Typical travel services examples

Typical travel services examples

Typical front office procedures:

PLEASE NOTE THAT SOME SCREEN IMAGES HAVE CHANGED IN RECENT TRAVELOG VERSIONS AND MAY APPEAR SLIGHTLY DIFFERENT TO IMAGES PROVIDED – THE STEPS HOWEVER REMAIN THE SAME...

New client: Air-receipt-pay supplier(non-bsp)

EXAMPLE 1: New Client, 1 Passenger, New Air Booking, Receipt Money, Pay Supplier BSP, and Transaction Drilldown.

(For simplification CRS import not used for this example)

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  • In QUOTE menu, press NEW QUOTE
  • Fill in the following: COMPULSARY YELLOW FIELDS in the CLIENT DETAILS screen: SURNAME, TITLE, FIRST NAME, ADDRESS, POSTCODE, WORK PHONE AND/OR HOME PHONE, CONSULTANT, DESTINATION, SOURCE, CATEGORY.
  • NOTE: When a yellow field has an arrow at the end of the line you must click on the arrow and select an option from the menu displayed (dropdown box), by clicking on the line. You cannot type a word into a yellow field with an arrow unless that word appears in the menu. (Exception: Title field – you can type your own title and hit Tab to accept)
  • BOOKING DETAILS:
    • NO. OF PAX ADULT – Enter the total number of adults travelling
    • NO. OF PAX CHILD – Enter number of children travelling
    • NO. OF PAX INFANT – Enter the number of infants travelling
    • DEPARTURE DATE – Enter departure date or Click Calendar and select
    • MONTH OF DEPARTURE – Month of departure (NOT USED)
    • OPEN DATED DEPARTURE – Open dated departure (NOT USED)

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  • Press CREATE PROFILE to store client information for regular clients. Note: A Client Profile contains Details of Name, Address, Telephone Numbers, Passport Details and Preferences for a Customer. Therefore, all corporate customers and any customer who is likely to be a repeat traveller should have a Profile

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  • Press CREATE AS BOOKING which is found in the top right-hand corner of the screen to open trip file.
  • Go to TRIP INFORMATION
  • On Trip Information screen, Press AIR BOOKING to move to FLIGHT SECTOR INFORMATION
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  • Fill out details (this section is normally completed automatically with the ‘Import from CRS’ option)
  • Press ADD PRICING. This will open the AIR PASSENGER PRICING screen. Note: To change pricing that may have been imported, press MODIFY PRICING. To delete a line of pricing, highlight and press DELETE PRICING. To duplicate prices (where there is more than one passenger), highlight line and press COPY PRICING.
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  • Fill in AIR PASSENGER PRICING screen:
  • Fill in PURCHASED FROM. This can be BSP, as well as airline (directly) or wholesaler.
  • Do not fill in PAYMENT TYPE unless the Client 's Credit Card details are being passed on to
  • Airline/Wholesaler
  • TYPE OF SALE must be entered. This will allow automatic calculation of COMMISSION, although this can be manually added. DOMESTIC AIRFARE automatically works out GST content.
  • Fill in TICKETED FARE, TAXES (and OVERRIDE if applicable).
  • Press SAVE on AIR PASSENGER PRICING screen and SAVE again on FLIGHT SECTOR INFORMATION screen. The TRIP INFORMATION SCREEN will again be visible with the booked trip will be displayed as a black line.
  • Go to ACCOUNTING
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  • Fill in RECEIPT ENTRY. Pressing DUE button on TRIP INFORMATION screen can assess amount owing.
  • RECEIPT ENTRY can ONLY be filled in to a BOOKING.
  • Some information will already be downloaded from client details

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  • Complete PAYMENT METHOD where necessary if paid by Cheque, Credit Card etc. Complete PAYMENT DETAILS where necessary
  • Complete COMMENT and AMOUNT RECEIVED
  • Use OTHER COMMENT to select standard comments from drop down list.
  • Additional receipt details automatically completed by the system, including generation of receipt number. Check receipt is to the correct BANK ACCOUNT.
  • Press PRINT
  • Press CLOSE and check the TRANSACTION DRILLDOWN


The TRANSACTION DRILLDOWN (TRIP TRANSACTION ENQUIRY) is related to the Client or Trip File

NOTE: Trip file must balance to zero upon completion of transactions

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  • Drilldown showing a (minus) figure means the booking is in CREDIT and has funds available
  • An outstanding amount will appear in a red box.
  • FULL VIEW will give a full view of debits & credits.
  • SPLIT VIEW will give a split full view with debits on the left & credits on the right of the screen.
  • DETAILED will reveal document numbers in the SPLIT SCREEN and FULL VIEW mode
  • Scroll Buttons: Scroll Right or Left for more details of each transaction
  • CLOSE

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  • PAY SUPPLIER. This leads to the MAKE A PAYMENT screen and creates back office data entry items for BSP, NON- BSP and cheques.
  • Press PAY bar in middle of the screen. On the bottom half of the window the BSP button is green.
  • The pricing has come from the AIR PASSENGER PRICING where the information was originally entered (or downloaded from CRS)
  • The nett amount due is the gross minus commission plus any taxes
  • Fill in ticket number in
  • DOCUMENT NO.
  • Use DISPLAY PAYMENT CALCULATION to check details of payment calculation
  • Press MAKE PAYMENT at Bottom. The booking marked by the black arrow at the left will be the one paid.
  • Check TRANSACTION DRILLDOWN.
  • COMMISSION will give details of the following:
  1. Gross Trip Value
  2. Nett Gross
  3. Commission
  4. Yield/Mar gin
  5. Non Commissionable amount
  6. CLOSE
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  • Go to QUOTE/BOOKING
  • Press SAVE To end and close this file – Keyboard shortcut to SAVE is Ctrl S.