The Flight Details datagroup can be used to register all flights a person is going to have and book the flights. To be able to work with the Flight Details datagroup, you should first select the needed travel interface in Global Options. Go to Setup >Global Options > Datagroups > Travel Interface. It is possible to choose between RightRez, None, Instone, CrewLink, Griffin Marine, E-Mail, and Manual interfaces.
The information you need to input depends on the travel interface you choose. Let's review each of them in details.
RightRez Travel Interface
RightRez provides dynamic air booking solutions, air itinerary management tools and innovative re-shopping tools. It manages your air reservations from start to finish to support and improve your current air department processes. It is solely focuses on the 'life of your air reservations' from booking, changes, finding lower fares, ticketing and reporting.
Interfacing with Adonis Travel bookings requests are sent directly from the Adonis Personnel Manager to the RightRez booking server. The response with flight details is received almost instantly. Currently, there are two places in APM where this integration is implemented:
the Flight Details datagroup (to book a flight for one person);
the Crew Change module (to book for several crew members at the same time).
Open Setup >Global Options > Datagroups > Travel Interface, select RightRez from drop-down in Interface field:
If RightRez interface is chosen, it may be necessary to contact RightRez for settings details: http://www.rightrez.com/
There are new possibilities to identify sites which make bookings and distinguish between vessels/account codes.
Earlier, vessel account information could be taken from Ship Code and Account Code fields. It was not always convenient for companies where several vessels could be charged for booking flights.
This situation has been amended in the following way: A new option Ship code from vessel rates is added to Global Options. It is possible to select this option and define, which vessel rates will store ship code and account information in Vessel properties > Rates tab. When this option is set, the Ship Code and Account Code fields become disabled and not taken into account. For the program to understand, vessel rates of which Vessel should be considered, you need to choose a vessel from the drop-down in Vessel to be Charged field that was added to Book Flight window in Flight Details datagroup. To identify, which site makes bookings, it is needed to define, which security level will be making bookings for this or that site. This can be done also in Global Options: Click , input level and vessel. To remove the record, click .
In our example, the settings are defined in such a way:
all users on security level 01 (security level 01 on each site) will make bookings for Spring vessel; from security level 02 - for an Office; security level 03 - for Summer vessel.
When Default arriving date one day before Crew change ETA option is selected, the default arrive date/time for On-signing crew is one day before the ETA of the crew change. This means that if the Book button is clicked on the Flight Bookings tab (on to Vessel view), the Arr.Date is set to ETA minus 1 day and Arr. before time to 23:59. If a user manually enters another Date, this Date is used for the booking. This option is used for those companies who use Crew Change module for flight bookings.
To open the datagroup, click icon on Datagroups ribbon or press Ctrl+I hotkeys.
You'll see the following screen:
In case if RightRez interface has been chosen, it is needed to click button to create a new record (to book a flight):
Several fields are obligatory for input here: Departure and Arrival Airport, Departure and Arrival Date.
Departure Date can't be less than today's.
Passenger Type, Nationality, Passport Country, Passport Expires and Passport Number are filled in automatically (fetched from Personal Details and Travel Documents datagroups). Choose Direction:
if From Vessel is selected, Home Airport is shown automatically in the Arrival Airport field;
If To Vessel is selected, Home Airport is shown in the Departure Airport field.
If Home Airport is not defined in the Personal Details datagroup, these fields will be blank in both cases, and you need to choose the needed airports.
To select an airport, click a button with dots near airport field. Select Airport window will appear: It is possible to search airport name or airport code. Just start typing and the program will prompt you a variant. If you set Training check-box, select another Direction: button is disabled until all mandatory fields are filled in and the Departure Date is chosen correctly.
Besides, it is impossible to book a flight if passport expires before the arrival date.|
When you click button, all typed information is sent to RightRez server. Then it is possible to retrieve confirmation and costs information from RightRez server (use Retrieve button under Manage menu). To view a record, select it and click Itinerary button or double-click the needed record.
Note, please:
The button Retry is enabled for the records with status CREATED or POSTED.
The button Retrieve is enabled for the records with status CONFIRMED, RETRIEVE, PENDING.
The button Cancel is enabled for the records with status CONFIRMED, RETRIEVE, PENDING.
Statuses Explanation:
CREATED
means, that the record was created, but due to some reasons (e.g. there was no connection, there was no response from RightRez server), the information was not posted.
POSTED
means that the information was posted, but confirmation has not been received yet.
CONFIRMED
means that confirmation has been received.
PENDING
means that RightRez was not able to find a suitable flight.
RETRIEVE
is used when a user wants to retrieve (refresh) flight details.
None Travel Interface
With None interface you can not book flights from APM, but you can register records to store all flights information of person(s) in one place. It can help to find the needed data easily and quickly. Open Setup > Global Options > Datagroups > Travel Interface, select None from drop-down in Interface field:
To open the datagroup, click icon on Datagroups ribbon or press Ctrl+I hotkeys. If None interface is chosen, Flight Details datagroup window looks like the below one:
You need to click button to create a record for a flight. In Flight Details window, please define the necessary information:
Input Flight name, Departure/Arrival Date and Time, Departure/Arrival Airport. To select an airport, click a button with dots near airport field. Select Airport window will appear: It is possible to search by airport name or airport code. Just start typing and the program will prompt you a variant. Enter Ticket details, Currency (currency codes should be previously created in General Codes > Payroll > Currency), Amount, Tax and Fees, etc.
Manage Buttons
to create flight record.
to open an existing record.
deletes a selected record.
to add travel costs record.
Costs codes should be previously created in General Codes> Travel > Costs.
to leave some notes.
Then they will be visible for all users here and in Notes datagroup.|
E-Mail Travel Interface
Open Setup > Global Options > Datagroups > Travel Interface, select E-mail from drop-down in Interface field and enter all needed data. If E-mail interface is chosen, you are not able to book flights directly from APM but can send the flights requests to special responsible for flights booking person. You register the records to store all flights information of a person in one place.
That defined information will be added to mails by default: Address, Subject, Header, Footer, Signature (user's name). The body of the mail will be flight details (PIN, Name, Nationality, Passport information, Airports, etc.). See How to work with Flight Details section below. If the option Add users name is selected, then the name of the user who created a flight record, will be shown at the bottom of the mail. Click OK to save the settings.
To open the datagroup, click icon on Datagroups ribbon or press Ctrl+I hotkeys. You'll see the following screen:
It is needed to click button to create a new request record. In appeared window, input all needed data:
Several fields are obligatory for filling here: Departure and Arrival Airport, Departure Date
Departure Date can not be less than today's.
Nationality, Passport Country, Passport Expires and Passport Number are filled in automatically (fetched from Personal Details, Travel Documents datagroups).
The Purchase Number is the unique number which can be used to indicate the flight booking in Adonis. If you can ask other persons involved to refer to this number. It is possible to cross check the information coming from them with the flight bookings made in Adonis. Choose Direction:
if From Vessel is selected, Home Airport is shown automatically in the Arrival Airport field;
If To Vessel is selected, Home Airport is shown in the Departure Airport field.
If you set Training check-box, select another Direction:
If Home Airport is not defined in the Personal Details datagroup, these fields will be blank in both cases, and you need to choose the needed airports.
To select an airport, click a button with dots near airport field. Select Airport window will appear: It is possible to search airport name or airport code. Just start typing and the program will prompt you a variant. Depart after time is/can be used to indicate earliest time the flight can be booked based on the vessel ETA (used for bookings from the vessel). Arrival before time is/can be used to indicate the last time a person should arrive to catch the vessel ETD (used for booking to the vessel).| When this is done, it is needed to click Send booking request button. The message box appears, e.g.:
You can edit the info or attach files to the mail, if needed. Click button and a mail with the all details will be sent to the person, whose address was defined in Global Options
To add travel costs record, click button under Manage menu.
Costs codes should be previously created in General Codes> Travel > Costs.
If you want to leave notes, click button under Manage menu.
Then they will be visible for all users here and in Notes datagroup.
Manual Travel Interface
In addition to the existing RightRez, E-mail, Griffin Marine and None travel interfaces, we have added a new one called Manual. This new type of interface enables the users to add the flight records with segments themselves. It also allows to add and view flight information from Activities datagroup screen, and to link an activity to the flight. Before start working, you should make necessary settings.
Step 1: To enable Manual travel interface functionality, please select it in Global Options > Datagroups >Travel Interface:
Step 2: Manual interface also provides you with possibility to add book flights records in activities screen (link the flight to the activity). This functionality is enabled when Enable Flight Bookings option is set in Global Options > Datagroups > Activities:
Step 3: Add the column Flights to the activities views. Go to Setup > General Codes > Activities > Activities Views, open the view that needs to display icons (arrows) for flights and add Flights column to the view:
Step 4: Add needed Airline companies to General Codes > Travel > Airlines:
