USER MANUAL

USER MANUAL

Features of Control Panel Settings (Low Balance Alert Settings) a. Option to change the amount in Low Balance Alert for the Travel Agents account. Bus Mark-up Setting a. Two (2) types of Mark-up for Buses: Fixed & Percent b. Maximum fixed mark-up per ticket is Php 100.00. c. Maximum percent mark-up per ticket is 10%

USER MANUAL| VIA Philippines

VIA USER MANUAL

USER MANUAL

Features of Control Panel Telephone Transaction Pin It is used for Manual Transactions that have connection with the agencys account balance. Be reminded that the admin is the only authorized user to give the requested number to secure the T-Pin. Agent can generate new TPIN if needed.

10

USER MANUAL| VIA Philippines

VIA USER MANUAL

USER MANUAL

VIA Products Flight Ticketing VIA Philippines caters Domestic and International Flight Ticketing. Currently VIA caters the leading Low Cost Carriers (LCC) companies namely Cebu Pacific, Airphil Express, Zest Airways, Philippines Air Asia, Seair and the countrys Flag Carrier, the Philippine Airlines. VIA Philippines is also an accredited agent of International Air Transport Association (IATA) which undeniably gives access to International Airlines. VIA system shows IATA Net Fare Rates, Airline Promotional Rates & VIA Special Fares. Hotel Reservation VIA Philippines provide instant online booking confirmation for Local & International Hotels. VIA have 90+ Domestic Hotels and 55,000+ International Hotels. All bookings can be confirmed instantly. Holidays Tour Packages VIA Philippines offer Domestic & International Tour Packages that can be used to promote and maximize a travel agencys marketing strategies. Holiday Tour Packages can be created and design the way clients wants it. Bus Ticketing VIA would like to extend the booking capacity of their travel partners by giving and providing an access to issue any Bus Tickets coming from different Bus Companies. This can minimize passengers cost in finding cheap fares by means of riding land transportation vehicle. VIA vLOad VIA Philippines empowered mobile loading access to their travel partners by the VIA vLoading. This can be used for loading mobile recharges, Internet Cards, Cable Prepaid, Calling Cards, etc.

11

USER MANUAL| VIA Philippines

VIA USER MANUAL

USER MANUAL

Steps in Flight Booking The VIA system was designed to give the easiest and fastest way in booking any travel products. In Flight Booking, agents just need to do 3 easy steps such as: Step 1: Flight Search

a . b .

e . c . f .

a. Pick the Origin and Destination of the Passenger. b. Select the dates of the departure and arrival of the passenger. Can also issue one-waytickets. c. Decide for the number of passenger/s that will be included in every booking itinerary. d. Be reminded of the following maximum number of passengers per ticket. Airphil Express 4 passengers Phil. Air Asia 4 passengers Philippine Airlines 7 passengers Zest Airways 9 passengers Cebu Pacific 9 passengers Seair/Tiger Airways 9 passengers International Booking 9 passengers (depending with the airline) e. Choose Custom Select in the Preferred Airline if the number of passenger is more than four (4). f. Make a separate booking for Senior Citizens. Make sure to get a copy of their Senior Citizen ID that is needed to be attached on the Step 3 of the booking.

12

USER MANUAL| VIA Philippines

VIA USER MANUAL

USER MANUAL

Steps in Flight Booking Step 2: Fare Selection

e d .
.

b .

a.

a. b. c. d. e.

c b Choose the fare according to the passengers desire; fares can be . modified by
flight departure or price. Fare Quotations can be sent by email or through SMS. Can easily see the total price after selecting desired fare. If in any case there is a need to change information in the Step 1 of booking, agents can just Filter Results. Click Modify your Search to change flights information. No need to return on Step 1.

13

USER MANUAL| VIA Philippines

VIA USER MANUAL

USER MANUAL

Steps in Flight Booking Step 3: Booking File

a .

b .

a. Shows the Onward and Return Journey information and also the breakdown of fare that will be issued. 01. Put the name of the passenger/s correctly. For International booking, follow the name that was indicated on the passengers passport. 02. Specify the passengers mobile number for the airlines reference. Email address is already defaulted. Agent can put their agencys landline number. b. Preference to indicate passengers passport details and Special Service Request (SSR)

14

USER MANUAL| VIA Philippines

VIA USER MANUAL

USER MANUAL

Steps in Flight Booking Step 3: Booking File

03. Street, City & Zip are defaulted already. The Comment Box can be used to note or remind any needed information that must be forwarded to the VIA support team. 04. Booking Types: a. Book Flights will make the reservation with the airline and the PNR will be ticketed soon afterwards. Any modification or cancellation will entitle charges. b. Reserve Seats will only make reservation with the Airline, but no tickets will be issued till you confirm the same order. c. Book and Buy for promotional fares. d. Requests Seats will send Request to VIAs Support Center to issue ticket.

15

USER MANUAL| VIA Philippines

VIA USER MANUAL

USER MANUAL

Steps in Flight Booking Step 3: Booking File

05. The Total Amount will be deducted to the agents account. Mark-up for the specific order is no longer included in the deduction. Be noted of the following Payment Mode: a. Deposit will be deducted directly to the travel agencys account. Can be replenished by means of bank cash deposit, online transfer or cheque deposit. b. Credit Card this option can be used by the administrator or by desk users. Agents can use their personal card or can use the passengers credit card. This is exclusively for Credit Card use only, Debit Card is not allowed.

16

USER MANUAL| VIA Philippines

VIA USER MANUAL

USER MANUAL

Steps in Flight Booking Step 3: Booking File

What to Know: Travel Guard Insurance is for Domestic Flights only This Insurance is only applicable to passengers up to 70 years old The Travel Insurance is commissionable of 30% per passenger exclusive of tax Travel insurance is non-refundable and non-cancellable

Show Fare Rules - give you an idea about the policies and regulations of the Booking Class the agent would like to book. Agent have an option to issue and finalize the ticket by clicking the Book Flights button and can also block or hold a booking by clicking the Reserve Seats button.

17

USER MANUAL| VIA Philippines

VIA USER MANUAL

USER MANUAL

Domestic & International Booking Information Senior Citizen Booking - Passenger must be 60 yrs. Old and above. - Entitled for 20% discount if OSCA ID (Original Senior Citizen ID) is submitted prior departure and can be accepted for boarding if passenger is fit to travel. - Discounted fares are only applicable for Regular Fares only. - Make a different booking for Senior Citizens. Pregnant Passenger Domestic Booking: - May be accepted for boarding if pregnant is less than 6 months with secured certificate from OB-GYN that fit to travel. International GDS Booking: - Need to fill up EMIS (Expectant Mother Information Sheet) - If less than 6 months, no physician permission needed - If more than 6 months, need attending physician clearance - If more than 8 months, need airline physician clearance - Clearance for air travel will be determined and indicated on the EMIS form. Submission of EMIS is on per flight basis. EMIS form is valid for 7 days from the date of issuance. Infant Passenger - One Infant, One Adult Policy - Passenger must be 16days old to 23 months old. - For Philippine Airlines (PR) & Airphil Express (2P), rate is 10% from the regular base fare plus tax and surcharges. - For Cebu Pacific (5J), Zest Airways (Z2), Seair (DG), rate is standard by Php 224.00 - Baby Bassinets must be requested 24 hours in advance and subject to availability. - Infant who reaches 2 yrs. Old is required to have a seat for safety reasons as per airline regulation. Unaccompanied Minors - May be accepted for boarding if flight is endorsed to assisting adult/guardian. - Children ages 8 to less than 12 yrs. Old are allowed to travel alone. - There will be airline service fees for each travel minor. Service fees vary depending on the airlines.

18

USER MANUAL| VIA Philippines

VIA USER MANUAL

USER MANUAL

International Booking Information Philippine Travel Tax Information The Travel Tax is imposed by the Philippine Government on individuals who are leaving the country irrespective of the destination.

Philippine Travel Tax (PTT) is included to the fare reflected in the VIA portal for GDS Airlines. For LCC airlines, PTT must be paid upon check-in at the airport. Passengers who are exempted to Philippine Travel Tax: Overseas Filipino Workers/Seamen Requirements for Exemption: Valid Passport Employment Certificate Valid Overseas Employment Certificate (OEC) from POEA if hired through this agency. The OEC serves as the travel tax exemption certificate. For those directly hired abroad, a certificate of work or employment issued by the employer and noted by the Philippine Embassy / Consulate or the Employment Contract authenticated by the Philippine Embassy / Consulate.

19

USER MANUAL| VIA Philippines

VIA USER MANUAL

USER MANUAL

Philippine Travel Tax Information Filipino Permanent Residents Abroad Requirements for Exemption: Copies of ID pages of passport and stamp of last arrival in the Philippines Proof of permanent residence in foreign country which may, among others, be the official document issued by foreign government concerned showing the grant of permanent resident status to the Filipino Citizen For those between 18 to 60 years old and are employed, Philippine Income Tax Return (ITR) for the previous year. For those between 18 to 60 years old and are unemployed, an Affidavit of Unemployment notarized by the Philippine Embassy or Consulate. Infants Requirements for Exemption: Photocopy of Passport Certified true copy of birth certificate Requirements for Reduced Rates of Travel Taxes Minors from 2-12 years of age Copy of birth certificate or ID pages of passport Legitimate spouse of OFW Passport Authenticated copy and valid Overseas Employment Certificate (OEC) of spouse from POEA or information sheet of OFW from POEA Original birth certificate. Legitimate Unmarried Children of OFW below 21 years old Passport Authenticated copy and valid Overseas Employment Certificate of parent from POEA or information sheet of OFW from POEA Original Birth Certificate Other Individuals Exempted from Travel Tax Foreign Diplomatic Representatives Employees of the UN and its agencies US military personnel International Carrier Crew Philippine Foreign Service Personnel assigned abroad and their dependents Philippine Government employees on official travel Grantees of foreign Government funded trips Students with approved scholarships by appropriate Government agency Personnel of Philippine offices of multinational corporations not engaged in business in the Philippines and their dependents.
20 USER MANUAL| VIA Philippines

VIA USER MANUAL

USER MANUAL

Steps in Hotel Booking Step 1: Choose the correct information for your clients hotel booking

a . b . c .
Domestic Hotel Booking

a . b . c .

International Hotel Booking a. Choose on what city the client will check-in b. By using the mini calendar, pick the check-in and check-out dates of your client c. Click the number of rooms needed by your client

21

USER MANUAL| VIA Philippines

VIA USER MANUAL

USER MANUAL

Steps in Hotel Booking Step 2:

a.

b. c. d.

Domestic Hotel Booking

a. b. c. d.

Option to modify search, no need to go back on the 1st step of Hotel booking Can Refine Search by Price Range or Star Category Able to view Details and Photos of hotels Click the Book button to proceed to last step of booking for finalization.

22

USER MANUAL| VIA Philippines

VIA USER MANUAL

USER MANUAL

Steps in Hotel Booking Step 2:

a.

b.

c.

d.

International Hotel Booking a. b. c. d. Option to modify search, no need to go back on the 1st step of Hotel booking Can Refine Search by Hotel Name, Price Range or Star Category Able to view Details and Photos of hotels Click the Select Room button to proceed to last step of booking for finalization.

23

USER MANUAL| VIA Philippines

VIA USER MANUAL

USER MANUAL

Steps in Hotel Booking Step 3:

a.

01: Enter the guests complete name & country of passport 02: Indicate the travel agencys contact details 03: Payment can be made thru the agents account deposit or by Credit Card a. Booking Summary shows the details of the hotel booking

24

USER MANUAL| VIA Philippines

VIA USER MANUAL

USER MANUAL

Steps in Hotel Booking Step 3:

04: Shows the Cancellation Policy of a hotel a. Do not forget to check the Terms & Conditions box b. Click the Confirm Booking button to finalize the hotel booking and print the voucher. Note: Make sure to print two (2) copies of the hotel voucher. One copy is for the passenger and the other copy will be presented to the hotel or resort upon check-in.

25

USER MANUAL| VIA Philippines

VIA USER MANUAL

USER MANUAL

Holidays (Tour Packages) 1. How to Pick and Choose VIAs Holidays Tour Packages?

a. Click the Drop down key to see the list of the Tour Packages. Tour Packages are arranged alphabetically and has different type that can be sorted by seasons. It can be a package for High, High Peak or Low. VIA Holiday Tour Packages have a combination of Local and International Packages

26

USER MANUAL| VIA Philippines

VIA USER MANUAL

USER MANUAL

2. Every package shows pictures of the hotel and tour the agent has chosen. 3. Every Tour Package have its own and unique tour code

Tour Code

27

USER MANUAL| VIA Philippines

VIA USER MANUAL

USER MANUAL

4. Click the Send Enquiry button to avail a package. This enquiry will be automatically placed at the Email-Us option giving the request another Request ID.

28

USER MANUAL| VIA Philippines

VIA USER MANUAL

USER MANUAL

Information to remember in searching and selling Tour Packages: 1. Package Itinerary this is the planned route or journey of the clients. 2. Package Rate amount of a certain package depending on the type of room sharing the client would like to avail. Note: Be reminded that VIA Holiday Packages rates are per person. In every package, the agent will have a commission depending on the tour package.

3. Package Inclusions be noted of the inclusions to prevent misinformation to the clients. 4. Package Exclusions 5. Package Conditions 6. Terms and Conditions of package booking 7. Availability date of Tour Package very important to know to avoid selling unavailable packages.

29

USER MANUAL| VIA Philippines

VIA USER MANUAL

USER MANUAL

VIA vLoad

VIA vLoad Products: - Mobile - Data Cards - Game Cards - Satellite - Call Cards 1. Choose the vLoad service that you wish to avail. 2. Discounts serves as the agents commission 3. Click the buy button to proceed with the loading.

30

USER MANUAL| VIA Philippines

VIA USER MANUAL

USER MANUAL

01. Type the mobile number of the customer. This time, include the 0 on the mobile number. 02. By default, contact details are already written 03. Payment mode for the loading 4. Click the Reload button to load the product. 5. Summary of the availed product is shown at the right corner of the page.

31

USER MANUAL| VIA Philippines

VIA USER MANUAL

USER MANUAL

ACCOUNTS: Use of Look-up Booking: This option is used to Cancel, Confirm and Reschedule the booking. This is also used to add information that is needed to be included on a specific booking.

1. Click the word Accounts.

2. Paste the VIA Reference number (FMNPH0*******) in the Search Bookings by Reference ID box and click the Lookup Booking button.

32

USER MANUAL| VIA Philippines

VIA USER MANUAL

USER MANUAL

3. Agent has an option to Confirm Blocking or Cancel Blocking. 4. Lookup-booking can also be used to check the Order Status of a specific reference number.

What is the different Order Status? 1. To Deliver ticket has been issued. Print Ticket will be available for printing of ticket. 2. Manual ticket order falls into Manual and our Support group is handling the orders. 3. Aborted failed PNR due to fluctuating of air fare. To avoid fare jump, do not stay longer more than 2 minutes on step 3 of 3. 4. Blocked all blocked orders can be retrieved at Block Orders option under the Accounts tab within 4 hours only. 5. To Cancel PNR was sent for Refund, Voiding or Cancellation. 6. Cancelled PNR was successfully refunded and specific amount will be loaded to the agents portal.

33

USER MANUAL| VIA Philippines

VIA USER MANUAL

USER MANUAL

How to Cancel or Reschedule in the VIA portal: 1. After pasting the reference number in the Lookup-booking option, proceed to the bottom part of the page and look for the Order Information option.

2. Check the Cancel box to queue the booking for Cancellation 3. Click the Cancel Selected Passengers button if the agent would like to cancel the flight segment or booking 4. After which, the portal will present a box showing reason of cancellation. Kindly choose and click Done button.

34

USER MANUAL| VIA Philippines

VIA USER MANUAL

USER MANUAL

5. VIA will give the request a cancellation reference to show that the queued cancellation is on process.

6. VIA will queued the cancellation or reschedule request right after the procedures was done correctly.

NOTE: This procedure of cancellation is mandatory to process the booking cancellation and refund.

35

USER MANUAL| VIA Philippines

VIA USER MANUAL

USER MANUAL

ACCOUNTS:

Under Accounts, agent will see the following command tabs: 1. Cancellations shows all the reference that has been cancelled and was queued for cancellation. 2. Block Orders retrieves all the booking reference number that is still on blocked state. These are the bookings that were reserved. 3. Refunds option to see all refunded transaction of agent. 4. Bank Account Details shows the information such as Account number, Bank Branch and Account name of the major depository bank partners of VIA. 5. Deposit Update Request important option to make every deposit transaction. This will able to load agents deposit to their account in less than 5 minutes. 6. Accounting Reports Option to download agents accounting report. This report will be downloaded automatically in an excel sheet.

36

USER MANUAL| VIA Philippines

VIA USER MANUAL

USER MANUAL

ACCOUNTS: 1. Cancellation

a. Click the Cancellation option b. Have an option to paste the reference number or just simply supply the date of the requested cancellation c. Click the Show Cancellations button to retrieve the queued reference.

37

USER MANUAL| VIA Philippines

VIA USER MANUAL

USER MANUAL

2. Block Orders

a. Click the Block Orders option b. Click the Search Blocked Orders button to retrieve all reserved bookings c. Choose the reference number the agents wish to confirm or cancel

3. Refunds

a. b. c. d.
38

Select the Refunds option Put the date of refund the agent wishes to retrieve and check Click the Show Refunds button Reference number of all successful refunds will be generated
USER MANUAL| VIA Philippines

VIA USER MANUAL

USER MANUAL

4. Bank Account Details

a. Click the Bank Account Details option to get VIAs bank account information.

5. Deposit Update Request

a. Click the Deposit Update request button b. Choose the mode of payment whether it is Cash, Bank Transfer or Cheque c. Supply the needed information; please be reminded that the system is not accepting any characters like comma, period or hyphen. d. Click the submit button to proceed with the loading e. To check the new account balance, kindly log out and log in your VIA account.

39

USER MANUAL| VIA Philippines

VIA USER MANUAL

USER MANUAL

ACCOUNTS: 6. Accounting Reports

a. Click the Accounting Reports b. Choose the dates that you would like to retrieve, agents can use the mini calendar to select dates c. Choose what type of products you would like to see d. Select what Report Type you would like to download e. Click the Download Detailed Report button and open the excel sheet to see the summarized accounting report

40

USER MANUAL| VIA Philippines

VIA USER MANUAL

USER MANUAL

VIA Ledger Report The Ledger Report basically shows all the deposit records and total transactions by account. It shows the beginning balance and ending balance for each account. The ledger is a permanent summary of all amounts entered or deducted which list transactions by date. To retrieve transaction to your ledger report, just follow the procedures: 1. Start of by clicking on the Accounts

2. Input the date of transaction you want to retrieve on the Refine Your Results submission date. Then click the Search Orders button. Be informed that you can only retrieve a span of 15 days on this report. If you wish to retrieve ledger report without restriction, try to check your report between 8:00 PM to 10:00AM

41

USER MANUAL| VIA Philippines

VIA USER MANUAL

USER MANUAL

3. Ledger report gradually captures all your transaction which then be deducted on your running balance. Leger shows the date of the transaction, amount of transaction and also receipt of the agents deposit in VIA. Ledger can also be used to print issued tickets.

42

USER MANUAL| VIA Philippines

VIA USER MANUAL

USER MANUAL

EMAIL-US Agents can use this option to send their request or email online. Different product request which will be acknowledged by VIAs call center. This request is for domestic, international, hotel and holiday products. All requests will be arranged in sequence in the call center which needs to be replied mandatorily by call center staff. All requests are taken on a high priority. Email Us will help agents to review all their requests and complaints date wise. Procedures in making Email Us (EU) Requests: 1. Click the Email-us Option

2. Supply the needed information of your request

43

USER MANUAL| VIA Philippines

VIA USER MANUAL

USER MANUAL

3. All previous request can be retrieved by clicking on the Advanced Options

4. All request will be given by a VIA Request ID which serves as the agents request locator

44

USER MANUAL| VIA Philippines