IBIS Technology

The Itinerary Planner module allows you to create and manage customised itineraries for your clients.  Drag and drop tools let you add reservations and helpful text clips to build up a robust tour itinerary for your guests. Each itinerary can be tailored and merged to a highly customisable Word document format where you specify the style and content.

You can easily create an itinerary from scratch or use templates to start a new itinerary loaded with your most popular options to save time!

TABLE OF CONTENTS

• Key Features
• Setup the itinerary planner screen
• Show/hide bookings and notes from the itinerary planner screen
• Setup contract notes for a supplier
• Add new products
• Edit products
• Password protect the information tree
• Enable itinerary planner status codes 
• Check for booking changes

Key Features

• Centralised database stores vouchers, quotes and itineraries
• Create pre-defined voucher and itinerary notes added for each product
• The drag-and-drop function allows you to quickly create itineraries
• Professional, laser-printed vouchers customised for your brand
• Generate automatic emails for a whole itinerary based on templates and customise before they’re sent
• Automatically generate emails to suppliers requesting reservations
• Export itineraries and vouchers to PDF or Microsoft Word for easy emailing and customisation
• Easy rescheduling – alter dates, add people or easily reschedule an entire tour
• Manages multiple wholesale rates for the same product
  
  

Setup the itinerary planner screen

1. Open the Itinerary planner screen under the Reservation menu
2. Right-click on the light-grey header row of the Tour tab (highlighted).
   
   
3. You can customise the view as follows:
   
   

   Hide Balances	unchecked	The balance owed by the customer for the product will show.
   Hide Costs	unchecked	The cost of the product to you will show.
   Show Inc GST	unchecked	All prices are shown exclusive of GST (ex or inc will be there to remind you).
   Hide Booking Status	unchecked	The status of each reservation will show on the Itinerary Planner.
   Hide Ref	unchecked	The supplier's reference number will show for each reservation.
   Hide Ticket Number	unchecked	The reference number that IBIS has given your reservation will show.

Show/hide bookings and notes from the itinerary planner screen

1. From the Itinerary Planner screen, click the Tools button, then select View 
2. Toggle the checkboxes to show (ticked) or hide (unticked) elements from the Itinerary Planner screen.
   
   
   
   

Setup contract notes for a supplier

You can enter the contract terms for a supplier and have them appear on each reservation made with that supplier.

1. Open the Contacts screen
   
2. Find the supplier for which you want to enter contract terms
3. Highlight and select the Details tab
4. In the Note field briefly enter the contract term (for example '1 FOC for every 20 adults')
5. When you then make a reservation for that supplier, the terms will appear bottom right above the voucher notes
   

Add new products

1. Open the product Explorer from the bottom of the Itinerary planner screen and right-click the supplier that you would like to add a product for (if the supplier is not yet in your system, just right-click any supplier)
2. Select Add New Activity (or Add New Accommodation)
3. The Add Product screen will launch as below
   
   
4. Enter a name for the product in the Product name field
5. Select or type a Region for the product in the Region field
6. Select or type a Category for the product in the Category field
7. Either tick the box next to Existing company and select the supplier from the drop-down box or tick the box next to New Company and type in the name of the new supplier
8. Click OK
   
   
9. You will then be taken to the Simple Product screen to enter further information and pricing
10. If the product is an activity, enter the departure times in the Times field (either in 12 or 24-hour format) and click Sort to format (these times will now be selectable when creating a ticket)
11. Enter the duration of the activity in the Duration field
12. If calculating your cost and sell price based on a percentage commission untick the Edit as Net box, otherwise leave it checked to enter a cost and sell price without commission calculation
13. Ticking the Show Ex GST will show the Unit Price and Sell Price exclusive of GST
14. Enter any keywords you may find helpful. These will be picked up when searched on in the Product Explorer (such as 'adrenaline', or 'rainy day' etc)
    
    

    
    

15. Select or create a new Price Code (see Price Codes for more information)
16. Select or create a new Price Season (see Price Seasons for more information)
17. Click the Add New Row button  to add a new pricing option
18. The order column is the order the options will be listed in reservations
19. The options column contains details of the option (e.g. Adult, Child, Infant or Single, Double, Dorm Room)
20. Enter your Sell price (if you have Show Ex GST checked you will need to enter it exclusively of GST)
21. If you have Edit as net checked enter your cost price also, or if you don't have it checked enter your commission percentage
22. Click Save
    
    
    
    
23. You can then add Notes into your product by clicking the Notes tab at the top
    
    

    
    
    

24. Click on the "Add new row" button
25. Enter the note order.
26. Select where to show the note by choosing from the drop-down list in the Product column. Choosing <ALL> shows the notes in all products, choosing the product name just shows the notes for that specific product.
27. The note type is not relevant for the Itinerary Planner module
28. Type the text for the note. If you want the note to appear in bold, end the note with an exclamation mark!
    
    

    Voucher Notes	This note prints on the copy of the voucher to give to the client - you may set up a standard note for a product, or you can add/edit one as you complete a ticket.
    Operator Notes	This appears on the customer's printed itinerary.
    Ticket Disclaimer	This field is not relevant for the Itinerary Planner module. If you want a disclaimer to always print on a ticket for this product, enter it here, otherwise leave it blank. On the printed ticket it is displayed under the heading Disclaimer.
    Itinerary Note	This field is only used for IBIS customers with the inbound system and appears on the customer's itinerary.
    Information Notes	Information entered here will be shown in the notes area underneath the information tree in the Explorer screen when you select a product/operator heading. Different icons are displayed in the details area depending on the information provided such as phone, address etc.

Edit products

Products are added and edited in the Simple Product screen. The Simple Product screen is accessed directly from the Explorer tree screen.  There are a couple of ways to edit a product. Either:

1. Open the Product Explorer screen
2. Locate the product you want to edit and double click
3. Enter password if prompted
4. Make any edits to the product and Save then Close
   
   

Or

1. Open the Product Explorer screen
2. Locate the product you want to edit and right-click on it
3. Click on Edit Product
4. Enter password if prompted
5. Make any edits to the product and save then close
   
   

Password protect the information tree

A password can be set to stop users editing the information tree by the system administrator/supervisor:

1. Go to the System menu, select Settings and then choose Global Settings
2. Go to the Ticketing tab
3. Fill in the Edit tree password field with the password.
4. If this is set users will be prompted for a password each time a change is requested to anything in the information tree. If the field is blank anyone can edit the information tree.

Enable itinerary planner status codes 

Each reservation can be one of many statuses. You can enable the inbound status codes in the Global settings screen under the Customer/Tour tab. 

Check for booking changes

To make sure that the Itinerary Planner updates automatically with any new reservations, do the following:

1. Right-click on the Refresh button on the Itinerary Planner.
2. Make sure that Listen for Booking Changes is ticked