Add a Quote
- support_howto
Note: Before proceeding to Add a Quote ensure you configure your tour(s) to enable quotes. Click here to learn how.
Instructions
Quotes can be performed in two ways:
A Customer calls to request a quote - reservation staff can prefill the information in the RBE Quote Form Section
Generate a Quote Form URL Link from RBE and paste the URL into the official public website into a ‘enquiry button’ so that when a customer clicks on this button the quote form will load and the customer can fill out and submit the form. The reservation staff can then review the quote in RBE, and then contact the customer to confirm dates, amount etc.
Customer calls to request a quote
From the main menu, click on Bookings > Quotes
Click on the +Add Quote button.
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.
In this case the reservation staff only needs to enter the “Quoted Date” and “Quoted Time”. Staff will need to check availability first before Quoting the date and time.
Notes:
Reservation Staff can ignore the Preferred Date Range as this is only used for customers that submit a quote online.
In the Group Details section:
Add the Number of Participants (Mandatory)
Add Primary Contact details (Mandatory)
Add Company (optional)
Add Contact Address (Mandatory)
Add the Quote Amount and then select the “Review Quote” button to check over everything before proceeding to Save.
After Reviewing the quote and reading back to the customer the details, Click on the “Save Changes” Button to submit the Quote (this saves the quote in the RBE system).
Click back into Quotes and select the pencil icon to open the Quote that you have just saved (the status will be submitted at this point).
Click on the Convert to Booking Button.
Click on the +Add Payment button to proceed with payment and confirming the booking.
11.) Select the Collect By and Payment Type Details from the drop down lists, then select Save.
Generate a Quote Form URL Link from RBE and paste the URL into the official public website
1.) From the main menu, click on Tools > Generate Links > Quote Form
2.) Select the Site, Shared Location and Sub-location from the drop down menu
3.) Copy the URL onto a button on your website. This will be where the customer can be redirected to fill out the quote form. You could name the button “Enquiry Form” as an example.
4.) When the customer clicks on the ‘Enquiry Button’ from the website the Quote Form page will preload. The customer can fill out the information in the form and then select the next button at the bottom of the page to proceed.
5.) Once the form has been filled out the customer can review the form and then proceed to “Submit Quote” by selecting the Submit Quote button.
6.) Reservation staff will receive the quote in RBE and can open the quote to review the request.
Reservation staff will need to check the Preferred Date and Time that the customer has entered to ensure that there is availability. If it does, the Quoted Date and Quoted Time fields will be the same as the preferred date and time and nothing needs to be changed. However if there is no availability on these dates, reservation staff will need to check what other dates and times are available and enter this into the Quoted Date and Quoted Time fields.
8.) Add the Quote Amount and then select the “Review Quote” button to check over everything before proceeding to Save.
After Reviewing the quote and reading back to the customer the details, Click on the “Save Changes” Button to submit the Quote (this saves the quote in the RBE system).
Click back into Quotes and select the pencil icon to open the Quote that you have just saved (the status will be submitted at this point).
Click on the Convert to Booking Button.
Click on the +Add Payment button to proceed with payment and confirming the booking.
11.) Select the Collect By and Payment Type Details from the drop down lists, then select Save.
Additional Information
The converted booking opens in the same booking form as normal bookings but has the following specific differences:
a)The Ticket/Quote Ref will have the Quote Number and be read-only
b) 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.
c) 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.
d) The FARE details will display ‘SystemQuoteFare’ as both the basis and subbasis on the Booking form and also on Passenger Confirmations and Tour Manifests
e) 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.
f) 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.
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.