Introduction
Agency Prepaid Budget has its purpose to determine the value of the agency’s prepaid funds. The agency has the opportunity to use the mentioned funds up to the amount that was predetermined under the ‘Agency Prepaid Budget’ tab.
Selecting the ‘Agency Prepaid Budget’ will allow the client to ‘Add’ or ‘Subtract’ the virtual funds that are going to be associated with the amount of the funds that users under certain website’s user management are allowed to use for the booking services.
Note that these virtual funds are not associated with the actual credit card balance.
Setup
2.1 How to enable
To enable ‘Agency Prepaid Budget’ login as an administrator and navigate to the Website settings, edit Website:
2.2 Select Agency Prepaid Budget Type
There is the possibility to choose between the external MOS Budget(custom specific) and the Local Budget.
If you use Local Budget there is no need to enter any properties, but if you use MOS Budget you will need to enter the necessary information related to the MOS Budget setup.
2.3 Determining the value of Local Budget
In order to select the value of the Local Budget click on the ‘Agency Prepaid Budget’ tab in the menu. Then, in the ‘Change Balance’ field type the value that is going to be ‘Added’ or ‘Subtracted’. This is an easy approach in managing the value of the Local Budget, which is going to present in the upper-right corner of the Thomalex platform.
Note that this option of managing ‘Local Budget’ will only be available to Customer Admin and Super Admin.
Workflow
3.1 Handling the Local Budget funds through the booking flow
Triggering the command to examine the number of funds that the user is demanding from the ‘Local Budget’ while attempting to finalize the booking, will send the information to the back-end setup in order to analyze the true amount of funds that can be used.
If the value is up to the sufficient amount, the system will send the command that the desired amount of money can be withdrawn and the booking in that case can be completed.
However, if the are no sufficient funds in the ‘Local Budget’ the back-end setup will create a command that there are no sufficient funds and thus the booking can't be completed.
3.2 Cancellation of the bookings via ‘Local Budget’ funds
If the user for any reason gets its booking canceled, the system will automatically return the funds in the ‘Local Budget’ to its previous value.
Considering the corporate environment, the approvers have the ability to reject or cancel the booking that will also automatically return the budget to its previous value.
Note that all of the activities related to the ‘Local Budget’ funds management will not be sent as information to the Global Distribution Systems, but the Thomalex setup itself.
3.3 ‘Local Budget’ history and records
All of the Thomalex management client users who managed the ‘Local Budget’ will have the ability to access the history and records of all the changes and transactions.