Tour-Operator Reservation System for Tailor-made Holidays

Documentation: Holiday Screen - Detail Tab

Summary Group

  • Number  and  revision  show the unique Holiday ID (aka quote or booking number), and the currently display revision.
  • Client  displays the client ID and name (if a client has been assigned - see "Assigning to a client" above), or "SNIP:" and the snippet name if this holiday is a snippet. The '@' button will dial the clients telephone number (if the phone system is supported). Click on the '>' to open the client record in a new Application Tab.
  • TourOp  selects the branding and available product for this holiday, if your tour operator has configured multiple brands; if the brand you need is not listed here, contact your administrator to have the brand assigned to you.
  • Staff  selects the staff member responsible for this holiday, it defaults to the creator.
  • Depart  sets the departure date for this holiday revision.
  • Currency  sets the currency displayed to your customers. In most cases this will be the accounting currency, which is the currency used for all non-supplier pricing.
  • Agent?  should be set to "Agent" if this holiday is been sold via an agent who is to get commission. Also see "Agents" above and in the  Client documentation . If selecting agent  Agt Com  must be set - if it is set to  Manual  the fixed agent commission must be set in  Agt com  in the Financial group, otherwise  Agt %  must be set. Note that when the holiday is assigned to an agent the  Agt Com  and Agt %  values will be set to the agent defaults, so it is good to assign to an agent immediately after creating a new holiday. If the assigned agent has Manual Agent commission, you will get an error message telling you to set the actual commission level - do this in the financial group and press "Save".
  • Source  is used for sales/advertising tracking - select how the client heard of this holiday. The options in the list are controlled by your administrator.
  • Note  can be set to "Amended" if you are sending an updated invoice to a client. For this to work your client documentation must have been designed to make use of this feature. This feature may be used in any other way your tour operator sees fit.

Status Group

  • Holiday status  controls the type of the holiday - see the  "Life of a holiday" documentation  for more details. It starts at Quote (QT); the allowed changes depends on the current status, for instance a quote may not be changed to cancelled or closed, and a booking cannot be changed back to a quote.
  • Payment status  displays the current level of payment by your customer e.g. Balance outstanding or fully paid. This is only relevant once a quote is accepted so until then it indicates "Quote".
  • Created  and  Rev created  indicate the dates that the holiday and this revision of the holiday were created.
  • Rev accepted  and  CX'd  indicate the revisions of the holiday which contain the data for the booking or cancellation - see  "Life of a holiday" documentation  for more details. The dates indicate when the holiday was booked or cancelled (as it is allowed to create new revisions even on accepted bookings, the Rev Created Date may be later than the date the booking was originally accepted).
  • FX Rate Date  indicates the date been used for exchange rate lookups. This defaults to the date the current revision was created, so that changes to an existing revision do not change the pricing due to new exchange rates, but a new revision does pick up the new rates. [at present an alternate date cannot be picked - please submit a feature request if this feature would be of value].
  • Use Cost Date  indicates the booking date used to select rates from the cost database - each rate in the cost database applies only within a given range of booking dates. It defaults to the date the revision was created, for the same reason as the  FX Rate Date . [at present this date cannot be altered, and the feature is liable to be removed - please submit a feature request if this feature is of value].

Financial Group

  • Sell  is the total cost of the holiday to the client in the tour operator sales currency.
  • Buy  is the total cost of the holiday to your tour operator in its sales currency.
  • Markup  is the difference between sell and buy, and  M/Up%  reflects the ration between markup and sell.
  • Balance  indicates the amount still due from or refundable to the client to zero the balance. The  Payment Status  will display Refund if this amount needs to be refunded to the client.
  • Incl. CC fee  shows how much the client has paid in transaction fees - this value is already included in sell.
  • Tax  is the amount of tax included in the  Sell  value.
  • Next Pay  is the date the next client payment is due. Note that the Alerts menu automatically includes an alert for this date.
  • Amount indicates the value of the payment expected from the client on the Next Pay date
  • Example fee  is the transaction fee on Amount based on the tour operator default fee level (some payments methods may have other fee levels), At quote stage the Amount due and Next Pay date will reflect the deposit or total holiday value depending on the intended departure date.
  • At Com  is the amount of commission payable to the agent, if this is an agent booking. If the agent calculation method is set to manual, the manual amount is entered here - see the Agent details in the Detail group above for more details.
  • VAT  indicates how much of  Agt Com  is VAT at the VAT level indicated in  VAT % . The VAT level is controlled by the AGENT_VAT_RATE preference which may be set in holiday prefs (See The Prefs Holiday Tab below) or at system level.

Tags group

Allows entry of free-form words of upto 3 characters in order to group otherwise unconnected holidays. The tags can then be used to search for the group of holidays, control how client documentation looks or run reports on the group. If your tour operator is using this feature they will have a list of tags and reasons to use them. 
Tag names beginning with '!' are reserved; for instance they are used by the system to apply an different TORS Transaction Fee  to the tagged booking - contact the help desk if this is needed for your booking.

Public Notes group

Anything entered in here may be displayed on the client documentation. The exact display locations will depend on the design of the  tour operator client documentation. 

Memo and Contact Log group

A memo allows entry of private note that will not be displayed to the customer. Each memo is automatically timestamped and marked with the writers Staff id. The source (person and method) of the comment must be indicated, and optionally a reference (e.g for an email this might be the inbox name, date and time of the email).