Details Tab - Debtors General Information

The Details tab is the default tab seen immediately after a new debtor is created, or when an existing debtor is retrieved.

Example: AGALAX - A Good Agent (Details tab)

Physical and Mailing Address Details Section

Two sets of Name/Address fields are available; Physical Address and Mailing Address . These can be different. When a new agent is being created, what is entered into the physical address fields is replicated into the mailing address fields, which can be overwritten if necessary.

The 5 labels (Street Address 1 etc.) for both physical and mailing addresses can be user-defined in the (AR) INI Settings. For example, in the screenshot above, what was Mailing Address 2 has been re-labelled as P.O. Box.

The two Copy Buttons (Mailing & Physical) can be used to copy the address details from one section to the other if necessary.

It is imperative that consistency be maintained when entering address detail; i.e. always use the same line for the Street Address etc.

Miscellaneous Details Section

Master Debtor / Chain Master

Tourplan allows agents to have subsidiary agents. This feature means that (e.g.) Debtors Statements or Agent Messages can be sent to the head office/master agent, detailing transactions or services for subsidiary agents. In order for this feature to work, the system has to know which agent is the Master debtor and which are the subsidiaries. If the agent being entered is a Master debtor, then click the check box Master Debtor .

If the agent entered is a Subsidiary of an agent which has already been entered and defined as a Master debtor, click the drop-down Chain Master and select the chain master from the list. If the agent being defined is not a master or a subsidiary agent, leave both fields blank.

Transactions for subsidiary agents do not post to the master agent. The master agent code attached to the subsidiary enables debtor statements/request messages etc. for the subsidiary debtor to be sent to the master debtor.

Language

The language code determines which set of document and message templates will be displayed when sending messages to this agent. These language codes must first have been set up in Code Setup. If foreign language documents or messages are not to be produced then leave this field as 'Unassigned'.

More detail on documentation language is in the System Setup User Manual > Messaging Setup > Language (Codes).

Currency Sub-Code

The Currency Sub Code is used by the system to determine which currency exchange rate between a pair of currencies is to be used when generating a booking invoice in the situation where the booking currency is different to the invoice currency. The agent can have multiple currencies attached, and the system allows the booking to be in any currency that is attached to the agent, and allows the invoice to be raised in any currency that is attached to the agent.

NOTE: If foreign currencies are not being used, this field can be left blank.

Flag Debtor as Deleted

When checked the agent will be "hidden" when bookings are made, so that a consultant cannot attach the agent to a booking. The agent is only available for maintenance via the Debtors application.

IATA Code

This agent’s IATA/ARC code (optional).

Created by / Last Modified by

These fields display the date of the agent creation, and the name of the user who created the agent and the date, and name of the user who last updated the agent. These fields are non-editable.

User Defined Details Section

There are 10 user-defined text fields of 60 characters each which do not display on this screen until the text fields have been labelled in INI Settings.

These fields can be used as selection data and output in the Excel-based Tourplan Financial Analysis and Operational Reports.