ELECTRONIC MISCELLANEOUS

DOCUMENT (EMD)

User Guide

EMD Issuance
CONTENTS
What is an Electronic Miscellaneous Document (EMD)? ....................................................................... 4

EMD-A (Associated Electronic Miscellaneous Document) ..................................................................... 4

Guidelines for EMD-A issuance................................................................................................................ 5

EMD-A Workflow ...................................................................................................................................... 5
How to add ancillary services and issue EMD-A? .................................................................................... 6
EMD-S (Standalone Electronic Miscellaneous Document) ................................................................... 10

Guidelines for EMD-S issuance.............................................................................................................. 10

EMD-S Workflow .................................................................................................................................... 11
How to create service segment and issue EMD-S? (e.g., Change Fee) ................................................. 11
Issue Modifiers for EMDI entry ............................................................................................................... 16
EMD Manager .......................................................................................................................................... 17

Overview ................................................................................................................................................ 17
How to update Reference Data in Smartpoint? ...................................................................................... 17
Launch EMD Manager ........................................................................................................................... 18
Using EMD Manager to issue EMD-S .................................................................................................... 18
EMD Manager Other Options ............................................................................................................. 21
Using EMD Manager to issue EMD-A .................................................................................................... 22
EMD Manager – Print/Email Options .................................................................................................. 25
Display issued EMD information in a PNR ............................................................................................ 28

Display issued EMD Information in EMD Manager ............................................................................... 30

EMD History Retrieval by Entry .............................................................................................................. 32

TINS Report ............................................................................................................................................. 34

Void EMD document ............................................................................................................................... 34

Void EMD-A document and cancellation procedure for ancillary services .............................................. 38
E-Ticket to EMD Exchanges ................................................................................................................... 39

Overview ................................................................................................................................................ 39
E-ticket to EMD Exchange Process ........................................................................................................ 39
E-Ticket Document Display ................................................................................................................ 40
New Modifier for Exchange of an E-ticket to an EMD(S) document .................................................... 40
Exchange E-ticket to an EMD(S) document with new optional ‘RFISC’ modifier ................................. 41
Exchange E-ticket to an EMD(S) document with ‘RFISC’ and ‘RFID’ modifiers being combined ........ 42
Requirements to process E-Ticket to EMD Exchanges ...................................................................... 43
EMD to E-Ticket Exchange ..................................................................................................................... 44

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 Overview ................................................................................................................................................ 44
EMD to E-ticket Exchange Functionalities .............................................................................................. 44
EMD to E-ticket Exchange Process........................................................................................................ 45
EMD Refundable Balance ....................................................................................................................... 48

Exchange Process ................................................................................................................................. 48

TINS Report ........................................................................................................................................... 51

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WHAT IS AN ELECTRONIC MISCELLANEOUS DOCUMENT (EMD)?

EMD is an official IATA standard document to facilitate fulfillment of optional/ancillaries services.

This document is used for airlines sales, direct or via travel agencies connected to a Global
Distribution System (GDS), but also for services delivery at the airport and revenue collection by
airlines revenue accounting system.

EMD works like an e-Ticket (ET): an IATA standard document is issued for the services, a receipt
is issued to the customer, and value coupons are stored in an electronic record in airline's system.

There are two types of EMD:

1. EMD-S (Stand Alone): it is not to be lifted with an E-ticket, may be used independently of
an E-ticket.
2. EMD-A (Associated to E-ticket): it is lifted with the associated E-ticket.

EMD-A (ASSOCIATED ELECTRONIC MISCELLANEOUS DOCUMENT)

The EMD-A is only issued for a flight associated Additional Service that is booked using the
Special Service Requirement (SSR) code ASVC (Additional Service) (SSRASVC) e.g., seats,
meals, bags. This will be linked to the specific Electronic Ticket flight coupon in the airline's
Electronic Ticket database.

Before trying to issue an EMD make sure that the carrier is a participant on your country for EMD-
A documents and the service you are trying to purchase should be processed through an EMD-A
or an EMD-S.

In My.Travelport.com you may search for airlines’ participation information under the fact sheet.
Example search by EMD xx (xx – Airline code)

For more information refer knowledge base article KB0023684 under category ‘Electronic
Miscellaneous Document (EMD)’

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Guidelines for EMD-A issuance

▪ Must obtain a Booking File contained confirmed flight segment. And e-ticket must have
been issued and the flight coupons must be ‘OPEN’ status or ‘ARPT’ (Airport Control)

▪ A flight-related service must be sold appear in the Booking File under Special Services
Request code, ASVC. The ASVC SSR communicates flight-related services.

▪ When flight associated services are booked, the information will appear in the Booking File
within the *DAS item.

▪ EMD can be issued when the SSR ASVC status code is KD or HD.

▪ An EMD-A can ONLY be issued for one passenger name at a time.

▪ If a passenger requires multiple services (SSR ASVC) for a single flight segment, such as
checked baggage, internet access and a meal, you must issue separate EMD-A number for
each additional service.

EMD-A Workflow

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How to add ancillary services and issue EMD-A?

There are 2 ways of displaying the Ancillary Services Catalogue in a booking.

Method 1 - Add ancillary services by Cryptic Format

STEP 1 – Display ancillary services catalogue.

Entry Description
FQ/DAS* Displays all ancillary services with filed fares
FQ/DASO; Displays all ancillary services without filed fares.
(In Smartpoint require add ; character)

DAS*L1; To view details of line 1 from DAS display

(In Smartpoint required add ; character)

DAS*; Redisplay list of available ancillary services

(In Smartpoint required add ; character)

Sample of fare quote with filed fares and DAS display

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 STEP 2 - Sell ancillary service.

Use TAB key tab to DAS*L·, enter ‘1;’ to request PRE-PAID BAGGAGE. (i.e., DAS*L·1;)

>DAS01L1P1 DAS0 – Sell,

1L1 Quantity (1) of service from line 1

P1 relate to Pax 1

System return response:

* AY PRE PAID BAGGAGE REQUESTED

Then input receive field and END booking, ancillary service line can be found under *SI item.

**For selling UMNR ancillary service include text follow with sell entry

>DAS01L1P1*TX-UM10

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 Method 2 - Add ancillary services in Smartpoint

1/ Click ‘Shopping cart’ icon to find out ancillary services provided from airline.

2/ Select the ancillaries service and input the quantity related to segment select.

Note: Click on “Pencil icon [SSR Free Text]” if required adding text upon request specific
ancillaries’ service.

3/ Click on ‘REVIEW’ to view Summary.

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 4/ Click on “APPLY” if proceed confirm adding this service in booking.

System return response:

5/ After ancillary services are added in a booking, user may click *DAS or *SI to view
details.

Status code show under *SI

Status Code Description

PN Pending for confirmation from airline

KD Confirmed status. Proceed to issue EMD

KK Replied with confirm status. No further action is required

NO/UC Request has been refused by airline. Cancel and contact

airline helpdesk for assistance

Note: KD status code replied with confirmed status and eligible to proceed issuance of
EMD. Once EMD document has been issued, the status code will change to HI.

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 STEP 3 - Issue EMD-A document by Cryptic Entry

**Most of the time E-ticket number requires in connection upon EMD issuance.

If fail to input ticket number, system response with:

ERB-EMD-A REQUIRES IN CONNECTION WITH TICKET NUMBER

>EMDI/P1/IC1059902004576/Z0/FINVAGT

System return response:

EMD GENERATED TOTAL 494

1059991083819 494 LAU/MARWITZMS

TAB AND ENTER TO REDISPLAY PNR >*8J167G·

-----------------------------------------

EMD-S (STANDALONE ELECTRONIC MISCELLANEOUS DOCUMENT)

The EMD-S is standalone and may reference the ticket without having a strong link to it. Airlines
will specify which type of document they require for payment of a fee. As a rule, EMD-S is used for
service fees (e.g., change fee or group deposit). These non-flight related services will be added in
Passenger Name Record (PNR) / Booking File (BF) as an SVC segment.

In My.Travelport.com you may search for airlines’ participation information under the fact sheet.
Example search by EMD xx (xx – Airline code)

For more information refer knowledge base article KB0023684 under category ‘Electronic
Miscellaneous Document (EMD)’

Guidelines for EMD-S issuance

▪ Before you can issue a Standalone EMD, you must first have a completed Booking File.

▪ An e-ticket must have been issued, unless the booking is for a group deposit.

▪ You must also add a request for the additional service via a manual SVC segment or fill-in-
format within the itinerary.

▪ When adding a manual SVC segment, a Reason for Issuance Code (RFIC) and a Reason for
Issuance Sub Code (RFISC) are required. Each airline can choose which code to use, and
each airline may have different requirements. Refer each airlines’ fact sheet from

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 My.Travelport.com

▪ An EMD-S can only be issued for one passenger name at a time. Where an EMD-S is required
for more than one passenger, a separate EMD issue entry must be made for each passenger.

▪ The EMD issue entry automatically picks up the original Form of Payment within the Booking
File. However, you can override it using an issue entry modifier.

EMD-S Workflow

How to create service segment and issue EMD-S? (e.g., Change Fee)

There are 2 ways to create a Service Segment in booking file.

Method 1 - Create service segment by Cryptic Format

STEP 1 – Manual entry to add service segment.

>0SVCBAEK1HEL15DEC-N1/D/992/CHANGE FEE/150.00

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Method 2 – Use fill-in-format in Smartpoint

In Smartpoint under PNR Viewer window, select Edit PNR icon.

Note: For RFIC (Reason for issuance code) & RFISC (Reason for issuance sub code) can be
seen and choose from Reason Code drop down list. Only reason codes applicable to the selected
airline are being shown.

1. The Service Segments dialog box is displayed. The following example shows the Service
Segment for a rebooking fee.

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 2. Click the Passenger arrow to select All Passengers or the name of an individual passenger
for whom the service charge applies.
3. Indicate the air segment associated to the service:
▪ If an air segment is listed, click the Segment to select the applicable air segment. Only
segments that support EMD-S are displayed.
▪ If an air segment is not listed, enter the Airline code, Date, and Departure City Code
for the air segment. You can also optionally enter an Arrival City Code.
If the selected airline does not participate in EMD-S for your location, a warning is returned.

4. Click the Reason Code arrow to select a reason for the service. Note that only reason
codes applicable to the selected location and airline are available.
5. Optional. To change or add to the description for the reason code, click in the text box for
Reason Code Description Override and enter your customized text. Some airlines may
require specific description information.
6. In Fee, enter the amount of the fee or charge associated to the service segment. If All
Passengers is selected in Step 3, the same fee amount is charged for each passenger.
7. Click SUBMIT.
If the Service Segment request is successful, a confirmation is displayed at the top of the
Smart Panel.

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 The Service (SVC) Segment is added to the PNR/Booking File.

9. Repeat Steps 3 through 8 to create Service Segments for each applicable service.
10. When all Service segments are created for all passengers, click CLOSE to exit the Service
Segments dialog box.
**Ensure add received and end transact before issue EMD-S e.g. >R.P+ER

Sample of booking file with service segment created.

QTV0SA/42 HKGNH C440425 AG 13305213 07MAR

1.1CHOW/EMILY
1. BA 28 V 01DEC HKGLHR HK1 2345 #0500 O* E MO
2. BA 6036 V 02DEC LHRHEL HK1 0730 1225 O* E TU
OPERATED BY FINNAIR
3. SVC BA EK1 HEL 15DEC-D/992/CHANGE FEE/NM-1CHOW/EMILY//150/HKD
4. BA 799 V 15DEC HELLHR HK1 1710 1820 O* E MO
5. BA 27 V 15DEC LHRHKG HK1 2100 #1645 O* E MO

**A new status code ‘EK’ indicated whereas EMD-S document is ready for issuance.

STEP 2 - Cryptic Entry for EMD issuance

i) Input entry #EMD (A plug-in tool to view EMD quota)

***EMD Quota screen pop up***

ii) Input EMD-S issuance entry with required modifiers within dialog box
iii) Click ‘SUBMIT’ to proceed

EMD issuance command:

>EMDI/SM3/IC1259902004570/FINVAGT

Command Service Ticket Number Issue modifiers:

EMD Segment i.e., Issue EMD Form of
issuance number 3 in conjunction Payment
with ticket
number

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 Sample: - EMD Quota alert box, indicate 10 BA EMD left.

After clicking ‘SUBMIT’, EMD quota will be deducted and auto refreshed to show the
remaining EMD quota.

System return response: EMD Success which indicates EMD document issued
successfully.

Click ‘CLOSE’ to return to the booking file.

QTV0SA/42 HKGNH C440425 AG 13305213 07MAR

1.1CHOW/EMILY
1. BA 28 V 01DEC HKGLHR HK1 2345 #0500 O* E MO
2. BA 6036 V 02DEC LHRHEL HK1 0730 1225 O* E TU
OPERATED BY FINNAIR
3. SVC BA HI1 HKG 15DEC-D/992/CHANGE FEE/NM-CHOW/EMILY/1259992057078C1/150/HKD
4. BA 799 V 15DEC HELLHR HK1 1710 1820 O* E MO
5. BA 27 V 15DEC LHRHKG HK1 2100 #1645 O* E MO

** ELECTRONIC MISC DOCUMENT LIST ** >EMDL·

**Once an EMD-S has been issued the status will change from EK to HI
Note:

Depending on each carrier requirement, you may enter EMD number manually in OSI field.

SI.BA*1259992057078 ISSD FOR REBOOKING FEE

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Issue Modifiers for EMDI entry

The following is the list of the issue modifiers that you may input with the EMDI entry when issuing
the EMD. These issue modifiers in the EMDI entry allow the input of data for the issuance of the
EMD with additional information.

▪ Commission
▪ Form of payment (override the form of payment stored in the PNR/BF
▪ Endorsement
▪ Related ticket number (or issued in connection with ticket number)
▪ Print Support Documents

Note: The default for the EMDI entry does not print any support documents. The print support
documents modifier/option must be included in the EMDI entry for the applicable support
document(s) to print.

Multiple issue modifiers may be used in the EMDI entry by using the "/" separator.

Modifier Code Example

Z Z7 (percent)
Commission
ZA ZA15 (amount)
Form of Payment F FCK
ERNON-
Endorsement ER
REFUNDABLE
Print support documents to itinerary/invoice printer (use with
PI- PI-R
document code selection)
Print support documents to plain paper printer (use with
PP- PP-C
document code selection)
E-Mail customer receipt PE- PE-R
C Credit card charge
Document Code Selection form
R Customer receipt
Related Ticket Number IC IC9991234567890
Even Exchange EXE EXE9990987654321

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EMD MANAGER
Overview

❑ As EMDs are becoming more widely adopted globally, this tool assist EMD issuance
without using cryptic entries.

❑ The reference data table contains EMD issuance, voiding and refunds information
provided by the airlines. You must keep the reference data current for EMD Manager to
work properly.

❑ EMD Manager support with 3 types of Form of Payment: Cash, Cheque and Credit Cards.

How to update Reference Data in Smartpoint?

Click ‘Tool’ icon from navigation menu and choose ‘Reference Data Updater’ option.

System pops up with message like this, ensure answer with ‘Yes’ to proceed. Restart Smartpoint
and complete downloading reference data.

Note: You may not require restarting Smartpoint when system pops up with this response. As you
already got the latest reference data update.

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If you do not require to restart Smartpoint please answer with ‘No’, continue working in
Smartpoint.

Launch EMD Manager

There are 2 ways to launch EMD Manager.

1/ Select ‘Tool’ icon from navigation menu and choose

“EMD Manager” option

2/ Press quick command Alt + K

Using EMD Manager to issue EMD-S

Step 1: Create service segment via manual entry or fill-in-format.

**Refer How to create service segment and issue EMD-S section for more information

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Step 2: Launch EMD Manager

Note： Form of Payment field box show ‘None Specified’. Click on ‘Edit Payment Method’ to
update Form of Payment.

Step 3: Choose the drop-down list to select Form of Payment. Then click ‘SUBMIT’ button to
proceed.

Note:
▪ System automatically picks up the original Form of Payment within the booking. And you may
override it if required.
▪ EMD Manager only accept 3 types of form of payment: Cash, Check/Cheque and Credit Card。
▪ Other than the above form of payment type e.g., Invoice Agent issue EMD by manual entry.

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Step 4: Finally click ‘Issue’ button.

Sample: - A successful response returned underneath the EMD Manager screen

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EMD Manager Other Options

Services tab allow edit services – Click on “Pencil icon” to add on other modifiers before EMD
issuance.

A. Ticket: Select the relevant e-ticket number from the drop-down menu, or check the bottom left
if applicable to all service segments.

B. Endorsement: You can fill in the Endorsement content specified by the airline, please
remember not to put a slash / in this field.
C. Tax Code and Amount: If there are taxes that can be placed in these fields, if there are more
than 3 taxes, click Show More+ below to display more taxes fields can be entered.
D. Commission: The first field has a drop-down menu to select Amount or Percentage

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Using EMD Manager to issue EMD-A

Step 1: Sell ancillary service segment via manual entry or Shopping cart in Smartpoint.

**Refer How to add ancillary service and issue EMD-A section for more information

Step 2: Launch EMD Manager

Note: Form of Payment field box show ‘None Specified’. Click on ‘Edit Payment Method’ to update Form of
Payment.

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Step 3: Choose the drop-down list to select Form of Payment. Then click ‘Submit’ button to proceed.

Step 4: Finally click ‘Issue’ button.

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Sample: - A successful response returned underneath the EMD Manager screen

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EMD Manager – Print/Email Options

Step 1: Insert an email address with MT field in Booking File or fill-in-format and end transaction.
e.g., [email protected]

Step 2: Launch EMD Manager and press ‘Options’ link.

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Step 3: Under Email and Print Options the receiver email address auto populated here.
Choose options for documents to print. Then click ‘OK’ and go back to EMD Manager screen.

Step 4: Finally click ‘Issue’ button to proceed EMD issuance. The EMD receipt will be sent out
accordingly.

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Sample of Email Customer Receipt

Points to note

▪ Must insert email address in booking file and end PNR prior to issuance of EMD. The
selection drop-down list will not appear if no email address being added.

▪ As EMD manager supports only 3 types of form of payment: Cash, Cheque and Credit
Card. Other than the above form of payment type e.g., Invoice Agent issue EMD by manual
entry.

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DISPLAY ISSUED EMD INFORMATION IN A PNR

Note: Service segment status changed from EK to HI

▪ Click EMDL button or interactive green color font ‘EMDL’ to access EMD Document List

▪ Click item ‘1’ from EMDL list brings into EMD Summary screen.

Or use cryptic entry >EMDD1 to retrieve.

The EMD summary is a display of issued EMD document including:

o EMD number
o Passenger's name
o Related assigned coding show under RFISC column
o Status of coupon

And this EMD summary display also provide tab options for other processes such as:

Tab to EMD DETAIL DISPLAY View EMD Details

Tab to EMD HISTORY DISPLAY View EMD History
Tab to EMD VOID Type ‘V’ to void EMD
Tab to EMD REFUND Type ‘F’ to process Refund

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 ▪ Click interactive green color font ‘EMD DETAIL DISPLAY’ to view details.

▪ Click interactive green color font ‘EMD HISTORY DISPLAY’ to view history.

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DISPLAY ISSUED EMD INFORMATION VIA EMD MANAGER
Press Alt + K or search EMD Manager under Tool icon from navigation menu.

Click ‘REVIEW’ button to access.

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 Click on ‘Details’ button to view full content.

Sample of issued EMD-A document.

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EMD HISTORY RETRIEVAL BY ENTRY

Entry: EMDH1 (Electronic Miscellaneous Data History – Item 1) to view EMD history

Details of the printed and e-mailed documents will be added to the EMD History (EMDH) under
the REQUEST SUPPORT DOCUMENTS heading. EMD Support Documents are available for
approximately 13 months.

Tab to here and press enter after EMDH2979991214568/RD*or click on this interactive link.

Tab to the prompt for the document you want to print or display and add one of the following
inputs:
Format Description
PP Print the EMD support document to the plain paper printer
PI Print the EMD support document to the itinerary invoice printer
PE
Email the Additional Services/Fees Receipt support document to the
same e-mail address that the original support document was sent to
PEn (n is replaced
(only for the EMD CUSTOMER RECEIPT).
with e-mail
Note: You cannot change the e-mail address or add a new one.
item number)
DI Display the EMD support document to the screen

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Sample of EMD Customer Receipt by inputting “PI”

Sample of EMD Audit/Agent on screen by inputting “DI”

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TINS REPORT

Retrieve TINS Report >HMPR

TRAVELPORT HK TRAINING TINS REPORT 05 OCT 23

CURRENCY CODE HKD IATA NUMBER 13305213

A/L TKT/STOCK NBR PASSENGER NAME FARE TAX COMM FOP

*FEES
297E9904834848 SMITH/JOHNMR 5500 893 3.00 FS
057E9904834849 ROBERSON/JULIA M 830 1003 3.00 FS
057D9991214547 ROBERSON/JULIA M 784 0 0.00 FS

▪ Refer example EMD number 0579991214547 with ‘D’ indicator represent EMD document.

VOID EMD DOCUMENT

Just like an electronic ticket, you have the choice of voiding an EMD and be reminded EMD can
only be voided on the same date of issuance.

There are 4 Ways to perform EMD Voiding

▪ Method 1: Under EMD Summary, tab to EMD VOID and input ‘V’ and press Enter.

0169991163909 LAU/MARWITZMS 5J4RP6/1G/79E4 13305213

CPN RFISC DESCRIPTION VALUE DATE STATUS
1 D-993 REBOOKING FEE INTL HKD 2000 17MAR21 USED
EMD DOCUMENT TOTAL: HKD 2000
>EMD DETAIL DISPLAY ·
>EMD VOID ·V
>EMD REFUND ·.

▪ Method 2: Click interactive green color font ‘EMD VOID’ to proceed.

▪ Method 3: Use cryptic entry >EMDV0169991163909

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 ▪ Method 4: Void via EMD Manager

1/ Launch EMD Manager → Choose REVIEW tab

2/ Then click ‘Details’ to open. Choose ‘Void’ button to proceed.

3/ Answer ‘Yes to confirm

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Sample: - A successful response with VOIDED SACT code returned underneath the EMD Manager screen.

▪ TINS Report shows EMD document being voided.

▪ EMDL list show document with VOID status

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 ▪ EMD Manager show EMD-S voided including history details.

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Void EMD-A document and cancellation procedure for ancillary services

STEP 1 - Void the EMD document

**Refer Void EMD document section

Points to Note

▪ EMD document must be voided on same day.

▪ Remember to cancel related paid services once EMD-A document has been voided.

STEP 2 – Cancel paid ancillary services (SSR code) from *SI

Refer above example:

Cancel all ABAG SSRs SI.ABAG@

System return response:

PAID SERVICE CANCELLED - VERIFY EMD

Note:
▪ ASVC SSR code will automatically cancel once EMD document has been voided.
▪ For paid seat service use entry S.@ Cancel all seats for all segments
S.S1@ Cancel seats for Segment 1 only

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E-TICKET TO EMD EXCHANGES

Effective from 4th May, 2021

Users will be allowed to exchange an agency issued E-ticket to an EMD(s) for same value for future travel.
This enhancement supports exchanges of wholly unused E-ticket towards a transportation credit voucher.

Overview

During the current COVID-19 pandemic, this new functionality enables airlines to allow passengers who
decide not to travel, to cancel their bookings and apply the funds via exchange of their Electronic ticket
(Eticket) to an Electronic Miscellaneous Document (EMD) for use on a future travel booking.

To support this capability, the Travelport+ system will be enhanced to allow exchanges of an Agency
issued E-ticket to an EMD for a Transportation Credit Voucher of that same value for a future travel
booking. This functionality will be available to Travelport+ users in BSP countries.

The pilot carriers for this enhancement are British Airways (BA), Air France (AF), KLM (KL) and Air
Mauritius (MK). The functionality can be extended to other carriers as per request.

The EMD voucher generated from exchange of E-ticket can be utilized for payment towards an E-ticket
For future travel.

Note: Refer Product Advisory PA-3933 E-ticket to Electronic Miscellaneous Document (EMD) Exchange

E-ticket to EMD Exchange Process

The EMD-S document being generated from exchange will result in a Reason for Issuance Code (RFIC),
Reason for Issuance Sub Code (RFISC) and Reason for Issuance Description (RFID) as one of the listed
below:

o Transportation Credit Voucher (D/98B)

o Residual value (D/99I)

o Unspecified Transportation (D/98C)

o Non-Refundable Amount (D/99E)

o Any other special codes as requested by carrier

The EMD voucher generated in exchange for an E-ticket can be refunded if the functionality is supported
by the carrier. Voiding the exchange is currently not supported through Travelport and will be available
with a future enhancement.

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E-Ticket Document Display

The E-ticket can be displayed only by the Travel agency who originally issued the E-ticket or from a branch
office that has an agreement with the original issuing location. User must ensure the E-ticket is wholly
unutilized and the coupon(s) are in ‘OPEN’ status.

E-ticket display request:

New Modifier for Exchange of an E-ticket to an EMD(S) document

The new identifier ‘D’ in current EMDI (EMD Issuance) entry will support the E-ticket to EMD exchanges.

>EMDI/EXED<cccnnnnnnnnnn>/Px

EMDI = EMD Issuance Action Code

EXE = Exchange Identifier
D = Additional identifier to indicate ET to EMD Exchange
<cccnnnnnnnnnn> = E-ticket number – 13 digits
Px = Selected passenger if require (optional)

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Sample of EMD-S

Exchange E-ticket to an EMD(S) document with new optional ‘RFISC’ modifier

>EMDI/EXED<cccnnnnnnnnnn>/RFISC-<aaa>

EMDI = EMD Issuance Action Code

EXE = Exchange Identifier
D = Additional identifier to indicate ET to EMD Exchange
<cccnnnnnnnnnn> = E-ticket number – 13 digits
/ = Mandatory Separator
RFISC = Optional identifier to override default Reason For Issuance Sub Code
- = Mandatory separator
<aaa> = 3-character alpha numeric Sub Code

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Exchange E-ticket to an EMD(S) document with ‘RFISC’ and ‘RFID’ modifiers being
combined

>EMDI/EXED<cccnnnnnnnnnn>/RFID-<text> OR

>EMDI/EXED<cccnnnnnnnnnn>/RFISC-<aaa>/RFID-<text>

EMDI = EMD Issuance Action Code

EXE = Exchange Identifier
D = Additional identifier to indicate ET to EMD Exchange
<cccnnnnnnnnnn> = E-ticket number – 13 digits
/ = Mandatory Separator
RFISC = Optional identifier to override default Reason For Issuance Sub Code
- = Mandatory separator
<aaa> = 3-character alpha numeric Sub Code
/ = Mandatory Separator
RFID = Optional identifier to override default Reason For Issuance Description
- = Mandatory separator
<text> = Text description minimum 1 and maximum 30 character (Alpha including Space)

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Requirements to process E-Ticket to EMD Exchanges

✓ Ensure the E-ticket is wholly unutilized, and the coupon(s) are in ‘OPEN’ status.
✓ Once process Ticket Exchange to EMD-S, it CANNOT void.

Note: The EMD voucher generated in exchange of an E-ticket can be refunded if the functionality is
supported by the carrier.

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EMD TO E-TICKET EXCHANGE

Overview

When travelers have their itineraries cancelled and the airline provides credit to be applied to a
voucher/EMD, that the customer may exchange to E-ticket in the future.

With this enhancement, Travelport Galileo users in BSP countries will have the capability to exchange
an airline issued Standalone EMD(S) credit voucher for a new E-ticket.

The whole value of the EMD document will be applied towards the E-ticket. If the entire EMD value is
not used during the ticket exchange, the balance will be ignored with a warning message to the user to
proceed or ignore the transaction.

The pilot carriers for this enhancement are British Airways (BA) and KLM (KL), and can be extended to
other carriers as per request.

Note: Refer Product Advisory PA-3874 Electronic Miscellaneous Document (EMD) to E-Ticket Exchange

EMD to E-ticket Exchange Functionalities

▪ New identifier ‘D’ in the TKPFEX (exchange) entry will allow the travel agent to complete an EMD-S
to an E-ticket exchange.
▪ The validating carrier numeric code must be the same on both the exchange EMD-S document
number and on the new e-ticket number that is being issued.
▪ Also, the currency of the airline issued EMD, must match the currency that the itinerary to be
exchanged is priced in. If different, an error message will be returned.
▪ EMD-S Voucher amount will first be applied to sum of all payable taxes.
▪ If the EMD-S value cannot cover for all payable taxes, then the system will calculate the paid and
unpaid.
(new) taxes along with ADC on base fare.
o New E-ticket generated as a result of exchange will be included in TINS report.
o New optional identifiers Paid Taxes (TP:) and New Taxes (TN:) and corresponding data field tax
amount and tax code will be added to MIR A07 section for integration with back-office systems.
o Support documents will be generated in line with current exchange functionality along with BSP
reporting.
▪ The current enhancement will be limited to BSP countries during ticketing (TKP) exchanges only
and does not include issue later functionality (TMU).

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EMD to E-ticket Exchange Process

Step 1: Validate the EMD transportation credit voucher.

Entry: EMDD(Doc. No.)

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Step 2: Apply EMD value to perform ticket exchange.
Entry: TKPFEXD<cccnnnnnnnnnn>

TKP = Ticketing Action Code

FEX = Exchange Identifier
D = Additional identifier to indicate EMD to ET Exchange
<cccnnnnnnnnnn> = Airline issued EMD number – 13 digits

Note: Currently this entry will be limited to ticketing (TKP) exchanges only and does not include
issue later functionality (TMU).
Step 3: When there is fare difference, add collect screen will auto pop-up.

Step 4: Update the new FOP for the add collect amount to be settled.

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Sample of Exchange Ticket issued in exchange with EMD document.

Note:
EMD-S Voucher amount will first be applied to sum of all payable taxes. If the EMD-S value
cannot cover all payable taxes, then the system will calculate the paid and unpaid (new) taxes
along with ADC on base fare.

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EMD REFUNDABLE BALANCE

With this functionality, if the E-ticket being exchanged has been issued on a higher fare than the
fare for the new itinerary and results in a refund due; an option will provide the user to exchange
the E-ticket to and E-ticket resulting in a Refundable Balance EMD-S, in a single transaction.

Important notice:
- This functionality will be made available to the users as and when supported by airlines.
- As a result of even exchange processed, a Refundable Balance EMD-S will be
automatically created.
- Void is not allowed to the Refundable Balance EMD.
- Void Exchange is not applicable when and Refundable Balance EMD has been issued.

Exchange Process
1. Completed the Filed Fare

2. Update exchange process with ticket modifier (TMU1FEX) entry,

Entry example: >TMU1FEX2209902991362

3. When the screen above is completed and the user tabs to the end of the screen (after the
IATA number) and enters, a new screen will prompt the user to create an EMD-S for
Refundable Balance.

Y – To create EMD-S for the Refund due amount

N – Not to create EMD-S, exchange data is stored

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 In the CREATE EMD option, the only valid options allowed to be entered are, ‘Y’ to create
and ‘N’ to ignore EMD creation. Any other variable entered will be ignored and the refund
due screen will be redisplayed to the user to correct the input.

** CREATE EMD option would not prompt up when additional tax collection is required

4. Type the option ‘Y’ to create an EMD-S for the refund due amount, a new fill in screen will
be displayed with the Refundable Balance EMD details. Validate the Refund balance
fill in screen, add any optional endorsements applicable and enter at the end of the IATA
CODE, the data will be stored in the ticketing modifiers.

Endorsement field supports:

• Alpha characters
• Numeric characters
• Special characters like hyphen (-), slash (/), period or a dot (.) and spaces
• Minimum 1 character, Maximum 147 characters

5. The E-ticket exchange information and the Refundable Balance EMD information are
stored in the booking file under the Filed Fare data at the next E or ER (End and re-
retrieve). The TMU line on the Filed Fare data will include the form of payment data as
exchange, the E-ticket number being exchanged and EMD Refundable Balance (EMDRB)
modifier.

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 6. The ticket issuance entry (TKP) will generate E-ticket to E-ticket exchange and Refundable
Balance EMD-S in a single message. The new screen display will display successful E-
ticket response along with EMD details.

7. EMDL display will be available for the EMD in the PNR with a listing of the issued EMD
numbers and the latest change for each EMD number, click ‘EMDL’ button in Smartpoint.
A SVC line for Refundable Balance EMD has been auto created including the EMD
number.

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 8. To refund the Refundable Balance EMD:
- Click interactive of Green color font e.g. ‘1’ and bring into EMD summary screen
- Type ‘F’ next to ‘EMD REFUND’ and enter, EMD refund application is done .

Response: EMD 2209999018462 REFUNDED - SAC 2202IQXDBFLJY

TINS Report

The issued EMD numbers will display on the TINS screen with the identifier of ‘D’ after the
3 characters airline code.

- The Refundable Balance EMD will be issued as an Even Exchange.

- Only one coupon is created for Refundable Balance EMD-S.
- The Refundable Balance EMD-S value may only be redeemed for a refund. Therefore, no
values for the automated EMD-S will appear in the TINS or in the BSP Agency Reporting
file.
- The E-ticket exchange and the Refundable Balance EMD-S will be reported in two
separate transactions.

The following is an example of the HMPR TINS to display the reporting for Exchange and
the EMD-S Refundable Balance document number.

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