To activate a card for the first time the Purser must use the sign up screen in the Sail and Sign system.
The sign-up screen searches by cabin number and allows you to deposit the first payment only (cash or credit) onto the Sail & Sign card.
When signing an account up, the system will allow joint accounts to be set up, as well as for people to separate and set up individual accounts.
The account number or authorization number tells us of who is listed to be on the account. When the guests are checked in upon arrival to the terminal the computer will assign them an account (authorization) number. This number is different from the folio number (personal identification number).
If more than one person has the same authorization number it indicates that they have a joint account.
Here are some examples to clarify:
If a husband and wife are traveling together they may sign up together and have a joint account.
In which case they will have the same account or authorization number, but different folio (ID numbers).
For friends traveling together they may prefer to separate their charges in which case they would have different folio numbers and different authorization numbers.
To sign up a guest, the following steps must be taken:
1. In the blank sign-up screen, type in the cabin number of the guests that you wish to sign up and press the search key.
The computer will bring up all guests in that cabin. Select the guest and you will be presented with a screen that looks like the below:
2. The cursor will then jump to the F type field. If all the people who want to be on the account are in the same cabin, select the FA option.
If they are in different cabins the TW option should be selected.
3. Enter the payment information. For a credit card, type cc and swipe the credit card to obtain a hold on funds.
Sometimes the card may be unable to be swiped as the magnetic strip is damaged, in which case the information can be entered manually.
When entering the expiry date in TNVT, it must be reversed in the system. For example and expiry date of May 2009, would be entered as 0905.
The system will suggest an amount to be requested for credit card approval, however it may be adjusted if required.
For a cash account, enter csh and enter the amount of deposit provided by the guest. Consider the length of the cruise as gratuities will have already been applied to the account and must be covered first before any other charges can be made.
4. The cursor will then move to the S&S column requesting confirmation of who is to be responsible for the account. Each account must have only one responsible person. This person will be responsible for all the charges of all the other guests on the account, in case they do not or cannot pay their charges. The responsible person is marked by typing an R next to their name, then the message ‘responsible pax’ will appear next to their name.
If a responsible person has already been selected for the account, this cannot be changed. Nor can a responsible person remove any person from his account, unless that person agrees to become responsible for their charges.
A minor under the age of 18 cannot be responsible for the account nor have their own account. They must be on an account with a responsible adult. The only exception to his rules is when there are large groups of children on board, traveling with chaperons.
If more than one person is to be on the account the other people should be linked by placing an X next to their name (provided they have the same authorization number).
5. After pressing the save key the information is saved in the system. For cash accounts a three part receipt is printed out for the guest and the Purser to sign. For a credit card account the approval is requested through Visanet. Approval can be checked in the Folio Maintenance screen.
OPEN AUTHORIZATION PERIOD
During the first day of the cruise, guests may use their Sail & Sign card to make charges, even if they have not activated their card.
This is known as the “open authorization” period and is for the guest’s convenience, so that they do not have to wait in line upon embarking to make a deposit before they make purchases.
Open authorization is only for embarkation day and any guest who has not signed up their card to a method of payment by the first evening of the cruise will have their cards automatically deactivated with a note sent to the cabin, reminding them to do so.
