Company Balance

Company Balance is a module of the Websky online booking system for agencies which allows them to work with subagents' accounts.

Purpose

Websky supports work of legal entities with the system of accounts. Using this module, subagent or corporate customer can pay for tickets by debiting the amount from their account (Company Balance).

Ways to work with Company Balance

In Websky, there are two ways to manage the balance of the company:

• internal accounting of the Company Balance in Websky
• interaction with the agent's own account balance via API by means of Midoffice API Toolkit: described in the documentation available by the following link: https://docs.websky/ru/nemo-backoffice-api/midoffice_api_toolkit

The working principle of internal balance sheet accounting in Websky

The system of accounts is implemented due to the internal tables of the module. The system of accounts does not function as a payment gateway working by the protocol with the system.
This implementation of the payment method does not provide sufficient data protection.

Attention! There are no mechanisms to protect against account abuse in Websky. The agency itself needs to maintain organizational measures to control its invoices.

In the standard mode, only a manager or a subagency expert can pay the order from the company's balance. However, the system also allows a normal user to pay from the company's balance if one of the conditions is met:

• The Reallocation of funds module is connected to the agency. To learn more about the possibilities of the module, see the Reallocation of funds article.
• Set an account for the group. It is important to consider that the group to which the account is assigned must be an imported selling point located on a B2B server. If the group contains sub-agencies in addition to users, the account for each sub-agency is set separately.

Viewing company balance information

On the Personal Account page

Information about the status of the balance of companies for the manager of the root agency and for subagency managers is displayed in Personal Account in the Finance section.

The Finance tab in the personal cabinet is available to:

• the manager of the root agency,
• experts of the root agency,
• managers of sub-agencies which possess an account.

The section consists of two subsections:

• Current Balance Status - displays information about the companies, the current amount on their balance and the amount of available overdraft. In this section:
  • agency manager and expert displays the current amounts on a company's balance and available overdraft of all its subagents
  • subagency manager displays the current amount of the company's balance and available overdraft only for his/her agency.
• Transaction History - contains the history of transactions involving changes, deposits, and debits from the company's balance in reverse chronological order. In this section:
  • agency manager and expert displays all movements of funds on the balance of all its subagents
  • subagency manager displays all movements of funds on the balance of his/her agency.

See Personal Account for more information about working in the Websky personal account.

In the administration panel

Manager and Expert of the root agency can view the current status of the balance of companies and the history of transactions on the accounts of all its subagents in the section Finance and Payments → Balance of Companies → Transaction History. Depending on the selected object of application settings, the table displays information about all actions on the account of this object. If a certain company is selected, the Edit button appears at the top of the form to go to the page of editing the balance and available overdraft of this company.

Management of subagents' accounts

The manager manages his subagents' accounts in Finances → Balances and overdrafts → Balance account settings.

The data displayed on the page depends on the selected user in the User field:

• for the root agency: the page displays a table with all current subagency accounts,
• for the selected company: the page displays a form for editing the account status of this company.

Manage the account of all agency companies

To manage the accounts of all your subagents at once without switching by user, select the root agency in the User field.

The page will display the Account Management table, which contains data on subagency accounts with the ability to edit the data in the table.

The table contains data on the balance status and available overdraft of each agency subagent.
The following data can be edited in the table:

• Balance,
• Available overdraft,
• Availabality of payment from company balance.

The values of the columns:

• ID - the subagent's company ID. You can sort table rows by this column.
• Subagent's company name - the field for searching the records of the specified agency is available in the column.
• Balance - the subagent's balance. Changing the cell value replaces the current amount of the subagent's balance with the entered amount.
• Available overdraft - the agency's overdraft limit (the maximum allowed "minus" at the balance). If 0 is set for a subagent, the available overdraft is not set for this company, overdraft order payments are prohibited.
• Access to payment from company's balance - enables subagency access to payment from company's balance. If this option is disabled, payment of orders from the company's balance is prohibited.
• Editing - a link to the page Manage company balance.

Company balance management

This method of editing the data on the company balance is convenient for a manager when the company balance is replenished in the presence of the company representative. The page displays information only on the selected company, information on other companies remains hidden.

The information field highlighted in yellow shows the current value of the balance of the selected subagent: Balance of the company: <CASH AMOUNT IN CURRENCY>

To add an account or change a subagent's overdraft limit:

1. Go to the subagent's company balance management page in one of the following ways:
   • in the Balance management table of the entire agency, click the Manage button,
   • Select the company in the User field.
2. Enter the amount by which you want to replenish (or reduce) the subagent's company balance, and/or set the available overdraft in the specified currency.
3. If necessary, add a note in the Account status change comment field. The note is displayed in the Transaction history as a comment for this transaction.
4. Click the Save' button. In the current window, in the information field highlighted in yellow, the new value of the company's balance will appear: Company Balance: <CURRENCY in VALUE>.

Company Balance Management Options

• Replenish balance by - the amount and currency by which the subagent's company balance will be increased or decreased:
  • positive amount value - the subagent's company balance will be increased by the specified amount,
  • negative amount - the subagent's company balance will be decreased by the specified amount.
• Available overdraft - the amount and currency, the maximum allowed "minus" on the balance. When the subagent's balance is exhausted, the subagent will additionally be able to place orders for the total amount within the available overdraft.
• Corporate SOFI client balance - See the section below this article Integrating SOFI Client Balances for details.
• Distributed account amount can exceed subagency balance amount - allows you to set a subagency user's balance to be greater than the subagency company's actual balance. In this case, the user will be able to pay for the flight only if the subagency account has enough funds to pay for this flight. Otherwise, user will receive a message with a request to contact the agency. This setting is only available if the Reallocation of funds module is enabled.
• Comment on the account status change - a free-form text comment that will become visible to the subagent in the Transactions history section of the Personal Account.
• 'Allow entering invoice data - this option enables you to pay for Aeroexpress (Sirena) by the invoice . At the stage of payment from the company's balance, the agent or the agency employee specifies additional parameters, namely: the number of the invoice and the name of the organization. These data are sent to GDS Sirena when paying for Aeroexpress. These data are also sent to GDS Sirena when the ticket is issued.

Possible option values:

1. No - the option is disabled;
2. Yes - the additional fields are optional, so this information is not sent to GDS Sirena if there is no data (if a suffix is set in the settings, it is sent).
3. Required - additional fields are required. Attention! When paying from the company balance for orders in other GDS (except Sirena) fields of the payment order number and the name of the organization will also be required. It is recommended to create different Payment Gateways depending on the vendor, set up in the Payment Gteway filtration to make the ticketing process successful.

• Suffix for payment form - a two-letter code transmitted to Sirena GRS at the stage of order ticketing. The order must be paid from the company's balance. Suffixes are assigned to corporate clients on the vendor side. The suffix is displayed on the payment form on the supplier's Itinerary receipt. The payment order data will be sent to the supplier only if the "Suffix for payment form" field is not filled in.
• 'Use "Subagent ID in third-party CRM" setting value instead of transaction number - the option allows you to pass the "Subagent ID in third-party CRM" setting value in the "Company Profiles" section instead of the transaction number for GDS Sirena Travel orders. For GDS Sirena Travel orders, it is necessary to pass the contract number during exchanges when paying from the company balance, for this purpose it is recommended to enable this option and not to use the "Suffix for payment form".

Auto repayment of credit limit

Each order paid from the balance of the company has a button "Repay credit" / "Repaid" in the order table of the personal account in the column Form of payment. Root agency manager and expert can return to the balance of the company an amount equal to the price of a particular order. To credit an amount equal to the value of an order to the company's account, the agency manager must do the following:

1. Go to your Personal Account and click on the Orders tab.
2. Set up the "Payment Form" column in the table.
3. Find the order value of which should be applied to the company credit.
4. Click the Repay Credit link.
5. Confirm the transaction in the pop-up window.
   • If the company balance is negative, the amount will be credited to the loan repayment,
   • if the amount on the company balance is positive, the amount will be credited to the subagent's account.
6. After a successful transaction, the button text in the Payment Form column changes to Repaid and the button becomes inactive.

Notifying subagents about changes in company balance and available overdraft

Each time a subagent's company balance or available overdraft is funded, changed through the account management sections, or when company balance data is imported, a notification is sent to the subagent's email address.

Notifications are sent to the address specified in the Company Profiles → Email Address setting.
. You can change the text of messages in Language Resources through variable editing.

Account balance and overdraft notification

To inform the client about the account balance and overdraft, you just need to enable two options on the form for editing the company balance and available overdraft:

• Send notification to subagent when overdraft balance (%) - specify the percentage of the maximum overdraft, upon reaching which a notification containing the current value of the company balance and available overdraft is sent to the subagent's email address.
• Send notification to subagent when balance amount is less than or equal to - specify the company balance value, upon reaching which a notification containing the current value of the company balance and available overdraft will be sent to the subagent's email address.

Parameters support only positive numbers, the fractional part is separated by a dot.

You can change the message text in Language Resources by editing the variable (Current values for company [%-companyName-%]: deposit [%-deposit-%] and credit [%-credit-%]).

Refunds

When returning tickets paid from the company balance, the subagent may manually return the funds back to the account, with the amount assigned by the supplier, minus the agency's refund fees.

Auto refunds on order cancellation

In order to enable automatic refunds for orders with the status paid, not yet ticketed, you must enable the option Automatically refund after cancellation of the order (only company balance and MPS) for this payment method in the section Finance and Payments → Payment methods → Gateway control.
The option activates automatic refunds on cancellation of orders paid via MPS (see '[Siren Travel#)'. MPS (EgoPay) or from the companiy's balance.
Attention! Cancellation must be started on the Websky side, from the service information, otherwise the automatic refund will not happen, for example in the case of cancellation through the terminal.

Manager and expert of the main agency, as well as manager and experts of sub-agencies have access to cancel the paid order. Only under these users you can make an automatic refund if the order is cancelled. This can be done by pressing the "Cancel the ticketing and remove seats" button in the Service information. Other users will be automatically prompted by the system to fill out a cancellation request, which will be handled by a manager or an expert of the root agency.

Attention! Automatic refunds will not be issued when a booking is cancelled under a sub-agency manager or expert if a split or ticket refund/exchange has been made in the order.

Data logging

To find detailed information in the form of logs on all orders paid from the companies balance, in the View System Logs section set the filter Payment Gateway to Company Balance value. For more information, see the System logs article.

Integration of client balances from SOFI

In Websky, you can update the value of a subagents company balance via SOFI.

This method is useful if it is not convenient for a manager to manually adjust the company balance for each client.

When adjusting the company balance via SOFI, the updating is performed in two instances:

• When paying from the company balance, synchronization will take place automatically if this has not already been done manually.
• In the Finance tab, in the personal Account next to the company balance and available overdraft, there is a line Last synchronization, in which the date is indicated. If there was no synchronization, "no" is displayed instead of the date. If less than 24 hours have passed since the last successful synchronization, a second synchronization will not be available.

The agency manager can update the balance of any sub-agency company, and the sub-agency manager can update only his own company.

To use the integration:

1. The agency must have the Interaction with SOFI module enabled.
2. Enable the Corporate client balance from SOFI option under Finances → Balances and overdrafts → Balance account settings.

The settings described below will not be available if this setting is not enabled.

Attention! To activate the option, you need to contact Websky staff.

For successful synchronization, Subagency must be configured:

• Subagent code in SOFI' under Site Management → Domains and Protocols.
• Under For technical support → Outdated settings → Connection requisites:
  • Login, password to access the service,
  • WSDL address for requests.

See also

• Reallocation of funds
• Balance data import
• Log
• Personal account
• Groups in Websky
• Currency
• Universal Payment Gateway API protocol