Agency companies are all those entities that help hoteliers get more bookings under specific conditions. Agencies are created at the chain level and are accessible by all the properties in the chain.
In a company's profile, we can find the following information:
- Overview
- Contact Information (Contact)
- Addresses (Address)
- Billing Information
- Related Companies
- Remarks
- Custom Fields
- Negotiated Commissions
- Booking History
- Issued Invoice History
- Deposits Made
- Associated Credit Account
- Company Contacts
- Company Customers
Additionally, from the company profile, we can perform the following operations:
Overview (Detail)
The company detail manages the following information:
- Name: Indicates the name of the company
- TaxID: Indicates the company's tax identifier
- IATA: This value only appears if it is an agency and corresponds to the agency's identifier
- Payment type: Indicates the payment method for bookings where the company is listed as the biller (Bill to)
- Source: Indicates the default source for this company
- Segment: Indicates the default segment for this company
- Profile group: Indicates the group to which the company belongs
- Language: Default language of the company
Contact Information
In this section, we will add the company's relevant emails and phone numbers.
Addresses
In this section, we can add the company's contact address (or addresses). As a general rule, we will not include branch addresses here, as there is a dedicated section for that later on.
Billing Information
If the billing address differs from the default address configured, it can be specified in this section. In this way, when issuing an invoice to the company/agency, the information indicated in this section will be used as a reference.
Additionally, in this section you can configure three options:
- D If this parameter is enabled, invoices cannot be issued when this company/agency is the invoice holder.
- Convert deposit: By enabling this parameter, deposits issued to this company/agency and associated with a stay will be refunded and converted into a payment in the folio automatically during the check-in process.
- Allowed product types: In this section, you can indicate the types of products that this company/agency can be billed for. For example, so that it can only be billed for deposits but not for lodging and/or services.
Related Companies
From this section, we can:
- Select a parent company: In this case, simply select the parent company
- Or select to add branches to the company
NOTE
- A company that is a subsidiary of another cannot have further subsidiaries itself.
- Rates, offers, or promotions negotiated with a company, if it has subsidiaries, will be extended to all its subsidiaries. To remove it, we will have to exclude it from the
Remarks
From this section, we can enter company remarks that can later be viewed in bookings where the company appears as an intermediary.
Custom Fields
From this section, we can add custom fields with specific information for the company.
Negotiated Commissions
Displays the list of commissions applicable to the agency/company for the selected hotel
Booking History
Displays the list of bookings in which the agency/company has been involved in some way for the selected hotel.
Invoice History
Displays the history of invoices issued to the agency/company and allows access to each one of them
Associated Deposits
Displays a list of deposits linked to the agency/company and their corresponding status
Company Credit
From here we will indicate whether a company has credit or not, as already explained in the following article.
Delete agency or company
If we wish to delete an agency/company, go to Options and select Delete. Companies with assigned bookings cannot be deleted and an error will occur if you try.
Create deposit
When creating a deposit from Create deposit, it will be directly assigned to the agency/company you are currently viewing. For more information about deposits, we recommend following the next article
Create commission
From the Options menu, you can create a commission for this company.
Merge company
Ulyses Cloud is able to evaluate possible duplicates of the company you are using. In the example below, we see the sequence of screens that evaluates possible duplicates of the company Riffpedie across all our properties. In this process, it takes into account various variables within the profile such as:
- Agency/company name
- Tax ID
After completing the evaluation process, Ulyses Cloud will provide a suggestion. If the suggestion does not find any possible duplicate but you are sure there is a duplicate, we recommend using the manual search.
Once the different options have been selected, Ulyses Cloud will add the data from the possible duplicates to the main profile (target) and delete the others.
Tag management
You can add as many tags as you like to an agency or company. This way, you can create a custom classification for them and later perform searches based on these tags.
Key Contacts
Key contacts are the relationship between Contacts and Companies. A company can have N key contacts.
You can easily create key contacts for companies through the Contacts tab
Or simply by selecting the company in the contact's profile.
From there, you can now view the company's contacts
Company Customers
To add customers to a company, you can do so manually by going to the Customer tab in the company's profile or automatically through companies involved in a booking.
Thus, if a reservation for a room lasting 4 nights for customers John Doe and Marga Doe had a structure similar to the following:
- Booker: Booking.com
- Bill to: This reservation is billed to 2 companies. The first three nights are billed to the company Vodafone Spain and the last to John Doe as an individual
- Central: Vodafone Central for the first 3 nights
- None of them are selected
If you later access the company profiles of Booking.com, Vodafone Spain, Vodafone Central, and John Doe, you will see that all of them have added John and Marga Doe as customers after checkout.