Booking Form

Booking Form Functionality

Label

Description

Optional

Button/ Field

Agent:

Agent code. F2 to search. This field is case sensitive. Pop-up message configured in Maintenance-Add/Edit Organisations.

No

Ref:

The name of the person requesting the booking. This can be used as a search basis for reports.

No

Our Ref:

Automatically created. Lists: Name of Respax operator, Company, Date and Time.

No

Cfm No:

Automatically created when the booking is commited. Respax confirmation number.

No

Date:

Start date of tour / activity. dd/mm/yyyy or mm/dd/yyyy depending on your OS settings.

No

Code:

Tour code. Not case sensitive. F2 to search the tour codes. Changes the tour code.

No

Time:

Start time of tour. Defaults to the default time set in tour maintenance. F2 to search or arrow up and down to change.

No

Pax Numbers:

Choose the number of Adults, Children, Infants, FOC's and UDf (User defined pax). Total is automatic.

No

Basis:

Tour basis. Type or F2 to search. The default Basis will be displayed first. A grey field indicates the field is not valid.

No

Type:

Tour sub basis. Type or F2 to search. The default Sub Basis will be displayed first. A grey field indicates the field is not valid.

No

Booking Form Functionality

Label

Description

Optional

Button/ Field

Pax Name:

Passenger name. Pop-up message will indicate if it is a potential double booking. Double click the pop-up message to view the booking. will Search/Add A Person

No

Origin:

The origin of the booking. Might be country or anything configured in Maintenance-Lookups-Origins F2 to search. Useful for sales and marketing reports. clears the field.

Yes

Discount:

The discount applied in % to the tour cost for all passengers in the booking. Configured in Maintenance-Lookups-Discounts F2 to search.

Yes

Voucher:

The voucher number supplied by the agent / person making the booking.

Yes

TRef:

description to be added

Yes

Source:

The source of the booking. Configured in Maintenance-Lookups-Source. Useful for sales and marketing reports.

Yes

FOC Type:

The type of FOC (Free Of Charge). 100% discount will be applied to the tour cost and/or levy depending on your configureration in Maintenance-Lookups-FOC Types. Useful for sales and marketing reports.

Yes

Pickup:

Pickup location for the booking. F2 to search. The time shows automatically. This field is configured in Maintenance-Edit/Add Tours-Your Tour Code-Routes

Yes

Fare:

Shown automatically. The sum of the pickup and drop off fee. This cost is configured in Maintenance-Edit/Add Tours-Your Tour Code-Price Matrix-Bus Route Tab

Yes

Rm:

The room # of the customer. Handy for bus drivers to find people.

Yes

DropOff:

Drop off location for the booking. F2 to search. The time shows automatically. This field is configured in Maintenance-Edit/Add Tours-Your Tour Code-Routes

Yes

Rm:

The room # of the customer.

Yes

Header

Label

Description

Optional

Button/ Field

First Name:

Start typing the first name and it will start narrowing down the people in the database based on the first name

Yes

Last Name:

Start typing the last name and it will start narrowing down the people in the database based on the last name

Yes

Email Address:

Start typing the email address and it will start narrowing down the people in the database based on the email address

Yes

Mobile:

Start typing the mobile number and it will start narrowing down the people in the database based on the mobile number

Yes

Nick Name:

Start typing the nick name and it will start narrowing down the people in the database based on the nick name

Yes

Comments:

Start typing a comment and it will start narrowing down the people in the database based on comments

Yes

DOB:

Start typing the date of birth and it will start narrowing down the people in the database based on their date of birth

Yes

Add To Reservation:

Add the selected person to the reservation

Yes

Add New Person:

Opens the A. Add New Person screen where a new person is added to the database

Yes

View/Edit Details:

Opens the A. Add New Person screen where the selected person's details are displayed to be viewed or edited

Yes

Cancel/Exit:

Closes this screen and return to the booking screen

Yes

View All Consultants:

Reserved for future use

Yes

Exclude Crew:

When enabled/ticked the search does not include crew

Yes

Exclude Agent:

When enabled/ticked the search does not include agents

Yes

Exclude Res:

When enabled/ticked the search does not include reservation staff

Yes

Header

Label

Description

S

Top left of the screen - same as Save (F8) below

X

Top left of the screen - same as Cancel/Exit below

Save (F8):

Save the new person or ammended details of an existing person and add the person to the booking

Cancel/Exit:

Discard all changes and returns to the previous screen

Search:

Opens the Search/Add A Person screen

Add New:

Opens a blank Add New Person screen

Reset/Exit:

Revert the person's details to the last saved state and return to the previous screen

Header

Label

Description

S

Top left of the screen - same as Save (F8) below

X

Top left of the screen - same as Cancel/Exit below

Save (F8):

Save the new person or ammended details of an existing person and add the person to the booking

Cancel/Exit:

Discard all changes and returns to the previous screen

Search:

Opens the Search/Add A Person screen

Add New:

Opens a blank Add New Person screen

Reset/Exit:

Revert the person's details to the last saved state and return to the previous screen

Header

Label

Description

S

Top left of the screen - same as Save (F8) below

X

Top left of the screen - same as Cancel/Exit below

Date

The date that the note was ceated

Note

The details of the note

Date: Created:

Selects the date on which to create the note

Text box

Area to write the note

Our Ref:

In-house reference

External Ref:

Reference provided by outside operator/agent

Save

Top left of the screen - same as Cancel/Exit above

Add New

Adds a new note

Delete

Deletes a note selected from the left hand column

Header

Label

Description

Failed to Load

The amount of Adults, Children, Infants and FOC's that failed to load.

Request Status:

The drop down arrow provides the options below and the clears the field

RQ-Request

KA-Alotment

KK-Confirmed

AM-Amended

CX- Cancelled

FTL-Fail to Load

LD-Loaded/Travelled

Operator Ref:

The reference provided by the operator

Auto Calculate Rooms:

Automatic

Header

Label

Description

Full Name:

The full name of the passenger or lead contact person

Phone:

The telephone number of the passenger

Password:

Reseved for future use

Email:

The passenger's email address

Contact Comment

Any comments applicable when contacting the passenger

Header

Label

Description

Full Name:

The full name of the passenger or lead contact person

Phone:

The telephone number of the passenger

Password:

Reseved for future use

Email:

The passenger's email address

Booking Form Functionality

Label

Description

Cost:

The cost value of the tour. Defined in Maintenance - Edit/Add Tours-Your Tour Code-Price Matrix. Can be changed manually, if you have permissions, by not ticking Calc Cost/Sell. Automatic.

Sell:

The gross/retail sell value of the tour. Defined in Maintenance - Edit/Add Tours-Your Tour Code-Price Matrix. Can be changed manually, if you have permissions, by not ticking Calc Cost/Sell. Automatic.

Other:

An extra sell price added over & above the current sell price, which is commissionable.

Ag Refund:

Any refunds in the payment type that is not to the pax. Automatic.

Dsc%:

Discount %, Comes from the discount field. Automatic.

Value:

The tour sell price after any other, refund and discounts have been applied. Automatic.

Cm%:

The agent commission rate. Defined in Maintenance - Edit/Add Tours-Your Tour Code-Commissions or Maintenance - Edit/Add Organisations. Automatic

Cm$:

The agent commission value in dollars after the discount has been subtracted. Automatic.

O/BF:

The sum of optional costs from the Tour Options tab and bus fares.

Cm$:

The agent commission value in dollars on the options and bus fares, if commissionable. Automatic.

Levy:

The total amount of levies on the tour. Can be changed manually, if you have permissions, by not ticking Calc Levy. Automatic.

PxRefund:

The refunds in the payment type to the pax. Automatic.

PFee:

.

Total:

The total sell price after all discounts, refunds and including levies.

Calc Cost/Sell:

The tick can be removed to manually change the cost and/or sell values, if the user has permission.

Calc Levy:

The tick can be removed to manually change the levy values, if the user has permission.

R:

Press to manually recalculate prices after options or components have been added. If the Calc Cost/Sell or Calc Levy boxes are not ticked, it will not recalculate.

Booking Form Functionality

Label

Description

Collection by

The agent or operator that has collected the amount shown.

Payment type

The method of payment to the agent or operator.

Amount

The amount collected.

Pay Amount

.

Associate with

For Packages, a manifest on which the remaining payment will appear (usually the first tour). Tip: You can allocate different amounts to be collected on separate tours.

CfmNo:

The confirmation number associated with the payment.

Clear All

Clears all payments.

Default

Applies the default method of payment for this agent on the tour. Defined in Maintenance - Edit/Add Organisations - Credit Status

Add New

Add an empty payment line.

POB Only

Changes the whole payment to pay on board only.

Ag Only

Changes the whole payment to agent collects the full tour amount plus levy.

Ag/POB

Splits the payment between the agent commission and the balance left on the tour, including levy, as pay on board.

Ag Full/Levy

Splits the payment between the agent collecting the full tour amount and the levy as pay on board.

Res Only

Changes the whole payment to reservations collected the full tour amount plus levy. Defaults to cash.

Currency

Selects the payment currency. Defined in Maintenance - Lookups - Currency Rates.

Booking Form Functionality

Label

Description

Route Total

The total retail value associated with the route.

Route Comm(%)

The agent commission valid for this route in %.

Route Comm($)

The agent commission value on this route.

Booking Nett

The nett value of the tour after agent commission has been subtracted. This includes the levy.

Cfm No

The confirmation number for each tour code in the booking.

Application

To be added later.

Key

To be added later.

Value

The retail value of the tour code before any discounts.

Booking Form Functionality

Label

Description

General Comment

General in-house comments and comments to appear on the bus manifest (if applicable) goes here.

QuickPix:

A pre-defined list of comments. When selected, it adds to your current comments. Defined in Maintenance-Lookups-Default Comments

Clear:

Clears all comments in the General Comment field.

Voucher Comment

Comments that goes on the voucher - i.e. for public viewing, goes here.

Get Default

Overwrites all comments in the Voucher Comment field with the default comment. Defined in Maintenance - Edit/Add Tour - Your Tour Code - Descriptions - Description

Booking Form Functionality

Label

Description

Add Comp

Opens the Add Compontent screen

Add Leg

Product Info

Show/Hide

Maximise

Booking Form Functionality

Label

Description

Description

The description defined in Maintenance - Edit/Add Tour - Your Tour Code - Options.

Ad Ch In FOC Total Pax

The amount of Adults, Children, Infants, FOC's and Total for who the option is added.

Currency

The currency that the booking is made in

Cost

The cost to the operator

Sell

The total sell price to the customer

Comm(%)

The commision that the agent collects (percentage)

Comm($)

The commission amount that the agent collects

Collect on Option Manifest

If POB, it will be added to the Option Manifest

Add New Option

Open a new Edit/Add Option screen

Recalc

Recalculates the totals after amendments have been made to the options

Booking Form Functionality

Label

Description

Description

The description defined in Maintenance - Edit/Add Tour - Your Tour Code - Options.

down arrow

Displays a list of options that can be selected by clicking on the option

OK

Adds the selected option and opens the full Edit/Add Option screen

Cancel

Discards any selections and return to the booking form

Delete

Grayed out until a option is selected. Deletes the selected option and returns to the booking form

Booking Form Functionality

Label

Description

Description

The description defined in Maintenance - Edit/Add Tour - Your Tour Code - Options.

down arrow

Displays a list of options that can be selected by clicking on the option

OK

Adds the selected option

Cancel

Discards any selections and return to the booking form

Delete

Deletes the selected option and returns to the booking form

Ad Ch In FOC Total Pax

The amount of Adults, Children, Infants, FOC's and Total for who the option is added. Editable when Inherit Pax Nos is un-ticked

Calc Cost/Sell

Un-tick to have the Cost, Sell and Commission fields/box editable

Inherit Pax Nos

If ticked every passenger on the booking will have the option. Un-tick to make Ad Ch In FOC Total Pax editable

Cost

The cost to the operator for the option. Greyed out until Calc Cost/Sell un-ticked

Sell

The sell price to each customer for the option. Greyed out until Calc Cost/Sell un-ticked

Commission:

Un-tick to make the option not commisionable. Greyed out until Calc Cost/Sell un-ticked. The commission percentage and value,if any, is displayed

Booking Form Functionality

Label

Description

Confirmation on Commit

Brings the confirmation screen up, when you press Commit F8. Default on a new booking.

Allotment

Treats the booking as an allotment booking. Appropriate spaces will be subtracted from the remaining allotment availability, not the total availability.

Quote

The booking will be treated as a quote only. An orange box will appear around the booking. The quote will appear in lookup lists but not affect tour or bus availability and allotments.

Tentative

Reserved for further use.

Check-In

.

Waitlist

Reserved for future use.

Copy to Multiple

Makes use of the current booking information to make quick duplicate bookings where either passenger names, dates or both are the only differences.

Audit Trail

List which operator performed an action on the booking with details of amendments, dates and times. Can be accessed via the shortcut menu from the search return list (by right-clicking on the applicable line) under audit trail OR under quick view.

Diary

View or add diary notes on this booking.

Shows availability for all tour codes associated with this booking.

Prints the current screen to your default printer.

Prints a detailed report of the current booking to your default printer.

Shows a description of the tour and inclusions. These get defined in Maintenance - Edit/Add Tour - Your Tour Code - Edit Webpage

Exit without Commit

Leaves the booking form without saving any information.

Cancel Booking

Changes status of the booking to cancelled. It then does not contribute to any tour availabilities.

Commit (F8)

Saves the current booking. It will bring up the confirmation screen unless Confirmation on Commit is un-ticked.

Availability:

Shows the available seats/beds available for the specific tour and date selected. The current booking does not contribute unless already committed.

Booked:

Shows the amount of seats/beds already booked for the specific tour and date selected. The current booking does not contribute unless already committed.

Total Allotments:

Shows the total allotment allocation for all agents on the selected day.

AgAllotments:

The total amount of allotments for this agent on the selected day.

MaxPax

Shows the total amount of seats/passengers that can be sold on this selected tour and date.