Tour-Operator Reservation System for Tailor-made Holidays

Documentation: Holidays - Vouchers


The Voucher screen is used to create vouchers. Vouchers are given to the client before their departure, who hands them over to the appropriate supplier (e.g. upon arriving at a hotel), to claim the services on the voucher, and then returned to your tour-operator by the supplier with their invoice in order to claim payment.

The Voucher screen works in the same way as the Request screen, and uses the same system to generate the vouchers; with the exception that all data is seen by the client as well as the supplier.

Generating vouchers
  1. Open the holiday , it must have Confirmed status
  2. Click on the "Tools" button in the Holiday Toolbar and select "Voucher".
  3. The Holiday Tab is closed automatically.
  4. Alternatively you may enter the holiday ID in the Voucher box on the main tab and click 'Go'
  5. If there are no services on the holiday that need vouchers, a "NoMatch" message will be displayed
  6. The system creates a voucher for each service in each Pax Group, use the Vouchers navigator in the Voucher Toolbar to move between the individually created vouchers. In the dropdown navigator, supplier names are shown for vouchers that have been viewed.
  7. To change the generated voucher set to list only vouchers for a single Pax Group, or to merge vouchers for several Pax Groups (e.g. include Double and Third Bed groups on the same vouchers), select the desired group(s) in the "Request/Merge groups" list and click "Create new vouchers". Note that any changes made to the current voucher set are lost.  
  8. Update voucher fields (see details below) and press Save to apply changes to the current voucher.
  9. When one or more vouchers are ready to send click the 'Export' button in the Vocuher toolbar. Select the required   vouchers to export using the Item Selector - 'this' uses the currently visible voucher only. 
  10. The export destination (e.g. Email address) will be confirmed on screen. Depending on the tour-operator settings this may be the current user or the holiday lead customer.
  11. When done, close the Voucher Application Tab. Note that changes made to the generated vouchers are not saved into the database - each time Vouchers are opened the vouchers are re-generated from the current holiday data to ensure that they accurately reflect the holiday. Therefore before closing, ensure that the vouchers have correctly printed/emailed. The content of the generated vouchers are not logged.

Although the voucher screen allows updating of times, durations, service detail etc., they should normally updated within the holiday prior to generating the vouchers. This ensures that other documentation picks up the same values, and that if voucher generation has to be repeated changes do not need to be re-applied. At this stage the holiday would already have had all needed data entered in order that Supplier Requests were correct. 

Main Group:-
Request type : indicate to the supplier what status this request is

Supplier Group:-
ID : A supplier ID: This is used when setting the associated service status
Confirm : This is freeform text that may be included on the voucher template

Services Group:-
Values should accurately reflect the services previously requested/confirmed with the supplier. 
# Pax : Total number of people travelling
Child : Either the number of children included in #Pax , or a message such as "3 children aged 2,6,8". If the children's date of birth are entered into the Pax table, this field will be automatically set with a message.
Special : This text can be presented in your request template e.g. under the heading "Special requests". e.g. "Honeymoon couple".  If an adjuster service with fee type SOF applies to this service, it will be described in Special. If a Pax has a "Dietry Reqs" set that will be listed in Special.

Related Itinerary :-
The dates indicate start and end date for this service; timings are picked up from the related service.
Where connecting details are relevant (e.g. flight details for a transfer to/from the airport), they are put into the  Detail  box.