Galileo Refund Formats Guide

8/8/2019 Galileo Refund Formats Guide

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GalileoAutomated Refund

Formats Guide

SUMMARY

INTRODUCTION AUTOMATED REFUND ...........................................2


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Automated Refund Galileo

INTRODUCTION AUTOMATED REFUND

Automated Refund allows agents, who are in position of a ticket printer, toautomatically refund documents via the Galileo system in the Dutchmarket. With this brochure we provide you the formats, which have beendeveloped to support Automated Refund.

BSP-NL Requirements

First of all, it has to be noted that all automated direct refunds are beingissued by the agent at his own risk and account. In case of doubt, theagent has to submit a refund application to the airline concerned.

Refund can only be made in the country of original issue and in thecurrency of that country.

Refund can be accepted for cash or credit card paid documents; is notallowed for mixed payment.

The document involved is still valid (i.e. within 1 year after issue date), butpossible reservations have been cancelled.

Refund can only be accepted for stored documents. Refund of non-storedtickets can only be applied for manually. Please note Galileo only storesdocuments for 90 days.

Calculation of the refund is made in accordance with the applicableconditions.

Refund can not be allowed for non-refundable tickets.

Refund of DI tickets can be accepted.

Refund of tickets issued in exchange for can be accepted.

Refund notice can not be printed at the STP.

AR 2 Galileo Formats March 2002


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Galileo Automated Refund

The refund does not involve documents for which authorisation of theairline concerned is required.

The refund does not involve an involuntary refund, i.e. caused bycancellation of a flight, delay of a flight, cancellation by the airlineconcerned of seat that had been confirmed before, missed transfer orrefusal of transport.

The refund does not concern a reduction of the tariff or the differencebetween normal and excursion tariffs (i.e. re-adjustment of fare).

The refund has to be covered by the relevant Flight Coupons and the

Passenger Coupon.

All entries are subject to BSP-NL specifications.

Galileo Formats March 2002 AR 3


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BSP Refund Notice Document and Reporting

Printer Linkage

The agency has to link the workstations to a designated itinerary printer onwhich the Refund Notice Documents should be printed:

Input e.g.: HMLME5645EDI(E5645E is the GTID of the itinerary printer.)

The refund notice must be produced as required by BSP-NL.

For report and controlling purposes 2 Refund Notice Documents will beprinted on the designated itinerary printer.

BSP/NL has decided that agents will have to send the unused flightcoupons, together with a Refund Notice, to the DPC (ADP/GSI) for furtherdespatch. The Second Refund notice is for the agent's own administration.

Please revert to BSP-NL documentation for reporting instructions.

Example Refund Notice:


125 BRITISH AIRWAYS DATE OF ISSUE GALILEO TRAVEL

REFUND NOTICE 05JUL01

PASSENGER NAME REIZIGER/NJMR HOOFDDORP

CURRENCY CODE EUR NL

INTERNATIONAL 88888881

GROSS NET REFUNDED DOCUMENTS CPNS

FARE PAID 4000.00 4000.00 125 9900210339 5 1234

FARE USED 0.00

CANX FEEREFUND 4000.00 ORIG ISSUE/EXCHANGE ONLY

TAX 1 NL 4.88 125 9900223859 1

TAX 2 RN 10.89

TAX 3 WD 24.05 NR TOUR CODE

CASH 4039.82 CARD NUMBER Y DI81

CREDIT 0.00

COMMISION RATE 7.00 REFUND NUMBER 125 7002000314

REMARKS


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Refund of complete ticket with stored data.

If no coupons have been used and a full refund of the issued ticket(s) isrequired one may use the following entry:

TRA01699900008235/06JUL Ticket number including 3 digitairline code and check digit/ticketissue date

Notes:

TRA is not allowed for tickets, which have been issued in exchange. The

response it attempted will be:USE TRN TO REFUND EXCHANGE TICKET

TRA is not allowed for Electronic Tickets. The response it attempted willbe:

TICKET NUMBER IS ELECTRONIC

Refund of complete ticket with penalty charges

If no coupons have been used and a refund of the issued ticket(s) withpenalty charges is required add the following to the TRA-entry:

TRA01699900008235/06JUL/X200.00 X and the cancellation chargeamount

If ticket has been paid by credit card with customer file reference, do enteradditionally the following, so the customer file reference number will bereported to the Credit Card Company:

TRA01699900008235/06JUL/X200.00/CF1-98776



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Refund partially used ticket(s)

This refund is requested by a fill-in-format (FIF). This FIF can be requestedand completed by the issuing agent. When the final ENTER is made, a

refund message is sent to the airline, which may accept or reject it. Pleasemind that the airline does not make any verification on the tariff rules or therefund amount. To enter the correct data is the responsibility of theagent.

Input:TRN08516771083884/05JUL01 Ticket number including 3 digit

airline code and check digit, ticketissue date

The FIF screen will be displayed, it will be partially filled.

Response Refund screen 1:

>*TRN1 PAGE 1 OF 4

DATE OF REFUND: 05JUL01 ORIGINAL COMM RATE 7.00 CURRENCY EUR

ISSUE DATE OF REFUNDED DOC 06JUL01 AIRLINE .1). DOM/INT I

PASSENGER NAME EXAMPLE/CREDITREFUND

DOCUMENT NUMBER 08516771083884 THRU DOC

UNUSED COUPONS FOR DOC1: .2). DOC2: .... DOC3: ....UNUSED COUPONS FOR DOC4: .... DOC5: .... DOC6: ....

CASH AMT EX TAX PAID ..... CASH AMOUNT USED ...3)...

CREDIT AMT EX TAX PAID 733.00 CREDIT AMOUNT USED ...4)...

TOTAL TAX AMOUNT PAID 15.50 CANCELLATION CHARGE ...5)...

UNUSED TAXES TO BE REFUNDED Y/N 6)

1) AirlineEnter 2 or 3 letter airline code.

2) Unused Coupons for DOC1 etc.Enter12 for coupon 1 and 2.

If no coupons are being refunded for a ticket in a conjunction ticket,enter N in the 1st position of the DOC1, DOC2 etc. box.

3) Cash Amount usedComplete when form of payment was other than credit card. For fullrefund, enter0.00 / For partial refund, enter amount used.

4) Cash/Credit Amount usedComplete when form of payment was credit card. For full refund, enter

0.00 / For partial refund, enter amount used.



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5) Cancellation ChargeWhen a cancellation charge is to be applied to the transaction, enterthe appropriate amount; e.g. 100.00 / If no cancellation charges isapplied, leave blank.

6) Unused Taxes to be refundedTab to this field and enterY or N as appropriate and ENTER.

If an error is made on a refund screen, it may be redisplayed with *TRN.

Previous screens may be redisplayed by inputting the screen number e.g.*TRN1.

If the first screen is completed correctly, the tax screen is displayed, if youselected Y for unused taxes to be refunded, otherwise second refundscreen is displayed (see next page).

Refund Tax screen

>*TRNTAX

TX1 1).... 2). TX2 ....... .. TX3 ....... .. TX4 ....... ..

TX5 ....... .. TX6 ....... .. TX7 ....... .. TX8 ....... ..

TX9 ....... .. TX10 ....... .. TX11 ....... .. TX12 ....... ..TX13 ....... .. TX14 ....... .. TX15 ....... .. TX16 ....... ..

TX17 ....... .. TX18 ....... .. TX19 ....... .. TX20 ....... ..

BT01 3). 4)..... BT02 ... ....... BT03 ... .......

BT04 ... ....... BT05 ... ....... BT06 ... .......

BT07 ... ....... BT08 ... ....... BT09 ... .......

BT10 ... ....... BT11 ... ....... BT12 ... .......

BT13 ... ....... BT14 ... ....... BT15 ... .......

BT16 ... ....... BT17 ... ....... BT18 ... .......

BT19 ... ....... BT20 ... .......

1) Enter amount of tax as applicable e.g. 5.352) Enter the two letter tax code e.g. NL3) If Breakdown Tax (ZP-tax) has to be refunded, you have to specify the

city code; enter the city code e.g. JFK4) Enter the USD Breakdown amount e.g. 2.75



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If previous screen(s) is completed correctly, the second refund screen willbe displayed:

Refund screen 2

>*TRN2 A/L AUTHORITY 1).................. PAGE 2 OF 4

REFUNDED PFC AIRPORT CODE AND CHARGE INDICATOR

PFC1 2). 3)... PFC2 ... ..... PFC3 ... .....

PFC4 ... ....

ORIGINAL ISSUE : DOC NO .............. DATE ISSUED .......

PLACE OF ISSUE ... IATA NUMBER .......

CREDIT CARD CODEAX CARD NUMBER 375811111111115

EXPIRY DATE 0901 REFUND AMOUNT 4)......

CREDIT FOP CODE 5) NUMBER 5)

EXPIRY DATE 5).. REFUND AMOUNT 6)......

COMM PERCENT/AMOUNT ON CANCELLATION CHARGE 7).../ 8)......

TOUR CODE 9) NET Y/N N NET FARE AMT 11)TOTAL CREDIT REFUND DUE 748.50 TOTAL CASH REFUND DUE 0.00 10) THIRD SCREEN Y/N 12)

The TOTAL REFUND DUE, calculated from the information on theprevious screen(s), is shown on this screen.The example above is with a credit card payment, hence the filled-in creditcard details are for illustration in bold print.

1) Airline authority code if such has been obtained. Maximum 15characters.

2) If applicable, complete with PFC airport code e.g. JFK

3) PFC amount e.g. 4.50

4) Enter REFUND AMOUNT without currency code for first credit cardused.

5) If payment was by 2 credit cards, details of the second card willautomatically be filled in these fields.

6) Complete with refund amount for 2nd

credit card if used.7) If applicable, complete either 7) or 8), not both. Percentage e.g. 7

This is any applicable commission on the cancellation amount, noton the full amount.

8) If applicable, complete either 8) or 7), not both. Amount in currencye.g. 10.00

9) Automatically completed if TC modifier was originally entered.

10) Automatically completed: N if No Net Fare, Y if Net Fare is applicable.

11) Automatically completed: Net Fare amount if applicable.

12) Access of third screen is only necessary if form of payment was withthree credit cards, by inputtingY. Otherwise input N



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Note: if the MIR screen (Fourth screen) needs to be completed the Yshould be entered. The Third screen should be left blank and the Y should

be entered on this Third screen to access the Fourth (MIR) screen.

The third refund screen for our example is not relevant, so the N is input.

Response:

AUTOMATED REFUND NOTICE ISSUED

CREDIT CARD AX 375811111111115 AMOUNT 748.50

Refund screen 3

The top part of the 3rd screen will be completed by the system only whenpayment was made with three credit cards.

The display shows in any case the system calculation for the total refunddue either by credit and/or cash.

>*TRN3 PAGE 3 OF 4

CREDIT CARD CODE CARD NUMBER

EXPIRY DATE .... REFUND AMOUNT ........

TOTAL CREDIT REFUND DUE 748.50

TOTAL CASH REFUND DUE 0.00

FOURTH MIR FREETEXT SCREEN Y/N .



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Refund screen 4

This screen is used only if additional data is required for the Refund MIR(Machinable Interface Record) transfer into a back-office system. Anyrequired data is completed as free format text as defined by your back-

office provider. For sample inputs see Formats Guide DOCS 21. Pleasenote that the REFUND must be set to YES on the MIR Options and TypeTable (MMOD and MMTD, level second only).

>*TRN4 MIR FREEFORM DATA PAGE 4 OF 4

DI- .........................................................

DI- .........................................................

DI- .........................................................

DI- .........................................................

DI- .........................................................

DI- .........................................................

DI- .........................................................

DI- .........................................................

DI- .........................................................

DI- .........................................................

DI- .........................................................

DI- .........................................................

If the screen is accessed by error, will complete the function.



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Effects of Automated Refund on the TINS Report

Once a refund transaction has been completed the information willappear on the TINS Report display with RFND on the day that the

refund has been issued. Additionally a REFUND notice number will beshown.

Input to request the TINS Report: HMPR

Example of the TINS Report:

GALILEO NEDERLAND TESTROOM TINS REPORT 06 JUL 01

CURRENCY CODE EUR IATA NUMBER 88888881

A/L TKT/STOCK NBR PASSENGER NAME FARE TAX COMM FOP

085 9900134596 TEST/GALILEOMR 555.00 72.50 7.00 FS

1625427139

RFND-7002000002

SUBTOTAL - CASH 4319.00 235.50

SUBTOTAL - CHECK 0.00 0.00

SUBTOTAL - NONREF 0.00 0.00

SUBTOTAL - MISC 0.00 0.00

SUBTOTAL - INV 0.00 0.00

TOTAL CASH SALES 4554.50

TOTAL CASH REFUNDS ( 627.50)

TOTAL CREDIT SALES 0.00

GRAND TOTAL 3999.50

TOTAL COMMISSION 279.95

LESS CREDIT SALES 0.00

NETT AMOUNT PAYABLE 3719.55

On the report above, the ticket number 0859900134596 has beenrefunded and was reported with the refund number 7002000002.

Input to request a REFUND TINS Report:

HMPR/05JUN-05JUN/REF for one dayHMPR/01JUN-30JUN/REF for one month (max.)

HMPR/CKL/01JUN-30JUN/REF for one airline only



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Automated Refund with a Commission Amount:

To accommodate a partial commission refund for an automated refund, theoriginal commission amount field in the first fill-in format screen can be

updated. You will have the ability to tab to this field and change it.The commission amount field should be less than or equal to the originalcommission amount.

>*TRN1 PAGE 1 OF 4

DATE OF REFUND: 08JAN02 ORIG COMM AMOUNT 34.00 CURRENCY EUR

ISSUE DATE OF REFUNDED DOC 01JAN02 AIRLINE KL DOM/INT I

PASSENGER NAME SMITH/JOHN

DOCUMENT NUMBER 07416461420253 THRU DOC

UNUSED COUPONS FOR DOC1: 2 DOC2: DOC3:

UNUSED COUPONS FOR DOC4: DOC5: DOC6:

CASH AMT EX TAX PAID 379.00 CASH AMOUNT USED ........

CREDIT AMT EX TAX PAID CREDIT AMOUNT USED ........

TOTAL TAX AMOUNT PAID 32.00 CANCELLATION CHARGE ........

UNUSED TAXES TO BE REFUNDED Y/N .

NOTE:The amount of a partial commission refund to be given back to the airlinehas to be filled in.If the policy of an airline is, that you may keep the whole commission

amount for a partial refund, the ORIG COMM AMOUNT should bechanged to 0.00.

Subsequent fill-in format screens for an automated refund will remain thesame.



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Sample of TINS Report Display following an Automated Refund with anupdated Commission Amount:

GALILEO TINS REPORT 08 JAN 02

CURRENCY CODE EUR IATA NUMBER 88888881

A/L TKT/STOCK NBR PASSENGER NAME FARE TAX COMM FOP

074 1646142025 SMITH/JOHN 379.00 32.00 FS

5550008225

34.00

074 1646142025 SMITH/JOHN 127.00 11.10 FS

5550008225

RFND-7002000081 0.00

SUBTOTAL - CASH 379.00 32.00SUBTOTAL - CHECK 0.00 0.00

SUBTOTAL - NONREF 0.00 0.00

SUBTOTAL - MISC 0.00 0.00

SUBTOTAL - INV 0.00 0.00

TOTAL CASH SALES 411.00

TOTAL CASH REFUNDS ( 138.10)

TOTAL CREDIT SALES 0.00

GRAND TOTAL 411.00

TOTAL COMMISSION 34.00

LESS CREDIT SALES 0.00

NETT AMOUNT PAYABLE 262.90



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Cancelling an Automated RefundA refund can be cancelled ONLY once on the day of issue. In order to doso, enter the following input:

TRNC125847003023263 Ticket number including 3 digitairline code and check digit

On making this entry the system will take all details of that refund andcancel them from the BSP reporting tape and the TINS Report.

The TINS Report will show a cancelled refund as follows:

125 8470030326 TEST/MRS 120.00 0.00 0.00 FS5550057221

RFND-7002003365 VOID

The refund notice that has been cancelled/void will then show as an issueonce again on the TINS Report.

Note:

After a refund has been cancelled it is possible to retransmit

the refund once. A refund of an electronic ticket can not be cancelled.

Error message displayed:CANCELLING REFUNDS OF ELECTRONIC TICKETS NOTALLOWED