Orbis Web · Management
Version 2026.10

PNR captures and automatic file creation

How to turn GDS PNRs, train tickets and bookings from wholesalers and Orbis Hoteles Pro into files and services without retyping them, and what to set up so that they arrive with the right supplier and product.

Basic concepts

What PNR capture is

Capturing means bringing into Orbis Web a booking that already exists in another system —a PNR from Amadeus, Galileo, Sabre, Worldspan or KIU, a Renfe, iryo, Ouigo or Vueling ticket, or a booking from a wholesaler or Orbis Hoteles Pro— so you can create the file and its services from it without retyping passengers, tickets or amounts.

Where you start itButtonWhat you get
Files list or PNR controlP (Captures)Bring in a new booking reference. The PNR is placed in PNR control, ready for creating the file.
PNR control, on the PNR rowAutomatic New FilesCreate the file (and, if needed, the customer) from one or more captured PNRs.
File › Services tabP+ (New Services From PNR)Add the services of a PNR to a file that already exists.
Group › Services tabP+ (New Services From PNR)Add the services of a PNR to the group.
Two kinds of sourceGDSs and train tickets are captured by booking reference. Wholesalers and Orbis Hoteles Pro can also be captured by date range, and each user needs to have their access credentials saved.
ImportantSet up firstIf a supplier in the capture is not linked to its Orbis supplier (the IATA Suppliers and Suppliers Captures tables), the service arrives without a supplier and you have to choose it by hand every time. Go through the configuration part before you start capturing.
Common procedure

The 5 steps of a capture

Set up onceIATA Suppliers, Suppliers Captures, the branch's general capture settings and each user's wholesaler credentials.
Open CapturesClick P in the Files list or in PNR control (or P+ inside a file or group).
Choose source and locatorTick the GDS, train, wholesaler or Orbis Hoteles Pro, type the locator (or the dates) and click ✓.
CreateIn PNR control, click Automatic New Files, check customer, supplier and product, and click Create File.
CheckOpen the new file and check the services, the amount and the collection.
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Capture

Captures window (P button)

What it is for

Bringing a PNR or a booking into Orbis Web from its booking reference. It is the same window from the Files list, from PNR control and from the P+ button in files and groups.

When to use it

When the booking is not yet in PNR control: for example, a ticket issued outside the automatic capture or a booking from a wholesaler.

Task: capture an Amadeus PNR by its booking reference. Recreation of the screen with sample data; the logos in the real window are shown here as tick boxes with the name of the system, and only some of the wholesalers are included.

Step by step

  1. In Management › Files (or in Periodic Operations › PNR control), click P (Captures).
  2. Tick the source system: a GDS (Amadeus, Galileo, Worldspan, Sabre, KIU), a train (renfe RVR, the renfe, iryo, Ouigo, Vueling or Movelia PDFs), CapData or a wholesaler. Only one can be ticked at a time.
  3. Type the Locator.
  4. Click ✓ (Capture) to run the capture.
Logo statusWhat it means
In colour, with an active tick boxThe source is available for your user: you can capture.
Greyed out, with a disabled tick boxThe wholesaler is not available for your user. Save your credentials in Credentials to Wholesale Captures.
Wholesaler tickedFrom Date and To Date also appear, so you can capture by date range (see Captures with Orbis Hoteles Pro).
Common errorThe wholesaler is greyed outThere are no credentials saved for your user. Open them from User configuration › Credentials to Wholesale Captures and then open the Captures window again.
Capture

PNR control

What it is for

It is the inbox for everything captured: GDS tickets and PNRs, trains and wholesalers, with their booking reference, passenger, amount and the file they have been created in.

When to use it

Every day, to create the PNRs that do not have a file yet (filter State: Not Transferred) and to check the ones that have already been transferred.

Task: find the PNRs waiting to be created and start the automatic creation. Recreation of the screen with sample data; the UATP, Record, Service Id, Amount and Currency columns are omitted.

Step by step

  1. Open Filters and leave State: Not Transferred with the issue date you need, so you only see what is pending.
  2. On the PNR row, click Automatic New Files (folder with the letter A).
  3. If a PNR should not be created (for example, a test), remove it with Delete (red bin).
ButtonWhat it does
Captures (P)Opens the Captures window.
ReportGenerates the report of the filtered list.
Delete filtered recordsDeletes all the PNRs shown by the current filter. Check the filter before using it.
ConsultShows the captured PNR.
Detailed InformationShows the full detail of the PNR.
Automatic New FilesOpens the automatic creation window.
Mark as not capturedAvailable on PNRs that have already been transferred: it puts them back as pending so they can be created again.
DeleteRemoves the PNR from the list.
CautionDelete filtered recordsIt acts on the whole result of the filter, not just the visible page. Check State and dates before clicking it.
Create

Automatic file creation

What it is for

It creates the file with all its services from the selected PNRs. If the account holder does not exist as a customer, Orbis offers to create them (New customer badge).

When to use it

Whenever a PNR in PNR control does not have a file yet, or when you want to group several tickets in the same file.

Task: create a new file from an Amadeus PNR. Recreation of the screen with sample data; the UATP column of the table is omitted.

Step by step

  1. Check the Customer. If the New customer badge appears, the customer does not exist: click the pencil (Edit Client) to see the record that will be created, or click … (Selection Customer) to choose an existing one.
  2. Choose Transfer Commission, Collection in UATP capture and, if you collect by UATP, the Types of Charges.
  3. In Create File by, decide how the PNRs are grouped: one file per Ticket, Locator, Locator GDS or Passenger.
  4. To add the services to a file that already exists instead of creating a new one, enter its File ID in the RM block.
  5. Check the Supplier and Product of each line and correct them with their pencil if necessary.
  6. Tick the lines you are going to create.
  7. Click Create File.
FieldOptionsWhat it does
Change the client of all selected PNRsTick boxApplies the chosen customer as the account holder of all the ticked lines.
Transfer CommissionNo · YesPasses the commission in the PNR on to the service.
Collection in UATP captureNo · Yes · AskGenerates the collection for the amount paid by UATP when the file is created.
Types of ChargesUATP BSP · UATP RENFECollection type used for the UATP collection.
Create File byTicket · Locator · Locator GDS · PassengerCriterion for grouping the lines into files. The initial value comes from the general capture settings.
File ID (RM)NumberExisting file in which the services are created. The Record field shows its number.
Enter Collection AutomaticallyTick boxShows Collection date, Amount, Collection Type and Observations so you can record the customer's payment in the same step.
Common errorA duplicate customer is createdThe name in the PNR does not match the existing customer record and Orbis suggests a New customer. Before creating, click … and choose the right customer.
Create

P+ in the file

What it is for

It adds the services of a PNR to the file you have open, without creating a new one.

When to use it

When the customer extends the trip (a return ticket, a train, a hotel) and the file already exists.

Task: add the services of a PNR to an existing file. Recreation of the screen with sample data; some toolbar buttons are omitted.

Step by step

  1. Open the file in edit mode and go to the Services tab.
  2. Click P+ (New Services From PNR). The Captures window opens: tick the source, type the Locator and click ✓. The services are added to this file.
P or P+Use P (in the list) when the PNR is going to generate a new file, and P+ (inside the file) when you already know which file it belongs to. That way you avoid stray files that later have to be merged.
Create

P+ in groups

What it is for

It adds the services of a PNR to the group (for example, the airline's group ticket or a train), and they appear in the group's Services tab.

When to use it

When you issue the group's tickets in the GDS or on the train system and want to bring the cost into the group without retyping it.

Task: add the services of a PNR to the group. Recreation of the screen with sample data; some toolbar buttons and the Company Name column are omitted.

Step by step

  1. Open the group, click the pencil to edit it and go to the Services tab.
  2. Click P+ (New Services From PNR), choose the source, type the Locator and click ✓.
Group tax regimeIf you want captured services to keep the regime of the group header even when the user chooses a supplier product, enable «Keep the group header regime for captures…» in the general capture settings.
Capture

Captures with Orbis Hoteles Pro

What it is for

It brings the accommodation bookings made in Orbis Hoteles Pro into Orbis Web, with their passenger, dates and amount, so you can create them as services without retyping them.

When to use it

After booking in Orbis Hoteles Pro: a specific booking by its locator, or all the bookings for a period by date range.

Task: capture the Orbis Hoteles Pro bookings for a period. Recreation of the screen with sample data; the logos are shown as tick boxes with the name and only part of the list is included.

Step by step

  1. Open the Captures window with P (or P+ in a file or group) and tick the Orbis Hoteles Pro logo that matches your access. When you tick it, the date fields appear.
  2. For a single booking, type its Locator.
  3. For all the bookings in a period, leave the locator empty and set From Date and To Date (both default to today's date).
  4. Click ✓. The captured bookings are created like any other PNR, from PNR control.
RequirementWhere it is set up
The Orbis Web user's Orbis Hoteles Pro username and passwordUser configuration › Credentials to Wholesale Captures, Orbis Hoteles Pro logo.
The Orbis supplier the services are charged toConfiguration › Tables › Suppliers Captures.
Commission transferTransfer wholesaler commission, in the general capture settings.
Several Orbis Hoteles Pro accessesThe list includes one Orbis Hoteles Pro logo for each portal (the generic one and those of different networks and wholesalers). Only those for which your user has credentials are enabled. To find out how to book on the portal, see the Orbis Hoteles Pro manual (in Spanish).
Common errorCapturing by dates brings nothing inBoth dates default to today. Widen From Date before clicking ✓, and check that the saved credentials belong to the same Orbis Hoteles Pro access where the booking was made.
Configuration

Wholesaler capture credentials

What it is for

It stores, for your Orbis Web user, the username and password you use to access each wholesaler and Orbis Hoteles Pro. Without them, the logo is greyed out in the Captures window.

When to use it

When you start working with a wholesaler, when you create a new user and whenever the password changes at the wholesaler.

Task: save the Orbis Hoteles Pro credentials for the current user. Recreation of the screen with sample data; the real window shows the wholesalers as logos and only some are included here.

Step by step

  1. Click User configuration (top right, below the agency name) and, in the window, the first button: Credentials to Wholesale Captures.
  2. Click the logo of the wholesaler or of the Orbis Hoteles Pro access.
  3. Type the Wholesale User and the Wholesale Password, the same ones you use to log in to its website.
  4. Click Record data for the current user. Repeat steps 2 to 4 for each wholesaler.
ImportantCredentials belong to each userThey are saved for the user and branch you are logged in with. Everyone who captures must save their own, unless the branch uses the Lleego user's credentials (see the general capture settings).
Configuration

General capture settings

What it is for

It sets, for each branch, how captures and automatic creation behave: wholesaler commission, supplier product, web locator and default grouping.

When to use it

When you start using captures in a branch or when the way of working changes (for example, starting to transfer wholesaler commission).

Task: define how captures behave in the branch. Recreation of the screen with sample data; the User branch · Booking Type table at the bottom is omitted.

Step by step

  1. Go to Configuration › Branches, choose the branch and open Captures › General Settings.
  2. In Transfer wholesaler commission, choose whether wholesaler commission is always transferred, never transferred or asked about each time.
  3. Tick the boxes you need and choose the Default mode for passing the PNR to the service in automatic creation.
  4. Click ✓ to save.
OptionEffect
Paste the payment date into the service when capturing PNRsCopies the payment date in the PNR into the service.
Transfer wholesaler commissionDo not transfer commission · Ask each time · Always transfer.
Keep the group header regime for captures…Services captured in a group keep the group's regime even if a supplier product is chosen.
Transfer GDS Locator to the file's Web LocatorFills in the file's Web Locator field with the GDS booking reference.
Automatic pre-selection of the supplier productSuggests the supplier's product in the Product column of the automatic creation.
Use the Lleego user to take the credentials for wholesaler AutoCapturesAutomatic wholesaler captures use the credentials of the user chosen in Default user in Lleego captures.
Default mode for passing the PNR to the service in automatic creationPnr Locator · Ticket · Gds Locator · Passenger. It is the initial value of Create File by.
Configuration

IATA suppliers

What it is for

It links each airline (its numeric IATA code, which is the ticket prefix, and its two-letter code) with the Orbis supplier its captured tickets are charged to.

When to use it

When a captured ticket arrives without a supplier, when you start selling a new airline or when you change the supplier (for example, from BSP to direct).

Task: assign the Orbis supplier to an airline. Recreation of the screen with sample data.

Step by step

  1. In Configuration, type IATA Suppliers in the menu search box (it is under Tables) and look for the airline by its name or code.
  2. Double-click the airline's Orbis Supplier cell and choose the supplier in the drop-down list. Rows with an empty cell have no supplier assigned.
Common errorThe ticket arrives without a supplierThe airline has no Orbis Supplier in this table. Assign it here; in the meantime, choose the supplier with the pencil in the Supplier column of the automatic creation.
Configuration

Supplier captures

What it is for

It links each capture wholesaler (Keytel, Restel, Hotusa, Orbis Hoteles Pro…) with the Orbis supplier its bookings are charged to.

When to use it

When you enable a new wholesaler or when its bookings are captured with the wrong supplier.

Task: change a wholesaler's Orbis supplier. Recreation of the screen with sample data.

Step by step

  1. In Configuration › Tables › Suppliers Captures, find the wholesaler and click the pencil on its row.
  2. Type the Code of the Orbis supplier or look it up with …; the name appears in Supplier.
  3. Click Accept.
IATA Suppliers or Suppliers CapturesIATA Suppliers is for air tickets (by airline); Suppliers Captures is for wholesaler and Orbis Hoteles Pro bookings (by wholesaler).
Good judgement

Good practice

Check PNR control every day

With the Not Transferred filter you will see what is pending before it piles up and before UATP collections expire.

Complete the supplier tables

Every line without a supplier in IATA Suppliers or in Suppliers Captures means a manual correction every time you create a file.

Choose the grouping carefully

By Locator is the usual choice; by Passenger, when each traveller is invoiced separately.

Use P+ for extensions

If the file already exists, add the PNR from inside it rather than creating a new one.

Before creating the file
  • The customer is correct and New customer is not showing by mistake.
  • All the lines have a supplier and a product.
  • The commission and the UATP collection are the right ones.
  • Create File by groups the PNRs as you expect.
  • Only the lines you want to create are ticked.
Support

Common problems

The wholesaler's logo is greyed out.Your user has no credentials for that wholesaler. Save them in Credentials to Wholesale Captures.
The capture does not bring in the PNR.Check that the locator and the ticked system are correct. For wholesalers and Orbis Hoteles Pro, check that the credentials are still valid and widen the date range.
The service is created without a supplier.The link is missing in IATA Suppliers (air) or in Suppliers Captures (wholesalers). Complete it and choose the supplier by hand for that creation.
A new customer has been created who already existed.The name in the PNR did not match the customer record. When creating, use … (Selection Customer) to choose the existing customer.
A PNR that has already been transferred needs to be created again.In PNR control, filter by State: All and click Mark as not captured on its row.
The group's services change regime.Enable Keep the group header regime for captures in the general capture settings.
Still not working?Contact Pipeline Software support, giving the branch, the user, the source system, the booking reference and, if there is one, the PNR Id in PNR control.