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Add a Quote

Add a Quote

Owned by support_howto
Last updated: 16 Jan, 2025
6 min read

Note: Before proceeding to Add a Quote ensure you configure your tour(s) otherwise it wont work. Click here to learn how.

 

Index

Submit Quote Request
Quoted Amount
Accept Quote
Convert to Booking
Payments

Instructions

  1. From the main menu, click on Bookings>Quotes

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  1. Click on the +Add Quote button.

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  1. Add any missing Agent details of the requestor, the below highlighted in red are required fields.

Notes:

The Shared Location and Sub Location are also required fields. This is to reduce the tours displayed to only those that match your activity area. If there is a matching activity available for sub-location, it will be shown in the expanded accordion. If there is nothing in the drop down list for “Shared Location” and “Sub-Location” you will need to create a “Shared Location” and “Sub-Location” Lookup. Click here to learn how.

The Other Activity is always shown. This is often used for quick phone bookings.

 

  1. In the date section, the users preferred dates and times are displayed (when editing an existing request), and the Staff can choose an appropriate Quoted Date and Quoted Time. The Quoted Date and Time are the proposed date/time from the Operator after they have checked their inventory.

 

 

  1. In the Group Details section:

Add the Number of Participants (Mandatory)
Add Primary Contact details (Mandatory)
Add Company (optional)
Add Contact Address (Mandatory)

 

  1. Add the Quote Amount and then select the “Review Quote” button.

Additional Information (Optional) Internal Comments (Optional)

 

  1. Click on the “Save Changes” Button.

 

  1. When Saved (submitted as a quote) a confirmation message is displayed on screen. The Quote will then be available for the user to review when they next login to accept or reply.
    If the user does not want to accept the quoted details, they can make comments and submit the request again (see customer experience below)

The Quote will then be available for the user to review when they next login to accept or reply.
If the user does not want to accept the quoted details, they can make comments and submit the request again (see customer experience below)

Additional Notes: If the Quoted date and Quoted amount is known (and entered) at the time of the first request, the Staff member can review the initial form (submit quote) and immediately set the status to quoted.
This is intended for phone bookings. The Staff user can also go from Submit to Converted but only if the price is entered.

Troubleshooting tips

If the Quote button is not enabled on the Review window, check the following:

  1. The Quoted Date and Time are valid

  2. The Quote Amount is entered

  3. Click the Back button

  4. Add the Quoted Amount and Submit Quote again

 

Customer Experience

Once the status is changed by the Staff to ‘Quoted’, then the Public user or Agent user (via OBE) now sees the quoted details from the Operator for the first time (ie the confirmed date, time, & dollar amount).
They can make further changes and resubmit the quote (Confirm Changes) or they can Accept the Quote.
The below screen shows the buttons the user can choose from on their Review Form.

 

 

Convert to Booking

  1. The Staff user can view all Quotes from the Quote list view
    Navigation ( Bookings menu / Quotes tab)

  2. The List view allows:
    - Visibility of all quotes and their status
    - Search for a quote by Quote number, Contact name and Agent name
    - Filter by column headers
    - Edit Quotes
    - Quotes are ordered by most recently submitted by default

  1. Click the edit button to open the quote for review

Note: the quote must have one or more tours, and a Quoted dollar amount to be converted.

  1. Click the Convert to Booking button

Converted Bookings

The converted booking opens in the same booking form as normal bookings but has the following specific differences:

  1. The Ticket/Quote Ref will have the Quote Number and be read-only

  1. For activities selected using the Checkboxes on the quote form, the matching tour will display in the Tour accordion. The FARE ‘SystemQuoteFare’ and Time come from the Quote and will not match the normal Basis, Sub basis or tour Time for that tour. This is because the Converted Quote represents a non standard departure with pricing, timing and availability manually decided by the Staff. This does not check any normal availability or pricing.

  1. The Tour date and Tour time come from the Quoted Date and Quoted Time time on the accepted quote, and are shown within the expanded tour accordion.

  1. The FARE details will display ‘SystemQuoteFare’ as both the basis and subbasis on the Booking form and also on Passenger Confirmations and Tour Manifests

  1. If ‘Other’ was selected on the quote form, then a System Quote Tour, system fare and quoted time are added to the Booking form. The information from the ‘Other’ text box is saved in the ticket’s General Comments field on the Booking Form.

  1. To ensure the accepted quoted price is retained, all tour prices are ignored, and the quoted price is added to the Other Sell field in the first ticket by use of a System Use only Promocode.


The Promocode field is also set to read-only.

Note: If there are multiple tours in the booking, the accepted quoted price is assigned to the first ticket only. All other tickets will have zero value.

 

Payments

Like all other bookings, payments are required to secure the booking.
Initially there is no payment details and the booking is both Unpaid and Tentative.

An Agent on Account or Pay on Board payment line will remove the Tentative flag and become confirmed.
A Pending credit card payment link will extend the tentative flag by 24hours but will still expire and cancel the booking of not paid.

Status

Draft, Tentative, Quoted, Accepted, Confirmed, Cancelled