Add a New Booking
- support_howto
To Add a New Booking, go to the Main Menu and select the Bookings Tab > +New Booking Button
Scroll down the booking form to fill out the required details to create a new booking. Use the subheadings on the righthand side as a point of reference. The page is broken down into sections starting with the Booking Details.
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 here
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).
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. (optional) - This can be used for the Agent’s staff member’s name or how the request was received (email, phone). See example in screenshot below.
Tour Details
Click in the field where it says Tour Code: a list of all tours will appear, click on the tour you need
Once the tour has been selected, the Add Tour Button will be available. Press the Add Tour Button to proceed.
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 by selecting the ^ symbol.
What are the toggle switches and how do they work?
a) If the booking is not yet confirmed you will be able to select the cancelled switch and it will be removed from the booking
b) 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.
Select the Tour Start Date and Tour Time
Select the Tour Basis and Tour Sub-basis, passengers and pickup and drop off if required
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 to learn how.
Once a custom comment has been created, 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 Comments.
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.
Add Voucher Comments specific to the tour (optional)
Choose a Promo code from the type-ahead/dropdown to apply a discount. To learn how to create a Promo code click here.
Smart rules are another option that you can use rather than a promo code and smart rules can be applied automatically when the booking selections match a criteria. Smart Rules are also maintained in Settings>Promo Codes. Click here to learn how to configure a Smart Rule.
If the booking matches a pre-set criteria for a smart rule then the rule is automatically applied without typing in a promo code:
The promocode will remain empty
The Code and Name of the smartrule are displayed in the Smart Rule field
The value of the adjustment is displayed in the Other Sell field.
Non-commissionable adjustments can be added to the booking using the Other Levy field
Manual Other Charges can also be applied to discount or apply surcharges or rounding to the booking, and
are not available to Agents or Consumers on the OBE. (RBE Admin for staff only)
to use this feature, users must have the appropriate group permissions. The option, 'Edit Manual Other Charges', must be enabled; otherwise, it will appear greyed out. For more details, refer to our documentation on Users & Groups permissions.
can be negative (a discount)
can be positive (a surcharge)
can be large (discount an entire booking)
can be small (5cent rounding)
can make the booking value zero (free of charge)
can make the booking less than zero (provide credit)
can be applied in addition to either a Promocode or smart rule.
Calculation : Other Sell (read-only) + Manual Other Charges = Total Adjustments
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
Click on the drop-down arrow on the components section to edit the details if required.
Primary Passenger Details - Enter the Passenger First Name, Last Name, Email and Phone No. These 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 Tour Maintenance.
Additional Passenger Details (Optional) - This information will only display if the tour has more than one Passenger and is optional to fill out. Only the Primary Passenger Details is mandatory.
Click on the Drop-Down arrow to expand the details. 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)
Fill out the Additional Passenger Details.
Extras
If the tour has any Extras an Extras Tab will display, click on the Drop-Down Arrow to expand and edit
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 ). To learn how to setup extras to your tour click here.
In the example below the Extras can also be grouped and have limits per group, ie ‘Please select 1 of the following’; meaning you must choose at least one and where it says ‘Please select any of the following’; it is optional to choose any or none at all. To learn how to create groups and link them to the Extras click here.
Booking Comments (Optional)
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
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.
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.
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
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.
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.
Payment Details
A payment cannot be made until a new booking has been saved. Click on the the Save and Proceed button.
The Booking will now be marked as “Tentative” and the payment status “Unpaid”.
The following buttons; Cancel Booking, Add Payment and Actions will now be available and the Payment Details section will now populate above the summary section.
To learn about how to cancel a booking click here To learn about processing refunds click here
Click the +Add Payment button to open the payment form
Choose a Collect By and Payment type from the dropdown list (required) to make payment.
Click on Save to continue
If the payment type was a Gateway Payment ie. Windcave, then a Send Payment Link form will load. Click the Send button to proceed. The Customer will receive the email with the payment link to pay.
The Payment details section will now list all of the payments made for the booking, and displays their status.
Summary
The booking Summary is an overview of the booking details, review the details before proceeding to the Save and Proceed Button.