This section of the user guide describes how to add or edit a new Travel And Expenses (T&E) client.
When a TMC user logs in, they are taken to a dashboard displaying all of the Boarding Requests they have set up and the current status of each Boarding Request.
The stages are:
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Draft – The Boarding Request has been created, but not submitted.
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In Review – The Boarding Request has been submitted.
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Rejected – The Boarding Request has been rejected due to irrelevant/insufficient detail.
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In Progress – Card Pool received – The Boarding Request has been linked to a card pool.
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Awaiting Card Pool – The Boarding Request has been received and is waiting for a card pool.
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Issue (TMC, Conferma Pay or Card Issuer) – There is a problem with the Boarding Request or account.
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Quality Assurance – The Boarding Request is in the process of being tested.
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Live – The account has been released to the TMC.
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If you want to give access to a new client via Setup Portal, you will need to submit a Boarding Request. The TMC can submit the Boarding request at any time, however, once the TMC/client has applied for a card pool with the card issuer, a Boarding Request should be submitted asap. When the card issuer has created ad added the card pool into the Setup portal, the Boarding Request can be linked to the card pool and the implementation process can begin.
Click New Request on the Home page and complete the information requested on the form:
Note
A Boarding Request must be completed for each card pool.
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Agency Details
Complete this section with the TMC/Agency details Fields marked with an asterisk * are mandatory.
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IATA/ARC/BSP number – this information is detailed on the Third Party Authorisation form for TMC/Agency commission collection purposes.
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Master PCC/Office ID – required for TMC/Agency billing purposes.
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Is the Agency the card holder? – if this is checked, then the Corporate Client Details section is auto-populated with the TMC/Agency Details. If this is unchecked, then the user will need to complete the Corporate Client Details section.
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Corporate Client Details
If the client owns the card pool, complete the mandatory fields then click Save & Continue.
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Card Account Details
This section provides the card issuer details for the new card pool to be linked to the Boarding Request.
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Country of Issuance – select the country of issuance from the dropdown.
Card Provider – This will remain greyed out until you choose the country of issuance. The available card providers in the dropdown are dynamically linked to the country of issuance, so that you can only select card providers available for that country.
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Currency - select from the currencies available for the selected card issuer and country of issuance. This dropdown will remain greyed out until both a card issuer and country of issuance are selected. The available currencies in the dropdown are dynamically populated so that you can only select from currencies that are accepted for the country of issuance and card provider.
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Account Spend Type –select from the dropdown.
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Tolerance Parameters
The Tolerance Parameters are applied to every virtual card issued from the card pool and enable the spend and date controls.
Click the '?' next to each parameter to view contextual information and recommendations for them.
When you have entered the details, click Save & Continue.
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Online Settings
This section allows the user to configure Conferma Pay Online settings.
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Disable Zero Amount on Cancel - check this box if you would like the Charge Amount displayed in Conferma Pay Online to remain and not be reduced to zero.
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Mandate Traveller Email Address –check this box to allow use of the Conferma Pay App when registered.
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Supplier Instructions – this information is included on the Third Party Authorisation communication to the supplier. Use this to provide specific instructions e.g. guest to settle extras/no alcohol allowed with chargeable meals etc.
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Mobile App Settings
The information completed in this section will be visible to the Conferma Pay Mobile App user under the Travel Agency contacts details.
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Enable TMC Email Voucher – when completed a copy of the payment communication is emailed to the TMC (for security, only the last 4 digits of the virtual card are displayed).
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Enable CVV Access – allows the TMC user to view the CVV in Conferma Pay Online.
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Custom Data Fields
Custom Data relates to the User Defined Fields to be collected by the TMC at the point of the card deployment, and is captured for reporting purposes. Multiple Custom Data Fields can be configured with either an optional or mandatory status.
Label Name – must match exactly to the field configured in the booking platform e.g. Employee ID vs Employee Number.
Control Type – regulates the type of data expected for the custom field in Conferma Pay Online e.g. free text, dropdown.
If the TMC does not already collect Custom Data Fields, then this subject should be discussed with the client and any new requirements identified and configured.
Warning
If Custom Data Fields are not configured, this will impact customer reporting.
Configured fields can be viewed in the Preview.
Once the account status is Live, you can amend the Custom Data Fields in the Administration section of Conferma Pay Online.
If you do not add any Custom Data Fields, you will see the following warning message. Click Ignore to continue, or click Configure CDFs if you want to go back and add Custom Data Fields.
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Platforms
Virtual cards can be deployed from any of the integrated booking platforms. Enter the platform name or click Search to return a full list of all integrated platforms. All platforms to be used by this Card Pool should be added.
If no platforms are added, then the TMC user will only be able to deploy virtual cards from Conferma Pay Online.
Platforms that have been added will appear in the Selected Platforms view.
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Client Account Codes
Once a Platform has been added a Client Account Code (CAC) must also be added in order to link each Platform to the Card Pool. Where multiple Platforms for the same provider have been added, the same CAC can be used for all platforms e.g. Sabre LCC Red App and Sabre Red CACs that have been added appear at the bottom of the screen.
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Card Pool Group Access
A Card Pool Group contains one or more Card Pools providing user access to those Card Pools. A Card Pool Group enables user access to the Card Pool in Conferma Pay Online and/or Conferma Pay Snap.
You will normally select the TMC Master Card Pool Group, but you can also select one or more existing Card Pool Groups, or create new Card Pool Groups in order to manage access to the TMC team members.
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Select which Card Pool Group will be responsible for the reconciliation of the virtual card pool.
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Communication Settings
This section controls where the supplier sends the copy of the hotel folio/invoice. We recommend that you choose Send to SNAP Only - unless there is a valid reason for a copy of the hotel folio/invoice to be issued to a forwarding address.
Add in the TMC/Agency central contact details for the team servicing this client. These are detailed on the payment communication so that the hotel knows who to contact if they have a query about the reservation.
The email address in the Default Communication Failure Email Address field will be used to alert the TMC/Agency when a communication has failed.
If you chose Conferma Pay Snap Only on the previous page, the Invoice Email will be prepopulated and you will not be able to make further changes. Complete all of the mandatory fields and any required optional fields and click Finish.
If you chose Send to Snap and Forward on the previous page, you will be asked to configure an email alias.
If you chose Send to You Only you will see the option to add contact details including a postal address. Complete all of the mandatory fields and any required optional fields and click Finish.
From the View Existing Card Pool page, click Add Notes to enter a message. This generates an email notification to the Conferma Implementations team to action.
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Live Edit allows you to make amendments after the Boarding Request has been pushed to a Live status.
The available amendments are:
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Agency Details,
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Tolerance Parameters,
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Conferma Pay Online & Conferma Pay App Settings,
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Platforms and CACs (can only be added),
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Card Pool Groups,
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Communication Settings.
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Note
The option for Live Edit is only visible once the Boarding Request has been pushed to a Live Status.
New TMCs should upload a copy of their logo, which will be displayed on the payment communication. You only need to do this once for any new TMC, it is not required for every Boarding Request.
Go to Home > Tools > Consumer Logos.
If you need to update the TMC logo at any point in the future, the new logo can be uploaded in this section and will be applied to all client accounts managed by the TMC.
Click Browse to search for a file to upload.
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You will see the uploaded logo on the screen.