Overview
The Respax Online Platform (RBE) allows you to create New Bookings from various places. One of those places is the Dashboard and the other is from the Bookings Tab (which is what we are going to cover in the article below).
Add New Booking
To Add a New Booking, go to the Main Menu and select the Bookings Tab and > +New Booking Button or select the +New Booking Button on the left side panel.
...
...
Scroll down the booking form to fill out the required details to create a new booking. As you can see Use the subheadings on the righthand side in the screenshot below , the as a point of reference. The page is broken down into sections and we are currently on the first Section which is called starting with the Booking Details.
...
Booking Details - The Agent Code and Financial Entity are required fields. You will These fields need to fill filled out these fields before proceeding to the next section. For information about what each of these subheadings mean, ie , Agent Code and Financial Entity click /wiki/spaces/HOWTO/pages/1340571651
Notes:
...
...
If the Credit status is STOP SELL, an orange warning message is displayed.
This will not stop the booking. It is informative only.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).
...
Ticket/Quote/Gift Ref (optional) - If a booking has been converted from a quote, then this field will have the original quote ID and will be read-only or if a booking was redeemed from a gift certificate, then this field will have the Gift Redemption code 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)
...
Tour Details
Click in the field where it says Tour Code: a list of all
...
tours will appear, click on the tour you need
...
b) Once you have selected the tour has been selected, the Add TourButton will be available. Press the Add TourButton to proceed.
...
c) The Tour Details will now expand, fill in the details you require for the Booking.
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 by selecting the ^ symbol.
...
The default fare and default time will be set, and the default Date will be [tomorrow]
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.
...
Notes:
Tour Basis and Tour Sub-basis are required fields. If none are available it will need be created under fares for the tour, click /wiki/spaces/HOWTO/pages/1372749844 to learn how.
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 and FOC). To learn how to enable and disable passenger types click /wiki/spaces/HOWTO/pages/1372749844.
Pickup Location and Dropoff will only be available as an option if your tour has been configured for pickups. Click /wiki/spaces/HOWTO/pages/1373765679 to learn how to configure in Locations.
...
Add General Comments specific to the tour (optional). If the Operator has frequently used comments that are added by Staff users to many bookings daily, then create a custom list of quick-to-use default comments, see Default Comments Lookup.
...
Once a custom comment has been created, click on Choose a Default Comment Search for the Default Comment using type-ahead or from the dropdown list. Select a Default Comment and it is appended to the General Comments.
...
Staff user can have a mix of manually entered comments and multiple selected Default Comments.
Each one is automatically separated by a space, however the user can adjust and enter new lines also. Choose a Default Comment is always available to re-use.
...
Add Voucher Comments specific to the tour (optional)
...
Choose a Promo code from the type-ahead/dropdown to apply a discount. To learn how to create a Promo code click here.
...
Notes: If the Promo code matches the criteria, then the rule is applied and:
The Code of the Promo is displayed in the Promocode field
The Name of the Promo code is displayed in the Smart Rule field
On mouse-over the description is shown as a tooltip.
The value of the adjustment is displayed in the Other Sell field.
The list of Promo Codes does 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.
The Other Sell field is read-only and cannot be modified.
Smart rules are applied automatically. Smart Rules are automated promo codes and are maintained in Settings>Promo Codes. Click here to learn how to configure a Smart Rule.
If the booking matches a pre-set criteria for a smart rule then the rule is automatically applied without typing in a promo code:
The promocode will remain empty
The Code and Name of the smartrule are displayed in the Smart Rule field
The value of the adjustment is displayed in the Other Sell field.
...
Non-commissionable adjustments can be added to the booking using the Other Levy field
...
Manual Other Charges can also be applied to discount or apply surcharges or rounding to the booking, and
are not available to Agents or Consumers on the OBE. (RBE Admin for staff only)
to use this feature, users must have the appropriate group permissions. The option, 'Edit Manual Other Charges', must be enabled; otherwise, it will appear greyed out. For more details, refer to our documentation on Users & Groups permissions.
can be negative (a discount)
can be positive (a surcharge)
can be large (discount an entire booking)
can be small (5cent rounding)
can make the booking value zero (free of charge)
can make the booking less than zero (provide credit)
can be applied in addition to either a Promocode or smart rule.
Calculation : Other Sell (read-only) + Manual Other Charges = Total Adjustments
...
Note: If there are components associated with the tour a ‘Component’ Tab will display. Click on the drop-down arrow on the Components section to expand components
...
Note: Click on the drop-down arrow on the components section to edit the details if required.
...
Primary Passenger Details - In the example below Enter the Passenger First Name, Last Name, Email and Phone No. Thes are all require required fields. However, you can manage these These fields along with many other fields (to be required or not required) can be managed in the Passenger Type Settings section under /wiki/spaces/HOWTO/pages/1372749844.
NoteNotes:
Passenger First Name and Last Name are always Required fields for every booking and cannot be disabled.
The Passenger Type list displays the Independent Passenger types only. ie, if children or infants cannot be booked without an accompanying Adult, then children and infant will not appear in the list. Therefore the list is frequently a choice of either Adult or User Defined.
...
...
Note: If the tour has any Extras an Extras Tab will display, click on the Drop-Down Arrow to expand and edit
...
Additional Passenger Details (Optional) - This information will only display if the tour has more than one Passenger and is optional to fill out. Only the Primary Passenger Details is mandatory.
Click on the Drop-Down arrow to expand the details. 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)
...
Fill out the Additional Passenger Details.
Note:
Enter each additional passenger’s First Name and Last Name (mandatory)
Other fields such as DOB and Gender
can be added (to be required or not required) and can be managed in the Passenger Type Settings section under /wiki/spaces/HOWTO/pages/1372749844.
...
Extras
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 ). To learn how to setup extras to your tour click /wiki/spaces/HOWTO/pages/1372749844.
...
Tick any Extras as required. In the example below the Extras are grouped and have limits per group, ie ‘Please select 1 of the following’; meaning you must choose at least one and where it says ‘Please select any of the following’; it is optional to choose any or none at all. To learn how to create groups and link them to the Extras click here.
...
Booking Comments (Optional)
General Comments
Staff can write any comments that wish to add for the booking. These comments are included in the Passenger Confirmation PDF, Tour and Bus Manifests for the Operator.
Online Agents and consumer bookings also have the ability to write comments from the public website which can populate in this section of an exisiting booking.
...
If the Operator has frequently used comments that are added by Staff users to many bookings daily, then create a custom list of quick-to-use default comments. See Default Comments Lookup. In the example below it is currently greyed out because no default comments have been configured.
...
If the Default Comments have been configured, click on Choose a default Comment button:
Search for the Default Comment using type-ahead or from the dropdown list.
Select a Default Comment and it is appended to the General Comment
...
Voucher Comments
Voucher Comments are only allowed to be entered in the staff User Interface, meaning only staff can make comments. These comments can be included on Vouchers (IE. Gift Voucher) that are issued to passengers.
Requirements
With every booking it is a requirement to tick the box to accept the Terms and Conditions for travel. Clicking on the Terms & Conditions Link will open the information to read out to the Guest. To configure/edit the Terms and Conditions click here to learn how
A warning message in red will display if there is missing data. The booking will not be able to progress until the missing data is filled. Scroll Back up to check what data has been missed and then check again to ensure that errors have gone.
...
Summary
The booking Summary is an overview of the booking details, review the details before proceeding to the Save and Proceed Button.
...
Additional Information
What are the toggle switches and how do they work?
1.) 
Buy as Gift, 
Unconfirmed. 
Cancelled, 
Checked in
...
Buy as Gift -
Unconfirmed -
Cancelled -
Checked in - - Refer to the gift documentation to learn more
...
2.) Cancelled switch is designed to cancel the ticket line and not the booking level. For example the booking might have multiple tours, but you only want to cancel one of these tours in the booking.
If the booking is not yet confirmed you will be able to select the cancelled switch and it will be removed from the booking
...
If it is an existing booking which has been confirmed it will still cancel the ticket line however it will not be removed from the booking, it will be greyed out.
