A new global system setting has been introduced to the Softrip reservation system to clearly differentiate between agent and passenger document copies when sending invoices and reservation quote letters. This enhancement prevents accidental disclosure of commission details and eliminates confusion by ensuring both the file name and email clearly indicate the copy type. This strictly applies to Reservations Next.

Previously, when sending documents from the "Send Documents" area, the attached files had identical names regardless of whether they were agent or passenger versions. This made it difficult for recipients to distinguish between copies with commission (agent) and those without (passenger). There was a risk that commission-bearing documents could be sent to clients without clear labeling, exposing sensitive financial information.

Open

A new DEFAULT is created called RenameResInvoice, controls document renaming for all clients:

• When RenameResInvoice is value set to "Y", the system will rename invoice and reservation quote letter attachments based on the copy type, matching the automated queue process.

• When the setting is "N" or does not exist, the current naming convention remains.

Open

With RenameResInvoice = Y, the following naming structure is used:

• Agent Invoice_12345 (Invoice with commission)

• Passenger Invoice_12345 (Invoice without commission)

• Agent Reservation Quote Letter_12345 (Quote letter with commission)

• Passenger Reservation Quote Letter_12345 (Quote letter without commission)

With RenameResInvoice = N or not set, the previous naming structure is used:

• Invoice_12345 (for both agent and passenger invoices)

• Reservation Quote_12345 (for both agent and passenger quote letters)

• Open

  

   

To activate this functionality, set the global default RenameResInvoice to "Y". This setting applies system-wide and does not require per-client configuration.

Benefits

• Prevents accidental disclosure of commission details to clients.

• Provides operational clarity for staff and agents.

• Reduces dependency on user training by enforcing clarity through the system.

• Aligns with best practices for differentiating agent and passenger copies at every layer (document header, file name, email subject, and body).