IBIS Technology

TABLE OF CONTENTS

• Overview
• How do packages work?
• Set up the package header as a product
• Set up the package components as products
• Set the package component vouchers to not display pricing
• Display package products in the information tree
• Create a package template
• Edit a package
• Change the pricing of a package
• Selling a package
• Report on package sales
• Making a package inactive

Overview

A package is a group of tickets for various operator activities which can be bundled together and sold for a specific price. Agents can set up their own packages in order to increase sales of local activities within their area.

How do packages work?

Packages are made up of 2 types of products set up in your information tree – a package header which stores the name of the package and the “sell” price, and the package components which are the individual activities that make up the package. Package components typically store a ‘cost’ or net rate which is payable to the activity operator; they are also configured with special voucher printing rules so they do not display pricing.  

As the package products have different pricing and voucher printing rules than standard products, there is a setting that hides them from your information tree so they are not accidentally sold outside of the package at the wrong price.

When you sell a package, you are essentially creating a customer file - instead of adding tickets individually, however, you use the Packages screen to enter details and create the tickets in bulk.

Packages are only designed to work with activity products. If you want to design itineraries with accommodation, transport and activities, please ask about our Itinerary Planning module.

If you are creating packages for your own organisation, you can not use your organisation's account or contact. You will need to create a new account and contact to link to your package header. You will need to do this because IBIS does not allow customers to invoice themselves. 

Set up the package header as a product

1. From the Ticketing screen, add a new activity to your information tree. The product name is the name of your package and this will appear on the customer's voucher
2. Enter the Category for this product as Packages
3. Enter the Company selling the package, then click OK
4. When the Edit product screen opens, enter up to 5 price options for the package. Option names should not exceed 12 characters or they will not display properly in the Packages screen 
5. Enter the Sell Price for each option and adjust the Comm rate accordingly (N.B. if you are the “operator”, adjust the commission to 100%)
6. Save your changes when complete
   
   

Set up the package components as products

Note that if you have package components that are the same as products already in your Product Database, you will need to have 2 separate products – one that can be sold independently and one that can be sold as part of a package.

1. Add new activities to the Information Tree for each package component product
2. Set up the products using their standard Product name
3. Enter the Category for these products as Package Component
4. Select the Company as the operator you will pay when these activities are sold
5. When the Manage Products screen opens, enter the pricing options exactly as you have set them up under the header product. (If options are not consistent for all package components, they will not be visible in the Packages screen)
6. If you are the “owner” of this package, select Manage pricing and ensure Edit costs only is ticked, then enter the Cost Inc as the nett rate you will pay the operator for each option. Leave the Price at $0
7. If you are selling this package for another operator and just receiving a commission on the header product, leave the Cost Inc and Price at $0 for all package components.
8. Save all changes when you are finished.
   
   

Set the package component vouchers to not display pricing

Once the package component products are set up, you will need to set the voucher printing rules for the products so they do not display any pricing.

1. Go to the Ticketing products screen.
2. Highlight the Package Component Product in the grid (ensure it is the product with the Package Component Grouping).
3. Click the Attributes tab
4. In the Voucher printing rules field, set to Per component enhanced
5. Save your changes. 
   

Note: Setting the voucher printing rules to Per Component Enhanced will ONLY work with the thermal or standard A4 ticket styles.

Display package products in the information tree

Products used in Packages should be hidden by default in the information tree so they are not accidentally booked or changed by users. Before you can begin setting up a new Package, you will need to adjust your settings so these products are displayed temporarily. To enable the package product categories to show in the Information tree:

1. Open the System Settings screen under the Setup menu in IBIS Online.
2. Under the Ticketing (legacy) group, enable the setting Show groups containing the word “package”.
3. Save your changes.
4. Re-open the Ticketing screen, and you should now see your categories 'Packages' & 'Package components' in the Information tree.
5. Remember to hide these categories again after you have completed the package setup so users do not accidentally sell these.

Create a package template

These steps are similar to those for creating a customer file in the Customer Ticket screen.

1. Open the Customer Ticket screen and click the +New button
2. Enter the name of the package then click OK.
3. Fill in the Note field with a brief description of the Package.
4. Click +Ticket to open the Ticketing screen.
5. Select the Package header product from the information tree.
6. In the Ticket options grid, enter 1 unit against ALL price options.
7. Note the Ticket name is the Package name (do not change this).
8. Click Save, when you are finished.
9. Click the ... button to the left of the name field and return to the Customer Ticket screen.
10. Click +Ticket and choose your package component products from the tree.
11. Ensure you enter a unit against ALL options for each package component
12.  Save your change and return to the Customer Ticket screen.
13. Repeat the +Ticket process until all package components have been added to the Customer Ticket screen.
14. If you are adding any optional package components your customer can select when booking this package, overwrite the Name field on the ticket with OPT 1.1 (this should be the option most likely to be chosen).
15. Repeat this step as required for additional optional components, increasing the last number for each new option component required. (E.g. OPT 1.2, OPT 1.3, etc).
16. When all products have been added to the Customer File, right-click the Refresh button.
17. Tick the Template Tour box.
18. Save your changes, you have now made a package!
    
    

Edit a package

1. Search for the Package that you want to edit
2. Edit as you would any other Customer File
3. Save your changes

Change the pricing of a package

1. Open the System Settings screen under the Setup menu in IBIS Online.
2. Under the Ticketing (legacy) group, enable the setting Show groups containing the word “package”.
3. Open the Ticketing screen
4. Locate your package header product under the Package heading in the Ticketing Tree
5. Right-click and select Edit Product 
6. Amend the rates as necessary, then click Save and Close

Selling a package

1. From the Customer Ticket screen, click +New
2. Enter the name of your customer, plus any required details (e.g. Country)
3. Click the Package button to open the Package screen.
4. Select the package that you want to sell from the left-hand pane, the details will show on the right.
5. Enter the Units required in each of the price option fields
6. Adjust the dates and times for each product as required
7. Type in any Reference numbers in the Ref field as required
8. Click OK to save
9. Use the Customer Ticket screen as usual to sell and print the tickets!
   
   

Report on package sales

You can report on sales of packages using the Ticket List report. Ensure you tick the Packages box to filter for package ticket sales.

Making a package inactive

1. Search for the Package that you want to inactivate
2. Bring the package up in the Customer Ticket screen
3. Right-click the Refresh button
4. Untick Template Tour