Audience: CEO/Owner, General Manager
Read Time: 10 Minutes


This article describes the Carey CSI Billing Integration and the steps to complete setup within the FASTTRAK Ultimate Desktop software.


TABLE OF CONTENTS


If you have not reviewed the Carey general Overview, please do that before continuing. You can review that guide by click here.

Billing Integration Overview

The Carey Billing Integration automatically sends generated invoice information to Carey via the Carey Invoice API. This allows operators to forgo the use of the Carey Wiz file. In the event of any invoicing issues, you the operator will be notified in one of two ways depending on where the issue is identified; more on this below.


Setup and Configuration

Additional settings have been added to both the FASTTRAK Ultimate and InVision Web applications. You can use either client to update Carey settings for this integration. 


The following settings are required:

  • Enable Outbound Billing Integration: Check to enable the integration
  • Partner Name: Specific name provided by Carey
  • Partner Number: Specific name provided by Carey
  • Earliest Invoice Date: Set this date to the earliest invoice date that should use the integration. This is helpful to limit previous invoices, even those already sent via WIZ previously, to be sent via the integration. 
  • Currency: Set to the currency value used for the invoice amounts; i.e. USD, EUR, GBP, etc.


Note: The incoming setting for Carey are completely independent. However, only those reservations/invoices that were created via the Carey Outbound integration (Carey to FT) will be available for processing vis the Billing integration.


Billing Process Constraints and Communication

Once enabled, the billing process will run nightly around 2AM operator time. Curing the processing, there are a variety of mappings that are completed. These mappings and constraints are described below.


Billing Process Constraints


Invoice Date: 

Invoices created after the earliest invoice date and before the current date. For example, if the earliest date is set to 12/01/2023 and the billing process runs at 2 AM on 12/20/2023, all invoices created between 12/01/2023 12:00 AM and 12/20/2023 12:00 AM will be processed.


One-to-one Invoice to Carey Reservation

Each Carey invoice must include a maximum of 1 Carey reservation. The relationship is one-to-one.


Vehicle Type Mapping

Similar to receiving reservations (Carey to FT), the FASTTRAK vehicle type will require vehicle type mapping. During the receive process, FT primary and secondary mappings will be used. However, there is no way to use secondary mappings when mapping to external vehicle types. Therefore, the primary mapping will ALWAYS be used when mapping to the Carey Billing API.


The operator must have a primary vehicle type mapping for any Carey reservation processed during the Carey billing integration.


Example: If the Carey reservation has 'OP Sedan Type' set, a Primary Vehicle Type mapping must include 'OP Sedan Type' to the External Vehicle Type 'Sedan (corporate)'. This is because the 'Sedan (corporate)' has been mapped to the Carey vehicle type 'Executive_Sedan'.


The mapping definition is the same as the receiving mapping, described below.

The table below shows the mapping requirement for each vehicle type supported via the Carey integration.  


CAREY Vehicle Type

FASTTRAK Web Service Vehicle Type

Executive_Sedan

Sedan (corporate)

Luxury_Sedan

Sedan (Luxury)

Fuel_Efficient_Sedan

Sedan (Hybrid)

Stretch_Limousine_6

Limo (6 pass)

Stretch_Limousine_8

Limo (8 Pass)

Stretch_Limousine_10

Limo (10 Pass)

Minivan

Van (8 pass)

Executive_Van

Van (15 Pass)

Luxury_Van

Van (Corporate)

Cargo_Truck
 Cargo_Van

Van (Cargo/Luggage)

Minibus

Min-Bus (26-31)

Minicoach

Min-Bus (32-36)



Charge Naming

Carey requires common charge names for a variety of charges. The integration will attempt to normalize the charge name by removing spaces and using cases insensitivity.


The following common Charge names are supported:

  • Tolls
  • Parking
  • AirportFee
  • FuelSurcharge
  • STC
Example: tolls, tolls, parking, airport fee, fuel surcharge and stc are valid and will be resolved to the common charge names after normalizing via the integration.


If the charge is not matched to a common charge, it will be included as an 'Other Charge'. See the Other Charge constraint below. This includes the Additional 1 and Additional 2 charges if in use; will be mapped to Other Charges.


Gratuity Charge

A single gratuity charge is supported and will be mapped to the Carey percent charge. Additional gratuity charges will be added as other charges.


Max of 3 Other Charges

Any charge not mapped to base charge, common charges, gratuity or discount will be mapped as an Other Charge. There is a maximum of 3 Other Charges for the Carey integration.


Note: Taxes are mapped to Other Charge and are included in the Other Charge Max 3 constraint.


Max of 1 Discount

The integration supports a single Discount charge.


Trip Type Mapping

The Carey outbound API (Carey to FT) sets the Trip Type value to 'As Directed' or 'Point to Point' during the receive process. This value should NOT be changed as it is used to determine how the Base charges are sent to Carey.


Billing Process Communication

Once enabled, the billing process will send a summary to the operators invoicing email address after the process runs. This communication will include messaging that includes the list of successful and failed invoices that were processed.  For each failed invoice, either a validation message or Carey validation message will be provided.


A sample of the notificaiton is below: