Section 2 - client details:(ctrl+k)

Section 2 - client details:(ctrl+k)

Entering new client details

• From the first (default) Travel Services Screen, Select the NEW QUOTE option. This will open the below CLIENT DETAILS screen for you.

Fill in all CLIENT DETAILS: Yellow fields are compulsory, white optional. Selections in fields with and using the ENTER key to select and move to next the field.

If first letter of the entry description is known, it is possible to access the list of items within this field quickly. For example: Destination – New South Wales – if 'N' is entered (typed), the list will appear with New South Wales highlighted because it is the FIRST item in the table beginning

with ‘N’ – Press ‘Enter’ and this Selection will be used. Use the up and down arrows on your keyboard to move through additional code listings.

NOTE: By loading detailed information about clients and their contact details, this information will become beneficial to an agency when looking to use their client database in the future for marketing and reporting...

• SURNAME – Enter Client’s Surname as you intend it to appear on any printed documentation for your
• Clients – NOTE: Travelog will automatically make the first letter a CAPITAL letter
• TITLE - Select the passenger’s title from drop down selection area.
• FIRST NAME – Enter client’s full First Name
• ADDRESS – Enter Client’s Address Details noting Yellow Fields are mandatory
• POST CODE – Enter relevant Post Code Details
• WORK PHONE – Enter Work Telephone Number including city code eg. 02 9211 7555
• HOME PHONE – Enter Home Telephone Number including city code eg. 02 9211 6166
• WORK FAX – Enter Work Fax Number including city code eg. 02 9211 6166
• HOME FAX – Enter Home Fax Number including city code eg. 02 9211 6166
• MOBILE PHONE – Enter Mobile Telephone Number
• E-MAIL ADDRESS – Enter Client’s E-mail Address
• CONSULTANT – Drop Down Button - Select Consultant’s Name.
• DESTINATION – Drop Down Button and select destination eg. Asia – Hong Kong / Japan OR the most distant Travel point eg. Between Sydney + Melbourne select VICTORIA.
• SOURCE – Drop Down Button and select source description eg. Repeat, Corporate etc.
• CATEGORY - Drop down button - Select reason for travel eg. Business, Holiday etc.

The 4 compulsory Client Details fields: CONSULTANT-DESTINATION-SOURCE-CATEGORY:

• GROUP – Used to link individual client’s booking together when they are travelling for a common reason eg. Olympics or Garden Special Interest Group. Codes are created by administrators
• LOCATION – Used for marketing purposes to capture what area clients live in.
• CLASS – Debtor Class 1 / 2 or 3 – Mainly for use by a Corporate Agency only to specify their Top 10 / Top 20 & Top 30 Accounts.

• AGENT – Outside Agency’s Travel Brokers
• TRAVEL AGENCY – Agency Name will default and this is setup during installation If running a multi branch agency, you will need to select the correct agency and in some cases you may be forced to select the agency branch manually to ensure correct reporting on agency sales
• CORPORATE A/C – Adds a link to a Debtor’s Corporate Account for Invoicing and Reporting purposes at a later date. These tasks are normally handled by Administrators in the ‘Back Office’
• CLIENT TRIP ACCOUNTING CODE – Same number as CURRENT QUOTE NUMBER (Found at top right- hand side of screen) If these numbers differ it indicates a corruption in your database and a Database Repair will normally resolve this problem (see Database Repair documentation)
• VIEW MATCHING PROFILE – Will show matching Profile Codes based on Surname

Additional booking details within the client details screen:

This information is populated automatically if you have imported a booking from your reservation system. This area is completed manually for land-only bookings created outside of your CRS booking system(s).

• NO. OF PAX ADULT – Enter the total number of adults travelling – Alternatively this information will be automatically completed when a PNR imported from Reservation System
• NO OF PAX CHILDREN – Enter number of children travelling. This information will also be completed automatically when a PNR has been imported from the Reservation System
• NO OF PAX INFANT – Enter the number of infants travelling. This information will also be completed automatically when a PNR has been imported from the Reservation System
• DEPARTURE DATE – Enter departure date or Click Calendar and select date. This information will also be completed automatically when a PNR has been imported from the Reservation System
• RETURN DATE – Return Date is calculated automatically by the system however the information is only populated after adding all booking information to your file and saving the file.
• MONTH OF DEPARTURE – Month of departure eg. Nov
• OPEN DATED DEPARTURE – Please select this option for files with Open-Dated departures or for files that may have credits on file that you will be holding for clients such as a Bridal Registry