t3 - Passenger Reservation System

t3 - Passenger Reservation System
t3 - Passenger Reservation System
© 2015 ... Roeville Computer Systems Limited
Contents
3
Table of Contents
Foreword
Part I Getting Started
0
9
1 System
...................................................................................................................................
Requirements
9
2 Logging
...................................................................................................................................
In
10
3 Home
...................................................................................................................................
window
10
4 A brief
...................................................................................................................................
guided tour
11
Part II Maintenance
12
1 System
...................................................................................................................................
Settings
13
Com pany .........................................................................................................................................................
details
14
Nom inal Ledger
......................................................................................................................................................... 16
Preferences
......................................................................................................................................................... 18
Booking Term
.........................................................................................................................................................
s
20
Report Settings
......................................................................................................................................................... 22
System Security
......................................................................................................................................................... 24
Catalogue......................................................................................................................................................... 26
Em ail Settings
......................................................................................................................................................... 27
2 Create
...................................................................................................................................
Tours
30
Creation Method
......................................................................................................................................................... 32
Tour Settings
......................................................................................................................................................... 32
Accom m odation
......................................................................................................................................................... 37
Accommodation
..................................................................................................................................................
Plans
40
Options ......................................................................................................................................................... 40
Adding Options
.................................................................................................................................................. 41
Editing Options
.................................................................................................................................................. 42
Departure.........................................................................................................................................................
Dates
46
Final check
.........................................................................................................................................................
and Create
48
Replicating
.........................................................................................................................................................
Tours
49
3 Travel
...................................................................................................................................
Agents
51
Agent Details
......................................................................................................................................................... 54
Com m ission
.........................................................................................................................................................
Rates
56
Profile
......................................................................................................................................................... 57
Notes
......................................................................................................................................................... 58
Profile Item
.........................................................................................................................................................
s
59
History ......................................................................................................................................................... 60
Transactions
......................................................................................................................................................... 61
Reports ......................................................................................................................................................... 61
4 Suppliers
................................................................................................................................... 62
Supplier Maintenance
......................................................................................................................................................... 63
Details
.................................................................................................................................................. 64
More
.................................................................................................................................................. 66
Plans
.................................................................................................................................................. 67
Notes
.................................................................................................................................................. 69
Supplier Types
......................................................................................................................................................... 70
Supplier Item
.........................................................................................................................................................
Types
71
© 2015 ... Roeville Computer Systems Limited
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t3 - Passenger Reservation System
Supplier Reports
......................................................................................................................................................... 73
5 Lead
...................................................................................................................................
Source
73
6 Travel
...................................................................................................................................
Insurance
75
Insurance.........................................................................................................................................................
Rates Table
75
7 Users
................................................................................................................................... 77
8 Confirmation
...................................................................................................................................
Messages
80
9 Requests
................................................................................................................................... 81
10 Seatplan
...................................................................................................................................
Painter
83
Creating Seat
.........................................................................................................................................................
Plans
85
Editing Seat
.........................................................................................................................................................
Plans
88
Plan Brow ..................................................................................................................................................
ser
89
11 Categories
................................................................................................................................... 90
Category m
.........................................................................................................................................................
aintenance
91
Accommodation
..................................................................................................................................................
Categories
93
Tour Analysis
..................................................................................................................................................
Groups
93
Supplier Item
..................................................................................................................................................
Types
94
12 Batch
...................................................................................................................................
Text Editor
94
13 Workstation
...................................................................................................................................
Defaults
95
14 Global
...................................................................................................................................
Options
97
Add Global.........................................................................................................................................................
Option
99
Edit Global
.........................................................................................................................................................
Option
100
15 VAT
...................................................................................................................................
Rates
103
16 Error
...................................................................................................................................
Log
103
17 Confirmation
...................................................................................................................................
Headers
104
18 Card
...................................................................................................................................
Table Maintenance
105
19 Tidy
...................................................................................................................................
Cashbook
105
20 Cashbook
...................................................................................................................................
Rollback
106
21 Insurance
...................................................................................................................................
Rollback
107
22 Report
...................................................................................................................................
Maintenance
107
23 Recode
...................................................................................................................................
Tours
109
24 Registration
................................................................................................................................... 110
25 Recalculate
...................................................................................................................................
Options
110
Agent Com
.........................................................................................................................................................
m ission
110
Re-synchronise
.........................................................................................................................................................
Custom er Options
110
Tour Counters
......................................................................................................................................................... 111
Check Tourm
.........................................................................................................................................................
ast File
111
Check Custom
.........................................................................................................................................................
er File
111
Booking Status
.........................................................................................................................................................
Check
111
Part III The Tour Finder
111
Part IV Reserve - Making a booking
116
1 Customer
................................................................................................................................... 118
2 Seats
................................................................................................................................... 123
3 Rooms
................................................................................................................................... 124
© 2015 ... Roeville Computer Systems Limited
Contents
5
4 Options
................................................................................................................................... 125
5 Pickups
................................................................................................................................... 126
6 Completing
...................................................................................................................................
the Reservation
127
Part V Bookings
127
1 Finding
...................................................................................................................................
the right booking
129
2 Customer
................................................................................................................................... 130
3 Passengers
................................................................................................................................... 132
Am ending
.........................................................................................................................................................
Passenger Details
134
Am ending
.........................................................................................................................................................
Accom m odation
137
4 Tour
...................................................................................................................................
Options
138
5 Financial
................................................................................................................................... 140
6 Payments
................................................................................................................................... 142
7 Printing
...................................................................................................................................
confirmations
145
8 Client
...................................................................................................................................
History
146
9 Cancellations
................................................................................................................................... 147
10 Transfers
................................................................................................................................... 147
11 Tools
................................................................................................................................... 149
Booking Navigation
......................................................................................................................................................... 150
Option Status
......................................................................................................................................................... 151
Change Hotel
......................................................................................................................................................... 151
Redeem .........................................................................................................................................................
Voucher
152
Buy Insurance
......................................................................................................................................................... 152
Issue ATOL
.........................................................................................................................................................
Certificate
152
Read FSA.........................................................................................................................................................
Script
152
View Tour
......................................................................................................................................................... 152
View Client
.........................................................................................................................................................
Details
153
Part VI Tours
153
1 Tour
................................................................................................................................... 155
Am ending
.........................................................................................................................................................
Accom m odation
157
2 Seats
...................................................................................................................................
and Seat Swapping
160
3 Bookings
................................................................................................................................... 162
4 Pickups
................................................................................................................................... 162
Edit Routing
......................................................................................................................................................... 163
Add Route
.................................................................................................................................................. 165
Edit Route.................................................................................................................................................. 165
Add Pickup
.................................................................................................................................................. 166
Edit Pickup
.................................................................................................................................................. 167
Close Unused
.................................................................................................................................................. 167
5 Tour
...................................................................................................................................
settings
167
6 Tour
...................................................................................................................................
reports
172
Room ing.........................................................................................................................................................
List
174
Client Letters
......................................................................................................................................................... 175
7 Changes
...................................................................................................................................
Log
176
© 2015 ... Roeville Computer Systems Limited
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t3 - Passenger Reservation System
8 Tour
...................................................................................................................................
Options
177
Adding a.........................................................................................................................................................
Tour Option
178
Editing a .........................................................................................................................................................
Tour Option
179
Grouping.........................................................................................................................................................
Options
182
Rem ove a
.........................................................................................................................................................
Tour Option
183
9 Tour
...................................................................................................................................
Categories
183
10 Tour
...................................................................................................................................
Notes
184
11 Seats
...................................................................................................................................
Browser
185
12 Tour
...................................................................................................................................
Services
185
Adding or.........................................................................................................................................................
Editing a Contract Item
186
Part VII Brochures and Enquiry
188
1 Enquiry
................................................................................................................................... 189
2 Brochures
................................................................................................................................... 192
Brochure.........................................................................................................................................................
Maintenance
193
Source Maintenance
......................................................................................................................................................... 194
Print Labels
......................................................................................................................................................... 196
Export Enquiries
......................................................................................................................................................... 197
Part VIII Wait list
198
1 Adding
...................................................................................................................................
to Wait List
200
2 Tour
...................................................................................................................................
Waiting List
201
3 Booking
...................................................................................................................................
from the Wait List
202
Part IX Sundry Sales
202
1 Client
................................................................................................................................... 204
2 Items
................................................................................................................................... 207
Add Sundry
.........................................................................................................................................................
Item
208
Edit Sundry
.........................................................................................................................................................
Item
210
Rem ove Sundry
.........................................................................................................................................................
Item
210
3 Financial
................................................................................................................................... 211
4 Making
...................................................................................................................................
a new sundry sale
211
Part X Marketing
212
1 Marketing
...................................................................................................................................
Window
213
2 Customers
................................................................................................................................... 216
Add New .........................................................................................................................................................
Custom er
220
Edit Existing
.........................................................................................................................................................
Custom er
220
Custom er
.........................................................................................................................................................
Notes
221
Custom er
.........................................................................................................................................................
History
222
Custom er
.........................................................................................................................................................
Loyalty Points
222
3 Delete
...................................................................................................................................
Customer
223
4 Sales
...................................................................................................................................
Regions
223
5 Postcode
...................................................................................................................................
Ranges
225
6 Campaigns
................................................................................................................................... 226
© 2015 ... Roeville Computer Systems Limited
Contents
7
7 Marketing
...................................................................................................................................
Extracts
227
Extract 1 ......................................................................................................................................................... 227
Extract 2 ......................................................................................................................................................... 228
Custom Extract
......................................................................................................................................................... 230
8 Travel
...................................................................................................................................
Club and Loyalty Scheme
232
Travel Club
......................................................................................................................................................... 233
Travel Club
..................................................................................................................................................
Enrolment
235
Loyalty Schem
.........................................................................................................................................................
e
236
Tour Loyalty
..................................................................................................................................................
Point Setting
237
Issuing Points
.................................................................................................................................................. 238
Voiding Points
.................................................................................................................................................. 240
Redeeming
..................................................................................................................................................
Points
240
Loyalty Statements
.................................................................................................................................................. 242
Single Client
...........................................................................................................................................
Loyalty Statements
242
Batch Loyalty
...........................................................................................................................................
Statements
244
9 Utilities
................................................................................................................................... 244
Apply Mailsort
.........................................................................................................................................................
Codes
244
Consolidate
.........................................................................................................................................................
Custom er
245
Part XI Vouchers
246
1 Voucher
...................................................................................................................................
Maintenance
247
Voucher .........................................................................................................................................................
Nom inal Code
248
2 Vouchers
................................................................................................................................... 249
Issuing a.........................................................................................................................................................
Voucher
251
Printing a.........................................................................................................................................................
Voucher
252
Paying for
.........................................................................................................................................................
a Voucher
252
Voiding Voucher
......................................................................................................................................................... 253
3 Redeeming
...................................................................................................................................
a Voucher
253
4 Voucher
...................................................................................................................................
Reporting
255
Part XII Services
256
1 Tour
...................................................................................................................................
Services
256
Part XIII Routing
258
1 The
...................................................................................................................................
Concept
258
The Tables
......................................................................................................................................................... 259
The Hub Table
.................................................................................................................................................. 259
The Route
..................................................................................................................................................
Table
260
The PickupPoint
..................................................................................................................................................
Table
260
The PickupPointType
..................................................................................................................................................
Table
260
The RoutePoint
..................................................................................................................................................
Table
260
Route Planning
......................................................................................................................................................... 260
2 Routing
...................................................................................................................................
Reports
263
3 Master
...................................................................................................................................
Points
264
Edit Pickup
.........................................................................................................................................................
Point
266
4 Route
...................................................................................................................................
Templates
267
Make New
.........................................................................................................................................................
Route
268
Edit Route
.........................................................................................................................................................
Tem plate
270
Clone Route
......................................................................................................................................................... 271
© 2015 ... Roeville Computer Systems Limited
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t3 - Passenger Reservation System
5 Interchange
...................................................................................................................................
Reports
272
6 Pickup
...................................................................................................................................
Regions
272
Add Pickup
.........................................................................................................................................................
Region
272
Edit Pickup
.........................................................................................................................................................
Region
273
7 Close
...................................................................................................................................
Unused Pickups
273
8 Create
...................................................................................................................................
Hubs
274
9 Remove
...................................................................................................................................
Unused Hubs
275
Part XIV Financial
276
1 Cash
...................................................................................................................................
Daybook
276
2 Agent
...................................................................................................................................
Batch Receipts
279
3 Accounts
...................................................................................................................................
Link
283
4 Payment
...................................................................................................................................
Card Log
285
5 Booking
...................................................................................................................................
Monitor
286
Part XV Cancellations
287
1 Settings
...................................................................................................................................
and Configuration
287
Cancellation
.........................................................................................................................................................
Rates
288
Agent Settings
......................................................................................................................................................... 288
Tour Settings
......................................................................................................................................................... 290
Cancellation
.........................................................................................................................................................
Docum ent Text
291
2 Cancelling
...................................................................................................................................
A Direct Booking
292
3 Cancelling
...................................................................................................................................
An Agent Booking
298
Part XVI Third Party Products
300
1 AFD
...................................................................................................................................
Postcode
300
Index
0
© 2015 ... Roeville Computer Systems Limited
Getting Started
1
9
Getting Started
The t3 workstation application is easy to install and can be loaded from an Installation CD.
Before loading the program, please read the terms outlined at the start of the installation process and ensure
you have a valid installation code.
Note that a valid license is required to run t3 and this will be only be provided once the
commercial agreement to purchase the product has been completed and received by Roeville
Computer Systems Limited.
1.1
System Requirements
Please ensure your computer system meets the following minimum specification:
Work s t at ion
Minimum Specification
§
§
§
§
Computer with processor compatible with Pentium 4 or faster
Microsoft Windows XP Professional Service Pack 3 with Microsoft .Net 4.0
10GB free Hard Disk Space
1GB of RAM or More
Recommended Specification
§
§
§
§
Computer with processor compatible with Intel Core i3 or faster
Microsoft Windows 7\8 Professional with Microsoft Microsoft .Net 4.0
10GB free Hard Disk Space
2GB of RAM or More
P leas e not e t hat t 28 Tours and E x c urs ions is only s upport ed on Work s t at ions t hat hav e
P rof es s ional\B us ines s or abov e edit ions of Mic ros of t Windows .
S erv er
Minimum Specification
§
§
§
§
Computer with processor compatible with Pentium 4 or faster
Microsoft Windows XP Professional Service Pack 3 with Microsoft .Net 2.0 and 4.0
10GB free Hard Disk Space
1GB of RAM or More
Recommended Specification
§
§
§
§
Computer with processor compatible with Intel Core i3 or faster
Microsoft Windows 8 Professional with Microsoft .Net 2.0 and 4.0
20GB free Hard Disk Space
2GB of RAM or More
P leas e not e t hat t 28 Tours and E x c urs ions is only s upport ed on Work s t at ions t hat hav e
P rof es s ional\B us ines s or abov e v ers ions of Mic ros of t Windows .
© 2015 ... Roeville Computer Systems Limited
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t3 - Passenger Reservation System
Net work
100 MHz or better
Please note: t3 will not perform well on Wireless networks.
Webres and P ay ment Card P roc es s ing
Webres and Card processing requires Internet Information Services to be available on the file server to run the
Web Services application.
Payment card processing requires that workstations are capable of supporting XML communications - this is
only available on Microsoft Windows workstations built on NT Technology - ie., the Professional or Business
editions of Windows XP, Windows Vista, Windows 7 or Windows 8.
1.2
Logging In
To start t3 simply double click using the
icon on your Windows desktop. A t3 "splash" screen confirms
that the program is checking for updates and then loads the main application.
Once the program has loaded a logon form, see below, prompts for your us er name and pas s word - make
sure these have been set up by the system supervisor and enter them carefully.
Enter your user name and password then click on the OK button or simply press the ent er key on your
keyboard. Please note that the system will allow three incorrect login attempts before terminating, and that
failed attempts are logged in the system audit files.
Once logged in the data-set name, your user name and system access level will appear in the upper left of the
Home window - t3 is now ready for use.
1.3
Home window
Once successfully logged in you will see the t3 home window, shown below, which has a pull-down menu
system and a tool bar. Note that your own user name and program access level are confirmed in the upper
banner portion corner of the window, while the company dataset name is shown in the centre.
© 2015 ... Roeville Computer Systems Limited
Getting Started
11
The coloured background and centred caption on the home window denote the currently selected data set. The
pull-down menus group t3s features, those most commonly used have dedicated buttons on the toolbar to
allow one-click access.
Note that hovering the mouse pointer over a toolbar button shows a Tool Tip describing the button's function.
Tool Tips are used extensively throughout t28 to explain the purpose of buttons or to show what information is
required by the various fields as you navigate around the system forms.
Note that certain functions have Shortcut Keys - for example in the File Menu, pressing the ALT and F4 keys
together has the same effect as opening up the File Menu and selecting E x it . This particular key combination
is standard for quitting most Windows programs. Similarly CTRL + F4 pressed together will usually close the
current sub-form.
The entire system can be "driven" using speed keys, for example to open the Cash Daybook (if you have the
required password access authority) simply hold down the ALT key and press R then C - this is the equivalent
of opening the Reports Pull down and selecting Cash Daybook.
Now you are logged into t3, it's time to take a brief guided tour of the program.
1.4
A brief guided tour
All actions within t3 are initiated from the menus or by clicking on a button on the toolbar, shown below.
The menu groups on the main window are as follows:
© 2015 ... Roeville Computer Systems Limited
12
t3 - Passenger Reservation System
Menu
Cont ent s
File
Primary t3 functions to browse tours, open bookings, perform backups
etc.
Supervisor functions for creating tours, maintaining suppliers, working with
agents, setting up users and configuring the system in general.
Maintenance
Pickups and Routes
Working with pickup routes, feeders, hubs, interchanges etc.
Financial
Cash daybook, agent payment postings, links into accounts systems etc.
Reports
A hierarchy of system wide reports - reports which are not tour, client or
agent specific.
Information about the current data set and access to programme
documentation.
Help
Even though t3 allows a user to open multiple sub windows at one please don't abuse this feature as some
tasks can preclude other user from doing their work. An example is the cash daybook, where it would be
inappropriate for multiple users to do this simultaneously. These tasks should be carried out quickly if, for
example, other users need to do their own banking. It is not good to keep bookings open and minimised, other
users might need to work on the same booking and could be locked out.
Note that most Windows Forms have their own pull-down menus, so if you have two or more forms open, the
pull-down menu you see will be that of the form which is currently selected. Forms are selected either by
clicking anywhere on the form, or by pressing the CTRL + TAB keys on the keyboard. In addition to the
caption bar being stronger in colour, the selected form will be foremost in view. This is common behaviour in
most Windows based software.
Windows S hort c ut K ey s
Many t3 functions have shortcut keys - see the pull-down menu's for details of these. An example is the use
of the F4 key to open bookings, simply press the F4 key and immediately type the 6 digit booking reference
number, by the time the last digit has been typed, the required booking will be open.
It is strongly recommended that all users are made aware of the benefits of using the TAB key for navigating
between data fields throughout t3. Pressing shift (or CTRL) + TAB navigates backward through forms. As
fields are selected their contents become highlighted and the contents can be easily over-typed. Tabbing is
also highly effective when entering numeric data as the positioning of the decimal point is determined when the
decimal point is entered or the tab key is pressed. This is the intended Windows method of operation and is
preferable to constantly using the mouse to locate the required input field.
2
Maintenance
Clicking Maintain on the main toolbar opens up a floating palette containing buttons to many of t23s back
office functions. The buttons are for the most frequently used features but there are many more features to be
found on the menus which appear when the maintain palette is visible.
© 2015 ... Roeville Computer Systems Limited
Maintenance
13
In this section we look at the main features in detail. There are also many ancillary functions available on the
drop down menu, these are listed later.
2.1
System Settings
System Settings is the control panel for configuring the personality of t3 - only users granted the required
privilege are allowed access to this facility.
This section should be considered carefully and configured before t3 goes live, settings can be refined
afterwards to fine tune the operation of many aspects of the system.
There are six sub forms (or tabs) which allow various parts of t3 to be configured. All settings are global and
apply to all those who use the data set. Different data-sets can be configured individually, for instance to suit
different product types or brands. For example a data-set for excursions can be configured different to one
specifically constructed for concerts, cruises or air holidays. This does not imply that these products can't be
sold on the same data-set, it's a matter of personal choice and convenience.
The configuration forms are as follows:
Tab
Contents
Company Details
Company name and contact details plus configuration of colour preferences.
Nominal Ledger
Nominal ledger codes for the accounts link plus VAT, IPT and card charge rates.
Preferences
System preference for checks, nag-screens, web settings etc.
Booking Terms
Cancellation scale as per company fair trading terms.
Report Settings
Choice of report layouts and mail list sharing/settings.
System Security
Security ladder and user group maintenance.
Catalogue
Allows for multiple company profiles and electronic funds transfer channels.
Email
Configure email settings
The remainder of this chapter explains each tab in greater detail.
© 2015 ... Roeville Computer Systems Limited
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2.1.1
t3 - Passenger Reservation System
Company details
The Company Details tab, shown below, defines the company name, address and contact details (currently
configuration for Sub Tour and Tour Aliasing is not supported in t3).
There are also pickers to configure the row colour of various tour status types in the tour finder. These
settings are global and apply for all users of the current data set.
The controls and their functions are listed below.
Company Details
Name
Company trading name.
Address 1 to Address 3
Company address.
Postcode
Company postcode.
Phone
Primary telephone number, as used on default report headers.
Fax
Fax number, as used on default report headers.
VAT No.
UK VAT Registered number.
ATOL No.
Air Travel Organisers Licensing (ATOL) number.
Web
Company web address eg. www.mycompany.co.uk
Tour Alias Support
© 2015 ... Roeville Computer Systems Limited
Maintenance
15
Company Details
Name
Company trading name.
Enable Sub Tour Support
Not currently supported n t3 - Allow sub-tours to be shown on the Tour
Finder - this changes the form behaviour such that a choice of sub-tour has
to be made before a reservation can be started.
Enable Tour Alias Support
Not currently supported n t3 - Allow tour alias references to be shown on the
Tour Finder - this changes the form behaviour such that a choice of subtour has to be made before a reservation can be started.
Next Tour Alias Id
Not currently supported n t3 - Starting alias number - this will autoincrement for each new alias created.
Enable Group Sales
Support
Check to enable the group selling features of t3 allowing multiple
passengers to be added without selecting seats.
Tour Finder Colours
Day Excursion
Tour finder row colour for day excursions.
Tour
Tour finder row colour for extended tours.
Cancelled
Tour finder row colour for cancelled tours. These can be omitted from the
tour finder if required.
Final Rooming List Sent
Tour finder row colour for tours where the final rooming list has been sent ie., Tour Finalised..
Guaranteed to Run
Tour finder row colour for tours set as Guaranteed to Operate.
Off Sale
Tour finder row colour for tours taken off sale but not cancelled.
Private groups
Tour finder row colour for tours set as private groups (see tour settings).
Background Colour
Background colour for the t3 shell window. This allows users to easily
recognise the current data set, the configured company name is displayed
to further confirm the dataset.
Default Colour Buttons
Buttons to select the default t3 colour scheme.
© 2015 ... Roeville Computer Systems Limited
16
2.1.2
t3 - Passenger Reservation System
Nominal Ledger
Nominal Ledger codes are essential if t3 is to be interfaced with an external accounts system - see Accounts
Link in the Financial section of this documentation. Currently supported in t3 are links into the Accountant
Plus and Financial Controller versions of the Sage Line 50 range and Pegasus Opera.
Please note: Sage Instant Accounting does NOT support interfacing with other products such as t3.
It is essential that all codes match exactly with the corresponding codes within the Sage Nominal Ledger,
otherwise the Sage Accounts Link facility will fail. All nominal codes, VAT rates and credit/debit card charges
are configured from the nominal ledger tab as shown below.
The Nominal Interface Codes settings are split into two sections for revenue and balance sheet.
Nominal Interface
Codes
Advance Receipts
Balance Sheet account for client monies paid in advance (Advance Creditor)
Tour Revenue
Profit and Loss account for Tour Revenue.
Tour Debtors
Balance Sheet account for balances outstanding (Debtor).
Nett Agents Commission
Profit and Loss account for commission taken by Travel Agents.
Output VAT (Payable)
Balance Sheet account for VAT Payable - Margin VAT etc.
Input VAT (Reclaim)
Balance Sheet account for VAT claimable - ie., VAT on Agent Commissions
etc.
Card Charges
Profit and Loss account for payment card charges.
© 2015 ... Roeville Computer Systems Limited
Maintenance
17
Tour Bank Account
Balance Sheet account for cheque and card receipts.
Tour Cash Account
Balance Sheet account for cash receipts.
Suspense Account (for
Errors)
Profit and Loss account for refunds, vouchers and contra's. ie., non-bankable
transactions.
Miscellaneous Income
Profit and Loss account for miscellaneous income, includes travel club
(loyalty scheme)income.
Insurance Received
Profit and Loss account for Travel insurance
Voucher Receipts
Profit and Loss account for refunds, vouchers and contra's. ie., non-bankable
transactions.
Financial Preferences
Charge
Preferences
Standard VAT rate %
Current VAT percentage rate.
Standard IPT Rate %
Current Insurance Premium percentage rate.
Default BPPI Rate
Passenger Protection Bond Buy rate (where Bonds used).
Default Deposit
Usual deposit value - can be over-ridden on individual tours.
Credit Card Surcharge %
Percentage charge for client payments made by Credit Card.
Debit Card Charge
Fixed value charge for client payments made by Debit Card.
Margin VAT %
Margin scheme VAT rate.
General
Preferences
Verify Payment Card
Numbers
Perform automatic Luhn check of card numbers before attempting EFT.
Activate Sales Daybook
Enable the inbuilt sales daybook, please note that this should be used with
care.
Commission Liable For
VAT
Enable the charging of VAT on commission for applicable agents.
Print Confirmation On
Automatically print a customer confirmation on receipt of a payment.
© 2015 ... Roeville Computer Systems Limited
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t3 - Passenger Reservation System
Payment
Enable Agent Cashbooks
Enable separate agent cash books for applicable agents, see cash daybook
for more information.
Enable Branch
Cashbooks
Enable separate cash books for branches, see cash daybook for more
information.
Hide Card Numbers
Redundant, t3 now hides all card numbers.
Manual Insurance
Cancellation
Over-ride automatic insurance charge calculation for booking cancellation
documents, should only be used with care.
Take Full Cancellation
Charge
Enable to always take full cancellation charge.
Document
Counters
Insurance Report Batch
Next insurance batch number.
Cancellation Invoice no.
Next cancellation invoice number.
Cash Daybook Batch
Next cash daybook batch number.
2.1.3
Preferences
The preferences tab, see below, offers a variety of global preference settings to further personalise specific
areas and operations within a data set.
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Reservation
Settings
Allow Without Pickup Preselection
Check to allow a booking to be made through the reservation process without
selecting a pickup point.
Ask if Agent Booking
Check to display a message box during the reservation process asking the
user if the booking is an agent one. Answering yes to this will display a
window allowing the relevant agent to be selected.
Check Option Selection
Check to prevent users from completing a reservation if options are not
assigned.
Check Pickup Selection
Check to prevent users from completing a reservation if client pickups are not
assigned.
Enable Pickup Region
Searching
Check to enable the pickup region search feature of the tour browser (see
tour browser for more information).
Enable Pickup Region
Tools
Check to enable the pickup region maintenance tools.
Force Customer Address
to Uppercase
Check to force the address gathered in the reserve process to all uppercase
letters.
Force Email Address
Check
Reservations users will be prompted to ask for a client email address if one is
not found.
Force Ins Certificate
Numbers
Insurance Certificate Numbers can't be left blank in bookings.
Force Phone Number
Check
Reservations users will be prompted to ask for a client phone number if one
is not found on the selected client.
Force Mobile Phone
Number Check
Reservations users will be prompted to ask for a client mobile phone number
if one is not found on the selected client.
Hide mystery tour
accommodation details
Check to hide accommodation details in the tour finder for tours set as
mystery tour.
Offer Insurance Reminder
Reservations users will be prompted to offer travel insurance to the client
when reserving.
Show Skipper Buttons
Check to show buttons which allow user to skip to next/previous tours from
the reserve window.
Pop FSA Script Window
Check to show Financial Services Authority (FSA) script window when an
insurance sale is made.
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Pop Tour Changes Log
Check to show any tour changes during the reservation process.
General
Enable Travel Club
Check to enable the travel club features.
No Customer Contacts
Default
Opts all new clients out of receiving company mailings. Normally left
unchecked.
Print Enclosure
Document
Check to offer the option to print an enclosure document when printing
confirmations.
Sort Conf/Inv Doc
Headers
Sort Confirmation Headers alphabetically - otherwise they appear in pre-set
order.
Default Booking Type
Select the default type for bookings, can be altered on an individual basis.
Routing
Enable Interchange
Pickups
Check to enable the interchange mode of pickup operation (can then be used
in conjunction with the t3 Routing application).
Default Route Type
Select the default route type when creating tours.
Default Supplier Type
Select the default type when adding new suppliers.
Web Booking
Allow Webres to take
Deposits
Allows deposit (plus insurance) to be taken on-line. Uncheck to force full
balance payments only.
Enable Seat Picker on
WeRes
Enables web clients to select their own coach seats.
New Tours as Web OnSale
All newly built tours are eligible for web sale. (Always un-check for private
groups!)
2.1.4
Booking Terms
It is a legal requirement that all companies have a fair trading statement and clearly state the policy for
cancellation by the client. This normally follows a sliding scale of charges varying from loss of deposit in the
early stages up to 100% charges on late cancellations. This scale is applied by the cancellation routine to
automatically calculate the charges due at the time of cancellation. For further information see the section on
cancellations in the Bookings chapter of this manual.
Note that this is a dynamic scale and subsequent ranges will adjust automatically as figures are entered, to
provide continuous bands.
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The booking terms tab, shown below, provides an overview of all currently configured scales.
To add a new scheme click the Add button, editing an existing scheme is performed by double clicking a
scheme in the list. Both of these actions displays the edit scale window, shown below.
The function of the controls are as follows.
Scale Name
The name of the scale, this should be descriptive and easily identifiable.
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Cancellation Days
and Rates
Before XX Days
Number of days prior to departure when only loss of deposit is incurred.
Between XX and 0 Days
Dynamic bands and corresponding percentage charges.
Balance Due Date
This is the default number of WEEKS before departure that client balances
should be paid. Note that this can be over-ridden for individual tours from
within the Tour Settings Form.
Deposit and
Balance Due
Minimum Deposit Amount
Enter the minimum deposit requirement. This amount is nett of any insurance
sales and can be overridden on a per tour basis (see tour settings)
Balance Due
The time period in weeks when full payment is required. This can be
overridden on a per tour basis (see tour settings)
In the example above any client cancelling more than 30 days before the departure date will not loose
anything, between 30 and 22 days they would incur a 30% cancellation charge, between 22 and 14 days a
50% charge, between 14 and 8 a 75% charge and under 7 days a 100% charge. The fifth and final band is in
this example unused.
As already mentioned multiple schemes can be configured to cover all eventualities.
Also in this window are the necessary settings for configuring the minimum deposit amount and the deposit
due date, these also play a part in the cancellation process as they determine the cancellation charge within
the loss of deposit range mentioned previously. Please note that the balance due period is configured here in
weeks.
Schemes cannot be deleted as doing so could damage the integrity of historic information and make
inspection and reporting impossible, however as there is theoretically no limit to the number that can be
configured this should cause no issue.
Pease note, always make an effort to give the scale a descriptive name to make each one easily identifiable
and reduce the risk of the wrong one being assigned to a tour.
2.1.5
Report Settings
The Report Settings tab, shown below, is used to set the default tour category titles, and to select the default
Confirmation/Invoice/Ticket styles.
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The controls and their functions are listed below.
Category Headings
Tour Cat 1
Primary Tour Category Title - normally Tour Type. Tour Types are then set
up in Maintain -> Categories and can be such as UK Tours, European
Tours, Day Excursions, Private Groups etc.
Tour Cat 2
Secondary Tour Category Title - normally Theme. Tour Themes are then set
up in Maintain -> Categories and can be such as City Breaks, Coastal ,
Homes and Gardens, Theme Parks, Concerts/Theatre etc.
Tour Cat 3
Third Tour Category Title - used for tour tour browser identification of
guaranteed to run tours tours, see tour settings.
Reservation Source
Settings
Enforce Lead Source
Tracking
Prevent users completing a booking until a valid Lead Source has been
taken for the client - ie where the client heard about the tour.
Accept "Mail List" as a
valid source
When a client re-books and is selected from the mailing list, the lead source
is automatically set to "Mail List". Ticking this box forces the user to
request a more specific lead source.
Confirmation
Settings
Print itinerary with
confirmation
Check to print a tour itinerary document with a confirmation. By default the
standard t3 itinerary will be used, see below.
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Use WebRes itinerary
Check to use the associated WebRes itinerary. Only available if the above
is selected, tours without a WesRes itinerary will still use the t3 version
Use concise WebRes
itinerary
Check to use the concise version of a WebRes itinerary.
Print ATOL certificate with
confirmation
Check to automatically print ATOL certificates, where applicable, with a
confirmation.
Confirmation/
Invoice/Ticket
Styles
Confirmation/Invoice
Select report layout for tour booking confirmation - (with overnight
accommodation).
Excursion Ticket
Select report layout for excursions - (day trip or concert with no
accommodation).
Express Ticket
Select report layout for Express - three part layout for outward and return
journeys plus office copy.
Confirmation/Invoice Agent
Select agent report layout for tour booking confirmation - includes
commission details.
Excursion Ticket - Agent
Select agent report layout for excursions - includes commission details.
Group Confirmation
Select report layout for Group Confirmations - summarised version of
Confirmation/Invoice layout.
Agent Group Confirmation
Select report layout for Agent Group Confirmations - summarised version of
Confirmation/Invoice layout.
Default Number of Copies
Number of confirmation copies to produce.
Always show print dialog
Pop the standard Windows Print Dialog when printing confirmations. Enables
extended print choices.
Auto Save Conf/Inv
Automatically generate and save a pdf version of the printed confirmation.
Clients Copy
Prints a Client Copy with Agent Confirmations. This can be over-ridden at
print-time.
2.1.6
System Security
t3 incorporates a role based security system which allows users to be divided into numerous roles dependant
on the functions they perform within an organisation. The system makes it possible to configure any number
of clearly defined roles and then apply these to individual users. Each user can be configured to be a member
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of one or several different roles, thus enabling the system administrator to clearly define and control user
access. Where a user has several roles assigned their effective access level to a given item is taken from
the highest level across their assigned roles for that item.
Roles also contain the settings for payment types ensuring that users without the appropriate access rights
are unable to make refunds onto credit/debit cards. This helps reduce the risk of payment card fraud.
Individual users are configured in the user edit window found on the utilities menu of the maintenance area of
t3.
Creating and configuring roles is carried out on the System Security tab, shown below.
The tab is divided into two parts, the area on the left is taken up by a list of currently configured roles and Add
and Remove buttons to manage the roles. The right hand side of the tab is given over to an extensive list of
rights, each of which relates to a different aspect or feature of t3. Selecting a role will cause the currently
configured rights for that role to be loaded.
To change the role access level click the level heading to display the menu shown below, click the required
access level.
When all the required changes have been made click the save role button.
To create a role click the Add button to display the Add New User Role window, shown below.
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Role names should be easily distinguishable so as not to cause confusion when configuring users. The Inherit
From control is provided to allow the rapid configuration of a new role, select the role which most closely
resembles (on the basis of access rights) and the newly created role will inherit this parents settings. The new
role may then be tailored as required.
To remove a role select it from the list and click the remove button, please note that a role which is in use
cannot be removed, t3 will inform the user in this instance.
2.1.7
Catalogue
t3 incorporates a system which allows the selling of multiple brands all from the same set of data, including
allowing for separate electronic funds transfer payment channels. These separate brands are termed
catalogues and are configured from the tab illustrated below. Individual tours are assigned to catalogues/
brands by means of their analysis code settings (see category maintenance)
To add a new catalogue click the add button, an Adding New Catalogue banner is displayed as shown below,
the details can then be completed.
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The controls function as described below.
Details
Name
Name of the catalogue.
WebRes
Root web address of the associated WebRes, e.g. http://www.mywebres.com
FSA Script
The PDF file containing the FSA script to be displayed on the sale of
insurance. Click the V button to select the required file.
Configure Wircard
This button is only displayed if Wirecard is configured as the means of EFT
for the system. Please contact support for more information on EFT
mechanisms.
Editing an existing catalogue is performed by selecting it in the list of catalogues and clicking the edit button,
doing so will enable the details fields for editing.
To remove an existing catalogue highlight it in the list and click the remove button, please note that it is
dangerous to remove a catalogue which is in use on any tours, even historic ones, so this feature is only
provided to allow for the removal of incorrectly or erroneously created catalogues.
2.1.8
Email Settings
The email functionality of t3 has been designed to work in a number of ways, it is capable of operating directly
with an ISP or with Microsoft Exchange as your email server. If you don't have Exchange then you can use
the basic Roeville email server to handle the outbound transmission of emails and attachments.
All t3 emails are based on pdf documents (Portable Document Files) which are created at the time of "printing"
and attached to a body text obtained from the Batch Text Editor. All pdf files are now generated by the report
engine of t3.
Confirmations and Invoices usually require terms and conditions to be attached as a separate PDF and there
is also a facility to include a marketing PDF as part of the package transmitted to your clients. These are
configured in this section.
The Roeville email server is provided free of charge but requires you to make available a computer or server
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running Microsoft Internet Information Services (IIS) and ensure your internet firewall is configured with suitable
permissions and settings as required. You will also require SMTP account with your external internet service
provider.
If Exchange is used, it is your responsibility to provide an outbound mail account for the sending of emails,
plus inbound mailboxes for each user who is required to receive replies.
Email account details can now be configured from with t3 with the sensitive information encrypted and stored
by t3. It is the responsibility of the system administrator to configure this information and Roeville will make a
labour charge for the setting up and commissioning of t3 email, and will require the co-operation of your
hardware support organisation.
Once the preparations have been made, the email facility is configured using the Email tab of System Settings
as shown below:
Email Settings
Server URL
The URL of either the ISP or Microsoft Exchange server. For Exchange
server this can be either an IP address or computer name.
User Name
The user name of the email account to be used.
Password
The password associated with the email account to be used.
Email Address
The email address associated with the email account to be used. In some
instances the user name and email address may be the same.
Port
The port number required for the email account to be used.
Use SSL
Tick if the email account to be used requires SSL authentication.
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This setting is only relevant to the Roeville email service layer mode of
operation.
Email Via
Built in email system
Tick this box if you are using the basic but inbuilt email mechanism.
Roeville Email Service
Layer
Tick this box if you are using the free Roeville Email server for outbound
traffic, this requires extra configuration of the service layer path, see below.
Do not tick if you are using the Microsoft Exchange Server.
Roeville local email client
Tick this box to use the latest and most comprehensive email mechanism.
Document Paths
Attachment Temp
The temporary folder t3 uses to store files while generating emails..
Additional Files
The folder where t3 looks to find other PDF attachments including standard
Terms and Conditions and marketing flyers.
Conf Terms PDF
Select the PDF document to be attached to Confirmations and Invoice
emails.
Conf Attachment 2
Select the optional marketing flyer PDF to be attached to Confirmations and
Invoice emails.
Other Settings
Enable emailing form t3
Check to enable emailing features, individual features may require additional
settings (see below).
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Enable emailing of
confirmations
Enables the sending of confirmation documents when printing a booking
confirmation.
Individual 'Email From'
addresses
Allows emails to be sent from individual users instead of the configured
email account. These must be real email addresses.
Please note: Some ISPs do not allow emails sent from email addresses
different to the account email address, this is a common spam prevention
method.
2.2
Create Tours
The following types of travel product as supported by t3
· Day Excursions - travel and optional tickets/entrances.
· Inclusive Tours - travel and accommodation.
For the sake of simplicity we usually refer to all types of travel product as a tour.
In addition to seats and accommodation, optional extras can be associated with tours and sold through t3 or
WebRes. Accommodation, options and seat plans can be shared between tours running on the same dates.
This facility is extended further with the ability for multiple tours to sell the shared accommodation at different
selling prices, ideal where operators take over a large hotel or leisure complex and sell some space with travel
and some for self drives where there is no coaching element.
Tours can be created with or without seating - this is useful for concert travel or reader holiday sales where the
same product is sold in bulk and then divided into coaches and seated using the drag & drop seat allocation
system.
A welcome feature of t3 is that tours can be created individually or in multiples and can be modified afterwards
if necessary – for example regular tours where the pricing or hotel changes over the season. It is also
possible to clone existing tours as duplicate departures on the same day, or using an existing tour as a
template for rapidly generating any number of similar future departures.
Preparation
Tour creation is accessed by clicking the Create button on the Maintain toolbar – note that users must have
sufficient access rights to use the feature. Before creating tours it is strongly recommended that the following
information has been set up in t3 :
·
·
·
·
·
·
·
Pickup routes or interchanges.
Travel insurance rates.
Suppliers for accommodation, ferries and coach operators.
Room and meal basis descriptions.
Tour type, theme and analysis categories.
Frequently offered tour option groups.
Coach seating plan layouts.
Having this information prepared will save time and frustration and will enable tours to be created properly from
the outset. It is also extremely helpful to have the following information available for the tours to be created:
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Accommodation buy and sell rates
Room stocks available for tours
Ferry details if applicable
Inclusive ticket buy/sell rates and stocks.
The t3 product is capable of producing tour performance reports – however these are only as good as the
information provided. Care and attention to detail at the create stage will be rewarded later in terms of more
useful and accurate management reports.
The Create New Tours window, shown below, is opened from by clicking the Create button on the maintain
toolbar.
Creating new tours in t3 is a relatively straightforward process and is achieved by following the six simple
steps outlined on the first tab.
1. Select the creation method.
2. Enter or alter tour settings.
3. Enter or alter accommodation settings.
4. Enter or alter option settings
5. Add new categories, tour codes and departure dates.
6. Check all details carefully then create the tours.
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TIP: Always follow the suggested sequence by working through the forms on each tab, working from left to
right and don’t forget to use the tab key to move between the input fields (shift + tab to reverse the tab order).
2.2.1
Creation Method
Tours are created using either of two methods:
·
·
New Tour Style – all information has to be entered from scratch. This is the default method and is
used to create a completely new tour style.
Replicate Existing Tour – makes copies of an existing tour. Tour settings can be changed if
necessary.
The following sections assume tour creation for a new tour style where all tour details are entered in sequence,
replication allows an existing tour to be selected and all the creation form details will be automatically
populated, excluding the tour references and departure dates.
For details of how to replicate tours, proceed to the Replicating Tours section.
Once the create method has been selected, proceed to the Tour Settings tab.
2.2.2
Tour Settings
Start by completing the basic tour information on the Tour Settings tab as shown below. The exact same form
can be recalled from within a tour at any time to make changes - it should soon become quite familiar and is
worth studying in some detail.
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Please note that some controls that are available in the tour window version of this form may not be applicable
in the create window and as such are either not shown or disabled.
The form is subdivided into functional groups – the following field definitions describe the purpose of each
input field within these groups. Additional help is available in the program by hovering the mouse pointer over a
field to show a tool tip.
The tour properties are as follows:
Tour Information
Destination
Tour title or holiday destination.
Nights
Overall duration in nights (0 for day excursions) – note that this can be
different from the accommodation duration for tours with overnight travel.
Tour Type
Can be set to Inclusive Tour or Excursion. Excursions don't have
accommodation so passenger selling prices are defined in the Day Excursion
Fares group on this tab.
Seat Plan
Select seat plan style – use NONE for open selling without seats. (Seats can
be allocated later as a separate process).
Seats
Seating capacity – automatically matches the seat plan style.
Country
Geographic boundary - British, European, or World Wide
Reserved
Reduces effective seats which can be sold. Note there is a separate feature
for blocking out individual seats.
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Route Selection
Route Type
Configured only in create. Displays the routing methodology in use, either
Interchange or point to point.
Outward - Primary
Select secondary outward route (only applicable to interchange based
routing).
Outward - Secondary
Select secondary outward route (only applicable to interchange based
routing).
Return - Primary
Select primary return pickup route from the drop down list.
Return - Secondary
Select secondary return route (only applicable to interchange based routing).
Region Settings
Resort
Destination resort (see resort maintenance for more details).
Shared Resources
Accommodation
Tours operating on the same dates can share accommodation resources.
Use this field to define the reference of the tour this departure is to share
with. The default is the tours own unique reference which is supplied on the
Departure Dates tab. Click the selector provided to pick the required master
tour.
Keep Own Price
Enables shared accommodation tours to be priced individually - this is useful
where self-drive and coach tours share the same accommodation pool.
Operates for basic prices only and not supplements.
Tour Options
Optional extras, for example theatre tickets, can be pooled in the same way
as shared accommodation. Use this field to define the reference of the tour
this departure is to share with. Click the selector provided to pick the
required master tour.
Seatplan Master
Not available in create. Check to signify that this tour is operating as a
master seat plan for other tours.
Master Tour
Not available in create. Use the provided selector to select a tour to operate
as this tours master seat plan. The selected tour must be configured as a
seatplan master (see previous settings).
Stop
Not available in create. Click to stop a tour from sharing a seat plan (only
active when a tour is currently sharing a plan).
Status Flags
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Accommodation Override
Check to override accommodation stock controls (allows the over selling of
rooms). Use only where unlimited accommodation is available.
Seat Numbers Off
Check to switch off seat numbering. Passengers are still assigned seat
numbers but these are not shown on confirmations, travel documents or
tickets.
Off Sale
Check to declare the tour as withdrawn from sale. New bookings will not be
allowed.
Tour In Build
Check to signify that the tour is newly created and not yet on sale.
Passport Required
Check to signify that a valid passport is required for this departure.
Issue Insurance Voucher
Check to signify that t3 should issue a voucher of a value determined by the
selected insurance band.
Self Drive Tour
Check to signify that no coach element is required for this tour.
Trust Account Finalised
Check when a trust certificate has been printed. No further completion
certificates will be printed for this tour to prevent double accounting of tour
revenue.
Margin Scheme VAT
Check if tour is subject to Tour Operators Margin Scheme for VAT to split
the revenue analysis on cash daybook reports.
Hitlist/Guaranteed To
Operate
Check to denote the tour guaranteed to operate – Guaranteed tours have a
special logo and appear in a highlighted colour in the tour finder.
Cruise Requirement
Check to signify that the departure includes a cruise element.
Private Group
Check to signify that the departure is for a private group.
Mystery Tour
Check to signify that the departure is classed as a mystery tour, certain
areas of t3 and documentation will not disclose full details of
accommodation.
Allow Agent Web
Discount
Check to allow discount on agent WebRes bookings.
Travel Insurance
Inclusive
Check if travel insurance is included in the basic tour price.
Band
Select the insurance band as defined in the Insurance Rate Table – see
Insurance on the maintain Toolbar.
PPI Rate
Passenger Protection Insurance rate, rarely used but included for historical
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bookings.
(Commission) Band
Commission band allowable to agents for insurance sales – can be A, B or C
and relates to the rates defined in the Agents setup.
(Commission) VAT
Check to add VAT to agents commission on insurance sales.
Web Settings
Settings relate to the tour display on WebRes.
On Sale
Check to denote tour is eligible for sale with Webres.
Take Deposits
Check to allow deposit payments for internet bookings made before the
balance due date.
Show Seat Picker
Check to allow web clients to select their own coach seats.
Own Insurance
Information Required
Check to make completion of clients own insurance details compulsory
where insurance is not taken.
Areas
Optional selling area grouping for use by Webres. See the Webres
documentation for the use of this feature.
Status
Allows the adding of a custom tag line to be used instead of Book Now on
WebRes.
Discount (Disc.)
Discount amount (units determined by the type setting below).
Type (Discount Type
Type of discount, used in conjunction with the above.
Promo Code (PC)
Click to display the following window and specify a WebRes promotional
code.
Day Excursion
Rates
Adult/OAP/Child
Day excursion rates for adult, senior and child passengers.
Agent Commission Rules
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Capped
Check to set the commission to a fixed amount as specified in the Cap £
field.
CAP £
Specifies the commission value per passenger allowable where the Capped
option is checked
Basic Price Band
Agent commission band applied on the basic tour selling price – can be A, B
or C – see Agent Setup for details.
Basic Price VAT
Check to add VAT to commission on the basic tour price
Allow on Supplements
Check to allow agents commission on the tour accommodation supplements.
Leaving unchecked will show accommodation supplements as noncommissionable items in the booking financial tab.
Other Settings
Canx Scale
Scale of cancellation and charges to be used (see booking terms in the
system settings section for more information).
Itinerary
Text based itinerary to be used, click the select button to choose form those
already configured.
Deposit
Override for the default deposit amount as defined in selected booking terms
scale (see cancellation scale above).
Due Days
Override for the default due date as defined in selected booking terms scale
(see cancellation scale above). Please note that this is specified in days as
opposed to weeks as per the booking terms scale.
Mail Category
Assign a mail category to the tour, each booking made will cause the
selected mail category to be selected against the lead client.
Loyalty Points
Number of loyalty points issued when booking on the tour. Only applicable if
the loyalty point system is enabled.
Travel Club Discount
Discount allowable for clients with current travel club membership.
Once the tour settings have been entered and thoroughly checked, proceed to the Accommodation Tab.
2.2.3
Accommodation
The next step is to set up any required accommodation for an ‘Inclusive Tour’, this step can be skipped
entirely for day excursions. Shown below is the Accommodation tab of the tour creation window.
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The accommodation tab controls are as follows:
Centres
This section is used to define accommodation centres ‘in resort’ and should not be confused with overnight
stays. A tour can have up to NINE centres each with its own buying and selling rates, room definitions and
stocks. Each one can have up to EIGHT room styles and where this is insufficient then centres can be
duplicated to cater for additional styles.
Centre
Add Centre
This window shows all centres assigned for the tour. Clicking on a centre updates the
Centre Details group to reflect the selected centre.
Click to add another centre which will then appear in the Centre Window. Details can then
be edited in the Centre Details group and in the rooms browser below.
Centre Details
Account Ref
Click the V button and select the accommodation supplier from the list – these are added
using the Suppliers button on the Maintain Toolbar.
If default rooms have been configured for the hotel, you have the choice of using them plus default room quantities if they are relevant. Alternatively you can keep the default
room types or alternatively type in your own room styles, capacities and stocks.
Name
Centre Name – this is populated when a centre is selected from the suppliers list but adhoc descriptions can be typed in if required. To achieve greater integrity it is advisable
to define and use properly set up accommodation suppliers.
No. of Nights
Nights in the selected centre – note that this can differ from the tour duration where
overnight travel is included.
Board Basis
Select the board basis from types defined in the Meal Basis Category Setup.
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Adult Sell price
Basic selling price for an adult passenger – excludes room supplements.
OAP Concession
Basic selling price for a senior citizen– excludes room supplements.
Child Price
Basic selling price for a child passenger – excludes room supplements.
Express Table
Fare table used for Express Services – this has been overtaken by Tour Options and is
included for compatibility with older data sets.
Rooming List
Narrative
Hotel note – can be used to advise the hotel of arrival note and special instructions. This
note prints on rooming list reports.
Room Browser
The multi-coloured grid at the bottom of the Accommodation tab is used to enter the room details for the
selected centre. Up to 8 room types can be defined with corresponding person capacities (beds) , room
stocks and the adult, senior concession and child buying rates for the stay duration.
The control operates along the lines of an Excel Spreadsheet – the right/left/up/down cursor arrows can be
used to navigate to the appropriate cell, where the value can be overtyped.
USEFUL TIPS:
· When entering data, if you experience difficulties entering numbers, try clicking the INSERT key on your
keyboard to toggle the data input mode.
· Always use the navigation arrow keys to move between cells.
· Use the “Copy Down” feature to save repeating buy-rate data.
Centre
Room Type
Pax
The Centre reference – these range from H1 to H9 and represent the 9 available centres
per departure. The number is automatically inserted as new centres are added and
should not normally be changed.
The room type – ie., Single, Double, Twin, etc. A default set of rooms are automatically
provided for each centre, but these can be modified if required.
Note that this is a short code for accommodation types and there is a facility in
Categories for providing longer descriptions for the Tour Finders and Rooming Lists
reports.
Maximum numbers of persons for the room type – ie a TWIN holds 2 as does a
DOUBLE. Don’t confuse this field with the number of physical beds or berths.
Stock
Quantity of rooms of this type available to the tour.
Note that accommodation can be shared across a number of tours, in which case the
stock would be the total number of rooms pooled between all the sharing tour codes.
Supp’t(Sell)
Selling supplement for the room type. This is normally used for single rooms
supplements but can also be used for discounts for multi-bedded rooms, in which case a
negative figure would be keyed in.
Accommodation buy rate per adult – note that this is the rate for the full duration and is
NOT the bed-night rate.
Accommodation buy rate per senior concession – note that this is the rate for the full
duration and is NOT the bed-night rate.
Adult (Buy)
OAP(Buy)
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Child(Buy)
Add Room
Accommodation buy rate per child – note that this is the rate for the full duration and is
NOT the bed-night rate.
Adds a blank row to the room browser. The centre number will be provided automatically
but you will need to enter the room type, capacity, stocks and rates as detailed above.
Delete Room
Remove a room type from the browser.
Copy Costs
Copies the buying rates specified in the 1st row of the browser to the remaining rows.
You will be asked to confirm the action.
Since the first row normally contains the single supplement we recommend entering the
most common figures on the 1st row, copy down then amend any incorrect rows
manually. It’s still a time saving feature if used properly.
Once the accommodation has been entered and thoroughly checked, proceed to the Options Tab.
2.2.3.1 Accommodation Plans
Enter topic text here.
2.2.4
Options
The next step is to specify any optional extras on the tour, if required, and to provide useful notes relating to
the tour. These details are found on the Options Tab see below.
The options tab controls are as follows.
Memo
4 Line Tour Memo
Ticket Note
This is a compatibility feature and allows a 4 line note to be added to the tour. This note
is seen in the tour finder and in the upper left of the Tour Window. It’s normally used for
short sharp notes – ie., “Show starts at 6pm”. The fields normally become more relevant
as a brief aide-memoire during the life of the tour and are easy to change.
This note can be configured to print on confirmations and final travel documents. It is
useful for such notes as “A valid passport is required”.
Notes
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This is a space for free-form notes and these again appear on the Tour Finder and within
the tour form.
Note that t3 has an Itinerary feature so this note space does not need to be used for
itinerary notes.
Options
List
Displays a list of the options currently to be created for the new departures
Buttons
Add
Click to add a new option.
Remove
Click to remove the selected option(s).
Edit
Click to edit the selected option.
The following sub-sections detail the processes involved in adding and editing options.
Once the notes and options have been entered and thoroughly checked, return to the Departure Date tab.
2.2.4.1 Adding Options
Clicking the Add button offers the dialog window shown below and offers the user the choice of creating a new
option (yes) or selecting from the global options set up from the Options feature on the Maintain Toolbar (no).
Choosing NO opens the Global Options list, see below, which enables whole packs of options to be selected
from those created earlier. This is good for selecting sets of cabin types tailored for a particular ferry route.
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Use the Option Category drop-down list to filter by option type or use the Option Pack list to identify precreated packs - select NONE to show all packs.
Click options to select them – remember you can use the CTRL key + Click to select individual options or
alternatively click the first in a block, hold down the SHIFT key and click on the last in the block to select a
whole blocks of options.
Once the required options have been selected, click the Add to Tour button to transfer them into the options
tab for the new tour.
Options can now be edited to add prices, stocks etc for use in the new tours, exactly as if they had been
added individually.
2.2.4.2 Editing Options
Irrespective of whether the option was selected form the global list or added manually, the editing process is
the same and is carried out with the Edit Tour Option window as shown below.
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Note that certain field types are dictated by the option type and will be disabled where not appropriate for the
relevant option type. As an example, Arrival Date is not relevant to Extras and will be greyed out if Extra is the
chosen Option Type.
The Option fields are as follows:
The function of the various settings and controls is described below.
General
Description
Name of the option.
Pax Type
Select passenger type or select 'Everyone' if the option is not passenger
related.
Option Type
Option Type - Accommodation, Travel Club, Extra (standard type) or
Insurance.
Per Pax Option
Check this box if the option is to be assigned per passenger on the tour.
Sell Price
Selling price to the client or individual passenger.
Buy Price
Buy rate to the company - this will be the rate per person for a Per Pax
option.
VATable
Check this box if VAT is to be charged on travel agent commission for this
option
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Supplier Ref
Select the supplier from the 'V' drop down list button immediately to the
right.
Stock
The amount of the extra available for the tour.
Sold
The amount of the option sold, t3 will manage this figure.
Stock Control
Check this box if the option is to be stock controlled against a stock quantity
when the tours are created. This is essential for show tickets and other
resources not on free sale.
Commission
Band
Travel Agent Commission Band - A, B or C. Assigns commission at the
rates set up in the corresponding bands for each individual agent.
Percentage Rate
A rate in here will over-ride the agents personal commission set in bands A
to C above.
Fixed Rate
A fixed amount entered here will over-ride any percentage rates assigned in
Band or % rate
Web and
Group Details
See later section for additional information on groups.
Web On-Sale
Check this box if the option will be offered for sale on the Webres web site.
Group
Assign a group name if the option is to be sold as a part of a group - this can be a
single letter or a meaningful name. An example would be MATINEE against all
tickets for afternoon performances of shows and EVENING for all the evening
performances.
Mutually Exclusive
Check this box if passengers can only take one option from a group - ie a person
could not go to two evening performances but could have one afternoon and one
evening ticket.
Compulsory
Check this box if passengers must have at least one option in a group - a good
example is for ticket postage where the group would comprise Standard Post or
Special Delivery. The customer would need one but never more option from this
group.
Insurance
Controls only available to edit for insurance options
Band
Select the insurance band from the drop down list - the insurance bands and rates
are set up as shown in section 3.5
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Number of nights duration for this insurance - can also be defined at tour create
time.
Accommodation
Controls only available to edit for accommodation options
Arrival Date
Date of arrival at the hotel (or ferry port) - this is not appropriate for Global
Options but will be required when accommodation options are assigned to tours.
Duration
Number of nights at the hotel or on board ship.
Buttons
Save Button
Save changes and close the window.
Close Button
Close without saving changes.
The window detailed above covers the majority of option types however for flight options other controls are
shown, as illustrated below.
These extra controls are as follows.
Flight Information
Departs
Departure airport. Includes IATA codes as configured in the systems
category maintenance area.
on
Flight departure date.
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at
Flight departure time.
Arrival
Arrival airport. Includes IATA codes as configured in the systems category
maintenance area.
on
Flight arrival date.
at
Flight arrival time.
Flight Number
Flight number.
Notes
Provided for any relevant notes.
2.2.5
Departure Dates
The next step is to assign departure dates, tour references and analysis categories on the Departure Dates
tab.
To add new departures click the add button located in the New Tour Dates and Codes section, shown below
with some departures already added.
Click the Add button to open up the Tour Codes and Departure Dates selector as shown below.
New tours can be added individually or in blocks at regular intervals – this is extremely useful when setting up
excursions which run on the same day of each week through the summer season.
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Ranges
Base Code
The primary letters or numbers of the tour code – up to 8 in length. These
can be tour sequence numbers or – more ideally – a very brief description of
the tour ie., LONWE for London Weekend. Certain characters including $ & \
and / are not allowed as they cause problems with web-selling.
Offset
The departure number – 1 to 99. Where larger numbers are required, use the
8th digit of the Base Code.
Start Date
Date of the first departure in the new tour sequence.
Interval
Days Between Departures – this is intended for creating extended sequences
at regular intervals. Where the dates are not regular, each new tour must be
added individually.
Number of
Departures to add
If a sequence is being created at regular intervals, this field specifies the
number of dates to add.
Next
Click to set the offset to the next in the sequence of tours after searching for
existing with teh specified base code.
OK
Click to generate the required entries in the list of departures to be created.
Check
Click to check for existing tours with the specified base code
Close
Close without generating any departures.
Not e: T3 does not allow re-us e of liv e t our c odes . The B as e Code and Of f s et f ield c ombinat ion
s hould not already ex is t f or any t our on t he c urrent dat a s et . If y ou are replic at ing t ours , T3
will s ugges t t he nex t av ailable t our ref erenc es in t he t our s eries .
Note: Incorrect tours can be removed from the list individually or in blocks by highlighting and clicking the
remove button.
To amend an entry in the list, simply double-click it and you will be able to edit certain fields including the tour
start date.
Example: A series of Bruges/Ostend weekend departures is to be created with a tour reference BRUGOST
with the first departure on 14th of February 2014 and running for 4 consecutive weeks. The tour codes have
been checked in the Tour Finder and the last one found is BRUGOST 8.
1.
2.
3.
4.
5.
6.
7.
Click on the Add button in the New Tour Dates group
Set the Base Code to BRUGOST
Set the Offset field to 9 – the number of the next required departure.
Set the Start Date to14-FEB-2014
Set the Interval - the interval between departures - to 7 days
Set the Number of Departures to Add field to 4
Click the OK and the 4 new tour codes will be created.
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Categories
Categories are a vital tool when producing marketing extractions at a future time and should be set up with a
great deal of thought. They are also an excellent aid for sales staff when searching for tour availability for a
client – enabling them to quickly appraise what is available and, perhaps more importantly, to offer clients an
alternative holiday if the first choice is not available.
The default naming convention for the two tour categories is Tour Type and Theme, although both can be retitled if appropriate to your product range – an example is to use Genre for concert sales (see System
Settings).
Select the required categories and analysis group with the selectors shown below.
The controls and their functions are as follows.
Tour Type (Tour Cat The primary tour category.
1)
Theme (Tour Cat 2) The secondary tour category.
Analysis Code
Auto Reserve
Coaches
2.2.6
This field is used to assign a tour analysis code which can be used for grouping and
filtering certain reports. This is often used where multiple brands are sold on one dataset
or tours are to be sub-divided into product groups such as Tours, Excursions, Private
Groups etc.
Provided T3 can see a valid PH28 data set, this tick box will be checked automatically
and the newly created tours will be created in the PH28 coach hire system.
Final check and Create
Up to this point, all tour details can be amended and it’s sound practice to revisit all the tabs, checking that
the details have been added correctly. The Create button is now enabled and the text to the right confirms the
tour title and the number of departures to be created.
Once it is determined that all details are correct, or as near as possible, then the create button can be clicked.
This will cause t3 to generate the new departures, their routes, accommodation and any required options. A
progress window will be displayed during this time and dialog will confirm when the process has finished.
If there are any details which need changing on the tours which have just been created – for example where
the price varies over a series of departures – then proceed as follows:
· Use the Tour Finder to select the first tour.
· Click the Tour Settings button to change settings defined on the Tour Settings tab of Create – it’s the same
form used in both places.
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· Double-click on the Accommodation Panel of the tour to change buying/selling prices or accommodation
stocks.
TIP: Use the NEXT skipper buttons on the Tour Window Toolbar to skip to the next tour in the sequence.
There is absolutely no need to return to the Tour Finder each time you want to change tours.
2.2.7
Replicating Tours
If a tour already exists, it can be rapidly cloned using the Replicate process. The create tabs are populated
with all the details of the host tour, and settings can be checked and amended before the new tours are
created.
Selecting Replicate Existing Tour from the first tab of the create window opens up a simplified tour finder, as
shown below, simply search for the tour you wish to clone and double-click on it in the list.
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Choosing a tour in this manner will populate all the create tabs with the details of the selected tour.
Since replication is the preferred method of adding a second departure to a fully booked tour, it is often the
case that the new tour will share the accommodation stocks of the host tour. If this is the case, click YES to
the following dialog when it is displayed.
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Where the host tour is being used as a template for new departure dates, then you must answer NO to the
dialog.
From this point you can add new departure dates as above and the tours can be created in the usual way.
2.3
Travel Agents
The travel agent maintenance window, as shown below, can be accessed by clicking the Agents button on the
main window toolbar or from the maintenance area toolbar.
t3 supports multi-level travel agents ie., independent agents and those which are members of multiples or
larger groups. Agents are normally configured with variable selling rates, and can be granted permission to
book direct on Webres.net.
The agents window is divided into a number of tabs which are detailed over the following sections.
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The agent form fields are defined as follows:
Agency Details
Ref / ABTA No
ABTA reference or own unique account reference - max 5 digits.
Internal Ref
Optional reference as used in external accounting or old reservation system.
Name
Name of agency.
Address fields
Address and postcode.
Phone
Main telephone contact number .
Fax
Fax Number.
Contact
Main contact name.
Email
Email address.
Web
Address of agency web site if applicable.
VAT Details
VAT Registered
Check if agent is VAT registered. VAT will then be calculated on any bookings for
this agent.
VAT Number
Agents VAT registration number - this is a legal requirement. If not known, enter
TBA until the correct details are obtained, but do not leave blank.
Turnover and Terms
Current Year
Read-only fields showing number of bookings, turnover and commission earned for
the current year.
Last Year
Read-only fields showing number of bookings, turnover and commission earned for
the previous year.
Use the Agents Year End feature on the Recalculate Options submenu of the Tools pull-down menu in
Maintain to advance the current figures into the Last Year columns. This should be done at the end of each
trading year.
Agent Ownership
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Head Office
Check this box if this is a Head Office account for a multiple agency. Note that the
Owner group is disabled for head office accounts.
Sub Office
Check if this is a sub-office of a multiple group, then select the corresponding
head office from the drop Owner Groups.
Owner Group
Head offices selection for sub-offices.
Commission
Three levels of commission - A, B and C - can be granted to an agent. These correspond to the A, B and
C commission levels associated with selling prices defined in Tour and Option settings. Where the agent
is VAT registered, VAT will be added at the current rate to all new bookings made.
Variable
Percentage rates.
Fixed Limit
Fixed commission amounts - where commissions are capped - eg excursions with
high value entrance tickets where a percentage commission would be
unacceptable.
Payment Handling
Memo Cash Option
Invokes a multi-tier reconciliation and billing system for managing agent payments.
This assumes the agent has a t28 terminal and agents balance their own private
cash day-books.
Hide Commissions
Conceals commission values from the Bookings window.
Credit on hold
Check if credit is withdrawn.
Allow web credit
Check to enable agent to book on-line without making a card payment.
Web credit on stop
Check if credit is withdrawn.for booking through Webres.net.
Cash Batch No
Cash-daybook batch reference if agent is allowed the Memo Cash option.
Credit Terms
Number of days of credit - this will appear on agent confirmations and statements.
FSA Approved
Check if agent is approved by the Financial Services Authority rules to sell your
travel insurance. Unless approved, agents will not be allowed to sell insurance on
t28 or Webres.net.
Buttons
Save
Save changes.
Add
Add a new agent.
Delete
Delete and existing agent. Note that agents cannot be deleted while transactions
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exist on their account.
Swap Sort
Swap sort order for the agent searcher or toolbar navigation buttons. The sort order
is shown in the top right of the agent form.
Close
Close the agent form - changes will be saved.
2.3.1
Agent Details
The agent details tab, as shown below, provides details of contact information, affiliations and default settings.
The controls and their functions are listed below.
Agency Details
Reference/ABTA Number
Association of British Travel Agents reference number.
Name
Name of the travel agent.
Street 1 and 2, Town,
County
Travel agent address.
Postcode
Travel agent postcode.
Phone
Contact telephone number.
Fax
Contact fax number.
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Agency Details
Reference/ABTA Number
Association of British Travel Agents reference number.
Email
Contact email address
Web
Travel agent web site address.
Email Confirmations
Check to enable emailing of booking confirmations for the agent.
Ownership/
Affiliation
Head Office
Check to signify that this agent should act as a head office for others.
Sub_Office
Check to signify that this agent is part of a group and has a head office
elsewhere.
Owner Group
Select the agent that acts as a head office for this agent.
Sub-Group
An optional sub group reference.
Nearest Pickup
Nearest pickup point to the travel agent office. Use the selector provided to
locate the required pickup point.
Sales Region
Select the sales region which covers the travel agent (see supplier regions
in the).
Financial
Agent Allowed Credit
Check to signify agent as a credit agent.
Allow Web Credit
Check to allow credit on WebRes.
Agent on Hold
Check to signify that the agents account is currently stopped.
Web Credit on Hold
Check to signify that agents current WebRes credit status is stopped.
VAT Registered
Check to signify that the agent is VAT registered.
Registration Number
Agent VAT registration number.
Customer Address
Check to signify that the agent should provide the customer address when
making reservations. t3 will attempt to enforce this.
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Agency Details
Reference/ABTA Number
Association of British Travel Agents reference number.
Credit Terms (days)
Credit period allowed.
FSA Approved
Check to signify that the agent is FSA (Financial Services Authority)
approved. Agents who are not are not allowed to sell insurance. Customer
addresses should always be provided if insurance is sold by the agent.
Web Discount
Check to signify that WebRes discounts may be applied.
2.3.2
Commission Rates
The commission rates tab, shown below, allows three bands to be defined (with both variable and optional
fixed limit) as well as several useful settings for other aspects of dealings with the agent.
The controls and their functions are listed below.
Default Commission
Type A/B/C Variable
Percentage commission rates associated with the three available bands.
Type A/B/C Fixed Limit
Optional fixed limits for the three available commission bands.
Turnover and
Terms
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Default Commission
Type A/B/C Variable
Percentage commission rates associated with the three available bands.
Statement Frequency
Select how often the agent is to receive statements.
Excel Statement
Check if the agents preferred method of receiving a statement is by
spreadsheet.
Memo Cash Option
Check to enable the memo cash system for this agent (please consult
support to discuss your requirements).
Cash Batch Number
Next batch number to be used for agent cash sheet, only applicable when
agent cash books are enabled.
2.3.3
Profile
The profile tab, see below, allows the recording of useful information regarding the agent and the primary
contact therein.
The controls and their functions are listed below.
Contact Details
Contact
Name of the primary contact at the agent.
Salutation
Salutation or friendly greeting for the primary contact.
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Contact Details
Contact
Name of the primary contact at the agent.
Position
Position within the agent organisation for the primary contact.
Phone
Telephone number of the primary contact.
Mobile
Mobile telephone number for the primary contact
Emergency
Emergency contact number for the agent or primary contact.
History
Bookings
Total bookings made by the agent
Nett Turnover
Nett turnover value of the bookings made by the agent.
Commission
Total commission value of the bookings made by the agent
Profile Items
Profile item list
2.3.4
Check items of interest to the agent (see Profile Items section for further
information and maintenance).
Notes
The notes tab of the agent window, shown below, provides free form notes space to record any further
important information.
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Profile Items
Agent profile items provide a mechanism for registering important information regarding the areas or interest or
business of the agent, or indeed any other information that is likely to be common across multiple agents.
The Agent Profile Items window, shown below, is accessed by clicking the Profile button on the agent window
and is the maintenance area for profile items.
Adding and editing profile items both utilise the same window, shown below, and again use the same
mechanism of current item/non-current item that is utilised by the sales regions (see marketing area of this
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document).
The controls of the edit profile item window are as follows.
Control
Current
Check to signify that this item is currently available for selection against
agent profiles. Defaults to checked when adding new items.
Description
Description of the profile item.
Save
Click to save the new or edited item and close the window.
Close
Click to close the window without saving.
2.3.6
History
A travel agents booking history can be seen in summary form by clicking the history button to show the
summary window shown below.
Click the close button to exit.
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Transactions
The transactions window, shown below, shows a list of all transactions for the current agent and can be
opened by clicking the Transactions button on the agent window when viewing the desired agent information.
Click the close button to ext the window or the print button to specify a date range of booking to be printed.
2.3.8
Reports
A range of agent reports including statements, transaction lists and labels can be printed from the layouts
found in the Agents Report Explorer. Simply double click on the required report to preview on screen.
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Most reports require ranges to be provided showing the agents to include and possible date ranges - the
following example is the range selector for agent statements (all reports which use the AGSTAT report
method).
Make the necessary selections using the drop down lists or picker buttons then click OK to preview the report.
2.4
Suppliers
Suppliers are hotels, coach operators, places of interest and other outside organisation supplying inventory
used in tours. The supplier maintenance window, as shown below, can be accessed from the maintenance
toolbar.
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The supplier maintenance window provides all the tools required to create, edit and remove suppliers as well
as maintain the available types of suppliers and items that they supply.
2.4.1
Supplier Maintenance
The Edit Supplier window, shown below, is the area for adding, editing and maintaining all supplier and contact
details.
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It is a simple to use window that divides the information required over a series of tabs.
2.4.1.1 Details
The details tab of the supplier edit window, shown below, contains the main contact details, supplier type and
localisation details of the supplier.
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The controls for the above tab and their functions are as listed below.
Supplier
Details
Name
Name of the supplier.
Address
Supplier address details, four lines of address are provided for.
Postcode
Supplier postcode.
Country
The country the supplier is located in.
Fax
Fax number of the supplier.
Web
Web site address of the supplier.
Primary
Contact
Contact
Name of the primary contact.
Phone
Telephone number for the primary contact.
Salutation
Salutation or friendly greeting for the primary contact.
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Email
Email address of the primary contact.
Defaults
Supply Type
Supplier type, user can select from any of the currently configured types.
Resort
Resort in which the supplier is located (see resort maintenance section).
Currency
Currency for use with transactions with the supplier, please note that t3 itself does
not have multi-currency capabilities.
Acct Status
(Account Status)
The current status of the suppliers account, available selections are account open,
closed and on hold.
Owner Acct (Owner
Account)
Owner account for the supplier (head office) where required. Cannot be manually
edited, must use the selector button (see next control).
Owner Account
Select
Press to select an owner account (head office).
2.4.1.2 More
The more tab, shown below, provides further contact details and information regarding the supplier.
The controls for the above tab and their functions are as listed below.
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Alternative Contact Details
Contact
Name of the alternative contact.
Phone
Telephone number of the alternative contact.
Email
Email address of the alternative contact.
Additional
Information
Internal A/C Ref
Any internal account reference connected with the supplier.
VAT Number
VAT number of the supplier, if registered.
Confirm Days
Confirmation period required by the supplier, in days before supply.
Nominal
Nominal code to be used for transactions with the supplier.
Analysis Group
Analysis group to which the supplier relates.
2.4.1.3 Plans
The plans tab, shown below, provides a mechanism of detailing commonly used accommodation plans
provided by the supplier.
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The controls for the above tab and their functions are as listed below.
Hotel Room
Plans
Room Plan
Select the required plan to display the associated rooms in the list below the
control.
Plan List
Display the rooms associated with the currently selected plan.
Create/Modify Plan
Click to open a window to allow editing of the current plans or creation of a new
one.
Maintenance of accommodation plans is carried out form the supplier item window shown below, which is
displayed by clicking the Create/Modify Plans button.
The controls for the above tab and their functions are as listed below.
Control
Plan Selector
Select the required plan to display the associated rooms in the "Plan to amend"
list below the control. Select New to create a new plan on saving.
<<
Add selected entries form "Assign items from this list" to the current "Plan to
amend" list.
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Remove selected entries from the "Plan to amend" list.
Save
Save the plan and close the window. If the plan is a new one the New Plan
Reference window, shown below, will be displayed.
Close
Close the window without saving any changes.
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To edit an existing plan first select it using the selector provided, the plan to amend list should display all
items currently assigned to it. Items can then be added or removed using the << and >> buttons before
saving. Creating a new plan follows the same process but the user should initially select New on the plan
selector, on saving a new plan the New Plan Reference window will be displayed, see below.
Enter a new plan reference and click the OK button.
2.4.1.4 Notes
The notes tab, shown below, allows for the recording of free form notes regarding the supplier.
Simply add or edit the existing notes and click save.
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2.4.2
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Supplier Types
To manage the supplier types click the Types button on the main supplier window to display the Supplier
Types window, as shown below.
As can be seen from the above t3 can accommodate any number of types. To add a further type click the
pale blue new item button, a new entry will be inserted into the list, see below, this can then be edited.
To edit a supplier type simply double click it in the list to show the Edit Supplier Type Details window, shown
below.
Once the correct name and profit and loss details have been selected click the Save button, or click the Close
button to exit without saving.
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For details of the Profit and Loss Columns please see the P&L Analysis Column Configuration window in the
maintenance area of t3.
2.4.3
Supplier Item Types
Supplier item types are the items that suppliers provide and are managed from the Supplier Item Types
window, shown below, that can be opened by clicking the Item Types button on the supplier window toolbar.
The controls and their functions are as follows.
Control
Close
Toolbar button and menu entry to close the window.
Previous
Toolbar button and menu entry to skip to the previous entry in the item type list.
Next
Toolbar button and menu entry to skip to the next entry in the item type list.
New
Toolbar button and menu entry to create a new item type.
Edit
Toolbar button and menu entry to edit the currently selected item type.
Delete
Toolbar button and menu entry to delete the currently selected item type.
Type
Drop down list of the currently configured supplier types. Selecting an entry will
filter the item type list to show only those associated with the supplier type.
Supplier Item List
List of the currently configured item types. Double click to edit an entry.
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As can be gathered from the above screen item types are divided up into groups based on supplier types, so
there are types for each of the supplier types defined on the system. In the above example the screen is
showing those associated with hotels, to select the types to be viewed simply select from the Type list as
shown below.
When adding or editing an existing entry the edit item details window, shown below, is used. This is opened
by clicking the add or edit buttons (or menu entries) or by double clicking a supplier item in the list.
The edit item details window controls and their functions are as follows.
Control
Category
The supplier type that the item is associated with.
Name
An easily identifiable name for the item, should be unique.
Item Type
A more expansive description of the item
Item Size
Any passenger number size associated with the item type, this is not applicable to
all types.
Save
Click to save the new or edited item.
Close
Click to close the window without saving.
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Supplier Reports
Enter topic text here.
2.5
Lead Source
Advertising is a considerable overhead for tour operators and t3 has the ability to track and produce reports
illustrating the effectiveness of your advertising campaigns.
Before this feature can be used, a list of lead sources for enquiries and bookings will need to be created, this
is performed via the Source of Booking/Enquiry window shown below. This can be accessed by clicking the
Leads button on the maintain toolbar.
The controls and their functions are as follows.
Control
Close
Toolbar button and menu entry to close the window.
Previous
Toolbar button and menu entry to skip to the previous entry in the source list.
Next
Toolbar button and menu entry to skip to the next entry in the source list.
New
Toolbar button and menu entry to create a new source.
Edit
Toolbar button and menu entry to edit the currently selected source.
Filter
Select to filter by current or all. Sources cannot be removed for the sake of data
integrity but they can be made not current.
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Source List
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List of the currently configured item types. Double click to edit an entry.
P leas e not e t hat s ourc es c annot be remov ed f or t he s ak e of dat a int egrit y but t hey c an be
made not c urrent .
To add a new lead source click the new button, this will display the Add Lead Source window, shown below.
As editing an existing lead source uses the same controls we will not detail them just yet but will instead
explain how to open an existing lead source. Editing an existing source is performed by either selecting it and
clicking the edit button or double clicking the required entry in the list of sources. The Edit Lead Source
window, shown below, will be displayed with details of the selected source already displayed.
The controls and their functions are as follows.
Control
Current
Check to designate the lead source as currently in use. When adding a new source
this will automatically be ticked. Lead sources which are not selected as current
will not be available for selection for new reservations or enquiries.
Category
Not currently applicable in t3.
Description
The lead source name.
Save
Click to save the new or edited lead source.
Close
Click to close the window without saving the lead source.
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required to ask each new client where they learned of the product, this applies when entering enquiries and
when making new reservations. From this gathered information t3 can provide weekly statistical reports
showing the number of enquiries per lead source, plus weekly bookings and gross revenue summaries can be
printed. These reports can be of great value in measuring the effectiveness of advertising campaigns. Lead
source reports for bookings and enquiries can be found in the System Wide Reports under the Statistics
group.
2.6
Travel Insurance
t3 features a multi-banded passenger insurance system, however tour options can also be used for selling
insurance products. This section concentrates on insurance bands which are the primary method of handling
passenger insurance.
Any number of insurance bands can be defined - i.e., UK, European, Worldwide, Sporting etc - each of which
can have any number of days duration. Bands have a 2 digit reference, for example you might want to use U9
for UK2009, U0 for UK 2010 etc. The appropriate band reference is specified when creating new tours.
If your insurance is renegotiated annually to come into force at the end of the year, then it is advisable to use
just UK, EU and WW as bands and to simply adjust the buying and selling rates before the start of business
on the day the new rates come into effect. t3 records the buying and selling rates, as per the bands, against
each sale at the instant insurance is taken out. This ensures that insurance declarations (bordereau reports)
report the correct buying, selling and Insurance Premium Tax (IPT) rates irrespective of when they are printed.
When defining the Insurance Bands please make sure all required bands are generated, not doing so can lead
to inaccurate reporting of insurance premiums.
Insurance can be either Optional (the default) or Inclusive, and can be defined on a tour-by-tour basis.
Note that where insurance is inclusive or discounted, t3 will still add IPT onto the buy rate, making it appear
more than the selling price. This is quite correct and to be expected.
Insurance is added to individual passengers in the Bookings - Passenger Edit form.
Printing Insurance declarations is located in system wide reports under the Insurance group - alternatively see
the section on Insurance Bordereaux in the financial section of this documentation..
2.6.1
Insurance Rates Table
Maintenance of insurance rates is performed from the Insurance Rate Table window, shown below, which can
be found by clicking the insurance button on the maintain toolbar.
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Controls provided for the maintenance of insurance rates are as follows.
Controls
Add
Add a new band.
Edit
Edit the selected band.
Remove
Remove the selected band. Use with care, removal of a band in use can
have serious consequences.
Close
Close the insurance rate table window.
Bands can be added, amended, or deleted using the appropriate buttons, an existing rate can also be edited
by double clicking it in the list. Please ensure that bands are not in use before deleting them.
When adding a new band or editing an existing one the Edit Insurance Rate window, shown below, will be
displayed.
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When adding a new rate the window is captioned Add Insurance Rate but functions in exactly the same
manner. The controls and their functions are detailed below.
Band Description
Band Name
Two digit name for band - eg., E0 for Europe 2010
Number of Days
Band duration in days. Bands should be created for all possible durations
used, t3 will inform the user if a band does not exist.
Description
Band description.
Premium Rates
Selling Price
Selling prices for adults, senior concessions and children.
Buying Price
Insurance buying prices for adults, senior concessions and children.
Note: T3 requires buying and selling rates to calculate IPT.
Buttons
OK
Save changes and close.
Cancel
Close without saving changes
2.7
Users
In order to log in to t3, each user must have a valid user account with some configured roles. A user account
comprises a user name, a quick reference (up to three letters which are used for logging purposes), an optional
password, an optional branch and at least one role. The role(s) enables access to restricted t3 features, as
defined in the system settings window. Technically a user could have no roles assigned but their ability to
perform meaningful functions within t3 would be very limited.
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Please note that users should not attempt to log onto the system on more than one workstation at a time, as
each simultaneous logon adds towards the system licensing restrictions. If a user logs on a second time, they
will automatically be barred from the first workstation station. This means that people logging in with another
users name and password will evict the genuine user from the system, this action is to be discouraged and it
is recorded in the system audit log.
Maintenance of users and their roles is performed in the System User Setup window which can be opened by
clicking th users button on the maintain toolbar, the window is shown below.
Users can be added or removed, and their settings can be viewed and amended. Please note a user cannot
edit their own settings.
Controls provided for the maintenance of users are as follows.
Control
New
Add a new user.
Edit
Edit the selected user.
Remove
Remove the selected supplier.
Logoff
Log the selected user off.
Close
Close the user setup form.
To edit a user either double click on appropriate row in the list or select it and click the edit button. To add a
new user click the New button.
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Whether a new user is being added or an existing one being modified the User Settings window, shown below,
is displayed.
Controls provided for the maintenance of users are as follows.
Control
User Name
Full name of user, this is used to log on.
Quick Ref
User Initials - 3 Characters - this must be unique to each user.
Agency
Agent reference - if user belongs to a remote travel agent
Password
User password - set by system supervisor. Users are not allowed to set their
own passwords
Branch
Identifies the branch the user operates out of when branch operation is
enabled.
Email
User email address.
Product Brand Access
When enabled tours visible to a user can be filtered based on the selected
brand(s).
Security Group Level
Please do not use - superseded by the user roles.
User Role Selection
Check to select the roles that the user performs.
Save Button
Save changes
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Cancel Button
Close form without saving changes.
Note that the User Name is always shown on the caption bar (top left corner) of t3. The three character Quick
Reference is shown on bookings, enquiries and payments to denote which user performed the action.
When multiple user roles are selected the user will have rights based on a composite of the roles, the highest
access level across all roles provides the users effective access level.
2.8
Confirmation Messages
When confirmations, invoices and tickets are printed, it is useful to put personal instructions or messages on
them - for instance to advise if a "Balance is due by return".
Although these can be individually typed onto each document, there is a facility to store a bank of pre-defined
messages, which can then be selected from drop down lists when Confirmations are being requested. To
manage the available messages click the Messages button on the maintain toolbar to display the
Confirmation/invoice Messages window as shown below.
Controls provided for the maintenance of users are as follows.
Control
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Add
Add a new message text, see below.
Remove
Remove the selected message.
Close
Close the message maintenance window.
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NOTE - NEVER LEAVE BLANK MESSAGE - they accumulate and make it difficult to locate
proper messages.
To add a new message click the add button, the window shown below will be displayed.
Enter the required message text and click save, or click close to exit without saving the new text.
To edit an existing message double click the entry in the list to display the following.
As can probably be gathered from the above this functions in exactly the same manner as the window for
adding a new message.
To remove a message select it in the list of messages and click the Remove button, the user will be asked to
confirm that they do in fact wish to remove the message before the item is deleted.
2.9
Requests
t3 provides support for two types of ready made requests which can be assigned to any passenger from the
passenger edit form within a booking. These notes types being accommodation and pickup notes.
Maintenance of these notes is performed via the Passenger Requests window, shown below, which can be
accessed by clicking the requests button on the maintenance area toolbar.
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Controls provided for the maintenance of requests are as follows.
Control
Add
Add a new request.
Edit
Edit the selected request.
Remove
Remove the selected request.
Close
Close the passenger requests maintenance window.
To add a new request click the add button to display the following window.
Controls provided for the adding a new requests are as follows.
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Control
Request Description
Add or amend the text as required.
Pickup Lists
Check to make the request available as a coach note in the passenger edit
window.
Rooming Lists
Check to make the request available as a hotel note in the passenger edit
window
Save
Save the new or amended request.
Close
Close the window without saving.
Editing an existing request is performed by either selecting the item and clicking the edit button or simply
double clicking the item in the list. Doing so will display the following window, which looks remarkably similar
to the window for adding a request and in fact behaves in exactly the same manner.
To remove a request select it in the list and click the Remove button, , the user will be asked to confirm that
they do in fact wish to remove the request before the item is deleted.
2.10 Seatplan Painter
t3 uses a very flexible seat plan system, with graphical representations of coach layouts in the traditional
numbered scheme (i.e. 1 to 49) or in the Airline Style (A1, B1 C1 D1 etc).
Although the system comes with a number of pre-defined layouts, a Seat plan Painter, shown below, is
provided to create and modify your own layouts. It can be accessed by clicking the Painter button on the
maintenance area toolbar.
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Controls provided for the maintenance of seat plans are as follows.
Control
Plan
Select the required plan for editing.
Description
Descriptive name for the seat plan.
No. of seats
Total number of seats in the plan.
Seat Rows
Number of rows the seat plan is spread across.
Seat Numbers
List containing all the seats and captions for the plan. A cross icon indicates an
unplaced seat while a seated passenger indicates a placed seat (the caption should
be visible on one of the seats in the layout grid).
More
Click to add another seat to the plan. Added seats are not automatically added to
the plan layout.
Less
Click to remove the seat currently selected in the seat numbers list. The seat to be
removed must not currently be placed in the plan layout.
Layout
Visual representation of the seat plan. This is the main work area for designing seat
plans, its function is described below. Unplaced seats can be placed in this area
with a left mouse click while placed seats can be removed with a right mouse click
(see creating and editing seat plans).
Objects
List of layout objects that can be placed on a layout.
Save
Click to save the currently displayed seat plan.
New
Click to create a new seat plan.
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Copy
Click to copy the current seat plan to create a new plan.
Delete
Click to delete the current seat plan. Please note t3 will prevent the deletion of a
plan which is currently in use.
Browse
Browse the seat plan layout in table form. Please avoid unless you know exactly
what you are doing.
Close
Click to close the window without saving
The rest of this section will detail the processes of creating and editing seat plans.
2.10.1 Creating Seat Plans
There are two ways of creating a new layout - automatic or manual. Manual allows you to create a new matrix
with the correct number of seat rows, and then you have to drag the icons from the toolbar on the right into
their correct locations on the matrix, filling in the absolute seat number and its corresponding caption as you
go along. It is easy to place objects such as tables, stairs, servery etc, but the whole process can be quite
time consuming and the numbering has to be through and accurate for the process to work. The simpler
approach is to use the automatic layout option and then edit the result as required.
To create a new plan click the New Button to display the following.
Controls provided for the maintenance of seat plans are as follows.
Control
Coach Type
Short reference code for the seat plan.
Short Description
Descriptive name for the seat plan.
Seating Capacity
Total number of seats in the plan.
Lower Deck Rows
Number of rows the seat plan is spread across.
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Seat Number
Style
Numbered
Produce a seat plan with numbered seats.
ABCD (Airline)
Produce a seat plan with alphanumeric seat references or airline style.
Layout
Automatic
Let t3 caption and layout the seat plan. Manual adjustments can be made to tailor
the plan.
Manual
Create a plan with the required number of seats which the user will have to caption
and lay out.
Buttons
Save
Click to create the seat plan and return to the Seatplan Painter window with the new
plan open for editing.
Close
Click to close the window without creating a new plan.
To create a new plan make the appropriate settings in the above window and click the Save button,
something like the following should end up populating the Seatplan Painter window.
The above is an example of a layout created using the automatic means and the resulting seat plan is now a
perfectly useable.
However if the manual method of creation had been chosen the layout area would simply be showing a grid
and the seat numbers list would be populated with items with no caption and a cross icon, as illustrates below.
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The user now has to go about the lengthy process of captioning and placing each seat, while this is infinitely
flexible it is also time consuming.
To add a caption to a seat double click the seat X icon to display the window shown below, enter the required
caption and click save
The entered caption should be seen in the list and the seat can now be placed, t3 will not let a seat be placed
unless it has a caption. Placement is a simple process of highlighting the seat in the list and then clicking in
the layout grid in the location where the seat is required, this should result in something like the window shown
below.
Once all the seats have been captioned and placed in the desired manner the plan can then be saved.
Should there be too many or too few seats the More and Less buttons can be used to add or remove as
required.
Along with seats there is also a range of objects which can be placed on a seat plan layout, these include
reserved seats, tables and WC's, to place one of these items simply drag it from the object list and drop it in
the required location.
Please note : If you are unsure about the use of this tool or your layout requirements please discuss your
requirements with support.
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2.10.2 Editing Seat Plans
Editing an existing seat plan uses all the same mechanisms as creating a seat plan. For example using the
seat plan created previously it is decided that the captions for seats on the back row are incorrect.
The first step is to un-place the affected seats by right clicking them on the layout, something like the
following should be the result.
The rearmost row of the coach layout is now empty and the seats captioned 45 through 49 are now shown with
X icons. Now that they are un-place the captions can be altered as required or the seats simply placed back
in a different position. In this example we will simply replace the seats in a different order by highlighting the
required seat in the list and left mouse clicking on the layout grid, the end result is shown below.
As can be seen the process is comparatively straight forward and as long as a clear idea of the required layout
is known beforehand.
Please note : If you are unsure about the use of this tool or your layout requirements please discuss your
requirements with support.
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2.10.2.1 Plan Browser
There is another mechanism for altering seat plans called the Seat plan Browser, shown below, however this is
a low level tool which allows the direct placement of objects on the coach matrix and as a result any errors
made can seriously affect the usability of the edited seat plan.
Do not attempt to use the browser unless you are certain what you are doing,
otherwise you might damage the plan and make it unusable!
Under no circumstances should the Row and Column numbers be changed.
The seat number is the unique number of the seat on the coach - ensure that no number is repeated, that none
are missing, and that the final number is the same as the coach size. If the coach capacity is 49, there must
be 49 seats, numbered 1 to 49.
The position of the seats in the matrix affects the position of the seat on the seat plan when it is painted.
The caption is what is seen on the painted seat plan, and also what will appear on tickets - i.e. seat 1 would
normally have either caption " 1" , "A 1" or possibly "1 A". Any other captions would normally be
meaningless!
Each element (row and column) can have an object. Seats must either have an Empty Seat object, or a
Reserved Seat object (in which case it cannot be selected for passenger use).
Seat Objects can be assigned simply by highlighting the appropriate row, then clicking the required icon from
the toolbar on the right.
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Elements without seats can contain other objects such as a table or server - the easiest way is to type in the
object number - 1 being the first item on the toolbar.
When you have finished making changes, close the browser and re-select the plan from the Coach Details
combo box to refresh the painted plan.
2.11 Categories
t3 supports two levels of categories for tours and these provide a very powerful way of sub grouping tours, and
add a completely new dimension to your customer history data. Categories are also provided for a number of
other purposes including providing a flexible way of grouping customers for marketing and analysis purposes.
Whilst the use of categories might seem a little complex at first reading, they provide a powerful management
feature, and should be used as early and as fully as possible. The benefits are enormous, and if you would
like further assistance with planning your categories, then please feel free to talk it through with the Roeville
Support.
Categories are provided for the following.
Categories
Accommodation Type
Extended room descriptions.
IATA Airport Codes
International Air Transport Association codes for airports for use
with flight options.
Mail Category
Marketing customer profiling
Meal Basis Types
Meal basis descriptions
Supplier Item Types
THINK THIS CAN BE DROPPED
Supplier Types
Types of supplier
Theme (see system settings for
actual title)
First Level Tour Category
Tour Analysis Group
Financial analysis group - used for multiple brands in same data
set.
Tour Type (see system settings
for actual title)
Second Level Tour Category
Tour Categories
Two levels of categories can be assigned to tours. These categories can be anything you like, but the most
common types are Tour Type and Tour Theme. Brand Names can be used to split your tours into, say,
geographical regions where each tour is being sold, and is useful if you are selling the same tour program
under different brands – i.e.) reader holiday companies selling through a range of magazine titles.
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The most commonly used tour categorization, however, is Tour Types – where the first (primary) category is
the type of tour, and the second is the Interest Grouping i.e.,
Level 1 Tour Category
Level 2 Tour Category
UK Short Breaks
UK Tours
Continental Short Breaks
Continental Tours
Day Excursions
Events
Coastal Resorts
City Breaks
Shoppers
Music/Concerts
Gardening
Sporting
By setting up these categories, then assigning them to individual tours, rapid location of tours when making
new reservations is made possible, when working on the tours themselves, and when printing certain reports.
Properly configured and maintained tour categories also play an important role in marketing as the associated
categories are also fed through to the customer history of all bookings. This means that various filtering and
searching functions based on the history of travel, and tour types can be performed
Once categories have been set up, their use is extremely simple. From the main menu, click the Tour button.
Now you can select your Primary and Secondary categories from the combo boxes on the top of the Find
Tour window.
The tour browser will filter out only the tour types in which you have expressed an interest. The full power of
this filtering comes apparent when making a new reservation where you can opt to browse only tours of
interest to the customer, saving much time and improving efficiency when looking for suitable availability.
2.11.1 Category maintenance
The category maintenance window, as shown below, can be accessed by clicking the Category button on the
maintenance area tool bar.
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Controls provided for the maintenance of categories are as follows.
Control
Category
Select the type of categories for editing.
List
Displays the currently configured categories for the selected type.
Add
Add a new category.
Remove
Delete the selected category.
Close
Close the category maintenance window.
To add a new category item select the type of category you intend to work with from the category drop down
list, for example either Tour Type, and click the add button. To edit an existing cateogry simply double click it
in the list. In either case a category maintenance window will be shown, for most category types it will take the
form of the window shown below.
The reference chosen should be unique within the type of category being modified and the Description should
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be easily recognisable in order to prevent user confusion.
When editing some category type the maintenance window will take a slightly different form, for instance
Accommodation Types and Tour Analysis Groups, these will be detailed next.
2.11.1.1 Accommodation Categories
Accommodation categories are edited in a slightly different manner to most other categories. When adding or
editing an accommodation category the following is displayed.
While the reference (which should as usual be unique) and description follow the same model as the other
categories the user is required to enter a size for the accommodation type, this is the number of passengers
who will occupy the room type.
2.11.1.2 Tour Analysis Groups
Tour analysis groups are a valuable tool for the identification of tours and their constituent parts for the
purposes of profit and loss analysis, to this end each analysis group can be assigned to a company or brand.
When adding or editing an analysis group the following is displayed.
Once again the reference should be unique and the description easily recognisable, while selecting the
required brand from the Company drop down determines which the group should be associated with for profit
and loss analysis.
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2.11.1.3 Supplier Item Types
When adding or editing supplier item types the window shown below is displayed.
Supplier items have provision to assign them to a particular area of profit and loss, this enables more accurate
reporting of tour figures. The name of the type should be descriptive and easily recognisable.
2.12 Batch Text Editor
There are a number of places in t3 where pre-defined letters are supported, the most obvious being for letters
to selected customers from within a tour, however there are many others. When merged with the current date,
clients name, address, salutation and tour details, the standard text becomes quite an effective 'personalized'
letter.
To maintain the available letter texts click the editor button the the maintain tool bar to open the batch text
editor window, shown below.
The two drop down controls provide a means to select the type of text to be worked with and the actual
document. To create a new document, click the New button, and then enter a unique document name in the
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Document Title Window, before entering your text. When finished, click the Save button to save the new
letter.
To re-call a standard text, simply select it from the 'Select Document' Combo Box. Text can be amended at
any time, but please remember to press the Save button to save the changes
Other areas where standard text is merged with system-generated documents are travel documents, booking
cancellations, tour itineraries, rooming lists and travel club receipts (where this feature is enabled). Tour
Itineraries have recently been added as a subset of the standard letter - standard Itinerary texts can be created
and assigned to multiple tours to help staff when selling holidays. The same information can be viewed from
the main window of any tour, and itineraries can be automatically printed to accompany holiday confirmations
if required.
2.13 Workstation Defaults
Workstation defaults are settings which apply to the current workstation. They include the server and file
paths where t3 should look to find it's data, reports and licensing information.
There are also a number of individual workstation preferences plus a default payment type to assist users
when making frequent client payment entries.
To access the workstation defaults click the defaults button on the maintain tool bar or select workstation
defaults from the utilities menu in the maintain are of t28. The workstation defaults window is shown below.
Please note that users should only alter the data paths if they know exactly what they are doing otherwise t3
could become unusable.
The various controls and functions are described below.
Workstation Paths
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Data Files
UNC or mapped drive to the shared folder containing the t28 data tables.
Please note that the user must have adequate privileges and rights to read,
write, and create in this folder.
Report Layouts
UNC or mapped drive to the shared folder containing the t3 reports (and the
system license file)
Excel Export
UNC or mapped drive to export files to.
Confirmations
UNC or mapped drive to the storage location for PDF versions of all
confirmations, letters and cancellations produced by t3.
ph2 Data Files
UNC or mapped drive to ph2 data files.
Email Paths
Attachment Temp
Specify the temporary location of files to be sent as attachments.
Services Log
Specify a location for log files for diagnostic purposes when using the Roeville
service layer email mechanism.
Workstation Defaults
Payment Type
Default initial selection for method of payment for all payment windows.
General
Preferences
Auto mail searching
Check to turn on the automatic searching of the mail list when a customer
surname is added in the reserve window.
Show all pickups
Check to turn on the display of all pickups in the tour window instead of just
those with passengers assigned. This can be overridden in the tour window.
Hide Caption
Not currently applicable to t3.
Allow auto updates
Check to allow auto updates to be performed from the workstation. The logged
in user must have the relevant rights too.
Address in capitals
Check to force the customer address in reserve and bookings to uppercase.
Log errors locally
Check to force t28 to use a local error log file rather than the usual centralised
system one.
Tour Finder
Show tours in colour
Check to display the colour coding of tours in the tour finder. Older systems
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with less capable graphics capabilities may have issues with the normal
coloured display.
Tours in date order
Check to show tours in date order by default, if unchecked tours will be
displayed in tour code order by default.
Hide cancelled tours
Check to hide cancelled tours by default, this can be overridden in the tour
finder.
Controls
Save
Save and exit the workstation defaults window.
Cancel
Exit without saving
2.14 Global Options
Tour options are pre-defined additional extras which can be sold as part of a booking. Global options are
convenient collections of tour items which can be defined in advance then assigned to any number of tours as
they are created. Examples of this would be premium coach seats, such as front row or table seats, advance
discounts, special insurance items or perhaps blocks of cabin accommodation for overseas tours or cruises.
There are a number classes of Global Option :
· Extra, this is the standard optional extra type.
· Insurance - which will be shown on the Travel Insurance Declarations and are subject to IPT.
· Accommodation - accommodation items that will appear on room lists.
· Accommodation Extra - these will appear on room lists but are not room types, additional items that the
hotel provides.
· Club Discount - discounts for clients who are travel club members.
· Discount - discount items.
· Flight - flight ticket item, carries all required details about the flight.
· Ticket - tickets for attractions, shows etc.
Further types are available when configuring a tour directly or from a booking, these will be looked at in detail
in the relevant sections.
To make the bulk adding of options to tours it is possible to arrange options packs. These packs can then be
added to tours as required, and the costing (buy and sell rates) amended to suit the individual tours.
To maintain the global options click options on the maintain tool bar or select option maintenance from the
utilities menu. The master option maintenance window is shown below
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Control
Option Category
Drop down list for filtering global options into the primary classes ie.,
Accommodation, Booking Extra, Insurance or Travel Club.
Option Pack
Drop down list for filtering global options into pack types.
Option Browser
Double click an option in the list to edit its properties.
Add
Add a new global option.
Edit
Edit the currently selected option, double clicking an option will perform the
same function.
Remove
Remove the currently selected option.
Add to Pack
Multiple options can be added to a pack by using Control + Click or Shift +
Click to highlight the required items in the Options Browser, then click the
Add to Pack button and select the pack from the list or enter a new TWO
character pack name.
Close
Close the window.
Option Packs
Option packs are a short cut mechanism to allow the adding of a number of options to a tour in a rapid
manner. To create a pack select the required options in the browser and click the Add to Pack button, the
following window will be displayed enabling the user to either enter a new code for a pack or add the items to
an existing one.
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2.14.1 Add Global Option
To add a new option first select the option category and then click the Add button of the master option
maintenance window, the New Global Option dialog appears, see below, will be shown.
Simply type a description for the option and click save. The option will be created with the provided description
in the currently selected category and the option edit window will be opened to complete the process. See the
following section for details of the edit window.
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2.14.2 Edit Global Option
When editing or adding a new option the edit global option window, shown below, is displayed.
It is advised that as much detail for the option is configured as is possible, the more information entered here
will save time later as the options are assigned to multiple tours.
Note that some fields are specific to the class of option and are disabled where not appropriate, for instance
the Insurance Band reference and duration are only appropriate to Insurance type options and these fields are
disabled for other classes. The flight option specific details are not shown here as they are departure specific
so unlikely to have anything common that could be sensibly entered at this point.
The function of the various settings is described below.
General
Description
Name of the option Please keep this unique to a Pack of options.
Pax Type
Select passenger type or select 'Everyone' if the option is not passenger
related.
Option Type
Option Type - Accommodation, Travel Club, Extra (standard type) or
Insurance.
Per Pax Option
Check this box if the option is to be assigned per passenger on the tour.
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Sell Price
Selling price to the client or individual passenger.
Buy Price
Buy rate to the company - this will be the rate per person for a Per Pax
option.
VATable
Check this box if VAT is to be charged on travel agent commission for this
option
Supplier Ref
Select the supplier from the 'V' drop down list button immediately to the
right.
Stock Control
Check this box if the option is to be stock controlled against a stock quantity
when the tours are created. This is essential for show tickets and other
resources not on free sale.
Commission
Band
Travel Agent Commission Band - A, B or C. Assigns commission at the
rates set up in the corresponding bands for each individual agent.
Percentage Rate
A rate in here will over-ride the agents personal commission set in bands A
to C above.
Fixed Rate
A fixed amount entered here will over-ride any percentage rates assigned in
Band or % rate
Web and Group Details
Web On-Sale
Check this box if the option will be offered for sale on the Webres web site.
Group
Assign a group name if the option is to be sold as a part of a group - this can
be a single letter or a meaningful name. An example would be MATINEE
against all tickets for afternoon performances of shows and EVENING for all
the evening performances.
Mutually Exclusive
Check this box if passengers can only take one option from a group - ie a
person could not go to two evening performances but could have one
afternoon and one evening ticket.
Compulsory
Check this box if passengers must have at least one option in a group - a
good example is for ticket postage where the group would comprise Standard
Post or Special Delivery. The customer would need one but never more
option from this group.
Accommodation
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Arrival Date
Date of arrival at the hotel (or ferry port) - this is not appropriate for Global
Options but will be required when accommodation options are assigned to
tours.
Duration
Number of nights at the hotel or on board ship.
Insurance
Band
Select the insurance band from the drop down list - the insurance bands and
rates are set up as shown in section 3.5
Nights
Number of nights duration for this insurance - can also be defined at tour
create time.
Option Packs
Packs 1 to 10
Up to 10 available pack references for grouping the options. Once in packs,
they can be filtered using the Option Pack drop down list in the upper right
corner of the Master Option Maintenance form.
Controls
Save Button
Save changes and close the window.
Close Button
Close without saving changes.
Once global options have been defined they can be assigned to tours either during the create process or using
the Option Maintenance feature from within an existing tour.
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2.15 VAT Rates
This has been superseded and is included for historic data integrity.
2.16 Error Log
During normal operation the user should not be presented with error messages, however t3 will monitor for
issues that it encounters and log them to the database for support purposes. To view the error log select Error
Log from the utilities menu in the maintenance area of t3.
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Normally the information displayed in the error log is only of use for support purposes.
2.17 Confirmation Headers
t3 provides a number of customisable strap lines that can be used confirmation and invoice documents.
The text of these headers can be adjusted from the Confirmation/Invoice Header window, shown below, which
can be accessed from the utilities menu in the maintain area.
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To edit a text double click in the the Document Name column and edit the text as required.
2.18 Card Table Maintenance
The Card Table Maintenance window, as shown below, is accessed from the utilities menu in the maintain are
of t3, It provides a clear and concise listing of all credit and debit card schemes currently supported.
Currently the accepted card information is not currently user editable, please consult technical support if you
have any queries regarding credit card schemes and number ranges.
Periodically Roeville will make available updated information, however ongoing changes to schemes by card
issuers are not always communicated directly to Roeville, if you should encounter a scheme/range which you
believe should be included please contact technical support.
2.19 Tidy Cashbook
The operation of the cash daybook feature of t3 means that over a period of time a considerable amount of
historic data can begin to have an adverse effect on the speed of the cash book window. To combat this it is
sometimes necessary to purge this information, to facilitate this the Tidy Cashbook, found on the tools menu
of the maintain area, is provided.
On selection of this tool the following message will be displayed.
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Clicking Yes will purge posted items from the cash daybook.
A second phase to this tool is also provided for clearing historic information from the Sage Link window, the
following will be displayed.
As indicated on both windows it is vitally important that no other users are using the relevant areas of t3.
2.20 Cashbook Rollback
Although it should only be used in exceptional circumstances t3 provides a tool to allow the roll back (unposting) of a cash daybook batch. Selecting Cashbook Rollback from the tools menu of the maintain area will
display the following message.
Included on the window is the number of the last batch posted which will be the one to be rolled back. It is not
possible to selectively rollback a batch other than the last one posted.
To perform the rollback click the Yes button, the user will be informed of the completion of the process.
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2.21 Insurance Rollback
Although it should only be used in exceptional circumstances t3 provides a tool to allow the roll back (unposting) of an insurance batch. Selecting Insurance Rollback from the tools menu of the maintain area will
display the following message.
Included on the window is the number of the last batch posted which will be the one to be rolled back. It is not
possible to selectively rollback a batch other than the last one posted.
To perform the rollback click the Yes button, the user will be informed of the completion of the process.
2.22 Report Maintenance
The report system of t3 relies on the fact that the program knows about all report files which are available. It
does this by storing information about each report in a database file and as a consequence before a new report
is available to a user t3 must gather information about it.
The Report Maintenance window, shown below, is t28s mechanism for gathering information on report files.
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The controls and function of the report maintenance window are as follows.
Controls
Report List
Displays information about all currently available reports. During the report
rebuild process this will clear and refill as report files are scanned by t28.
Add
Click to locate and add to the list a single report file.
Remove
Click to remove the currently selected report.
Print
Click to print a list of all currently available reports.
Rebuild
Rebuilds the entire list of report files.
Close
Close the window.
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2.23 Recode Tours
Occasionally it may be necessary to alter the code of certain tour departures after they have been initially
created, to facilitate this t3 has the Change Tour Codes window, shown below, which can be accessed from
the tools menu in the maintain area.
The Change Tour Codes window allows a user to select a specific tour and alter its code, both base and offset
parts (it is recommended that both are still utilised to maintain the systems default ten character tour codes).
t28 will then alter all data concerned with the tour, including all bookings, passengers, options, cashbook
entries, so that any subsequent actions performed on the tour are carried out as if the new tour code was
always in use.
As shown in the image above it is important to remember that some provisos come into force and Roeville
cannot be held responsible for user misunderstandings arising from a change in tour code. Both cash day
books and insurance batches should be up to date.
To change a tour code find it in the alphanumeric list of tour codes and double click, the information on the
selected tour will populate the code controls toward the bottom of the window, as shown below.
Any alterations can then be made to the New Base and Offset before clicking the Save button. The new tour
code will first be checked to make sure it is not already in used before the adjustments are made to the
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existing tour, bookings, passengers etc.
Change as many tour codes as are required before clicking Close to exit the window.
2.24 Registration
The t3 Registration and Licensing window, shown below, is provided to allow for updating of licence details,
concurrent users, number of bookings etc.
Please contact technical support so that they can talk you through the process and provide the necessary
trigger and pass codes to activate the required features or licenses.
2.25 Recalculate Options
A number of small utilities and program functions provided for maintenance purposes only.
2.25.1 Agent Commission
The Recalculate Agent Commission utility recalculates agent commission figures for all bookings within a
specified date range for specified agents and can be found on the Recalculate Options sub menu of the Tools
menu in the maintain area of t3.
Please note that it is not advisable to use this utility unless directed by Roeville technical support, we cannot
be held responsible for any issues arising from improper use of this tools.
2.25.2 Re-synchronise Customer Options
The Re-Synchronise Customer Options utility refreshes the links between customer booking options and tours
that can arise when migrating from t28 and can be found on the Recalculate Options sub menu of the Tools
menu in the maintain area of t3.
Please note that it is not advisable to use this utility unless directed by Roeville technical support, we cannot
be held responsible for any issues arising from improper use of this tools.
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2.25.3 Tour Counters
The Recalculate Tour Counters utility recalculates passenger sold figures, inconsistencies in which can arise
when migrating from t28 and can be found on the Recalculate Options sub menu of the Tools menu in the
maintain area of t3.
Please note that it is not advisable to use this utility unless directed by Roeville technical support, we cannot
be held responsible for any issues arising from improper use of this tools.
2.25.4 Check Tourmast File
The Check Tourmast File utility validates and where necessary rebuilds all seats on all tours and can be found
on the Recalculate Options sub menu of the Tools menu in the maintain area of t3.
Please note that it is not advisable to use this utility unless directed by Roeville technical support, we cannot
be held responsible for any issues arising from improper use of this tools.
2.25.5 Check Customer File
The Check Customer File utility validates all bookings against their associated customers and where
necessary provides a means to re-assign customers and can be found on the Recalculate Options sub menu
of the Tools menu in the maintain area of t3.
Please note that it is not advisable to use this utility unless directed by Roeville technical support, we cannot
be held responsible for any issues arising from improper use of this tools..
2.25.6 Booking Status Check
The Booking Status Check utility checks all booking to make sure that the assigned status is correct and can
be found on the Recalculate Options sub menu of the Tools menu in the maintain area of t3.
Please note that it is not advisable to use this utility unless directed by Roeville technical support, we cannot
be held responsible for any issues arising from improper use of this tools.
3
The Tour Finder
The tour browser screen of t3 is the main area for searching for tours, for both managing departures and
making reservations. It is accessed by either clicking the tour button on the main tool bar of t3 or by selecting
tour from file on the main shell window menu.
The window, shown below, can be broken down in to several sections each of which perform a different
function and allow the list of tours to be searched and/or filtered in a variety of different ways.
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The primary controls for searching for tours are the tour code and departure date controls located in the bottom
left corner of the screen and highlighted in the image below.
By default the tour browser will display from the current date onwards, however selecting any date in the
calendar control will change the scope of the search. To search by a tour simply enter the first few letters, or
indeed as many as are required, of the reference into the search box labelled outward.
T3 offers a number of facilities for enhancing this search, allowing the user to rapidly and effectively find a
single or group of tours matching a variety of search requirements.
The uppermost section of the window, shown below, allows the user to filter the tours in a number of ways.
Firstly there are two drop down selectors which allow the selection of tour categories which in turn filter the list
of tours which have the combination selected. In the image below these are labelled Type and Theme however
this can vary from system to system as these headings are determined by the Tour Cat 1 and 2 settings found
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on the reports tab of the system settings window.
In addition to the categories tours can also be filtered by using the analysis code drop down list. This operates
in exactly the same manner as the tour categories but operates on the basis of the tour analysis codes
(sometimes referred to as tour analysis groups).
Also provided are check box controls for hiding cancelled tours, which is self-explanatory, and tours which are
configured to share the seat plan of another tour, only the tour set as the seat plan master will be displayed,
other sharing tours will be hidden.
A recent addition to the filtering facilities of the tour browser is the text search. This allows the user to enter a
string of characters which t3 will attempt to match to the destination of tours, in the tour browser this is shown
in the details column. Any tours containing this string will be displayed all others will be hidden.
Also provided are a number of auxiliary tools, these are provided on the small buttons of the window toolbar
shown below.
From left to right these are
· Close the tour browser – no explanation required.
· Single room searcher – adds an additional level of filtering to the search to only display departures which
have single rooms available.
· Swap tour search order – toggles the order of list of tours between display in departure date and tour code
(tour ref as displayed) order.
· Return list to current date – this does precisely as described and returns the windows calendar control and
search date to the current date.
· Clear all pending filters – this clears any currently entered search texts, tour categories etc. This is
especially useful when the search memory feature is enabled (see later section).
Another mechanism for filtering can be seen on the left hand side of the tour browser screen, this section
allows the user to search for tours which utilise a particular pickup point. To perform this search enter one or
more characters of the pickup point of interest and click the button labelled … , this will result in a list of all
applicable pickup points being displayed, see below.
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To perform the search, click the required pickup point. All tours which use the required pickup point are
displayed.
This form of search can be augmented by having the pickup region search facility enabled. This results in
tours which use a pickup point which shares a region with the required point being displayed in addition to ones
which use the exact point requested. Those tours which use the exact pickup are distinguished by having a
tick displayed in the match column of the list (this column is only displayed if this feature is enabled). The
image below shows the region associated with the selected pickup point being displayed next to point select
button, this is only displayed when the feature is enabled.
The final level of filtering is based on the analysis group assigned to tours and is automatic. Each user has
can have their access to tours of particular analysis groups (or brands as they are configured against the user)
restricted so that while they can view a tour for maintenance purposes they are unable to see it when using the
tour browser for reservations purposes.
T3 also provides a search ‘memory’, when enabled this remembers the states of the various filter criteria
within a session of t3 use. This means that after the first time the browser is closed within a session any
subsequent times that the window is opened it will be initialised with the previous search states already set.
The majority of the lower portion of the tour browser window is taken up by information regarding the currently
selected tour. As can be seen from the image below this consists of a depiction of the seat plan and a number
of tabs, each of which contains information on a different aspect of the tour.
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The seat plan area should be self-explanatory (no seat plan is displayed for tours configured without one) while
the tabbed area provides details regarding the following
· Rooms – provides details of the room types and current availability. The tab also offers access to further
information regarding the selected tours accommodation. To access information about the centre/supplier
right click this tab or to get information regarding room sales double click.
· Options – lists all options, their price, type and where necessary available stock (for stock controlled items)
· Pickups – lists the pickup points for the selected tour, their time, status, maximum capacity and number of
passengers currently being picked up. Status is displayed either open, blank in the column, or closed.
· Notes – displays a composite of the tour memo, notes, narrative, ticket note and changes log texts.
· Shares – displays details of tours with which the currently selected tour shares facilities. The user can
choose to view accommodation, option or, where enabled, seat plan shares.
· Itinerary – displays any itinerary text associated with the currently selected tour. Please note that this is not
the web page itinerary (when t3 is used in conjunction with WebRes).
To select a tour, either to open the tour window or to move on to the next step in the reservation process
simply double-click the required tour or click the select button above the seat plan.
Reserve Mode
When the tour browser is used during the reservation process there are some things to be aware of.
It is possible to configure the tour browser so that a user must pre-select a pickup point for the booking. This
simply means that the user must use the pickup point filtering tool, as described previously, the selected point
is then automatically assigned to any passengers added within the reservation screen. The point is utilised for
both the pickup up and drop off points.
Additionally there are a number of safeguards which prevent a reservation being made under the certain
circumstances, the user is presented with relevant information and returned to the tour browser window. T3
currently halts the reservation process on the following
· Selected tour has been cancelled
· Selected tour is off sale
· Final rooming list has been sent for the selected tour
· Selected tour has been finalised, the trust certificate has been printed and logged
· The selected tour has departed, this does not block the user and it is possible to progress to the reservation
screen if required
· The selected tour is designated a private group and the user does not have the requisite rights to make
bookings on such
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Reserve - Making a booking
To keep the terminology simple we refer to a 'Booking' as the entity created by t3 when a 'Reservation' is
made. To put it another way, we make a reservation on a tour and can then work with the booking once it has
been created.
The t3 reservation process comprises two simple stages:
· Select the lead client and block off the seats, rooms and options. This is a swift process and is handled
on a first-come first-served basis. A booking reference is generated and the new booking is classed as
provisional.
· Confirm the booking - enter the client names and any special requests, make payments and print off the
confirmations or travel tickets. This is a more leisurely process as the resources were secured in stage
one.
This method of operation dramatically reduces the chances of conflicting users locking each other out of tours
- the time spent locking files and making the reservation is extremely short. Where resources are in short
supply, the first user to complete the reservation gets them - other users will be given the nearest available
seats if any exist. Once rooms or options become fully booked, the user is given the opportunity to select
alternative room types or abandon the booking while more rooms are sought.
Reservations can be started from two places:
· From the tour finder from the main menu reserve button) - this provides reservations operators with a
selling tool to help and advise clients and guide them to the product which is best suited to their needs.
· From within a tour - by clicking the New Booking button at the bottom right of the form, adjacent to the
Close button. This is ideal when bulk-loading bookings on a tour by tour basis.
Both options start the same New Reservations form which is described fully in this chapter.
If Travel Agent support is set up in the system settings, a message box asks if the booking is being made
direct with the client or through an agent. Where Agent is selected, an Agent Searcher form is opened, see
below, and the user should select the appropriate agent from the list.
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Note that agents can be searched by ABTA reference or by Agent name. Double-cllck the required agent to
start the booking on their account.
From here the user will be taken to the Reserve window, shown below, which is the tool for creating a new
booking, whether initiated from the tour browser or from within a booking.
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As can be seen from the above the Reserve window contains a number of controls and tabs all of which are
dedicated to making the process as streamlined as possible and keeping the user as informed of as many
aspects of the selected tour as possible.
The various areas of the window are as follows
· Tour Notes - Current notes associated with the selected tour.
· Tab Control - The main work area of the reserve screen is divided into five tabs. More information is
provided below and in the following sections.
· Passenger List - Details of passengers on the reservation, their proposed seats and pickup details.
· Insurance - current insurance cost for the selected tour, insurance is applied from the booking screen after
completing the booking.
· View Web Itinerary button - click to display the WebRes page associated with the tour (not shown in the
above, only visible when a web itinerary is configured for the tour)
· View Accommodation button - click to view details of the available accommodation on the tour.
· Save Booking button - click to save the reservation.
· Abandon Booking button - click to abandon the booking, the client may be saved to the wait list if required.
The main work horse of the reserve window is the tabbed area, the sequence of which has been designed to
be followed in the order that they appear, this does not preclude a user from skipping between them but doing
so runs the risk of something important being missed. This sequence broadly follows the layout of a typical
booking form and gather the information in the following order:
1.
2.
3.
4.
Customer - lead client name and address.
Passengers - seated or non-seated.
Rooms - not required for excursions.
Options - any optional extras required by the client, these may include tickets, optional entrances and
overnight ferry accommodation for example.
5. Pickups - location and time of the pick up points available on the selected tour.
Following this process ensures that the reservation is made quickly and logically, and vital details that might
prevent completion of the reservation will never be missed. Each of the above steps are now considered in
detail.
4.1
Customer
The first part of the reservation process requires the selection of the lead customer, that is, the person who is
responsible for the booking, be making payments, and who will receive all correspondence relating to the
booking. This takes place on the Customer tab, shown below.
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The lead customer can be a client who already exists within the t3 mail list or it could be a new client. There
are fields provided for additional information about the client, including brief notes and contact details, plus the
source of booking and details of newspapers where the tour is sold as a reader holiday. The tab controls and
their function are listed below.
Control
Lead Name
Name of the customer making - and responsible for all passengers on - the
booking.
Address 1 to 4
Lead customer address. Try to keep the main postal town in line 3 if
possible.
Postcode
Clients postcode - this should always be used and will help to look up the
lead client
Postcode Search Button
Use the postcode searcher to look up the lead client. If the lead client is not
found on the mailing list then use the AFD Postcode feature to capture the
address accurately. AFD Postcode or Postcode Plus needs to be licensed
on the workstation to use this feature.
Mail List Button
Search the mail list in surname order (not shown in the above but found to
the right of the postcode search button).
Wait List Button
Open the waitlist to select a client from there (not shown in the above but
found to the right of the postcode search and mail list buttons when the
selected tour has clients on the wait list). Aborting a booking provides the
user with a mechanism to add a client to the Waiting List.
Daytime Phone Number
Lead Clients daytime contact number.
Evening Phone Number
Evening or Home contact number
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Mobile Phone Number
Mobile number - can be used for SMS text extracts using 3rd party software.
Client Notes
Copies the Booking Note and travel club details from the client's mail list
record. Otherwise these lines can be used for brief notes about the customer
or booking.
Agent
Travel Agent Reference - select an agent from the drop down list or leave the
selection blank for a direct booking.
Source
Select the source of booking. This field can be made obligatory. This field is
useful for obtaining statistics on the effectiveness of your marketing.
Non-Agent
Select the source newspaper if this is s reader holiday booking.
Email Address
Clients Email address - this can be made obligatory and should always be
obtained as most clients now have email addresses and they are a cheap
and efficient marketing tool.
Next of Kin Details
Name and contact number to be used to contact relatives in case of an
emergency.
Salutation
Clients first or familiar name - used to personalise documents sent to the
client. For example, for Mr J Smith the salutation might be John. Letters
would then be addressed to "Mr J Smith" but start with "Dear John".
Alternatively they would start "Dear Mr Smith".
No SMS
Tick if client expresses a wish not to receive SMS text messages.
No Mailshots
Tick if client expresses a wish not to receive land mail.
Selecting the Lead Customer
Existing clients, who may have traveled before or perhaps made a brochure request, can be quickly located by
entering the surname in the Lead Name field and using the TAB key to move to the next field. A client
searcher, pre-focussed on the provided surname will be automatically opened. Locate the required client and
double-click in the list to copy the name and address details to the Customer fields.
The preferred method of locating clients is to use the postcode searcher which also supports AFD postcod
lookup software to quickly and accurately find the clients address. When the reserve form opens, it shows the
Customer tab with the data entry cursor positioned on the Postcode field. Enter the clients postcode and click
on the 'coloured flag' - the AFD search button - this will open the Postcode Searcher, see below, pre-positioned
on the postcode provided.
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If the required client is shown in the list, double click to copy the client details into the customer fields of the
booking form. If the client is new to the company, then AFD postcoding products can be used to accurately
locate the address by clicking the coloured AFD search button.
Two AFD products are supported by t3:
· AFD Postcode - this goes to street level - the house name or number has to be added manually.
· AFD Postcode Plus - searched to individual premis level and the house name or number is selected
from a list.
Please note that AFD products are not part of t3 and should be purchased separately and installed on any
workstations where rapid addressing is required.
The t3 AFD search window is shown below
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Postcode or Postcode Plus will find the address - all that has to be done is to enter the clients title, initials and
surname plus the telephone number, and click the Save button
Client details can be manually entered although this runs a risk of inaccuracy which can be costly when
mailing brochures to incorrect addresses.
After the lead customer has been entered, ensure a home telephone contact number and an alternative
number are obtained. Mobile telephone numbers are now supported, these may be required to track down the
customer in the event of a problem or delay on the day of departure.
If the booking is made through a travel agent, use the Travel Agent combo box to select the required agent.
Please note that this booking will then be assigned to the agent, and the agent's commission rates will be
applied to the booking.
A feature is included to track the source of the booking. This can be used to monitor the effectiveness of
advertising campaigns, or to record how the customer found out about the tour i.e. brochure or perhaps
recommendation from another customer. If the customer has traveled before (i.e. comes from the mail list) or
is an agent booking, the lead source will automatically show "From Mail List" or "Agent Booking".
Lead source tracking is a highly desirable feature, but it can be switched off from the Reports Tab of the
Settings Window.
There are fields for brief booking notes – perhaps a special requirement, or to note that the booking has been
made a gift, and that the details should not be forwarded until after a birthday. These notes appear on the
Bookings Summary report, which can be printed from within a tour.
It is good practice to confirm that client records are accurate and up to date - the address and contact details
should be checked with each customer as new reservations are made. This reduces errors and is a good
customer relations exercise - it also allows emergency contact and email details to be obtained, and gives the
client the opportunity of opting out of future mailing campaigns.
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It is a well established fact that the majority of UK residents now have an email address, so always check that
the email address is correctly recorded in t3 as it can be used for low cost marketing of your products using
bulk email campaigns.
Once all the details on the Customer form are correct, click on the Seats tab to move to the next stage of the
process.
4.2
Seats
The second stage in making a reservation is to select coach seats and is performed on the Seats tab, shown
below.
The Seats Tab shows a graphic representation of the coach seat plan, showing the available seats and coach
fixtures such as toilets, stairways and drinks facilities. Occupied seats are represented by a figure sitting in
the seat. Darker (red) figures denote confirmed seats, whilst the lighter (ghost figures) show provisionally
booked passengers. The remaining numbered seats are free to book.
Move the mouse pointer over occupied seats to view the booking reference and name of the passenger in the
display to the left of the seat plan.
To select vacant seats, simply click on them using the left mouse button. As seats are selected they will
show a new passenger icon on the seat plan and appear in the Passenger List below the Seat tab. Seats can
be released by clicking with the RIGHT mouse button the seat icon will return to it is previous vacant state and
the corresponding seated figure will be removed from the Passenger List.
When reserving on Express or Shuttle departures which need charting on both the outward and return journeys,
two seat plans are shown in the Seats tab. The outward seat and then the return seat should be selected for
each passenger in turn. Again this will be clearly shown in passenger list.
t3 supports Unseated passengers for infants who will not occupy a seat, or for self-drive clients who may not
require a coach seat but still need rooms, options and a confirmation. To add one click the button labeled
unseated.
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As seats are picked, they are automatically flagged as Adults - it is possible to change the passenger type at
this point by selecting the required seats from the Passenger List, then right clicking on them. This brings up
a sub menu from which you can select the required type. This feature ensures correct passenger pricing and
is a valuable time saver when making day excursion bookings.
When the required number of seats have been reserved, move on to the next step - selecting accommodation
from the Rooms Tab - unless the reservation is being made on an excursion where accommodation is not
provided. In this case skip to the Options Tab if Tour Options are being offered or, if not, go straight to
Pickups Tab to select a picking up point.
4.3
Rooms
By definition, a tour normally has some form of overnight accommodation. If the reservation is for an excursion
then this tab is not relevant and can be skipped over to the Options tab.
The accommodation or Rooms tab is used to rapidly and graphically assign passengers to rooms, see below.
The accommodation centres (usually hotels) are presented in a tree view, displaying the centre and the
available rooms. To open up a centre, click on the "+" symbol to the left of the centre name, to close down a
centre, to make the window less cluttered when using multiple centre, press the "-" symbol.
Once the desired rooms are visible in the tree view, assignment is a simple matter of dragging seated
passengers from the Passenger List, and dropping them on the required rooms. As confirmation of correct
assignment, the room type will appear in the passenger list against each seat.
Seats can be matched to rooms one by one or, preferably, in blocks by selecting multiple icons from the
passenger list. This is done using one of a number of standard Windows conventions:
1. Point on a blank region of the Passenger List below any item line. Holding down the left mouse
button, drag up and over the items you wish to select – a dotted lasso will help you – ensure that
the lasso covers all the icons you wish to select. The icons will change colour to signify that they
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have been selected. Release the mouse button then click in the centre of any of the seated
passenger icons, and then drag them to the required room type and drop them in the normal
manner.
2. Left click on the first icon then, holding down the shift key on your keyboard, select the last icon –
all in between will be selected and will change colour. Once again, drag and drop all the selected
items into the required rooms.
3. A variant on the above is to select the first item then, whilst holding down the control key, select
each icon in turn. This is the method used to pick individual items, and is the best approach when
assigning groups to differing room types.
Quite often a client will enquire about hotel details as the booking is being made - right click on any room type
to open up the Supplier Information form which shows the hotel name, address and contact details plus
information on the hotels facilities. Where a web address has been entered for the supplier, a Browse Web
Site button will open up an Internet Explorer window on the hotels web site.
Once all passengers are accommodated, proceed to the Options tab (if any tour options are being offered) or
go straight to the Pickups tab to assign picking up details.
4.4
Options
If any tour options have been set up for the tour, these can now be assigned, where required, to the new
reservation. Sometimes it is easier to make the initial reservation without options, then to add options against
individual passengers in the confirmation phase.
Shown below is the Options tab.
Here we show how options are added against selected seats.
First, highlight the required option(s), and then select the passenger(s) in the Passenger List who are to
receive the option. Then click the '<< Add <<' button to transfer the selected option to the highlighted
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passengers - notice that the option cost appears in the Passenger List alongside each person. To remove a
selected option, highlight both the option and the passenger and press the '>> Remove >>' button.
Complex Opt ions
Note that options can be configured as Compulsory or in Mutually Exclusive groups. They can also be
passenger type specific - ie., for adults or children. In this case it is often easier to complete the reservation
without options and to assign them from the passengers tab of the bookings form - this is covered in greater
detail in the next chapter on Bookings.
Further information on tour options and their configuration can be found in the Maintain chapter under Tour
Creation.
4.5
Pickups
The final part of a Reservation is to assign a pickup point for each person. Select the Pickups tab shown
below, to view a list of the available points for both the outward and return journeys (if routes have been
assigned both ways).
Each t3 passenger requires a pickup point. Use the vertical slider to ensure that the required point is visible in
the pickup tree – to view full details for long pickup points, hover the mouse pointer over the point and a tool
tip will appear with the extended wording.
To assign passengers to pickup points, drag seated passenger icons from the Passenger List and drop them
onto the required pickup point. As confirmation of the selection, the pickup point number will appear in the
Passenger List to the right of the accommodation type.
Assignments can be changed by dragging the seated passenger icon to a new pickup point and this will override the previous selection - this is required for split pickups. Remember to use ctrl + click to select multiple
passengers.
When all passengers have a pickup, proceed to the next section to review and complete the process.
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Completing the Reservation
Before clicking the Save button to complete the reservation, a quick check should be made to ensure all the
tabs have been completed properly. Any errors can be corrected at this stage.
When completely satisfied that all data is correct, click the Save button and t3 will attempt to make the
reservation. A series of checks will be made to ensure that certain fields have been completed - including
checks to establish if all passengers have rooms and pickups, that the lead client has telephone contact
numbers and an email address, and that a Booking Lead Source has been selected.
After the preliminary checks, t3 will complete the reservation process, adding the new client to the Customer
File and the Mailing List and creating a new unique Customer Number, blocking off the required seats, rooms
and options, and finally returning a new and unique Booking Reference. The Booking Completed window,
shown below, is displayed on completion of this process and clearly displays the booking reference number,
this should be clearly advised to the customer as it will save time in the future if the customer quotes it in all
future enquiries, correspondence and payments.
The Reservation has now been completed and can be left as a provisional booking by selecting Booking Done,
or click Confirm Now to proceed with the next step of confirming the booking and taking payment from the
customer.
If the customer wishes to make another follow-on booking, select the Make Another button and select the next
tour - the Reserve Customer tab will then be pre-populated with the clients details.
5
Bookings
In the last section we described the process of making a Reservation - or in other words,
making a Provisional Booking.This section explores how bookings are confirmed, and
amended.
Note that bookings can be made by clients and travel agents using Webres - the world
class e-commerce web system from Roeville. By their very nature, Webres bookings will
be confirmed, however they are still orders from customers and should still be checked for
accuracy and to pick up on any client narratives.
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There are three ways to open a booking:
· From Reserve - When a reservation has been made, the final dialog advises the Booking reference and
invites the operator to immediately confirm the booking.
· From the main t3 Menu - Clicking on the Booking button on the main t3 menu opens
the Booking window. Opened this way, the form always opens on the last booking to be
made by any t3 user.
· From within a tour - Bookings can be opened by double-clicking on a line in the
Bookings List of the the Bookings tab within a tour - see the next section on Tours.
This is the ideal way of working with bookings from within a tour.
The booking window is shown below:
The booking window has its own toolbar and menu items (including booking transfer and
cancellation handling), plus a selection of buttons at the bottom of the form. These
controls are all available from any of the four tabs, enabling payments to be made or
confirmations to be printed irrespective of the currently selected tab. The button functions
are as follows:
Control
Save
Saves any changes made to the lead client tab.
Edit
Enable changes to be made to the lead client tab.
Print
Print confirmations and invoices - see later in this section.
Payment
Record a payment on the current booking.
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History
Opens the clients record in the Mail List table and shows any history of
bookings and enquiries.
Reference Search
Enter a booking reference (excluding the lead digit) to open the booking.
Close
Close the Booking Form - will prompt to save any changes made.
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A pricing and payment summary are shown in the upper right of the form, and various
coloured "flags" appear to alert users if the booking is cancelled, payment is overdue etc.
5.1
Finding the right booking
Locating the right booking
When the Booking form opens the cursor is always located in the reference field located
just to the side of the Close button in the bottom right. To move the form onto a different
booking, enter the digits of the booking reference. Please note that the lead letter is
already shown on the booking form and should not be typed (if the system is configured to
manage multiple prefix letters, as in the above image, then the correct letter will need to
be selected
If the reference for a particular clients booking is not known, click on the Go To button on
the windows toolbar, this will open a Booking Finder as shown below.
The booking finder of t3 provides standard and advanced searching facilities, the standard relies on the
reference number being known, while the advanced provides powerful filtering capabilities.
For a standard search enter the digits (not the lead letter) of a booking reference (once again if the system is
configured to use multiple prefix letters the correct one will have to be selected), and the searcher will drill
down as the digits are typed. Double click the entry in the list to return to the booking window with the desired
booking open.
The advanced search provides a means to locate a booking on based on a number of criteria. The normal
reference search is included along side surname, postcode, tour destination (will search for the entered word in
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the tour title) as well as tours departing within a specified date range or belonging to selected categories.
Once the required booking has been located it is loaded as above by double clicking.
5.2
Customer
The Customer tab, shown below, shows details of the Lead Client plus a summary of general booking
information.
Note that all new t3 bookings are classed as Provisional until a payment has been made, at which point the
status becomes Confirmed. Web bookings are different in that they will already have a client payment unless
they have been made by a travel agent with a credit account. All web bookings have a status of Web
Unchecked - this indicates that they are pending a manual check to ensure that the booking is correct, and
that the customer has not made any requests which can't be provided.
The customers name, address, contact details and brief notes can be amended from this tab. Note that the
SAVE button on the Booking form has to be clicked to save any changes made. Client contact changes can
be saved to the lead clients's record in the t3 mailing list, and copied into any other bookings for this client, by
following the appropriate prompts.
Controls on the customer tab are as follows.
Lead Customer
Name
Name of the customer making - and responsible for all passengers on - the
booking.
Address
Address of the lead client. Note that this can be amended and optionally
saved to the t3 Mailing List table. However the name and address can be
different from the Mailing List record - this is useful if the customer wants
confirmations and tickets to be sent to an alternative address.
Postcode
Lead clients postcode - this should always be used and will help to look up
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the lead client.
Telephone Day/Eve
Mobile Telephone
Always try to obtain a contact number for each client - these numbers can be
shown on pickup lists and customer manifests if required. They are
extremely useful for drivers and tour managers on the day of departure.
Email
Email address of the client. This information cannot be edited from the
booking only from the mail list entry for the client.
Email Preferred
If the client has a valid email address check this to set the default
mechanism for sending out confirmations as email. The email capabilities of
t3 must be enabled and configured for this functionality to work correctly.
General
Information
Status
Current Booking Status - this can be changed manually if necessary, for
example after checking the details of Web Unchecked bookings. Cancelled
bookings can be revived by changing the status to Provisional and re-adding
passengers
N/R - New Request
(Brochure)
Time saving feature to add a brochure request for the current client.
Info - Further Tour
Information
Shows tour notes and itinerary (if provided).
Paper - Assign Newspaper
Select or change a newspaper assigned for Reader Holiday bookings.
Accommodation
Brief details of the chosen hotel and board basis. For information only.
Passengers and Booked
By
Shows passenger count and details of reservation operator. For information
only.
FSA Sales Script
A checkbox to confirm that the booking operator has recited the official FSA
script.
Source of Booking
Select or change the source of this booking - configured through Maintain/
Source.
Additional Charges
This is a description and optional price for an ad-hoc charge to the booking.
It is only here for compatibility purposes - ad-hoc charges should now be
added from the Options tab.
Lead Client Notes
Two brief client narratives. These are in addition to the unlimited notes
obtained by clicking the Notes button on the Booking Form toolbar.
Ticket or Pass Ref.
Useful for recording ticket numbers from manual ticket books used by
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booking agents for day excursions. These references are shown on agent
statements.
Conf/Invs Printed
5.3
Shows the number of confirmations which have been printed for this booking.
Passengers
The Passengers tab, see below, is extremely important as it is the place where the names and requirements
of individual passengers are entered and amended. It is a complex form showing a great and varied amount of
detail.
The main part of this tab is taken up by the passenger list which shows all passengers on the booking, these
may be seated or unseated. It displays the names, seat numbers, pricing, accommodation and other important
details in its many columns. Sliding the horizontal scrollbar to the right can reveal even more columns,
including some with check-boxes for selection of passenger options including tickets, entrances and
accommodation extras.
As passengers are highlighted in the list, their pickup details, accommodation and pickup requests, and their
selected options are all summarised in the detail boxes beneath. Double-clicking a passenger opens up a
passenger edit dialog. Right-mouse clicking a passenger allows for the editing of home pickup information.
These are explained in the Amending Passenger Details later in this section.
Finally there is a group of buttons at the bottom right of the form for controlling the adding and deleting of
passengers, working with accommodation at the booking level, and for assigning passenger options.
All these featured are covered in detail in this section.
Pickup Detail
Outward Pickup
Pickup time (if assigned), Pickup Point and Place.
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Special Request
Non-guaranteed requests as selected in the Passenger Edit form - intended
for accommodation - this note will be printed on hotel rooming lists.
Coach Request
Coaching request as selected in the Passenger Edit form - this note will be
printed on pickup lists.
Passenger Options
Options and Passenger
Insurance
Passenger level options are summarised in this list - note that these options
are assigned to individual passengers using the check boxes in the righthand columns of the Passenger List. Passenger Insurance selected on the
Passenger Edit form is also listed here.
Buttons
Change Seat
Click to open a seat swap tool, see later section for operation.
Option View
This button causes the Passenger List to reveal Passenger Options details
(for tours where options have been set up). The options can then be
selected on a per-passenger basis by ticking the check boxes. See Tour
options later in this section.
Add Pax
Allows additional passengers to be added to the booking.
1. Click the A dd P ax button – a Seat Picker appears and you are invited to
select seats in exactly the same way as for a new reservation. As seats are
picked, you will see the new passengers appearing on the Passenger List
View in the background.
2. Click the Clos e button on the seat picker when all the new seats have
been assigned.
Not e Accommodation should be added using the Accommodation Stack.
Remove Pax
Removes any passengers selected in the passenger list. Multiple
passengers can be selected using the CTRL or SHIFT keys. Note that
accommodation should be removed prior to removing passengers.
Accomodation Stack
Allows accommodation to be adjusted in a safe way, avoiding possible loss
of rooms to other users. See Amending Accommodation later in this
section.
Reclaim Room
Reclaim rooms from selected passengers - the rooms are placed on the
Accommodation Stack - see Amending Accommodation later in this section.
Issue Loyalty Points
Issue loyalty points based on the configured amount in tour settings. Only
available when the loyalty club feature is enabled.
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Void Loyalty Points
5.3.1
Void any issued loyalty points. Only available when the loyalty club feature
is enabled.
Amending Passenger Details
To amend the detail of a passenger, double-click in the passenger list, to open the Passenger Edit Window as
shown below:
Most of the details for an individual passenger can be amended using this form. Note that there is a similar
form for amending home-pickup details - this is invoked by right-clicking on a single passenger or any number
of passengers selected in the Passenger List. Once the required changes have been made, click Save to
save the changes and close the form - clicking close abandons any changes.
Note the Apply To All check boxes at the bottom of the edit form provide a rapid means to allow certain
changes to be copied to all other people on this booking -- this very useful for applying bulk changes to group
bookings.
The control operations are as follows:
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Passenger
Name
Passengers title, initials and surname,
Type
Passenger type - Adult, Child, Pensioner/Concession or other. Special can
be used for staff or other discounted fares.
Nationality
Nationality - usually required for tours operating outside the UK Mainland.
DOB (Date Of Birth)
Passengers date of birth.
Passport and Expiry Date
Passport number and passport expiry date for tours operating outside the UK
Mainland. Note that passports should be valid for at least 6 months from the
tour departure date.
Emergency
Passenger emergency contact name and contact details.
Travel Club
Travel club membership number, click the Check button to validate the
reference provided.
Check
Check travel club reference number, see above.
Pickup Points
Outward
Outward pickup place and time.
Return
Return pickup place and time
Home Pickup
Check to flag the passenger as requiring a home pickup. Please see later
section for further details.
Accommodation
Type
Accommodation type - as selected when the booking was made. This can
be changed by using the Accommodation Stack feature as described in
Amending Accommodation.
Supplement (Suppt)
Accommodation supplement - this is automatically assigned when rooms are
chosen, but can be over-ridden by users with authority,
Group
Grouping to control how passengers appear on the rooming list. It can be
used for absolute room numbers, in which case the rooming list will group
people into the correct room numbers.
Seat Lock
Check this box to prevent other users from amending the passenger seat
number. This can be used for people who must have a specified seating
location and should never be moved.
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Pricing
Basic Cost
Basic holiday cost.
Newpaper Commission
(NP Com)
Newspaper commission value for reader holiday bookings. This can be overridden for staff concessions etc.
Insurance
Insure Button
Click to add Comprehensive Insurance cover.
Premium
Insurance Premium - taken from the Insurance Rate Table.
Booked Date
Date when insurance was added for the selected passenger.
Certificate Number
Optional insurance certificate reference.
Own Insurance
Client's own policy details if not taking comprehensive insurance cover.
Notes
Hotel
Details for inclusion on rooming lists - can be typed or selected from the drop
down list.
Coach
Details for inclusion on pickup lists - can be typed or selected from the drop
down list.
Dining
Available for cruise meal sitting if the tour has been configured for Cruise
Requirements.
Memberships
Used for notes and references for 3rd party affiliations and memberships.
Apply To All
Insurance
Apply the current insurance status to all passengers on this booking - ie.,
insure or uninsure.
Own Insurance
Apply the provided own insurance details to all passengers on this booking.
Certificate Number
Apply the insurance certificate number to all passengers on this booking.
Basic Price
Apply the basic selling price to all passengers on this booking.
Pickup Point
Apply the current pickup point to all passengers on this booking.
Other Controls
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Save Button
Save changes and close the Edit Form.
Close Button
Close the Edit Form without saving changes.
5.3.2
137
Amending Accommodation
To amend the accommodation assigned to passengers open the Accommodation Stack window by clicking
the Accom Stack button on the passenger tab of the booking window. The stack window can be seen below.
The stack is a mechanism for manipulating accommodation from the tour resources, and allocating it to
passengers and is essential to the accommodation integrity of the t3 system.
Adding Accommodation
The basic idea is to take rooms from stock and to assign them to individual passengers. To achieve this, first
select the required room style in the pane on the left, then press the ->> button to transfer ONE item to the
stack, the pane on the right. This will show the capacity and price properties of each room style added.
Continue until all required rooms have been added to the stack, any unwanted rooms can be returned to stock
using the <<- button.
To assign a room to passengers highlight the required room in the stack and press the Allocate Rooms button.
The process allocates rooms to passengers without rooms in seat number order - you will be prompted to
confirm each assignment in turn.
With a little practice, this process is extremely simple but powerful. Do not forget to assign ALL the
accommodation to passengers. Releasing part assigned rooms will knock out the accommodation counters –
releasing half a twin room is the same as assigning the room for single occupancy and will distort the twin
room stocks if done unintentionally!
Removing Accommodation
To remove rooms from individual passengers, simply select them in the Passenger List and press the Remove
Accom button. The rooms removed in this way will be returned to the stack and prevents them from being
returned to stock and possibly being re-sold by other users in multi-user systems. From here they may be
returned to stock if not required using the <<-- button.
The stack gives t3 users absolute control of all room re-assignments, but it is essential that unsold rooms are
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returned to tour stock before closing the booking. Failure to do so will result in rooms being lost and availability
figures being inaccurate.
5.4
Tour Options
Tour Options allow pre-defined items to be assigned to bookings either at the booking level or the individual
passenger level, depending on the item type. For further information on the classes of Tour Options and how
they are defined, refer to Options in Tour Creation in the Maintain chapter.
Options which are bound to passengers - such as additional insurance or entrance tickets - are assigned by
checking boxes in the passenger tab of the Booking form as shown below. Clicking the Option View button
filters the list to show the client names and option types. Alternatively slide the horizontal scroll bar to reveal
the option check boxes.
Shown below is the passenger tab after with the option view selected.
Note that grouped options are shown with colour coding, these can also be configured as mutually exclusive
options meaning that only one item from the group can be assigned to a passenger, t3 will inform the user if an
attempt to select more than one option from such a group is made.
As options are assigned the booking price is automatically recalculated. The passenger options are also
summarised on the Tour Options tab of the booking as shown below.
Options can be defined as per-booking options (not being per passenger) and can be assigned from the tour
options tab, shown below, to the booking by highlighting in the Stock Options list and pressing the << To
Booking << button. Options which are mutually exclusive can only be assigned once, otherwise they can be
assigned multiple times if required. Conversely per-booking options are removed by highlighting them in the
Options Included list and pressing the >> Remove >> button. Booking options can also be grouped and also
show in colour coded groups.
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In addition to pre-defined options, ad-hoc items can also be added to a booking. This is the method t3 uses
automatically to assign cancellation charges and card handling charges to bookings. To add a non-stock
option, press the Ad Hoc option button and carefully complete the fields on the window shown below.
.
The controls for adding an ad-hoc option, or indeed editing an existing booking options are
Control
Qty
Quantity Required - this cannot be zero.
Description
Option Description - this must be completed.
Pax Type
Select passenger type from the drop down list.
Pax No
Indicates the number of passengers covered by the option.
Option Type
Select from list - Accommodation, Cancellation Charge, Extra, Insurance,
Room Type or Ticket. This is important and determines how the option is
dealt with by t28.
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Sell Price
Individual selling price
Total
Calculated Total Price (Sell price x Quantity)
Commission Band
Travel Agent commission band - A, B or C. Determines commission allowed
to agent.
Commission VAT
Check if the commission is to include VAT.
Commission - Rate %
Commission percentage Rate.
Commission - Fixed Sum
Commission fixed sum - if percentage is not used.
Accommodation Nights
Nights duration for Accommodation type options.
Accommodation Buy Rate
Per person buy rate for Accommodation type options.
Save Button
Save changes and close.
Cancel Button
Close without saving changes.
5.5
Financial
The pricing information show in the top right of the Booking Form is a summary of the booking value, less
agent commission and any payments received. leaving the balance due from the client. While this is
sufficient for most needs, there are occasions when a more detailed overview is required. The financial tab,
shown below, groups together all this information plus has a number of useful controls and over-rides.
It is strongly recommended that supervisors become familiar with the Financial tab as it can answer many
questions, especially where travel agent bookings are concerned.
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There are buttons to open transaction browsers showing the history of payments and the audit trail of
activities.
Although most of the figures are for information only, it is possible to change the agent commission and VAT
rate figures if required. Where bookings are for reader holidays, the commission rates must be changed from
the Passenger Edit form - see Amending Passenger Details for further details.
The controls of the Financial Tab are as follows:
Commis s ion Det ails
Total NonCommissionable Items
Total of booking items which are exempt of any agent commission
(Commission None).
Total Commissionable
Items
Total of booking items which are commissionable.
Commission Rates %
Commission Bands type A, B and C - as set up in Agent Maintenance.
Net Commission
Nett commission - based on the breakdown of items at bands A, B and C.
VAT Rate
VAT rate at the time the booking was made.
VAT
Amount of VAT on agents commission.
Cos t Det ails
Total Cost
Gross cost of booking.
Less Agent Commission
Agents commission including VAT.
Less Deposits
Amount already received by the company - this does not include money held
by the agent.
Balance Outstanding
Balance due - as shown in the financial summary at the top of the booking
form.
Pay Trace Button
Shows a list of POSTED payments received against this booking.
Ins uranc e
Details of current adult, child and OAP prices are listed for information.
Gross Premium
Value of Comprehensive passenger insurance - excludes any insurance type
options.
Amount Received
Value of premiums received - from the payment analysis - see payments
section.
Date Declared
No longer used
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Trav el A gent
Newspaper
Newspaper code for Reader Holiday booking commissions, this is editable.
Agent Reference
Travel agent reference.
Basic Commission Rate
Base Commission Rate - band A as set up in Agent Maintenance
Fixed Commission
Fixed passenger commission - over-rides values calculated from bands A to
C, this may be edited if required.
Direct Booking Button
Converts the booking from Agent to Direct, adjusting commissions and
Agent Sales figures.
Change Agent Button
Converts the booking from Direct to Agent, or re-assigns it from one agent to
another.
Date Ticket Printed
Date tickets or travel documents were issued.
Number of Letters Sent
Number of standard letters printed. See Transaction Button for log, this may
be edited.
Transactions Button
Log of major transactions which have taken place on this booking since it
was made.
Reprint
Reprint confirmations form the PDF copies produced and stored by t3.
5.6
Payments
t3 allows payments to be applied to bookings in full or in installments. To enter a payment, press the Payment
Button on the Booking form to display the payment window as shown below.
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Great care should be taken when entering the payment details. Note that the Nett Amount field has focus so it
is usually sufficient to simply type the payment amount, and then select the appropriate payment method from
the list of buttons on the right.
The Calc button calculates the amount expected from the client, taking into consideration the balance
payment dates and and travel insurance on the booking. Where payment is made by card t3 supports the
addition of charges, usually a percentage for credit cards and a fixed amount for debit cards, and uses an
internal IIN (Issuer Identification Number) lookup table, to determine the card type and hence the charge. Card
charges are automatically added to the nett amount required. Click the Save button to save the payment and
update the booking.
If real-time card processing is enabled, as in the above image where Wirecard EFT facilities are configured, t3
will interact with the remote card handling service and respond with an Authorisation Code. The payment can
then be accepted or rejected. Please note that other responses may be seen from time to time, especially if
there are issues with the internet connection or the banking system.
In the event of a problem card or a suspected fraudulent transaction, there could be a message to call the
Merchant Helpdesk on a special number and follow their instructions.
When the internet is slow or during times of exceptionally high demand, the service can time out. If this
happens after receipt of an Authorisation Code it is essential that the user waits a few moments and re-tries
the transaction to limit the possibility of funds being inadvertently pre-authorised multiple times on the
customers card.
Control
Nett Amount
Amount client wishes to pay - may be modified by card charges.
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No Card Charge/Card Charge
(with rate)
Card Charge - can be over-ridden. When no card charge is calculated
the former heading is displayed.
Total Charge
Calculated total payment.
Calc Button
Suggest payment amounts from terms of trading settings.
Tour Cost
Tour element of payment.
Insurance
Travel insurance element of payment.
Travel Club
Travel Club element of payment.
Payment Date
Date payment was received.
Payment Method
Select required payment method form the provided drop down list - use
Suspense if payment is not a bankable type. Some controls (see card
charge) may vary in function for different methods.
Card Number/Reason/Notes
Card PAN number, supporting reason note for Suspense payments or
note.
Issue Date
Card issue date as seen on Debit card in the form MMYY - January
2010 would be 0110
Issue Number
Issue number as seen on Debit cards.
Expires
Expiry date in the form MMYY - January 2010 would be 0110
CV2 Number
Cardholder Verification number from signature strip on reverse of card (3
or 4 digits).
Cardholder Details
Ensure cardholder address matches lead client address for the booking.
Trust Account Refund
Check for a Refund - refunds are recorded separately on the Cash
Daybook report. Pleas note that this is to signify trust account refunds
only, normal refunds may be processed without this being checked.
Save Button
Process payment and update the booking financials.
Cancel Button
Abandon changes and close.
In the event that a refund is required it should be posted through the Payment system as a negative amount.
Note, however, that credit card refunds cannot be issued for amounts greater than the original payment and
the exact mechanism of refunding will depend on the EFT mechanism enabled.
Holiday Vouchers and posting error corrections should be posted using the Suspense payment type, with a
short explanation in the Notes field (this field would be the Card number if it were a card payment). If a
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payment had been made against the wrong customer, post the negative payment through suspense, then post
it again correctly. Ensure that a Supervisor edits the incorrect payment in the cash daybook, transferring it to
Suspense and noting it accordingly. This will ensure that the cash daybook balances fully each day.
WARNING: Take care when refunding to ensure that the payment split is handled correctly or you could have
problems in reconciling the cash daybook. Please call Roeville Support if you are having problems with this,
and a technician will help you resolve the issue.
5.7
Printing confirmations
Once a booking has been confirmed it is the usual practice to confirm it in writing to the customer. t3 has a
range of standard confirmation/invoice document layouts and special custom formats can be created to use
operators own letterheads.
Press the Print Button to open the Booking Printout dialog, shown below.
The controls and function are described below
Document Heading and Messages
Document
Title for confirmation document, select an alternative if required.
Message 1
Confirmation document message 1 of 2, type the required message or select
from the predefined items available.
Message 2
Confirmation document message 2 of 2, type the required message or select
from the predefined items available.
Action
Preview then Print
Preview on screen, may then be printed if required.
Preview then Email
Preview on screen with the further option to email as an attachment direct to
the client or agent (only available if the client has a valid email address).
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Print without Preview
Print without preview.
Save to Batch Print
Save to queue for later batch printing. Current request and messages replace
any previous request in the queue.
Documents
Enclosure Documents
Print optional excursion list, automatically ticked for first copy (only shown
when an enclosure document is defined).
Tour Itinerary
Print tour itinerary, automatically ticked for first copy (only shown when a
tour itinerary is specified).
Customer Copy
Print customer copy in the case of an agent booking (only shown when an
agent booking is to be printed).
Agent Copy
Print agent copy in the case of an agent booking (only shown when an agent
booking is to be printed).
ATOL Certificate
Issue and print ATOL certificate (only shown when a flight option is defined
on the tour and taken by the customer).
Options
Group Copy
Print booking summary layout - usually used for groups.
Show Pickups
Show pickup times and places.
Balance Due Over-ride
Enter an amount to show as an override to the current booking balance due.
Buttons
OK
generate the document.
Cancel
Abandon print and close dialog form.
5.8
Client History
It is often useful to know more details about a client from within a booking and this can be viewed by pressing
the History button to open the Customer History window shown below.
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The window is divided into three tabs each of which provides information regarding the clients history, they are
· Travel - provides details of all booking made by the client, including those which were subsequently
cancelled.
· Enquiry - provides details of brochure enquiries.
· Agent - provides details of all agents via which the client has booked.
5.9
Cancellations
Cancellations of bookings is a complicated process that involves a number of different aspects of t3, for this
reason it is given whole section to itself.
Please refer to the Cancellations section later in this document.
5.10 Transfers
t3 supports the transfer of bookings from one tour to another using the transfer feature. This is a much easier
process than cancelling from one tour and re-booking on another and has the advantage of retaining the
original Booking Reference Number and it's history of transactions and payments.
There are some important considerations before using transfer:
· Transfers can only be made where sufficient seats and accommodation are available one the new
tour.
· Matching Pickup points might be unavailable or unsuitable.
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·
·
·
·
Tour Options might be different between the start and end tours.
The tours might well be different durations and start on differing days.
Passengers might be insured and the insurer most certainly needs to know about the changes.
The prices of the start and end tours could be different, and who stands the difference.
All these are handled by the transfer process but with differing degrees of automation. t3 prompts for operator
decisions along the way, but certain resources - particularly the booking options - might have to be manually
removed prior to transfer and be re-assigned afterwards.
In any event, it is always good practice to print a confirmation before starting the transfer, using it as a
reference to check the booking after the transfer has been completed.
Before starting the transfer, any tour options should be removed from the booking. Select the passenger tab,
click the Options View button and ensure all passenger options are unchecked. This returns all options to
stock.
The transfer feature is not shown on the Booking window toolbar so as not to invite operators to experiment.
Transfer Tours can be found on the Edit pull-down menu, and the transfer Form, shown below, offers brief
details of the process and confirms the tour reference, tour title and departure date of the original tour for the
current booking. The user can then click the Select Tour button to choose the new destination tour for the
outbound journey.
Once the correct receiving tours are shown, click the Transfer button to start the process. You will be
informed if insurance has been removed - this will need to be added back for the appropriate passengers. t3
will add removed insurance to the Insurance Alterations file so it can be reversed out of the next declaration.
As passengers are re-insured, they will be recorded as new business on the next insurance declaration, for the
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correct premium, dates and geographic region.
Once the seats and accommodation have been moved to the new tour, the following message is displayed.
The booking should now be checked to ensure the pricing, pickup points and options are all correct. Insurance
should also be re-assigned to those passenger who require it.
Note that Transfer will attempt to assign the same seat numbers but where this is not possible, the next
available seats will be allocated. This might require that passengers have to be moved manually using the
seat swap tools provided.
5.11 Tools
On top of the more commonly used tools found on the booking window toolbar t3 also provides a number of
useful features on the main window drop down menus when the booking window is active. The edit menu
shown below houses a number of tools, each of which will be detailed
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5.11.1 Booking Navigation
There are a variety of means of navigating bookings available to the user, these can be found on the window
toolbar and also the Edit drop down menu, as illustrated below.
The functions of the controls are as follows.
Control
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First
Go to the first (earliest) booking on the system
Back (<- Tour toolbar
button)
Skip to the previous booking on the same tour as the current booking.
Previous
Skip to the previous booking based on booking reference number.
Next
Skip to the next booking based on booking reference number.
Fwd (-> Tour toolbar
button)
Skip to the next booking on the same tour as the current booking.
Last
Go to the last (most recent) booking on the system.
Find (Goto toolbar button)
Click to open the booking finder to search in a variety of ways.
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5.11.2 Option Status
The booking on option date is a simple marker on the booking marking it still applicable and that it should not
be removed prior to the specified date even if it is not confirmed.
To mark a booking as On Option select Booking Option Status on the booking edit menu to display the
Booking Option date window, as shown below.
To place a booking on option click the "Tick for booking on option" checkbox and set the date as needed. The
user is required to enter their reference before the status can be changed.
Removing the on option status follows the same process but with the on option setting being unticked.
5.11.3 Change Hotel
Although tour departures in t3 can be configured with one or more accommodation centres a booking can only
utilise one, all rooms allocated to a booking must be from the same hotel. Due to this fact it is sometimes
necessary to alter the hotel with which a booking is associated and t3 provides a tool for just this situation.
In order to change the hotel selection the user must first have removed all rooms from passengers for the old
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hotel and returned them to stock via the accommodation stack window (see the Amending Accommodation
section). When this has been done selecting the Change Hotel menu entry on the Edit menu will display the
Change Hotel window shown below.
Simply select the required hotel and click change. Clicking Cancel will stop the process with no change being
made.
5.11.4 Redeem Voucher
To redeem a voucher against a booking select Redeem Voucher from the booking edit menu, for further
information please consult the Vouchers section of this document.
5.11.5 Buy Insurance
The Buy Insurance tool, which can be found on the Edit menu of the booking window is a short cut to making a
sundry sale. Selecting this tool will open the the Sundry Sales window on a new sale which is already linked
to the current booking with the customer already selected.
5.11.6 Issue ATOL Certificate
When a booking has a tour option of the type flight it is necessary to produce an ATOL (Air Traffic Organisers
Licence) certificate, t3 has the ability to issue and print these documents.
To issue and print an ATOL certificate select Issue ATOL Certificate from the booking window Edit menu, t3
will check to see that a certificate should be printed (i.e. the booking has a flight option) before printing the
certificate.
5.11.7 Read FSA Script
Although t3 will generally automatically display an FSA script window when required it may sometimes be
necessary to access the script at other times. When this is required select Read FSA Script from the booking
edit menu to display the configured script and optionally flag it as read against the booking.
5.11.8 View Tour
It is often desirable to access the details of the tour on which a booking is made, the user could open the tour
browser and search for the tour however a much quicker means is to select View Tour from the booking Edit
menu.
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5.11.9 View Client Details
It is often desirable to access the customers full mail list details associated with a booking, the user could
open the marketing window and search for the customer however a much quicker means is to select View
Client Details from the booking Edit menu.
6
Tours
This topic explains how to use the Tour Finder to locate individual tours to work with them. We look in detail at
locating tours, viewing passengers, bookings and pickup routes before going on to study tour reporting and
modifying tour settings. The navigation buttons on the toolbar make this a powerful tool for panning through
tours in date or tour reference order, checking availability, seat plans, bookings (including provisional or those
with outstanding balances) and pickup details.
The creation of new tours is covered in the topic Tour Creation in the maintenance section of this
documentation.
To open a tour it needs to be located using the Tour Finder, see the previous section of this manual. The tour
finder provides an overview of each tour in an easy to understand format, but when further detail or tour reports
are required, the Tour Form has to be opened. Locate the required tour in the tour finder and double click to
open the tour window, shown below.
The tour window groups all the details of a tour into one comprehensive location with a set of tabs and its own
tool bar. The caption at the top of the form confirms the tour code, description, and departure date, and the
first tab, the Tour Tab, shows an overview of general tour information.
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In addition to the features on the toolbar there is a great amount of additional functionality to be found in the
Tour Form's Pull Down menu's. This chapter walks through the controls on each tab, followed by an overview
of the toolbar functions.
Toolbar Buttons
This is just a brief overview - the featured are covered in depth later in this
chapter.
<< First and Last >>
Skip to the first or the last tour on the system (in Tour Reference Order)
Date <- and Date ->
Skip to the previous tour or the next tour in date order.
<< Back and Next >>
Skip to the previous tour or the next tour in tour reference order.
Refresh
Force a refresh of the Tour Form Tabs - use this after changing tour settings
to give an up to date view of all data and settings.
Search
Opens a basic finder to enable quick navigation to alternative tours.
Options
View and amend the additional Booking Options which are available for
clients booked on this tour. These can include entrance tickets, insurances,
room/cabin upgrades and discounts. See Global Options in Maintain for
instructions on creating system wide options.
Reports
View and run reports relating to this tour. T28 has a wide variety of reports
and these are covered in detail later in this chapter.
Notes
View and amend free-form notes on this tour.
Services
View and amend Tour Services - these include ferries, coach operators, tour
guides, and tour managers. There is also a section to supply ATOL text for
flight bound tours and individual tour itineraries can be assigned.
Settings
View and amend the detailed settings which were entered when the tour was
created.
Tour Form Buttons
Save
Saves any changes made to the Tour Memo and Ticket Note.
Edit
Enable changes to be made to the Tour Memo and Ticket Note.
Web Page
Opens an internet browser direct onto the Webres itinerary page for this tour.
The button is only visible if the tour has been linked to Webres.
New Booking
Allows a booking to be made on this tour without having to search through
the Tour Finder. This feature is helpful when bulk loading bookings onto the
same tour.
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Close the Booking Form - will prompt to save any changes made.
Categories and Status Messages
Tour Type - F3
This is the first of two t our c at egories - these are used to filter the tour
and are used in many t28 reports. They also carry through bookings into the
customer history and are extremely helpful when making mailing list
extracts.
Theme - F3
This is the second of two t our c at egories .
Status Messages
Various status messages appear on the Tour Form to indicate that the tour
has been Cancelled, is On Option or is in any number of various other
states..
The tour window is divided into four tabs which will now be described in detail.
6.1
Tour
The Tour tab, shown below, offers a general overview of the tour, showing tour notes, general pricing,
summary statistics and accommodation pricing/availability. Users with sufficient rights can amend
accommodation by double-clicking on the Accommodation tree-view control in the Accommodation group.
Control
Tour Memo
Basic four lines of tour notes - these appear on certain reports and are
prominent in the Reserve process for users making new bookings. There are
more detailed tour notes and free-form itineraries can also be added to tours,
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so the four-line note is only intended for headline items.
Additional Information
Brief status information including the tour type, number of seats available,
tour duration and an indication of the last rooming list to be produced for the
hotel.
Waitlist
Click this button to display the Waitlist window to view clients who have
attempted to book on this tour (only visible if there are clients on the waitlist
for this specific tour). The button appears as shown below.
General Information
This is a list of the number of people of each class (adult/child/senior)
booked on the tour, numbers with comprehensive insurance, and an overview
of option prices and numbers booked. There are Tour reports which show
this information in greater detail.
Accommodation
The Accommodation List-view control shows the accommodation centres in
use on the tour (Note these are destination centres and NOT overnight hotels
for progressive tours). If there are overnight hotels, these are shown simply
as "+ Overnights" against the centre name. The list view also shows the
following details:
· Rooms available.
· Adult selling price (Including supplement).
· Room Supplement (per person).
· Accommodation Description - Short Form.
Note Accommodation Categories can be used to describe extended room
types if required.
Right click on the Accommodation List-view to open up the Acommodation
Information form, which shows centre details including address, contact
information and notes detailling the centre's facilities. This information is all
entered against Accommodation Suppliers in the Suppliers section of the
Maintain Toolbar.
To edit the accommodation details, double click on a row of the
Accommodation List-view - this will open the Accommodation Edit Form.
This is described in more detail in the next section
Ticket Note
The Ticket Note is printed on all confirmations and client tickets (unless
specifically removed from the ticket layout.) It is intended to convey final
bullet points such as "Your Driver's Name is Andrew" - or "A valid passport is
required for this tour"
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Account number and booking reference for a coach operator assigned to the
tour. See the Tour Services button for details on assigning coach operators.
Note that t28 can automatically reserve coaches in the Roeville PH2 Coach
Hire and Contract Booking software. In this case, the Coaching Group
confirms the account reference and the booking reference for the autobooked coach element.
6.1.1
Amending Accommodation
Accommodation can be maintained by any user with sufficient access rights, by double-clicking on the
Accommodation tree tour tab. This will display the Accommodation Edit window as shown below.
It is important to appreciate how this operates for tours which pool accommodation stocks. Normally the
accommodation shown is that for selected tour. However, if the selected tour shares rooms with another tour
running on the same date, the accommodation will be that of the master tour. Always check tour reference on
the caption bar of the Accommodation Edit form.
The Edit Form shows all the accommodation centres on the tour but again it has to be made clear that these
are the possible destination hotels on the tour - they are not to be confused with overnight hotels as used on
progressive tours.
All aspects of accommodation can be changed, more centres can be added, hotels, meal basis, selling rates
and room stocks can be amended. Please note that room types and beds should never be removed or have
their types/beds changed if rooms of that type have already been sold.
It is quite acceptable to revise room stocks if additional rooms obtained or released in agreement with the
hotel.
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Note that the terms Centre, Hotel and Accommodation are used interchangeably here and depend on the
nature of the tour.
The various controls of the accommodation edit window are described below.
A c c ommodat ion
Cent res
This is a Tree-view of all the centres on the tour, and shows the room types
available at each centres. To open up the Tree, simply click on the + sign to
the left of the Hotel Icon.
Add Centre
Add a new centre to the tour - up to a maximum of NINE centres. Please
note that these are not consecutive hotels on a tour - they are alternatives.
Remove Centre
Remove an existing centre from a tour. NOTE: Never remove a centre if
passengers are already booked to use it..
Cent re Det ails
Account Ref.
Hotel supplier account reference. Select accommodation supplier account
using the search button - this will insert the account reference and hotel
name.
Note that changing an accommodation supplier will cause a note to be
registered in the tours Changes Log and this will be prominent to users
making new reservations.
Name
Hotel Name - if accommodation has not been booked, then the centre name
can be manually entered.
Arrive Date
Date of arrival at the main hotel - this might be different to the tour departure
date if overnight stays are taken on the journey.
Basis
Board Basis - select from the drop down list. Different types of board basis
can be created in the Meal Basis group of Categories off the Maintain
Toolbar.
Nights
Nights in the hotel - this can be different from the tour duration if overnights
are used.
Tarrif
This is a discontinued price table used for express service accommodation
and is left in for compatibility with earlier versions of t28.
Final Rooming List
Checked if a final rooming list has been printed. New bookings can't be
made on a tour once it has been finalised since hotels will often release
unsold rooms once they have a final rooming list.
The tour can always be put back on sale by unchecking this box, but this
should only be done if room stocks are guaranteed - it is often necessary to
adjust the room stocks at this time.
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Adult/Child/Senior Rates
The basic selling price for adults, seniors and children at the selected
accommodation centre.
Room ListView
This is a grid of the EIGHT types of accommodation at the selected centre.
These types are defined when the tour is created and were described in
detail in the section on Accommodation Creation. It is possible to add room
types up to the maximum of 8, but under no circumstances should types be
modified when any have been sold.
Note: If more than 8 room types are required for any centre then add another
centre with the same account number, arrival date and duration etc, and
another 8 types can be defined. They will all print on the same rooming list.
To modify room stocks and pricing, double click the type to be changes in
the ListView - this opens the Edit Room Details form as shown below.
Set the stocks etc. to the correct values and press Save.
Note that the buying rates are per PERSON not per room.
Save
Save changes to the Accommodation Centre.
Notes
Brief notes to be embedded in each printed rooming list - these can be used
to advise arrival times and porterage instructions to the hotel.
Overnights
Define overnight accommodation at up to TWO additional centres. This is
described in more detail below.
Shares With
This button opens a list of tours which share accommodation with the the
selected tour. Accommodation sharing pools room stocks across multiple
tours and is set up in the Tour Settings form.
Close
Close the Accommodation Form.
Overnights
t3 supports multiple additional hotels on progressive tours but assumes that the room types sold to clients will
be the same for overnights as they have booked in the main centre. This means that is a passenger has a
single room at the main centre, a single room is also declared on the rooming lists for any overnight stops.
To specify any overnights click the Overnights button to display the Overnight Accommodation window as
shown below.
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When setting up overnights it is essential that the numbers of nights and arrival dates are continuous and do
not exceed the overall tour duration- it will not be possible to save changes unless this is done accurately. To
add or edit a stay click the required button to display the Edit Stay Details window as shown below.
Tours which have overnight accommodation on ship (as shown in the example above) can use
Accommodation type tour options to define the cabin types and sailing dates. This allows outward and return
cabin manifests to be produced in addition to the two overnights along with the main centre when printing a
rooming list.
6.2
Seats and Seat Swapping
The Seat Tab displays the layout of the coach seating, showing location, name and type for all seated
passengers, an example can be seen below.
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Also displayed, towards the bottom of the tab, are the counts for each passenger type as well as the total
passenger count. If the tour is unseated, the passenger names are listed.
Swapping Seats
A Swap Seats feature is provided for moving passengers to alternative seats, click the Swap Seats button to
open the window shown below.
To move a person from one seat to another simply type in the seat number you wish to swap from, then press
the tab key to move to the Move Into box - you will see confirmation of the passenger to move. Similarly, type
the seat number to move into (or swap with) and note the correct swap name (or Empty Seat), then click the
OK button to confirm the move.
The seat swapper accepts conventional numbers or Airline style references.
It is possible to seat un-seated passengers - these are given X codes, so you could move the passenger X5
into seat C5. The passenger tab of a booking shows the unseated X references.
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Bookings
The Bookings tab of the tour window lists of all the bookings on this tour, see below.
This is intended as a bookings overview to check for unpaid balances, if more information is required then the
individual bookings can be opened by double clicking in the list. See the Bookings section for full details.
Confirmations can be saved to the Batch Print Queue for all or selected bookings in the list. Simply use the
provided buttons or the standard windows mechanism for selecting multiple items to select individual or ranges
of bookings, then pressing the Batch Print button. This also allows for messages to be printed - for instance
"Please note: Your balance is overdue!".
Control
Select All
Select all bookings on this tour.
All Paid
Select only bookings which are fully paid.
Upaid
Select only bookings which are not fully paid.
De-select All
Cancel all selections.
Batch Print
Send the selected bookings to the Batch Confirmation Queue.
6.4
Pickups
The Pickup tab, shown below, displays a hierarchical view of the pickup requirements for the tour, including
home pickups and feeders. Note the Route Number and description - this is important.
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This is a very important view and should be used as a tool for crafting feeders and for timing routes. The view
initially shows the top level pickup points - to view the people joining at each pickup point, simply click on the
+ sign to the left of the icon.
Controls
Route View
Hierarchical pickup view - click on the + sign to open up each node.
Return Route
Return Route - where alternative return pickups are offered - eg., Express
Service
Pickup By Zone
Groups pickups by Zone - only applicable where zones are used.
Show all Pickup Points
Include pickups where there are no passengers.
Edit Route (point to point
routes only)
Allows the point to point routes to be timed or amended and feeders to be
applied.
Refresh (Toolbar Button)
After making route changes, click the REFRESH button to update the pickup
view.
6.4.1
Edit Routing
When using point to point routing t3 allows the manipulation of points and routes on a tour by tour basis,
outward and return routes can be edited independently. To edit a route select the required direction on the
pickups tab of the tour window and click the Edit Route button to display the routing window shown below.
The image below is that of an outward route being edited but a return route is exactly the same (the window
will be captioned Return Route).
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The controls of the routing window are as follows.
Control
Close
Select to close the window.
Save
Select to save changes.
Add Pickup
Select to add another pickup point.
Edit Pickup
Select to edit the selected pickup point.
Close All Unused
Select to close all unused pickups on the route.
Route
Select from all points, the main route or sub-route. The point list will be
filtered accordingly.
Edit Route
Click to edit the currently selected route.
Add Route
Click to add a new route.
Point List
Displays all points according to the current route selection.
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Please note that any changes to routes or points are not saved automatically, the user must click the Save
button before exiting otherwise alterations may be lost.
6.4.1.1 Add Route
To add a new sub route click the Add Route button of the tour routing window to display the Edit Route window
shown below.
This is the same window as used when actually editing an existing route, the only difference being that it is
initially opened with no details.
The various control function as follows.
Control
Code
Enter a short code
Description
Enter a clear and unique (within the route) description.
Meet Point
Select the point at which the route will meet another route.
Supplier
Name of the supplier assigned to the route. This cannot be manually edited,
please use the Find button provided).
Find (button)
Click to select the supplier assigned to the route.
Save (button)
Click to save the new route.
Close (button)
Click to close the window without saving the route.
6.4.1.2 Edit Route
To edit an existing sub route click the Eidt Route button of the tour routing window to display the Edit Route
window shown below.
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This is the same window as used when adding a new route, the only difference being that the window is loaded
with the route details already displayed. Please consult the previous section on adding a route for details of
the controls and their function.
6.4.1.3 Add Pickup
To add more pickups to a route select Add Pickup from the Edit menu or click the corresponding button to
display the Master Pickup Places window, shown below.
To add one or more points simply highlight them in the list portion of the window and click the Add To Route
button, the points will be added to the currently selected route.
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6.4.1.4 Edit Pickup
To edit a pickup point select it in the list portion of the tour routing window and select Edit Pickup from the Edit
menu or click the Edit pickup button to display the Edit Pickup window shown below.
The Edit Pickup window provides a means to tailor pickup points to the requirements of the tour. The controls
and their functions are as follows.
Control
Pickup Time
Enter the time at which the point will be serviced.
Closed
Check to denote that the point should not be used for further bookings.
Name
Name of the pickup point (this cannot be edited).
Address
Address of the pickup point (this cannot be edited).
Map - Latitude/Longitude
Latitude/longitude of the pickup point (cannot be edited).
Route
Select from the main or configured sub-routes.
Save
Click to save the edited point.
Close
Click to close the window without saving.
6.4.1.5 Close Unused
To close any unused pickup points select Close All Unused from the Edit menu or click the Close Unused
button. Any points with no passengers currently assigned to them will be close, preventing any further
bookings using those points. The points can be re-opened from the edit pickup window if required.
6.5
Tour settings
The Tour Settings window, shown below, is basically the same as the settings page in the tour creation
process and can be opened clicking the settings button of the tour window. Most properties can be changed
on any tour using this window. Unlike during the creation process the departure date is defined and can be
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altered.
The tour properties are as follows:
Tour Information
Destination
Tour title or holiday destination.
Start Date
Tour Departure Date - please ensure accommodation arrive date is amended
if the tour departure date is changed.
Nights
Overall duration in nights (0 for day excursions) – note that this can be
different from the accommodation duration for tours with overnight travel.
Change
Click to change tour start date and duration, see later for details.
Tour Type
Can be set to Inclusive Tour or Excursion. Excursions don't have
accommodation so passenger selling prices are defined in the Day Excursion
Fares group on this tab.
Seat Plan
Select seat plan style – use NONE for open selling without seats. (Seats can
be allocated later as a separate process).
Seats
Seating capacity – automatically matches the seat plan style.
Country
Geographic boundary - British, European, or World Wide
Reserved
Reduces effective seats which can be sold. Note there is a separate feature
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for blocking out individual seats.
Route Selection
Route Type
Configured only in create. Displays the routing methodology in use, either
Interchange or point to point.
Outward - Primary
Select secondary outward route (only applicable to interchange based
routing).
Outward - Secondary
Select secondary outward route (only applicable to interchange based
routing).
Return - Primary
Select primary return pickup route from the drop down list.
Return - Secondary
Select secondary return route (only applicable to interchange based routing).
Region Settings
Resort
Destination resort (see resort maintenance for more details).
Shared Resources
Accommodation
Tours operating on the same dates can share accommodation resources.
Use this field to define the reference of the tour this departure is to share
with. The default is the tours own unique reference which is supplied on the
Departure Dates tab. Click the selector provided to pick the required master
tour.
Keep Own Price
Enables shared accommodation tours to be priced individually - this is useful
where self-drive and coach tours share the same accommodation pool.
Operates for basic prices only and not supplements.
Tour Options
Optional extras, for example theatre tickets, can be pooled in the same way
as shared accommodation. Use this field to define the reference of the tour
this departure is to share with. Click the selector provided to pick the
required master tour.
Seatplan Master
Check to signify that this tour is operating as a master seat plan for other
tours.
Master Tour
Use the provided selector to select a tour to operate as this tours master
seat plan. The selected tour must be configured as a seatplan master (see
previous settings).
Stop
Click to stop a tour from sharing a seat plan (only active when a tour is
currently sharing a plan).
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Status Flags
Accommodation Override
Check to override accommodation stock controls (allows the over selling of
rooms). Use only where unlimited accommodation is available.
Seat Numbers Off
Check to switch off seat numbering. Passengers are still assigned seat
numbers but these are not shown on confirmations, travel documents or
tickets.
Off Sale
Check to declare the tour as withdrawn from sale. New bookings will not be
allowed.
Tour In Build
Check to signify that the tour is newly created and not yet on sale.
Passport Required
Check to signify that a valid passport is required for this departure.
Issue Insurance Voucher
Check to signify that t3 should issue a voucher of a value determined by the
selected insurance band.
Self Drive Tour
Check to signify that no coach element is required for this tour.
Trust Account Finalised
Check when a trust certificate has been printed. No further completion
certificates will be printed for this tour to prevent double accounting of tour
revenue.
Margin Scheme VAT
Check if tour is subject to Tour Operators Margin Scheme for VAT to split
the revenue analysis on cash daybook reports.
Hitlist/Guaranteed To
Operate
Check to denote the tour guaranteed to operate – Guaranteed tours have a
special logo and appear in a highlighted colour in the tour finder.
Cruise Requirement
Check to signify that the departure includes a cruise element.
Private Group
Check to signify that the departure is for a private group.
Mystery Tour
Check to signify that the departure is classed as a mystery tour, certain
areas of t3 and documentation will not disclose full details of
accommodation.
Allow Agent Web
Discount
Check to allow discount on agent WebRes bookings.
Travel Insurance
Inclusive
Check if travel insurance is included in the basic tour price.
Band
Select the insurance band as defined in the Insurance Rate Table – see
Insurance on the maintain Toolbar.
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PPI Rate
Passenger Protection Insurance rate, rarely used but included for historical
bookings.
(Commission) Band
Commission band allowable to agents for insurance sales – can be A, B or C
and relates to the rates defined in the Agents setup.
(Commission) VAT
Check to add VAT to agents commission on insurance sales.
Web Settings
Settings relate to the tour display on WebRes.
On Sale
Check to denote tour is eligible for sale with Webres.
Take Deposits
Check to allow deposit payments for internet bookings made before the
balance due date.
Show Seat Picker
Check to allow web clients to select their own coach seats.
Own Insurance
Information Required
Check to make completion of clients own insurance details compulsory
where insurance is not taken.
Areas
Optional selling area grouping for use by Webres. See the Webres
documentation for the use of this feature.
Status
Allows the adding of a custom tag line to be used instead of Book Now on
WebRes.
Discount (Disc.)
Discount amount (units determined by the type setting below).
Type (Discount Type
Type of discount, used in conjunction with the above.
Promo Code (PC)
Click to display the following window and specify a WebRes promotional
code.
Day Excursion
Rates
Adult/OAP/Child
Day excursion rates for adult, senior and child passengers.
Agent Commission Rules
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Capped
Check to set the commission to a fixed amount as specified in the Cap £
field.
CAP £
Specifies the commission value per passenger allowable where the Capped
option is checked
Basic Price Band
Agent commission band applied on the basic tour selling price – can be A, B
or C – see Agent Setup for details.
Basic Price VAT
Check to add VAT to commission on the basic tour price
Allow on Supplements
Check to allow agents commission on the tour accommodation supplements.
Leaving unchecked will show accommodation supplements as noncommissionable items in the booking financial tab.
Other Settings
Canx Scale
Scale of cancellation and charges to be used (see booking terms in the
system settings section for more information).
Itinerary
Text based itinerary to be used, click the select button to choose form those
already configured.
Deposit
Override for the default deposit amount as defined in selected booking terms
scale (see cancellation scale above).
Due Days
Override for the default due date as defined in selected booking terms scale
(see cancellation scale above). Please note that this is specified in days as
opposed to weeks as per the booking terms scale.
Mail Category
Assign a mail category to the tour, each booking made will cause the
selected mail category to be selected against the lead client.
Loyalty Points
Number of loyalty points issued when booking on the tour. Only applicable if
the loyalty point system is enabled.
Travel Club Discount
Discount allowable for clients with current travel club membership.
6.6
Tour reports
A wide variety of standard tour reports are available in t3, many of which can be customised to individual
operators requirements. The reports can all be previewed on screen and then optionally printed to paper.
The best way to understand Tour Reports is to preview them, those not applicable to your organisation can be
hidden from view.
To view the selection of reports which relate to a particular tour, click on the Reports button on the tour window
tool bar (not to be confused with System Wide reports button on the main t28 Shell Window tool bar) to display
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the tour reports window, as shown below.
Double click the required report in the list in order to preview and optionally print it.
The standard tour report types include:
·
·
·
·
·
·
·
·
·
·
S eat P lan
- A chart of the coach seating showing the location of passengers. These
reports can include the booking reference, passenger type and pickup place.
P as s enger Lis t - Details of all Passengers including booking notes and a list of options
booked by each person.
P ic k up Lis t
- Picking Up Lists for the tour coach and feeder vehicles - includes Home
Pickups. Note there is also a Multi Tour Pickup Route class which consolidates pickups for
multiple tours on the same date. These reports can include passengers Pickup requests and
client contact numbers if required..
Rooming Lis t
- Hotel Rooming List, these can be Interim or Final and include passengers
rooming requests.
Tour Opt ions
- Details of the Tour Options (including tickets, insurances and
accommodation upgrades) sold to each passenger.
Client Let t ers
- Allows batch-printing of standard letters (from an internal library) to the lead
customers on one or more bookings.
Trav el Doc ument - Allows batch-printing of final travel details (including hotel and tour itinerary)
to the lead customers on one or more bookings.
Tic k et s
- Allows batch-printing of luggage labels and travel tickets for all passengers
on one or more bookings.
Tour Labels
- Allows batch-printing of a range of label styles for all clients or passengers
on one or more bookings.
Ferry Lis t s
- Prints passenger lists and optional passport details etc., in the format
required by UK Border Control.
As previously mentioned reports may be hidden, to do this simply select the unwanted reports (use multiple
selections if you wish) and click the Hide button. To re-instate hidden reports, tick the Show Hidden Reports
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check box, highlight the report you wish to re-instate and click the Hide button.
Customisation of Reports is beyond the scope of this manual, should you require modifications to an existing
report please contact our technical support to discuss your requirements.
The following sections explain in detail some of the more important report types.
6.6.1
Rooming List
Rooming lists are a vital part of the reservation system and t3 caters for a wide range of layouts. It has the
ability to distinguish between interim and final lists.
Rooming lists set out each passenger, showing the required room type and any personal accommodation
requests. There are also important notes to the hotel including the directives defined in the tour's
accommodation settings. The lists will be produced for the main resort hotel and up to two overnight hotels,
and lists can also be produced for overnight ferries if these have been correctly set up as Accommodation
type Tour Options.
Interim rooming lists can be printed at any time and contain a note to the hotel to confirm that the tour is still
on sale and unsold rooms are not to be released.
Final rooming lists contain a note to advise the hotel that the tour is no longer on sale and that any rooms
remaining unsold should be released from the allocation. furthermore the tour is immediately taken off-sale and off web-sale if Webres is used - and an entry is made in the system audit log. Note that unsold rooms are
NOT automatically removed from the tour accommodation stocks.
If a Final list is printed in error, the tour can be put back on sale by un-ticking the Finalised checkbox in the
Tour Accommodation Settings form.
To print a rooming list double-click the required layout from the Tour Reports list - all rooming lists use the
ROOMLIST method. This opens the Rooming List Report window shown below.
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Control
List Type
Select Interim or Final Rooming List.
Rooming List Notes
Interim and Final texts show on the rooming list report (these standard texts
are defined in the Text Editor, found in the maintenance area of t3, as
RML_FINAL and RML_INTER and can be customised as required).
Accommodation Notes
These notes are set up in the tour accommodation edit window and are used
to advise the hotel of arrival times and general tour requirements.
Print
Print the Rooming List report.
Cancel
Close and abandon the report.
6.6.2
Client Letters
There are occasions where you may want to write to one or many selected customers on a tour, examples
being where a tour has been cancelled or there are major changes which need to be advise to everyone who
has been booked on the tour. This is straightforward using the standard letter feature.
The first step is to use the Batch Text Editor facility as described in a previous section to correctly configure
any required letter text.
Before invoking the Letter Selector some recipients need to be selected - this is done by clicking on the
clients in the bookings list of the Tour B ook ings Tab - use Multiple Selection to select the required clients.
Click the Reports button on the tour toolbar and then double click on one of the letter to selected customers
reports, these can be identified by their use of the TOURLETTER report method.
Upon selecting one of these reports the selector, as shown below, will be dsiplayed.
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Select the required document from the list on the left, check that the text is correct, and then click the Print
button to preview the letters on screen.
Letter reports may be printed as is on to letter headed paper or alternatively discuss your customising
requirements with our technical support to add any letter heading and company logos.
6.7
Changes Log
Changing an accommodation supplier automatically creates an entry in the tour changes log. Any such
information will result in a message being displayed in the status zone of the tour window, immediately below
the toolbar, and is made prominent to users making new reservations on the affected tour so they can advise
new clients of the changes.
To view any changes from the tour window select changes log from the settings menu of the tour window. The
changes log window is shown below.
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The contents of the changes log can optionally be printed on Cancellation/Invoice reports to act as a Tour
"Errata" advice - please note that this might require a modification to the standard confirmation layouts.
This log may also be utilised for recording other notable changes which might need advising to all clients.
6.8
Tour Options
Throughout the life of a tour it is often necessary to amend the options which were defined when the tour was
created - this might be to adjust stocks or prices, or to add new options.
For further information on tour options please refer to Tour Creation - Options and Booking - Options..
To view the options on any tour, click the Options button on the toolbar of the tour window, the option
maintenance window shown below will be displayed.
Note that options can be shared over any number of tours on the same departure dates - see the Tour Settings
form for details.
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6.8.1
t3 - Passenger Reservation System
Adding a Tour Option
To add an option to a tour click the Add button on the Tour Option Maintenance window, the user will first be
shown the message displayed below.
The message is basically offering the user the opportunity to create a brand new option or choose one from
the systems Master Option list (as described in the Maintain section of this document). Clicking yes will
display a blank Edit Tour Option window, the operation of which will be described in the following section, while
clicking no gives the opportunity to add one, or indeed several pre created options from the systems master
option list.
To add options from the master option the user can select single or multiple entries, as shown below, and click
the Add to Tour button, after a confirmation dialog window the selected options will be added to the tour and
the master list will be closed.
This could be a bit cumbersome if there are a number of options that need to be added, this is where the pack
mechanisms of the master option list come into play. Making a selection on the Option Pack control will filter
the list to show only those grouped items, these can then be easily selected and added to the tour.
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Editing a Tour Option
When either adding or editing a tour option the window shown below is displayed.
The function of the various settings and controls is described below.
General
Description
Name of the option.
Pax Type
Select passenger type or select 'Everyone' if the option is not passenger
related.
Option Type
Option Type - Accommodation, Travel Club, Extra (standard type) or
Insurance.
Per Pax Option
Check this box if the option is to be assigned per passenger on the tour.
Sell Price
Selling price to the client or individual passenger.
Buy Price
Buy rate to the company - this will be the rate per person for a Per Pax
option.
VATable
Check this box if VAT is to be charged on travel agent commission for this
option
Supplier Ref
Select the supplier from the 'V' drop down list button immediately to the
right.
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Stock
The amount of the extra available for the tour.
Sold
The amount of the option sold, t3 will manage this figure.
Stock Control
Check this box if the option is to be stock controlled against a stock quantity
when the tours are created. This is essential for show tickets and other
resources not on free sale.
Commission
Band
Travel Agent Commission Band - A, B or C. Assigns commission at the
rates set up in the corresponding bands for each individual agent.
Percentage Rate
A rate in here will over-ride the agents personal commission set in bands A
to C above.
Fixed Rate
A fixed amount entered here will over-ride any percentage rates assigned in
Band or % rate
Web and
Group Details
See later section for additional information on groups.
Web On-Sale
Check this box if the option will be offered for sale on the Webres web site.
Group
Assign a group name if the option is to be sold as a part of a group - this can be a
single letter or a meaningful name. An example would be MATINEE against all
tickets for afternoon performances of shows and EVENING for all the evening
performances.
Mutually Exclusive
Check this box if passengers can only take one option from a group - ie a person
could not go to two evening performances but could have one afternoon and one
evening ticket.
Compulsory
Check this box if passengers must have at least one option in a group - a good
example is for ticket postage where the group would comprise Standard Post or
Special Delivery. The customer would need one but never more option from this
group.
Insurance
Controls only available to edit for insurance options
Band
Select the insurance band from the drop down list - the insurance bands and rates
are set up as shown in section 3.5
Nights
Number of nights duration for this insurance - can also be defined at tour create
time.
Accommodation
Controls only available to edit for accommodation options
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Arrival Date
Date of arrival at the hotel (or ferry port) - this is not appropriate for Global
Options but will be required when accommodation options are assigned to tours.
Duration
Number of nights at the hotel or on board ship.
Buttons
Save Button
Save changes and close the window.
Close Button
Close without saving changes.
The window detailed above covers the majority of option types however for flight options other controls are
shown, as illustrated below.
These extra controls are as follows.
Flight Information
Departs
Departure airport. Includes IATA codes as configured in the systems
category maintenance area.
on
Flight departure date.
at
Flight departure time.
Arrival
Arrival airport. Includes IATA codes as configured in the systems category
maintenance area.
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on
Flight arrival date.
at
Flight arrival time.
Flight Number
Flight number.
Notes
Provided for any relevant notes.
6.8.3
Grouping Options
t3 provides facilities to allow options to be grouped and their selection to be made conditional allowing, for
example items which cannot be taken together, to be controlled. While this functionality is available for all
options it is at its most effective on per passenger options.
To illustrate this operation consider the example below where options have been created to allow the selling of
accommodation of an overnight ferry leg, without grouping the options it would be very easy for a user to
incorrectly select items that could never be used together, for example two outward accommodation options
assigned to the same passenger. Consider the list of options shown below.
Without grouping and its associated functionality mistakes would be easy to make, if these options are sold on
WebRes it is even more important as a web user could very easily make mistakes.
To group a number of options together first select them all, as shown below, individual options can be added to
an existing group but adding them all in one go is much easier.
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Once all the required options are selected click the Group button to display the following.
The control functions as follows.
Control
Group Name
Enter a name which is unique for groups on the tour.
Compulsory
Check this to signify that at least one from this group must be taken.
Mutually Exclusive
Check this to signify that only one from this group must be taken.
Save
Save the group, all selected options will be modified as per the group
settings.
Close
Close the window without saving.
6.8.4
Remove a Tour Option
To remove a tour option highlight in the tour option maintenance window and click the Remove button. t3 will
ask for confirmation that the user does wish to remove the option before deleting the entry.
Please note that options that are in use, that is one or more have been added to bookings on the tour, cannot
be removed.
6.9
Tour Categories
Tours are categorised into three classes:
· Tour Type
· Theme
· Analysis Group
- Primary Tour Category
- Secondary Tour Category
- Financial Analysis Group
This is done to enable tour filtering in the Tour Finder, to allow data mining of customers by history of travel,
and to make financial reports more meaningful. These categories are first defined for a tour when it is created,
but they can me modified at any time from within the tour by selecting Categories from the Settings menu, or
easier still by press the F3 key, to display the category window shown below.
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NOTE: Changes to Tour Type and Theme will be applied to the tour and any future bookings, but not to any
bookings which might already exist on the tour.
6.10 Tour Notes
Tour notes can be used to store important dates such as balance due dates, rooming list schedules etc. To
view and edit these notes, click the Notes button on the Tour Form toolbar or press the F4 key to display the
window shown below.
These notes are in addition to the four-line tour memo on the Tour window.
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6.11 Seats Browser
The seats browser, shown below, is opened by selecting seats browser from the tour settings menu or by
pressing the function key F9.
Seats can be taken off-sale by reserving them, highlight them in the list (multiple selection can be made in the
normal windows manner). To un-reserve seats, select and click the Unreserve button.
Reserved seats show as unavailable to book in the t3 reserve process and on-line bookings on Webres web
sites.
6.12 Tour Services
A number of contracted services can be defined using the Tour Services form, shown below, which is opened
by pressing the Services button on the tour window toolbar, selecting tour services from the settings menu or
by pressing the function key F11.
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Any services or items that are required for the tour that are not already covered by existing facilities on the
tour settings or accommodation should be entered here. These can range from ferry bookings and coach hire
to tour guides.
Facilities are provided for adding, editing (double click the entry in the list) and removing items as well as
copying an existing one, which can then be edited, as well as provision for printing the tour profit and loss
report.
The controls of the contract services window are as follows.
Control
Add
Add a new contract item.
Delete
Delete selected contract item.
Copy
Copy the currently selected contract item.
Print P and L
Print a profit and loss report for the tour.
Close
Close the window.
6.12.1 Adding or Editing a Contract Item
Whether adding a new contract item, click the add button, or editing an existing item, double click in the list,
the Edit Contract Item window, shown below, is displayed.
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The above shows an item just opened for editing, when adding a new item this window is opened with all blank
details ready for data entry.
The controls for editing a contract item are as follows.
Control
Type
Select the required type, the entries here correspond to the systems
configured supplier item types and carry with them the associated profit and
loss facilities.
Description
Description of the contracted service or item.
Details
Further details of the contract service or item.
Supplier
Supplier who is providing the service or item, click the selector (V) button to
choose a supplier.
Show
Click to show the supplier edit window for the selected supplier.
Supply Date
Date on which the supply of the service or item will commence.
Supply Time
Time at which the service or supply of item will commence.
Quantity
Number of services or items provided.
Price
Singular price of the service or item.
Type
Passenger type associated with the service/item (available only with variable
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pricing enabled)
Variable Pricing
Check to enable the costing of service/items based on the number of
passengers of the indicated type on the tour.
Booking Reference
Any booking reference associated with the service or item.
Confirmed
Whether the service or item supply has been confirmed with the supplier.
Information
Any required information about the service or item to be provided.
More Information
Any further required information about the service or item to be provided.
Save
Save the current item and close the window.
Close
Close the window without saving.
7
Brochures and Enquiry
The brochures and enquiry system in t3 is used to record customer requests for brochures, any new
customers are added to the master mail list as part of the process. There is no limit on the number of
brochures that can be requested in a single enquiry, each one will be recorded to the client's history once they
are printed from the brochure window..
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Enquiry
Click on the Enquiry button on the t3 main toolbar to display the Adding New Enquiry window as shown below.
The enquiry window provides space for recording the client contact details, these may or may not already be
on the system mail list (new clients will be automatically added to the mail list) and any brochures they wish to
receive.
The various controls of the enquiry window are described below.
Name and
Address
Client Name
Name of the customer making the enquiry.
House/Street/Town/
County
Customer address, every effort should be made to keep the elements of the
address in the correct space provided. For example, the main postal town in
the "Town" field if possible.
Postcode
Clients postcode - this should always be used and will help to look up the lead
client
Postcode Search
Button
Use the postcode searcher to look up the lead client (see selecting the
customer further into this section). If the lead client is not found on the mailing
list then use the AFD Postcode feature to capture the address accurately. AFD
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Postcode or Postcode Plus needs to be licensed on the workstation to use this
feature.
Fix Case
Click to amend the existing name and address details to the current system
setting for storing addresses (see workstation default settings).
Daytime Phone Number
Lead Clients daytime contact number.
Evening Phone Number
Evening or Home contact number
Mobile Phone Number
Mobile number - can be used for SMS text extracts using 3rd party software.
Email Address
Clients Email address - this can be made obligatory and should always be
obtained as most clients now have email addresses and they are a cheap and
efficient marketing tool.
Salutation
Clients first or familiar name - used to personalise documents sent to the
client. For example, for Mr J Smith the salutation might be John. Letters
would then be addressed to "Mr J Smith" but start with "Dear John".
Alternatively they would start "Dear Mr Smith".
No SMS
Tick if client expresses a wish not to receive SMS text messages.
No Mailshots
Tick if client expresses a wish not to receive land mail.
Notes
Very brief client note.
Items Requested
Source
Select the source of enquiry. This field can be made obligatory. This field is
useful for obtaining statistics on the effectiveness of your marketing.
Brochure List
Select all the required brochures.
Not to be sent by mail
Check to signify that the request should not be mailed out.
Buttons
Save
Save the new enquiry and close the window.
Close
Close the window without saving the new request.
Selecting the Customer
The preferred method of locating clients is to use the postcode searcher which also supports AFD Postcoding
software to quickly and accurately find the clients address.
Enter the clients postcode and click on the 'coloured flag' - the AFD search button - this will open the Postcode
Searcher, see below, pre-positioned on the postcode provided.
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If the required client is found in the list, double click to copy the client details into the lead Customer fields of
the enquiry form. If the client is new to the company, then AFD postcoding products can be used to accurately
locate the address by clicking the coloured AFD search button.
t3 supports two AFD products:
·
AFD Postcode - this goes to street level - the house name or number has to be added
manually.
·
AFD Postcode Plus - searched to individual premis level and the house name or number is
selected from a list.
Please note that AFD products are not part of t28 and should be purchased separately and installed on any
workstations where rapid addressing is required.
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Postcode or Postcode Plus will find the address - all that has to be done is to enter the clients title, initials and
surname plus the telephone number, and click the Save button
Client details can be manually entered although this runs a risk of inaccuracy which can be costly when
mailing brochures to incorrect addresses.
After the lead customer has been entered, ensure contact telephone numbers and an alternative number are
obtained.
Finally press the s av e button to record the enquiry, the enquiry will be logged to the brochures system and
can, if required, be edited from the brochures window.
7.2
Brochures
The Brochure window, shown below, provides a means of monitoring, editing and printing or exporting enquiries
as well as the maintenance tools for available brochures and lead sources. It can be found by clicking the
Brochures button on the main t3 toolbar.
The various controls of the brochure window and their functions are described below.
Control
Close
Close the brochure window.
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Brochures
Click to open the brochure maintenance window.
Source
Click to open the lead source maintenance window.
Delete
Click to delete the currently selected enquiry.
Print
Click to select a printed report format to send the enquiries to.
Export
Click to export enquiries to an external file for use in a third party application or
system.
Filter
Select between items which will be mailed and those which will not.
Brochure
Select to filter for either an individual brochure or all brochures.
7.2.1
Brochure Maintenance
t3 has no limit to the number of brochures that can be created within a system, however to keep things
manageable they can be flagged as either current or not-current. This precludes the need to actually delete
brochures and indeed to prevent damage to historical information t3 prevents their removal. The brochure
maintenance window is shown below.
The various controls of the enquiry window are described below.
Control
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Close
Close the window.
Previous
Select the previous item in the list of brochures.
Next
Select the next item in the list of brochures.
New
Click to add a new brochure.
Edit
Click to edit the currently selected brochure.
Filter
Select from current or all brochures (current brochures are indicated with a tick
in the current column of the list).
When adding a new brochure or editing an existing one the following window is displayed.
The above window shows an existing brochure being edited, when adding a new brochure the window is
captioned Add New Brochure and will have the current setting checked.
The controls of the edit brochure window are as follows.
Control
Current
Brochure is currently active and available for selection when adding a new
enquiry.
Category
Select the required customer category mapping,
Description
Descriptive name of the brochure.
Save
Click to save the brochure and exit the window.
Close
Click to close the window without saving the brochure
7.2.2
Source Maintenance
The maintenance of booking and enquiry lead sources is carried out using the window shown below, which can
be accessed by clicking the Source button on the brochure window.
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The various controls of the lead source window are described below.
Control
Close
Close the window.
Previous
Select the previous item in the list of sources.
Next
Select the next item in the list of sources.
New
Click to add a new source.
Edit
Click to edit the currently selected source.
Filter
Select from current or all sources (current sources are indicated with a tick in
the current column of the list).
When adding a new source or editing an existing one the following window is displayed.
The above window shows an existing source being edited, when adding a new source the window is captioned
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Add Lead Source and will have the current setting checked.
The controls of the edit source window are as follows.
Control
Current
Source is currently active and available for selection when adding a new
enquiry.
Category
Not applicable to lead sources
Description
Descriptive name of the source.
Save
Click to save the source and exit the window.
Close
Click to close the window without saving the source.
7.2.3
Print Labels
Although the main means of providing data extracts for targeted mailing and brochure mail outs t3 also
provides a means of generating small runs of labels and inserts directly. Clicking the Reports button in the
brochure window allows the user to select from a range of label sizes and layouts.
When the print run is complete the user has the option to clear down brochure requests, all information
regarding the clients and their requests will be copied to the client history if the user chooses to do so, see
below. Please make sure that the labels have actually printed (printer hasn't run out of labels or jammed etc)
before doing so, once it has been cleared it cannot be re-printed.
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Export Enquiries
t3 provides facilities for exporting brochure enquiries in several different formats, excel files, comma delimited
(CSV) or DBF databse files. These are the most common formats used for dealing with bulk mailing.
Before creating a brochure export for the first time t3 requires some configuration to make sure the created
files are correct. This is performed form the Configure Enquiry System window, shown below, which is
accessed by clicking Configure on the File drop down menu of the brochure window.
The various controls of the configure enquiry system window are described below.
Control
Data Format
Select the required format.
Export Folder
Specify the path to which the created file should be saved.
File Name
Provide a prefix to the file name for the resulting export file. The provided
name will be completed by the current date and time for easy identification.
Mail Recipient
Not currently used.
Mail Server
Not currently used.
Save
Click to save the edited details.
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Close
Click to close without saving.
Once the export configuration is complete simply select the required filter and brochure and click the Export
button on the brochure tool bar, t3 will generate the required file, informing the user of the location and name of
the created file with a window such as that shown below.
When the export is complete the user has the option to clear down brochure requests, all information regarding
the clients and their requests will be copied to the client history if the user chooses to do so, see below.
8
Wait list
The Waiting List is a shortlist for clients who are waiting for space on a tour which might be fully booked, or
they might wish to be considered for places on a new tour or event which has yet to be arranged. The list can
also be used to capture details of clients who might otherwise be lost if their booking has to be abandoned due
to a change of mind, resources (rooms, tickets, seats etc) being exhausted by other users or the web site
while the booking is in process.
Wait listed clients can be re-booked on other tours, or remain on file and receive batch printed letters offering
priority booking if the wait-listed tour materialises.
Click the Wait List button on the main t3 toolbar to open the Tour Waiting List window as shown below.
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The main form shows a view all clients currently on the waitlist - the Requested Tour drop-down list is used to
filter the view according to those tour codes or tour titles already defined in the queue - it does not show all
tours defined in the dataset.
Controls
Requested Tour
Select tour from drop down list and press the Find button to filter the wait list.
When adding the first entry, the tour reference or a suitable short reference
should be typed in.
Browser List
List of wait listed clients The column contents are:
· Surname - Client surname.
· Title - Client title.
· Seats - Number of seats (places) required.
· Category - Preferred tour category.
· Tour - Preferred tour reference.
· Enquired - Date enquired.
· Details - Brief notes.
Add Button
Add a new client to the waiting list for the Requested Tour - see Adding to
Wait List.
Delete Button
Remove the highlighted client from the wait list.
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Print Button
Print Waiting List Reports including labels and optional advice letters.
Close Button
Close Wait List.
To edit a Wait List entry, double click on the required row in the Wait List browser.
8.1
Adding to Wait List
To add a new wait list entry first make a selection in the Requested Tour or type manually enter a new
reference and then click the add button to show the wait list window shown below.
The function of the windows controls are listed below.
Customer
Title, Initials,
Surname
Name of lead client.
House/Street/Town/
County/Postcode
Address and postcode for the lead client. Use the Postcode Search (flag) button
to locate existing clients on the mailing list, or to use the Postcode software if it is
installed.
Daytime/Evening/
Mobile No's
Use these fields for the client's phone numbers.
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Details
Date of Enquiry
Date of entry into the Wait List.
Tour Type
Tour Type Category - Select from drop down list.
Source of Enquiry
Where lead client learned of your company and products - - Select from drop
down list.
Number of places
required
Number of seats or places required.
Add to Mail List
Tick if client is to be added to the Mailing List - defaults to ticked for new clients.
Omit from Mail
Shots
Tick if new client wishes to opt out of receiving future mailings.
Omit from SMS
Messages
Tick if new client wishes to opt out of receiving SMS text messages.
Customer Reference
Customer reference - this is the clients reference in the Mailing List.
Other
Information
Email Address
Clients email address - it is highly recommended that this is obtained for future
marketing.
Details
Brief notes to support or explain the wait list entry.
Buttons
Save Button
Save changes.
Close Button
Close the Wait List Edit form - changes are not saved.
8.2
Tour Waiting List
When clients have been wait-listed for a specific tour, a button is shown in the Additional Information group on
the Tour Tab - the button caption shows the number of clients wait-listed, see below.
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Clicking the Wait List button opens the Waiting List form, pre-filtered for that specific tour. If no-one has yet
been added to the waitlist for that tour, then the Wait List can be opened by selecting Waiting List from the
tour's Edit pull down menu, or simply press the F10 key from within the tour.
8.3
Booking from the Wait List
Bookings are made for wait listed clients by clicking the Wait List button when making a new reservation.
This is explained in the reserve section of this documentation.
When a reservation has been made for a wait list client, the entry can dropped from the queue.
9
Sundry Sales
The sundry sales system of t3 allows for the selling of anything that cannot or need not be assigned to a tour
booking. There are some cases however, for example sales of insurance where agents are not FSA approved,
where it is desirable to know if a sundry sale should be associated with a tour booking (indeed even which
passenger) and so t3 provides a mechanism to allow this.
The sundry sales window, shown below, can be accessed by clicking the Sundries button on the main t3
toolbar or selecting Sundries from the File drop down menu.
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As can be seen from the above, the sundry sales window is arranged very much like the normal tour booking
window. It is divided into a toolbar, a financial summary and three tabs.
The toolbar area, shown above, provides access to the following features and tools.
Control
Close
Close the sundry sales window.
Save
Save any changes made to the current sundry sale. Added items are not
saved until this point.
New
Click to start a new sundry sale.
First
Click to go to the first sundry sale on the system.
Back
Click to skip to the previous sundry sale.
Next
Click to skip to the next sundry sale.
Goto
Click to open the find invoice window and skip to a known sundry sale.
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Pay
Click to make a payment against the currently displayed sundry sale.
Print
Click to print a sundry sale confirmation.
The financial summary section of the window, shown below, allows the user to quickly identify the total value
of the sundry sale and any outstanding amounts.
The following sections will detail the client, items and financial tabs.
9.1
Client
The Client tab of the Sundry Sales window, shown below, provides the contact details and related information
regarding the customer making the sundry purchase.
The controls and their function are as follows.
Lead Customer
Customer ID
Customer mail list id, internal unique customer identifier.
Name (Title/Inits/
Surname)
Customer name.
Address
Customer address, four lines of address are catered for
Postcode
Customer Postcode.
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Daytime Telephone
Daytime contact telephone number.
Evening Telephone
Evening contact telephone number.
Mobile Telephone
Mobile telephone contact number.
Email
Customer email contact address.
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General
Information
Catalogue
This refers to the company/catalogue to which the voucher sale should be
assigned. This not only determines the where the sale will end up for the
purposes of profit and loss but for systems with electronic funds transfer
capability (EFT) will also determine the payment gateway used (t3 allows
each catalogue to be connected to a different payment gateway/bank
account).
Status
Current status of the sundry sale, select from Confirmed, Provisional or
Cancelled.
Source
Select the appropriate lead source for the sundry sale.
Booked By
The short reference of the user and date on which the sundry sale was
originally made.
FSA Script Read
Indicates whether the configured FSA script has been read on a sundry sale
which has insurance items assigned to it. This is not a user editable control
and is automatically set by t3.
Lead Client Notes
Notes
Any notes assigned to the sundry sale.
Add Note
Click to add a further note to those already associated with the sundry sale.
Also available to the user are some useful tools for associating sundry sales with tour bookings, this is
particularly useful with regard to insurance sales, these tools can be accessed from the Tools drop down
menu.
Link To Booking
The link to booking tool allows a connection to be made between a sundry sale and a booking. This allows
certain function within a sundry sale to operate, such as associating particular sundry items (particularly
insurance items) with specific passengers.
On selecting the Link To Booking tool the Link To Booking searcher, as shown below, will be displayed.
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Enter the required booking reference (or partial thereof) and click the search button (marked V) to display a list
of bookings, to link to the booking either select it and click the OK button or double click the entry in the list.
When configuring insurance items the user will now be able to click the passenger selector and assign the
insurance to a specific passenger (see the add sundry item section).
While linked to a booking the sundry sale will display the booking reference in the area above the tab control,
as illustrated below.
Unlink From Booking
The unlink from booking tool allows the user to break a link already made to a booking. Simply select the tool
from the tools menu and the link will be severed.
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Add Items To Passengers
The add items to passengers tool allows the user to quickly add items to the sundry sale which are already
associated with passengers on a linked booking, obviously this means the sundry must already be linked to a
booking (the tool is in fact not available if the sundry is not linked).
On selecting the tool the user is presented with the Passenger Selection window, as shown below.
The selection window details all passengers on the linked booking as well as an indication as to whether
individual passengers are already linked to items on the sundry sale, this is indicated by a tick in the Linked
column of the window.
To add items select the required passenger and click the Add button, the item add window will be displayed.
Once the item has been configured and the save button clicked the new item will be added with the link to the
passenger already created, as shown in the example below.
9.2
Items
The Items tab of the sundry sales window, shown below, provides details of all the items currently associated
with the sundry sale and provides tools to edit or remove them as well as adding new items.
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The controls and their function is as follows.
Control
Item List
List of all the items currently associated with the sundry sale.
Add (button)
Click to add a new sundry item.
Edit (button)
Click to edit the currently selected item.
Remove (button)
Click to remove the currently selected item.
9.2.1
Add Sundry Item
To add a new sundry item click the Add button to display the Add Invoice Item Details window as shown
below.
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The function of the windows controls are listed below.
Customer
Type
Select the type of item being sold. Available selections are Insurance, Extra and
Card Charge (card charge should only be used when an additional charge needs to
be added, t3 will generally automatically add card charges where necessary).
Details
Description of the item being added. If insurance is being added t3 automatically
adds a description after determining the required band by searching the configured
insurance rates based on the client type, insurance band and days settings.
Client Type
This setting is specific to insurance sales only. Select the client type from the
selections provided. These are Adult, Child, OAP and None, if the insurance does
not cater to a specific type leave as None.
Band
This setting is specific to insurance sales only. Select the required insurance
band.
Days
This setting is specific to insurance sales only. Select the required number of
days.
Price
Individual price for the item. If insurance is being added t3 automatically
determine the individual price by searching the configured insurance rates based
on the client type, insurance band and days settings.
Quantity
Number of the item required. If selecting insurance the quantity can only be one.
Client Name
Enter the client name. Insurance items must be provided with the details of the
client being insured, use the provided selector (button marked V) to select the
required client from the mail list.
Passenger
If the sundry has been linked to a booking specific passenger details can be
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displayed here.
Pax (button)
If the sundry sale has been linked to a booking click to select the specific
passenger.
Seat
If the sundry has been linked to a booking specific passenger details can be
displayed here.
When adding a new item some controls are not applicable to some types of items, for example the Client
Type, Band and Days controls are only applicable to insurance items and are therefore disabled if adding any
other type of item.
If the item added is insurance then will, if the feature is enabled and configured, display an FSA script window.
Please note that any newly added items will not be saved until the user clicks the windows save button,
attempting to close the window or move to another sundry sale will display a small dialog window asking if the
user would like to save this information.
9.2.2
Edit Sundry Item
To edit a sundry item highlight it in the list and click the edit button, or simply double click it in the list. The
Edit Invoice Item Details window shown below will be displayed already populated with the details of the
selected item.
As can be seen from the above this is the same window as used when adding a new item, please refer to the
section Add Sundry Item for details of the controls.
9.2.3
Remove Sundry Item
To remove an existing sundry item select it from the list of items and click the Remove button. The following
window will be displayed, clicking Yes will remove the item from the list but will not be removed from the
database until the sundry sale is saved (click the Save button on the window toolbar).
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Financial
The Financial tab of the sundry sales window, shown, below provides access to details of all financial
transaction relating to the sundry sale as well as a history of all actions performed by users on the sale. The
information provided on this tab is for information only and cannot be edited.
The controls are as follows.
Control
Payment History
Provides details of all financial transactions made on the sundry sale.
Sundry Sale History
Provides details of all logged actions performed by users on the sundry sale.
9.4
Making a new sundry sale
To make a new sundry sale click the New button on the sundry window, this puts the window into its New Sale
mode, awaiting the user selection of the required customer. Selection of this customer can be made using the
postcode search facility, enter the customer postcode and click the AFD button to display the Customer
Finder window shown below.
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Once the customer has been selected the user can then select the items tab and add those required by the
customer.
10
Marketing
To any company their mailing list is one of the most valuable asset, it is much more than just a list of
customers. It is a powerful tool allowing very precise targeted mailing to be performed.
What Is The Mail List?
Exactly what information does your mail list contain and what can be done with it?
The term mail list implies that this is a single entity within your t3 system. This is actually slightly misleading
as it is actually made up of a collection of different information covering all aspects of customers and their
activities and interests. They are as follows:1) Details - technically this is actual the mail list and simply consists of names and addresses.
2) History - contains the travel and enquiry history of all customers. Each customer could have any number of
history entries, one for every time a customer has booked or made an enquiry.
3) Categories - information about the areas of interests of customers.
It is essential that every care and attention be given to the mail list in order to make it work to maximum
effectiveness, incorrectly entered information will result in poor results when marketing extracts are generated.
Customer Details
This is the core customer information including name and address, contact telephone numbers, email address,
next of kin details, and special requirements. The customer table also contains optional Travel Club
information (where the system is enabled), as well as activity dates, mail preference and suitability for travel
"flags", and even a place for customer notes.
Customers are added to the customer table the first time they make a booking or a brochure request, or they
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can be added manually from within the marketing area of t3. In all cases a creation date is stamped against
the client.
On each occasion a booking is made, booking and total spend counters are updated to give additional levels
of data 'usefulness' for the basic customer table. All this information can be viewed at a glance from within the
mail list and also from the history button when within a booking.
Customer History
In order to generate a targeted marketing extract it is necessary to know exactly what each and every
customer have done in the past, what type of holidays they have travelled on, how may passengers, when
they travelled, the value of the booking, what brochures have been requested, all of this and more forms the
customer history. Not only does t3 store all this information but it also provides a comprehensive suite of
tools for interrogating this information to provide very accurately targeted extracts.
Each time a customer makes a booking or an enquiry a summary of every each is automatically saved to the
systems customer history files. The system stores booking and brochure enquiry history such that certain
data fields are common to both types. In this way we can, for instance, identify all people who have travelled
on, or enquired about, a specific holiday in a given date range.
Customer Categories
Customers can also be grouped into any number of user-definable categories. These can be based on
anything from interests to geographical mailing areas to group tour operators.
10.1 Marketing Window
To access the mail list click the Marketing button on the main tool bar, the window shown below will be
displayed.
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As can be seen from the above the marketing window is divided into three sperate areas, a toolbar giving
access to the most commonly used tools and features, a search tools area and a list area which displays the
customers pertaining to the current search parameters. t3 does not automatically open with a list of
customers already visible, the size of the databases possible in the system make this simply impractical (a
user could be waiting several seconds for the window to load for them still to have to utilise the search tools to
have a chance of identifying the required customer).
The toolbar area of the window, shown below, provides access to the following features, which will be detailed
later in this section.
The buttons provided give the user direct access to a number of tools and maintenance features applicable to
the mail list, they are detailed below
Button
Close
Close the marketing window.
New
Create a new customer.
Delete
Mark the currently selected customer as deleted.
Ranges
Click to open the postcode range maintenance window.
Regions
Click to open the region maintenance window.
Campaigns
Click to open the campaigns maintenance window.
Extract 1
Click to open the sales region based mail extraction tool. Allows for single date
range for travel and enquiry.
Extract 2
Click to open the campaign and region based mail extraction tool. Allows for
multiple inclusion and exclusion date ranges for both travel and enquiry.
Custom
Click to open the custom mail extract selector window. t3 provides a means for
custom extracts to be created and called upon. Custom extracts may have any
number of input parameters.
Travel Club
Click to open the travel club and loyalty scheme maintenance window.
The search area of the marketing window, shown below, allows easy and quick searching
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There are currently six ways to search for a customer in the t3 marketing window, they are by surname,
postcode, travel club reference (where the travel club is enabled), sales person (where utilised), customer id
(the unique identification number automatically assigned to each client by t3) and email address. To perform
any of these searches, select the required search mechanism, enter the term to be searched for in the box
provided and click the button marked ... t3 will identify relevant customers and display them in the list area of
the window.
In addition to these searches the user can also elect whether to include customers flagged as deleted, by
default these are not included.
One final and useful feature of the surname based search is the ability to provide an additional postcode
parameter. This is illustrated in the image below, where the postcode (or partial thereof) is provided along with,
but separated from by a "\", the surname.
As can be seen from the above this added feature provides a very targeted means of identifying a single, or
small group of customers, in a simple single step.
The main list area of the marketing window is just that, a list of all the customers conforming to the search
performed.
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The most commonly required details are provided but the full customer details are easily displayed by simply
double clicking the required entry in the list.
P leas e not e t hat if a s earc h ret urns more t han 500 c us t omers only t he f irs t 500 will be s hown,
t he s earc h c rit eria s hould be f urt her ref ined in order t o bet t er ident if y t he required c us t omer.
10.2 Customers
The customer edit window, as shown below, is the window used for both adding new customers and editing
existing ones.
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The various controls of the customer edit window are described below.
Client Name and Address
Title
Select the required customer title.
Initials
Customer initials.
Surname
Customer surname.
Address
Four lines of customer address. Every attempt should be made to keep the
formatting of address consistent across all clients, for example house/street, area,
town and county.
Postcode
Customer postcode.
AFD (button)
Click to utilise rapid addressing functionality from a provided postcode (AFD
products are 3rd party addons that need to be installed separately to t3).
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Case (button)
Click to force the entered address to the currently configured system default (see
force to uppercase in system settings).
Home
Click to display home pickup location (utilises Google maps). If necessary t3 will
geocode the customers address and create a pickup point relating to the found
location.
Daytime Telephone
Customer daytime telephone number.
Evening Telephone
Customer evening telephone number.
Mobile Telephone
Customer mobile telephone number.
Email
Customer email address. This must be unique as it forms the basis of the
customer lookup for WebRes.
Next of Kin
Next of kin contact for the customer.
Salutation
Familiar name for the customer.
General
Information
Bookings Made
Total number of bookings made by the customer.
Total Spent
Total value of bookings made by the customer.
Mailsort Code
Royal Mail Mailsort area code.
Area Code
User supplied optional area code for directed extracts.
Booking Note
Optional note that is automatically transferred to each booking made for the
customer.
No Land Mail
Check to signify that the customer does not wish to receive contact via mail.
Do Not Contact
Check to signify that the customer does not wish to receive contact of any sort.
No SMS Contact
Check to signify the customer does not wish to be contacted via mobile text
message.
Send No Email
Check to signify the customer does not wish to be contacted via email.
No 3rd Party
Contact
Check to signify that they do not wish to be contacted via any 3rd party
organisations on behalf of the company.
Sales Person
Select the sales person allocated to the customer. Only of relevance if
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Sales Region
Sales region the customer falls into based on the currently configured regions (see
sales region maintenance). This is generated by the system when the rebuild
regions tool is run and cannot be edited by the user.
Travel Club
Details
Section only relevant when travel club features are enabled (see travel club section
for more information).
Membership Number
Travel club membership number, assigned when customer is enrolled, once
assigned it cannot be edited by the user.
Expiry Date
Date on which the current period of travel club membership is due to expire.
Paid
Amount paid by the customer for the current period of travel club membership.
Renewal Fee
Cost of renewing travel club membership.
Renew (button)
Click to renew travel club membership or to enroll if not currently a member.
History
Click to view the history of travel club membership for the customer.
Customer
Categories
Used to denote areas or interest or mailing categorisations.
Category
Area of interest description.
Select
Check to denote the customer is interested in the area of interest or inclusion in
the mail category.
Toolbar
Buttons
Close
Click to close the window, any unsaved changes will be lost.
Save
Click to save any changes made.
New
Click to open another instance of the customer edit window to add a new
customer.
Back
Go to the previous customer entry of the current search results.
Next
Go to the next customer entry of the current search results.
Notes
Click to open the customer notes window. See customer notes window section
History
Click to view the customers history of booking, enquiry and agent association. See
customer history window section.
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Loyalty
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Click to view customers loyalty points. See customer loyalty point window and
loyalty scheme sections.
10.2.1 Add New Customer
New clients can be added to the mail list in a number of ways, by entering a new clients details in the reserve
window, by adding a new clients details in the enquiry window or by adding a new client directly in the
marketing window. As the former two methods are automatic they require no explanation, the later uses the
previously described customer window and is performed as follows.
To add a new customer click the New button on the marketing toolbar to display the customer window in its
Add New Customer guise. The clients details should be completed as accurately as possible, provision for
rapid addressing using AFD postcoding products is provided.
10.2.2 Edit Existing Customer
A customers mail list details are primarily accessed from the marketing window, double clicking an entry in the
search results will open the customer details window in its edit form, as shown below.
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The same window can also be accessed direct from a booking by selecting View Client Details from the Edit
menu when a booking is open, this allows for rapid access to the customer details in order to modify details
which cannot be altered from the booking screen itself, for example the customer email address.
10.2.3 Customer Notes
The customer notes window, shown below, is accessed by clicking the Notes button on the customer window
toolbar.
It provides an area of free text for recording any details pertaining to the customer and any contact made with
the customer.
The controls of the customer notes window are described below.
Control
Notes
Notes area for entering new and editing existing notes.
Save (button)
Save the amended notes.
Contact
Add an entry to the notes area stamped with the current date and user reference
for completion by the user to denote contact with the customer.
Close
Close the window without saving changes.
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10.2.4 Customer History
The customer history window, shown below, is accessed by clicking the History button on the customer
window toolbar, not to be confused with the history button in the tracel club area of the window.
The customer history is divided into three areas, the travel tab details all bookings made by the customer, the
enquiry tab details all brochure enquiries made by the customer and the agents tab provides details of any
agents through which the customer has made bookings. Together they provide a comprehensive history of all
dealings with the customer.
All the information shown in the history window is available for the purpose of performing searching when
creating marketing extracts.
10.2.5 Customer Loyalty Points
The customer loyalty window, shown below, is accessed by clicking the Loyalty button on the customer
window toolbar. This is only of relevance if the loyalty scheme features of t3 are enabled and configured.
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The majority of the window is taken up by a statement list which details all loyalty points issued to the
customer, whether earned by booking on tours which have a points value assigned, issued as a joining bonus
or issued at the discretion of a user.
10.3 Delete Customer
As mentioned previously a customer marked as deleted from the mail list is not initially truly deleted, but is
hidden from the user by t3. Clients flagged as such can be viewed and searched for in the marketing window
by ticking the Show Deleted Clients tick box, the deleted records will be shown with tick in the Del column.
To delete an existing customer select their entry in the mail list window browser and click the Delete button,
the user will be asked if they want to proceed and mark the customer as deleted. Clicking yes will flag the
entry, clicking no will leave the entry untouched.
A deleted client record may be reinstated by selecting it in the list and clicking the Delete button, t3 will
recognise that the customer is currently flagged as deleted and give th euser the option to reinstate the client.
Deleted records can be permanently removed from t3 by using the Purge Deleted Clients tool (see later).
10.4 Sales Regions
The concept of sales regions within t3 allows customers to be easily searched for, filtered and extracted based
on their geographical location. The maintenance of sales regions is performed using the Sales Regions
window, shown below, which is accessed by clicking the Regions button on the marketing window toolbar.
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The Sales Region maintenance window allows the geographical areas used by t3 to be individually created and
maintained, like other areas areas of t3 regions cannot be removed as this could impact on the viability of
historic information stored on the system, however regions can be set to be current (in use and selectable) or
not-current (no longer in use).
To add a new region click the new button (pale blue page icon), this will display the Amend Sales Region
window as shown below. The new region should be given an easily recognisable and descriptive name. Click
the save button to create the new region
To edit an existing region simply double click the entry in the list area of the window (or click the edit icon,
white page icon) to display the amend window with the current details already shown. Details can be amended
as required and the entry saved.
If a region is taken out of use for any reason simply remove the tick from the Current control and save the
region.
The region system of t3 also comes with the capacity to configure postcode ranges for each region, see the
following Postcode Ranges section.
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10.5 Postcode Ranges
Sales region postcode ranges are t3s way of geographically categorising customers, to maintain these ranges
click the Ranges button on the Marketing window toolbar to show the Sales region - Postcode Ranges window
as shown below.
On initial opening all configured postcode ranges will be displayed, select the required region using the drop
down list selector provided. The list of postcode ranges will be filtered to only include those applicable for the
selected region.
To add a new postcode range first make sure the region it is to be added to is selected and then click the new
button (pale blue page icon) to display the alter range window, as shown below.
Added postcode ranges must be numerically continuous, this does not however prevent the addition of two
ranges with those not required being omitted as illustrated in the example below.
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In this way accurate geographical areas can be constructed from individual postcode ranges.
10.6 Campaigns
Marketing campaigns are t3s means of automating its more complicated off the shelf marketing extracts.
Campaigns can be configured with exclusion and inclusion ranges as part of the Extract 2 marketing extract
tool, but in their simplest form they are maintained from the Mailing Campaigns window, shown below, which is
accessed by clicking the Campaigns button on the marketing window.
The maintenance of campaigns follows the same pattern as that for both ranges and regions, click the add
icon to add a new campaign, double click the item in the list or click the edit icon to open the campaign edit
window and once again the redundancy of items is denoted by the Current flag.
The window below, Amend Campaign, is the same window used for adding or editing campaigns, once again
un-ticking the current control denotes that the campaign is no longer in use and as a result will not be available
for selection in relevant areas.
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To view all campaigns, not just those currently active, select All Campaigns from the Filter drop down
selector.
10.7 Marketing Extracts
t3 provides a variety of mechanisms for creating target mail extracts, ranging from basic sales region based
extracts to extracts written to exact custom requirements.
A summary of the mechanisms is as follows.
· Extract 1 - Sales Region based with simple single travel and/or enquiry date range filtering
· Extract 2 - Campaign based sales region filtering with multiple include and/or exclude travel and/or enquiry
date ranges.
· Custom - Anything goes. Roeville can provide custom filtering procedures based on pretty much any
information held within t3.
10.7.1 Extract 1
The Extract 1 tool of t3 allows the filtering and extraction of customers by sales region and simple travel and
enquiry date ranges. The export criteria window, shown below, is accessed by clicking the Extract1 button on
the Marketing window toolbar.
The window controls operate as follows.
Control
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Sales Region
Select the required sales region. All customers with postcodes described
within the selected region will be considered for the extract.
Travelled between - and
Specify the start and end dates for the period of travel. All customers who
have travelled within the specified range will be considered for the extract.
Enquired between - and
Specify the start and end dates for the period of enquiry. All customers who
have enquired within the specified range will be considered for the extract.
Excel Workbook name
Provide a name and location for the generated file. Click the V selector
button to specify a path. t3 will automatically generate a path and file name
based on the current system settings and selected sales region, see below.
Save Settings
Check to save the current date range settings for subsequent extracts.
Run Extract
Run the extract with the currently selected parameters.
Close
Close the window without running the extract.
As stated above t3 will automatically generate a file name based on the system settings and the selected
parameters, for example the selection of sales region made as below will result the the filename shown.
10.7.2 Extract 2
The Extract 2 tool of t3 allows the filtering and extraction of customers by sales region and a range of
inclusion and exclusion travel and enquiry date ranges, all gathered together into a campaign. The export
criteria window, shown below, is accessed by clicking the Extract 2 button on the Marketing window toolbar.
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The window controls operate as follows.
Control
Campaign
Select the required campaign. Previously configured include and exclude
ranges will be loaded.
Sales Region
Select the sales region on which to perform the filtering.
Date Ranges to Include
List of configured travelled and enquired date ranges to include in the filtering
results. Double click an entry to edit.
Date Ranges to Exclude
List of configured travelled and enquired date ranges to exclude from the
filtering results. Double click an entry to edit.
Add
Click to add a date range to either the include or exclude date range list.
Remove
Click to remove the currently selected date range.
Excel Workbook name
Provide a name and location for the generated file. Click the V selector
button to specify a path. t3 will automatically generate a path and file name
based on the current system settings and selected sales region.
Run Extract
Run the extract with the currently selected parameters.
Close
Close the window without running the extract.
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When adding or editing a date range the Add/Amend Range window, shown below, is displayed.
The window controls operate as follows.
Control
Item Type
Select either include or exclude.
Event
Select either travelled or enquired.
Range From - to
Specify the start and end dates for the period.
Save
Click to create a new inclusion or exclusion or amend an existing item.
Close
Click to close without saving the criteria.
10.7.3 Custom Extract
The Custom Extract tool of t3 allows the filtering and extraction of customers using custom procedures, by
default a number of the more commonly requested filters will be available on any system. The custom
marketing procedures window, shown below, is accessed by clicking the Custom button on the Marketing
window toolbar.
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The Custom Marketing Procedures window is basically a list of all the currently available, previously written
and installed, mail list filtering procedures. Running one is accomplished by double clicking the entry in the
list, the Custom Procedure Parameters window, shown below, will be displayed.
Custom procedures are essentially small pieces of script which are capable of filtering the customer mail list
based on any of the information available from the whole t3 database. These can range from very simple
scripts which require no further user input through more complicated ones which require a user to provide one
or two parameters, such as a date range, through to exceedingly complicated ones which require any number
of parameters to be specified. All parameters must be provided or the script may not function as intended.
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In the above example the selected script requires the user to provide three parameters, the user is required to
input the value of these parameters directly into the Value column. As these parameters can be of varying
types the window itself provides the user with useful tips as to how to format the parameter, in the above
example the tip gives precise details on how to enter dates, but individual tips are provided for each parameter
type.
t3 will automatically generate a file name for the created extract, but the user may also manually enter a file
name and also select the lfile location by clicking the button marked .... .
To run the extract click the Extract button or close the window using the Close button.
10.8 Travel Club and Loyalty Scheme
T3 features an optional travel club and loyalty point scheme. The loyalty point scheme may be operated
independently or it can be integrated into the travel club. The systems offer a wide range of flexibility to allow
the issuing of loyalty points to registered clients.
Loyalty points can be issued in a number of ways to travel club members, from enrolment and renewal
bonuses and based on tours booked upon. These points are held against the clients until they are redeemed.
Redemption of the points results in vouchers being issued to the clients that can in turn be redeemed against
future bookings or sundry sales.
The numbers of points issued for the various actions can be configured in the new Travel Club and Loyalty
Scheme Settings window as well as against tours. It is also possible to generate and print statements of the
points currently held by clients as well as previously generated statements.
The Travel Club & Loyalty Scheme window, see below has been designed to be as easy to use as possible
to use with the minimum of configuration and can be accessed from the Marketing window by clicking the
Travel Club button.
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The function of the controls on the individual tabs will be detailed in the rest of the section. Click the Save
button to save any changes or the Close button to exit without saving.
10.8.1 Travel Club
The Travel Club Settings tab, shown below, provides access to the parameters for setting up and managing a
basic travel club, extended functionality can be added by linking this with a loyalty shceme.
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The controls on the travel club settings tab operate as follows.
Travel Club Settings
Enable Travel Club
Check to enable the travel club features. Relevant controls on the customer edit
window, booking screen and various other windows will be shown or enabled.
Travel Club Receipt
Style
Select the required travel club receipt layout.
Next Travel Club
Number
This is the next number that will be issued as a membership number. On initially
configuring the travel club this number should be set to the first number to be
issued, thereafter t3 should manage this without any further input.
Membership Fee
Enter the current enrollment or renewal fee.
Membership Period
Enter the duration of a member ship period in weeks.
Membership
Statistics
Travel club statistic summary area - for information.
Membership Expiry
Date
Select the required date for calculating travel club membership to.
Count
Click to provide a quick summary of travel club membership.
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Summary figures for travel club membership as of the provided expiry date.
10.8.1.1 Travel Club Enrolment
Travel club enrolment and renewal is carried out through the Customer Edit window in the Marketing area of t3,
see below. If the travel club feature as a whole is disabled then this section of the window will be unusable.
Enrolment into the travel club is a simple matter of clicking the Join button and following the instructions on
screen. During the process the settings discussed earlier for membership fee, duration and next membership
number all come into play, and can be over-ridden if required.
Renewals are performed in exactly the same manner, when a client is already a member then the Join button
is replaced by one marked Renew.
During this process the other settings described earlier for Enrolment and Renewal Bonus points are used to
automatically issue points the client during the process.
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10.8.2 Loyalty Scheme
The loyalty scheme within t3 consists of a mechanism to issue points to customers based on their purchases
and activities and a system to redeem those points for vouchers. These vouchers may then be redeemed as
per any other voucher within t3.
The Loyalty Scheme Settings tab, shown below, provides access to the parameters for setting up and
managing a loyalty scheme. The loyalty scheme can be operated on its own or can be used to extend the
functionality of a travel club.
The controls on the travel club settings tab operate as follows.
Loyalty Points
Enable Loyalty
Points Scheme
Check to enable the loyalty points scheme features. Relevant controls on other
windows will be shown or enabled.
Scheme Name
Enter the required scheme name. This will be used on relevant windows and
documentation.
Scheme Point Name
Enter the required name for the points themselves. This will be used on relevant
windows and documentation.
Point Validity Period
Enter the period of validity for issued points.
Point to Pounds
Ratio
Enter the amount of loyalty scheme points required to produce a voucher value of
£1.
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Redemption
Minimum Points
The minimum number of points which can be redeemed towards a voucher. This
may be left at zero if there is no minimum amount.
Redemption Point
Multiple
The multiple of points which will be allowed to be redeemed for vouchers. For
example if points can only be redeemed in blocks of 250 then this should be set as
250. This may be left at zero if there is no minimum amount.
Travel Club
Integration
Enable Travel Club
Integration
Check to integrate the loyalty scheme with the travel club. The travel club must be
already enabled.
Enrolment Bonus
Points
Enter an amount of points to issue as a bonus for enrolment in the travel club.
Renewal Bonus
Points
Enter an amount of points to issue as a bonus for renewal of travel club
membership.
Renewal Grace
Period
Enter a a number of weeks to allow a grace period on travel club renewal after
which loyalty points issued may be void.
Renewal Point
Lapse Period
Enter a number of weeks over which points will be void upon a renewal outside of a
renewal grace period
Issue Points With
Confirmation
Check to issue loyalty points at time of confirmation print.
Generate
Statements
Click to generate and optionally print loyalty point statements.
Without enabling the integration the loyalty point scheme will operate by issuing points to every passenger on
a booking, however due to the fact that not every passenger may appear as an individual on your mail list
tracking of which points belong to whom may prove difficult. The integration of the loyalty scheme with the
travel club allows more precise control of who is issued with loyalty points, as only people who are registered
as current travel club members are issued points.
10.8.2.1 Tour Loyalty Point Setting
In order to issue points against passengers the point value of a tour has to be set against each tour. This is
done by editing the point value found in the Other Settings are of the tour settings window, see below.
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In the above the points value is labeled Loyalty Points but the actual caption seen in the window will depend
on the Scheme Points Name setting specified in the Loyalty Scheme Settings tab of the Travel Club and
Loyalty Scheme Settings window.
Setting this value to anything above zero will result in the number of points specified being issued to, in the
case of an independent loyalty scheme, all passengers on a booking or, in the case of a loyalty scheme
integrated with a travel club, passengers who have current travel club membership.
10.8.2.2 Issuing Points
Issuing points is in the main automatically handled by t3, this occurs in the travel club enrolment and renewal
and also during the process of printing a booking confirmation.
Enrollment and Renewal Points
When performing travel club enrollment and renewal the point bonus (if configured) is automatically added,
however if the user has the security setting Over-ride Pricing then they also have the ability to amend the
number of points issued.
Booking Points
For points to be issued against passengers on a booking they must first have their travel club membership
number logged against them. This is done in the passenger edit by entering the travel club membership
number in the box provided, see below.
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After entering the membership number the user should click the check button to verify that the number entered
pertains to the correct client. This check will also be performed when clicking the save button.
The check process identifies if the membership number exists and if the number is already in use on the
current tour (points can only be issued once per client per tour). If the details are correct then they will be
displayed on the window to the right of the Check button (including the expiry date). Membership numbers may
only be used once per tour. The act of actually issuing points can be done automatically at the time of printing
confirmations or if this feature is not enabled then points can be issued by clicking Issue Points on the
Passengers tab or Issue Loyalty Points on the Edit menu of the booking window. These controls are only
active if the loyalty system is active and the tour in question has a non-zero point value.
Points will only be issued once per passenger, if multiple confirmations are printed t3 automatically checks to
see which passengers have already had points issued and only issues them to newly qualified passengers
(i.e. passengers which now have a valid travel club membership number).
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10.8.2.3 Voiding Points
Issued points may be voided at any time by clicking the Void Points button on the Passenger tab of the
Booking window, they are also automatically void under a number of circumstances. These are when a
booking is either transferred or cancelled and also when a passenger is removed from a booking.
If during a transfer the new tour also has a point value then new points must be issued separately, if the
automatic issuing feature is enabled then these will simply be issued when a new confirmation is printed.
10.8.2.4 Redeeming Points
The redemption of loyalty points for vouchers takes place in the Voucher and Loyalty Scheme window,
accessed by clicking Vouchers on the main t3 tool bar. Please be aware that when the loyalty scheme is not
enabled the loyalty tab will not be shown and the window will be captioned simply as the Voucher window.
As previously described in the vouchers section of this document the window itself is divided into two tabs.
The first, Client, shows the customer details and the vouchers already attributed to the customer (please see
the vouchers section for the operation of this tab), while the second, Loyalty Scheme, shows the loyalty points
issued to the customer and their current status. It is this second tab, shown below, which is used to redeem
loyalty points for vouchers.
Once the required customer has been selected on the Client tab the loyalty tab should show a list of loyalty
points issued to the customer, as can be seen from the above the client has been issued with three lots of
loyalty points, each relating to booking reference shown on the relevant column.
Please note the exact headings for the lists on the Loyalty Scheme tab will depend on the loyalty points name
configured on the system (see loyalty scheme settings).
The controls for the loyalty tab function as follows.
Control
Associated Points LIst
List detailing all loyalty points issued to the selected client.
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Redeem Points LIst
List detailing all points selected for redemption.
Voucher Number
Not used in normal operation.
Booking Reference
Not used in normal operation.
>>
Click to add the selected loyalty point list entry to the redemption list.
<<
Click to remove the selected item in the redemption list.
Redeem
Click to redeem items in the redemption list against a voucher.
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Redeeming vouchers is achieved by moving items from the left hand points list to the right hand one with the
>> button until all the desired points have been selected and then clicking the Redeem button. The << button
is provided for moving items from the right list in the case of a mistake being made. It should be noted that
only items which are currently valid (i.e. not already redeemed or void) can be added and points for tours yet to
depart cannot be redeemed. As items are added and removed from the redemption list a running total is shown
below the list.
On clicking the Redeem button the user will be asked if they want to redeem the selected number of points, as
shown below.
If the user continues they will be presented with a message like the one below which details the number of
points to be redeemed, the value of the resulting voucher (calculated using the Points to Pounds Ratio
configured on the system) and any points which will be left unredeemed (calculated based on the configured
minimum redemption number and multiple).
Clicking Yes will redeem the points, produce the required voucher and credit any remaining points to the client
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for future use. Clicking No will simply abort the process.
The user should see the redeemed points marked as such and a new voucher should be visible in the
Vouchers List on the Client tab of the voucher window, both are illustrated below.
Redeemed points.
New voucher.
10.8.2.5 Loyalty Statements
To assist in keeping track of customers loyalty points balances t3 now includes the ability to print loyalty point
statements. These can be printed both for a single client and for all travel club members. Prevision has also
been made to allow for the viewing and printing all previous statements for clients.
10.8.2.5.1 Single Client Loyalty Statements
To view previous statements and generate a new one for a single open the Edit Customer window from the
Marketing window and click the Loyalty button on the toolbar, see below.
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This will display the Customer Loyalty Statements window, shown below, which details all previous statements
issued for the client. Each one has a statement number, an issued date and opening and closing point
balances.
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To generate and print a new statement click on Print New Statement from the Action menu. This will cause t3
to first identify loyalty point which have been issued or redeemed since the previous statement was generated
and store this information so that the statement may be printed at any future time. It will then print preview the
statement and update the list of statements. Any statement already in the list can be re-printed by either,
simply double clicking on it in the list or by selecting it and clicking Re-Print Statement from the Action menu.
10.8.2.5.2 Batch Loyalty Statements
T3 also allows the user to generate and print new loyalty point statements for all current travel club members.
To use this feature simply click the Generate Statements button on the Loyalty Scheme Settings tab of the
Travel Club and Loyalty Scheme Settings window.
This follows exactly the same process as for a single client but will produce new statements for all the
relevant clients.
10.9 Utilities
The marketing area of t3 offers a number of small but none the less useful utilities and tools. These can be
found on the File and Maintain drop down menus when the Marketing window is active.
10.9.1 Apply Mailsort Codes
Mailsort is an address coding scheme used by the Royal Mail and its business customers for the automatic
direction of mail. Mail users who can present mail sorted by Mailsort code and in quantities of 4,000 upwards
(1,000 upwards for large letters and packets) receive a discounted postal rate.
The Apply Mailsort Codes utility provides a simple mechanism to identify the applicable mailsort code to each
and every customer in the mail list and can be run by clicking Apply Mailsort Codes on the File menu of the
Marketing window. On selection the user is presented with the message shown below before the process is
begun.
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While running the process will display the progress window shown below, this will disappear once the process
is complete.
Upon completion each customer in the mail list should have the correct Mailsort code applied, see below.
10.9.2 Consolidate Customer
The consolidate feature of the mail list allows two or more entries exist in the mail list for the same customer
to be amalgamated into a single entry. One could simply be removed, however this has the undesirable effect
of removing any customer history relating to the lost entry. Ideally one of the entries would be removed and
the associated history transferred to the remaining one. This is precisely what the consolidate feature does.
In order to consolidate entries the customer references of both of the entries must be known, one of these will
be kept the other will have its history transferred to the other and be discarded. After locating the one to be
kept in the mail list it should be highlighted and then the Consolidate Client tool selected from the File menu.
The following window will be shown.
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The customer reference for the entry that is to be removed should be entered into the box provided, a click of
the Check button will display the details of the client. If the details are correct the Consolidate button can then
be clicked. The following will be displayed, providing a last get out before the process is completed.
Click Yes to confirm the removal of the unwanted entry or No to abort the process.
11
Vouchers
The t3 voucher system allows the configuration of several different types of vouchers, each with different
names, expiry periods and payment requirements.
Provision is made for voucher sales, issuing of non-paid for vouchers, voucher redemption and the banking
and tracking of voucher sales.
The first part of this section deals with the configuration and maintenance of the voucher system, while the
remainder deals with their issuing and redemption.
Loyalty points tab screen shot
The exact headings for the lists on the Loyalty Scheme tab will depend on the loyalty points name configured
on the system In order to redeem point you must first locate the client, this can be done by using either the
Search button to locate the client using a mail list searcher window or by entering the postcode and using the
AFD search to again locate the client on your mail list.
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Once the client has been located the window will load all the current vouchers attributed to the customer and
also load the details of currently issued points on the Loyalty Scheme tab.
Redeeming vouchers is achieved by moving items from the left hand list to the right hand one until you have
all the desired points and then clicking the Redeem button. Buttons are provided for moving items to and from
the right list and only items which are currently valid (i.e. not already redeemed or void) can be added. As
items are added and removed from the redemption list a running total is shown below the list.
On clicking the Redeem button the user will be asked if they want to redeem the selected number of points. If
the user continues they will be presented with a message like the one below which details the number of
points to be redeemed, the value of the resulting voucher (calculated using the Points to Pounds Ratio
configured on the system) and any points which will be left unredeemed (calculated based on the configured
minimum redemption number and multiple).
Redeem point dialog screen shot
Clicking Yes will redeem the points, produce the required voucher and credit any remaining points to the client
for future use. Clicking No will simply abort the process.
11.1 Voucher Maintenance
Voucher maintenance is performed in the voucher type maintenance window, shown below, which can be
accessed by selecting voucher type maintenance from the utilities menu of the maintenance area.
As can be seen from the above it is possible to have a variety of different voucher types in operation at any
time. Vouchers can be added by clicking the add button and existing ones may be edited by clicking the edit
button.
Both adding and editing a voucher type use the window shown below, the image illustrates a new voucher type
being created.
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Each voucher type can be configured to behave in a variety of different ways, the information in the window
above determines the behaviour as follows
· Description – a descriptive name for the type of voucher
· Prefix – a prefix letter for the voucher type, this is used for reporting purposes
· Valid for – this allows the configuration of the period of time in which the voucher is valid from the issuing
date. Selecting zero will define the voucher as non-expiring.
· Payable – determines if the payment is required for the voucher type. If this is selected then a voucher must
be paid for at the time of issue, if payment is not received then the voucher is void. Please note that this
setting also has implications at the time of redemption as well as issuing, this will be detailed later.
· Loyalty – determines if the voucher type forms part of the system loyalty scheme, if it is enabled.
· Current – determines if the voucher type is in current use, un-checking this control will mean that the current
voucher type can no longer be issued. T3 does not allow the removal of voucher types, doing so could
cause data integrity issues with previously issued vouchers.
11.1.1 Voucher Nominal Code
Any vouchers which are configured as paid for will need to be processed through the t3 systems cash day
book. In order for this to operate correctly it is advisable that the voucher receipts nominal code is correctly
configured. This can be found on the nominal ledger tab of the system settings window, see below, which can
be accessed from the maintenance section of t3.
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11.2 Vouchers
Vouchers can be issued in one of two ways, the most common being through the normal voucher sales
window and the other means being the redemption of loyalty scheme points. The issuing and redemption of
loyalty scheme points is entirely dependent on whether this feature is enabled and will be covered in another
document.
The issuing of vouchers is performed from the vouchers window, see below, which is accessed by clicking the
vouchers button on the main toolbar. The window shown below also has an extra tab control for dealing with
loyalty points, this will not be visible if this feature is not enabled.
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The controls of the Client tab of the voucher window are as follows.
Control
Customer Id
Customer mail list id, internal unique customer identifier.
Search (button)
Click to search for the required customer by surname or postcode.
New (button)
Click to add a new customer to the mail list. After adding the new client to the
mail list the user will be returned to thew voucher window with the new client
details already loaded.
Name (Title/Initials/
Surname)
Customer name.
Address
Customer address, four lines of address are catered for.
Postcode
Customer Postcode.
Daytime Telephone
Daytime contact telephone number.
Evening Telephone
Evening contact telephone number.
Mobile Telephone
Mobile telephone contact number.
Search for voucher
reference
Enter a known voucher number in the box provided and click the associated
search button marked ... to display the details of the voucher (in the list below)
along with the customer to whom the voucher belongs.
Voucher list
Details all vouchers issued to the selected client.
Issue (button)
Click to issue a new voucher, see below.
Void (button)
Click to void the selected voucher.
Pay (button)
Click to pay for a selected voucher, this is not normally required as t3 will ask for
payment of vouchers when required when they are being issued.
Print (button)
Click to print a copy of the selected voucher, this is not normally needed as t3 will
offer the opportunity to print a voucher when it is issued.
On opening the voucher window no customer will be selected, to do so either click the search button to locate
the customer by name, enter a postcode and click the AFD button to locate by postcode or click new to create
a new customer.
When the required client has been selected any existing vouchers for that client will be listed on the right hand
side of the window.
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An alternative means of searching for a client, not just for the purposes of issuing vouchers, is to enter a
known voucher number in the search for voucher reference and click the button labelled …
11.2.1 Issuing a Voucher
To issue a new voucher for the selected customer click the issue button, the New Voucher window shown
below will be displayed.
The controls displayed in the previous window are as follows
Control
Catalogue
This refers to the catalogue to which the voucher sale should be assigned. This
not only determines the where the sale will end up for the purposes of profit and
loss but for systems with electronic funds transfer capability (EFT) will also
determine the payment gateway used (t3 allows each catalogue to be connected
to a different payment gateway/bank account).
Type
Select the required voucher type. Selecting one which requires payment will mean
that payment will be asked for, not entering a payment will void the voucher.
Value
Select one of the pre-defined amounts (these is not user configurable) or enter the
required amount.
Issued
This would normally default to the current date.
Expires
This will detail the expiry date of the voucher based on the selected issue date
and the expiry period of the selected voucher type. If the selected voucher type
does not have a period defined (i.e. period is set to zero) then this control will be
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disabled.
Notes
Enter any notes regarding the voucher or its sale
When the voucher has been correctly configured clicking the save button will generate a new voucher which is
displayed in the voucher list as per below.
11.2.2 Printing a Voucher
To print a voucher highlight the required one in the voucher list, click print and select the desired format.
11.2.3 Paying for a Voucher
As previously described vouchers can be configured to require payment, if the issued voucher is of a type that
requires payment then the travel voucher payment window, as seen below, is displayed. It operates in exactly
the same way as any other payment window within t3.
Cancelling the payment will result in the voucher being void.
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The user is also given the option to print a receipt for any paid for voucher issued and paid for. This occurs
automatically after a payment is made and allows the user to select the layout required.
11.2.4 Voiding Voucher
If a voucher is no longer required it must be made void, they cannot simply be deleted. To void a voucher select
it in the voucher list of the voucher window and click the void button. The user will be presented with the
following dialog window.
Vouchers which are accidentally void cannot de un-voided and must be re-issued, obviously this will mean a
new voucher reference.
11.3 Redeeming a Voucher
Voucher redemption is only allowed against tour reservations and is performed from the booking window. To
redeem a voucher select redeem voucher from the booking edit menu, see below.
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This will display the redeem voucher window, see below.
Initially the redeem voucher will be blank so the first thing to do is to indicate to t3 which voucher is to be
redeemed. Enter the voucher number in the space provided and click the details button.
Providing the entered voucher reference is a valid one something like the following should be displayed.
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It is at this point that the user should make sure that this is indeed the correct voucher as incorrectly
redeemed vouchers cannot be un-redeemed. The user would be forced to issue another voucher in the event
of an incorrect redemption.
Click the redeem button if all is as it should be or click the cancel button to halt the process and return to the
booking window.
The precise actions that t3 will perform when the redeem button is clicked depend on the type and
configuration of the option, or to be exact on whether the voucher type is payable or not.
Voucher types which are not payable are simply marked as redeemed and an option added to the relevant
booking, the value of which is a negative version of the value of the voucher. For example a £25 voucher
results in an option with a value of -£25, thus reducing the total cost of the reservation by the value of the
voucher.
Voucher types which are payable are handled in a slightly different manner. The voucher itself is once again
marked as redeemed but the manner in which this affects the booking is different. Instead of an option with a
negative value being added to the booking a suspense payment for the value of the booking is automatically
made and a zero priced option is added to the booking to signify that this has taken place.
The reason for the difference in mechanisms is that paid for vouchers need to be processed as a payment and
be accounted for as such.
11.4 Voucher Reporting
T3 provides facilities for facilities for printing reports of voucher sales. To print from the available reports open
the system wide reports window by clicking the reports button on the main toolbar and select the vouchers
section on the left side of the window.
Below is an example of one of the reports available showing the vouchers issued within a given date period.
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Services
Tour services are t3s way of attaching required services and facilities to tours, for example vehicle hire,
parking fees or ferry crossings can be all be added. Indeed anything which has a cost attached to it that is not
already covered by the accommodation or option costing settings should be added, doing so makes sure that
these costs are incorporated into the profit and loss reporting features.
12.1 Tour Services
The Tour Services Viewer window, shown below, allows easy access to all tour service items currently
configured and can be opened by clicking the Services on the main tool bar.
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The window operates as a means of rapid access to the Tour Services window of tours within a specified date
range. The available controls function as follows.
Controls
From
Specify the start date of the range of tours to be displayed.
To
Specify the end date of the range of tours to be displayed.
Hide Canx
Check to hide cancelled tours in the specified date range.
Tour Type
Select the any required upper level tour category filtering required. (the actual
label against this control will depend on the system configuration).
Theme
Select the any required lower level tour category filtering required. (the actual
label against this control will depend on the system configuration)
List area
Displays all the tours conforming to the specified search criteria. Double
click an entry for a quick way to the edit button.
Edit
Click to open the tour services window for the selected tour.
Print
Click to print a report of the current list contents.
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Close
Click to close the window.
The Tour Services Viewer does not offer any editing features over and above those that exist in the Tour
Services window, it simply provides a quick means of access to these settings for users who do not require
access to the full tour.
13
Routing
The Routing area of t3, accessed by clicking the Routing toolbar button allows access to a number of features
and tools all connected with the planning or manipulation of pickup points or printing pickup based reports. All
of these features are accessed from the Routing toolbar or its contextual menu. To open the Routing toolbar,
shown below, click the Routing button on the main t3 toolbar.
The whole area of pickups, routes and routing is a major departure from the schema in its forebears. This
improvement has been made to allow for a much more flexible system to be implemented, allowing for
interchange style pickup schemes (ones where multiple tours share the same routing scheme on a particular
day) to be implemented, as well as the standard point to point routing schemes and also home pickups.
Thrown into this mix is also the concept of pickup regions, where individual points can be grouped into
geographical areas to assist with tour searching and selection.
Please note that although t3 is capable of operating with pickup points in a hub scenario manipulation of these
points will require the use of the optional t3 Routing Application, t3 itself contains only features for manipulating
pickup points on point to point routes.
13.1 The Concept
Conceptually t3 utilises a template based system, which consists of collections of points grouped into of either
routes or point groups, several of which form an interchange template. The term interchange is used
throughout the routing application and is used to refer to both point to point collections as well as actual
interchange schemes. The collections are purely template information and are not assigned to tours directly.
Shown below is a simple example of such a collection.
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These templates are then used to create instances on the required days for tours (for both outward and return
journeys), interchanges style templates can be assigned to multiple tours, while at present point to point
templates are only assigned to a single tour.
To give a better understanding as to how these collections of different records from different tables combine to
create a template we will take a look at the different tables and the information contained therein and how they
connect together.
13.1.1 The Tables
To give a better understanding as to how these collections of different records from different tables combine to
create a template we will take a look at the different tables and the information contained therein and how they
connect together. There are five tables concerned with the templates and interchanges, not including their
connection to tours (via tourlist) and passengers (via tourmast). They are hub, route, routepoint, pickuppoint
and pickuppointtype. This information is not intended to give a full and in depth understanding of how the
schemes fit together but simply to give the reader an understanding of the information involved.
13.1.1.1 The Hub Table
The hub table contains information on a one record per template or instance basis. The information contained
details whether it is a template or an instance, the hub point, to identify both the location of the hub point and
the point type (a destination type point indicates a point to point style interchange while an Interchange Point
indicates a true interchange), the date on which an instance is active.
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13.1.1.2 The Route Table
This table contains information on both Point Groups and Routes on an interchange. Both of these are
essentially collections of points, the difference being that Point Groups are simply collections of points,
usually geographically grouped, which may not all be used, while a route is an actual arrangement of points
into a route ready for timing.
13.1.1.3 The PickupPoint Table
This table contains the master point information for all pickup points, it details the point type, name,
description and the actual location coordinates.
Please see the Master Points section for more information on the configuration of pickup points.
13.1.1.4 The PickupPointType Table
This table details the various types of points which are available for use and is not user configurable.
The currently available types of pickup points are Destination, Interchange, Pickup, WC stop and Home
Pickup. Please see the Master Points section for more information on the various types.
13.1.1.5 The RoutePoint Table
This table is essentially a link table, linking instances of points used on active interchanges back to the
location information detailed in the pickuppoint table.
The information in this table defines not only the name and location of the point but also the pickup time and
whether the point is available for selection against a passenger. This last piece of information is often referred
to as whether a point is closed or not, a point can be closed for a number of reasons aside from it not being
available on a particular tour or interchange, for example it could be that it has reached its capacity limit and
no more passengers should be picked up there.
13.1.2 Route Planning
In order to give the reader a better understanding how all of this information can be tied together in an easily
understandable scheme we will run through an example. Consider the diagram below which is a stylised and
simplified depiction of a selection of pickup points (the smaller dots) and an interchange/destination point (the
larger dot).
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Connecting all of these points into a single route could be done but it would result in some unnecessary toing
and froing or doubling back. Fortunately t3 provides the means and necessary tools to allow the routes to be
subdivided and linked together to form routes and feeders. The diagram below illustrates such a scheme.
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The above diagram illustrates just one way of servicing all of the required points using three routes (and by
association three vehicles). In order for this to work t3 must be able to store information about where one
route joins another, it does this by allowing each route to have a designated link point. The term link point
simply means the point at which the route links or joins to another route.
As can be seen from the above diagram the pickup points labelled 1, 2, 3 and 4 have been gathered together
to form a route (R) which not only services these points but also carries on to the interchange or destination,
the vehicle travelling this route would be the tour vehicle. Another route (1) consisting of point 5, 6 and 7 has
been created and links to route R at pickup point 4, it acts as a feeder for the tour coach. The final point, 8, is
serviced by its own feeder route (2) which links to route 1 at pickup point 6.
When it is also considered that any of the points depicted in the above diagrams can be home pickup points
and that routes can be nested (linked to one that is linked to another etc.) it soon becomes evident that t3 has
some powerful routing capabilities.
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The routing capabilities of t3 can be further expanded by using the optional extra t3 Routing Application also
available from Roeville Computer Systems Ltd.
13.2 Routing Reports
t3 offers a wide variety of routing reports ranging from reports to identify passengers without pickup points
assigned through pickup lists to interchange budget reports, all are printed from the Routing Report Selector
window, shown below which can be accessed by selecting Routing Reports on the Pickups and Routes menu
or by clicking the Reports button on the Routing toolbar.
The Routing Report Selector window consists of two main areas, the left one being concerned with selecting
the route or interchange to be reported on and the right one with the report to be printed.
Select Interchange
Route Direction
Select from either outward or return. The list of routes/interchanges will be
updated on selection.
Route List
List of all the routes/interchanges of the selected direction on the selected date.
Calendar
Select the date on which the route/interchange occurs.
Routing
Reports
Report List
Select the required report.
Control
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Print
Click to print for the selected report.
Show Hidden
Reports
Check to show hidden reports.
Close
Close the window.
To print a report after selecting the required route/interchange highlight the required report and click print, or
alternatively double click the report.
The list of reports may be tailored using the hide reports feature, checking the Show Hidden Reports control
will display the following.
Along with this the list of reports will gain a column labelled Hidden, showing the current status of the report,
all previously hidden reports will be marked with Yes in this column. To hide reports highlight the report in
question and click the Show/Hide button. Showing an already hidden report uses the same mechanism,
highlight an already hidden report a clicking the Show/Hide button will show the report. Un-checking the Show
Hidden Reports control will return the report list to its standard layout.
13.3 Master Points
The Master Points window, shown below, can be accessed by clicking the Points button on the Routing
toolbar or by selecting Master Points from the Pickups and Routes menu.
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This window is the maintenance area within t3 for all pickup point information (the optional t3 Routing
Application offers similar but extended features).
The term pickup point actually covers several different types of points, these include pickup points,
interchange points (for interchange based routing), destinations (for point to point based routing) and also WC
Stops (although these points can be edited in t3 they are primarily of use in the t3 Routing application).
Control
Point Type
Select to view the currently configured points of a particular type, shown below is
are the options available.
Search
Enter a point name to search the list.
Pickup Point List
Displays all the points of the selected type, auto scrolls when a search term is
entered. Double click to edit a point.
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Add (button)
Click to add a new point. See the following edit pickup point section.
Remove (button)
Click to remove the selected point. The point is taken out of use for all future
routes/interchanges, it is not removed from the database as doing so would
damage historical data.
Close (button)
Click to close the window.
13.3.1 Edit Pickup Point
When adding a new or editing an existing pickup point the Edit Pickup Point window, shown below is displayed
for the user.
The various controls of the Edit Pickup Point window and their functions are as follows.
Pickup Point
Type
Pickup point type. This is displayed for information only and cannot be altered
once the point has been created.
Time
Not applicable to a master pickup point, the same window is used for editing
points assigned to routes where this control is enabled.
Region
Select the required pickup region. See region searching in the tour finder section.
Name
Enter or amend the name of the pickup point.
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Address
Enter or amend the address of the pickup point.
Postcode
Enter or amend the postcode for the pickup point.
Map - Latitude/
Longitude
Enter or amend the latitude/longitude values for the point. This information is
exceedingly important if the optional t3 Routing Application is used as it allows the
application to automatically locate and route the pickup point.
Drop Off Point
This section should be left blank if the location of the point when used to drop off
passengers is the same as the outward.
Time
Not applicable to a master pickup point, the same window is used for editing
points assigned to routes where this control is enabled.
Name
Enter or amend the name of the pickup point.
Address
Enter or amend the address of the pickup point.
Postcode
Enter or amend the postcode for the pickup point.
Map - Latitude/
Longitude
Enter or amend the latitude/longitude values for the point. This information is
exceedingly important if the optional t3 Routing Application is used as it allows the
application to automatically locate and route the pickup point.
Button
Save
Click to save changes an exit the window.
Close
Click to close the window without saving changes.
When adding a new point the above window will be opened with only the point type set, this is taken from the
current selection of the Point Type control on the Master Points window at the time of clicking the Add button.
The new point is not created until the save button is clicked.
13.4 Route Templates
The Pickup Route Maintenance window, shown below, allows the configuration of point to point routes.
Interchange based routing is catered for within t3 but the complexity of such schemes require the use of the
additional t3 Routing Application.
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As can be seen from the above, the route maintenance window displays a list of all currently configured
routes, each of these is a template (as discussed at the start of this section) and as such is not directly
assigned to a tour, they can however be timed.
The various controls and their functions are as follows.
Control
Route List
List of currently configured route templates. This illustrates the need to give route
templates easily recognisable names.
New
Click to create a new route template.
Clone
Click to make a copy of the currently selected route.
Close
Click to close the window.
13.4.1 Make New Route
To create a a new route template click the New button on the Pickup Route Maintenance window to display the
Make New Route widow as shown below.
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The user should provide a a suitable, descriptive and easily recognisable name for the route and select the
destination from the list of currently available ones before clicking the OK button. Clicking the Cancel button
will close the window without creating a new route.
After the OK button has been clicked the window shown below will be displayed
As can clearly be seen this is a version of the Master Pickup Places window, it allows for the rapid creation of
new routes by allowing the user quickly add multiple points in one go. To do so simply select one or more
points, as shown below, before clicking the Add To Route button. Ideally all the required points for a new route
should be selected, no further editing of the route would then be required.
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The newly created template will be added to the list of routes in the Pickup Route Maintenance window.
Further additions and amendments, including timing can be carried out as detailed in the Edit Route Template
section.
13.4.2 Edit Route Template
To edit an existing template simply double click it in the list portion of the Pickup Route Maintenance window,
the Edit Route Template window, shown below, will be displayed.
The controls and their functions of the Edit Route Template window are as follows.
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Control
Point List
List of all points currently on the route. The list may be ordered in several ways by
clicking on the column headings. Double clicking an entry will cause the point to
be edited as per below.
Edit
Click to edit the currently selected point, the Edit Pickup Point window shown later
in this section will be displayed.
Add
Click to add more points to the route template. Opens the master pickup point
window to allow the selection of one or more additional points.
Close
Click to close the window.
When editing a pickup point assigned to a route there is actually very little that the user can alter, this is due
to the nature of how the pickup point information is stored, only the time can be modified. This can be seen in
the Edit Pickup Point window displayed below.
The route information against the pickup point is not enabled here but is available in the route maintenance
area within the tour, however it allows for the division of the route into sub-routes.
13.4.3 Clone Route
The clone route facility allows for the copying of an existing route for subsequent alteration and allows for rapid
creation of new routes. Click the Clone button on the PickupRoute Maintenance window to display the Copy
Existing Route window shown below.
When a suitable route name has been entered click the OK button to create the new route.
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13.5 Interchange Reports
Enter topic text here.
13.6 Pickup Regions
For the purposes of tour searching pickup points may be divided into regions. The Pickup Regions
maintenance form, shown below can be opened by selecting Pickup Regions form the Pickups and Routes
drop down menu.
The controls on the pickup regions form operate as follows.
Control
Region List
Displays all the currently configured pickup point regions.
Edit
Click to edit the currently selected region.
Add
Click to add a new region.
Close
Click to close the window.
13.6.1 Add Pickup Region
To add a new pickup point region click the Add button of the Pickup Regions window to display the New
Pickup Region window as shown below.
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After entering a suitably descriptive and easy to recognise name click the Save button to create a new pickup
region.
13.6.2 Edit Pickup Region
A pickup region can be edited by either selecting the required region in the list of the Pickup Region window
and clicking the Edit button or by double clicking the entry in the list. Either of these will display the Edit
Region Name window as shown below.
After making the required changes click the Save button.
13.7 Close Unused Pickups
As already described pickup points may not be removed from routes but they can be taken out of service by
closing them, t3 provides an easy to use tool for closing pickup points on a route by route basis. To access
the Close Unused Pickups window, as shown below, select Close Unused Pickups form the Pickups and
Routes menu.
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To close all unused pickup points on a tour simply highlight it and click the Close Pickups button.
13.8 Create Hubs
This tool is provided for maintenance purposes only and should only be used when directed by support. It is
provided to enable the creation of a new instance a routes/interchanges template on a given date from a
selected template.
The Create New Hub tool, as shown below, is accessed by selecting Create Hubs form the Pickups and
Routes menu.
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To create a new instance select the required date, journey direction and template and click the Create button.
Tours can then be attached to the newly created instance through their settings window.
13.9 Remove Unused Hubs
Due to the flexible nature or t3's routing system and the abilities to change the route which a tour and to share
routes it is possible that over a period of time a number of unused route instances may accumulate.
The Remove Unused Hubs tool, shown below, can be accessed by selecting Remove Unused Hubs from the
Pickups and Routes menu.
The tool first scans all routes/interchanges present in the system and identifies which are currently unused,
the above window then displays these in a list. To remove entries simply select the required ones (multiple
selections may be made) and click the Remove button.
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Financial
This area offers access to a number of features and facilities relating to the day to day financial workings of
t3.
14.1 Cash Daybook
The Cash Daybook is selected from the Financial menu on the t3 shell window and shows a table of all recent
payments which have been entered into the system. The payments will have been entered against bookings,
sundry sales, vouchers, through the mail list (travel club payments) or via the agent batch payment system.
All these payments have to be reconciled on a regular basis, ideally immediately prior to the payments being
banked.
In short, reconciliation is the process of balancing the recorded payments with the actual monies waiting to be
banked. The reality it can be a bit more complex as there are many payment types which need to be
considered, including :
· Cash.
· Cheques.
· Card payments which have been manually processed through a terminal.
· Automated card payments taken through t3 or Webres.
· Direct bank transfer.
· Credit Notes.
· Gift vouchers purchased by customers then redeemed against bookings.
· Compensation vouchers redeemed against bookings.
The payments can be for
· Tours and excursions.
· Travel insurance.
· Travel Club membership fees.
· Credit and Debit card handling fees.
The Cash Daybook allows the processing of payments in real-time, while other users are taking more
payments, and it produces an Audit Trail report and banking summary records. In addition to the printed
output, the reconciled cash daybook transactions are saved to a payment history file and the banking
summaries are sent to an Accounts Link file for optional posting into an external accounts system.
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The function of the window controls are listed below
Controls
List Sort Order
Select the sort order from the drop down list - Cashbook (payment date),
Booking (booking reference number), User (user reference).
Agency Filter
Filters transactions for the Company (Head Office) or for any travel agents
set to use the Memo Cash Option - ie., take payments from clients on behalf
of the company.
Transaction List
List of all payments waiting to be reconciled and banked. The column
contents are:
· Date - Date of payment
· Reference - Booking reference or agent reference for batch payments.
· Customer - Lead client or agent name.
· User - Reference of the user who entered the payment.
· Cash - cash payment.
· Cheque - cheque payment.
· Card - Debit or credit card.
· Transfer - Bank transfer, BACCS etc
· Suspense - Items with a value to the company but are not legal tender and
can't be banked. This includes credit notes, vouchers, errors and
corrections.
· TOMS - Checked for tours set up as margin VAT-able.
· Refund - Payment set to be a refund - sub-grouped in cash daybook report.
· Tagged - indicates payment has been selected for printing and is included
in the batch tagged totals.
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User Ref.
Initials of the currently logged in user who is performing the reconciliation.
Batch Tagged Totals
The sum of each payment type: Cash, Cheque, Card (Debit and Credit),
Transfer (bank transfers) and Suspense. This includes credit notes,
vouchers, errors and corrections.
Edit (button)
Same as right-clicking an item in the list - opens up the payment window and
allows the transaction date, payment type and narrative to be amended. Note
that changes here are recorded in the system audit log. Payment values
cannot be altered.
Criteria (button)
Opens a filter dialog to enable transactions to be tagged or untagged, either
all items or those falling in a date range.
The check boxes allow further filtering of Margin Scheme items and Refunds.
Print (button)
Print the Cashbook - a preview is seen first and this should be printed for the
Audit Trail prior to posting. Once the printout is correct and safely printed,
post the Cashbook.
Note: The Cash daybook window closes after the posting run is finished.
Close
Close the Cash Daybook window.
Reconciling the Cash Daybook
The task of reconciling payments involves checking each item in turn against the physical payment (cheques,
cash amounts, voucher etc) and tagging it to sum the value of that particular payment type. Items are tagged
by double clicking on them in the payments list. As each payment is tagged, its value will be added to the
Tagged Batch Totals at the foot of the page. Double clicking a tagged entry will un-tags it.
Instead of reconciling each item individually, the Criteria feature can be used for batch tagging or un-tagging of
payments. The criteria window shown above allows for easy selection of multiple entries
Payments can also be edited, should this ever be required, by highlighting in the list then then right clicking.
This is however limited to changing dates and amending payment types, payment values cannot be amended.
If a payment has been entered with an incorrect value then a fresh payment of equal value but with the
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opposite sign has to be entered to cancel the erroneous item. It is a good idea to move the erroneous
payment and it's correction into the Suspense payment column and to add a narrative to explain the error.
It is good practice to always ensure that all non-bankable items are kept in the suspense column, this way
they should ideally balance off to zero and will have no effect on the banked totals.
Printing and Posting
Once the Cash Daybook has been reconciled it should be printed. Once the printed copy is safely on paper
and checked it can then be Posted, the window shown below will be displayed and provides the user an
opportunity to a halt if any discrepancies are noted..
On clicking the Yes button the Cash Daybook Update window, shown below, this provides a mechanism to log
the action and also a final chance to halt the process.
On clicking confirm t3 copies the payments to the history files (allowing the payment history to be viewed from
within a booking), the batch totals are converted into a Journal and saved to the Accounts Link and the internal
system batch number register is incremented ready for the next cashbook posting. The cash daybook window
is closed automatically when a posting is completed.
IMPORTANT: The Cash Daybook Report is part of the company's Financial Audit Trail and EVERY report
must be filed securely in sequential numeric order.
14.2 Agent Batch Receipts
Before considering individual cases it is worth recapping the rules for travel agent operation. Agents are
basically any organisation or third party which sells a tour operators products in return for a sales commission,
usually a percentage of the sale cost. Agents range from the local newsagent shop to fully fledged high street
travel agents, and although they might be working at different commission rates, they all operate the same
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way. They handle all aspects of the booking on behalf of their client, including taking payments and passing
this on to the operator, less the agreed rate of commission.
This is in contrast to Reader Holiday (Newspaper) sales where the client is recommended and the operator
handles the booking and takes payments. Commission statements are then produced by the operator for each
tour, and the newspaper is paid according to the positive recommendations they have produced. Reader
holidays are not handled through the agent channels of t3.
The fact that an agent is providing a service, a booking and payment handling service, brings them into scope
for VAT, so their commission values take this into consideration. Provided that the agent has been set up as
VAT registered, it is the tour operators responsibility to obtain the Agent's VAT registration number, and to
obtain a signed agreement with the agent that all VAT on commissions is to be paid over to HM Revenue &
Customs.
It is usual practice for agents to pay over the full tour deposit plus the cost of insurance immediately the
booking is made and a confirmation generated for the agent, showing an analysis of the commission and VAT.
At the same time t3 will also print a holiday confirmation for the agent to give to their customer, naturally this
does not show the commission amount. At the point where the holiday balance becomes due, the agent
becomes liable for the balance less their commission as shown on their copy of the confirmation.
There are several potential risks with this scenario including the fact that the tour operator is financially
exposed to the agent until the final balance is received (the agent could have received the balance payment
early and can be holding on to it until it becomes due). There is also the situation where the agent expects the
confirmation to show the deposit amount paid to them by the client, even though this has not been received at
the time when the confirmation is printed. t3 has a Memo Cash system to handle this situation, although the
figures have to be taken on trust until the payments are received by the operator.
In this topic we consider the straightforward scenario where the agent hands over the deposit plus insurance
on booking, and the balance less commission when it becomes due.
If the agent pays for a booking individually, the payment can be made against the booking by opening the
Bookings form and adding a payment. However it is more usual for the agent to provide a single payment for
a number of transactions which may including a mix of deposits and balances. This could be in response to a
month end statement which was issued by t3.
Select Agent Batch Receipts on the Financial menu of the t3 shell window to display the window shown below.
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Controls
A/C
Agent account reference - select from the drop down list.
Agent
Name of agent or group.
Date
Date payment s processed - this will be the transaction date in the Cash
Daybook.
Pay Method
Select the Payment Method - normally cheque.
Ref
Optional batch reference - can be the Agent's remittance advice reference.
Amount
Payment Value - this is the amount which will be posted to the Cash
Daybook.
Booking List
List of all bookings waiting for payment. The column contents are:
· Grp - Agent group - blank for an independent agent.
· Bkg - Booking reference number.
· Agent - Branch where booking was made - when the Account is a
Group Head Office.
· Customer - Lead client name.
· Tour Ref - Tour reference.
· Date - Tour Departure Date.
· Destination - Tour destination
· Ticket - Optional ticket number - used when agent issues own day trip
tickets.
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·
·
·
·
·
Nett - Total tour cost as seen by customer.
Commission - Agents commission value including VAT.
Paid - Amount paid to date.
Balance - Sum now due - depends on balance due date for this tour.
Allocation - Amount to be paid against the booking. Can be entered
manually if the allocation differs from the balance due.
Analysis Total
Sum of all the individual allocations. This must be the same as the payment
Amount before the batch can be saved (posted).
Save Button
Save allocations and post batch total to the Cash Daybook. An allocation
report is produced.
Abandon Button
Abandon the batch - no processing is done.
Pay Item Button
Pays the required amount against the highlighted booking.
Close Button
Close the Batch Allocation form and abandon any pending transactions.
Allocating Agent Payments
First locate the required agent account using the A/C list then ensure the correct name is shown in the agent
field. Having confirmed that the agent is correct confirm the date of receipt, select the payment method, enter
an optional payment reference and finally type in the total value of the payment. This is the sum of all the
payments which will be allocated against this agent and is the value which will be posted to the Cash
Daybook.
The booking list portion of the window will show the bookings for the selected agent. If the agent is a member
of a group, then select the head office account and all the transactions for the group will be shown, allowing a
single group payment to be processed for all bookings made by branches within that group.
Allocating payments is straightforward as t3 calculates the amount due form the agent for each booking. Just
identify the booking in the browser, click to select it then click the Pay Item button. The required payment is
then shown in the allocation column and the Analysis Total figure will adjust accordingly.
In the event that the agent has paid an amount different to the calculated figure then the figure can be
manually entered into the allocation column, allowing a part-payment or an over-payment to be processed.
Once all the transactions have been reconciled, the Analysis Total should agree with the batch total entered at
the top of the form. If there is a difference then it has to be found and addressed.
The process can be abandoned at any point by pressing the Abandon button, nothing will be posted or
updated.
When the allocation has been completed and the payment Amount agrees with the Analysis Total, press the
Save button and select a report layout for the Agent Payment Allocation report. This is a list of all the
allocations made against the received payment amount, and it should be printed and permanently filed as part
of your audit trail.
The user will be presented with one final chance to abandon the process, as shown below.
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Answering Yes in the above posts the agents total payment to the cash Daybook and posts the allocations to
their respective bookings. Suspense entries are also posted to the Cash History table to complete the
payment trace, and allow authorised users to view the Payment Trace for each booking in the Bookings
Financial tab.
14.3 Accounts Link
t3 is capable of interfacing with a number of external accounting systems and allows cash daybook batches
to be posted into the Nominal Ledger of systems which support file import. Since accounting systems
generally lag a few days behind real-time reservations, t3 saves Cash Daybook journals in a holding file until
the accounts system is ready to receive them. The relevant journals are then tagged and printed, prior to
being written into an intermediate text file that the accounts system can understand. The final step is to open
the accounts system and direct it to import the journals from the text file, upon which they will be written into
the corresponding Nominal Ledger records.
To open select Accounts Link on the Financial menu of the main t3 window, the following will be displayed.
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Before using the accounts link for the first time it is important to make sure that the Nominal Control Codes
have been set in the Settings Form Nominal Tab and that they match the company's Chart of Accounts as
defined in the external accounts system. Note that changing the control codes does not affect any cash
daybook journals which already exist.
The Accounts Link form shows all the journals waiting to be sent to the accounts system and has the following
functionality.
Controls
Toolbar Buttons
Allow rapid navigation through the list, from top to bottom, plus tag all and
un-tag all.
Transaction List
List of all journals waiting to be exported. The column contents are:
· Nominal - Nominal Ledger Code.
· Type - JD - Journal Debit and JC - Journal Credit.
· Date - Cash Daybook posting date.
· Trans - Cash Daybook Batch Number.
· Details - Transaction description.
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Nett - Nett Value.
TC - Tax Code.
Tax - Tax Amount.
Tag - indicates the transaction has been selected for export and is
included in the Tagged Totals. Double click individual items to tag or
untag.
Total Items
Shows the number of transactions in the list. It is possible to use the file reindex utility (see maintenance section) to pack this list from time to time, as
posted items remain invisible in the table in case a re-export is required.
Tagged Totals
Totals of tagged journal Debits and Credits. These must match before the
export can be executed.
Link Button
Produce the link report and write the export file to the Accounts Link folder
defined in Workstation Defaults window.
Tag All Button
Tag all journals.
Clear Tags Button
Un-tag all journals.
Close Button
Close the window.
14.4 Payment Card Log
Real time electronic funds transfer processing systems from Commedia and Wirecard are supported by t3 and
provided that the operator qualifies for a merchant account and has made the necessary applications (contact
technical support for any further information) these systems offer a rapid and fuss free means of taking credit
and debit card payments. When configured to work with one of these systems t3 maintains a log of the
communications with the service provider which may be be used for diagnostics and as a check of the status
of each payment. This log also holds transactions processed through Webres, and all information held
complies with the requirements of PCI.
There are series of reports to show the following information for a given transaction date range:
·
·
·
·
All Transactions.
Authorised Transactions.
Authorised Transactions - grouped by user.
Failed Transactions.
This log facility can be accessed by selected Card Logs from the Financial menu on the t3 shell window. On
selecting this tool the date selector shown below will be displayed.
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To view any relevant transactions enter the required date range and press the print button, a report selector will
be displayed allowing the user to select from a variety of report formats.
The reports show the following information:
·
·
·
·
·
·
·
·
·
Transaction Date and Time
Booking Reference
User Name
Client Name
The first four and last four digits of the card number
Payment amount
EFTSN - Funds transfer reference from the service provider
Authorisation code
Result message - shows the validity of the transaction or error message if it has failed.
14.5 Booking Monitor
The t3 Daily Booking Totals window, shown below, can be accessed by selecting Booking Monitor from the
Financial menu. It provides real time monitoring of all bookings made on t3 listed by branch.
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The booking monitor may be left open for monitoring, the figures are constantly monitored and updated every
few seconds where necessary, and does not prevent other actions being performed.
15
Cancellations
This section will detail all aspects of booking cancellations, from the configuration of settings that impact on
the process, through tour related settings to the act of cancelling a booking itself.
Some areas of configuration are covered in more detail elsewhere in this document and where indicated these
sections should be consulted.
There is no single all-encompassing settings system for cancellation within t3, there are instead a number of
settings within a number of different areas which all determine the procedure and outcome of cancelling a
booking. This document will attempt to detail all of these different areas and also lead the user through the
process of cancelling a booking, giving details of both cancelling a direct and an agent booking.
15.1 Settings and Configuration
Several different settings affect the booking cancellation process, the following sections will detail each one.
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15.1.1 Cancellation Rates
During the setup of t3 it is imperative that the cancellation rates are configured correctly. This is performed from
the System Settings window on the Booking Terms tab, see below.
The cancellation rates system allows up to five bands of cancellation rate to be created per scheme, multiple
schemes allow different types of tours and day excursions to be configured differently.
Please refer to the System Settings section for more information on configuring insurance rates.
15.1.2 Agent Settings
There are several agent settings which come into play when cancelling a booking, the first group of which can
be found on the front details tab of the agent window. In the financial section on the bottom right of the window
can be found the agent allowed credit settings, the VAT registered setting and the VAT number, see image
below.
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The allow credit setting determines the configuration of the default refund mechanism in the cancellation
invoice window, while the VAT registered setting, along with the presence of a registration number, determines
whether any VAT calculations are carried out on the agents commission as part of a cancellation.
The second collection of information relevant to cancellations can be found on the commission rates tab, see
below. The default commission rates, found in the top left hand corner of the tab determine not only the rates
used for a reservation but also for those on a cancellation. It should be noted that the fixed limit figures are not
used for the purposes of cancellations and these are based on the variable percentages only.
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Agent Override Configuration
T3 also offers the facility to allow the agent specified commission and VAT status to be overridden by the user
on a per booking basis. This is an advanced feature and is not user configurable through the t3 interface,
please consult Support to discuss this feature.
15.1.3 Tour Settings
Each tour must have a cancellation scale configured, in fact t3 will not allow the creation of a tour without one.
During the tour creation process the cancellation scale can be found on the Tour Settings tab, the area of
interest can be found in the Other Settings section, highlighted below.
To configure the scale simply click the Canx Scale control and select the required scheme from the drop down
list.
As was seen in the cancellation scale configuration the level of required deposit also plays a part in the
cancellation process, specifically in the calculation of the required charge. While these settings are configured
in the cancellation scale they can also be overridden on a tour by tour basis. This is performed by entering the
required deposit and number of due days (note that this is in days here as opposed to weeks in the
cancellation scale window) which can also be found in the Other Settings shown previously, any values
entered here will be used instead of those in the configured scale.
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15.1.4 Cancellation Document Text
When cancelling a booking it is possible to tailor the wording of the cancellation document to the particular
circumstances by selecting from a list of pre-configured texts. To create, modify or delete cancellation texts
open the batch text editor from the maintain menu. The window shown below will be displayed.
First make sure that Booking Cancellation is selected from the text type drop down list in the top left of the
window. To create a new text click the new button and provide a document name in the New Document
window, see below.
After clicking save on the above the user will be returned to the main text editor window with the newly created
document open and ready for editing. Once the text has been entered, please remember that this is a feature
limited text editor and so is not capable of producing effects like bold, underline or italic, the user should click
the save button.
Editing an existing text is performed by simply selecting the document name in the select document drop
down list and editing the text as per creating a new document.
To remove an unwanted document, select the name, as if the user were to edit the document, and click the
delete button. The user will be asked for confirmation that they wish to go ahead.
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15.2 Cancelling A Direct Booking
At present t3 considers a cancellation to be a complete cancellation of a reservation, all passengers and
options will be removed, if the desire is to remove individual passengers from a reservation then this is not
considered a cancellation but should instead be achieved through removing the necessary passengers and
where required adding options for charges. Any documents required should take the form of the booking
confirmation. At some point t3 may be altered to automate this process but at present this will need to be
achieved manually.
Cancelling a booking in is in theory as simple as opening the booking in question, clicking the Cancel button
and following the on screen instructions and prompts. However there are a number of things that can influence
the process so the following section will go through it in detail, pointing out all important considerations,
possible pit falls and points of interest.
The first thing worth mentioning is that the cancellation process is a one way ride, un-cancelling a booking is
not possible so any mistakes will lead to significant amounts of work in piecing back together the reservation,
so always make sure the correct booking is being worked with.
Upon clicking the cancel button on the booking window, or selecting cancel booking form the edit menu, the
user will be presented with the with the Cancel Booking dialog window. The exact nature of this window will
depend on amount of monies paid against the booking. The following examples show a case where something
has been paid and when nothing has been paid.
An amount paid
When nothing has been paid a further button is displayed
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Upon clicking the Cancel with Invoice button the following will be displayed. Please note that this is the form
the window takes for a direct booking, the form taken for an agent booking will be detailed later.
By default T3 will automatically set the reason to cancellation by client and the cancellation date to the current
date and calculate charges based on that date, as well as displaying the number of days until departure beside
the rate. However both of these can be altered by the user and in doing so affect the calculation. Altering the
reason for cancellation to Tour Cancellation, see below, will cause t3 to forgo all cancellation scale
calculations setting up a full refund for the client.
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Adjusting the cancellation date, for example to back date the cancellation, will cause a recalculation the
cancellation rate and charges based on the new date. The number of days from departure shown beside the
cancellation rate is also updated to reflect the newly entered date.
Any insurance premium is always included as part of the cancellation charge, insurance is kept by default and
must, if not required, be removed manually after the cancellation process has been completed.
Of note is the refund card charges control, this gives the user the option of refunding any credit card charges
incurred by the client. This is only displayed if a card charge has been incurred and is operated manually by
the user, in most circumstances the charges would be refunded in the event of a tour cancellation and kept in
the event of the client cancelling.
After the required reason, date and refund of card charges have been selected the window should look
something like that shown above, of interest here is the Refund Method control. This control is only shown
when the Refund due to client is above zero and allows the user to select the method of paying the client. This
means is output to the cancellation invoice.
A facility is also provided to allow the user to view payments made against the booking, clicking view
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payments will display the following. Note that this is only visible if the client has made payments directly or
payments made to an agent have been processed through the batch payments system, payments held by
agents are not included in this.
There are some controls on the above that are not relevant to a direct booking and are as a result disabled,
these being the original commission, cancellation commission and with agent figures, these will be described
in the later section regarding agent reservation cancellations.
Once everything has been configured correctly it’s time to print the cancellation invoice document, to do this
click the print button. If, for any reason the process needs to be aborted simply click the close button and no
further action will be taken.
Once the user has selected the correct report layout clicking run will display the booking cancellation text
selector window, see below. This window allows the user to select from a number of pre-configured texts (see
previous section for configuration) giving an opportunity to further personalise the document sent to the
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customer.
After selecting the relevant letter text the cancellation invoice will be print previewed. At this point it is
important to check that everything is correct as proceeding with the cancellation when the documentation is
incorrect will result in the user having to rebuild the booking to its state prior to the process being started.
Below is an example of a printed cancellation invoice.
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After previewing the cancellation invoice the user will be asked if they wish to proceed with the process, see
below. It is vitally important that the user understands that this is the final chance the user has to prevent the
booking being cancelled. This message also highlights the size of the cancellation charge which will be added
to the booking.
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t3 - Passenger Reservation System
If for any reason the user does not want to continue the process the no button should be clicked.
Clicking yes will cause t3 to do the following
1) Add the cancellation charge as an option for the required amount.
2) Remove all passengers.
3) Convert any passenger insurances, inclusive, basic or per passenger options to insurance cancellation
options.
4) Return all accommodation to stock.
5) Remove and return to stock of any none insurance options.
6) Set the booking status to cancelled and stamp the date and user reference against it.
7) Recalculate the tour cost and deposit due figures.
15.3 Cancelling An Agent Booking
The basic process of cancelling an agent made booking is exactly the same as for a direct booking, where the
two processes differ is in the complexity of the calculation of the cancellation charge. This is more
complicated than a direct booking due to the fact that the agent commission has to be factored into the
calculations and that what should appear on the documentation for the agent may well differ from that shown
on the client copy of the documentation.
As previously mentioned the cancellation invoice window can take two forms, below is its form for the
cancellation of an agent made booking.
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As well as the additional agent copy section the controls mentioned earlier as disabled for a direct booking,
original commission, cancellation commission and with agent figures, are enabled and a deposit override
control displayed. The commission figures are calculated based on the agent settings. The original
commission is displayed along with the new amount including any VAT amount.
In addition provision is also made to specify if the travel agent has already taken the original commission. This
is necessary because t3 does not know whether the agent in question will have already taken their
commission, it could be taken from the deposit, from the balance or paid to them after all monies have been
collected. T3 has no mechanism to determine this so it is down to the user to correctly specify whether the
commission has been taken or not.
Agent Override
The commission rules can be further tailored to a company by enabling the feature which allows the override of
agent commission rules for cancellation charges. With this feature turned on the commission rule button,
shown in the above, is displayed and allows the user to modify the commission rules on a per cancellation
basis as shown below.
As previously mentioned this advanced feature can only be enabled and configured in the back end of t3 and
not through the user interface, in the event of this feature being required please contact the RCS technical
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support desk.
16
Third Party Products
Enter topic text here.
16.1 AFD Postcode
A FD P os t c ode
t28 supports AFD Postcode and Postcode Plus rapid addressing software, allowing complete customers
addresses to be obtained from just the postcode. This feature is available in a number of areas, including
reserve, bookings and the mail list.
Ins t allat ion of A FD P os t c ode
Installation is a simple process - insert the CD in your local machine, and chose to install the Postcode
product
Once Postcode is installed, it has to be registered. Simply follow the instructions supplied by AFD to run the
AFD Welcome program, type in your password and serial number, and the product will start its two-week
evaluation term. You then have two weeks in which to register Postcode with AFD using either the automated
registration telephone number, or by calling AFD Support on 01624 811711.
Troubles hoot ing
If you experience trouble using AFD Postcode from within t28, it is almost certainly caused by changes to the
AFD library used by t28 to interrogate the Postcode Databases, and is quite simple to fix.
First make sure that the Postcode program will work properly when started manually - go to start, then
programs, find the AFD Postcode group and run the postcode program. You should see a window showing the
Postcode and Address for AFD. Type in a known postcode and you should see the correct address returned,
if this fails then there is a problem with your basic Postcode operation, and this should be taken up with AFD.
Once you are certain that Postcode is working properly, copy the file pcode32.dll from the postcode directory
(or it could be in the \Windows\System directory) into the t28 program directory, overwriting the existing
version. This should cure the problem, in the event of continued difficulties please call our support line.
Please note that AFD change this library from time to time so it may be necessary to copy it to the t28 folder
each time you load a new postcode database.
© 2015 ... Roeville Computer Systems Limited
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