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      Managing GDS reservations

      Learn how to manage your GDS reservations in the CRS

      Contents:

      • How to amend/cancel a GDS reservation?

      • Best practice for managing GDS reservations.

      • How to verify reservation details?
        • Credit Card number
        • CVC/CVV details
        • Guest Contact details

      • What to do if required information is missing from reservation?

      • How to view Travel Agency contact details?

        • What to do after unsuccessful Travel Agency contact attempt?

      • When do transaction fees apply?

      - Important Information-


      Amending/ Cancelling a GDS reservation: 
      The only party capable of amending or cancelling a reservation made on the GDS, is the travel agent who makes the reservation. All requests for cancellation must be made directly to the travel agent.
      If a reservation is not correctly cancelled by the travel agent, prior to the cancellation policy deadline that applied at the time of booking, it will still be liable for the GDS transaction fee (regardless of whether the guest shows or not).

      Best Practice for Managing GDS Reservations

      For the above reason, we advise the following 3 steps as best practice:
       
      STEP 1: VERIFY INFORMATION
      Always verify the details of a GDS reservation, in advance of both the cancellation policy deadline & the due arrival date of the guest. 'Details' includes: 
      • Credit Card number
      • CVC/CVV details
      • Guest Contact details

      The Credit Card information is retrievable, if integrated, on both The Channel Manager and your PMS.
       
      The Channel Manager: The credit card details are retrievable on your Channel Manager. They are masked, for PCI compliance, so that only authorised users can view these details. Only 'Admin' users or 'General' users, with payment permissions, can view the full payment card number. For those users who do have access to view full credit card details, you can view unmasked details by following the instructions provided on this help guide.


      Property Management System (PMS): The credit card information is sent via XML to your PMS. It is masked from our (Bookassist) visibility, for PCI compliance, but it should be retrievable from your PMS by all authorised users. Please check with your PMS provider if there are any limitations to visibility or special user permissions that must be assigned for you or your staff to view the unmasked details.

      The CVC/CVV details (if provided) are retrievable on the GDS by Bookassist extranet under Manage > Reservations > Search Reservations > Reservation Details:

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      ***IMPORTANT NOTES ON CVC/ CVV DETAILS***

      • CVC/CVV details are not a mandatory field on the GDS, and cannot be made so.
        Only travel agents using Amadeus or Galileo GDSs will have the opportunity to input CVC/CVV details while making a reservation (if they decide to).
      • There is no field to input CVC/CVV details on either Sabre or Worldspan GDSs.
        If CVC/CVV details are provided, they will be visible on the extranet, as shown above, under Manage > Reservations > Reservation Details.
      • CVC/CVV details will be retrievable only once (the first time they are viewed) or up to 24 hours after reservation is booked, whichever comes first.