Sabre Agency Manager Consultant Training Manual

124 Pages·2015·8.38 MB·English

by  Peter Marshall

Sabre Agency Manager
Consultant Training Manual

Last Updated: December 2015

Sabre and the Sabre logo design are trademarks and/or service marks of an affiliate of Sabre GLBL Inc. All other trademarks, service marks and trade names are
owned by their respective companies. © 2015 Sabre GLBL Inc. All rights reserved
Sabre Agency Manager Consultant Training Manual

This Edition: Dec 2015
Previous Editions: Jul 2015, Aug 2013, Nov 2012, Sep 2012

Copyright

© 2015 Sabre GLBL Inc.

No part of this material may be reproduced or copied in any form or by any means (graphic, electronic or
mechanical, including photocopying or by information retrieval systems) without permission in writing from Sabre.

Disclaimer

The information contained in this publication is subject to change without notice. It is constantly under review in
light of enhancements to the Sabre Agency Manager system and associated software, procedures and product
enhancements. No subscriber or other reader should act on the basis of any such information without referring to
the applicable body or bodies concerned (eg. airline, hotel, or rental car company, IATA or Sabre).

Although every effort has been made to ensure accuracy, Sabre shall not be responsible for loss or damage
caused by errors, omissions, misprints or misinterpretations of the contents thereof.

This document contains examples of data and screens used in daily business operations. The examples may
contain names of individuals, companies, products or suppliers. These names are fictitious or hypothetical. Any
similarity to the names and/or addresses used by an actual person or business, or circumstances replicated are
entirely coincidental.

Trademarks

Sabre Agency Manager is a registered trademark of Sabre.
Microsoft™, Windows®, Windows 95®, Windows 98®, Windows NT®, Microsoft Word, Microsoft Excel, Outlook
are registered trademarks of Microsoft Corporation
Attaché is a registered trademark of Attaché Software Australia Pty Ltd.
MYOB and the MYOB logo are registered trademarks of MYOB Technology Pty Ltd.
Quicken is a trademark and service mark of Intuit Inc., registered in The United States and other countries, and
used by Reckon Limited under license.

This Publication

This publication is intended to be used as a guide in the Sabre Agency Manager Travel Management System
Consultant training course, as well as a User guide. This manual (and other reference guides) will be updated as
system changes occur, but may not be individually replaced. Questions concerning this publication or errors located
within the text should be referred to the Sabre Training, Level 13, 68 York St, Sydney NSW 2000, Australia.
Telephone [phone]

SAM Consultant Training Manual 2 December 2015
Table of Contents

Flow Chart ......................................................................................................................................5
Consultant Workflow ......................................................................................................................6
Navigation in SAM ..........................................................................................................................7
The Home Screen ....................................................................................................................................8
Messages .......................................................................................................................................8
My Tasks ........................................................................................................................................8
My Action items ..............................................................................................................................9
Managing your User Details ...........................................................................................................9
Recent Bookings and Profiles ..................................................................................................... 10
The Help Menu ............................................................................................................................ 10
Individual Client Profiles ........................................................................................................................ 11
Search for an existing ................................................................................................................. 11
Individual Profile .......................................................................................................................... 11
Creating an Individual profile....................................................................................................... 12
Main tab....................................................................................................................................... 14
Editing client information ............................................................................................................. 14
Viewing complete Client Information ........................................................................................... 15
Viewing a Company Travel Policy .............................................................................................. 15
Linked profiles ............................................................................................................................. 16
Location tab ................................................................................................................................. 16
Passport tab ................................................................................................................................ 17
Bookings tab ............................................................................................................................... 17
Personal tab ................................................................................................................................ 18
Credit cards tab ........................................................................................................................... 18
Preferences tab ........................................................................................................................... 19
Membership tab .......................................................................................................................... 20
Remarks tab ................................................................................................................................ 20
Crm tab ........................................................................................................................................ 21
Upload tab ................................................................................................................................... 21
Booking Profiles..................................................................................................................................... 22
Creating Sabre bookings using SAM Upload/Download ............................................................ 22
Basic Upload/Download Workflow .............................................................................................. 22
Retail booking - Basic Upload/Download (non BSP) ............................................................................ 23
Booking Profile – changing the company .................................................................................... 27
Booking Profile - main screen ..................................................................................................... 27
Booking Profile - passenger screen ............................................................................................ 29
Booking Profile - segments screen ............................................................................................. 29
Booking Profile - costings screen ................................................................................................ 29
Adjusting an airfare costing ......................................................................................................... 30
Adding Agency Fees ................................................................................................................... 32
Automated booking fees ............................................................................................................. 33
Manually added fees ................................................................................................................... 34
Supplementary fees .................................................................................................................... 35
Client documentation ............................................................................................................................. 35
Client itinerary ............................................................................................................................. 36
Document Options ...................................................................................................................... 37
Emailing documents .................................................................................................................... 37
Optional narratives ...................................................................................................................... 38
Consultant remarks ..................................................................................................................... 38
Segment remarks ........................................................................................................................ 38
Client Statement .......................................................................................................................... 39
Voucher document ...................................................................................................................... 39
Quality Control screen ................................................................................................................. 40
Booking remarks ......................................................................................................................... 40
Booking audit history ................................................................................................................... 41
Corporate Bookings ............................................................................................................................... 42
Upload / Download ...................................................................................................................... 42
Booking references ..................................................................................................................... 43
TAR Reporting ............................................................................................................................ 43
Changing cost centres ................................................................................................................ 44
Changes to Company References .............................................................................................. 45
Travel Policy Violations ............................................................................................................... 45
Changing the company ............................................................................................................... 45
SAM Consultant Training Manual 3 December 2015
Changes to Sabre PNR’s ...................................................................................................................... 46
Itinerary changes from the Sabre PNR ....................................................................................... 46
Fare changes from the Sabre PNR ............................................................................................. 46
Alternative booking scenarios and actions ............................................................................................ 48
Uploading multiple “linked” clients to a single Sabre PNR .......................................................... 48
Uploading Multiple “unlinked” Clients to a single Sabre PNR ..................................................... 49
Second upload of new information into an existing PNR ............................................................ 50
Adding a “New” Sabre PNR to an existing SAM booking ........................................................... 52
Multiple Sabre PNR’s downloaded to a single SAM booking ..................................................... 54
Downloading a PNR without Uploading - Retail ......................................................................... 56
Downloading a PNR without Uploading - Corporate ................................................................... 58
Sabre PNR downloaded to the wrong SAM Booking .................................................................. 58
Manual Bookings –Segments booked externally to Sabre ......................................................... 59
Online bookings – made directly in airlines websites ................................................................. 61
Low cost carrier credits ............................................................................................................... 64
Cancelling a SAM Booking.......................................................................................................... 66
Quotes in SAM ............................................................................................................................ 67
Converting quotes and confirmations ......................................................................................... 70
Adding and adjusting Segments and Costings ..................................................................................... 71
Adding Manual Segments & Non Travel Segments ................................................................... 71
Adding a Hotel segment and costing .......................................................................................... 72
Adding a new Hotel Supplier to your SAM database .................................................................. 74
Adding Insurance segments/costings – Non Travel Segment .................................................... 75
Adding Ancillary services ............................................................................................................ 77
Adding manual costings .............................................................................................................. 80
Adding Air Fare costings ............................................................................................................. 80
Adding a Package costing........................................................................................................... 81
Importing 3rd Party bookings – eg. CalypsoNet .......................................................................... 84
Bundled costings – creating an internal package ....................................................................... 86
Amending and Deleting segments and costings ......................................................................... 88
Copying segments &/or costings between bookings .................................................................. 89
Corporate Chargeback procedure .............................................................................................. 90
BSP costings ......................................................................................................................................... 92
BSP Non CCCF tickets ............................................................................................................... 92
BSP CCCF tickets ....................................................................................................................... 93
BSP Net Remit tickets ................................................................................................................. 94
BSP exchanges ........................................................................................................................... 95
Voiding BSP tickets ..................................................................................................................... 95
Held Tickets................................................................................................................................. 95
Using a “held” ticket .................................................................................................................... 97
Non BSP tickets .......................................................................................................................... 98
Financial Transactions .......................................................................................................................... 99
Receipting – Unallocated (retail) ............................................................................................... 100
Receipting – Allocated (corporate) ............................................................................................ 102
Invoicing - Retail ........................................................................................................................ 103
Invoicing - Corporate ................................................................................................................. 106
Partial Invoicing ......................................................................................................................... 108
CCCF Invoicing and receipting (Non BSP) ............................................................................... 111
Allocating “unallocated receipts” in a booking ........................................................................... 113
Cancelling receipts .................................................................................................................... 114
Cancelling (voiding) invoices..................................................................................................... 115
Supplier Payments .................................................................................................................... 116
Payment Requests .................................................................................................................... 116
Paying Suppliers ....................................................................................................................... 117
Supplier Deposit Payments (only if the “Pre-Payment” function is activated) .......................... 119
Refund requests ........................................................................................................................ 122

SAM Consultant Training Manual 4 December 2015
Flow Chart

Upload

SAM
Mid office =

Sabre Trust Bank A/C
Front office =
Travel Debtor Management

PNR Management Travel Supplier Management

Client Information
Flight Bookings MYOB
Booking Information General Ledger Back office =

Hotel Booking - Segments Download
- Costings General Bank A/C
Car Bookings Invoicing Commission
Transfer
Air Pricing Receipting – Money In General Ledger

Supplier Payments – Money Out
- WP
Agency Reporting
- PQ

- ER

- DIT

Download

Client information can be added into SAM as a permanent record. This information can then be uploaded into the Sabre Reservation System to complete the PNR.
The Sabre PNR is then downloaded into the SAM booking file where itineraries and other client documentation can be emailed or printed. Once the booking details are
in SAM the “financial” transactions are created. This includes receipting money from the client, raising invoices and in some instances the paying of suppliers.
At the end of required periods, Commission can be transferred from the Trust Bank account and if required data can be exported to a 3rd party back office system.

SAM Consultant Training Manual 5 December 2015
Consultant Workflow

Below is the standard workflow for a Consultant using SAM for both Corporate and Retail Clients. The
main difference between the types of clients is the order of the Receipt and Invoice. This standard
workflow may vary slightly depending on the individual client situation. This will be looked at further in
the Booking Profile section of this manual.

Note - receipts should always be allocated to invoices and that the raising of an invoice locks the costing
screen from amendments.

Corporate Retail
Client Profile Client Profile
Booking Booking
Segments Segments
Costings Costings
Documents Documents

Invoice Receipt
Allocate Allocate
Receipt Invoice
Pay Suppliers Pay Suppliers
Take Commission Take Commission

SAM Consultant Training Manual 6 December 2015
Navigation in SAM

As SAM has the same look and feel in most screens there are some common features to help you
navigate around the product:

 As well as using the mouse to operate all the different screens in SAM the Tab key can also be
used to move the cursor to the next field within screens.
 Shift/Tab to move back to previous field.
 Radio buttons give a choice of one selection. Click to make a
selection, or change the selection.
 Check (tick) boxes can be selected by either clicking in the field,
or enter key. Multiple choices can be made.
 Hand symbol indicates a hyperlink, click to select.
 A mandatory field displays an * (asterisk) beside the field.
 Pressing Enter will action the highlighted button. In this example
the save button is highlighted.
 If a button has a letter underlined that letter can be used in
conjunction with the Alt key. For example type Alt S to save.
 Click the Calendar button next to any date field to display
a calendar.
 Various Date formats can be entered into date fields;
For example; 18/02/16, 18.02.16, 18-02-2016, 18 02 2016, 18022016, 18Feb and 18FEB16.
Or there are also some date shortcut formats that can be used;
t ..................... Todays date
T .................... Tomorrows date
y .................... Yesterdays date
mon ............... Next Mondays date
+3 .................. Number of days from today’s date

The “Red Menu” at the top of all the SAM screens is the main navigation tool and where you can access
the different parts of the system. According to your access privileges you may not be allowed into all
areas of the system. Depending on which area is selected from this Red Menu, the relevant sub menu
will appear on the left hand side of the screen.

SAM Consultant Training Manual 7 December 2015
The Home Screen
Messages

On the Home screen in SAM there are two
areas where messages can be displayed. To
the right of The HUB link is where you can
see messages that are generated from Sabre
Pacific (note - there are no messages in this example).

The agency messages area is for internal
messages from within your own Agency.
These can be used as an alternative to
sending e-mail communications to staff and
can be date driven.

My Tasks

The My Tasks function in SAM allows users to diarise tasks to be completed according to future dates.
Tasks can also be attached to, and accessed from, particular bookings and can also be attached to other
user logins within the agency. To access, click on the My Tasks link at the top of the home page

The My Tasks screen will then be displayed showing the current week’s diary items. By clicking on the
prev or next buttons you can move forward or backwards by weeks. Particular dates can also be retrieved
and the user may also view only completed or transferred items if desired. To access a full description
of a particular task simply click on that task underneath its day and date.

To add a new task click the “New” button on the top
right-hand side of the screen, then complete the
required fields. If a booking number is added, the
task will appear on the main screen of that booking.
If the task is added from within the booking the
booking number will be automatically inserted.
Once a task has been completed it can either be
deleted completely from SAM by using the delete
button or can be tagged as “completed” which will
remain in the system but only appear when
completed tasks are asked for.

Using the consultant drop down list enables you to
add a task to another colleague’s task list.
SAM Consultant Training Manual 8 December 2015
My Action items

The left hand vertical toolbar on the Home page shows the “my action items” section of SAM. This
displays the different categories that individual bookings may fall into if they are not fully completed and
the number of bookings that fall into that category. By clicking on any of the categories a list of booking
profiles will be displayed which require action. Note that some of the bookings in these categories may
not need to be actioned immediately. Individual bookings can then be quickly accessed by clicking on
the individual booking numbers in the list provided. A description of these categories is provided below.

ticketing......................................... All bookings contain a ticketing time limit and the booking will be
displayed here for the current day, plus 2 days ahead. Thursday
and Friday will display 4 days ahead.
unpaid suppliers .......................... Once a booking has been invoiced it will appear here until the
supplier is paid.
uninvoiced .................................... Once a chargeable costing is entered it will appear here until it is
invoiced.
supplier adj ................................... Bookings that have an ADM or ACM for invoicing or crediting.
unreceipted ................................... Any bookings that have been invoiced but not yet receipted.
quotes to follow-up ...................... When a follow up date is recorded in a quote document.
online bookings ............................ Lists bookings made via the Sabre Online booking engine.
amended online bookings ........... List bookings that have been amended using the Sabre Online
booking engine.
uncosted fees ............................... Bookings that have an automated fee that has not been activated.
other .............................................. Corporate bookings that required Travel Analysis Reporting (TAR)
or company reference’s.

Managing your User Details

From the left side of the Home screen you can change your password or
view your SAM login details by clicking on the links provided.

The ”change my location” link allows you to register yourself as out of the
office, eg for times of sickness or annual leave. This has important
implications for your ”action items” and “tasks” as they can be diverted to
another consultant in your absence if required. The indicator (in) or (out)
next to manage location lets you see your setting.

Note – This also affects the delivery
of bookings from the online booking
engine if using Sabre Online

To change your location, click on
the link and complete the inclusive
date range for when you will be
away. If required, select another
colleague from the drop down list
who will then be able to view your
action items and tasks, and then
save.

SAM Consultant Training Manual 9 December 2015
Recent Bookings and Profiles

The “Recent Bookings” and “Recent Profiles” section appears on the Home
screen and many other SAM screens. It is a faster way of accessing either
bookings or profiles that you may have been recently working in. By
clicking on either of the drop down list you will be able to access your recent
bookings and profiles with the most recent of each appearing at the top of
each list.

The Help Menu

From the red menu bar at the top of SAM, the “Help” menu can be accessed by any user. From this help
menu you are able to access the different types of SAM documentation.

Release Notes On every new version release of SAM a document is created to outline all of the
changes and enhancements to the system. These release note documents are then
placed in this section of SAM so they can be read by all users.

Documentation Is where all of the SAM training material is stored which can also be viewed or printed
by all users. There is also a section in this area called “miscellaneous documents”
which contains additional workflow tasks and procedures which may apply to
particular Agencies.

SAM Consultant Training Manual 10 December 2015