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Add a New Booking

  1. To Add a New Booking, go to the Main Menu and select the Bookings Tab > New Booking Button.

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Scroll down the booking form to fill out the required details to create a new booking. Use the subheadings on the righthand side in the screenshot below as a point of reference. The page is broken down into sections starting with the Booking Details.

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  1. Booking Details - The Agent Code and Financial Entity are required fields. These fields need to filled out 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).

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Notes:

  • 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)

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  1. Tour Details

  • Click in the field where it says Tour Code: a list of all tours will appear, click on the tour you need

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  • Once the tour has been selected, the Add Tour Button will be available. Press the Add Tour Button to proceed.

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  • The Tour Details will now expand, fill in the details required for the Booking.

Note:

The default fare and default time will be set, and the default Date will be [tomorrow]

Tour Basis and Tour Sub-basis are required fields

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)

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.

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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. 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 Comment

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Click on Choose a Default Comment

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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

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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.

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  • Add Voucher Comments specific to the tour (optional)

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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

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Note: Click on the drop-down arrow on the components section to edit the details if required.

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  1. Primary Passenger Details - The Passenger First Name, Last Name, Email and Phone No. are all required fields. These fields along with many other fields (required or not required) can be managed in the Passenger Type Settings section under /wiki/spaces/HOWTO/pages/1372749844.

Note: Passenger First Name and Last Name are always Required fields for every booking and cannot be disabled.

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Note: If the tour has any Extras an Extras Tab will display, click on the Drop-Down Arrow to expand and edit

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  1. Additional Passenger Details - This information will only display if the tour has more than one Pax.

  • Click on the Drop-Down arrow to expand the details

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  • Fill out the Additional Passenger Details.

Note: These fields and many other fields (to be required or not required)can be managed in the Passenger Type Settings section under /wiki/spaces/HOWTO/pages/1372749844.

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  1. 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.

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  • 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.

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  • 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

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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.

  1. 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.

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  1. Summary

  • The booking Summary is an overview of the booking details, review the details before proceeding to the Save and Proceed Button.

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Additional Information

What are the toggle switches and how do they work?

1.) image-20240731-032908.pngBuy as Gift - Refer to the gift documentation to learn more

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2.) image-20240731-033116.png 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

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  • 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.

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