Flight Search and Booking

In this article:

Create a traveller

In the Qantas Distribution Platform portal, there are two ways you can add a traveller – using the toolbox or creating a traveller profile.

To create a booking or order, all travellers are required to provide their full name, as per their identification and an email address or telephone number.

Note: A traveller profile is not required to shop for offers (i.e. flights and fares) but it is recommended that a traveller profile is set up prior to shopping for a tailored experience.

Add a traveller using toolbox

To add traveller details, on the reservation screen, navigate to the toolbox on the left-hand side and click on the specific data element you intend to include.

Add a traveller

The following information is required to add a traveller: Type, First Name and Last Name (as per the traveller’s identification). All other information is optional.

Navigate to the Toolbox and, and if it’s not already highlighted in dark grey, then select <Traveller>
Click on the <Plus> icon next to traveller which will display a pop-up window.

_{Image A: Reservation screen with the Add Traveller (+) button highlighted as part of the ‘Traveller’ item in the Toolbox (left panel).}

3. Complete the following passenger details – Type, Title, First Name, Middle Name (optional),Last name, Date of Birth (optional), and Gender (optional).
Note: ‘Type’ = Passenger Type Code (PTC). If left blank, it will automatically default to ADT (Adult). See below for more information on PTC.

_{Image B: Entering passenger details on the Add Traveller pop-up window.}

4. If required, you can add an infant (INF) or Frequent Flyer number (FFN) associated to the traveller using the plus icons displayed next <Add Infant> and <Add FFN>.

_{Image C: Entering infant and Frequent Flyer details on the Add Traveller pop-up window.}

a. Infant – When adding an infant, you are required to provide a Date of Birth (DOB).
b. Frequent Flyer Number – A Qantas Frequent Flyer number is required prior to shopping to receive Qantas Frequent Flyer special offers
When adding a Qantas Frequent Flyer number, ensure that you select Qantas as the airline in the drop-down menu, and provide the correct Qantas Frequent Flyer number matched to the traveller’s name. The Qantas Distribution Platform portal will validate the Qantas Frequent Flyer number during shopping and return an error message if it’s incorrect.

Note: you have the option to add frequent flyer numbers for other airlines. However, it's essential to note that these won't undergo validation within the portal. You will be able to re-enter the number if you receive an error and have added it incorrectly.

5. If required, click on <Add New> to add another traveller to the booking.

_{Image D: Adding additional travellers in the Add Traveller pop-up window.}

6. Click on <Submit> to finish adding a traveller. On the reservation screen, you will be able to see their name and details. Click on the arrow to view more information.

_{Image E: Updated traveller information on the Reservation screen and ‘view more information’ arrow highlighted.}

Note: Type = Passenger Type Code (PTC)

A Passenger Type Code (PTC) is 3-letter code used to identify a traveller according to various types.
The default PTC is Adult (ADT), which refers to a passenger aged 12 years or older.

A PTC is used by the platform to provide specific results, such as youth discounts, add restrictions, an Infant (INF) where they are not occupying a seat, and to identify branded fares.

Every passenger must be identified by a PTC to ensure the correct fare pricing applies. The following PTC’s are available in the drop-down menu:

ADT: Adult	ITX: Individual Exclusive Tour	SEA: Seaman
CNN: Accompanied Child	JCB: Contract Bulk Adult	SRC: Senior Citizen
GST: State Government Passenger	MIL: Military	STU: Student
GVT: Government	MIS: Missionary	YTH: Youth

Note: It is possible to enter a PTC that does not appear on the list into the PTC field. It must be a code that is supported by Qantas for it to be accepted. A good example is a UNN for an unaccompanied minor or INS for Infant Occupying Seat.

Add air

In the Qantas Distribution Platform portal, the main screen for shopping is the <Add Air> screen. This can be accessed via "the airplane icon" in the top right-hand side of the reservation screen within the row of Action Icons.

Introduction to the Add Air screen:  

After selecting the <Add Air> icon, you will be presented with the Add Air screen below.

_{Image F: Add air screen.}

On the Add Air screen, you will be able to define the shopping request before you shop for an offer. There are four different sections that will help you define the shopping request before you shop for an offer.

Trip Type: Select round trip, one way and multi-city
Flight Search: Provide origin, destination and date
Additional Flight Option: Specify additional flight option
Fare Search Settings: Specify any pricing options
Fare Search: Submit the shopping request and search for offers

Configure Flight Search Settings

_{Image G: Flight search functions within the Add Air screen.}

There are four key functions of flight search:

1. Depart: Enter or select the 3-letter Departure Airport or City Code
2. Arrive: Enter or select the 3-letter Arrival Airport or City Code
3. Date: Enter or select the Date of travel
4. Time (Dep/Arr): Select a time range and indicate whether Departure or Arrival time

Fare search

The fare search setting function allows you to specify options that will drive specific results for offers that are returned to you. To open the fare search setting function, click on the <gear> icon in the top left-hand side of the 'Add Air' screen.

_{Image H: Gear icon highlighted on the Add Air screen.}

There are four different sections within the fare search setting:

Pricing option: Filter by private or public fares (or both)
Travellers: Price by passenger type code and count
Qualifiers: Adding Pricing Qualifiers e.g., contract ID (corporate account code) and corporate ID
E-Ticket Information: Ability to use a stored credit to automatically calculate the difference between stored credit, and new offer, and provide the total price in the new offer

Pricing options

The initial section provides the ability to limit a fare search (image I to the right) based on the fare type. The available choices are: 

Published fares: Fares displayed for all accessible markets and agencies 
Contract fares (Alternatively referred to as ‘private fares’): These prices are exclusively accessible to specific agent groups, markets, or organisations
Both: Return fare for both published and contracted fares, automatically selected as the default
Advance purchase: Include fares with an advance purchase restriction 
Allow penalties: Include fares where penalties apply  
Allow minimum stay: Include fares that have a minimum stay requirement 
Allow maximum stay: Include fares that have a maximum stay requirement

_{Image I: Pricing options available in the Fare Search Settings}

Travellers 

The travellers option is available when a traveller’s information has not been added on the reservation screen (image J to the right). If changes are required, return to the reservation screen and update traveller as required. A description of each feature of the travellers section is provided below:

Type: Displays a list of Passenger Type Codes (PTCs) that can be selected for the fare; click the arrow to display the list. Refer to Chapter 3.1.1 ‘Add a traveller’ for more information.
Count: This field confirms the number of passengers with the same PTC included in the pricing request; click the arrows to add or remove or enter a number. 
Travellers Add/Remove: Click on the (+) or (-) to add or remove travellers with a different PTC.

_{Image J: Fare Search - Travellers}

Qualifiers

The qualifiers section allows you to add specific codes to the shopping request that will generate special pricing options to returned offers (image K to the right). A description of each feature of the qualifiers section is provided below:

Type: Allows the selection of qualifier options, with the following being available (image L to the right):

Contract ID: Include a contract ID in the shopping request
Corporate ID: Include a corporate ID in the shopping request
Promo code: Include a promo code in the shopping request
Code: If available, the code associated with the type
Name: If available, the code associated with the type
Airline: Type in the first letters and select from the dropdown list. Most codes are airline-specific, the carrier must be selected along with the other qualifier information.
Note: Only one qualifier can be used at a time in the Qantas Distribution Platform portal. To use a Qantas account code in the Qantas Distribution Platform portal, select corporate ID as the qualifiers type in the drop-down menu and ensure it is set up properly, as screen captured and included below:
Type: Corporate ID
Code: Provide the Account Code
Name: Leave Blank if not required
Airline: QF (Qantas)

_{Image K: Fare Search - Qualifiers}

_{Image L: Flight search functions within the qualifiers screen}

E-ticket information: 

The e-ticket information field allows you to provide an unused ticket number and utilise the stored credit to calculate the pricing for the new offer. In the e-ticket information field, you will need to simply provide the ticket number in the Document No. field (image M to the right).

Once the shopping request has been defined, you can now shop for an offer by clicking on the <Fare Search> button to shop for an offer (image N below).

_{Image M: Fare search E Ticket information}

_{Image N: Fare information screen, accessed via the Shopping Cart icon.}

Add flight to cart

By selecting on the shopping icon, the next screen provides you with a more detailed breakdown of the offer selected (image O below).

_{Image O: Fare information screen after the top three compacted rows of additional information are expanded.}

When viewing the fare information, it is important you understand what will feature:

Fare Information: Click the link in the upper left-hand corner to view the fare Information such as fare rules and other fare-associated information. Please refer to ‘View fare information’ for further information
Additional fare details (fare calculation/endorsement): Clicking on the down arrow on the right-hand side, which will expand to display to view any additional fare details, if available
Itinerary details: Click on the down arrow on the right-hand side, which will expand to display information such as the Flight Number, Booking Class, and flight information
Bag fees: Click on the down arrow on the right-hand side, which will expand to display the included checked and carry-on baggage allowances of the fare
Fare breakdown: Adds the fare total to the services total, and any other fees, and provides a total cost per traveller. The currency is displayed according to the point of sale or market of where you (your agency) are locally based
Summary: Displays the total price amount per passenger after calculating the base fare and applicable taxes
Back to result: Located on the top right-hand corner. Click on this button if you wish to return to the previous screen with the list of offers provided in the initial shopping response
Add to shopping cart: Located on the bottom of the screen. Click on this button to proceed with selecting an offer and turning it into an order. This action will take you back to the reservation screen with the selected offer. Refer to ‘Book flights’ for more information.

The screen capture below shows an example when additional fare details, bag fees and itinerary are expanded (image P below):

_{Image P: Reservation screen with the Shopping Cart section highlighted as part of the ‘Itinerary’ item in the Toolbox (left panel).}

Book flights

Once you have selected the offer and add to shopping cart, you will return to the main reservation screen and be able to change the offer into an order. On the reservation screen, the selected flight is shown under shopping cart which is part of the itinerary element of the toolbox.

_{Image Q: Selecting flights in the Shopping Cart section to proceed with booking.}

To change the offer into an order and create a booking. Follow the below steps

1. Ensure the selected flights is correctly displayed and added under 'Shopping Cart – Air'.
Note: This is a good opportunity to also check the traveller’s information such as name and contact details. The name correction function is currently unavailable in the Qantas Distribution Platform portal.

2. Select the check box next to the flights under the 'Shopping Cart – Air' section. (image Q above)

_{Image R: ‘Book and Hold’ button highlighted in the Shopping Cart section of the reservation screen.}

Note: By selecting one check box, it will continue to book all the flights listed within the itinerary (image R above).

3. Click on the <Book and Hold> button to book the flights and turn the offer into an order (image S below).

_{Image S: ‘Book and Hold’ button highlighted in the Shopping Cart section of the reservation screen}

Important note: The default time limit on an offer is 20 minutes, after which the offer expires and a new shopping request is required. After an offer is expired, you’ll be unable to book the flights and the following warning message will be displayed (image T below).

_{Image T: Expired fare warning message}

4. Once the flight booking is successfully completed, and the order has been created, it will be displayed on the reservation screen where you can view the order (image U below).

_{Image U: ‘Record locator successfully created’ confirmation message.}

When viewing an order, the following key components are displayed (image V below).

Accelya Farelogix (F1) record locator: Displayed at the top of the screen.
Flights displayed under Booked – Air: Displayed in the middle of the screen under as part of the itinerary element of the toolbox, with a HK (confirmed) status.
Qantas record locator: Hover over with our mouse cursor to the <1> under Fare 1 of the Booked Air section to reveal Qantas record locator and the price. This action will also present two options: View the fare information using the <book> icon or view the stored fare using the <document> icon.

_{Image V: Reservation screen highlighting the Record Locator details, confirmed flight status and fare information}

Search and retrieve bookings

This section is located on the left-hand side menu and displayed below the toolbox. It’s a way for you to search and retrieve an order or booking. Once retrieved, the order will be displayed on the screen.

There are two ways to search and retrieve an order or booking, either by a quick search or an advanced search (image W below).

_{Image W: Reservation screen highlighting the Record Locator search field and ‘Advanced search’ link below the Toolbox (left panel)}

Quick search

In the field below record locator – you can provide a record locator or PNR.

1. Provide the six characters record locator or PNR in the field and click on the <Search> icon (image X to the right).

_{Image X: Quick search section highlighting the ‘Search’ icon (button)}

2. If an order exists for the record locator or PNR entered, it will be displayed on the reservation screen (image Y below). Otherwise, a warning message will be displayed to advise no PNR found.

_{Image Y: Reservation screen updated to show the information of the searched record locator/PNR}

Note: A record locator may exist by another agency’s Office ID/PCC. In this case, a warning message will be displayed as ‘Secured Order – Unable to Grant Access’ and unable to retrieve the record locator or PNR.

If you don't know or have a record locator or PNR, you can use the advanced search option below.

Advanced search

The advanced search option provides a wider range of options such as searching by:

Qantas record locator
Carrier address
Email address
Flight number
Travel dates
Ticket issuance date
PNR creation date
Origin (city or country)
Destination (city or country)
Ticket status
Qantas Frequent Flyer number
First name
Last name
Agent ID

1. Click on <Advanced Search>, and a new pop-up window will be displayed (image Z to the right).

_{Image Z: Quick search section highlighting the ‘Advanced search’ link}

2. There are two tabs you can choose from: search for reservation or FLX advanced search (image AA below).

Image AA: Advanced search pop-up window highlighting two available tabs

3. Search for reservation tab

In the ‘Search for reservation tab’ you will find two distinct search forms side by side (image BB below):

Search by name: A traveller’s last name is required, whilst the first name is an optional field to filter the search criteria. An <active> checkbox option is available which will return active PNRs, unchecking the tick box will return both active and inactive PNRs.
Search by record locator: If the record locator is known, it can be entered in the record locator field. Click on the <source> dropdown to select if it’s a Qantas record locator (i.e. QF – QANTAS) or 'all' to search the database.

_{Image BB: Advanced search pop-up window (‘Search for reservation’ tab) highlighting the ‘Source’ dropdown within the ‘Search by Record Location’ form}

4. FLX advanced search

This feature offers an advanced search option to find bookings using a (image CC below):

Flight number
Date range
The traveller’s Qantas Frequent Flyer number

_{Image CC: Advanced search pop-up window (‘FLX advanced search’ tab) depicting further advanced search capabilities}

5. Click on the 'Record Location' of retrieved search results to close the pop-up window and display the reservation details on the Reservation screen.

Example of a search for reservation with a last name record matching: