Philippines New User Manual

7/30/2019 Philippines New User Manual

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1 USER MANUAL| VIA Philippines

VIA USER

MANUAL

Table of Contents

Introduction 2

How to Register with VIA? 3

Requirements needed upon Account Activation 4

Important Information in VIA Portal 5

Features of Control Panel 6 - 10

VIA Products 11

Steps in Flight Booking 12 - 17

Domestic & International Booking Information 18 - 20

Steps in Hotel Booking 21 - 25

Holidays Tour Packages 26 - 29

VIA vLoad 30 - 31

Use of Lookup-Booking 32 - 33

Reschedule and Cancellation in VIA portal 34 - 35

Accounts 36 - 40

Ledger Report 41 - 42

Email Us 43 - 44


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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 citiesinternationally. In the last five years of its existence, VIA has silently revolutionised thetravel domain in India and brought in value added changes that benefit the customer and thebusiness channels.

VIA has annual revenue of over USD 600 million.

To ensure we maintain our market leadership we are diligent in our approach toinnovation, 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 iscommitted to consistently innovate, improve and deliver the highest possible standard ofBusiness Partnership so as to provide a profitable return on investment and growth inmarket share.

VIA has invested and built state-of-the-art platforms andreservation systems for corporate, coach operators, rail operators andhoteliers who help streamline businesses and make it efficient andeasy to manage.

VIA has also developed the first global travel marketplace by whichbusiness 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 thesystem much better. Screen shots have been included along withillustrations.

Happy Booking!

-The VIA Philippines Family


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How to Register with VIA?

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

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

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


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Requirements needed upon Account Activation for Regular Agent Portal(RAP):

1. Department of Trade & Industry (DTI) Permit or Securities and ExchangeCommission (SEC) Permit

2. A copy of Business Permit

3. Two (2) Valid ID of the Business Owner4. Php 5,000 Activation fee, completely consumable and loaded in to agents

portal account.


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Important Information in VIA Portal

1. FRAG NumberAlso known as Flight Raja Agency Number, serves as theagencys locator to the VIA system.

2. Account Balance needs to be monitored every now and then to assure thefinalization of product issuance.

3. Deposit Update Requestused to load all deposited amount to the agentsaccount.

4. Agent Inbox stores all reference number of transactions that was queued forcancellation and also transactions with annotations. It records transactionsthat has been aborted, refunded and cancelled. It also stores the referencenumber of flight reservations that is not already visible in the Blocked Orders

of the portal.5. Customer Careoption to see all VIA Departments contact numbers and

schedules.

1 23

4

5


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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.


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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.


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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 ofPhp 999.00,

while Percent Type has a maximum of20% 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 2,500.00e. VIA Hotel Mark-up for Domestic & International has a fixed type for Php

999.00 per room night.


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Settings (Low Balance Alert Settings)

a. Option to change the amount in Low Balance Alert for the Travel Agentsaccount.

Bus Mark-up Setting

a. Two (2) types of Mark-up for Buses: Fixed & Percentb. Maximum fixed mark-up per ticket is Php 100.00.c. Maximum percent mark-up per ticket is 10%


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Telephone Transaction Pin

It is used for Manual Transactions that have connection with the agencysaccount balance. Be reminded that the admin is the only authorized user to give therequested number to secure the T-Pin. Agent can generate new TPIN if needed.


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VIA Products

Flight Ticketing

VIA Philippines caters Domestic and International Flight Ticketing. CurrentlyVIA caters the leading Low Cost Carriers (LCC) companies namely Cebu Pacific,Airphil Express, Zest Airways, Philippines Air Asia, Seair and the countrys FlagCarrier, the Philippine Airlines.

VIA Philippines is also an accredited agent of International Air TransportAssociation (IATA) which undeniably gives access to International Airlines. VIAsystem 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+ InternationalHotels. All bookings can be confirmed instantly.

Holidays Tour Packages

VIA Philippines offer Domestic & International Tour Packages that can beused to promote and maximize a travel agencys marketing strategies. Holiday TourPackages can be created and design the way clients wants it.

Bus Ticketing

VIA would like to extend the booking capacity of their travel partners bygiving and providing an access to issue any Bus Tickets coming from different BusCompanies. This can minimize passengers cost in finding cheap fares by means ofriding land transportation vehicle.

VIA vLOad

VIA Philippines empowered mobile loading access to their travel partners bythe VIA vLoading. This can be used for loading mobile recharges, Internet Cards,

Cable Prepaid, Calling Cards, etc.


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Steps in Flight Booking

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

Step 1: Flight Search

a. Pick the Origin and Destination of the Passenger.b. Select the dates of the departure and arrival of the passenger. Can also issueone-waytickets.

c. Decide for the number of passenger/s that will be included in every bookingitinerary.

d. Be reminded of the following maximum number of passengers per ticket.Airphil Express 4 passengersPhil. Air Asia 4 passengersPhilippine Airlines 7 passengersZest Airways 9 passengersCebu Pacific 9 passengers

Seair/Tiger Airways 9 passengersInternational Booking 9 passengers (depending with the airline)

e. Choose Custom Select in the Preferred Airline if the number of passengeris more than four (4).

f. Make a separate booking for Senior Citizens. Make sure to get a copy of theirSenior Citizen ID that is needed to be attached on the Step 3 of the booking.

a

b

c

e

f


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Step 2: Fare Selection

a. Choose the fare according to the passengers desire; fares can be modified byflight departure or price.

b. Fare Quotations can be sent by email or through SMS.c. Can easily see the total price after selecting desired fare.d. If in any case there is a need to change information in the Step 1 of booking,

agents can just Filter Results.e. Click Modify your Search to change flights information. No need to return

on Step 1.

a.

b

b

c

d

e


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Step 3: Booking File

a. Shows the Onward and Return Journey information and also the breakdownof fare that will be issued.

01.Put the name of the passenger/s correctly. For International booking, followthe name that was indicated on the passengers passport.

02.Specify the passengers mobile number for the airlines reference. Emailaddress is already defaulted. Agent can put their agencys landline number.

b. Preference to indicate passengers passport details and Special ServiceRequest (SSR)

a

b


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03.Street, City & Zip are defaulted already. The Comment Box can be used to noteor 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 beticketed soon afterwards. Any modification or cancellation will entitle charges.

b. Reserve Seats will only make reservation with the Airline, but no tickets willbe 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.


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05.The Total Amountwill be deducted to the agents account. Mark-up for thespecific 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. Thisis exclusively for Credit Card use only, Debit Card is not allowed.


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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 theBooking Class the agent would like to book.

Agent have an option to issue and finalize the ticket by clicking the Book Flightsbutton and can also block or hold a booking by clicking the Reserve Seatsbutton.


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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 submittedprior 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 fromthe 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.


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International Booking Information

Philippine Travel Tax Information

The Travel Tax is imposed by the Philippine Government on individuals whoare leaving the country irrespective of the destination.

Philippine Travel Tax (PTT) is included to the fare reflected in the VIA portal forGDS 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 bythe employer and noted by the Philippine Embassy / Consulate or the

Employment Contract authenticated by the Philippine Embassy / Consulate.


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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 thegrant of permanent resident status to the Filipino Citizen

For those between 18 to 60 years old and are employed, Philippine IncomeTax Return (ITR) for the previous year.

For those between 18 to 60 years old and are unemployed, an Affidavit ofUnemployment 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 passportLegitimate 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 CertificateOther 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 inbusiness in the Philippines and their dependents.


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Steps in Hotel Booking

Step 1: Choose the correct information for your clients hotel booking

Domestic Hotel Booking

International Hotel Booking

a. Choose on what city the client will check-inb. By using the mini calendar, pick the check-in and check-out dates of your

clientc. Click the number of rooms needed by your client

a

b

c

a

b

c


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Step 2:

Domestic Hotel Booking

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

a.

b.

c.d.


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Step 2:

International Hotel Booking

a. Option to modify search, no need to go back on the 1st step of Hotel bookingb. Can Refine Search by Hotel Name, Price Range or Star Categoryc. Able to view Details and Photos of hotelsd. Click the Select Room button to proceed to last step of booking for

finalization.

a.

b.c. d.


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Step 3:

01: Enter the guests complete name & country of passport02: Indicate the travel agencys contact details03: Payment can be made thru the agents account deposit or by Credit Card

a. Booking Summary shows the details of the hotel booking

a.


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Step 3:

04: Shows the Cancellation Policy of a hotel

a. Do not forget to check the Terms & Conditions boxb. 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 thepassenger and the other copy will be presented to the hotel or resort upon check-in.


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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 Packagesare arranged alphabetically and has different type that can be sorted byseasons. It can be a package for High, High Peak or Low.

VIA Holiday Tour Packages have a combination of Local and InternationalPackages


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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


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4. Click the Send Enquiry button to avail a package. This enquiry will beautomatically placed at the Email-Us option giving the request anotherRequest ID.


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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 roomsharing 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 tothe clients.

4. Package Exclusions5. Package Conditions6. Terms and Conditions of package booking7. Availability date of Tour Package very important to know to avoid selling

unavailable packages.


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VIA vLoad

VIA vLoad Products:- Mobile- Data Cards- Game Cards- Satellite- Call Cards1. Choose the vLoad service that you wish to avail.2. Discounts serves as the agents commission3. Click the buy button to proceed with the loading.


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01.Type the mobile number of the customer. This time, include the 0 on themobile number.

02.By default, contact details are already written03.Payment mode for the loading4. Click the Reload button to load the product.5. Summary of the availed product is shown at the right corner of the page.


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ACCOUNTS:

Use of Look-up Booking:

This option is used to Cancel, Confirm and Reschedule the booking. This is also usedto 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 Bookingsby Reference ID box and click the Lookup Booking button.


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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 printingof ticket.

2. Manual ticket order falls into Manual and our Support group is handling theorders.

3. Aborted failed PNR due to fluctuating of air fare. To avoid fare jump, do notstay longer more than 2 minutes on step 3 of 3.

4.

Blocked all blocked orders can be retrieved at Block Orders option under theAccounts 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.


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How to Cancel or Reschedule in the VIA portal:

1. After pasting the reference number in the Lookup-booking option, proceed tothe bottom part of the page and look for the Order Information option.

2. Check the Cancel box to queue the booking for Cancellation3. 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.


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

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

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

cancellation and refund.


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ACCOUNTS:

Under Accounts, agent will see the following command tabs:

1. Cancellations shows all the reference that has been cancelled and wasqueued for cancellation.

2. Block Orders retrieves all the booking reference number that is still onblocked 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 5minutes.

6. Accounting Reports Option to download agents accounting report. Thisreport will be downloaded automatically in an excel sheet.


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ACCOUNTS:

1. Cancellation

a. Click the Cancellation optionb. 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.


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2. Block Orders

a. Click the Block Orders optionb. Click the Search Blocked Orders button to retrieve all reserved bookingsc. Choose the reference number the agents wish to confirm or cancel

3. Refunds

a. Select the Refunds optionb. Put the date of refund the agent wishes to retrieve and checkc. Click the Show Refunds buttond. Reference number of all successful refunds will be generated


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4. Bank Account Details

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

5. Deposit Update Request

a. Click the Deposit Update request buttonb. Choose the mode of payment whether it is Cash, Bank Transfer or Chequec. 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 loadinge. To check the new account balance, kindly log out and log in your VIA account.


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ACCOUNTS:

6. Accounting Reports

a. Click the Accounting Reportsb. 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 seed. Select what Report Type you would like to downloade. Click the Download Detailed Report button and open the excel sheet to see the

summarized accounting report


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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. Theledger 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 Resultssubmission date. Then click the Search Orders button.

Be informed that you can only retrieve a span of 15 days on this report. If youwish to retrieve ledger report without restriction, try to check your reportbetween 8:00 PM to 10:00AM


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3. Ledger report gradually captures all your transaction which then be deductedon your running balance.

Leger shows the date of the transaction, amount of transaction and alsoreceipt of the agents deposit in VIA. Ledger can also be used to print issuedtickets.


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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 repliedmandatorily 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


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

4. All request will be given by aVIA Request ID which serves as the agentsrequest locator

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Philippines New User Manual

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