When you receive a commission inquiry follow the steps below:
Search the confirmation number that was provided in the commission inquiry that the agent submitted via Trams.
Click the Invoice tab, then Query
Set the Ticket/Confirm No filter to "Contains"
Make sure the Query screen is set to View By Booking
Enter the supplier confirmation number in the Ticket/Confirm No field and click Query
If we have received the payment, it will populate in the search results with the month and MIA listed in the Remarks section of the invoice.
If you can't find the invoice by searching by confirmation number, also try to search by last name only.
If you can't find the invoice by searching confirmation number or last name, check the agent's profile to see if the agent is a GDS agent. If they are, ask them if they booked the trip via GDS.
If you an MIA month results from the search, but you can't find the confirmation number in the list, check to see if some of the numbers are missing from the end.
Double-click the MIA month search result that corresponds with the confirmation number that populated. This will open up the list of payments from that month's MIA entries.
Sort the MIA entries by Confirmation Number to find the confirmation number that we are looking for from the commission inquiry
Search by confirmation number first – if not found then search by vendor
Once we find that confirmation number, double-click that entry and an editing box will pop up
Go to the Agent tab (5th tab across the top of the box) and change Agent field to MIA claimed (MIA-Claimed)
In the agent field, type MIA-CLAIMED and click update.
Click OK on the edit box and then
The entry will now have MIA-CLAIMED listed in the 1st Agent column
Highlight the entry that now says MIA-CLAIMED
Click COPY which brings up the same box for editing
On this screen insert the negative sign in front of the entry for Total Fare and Commission Rate and click OK
Check to see that the negative entry is showing as open and the positive entry is showing as closed in the Vendor Status column.
Then hit OK on the big screen as well which causes the item to process
The next step is to create a zero-cash receipt
Click Payment -> Payment Received
Set the following highlighted fields to match the screenshot below
Enter the Vendor's name in the Vendor field.
If the Vendor's name is different on the MIA payment, click all vendors in the vendor settings section.
Click Query
Sort the results by the confirmation number column and double-click on the negative payment and the positive payments
The Unapplied Total at the bottom of the screen should equal zero
Click Ok
Payment Amount is Zero: Yes
Do not create a Journal Entry
View the Agent's statement in Trams to ensure the payment was processed.
If the agent's invoice being submitted late was the reason for the missing commission, check to see if they've already been given a late fee waiver. If they have used their late fee waiver for the month, charge a late fee. If they've already been given a late fee for the month, it will be noted in the notes sections of their Freshdesk profile. Late Fee Adjustment Steps
Reply to the member letting them know you processed the payment and it should be on their interim statement.
