Airlines, cruises, tours, cars, hotels, or other trip services being sold are Suppliers. In this article learn the basics of searching across your supplier list, how to add a new supplier, the difference between a billing and service provider, and setting supplier payment rules.
Quick Links:
- Search Suppliers
- Add a Supplier
- Supplier Attachments/Links
- Supplier People
- Supplier Activities
- Supplier Payments
- Supplier Images
Search Suppliers
Search for suppliers using the default search bubbles for supplier name, preferred, or status. Click + Add Filter if you wish to search by more fields. Results are sorted in ascending or descending order by clicking on the arrow buttons to the right of any column headers.
Further define search results by utilizing cross area filters and operators. Cross area filters allow users to select filters from another folder in Tres. Currently users are able to add filters from the Trips folder. Operators are available in certain filters, and allow users to narrow search data. Current operators include: Equal, Not Equal, Blank, Not Blank, Starting With, and Contains.
Delete multiple supplier records by checking the box next to the records you wish to delete and then clicking the Delete button. Learn more about deleting multiple records.
Modify multiple records at once by checking the box next to the records you wish to modify and then clicking the Modify button. Learn more about modifying records.
Customize your columns by clicking the Manage Views button. Learn more about managing views.
Email, export to pdf, or print a physical copy your search results by clicking the appropriate buttons.
Add a Supplier
You must have permissions set up in your user profile to add new Suppliers to the program.
Supplier Information
To add a new supplier, click + Add Supplier. Select Type (Billing and Service Provider, Billing Provider, or Service Provider); Supplier Name, Status (Active or Inactive), Airline Number (if applicable), Default Commission Rate, and Travel Category. If a supplier is preferred, check the Preferred box.
Note: A billing provider is a supplier that receives payments and pays out commission, such as a tour operator or cruise line. A service provider physically provides the service, such as a cruise ship or an individual hotel. Suppliers can be both a billing and a service provider. (Example: If you booked the Hyatt Maui directly then Hyatt Maui is Billing and Service Provider. If you booked Hyatt Maui through Pleasant Holidays. Pleasant is the Billing Provider and Hyatt Maui is the Service Provider.)
Tags
Tags are a way to identify something and use that identification to search in the future.
Examples: Cruise; Tour; Signature preferred; High commission, etc.
Supplier Payment Rules
Supplier Payment Rules enable users to project when they will receive commission from a supplier by setting a commission due date trigger and the days after the trigger. Setting these correctly will dictate when data appears on the Projected Commissions to be Received tile in the Sales and Commission Dashboards.
Communications
Add unlimited communications associated with the supplier. Enter Type (Phone, Email, Social Media, Web); Sub Type (free flow), Value (phone number, email address, or url), and Description. If the entry is a primary source of communication, check the Primary box. Example: Phone - Accounting Office - 505-555-9056 - Extension 123
Email and Phone communications will have an additional dropdown field for Contact where users can designate if the entry is Supplier Billing or Customer Service. Emails entered as Supplier Billing will be used as default for Supplier Statements.
Interface IDs
A Supplier Interface ID is the identifier used by Tres to match incoming GDS data to the correct supplier profile. These IDs are generally based on the supplier identifiers assigned by the GDS. You can have multiple Interface IDs for each Supplier.
Supplier‑specific matching rules include the following.
Airlines: Airline profiles must include:
- the airline’s two‑letter carrier code (for example, DL or AA) in the Interface ID, and
- the airline’s IATA validation number (for example, 006 or 001) in the Airline Number field.
Car Rental Companies: Car suppliers are identified by their two‑character GDS code (for example, ZE, ZL, or ET).
Hotels: Hotel profiles are typically matched using a combination of:
- the hotel chain code, and
- the GDS property number (for example, MC1234)
If no profile exists with the chain code + property number, Tres will next attempt to match on the chain code only. If a match is still not found, Tres will attempt to match using the hotel telephone number in the segment.
Service Fees: Service fees use standardized interface IDs rather than supplier‑specific GDS codes. Using these standard values ensures service fees are consistently matched and reported correctly in Tres.
- ARC service fees
- Airline Number: 890
- Travel Category: Service Fee
- Default Commission: 96.5%
- Interface ID: XD
- BSP service fees
- Airline Number: 954
- Travel Category: Service Fee
- Default Commission: 96.5%
- Interface ID: XB
- Non‑ARC / Non‑BSP service fees
- Travel Category: Service Fee
- Recommended Interface ID: SVCFEE
- Default Commission: 100%
Addresses
If the supplier has a different mailing address, check the Include Mailing Address box to open up more address fields.
Remarks
- Supplier Profile Remarks are internal remarks for your agency and are not client facing.
- Trip Statement Remarks are client facing remarks that will show on a trip statement including a reservation from the supplier.
- Link is a client facing hyperlink that will show on a trip statement including a reservation from the supplier. It's very useful to hyperlink a specific supplier's terms and conditions.
Click Save All at the top right corner of the screen.
Supplier Attachments/Links
Add any attachment by clicking + Add Attachment/Link. This will open up a pop up. To add attachments, simply drag and drop or browse for the file on your computer. The file size limit is 2MB.
To add a link, enter the url and a description in the appropriate fields.
Use the Viewable By dropdown menu to determine how the attached file is viewable on the client itinerary for Reservations associated with the Supplier:
- Anyone - Anyone with the client itinerary link can view the attachment.
- Client and Agency Only - Clients linked to the trip can view the attachment. Examples are customer documents and trip specific images.
- Agency Only - Tres users of the account are the only ones who have access to the attachment. Examples are agency specific documents that display commission.
Note: Links to content are preferred as they are dynamic and take up less space in your system. Once the content is changed, the dynamic link in the client record is automatically updated.
Note: We recommend including the upload date when naming attachments and links. (Example: 5/1/22 Viking Summer Flyer).
To view a saved attachment or link, click on the appropriate button in the Action column. Attachments will be downloaded to your device.
Supplier People
People are your supplier contacts. This could be a Sales Rep or support team contact. To link a person to a supplier, open the People subfolder and click Link People. This generates a popup.
Enter data into your filters and then click Search to pull up a list of available people in your system. People will only show in your search results if you have already added them to your system. To link a person to a supplier, you must first create them as a Traveler.
Check the boxes next to each person you wish to link with this supplier .
Click Link Selected People.
Repeat this process to associate additional people.
Click Save All at the top right corner of the screen.
Once people have been associated with a supplier, designate a primary contact by toggling the Primary button next to their name. This is optional.
Assign roles, Roles are free form fields used to identify the role of each person associated with a supplier. (Examples: sales rep, accounting, customer support).
Unlink a person by checking off the box next to their name and clicking Unlink Selected People.
Supplier Activities
All activities associated with a supplier are found here. Results are sorted in ascending or descending order by any column by clicking the arrow button to the right of the column title. New activities are created directly from this screen by clicking + Add Activity and entering information in the pop up. Learn more about Activities.
Supplier Payments
See all payments paid by or paid to this supplier. Results are sorted in ascending or descending order by any column by clicking the arrow button to the right of the column title. Click on any individual payment to view full payment details in a new tab. Learn more about Payments.
Supplier Images
The Images folder displays all images available for use on the Client Itinerary. Images uploaded here will auto populate to the Images folder in Reservations for this Supplier (available in a future release).
Add Images by clicking the + Add Image button and dragging and dropping files, or inserting hyperlinks.
Drag images to reorder, and edit or delete an image by clicking the appropriate button.