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28.5. The Booking Agent "View Person" Page
Once you have created a new booking agent you will be taken to their "View Person" page. Here you will notice a few differences between the tabs available for booking agents versus those available for customers. The information will also vary based on the agent's "Who Pays" setting.
Notice that instead of an "Activities" tab, the agent has a "Bookings" tab. The agent also has an "Invoices" tab and when emails are sent to the agent, there will be an "Email" tab. Also notice, that the agent information is displayed in the "Booking Agent" section of the "Contact" tab for easy reference. In the record above, you can easily see that the customer is the "Who Pays" and that the agent belongs to the 17% Com 30 Day Terms "Agent Group" and that we have enabled the "Referral Link" for the agent.
If the "Who Pays" is the agent, then you may also see the addition of a "Credit Cards" and/or an "E-check Accounts" tab. These tabs will only be on agent records for whom the "Who Pays" is the agent and for whom payments have been processed and the payment method was saved for reuse or for whom credit cards and e-check accounts were directly saved with their record by using the "+ Add Credit Card" or the "+ Add E-check Account" buttons shown here:
The "Credit Cards" tab and "E-check Accounts" tabs will function just like they do for normal customers where you can remove any outdated accounts from an agent's record.
In the image above, you can also clearly see the agent's settings. In this case, the "Who Pays" is the agent and the agent belongs to the 15% Commission — Std. Terms "Agent Group".
Now, let's talk about the "Invoices" tab. If the agent is the "Who Pays", the invoices shown on their "Invoices" tab will be related to the bookings they have made and the invoices associated with those bookings. In this case, the "Invoices" tab will function just like the "Invoices" tab for a normal customer, showing you the invoices that are paid, unpaid, overdue and overpaid. However, if the "Who Pays" is the customer, the "Invoices" tab will display the agent's payment statements. Essentially the "Invoices" tab for both types of agents gives you a way to access information regarding their commissions quickly. In the case where the "Who Pays" is the agent, Arctic displays the invoices for their bookings because the agent receives their commission as an immediate discount off of the total owed for the bookings they make. In the case where the "Who Pays" is the customer, Arctic displays the payments statements because typically the commissions for the agents are paid on a set schedule (i.e. once a month) and most likely multiple commissions are paid at one time. The reason the payment statements appear on the "Invoices" tab is because Arctic creates invoices for the statements to accurately keep up with the commission accounts associated with each agent. For more information regarding payment statements see the "Payment Statements" section.
In the next section we will discuss how to create booking agent activities.