Managing Debit Memos

Debit Memos are an inevitable part of every Travel Management Company’s (TMC) account practices. CentralCommand offers ways to both decrease the number of debit memos that come into the Agency, and to save time spent on those that do arrive.

Decreasing the Number of Debit Memos

Debit memos are frequently issued by carriers for something as simple as a missing Tour Code or other key piece of information. CentralCommand can prevent these omissions through a combination of automating the interface process and applying Validation Rules to ensure missing information is flagged. CentralCommand alerts agents and provides an interface so they can make the necessary correction quickly (i.e. the same day) so the booking can be rectified or cancelled and prevent a debit memo from being issued.

It has been suggested by many of our customers that this function alone would pay for the system in a rather short time.

Saving Time on Existing Debit Memos

Typically when a Debit Memo comes in, multiple people need to view it triggering a time-consuming process:

• sending it around through intra-office mail,
• making hand written notes on the document from phone calls and research
• wasting many cycles as multiple people work on the same issue.

With CentralCommand travel agency software, agents can scan the demit memo when it is first received and from that time on everyone can view the document, at any time and everyone is working from a common understanding. Further, agents can attach notes, record phone calls, even assign tasks to other members on the team. This ensures that each debit memo is dealt with quickly and efficiently.