Create a Travel Agent (Cloud) 🎥
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Travel agents help generate reservations and may earn commissions based on negotiated rates. To properly track agent details and commission arrangements, you must first create a Travel Agent record in Visual Matrix Cloud. This article shows you how to set up a new Travel Agent profile so you can assign agents to reservations and manage their account information.
Path: Accounting > Travel Agents > Travel Agent
Instructions
To create a new Travel Agent profile, begin by opening a blank Travel Agent form.
1. Click New in the Travel Agent section to open a blank Travel Agent Information screen.
2. Travel Agent Information: This section contains the primary identification and address details for the agency.
- Enter the agency’s IATA number or a unique identifier used by your property.
- Enter the official name of the Travel Agency as it should appear in reservations and reports.
The IATA (International Air Transport Association) number is a 7-digit, unique accreditation code that acts as a travel agency's passport to the airline industry.
- Enter the primary street address of the agency.
- Enter additional address details if needed (suite, unit, etc.).
- Enter the agency’s city, state, and postal code.
- Select the country where the agency is located.
- Enter the agency’s Federal Tax Identification number if required for reporting.
- Select an internal Company Code used to group travel agents into categories (such as Tourism or Business).
- Enable the 1099 option if the agency requires 1099 reporting.
3. Commission: This section defines how the Travel Agent earns commission.
- Select the Travel Agent type (for example, Regular Travel Agent).
- Enter the commission percentage the agent earns on eligible reservations.
- Select Yes if this agent participates in additional incentive programs.
4. Statistics: This section displays performance statistics for the selected period.
This section shows revenue, nights, ADR, and production statistics for the selected time period. These fields populate automatically based on reservation activity.
5. Contact Information: Use this section to enter the primary contact details for the agency.
- Enter the primary contact person for the agency.
- Enter primary and secondary phone numbers for the agency contact.
- Enter the contact’s email address.
- Enter internal notes related to this Travel Agent.
6. After completing the required fields, click the Save (disk icon) in the upper right corner to create the Travel Agent profile.
Still Need Help With This Topic?
Ask Yourself:
- Did I enter a unique identifier so the system can save the record?
- Did I select the correct TA Type?
- Did I fill in at least the required fields marked with a star (*)?
Support May Ask You:
- The values entered in the IATA and Agency Name fields
- A screenshot of the Travel Agent form you’re completing
- Whether you received any error or validation message
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