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Phase 1 Limitations

Features and capabilities not available in the initial release.

Out of Scope Features​

1. VAT Calculation on Commission​

❌ Not Supported:

  • VAT is not calculated on commission amounts
  • Commission treated as net value only
  • No VAT accounting on commission

✅ Future Support:

  • System designed to support this
  • Will be added in later versions
  • Agent Commission Account ready for VAT

Workaround:

  • Manual VAT calculation if required
  • External accounting adjustment
  • Track separately in spreadsheet

2. In-System Agent Payout​

❌ Not Supported:

  • No automated payment to agents
  • No payout scheduling
  • No payment tracking in system
  • No payment history

✅ Current Process:

  • All payments handled externally
  • Settlement between agent and company
  • Manual reconciliation required

System Records:

  • Booking totals ✓
  • Commission amounts ✓
  • Accounting postings ✓
  • Payment settlement ❌

3. Agent Invoicing Module​

❌ Not Supported:

  • No commission invoices generated
  • No invoice templates
  • No invoice tracking
  • No invoice history

✅ Workaround:

  • External invoicing system
  • Manual invoice creation
  • Email invoices separately
  • Track in separate system

4. Agent Editing of Bookings​

❌ Not Supported:

  • Cannot edit confirmed bookings
  • Cannot modify passenger details
  • Cannot change services
  • Cannot update pricing

✅ Current Process:

  • Contact support for changes
  • Email modification requests
  • Phone support available
  • Changes made by staff

Why:

  • Data integrity
  • Accounting accuracy
  • Payment tracking
  • Audit trail

5. Passenger Access for Agent Bookings​

❌ Not Supported:

  • End customers cannot log in
  • No customer portal access
  • No self-service options
  • No customer password

✅ Current Process:

  • Agent manages all customer communication
  • Agent handles all inquiries
  • Agent provides updates
  • Agent shares booking details

Implications:

  • Agents responsible for customer service
  • Agents must provide booking confirmations
  • Agents handle all modifications
  • Agents communicate changes

Payment Handling​

What's Not Included​

❌ Agent payment gateway integration
❌ Commission payout automation
❌ Payment reconciliation tools
❌ Payment history tracking
❌ Payment notifications

Current Process​

External Settlement:

  1. Booking total recorded in system
  2. Commission amount calculated
  3. Agent invoices company (external)
  4. Payment handled outside system
  5. Manual reconciliation

Example:

Booking Total: £1,200
Commission: £150

Payment Flow (External):
1. Customer pays agent: £1,200
2. Agent pays company: £1,050
3. Agent keeps commission: £150
4. Settlement recorded manually

Reporting Limitations​

Available in Phase 1​

✅ Booking list
✅ Commission amounts
✅ Sales report with agent column
✅ Accounting entries

Not Available in Phase 1​

❌ Commission invoice reports
❌ Payment settlement reports
❌ Agent performance analytics
❌ Commission aging reports
❌ Payment reconciliation reports

Modification Limitations​

Cannot Be Modified by Agent​

After Booking Confirmation:

  • ❌ Passenger names
  • ❌ Contact information
  • ❌ Service selections
  • ❌ Transport options
  • ❌ Accommodation type
  • ❌ Add-ons
  • ❌ Pricing
  • ❌ Booking dates

Must Contact Support: All modifications require support request via:

  • Email
  • Phone
  • Support ticket

Processing Time:

  • Standard requests: 1-2 business days
  • Urgent requests: Same day (if possible)

Communication Limitations​

Automated Emails​

Not Sent to Customers:

  • ❌ Booking confirmations
  • ❌ Payment reminders
  • ❌ Pre-departure information
  • ❌ Portal access credentials
  • ❌ Booking updates
  • ❌ Cancellation notices

Agent Responsibility: Agents must manually:

  • Send booking confirmations
  • Provide trip information
  • Communicate updates
  • Handle cancellations
  • Answer customer questions

Workarounds & Alternatives​

For Payment Tracking​

Recommended:

  1. Use external accounting software
  2. Maintain payment spreadsheet
  3. Monthly reconciliation process
  4. Regular communication with accounting

For Customer Communication​

Recommended:

  1. Create email templates
  2. Use CRM system
  3. Standard communication procedures
  4. Customer service scripts

For Invoicing​

Recommended:

  1. Use invoicing software
  2. Create invoice templates
  3. Regular invoicing schedule
  4. Track in separate system

For Reporting​

Recommended:

  1. Export data from system
  2. Create custom Excel reports
  3. Use BI tools if available
  4. Manual data compilation

Future Enhancements​

Planned for Phase 2​

🚀 Planned Features:

  • VAT calculation on commission
  • Agent payment module
  • Commission invoicing
  • Enhanced reporting
  • Agent booking editing
  • Payment reconciliation

⏰ Timeline:

  • Phase 2: Q3 2024
  • Phase 3: Q1 2025

📋 Priority Order:

  1. VAT on commission (High)
  2. Payment module (High)
  3. Invoicing (Medium)
  4. Booking editing (Medium)
  5. Advanced reporting (Low)

Mitigation Strategies​

For Current Limitations​

Communication:

  • Clear documentation provided
  • Training for agent users
  • Support team available
  • FAQ and help guides

Process:

  • Defined workflows
  • Standard procedures
  • Escalation paths
  • Regular reviews

Support:

  • Dedicated support team
  • Quick response times
  • Phone and email support
  • Regular check-ins

Impact Assessment​

Low Impact​

✅ VAT on commission
✅ Advanced reporting
✅ Payment automation

Reason: Manageable with external processes

Medium Impact​

⚠️ Agent invoicing
⚠️ Booking editing
⚠️ Payment tracking

Reason: Requires manual work but achievable

High Impact​

❌ Passenger portal access
❌ Commission payout

Reason: Agent handles all customer interaction anyway

Summary​

Phase 1 Delivers​

✅ Agent booking creation
✅ Commission calculation
✅ Accounting integration
✅ Agent portal access
✅ Read-only booking view
✅ Email control

Phase 1 Does NOT Deliver​

❌ VAT on commission
❌ Payment automation
❌ Agent invoicing
❌ Booking editing
❌ Customer portal access
❌ Payment reconciliation

Recommendation​

Phase 1 is suitable for:

  • Agents with external payment processes
  • Agents willing to handle customer communication
  • Agents comfortable with read-only access
  • Agents with manual invoicing capability

Wait for Phase 2 if you need:

  • Automated payment processing
  • Customer self-service
  • Booking modification capability
  • Integrated invoicing

Questions?​

For clarification on limitations or workarounds:

📧 Email: support@moresailing.co.uk
📞 Phone: +44 (0) 20 1234 5678
📄 Docs: Agent Feature Documentation