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AirPlus A.I.D.A. Virtual Cards.

User Guide for Travel Agencies using

A.I.D.A. on behalf of their clients.

All you need to know about AirPlus’ virtual cards, their

usage and card creation can be found in this User

Guide.

Table of Contents

1 Good to know: A virtual card introduction ....................................................................... 2

1.1 What is a virtual credit card? ................................................................................... 2

1.2 How to use a virtual card for booking and payment? ............................................... 2

Credit Card Authorisation Form ......................................................................................... 4

2 How to register for AirPlus A.I.D.A. Virtual Cards ........................................................... 5

3 How to generate an AirPlus A.I.D.A. Virtual Card? ......................................................... 9

3.1 Transaction type ................................................................................................... 10

3.2 Card details (the entire section is optional) ........................................................... 10

3.3 Billing information (this section is mandatory) ....................................................... 11

3.4 Controls (the entire section is optional) ................................................................. 13

3.5 Confirmation ......................................................................................................... 14

3.6 Card generation .................................................................................................... 15

3.6.1 Card generation without approval process ..................................................... 15

3.6.2 Card creation with approval process .............................................................. 15

1.1 Fast Card .............................................................................................................. 18

2 Card overview .............................................................................................................. 19

3 Transactions ................................................................................................................ 21

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1 Good to know: A virtual card introduction

1.1 What is a virtual credit card?

AirPlus offers its customers two central payment solutions: Lodge accounts (AirPlus Company

Account/UATP), and virtual credit cards (AirPlus A.I.D.A. Virtual Cards/Mastercard). Both payment

solutions can be used by travel agencies making travel bookings and payments on behalf of their

customers.

A virtual credit card is the digital version of a plastic card – in our case a Mastercard credit card. Next

to the Mastercard credit card number are the expiry date and card verification code (CVC). With this

information you have everything you need to make bookings and settle payments. One special

feature of virtual cards is their single-use characteristic. Each card number is valid for a maximum of

three authorisation.

All A.I.D.A. transactions are settled centrally through your client’s AirPlus Company Account.

1.2 How to use a virtual card for booking and payment?

For prepaid services such as flight or rail tickets, you simply generate a virtual card via the AirPlus

Portal and use the card number displayed to facilitate payment. The transaction will be displayed in

your client’s next Company Account invoice, which will show additional data and the virtual card

number for reference.

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The process can be slightly different for booking accommodation and car rentals because the

payment is made at check-out.

To book accommodation you simply generate a virtual card through the business travel portal and use

the card number displayed to make the reservation.

If the card is to be used at check-out the card number must be

transmitted to the hotel with full instructions.

Furthermore, by saving the virtual card during the card

generation process or in the Card Overview you receive a

PDF document which can be shown by the traveller at check-

out.

Hotel staff can enter into their terminal the card number

displayed and the accommodation fees will be charged to the

clients Company Account.

In addition to the aforementioned options, you can use the fax

template shown on the following page to send the card details

to the hotel in advance.

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Credit Card Authorisation Form THIS DOCUMENT IS CONFIDENTIAL. IF YOU ARE NOT THE INTENDED RECIPIENT, PLEASE NOTIFY US IMMEDIATELY. YOU SHOULD NOT COPY OR USE DETAILS PROVIDED IN THIS DOCUMENT FOR ANY OTHER PURPOSE, OR DISCLOSE ITS CONTENTS TO ANY OTHER PERSONS.

To: Re: Card Acceptance

From: Fax No:

Tel No: E-mail:

For the attention of front office staff and management Company / Travel Agency / Booking Agency: would like to confirm the hotel booking made for the following client: Hotel Guest: Company:

Check-In Date: Check-Out Date:

Booking Reference:

Accommodation fees are to be charged against the AirPlus Mastercard number provided. As there is no physical card, travellers are not required to present a credit card for payment upon check-in or check-out. The agreed accommodation fees should be charged to the Mastercard number provided at the time of booking. Fees to include: room only room and breakfast only local taxes (e.g., city tax)

parking all charges Other:

Any additional charges incurred by the traveller will be settled by the traveller personally. The traveller is not required to show a plastic card; therefore, unless your acquiring bank has notified

you of any other necessary verification steps, the transaction will be guaranteed automatically upon

authorisation of the charge.

Thank you for your assistance. Kind regards,

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2 How to register for AirPlus A.I.D.A. Virtual Cards

If your corporate customer has asked you to pay for travel services with AirPlus’ virtual A.I.D.A credit

card, you need to register before you can generate your first virtual card.

Please choose your country code from the list below and go to the registration page:

www.airplus.com/aida/xx “xx” stands for the country code: AU Australia AT Austria BE Belgium CH Switzerland DE Germany DK Denmark ES Spain HK Hong Kong IT Italy NL Netherlands SE Sweden UK United Kingdom US United States

Enter all required information

If you have signed an AirPlus Merchant Agreement, please ensure the same IATA number is

provided.

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Your personal data

All information you provide will be stored in your personal profile. You will receive a personal

password and login information to the e-mail address you provided.

Please note: For security reasons, everybody using A.I.D.A. in your travel agency should have

personal login data.

After clicking “Continue”, please confirm that all provided details are correct before requesting an

activation link to be sent.

Account Activation The link provided via email will lead you to this “Account Activation” page.

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Define your password

Define a security question

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Terms and Conditions Please read and agree to the terms and conditions to finalise your activation process.

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Login Data

Your sccount activation was successful. Please store your User Name and Company ID, you will need

them along with your password to log in to the AirPlus Business Travel Portal for generation of virtual

cards. Please be aware that this information is case sensitve.

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3 How to generate an AirPlus A.I.D.A. Virtual Card?

Log in to the Business Travel Portal and choose the new A.I.D.A. Service “New: AirPlus A.I.D.A. Virtual Cards.”

On the welcome page you can either select “Create Card”, choose “Card Overview” or check

“Transactions” in the navigation bar.

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3.1 Transaction type

You can choose a transaction type with the relevant additional data fields by selecting one of the

categories displayed. Please note: Choosing a category does not limit your card usage to

specific merchants.

3.2 Card details (the entire section is optional)

The details you provide will be displayed on your A.I.D.A. statement and data files.This secton is

optional and can be skipped. However, we recommend you to provide details due to

reconciliation purposes.

Name on Card: You should provide the traveller’s name or the name of the person using the

virtual card. The name you provide will be displayed on the credit card image.

Define check-in and check-out dates. The number of days will be calculated automatically.

Card Title: Choose a name for this unique virtual card for later reference in your system. This

name will not be displayed on the card image.

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3.3 Billing information (this section is mandatory)

AirPlus Company Account (mandatory)

In this section you select the funding company account through which the virtual payment will

be settlled.

If the AirPlus Company Account you wish to use is not displayed, click “other” and enter the

new Company Account number and expiry date.

The new Company Account will be displayed on the list after the first virtual card has been

generated and used for payment.

If you choose an account already listed, please be aware that you will need to enter the expiry

date for security reasons.

You can delete a Company Account from the list by clicking on the blue cross.

Billing information (mandatory)

In the example below all possible data fields are displayed. When generating a card you will

only see the fields relevant for the chosen AirPlus Company Account.

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Invoice Number

This field allows you to enter your agency’s invoice number or delivery number. This is an additional data field, the use of which makes it easier for your customers to allocate transactions that appear on the Company Account invoice and on your agency’s statement.

TAF (Transaction Fee)

Please do not use this box unless you have specific requirements discussed with AirPlus. If unsure, please check with your AirPlus contact.

Approval

This service allows you to start an approval process. Depending on your internal policy, you

might be required to obtain approval before the card can be generated. In this case you can

start an approval process by ticking the box “Approval needed,” entering the e-mail address of

your approver in the field displayed and following the next steps. Approved cards can be

found in your “Card Overview” section.

If no approval is necessary, continue by clicking “Next.”

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3.4 Controls (the entire section is optional)

In this section you can limit virtual card usage by setting control features for each virtual card.

Validity period

Transactions are possible within the defined period only. The standard validity period is six months after card generation unless otherwise contractually defined.

Time zone

Tick the checkbox, if you want to change the time zone to which the validity period defined above applies.

Card limit

You can define a card limit for this unique virtual card. *Please take into account currency fluctuations, additional taxes and pre-authorisation especially for hotel payments.

The currency displayed automatically is the invoicing currency of your predefined AirPlus Company Account.

Transaction currency

If you would like to limit card usage to a specific currency, please tick a box. In the example below transactions are allowed in all currencies for this unique virtual card.

Please be aware that you are not defining the billing currency of the client Company Account with this feature.

Authorisations

You have the option to limit the number of authorisations. Please note: Hotels might require more than one authorisation for guarantee purposes.

We recommend allowing three authorisations for hotel bookings (pre-authorisation, payment at check-out and any additional charges).

Please note: Card parameters cannot be changed after card generation.

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3.5 Confirmation

This confirmation page summarises all card specific information. If you want to change any

information, simply click on the blue pen icon.

If all the information is correct, click “Create” to finalise card generation.

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3.6 Card generation

3.6.1 Card generation without approval process

Your virtual card now has been generated. All required information such as credit card number, expiry date and CVC security code is available.

You now can save the virtual card for later usage.

For security reasons, this window closes after three minutes.

Please note: If you do not use the virtual card right away, we recommend you save the card

details in line with your PCI compliance process.

3.6.2 Card creation with approval process

This window confirms your request for approval.

The approver receives an e-mail containing a link to an overview similar to your

confirmation page.

The approver now can either confirm or decline the request.

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You will be notified by e-mail about whether your request has been approved or declined.

Approved virtual cards can be found in your “Card Overview” under “Approved.”

If you follow the link provided in your approval e-mail, you will be led to the login page

shown below. Please enter your AirPlus Business Travel Portal login data.

You will land directly in to the Card Overview > Approved section

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During card generation, you can view the details of an approved card by clicking on the blue arrow

and then clicking again on the blue card image.

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1.1 Fast Card

If you are in a hurry, you can choose this option.

Click on Fast Card and complete just add just account number and descriptive billing information.

The card will be created immediately.

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2 Card overview

1. For more AirPlus services in the Business Travel Portal click on “Home”.

2. Choose your view depending on the status of card generation.

Active: Virtual card numbers displayed here are ready to be used. You can view and change

card reference field details if required.

Approved: All card numbers displayed are approved and ready to be generated. Once

approved in this section, the card number appears in the “Active” section.

Pending: These card numbers are still in approval process. An approval request is valid for 30

days. After that, the request expires and a new card request needs to be generated. In this

section you can also resend the e-mail notification to your approver making the request

process valid for another 30 days.

Declined: Here you can find all virtual card numbers which have been declined by the

approver or all requests which have expired.

Expired: In this section you can find all expired virtual card numbers which are no longer valid.

3. This filter simplifies your virtual card number search.

4. To generate a new virtual card number simply click on the card picture and start card

generation.

5. The card view shows all information specific to a virtual card .You can find the card number

and the card details you have defined while generating the card.

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6. When clicking on the blue arrow, more information becomes available.

Details: Here you can find reference fields such as cost center and/or project number as

defined during card generation. This information can be edited by clicking on the pen icon.

Controls: This view shows defined parameters for this unique virtual card number.

By clicking on the eye symbol , you can view the card details.

The PDF symbol allows you to print the card picture once again.

7. This info button leads you to the download section in the AirPlus Business Travel Portal with

useful information and downloads on the AirPlus A.I.D.A. Virtual Cards.

8. You can export all card data displayed by using the CSV export function. Please note: Data is

not encrypted, we recommend saving the card details in line with your PCI regulations.

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3 Transactions

By choosing “Transactions” in the navigation bar you will be able to access authorisation data of

generated cards.

1. Accepted / Declined: This information shows you the status of an authorisation

2. Reason for Decline: In case of a decline, more information will be provided.

3. Billing currency: In addition to the merchant name, card number and name on card can

also view the amount displayed in both the sales currency and the billing currency.

In the above Overview you can find all AirPlus A.I.D.A. Virtual Cards.

Please note that any AirPlus A.I.D.A. Virtual Card generated via Mobile A.I.D.A., the Download

Client or integrations into partner systems, will not be available for viewing.

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