Diners Club Extract

The Diners Club extract module is designed to replace your existing method of producing monthly returns with a fast, easy, 100% accurate return created straight onto disk ready to be sent to Diners Club. All information is taken directly from Traveller. This initial release of the Diners Club extract can only be run locally at a branch.

To access the Diners Menu select the option for File then Additional Modules from the Main Menu followed by Diners Club.

Parameter	Description
Diners Code	This is a three letter prefix, supplied by Diners, which is used as the first three letters of the Diners extract filenames, to uniquely identify each file to a travel agency
Air / Non Air Merchant Nos.	This is for the merchant number supplied by Diners Club. If you have two merchant numbers, one for air transactions and one for non air then enter both in the relevant fields. If you have only one then enter it in the air merchant number field. Leave the non-air merchant number field blank.
Diners Name	Use the name of your travel agency, as printed on your Diners agreement.
Diners Prefixes	These are the first two digits of the Diners Card number, used to distinguish it as a Diners Club card. There are a number of prefixes in use in the UK.
Multi Branch	Not yet used, checking this has no effect
Extract Path	This is the location where the extract files will be created. By default it will be set to your C:\ConcTrav directory but you can change this if you want, however you can only choose already created directories.
Diners Reference 1 & 2	From here you can select two of "BookedBy", "Booking Reference", "Booking Number" or "Invoice Number" as reference fields that will be included in the Diners Club Extract information
MIS Sequence Number	This is used internally within Concord. It cannot be changed from the parameters screen.
Charge / Invoice File Seq. Nos.	These are the next numbers for the extract files. They are display only and cannot be changed from the parameters screen

The values on the Parameter Screen only need to be entered once. After they have been entered the extracts can be run without further reference to this screen unless any changes are needed.

All Diners cards you wish to include in the extract files must be registered as lodged cards with their corresponding account. To do this select Card Numbers from the Diners Club Menu, the screen accessed is shown below:

This screen is split into three logical areas. The top pain shows a grid of information about the Accounts for which Diners Cards have been lodged. The lower left hand screen then shows information about the Diners Cards that are lodged for that Account and the lower right hand panel shows the account information from the Sales Account Master File.

On first entry all three of these screen areas will be blank. To add information follow these steps.

First select an account by pressing the "All Accounts" button in the lower right hand panel. This shows the Account Selection screen:

Simply scroll through the listed accounts, select the row for the account you want to lodge cards for and click the OK button. This will add the selected account to the top panel grid in the Diners Club – Lodged Cards screen. If you now select the grid row for this account it will show the account details in the lower right hand panel and the lower left hand panel will now be active for that account.

To add a lodged card for this account click the NEW button which will make the fields in the panel editable:

From the Card Type drop down select Diners Club (there is only this entry available at present but there may be other such as American express added at a later date).

In the card number field enter the Diners Card number, this field must be filled in and will only accept numbers starting with a prefix that has been entered on the Diners Parameters screen.

Client Ref and Details are two free text fields that can be used to document this entry with some comment that acts as a reminder when viewed.

When you are satisfied with the entry and it is correct press the SAVE button, a new grid row will be created with your information and the number of lodged cards cell for the account in the top panel will be incremented. When the extract is run any transactions for this card number will now be included.

Select any grid row then press EDIT to alter any existing information, followed by SAVE to commit those changes to file or QUIT to abandon them.

Select any grid row and press DELETE to remove a lodged card entry, you will be asked to confirm your action.

NOTE ONLY TRANSACTIONS WHICH MATCH LODGED CARDS WILL BE INCLUDED IN THE EXTRACT FOR TRANSMISSION TO DINERS. IT IS THEREFORE VERY IMPORTANT TO ENSURE THIS INFORMATION IS CORRECT PRIOR TO AN EXTRACT RUN.

To assist in making sure you have no errors there is an Unlodged Transactions Report to show you which transactions would be missed from an extract. It is also possible to add lodged cards and rerun extracts to get missing transactions added to the extract.

IF YOU DO THIS AFTER HAVING SENT AN EXTRACT FILE TO DINERS YOU MUST CONTACT THEM FIRST TO SEE IF THEY WILL ACCEPT THE CORRECTED FILE OTHERWISE TRANSACTIONS COULD BE PROCESSED TWICE AND CLIENTS CHARGED TWICE.

To DELETE a lodged cards account, select it in the top panel grid and right click the mouse. You will now have the option to delete the selected line and if you proceed you will be asked to confirm your action.

NOTE deleting an account from the Lodged Cards screen will delete any card associations with that account. If you delete an account it is recommended that you run an Unlodged Transactions Report to determine if you know have Diners Transactions that are no longer associated with an account. If there are these will not be included in future extracts – if this is not our intent you will need to associate (lodge) these cards with another account for them to be included in an extract.

As the name suggest this option creates the Diners Club Extract Files ready for transmission to Diners. The screen is shown below

To create an extract enter the start and end date for the desired extract period. You then have two options:

DRAFT REPORT ONLY: - As the wording suggests checking this box will only produce a report of the transactions found, it will not produce the actual extract files. This is useful when you have had new lodged cards and can be used together with the Unlodged Transactions Report to ensure you are going to capture all the correct information in the extract file before creating it.

PREVIEW EXTRACT REPORT: - This will bring up the report on the extract to the on screen viewer if the box is checked.

EXTRACT FILES: - If the "Draft Report Only" option is not set an extract will take place and the two Diners Club Extract Files will be produced. To start the extract press the PRINT button. A dialogue box will appear with a progress bar to show how the extract is progressing. When complete the screen will appear as shown below:

Note the screen shows the directory where the two extract files can be found and their names. If you are not familiar with this information it is suggested you note it down. Usually these files are emailed to Diners and this information is useful when you need to attach these files to your email.

The first item needed on this screen is the file number that is to be recreated. Each time a diners Club extract is run this number is incremented as part of the filename of both the Charge and Invoice file. To help you identify the correct number to insert here use the "Extract History" button to show information about previous extracts. The screen that comes up is shown below:

This screen shows you the Invoice and Charge file numbers for each extract, the Extract Date and the Date Range and number of records there were in that extract.

For a given file number the Rebuild Extract file screen allows you to create either a Charge file only (select that radio button) or an Invoice file only (select that radio button). Note there is no option to recreate both a Charge and Invoice file at the same time. The reason for this is that in a single extract you can get one Invoice file but more than one Charge file created. A single file number may not therefore recreate all the files that went to Diners on a single extract date. The Extract History screen enables you to identify where multiple Charge files were sent for a particular extract date.

Print Report: - Select this to produce a printed report of all the transactions included within the invoice file of the selected sequence number. Note the invoice file always includes all the Diners Club transactions for the given period, whereas the charge file does not (BSP transactions are not included within the charge file).

Create Files: - Select this if you wish to rebuild the selected file(s), leave blank if you just want to produce a printed report. If you select this the file(s) will be produced, which are exact copies of the original file.

Once you have entered the required options press OK which starts the rebuild process. Once this has finished you will either be shown Processing Diners Club Extract results screen or move to the report preview screen, depending on the options chosen.

This report will list all transactions recorded in the system, between the selected start and end dates, where the payment has been made with a Diners Card that has not been Lodged against a particular account.

It is recommended that you run this report for the intended Diners Extract period BEFORE running the actual extract so that you can check that there are no transactions in the period for a card that has not yet been lodged.

If you find transactions on this report for cards that should have been lodged then go to the Lodged Cards maintenance screen (File/Additional Modules/Diners Club/Card Numbers) and add these cards to the correct accounts. If you then rerun the report these transactions should not now appear.

Note it is possible a Diners Card may be used that is not lodged and should not be lodged – it is not very common but some people do have personal Diners Club Cards.

To run the report select File/Additional Modules/Diners Club/Unlodged Transactions Report the screen below will be shown:

Simply enter a Start and End Date for the report and click OK, the report will then be shown in the standard report viewer on screen and can be printed as desired.

This is simply another way to view the Extract History for Diners Club on screen; it shows exactly the same information you will see if you select the ‘Extract History’ button on the Rebuild Extract File Screen

To see the Extract History select File/Additional Modules/Diners Club/Extract History. There are no selection parameters to put in and the screen overleaf will be shown:

The most simple way to send your extract files to Diners Club is as attachments to an email. The files are quite small so this is generally both fast and efficient.

When you run an extract the Processing Diners Club Extract Screen displays the full path and file names of the extract files. If you print this screen it will be a handy reminder to the file location when you need to attach them to your email. Diners Club will provide you with the address to email your extract files to and the dates when they wish to receive them.