Modify,copy or delete existing trip lines

Modify,copy or delete existing trip lines

Buttons across the middle of the screen:

• DISPLAY YIELD – Will display the yield/margin on each individual trip information line – Once clicked scroll across the screen to access full display.
• MODIFY – Select Trip Information Line and Click Modify to make changes to current information
• COPY – Select Trip Information Line to Copy and make applicable adjustments to the copied line eg. Transfers / Car Rental
• DELETE – Select Trip Information Line and Click Delete
• COSTING TOTAL – Shows the total cost of the Trip Information Lines entered
• BALANCE DUE – Balance due date of travel.
• DUE - This is updated whenever a payment is made and thus shows the amount outstanding from the client on the client/trip file. It does not show the balance on the file.
• FOREIGN COMMISSION – Click this to enable commission on Foreign Currency to appear on documentation

Client documentation production:

The following documents are available to Travel Services users and can be Printed and/or Emailed:

• QUOTE – To print a Quick Quote or Detailed Quote (this can be done form the OPTIONS Tab)
• CONFIRMATION – To print a Confirmation Letter including all relevant booking Costs
• STATEMENT OF A/C –This document is similar to the confirmation but can also be used as a Pro Forma Invoice showing cost of travel, any deposit paid by clients and any balances currently due. You can also set a balance due dates to be included this document.
• ITINERARY– Used to print detailed itinerary (note that this must be ‘Built’ first before Printing)

• VISA/PASSPORT– To print visa and passport letters to different Embassies / Consulates

To include any Client Fees for Foreign Exchange on printed documents select this option above your passenger names.

Quotations can be printed. Eg; under DOCUMENTS TO PRINT, place a tick next to QUOTE, and then press PREVIEW. The Quote or Other Document(s) can all be printed from the Preview screen.

• PRINT ALL / INDIVIDUAL – These 2 selection buttons can be used to Print All Passengers on One Document, or to print an individual Itinerary for clients stored within your booking file.
• FIRST, SURNAME, CONTACT – Click / Select Button to have selected printing documents to show client’s first name eg. Dear Michael, surname or name of other contact person
• STATEMENT OF ACCOUNT and CONFIRMATION can be produced in the same way...

Document production – quote,confirmation,statements:

• All client documentation can be printed directly from the Travel Services “Trip Information’ Window:
• SELECT ALL PASSENGERS For Printing – Click this to Select All Passengers for your Printed Document
• FAX – Facility to send faxes direct from you computer
• PRINT – To print a the document without previewing
• PREVIEW – To preview a document prior to printing it
• EDIT – Click EDIT and the system will load the selected report into your default word processor, allowing further modification, fine tuning of the document to individual agency needs and those of the customer currently EDIT includes WORD, RICH TEXT and/or PDF.
• E-MAIL – This feature allows you to send Travelog documentation via Microsoft Outlook, Outlook Express, Windows Mail or Mozilla Thunderbird. We suggest users set their default document output to PDF format to ensure that clients cannot change costs and that all Agency logo and address Details are included when emailing.

Travel Services including Receipts. Select the ‘Preview’ option then from your preview window:

• Click on the Envelope Icon at the top of your preview window:
• Select export options (PDF & MAPI) plus the page range(s) to be sent

Itinerary production:

• SELECT ALL PASSENGERS or place a tick under SELECTED next to the name of those passengers on the booking.
• Click ITINERARY. If you have not yet built an Itinerary you will be prompted and a new ITINERARY LAYOUTS screen will appear where you can then re-order itinerary lines.
• Click drop down list on BUILD FROM and select appropriate option.
• Click drop down list on PASSENGER and select the main passenger.
• Place a tick next to COPY TO PASSENGER if required.
• Press MAKE ITINERARY or RE- MAKE ITINERARY (if booking / itinerary details are amended)

The various lines in the Itinerary layout will be displayed as per their date order then by the order they are listed within the ‘Trip Information’ window.

This is the default order of appearance however undated line items such as the remark entries will normally appear at the top. To change the order of appearance, click once on the relevant line then left-click with your mouse button on the line to be moved. While holding it down, move your cursor over the line and itwill display a hand with pointed finger. With your left mouse button still clicked, simply 'drag and drop' above the desired position.

IF AN ITINERARY HAS CHANGED: You must click on the Re-Make Itinerary button & answer the following question carefully. Answering NO will rebuild ALL Trip lines:

Once you are happy with the order of your itinerary lines in the itinerary layout window:

• Click the ‘BACK TO TRIP INFORMATION’button
• Click / Tick / Select box next to ITINERARY under DOCUMENTS TO PRINT (if not already selected)
• Select Passengers for Printing from the right hand side or ‘SELECT ALL PASSENGERS’
• Click PREVIEW (Note: It may be necessary to Scroll Up if the Print & Preview are not visible on screen) Preview will enable checking of the document on screen. Click Print Button to Print on Top Menu Bar OR Click X to Close your Preview.

AT THIS STAGE, USERS CAN FAX, PRINT, PREVIEW, EDIT OR EMAIL THE ITINERARY TO THE CLIENT.