The GlobalWare Invoice Export Utility creates a file for a batch of invoices created in ClientBase automated Res Cards. This file can be imported directly into GlobalWare. Presently agencies invoicing in ClientBase can send res card invoice data into a PNR by use of a Merge to PNR feature. This involves setting up ClientBase PNR Invoice Rules and can be used on an invoice-by invoice-basis. The GlobalWare Invoice Export Utility provides an easier, faster way to migrate account and invoice data as it bypasses the GDS and avoids the use of passive segments, and can be done for multiple invoices.
This document explains how to use the GlobalWare Invoice Export Utility and details:
- Setting Up ClientBase to Invoice
- Learning How to Invoice in ClientBase
- Capturing Essential GlobalWare Data in ClientBase Invoices
- Running the GlobalWare Invoice Export Utility
- Importing ClientBase Invoices into GlobalWare
Setting Up ClientBase to Invoice
Before generating an invoice in ClientBase, some setup is required. Here is a checklist to get you started. Make sure to refer to the appropriate section in the ClientBase help files, Setting Up ClientBase for Your Agency, for full details on each step.
___1) Set up Invoice and Refund Beginning Numbers for each Branch by going to Utilities|Branch. ClientBase Invoice #’s must have a separate sequence than GlobalWare invoices.
___2) Set up a table of Itinerary and Invoice Remarks for each Branch by going to Utilities|Branch|Default Itin/Invoice Remarks.
___3) To print agency (or individual branch) letterhead automatically for invoices, click Global Defaults|Header and Footer|Invoice.
___4) Customize the 25 default Travel Types to correspond to those in GlobalWare by going to Global Defaults|Travel Types.
___5) If applicable, track vendor currency and client currency in addition to your agency currency by setting up the multi-currency feature in ClientBase. Go to Global Defaults|Currency Setup.
___6) To ensure that travel insurance protection is offered to every customer and either accepted or declined, setup Res Card Insurance Prompting by going to Global Defaults|Res Card Insurance Prompting.
___7) Set up a default service fee vendor and default service fee amount by going to Global Defaults|Res Card Service Fee.
___8) Set up Tax and Commission Invoice Defaults by going to Global Defaults|Res Card Tax and Commission Defaults.
___9) Set global defaults for each travel type if you want a comm track paid by CC to appear in invoice totals printed for the customer. Go to Global Defaults|Invoice Printing Options for Comm Track.
Learning How to Invoice in ClientBase
Directions for entering invoices are contained within the help files in the ClientBase program, or can be learned by watching recordings in the Knowledge Base.
Capturing Essential GlobalWare Data in ClientBase Invoices
The GlobalWare Invoice Export Utility uses profile and invoice data from ClientBase in a format that matches GlobalWare’s Import Invoices procedure. For this reason, unless certain ClientBase profile and invoice fields are filled in, invoices may not be imported into GlobalWare. Some of these fields can be setup as Required in ClientBase.
|
ClientBase Field Name |
GlobalWare Field Name |
User Notes |
|
Client Profile Interface ID |
Account ID |
Make this a required field by going to Global Defaults|Required Fields|Profile Fields|Leisure Profile Required Fields. |
|
Reservation Passenger Name |
Traveler |
You need at least one passenger selected in each reservation. |
|
Invoice Form of Payment |
FOP |
Any invoice that does not have a Form of Payment selected will import into GlobalWare as a receivable. |
|
Vendor Profile Interface ID |
Provider |
Make this a required field by going to Global Defaults|Required Fields|Profile Fields|Vendor Profile Required Fields. |
|
Profile Airline No. |
Airline/Chain |
If an Airline Number is not entered into your ClientBase Vendor profile then the Interface ID will be mapped in its place. The current version of ClientBase does not provide the Airline Number field within the Vendor profile for editing purposes but future versions will. Any airline profile added to the database as a result of PNR Import will automatically include the Airline No, although other methods of creating airline profiles will not. |
|
Segment Record Fields |
Segment Record Fields |
If you build a reservation without segments, the invoice WILL import correctly into GlobalWare. However, if you do build segments, you must make sure the following segment fields are completed: • Airline Name • Flight No. • Connection • Depart City • Arrival City |
|
More Fields in the Reservation |
Comment Records |
UDID’s for GlobalWare reporting. |
|
Group Code |
Group Payment |
If a group code is added, the payment will import into GW as a group payment. |
Running the GlobalWare Invoice Export Utility
Now you are ready to setup the GlobalWare Invoice Export Utility.
STEP 1) Obtain the ClientBase GlobalWare Invoice Export Utility (GlobalWareInvExp.exe). The utility can be downloaded here.
STEP 2) Run the GlobalWare Invoice Export Utility:
Alias Name: The default Alias Name is TRAMS and is pre-selected. Select a different Alias Name from the dropdown menu.
Alias Path: After selecting the Alias Name, the Alias Path appears and cannot be edited.
User Name: By default the User Name is the SYSDBA (System Database Administrator). Only the SYSDBA can perform this function.
User Password: Enter the SYSDBA password.
FILTER (Either select Invoice Date From/To OR Invoice Number From/To)
Invoice From/To Date (Recommended): It is suggested that at the start of each new workday, you create an export file to send invoice data from the previous day to GlobalWare. Enter the previous day’s date in the From AND To Date, or enter any date range by double-clicking on the calendar date from the drop-down menu.
Invoice From/To No.: An alternative way to select invoices to include in the export file is by entering an invoice range in the From/To No. fields. You need to determine, however, what this invoice range is. (The To No. can be obtained by going to Utilities|Branches|Next Sales Invoice No., and subtracting one.)
Branch: Select the Branch for which you are transmitting invoices from the drop-down menu or leave blank to include all branch invoices.
Click Next to continue.
STEP 3) Review the default Revenue Type Mapping screen. Make sure that the ClientBase Travel Category is in agreement with the GlobalWare Revenue Type. Edit where appropriate.
Step 4) Click Export. The ClientBase export program by default stores the GlobalWare export files in the c:\gblware\db directory of the workstation. When you click Export, the export file is automatically placed in this directory/subdirectory if it exists. We highly recommend you create this as the GlobalWare Import Routine looks for the file in this default directory. A dialog box appears which states, Export Done.
Importing ClientBase Invoices into GlobalWare
Congratulations! You have just exported your ClientBase Res Card invoice data into a file that can now be imported into GlobalWare using its import routine. GlobalWare has prepared documentation in the GlobalWare Help that outlines how to do this.