LO Distribution Policy - amadeus.com€¦ · LO EMD AAAS distribution guidelines for Travel Agent...

Electronic Miscellaneous Document

and Amadeus Airline Ancillary Services

LO Distribution Policy Guidelines for Travel Agencies

Date of update – 12MAR14

Jakub Iwanski / Anna Sekita

LOT

Version 1

LO EMD AAAS distribution guidelines for Travel Agent channel

3

INDEX

WHAT IS AN EMD? ........................................................................................................ 5

What is the difference between an Associated versus a Standalone EMD? ..................... 5 How to Create Chargeable Services in the PNR Depending on the EMD Type ................. 5 What are RFICs/RFISCs? ........................................................................................ 6 How RFICs/RFISCs are used in the EMD TSM ............................................................ 6 What is the EMD Coupon Structure? ........................................................................ 6 When to use an SVC Segment ................................................................................ 7 When to use an SSR Element ................................................................................. 7 Travel Agencies not yet using EMD .......................................................................... 7

EMD-A SPECIFIC BEHAVIOUR ....................................................................................... 7

EMD status codes .................................................................................................. 7 Association / Disassociation .................................................................................... 7

WHAT IS AN ANCILLARY SERVICE (AAAS)? .................................................................. 8

SERVICE 1 PETC - 0BT (Pet in Cabin) ........................................................................... 9

A. Service description and purpose .................................................................................. 9

B. Detailed EMD flow ...................................................................................................... 9

1/ Initial PNR ........................................................................................................ 9 2/ Booking ........................................................................................................... 9 3/ Pricing ............................................................................................................. 9 4/ Issuance .......................................................................................................... 9 5/ EMD display (EWD) ........................................................................................... 9 6/ Other Airline’s specificities (if applicable) .............................................................. 9 7/ Service Change Rules ........................................................................................ 9

SERVICE 2 AVIH – 0AY/0AZ/0A0 (SMALL/MEDIUM/LARGE Animal in hold) ............ 11

A. Service description and purpose………………………………………………………………………………………..11

B. Detailed EMD flow …………………………………………………………………………………………….……………….11

1/ Initial PNR…………………………………………………………………………………….………………………………11

2/ Booking ……………………………………………………………………………………………………………………….11

3/ Pricing…………………………………………………………………………………………………………………………..11

4/ Issuance……………………………………………………………………………………………………………………….11

5/ EMD display (EWD)………………………………………………………………………………………………………11

6/ Other Airline’s specificities (if applicable……………………………………………………………………..12

7/ Service Change Rules……………………………………………………………………………………………………12

SERVICE 3 XBAG – 0GO ( Excess Baggage)…………………………………………………………13


B. Detailed EMD flow ………………………………………………………………………………………………………………13

1/ Initial PNR……………………………………………………………………………………………………………………..13

2/ Booking …………………………………………………………………………………………………………………………13

3/ Pricing…………………………………………………………………………………………………………………………….13

4/ Issuance…………………………………………………………………………………………………………………………14

5/ EMD display (EWD)……………………………………………………………………………………………………….14

6/ Other Airline’s specificities (if applicable……………………………………………………………………….14

7/ Service Change Rules…………………………………………………………………………………………………….14


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SERVICE 4 SPEQ - 0B5 (Special sport equipment)………………………………………………….16


B. Detailed EMD flow ……………………………………………………………………………………………………………….16

1/ Initial PNR……………………………………………………………………………………………………………………….16

2/ Booking ………………………………………………………………………………………………………………………….16

3/ Pricing……………………………………………………………………………………………………………………………..16

4/ Issuance………………………………………………………………………………………………………………………… 16

5/ EMD display (EWD)………………………………………………………………………………………………………….16

6/ Other Airline’s specificities (if applicable…………………………………………………………………………16

7/ Service Change Rules………………………………………………………………………………………………………17

SERVICE 5 UPML - 0B7 (Meal upgrade) …………………………………………………………………18

A. Service description and purpose…………………………………………………………………………………………..18

B. Detailed EMD flow ………………………………………………………………………………………………………………..18

1/ Initial PNR……………………………………………………………………………………………………………………….18

2/ Booking ………………………………………………………………………………………………………………………….18

3/ Pricing………………………………………………………………………………………………………………………………18

4/ Issuance…………………………………………………………………………………………………………………………..18

5/ EMD display (EWD)………………………………………………………………………………………………………….18

6/ Other Airline’s specificities (if applicable………………………………………………………………………….18

7/ Service Change Rules……………………………………………………………………………………………………….19

SERVICE 6 BIKE - 0EC (Bike) ……………………………………………………………………………….20

A. Service description and purpose……………………………………………………………………………………………20

B. Detailed EMD flow ………………………………………………………………………………………………………………..20

1/ Initial PNR………………………………………………………………………………………………………………………..20

2/ Booking ……………………………………………………………………………………………………………………………20

3/ Pricing……………………………………………………………………………………………………………………………….20

4/ Issuance……………………………………………………………………………………………………………………………20

5/ EMD display (EWD)………………………………………………………………………………………………………….20

6/ Other Airline’s specificities (if applicable…………………………………………………………………………20

7/ Service Change Rules………………………………………………………………………………………………………20

EMD SALES CANCELLATION (VOID) .......................................................................... 220

EMD REFUND ............................................................................................................ 222

EMD EXCHANGE (REISSUE) ...................................................................................... 222

List of EMD entries ..................................................................................................... 23

List of AAAS entries .................................................................................................. 233


5

WHAT IS AN EMD?

EMD stands for Electronic Miscellaneous Document. An EMD allows you to sell and track the usage of

charges, for example excess baggage charges, change fees and a residual value. The EMD is the

solution for all fees collected outside a ticket. It will replace all existing virtual miscellaneous

documents and IATA VMPDs by end 2013.

Please keep in mind that EMD is basically an empty (but secure) shell that has to be priced

manually. EMD automatic pricing is anyhow possible with the Amadeus Ancillary Services solution

or with Amadeus Ticket Changer. These solutions are not included in the IATA EMD solution and

are sold independently of EMD. This document deals therefore with EMD only.

What is the difference between an Associated versus a Standalone EMD?

There are two types of EMDs, the standalone EMD (EMDS) and the associated EMD (EMDA)

that can be associated to e-ticket coupons. The two types differ in their behaviour and usage. Here

are the main characteristics:

Standalone EMD (EMDS) Associated EMD (EMDA)

A standalone EMD is issued for a

residual value or the collection of

miscellaneous charges that are not

lifted with an e-ticket coupon. For

example group deposits and

change fees.

The standalone EMD can consist of

a single or multiple value coupons

depending on airline background

settings.

It can be issued in connection with

individual e-ticket coupons or an

e-ticket.

It can be linked with an e-ticket for

reference.

It can be consumed at issuance or

used at different stages.

It has no interaction with the

airline systems (reservation

systems and DCSs).

An associated EMD is issued for the

collection of miscellaneous charges and

excess baggage charges that are lifted

(considered used) at the same time as

the e-ticket coupon. For example, sports

equipment and excess baggage.

The associated EMD can consist of a

single or multiple value coupons that are

directly linked to individual flight coupons.

Each EMD coupon that is associated to an

e-ticket is referenced in the e-ticket

record with the corresponding e-ticket

coupon.

The carrier and the routing of the EMDA

and the e-ticket coupons must match.

An EMDA can be automatically or

manually associated or disassociated.

Only airline agents can manually

associate and disassociate EMDAs.

The EMDA's final usage depends on the e-

ticket coupon it is associated to, providing

it does not become disassociated.

How to Create Chargeable Services in the PNR Depending on the EMD Type

To create a chargeable service or fee for which you want to issue an EMD, you can either enter a

Special Service Request (SSR) element in the PNR for EMDs that are associated to a flight segment

(EMDA) or a Manual Auxiliary Segment (SVC) for EMDs that are not associated to a flight segment

(EMDS).


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What are RFICs/RFISCs?

An RFIC is a Reason-For-Issuance Code (coded on 1 character, example: A, C, …). It defines which group of

services an EMD belongs to. The RFICs are compliant with the IATA standard. An RFIC can have

multiple Reason-For-Issuance Sub-Codes (RFISCs) coded on 3 alphanumeric characters (examples:

0BT, 99I, …). The RFISCs are airline-specific, even if some ATPCO recommendations do exist.

How RFICs/RFISCs are used in the EMD TSM

When you create an EMD Transitional Stored Miscellaneous (TSM) document or EMD pricing record,

the RFIC and RFISCs and their description are automatically filled in the EMD TSM.

All services contained in an EMD belong to the same reason for issuance.

An EMD may contain only one RFIC but several RFISCs for different services or fees. Each EMD

coupon is based on the RFISC.

An EMD cannot contain both chargeable special service requests (SSRs) and manual auxiliary

segments (SVCs) in one TSM. The system automatically performs a split when the EMD TSM is

created.

On the next page you can find different EMD Reason for issuance codes (RFIC) and Reason for

issuance sub codes (RFISC).

If the RFIC is the same, on same EMD there can be different RFISCs:

EMD:

Coupon Service code RFIC RFISC

NCEPAR PETC C 0BT

PARLON PETC C 0BT

LONPAR AVIH C 0BS

PARNCE AVIH C 0BS

Note that one EMD cannot contain services created from SVC and SSR elements.

If in addition to services above passenger has XBAG NCEPAR & PARLON, that would have to be

issued on separate EMD because there can only be one service/flight

segment on same EMD.

What is the EMD Coupon Structure?

An EMD may contain up to 16 coupons, where up to four coupons can have the same EMD number. If

an EMD contains more than four coupons, a conjunction EMD will be issued (up to four document

numbers).

The EMD coupon status indicates the current usage of the service or fee. When an EMD is associated

to an e-ticket, the coupon status change of the e-ticket and the EMD coupons are partly synchronized

(intermediate statuses do not come over from e-ticket to EMD).


7

When to use an SVC Segment

For standalone services that do not need to be associated to a flight segment, you enter an auxiliary

segment in the PNR.

This type of auxiliary service segment must be entered with an HK action code (confirmed) and it can

be associated to one passenger only.

The system creates a service segment (SVC) that is not sent to the airline system and not

transmitted to the airline's Departure Control System (DCS). This means that it is not taken into

account for reservation or booking purposes by the airline.

When to use an SSR Element

If you want to book a special service that is associated to a flight segment, excess baggage or

sports equipment, for example, you can use a Special Service Request (SSR) element. Service must

be confirmed before EMD can be issued based on SSR element.

When Travel Agent exchanges e-ticket coupon that has EMD-A attached to it, EMD is automatically

disassociated. Travel agency must contact Airline 1st level Ticketing Help Desk in case EMD-A needs

to be reassociated to another ticket or needs to be refunded.

Travel Agencies not yet using EMD

Amadeus Travel Agencies who are not using EMD yet, can see EMD FA element in the PNR, but they

are not able to display EMD. At the end of the FA element agent can see from which element the EMD

has been created and that gives the hint of what EMD has been issued for.

EMD-A SPECIFIC BEHAVIOUR

EMD status codes

When the e-ticket that is associated to EMD is set to flown status (F) by airline departure control

system (DCS), F status is cascaded also to associated EMD coupon. Intermediate statuses of e-ticket

(A and C) are not cascaded on EMD coupon at the moment.

Association / Disassociation

System automatically disassociates EMD from e-ticket when

travel agent exchanges e-ticket coupon that has EMD-A attached to it. Travel agency must

contact Airline Help Desk in case EMD-A needs to be reassociated to another ticket.

e-ticket is voided. EMD must be voided separately if agent wants to cancel issuance

e-ticket is refunded. EMD must be refunded separately if that is the intention


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WHAT IS AN ANCILLARY SERVICE (AAAS)?

Ancillary Services is the Amadeus solution which allows services automatic pricing thanks to an

Airline filing done on ATPCO side.

Services eligible to AAAS are marked with a “/” (slash) in front of the service line at booking time.

Manual TSM-P management is then replaced by an automatic flow. Except this automatic pricing step,

all other steps (booking, issuance, follow-up) stay unchanged.

Please note that AAAS is used with SSR and EMD-A in most of cases.


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SERVICE 1 PETC - 0BT (Pet in Cabin)

A. Service description and purpose

PETC service refers to animal transportation in aircraft cabin. LOT allows only dogs, cats and ferrets

to be transported in aircraft cabin. Maximum animal weight including cage cannot exceed 8 KGS.

For further details on PETC please refer to LOT Amadeus Information pages on GGAIRLO B.

B. Detailed EMD flow

1/ Initial PNR

- PNR should contain confirmed flight segment and confirmed SSR PETC service (HK)

2/ Booking

- SR entry to be used depending on the service

SR PETC – 1 DOG 5KG DIM 50 x 40 x 20 CM

- Free flow text mandatory including type of the animal, weight and cage dimensions

3/ Pricing

Ancillary Service is in the scope, automatic pricing is available and opened to T/As

- TSM-P automatic creation: FXG entry

- Pricing result – fare stored in TSM mask automatically

- Optional fields - “International indicator”, or “Domestic indicator” must be filled-in

- “In Connection With” filled-in automatically as EMD-A type of document is being issued.

4/ Issuance

- EMD status at issuance time – document status will be Open as soon as assigned E-ticket coupon

status is Open.

5/ EMD display (EWD)

- Regular EWD entry is applicable to document’s display.

6/ Other Airline’s specificities (if applicable)

- AIL – Amadeus Issuance Limit will be given to all EMD documents according to specification

presented in item number 7.

7/ Service Change Rules

Proposal of situation for service changes.


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Case E-ticket & EMD

Change Procedure / consequences

1. Specific flight /

any flight Flight rebooked to another date /

flight nbr changes No action with EMD if still

associated with Etkt 2. Ticket is voided -> EMD needs to

be voided

Ticket is refunded. EMD will be

refunded.

Yes

No, if the service is non refundable,

EMD remains non-ref, therefore

must be disassociated form Etkt. 3. Passenger changes his mind and

rebooks ticket in a lower/higher

class

Following LO procedures, Etkt has

to be reissued, therefore old EMD

should be assigned to a new Etkt

4. Passenger is rerouted voluntary

AAAS can be rerouted / refunded

EMD AAAS can be voluntarily

rerouted (reissued) only for the

same type of service, if the fare is

the same. EMD AAAS cannot be

refunded as the services are non-

refundable after issuance 5. Any involuntary flight cancellation.

Passenger does not travel

EMD AAAS is fully refundable.

6. Involuntary rerouting to another

LO flight EMD AAAS is involuntarily rerouted

and accepted for another LO flight. 7. Unsued EMD for unused AAAS,

refundable/non-refundable Non-refundable after issuance

8. Unused EMD for unused AAAS,

Can be exchanged for different

services / different date?

Unused EMD AAAS cannot be

exchanged for different services

but can be exchanged for different

date (if the service is the same); 9. AIL – Amadeus Issuance Limit

1/ if the service is booked at least

14 or more days before the

departure, - then the issuance

must be effective within 72H after

the service is booked.

2/ if the service is booked 7 days

before the departure but not later

than 14 days before the departure

– issuance must be made 12H after


3/ if the service is booked less than

7 days before the departure – the

issuance must be made at 2H after



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SERVICE 2 AVIH – SMALL 0AY (Animal in Hold)

AVIH – MEDIUM 0AZ

AVIH – LARGE 0A0


AVIH services refer to animal transportation in aircraft hold. LOT allows only dogs, cats and ferrets

to be transported in aircraft hold. Animal weight limit including cage will be given in item 6 below.

For further details on AVIH please refer to LOT Amadeus Information pages on GGAIRLO B.


1/ Initial PNR

- PNR should contain confirmed flight segment and confirmed SSR AVIH service (HK).

2/ Booking

- SR entry format to be used depends on the weight and size of the animals and the group

to which it was classified;

- We recognize 3 groups of AVIH: Small, Medium and Large

- Specific applicable formatting to be detailed as below:

I. SR AVIH – SMALL. 1FERRET 3KG DIM 95 x 70 x 143 CM

II. SR AVIH – MEDIUM. 1CAT 9KG DIM 137 x 114 x 86 CM

III. SR AVIH – LARGE. 1DOG 16KG DIM 302 x 89 x 107 CM

3/ Pricing






4/ Issuance


status is Open.




12




- Large means more than 15KG, medium and small mean up to 15KG.

- Limits of AVIH accepted on LOT planes:

I. B787 – 3

II. B767 – 3

III. B737 – 2

IV. EMB/ATR/DH4 – 1

- Maximum cages dimensions: Length x Width x Height

I. B787 – 125 X 96 X 64 or 317 X 243 X 162 CM

II. B767 – 302 X 89 X 107 CM

III. B737 – 137 X 114 X 86 CM

IV. ATR42 – 95 X 70 X 143 CM



Case E-ticket & EMD






be voided


refunded.

Yes





class
























date (if the service is the same);


13

9.

AIL – Amadeus Issuance Limit















SERVICE 3 XBAG – 0G0 (Excess Baggage)


XBAG service refers to part of baggage which is in excess of the baggage that may be carried

free of charge. Baggage in excess of the free allowance is to be charged according to the rates

available in Amadeus system for AAAS tariff covering the specific journey.

B. detailed EMD flow

1/ Initial PNR

- PNR should contain confirmed flight segment and confirmed SSR XBAG service (HK).

2/ Booking

- SR entry to be used:

SR XBAG – 1PC 23KG DIM 30 x 40 x 50 CM

3/ Pricing

Case 1: Ancillary Service is out of the scope, when weight and dimensions are exceeded in relation

to current baggage limit (weight more that 23KG, sum of three dimensions exceed 158 CM).

Pricing is done manually:

- TSM-P manual creation

- TSM-P manual update with the different elements at both coupon and document level

- Optional fields such as “Present At”, “Present To”, “International indicator” or “Domestic indicator”

is expected by the Airline

OR


14

Case 2: Ancillary Services are in the scope, automatic pricing is available and opened to T/As


- Pricing result

- Optional fields: “International indicator” or “Domestic indicator” expected by the Airline

- pricing valid only for XBAG within allowance i.e. 23KG/158CM

4/ Issuance


status is Open.




- XBAG service is a kind of prepaid baggage. Fare for excess baggage is automatically calculated

only in case when dimensions and weight is not exceeded and keep the applicable limit.

- In case when weight is exceeded (weight more than 23 KG – 50lbs) and sum of three

dimensions is higher than 158 CM (62 IN) – then the charge for this excess baggage should be

calculated manually.



Case E-ticket & EMD






be voided


refunded.

Yes





class















15



























16

SERVICE 4 SPEQ – 0B5 (Special Sport Equipment)


Sport Equipment is to be understood as transportation of different equipment as chargeable excess

baggage e.g. ski, golf, snowboard etc.


1/ Initial PNR

- PNR should contain confirmed flight segment and confirmed SSR SPEQ service (HK)

2/ Booking


1. GOLF: SR SPEQ-GO.GOLF 5KG DIM 120X50X70CM

2. SKI: SR SPEQ-SK.SKI 5 KG DIM 120X15X20CM 3. FISHING: SR SPEQ-FI.FISHEQP 3KG DIM 120X50X15CM 4. MUSIC: SR SPEQ-MU.MUSIC 8KG DIM 120X80X30CM

5. SCUBA: SR SPEQ-SC.SCUBA 8KG DIM 50X60X90 CM 6. SURFING: SR SPEQ-SU.SURFB 10KG DIM 20X70X50CM 7. WINDEQUIP: SR SPEQ-WI.WINDEQP 20KG DIM160X70X80CM 8. SNOW: SR SPEQ-SN.SNOWB 15KG DIM 120X30X10CM 9. BPACK: SR SPEQ-BP.BPACK 8KG DIM 60X30X20CM

10. KITE: SR SPEQ-KI.KITEB 10KG DIM 60X60X40CM

- Free flow text mandatory including SPEQ two letter service name followed by the weight and

dimensions.

3/ Pricing





4/ Issuance


status is Open.







17



Case E-ticket & EMD






be voided


refunded.

Yes





class








































18

SERVICE 5 UPML – 0B7 ( Meal Upgrade)


Meal Upgrade is a chargeable ancillary service which means that passengers travelling in economy

class on long-haul flights operated by B787 can buy an upgrade in meal. Premium economy class

meal can be offered to economy class passengers upon payment of the appropriate charge and

can be ordered in advance in specific time. Base meal or special meal can be upgraded.


1/ Initial PNR

- PNR should contain confirmed flight segment and confirmed SSR UPML service (HK)

2/ Booking


SR UPML-BS.BASE - Regular/Base meal

SR UPML-HN.HNML - Hindu

SR UPML-DB.DBML - Diabetic

SR UPML-NL.NLML - Non-lactose

SR UPML-VG.VGML - Vegetarian (non-dairy)

SR UPML-GF.GFML - Gluten-free

SR UPML-VL.VLML - Vegetarian (lacto-ovo)

3/ Pricing




- Optional fields - “International indicator” must be filled-in

4/ Issuance


status is Open.







19



Case E-ticket & EMD






be voided


refunded.

Yes





class








































20

SERVICE 6 BIKE – 0EC (Bike)


Service is referring to BIKE transportation in the aircraft hold and is chargeable.

Detailed EMD flow

1/ Initial PNR

- PNR should contain confirmed flight segment and confirmed SSR BIKE service (HK)

2/ Booking


SR BIKE – 15 KG DIM 120 x 40 x 60 CM

- Free flow text mandatory including weight and dimensions of the bike.

3/ Pricing






4/ Issuance


status is Open.









21

Case E-ticket & EMD






be voided


refunded.

Yes





class








































22

EMD SALES CANCELLATION (VOID)

- Void transaction permitted as soon as EMD is not sales reported (sale not confirmed).

EMD REFUND

- EMD AAAS after issuance is non refundable in case of voluntary

- EMD AAAS is refundable after issuance in case of involuntary changes

EMD EXCHANGE (REISSUE)

- EMD AAAS can be reissued/exchanged only for the same service in case of routing change

and when the fare is the same.


23

List of EMD entries

IU SVC creation

SR SSR creation

EGVD/CXX Display available EMD airlines in XX country

EGCD/VYY Display available countries for an airline

EGSD/VYY Display list of EMD services offered by an

Airline and details for each of them

TMC/VYY Manual creation of TSM-P, V= validating

carrier – YY = Airline Code

TMI TSM-P update

TQM TSM-P display

TMX Delete TSM-P

TMF Remove change flag

TMH Display history

TTM EMD issuance

EWD EMD display

EWH EMD history display

TRF EMD refund

TRFU EMD refund update

TRFP Refund validation

TRFIG Cancellation of refund process

TRDC Cancellation, voiding

EMR EMD reprint

List of AAAS entries

FXG Confirmed

service

automatic

pricing

FXH Informative

service

automatic

pricing

FXK Ancillary

Services

catalog

display

SM, ST/13C Seatmap

display,

Seats

booking

(seat ref)


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LO Distribution Policy - amadeus.com€¦ · LO EMD AAAS distribution guidelines for Travel Agent...

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