Managing Compliance Codes and Messages

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Last updated: Jun 28, 2023 by Kavita Pillai
4 min read

This topic describes adding or editing compliance codes on the Add or Edit page.

Overview

Compliance codes are used to indicate which message should appear when a user chooses something that is out of policy. The code is placed in the passenger name record (PNR) so that it can be easily tracked in the system and the travel agency. Each element of a trip displays the associated list of compliance codes for out-of-policy travel.

You need a separate compliance code set for air, train, hotel, car rental, and payment card. In order to have different compliance codes for different groups of users, you create or edit each compliance code list, and then organize the code lists into sets that can be assigned to groups. You can add the same compliance code list to more than one set.

Tip: For a description of groups, see Groups Tab for Managing Groups. 

Navigating to the Add or Edit Page

To add new compliance code lists, or view and change compliance code lists, follow these steps:

  1. Click the Services tab.
  2. Click the Compliance Codes link. The Compliance Codes Management page appears.
  3. Click the Compliance Codes List link. The Compliance Codes List page appears.
  4. Click Add a New Compliance Code to add a new code list, or click the Code Name link for an existing code list. The Add or Edit page appears, showing the "Compliance Codes for Policy Handling" section heading.

Tip: You can view and change compliance code sets for a group, and edit existing compliance codes, by following these steps:

  1. Click the Add/Edit link for each type of travel (such as Add/Edit Air Codes Sets) on the Rules page for the group (as described in Enabling Travel Rules). The Compliance Code Sets page appears. 
  2. Choose one of the following:
    • To add a new set, see "Adding a New Compliance Code Set" in this topic for further instructions.
    • To view or edit an existing set, click the set name link (such as Airline Compliance Codes) in the Set Name column. The set's Edit page appears with a list of compliance codes.
  3. Click an existing code name in the Code Name column to edit the compliance code. The Edit page appears with the "Compliance Codes for Policy Handling" section heading.

Entering or Editing a Compliance Code List

Follow these steps:

  1. Click the Activate Code checkbox to make the code active. (Uncheck this checkbox to make the code inactive.)
  2. Enter the code in the Code field. This code is placed in the passenger name record (PNR) but doesn't appear to the user. The code can be alphanumeric but may not contain special characters.
    Tip: You can use the same code multiple times as long as the Type (in Step 4 below) for each code list is different. 
  3. In the Display Reason Text field, enter the message to appear when this code is selected.
  4. Type: Choose the travel type (such as Airline or Train) from the dropdown menu.
    Note: You need at least one compliance code list for Airline, Car Rental, Payment Card, Hotel, and Train. You can use a fictitious or "dummy" code, or enter one or more codes. 
  5. Click Save at the bottom of the page to save your changes.

You need to add the compliance code list to a set in order to assign it to a group. To add the list to an existing set, see "Adding a Compliance Code List to an Existing Set" in this topic. To add a new set, see "Adding a New Compliance Code Set".

Adding a Compliance Code List to an Existing Set

To add a compliance code list to an existing set, follow these steps:

  1. Click an existing set name in the Set Name column. The Edit page appears. 
  2. Edit the name in the Set Name field. This name should be easily recognizable as a specific set. An example is "Airline Compliance Codes".
  3. Click the Add Code button. The Add Code To Set page appears.
  4. Select a code list to add to the set by clicking its radio button.
  5. Click OK & Add Another to add another list to the set, and repeat the previous step and this step until you've added all of the lists for the set.
  6. After making the final selection, click OK to finish adding to the set.
  7. Click Save to save your changes.

Note: To commit all of your changes after saving them, click the changes not applied link at the top of the page. The Commit Changes page appears. Click the Commit button.

Adding a New Compliance Code Set

If you arrived at the Compliance Codes List page by navigating from the Services tab, follow these steps:

  1. Click Back to Compliance Codes Management at the top of the Compliance Codes List page. The Compliance Codes Management page appears.
  2. Click the Compliance Codes Sets link. The Compliance Codes Sets page appears.
  3. Click the Add a New Compliance Code Set link to add a new set. The Add page appears.

If you arrived at the Compliance Code Sets page by navigating from the Rules tab, Click the Add A New Compliance Code Set link to add a new set. The Add page appears.

Follow these steps to add the new set:

  1. Enter a Set Name. This name should be easily recognizable as a specific compliance code configuration, as in "Airline Compliance Code Set".
  2. Click the Add Code button. The Add Code To Set page appears.
  3. Select a code list to add to the set by clicking its radio button.
  4. Click OK & Add Another to add another list to the set, and repeat the previous step and this step until you've added all of the lists for the set.
  5. After making the final selection, click OK to finish adding to the set.
  6. Click Save to save your changes.

Note: To commit all of your changes after saving them, click the changes not applied link at the top of the page. The Commit Changes page appears. Click the Commit button.