CruisePay Enhancements for 2005 Training Guide Version 1.0 Royal Caribbean Cruises Ltd. 2004 i 9/8/2005
Table of Content: 1 Overview 1 1.1 Purpose: 2 1.2 Assumptions: 2 1.3 Definitions: 2 2 Web Application and Processing 3 2.1 Web Security 3 2.2 System Requirements 3 3 How to Use CruisePay Web Site 4 3.1 Logon to CruisePay 4 3.2 CruisePay Help 8 3.3 Exiting CruisePay 9 3.4 CruisePay Profile and Bank Setup (For CruisePay Administrator only) 10 3.4.1 CruisePay Profile 10 3.4.2 * Bank Profile 13 3.5 * Forgot My Password Feature 19 3.6 Payments 20 1. Pay Selected Booking- Credit Card 25 2. * Pay Selected Booking- Electronic Funds 29 3.7 Payment Inquiry 34 3.8 Group Payments 35 3.9 * Retrieve Statement Process 37 3.10 * Upload Statement Process 38 4 Current Monthly Billing Statement 40 4.1 By Ship 48 4.2 By Booking Id 49 4.3 Statement Page Features 51 4.3.1 Agreement Details 51 4.3.2 Group Passenger Cross Referencing 53 4.3.3 Current Monthly Billing Statement Download 55 Royal Caribbean Cruises Ltd. 2004 ii 9/8/2005
Table of Figures Figure 1. CruisingPower Logon Screen... 4 Figure 2. CruisingPower Website... 5 Figure 3.CruisePay 1st Time Logon Screen with no Monthly Billing Statement option... 6 Figure 4. First time user Logon with Current Monthly billing statement... 7 Figure 5. *Help Menu... 8 Figure 6. Logoff CruisePay... 9 Figure 7. Create CruisePay Profile... 11 Figure 8. Change CruisePay Profile... 12 Figure 9. * Password Verification Screen... 13 Figure 10.* Bank Profile List... 14 Figure 11. * Sample message when inactivating an Account... 15 Figure 12. * Sample message when activating an Account... 15 Figure 13. * Sample Service History... 15 Figure 14. * Create Bank Profile Screen USA/USD... 16 Figure 15 * Create Bank Profile - CAN / CAD... 17 Figure 16. * Create Bank Profile - GBR / GBP... 18 Figure 17. * Forgot My Password... 19 Figure 18. Create A New CruisePay Statement Screen... 20 Figure 19. Build Statement Screen shown while creating on Site... 21 Figure 20. Payment Type Screen... 22 Figure 21. * CruisePay Screen for non-first time users... 23 Figure 22. Booking Selection Screen... 25 Figure 23. Booking Entry Error Pop up... 26 Figure 24. Credit Card Payment Screen... 28 Figure 25. EFT Payment Screen... 30 Figure 26. * Electronic Funds Transfer Payment Preview Screen... 31 Figure 27. EFT Virtual Check... 32 Figure 28. EFT Confirmation Screen... 33 Figure 29. EFT Payment Screen for a Group... 35 Figure 30. Group Cross Reference Screen... 35 Figure 31. * Sample Email for Upload sent to Travel Agency... 39 Figure 32. * Upload Email Details attachment... 39 Figure 33. Main Screen for accessing Monthly Billing Statement... 41 Figure 34. Current Monthly Billing Statement Option... 42 Figure 35. Selection Screen... 43 Figure 36. Current Billing Statement Details... 44 Figure 37. Manual Check/Wire Transfer Payment Review... 45 Royal Caribbean Cruises Ltd. 2004 iii 9/8/2005
Figure 38. Confirmation Screen. Manual Check (Cheque)/Wire Transfer... 47 Figure 39. Selection By Booking... 50 Figure 40. Booking Details Balance... 52 Figure 41. Group Cross Reference... 54 Figure 42. Retrieve CruisePay Monthly Billing Statement By Email... 55 Royal Caribbean Cruises Ltd. 2004 iv 9/8/2005
1 Overview CruisePay.com is an Internet web site, which allows the travel agent to make payments electronically for their agreements that has an amount. The CruisePay web site provides the agency with up-to-date reservation information. For example, an agency can create a new agreement, either through CruiseMatch or by contacting reservations. Then, the agency can go directly into the CruisePay web site and the newly created agreement will be available for payment. Enhancements have been made to CruisePay. These will be annotated through out the document with an * (asterisk). New enhancements include: EFT functionality for banking countries Great Britain using Sterling (GBP) currency and Canada using Canadian (CAD) dollars. Forget My Password feature Retrieve statement feature Upload statement feature available for a limited number of agencies. Allow multiple banking profiles per country/currency combination for the EFT process. Additional features available from within the CruisePay web site include: View a previously processed electronic payment Download the complete statement Upload payments thru a specified common format (available to large agencies at this time) Display agreement charge/payment details Passenger cross-referencing of group payments At present, the CruisePay web application has the following limitations: The CruisePay web site is only offered to domestic and international agencies that have o US Dollar accounts with US banks o *Sterling accounts with Great Britain banks o *Canadian dollar with Canadian banks
Each agency is limited to 50 electronic payments during a monthly cycle. The total payment amount submitted must be equal to or greater than $5.00. Current RCI Sales headquarter/branch rules apply, meaning that if a headquarter office would like to make payments for each owned branch office, they would have to use the CruisingPower user Id and password for each branch separately via the CruisingPower access page. 1.1 Purpose: The purpose of this document is to provide training and a reference guide for users of the CruisePay application. 1.2 Assumptions: The following assumptions have been made in creating this document: The user is familiar with Internet Browsers. The user has Internet Access. The user has appropriate system authority. The travel agency should designate a CruisePay administrator. 1.3 Definitions: Current 60-day period Current date plus 59-days in the future Agreement or Booking id Refers to the RCI reservation number for an individual passengers booking and/or reservation number for a group booking * IACH International automatic clearing house ACH Automatic clearing house JP Morgan/Chase The third party vendor used to process the (ACH and IACH) electronic payment transactions for the CruisePay web site. Royal Caribbean Cruises Ltd. 2004 2 9/8/2005
2 Web Application and Processing 2.1 Web Security In creating the CruisePay web site, concentration was on securing all financial data within the Internet via encryption and secured socket layers (SSL). Currently, JP Morgan is the third party vendor used to process the electronic (ACH) payment transactions. They also insure use of state-ofthe-art security and encryption techniques. 2.2 System Requirements The following are the system requirements for running CruisePay: The travel agency must have Internet access. It is recommended that larger travel agencies use an Internet Service Provider that has access other then a regular dial-up phone line. The browser version of Internet Explorer 5.0 or higher is recommended for better performance. Royal Caribbean Cruises Ltd. 2004 3 9/8/2005
3 How to Use CruisePay Web Site 3.1 Logon to CruisePay The CruisePay web site can be accessed via the Internet from either one of two different web addresses: www.cruisingpower.com www.cruisepay.com. Both web addresses will bring you to the same central location, the CruisingPower web page. The one requirement to access this information is that the agency must have an active CruisingPower sign-on. Upon entering the CruisingPower web page, the agent will be required to enter their CruisingPower username and password, as shown below. Figure 1. CruisingPower Logon Screen Royal Caribbean Cruises Ltd. 2004 4 9/8/2005
After entering your CruisingPower username and password and selecting the enter button, the travel agent is provided access to the CruisingPower web site. From this web page, click on the Booking Tools >> Online Payments as shown below. * This will flow you directly into CruisePay without requesting a CruisePay logon password. Figure 2. CruisingPower Website Royal Caribbean Cruises Ltd. 2004 5 9/8/2005
You have now successfully entered the CruisePay web site as shown below. First time users will see only one option: a. Create/Pay a New CruisePay Statement b. For those of you with monthly billing, you will receive a second option for Current Monthly billing Statement Figure 3.CruisePay 1st Time Logon Screen with no Monthly Billing Statement option Royal Caribbean Cruises Ltd. 2004 6 9/8/2005
Figure 4. First time user Logon with Current Monthly billing statement Royal Caribbean Cruises Ltd. 2004 7 9/8/2005
3.2 CruisePay Help Help is available from every web page within the CruisePay web site. Click on the Help menu. By clicking on any of the topics on the left, the instructions will appear. To exit Help, use one of these options: o Close button is available at the bottom of the screen o The X button (located on the top right hand of the screen) on your browser to return to the previous page. The Help text can be printed by selecting the Print button located at the bottom of each page Figure 5. *Help Menu Royal Caribbean Cruises Ltd. 2004 8 9/8/2005
3.3 Exiting CruisePay On every page, within the CruisePay web site is a Logoff menu option. Press the Logoff menu option to properly exit CruisePay. If an agent exits the web site by closing the page via the X within the browser or should the agent have a system disconnection, the CruisePay statement will not be accessible again for 20 minutes. Upon reentering the site, if it is prior to the 20-minute time out, a message will display stating that the Statement in Use. After 20 minutes the statement will be available for processing again. Figure 6. Logoff CruisePay Royal Caribbean Cruises Ltd. 2004 9 9/8/2005
3.4 CruisePay Profile and Bank Setup (For CruisePay Administrator only) 3.4.1 CruisePay Profile There is only one CruisePay profile per agency. The information below should be provided for the individual who will be responsible for the CruisePay administration. The information entered for the user s first and last name and email address should be the owner or principal (payment authorizer) of the agency. If your CruisePay administrator leaves in the future, o Coordinate the changing of the password prior to the staff departing by having the existing staff logon with their password and the new CruisePay Administrator change the profile to their name and new password. o If the existing CruisePay Administrator is no longer with you, need to send a company letterhead stating the individual has left the company. This letter needs to be faxed to the Sales Automation Help Desk containing the following information of the new CruisePay Administrator: First Name of the new CruisePay Administrator Last Name of the new CruisePay Administrator Contact Email address to be used for CruisePay confidential information. Highlight Profile and click on CruisePay menu to enter the CruisePay Profile. Enter the following information: o First Name of CruisePay Administrator o Last Name of CruisePay Administrator o Contact Email address to be used for CruisePay confidential information. o CruisePay Password which will be used for Electronic Funds Transfers and when changing the CruisePay and Banking profiles. Press Submit to process the information. Press Return to go back to main menu. Press Clear Form to start data entry over. Royal Caribbean Cruises Ltd. 2004 10 9/8/2005
Figure 7. Create CruisePay Profile Royal Caribbean Cruises Ltd. 2004 11 9/8/2005
Figure 8. Change CruisePay Profile Royal Caribbean Cruises Ltd. 2004 12 9/8/2005
3.4.2 * Bank Profile There are two ways to get to the bank Profile screen: o Select Profile and then click on Bank from the menu. o When setting up the CruisePay Profile, it will direct you to the bank profile screen afterwards. In the Password Verification Screen, you will be asked to enter your CruisePay administrator password before you can continue entry. Figure 9. * Password Verification Screen Royal Caribbean Cruises Ltd. 2004 13 9/8/2005
The bank Profile list will display all banks and related status. The status will be: o Pending The Non-USD bank account is pending approval from your bank and RCI office. This takes about 10 12 working business days and excludes bank holidays. o Active The bank is available for processing EFT payments. o Inactive The bank account is no longer available for processing EFT payments. Figure 10.* Bank Profile List The pencil icon allows for you to change some basic information in the bank profile. The red X is the disable feature, which allows you to inactivate an ACTIVE bank account. The green check is the enable feature, which allows you to activate an Inactive bank account. New Profile adds new bank accounts. Service history displays the history for banking information and CruisePay profile information. Royal Caribbean Cruises Ltd. 2004 14 9/8/2005
Figure 11. * Sample message when inactivating an Account Figure 12. * Sample message when activating an Account Figure 13. * Sample Service History Royal Caribbean Cruises Ltd. 2004 15 9/8/2005
3.4.2.1 * Add a Bank Profile Click on New Profile. Enter the banking information as directed on the screen. Press Save to process the information. If it is a non-usd bank, the bank will go into pending approval. The process for activating a non-usd bank takes about 10 12 business working days. Bank holidays may extend this period of time as well. Figure 14. * Create Bank Profile Screen USA/USD The Description or Nickname is used to identify how the bank account could be used: Individual checking or Group Checking as an example. It is for the travel agency to use purpose. Royal Caribbean Cruises Ltd. 2004 16 9/8/2005
Figure 15 * Create Bank Profile - CAN / CAD Royal Caribbean Cruises Ltd. 2004 17 9/8/2005
Figure 16. * Create Bank Profile - GBR / GBP Great Britain Banks, we require to identify the type of bank it is from the list provided Royal Caribbean Cruises Ltd. 2004 18 9/8/2005
3.5 * Forgot My Password Feature With this new release of CruisePay, we have provided a feature to reset your password. This is to be used in the event that you cannot recall your password. A randomly generated reset password will be emailed to the email address of the CruisePay administrator only. Once the email is received, the CruisePay administrator should log on to CruisePay. The administrator should go to Profile \ Cruisepay and change the password to a more meaningful password. The existing password would be the reset password sent in the email. Figure 17. * Forgot My Password Click on the link below to receive your new password. Royal Caribbean Cruises Ltd. 2004 19 9/8/2005
3.6 Payments To Make payments, first time users would need to do: o For EFT processing, setup a bank profile o For Credit card processing, no setup is necessary. For first time users, click on CREATE/PAY A NEW CRUISEPAY STATEMENT, located on the center page. Select the option desired. If you have a large numbers of bookings with RCI, it is recommended that you select the Create and check back later option. Click on the Build button. If you chose to build now, a progression screen will display. Otherwise, the system will exit you out of CruisePay. Note: that when using this option with an existing statement, any SAVED payment information will be cleared. Figure 18. Create A New CruisePay Statement Screen Royal Caribbean Cruises Ltd. 2004 20 9/8/2005
Figure 19. Build Statement Screen shown while creating on Site Royal Caribbean Cruises Ltd. 2004 21 9/8/2005
The next screen that will display after the build, if done while on site, is the Payment Type. Figure 20. Payment Type Screen For credit card payments, you could proceed to make payments. For Electronic Funds Transfer (EFT), additional setup needs to be done by the CruisePay Administrator. o Setup CruisPay Profile o Setup Bank Profile Royal Caribbean Cruises Ltd. 2004 22 9/8/2005
If you chose to come back later, you will see the following panel. Figure 21. * CruisePay Screen for non-first time users Notice there are now 3 options available: o Pay Selected Bookings Only This is the quickest way for payments to be made on a limited number of bookings. It prompts for the booking, which is your booking id or the group id provided by RCI. Credit card and EFT process can be done here. o Update / Previously Saved CruisePay Statement Allows for credit card or EFT payments to be added to a saved statement. This is also where the CruisePay Administrator would go to approve an EFT for submitting someone else s payments for processing. o Create / Pay A New CruisePay Statement This generates a statement of all the bookings with a balance due within the past 60 days. This option also clears any existing saved statement that has not been submitted to RCI. Check for a message called Saved As of to see if you have a saved statement located Royal Caribbean Cruises Ltd. 2004 23 9/8/2005
under the Update/Previously Saved CruisePay Statement. o * Retrieve Statement This allows you to download your recent billing statements. An email will be sent to the CruisePay Administrator with this information. o * Upload Statement This feature is currently available to a limited number of customers at this time. Allows for large upload of payment information. Royal Caribbean Cruises Ltd. 2004 24 9/8/2005
1. Pay Selected Booking- Credit Card Click on the Pay Selected Booking option. The payment type screen will appear to allow selection of EFT or Credit Card. See Figure 11. Select the payment option Credit Card and Click the Next button. A Screen will display for entry of Individual (booking ids) and Groups (group ids). Select the tab you desire and enter the RCI booking information. Click continue. Figure 22. Booking Selection Screen Royal Caribbean Cruises Ltd. 2004 25 9/8/2005
If you enter the wrong information the following error message will appear: Figure 23. Booking Entry Error Pop up Royal Caribbean Cruises Ltd. 2004 26 9/8/2005
o The following screen will appear for you to enter the Credit card information: Credit Card Number Credit Card type Expiration Date Credit Card Holder Last name and First name Amount to Pay o Click Submit Charge to process payment. o Chg PYMT Type allows for the type to be changed to Electronic Funds or Credit Card. Allows the user to start over. o Add Bookings lets additional bookings to be added for payment. Royal Caribbean Cruises Ltd. 2004 27 9/8/2005
The following screen will appear to confirm authorization to the credit card. Print can print a copy of the payment for your records. Cancel Charge stops the process of the payment. Authorize Card continues the payment process. Click on Authorize Card to proceed processing the payments. The transaction should process with no issue. If there is an issue, a message will appear stating: *** The Credit Card ***********1002 for the amount of 100.00 cannot be submitted for authorization at this time. Please try again later. ***. At this point, log off of CruisePay and attempt your credit card transaction at a later time. Figure 24. Credit Card Payment Screen Royal Caribbean Cruises Ltd. 2004 28 9/8/2005
2. * Pay Selected Booking- Electronic Funds Click on the Pay Selected Booking option. The payment type screen will appear to allow selection of EFT or Credit Card. See Figure 11. Select the payment option EFT and Click the Next button. A Screen will display for entry of Individual (booking ids) and Groups (group ids). Enter the RCI booking information. Click Continue. * If you do not have any banks setup for the currency of the booking, a Screen will display asking if you want to continue for view only or if you want to go to Bank Profile for setup. The EFT Payment Screen will display to allow entry of Amount to Pay. Chg PYMT Type allows for the type to be changed to Electronic Funds or Credit Card. Allows the user to start over. Add Bookings lets additional bookings to be added for payment. Save Changes permits payments to be saved and submitted at a later date. Submit Pymt sends the payments for processing to Royal Caribbean. Royal Caribbean Cruises Ltd. 2004 29 9/8/2005
Figure 25. EFT Payment Screen Royal Caribbean Cruises Ltd. 2004 30 9/8/2005
Click Submit Pymt to continue processing if you are the CruisePay Administrator. Otherwise, click Save Changes and notify your CruisePay administrator that you have EFT payments for processing. The Electronic Funds Transfer Payment Preview Screen will appear. Select Bank account to be used by clicking on the drop down and selecting the appropriate bank account. Click Continue Processing Payment in order to finalize the payment. Figure 26. * Electronic Funds Transfer Payment Preview Screen Review payment information and select appropriate bank account to use if you have multiple bank accounts. Royal Caribbean Cruises Ltd. 2004 31 9/8/2005
At this time, the CruisePay administrator needs to type in the CruisePay password and click on Submit Payment. Figure 27. EFT Virtual Check The agent should review the bank account used and total payment amount, prior to clicking on the Submit Royal Caribbean Cruises Ltd. 2004 32 9/8/2005
You will receive a confirmation of your payment. Click on Print to keep a copy for your records. Figure 28. EFT Confirmation Screen Royal Caribbean Cruises Ltd. 2004 33 9/8/2005
3.7 Payment Inquiry The Payment Inquiry screen allows the users of CruisePay to review payments they have made the within a specified range or the last 60 days, including the detailed agreements associated to each processed electronic payment. The date, time and reference numbers can be the same on multiple agreements. The date and time indicates when the CruisePay transaction was process, not the date and time of the funds transfer (or when the funds were deposited to RCI s bank account). The sequence of information appearing in this page is; date (oldest date to current date), reference number (ascending order) within date and agreement number (ascending order) within reference number. The payment history web page can be printed by clicking on the print option within the browser or by using the print button at the bottom of the web page. Click on Inquiry. The Payment Inquiry will display. o Select: Payment Type Payment Date Click Continue. The screen will display all of the related payments for the specified criteria. Royal Caribbean Cruises Ltd. 2004 34 9/8/2005
3.8 Group Payments Initial deposits may be made for the entire group. All other payments must be cross-referenced to individual bookings. Failure to do so may cause accounting errors. o To cross-reference a payment, please enter the amount on your statement. o Click the G next to your group and distribute the payment to the applicable individual bookings. Figure 29. EFT Payment Screen for a Group G links to the Group cross reference screen. o Click Confirm X-Reference to complete the process. Figure 30. Group Cross Reference Screen Royal Caribbean Cruises Ltd. 2004 35 9/8/2005
Royal Caribbean Cruises Ltd. 2004 36 9/8/2005
3.9 * Retrieve Statement Process Retrieving the billing statement may be a lengthy process depending on the number of bookings. We will send the statement as an email attachment to the address entered in your CruisePay email address. You can continue to work in CruisePay. On the Home page, click on the Retrieve Statement button. A Retrieve Statement by Email screen will display. Click the Yes button. A message will display stating: Your statement is being processed. CruisePay will be sending the statement to the CruisePay_email_address in a few minutes. You can continue to use CruisePay in the meantime by clicking on HOME. Open your email and open the attachment to work on your billing statement. The following fields are on the file: Travel Agency id Ship Sail date Booking id Type Balance Due Current Due Amount to Pay Currency Field Description A unique identified required for processing the payments for your agency. This is the ship of the booking This is the sail date of the booking This is the RCI reservation number The type of reservation: can be I for Individual or G for Group This is the remaining total amount due on the reservation. This is the total amount due currently for this reservation. This is the amount determined by the travel agent that is to be paid on the reservation. This is the currency the reservation was made. Edit the statement file thru excel and return back by following the Upload Statement instructions. Royal Caribbean Cruises Ltd. 2004 37 9/8/2005
3.10 * Upload Statement Process The Upload statement allows the travel agent to upload a file. Requirements: * File needs to be in specific format provided by a template. Click on the Download_template link located on the HOME page. On the Home page, click on the Upload Statement button. An Upload CruisePay Statement screen will display. Click the Browse button and locate the statement file that needs to be uploaded. Click Submit. This does an update to your saved statement and will be available shortly for you to review and do a final submit. An email will be sent notifying to the CruisePay administrator email address stating the results of the upload. Review the email, then go to Update/Pay Previously Saved Statement to finalize your payments and Submit. Royal Caribbean Cruises Ltd. 2004 38 9/8/2005
Figure 31. * Sample Email for Upload sent to Travel Agency RCCL_REPORT@RCCL.COM 08/31/2005 02:52 PM CruisePay Upload report (report source: spoolfile QSYSPRT number *LAST from job 613597/ITITJS2/QPADEV000X) - Message: Please do not reply back to the email address shown above. If you have any questions regarding this information, please send to:spalermo@rccl.com Figure 32. * Upload Email Details attachment Date: 31AUG05 14:52:17 Travel Agent ID: 12345 Your Agency Name. Dear Travel Agent: We have received and loaded the cruise bookings file uploaded through RCCL's CruisePay Site. The following are the results of RCCL processing that file: Description Bookings Amount Submitted: 1 1987.00 Errors encountered: Booking 12345 1 1987.95 Net Settlement: 0.00 Your CruisePay Statement is currently in a "Saved" status ready for you to preview. Please log on to CruisePay to finalize and "Submit" the above payments. Thank You Royal Caribbean Cruises Ltd. 2004 39 9/8/2005
4 Current Monthly Billing Statement The Current Monthly Billing Statement is available for users. This feature allows for you to identify the agreements that you will be paying by check (cheque) or wire transfer. The statement page will display showing all agreements that have an amount due greater than zero. The sequence of the statement is as follows: alphabetical by ship name sail date within ship (oldest sail date displaying first) RCI agreement number (ascending order). Amount to Pay will reflect a value if that agreement has an amount due within the next seven days. The Clear All button is available and if selected it will zero out the values within the Amount to Pay fields. At this point the agent will be able to enter any positive amount in the Amount to Pay field, regardless of the balance due or current due amounts. Royal Caribbean Cruises Ltd. 2004 40 9/8/2005
o If your travel agency has been designated to receive a Monthly billing statement, you will see the additional selection below when you log on to CruisePay. Figure 33. Main Screen for accessing Monthly Billing Statement Royal Caribbean Cruises Ltd. 2004 41 9/8/2005
Figure 34. Current Monthly Billing Statement Option Royal Caribbean Cruises Ltd. 2004 42 9/8/2005
o Click on Current Monthly Billing Statement. o The Selection Screen will appear. o By Booking allows you to specify the agreements. o By Ship allows you to see the agreements by specific ship. o All Bookings this is only available for agencies that have less than 112 agreements. Specify your selection and click GO. Figure 35. Selection Screen The details will appear. Enter the amounts that you will be paying and click Continue. Royal Caribbean Cruises Ltd. 2004 43 9/8/2005
Figure 36. Current Billing Statement Details Royal Caribbean Cruises Ltd. 2004 44 9/8/2005
A grand total is provided at the bottom of the page of all the bookings you are paying at this time. At this time you can do one of the following: o Print allows printing and keeping a copy for your records. o Make Changes allow you to modify what you current did. o Commit to Pay this will be sent to our Accounting office stating that you will be paying this with a specific check or wire transfer. Figure 37. Manual Check/Wire Transfer Payment Review Royal Caribbean Cruises Ltd. 2004 45 9/8/2005
Click on Commit to Pay. A confirmation Screen will display. Print a copy of this final confirmation screen. Include the Reference Number on your check or wire transfer. You must instruct your bank to include this reference number on the wire transfer instructions. Failure to include this number on your check or wire transfer may delay payment posting. The amount received by Royal Caribbean should equal the amount shown at the bottom of the confirmation page. Royal Caribbean Cruises Ltd. 2004 46 9/8/2005
Figure 38. Confirmation Screen. Manual Check (Cheque)/Wire Transfer Royal Caribbean Cruises Ltd. 2004 47 9/8/2005
4.1 By Ship o A statement for the first ship name that you select will appear, listing all of the agreements that have a balance due amount within the next 60-days. o If the first ship selected has no agreements due within the next 60 days, a message stating that No Statement is found or No Agreements are due will be displayed for the selected ship. o From this page, the agent may enter any positive amount in the Amount to Pay field, regardless of the balance due or current due values. o To enter a payment amount for another ship, click the Add Bookings button displayed at the bottom of the statement page. o At this time, the agent may once again, select one of the two available options By Ship or By Booking Id. A new statement will appear listing all agreements where you previously entered an amount in the Amount to Pay field and any new agreements that have been selected via either of the two selections, By Ship or By Booking Id. The agent can continue this process until they have selected all of the agreements that they wish to pay. Note: When using the By Ship selection to add additional agreements, if no agreements are due within the next 60 days for the selected ship, the previous statement will display. If no previous agreements were marked for payment an error message stating that No Agreements are due or No Statement found will display. Royal Caribbean Cruises Ltd. 2004 48 9/8/2005
4.2 By Booking Id o The By Booking Id selection allows the agent to select agreements by the RCI agreement number. o The agent can enter the specific agreement number(s) that they want to make payment on, up to ten agreements at one time, then click GO. o If you have entered an invalid RCI agreement number(s) or if the agreement number(s) entered does not have a payment due within the next 60 days, you will receive an error message. o A new statement will appear listing all agreements where you previously entered an amount in the Amount to Pay field and any new agreements that have been selected via either of the two selections, By Ship or By Booking Id. o To make payments on additional agreements, click the Add Bookings button displayed at the bottom of the statement page. At this time, you may once again select either of the two selections, By Ship or By Booking Id. The agent can continue this process until they have selected all of the agreements that they wish to pay. Royal Caribbean Cruises Ltd. 2004 49 9/8/2005
Figure 39. Selection By Booking Royal Caribbean Cruises Ltd. 2004 50 9/8/2005
4.3 Statement Page Features In addition to the previously discussed statement features within the statement page, an agent can access additional information related to an agreement (agreement details), cross reference group payments to individual passengers within the group or download a complete statement to the agent s computer. Each feature is discussed in detail below. 4.3.1 Agreement Details o When you click on the Balance Due amount for the agreement, a pop up window will display containing the following information related to the specific agreement. o Ship o Sail Date o Agreement Type and Agreement Number o Passenger Name or Group Name o Due Date (this is the final payment due date) o Total Cruise Charges o Penalties o Value Added Tax (VAT) on commission (currently not applicable) o Commission o Payments (all previous payments) o Balanced Due Royal Caribbean Cruises Ltd. 2004 51 9/8/2005
Figure 40. Booking Details Balance Click on the Balance Due amount to display the agreement details for the selected agreement. Royal Caribbean Cruises Ltd. 2004 52 9/8/2005
4.3.2 Group Passenger Cross Referencing Group Cross Referencing is only available for Groups that have less than 112 passengers at this time. o To enter payment amounts on individual passengers within a group agreement, first enter the total payment amount for the group agreement in the Amount to Pay field on the statement page. o Next, click on the G in the Type column for the group agreement, to access the passenger cross-referencing detail page. o A new web page listing the active passengers within the group agreement will appear. o The header information on the passenger cross-reference page will identify the group name, RCI group agreement number and the amount to cross-reference $800.00. o The amount to cross-references is the total payment amount that was entered on the statement page. o The passenger cross-reference detail information will display the individual passenger s agreement number, passenger name, booking status, total charges, balance due and an amount to pay entry field. o The information is presented in passenger last name sequence. A total count of active passengers for the group agreement and a total payment amount is included at the bottom of the passenger cross-reference page. Royal Caribbean Cruises Ltd. 2004 53 9/8/2005
Figure 41. Group Cross Reference After entering payment, click on the G o Applying a payment to an individual passenger within a group requires that you enter the payment amount in the Amount to Pay field for that passenger. o If you enter an amount greater than the passengers balance due amount, a warning message will appear. o The sum of all amounts entered in the passenger Amount to Pay fields must be less than or equal to the amount entered in the Amount to Pay field on the statement page or less than or equal to the crossreference amount within the header of this page. o If the total passenger payment amounts exceed the amount to crossreference, an error message will appear and you must adjust passenger payment amounts to continue. o Once you are satisfied with the values entered in the Amount to Pay fields for each passenger, select the Post button displayed at the bottom of the passenger cross referencing page. Royal Caribbean Cruises Ltd. 2004 54 9/8/2005
4.3.3 Current Monthly Billing Statement Download The statement download feature allows travel agents to download a complete list of all agreements due within the 60-day period. The agent may have the need to export the statement information to another application such as an Excel spreadsheet or an in-house accounting application. To download the statement, click on the Download link displayed on the statement page directly under the agency s name and address. Click on Yes to continue the retrieval of the monthly billing statement. Figure 42. Retrieve CruisePay Monthly Billing Statement By Email Royal Caribbean Cruises Ltd. 2004 55 9/8/2005