SH1651

Travel & Tour Products and Documents

(Versoza, 2016)

I. Issuing of Travel & Tour Documents

A. Sequence when securing travel documents to walk–in clients.

• Welcome and assistance from a travel counselor. As soon as a client walks in, s/he
must feel welcome. Right away, the client must be attended to with gracious and
pleasant service and must be directed to a travel counselor who can give information
and suggestions.
• Process booking card for travel. If the travel counselor is successful in advising,
suggesting and recommending, it is necessary for travel counselors to accomplish a
Travel Booking Card. All the transactions in the travel booking card must be confirmed
by the suppliers and accepted by the client.
• Pay cashier. As the client has been given a copy of the Travel Requisition Slip (TRS)
which indicates all details and payments, the TRS is surrendered to the cashier. The
client may opt to pay in cash or credit card.
• Issue official receipt (OR). After receipt of payment, the cashier will issue an OR,
which is then presented to the travel counselor.
• Release of travel documents. When the travel counselor sees that payment has been
made as shown in the issuance of the OR, s/he then releases the travel documents.

B. Sequence when securing travel documents to corporate clients

• Request for travel arrangements. A company who wants to send their executive or
staff for a travel requests for travel arrangements through a “travel order” or through an
“authorization to travel”, which is signed by the authorized administrator of the
company. This is normally given to the travel agency and endorsed to a travel counselor
who will help process the travel documents.
• Process booking card for travel. There is a need for the travel counselor to check if the
travel request is authentic or not. If there is no problem with the request, the travel
counselor may start processing the booking card. When all requests are confirmed by
the suppliers and accepted by the corporate client, then a “travel requisition slip” (TRS)
is prepared. As always, this is prepared in triplicate. The original copy is exchanged for
a tour voucher or air ticket and finally given to the accounting office. The travel
counselor keeps the duplicate copy for the operations department; while the triplicate is
kept in the Accounting Department and used to issue a Billing statement, which will be
sent to the corporate client for collection.
• Prepare billing statement by the Travel Management Company (TMC). The
accounting department prepares a billing statement. The statement indicated all the
charges for the travel arrangements prepared by the TMC.
• Send bill to corporate client. Travel counselors gathers all travel documents and sends
them all to the corporate client together with the invoice or billing statement.
• Settle bill. The corporate client pays the bill.
• Issue official receipt (OR). After receipt of payment, the cashier will issue an OR.

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 SH1651

II. Sequential flow of travel and tour documents from the issuer to the intermediary to
the service provider.

A. Billing and Settlement Plan (BSP)

• Also known as Bank Settlement Plan is a standardized system for airlines and agents
designed to facilitate and simplify the selling, reporting, and remitting procedures
of IATA Accredited Passenger Sales Agents.
• It also improves financial control and cash flow for BSP Airlines.
• It is an electronic billing system designed to facilitate the flow of data and funds
between travel agencies and airlines.

B. IATA Ticketing
• Direct Requisition Slip to Accounting Office. The travel counselor prepares travel
requisition slip (TRS) so that accounting department may be able to create an
invoice.
• Prepare invoice. Accounting officer prepares invoice.
• Issue official receipt. Upon receipt of payment, cashier issues Official Receipt
(OR)
• Prepare IATA–Billing Settlement Plan Report. Accounting department compiles
all coupons and reports to IATA–Philippines. IATA confirms release of payment
to the BSP.
• Pay airline/s TMC/TA pays the airline/s concerned.

C. Non–IATA Ticketing
• Issue Purchase Order by the non–IATA staff and then the purchase order is
forwarded to the IATA accredited agency travel counselor.
• IATA Travel counselor issues air ticket.
• Receiving of tickets and releasing of documents. The non–IATA staff receives
these documents and prepares for payment either by cash or credit.
• Send bill to non–IATA agency. This is done by the IATA agency after preparing
the invoice based on the purchase order submitted to them.
• Send payment to IATA agency. Non–IATA agency checks accuracy of documents
before sending payment.
• Issue official receipt (OR).

D. Direct Ticketing to Non–IATA Airlines

• Prepare Requisition Slip. The counter staff prepares all details of transaction and
forwards this to Accounting.
• Prepare check payment.
• Issuance of tickets by airlines
• Staff receives tickets and releases other documents.

REFERENCES:
Versoza, R. F. (2016). Travel services. Phoenix Publishing House.

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