Indriani Rustomo

eSmart Manual Document Manual Documentation PROJECT : ABACUS AIRLINES Version 1.0 eSmart Manual Document 1. Template is filled with sample content and brief description of each document part. 2. All blue text is sample content. Its value can be changed to any intended value. Change the color to black and resize the font if you do. 3. All text in bracket is guideline to fill each section, it shall be removed. 4. If you want to print this document as your working artifact, do not print this page. eSmart Manual Document eSmart (electronic Seat Management and Reservation Technology) 1. About E-SMART (electronic Seat Management and Reservation Technology) is a web-based application Inventory and Distribution as total solutions for Airlines that support Inventory Management, Reservation and Ticketing, Departure Control System (DCS) and Integration with Online Payment. 2. Menu Menu eSmart : 1. Inventory  Seat Configuration  Aircraft Configuration seat  Master Flight  Master Flight History  Detail Flight  Detail Flight History  Product Option  Close Re-Open Reservation  Reconcile 2. Reservation  Availability  Schedule  PNR  PNR List  Cancel PNR List  PNR History  Queue  Re-Print Ticket 3. Ticketing  Reports :  Deposit Sales Report  Airlines Sales Report  Payment Deposit Report  Sales Report  Fare Basis  Fare Display  Location Office  Approval Pending List  Status Approval List  Ticket  Ticketed Passenger List eSmart Manual Document  Pricing 4. Departure Control  Reports :  EBT Report  Flown Report by DCS  Flown Report by DCS  Check In  Check In History  Blocking Seat  Passenger Name List  Passenger History  Baggage List  Passenger Transit List  Baggage Transit List  Passenger Final Sales  Check In Barcode  Passenger Manifest  EBT List View 5. References 6. Options 7. Refund 8. Help 3. User Management Sign Out The system has ALO (Automatic Logout) for idle ID. The default setting is 20 minutes and can be changed by Airline or Hosting Provider. Change Password User can change their password by themselves. User need to type their old password, type the new password, retype the password in the Confirmation text field and clicked the Change Password button. eSmart Manual Document eSmart Manual Document Options This Chapter of e-SMART (electronic Seat Management and Reservation Technology) document will describe about Multi Database Module. The user has privilege to access this module only hosting provider, which is PT. Abacus Distribution System Indonesia. The Menu of Options consist of: 1. Company A company table contains information about company codes, company types , and company names. The purpose of this function is to register each user companies that have authority or authorized to access this hosting system. There are three types of company. Each type has different authority to use the eSmart System (see Login Logout module), they are:  Hosting Provider  Travel Agent  Airline Add Company Click this button below to add new company : Complete this form below : This form is used for registering a company according to its type (Hosting Provider, Travel Agent, Airline). Note : Enter company code cell with 4 length characters. eSmart Manual Document Modify Company To modify company, click this following button : Change any desired field below : Delete Company To delete company, click this following button : 2. PCC (Pseudo City Code) Pseudo city codes (PCC) are codes which given to offices of a company. Each office in different location will be assigned a different code. If a company has two offices or places, a unique PCC will give to each of them. PCC should be setup and assigned to each Branch Office, GSA, or Travel Agent location. Add PCC Click this button below to add new PCC : Complete this form below : eSmart Manual Document Note : Enter code cell with 4 length characters. Company is retrieved from the Company List of the Company Master. Modify PCC To modify PCC, click this following button : Change any desired field below : eSmart Manual Document Delete PCC To delete PCC, click this following button : 3. EPR (Employee Personal Record) The EPR contains the appropriate keywords and duty codes for a user to perform the specific function or functions they are assigned to. Login id, password and duty code level can be created and edited for each user at each company office location. Add EPR Click this button below to add new EPR : Complete this form below : eSmart Manual Document Note : - PCC and TLC will be generated automatically after the user filled the Company. - Duty Code will be generated automatically after the user filled the PCC. Modify EPR To modify EPR, click this following button : Change any desired field below : eSmart Manual Document Note : User can also change their password from this menu by clicking the Change Password button from the Modify option displayed in the grid. User can input their new password and retype the password on the Confirmation Password text field and clicked Submit. 4. Parameter Parameter are information which is used by the system to control execution application & job program so then match with specific needs of a hosted airlines. The purpose of this function is to control behavior of execution or job process. eSmart Manual Document The parameter of system can be set up in this menu. There are three groups of set up : Menu General File Maintenance Day Abacus SITA Address Airline Accounting Code Ticketing Enable Ticketing Time Limit Ticketing Time Limit Rate Desk Price Prepaid Deposit Re-Issued Ticket Enable Void Ticket Void Fee Reservation Auto Ignore ReOpen Check-in Open Booking Maximum Seat Display Maximum Seat per Group Maximum Infant Pax Maximum Personal Booking Maximum RC Book Description Not implemented yet Telec Implemented when generating ticket number Yes(ticketing time limit is on) Range Period of ticketing time limit in days Pricing can be set manually Top up deposit Enable to re-issued ticket Enable to void ticket Fee charged for ticket void Auto Ignore in Reservation booking Yes (Re-Open Check in menu is activated in DCS) Set the status itenerary in reservation into Open Flight Status The number of maximum seat displayed in the Reservation menu The number of maximum seat that can be booked per group The percentage of total infant in a flight The number of maximum seat that can be booked per group Maximum passenger that RC can book Modify Parameter User can modify the parameter from this following form : eSmart Manual Document 5. User Active List User can monitor dan delete user login session from this menu. eSmart Manual Document References Chapter of e-SMART (electronic Seat Management and Reservation Technology) document will describe about References module. The Menu of References consist of: 1. Currency Add Currency To add new currency, click this following button : Complete this form below : eSmart Manual Document Note : Enter code cell with 3 digits character. Modify Currency To modify currency, click this following button : Change any desired field below : Delete Currency To delete currency, click this following button : This action will not delete any currency record when the currency already used in Fare Basis. The popup message will show as follow : eSmart Manual Document Update Rates User also can update rates of currency with click this following button : The result will show this popup message below: 2. City City is a table containing information about city information such as city code, local time, and offset or time laps between local places with GMT. You also can add, edit, or delete the desire record. Add City Click this button below to add new city : Complete this form below : Note : Enter city code cell with 3 digits character. This code used for origin and destination cities. Modify City To modify city, click this following button : Change any desired field below : eSmart Manual Document Delete City To delete city, click this following button : This action will not delete any city record when the city already used in City Pair. The popup message will show as follow : 3. City Pair City Pair is a table containing information about origin city, destination city, and difference time between them. You also can add, edit, or delete the desire record. Add City Pair Click this button below to add new city pair : Complete this form below: Note : - Origin and destination are retrieved from the origin and destination list of the City master. - If origin and destination already paired before, the create action will not create any city pair record. The response will display this following popup message : eSmart Manual Document Modify City Pair To modify city pair, click this following button : Change any desired field below : Note : If a city pair already used in Segment, the edit action will not edit any city pair record. The response will display this following popup message : Delete City Pair To delete city pair, click this following button : If a city pair already used in Segment, the delete action will not delete any city pair record. The response will display this following popup message : 4. Tax and Charge Add Tax and Charge Click this button below to add new tax : Complete this form below : eSmart Manual Document Note : If Tax Type = Tax , then Tax Percentage is mandatory. If Tax Type = Non Tax, then either percentage or amount Modify Tax and Charge To modify tax, click this following button : Change any desired field below : Delete Tax and Charge To delete tax, click this following button : This action will not delete any tax record when the tax already used in Fare Tax. The popup message will show as follow : eSmart Manual Document 6. Fare Type Add Fare Type Click this button below to add new fare type : Complete this form below : Note : - Enter code cell with 3 or 4 length characters. - Fare type can be identified in Reservation such as ADT (Adult) , CHD(Child), and INF(Infant). Modify Fare Type To modify fare type, click this following button : Change any desired field below : Delete Fare Type To delete fare type, click this following button : This action will not delete any fare type record when the fare type already used in Fare Basis. The popup message will show as follow : 7. PIC Prefatory Instruction Codes (PIC) are a set of instructions that directs the agent on what action needs to be performed on the PNR. eSmart Manual Document Add PIC Click this button below to add new PIC : Complete this form below : Modify PIC To modify PIC, click this following button : Change any desired field below : Delete PIC To delete PIC, click this following button : This action will not delete any PIC record when the PIC already used in queue. The popup message will show as follow : 8. SSR A Special Service Request (SSR) is used to request special service for a passenger and requires a response from the airline. Airlines will use SSRs for the following situations:  Wheelchairs  Special Meals  Assistance for handicapped or elderly passengers  Unaccompanied children Add SSR Click this button below to add new SSR : eSmart Manual Document Complete this form below : Note : Enter SSR code cell at least 4 characters. Modify SSR To modify SSR, click this following button : Change any desired field below : Delete SSR To delete SSR, click this following button : 9. Rule Add Rule Click this button below to add new rule : Complete this form below : eSmart Manual Document Modify Rule To modify rule, click this following button : Change any desired field below : Delete Rule To delete rule, click this following button : This action will not delete any rule record when the rule already used in Fare Rule. The popup message will show as follow : 10. Agent Commission Add Agent Commission Click this button below to add new agent commission : eSmart Manual Document Note : PCC is retrieved from the PCC list of PCC master. Modify Agent Commission To modify agent commission, click this following button : Change any desired field below : Delete Agent Commission To delete agent commission, click this following button : 11. Welcome Notes User can edit the welcome notes header and content from this form below : The result will show in the eSmart home. eSmart Manual Document 12. Aircraft Info Add Aircraft Info Click this button below to add new aircraft info : Complete this form below : eSmart Manual Document Modify Aircraft Info To modify aircraft info, click this following button : Change any desired field below : eSmart Manual Document Delete Aircraft Info To delete aircraft info, click this following button : eSmart Manual Document Inventory Chapter of e-SMART (electronic Seat Management and Reservation Technology) document will describe about Inventory module. You can access any of the Inventory Menu by clicking Inventory icon from the Navigation bar. The Inventory Menu contains 9 sub menus as follow: 1. Seat Configuration This menu is to configure seat for being used in an aircraft. Add Seat Configuration To add New Seat Configuration, click this following button: Complete this following form: After click “Create” button, configure Seat in form as follow: eSmart Manual Document Modify Seat Configuration To modify Seat Configuration, click this following button: Change any desired fields below: Change any configuration in form as follow: Note: This action will not modify any Seat Configuration, when the configuration is already used in Aircraft Configuration. Delete Seat Configuration To delete any Seat Configuration, click this following button: eSmart Manual Document Note: This action will not modify any Seat Configuration, when the configuration is already used in Aircraft Configuration. 2. Aircraft Configuration This menu is to configure an aircraft for being used in Master Flight. Add Aircraft Configuration To add New Aircraft Configuration, click this following button: Complete this following form: Modify Aircraft Configuration To modify Aircraft Configuration, click this following button: Change any desired fields below: eSmart Manual Document Note: This action will not modify any Seat Configuration, when the configuration is already used in Master Flight. Delete Aircraft Configuration To delete any Aircraft Configuration, click this following button: Note: This action will not modify any Aircraft Configuration, when the configuration is already used in Master Flight. 3. Master Flight Add New Flight To add a New Flight, click this following button: Or, click on this following tab: Complete this following form: eSmart Manual Document Edit Arrival, Departure and Meal Codes of each Segment in this following form: After Save Order, you can edit Facts for the New Flight in this following page: Click this following button to add New Fact Complete this following form You can also edit Segment Limit Sales (SLS) for your new Flight in this following form: To add new SLS, click this following button: eSmart Manual Document Complete this following form: Process Flight After Manage SLS, you can process Flight by clicking “Process” button on this following page: Or, you can also process flight in Master Flight page by clicking this following button: Modify Flight You can modify a Flight, by clicking this following button: Change any desired information you want: eSmart Manual Document Note: Modify Flight will not change any segment when Segments are already ordered. Modify Flight can be applied only for unprocessed Flight. Change Flight To Change a Flight, click on this following tab from Master Flight page: Then, click on this following button: Change any desired data you want to change (Segments, Frequency, Fact, SLS) eSmart Manual Document Note: Change Flight, can be applied only for Processed Flight, and Effective Date not less than today. Split Flight From Master Flight page, click on this following tab: Then, click on this following button to split a flight: Then a pop up form dialog will appear: eSmart Manual Document Click on “Date” button to split a flight by its effective date or click on “Freq” button to split a flight by its frequency. If you split by date, complete this following form: If you split by frequency, complete this following form: eSmart Manual Document If you done splitting a flight, then click submit Note: Split Flight can be applied to processed flight and a flight with effective date not less than today. Cancel Flight To cancel a flight, click on this following button: Complete this following form to cancel: eSmart Manual Document 4. Master Flight History This menu is to see history of a flight from being created, process to change. Type flight number you want to see its history in this following field: Click on Search button with loop icon to search. History of Flight you want to see will be displayed on grid below: 5. Detail Flight This menu is to update Authorization of a flight in a date, update and view visibility of a Flight. Update Authorization To Update Authorization, complete this following form, then click “Search” button: Set Authorization you want for this flight: eSmart Manual Document Update Visibility To Update Visibility, from Detail Flight page, click on this following tab: Complete this following form: If you want to change flight status for a specific date, just click on the check box under Change Status column like displayed below: View Flight From Detail Flight page, click on tab displayed below: eSmart Manual Document Complete this form to see Visibility of a flight: Then, you can see Visibility of a flight for several dates in a grid displayed below: 6. Detail Flight History This menu is to see detail flight history of a flight, that is changes in detail flight made to a flight in Detail Flight. Complete this form to see detail flight history of a flight: Then, the result will be displayed in a grid displayed below: 7. Close Re-open Reservation This menu is used to close or re-open reservation for a flight. If a flight is closed, reservation can be made only by Airport General Sales. Otherwise, if a flight is opened, then Airport General Sales cannot make a reservation. To Close or Re-open a flight, complete this following form: eSmart Manual Document Then, a message will appear in bottom right of the page. 8. Reconcile To Reconcile, complete this following form: eSmart Manual Document Reservation Chapter of e-SMART (electronic Seat Management and Reservation Technology) document will describe about Reservation module. You can access the Reservation page by clicking the Reservation icon from the navigation bar. The Menu of Reservation contains 8 sub menus as follow: 1. Availability To obtain the flight services available between the Origin and the Destination in a certain date can be done in this form.    Choose the Origin (required) Choose the Destination (required) Choose the Flight Date (required) Note : You can use the scroll or type the city in the dropdown list. The result would be as follow : You can check the flight schedule for the other day/date by clicking the display day/date tab in the result grid. The Inventory column display the availability of class that you can book and its price. The description for the Price : - ADT : Adult - INF : Infant - CHD : Child eSmart Manual Document Step 1 : Search Schedule To book a seat for passenger you can click the Inventory column. This flight search is actually the first step in the reservation process. After you choose a class to be booked, you can start the booking process. There are 4 steps in the reservation process. The numbers (1,2,3,4) are the steps you need to follow and the number marked in green indicates the step you are in. The following steps will be described below. Step 2 : Book Segment To add a new PNR, you have to book a segment. You have to fill the following form to create a reserve a flight.    Choose Yes/No in the “Over book” field Enter the number of seat (by default 1) Click Submit The passenger details data are provided in the tab menu shown below : eSmart Manual Document Information The Information tab contains the PNR, Ticketing Time Limit and Originator Section information. The Ticketing/Time Limit has the information about the ticket status and the period of the reseravation. History PNR History contains the log of transaction or actions which made by a PNR. eSmart Manual Document Itenerary Itenerary contains the list of itenerary of a PNR. You can Add New Segment, Add ARNK or even Cancelling an itenerary. When you are done with the data, you can click End Transaction. You can Add Segment(s) by clicking the Add Segment button shown below : A pop up Add Segment form will be displayed and you need to enter the Origin, Destination and the Flight date required. eSmart Manual Document Passenger You can see the list of the passenger in the Passenger tab. You can also Add / Edit / Delete Passenger in this tab. One adult passenger can only bring one infant. Phone Number A phone field is one of the required parts of a PNR. To edit phone number, from the “Phone” section in a PNR’s page, click Edit button. You can also Add / Edit / Delete Phone Number in this tab. This following form table will be displayed: eSmart Manual Document OSI (Other Supplementary Information) An OSI is used to communicate special information or needs a passenger may have. Some of the information provided in the OSI field is:  Passenger speaking only other languages  Passenger traveling with an infant  VIP (Very Important Person i.e. royalty, diplomat, member of congress, etc.)  Elderly and/or handicapped passenger needing assistance  Special occasions An OSI does not require action or a response from an airlines. It is simply used as an advisory tool. The use of the OSI will be dependent on local policy and procedures of the airlines. To add new OSI, from the PNR details, at the OSI section, click Create OSI button. This following form will be shown: You can also Add / Edit / Delete OSI in this tab. eSmart Manual Document Frequent Flyer Frequent Flyer is an optional of the PNR. Information required adding Frequent Flyer numbers includes: Owing Carrier : Airline to which the frequent flyer number belongs FF Number : Frequent flyer number Receiving Carrier : Airline which will receive frequent flyer information and issue mileage credit These are many frequent flyer programs in the airlines industry. Some carriers have cooperative programs, which allow miles physically flown on one airlines to be credited as miles flown on another. The owning carrier is the airlines that issued (and therefore owns) the frequent flyer number. The Receiving carrier is the frequent flyer program on which the miles will be credited. To add new frequent flyer number, from the PNR details, at the frequent flyer section, click New Frequent Flyer button. This following form will be shown: You can also Add / Edit / Delete New Frequent Flyer in this tab. eSmart Manual Document Remark Remarks are an optional field of the PNR. They allow additional information to be included in the PNR without altering the itinerary or special service requests. There are two types of informational remarks: 1. General Passenger Information Remarks 2. Historical Remarks General Remarks are used to enter information into a PNR regarding such items as:  Age of children traveling  Pronunciation of names when necessary  General passenger information General Remarks should be used when the information is not essential, is not associated to special service requests and can be removed from the PNR once no longer needed. Historical Remarks are used to enter information into as PNR regarding such items as: - Fare Quotations and Fare Rules - Documents required for international travel - Recording important conversations with the customer - Other information required by host Historical Remarks should be used when the information entered must become a permanent part of the PNR but no special service is being requested. eSmart Manual Document To add new remarks, from the PNR details, at the Remarks section, click New PNR Remark button. This following form will be shown: SSR (Special Services Request) Find the detail explanation about SSR in the Tables Module. To add a new SSR, from the PNR details, at the SSR section, click New PNR SSR button. This following form will be shown: eSmart Manual Document Pricing You can set the Price for each itenerary in this form. Click the Fare ID field to set or choose the fare (if more than one fare available). Tick the checkbox and Click the Store button to store the Price. The Price can not be stored if the itenerary status is LL/HL/WL. The system will display the following message : eSmart Manual Document 2. Schedule To can obtain the specific flight schedule between the origin and the destination in a certain date from this menu. To obtain the schedule, you can fill up the form :    Choose the Origin (required) Choose the Destination (required) Choose the Flight Date (required) Note : You can use the scroll or type the city in the dropdown list. The result would be as follow : You can check the flight schedule for the other day/date by clicking the display day/date tab in the result grid. 3. PNR A Passenger Name Record (PNR) contains the detail of the passenger’s itenerary as well as the personal information such as phone number. The PNR list will be displayed based on the PNR Code or Name we searched. In this form, you can do the following actions : - View PNR : click the PNR Code in the grid - Modify PNR : click the Modify button in the grid - Divide PNR : click the Divide button in the grid - Cancel PNR : click the Cancel button in the grid eSmart Manual Document Modify PNR The purpose of this menu is to modify the PNR data details. You can modify by updating, deleting and add new data in each of the tab details. Divide PNR The purpose of this menu is to divide a passenger from a PNR to a new PNR. You can tick the Passenger(s) to divide their PNR. After submitting, the system will make a new PNR for this passenger. Cancel PNR The purpose of this menu is to cancel all segments in the itenerary of a PNR. eSmart Manual Document 4. PNR List PNR List is a list of PNRs by segment. To display the list do the following actions :  Enter the flight number (required)  Enter the flight date (required) The list will be displayed when you click the Search button : 5. Cancel PNR List PNR Cancelled List is the list that contains the PNR which have already been cancelled. To display the list you can fill up the search field by 2 search criteria (by Code or Name). 6. PNR History PNR History contains the log of transaction or actions which made by a PNR. To display the list you can fill up the search field by 2 search criteria (by Code or Name). eSmart Manual Document 7. Queue The Queue allows the agent to provide communication between various departments by sending messages and transmitting PNRs to the appropiate departments and employees. A Queue is a file that contains messages or PNRs waiting to be processed for a specific purpose. These items are placed in the file (or queue) for access at a later time. Each Queue number has a purpose. - Queues 0-40 are system planned to assigned queues for ISAM assigned duties. Queues 41-511 are planned for airlines use, assigned by the individual airlines In addition to the numbered queues ISAM also has some standard message queues for system assigned and for internal airlines use. This queues use alphabetical from A to Z letters. The Queue list can be displayed by entering the PCC and Queue Number seen below : The Queue List will be displayed like shown below : eSmart Manual Document Queue can also be created by Clicking the Create Button. The Form will appeared as follow : The new Queue created will be shown in the grid : The PNR/Message can be removed from the Queue by the delete Action. 8. Re-Print Ticket Ticket can be Re-print from this menu. The list of PNR/Passenger will be displayed based on the search entry. eSmart Manual Document There are two actions that you can do : 1. View TST : redirect to TST Page where you can print the ticket, or 2. View Ticket : redirect to Ticket detail Page where you can view your eTicket, view Price or void your ticket. eSmart Manual Document Refund Refund menu is used to cancel your reservation. You can submit a refund ticket request by entering the information needed in the form. Access the refund menu from the navigation bar : 1. Refund Ticket The Refund Ticket form is used to make a ticket refund request. Enter the Ticket Number in the Ticket Number field and click the Search button. The Ticket detail will be displayed as follow : eSmart Manual Document There are two types of refund, Involuntary and Voluntary refund. Voluntary refund is refund requested by a passenger because he/she wants to reroute, change date, etc. Involuntary refund is caused by cancel flight or overbook, down grade, etc. eSmart Manual Document By default the system Refund type is set as Voluntary Refund, to change it into Involuntary Refund you can click the Cancel Flight button in the Percent CF% field. Payment Refund can be done by two ways, by Top up(deposit) or Cash. You can choose the payment type by clicking the Payment Type field. After you complete filling up the form, you can click the Commit button : A message below will be displayed if the ticket is successfully refunded. 2. Refund Ticket Detail You can acces this menu to obtain the list of Refund ticket. You can also view the ticket refund detail and print the refund payment receipt of a certain ticket. Enter the ticket number in the search field and click Search ” ticket number. ” To obtain the list of a certain You can view the ticket detail by clicking the ticket code. The display of the ticket detail : eSmart Manual Document You can print the Refund Payment Receipt by clicking the Print Action. eSmart Manual Document Departure Control Chapter of e-SMART (electronic Seat Management and Reservation Technology) document will describe about Departure Control module. You can access the any of sub menus in Departure Control by clicking the Departure Control icon from the navigation bar. The Menu of Departure Control contains 15 sub menus as follow: 1. Check In This menu is to assign seat for passengers and record passengers check in data. This menu also set check in status from “close” to “open” and vice versa. To open check in or input passengers check in data, first complete this following form: Open Check In To open check in, click this following button eSmart Manual Document Complete this following form: Note: Open Check In can be applied only for closed Check In. Check In To input Check In, click on this following button: Then, you will be redirected to this following page: To input passenger check in data, click on this following button: eSmart Manual Document Complete this following form: Seat Map To set a seat for a passenger, click on this following button: Select a seat, according to passenger’s class as follow: eSmart Manual Document Note: you can input check in data, only if check in is already opened. Close Check In You can close check in for a flight, by clicking this following button: Or, in Check In page, click on this following button: Note: Close check in, can be applied only if reservation for a flight is already closed by Reservation Control. 2. Check In History This menu is to show who and when was a check in procedure processed from a specific flight, date and board point. Complete this following form to see check in history for a flight: Then, you will see the result as follow: eSmart Manual Document 3. Blocking Seat Blocking seat is a function to block seat(s) from available seat. The blocked seat(s) could not sell to passengers. Then a blocked seat(s) cannot be selected in check in. To block seat(s) for a flight, complete this following form: Select any seat you want to block, as follow: eSmart Manual Document Note: Selected seat on Check in, cannot be blocked in Blocking Seat. 4. Passenger Name List This menu is to display list of passengers from a specific flight, board point and date. To see list of passengers, complete this form first: Then, the result will be displayed in a grid as follow: 5. Passenger History This menu is to show who and when was a check in procedure processed from a specific passenger. To see history of a specific passenger, complete this following form: eSmart Manual Document Then the result will be displayed as follow: