Add New Booking

Owned by Jen Mejia (Unlicensed), created
Last updated: 30 Mar, 2023 by support_howto
10 min read

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

The New Booking button is also available under the Bookings menu

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)

 

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 grow to include this new tour, grouped within an accordion. By default it will open expanded, and can be collapsed at any time. The default fare and default time will be set, and the default Date will be [tomorrow]

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

This short animated gif shows adding a tour and how the tour header (BIG TRIP) remains on screen while scrolling through the Tour Details card

 

  1. The outlined date is [today] shown as 25th
    The default Tour date is [tomorrow] (so all new bookings will begin the day after the outlined date)
    The highlighted blue 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.

Only Staff Users can select dates in the past
Tour Availability is not checked for tours in the past
Prices are still calculated for tours in the past

  1. Choose the Tour Time from the dropdown list

  2. Choose Tour Basis from the dropdown list

  3. Choose Tour Subbasis from the dropdown list

  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

 

A ‘default’ location will always appear first (eg Kewarra Beach).
A To Be Advised (TBA) location (eg I am the TBA pick me) will appear next.
Then the remainder of the alphabetically sorted locations are displayed.
Default locations and TBA locations are configured within Route maintenance

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

2. 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.

3. 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

     

 

 

 

 

 

Payment statuses

Header for editing booking:

 

No approved payments on booking

 

Approved payments on booking, but paid total is less than booking total

 

Approved payments on booking equal total of booking

 

Approved payments on booking, but paid total is more than booking total

 

 

Booking statuses

Draft booking, not confirmed, tentative, cancelled, quote or archived

 

 Tentative booking, not cancelled, quote or archived

 

Confirmed booking, not tentative, cancelled, quote or archived

 

Cancelled booking

 

Quote booking, not cancelled or archived

 

Archived booking, not cancelled

 

 

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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