Foreign currency/service fees/departure tax/other

Foreign currency/service fees/departure tax/other

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Other inclusions

This area can be used for Foreign Currency, Travellers Cheque Charges, Service Fees and Other charges to be paid by the Travel Agent on the customer’s behalf or for the capture of an agency ‘Service Fee’. These items can be printed on Quotes and / or Itineraries if desired.

Press the OTHER INCLUSIONS icon to access a further three icons as follows:

Foreign currency

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  • Exchange Rates are taken from the Supplier or is calculated by the manager/owner based on current rates set in Codes Maintenance (see Back Office Manual)
  • System calculates Commission Fee % or $ value plus the bank Fee % or $ value, if applicable

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Fees charged to clients for Foreign Exchange can also be shown as separate items on client documentation by selecting the option to ‘Print ForEx’ found above the area for name selections within the Trip Information window.

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Service fees

Agency or Supplier Service fees can be raised and paid for in two ways:
1. By taking up of CHARGES/CREDITS. Select the SUPPLIER SERVICE FEE option for FEE PAYMENT ie. The travel agency has prepaid certain fees and charges and will post a charge against the client account to recover the money. The travel agent when processing this charge can use Cheque or Non-BSP Returns to raise the debit. This example shows a $35.00 charge for an overnight courier. The system will use CHARGES AND CREDITS data entry to process the charge and take up the credit in the General ledger as a Courier Fee recovered.

As well as selecting the appropriate SERVICE CODE, it is also necessary to nominate a creditor (PURCHASE FROM) and SUPPLIER

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2. By the use of an AGENCY SERVICE FEE (select button at FEE PAYMENT). In this way the agency is able to recoup various sundry expenses not reflected in a payment to a particular supplier or creditor.
NOTE: These agency service fees are normally setup in advance for new Travelog sites or can be added to the system by an ‘Administrator’ eg; Owner/Manager

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Other inclusions

This example is used for purchase and payment to Rail Plus for a European Rail Pass. As with all the Other Inclusions: the print on itineraries and Quotes is optional, Start and End dates can be entered, and Discounts can be included and calculated.

  • OFFERRED RATE: is used for the Corporate Report section of Travelog whereby reports on corporate travel can be printed showing offered fares, charges fares, days away and destination statistics.

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Remarks

Remarks are used to place text into the DOCUMENTS TO PRINT in TRIP INFORMATION. Remarks allow documents to be developed and refined to produce a professional result in turn eliminating the need to edit documentation in WORD or other Documentation programs.

Press the REMARK icon to access the REMARK ENTRY screen. To add standard remarks (SET-UP IN BACK OFFICE) to the Document(s), press the drop down arrow at COMMENT CODE. A selection of standard remark codes will display. Highlight the selected remark and press Tab key. The text of the remark will download into the space adjacent to COMMENT. When remark is saved it will appear as a trip line in the window. If applicable, fill in START / END DATE.

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  • Select COMMENT TYPE (NOTE: Normally left as COMMENT)
  • Select whether or not remark will print on QUOTE, CONFIRMATION, STATEMENT, ITINERARY
  • Select YES on PRINT AFTER TOTALS as this helps clients notice these remarks
  • SAVE, and remark will appear on TRIP INFORMATION screen.
  • Standard Remarks, which fill in, can be adjusted or edited in the COMMENT section.

Free format remarks and comments can be added under REMARK ENTRY by placing the desired remark directly in the COMMENT area:

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There is a further method of entering Standard Remarks, using the STANDARD REMARKS button at the bottom of the REMARK ENTRY screen. These are the same comment codes but this time selected against plain English descriptions for their usage.

Standard remarks can be selected one at a time to be transferred into your Travel Services Booking. The actual codes used are linked from ‘Standard Comments’ setup in advance by your Travelog distributor or by an agency ‘administrator’

Build pakage – Create 'pack age' pricing

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Travelog is able to display the total cost of the trip instead of the individual price breakdown of the booking. This is achieved using the BUILD PACKAGE button. QUOTES, CONFIRMATION & STATEMENT OF ACCOUNT can all be expressed as a single package price.

  • On left TRIP INFORMATION list bar, click the small down arrow to reveal further icons (if hidden).
  • Highlight all the segments (using Ctrl & Left Mouse), which the package is to consist of. Click on BUILD PACKAGE. Answer YES.
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NOTE: Once a package has been built, it can also be 'unbuilt' or ‘removed’ by repeating the above steps but answering NO to the first part of the question that appears. A further screen will appear. Answer YES to remove package indicator from selected lines

A package can also be constructed using some, rather than ‘all’ of the lines within the TRIP INFORMATION window. This would occur if for some reason it is necessary to display only part of the booking as a package, with the rest of yoru Trip Lines displayed individually. In this case, move the lines in the package together, highlight them alone in blue, and press BUILD PACKAGE button repeating the above steps.

Build itinerary

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The Build Itinerary button performs the same function as the BUILD ITINERARY button found in the lower right corner of the TRIP INFORMATION screen. The first time the document type ‘Itinerary’ is selected, users will be prompted to ‘Build Itinerary’ automatically. This is to ensure that relevant Trip lines are moved into a correct date order as required by the Consultant for documentation.

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This is particularly important where travellers may be crossing date lines or time zones where multiple suppliers are being used on the same date. Please note that Travelog will not automatically differentiate time zones between countries and/or destinations.