IBIS Technology

TABLE OF CONTENTS

• How to create an accommodation ticket
• How to create an activity ticket
• How to sell an online activity
• How to sell an online transport operator
• Apply a discount to a ticket
• Delete a discount (before payment is processed)
• Edit price options when selling a ticket
• Calculate the ticket sell value from a nett rate
• Create a referral ticket
• Find a ticket
• Edit a ticket
• View ticket history

How to create an accommodation ticket

1. Open the Ticketing screen and select an Accommodation provider from the Information tree.
2. Enter units required for each option, the price is calculated in the To Pay column.
3. Enter the customer's Name. Must be different from NEW TICKET.
4. Enter the Arrival and Depart date to calculate the number of nights. 
5. Enter the Check-in time. If completed, the pickup time prints on the ticket.
6. Enter the operator's Book ID (the operator's booking reference number or the name of the person spoken to).  
7. Enter a ticket note if desired which will print on the customer's ticket.
8. Enter a Private Note if desired (this does NOT print on the ticket and is only visible to from this screen).
9. Press Tkt/Save.
10. Press To POS to proceed with payment.
11. The ticket will print automatically after taking payment, or hit Tkt/Save again and choose Print Ticket.
12. When you are ready to create another ticket, choose another product or click the +New button to reset the ticketing screen to blank.  

How to create an activity ticket

1. Open the Ticketing screen and select a product from the Information tree.
2. Enter units required for each option, the price is calculated in the To Pay column.
3. Enter the customer's Name. Must be different from NEW TICKET.
4. Enter the product Date and Time
5. Enter the Pickup location (or select from droplist).
   • The pickup text will become UPPERCASE when the ticket is saved.
   • Default pickups can be setup in the Extra Info screen.
6. Enter the Pickup time. If completed, the pickup time prints on the ticket.
7. Enter the operator's Book ID (the operator's booking reference number or the name of the person spoken to).  
8. Enter a ticket note if desired which will print on the customer's ticket.
9. Enter a Private Note if desired (this does NOT print on the ticket and is only visible to from this screen).
10. Press Tkt/Save.
11. Press To POS to proceed with payment.
12. The ticket will print automatically after taking payment, or hit Tkt/Save again and choose Print Ticket.
13. When you are ready to create another ticket, choose another product or click the +New button to reset the ticketing screen to blank.  

How to sell an online activity

1. Open the Ticketing screen and select a product from the Information tree which has a red tick to it.
2. Press the icon with the three dots [...] next to Time (if it's not bookable via Online Exchange it will be greyed out).
3. The IBIS Online Exchange pop up will display live availability for the operator.
4. Select the Date and click on Book next to the desired departure to make a booking.
5. Enter the Units required for each price option.
6. Enter the customer's details.
7. Select the Pickup location if necessary. 
8. Enter a Note if desired which will show in the operator system.
9. Press Save.
10. Recheck details and press Update my system.
11. All details will now be in your Ticketing screen and you can proceed as usual.

How to sell an online transport operator

1. Open the Ticketing screen and select a product from the Information tree which has a red tick to it.
2. Press the icon with the three dots [...] next to Time (if it's not bookable via OnlineEx it will be grayed out).
3. Login to the operator's online portal with your credentials.
4. Follow the prompts and complete all required information.
5. Recheck details and press Update my system.
6. All details will now be in your Ticketing screen and you can proceed as usual.

Apply a discount to a ticket

There are two options when giving discounts to customers with regards to who absorbs the cost of the discount. Either you (the agent) absorb the discount in which case the discount can't be more than your commission or the operator absorbs the cost and the balance owing to the operator is reduced. Follow these steps to apply a discount on a ticket:

1. Create a ticket as normal then click the discount button. Note: Discounts will be applied to all options/units currently in the ticket, not to options/units added AFTER a discount is applied.
2. In the Discount popup window, enter the discount description (a short note describing the discount), then select who is giving the discount - You or the Operator. If you selected 'you' (agent) to give the discount, the maximum discount you can give is equal to your commission rate.
3. Select the dollar amount or percentage discount, then click OK.
   
4. Once your discount is applied you will see it appear as an option line on the ticket. 
5. Complete the ticket as normal or add other options to the same ticket that aren't going to be discounted.
   
   

Delete a discount (before payment is processed)

You can delete the discount before payment is processed, by clicking on the discount row in the ticket details and pressing Delete on your keyboard. You will be prompted to confirm you want to remove the discount; click Yes and back in the ticket details the balance owing changes to the full price. 

Edit price options when selling a ticket

Product prices and price options can easily be edited "on the fly" when selling a ticket. This is useful if you discover the price has changed or a new price option is required when selling a ticket. By default, users are prompted to save price option changes for future tickets. You can turn this feature off from the Global Settings Ticketing tab. To make a price option non-editable, set the Code As field to Locked from the Manage products screen.

1. From the Ticketing screen, select a product so the pricing details load in the main ticketing window.
2. For the option you wish to edit, update the option description or value in the Cost pu column.
3. To add a new option, click on [New option] at the bottom of the grid to update. If the option represents a person such as Adult tick the Count as person box, if the option represents an add-on such as a photo pack then leave the box unticked
4. To remove an option, highlight the option row and press Delete on your keyboard.
5. When you move off the cell, a confirmation box will prompt you to save your changes permanently:
   • Select No and your change will be saved in the current ticket ONLY.
   • Select Yes and your change will be saved for future tickets.
6. Enter the number of units required and continue creating the ticket. Note the commission rate defaults to the operator default.

Calculate the ticket sell value from a nett rate

If you receive a nett rate from an accommodation or activity operator at the time of sale and need to calculate your sell price inclusive of commission, you can do this quickly and discreetly without reaching for a calculator in front of your customers.

1. From the Ticketing screen, click the Option detail box as shown.
2. Ensure the comm % value is correct.
3. Enter your cost price for the option in the Nett pu (per unit) column.
4. The Cost pu field will update with the retail sell price.
   
   You are still able to edit the Cost pu price if you want to round the sell price to the closest dollar value, just be aware the Nett pu value will be removed.
   
   

How is the cost per unit calculated from Nett?

This is the calculation you need to use when you know a price before commission (the Nett price) but want to find out the price including commission (the Cost pu price). If we assume that commission is at a rate of 15%:

Nett pu divided by 0.85 = Cost pu E.g. 150.00 divided by 0.85 = 176.47

Create a referral ticket

A referral is when you (the agent) accept no money from the customer when making a booking, but still provide the customer with a ticket on the expectation the operator will pay you the commission if the person is able to participate in the activity. This is common practice with many weather dependent activity operators. After the travel date, you will need to contact the operator to confirm whether the customer turned up so you can invoice the operator if needed.

1. Ensure the sale Type selected is Referral (see screenshot below) when creating the ticket.
2. Complete and save the ticket details as normal. Note there is no balance owing to you from the customer.
   
   

Find a ticket

If you know the ticket ID, enter it straight into the ID field top right corner of the Ticketing screen and press Enter (or click on the refresh button). If you don't know the ticket ID, use the Find Ticket screen by clicking the Find button on the ticketing screen or opening it straight from the Reservations menu.

If you have multiple retail locations set up in the Locations screen (System menu), you will see a Location filter on the bottom left of the Find Ticket screen. Ensure the correct location is set (or choose <<ALL LOCATIONS>>) before you begin:

1. You can choose for the date filter to be based by Sale date (ie the date the ticket was sold) or by Product Date (the date that the product takes place).
2. Further refine the search results by selecting an operator from the drop-down list in the Operator field.
3. Enter any words or letters from the client's name in the Pax name field to narrow down the search based on the name the ticket is under.
4. Select the tabs on the screen to organise tickets by their status. Choose to show All Tickets or just tickets that are either Paid, Outstanding, Cancelled or Unconfirmed referrals.
5. If a ticket is added or edited, click the Refresh button at the top right of the screen to display the new information. A list of tickets that fit the entered details will be shown.

6. Once the ticket is found, click on the > at the side of that row to open the ticket in the Ticketing screen.

Edit a ticket

If there are any changes to a ticket e.g. change in pax numbers, name change, addition or removal of options, then you can simply make the changes within the ticket and resave it (DO NOT use the cancel wizard). Tickets can only be edited if they have not been settled with the operator (i.e. an invoice has been created for the ticket).

1. Find & open the Ticket in the Ticketing screen. 
2. Make changes as required as if you were editing a normal ticket.
3. Click Tkt/Save and enter your user code if prompted. If you are making changes to an online ticket, you will be prompted to Save online.
   
   
4. Finally, if the changes you made incurred extra fees then take the balance owing to POS as normal.  

View ticket history

The ticket history shows all of the different edits that have happened to a ticket.

1. Find the ticket you want to view details of in the Ticketing screen.
2. Click the More button at the bottom of the screen and select the option History
3. The Ticket history window shows the following details from each time that the ticket has been saved:
   • User
   • Date and time of action
   • Till
   • Product
   • Product date and time
   • Customer name
   • Pricing options
   • Description of the communication for online bookings to IBIS operators