New Bookings can be made via the New Booking button.
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Step-by-step guide to adding a new booking.
From Admin menu, select New Booking
The New Booking button is also available under the Bookings menu
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Booking Details
Choose Agent Code from the type-ahead/dropdown list (mandatory)
The Financial Entity list will be filtered (if many) or prepopulated (if exactly one) once the Agent code is entered. (This is controlled by the Agent’s Financial Setup) .
The Credit Status will also be displayed once the Financial Entity has been selected.Add Ticket Ref (optional) If a booking has been converted from a quote, then this field will have the original quote ID and be read-only
Add Voucher No. This is the Agent’s reference used for redeeming Vouchers, or used when invoicing via a report or exporting to a Financial package like Xero or MYOB. (optional)
Add Agent Ref. This can be used for the Agent’s staff member’s name or how the request was received (email, phone). (optional)
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Tour Details
Choose a Tour from the dropdown list, or by searching by Tour Code or Tour Name
Once selected, Click + Add Tour
The tour details card will grow to include this new tour, grouped within an accordion. By default it will open expanded, and can be collapsed at any time. The default fare and default time will be set., and the default Date will be [tomorrow]
The accordion header will remain at the trop of the screen as you scroll through the tour details
This short animated gif shows adding a tour and how the tour header (BIG TRIP) remains on screen while scrolling through the Tour Details card
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The outlined date is [today] , and the highlighted date is the previously selected date
Choose the Tour Time from the dropdown list
Choose Tour Basis from the dropdown list
Choose Tour Subbasis from the dropdown list
There are 5 different passenger types available per tour. If a type is not valid for that tour, it will be greyed out and unavailable (eg Infant )
Choose a Pickup from the type-ahead/dropdown list.
The list is sorted alphabetically.
If there is no route attached to the tour, then the Pickup will be greyed out and unavailable
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shown as 25th
The default Tour date is [tomorrow] (so all new bookings will begin the day after the outlined date)
The highlighted blue date represents the last date selected for this booking (also the current selection if cancelled)
Choose an alternate Tour Start Date if required.If a date or time selected is in the past, an orange warning appears below the Calendar.
This is a warning only and does not stop the user making the booking.
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Only Staff Users can select dates in the past |
Choose the Tour Time from the dropdown list
Choose Tour Basis from the dropdown list
Choose Tour Subbasis from the dropdown list
There are 5 different passenger types available per tour. If a type is not valid for that tour, it will be greyed out and unavailable (eg Infant )
Choose a Pickup from the type-ahead/dropdown list.
The list is sorted alphabetically.
If there is no route attached to the tour, then the Pickup will be greyed out and unavailable
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A ‘default’ location will always appear first (eg Kewarra Beach).
A To Be Advised (TBA) location (eg I am the TBA pick me) will appear next.
Then the remainder of the alphabetically sorted locations are displayed.
Default locations and TBA locations are configured within Route maintenance
Choose a Dropoff from the type-ahead/dropdown list.
If there is no route attached to the tour, then the dropoff will be greyed out and unavailable
Add General Comments specific to the tour (optional)
Add Voucher Comments specific to the tour (optional)
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Click and drag the bottom right corner of either comments box to enlarge the field. A vertical scroll bar will also appear if the content exceeds the viewable area |
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Choose a Promo code from the type-ahead/dropdown to apply a discount.
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The list will display all enabled Promo Codes however the selected promo must be valid. It will be validated against criteria for that tour including tourcode, booking date, travel date, and passenger type numbers before any discount is applied. |
2. If the booking matches any pre-set criteria for discounts (or adjustments) then the Smart Rule field will be populated by the applicable code, and the discount applied.
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The Smart Rule lists the Code (and Name) and on mouse-over displays a longer description. |
3. Non-commissionable adjustments can be added to the booking using the Other Levy field
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Primary Passenger Details
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3. Enter the passengers email and phone number including country code (eg +61 …) (mandatory)
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4. Enter any custom text, and/or choose Origin (Country of Origin) and Source (Source of Business) from the type-ahead/dropdown lists. (all 3 are optional)
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Additional Passenger Details4. Enter any custom text, and/or choose Origin (Country of Origin) and Source (Source of Business) from the type-ahead/dropdown lists. (all 3 are optional)
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Additional Passenger Details
Any and all Additional Passengers are contained within a collapsed accordion labelled Passenger List
This can be expanded at any time
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When expanded, each of the Passengers details are within another collapsed accordion
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When expanded, each passengers details shows any additional fields that are available to be collected. eg, DOB and Gender, and if there are Extras available, the extras are shown within another collapsed accordion (shown expanded in this image)
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1. Enter each additional passenger’s First Name and Last Name (mandatory)
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If one or more tours has Extras (add-ons/up-sells) then accordions are displayed labelled Extras and displays the Tour Name that the extras belong to. (Example : Extras - reef Snorkel Tour, and, Extras - Harbour Cruise )
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2. Tick any Extras as required. They are grouped and have limits per group
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Click and drag the bottom right corner of either comments box to enlarge the field. A vertical scroll bar will also appear if the content exceeds the viewable area |
Save the Booking with Save and Proceed
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Payment Details
A payment cannot be made until a new booking has been saved as tentative using the Save and Proceed button. Note: The Save as Draft buttons saved an unconfirmed booking and does not permit a new payment
When a new booking has been saved as Tentative, or an existing non-draft booking is being edited, the following buttons are available for action.
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2. Click the +Add Payment button to open the payment form
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4. Choose a Payment Type (Examples of Reservations below)
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5. The Booking Total and Balance is displayed as read-only
If there is already other payments, then then balance will also pre-fill the Payment Amount
If there is a Processor fee, the default fee for the Payment type will be displayed as read-only
To alter the processor fee, enable the Edit Fee Amount, and overwrite the processor fee
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If the Payments do not match the Booking Total, then an error message will be displayed below the Payment details card
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Summary
Check Booking Summary
You have reached the end of the instructions for the Add New Booking 
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Diary Note documentation included below but this feature is not yet in the Production Release (March 2022)
Add Diary Note
Click Add Diary Note
Add Note
Add Our Ref
Add External Ref
Select Action Needed or Action Completed
If Action Completed, click Save
If Action Needed, add Action By and Assign To
Click Set Reminder and select PopUp or E-mail
Click Save
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