Travelize User manual
Travelize User manual
Table of contents
System administration ............................................................................................................... 8
User overview......................................................................................................................... 8
Log history and reports .......................................................................................................... 8
System parameters ................................................................................................................ 9
Edit text .................................................................................................................................. 9
Amend texts for confirmations (printed/e-mail) and contact admin .................................. 10
Install OCR font..................................................................................................................... 10
Contact administration......................................................................................................... 11
Support ................................................................................................................................. 11
Support central ..................................................................................................................... 11
Rules for child discounts....................................................................................................... 12
Travel administration ............................................................................................................... 13
Introduction to travel resources .......................................................................................... 13
Product ................................................................................................................................. 13
Transport .............................................................................................................................. 14
Amend many transports at once.......................................................................................... 17
Timetable.............................................................................................................................. 17
Amend connection ............................................................................................................... 18
Hotel and room allotment - overview .................................................................................. 18
Add Hotel.............................................................................................................................. 19
Room type ............................................................................................................................ 21
Add room allotment ............................................................................................................. 22
Amend room allotment/inventory ....................................................................................... 23
Amend room allotment 2 ..................................................................................................... 23
Update room allotment on a daily basis .............................................................................. 23
Guarantee allotment ............................................................................................................ 24
Set stop sale on an entire hotel ........................................................................................... 24
Board .................................................................................................................................... 24
Search for/administer boarding options for hotels ............................................................. 26
Administer board options .................................................................................................... 26
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Package ................................................................................................................................. 27
Project overview................................................................................................................... 30
Compiled project information .............................................................................................. 31
Load packages ...................................................................................................................... 31
Update package .................................................................................................................... 34
Additions, without allotment ............................................................................................... 36
Cabins ................................................................................................................................... 37
Amend cabins ....................................................................................................................... 38
Ferry ..................................................................................................................................... 38
Brochure administration .......................................................................................................... 39
Brochures ............................................................................................................................. 39
Amend brochure .................................................................................................................. 39
New brochure orders ........................................................................................................... 39
Export labels ......................................................................................................................... 40
Print labels ............................................................................................................................ 40
Revert confirmed brochure orders to not printed ............................................................... 40
Revert confirmed brochure orders to not printed ............................................................... 40
Booking internal ....................................................................................................................... 42
Order .................................................................................................................................... 42
Booking step 1 ...................................................................................................................... 42
Booking step 2 ...................................................................................................................... 42
Search/amend customers. ................................................................................................... 43
Booking step 3 ...................................................................................................................... 43
Booking step 4 ...................................................................................................................... 44
Book driver/guide................................................................................................................. 44
A la carte booking / dynamic booking .................................................................................. 44
A la carte booking step 1 ...................................................................................................... 45
A la carte booking step 2 ...................................................................................................... 46
A la carte booking step 3 ...................................................................................................... 46
A la carte booking step 4 ...................................................................................................... 46
Agents ....................................................................................................................................... 47
Agents ................................................................................................................................... 47
Amend agents....................................................................................................................... 48
Show all agents..................................................................................................................... 48
Report of agent invoices ...................................................................................................... 48
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Invoicing ............................................................................................................................... 48
Log in message to agents ..................................................................................................... 48
Agent reconciliation ............................................................................................................. 48
Add commission category .................................................................................................... 49
Suppliers ................................................................................................................................... 50
Supplier................................................................................................................................. 50
Amend supplier .................................................................................................................... 50
Amend supplier .................................................................................................................... 50
show all................................................................................................................................. 50
Register supplier invoice ...................................................................................................... 50
Register supplier invoice ...................................................................................................... 50
Search supplier invoice......................................................................................................... 51
Show all suppliers ................................................................................................................. 51
Supplier liabilities per chosen date ...................................................................................... 51
Supplier statistics ................................................................................................................. 52
Incoming VAT report ............................................................................................................ 52
Accrued accommodation cost per reservation .................................................................... 52
Supplier request overview ................................................................................................... 53
Reports Statistics ...................................................................................................................... 54
Statistics ............................................................................................................................... 54
List of all bookings ................................................................................................................ 55
Latest online bookings.......................................................................................................... 55
Transport allocation overview ............................................................................................. 56
Connection overview............................................................................................................ 56
Statistics per departure date and sales date ....................................................................... 56
Sales development report .................................................................................................... 56
Net sales ............................................................................................................................... 57
Set joker signs by yourself .................................................................................................... 57
Reports Production .................................................................................................................. 59
Overview future trips/tours ................................................................................................. 59
Overview room availability .................................................................................................. 59
Transport list ........................................................................................................................ 59
Room allocation overview .................................................................................................... 59
Connection list ...................................................................................................................... 60
Transport list per departure city .......................................................................................... 60
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List of travellers per selected departure city ....................................................................... 60
Cabin List .............................................................................................................................. 60
Room list per hotel ............................................................................................................... 61
Hotel guests for a certain day .............................................................................................. 61
Status list of sent room lists ................................................................................................. 62
Arrival overview ................................................................................................................... 62
Hotel statistics ...................................................................................................................... 63
Room availability overview .................................................................................................. 63
Overview bookings per hotel ............................................................................................... 63
List all full paid bookings with no voucher sent ................................................................... 64
Additional sales .................................................................................................................... 64
Reports Special ......................................................................................................................... 65
Hotel voucher ....................................................................................................................... 65
Cax list .................................................................................................................................. 65
Travel insurance list.............................................................................................................. 65
Status list Paxport export ..................................................................................................... 65
Export Paxport files .............................................................................................................. 66
Transport voucher ................................................................................................................ 66
Price list generator ............................................................................................................... 66
Age report ............................................................................................................................ 67
Price list package .................................................................................................................. 67
Manual discounts ................................................................................................................. 68
Customer administration ......................................................................................................... 69
Print new confirmations ....................................................................................................... 69
Print single confirmation ...................................................................................................... 69
Copy number of new e-mail confirmations ......................................................................... 69
International confirmation ................................................................................................... 69
All for printing/printing queue ............................................................................................. 69
Re-send confirmations ......................................................................................................... 70
Write letter/message ........................................................................................................... 70
Send letter to a chosen person ............................................................................................ 71
Request confirmation of message ....................................................................................... 71
Search for booking ............................................................................................................... 72
Amend booking .................................................................................................................... 72
Amend booking .................................................................................................................... 72
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Cancellation .......................................................................................................................... 72
Cancellation confirmation .................................................................................................... 73
Connect booking to a new customer number ..................................................................... 73
Preliminary booked/waiting list bookings............................................................................ 73
Booking and cancellation on surveillance/ follow up .......................................................... 73
Search/amend customer ...................................................................................................... 74
Add client.............................................................................................................................. 74
Advanced functions for customer search and exports ........................................................ 74
Quick function for amending first name and family name .................................................. 75
Split invoice .......................................................................................................................... 75
Room division ....................................................................................................................... 76
Amend coach connection on travelers ................................................................................ 76
Free invoice .............................................................................................................................. 77
Free invoice .......................................................................................................................... 77
Orders per status .................................................................................................................. 78
Print voucher for Free invoice .............................................................................................. 78
Finance Payment ...................................................................................................................... 79
Manual payment registration .............................................................................................. 79
Manual payment/print receipt ............................................................................................ 79
Automatic payment import (OCR/BACS) ............................................................................. 79
Payment transactions........................................................................................................... 80
Payment lists ........................................................................................................................ 80
Reminders ............................................................................................................................ 80
List split invoices on one payment ....................................................................................... 81
Edit credit cards .................................................................................................................... 81
Issue gift certificate .............................................................................................................. 82
Finance Bookkeeping ............................................................................................................... 83
Add account.......................................................................................................................... 83
Currencies............................................................................................................................. 83
Book keep ............................................................................................................................. 83
Repayment routine .............................................................................................................. 84
Total of customer receivables .............................................................................................. 84
Total of customer claims ...................................................................................................... 85
Contribution margin per booking......................................................................................... 85
Finance Reports ........................................................................................................................ 86
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Invoice log list ....................................................................................................................... 86
Customer claims/receivables ............................................................................................... 86
Balance payments per project ............................................................................................. 86
Cash flow .............................................................................................................................. 86
List cancelled bookings ......................................................................................................... 86
Travel VAT............................................................................................................................. 87
Overview payments with credit cards.................................................................................. 87
Send payment receipt by e-mail .......................................................................................... 87
Age-divided balance list ....................................................................................................... 88
Account per project .............................................................................................................. 88
Accounts receivable per client ............................................................................................. 88
Report sales by another group company (only when using Enterprise module) ................ 88
UK government report ......................................................................................................... 89
Content Management .............................................................................................................. 90
WYSIWYG Editor ................................................................................................................... 90
Categories ............................................................................................................................. 90
Destinations.......................................................................................................................... 91
Hotel ..................................................................................................................................... 93
Attributes.............................................................................................................................. 95
Add Hotel.............................................................................................................................. 95
Other pages .......................................................................................................................... 96
News ..................................................................................................................................... 96
Offers .................................................................................................................................... 96
Pictures ................................................................................................................................. 96
Picture slide show ................................................................................................................ 97
Add PDF document............................................................................................................... 97
FTP account for uploading pictures etc................................................................................ 98
Information for search engines ............................................................................................ 98
Market (add on module) .......................................................................................................... 99
Newsletter in HTML format.................................................................................................. 99
List of receivers................................................................................................................... 100
Customer categories .......................................................................................................... 100
Marketing codes ................................................................................................................. 100
Lead generation.................................................................................................................. 101
Merge letters ...................................................................................................................... 101
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Discount rules ..................................................................................................................... 101
Add allotment based additions .......................................................................................... 102
Optional choices ................................................................................................................. 103
Type reference ................................................................................................................... 103
Add price ............................................................................................................................ 103
Multilanguage version (add on module) ................................................................................ 105
Multilanguage version ........................................................................................................ 105
Translation matrix .............................................................................................................. 105
Translation of some longer texts........................................................................................ 105
Enterprise module (add on module) ...................................................................................... 106
Enterprise solution ............................................................................................................. 106
Report for everything sold by the company for all companies in the group ..................... 106
Inter-company reconciliation ............................................................................................. 106
Cabin module (add on module).............................................................................................. 108
Standard periods of cabin reservations (additional module) ............................................ 108
Cabin prices ........................................................................................................................ 108
Cabin prices ........................................................................................................................ 108
Booking in external systems (add on module) ....................................................................... 110
Rules for connecting projects to external flights ............................................................... 110
List external flight bookings ............................................................................................... 110
Checklist for Project bookings against external flight systems .......................................... 111
List external flight bookings (add on module) ................................................................... 111
Search for/choose active departure and arrival airports ................................................... 111
Seating (add on module) ........................................................................................................ 112
Seating management ......................................................................................................... 112
Connect seating/coach to transport .................................................................................. 112
Add/amend seating ............................................................................................................ 113
Amend seating on your transport ...................................................................................... 113
Hotel Administration (add on module) .................................................................................. 114
Add room (only in the Hotel system module) .................................................................... 114
Room division (only in the Hotel system module) ............................................................. 114
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System administration
User overview
The report shows all active users as default. Click on the link include all to see also inactive
users. You also add new users from this page through the add new user link.
You will find the following user levels in the system:
1. Active: Used for internal sales people that only need to book, print confirmations and
access lists such as hotel lists, transport lists etc.
2. User administration: Gives access to set up users and amend users. Normally strictly
limited to a few users.
3. Travel administration. Access to prices, allocation and travel resources.
4. Finance. All finance functions and statistical functions as well as normal booking functions.
5. Transport lists. This option is only used when you want to give access to an external
company with access to some limited lists (hotel lists, transport lists etc). Do not tick this
alternative for normal users.
To add a new user: Select an unique username for different users. Fill in the fields with the
information required. An e-mail will now be sent to the user and giving that person access to
the system with a temporary password.
Change password:
Any user can change his/her password by clicking on change password. Make the password
simple to remember but not easy to find out.
Inactivate or amend a user: Inactivate by clicking no instead of yes in all boxes. The user will
not be able to log in again.
Amend a user: If the user has changed name or e-mail address you can enter the user's login
and change whatever needs to be changed. Click on reactivate and an e-mail will be sent to
the user.
If a user has forgotten the password, press the Reset link for this user in the overview. A new
system generated e-mail will be sent to the user's e-mail address.
You will also find links to different statistics such as history of login, changing passwords etc.
Log history and reports
History login. Shows successful logins to the system ( User, date and IP number).
History login errors. Show logins that have not been successful. Repeated login errors shall
be checked on a regular basis.
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Changing password. Shows all changes of password done in the system.
History new users. Shows all new users added to the system.
System parameters
Travelize has a lot of system parameters making it possible to customize your system.
Parameters are sorted into groups of functions and you can either choose to browse a group
or use the search function to find the parameter you wish to look at or amend.
Many parameters are only available for Travelize support staff.
All parameters are in English. You can not use a local language to browse and find functions.
Search for new parameters. With regularity you should search for new
functions/parameters. Add a date to browse all new parameters from that date and
onwards.
Parameter values. A parameter can have different settings/values. To amend a parameter
push show. The different kinds of settings are described below:
False/true. Choose yes to activate and choose no to inactivate the parameter.
String. This is a parameter for text. Use quotation marks (") around the text.
Numeric. This is a parameter where you need to insert numerical values.
Edit text
This function will make it possible to store different message texts. There are several options
as described below:
Intro text agents. If you are working with agents you will use this possibility to add a text to
the mail that every agent will receive when you add them as agent users. (E.g. Welcome to
Travelize agent booking. Please note the following....).
Welcome to bookings. In the package engine in step 1 you can insert a text to help
customers making their bookings (Welcome to Travelize package booking. Start by choosing
a destination.....).
Message. Store different messages (used in connection with the function write
letter/messages in customer administration). Useful if you send the same letters to your
clients regularly (change of flight, cancelled tour etc). By storing these messages here you
will save time when sending out letters in Customer administration / Send mail/message.
Free text. Use this to store texts for your vouchers (read more about vouchers in package
calculation)
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To add texts to the system you will start by clicking the link add text. You will be taken to a
new window:
Insert a name (Ex cancelled tour)
Text. Enter the text you want to store.
Amend texts for confirmations (printed/e-mail) and contact
admin
Select the type of texts you would like to amend.
You see the labels and by clicking the label you can receive more information about it. Enter
the new text in the box.
Install OCR font
OCR - Optical Code Reading - is a system used extensively by banks to automatically read pay
slips and similar. This requires special fonts not available in standard set up of Internet
Explorer. To use this functionality, all your computers which will print this kind of
confirmations need to install an OCR font.
1. Purchase an OCR font, e.g. from www.myfonts.com/fonts/ecma/ocr-b/familytree.html For
Scandinavian OCR the OCRBLetM is used It is also known as OCR B Letterpress M.
2. Copy the font into the folder for fonts, normally "c:\WINDOWS\FONTS\". When you have
copied the font, you might need to restart the computer. Go into Word and check that in the
font list, you find "OCRBletM". If not, repeat the procedure from start of bullet 2.
Other settings you need to do to properly print confirmations are done in Explorer / File /
printer settings:
- Header and footer have to be empty.
- Margins at top and left should normally be 6 mm and right and bottom as small as possible
(many printers will set these up to 3.5 as that is the minimum margin they can operate with).
Fine tuning is done by adjusting the top and left margin (never bottom and right - they
should always be as low as possible).
Please note: In contrast to other settings in Travelize, the settings regarding external
printing is made on each computer that is going to print.
In Swedish, Norwegian and Danish systems Travelize uses a method called Modulus 10 to
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calculate the last digit (control digit) in the OCR-number. In Travelize systems OCR-numbers
consist of six digits and one control digit. This information your bank needs to know.
Contact administration
All contact errands from the home page are stored directly in the Travelize application.
On the admin start page you will see all "active" errands, i.e. errands that are 1) new, 2) have
a follow up date equal or less than today's date and 3) errands with new replies from the
customer.
You can also access the Contact Administration from System Administration.
Reply to the errands directly from the application. The mail will be sent out once you press
the Send button. You can also set a follow up date when you will have the errand back as an
errand with required action. Please note that a standard text is included in the message
which allows your customer to reply into the application. You should leave this at the
bottom of your message.
Notice, an errand will remain in the active window if the follow up date is reached even after
you have replied. You have to set the up date to a later date or delete it to remove the
errand from the active list.
You can set the status and also your responsible person.
If you would like to see an old errand which is not on the list of "active" errands, you can
search for the errand in the search functions in the upper right part of the page. You only
need to fill in one of the fields.
Support
You will receive extensive support as a user of the Travelize system. All support errands are
handled in built support function of your system.
You need a basic Travelize training before you can start using the support. A support errand
will be logged with your user name and the errand is automatically stored in our support
central database.
You have also access to the support online manual and you will find detailed instructions to
all functions in the system. By clicking the help bubble a new window will appear with the
online text. If you wish you can print these instructions. On the Travelize web page you will
also find a FAQ function. The FAQ contains all support errands relevant to a certain
issue/question.
Support central
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All support errands are automatically distributed to our support central. A new errand will
be taken care of by one of our support staff. You will receive an answer by mail (your user email address).
Please observe that it is important to use the answer link in the support mail if you want to
continue the errand. By using the link your questions is added to original errand and much
easier to follow for our staff. The support central contains all your support errands and you
can search for errands.
Rules for child discounts
Here you will find descriptions of the available child discounts rules. New rules can be added
on request.
A detailed description of how the child discount works is given in English while the same
matrix is used by all organizers using the system. You can name the system in your local
language, which will be used to show which discount rule is applying.
Set to Active the rules you want to be able to connect to your project. In the project you
choose from a list of rules (set to active) which rule will be applied.
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Travel administration
Introduction to travel resources
Tours can be booked in two different of principle ways; either as a complete package or in a
dynamic booking (also called A la carte / ALC) where the different components are put
together when booking. For both these ways to book, travel arrangements which are added
under TRAVELADMINISTRATION / Add/amend travel arrangements, are used as base. Travel
arrangements is for example transports, hotel with room types and room allotment for each
room type, ferries, connection net for buses (also known as timetable), allotment based
additions and more.
Allotment is set on all these arrangements. Project is the compound package that you book
on when package booking. Each project is a unique tour on a certain date, to a certain hotel
etc. The project is connected to the underlying resources which have to be set first. Projects
can either be added each by themselves, be copied from an earlier project, or be loaded in
series. The price for the package is set on the project and can be calculated from the
underlying resources when loading, but this is not required.
Allotment limitation is set automatically for the most limited resource that is connected to
the project. At dynamic booking, the project is not used but instead rules are set for how the
dynamic booking can be made and all pricing is done directly on the underlying resources.
Product is, unlike the other travel arrangements, not allotment based and does not apply to
a certain point of time.
All packages and also dynamic booking are tied to a product that contains overall
information about destinations to show in the booking engine and similar, and connection to
additions sold without allotment limitations.
See more information under each travel arrangement.
Product
The product contains basic information about the tour. In many cases the product is the
destination but it can also be several different products with different included items or
different additions on a destination. There are no allotments connected to the product.
Product code: This will be used to connect the product to a project, hotel etc. Use a short
name but easily recognizable, e g LON for London. If you mass-load tours, this code will be
included in the tour code.
Interest code: Some travel portals are using short codes to be able to index and sort
different packages. Contact Travelize support if you need exports to travel portals.
Destination: You will insert the full name of the destination here. The name of the
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destination will be visible in the booking engine step 1.
Country: The country of the destination. This field is not used by the system. Some travel
portals want to be able to sort packages by country and this field can be used for this
purpose.
Additions: You can add additions directly on the product. An addition can be an excursion,
insurance etc. In the box named Additions you will write the name of the addition. This
information will be displayed in the booking engine in step 3. Add the price in the next box.
You have three possibilities how you would like clients to book the addition.
Yes= the addition is ticked. The client needs to untick the box to avoid choosing the addition.
No= the addition is not ticked.
Mand= The addition is ticked and can not be unticked by the client thus mandatory.
Admin= Only available for logged in admin.
Included in the package: This information will be displayed in the booking system in step 2
as well as on the reservation confirmation. You can add what is included in the package here.
Picture. Only used by companies with the enterprise module. A picture is chosen and
together with the text will be presented on a web page. This only possible with a special web
design. Used by destination companies to control web layout and makes it easier for small
companies to add text and picture to a web site.
Do not include this Product in destination search. A product that is no longer used by you in
the system can be inactivated by ticking this box. The destination name will disappear from
the scroll menu in step 1 (booking engine), unless the system is set to automatically display
active products.
Language. Used by companies with the Multilanguage module. You can translate product
text into several languages here.
Changes: All changes are logged in the system. By clicking on changes (will only appear if
changes have been made) you can see what has been changed, by who and when.
Transport
Please observe that you need to enter a transport for the OUTBOUND as well as for the
INBOUND transport in order to create a package. The only time where you do not need to
create an outbound and inbound transport is when you are creating a package without
hotels and cabins. An example could be a day tour with transport only.
You can choose to copy an already existing transport or create a new one. To copy use the
copy function. Find the transport that you want to copy. DO NOT USE copy when you build a
transport series. Enter it as a new series.
Functions:
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Name of transport. Use a code for the transport (ex London= lon) and add the date of the
transport (lon2003-11-20).Out=outbound and IN=inbound will automatically be added to the
name of the transport
Main ID. Used when loading a series of transports. An ID could be Lon (for London).
Departure date: The date for the transport.
Direction: OUT for departure transports and RETURN for homebound transports.
Flight number. Insert the flight number here if you want to be displayed in the booking as
well as on the reservation confirmation.
Allotment: The maximum number that the transport can take.
Release. Insert the number of days before the departure. The release will automatically set
allotment to 0. If you want to open up the transport again after release of allotment you
need to go to amend transport and add allotment. Do not forget to change the number of
days in the release field or the allotment will be set at 0 again. Release is only active if this
has been activated by Travelize.
Connection: If the transport is served by coach connections you need to connect it by
choosing the connection here. By holding down the CTRL tab you can add more than one
connection for the transport. If you do not use connection leave this empty.
Cabins. If you want to connect a cabin to the transport you will be transferred to the cabin
part after updating the new transport. Please not that cabins will only appear in amend
transport and is not visible when you are working with the document new transport.
Special option 1: You can enter a special option connected to the transport. This option is
allotment controlled. Special options can business class, sleeping coach etc. Please observe
that when adding the price for a special option you do it ONCE. Add the total price for the
special option on the outbound transport and leave the inbound to 0.
Special option 2: Is not used for the moment. Shall have 0 in the box.
Flight surcharge: The surcharge is per person and you will add the total amount on the
outbound transport. Leave homebound to 0.
Security fee: Is not used for the moment. Leave to 0.
Duration. If you are using the ALC module this field will give you the possibility to decide
how this transport can be booked. By adding 3 here, this transport can only be booked with
duration three days.
Type of transport. Used by companies selling packages with different means of transports
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(flight, coach etc). The web design will recognize the type of transport and can sort packages
after type of transport.
Name for transports. Used by companies that needs additional information to the transport
code.
Status. Gives you the possibility to open, close or select internal sales only on a transport.
Only valid for companies using the ALC module and will only affect the status ALC/dynamic
booking.
Calculation (not mandatory to fill in!). Calculations on transports are used for price
calculations. It is also used to set a price for transports only.
Currency. The currency that you will be charged with from the supplier.
Account. If sold as a transport only and if you want revenues to be connected to a special
revenue account you can add the account here.
Travel VAT. Insert a value here if transport only are sold and you want the VAT value to be
calculated when book keeping.
Fixed cost per transport. For a coach or at charter flight you might pay for the whole
transport. Add the transport cost as a fixed amount and per transport (in or out).
Calculated number of pax. Add a number of pax that will be used to divide the fixed cost
with.
Variable cost per pax. Either used for the transport cost and/or as a supplement to the fixed
costs (road charges for a coach transport as an example)
Surcharge. If you are using surcharges for the price calculation.
Price ind. If you are selling transport only you can add the price her.
Infant price. For transport only and infants.
Flight information (not normally used for train/coach).
Departure city: If you do not use connections you will add the information about departure
city here.
Departure time: Time of departure for the transport.
Meet up time. Time to meet up.
Arrival city. City of arrival on the outbound or inbound flight.
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Estimated time of arrival: The time when the transport has reached its final destination.
Comments. Add a comment here and it will be displayed in the booking as well as on the
reservation confirmation.
Information about pick up place: Normally used to inform about check in times, airport info
etc.
LOAD
Load: Used to define the loading period as well as to name the transport series. You will only
use this section if you want to create a series of transports.
Latest departure date for transport load. The latest date in the series for the OUT
respectively for the IN transport.
Interval days between projects. The number of days that the series will be loaded in.
Starting number. If you instead of using dates to name the transports please add the starting
number here.
Naming. Choose one out of three options to name the transport series.
Amend many transports at once
This function allows mass updating of transports. You can change most of the parameters
you have on the different transports. On prices and similar you can enter an entirely new
value, or a relative change.
To select transport, enter a unique part of the transport code. The system will look for all
transports like what you enter. You can also limit (optional) by date bands as well as
selecting which weekdays you would like to update (optional). In step 2 you will se all
changes and can make individual changes before you confirm the update.
Allotment changes Note that when changing allotment all packages with these transport will
updated. This can take time as the system needs to check each and every package.
Timetable
Copy from. You can copy an old timetable and create a new one.
Number of additional departure cities. You have 10 rows as a standard. If you have more
departure cities please add the number in the box (ex you have 12 departure cities. Add 2 in
the box).
Number of additional departure cities than in initial time table: If you copy a time table and
17
want to add more departure cities, add a number here.
New number of departure cities. Change the default number if you want to add more or less
departure city than the default number.
Timetable. Fill in a name for the timetable you want to create.
Active. All departure cities are set as default. By unticking the box you will inactivate that
particular city and it will not appear in the booking engine but will still be part of the list.
Departure city. The name of the city.
Departure time. Time of the departure.
Start day. If one or more cities will have a departure time after midnight you will insert 1
here.
Estimated return. Time of return.
Departure fee. As an option you can add an additional fee here. If you do and the client
selects a city with a fee, this will automatically be calculated in the total package price.
Information abort pick up place. Additional information about the pick up place.
Amend connection
Choose the connection that you want to amend.
Amend information and push update to save changes
Add one or more cities of departure. Choose the connection where you want to add cities.
Insert the number of cities that you want to add. Push get to continue.
Insert the new cities and push update to save the amended connection.
Hotel and room allotment - overview
Hotel has two different functions in Travelize: to be able to create a bookable project
containing some kind of accommodation, and as a content management document to
present text and pictures. If you are not going to publish any information about the hotel on
your website, but only use the hotel to add room allotment, you only need to fill in the
name under the header Hotel. If you want to load a series you should also fill in the hotel
code (see instruction load under travel administration).
To be able to book, you also have to add room types first and then room allotment. Room
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allotment is always set in periods, e.g. the seasons with different prices and allotment. All
this is reflected on each day in the period and can then be edited on a daily basis.
NB: If you have made changes in the daily allotment and then make changes to the whole
period, the changes done for the whole period will overwrite the changes made on daily
basis.
Add Hotel
Hotel has two different functions in Travelize. To be able to create a bookable project
containing some kind of accommodation you have to add a hotel. If you are not going to
publish any information about the hotel on your website, but only use the hotel to add room
allotment, you only need to fill in the name under the header Hotel. If you want to load a
series you should also fill in the hotel code (see instruction load under travel administration).
Then press update and you are finished.
You will be using the Content part of the system to add a new hotel. At the same time as you
are adding a new hotel you can also add information in order to publish the hotel on your
webpages. If you do not have Content management or do not want to publish information
about the hotel on your webpage it is enough to insert the name of the hotel and finish
through the add button.
The Hotel function in Content management is also used by the booking system to insert the
name of the Hotel. To build a webpage for a hotel you will do as follows. Please note that if
you are using hotel attributes (table with information about the hotel i.e. swimming pool
etc) you have to enter these in the function attributes (see separate instruction
attributes/content management) and might need adoptions of your design templates to
have any effect.
Note. Many functions described below are used depending on the setup of the system.
Functions are described in general and the usage depends partly on web design and specific
client configurations. Read i carefully before start entering hotels.
Start the build up by pushing the link add new hotel.
1. You insert the name of the hotel for the booking system. You will only fill in the name of
the hotel if you are using it for booking purposes only.
Hotel code. This is used when loading series of projects in the booking system. A hotel code
should be short but recognizable. For usage in the bookingsystem see instructions (load
projects/travel administration).
Product code. This is used for operators selling multiple hotel alternatives at a destination.
The product code will then enable an easy way to take out rooming lists for all hotels in one
specific destination where you have entered the same code. The code is also used in some
content solutions.
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Hotel address. Enter the address and it will be shown on the page (location depending on
design).
Active. For the document to be published on your website it needs to be active. Inactivate
the document by unticking the checkbox. Inactive hotels will still be valid in tours, but you
cannot select it for new room allotment.
Hierarchy in menu. If you want a certain hierarchy on your webpage you can use this
function. If you do not enter a number the system will place the page you’re currently
building as the last page entered. Lower figures will be displayed above higher figures.
Project. Used by companies using group functions. By connecting a project and a password
to this webpage you have created a page that only can be accessed by those persons
entering the password. A group can book their tour on this webpage without allowing other
people to do the same.
Hotel attributes. If you are using attributes you will fill in the information here, see separate
section about attributes.
Password. See above.
Hotel classification. Used to define a classification of each hotel. The classification can
appear as stars or any other symbol of your choosing.
Categories. The categories that you have chosen to publish is shown here. You can choose
one or more categories to the same hotel.
Properties
Supplier. You can connect the hotel to a certain supplier. This function is used by operators
that are sending hotel requests to suppliers. It can also be used to give suppliers access to
room list and room allotment. For operators using multiple suppliers to the same hotel you
will connect a certain time period with a supplier (do not connect the supplier here) when
setting up room allotment. To read instructions please see add room allotment/travel
administration.
City. Used by operators selling hotels in dynamic booking. If you choose a city, the hotel will
only appear if you choose this particular city in the booking process. To add cities to the
system please see instructions in price database/travel administration.
Extra text. This is used to display extra text information on the webpage for the hotel. Extra
text can be used for highlighting information or as please note information. Location of extra
text depends on web design and if activated.
Hotel attributes. If you are using attributes you will fill in the information here, see separate
section about attributes.
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Main picture. Normally used to display the main picture on the top of the webpage. Select a
picture in the scrollbar.
More pictures. Here you can connect an entire folder for slide show presentation. The
location on the webpage is decided by design.
Picture slide show. You can create a slide show by using this function. The first step will be
to create a folder (see instructions in pictures). The folder contains the pictures you will use
for the slide show. Select a folder in the scrollbar. The slide show is presented on the
webpage with a symbol (camera). The client will push the camera in order to see the
pictures.
Text 1. This is where you add text to the webpage. You have an editor at the top of the text
area.
Editor. Hold the cursor on each function in order to see the text with the description.
Room type
Enter the different kind of room types that you want to add allotment to. A room type can
be a single room, double etc. Extra beds and empty beds are set where you enter allotment.
Room type local text. Insert the name of the room in your own language.
Room type in English, Spanish, German, French. If a name is inserted this will be used by the
system on room lists etc.
Suffix for room type. You can add a suffix to the room name here (example with balcony,
with sea view etc)
Number of travelers/room. The nominal number of travelers that the room can take. For a
double room you will enter 2. Extra beds are added when adding allotment to a room type.
Please observe that a room type such as a double room can be made as a single, three
bedded and a four bedded room by adding extra beds or use the double room as a single
room. You will find information on how this is done in the help function "add room
allotment"
Active. You can inactivate a room type by unticking this box.
Room sold as a unit. This function is used when you are selling a room or an apartment as a
unit with a price per night and unit. By adding the number of maximum persons the system
will automatically calculate the room/apartment price per night and divide that with the
number of persons booking.
Special function. Please note that with the Travelize system you can use a double room as a
single room, double with one or more extra beds without adding a room type here. A normal
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situation is that a double room can be used as a single or with one or more extra beds. This
goes for other room types as well. If you are uncertain how this works please contact
Travelize support.
Add room allotment
Blue colored field/hotel can ONLY be used to get information if you already have added an
allotment to a hotel before. If you want to add an allotment to a hotel for the first time you
will find the hotel in the box BELOW the blue colored field.
Hotel. Search for the hotel that you want to add an allotment to.
Room type. Choose the room type that you want to add an allotment to.
Period. Use from and to to insert the dates that you want to build up a allotment for. You
can add an allotment for a longer period and afterwards overwrite a shorter period (
example of low and high season prices)
Release period. If you are working with release periods you can add a number here (30 for
30 days release). The release date will close down your allotment and close sales. NB,
release needs to be activated by Travelize support.
Allotment room. Add the number of rooms you will build up an allotment for.
Allotment extra bed. You enter the number of rooms you can sell with 1, 2, 3 and 4 extra
beds. -1 means stop sale, set this if you do not sell 3 extra beds/room for example. 0 means
on request, if you allow waiting list/request. Instead of building up more room types you can
use one room type and add 1 or 2 extra beds. This means that you are using the same room
allotment as you have entered for the room type and the system will keep track of and
calculate down the taken rooms.
Allotment empty bed. The same as above, for empty beds.
Surcharge for this room per person & night. You will use ONE room type as your standard
room when pricing the package. A room that are more expensive or cheaper needs to have a
price addition. You can choose to add the surcharge/discount here (note that the
surcharge/discount is per person/night) or you can insert the total amount on the project.
You can only use surcharge in total on the project if you are using double room with empty
bed. If you have proper single rooms you have to add the room addition here.
Surcharge for this room per room & night. If you have chosen a room type that will be
priced per room & night you will add the cost for the room/apartment per night here.
Notice, the room type should be set up as an apartment/room sold as unit for this to work
correctly.
Calculation part. (prices dor dynamics are set here).
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Currency. The currency used is the currency that you will pay the rooms for.
Supplier. Choose supplier in order to connect the cost to a specific supplier. If you have
connected the supplier to the hotel, you do not need to do this here as well.
Room. Use either cost per room & night or cost per person & night. You can add a surcharge
to the cost for price calculation purpose. Push calculate to get the price. To publish prices
for hotel only, you need to be sure that there is a sum in the field ind. price.
Empty bed. Regardless if you use the calculations or not you NEED to fill in a cost for an
empty bed if you have added allotment to this field above. Don't forget to PUSH calculate so
that the cost appears in the field marked PRICE.
Extra bed discount. Same as above.
Special function. If you have the waiting list function enabled all choices with 0 or more in
allotment will be visible in the booking engine step 2. To avoid room options to be displayed
you can insert -1 (equal to stop sale). Several options are already set as -1 as default.
Amend room allotment/inventory
Choose hotel and push get.
Choose period and push get.
Do your changes and push update. Changes that causes over bookings will result in
warnings.
Amend room allotment 2
Amend room allotment 2 will show you a total overview of room types with allotment during
a specific period of time. This overview is preferred when you have several room types and
want to see those during a specific time period.
Search for a hotel by adding the name in the search field or simply press search to get all
hotels.
Add a from and to date to get the overview.
You will now see the room types with allotment and if you want to amend please click on the
roomtype. The usual amend room type frame will appear. Amend and update as normal.
The date period you have entered will show all room types with allotment even if they start
and finish outside your chosen period of time.
Update room allotment on a daily basis
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This function allows you to amend information for the room allotment on specific dates.
Please note that if you change the information in the complete date band after you have
changed anything on a particular date through this function, the new general information
from the date band will prevail.
Search for the hotel and click Get. You will see a list of the room types available for the hotel.
Move all or partial room type(s) to the selected box.
State the period you would like to amend. And the information you would like to amend.
You can either amend the values relatively to the existing, or add a completely new value.
You do not have to write any changed information - you can always manually change all
boxes in the next step before confirming the changes.
Guarantee allotment
If guarantee is given for hotel or transport allotments, this can be stated on room allotment
respectively on the transports.
The report Guarantee allotment enables searching of guarantee allotment for hotel and
transport during a certain period of time.
If only "open balances" are included, the ones where the number of booked ones are at least
as many as guaranteed allotments, are listed.
Set stop sale on an entire hotel
This function set stop sale on an entire hotel in a given period.
There are two ways you can set the stop sale, either by setting the allocation to number of
sold, or by setting the allocation to -1. In the first case, you will be able to sell a room already
booked if cancelled.
Please note that if you update a room allotment through the initial set date bands, this will
override the daily updates you have done through this function.
Board
Board can be added with a function under Travel Administration / Add/amend travel
arrangements.
In the hotel section there is Add board and Amend board. Search for the hotel this will apply
to. Board is always stated for certain travel durations and is priced for that duration.
When booking, the board options with duration +-2 days will be shown.
An included board option should always be set to price 0.
You can add additions and also deductions to relinquish e.g. an included standard board.
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State the board in the sales language, the way you want it to be seen by the customer. Also
state international text, which will be understood by the hotels. This will appear on the room
list in comments, where it says how many of each board there are on a booking. To and
From date can be left empty, this will make this board option available during an unlimited
period on the hotel. State From and To date if this option/price only will apply to a finite
period.
Below the difference between a la carte and package trips concerning boards are described.
Package trips
When booking, the board options with duration +- 2 days will be shown. If there are no
available dates stated and the duration is 0 then this option always will be showed on the
chosen hotel. If you choose duration 1 and the trip is between the stated dates on the price
option, then this option will be enabled on the package with the difference that it then will
be a day price. Usually with durations not being 0, the price refers to the whole period, but if
the duration is set to 1 then the price will be a day price.
If you use the a la carte module the options with duration 1 is visible there too.
A la carte trips
When booking the board, options with duration 1 will be visible. A la carte boards is
explained with the following example:
In a hotel you can set a base price option for a board, let's say lunch. A good idea is to set the
base price for a very long period of time, it's possible to update the price whenever needed.
I add lunch from today's date up to year 2010, I set the base price to 200 SEK per day. Now I
want one day during the price period to cost a little more (e.g. Christmas Eve), then I add a
new price period with duration 1, I set the date from 24/12 to 24/12 (1 day). I set the price
to 400 SEK. If a customer makes a booking, after this is set, from 20/12 to 25/12 (5 days), the
price will then be 4 x 200 + 1 x 400. Now I want to state that the lunch is free 10/12 and
20/12. Then I create a new price option for the board lunch. I set the dates and set the price
to 0. When a new customer makes a booking from 15/12 to 25/12 (10 days) the price will be
79 SEK (79,6 SEK to be exact) a day and it will say 4 x 200 + 6 x 66 on the booking. This may
look a bit strange, so let's explain it: 4 x 200 may not be so strange. The remaining days (6
days) the price is 0 SEK on 5 of them (15-16/12) and 400 SEK on 1 (24/12). 6 days that has a
total cost of 400 SEK, that makes the day price for these 6 days 66 SEK (66.66 SEK to be
exact). The reason that it's shown in this way is that the text could be very long (say that you
have 6 different price options during a period, then it could look something like this for the
customer: 1x100 + 2x250 + 1x125 + 23x100 + 3x0 + 5x750). There is a restriction to
considerate. For each day it should not be more than 2 (two) prices on each board; the base
price and the modified price (10/12-20/12 and 24/12) in the example above. Let's say that
there are three price levels for lunch 12/12, then we can't guarantee that the right price will
be set that day. For example 12/12 we have base price 100 SEK, we also set a price of 0 SEK
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and one of 200 SEK. Besides there is no reason to have three different prices in one day for
one board option.
Search for/administer boarding options for hotels
In this function two text boxes appear. Hotel ID is automatically created. To list all boarding
options in all hotels leave both boxes empty. Then only press the Search button.
To search for a specific hotel search on the basis of either the hotel ID or it's name. When
having filled any of the boxes, press Search to show results.
Administer board options
Add board
For every hotel in the list there is a link named "Add new". If you press this you will add a
new board option for the marked hotel. If there are existing board options they are listed
with bold font as sub headers under each hotel. To the right of the option name there is a
link named:
Add new price period
Choose a hotel and press the link "Add new period" to add a new period on an already
existing board. A board option can have an unlimited amount of price periods.
Change price period
To change a price period, press the line containing the price period.
Here below the search results for hotels and boards are listed. For each hotel listed is a link
named "Add new". If you press this you will add a new board option for the hotel. If there
are existing board options they are listed in bold font as sub headers under each hotel, the
options are listed in their local names. To the right of the option name there is a link named
"Add new period", press this to add a new price period for this option at this hotel. A board
option may have an unlimited amount of price periods. To change price period you press the
line containing the price period.
Below the difference between a la carte and package trips concerning boards are described.
Package tours
When booking, the board options with duration +- 2 days will be shown. If there are no
available dates stated and the duration is 0 then this option always will be showed on the
chosen hotel. If you choose duration 1 and the trip is between the stated dates on the price
option, then this option will be enabled on the package with the difference that it then will
be a day price. Usually with durations not being 0, the price refers to the whole period, but if
the duration is set to 1 then the price will be a day price.
If you use the a la carte module the options with duration 1 is visible there too.
A la carte / dynamic booking
When booking the board, options with duration 1 will be visible. A la carte boards is
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explained with the following example:
In a hotel you can set a base price option for a board, let's say lunch. A good idea is to set the
base price for a very long period of time, it's possible to update the price whenever needed.
I add lunch from today's date up to year 2010, I set the base price to 200 SEK per day. Now I
want one day during the price period to cost a little more (e.g. Christmas Eve), then I add a
new price period with duration 1, I set the date from 24/12 to 24/12 (1 day). I set the price
to 400 SEK. If a customer makes a booking, after this is set, from 20/12 to 25/12 (5 days), the
price will then be 4 x 200 + 1 x 400. Now I want to state that the lunch is free 10/12 and
20/12. Then I create a new price option for the board lunch. I set the dates and set the price
to 0. When a new customer makes a booking from 15/12 to 25/12 (10 days) the price will be
79 SEK (79,6 SEK to be exact) a day and it will say 4 x 200 + 6 x 66 on the booking. This may
look a bit strange, so let's explain it: 4 x 200 may not be so strange. The remaining days (6
days) the price is 0 SEK on 5 of them (15-16/12) and 400 SEK on 1 (24/12). 6 days that has a
total cost of 400 SEK, that makes the day price for these 6 days 66 SEK (66.66 SEK to be
exact). The reason that it's shown in this way is that the text could be very long (say that you
have 6 different price options during a period, then it could look something like this for the
customer: 1x100 + 2x250 + 1x125 + 23x100 + 3x0 + 5x750). There is a restriction to
considerate. For each day it should not be more than 2 (two) prices on each board; the base
price and the modified price (10/12-20/12 and 24/12) in the example above. Let's say that
there are three price levels for lunch 12/12, then we can't guarantee that the right price will
be set that day. For example 12/12 we have base price 100 SEK, we also set a price of 0 SEK
and one of 200 SEK. Besides there is no reason to have three different prices in one day for
one board option.
Package
The package functions are where you will create your packages. Project is in many cases
synonym to package.
To build and load a package all the underlying components must be in place (hotel, room
allotment, transport etc).
The following procedure is used to build a package:
Copy. You can copy an existing package. If you know the name of the package you want to
copy, write and push search. If you want to see all packages leave the field empty and push
search. Mark the package that you want to copy and push copy.
If you want to build up a package from scratch please find explanations below:
Package code: Will identify the package. The code should include the components such as
destination, period and hotel. Example Lon32maj could stand for London, week 32 and Hotel
Majesty.
Name: The text that will appear in the booking (ex London Hotel Majesty). Do not enter a
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date as the system automatically inserts it.
Set the project code automatically. Used for project loads (see help manual for the load
function).
Status: Open to book means open to all (external as well as internal). Internal (closed for
external sales), Closed not possible to book for anyone.
Product: The package is connected to a product. A product can be connected to several
packages.
Type: Package if you want to connect a hotel. The list can be customised.
The project is connected to the following components:
Transport Out (Departure): Select the outbound transport that you will connect to the
package. Choose no transport if the package shall be bookable without a transport. If you
have selected an outbound transport you also need to select an inbound transport.
Inbound: Same as above.
Select allotment based addition. Tick this box if you want to add additions (theater tickets
or similar). By ticking additions will be mandatory in the booking engine. To add additions,
you will have to create a package. Go to amend package to add additions.
Hotel: Select the hotel that you will use for this package. Select none if this is a project with
transport only.
Select room type. This room type will be your standard room choice on this package. If more
room types are connected to the hotel, they will appear when selecting this package in the
booking engine.
Check-in and check-out. If check in and check out corresponds to your transport date (same
check in and check out as the transports),then you do not need to insert dates. The system
will take the transport dates. If check in is 1,2 or 3 days later the change the number in the
box with the arrow. Same for check out. The system will change check in and check out
according to your choice.
Package start: You do not need to enter a package start date if this is the same as the
transport (start of the package). If you do not have a transport (lodging only) the check-in
date will be taken as package start date.
Package start (hh:mm). Some packages can be activities where not only the start day is
important but also the time of the day is relevant.
Duration. Used for activities with not transport or hotel connected to the package. To
determine the total length of the package (ex 3 days), you have to add a value here.
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Close sales externally: Days before departure that the project is closed for bookings
externally (for end customers)
Close sales internally. Same as above but for internal bookings.
Account 1, 2 and 3. If you want to book keep packages with a certain revenue account
number add the revenue account in account 1. Account 2 and 3 are used for more
dimensions (department, company etc)
Allotment (pax):You can limit the allotment on the package as well. A limitation on the
package can be used if you have transport only and want to limit the amount of only
transport clients.
Example. You have 100 seats on the transport. 10 of those can be sold on transport only. You
will create a separate package and limit the allotment to 10 on that package. 90 out of 100
will be sold as a package and a maximum of 10 for transport only.
Otherwise you normally set this allotment high (999) and let the resources be the limiting
factors.
Price. The price of the package, only transport, only hotel.
Deposit. Add the amount that you would like to have as a deposit here.
Travel VAT. Choose VAT sum to make automatic calculation. For advanced VAT calculation
see instructions in calculations.
Terms for child discount. Choose one of the rules designed for your company or leave
empty. Rules are added by Travelize.
Maximum age for child discount. Add a number for the maximum age children discount. If
you enter 12 it means that the child can not be older than 11 years and 364 days on the
departure date to receive a discount.
Senior discount. Insert the discount.
Minimum age for senior discount. If you insert the value 65 as an example, travelers that
are 65 and older will receive a discount.
Infant price. Total price for a project if booked as an infant. Infant is normally below 2 years
old on the return date.
Package discount. A possibility to add a discount rule to this particular package.
Cancellation insurance. Add the price for the cancellation insurance. Tick the box if no
cancellation insurance is sold on this package (normally if included in the price).
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Choose priority for special offer. If you want to change the package into an offer (displayed
as an offer on your homepage) please add a number in this box.
Free text special offer. Add a text if needed to the package you will mark as an offer.
(example price discounted!)
Travel insurance. Choose the insurance applicable for this package. If no travel insurance is
soled tick no.
Terms of payment. These are normally the same for all packages and you do not need to
insert this information each time. Used when other terms of payment than the normal ones
will be used.
Commission. Use this for an automatic calculation of commissions when you are selling this
package on commission.
Nationality, passport number, date of birth and send request. Tick yes or no to decide
whether these fields will appear as compulsory.
Comments. Will appear in the booking.
Internal comments. Will only be displayed for logged in persons in the booking process.
Text on individual voucher. Enter a text to be displayed on all individual vouchers connected
to this package.
Project overview
This report shows all projects in a chosen period of time. As a standard a project is shown for
60 days ahead. If date period is stated, projects in chosen date period is shown.
The list can be restricted to only contain projects which projectID contains everything stated
in "limited search".
Further the list can be restricted to only show projects in a certain sale status. This is useful
to control for example that no projects has incorrectly been set to internal.
From the list you can directly go to project update and detailed information about the
limited invoices of the project, through the information link.
Status, stop sale, hotels, transports, duration, close sales internally and externally is listed in
the report.
A maximum of 500 projects are shown at a time, if there are more projects you can reach
them by clicking the link at the bottom.
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Compiled project information
This function can be reached if you are logged in as admin. You find it in step 1 of the
booking, at the information link, as well as from the report Project overview under Travel
administration. It gives summarized information and direct links to transports, hotel etc
connected.
If the project is connected to a hotel, you can also see all the room types available at that
hotel during the time the project uses the hotel.
It also shows if the project is closed for sale due to any resource being closed to sale. Notice
that this closed sale is not automatically deleted if the underlying resource is deleted, but
this is done by pressing "remove stop sale" on the right of the red text saying it's stopped.
Notice that if you have removed stop sale and you are in reservation step 1, you have to
update the list of trips to be able to book.
At the bottom is Update project, causing recount of all resources involved in the project. This
may take a while and is only used if at any occasion an error has occurred and not all
resources have been updated, or if you want to remove sale stop status on the project.
Load packages
Before starting to load packages please also read general instructions for packages.
You will use the same method as when you load a single package. The main difference is that
you will create a series of packages when using this function.
Important information
If the package that you want to load contains a hotel please check that you have entered a
hotel code. The hotel code will be part of the package code and if you are loading many
different packages this helps you find specific packages much easier. Find information about
hotel code in Content Management/add new hotel.
You can also use this function to calculate prices and set prices on all packages loaded. An
automatic price calculation can only be done if you have inserted costs in the calculation
part of each component (transport, hotel etc). For instructions se add room allotment, add
transports.
Loading instructions
You always start with the first package in the series. All components such as transports,
hotel allotment etc needs to be loaded for the whole package series before you load the
packages.
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To build and load a package all the underlying components must be in place.
The following procedure is used to build a package:
Copy. You can copy an existing package. If you know the name of the package you want to
copy, write and push search. If you want to see all packages leave the field empty and push
search. Mark the package that you want to copy and push copy.
If you want to build up a package from scratch please find explanations below:
Package code: Will identify the package. The code should include the components such as
destination, period and hotel. Example Lon32maj stands for London, week 32 and Hotel
Majesty.
Name: The text that will appear in the booking (ex London Hotel Majesty). Do not enter a
date as the system automatically inserts it.
Status: Open to book means open to all (external as well as internal). Internal (closed for
external sales), Closed not possible to book for anyone.
Product: The project is connected to a product. A product can be connected to several
packages.
Type: Package if you want to connect a hotel. Only transport if you will not include lodging.
The package is connected to the following components:
Transport Out (Departure): Select the outbound transport that you will connect to the
package. Choose no transport if the package shall be bookable without a transport. If you
have selected an outbound transport you also need to select an inbound transport.
Inbound: Same as above.
Hotel: Select the hotel that you will use for this package. Push none if this is a package with
transport only.
Get hotel rooms. Push the link to get a choice of room types. When you push the link the
system will refresh the page and you will see red warning texts on the document. This is
normal as you will need to fill out some of the fields to be able to load a series. Select the
room type that will be the standard room type on this package.
Suffix to project code. Add a suffix to identify projects with different lengths. One week =
1w, two weeks = 2w etc.
Check-in and check-out. If check in and check out corresponds to your transport date (same
check in and check out as the transports) then you do not need to insert dates. The system
will take the transport dates. If check in is 1,2 or 3 days later the change the number in the
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box with the arrow. Same for check out. The system will change check in and check out
according to your choice.
Package start. Insert the outbound transport date.
Latest departure date for package load. Take the last outbound transport date and insert it
here. Packages will be loaded including this transport.
Markup on transports. Used if you want to add a mark up on the transport cost. Leave with
0 if you are not using it.
Addition. Enter the price of the package here. Also used when loading packages where costs
are calculated together. The addition is then your mark up.
Deposit in %. The deposit is calculated as a percentage of the total sum. Leave empty if fixed
deposit amount is used.
Close sales externally: Days before departure that the package is closed for bookings
externally (for end customers)
Close sales internally. Same as above but for internal bookings.
Account 1,2, and 3. If you want to book keep packages with a certain revenue account
number add the revenue account in account 1. Account 2 and 3 are used for more
dimensions (department, company etc)
Allotment: You can limit the allotment on the packages as well. A limitation on the package
can be used if you have transport only and want to limit the amount of only transport
clients.
Example. You have 100 seats on the transport. 10 of those can be sold on transport only. You
will create a separate package and limit the allotment to 10 on that project. 90 out of 100
will be sold as a package and a maximum of 10 for transport only.
Travel VAT. Choose VAT sum to make automatic calculation. For advanced VAT calculation
see instructions in calculations.
Deposit. Add the amount that you would like to have as a deposit here.
Round number of decimals. Use this to round the price calculation.
Extra bed discount. The total amount of discount for extra beds per person is added here.
Can only be used in connection with double room allotment. For further instructions see add
room allotment.
Terms for child discount. Choose one of the rules designed for your company or leave
empty. Rules are added by Travelize.
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Maximum age for child discount. Add a number for the maximum age children discount. If
you add 12 it means that the child can not be older than 11 years and 364 days to receive a
discount.
Infant price. Total price for a package if booked as an infant.
Package discount. A possibility to add a discount to this particular package.
Empty bed surcharge. The total amount in surcharge for an empty bed. Can only be used in
connection with double room allotment. For further instructions see add room allotment.
Cancellation insurance. Add the price for the cancellation insurance. Tick the box if no
cancellation insurance is sold on this package (normally if included in the price).
Choose priority for special offer. If you want to change the package into an offer (displayed
as an offer on your homepage) please add a number in this box. Two packages can not have
the same number (ex number 1).
Travel insurance. Choose the insurance applicable for this package. If no travel insurance is
soled tick no.
Terms of payment. These are normally the same for all package and you do not need to
insert this information each time. Used when other terms of payment than the normal ones
will be used.
Commission. Use this for an automatic calculation of commissions when you are selling this
project on commission.
Nationality, passport number, date of birth and send request. Tick yes or no to decide
whether these fields will appear as compulsory.
Free text special offer. Add a text if needed to the package you will mark as an offer. (
example price discounted!)
Comments. Will appear in the booking.
Text on individual voucher. Enter a text to be displayed on all individual vouchers connected
to this package.
Click on add to save this project.
Update package
The update package function makes it easy to update a single project or many projects at
the same time. You can update project price, children discounts, empty bed surcharge, extra
bed discounts, cancellation insurance etc.
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Project. Insert the project ID for updating a single project. To update a series of projects do
as follows:
Use the % to include projects with different dates. Example:
A project series to Palma and a specific hotel Grand is named Pal2008gra (Palma 20/8 grand
hotel). To include all projects to Palma and the hotel Grand please enter Pal%gra.
Prices can be amended in different ways:
Amount to change with. Use this when you want to increase or reduce a price with a certain
amount (20 to increase the price with 20 or -30 to decrease the price with 30).
Enter a completely new value. Use this if you want to insert a totally new price (change
price from 395 to 295. Insert 295).
Children discounts. You have three different options to amend children discounts.
Amount to change with. See above.
Enter a completely new value. See above
Calculate as flat rate. Insert the price that a child will get on this project (price on project
695 and children pays 299. Enter 299 and this will overrule all other prices).
Package name. You can change name of the project/s.
Allotment. Amend allotment on your packages.
Comments. Amend comments on your packages.
Cancellation insurance and deposit. Amend these by inserting a new value.
Close sales external and internal. Insert new values to change settings.
Choose priority for special offer. A single project or a series of projects can be set as special
offer.
Special child prices, separate prices with semicolon (e.g. 1190;2550). Combinations of child
discounts with different age limits.
Status. A normal way of working would be to load the system with packages before you start
you selling season. When loading packages you can choose status internal or closed and
when you want to release them on the Internet, use this function to change status to "open
for all".
Terms for child discount. When you want to amend child discount rules.
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From and until. If you want to update a date interval insert from and until dates.
Amend dates. Amend check-in or check out dates as well as package start date.
Week days. If you want a package series to start at certain week days.
Push amend to update.
Your amendments will now be displayed and you can do corrections if necessary before
pushing update to confirm amendments.
Additions, without allotment
A choice can be an activity or a choice that can be selected in combination with a purchase
of a room (half board, spa treatments etc)
If you have many different types of choices you can divide them into different types (Hotel,
other, spa etc). If you want to do this, then start with adding types (see type
references/price table). To add a choice please proceed as follows:
Type. Choose a type for your choice.
Name. Add a name of the activity.
International text. The name of the activity in the language of the supplier or if preferred in
English.
Description. Text to describe the activity/choice.
Picture. You can add a picture to your text to make a nice presentation. The picture will be
minimized to fit into the booking frame.
Image path/search
Show in order. Will only by used for choices connected to the package booking.
Item sales. Check this if number or items should be selected when making the reservation.
Duration sales. If an activity have a specific duration (2 days) please add the number of days
here. If the activity has duration in hours please add here. Important if you have several
activities during one day.
Active. Choose yes to activate.
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The activity is now saved and you will continue to the next step and add a price.
Find the activity and select choose. To the right you will find add price. Push add price.
The following information needs to be added:
Price. The price of the activity (per person)
From and until date. The date period where this price will be valid.
Cost. Your purchase cost.
Currency. Your purchase currency.
Revenue and cost account. Select if you are using different accounts.
Supplier. Choose supplier to activate request mail function.
Status. Only free sales is activated. Other options will come later.
Start time and end time. Add hours to be able to add several activities during one day. The
system will check start times to avoid a client from booking activities that starts at the same
time.
Shortest duration and longest duration. Not used.
Active. Set yes to active to allow sales of addition.
Cabins
Cabin types are normally different from ferry line to ferry/cruise line. You have therefore a
possibility to connect a cabin type to a ferry/cruise line supplier. When adding cabin
allotment to a cabin type it will then be possible to search for a specific supplier and receive
a list of all cabin types used by this ferry/cruise line.
This is how you enter cabin types into the system.
Name. Give the cabin type a name. This name will be displayed in the booking engine. A
potential client shall be able to figure out what cabin to book.
International text. Used by operators where the mother language is not English.
Number spots. The number of persons/beds that can sleep in this cabin, cannot be 0. A
cabin can be configured as a shared cabin (see instructions cabin allotment).
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Supplier. Choose a supplier if you want to sort cabin types by supplier. Choose none to avoid
a supplier connection.
Amend cabins
Get the cabin type that you want to amend.
Do your changes and push update to save changes.
A cabin type with bookings connected to it can not be changed in relation to number of
persons in the cabin.
Ferry
Here you can add ferries and connect them to transports. When you have added a ferry you
have to connect one or more cabins to the ferry to be able to connect it to transports.
Click the link Add new to add new cabins to the ferry.
Then to connect transports you choose transports from the left field and click them to move
them to the right field, and vice versa to delete the connection.
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Brochure administration
Brochures
With this function you can add new brochures (for selection in the order brochure function
on your webpage). The name of the brochure will also appear on each client document. Use
this to print labels when existing clients wants to have a brochure.
To add a new brochure:
Name. Insert the name of the brochure (example winter program, summer program etc).
Short name. Used to mark up labels(example Su for summer). You can also select labels for
each brochure category when printing labels.
Picture. If you wish you can also insert a picture together with the name.
Free text. You can insert a short text to give a description (New this year - Croatia!).
Pre selected. If yes the box will be checked and the customer has to deselect it to not order
the brochure.
Amend brochure
Amend information and confirm
New brochure orders
All orders for brochures will be stored in the customer database.
You have two choices to handle new orders:
1. Print them onto labels. Choose the number that is corresponding to the sort of labels you
are using.
2. Export address information to Word and make the required connected letters. Please
contact Travelize support if you would like to use this option.
To use this function:
Type. Select the type of label you will print your addresses on. Label types are normally
marked with a number (ex 3241). Check with your supplier if you do not find the number.
Pages for print. If you want to print all your brochure orders this function indicates on how
many pages. Please observe that when selecting one brochure type pages for print will not
indicate.
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Brochure orders. All your brochure types will be screened. Tick the box/boxes to print.
Write to file. Tick this box if you want to merge your letters. Merging letters means that you
will receive a file with the addresses.
Press Confirm.
The addresses will then appear and they are also marked if you are using short names when
adding brochures (see instructions add new brochure).
Print and do not confirm until you are sure that all labels where printed correctly.
Export labels
You can use the system to print labels for marketing activities.
If you want to extract labels for the main part of your client database please contact
Travelize support for help. We will help you create a file.
If you have the marketing module you have the possibility to create customer categories.
You can use that function to extract labels for a specific group of clients.
Go to amend/add client and select a category. Depending on the size of the file it will take
some time to create the list. When the list is loaded scroll down to the last name and push
the blue link. Follow the instructions.
You can also use this function to select a customer group within a certain postal area. Insert
the postal code and push continue. All clients within that area will appear.
Many customer databases include doubles. You should clean the database from doubles
once a year. Contact Travelize support to help you.
Print labels
You can print labels from your new brochure orders. Choose the label format that you want
to use. See also instructions in new brochure orders.
Revert confirmed brochure orders to not printed
You can use this function if you by mistake has confirmed and changed status when printing
labels for brochures.
Insert the date that you want to reverse brochure orders and push update.
Revert confirmed brochure orders to not printed
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You can use this function if you by mistake has confirmed and changed status when printing
labels for brochures.
Insert the date that you want to reverse brochure orders and push update.
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Booking internal
Order
You choose the number of adults, children and infants to be booked into one room and/or
an activity. Choose the number of days for the booking and then choose arrival date. You can
use the calendar function.
You can search downwards from country, destination and to hotel or you go directly to the
hotel or the activity. If you have connected activities directly against a destination, then they
are always listed together with the chosen hotel.
The booking works like a shopping cart where you put everything you want to book in the
cart. When ready press Confirm cart. You will then get to the section where to fill in personal
information.
When logged in as administrator you can get the customer from the customer data base.
When ready, the booking will be registered as a new alternatively request that is sent to the
supplier.
Booking step 1
You have several choices to see all bookable tours:
1.Destination: If you choose all, all tours will be shown
2.Departure from: You can choose a start date and tours from that date will be displayed.
3.Show number/page: This depicts the number of tours per page that will be displayed.
4.Search by Web code: Use the project code per tour and you will be shown the tour you
have selected.
Choose continue after you have made your choice.
To book the tour and continue to the next step please push book now!
Booking step 2
The choices you made in step 1 are automatically transferred to step 2.If you have not
entered the number of travelers in step 1 you have to do it here. You can of course also
change the number of travelers in step 2. If you do so, you will also get a new choice of
rooms available for the number of travellers you have chosen.
Choose the specific room options that fit the respective number of travelers. If you want to
have more combinations please push "show more room alternatives".
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Free text: These functions will only be displayed for internal users and will give you
additional options to provide discounts, surcharges etc that are not included in the basic
price.
Special departure point: You have the option to inserting a different departure point for your
client in the field provided. If you do so PLEASE REMEMBER that this is not included in your
schedule for departure cities. In step 3 when you choose your departure city you have to
choose the departure city that comes prior to the differing place of departure that you have
chosen. The differing place of departure will now be inserted between the departure city
you have chosen and the next to follow in your timetable. You do not add any departure
time.
Preliminary booked: You have the option to book a traveler as preliminary. The system will
automatically suggest a follow up date (8 days). You can change this date in the box where
the date is displayed. Preliminary booked travelers will be displayed on your screen (when
logged in) at the follow up date.
Information to a specific hotel: Information that you want to add to the rooming list will be
written here.
Transport information.: Information that you want to add to the transportation
list/passenger list will be written here.
Internal comments: This information will not be displayed on any list. It is for internal use
only and will be connected to the client.
Continue to step 3.
Search/amend customers.
Use the search/amend customers to find a customer that already has been entered into the
database. You can insert information in a single field or several to narrow down the result of
the search. Push search to see the result of the search. If several options are presented, push
select to connect a reservation with a customer in the database.
Booking step 3
Search/amend customer.
Fast track to find a customer.
Add a name, telephone number or whatever is available in the fields to search or amend
information on a customer. The system will display customer/s that match what you have
inserted. Choose the customer that fits your search and click on "choose". The customer
information will automatically insert into the order fields. You can continue with your
booking without searching for a customer by pushing the continue button. This will then
take you directly to step 3.
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A number of empty fields are displayed here. All fields marked with a red star are
compulsory and need to be filled in. There are some fast functions that can be used in this
step:
Please click here if the order person is the same as traveler No 1 ». The system copies the
information you have entered in the order field "copy all choices to all travelers". The
choices made for traveler 1 will be copied to all other travelers.
Departure city/connection homebound.
You can choose a departure city and a homebound connection. You can choose different
cities for departure and homebound on all travelers if you wish. This information will be
stored and displayed on transports lists
Booking step 4
In step 4 you will have a summary of all choices made. You can always return to previous
pages by pushing back in the right corner.
You can also write info for the hotel and transport here.
When you have checked all information you end the booking by pushing confirm. Shortly
after you will receive a booking number and a customer number. By clicking on the booking
number you can go into the booking again and do changes if necessary.
Book driver/guide
To avoid that drivers and guides will be part of the booking statistics and also to make a fast
and easy booking for this category do as follows:
Choose project by using search.
Choose room type and insert name and sex.
Continue.
Prices are set to 0.
A la carte booking / dynamic booking
The a la carte booking consists of transports and hotels. The clients will be able to book
single and return flights as well as combinations of flight and hotel. In this function you will
make it possible to book in the a la carte booking engine.
Name. Transports loaded in the system have uses your name coding system. For clients to
recognize what they are supposed to book you will give the transport a name. A return flight
from London to Paris can be named London - Paris - London or London/Paris return.
Transport 1. Transport 1 is the outbound transport in the system. Insert the main ID for the
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outbound transport. If you want to enter a single outbound flight you will use Transport 1
and skip transport 2.
Transport 2 . Transport 2 is the inbound transport. Insert the main ID. If you are entering a
single transport inbound you will use this field and skip transport 1.
Product. A product must be connected and we recommend you to insert a product with
general information.
Hotel compulsory. If a transport must be booked together with a hotel please tick yes here.
No means that a transport only can be booked.
Max length. The maximum allowed length between the outbound and the inbound
transport that can be booked.
VAT. ALC combinations (transport and lodging) can be VAT applicable. You have the option
to set any VAT level here.
Travel length/duration.
Start week days.
Push add to save.
A la carte booking step 1
A la carte booking means that you're the one who decides which components the journey
will contain.
Choose number of persons. You may also do this in step 2 when you are about to choose
room.
Select type of journey. Choose journey/way of transportation.
If you have chosen transport return ticket you will now see 3 options
- Date of departure
- Date of arrival
- Hotel
Make choices which fits you. If you don't want hotel to be included chose alternative "only
transport" under the headline "hotel".
If you have chosen an hotel, you will now receive day to check in and out. The date is already
chosen to the corresponding departure and arrival date. If you want to change date you are
able to do that in the in the fields or change the date in the calendar to the right of the
fields. Choose date in the calendar and push the date to change.
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If you would like to add yet another hotel, push "add hotel nr 2" and then repeat the process
from above.
A la carte booking step 2
If you would like to change number of persons, going on the journey, do it now. Choice of
room is based on the amount of persons and the program will suggest a room which will be
suitable. Choose room and then press next.
A la carte booking step 3
Fields marked with a red star are mandatory and you must complete them. Choose if your
confirmation will be sent to you by e-mail or regular mail. If you're able to supplements click
in this field. Possible children discount will be counted after you have filled in their birth-date
and will be presented in step 4. Press next.
A la carte booking step 4
In the last stage all fact about your booking will be presented. Possible children discounts
will show in the price compilation.
Control all data. If you need to change anything you may always return to the previous page
by pressing "back".
If you're satisfied, press "confirm". Not until now will your reservation be booked in the
database.
If you have chosen confirmation via e-mail, you will receive a confirmation letter shortly
after pressing "confirm". If you have chosen regular mail it will arrive in time.
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Agents
Agents
1. Company name. The name of the agent you wish to enter.
2. Code. Each agent must have an unique code. A code can be numerical or alphabetical. You
need to enter at least two digits. The code identifies each agent.
3. Commission in %. If the commmission is a percentage of what they are selling, please ad a
number here (e.g. 8 = 8% commission).
4. Commission fixed amount/booking. If each booking renders a fixed amount please add it
here (e.g. 20 euro per boooking)
5. Agent invoice or client invoice. Agent invoice is used when the agent will recieve the
invoice from you with the commission deducted. The system produces an invoice where the
amount is less commission (net amount invoice. A client invoice means an ordinary invoice
to the end user. The system keeps track of revenue posted to the specific agent and
produces an agent commission amount (commission payable to the agent).
6. Due date payments agent invoice. You can decide whether the agent shall have special
payment instructions. Add 0 if no special payment instruction is neccessary.
7. Access levels for agents. You have different options if you want to grant the agent higher
access to the system. If you do not tick any box the agent can make a reservation with very
limited possibilites to amend the reservation.
- Access to the entire customer database. The agent will see all your customers and will be
able to amend the same.
- Allow agent to make a reservation with admin rights. This access level is the same as a
system user set as active. The agent will be able to amend reservations, cancel etc.
- The agent is allowed to cancel bookings.
- Allow agents to view preliminary bookings.
- No access to print reservation confirmations.
The boxes can be combined with each other. If you do not tick any box an agent will have
the same access as a normal web customer.
8. Categories. This function is for the time being not in use in the system.
9. Active. By ticking the box the agent is active in the system. If not ticked the agent will
recieve the status INACTIVE.
10. Newsletter. This function can only be used if you are licensed for the sales module. This
will give you the possibility to send out newsletter to agents only or in combination with
other groups (customers, suppliers etc).
Check details and continue by clicking add. The agent has now been added to your agent
database. You can now continue to insert users. Click on add to enter details about an agent
user. Fill in information about the user including e-mail address and username. Click on add.
An e-mail is now sent to the user with his/her username and a password. The password can
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be changed by the user after logging in for the first time.
If you have more users to enter, continue by repeating this process.
Amend agents
Here you may make any amendments and update the information by pushing update.
Show all agents
Show all. You will see all agents that has been added to the database. If you want to sort
agents in various ways, click on the header (company name, telephone etc).
Agents.txt. By clicking this link you will receive a text file with all agents (name, address etc).
You can use this text file to merge letters in Word and similar.
Report of agent invoices
The report is selected by reservation date or day of departure. It is possible to indicate the
date in open intervals, by leaving the first or last date from or up to a certain date. The list
will show all the agent reservations with agent invoice. To see all the agent reservations you
will need to access through each respective agent. To access the list it's demanded that the
user has Economy eligibility, because it will show that he or she has compilation over agent
commissions and booking values.
Invoicing
You have two possibilities regarding invoicing reservations from agents:
Agent invoice. The reservation is made into your system, the agent invoices his client
directly. Or, you invoice the agent. The system will create a "net invoice" where commissions
are deducted from the total client amount.
Client invoice. The reservation is made into your system and you invoice the end user. Each
reservation made by the agent renders a commission amount (see agent reconciliation).
Log in message to agents
Here you may add a message to your agent website. This message will appear when agents
log in. The message is always the same for all agents.
Agent reconciliation
Agent reconciliation helps you calculate agent commissions.
Start by choosing the time for your reconciliation and push continue.
Reservations that have been made by agents and where payment has been received are
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ready for reconciliation. Reservations ready for reconciliation are ticked.
Reservations where payment has not been received or where the amount paid in is less than
the total revenue will need your attention. You can choose to enter them by ticking the
checkbox. Those reservations that are not ticked will not be entered and will appear in the
list again.
You have some options to calculate the commission:
- Calculate agent commission on total cost. All post will be included in the commission
calculation.
-Calculate agent commission on base price only less child discounts and room type
adjustments. By ticking here child discounts and single bed supplement will be deducted
from the commission calculation.
-Base price + cancellation fee - children discount - extra bed discount - other discounts Travel VAT. Also cancellation fee and VAT will be deducted.
- Basic fee less child discounts.
Address. Choose left or right justify for the agent address.
Include header. Your logo and address will appear on the reconciliation.
When you have selected bookings for reconciliation please click on continue.
In the next step bookings are shown summarized per agent.
Print this list before confirming.
By pushing confirm you have marked this booking as reconsolidated and they will no longer
appear on any list.
Add commission category
With help from commission categories on the agents it is possible to have different
commission conditions on various package tours. For this it is possible to add commission
categories for optional terms for example A, B, C etc. on the agents and with following terms
of commission concerning this category. Later on the projects you indicate to which category
it belongs. If the project is suitable to an agent category for an agent at an agent booking,
you will use the indicated commission for that category otherwise you use the general
commission indicated on the agent.
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Suppliers
Supplier
Here you can register a supplier in the supplier register. The fields are not mandatory so you
can choose which fields you wish to fill in.
Supplier are used to tie resources up in the system to be able to send requests, get statistics
per supplier, and give the supplier access to some parts of the system for its own resources.
Amend supplier
In this function you can amend the details, such as address, e-mail and similar for the
supplier.
You can amend supplier information at any time. After amending information push continue
to save.
Amend supplier
In this function you can amend the details, such as address, e-mail and similar for the
supplier.
You can amend supplier information at any time. After amending information push continue
to save.
show all
If you want to see all your suppliers please select this function
Register supplier invoice
This function registers the supplier invoice into the system and makes it available on the
different reports connected to creditors account in the system.
Register supplier invoice
Travelize presently supports supplier invoice control for hotels only.
Invoice control functions checks calculated costs of room cost x nights versus the registered
amount of the supplier invoice. See also instructions add room allotment/travel
administration.
To register a supplier invoice or invoices:
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Number of rows. Insert the number of rows you will need to register supplier invoices. You
will ask your supplier to insert the booking number for each post and therefore one invoice
can consist of several rows. For the supplier invoice control to function each booking
number needs to be matched.
Supplier. Select a supplier.
Date. Today's date is pre selected. Change if necessary.
Total amount. Insert the total amount (all rows) that you want to register.
Reference. If you want to register a reference add it here.
Currency. Choose the currency of the supplier invoice.
Booking number and amount per booking. For the system to be able to check calculated
costs versus actual.
Push continue
You will now see a list of the transactions you have registered. The system now compares
the registered amount with the calculated. Differences are written in red text. Place the
cursor over the info text to see how the sum was calculated.
Push confirm to register.
Search supplier invoice
Search for a supplier invoice. All fields are searchable.
Show all suppliers
This function gives a list of all your suppliers with some basic information. The information is
also included in an Excel list at the bottom of the page. You can use this Excel spreadsheet to
create merged letters in Word to send to your suppliers. Please refer to Word help for yow
to create merged letters.
Supplier liabilities per chosen date
This report shows supplier invoices which have stated invoice date up to stated date where
paid balance is different from 0.
The report shows information about supplier invoices and the amount given in the currency
of the supplier, paid in the currency of the supplier, the remainder to pay in the currency of
the supplier and the remainder to pay in your local currency.
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Supplier statistics
This report shows bookings within stated date intervals (a maximum of 5000 lines are shown
in the report).
You can search by reservation date and or departure date in open intervals. It's enough to
state a From date to show all bookings after that date, or a To date to show all bookings
before that date.
It's possible to search for a certain supplier and to state that only active reservations will be
included.
Supplier is shown if there is a link to transport (only the supplier of the first transport is
shown in the report), hotel or order line at invoice.
At project reservation or A la carte reservation when both transport and hotel is linked to
supplier two lines for the booking are shown for respective project.
At invoice a line is shown for each order line. In the column Price the total price of the
booking is shown. If there are several lines for a reservation, the price is only shown on the
first line. This also applies to the number of persons in the reservation.
If an order line is linked to the reservation (invoice or a la carte booking) price of the order
line is shown in the column order line price.
Incoming VAT report
This list shows the incoming VAT on registered supplier invoices in the selected date band.
Enter the date band and the cost accounts you would like to include on the list.
Accrued accommodation cost per reservation
This report displays the accrued supplier cost on reservation where you have not entered
any supplier invoice and not marked as paid to the supplier. You can check the boxes to
include also such reservations.
If you will not register any supplier invoices, you can set the status on the reservations to
"paid to supplier". You do this by checking the box before each reservation number in the
report. All reservations where the open balance is below 1 will be pre checked. At the
bottom of the report you confirm to set all checked reservations to "paid to supplier". The
system will log when and who did this. If you select to include bookings marked as "paid to
supplier", the report will display an extra column with date when this status was set and by
whom.
Open payments from your client is shown on the report.
It is possible to include your client's name through ticking this box where you select date
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band and similar.
The list is sorted on departure. The calculated accrued cost, in the supplier's currency, for
the accommodation cost on the booking is shown together with your child discounts and
additions, if any. The calculated accrued cost are taken from the costs you have entered on
the cost side in the room allotment.
The list can be selected through date of departure or date of booking date bands.
Supplier request overview
All requests sent out from this system is allocated here.
Choose status. Select a status (new request, request accepted etc).
Date. Add from and to date to get a list of requests during that period of time. Leave empty
to see all.
Choose supplier. Select a supplier to see requests from a specific supplier. Leave empty to
see all.
Continue
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Reports Statistics
Statistics
Statistics includes reports that will show historical information but also reports that will
show you future sales. Some of the reports will not include bookings done in the ALC
module. Those reports are marked with red text (Does not include A La Carte reservations).
Most of the reports can be selected in different intervals (year, month, week and date).
We recommend you to browse through the reports in order to look for the reports that will
suit your business best.
The general statistics reports can since 2004-10-12 also be restricted by From and To date to
obtain statistics in a certain time period. If these dates are not stated or if any of these is
invalid, the whole statistic report will be shown. Since 2006-08-25 can several of the reports
be restricted by part of projectID or part of product code and the ones marked with ** can
be restricted by part of projectID.
NB older reservations lack information about product code, and this contributes to that
product code restriction sometimes does not work on older reservations.
Product. Shows statistics per product and booking sums (historical information).
Product per departure date. Shows future bookings on a product and with reservation sums.
Salesperson. Shows the number of bookings per salesperson (internal salespersons).
Per agent. Shows the number of reservations divided by agent who has made reservations in
the system.
Reservations. Shows the total amount of reservations divided by reservations on web
respectively internal.
Reservations per departure date. Shows future reservations.
Brochure order. Shows the number of brochure orders made in the system.
Orders Newsletters. Shows the number of ordered newsletters.
Number of clients in the database. Shows the total number of clients in the client database.
Per way of transport. Shows bookings per way of transport (if there are different transports
such as flight and bus).
Product per way of transport and date of week. For arrangers that have several departures
per week and who want to have detailed statistics.
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Product per departure city. Shows reservations per departure city to a specific destination.
Project per departure day. Shows reservations on upcoming projects.
Per zip code and departure date or booking date. With these reports you can study your
sales in different zip code areas. You can use this along with “Group zip codes by the first
characters, leave empty to group by the whole zip code:” to determine sensitivity on the zip
code.
Project per departure date. Shows reservations on upcoming projects.
Cancellation insurance. Shows booking value of cancellation insurances grouped by
departure date or booking date.
Project type. Shows booking value per project type grouped per departure date or booking
date.
Gender. Shows the number of travelers and booking value per gender, grouped per
departure date or booking date.
Nationality. Shows booking value and the number of persons per nationality, grouped per
departure date or booking date.
Discount code. Shows discount (not automatic Internet discount, child discount and discount
given in free text fields) grouped by stated discount type and per departure date or booking
date.
List of all bookings
This report gives you a list of the latest bookings with a link to each booking. It shows 500
bookings as standard.
You can choose to make restrictions of the list on the basis of a combination of the following
criterions: part of marketing code from booking date up to booking date, salesperson (makes
a search of administrator's user code and agent's user code).
The date searches can be left in open intervals, i.e. if you choose search reservations from
May 1st and later you state 06-05-01 (or date in your local format) as From date and nothing
in To date.
Tick Include only active reservations if you want to exclude cancelled reservations from the
list.
Latest online bookings
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All web client bookings are displayed regardless if the client has chosen confirmation by email or by normal post.
Transport allocation overview
Transport allocation overview is your instrument to check transport availability and to get a
quick overview of allotment, booked and free spots on your transports.
The list can be sorted in different ways. You can also select to limit it to only transports
including a selected text in the transport ID.
- By a certain date interval.
- minimum number of pax booked on a transport
- maximum number of pax booked on a transport.
To include inbound transports click the blue link at the top.
Connection overview
Start with choosing a date for the connection. Choose the date that corresponds to the
transport out date (outbound transport).
If you have more than one connection use the window to search for the connection that you
will print a list for.
Tick the box to insert the destination/s you want to include in the connection. If you choose
all, all destinations on that specific date will appear on the list.
The list is chronological order which means that it starts with the first departure city (pickup
time).
Statistics per departure date and sales date
This report is used to see your sales situation per a certain date for an upcoming period
compared to the same time in a preceding period. You can choose if you want all sales done
during e.g. 2004-01-01 to 2005-09-10 (if 2006-09-10 is today's date e.g.) for departure 200601-01 until 2006-12-31. Then you have an historical report of the sales done for the
upcoming year per 2005-09-10 and it can be compared to an ordinary statistics report of
sales during 2007-01-01 -- 2007-12-31 (today 2006-09-10).
Sales development report
This report will you show the sales development on selected packages (number of
travellers). You can choose to extract the report by inserting a from and to date or add a
number in the field overview from this date and forward.
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Limited search can be used if you want to narrow your search. You can as an example insert
a package name. The report will then only include packages with the selected name. Further
selections are
-Include transports with a set number of places left to book (Example: write 5 if You want to
see transports with 5 and less places left to book). Leave empty to include all.
or
-Include transports with a set number of reservations (Example: write 5 and transports with
up to 5 reservations will be shown). Leave empty to include all.
You can decide how you want the sales development to be presented. By adding 3;7;14;21
etc the sales development will show you the number of bookings over the last 3 days, 7 days
etc.
Net sales
All ordinary statistics report only shows active reservations, except for reports that
specifically show cancelled reservations.
When you show statistics per booking date all the active reservations on that booking date,
independently of when the reservation has been cancelled, are shown.
This special report is used to be able to see the net sales for a given day, week, month or
year. The report shows the sum of all new reservations for a given period of time and all
cancellations, regardless when booked, for the same period which gives the net sales for this
period. The amount is shown in turnover and number of persons.
It's also possible to limit the report to a certain type of project by stating this on the search
page.
Red-marked amounts shows reservation value and the number of persons in cancelled
reservations that day.
Set joker signs by yourself
In several reports you can search for part of the product code or similar. If you write PAR as
an example (those searches are not case sensitive, so PAR and par will give the same result),
all those containing PAR will be included, such as SAPPARRA, PARIS. Technically this is a
search with a joker sign before and after PAR, %PAR%.
By selecting the Use your own joker sign, you will be able to insert the joker signs instead of
having the system to set them before and after. This is very handy if you would like all
starting with PAR but not SAPPARA for example. In this case you write PAR%.
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You can also set a joker sign wherever you want inside the search text, such as P%R will give
both PAR and PIR.
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Reports Production
Overview future trips/tours
This function gives you an overview of all future tours. The statistic is divided into:
Transport out allotment
Project allotment
Transport in allotment
From the overview you can access several other reports/lists:
-Overview room availability
-Hotel list
-Transport list
-Project
The reports and lists will correspond to the project you are looking at.
Overview room availability
Overview room availability will show you all rooms booked and available on a specific hotel
within a date interval or all hotels.
Explanations to
Transport list
The transport list can be sorted after booking number, hotel and inbound destination (see
sort order).
Summarized. Tick this box to include ONLY the order person on each booking.
Select a transport and make your choice in the list of choices.
Special function. Clients that have not paid or only part of their total amount will be shown
here.
Room allocation overview
Room allocation overview gives you information about your room allocation. You can extract
a list of all hotels during a certain time period or you can look for a single hotel in
combination with a date period.
Explanations to abbreviations:
Rooms. The number displayed shows you the total amount of rooms in allotment for this
room type and period.
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T. Stands for taken and is equal to booked rooms in this category.
X1. Stands for double room with one extra bed
X2. Stands for double room with two extra beds.
E1. Stands for a double room with one empty bed.
E2. Stands for a double room with two empty beds.
Constr. Shows the total amount of available beds for this day and the combination of
allotment entered.
Connection list
Start with choosing a date for the connection. Choose the date that corresponds to the
transport out date (outbound transport).
If you have more than one connection use the window to search for the connection that you
will print a list for.
Tick the box to insert the destination/s you want to include in the connection. If you choose
all, all destinations on that specific date will appear on the list.
The list is chronological order which means that it starts with the first departure city (pickup
time).
Transport list per departure city
The transport list per departure city shows the same information as the transport list. This
list however also adds departure cities for those operators working with connections. The
list is sorted by departure time.
List of travellers per selected departure city
This function will show you travellers (active bookings) that have chosen a specific departure
city independent of which timetable they are connected to. You can either choose to select
the list based on a package or if you leave this field empty, the report will show you all
travellers. You can choose to add a date or if no date is added the report will show you all
bookings with departure date from today and onwards.
Cabin List
Cabins are connected to transports. You will therefore choose a transport to be able to take
out a cabin list.
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Design your list by choosing what you want to include on the list.
You can sort the list by booking number and cabin type. Click the header at the top to sort.
Room list per hotel
Different types of room lists can be extracted from the system:
Room list per hotel.
Room list for several hotels at a destination. You will receive a room list for all hotels in a
specific period of time and at the chosen destination.
Project room list. Use this list when you have several hotels on the same project (for
instructions see Project room list).
Hotel. Select the hotel that you want to take out a room list for. If you want to select all
hotels in a certain time period tick instead the box all hotels.
Product code. Choose a product code to select all hotels connected to this product code.
The box all hotels must be selected to extract all hotels.
Period. Insert from and to date to get hotels during a certain period of time.
Other choices. You can design your list by choosing to include information such as transports
comments etc. Tick the box to include.
Language. The hotel list can be extracted in different languages. Choose the language.
When the room list has been retrieved a pop-up window appears in the same way as when
retrieving reservation confirmations for printing.
Notice that for this to work it requires that you haven't blocked pop-ups on your site.
By confirming "printing" of the room list status on these reservations are set so that
Travelize know these reports are meant for hotels/hotel agents and so on.
Hotel guests for a certain day
Normally the room list selected per Arrival day to the hotel is used.
If you for a certain day want to see which reservations there are in a specific hotel or hotels
that's been connected to product code, this report can be used instead. This is particularly
useful if you for example have long time customers, to easily see when these have checked
in.
Notice that when dealing with project reservations the list will be based on the project's
main hotel.
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Status list of sent room lists
When the room list has been retrieved a pop-up window appears in the same way as when
retrieving reservation confirmations for printing.
Notice that for this to work it requires that you haven't blocked pop-ups on your site.
By confirming "printing" of the room list status on these reservations are set so that
Travelize know these reports are meant for hotels/hotel agents and so on.
By new reservations, modified reservation and changed booking this event is set as status
for the reservations.
With the report status list room you can search for a specific hotel or for all hotels. It's also
possible to combine All hotels with restrictions on Supplier or product code. Notice that if
you are not searching on a specific hotel always tick All hotels even if you make restrictions
on Supplier and/or product code.
The product code is the one that's been stated on the hotel, which is not compulsory
information, and only works if you have entered it.
State date period (compulsory).
You retrieve a list of all new, modified or changed reservations on chosen hotels during the
chosen period of time. Through the link to the right you can manually set status for a
reservation as reported to the hotel.
This will be done automatically the next time you retrieve the room list and confirm in the
pop-up window. Notice that Cancelled reservations won't appear in the room list, so in order
to mark these as reported you have to click the link to the right in the status list.
Also notice that by changing a reservation from one hotel to another, the reservation at the
new hotel will be shown as Changed, and the old hotel/type of room is in the line above. If
you search for a specific hotel, the search will be for the hotel it's changed to.
Arrival overview
This report gives you a list of all bookings linked to a product which destination is a part of
the name of the destination you are searching for.
If Destination name is left blank the report will include all destinations.
It's possible to restrict the report with From date and/or To date. If no From date is stated
the current date will be set as From date.
However you can state a date that has passed to get the report for earlier dates.
The report can be restricted by setting destination name and/or part of product code.
Number of results per page states the number of lines to be shown on each page in the
report. You can set this value between 1 and 2000 lines per page. If the report is larger than
one page you get quick links to all pages and you can also browse forward/back. It's also
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possible to tick Show hotel to show the list divided per hotel and date. Both departure date
and check in date is shown.
The report shows all active bookings, even the preliminary booked ones.
Infants is not showed in the report.
Hotel statistics
This report will show the historical occupancy on a certain hotel. By choosing a product you
can extract statistics on all hotels connected to the product.
Room availability overview
This report will show availability for room types entered on the selected hotels. The hotels
are selected by the Product Code entered on the hotel. The system will look for hotels where
the product code is like the product code stated. Please note, you have to have product
codes on the hotels to use this feature.
Please note that the date band should not be to wide as that would make this list very big.
The report can be displayed in three different ways: graphical, numerical in number of
available beds and numerical in number of available rooms.
If A La Carte reservation is available in your system you will be able to click on any bookable
hotel / room type / date and will be taken directly to the A la carte reservation on that date
from the Graphical report.
Legend to colors in the graphical report:
green Available on allocation
yellow On request
orange Fully booked
red Stop sale
black Nothing set for the date
Overview bookings per hotel
This function provides a statistical overview of selected hotels with number of persons and
bed nights (persons x nights). The report can be used in negotiation with the hotels and
similar.
The report is selected on date band for check in dates. N B, a reservation that checks in
within the date band, but with a check out after the end date, will be calculated in total even
though the reservation checks out after the end of the date band.
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Package code or ALC for a la carte is stated as well as the check on and check out dates.
List all full paid bookings with no voucher sent
Shows a list of all full paid bookings including a hotel with no voucher sent. Mark the
bookings you want to send vouchers to and then click on the button. The voucher page will
open with the selected bookings.
Additional sales
This report gives you an overview of all additional sales. You can search by project or
transport to get the items sold as additional.
You can also search for a specific addition by inserting the name and push continue.
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Reports Special
Hotel voucher
You can extract vouchers for a single booking number, a project or a specific period of time.
Include bookings where vouchers have been printed. Use this to include bookings where
vouchers have been printed before.
Booking number. Insert a booking number to extract a voucher for that specific booking
number.
Project. Insert the project ID to extract all vouchers for this project.
Date. Insert departure date to extract all vouchers departing on this date.
Additional selection.
Choose selection to send vouchers. If you want all vouchers to be printed select by normal
post.
Cax list
Gives you information about all pax that have booked a cancellation insurance. You can
search according to date (booking date)
Travel insurance list
Use this list to see all clients that have booked travel insurances in the system. You can
extract information by selecting:
Departure date. Insert from and to date.
Booking date. Insert from and to date.
Status list Paxport export
The status list shows all transports with departure in a given period of time. It shows if the
PaxPort/TopCom list is confirmed as retreived or not.
NOTICE - the number on the status list is the total number of persons booked for the
transport.
The PaxPort/TopCam report does not contain the preliminary booked ones.
If the list is retreived it shows new bookings, changed bookings or cancelled bookings
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belonging to that transport.
By clicking transportID you get directly to Export of PaxPort list and you are in this way able
to retreive a new list.
At export all active and any cancelled/changed bookings are displayed on the screen. When
confirming them, status is set not to show these bookings in the status list, in case they are
not modified, changed or cancelled.
Export Paxport files
This function exports a file in PaxPort format per chosen transport. It exports all active
reservations that aren't preliminary booked.
Search for the file to be exported and continue.
To send the report, right-click on the link and download the report to you computer, from
where you can attach it to a e-mail message. At the bottom is a Confirmation button. When
you press this button the export is logged onto all of its included reservations.
When you make changes, change a reservation or cancel a reservation these are shown on
the PaxPort status list.
Changes in a reservation and cancelled reservations made after the latest report are also
shown in the export.
Transport voucher
This function will give you vouchers for a transport. Insert the transport code (LGW as an
example). Add you date interval. Push continue. A list of bookings will appear and you can
mark single booking or use "mark all". You can also add a text that will be printed together
will all other information on the voucher. Continue and print vouchers. Do not forget to push
confirm in order to mark them as printed.
Price list generator
This function generates price list from room allotment resources in the system.
Select date band for the price list.
Select the package duration you would like to create prices for. Separate multiple values
with comma (,) such as "3,7,14" which will calculate package prices for 3, 7 and 14 nights
respectively.
Set a flight price that will be added on top of the price you have on the room allotment.
The price list will be created in two separate parts, one for normal hotel packages and one
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for apartments.
For normal hotel rooms the report will show number of nominal persons in the room and
the empty bed addition.
For apartments the price is calculated for the different number of persons that can be
accommodated in the room.
If you have already entered packages with prices, you should use the function that creates
price list based on packages instead.
Age report
This report shows the age of the passengers where date of birth is given.
It is possible to state open intervals for age: If no ages is stated all ages are shown, if only a
lowest age is stated all ages from this age and older are shown and so on.
It is also possible to state restrictions on the departure date in the same manner as stated
above.
As default only trips with departure the current date is shown. If you also want to see earlier
departed trips change the default date. Restrictions can also be made on part of projectID.
The report is sorted in order of date of departure and thereafter by project.
Total statistics with the lowest age, the highest age and the average age are shown at the
bottom.
NOTICE: These statistics show total statistics independently of whether age limits have
been stated.
Price list package
This function presents a complete price list according to your choice of travel length and
date interval. If you wish to have a presentation with different lengths of travel you have to
separate these with a semicolon (8;15;22 etc). Please observe that the travel length includes
arrival and departure day. A 3 day hotel stay is hence 4 (travel length, 7 nights at the hotel
will render 8 days of travel length etc). To get a price list with one and two week prices you
have to write 8;15. The transport field will make it possible no narrow down your price list.
By adding a transport main ID (ex LGW) you will only get packages with an out transport
from London Gatwick. Leave empty if you do not have packages with transports. The
package field is used in the same way as with transports. By adding the package code you
will only get packages according to the code. You can also use the product code to limit your
presentation.
Another possibility is to combine transports, packages or product code with a week day. An
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example would be to get a presentation of all combinations departuring from London
Gatwick on Fridays.
By ticking the box "show package" also the package code will be visible together with each
price. This is useful if you want to change prices on packages. By clicking the package code
link you are taken to the package page and will be able to amend. Please observe that the
price list will not be updated before you update the package price list page.
Manual discounts
This report gives you a list of all reservations where there is a discount in some price field or
discount field.
Child discount, Internet discount and similar automatic discounts are not included in this
report.
You can search by reservation date and/or departure date in open intervals. It's enough to
set a From date to show all reservations after that date, or a To date to show all reservations
before that date.
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Customer administration
Print new confirmations
New confirmations are not printed out automatically. They are stored here until you decide
to print. A window will appear at the upper left corner informing you "ready to print". Do
not confirm before you have seen that all confirmations have been printed properly. To print
out confirmations you will be required to complete the following:
Go into "file" and choose print. Please observe that you need to use the following print
settings to be able to print the confirmations correctly.
Standard print settings for confirmations:
- Header and footer shall be empty.
- Left margin normally to 6 mm, top margin normally to 6 mm and bottom and right as low
as possible. If you need to fine-tune, adjust the Left and Top margins only.
Check that all confirmations have been printed correctly. If yes click on confirm print. The
printed confirmations will disappear from the printer queue. You can print a maximum of
100 confirmations at each time, if more, confirm and re-process to get the next in queue.
Print single confirmation
If you want to print a single confirmation please use this function
Copy number of new e-mail confirmations
Confirmations coming from clients that have chosen "confirmation by e-mail" will be stored
here. If you wish to print out paper copies you're also able to do so.
International confirmation
The international confirmation can be used to print out confirmations on different
languages. The confirmation has a special design and it is possible for you to insert special
information such as IBAN number and payment instructions when paying from abroad.
This function can be configured on request.
All for printing/printing queue
Printing of confirmations can be managed in different ways.
Print single. Directly after confirming the booking you can choose to print out the
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confirmation.
All for printing. You can also choose to print out confirmations at one and the same time. A
booking that is not printed at once will automatically be transferred to the printing queue.
The printing queue can be managed by any user. Confirmations that are not printed appears
as a warning link and as long as no one prints and confirms is visible for all users.
Re-send confirmations
This functions is useful if you for example have lost an invoice for a certain client or for a
group of clients, or if you have changed important information in the booking that you want
to be made clear on the booking confirmation. If you wish to re-send any confirmations you
will be required to use the following functions.
You have different alternatives including:
1. Search by project. All clients connected to the project will be displayed.
2. Search by transport. All clients on that transport will be displayed.
3. Search on previous printing date. When you printed the confirmations you can add that
date in the empty field and those clients will appear.
After you proceed, you select which bookings to include. If you want to include all clients by
clicking "select all". You can select individuals by ticking the specific box.
Additional selection. This function states the way you would like to re-send the
confirmations. If you choose email, the confirmation is sent to the e-mail address stated by
the client. If you choose usual mail, the confirmation will be put in the printing queue and
can be printed as usual.
Write letter/message
You can use this function to send letters/messages to your clients.
Select text. You can store text messages and use them when sending letters to your clients.
If you want to add and store a new text message push amend/add text.
To select clients to send a message to you can:
Search by project, transport dates, previous printing date, and similar.
Special function
If you tick the box include only those no ticket sent, only bookings that has not received a
ticket will appear. To mark client ticket sent see instructions below.
Choose to whom you want to send the message to. To select bookings tick the box in front
of the booking number or select all if all clients shall have the message.
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Additional selection.
Choose in which way you want to send the message. Read instructions on sending options.
Type. Use this function to send a letter or to print labels to the selected clients. To send
letters choose post & email. To print labels select type of label.
Continue.
Set all selected as ticket sent. Use this function to mark clients that will receive a ticket with
this message.
Send message to clients with split invoice. If you use split invoice and wants to send a
message to these as well, tick this box.
Subject and message. Write the subject and the text message here. If you have selected a
stored message the text is already in place. Your username will appear in the message and
you do not need to write it.
Left justify and right justify. The address of the client will appear left or right depending on
your choice.
Save as a message on each client. If you want to save this message on the client tick this
box. You will find the saved message on the client information document (see add/amend
client/customer administration).
Request confirmation of message. If you want clients to confirm receipt of your message
tick this box. Clients receiving the message by mail will confirm it by using a secure link in the
e-mail. Confirmation is saved on the client document. Clients receiving the message by post
will confirm by calling your company. To confirm the message go to the client document and
tick the box confirm message.
Unconfirmed messages will appear as warnings after a pre selected number of days and until
you confirm receipt stay as warning message.
Amend header and amend footer. The header is normally used to display your logotype on
letters. Footer is for company address.
Push continue to create letters or labels.
Send letter to a chosen person
Click the link to reach Write letter/message. All the customer's bookings will be shown there
and you can send your letter/message as usual.
Request confirmation of message
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Tour operators are sending out a lot of messages/information to their clients. Some
messages are important to keep track of. Messages containing information about cancelled
tours of changes in timetables needs to be followed up.
Messages sent out with the function request confirmation of message gives you a warning if
clients are not responding within a certain time period. For instructions see write
message/letter/customer administration.
Search for booking
All fields can be used to enter information and the system will search for the booking.
Amend booking
Enter the booking number and click on continue. You have several options to amend a
booking.
Amend information. You can amend rooms, cabins, connections, due date etc. To save an
amendment update the booking.
Amend client information. The order person can be amended by pushing the link marked
update order person.
Cancel a person. To cancel one person on a booking tick the box cancel this person. You
have to amend rooms and cabins if any to fit the new number of persons on the booking. To
cancel the whole booking push the link Cancel. You use the same link to reactivate a
cancelled booking.
Amend booking. If you want to amend the total booking (change to a new tour/dates) push
the link amend booking. You will return to booking engine and can choose destination etc.
All information about the client is stored and will appear in step 3.
Amend booking
This function will let you amend or rebook a booking to the same package ( if you want to
add travellers, re calculate discounts and similar)or to a completely new package. If you have
the ALC module you can change to a package and vice versa.
Cancellation
Enter the booking number of the client that you want to cancel and continue.
If the client has made payments and you shall keep a cancellation fee please enter this
information into the field marked "cancellation fee". Information about cause of cancellation
and info about refund accounts etc will be entered in the next field.
If the cancellation is a split invoice. All clients on this invoice will appear. You can decide if
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the individual clients shall have a cancellation fee.
The cancellation fee is automatically transferred to the bookkeeping function and will be
book kept as cancellation fee on the cancellation date.
To print a cancellation confirmation please tick the box.
Cancellation confirmation
When canceling a booking in the system you can choose to send or not send a cancellation
confirmation to the client. A cancellation does not automatically trigger a cancellation
confirmation as many cancellations are done before payment has been registered. Those
cancellations does not normally need a confirmation.
If payments have been registered on the booking and if the client is entitled to get money
back, this information is displayed on the cancellation confirmation.
When cancelling you need to tick the box for confirmation or manually print a confirmation
afterwards through the normal print single confirmation.
Connect booking to a new customer number
Sometimes it is necessary to connect a booking to a another customer number. An example
is when the lead passenger cancels but the other will continue to travel.
To connect a new client to a booking insert the booking number and thereafter search for
the customer this booking should be connected to.
Preliminary booked/waiting list bookings
Preliminary booked clients have taken allotment but no confirmation has been sent out
automatically. Use "select all" if you want to include all clients or tick the box for those that
you want to handle.
You have two options
1. Confirm the selected. A confirmation will be written.
2. Cancel the selected. The clients will be cancelled
Booking and cancellation on surveillance/ follow up
When booking, in step 4, you state a follow-up date and the booking will at that date appear
in a list with follow-up bookings showed on the start page. This date can be changed or
added from the booking as well.
This follow-up is not related to whether the booking is preliminary or not.
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Also when canceling a booking this date can be set, e.g. to follow up that a medical
certificate has been received etc.
In the list of follow-ups, an Internal comment from the booking and cancellation comments
are shown to make measures easier.
To remove a booking from the follow-up list, the follow-up date is removed through amend
booking.
Search/amend customer
You have several options to search for a client. All fields are searchable.
If you have the module Travelize marketing you can also use this function to tag a client to a
specific customer category.
Delete a client. If you have a client in your customer database. If the client has made a
booking in the system you will not be able to delete the client. This would ruin historical data
in the system. You can however deactivate a client. Push the link deactivate. The name of
the client will appear in red text.
Export client information for labels etc. If you want to export client addresses to a file you
will use the function custexport.txt. The file can be used to print labels or merged letters.
Add client
If you have leads that have been generated from outside the system you can register them
in this function.
This function is also used to send out brochures to new and existing clients in the customer
database. See expert customers for further description.
To create a label for a brochure sending tick the required brochure. Push update and the
information is transferred to new brochure orders (for further instruction see new brochure
orders/reports).
Advanced functions for customer search and exports
These functions are made for different exports. The system supports exports to excel and
text files. It is also possible to use the mail function to send out exports. Most fields in
search/amend customers can be used to extract information/files. If you wish to extract
special combinations you are welcome to contact Travelize support. We can create custom
made search reports for you.
As default the box "only not inactivated" is ticked. This is to make sure that clients that have
been inactivated are not part of your export.
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To make the exports you will now have to make a choice between excel export or a text file
export.
As default the system will not make any removals of duplicates. If you want the system to
make a "virtual" removal to avoid duplicates tick the radio button "remove duplicates in
export". The system will search for the three first letters in the first name, family name,
address and the complete postal code. If the system finds a duplicate by comparing these
facts, one of the customers will be virtually removed. Please note that the customer will not
be deleted from your customer database, only not included in the export.
Another option is to use remove duplicate by comparing telephone numbers. Try both
methods and compare to make sure which one of these options fits your company best.
Quick function for amending first name and family name
This function is used by companies with the enterprise module where bookings can be made
by other companies within the same database. To restrict access to the main booking but
still giving the possibility to amend name.
This function will give you the possibility to change first name and family name as well as
date of birth.
Split invoice
Split invoice gives you the possibility to do one booking with 2 or more clients and send each
and individual invoice.
Directly after confirming a booking in step 4 a link will be visible with the text split invoice.
Click this link to make a split.
If you want to make a split invoice out of a booking that already has been made, enter the
booking number here and continue.
You have several options how to split the invoice:
Equal all clients. The system splits the total amount equal on the number of clients on the
booking.
Free sum all clients. Use this when sums differs from client to client. Note that the total sum
of the booking must correspond to split amounts. You have to divide the deposit as well.
Equal split 2, 3, 4... clients. Choose the number of clients that you want to split with.
If you have chosen equal all clients the system has divided the total amount and each client
for you, but you can manually amend in step 2.
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If payments have been registered on the booking you will need to split the payments as well.
To delete a split invoice you use the same function. Insert the booking number and choose
equal all. Push the blue link at the button and leave the document page. The splitting is now
deleted and you can do a new splitting or if the aim was to undo the splitting print a new
confirmation.
Room division
On bookings that contains more than one room unit, the system will automatically split
travellers and make the room division. You can use this function to manually change that
and divide persons into room units at your wish.
Insert the booking number. A new window will appear with the names and the room types.
Start changing rooms and be observant that you are not using the same room for more than
the designated number.
Amend coach connection on travelers
This function enables you to change the connection for travelers on coach transports. It is
typically used when two different connection lines are merged and travelers should appear
on the new connection list.
Select the date for the transport.
Select the time table you want to change FROM through entering a part of the time table's
name and Search. Click on the one you want to change from.
Do the same with the time table you want to change to.
Select direction (out/in) for the transport.
In step 2 you can select All cities. In that case all city names matching the old and new will be
automatically transferred to the new time table with the same city. Those which cannot be
matched in this way has to be manually put into a new city on the new time table. NB No
validation is made that the times/cities are equal. You have to inform the customers.
Please also note that any connection fee will be kept from the initial connection fee.
When you have finished updating in step 3 you can go use the short cut to "return to step 2"
so you don't have to select day and transport in step 1 again.
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Free invoice
Free invoice
Create a free invoice
If you have products which are not part of any package you can use free invoice to create a
booking and be able to print an invoice.
Please enter the following information:
Specification. Enter the product/text you want to invoice.
Insert price, cost and VAT. Cost and VAT are not compulsory. If you enter a VAT sum this will
be used to calculate VAT and the VAT sum will be shown on the invoice.
Commission. Please note that the commission inserted here is a so called production
commission (se instructions reports/production commission. Insert a numerical value (8 = 8
% in commission).
Supplier. If you are using the supplier system in Travelize you can search and insert a
supplier here (see instructions supplier administration).
Click add to enter this order line.
Repeat the process to add more products to the same order.
When you are ready click continue.
The next step is to fill in client information.
If the client already exists in your client database click to search for clients. This works the
same way as the ordinary search/amend client (see instructions search)amend
client/customer administration).
Confirm your shopping basket after entering client information.
The next step will be to invoice your order/shopping basket. An order not connected to a
supplier is now registered as a new request. To create an invoice tick the box in the row
marked with I (I=invoice). Push the button I to continue. A new window will appear with the
details and if you are sure to continue push invoice. An invoice has now been created and to
print it push print confirmation. To enter into the booking push booking number.
If you have connected the order to a supplier and an email has been sent with your request,
you will find your order by changing status to request sent (status board in the upper right
corner).
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A free invoice booking can be amended as normal bookings (se instructions amend
booking/customer administration)
Orders per status
Orders per status is a function for those using free invoice for request orders. You can see
orders by status by changing the status filter. The following status levels are available:
New request. All orders created in the shopping basket receives this status before
continuing to invoicing.
Request sent. A request connected to a supplier with an email address receives the status
request sent. The supplier receives an email with a secure link to the system.
Request accepted. If the supplier confirms the request, the order will change status to
request accepted.
Request changed. The supplier has the possibility to change the request. A changed request
is submitted with information from the supplier.
Request denied. The supplier can also deny a request.
Invoiced. All orders being invoiced are listed here.
Voucher sent. You have the possibility to print a voucher after invoicing the client. There are
different settings in connection with vouchers. You can for example allow the system to send
a voucher automatically if payment for invoice has been received.
Print voucher for Free invoice
This function creates vouchers based on the Free invoices.
Search by the booking / invoice number. Please note that the order lines have to be invoiced
to be able to print voucher.
If you would like one voucher per order line, tick the box for this. This will only affect the
printed voucher, not the e-mail voucher.
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Finance Payment
Manual payment registration
The payment function works in 4 steps:
Step 1. Add the number of payments you want to register.
Step 2. Add the total amount of the payments you want to register. Choose payment
account. The date is automatically set to the day before. If you have cash payments please
change date.
Enter the booking number and the amount paid.
The system will check for errors by checking that you have entered a valid booking number
and that the total amount is equal to all amounts per booking number.
Continue
Step 3. If everything looks OK confirm the transaction or if you want to change anything click
amend and you will be taken back to step 2.
Step 4. You have now confirmed the payment and it is duly registered. You have received a
payment reference number, with this number you can search for this transaction using the
reference number. The system will create de coding instructions and will also separate VAT.
Split invoice. A split invoice means that payment will be received from different persons.
When you register payments on a booking that has been split, the system will automatically
warn you in step 4. The persons connected to the split invoice will appear and you need to
fill in the amount paid in on each person or the person that has made the payment.
Manual payment/print receipt
This function is used for cash payments (over the counter payments) and for those operators
using gift certificates. You will find this function directly after confirming the booking as well
as under finance. The manual payment gives you the possibility to print a receipt of the
payment. This function is similar to manual payments but will only take one payment.
Gift certificates. Gift certificates can only be registered in this function. You can combine
cash and gift certificate payments and print a receipt. You can also register a gift certificate
only. Each certificate that has been issued by the system has an ID. You need to write the ID
number when registering. The system keeps track of the value and gives clear information if
the certificate is valid for payment registration.
After you continue, the receipt will be shown and you can print it out.
Automatic payment import (OCR/BACS)
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Download the file from the bank. You have received the file from the bank and it has been
saved on your computer.
Select Import OCR in Travelize and select the file which you have downloaded.
All payments are presented in a list. If payments are part of the file that can not be
accepted by the system (wrong or no booking number, wrong OCR-id etc) these will appear
separately. These payments will not be imported. Print the list if you have such payments,
these need to be taken care of manually.
Confirm the import. You will be taken to step 4 in the payment routine.
The system controls that the file has not been down loaded before. If this is the case the
system will tell you that the down load could not be confirmed.
Payment transactions
Payment transactions is a list of all transactions that have been made on a single booking
number. This is a fast track to check the balance of a single booking.
Payment lists
You have two options to search for payment information:
1. Search by date. All payments inserted into the system will be displayed between the dates
you have entered. You can either choose all accounts or sort by a specific account within the
date interval.
2. By voucher/reference number.
A total list of all payments produced will be screened.
Special functions
Bookings that have paid more than the deposit but not fully paid. Helps you detect
payments where the deposit is registered twice on the same booking.
Booking with payments above total cost. Helps you detect bookings with more money paid
in than the total value.
Reminders
Choose the type of reminder you want to send out (deposit, final payment, cancellation fee
or all at the same time).
Order by. Sort by due date or by departure date.
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Choose minimum days from the due date. You can also choose the number of days since
the last reminder (previous reminder).
Minimum amount to be displayed. If you want to exclude bookings that has a minimum
amount to be paid (1 or less as an example).
Only include reservations with at least the given number of previous reminders. If you add
the number 1 you will be shown a list with all bookings who have received one reminder.
Include preliminary booked. Tick this box to include preliminary bookings.
Only not departed. Untick the box to see only not departed bookings.
Sent to payment collections. Choose one of the options to mark reminders as sent to
payment collection.
Date. If you want to see bookings within a certain date interval set from and to date. Leave
empty to include all selected reminders.
Continue to step 2.
Have you chosen both deposit, final payment and cancellation fee the system will show you
all clients in each category. Choose either, send to all selected, or tick the box for those that
you want to send it to.
Or you can cancel the selected using the same principle.
When you confirm the page, reminders will be sent and information stored.
If you have sent out a reminder the system will confirm that a reminder has been sent.
If you have cancelled it you will be taken to the cancel function and you will proceed as usual
with a cancellation.
List split invoices on one payment
This is a special report used in conjunction with Split invoice. A split invoice is used when the
same booking have more than one person that will receive an invoice. This report will show
all payment transactions made on this booking and per person .
Edit credit cards
Here you can activate/inactivate which kind of card types to be used by the system, by
ticking the ones you want to be active.
NB that you have to agree with your redemption company about which card types you are
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activating, or else they may not be accepted.
It is possible to change the name if you want the name of the card type to be shown in
another way than as standard.
If you use Card fee (must be activated by Travelize support) then the fee also will be stated.
The card fee may only contain figures and % -characters. If a %-character has been stated
the fee will be in percent (e.g. 1,25 %), without percent character the fee will be in the
chosen currency.
Issue gift certificate
When you want to issue a gift certificate you start with finding the client in the customer
database. If the client does not exist in your database push add client and fill in the required
information.
You will now insert information to be able to issue the certificate.
The name of the client is automatically filled in.
Text. Place for text information on the certificate.
Amount. Fill in the value of this certificate (only numerical)
Valid through year. If the certificate is valid for four years insert 4.
Payment. Choose cash, invoice or gift cheque.
The gift certificate is now ready for printing. It is issued in three examples.
To register a gift certificate as payment or part of a payment see instructions manual
payment/finance.
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Finance Bookkeeping
Add account
This function allows you to enter new bookkeeping accounts into the system and change
existing ones.
Administration of accounts
Accounts. Enter the account number.
Account name. Write the name of the account.
VAT sum. If you are entering a VAT account write the VAT sum (numerical 25% VAT = write
25).
Account type. Choose type of account. Only those set as payment accounts will be
selectable when registering payments.
Active. Active setting is default. To inactivate an account untick this box.
Click continue to save settings.
To change an account press change at the right hand side of the account name. Change and
update.
Currencies
To be able to use different currencies in the system you need to add them here. Insert a
currency code (EUR etc) and the exchange rate you will be using. If you change the exchange
rate all tables using the rate will be changed as well.
Book keep
This function is used to book keep revenues in the system. It will also create lists and
summaries of revenue information for the accounts department. All accounts receivable will
at a certain point become revenues. When this happens depends on internal routines but
the normal procedure would be to reconcile revenues by departure date.
Start with inserting from and to dates for the period you want to book keep and continue.
You will now receive a list with all bookings ready to be book kept. Ticked bookings mean
that they are fully paid and can be book kept. Unticked bookings require your attention as
the system will not book keep them due to unbalances in total cost versus total paid. You
can manually tick these bookings if you want them to be book kept. You can also select the
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tolerance level in step one to automatically include all with a difference up to the selected
amount.
Push Next to continue the process.
The next page gives you a summary per project. If you have inserted revenue accounts (see
instructions add project/travel administration) and/or advanced VAT calculation (see
instructions calculations) the summary includes revenues and VAT sums per account.
Print this page for the account department. Push thereafter Confirm to finish the complete
transaction.
The bookings are now registered as book kept in the system and you are not allowed to do
any changes on these bookings. Corrections of balances must be done in your bookkeeping
system.
Repayment routine
All bookings where the total paid amount is higher than the total cost of the booking will be
processed here. It can be due to cancellation, rebooking, overpayment etc.
As the accounts receiveable is integrated in this system a cancellation where payment has
been made needs to be balanced.
This is how you manage the repayment routine:
Tick bookings that you want to reconcile. The system does not automatically reconcile
repayments, you need to go through the list of bookings and tick the box in front of each
booking. You can also choose to mark all.
Tick the box includes only those bookings where payment has been registered to exclude
cancellations where no payment has been registered.
Sort. By pushing the arrows in the headers for booking number and cancellation date you
can sort the list in different ways.
Before you push confirm print this list.
Total of customer receivables
Customer receivables need to be summarised and balanced several times every year. You
will enter a date ( ex. end of the month). The report will show you all bookings where a
payment has been registered but not yet departed. Late payments may not yet have been
registered in the system.
Please note that this list can contain a lot of information, and take some time to load.
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Total of customer claims
This report will show you a list of customers that have departed on a certain date but still
have an amount outstanding on the selected date.
Contribution margin per booking
This function calculates contribution margin and profit per booking provided that all cost are
registered on the resources for transport, accommodation, additions and free invoices.
It is possible to search on date of booking or departure in open intervals. It is enough to
enter from-date and all bookings after that date will show up or you can choose the to-date
and then all bookings before that date will show. You may also restrict your search on
product or vendor/agent. A maximum of 2000 bookings will be shown so limit your search in
logical intervals. The cost for transport counts as fixed cost divided with either the amount of
transportation cost estimate or the real amount of bookings. You choose this when you are
going to get the report (the real amount of bookings will show automatically but if you
collect the report before all the bookings are done it is probably better to count with
number of calculations). Added to this is the variable cost per transport. On a regular basis
both transport of departure and arrival show as resources. You can choose to have all costs
on the transport of departure, in the report, and none on the arrival.
Accommodation costs are calculated on the basis of the costs from the room allotment on a
daily basis. The daily cost may vary. In the report you will find room type and total price and
if you want a more precise daily distribution of costs you choose that before you collect the
report.
All additions (according to the advanced choice of extras handle, not choice of extras in
proportion to the product or cancellation insurance and travel insurance) will show
afterwards.
Total profit margin and profit per booking will show in the column in the right corner of the
screen.
The sum of revenues and costs and profit for the existing bookings will show in the end of
the report.
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Finance Reports
Invoice log list
Insert the to and from dates for the period you would like to print as your invoice ledger. The
invoice ledger is a complete summary of all print sending of confirmation in the system
including cancelled bookings. As all transactions/amendments will be registered booking
numbers can appear several times and the summary of the list is not equal to the total
revenue.
Customer claims/receivables
Customer claims/receivables gives you an overview of outstanding amounts per booking.
You can search accounts receivable either by selecting a transport or a date interval. If you
are using the from and to date to look for accounts receivable you can also select by
choosing a product. For all bookings select all.
Push continue to receive the list.
Total customer claims per selected date.
Use this function when you want a list of all outstanding receivables up to the date that you
write after pushing the link. If you want outstanding accounts receivable per year end then
write 31.12.2004 and push continue. The report will take som time to load.
Due amounts for bookings with departure until today.
A function to use for a last check of outstanding amounts short before departure.
Balance payments per project
This report is based on projects (will not include A la carte / dynamic bookings, free invoice
etc). Add a date interval (departure period). All projects will be listed within the chosen date
interval and sorted by day. All payments are shown and outstanding amounts will appear.
Cash flow
Insert dates from the specific date you want to start with and the date you want to finish
with. All payments will be shown as they should have been paid to your company. Please
observe that this list has deducted already made payments registered in the system.
List cancelled bookings
This report will show you all cancelled bookings. The report can be sorted by departure date
( insert from and to date) or/and date of the cancellation. If both fields are left empty all
cancellations will be shown. The report can further be sorted by product and account 2
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(project).
Please observe. If the report is sorted by product or account 2 no A la carte/dynamic
bookings that has been cancelled will appear on the list. A warning text in red will appear on
the header of the report. This only applicable if you are using the A la carte/dynamic booking
module.
Travel VAT
This report gives you an overview of how much in Travel VAT will be payable for each
product. If you use different VAT sums, the report will show the various VAT sums that you
are using. Travel VAT is registered when payments are booked in the system. You can use
two different ways of reporting VAT;
TOMS. Travel VAT as a percentage of your revenues. When you are building projects you can
decide which VAT sum is applicable for the project. VAT sums are added in the function
system parameters (see instructions system parameter/travel administration).
Margin VAT. The VAT is calculated from your costs. You have the possibility to connect
different VAT sums to different sums. For further instructions please see calculations (amend
project/travel administration).
Overview payments with credit cards
This report will show all payments made to the credit card account.
Send payment receipt by e-mail
This function allows you to send payment receipt by e-mail to those who has a registered email address. The payment receipt is an e-mail copy of the confirmation with a headline
saying that it has been sent as a confirmation of payment, and where paid amount and
remainder to pay is made clear.
Choose from which payment date the receipt will be created. Default value is yesterday's
date, which means that payments with yesterday's payment date and later will be
processed.
NB that the search is based upon the date stated as day of payment, not the date when the
payment is registered.
A payment receipt is only sent in case of a new payment since previous payment receipt.
A payment receipt is only sent to those who haven't departed the day when the receipt is
created.
As a standard the payment receipt will not be sent to reservations with Agent invoice. If you
want to send to them as well, tick "Include Agent invoice" above the "Continue" button.
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Age-divided balance list
This list show how much that has not expired from the total amount per day from the
bookings, expired the last 7 days, expired the last 8-21 days, 22-42 days and further back in
time.
If date is entered in step 1, it will only show bookings from that date in the report.
Normally the functions for payment reminders are used instead of this report.
Account per project
This report show the accounts indicated for each project. The report sorts by date of
departure and thereafter by project.
You could indicate date or period of departure. The value that will show in advance will be
projects from the current day and ahead.
It is possible to limit the report with projectID.
Accounts receivable per client
Insert client number to receive a summary of accounts receivable connected to the client.
Report sales by another group company (only when using
Enterprise module)
The report shows the sales done by an administrator connected to another company code in
the enterprise company structure than what the project belongs to.
The report is found under Finance and is only visible if having access to the Enterprise
module.
Choose To and From dates for departure.
A group authorized person can see all bookings sold by another group company. If you
belong to another department/company you can only see the bookings belonging to that
department/company.
The list sorts by production company, sales company, departure date and projectID.
You can close the formatting of currency, to more conveniently copy to Excel and make
calculations there.
No status handling is in the list, this is fetched e.g. after performed production month.
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UK government report
This report shows information about bookings, payments and customer details to facilitate
reporting to UK government.
The report shows bookings in the selected date of departure and / or date of booking band.
You have to select a band for at least one of these two.
If you also include cancelled bookings the report will show the cancellation date as indicator
for cancelled bookings.
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Content Management
WYSIWYG Editor
Editor. Hold the cursor on each function in order to see the text and the description. Most of
the functions you will recognise from the Windows office environment.
Style. You do not need to choose a style sheet, this is already created when you are starting
new documents.
Paragraph. If you want to create headers in your text, use this function. Push the arrow to
see what options you have.
External link: Find the button "external link" in the editor (below and to the left). A window
will be displayed "Hyperlink”. In the first window choose http://. In the second window write
the address you want to link to.
If you want the page to be opened in a separate window (the visitor will not leave your page)
choose "blank". Click on insert and the link is created. A word (ex. hotel Palma) can be used
to create the link. This word will appear in blue and underlined so that it is recognized as a
link.
Internal link. Leave the first window empty (with http://). Paste the internal link into the
window in order to create an address internally.
Link to additional reading. If you want to create an internal link, just copy the link displayed
on all documents.
Categories
If you are using the standard Travelize web design, categories will be displayed as the left
menu board on your start page. Categories can be used for different purposes:
- Used to group destinations together (Spain, Italy etc). When clicking a category connected
destinations will appear (Spain - Mallorca etc)
- Used as a general information header (general conditions, Incentives etc).
A category page can also contain text and pictures but does not include logic to present
packages (as destination pages does)
Within all functions in Content Management you will see the search box. You can search a
content by adding a text or the ID number of the page. Every page created and saved in
Content management will receive an ID number.
By clicking the link show all, all pages will be displayed.
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The link add category is used when you want to create a new page.
You will find a detailed description of all fields and functions if you go to destinations and
click on the help button. You can always make a print out on the help text.
When you have saved a category page and continues to add destination pages, the
categories will be displayed. By ticking the box a destination page will be connected to the
category. It is possible to tick more than one category thus being able to connect a
destination to more than one category.
Destinations
This is where you create new destinations or update existing ones.
Push the link add new destination and start creating a destination document.
Below you will find a description of each header/function when working with a content
document.
Destination. Enter the name of the destination. The name will be displayed as a header on
the webpage. E.G. If you enter the name Palma this name will appear as a header on the
destination webpage.
Product code. The product code is the code that connects the webpage with the booking
system. By entering a product code the system knows where to find the bookable tours
saved in the reservation system. Please observe that the product code needs to be the same
as the product code entered into the reservation system (case sensitive).
Active. For the document to be published on your website it needs to be active. inactivate
the document by unticking the checkbox.
Hierarchy in menu. If you want a certain hierarchy of your destinations (same for categories,
hotels etc) you have to replace the default number 5 with 1 (to displayed as the first of all
pages).Note that you have to do this to all pages/documents. If you do no enter a number
the system will always place the latest page created on the top.
Project. This function may not be displayed in your system. Used by companies using group
functions. By connecting a project and a password to this webpage you have created a page
that only can be accessed by those persons entering the password. A group can book their
tour on this webpage without allowing other people to do the same. If this function should
be of interest for you, please contact Travelize support.
Password. See above.
Categories. The categories that you have chosen to publish are shown here. You can either
tick one of the categories or choose to connect this destination to several categories.
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Properties. If you have the sales module you will be able to use properties on all pages that
your create. Properties are used to optimize your web pages for the major search engines
(Google etc).
-The headline or Meta Tag is the main description of this page (Ex. Holiday at Belle Helene St
George North Corfu).
-Description. You will add more information here about the destination.
-Key words. Gives you the possibility to add several words to describe the destination.
Show hotel. This function is used when you want to display several hotels together with the
reservation information on the same destination page. By ticking the box and adding the
same product code on the hotels you want to display, the system automatically shows the
correct information. For further assistance please contact Travelize support.
Pictures. These functions are used differently by operators depending on web design and
the amount of pictures used in the layout. If you are going to use more than one picture on
each page contact Travelize support as adoptions to the page will be necessary.
Main picture. Normally used to display the main picture on the top of the webpage. Select a
picture in the scrollbar.
More pictures. Depending on web design more pictures are used. The location on the
webpage is decided by design.
Picture slide show. You can create a slide show by using this function. The first step will be
to create a folder (see instructions in Pictures). The folder contains the pictures you will use
for the slide show. Select a folder in the scrollbar. The slide show is presented on the
webpage with a symbol (camera). The client can push the camera in order to see the
pictures.
Pictures are stored and amended in the function pictures. You will find more information
about pictures and functions by reading the support manual there.
PDF document. You can add a PDF to the webpage. Select the PDF in the scrollbar. To enter
PDF documents in to the database please see instructions PDF documents.
Text 1. This is where you add text to the webpage. You have an editor at the top of the text
area.
Editor. Hold the cursor on each function in order to see the text with the description.
Special functions:
Link to additional reading. If you want to create an internal link you can copy the link
displayed on all documents. Following is the way to create a link:
External link: Find the button "external link" in the editor (below and to the left). A window
will be displayed "Hyperlink”. In the first window you will choose http://. In the second
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window you will write the address you want to link to.
If you want the page to be opened in a separate window (the visitor will not leave your page)
please choose "blank". Click on insert and you have created a link. A word (ex. hotel Palma)
can be used to create the link. This word will appear in blue and underlined so that it is
recognized as a link.
Internal link. Leave the first window empty (with http://). Paste the internal link into the
window in order to create an address internally.
You can connect a child document (a document linked to the destination document) by
clicking on "new child document". A child document will appear as a link on the destination
page and by clicking on the text a new window will appear. You can use a child document for
displaying excursion, useful information, programs etc.
You will find the child document function in the main menu (where all your destinations are
listed). At the right hand side you will find the symbol +. Push the sign to create a new child
document.
Hotel
The Hotel function in Content management is also used by the reservations system to insert
the name of the Hotel. To build a webpage for a hotel, do as follows. Please note that if you
are using hotel attributes (table with information about the hotel i.e swimmingpool etc) you
also have to enter these in the function attributes (see separate instruction
attributes/content management).
Note. Many functions described below are dependent on the setup of the system. Functions
are described in general and the usage depends partly on webdesign and specific client
configuration. Read it carefully before you start entering hotels.
Start the process by pushing the link add new hotel.
Hotel. Insert the name of the hotel for the reservation system. Only fill in the name of the
hotel if you are using it for booking purposes.
Hotel code. This is used when loading a project series in the reservations system. A hotel
code should be short and easily recognisable. For usage in the reservation system see
instructions (load projects/travel administration).
Product code. This is used for operators selling multiple hotel alternatives at a destination.
By entering a product code this hotel will be shown on the destination page with the same
product code. To build a destination please see destinations/content management. To
display multiple hotels the function "show hotel" box must be ticked on the destination page
(see destination help bubble)
Hotel address. Enter the address and it will be shown on the page. Please note that the hotel
address will not be displayed as default on the page. The design has to be adopted by
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Travelize. Contact Travelize support if you would like to activate this function.
Active. For the document to be published on your website it needs to be active. Inactivate
the document by unticking the checkbox.
Hierarchy in menu. If you want a certain hierarchy on your webpage you can use this
function (no 1 out of 10 pages). If you do not enter a number, the system will place the page
you’re currently building as the last page entered.
Project. Is normally not displayed in normal systems set up. Used by companies using group
functions. By connecting a project and a password to this webpage you have created a page
that only can be accessed by those persons entering the password. A group can book their
tour on this webpage without allowing other people to do the same.
Password. See above.
Hotel classification. Used to define a classification of each hotel. The classification can
appear as stars or any other symbol of your choosing. If you want to add a + sign to the stars,
tick the box
Categories. The categories that you have chosen to publish are shown here. You can choose
one or more categories to the same hotel.
Properties. See destinations for detailed instructions.
Supplier. Normally not displayed in the standard set up. If you choose a supplier here you
have connected this hotel to a certain supplier. This function is used by operators that are
sending hotel requests to suppliers. It can also be used to give suppliers access to room list
and room allotment. For operators using multiple suppliers to the same hotel you will
connect a certain time period with a supplier (do not connect the supplier here). To read
instructions please see add room allotment/travel administration.
City. Normally not displayed in the standard set up. Used by operators selling hotels on
request. If you choose a city, the hotel will only appear if you choose this particular city in
the reservation process. To add cities to the system please see instructions in price
database/travel administration.
Extra text. This is used to display extra text information on the webpage for the hotel. Extra
text can be used for highlighting information or as please note information. Location of extra
text depends on web design and if activated.
Attributes. Attributes gives you the possibility to add a table with information and displayed
on the hotel page. You will add attributes of your choice in the function attributes. Choose
yes or no and if needed add extra information in the text field.
Main picture. Normally used to display the main picture on the top of the webpage. Select a
picture in the scrollbar.
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More pictures. Depending on web design more pictures can be used. The location on the
webpage is decided by design.
Picture slide show. You can create a slide show by using this function. The first step will be
to create a folder (see instructions in pictures). The folder contains the pictures you will use
for the slide show. Select a folder in the scrollbar. The slide show is presented on the
webpage with a symbol (camera). In order to see the slide show, viewer will push the
camera.
Text 1. This is where you can add text to the webpage. You have an editor at the top of the
text area.
Editor. Hold the cursor on each function in order to see the text with the description.
Click on add to save the information. If the page is active the information is instantly shown
on your webpage.
Attributes
Attributes are used to create tables with information on websites. A table with attributes is
used for hotels and golf courses where the same information appears for all hotels/golf
courses. How the table is designed depends on your web design.
How to create attributes:
Attribute. Write the name of the attribute here. Examples of attributes are for a hotel
reception, pool etc.
Type. Choose type (at present hotel or golf course).
Active. Appears only as an attribute if active.
Click Add to save attributes. The attribute has now been added to the list of attributes.
Add Hotel
Here you can add Hotels.
First choose what kind of hotel you want to add (Internal, HotUsa or JacobOnLine)
Example:
Choose Hotel system: JacobOnLine
State Hotel Id (If you use Edit JacobOnLine you use the same Hotel Id when you add prices
for rooms.)
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Fill in name and description and save the hotel. See also Hotel in the Travel Administration
section.
Other pages
This is used for pages such as the start page, about us, travel conditions etc.
News
Here you can enter news on your website. This will become automatically become inactive
after a period of time. Pictures can be used instead of text.
News can be used in different ways in your design, such as to
1. Display news on the start page. Enter a short text into the field "main text". The text will
appear on the start page (individual setup for each client). By adding a date into the date
field you can choose publishing date of the news page you are adding.
Please observe that No 2 is only for clients with newsletter function.
Offers
You can set packages to be on offer through entering the following information on the
package:
Fill in the field "For offer set priority...". All values above 0 will be regarded as on offer.
Offers will normally be displayed in ascending order on the value you set this field to
(depending upon how your design has been set up).
You can also enter a text that will be displayed in connection to the package name on the
offer page.
If you would like to change the price, you set the new price directly on the package. This will
not affect already made bookings, unless you rebook it.
You can amend the offer status in two ways:
Enter the package in Travel administration and Amend package.
Through the mass project update function in Travel administration.
Pictures
The picture library is your storage space and your manager for all your web pictures. Please
observe that names of files and pictures that you are adding must only contain ordinary
letters (a-z, A-Z and 0-9). Here you can:
Download pictures to the database. Please note that if you have many pictures ask Travelize
support for advice.
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Create folders with pictures.
Delete and move pictures.
How you manage your pictures:
Delete. Tick the empty box in front of the folder/picture and push delete. A warning will
appear and if you are sure push yes.
Copy and move. If you want to copy a picture from one folder to another, tick the empty box
in front of the folder/pictures. The library will appear and you decide where you want to
move the picture to. The same principle is used when moving a picture. Choose move
instead of copy.
Change name. Tick the empty box in front of the folder/picture and tick the name link.
Change the text and continue.
Thumbnails. Tick the empty box in front of the folder/picture and push thumbnails. Pictures
will be shown as thumbnails and gives you a nice overview of the content in this folder.
Upload document. You can up load a single document/picture by clicking the function
upload. The picture you want to up load has to be stored on your local disc. Choose the
picture and push add.
Create new folder. To create a file system in your picture database you can use this function
to create folders.
Picture slide show
If you want to present more pictures on your destination/hotel page you can use the
function picture slide show.
A slide show consists of several pictures. You need to group them into a folder (see
instructions pictures and how to create a folder with pictures).
Use the scrollbar to find the folder of your choice. The name of the folder will appear in the
window. Push add to save settings.
A slide show is marked on your webpage with a camera symbol. By pushing the camera a
new window will open up and the client can go forward and backwards by using the arrows.
You can also set the slide show to change pictures automatically. The client can then decide
picture change speed.
Add PDF document
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If you want to add PDF's to certain web pages you will need to download these into the
database. Search for the PDF in this function and push continue.
FTP account for uploading pictures etc.
When uploading many pictures at one time, it's easier and faster to do it via a FTP program
than using the built-in functions in the system.
If you don't have a FTP account for pictures uploading, you can order it via the support.
You need a FTP program to upload pictures, e.g. http://www.cuteftp.com/cuteftppro/.
Information for search engines
In addition to the information that is displayed on your web pages, search engines will look
for some other more hidden information. To position yourself on Google and other search
engines you should therefore fill in this extra information which is easily done from the
Content Management of each page.
TITLE is what is displayed at the top of the page after the web browser's name (e.g.
Microsoft Internet Explorer). The words that you have here are very important for search
engines. It should be 6-8words. Please note that visitors will see these words so what you
write must make sense! Your front page is the most important but also remember to write
good title on your destination pages as you cannot include everything on your start page.
DESCRIPTION is a short introduction that should consist of approximately 20 words
describing the web page. It will be displayed by many search engines so write it in a way that
it make sense to humans as well!
Please note - do not spam the search engines with writing the same word many times. This
can get your site black listed by search engines!
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Market (add on module)
Newsletter in HTML format
Create Template
Click Create Template to create a template for your newsletters. The template can be used
to send all of your newsletters.
1. Name the template.
2. Create the HTML template in the field "Newsletter HTML".
3. Write a text in the field "Newsletter text", this text will. appear to those who have chosen
not to receive HTML e-mails.
4. Tick Active if you want to enable the template to be chosen when creating a newsletter.
5. Press Save.
To change a template, click the name of the template in the list.
Create Newsletter
Click Create newsletter.
1. Name the newsletter.
2. If desired choose a template. If you choose a template any html/text already written will
disappear.
3. Create the newsletter in the field "newsletter HTML".
4. Write a text in the field "newsletter text", this text will appear to those who have chosen
not to receive html e-mail.
5. Tick Active if you want to enable the possibility to choose the template when creating a
newsletter.
6. Press Save.
To change a newsletter, click the name of the newsletter in the list.
Dynamic content
To include certain dynamic contents in the newsletter there are some tags to use. This
enables the possibility to include customer specific information in the newsletter:
Customer information:
[#FIRSTNAME#] [#LASTNAME#]
[#ADDRESS#]
[#ZIP#] [#CITY#]
[#CUSTID#]
Link to newsletter: [#LINKTONEWSLETTER#]
Cancel newsletter: [#CANCELNEWSLETTER#]
Your offers: [#OFFERS#]
If you put these tags in the newsletter the tags will be changed to information from the
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system before it's sent to the customer's e-mail address.
Send Newsletter
Click "Send newsletter".
Step 1:
1. Choose a group or click manual search for receiver.
A manual search enables the possibility to make a free search in the customer register for a
person you want to send to, e.g. all customers in Gothenburg. If you have a multilingual
language system you can choose to send to persons with a certain language selected.
2. Compose a headline, which will be shown in the headline of the newsletter.
3. Choose the kind of newsletter you want to send.
Step 2:
The number of receivers is shown and any doubles have been deleted.
Click "Send Newsletter" to send the letter. A check box appears, click "OK" to send letter.
Step 3:
The number of newsletters is shown.
List of receivers
If you want to exclude persons from your sending, use this list to exclude.
Customer categories
Here you can register customer categories. A customer category can be used to group
different target groups and an active customer category can be chosen in the booking and
when you add a customer. You can also use the customer category when doing different
circulars.
Code. State a code for the category (e.g. Senior). To amend a category, search in the scroll
list and get the category you want to amend. Modify the information and press Add.
Description. Describe the customer category (e.g. the Senior club xx).
Active Tick this to make the category active and visible on the places where it can be chosen.
Press Add.
Marketing codes
Marketing codes can be used in the system to help you improve your marketing activities.
You can enter as many marketing codes as you wish. Marketing codes will be visible in the
booking engine and a code can be connected to a booking. Codes are connected to stat
views and there are different ways to extract information.
How to register marketing codes:
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Code. Insert a code for marketing activity (AD for advertisement as an example)
Description. Use the description to describe the code in more detail.
Active. Activate the code by ticking the box.
Add
Lead generation
Travelize marketing is developed to boost your sales. Therefore a lot of functions are
focused on functions to generate leads.
Newsletter function. You can send electronic newsletter to leads and clients that have been
registered in your customer database. Newsletter is an effective and cheap way of keeping in
contact with your target group. Resent research gives that as much as 10% of receivers are
clicking through and reading the newsletter.
A newsletter function is part of the marketing module and one way to attract new e-mail
addresses is a discreet news letter signup when potential clients are leaving your website.
Contact us. A contact form is part of the website and is very easy to use for potential clients.
Order brochure. Clients can order your brochures directly from the webpage. Brochure
orders are saved in the customer database and is automatically distributed to the function
new brochure orders where you can print labels.
Recommend a friend. Potential clients are searching for information about tours not only on
your website. An interesting destination can create interest and by adding a link to each
page recommend a friend it is easy for clients to send the link to this page to friends or
relatives.
Search engine optimization. Travelize will help you optimize your site so that when potential
clients are looking for a destination, name etc will find your website as well.
Merge letters
Instead of printing your brochure orders on labels you can choose to merge them as letters.
For instructions see new brochure orders
Discount rules
This functions will make it possible for you to add different discount rules to your system
without programming by Travelize. All rules made here are connected to package sales (ALC
can not use this function).
Product. If the discount shall be valid for a certain product please add the product code. If
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the discount should be valid for more than one product code you can add more but you
need to separate them with a semicolon (;).
Hotel. If the discount is valid for a certain hotel please add the ID number of the hotel. ID
number is shown after the name of the hotel. If more hotels shall have the discount,
separate by semicolon. Leave empty if the discount is not ruled by any particular hotel.
Discount start date. Date when bookings will start receiving a discount (booking date).
Discount end date. Date when bookings will end receiving a discount.
Departure date start Date. The departure date when a discount will be given.
Departure date end Date. The last date of departure where a discount will be given.
Minimum duration. Add a number of the travel length if discount only is valid when
travelling a certain number of days (3, 7 etc).
Maximum duration. Add a number of the travel length if discount is only valid when
travelling a maximal number of days.
Campaign code. Add a code if the discount will be valid by inserting a campaign code when
booking.
Discount Name. Insert a name that identifies the discount rule.
Comments. Add a comment to the rule.
Discount fixed amount. Insert a numerical value if you want to give a discount in a fixed
amount (100, 200 etc)
Discount percentage. Insert a percentage value if you want to give the discount as a
percentage ((20, 25 etc).
Type. You can choose between several types. A type defines who will get the discount (per
reservation, per traveller etc).
Active. Must be ticked to activate the discount. To make inactive untick the box. Companies
with the enterprise module can also add a company name to be able to activate discounts
for a certain company.
Add allotment based additions
To be able to connect an addition with a package you will need to insert them here.
Type. Choose between mandatory and a free addition. A mandatory addition means that
you have to select one and only one when booking.
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Description. The name of the choice (Cats theater, Formula 1 B tickets etc).
Text 1 and text 2. If you need to describe the addition with some additional text. Only used
in special web designs.
Commission based. If the choice also renders commission for agents tick the yes radio
button.
Optional choices
Choose if the optional choice shall be compulsory or optional for the customer.
Type reference
Add a type reference to be able to select one when adding an addition. You can choose to
add only one or add several to be able to connect different choices to different types.
Write the name of the type in add type.
Choose if the type will be used for choices or for the calculation functions (see amend
project to read about calc functions).
Add price
In the price table you can add prices to a hotel/room in different ways. Below you will find
an instruction how to add information and create a bookable resource.
Hotel. Choose the hotel that you want to add a price to. If you do not find the name here
please go to content management/hotel and enter the name of the hotel there.
Room type. Choose room type.
Period from and to date. Add dates in from and to.
Weekdays. If prices are different weekdays and weekends you can choose to enter a price
for certain days during the week.
Currency. Choose your sales currency.
Price per person or per room. Choose how you want the price to be calculated. If you
choose price per room the system will calculate per night and room.
Cost. Your cost of purchase.
Board. Not used at the moment.
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Minimum number of persons. Set at 1 as default. If you want to add a price aimed towards
groups you will enter the minimum number of persons here (ex 10 will allow clients to get
the price if 10 clients are booking).
Open for. Not used.
Children discount. Add the amount as a numerical value (-200).
Maximum age for child discount. Max age to receive a child discount.
Infant price. Price for infants 0-2 years.
Cost child discount. Your discount cost.
Price extra bed. Add the discount allowed for sleeping in an extra bed. Must be a numerical
value (-200).
Number extra beds. The number of extra beds allowed.
Cost extra bed. Your extra bed discount cost.
Price empty beds. The surcharge you are adding towards the client.
Cost empty bed. Your purchase cost for the empty bed.
Supplier. Select a supplier in order to activate request mail functions.
Currency. Select your purchase currency.
VAT. Write the VAT amount (20) that shall be calculated as part of the sales price.
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Multilanguage version (add on module)
Multilanguage version
Multilanguage system. Travelize is available in many different language versions. Both the
internal dialogue and the external (customer dialogue) are available in different languages.
It's also possible to use the same database but to govern the language choice to a specific
user.
Homepages can also be published in a master language that then can be translated into
other languages. The administration is easy while the master document is the uppermost
level and thereafter the language documents follows in a tree structure.
Translation matrix
The translation matrix is used in the Multilingual module
(extra module).
The system can translate some short texts - such as project name, destination list and other
similar texts - based upon this translation matrix.
Choose in the list which language you want to edit to reload the list with the desired
language.
As a standard the whole list of words is shown. To restrict it you can search for a part of the
word. The search will then be made both in the original text and in the translated text.
Type the word/words to be translated and what this/these should be translated to in each
language.
Have in mind that some short words which can be included in longer words should be
printed with a space, a point or something similar. E.g. "car ".
Be sure not be logged in as admin to test this on the site, as an administrator you always
keep your admin language. Instead you open a new window in Explorer, i.e. don't press CTRL
+ N in your first frame or anything like that, as you are not logged in in this new window.
Translation of some longer texts
With this translator function a text will be translated in its entirety. It is used mostly for texts
in multi company version for payment information etc.
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Enterprise module (add on module)
Enterprise solution
The Travelize Enterprise solution is made for companies with business in more than one
country or with subsidiary. By using the Enterprise module several companies can work in
the same database but with none or limited access to each others information. HQ functions
can of course access all parts of the system and reports are there for a total overview.
The advantages are several. Finance functions can be centralised, packages from several
companies can be presented on a common web portal, commission calculation (intra
company pricing), statistics and access levels for many users.
Multi language web sites with master documents is another feature of the enterprise
module as well as automatic pricing functions in several currencies.
A very important advantage of the enterprise module is shared allotment handling. Hotel
allotment can be used by many companies without the need to redistribute rooms to other
parts of the company.
Contact Travelize for a detailed description of functions and whether they will serve your
needs.
Report for everything sold by the company for all companies
in the group
The report gives you a list of all reservations in a chosen interval of reservation dates, which
reservations that has been sold by the own company, grouped per producing company.
If there is a payment registered, paid amount is shown, payment day and account are
shown.
Report for everything sold by the company for all companies in the group.
Inter-company reconciliation
This report show, for a chosen period, the payments made by an administrator who by the
payment occasion belongs to another company than the company that the booking belongs
to.
State to and from date for the period in which payments should be listed.
The report shows with ID1 the company which the booking belongs to and with ID2 the
company which has registered the payment. Notice that there can be several different
payments which been made by other companies or which lie outside the chosen date
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interval. This can be seen by the difference between total amount and remainder to pay,
given in two separate columns.
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Cabin module (add on module)
Standard periods of cabin reservations (additional module)
Here you can state the standard periods used for cabin prices. These will be used when
creating new cabin prices.
It's possible to have several different groups of standard periods and to choose which one to
be used when creating the prices.
A no longer inactive period shall be set to Active 0.
Cabin prices
Choose a cabin and possible a standard period. You write a part of
the name of the cabin and matching cabins are shown. Click to choose.
The same technique is used for the standard period.
Price rule: Choose rule to be used for price calculation.
Price 1 - 4: These are the price components that may be used depending on which price rule
you used.
Cost amount 1-4: Here you can state the purchase price corresponding to the prices 1-4.
Sale status: Free sale if the number is unlimited, At request
if you don't have allotment, In allotment if you have an available
cabin.
Duration: State the durations available for the cabin.
Minimum and maximum length: State the shortest respectively
the longest rental period in days.
Day of changeover: State the weekday for changeover when dealing with week rentals.
From and including - To and including: State the period the price will apply to. This is set
from standard periods initially but may be changed.
Comments: Space for comments. These comments will only be visible in the cabin
administration. To add an extra price line, click the picture:
at the bottom to the right. Changes or deletions and similar are saved first when you press
Update.
Cabin prices
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Choose a cabin and possible a standard period. You write a part of
the name of the cabin and matching cabins are shown. Click to choose.
The same technique is used for the standard period.
Price rule: Choose rule to be used for price calculation.
Price 1 - 4: These are the price components that may be used depending on which price rule
you used.
Cost amount 1-4: Here you can state the purchase price corresponding to the prices 1-4.
Sale status: Free sale if the number is unlimited, At request
if you don't have allotment, In allotment if you have an available
cabin.
Duration: State the durations available for the cabin.
Minimum and maximum length: State the shortest respectively
the longest rental period in days.
Day of changeover: State the weekday for changeover when dealing with week rentals.
From and including - To and including: State the period the price will apply to. This is set
from standard periods initially but may be changed.
Comments: Space for comments. These comments will only be visible in the cabin
administration. To add an extra price line, click the picture:
at the bottom to the right. Changes or deletions and similiar are saved first when you press
Update.
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Booking in external systems (add on module)
Rules for connecting projects to external flights
Here you can state rules for when transports added in Travelize should get price and place
supply in an external system like GDS the reservation systems at low price companies.
The transport is added as usual in Travelize. The following information about the transport
is important:
* Main transport ID
* Departure date
* Departure time
* IATA-code departure airport
* IATA-code arrival airport
In the connection table the following should be stated:
main transport ID: This is the connection to the transport series that should be connected
against an external check of price and place.
Flight: This is the flight code (e.g. SK528) that you should look for.
Direction: State if it's a out or in flight.
Max price: State the maximum price in the main sales currency accepted by this flight, taxes
included. If the price is higher a supplement is given, according to the rules for how this
supplement should be calculated set in your system.
Time tolerance State the amount of minutes before / after the time, stated on the transport,
that search will be made.
Show alternatives: Tick if alternative flights should be suggested if not the main flight is
available.
Alternative flights: If alternatives should be visible, state these alternatives here separated
by semicolon.
Active: Tick this to state the rule as active.
External system:
Norwegian=NORWEGIAN
List external flight bookings
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Here you can see a list of all external flights. You can search by external or internal booking
number, booking date and name of external system.
Checklist for Project bookings against external flight systems
This report shows project bookings connected to an external flight system.
This report can be based on departure date and / or booking date in open intervals (e.g. it's
enough to state a start date for booking date to show all booked from that date and later).
The list can be restricted by part of product code, and if only active bookings are listed.
If the booking is available in an external flight system, the external booking number is shown
far to the right. Bookings with no stated value here, has not been booked against the
external flight system.
A maximum of 3000 bookings at a time are shown in the report.
List external flight bookings (add on module)
Here you can see list of all external flights. You can search by external or internal booking
numbers, booking date and by external systems. You can also choose if you want to see
ticketed, unticketed
or all flights.
Further you can choose paid, not paid or all.
Search for/choose active departure and arrival airports
In the GDS module is a list with over 10 000 IATA codes for airports, countries and cities.
These are used for searching for available flights in the GDS systems to/from these cities.
You can search by stating part of a country, part of a city or part of the IATA code for the
airport. Notice that countries and cities are stated in English in the database.
To make a translation of the name of a country or a name of a city click the country or the
name of the city and fill in your translation.
Tick that the airport is active as a departure airport respectively as a arrival airport. Then
update to save the changes.
Notice that some GDSs are not able to handle searching by airport codes and then most
cities has a so called metropolitan city code; activate this to obtain the result from the GDS.
If you are using some kind of external hotels the metropolitan city code will activate a search
for hotels in the chosen city.
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Seating (add on module)
Seating management
This is where you will create a seating plan for your transport.
Name. Give the transport/seating plan a name. For coaches a coach size can be used (49:er)
and for a flight the flight model (MD 80).
Number of spots. Insert the total number of seats that you want to use for this transport.
Continue and the seating plan will now appear.
You can now start to insert seating information.
Name. The default value is numerical but you can change the name of the seat to something
else (a, b, c etc).
Row number. A row can consist of several spots/seats. You decide how you want to build
this up. By inserting the same row number on 6 spots/seats you have created a row of 6
spots.
Place in row. To make a nice graphical view of your seating plan you will leave some spots
empty to create aisles etc. To create a row with one spot empty to simulate an aisle do as
follows. Give the first spot 1, second 2 and skip 3. continue with the fourth 4 and the fifth 5.
You have now a row consisting of 4 seats with one empty for the aisle.
Floor. You can also configure a transport with 2 floors. If you are only using one floor insert 0
in this field. If you are using two floors start with 1 for the first floor and 2 for the second
floor.
Comply with. Some Travelize clients prefer not to display the whole seating plan in the
online booking engine. They are only displaying the seating plan for internal users. You can
however give the client the choice to make a seating wish. Comply with is used to give the
transport a section deviation. Forward can be 1, middle 2 and back 3 as an example. By
giving each seat a number you have marked this seat as complies with forward, middle and
back.
Empty box. If you mark this box a special colour will appear in the seating plan for this
particular spot. This can be used to mark seats that are reserved for guides or seats that will
not be seated due to other reasons.
Add to save your seating plan.
Connect seating/coach to transport
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Use the copy function if you already have connected a transport to a coach/flight seating
plan.
To create a new connection do as follows:
Choose the transport that you would like to connect to a seating plan. Please observe that
you need to connect the seating plan to both the outbound and inbound transport if you are
using seating for both directions.
Coach id. Select the seating plan that you want to connect with this transport.
Coach name. Give the transport a name. Each connected transport must have a unique
name.
Push add to save the connection. The seating plan will now appear when you start booking
on the transport.
Add/amend seating
Clients that are booked on the transport will appear in this list. Already seated clients will
have the spot marked. Clients that have made a wish (if you are using comply with) will be
marked with their wish. Transport comments are also displayed on the list.
To do a seating:
Choose the transport in question.
Do the seating by inserting a spot/seat number to each client.
Push add to save your seating plan.
Amend seating on your transport
You can amend information on your seating plan. Amend one or more fields and push
update to save your changes.
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Hotel Administration (add on module)
Add room (only in the Hotel system module)
This function is for systems where you want to add own hotels and their rooms. Here you
can add information about each room, e.g. room 1, room 2 etc.
Room division (only in the Hotel system module)
Here you can administer the room division manually. This enables the possibility to state
which rooms a booking uses.
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