Add New Booking with Components

New Bookings can be made via the New Booking button.

Instructions

Step-by-step guide to adding a new booking.

1. From Admin menu, select New Booking

   Open

   

Open

Booking Details

1. Choose Agent Code from the type-ahead/dropdown list (mandatory)

2. 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.

3. 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

4. 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)

5. Add Agent Ref. This can be used for the Agent’s staff member’s name or how the request was received (email, phone). (optional)
   
   

NB : If Gift Certificates is Enabled, then the Ticket/Quote Ref field will be re-labelled Ticket/Quote/Gift Ref .

Tour Details

1. Choose a Tour from the dropdown list, or by searching by Tour Code or Tour Name

2. Once selected, Click + Add Tour

3. The tour details card will display the tour in an accordion.
   By default it will be 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 tour will be Confirmed by Default, Not Cancelled and Not Checked in

4. The accordion header will remain at the trop of the screen as you scroll through the tour details

1. The outlined date is [today] shown as 5th
   The default Tour date is [tomorrow] (so all new bookings will begin the day after the outlined date)
   The highlighted white date represents the last date selected for this booking (also the current selection if cancelled)
   Choose an alternate Tour Start Date if required.

2. 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.

1. Choose the Tour Time from the dropdown list
   Each available departure time will display the lowest bubble-up availability for that ticket from all Components

2. Choose Tour Basis from the dropdown list

3. Choose Tour Subbasis from the dropdown list

   If you have changed from the defaults, the availability will recalculate availability

4. 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 )

5. 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

2. 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

3. Add General Comments specific to the tour (optional)

4. Add Voucher Comments specific to the tour (optional)

1. Below Voucher Comments is the COMPONENTS accordian that is collapsed by default.
   This only appears if the Tour does have Package Set Components

2. Expanding the accordian will display all Components that are 1 level down from the Ticket.
   Level 1 is represented by 1 dot (eg BIGTRIP Ticket has 1 component called ISLAND)
   The Availability displayed is for the ISLAND Component and does not include a bubble-up availability of any lower Components.
   Only a Ticket has bubble-up availability to show the lowest of all components of any level

3. Expanding the Level 1 Component (in this example) shows the additional Components at Level 2
   Level 2 is represented by 2 connected dots.
   The Availability displayed is for each level 2 Component and does not include a bubble-up availability of any lower Components.

4. Expanding the Level 2 Component (example : Skate Park) shows the additional Component at Level 3)
   Level 3 is represented by 3 connected dots.
   The Availability displayed at level 3 does not include a bubble-up availability of any lower Components.
   The top level Ticket (BIGTRIP) Availability will be the lowest of all Components; so will be 7.
   
   

5. Each Ticket and Component have the following 8 fields available for editing at any time.

1. (back at the ticket level now) …

2. Choose a Promo code from the type-ahead/dropdown to apply a discount.

3. 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.

4. Non-commissionable adjustments can be added to the booking using the Other Levy field

Primary Passenger Details

1. Choose the Passenger Type for the Primary contact from the dropdown list.

2. Enter the Passenger First Name and Last Name (mandatory)

3. Enter the passengers email and phone number including country code (eg +61 …) (mandatory)

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)

Additional Passenger Details

Any and all Additional Passengers are contained within a collapsed accordion labelled Passenger List
This can be expanded at any time

When expanded, each of the Passengers details are within another collapsed accordion

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)

1. Enter each additional passenger’s First Name and Last Name (mandatory)

Extras

1. 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 )

2. Tick any Extras as required. They are grouped and have limits per group

3. The Extras are displayed for each passenger type that has valid extra’s

Booking Comments

1. Each Ticket has a general comment and voucher comment and the Booking as a whole has its own General and Voucher Comment at the end of the booking form, above the Summary section.

Save the Booking with Save and Proceed

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

1. 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.

2. Click the +Add Payment button to open the payment form

3. Choose a Collect By type form the dropdown list

Agent / On Account and Agent Token
POB (Pay On Board) / On Account
Reservation / Cash, Direct Deposit, Gateway Payments including Hosted Payment Pages (HPP) and PayPal.
Outside Operators / On Account
Second Agent / On Account

4. Choose a Payment Type (Examples of Reservations below)

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

6. Click Save to continue

7. If the payment type was a Gateway Payment, then a confirmation screen will confirm the Name and Email for the the Payment link. The email address must be valid.
Click Send to complete

The Payment details list all of the payments made for the booking, and displays their status.

If the Payments do not match the Booking Total, then an error message will be displayed below the Payment details card

Summary

1. Check Booking Summary

Diary Note documentation included below but this feature is not yet in the Production Release (March 2022)

Add Diary Note

1. Click Add Diary Note

2. Add Note

3. Add Our Ref

4. Add External Ref

5. Select Action Needed or Action Completed

6. If Action Completed, click Save

7. If Action Needed, add Action By and Assign To

8. Click Set Reminder and select PopUp or E-mail

9. Click Save

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