IBIS Technology

The Booking screen is found under the Reservations tab. It opens automatically after a departure is selected so you can complete the reservation details. From this screen, you can perform the following functions:

• Create, edit, reschedule, or cancel bookings
• Enter booking details such as customer name and pickup location, pricing options, agent and voucher number
• Manage payment for the booking by taking it to Point of Sale.
• Print vouchers for your customers
• Check customers in
• Enter optional marketing information
• Store address and email details for the customer
• Generate a unique Booking ID
• Post commission to the agent account (optional from this screen, see also Day Summary)
• Email booking confirmation to customers

TABLE OF CONTENTS

• Screen Overview: Header
• Booking screen tabs
  • Show/hide tabs
  • 1. Booking tab
  • 2. Marketing info tab
  • 3. Transactions tab
  • 4. People tab
  • 6. Address tab
  • 7. History tab
• Functions menu
• Bottom button menu

Screen Overview: Header

The Booking screen header information is where you enter the minimum information required to save a reservation.

Book ID: A unique reservation number assigned automatically by IBIS once the booking has been saved for the first time. Enter an existing Book ID into the field to load that booking.

Agent: Name of the agent selling the ticket. If this is a direct booking select your own company, otherwise choose the agent who will be charged for the booking or paid commission for the sale. Agents are set up in the Accounts screen, follow the steps in Adding an Account. An agent will only appear in this list if the Account use is set to B (Bookings Agent).

You can set up a default agent in this screen (typically the direct account) by selecting an agent from the list, right click the Refresh button then click Save settings as default. 

Sale Type: A default sale type is set for each agent in the Accounts screen and will update automatically when the agent is selected. If the sale type on the day is different to the default, you can change it by selecting the appropriate option from the list:

• Agent All - Agent has taken full payment for the booking and you will invoice them for the balance less commission. You must collect a voucher from the customer as payment confirmation.
• Referral - The agent refers a customer to an operator with the expectation of commission. All money taken by the operator.
• Deposit - Agent has taken a deposit, usually equivalent to their commission rate, the balance is paid directly to the operator.
• Direct - Booking is taken through you (the Operator) who take all of the money for the booking.

Name: The name of the customer is required before the booking can be saved. If it is a group booking it may be something that identifies the group easily, such as the tour company name. It can be edited any time if required and is always saved in CAPITAL letters.

Voucher: When a booking is made on behalf of the agent, a voucher or reference number should be entered. If this is not available, then the name of the person you spoke to should be entered. This information will appear on the invoice sent to the agent and is important to identify bookings and settling accounts. For direct bookings, this does not need to be completed.

Booking screen tabs

Tabs are a way of organising all the information IBIS stores for an individual booking. Not all customers will require all tabs to show on their Booking screen, e.g. only those who have purchased the Resource Planner module will use tab 5 or 8.

Show/hide tabs

1. Right-click on the Refresh button, then select hide/show tabs
2. Tick the appropriate tabs to show or hide
3. Right-click on the Refresh button again, then select Save settings as default 
4. Repeat these steps on all computers. 

1. Booking tab

The booking details tab should always be set to show. This is the main screen you will use to collect the financial and operational info required for this booking. 

2. Marketing info tab

Select this tab to input/view marketing information such as country of origin, customer type, and extra info. Information you record here can be reported on in most of the Reservation reports. Learn more about how to capture marketing data. 

3. Transactions tab

This tab shows all financial transactions associated with this booking including Point of Sale transactions, Debtor or Creditor postings, or payments made online through your websites via Payment Express (DPS). It will also show the invoice number associated with this booking once they have been created in the Invoicing screen.

A direct booking with payment taken through POS will show a transaction line for each payment.

If a booking has been posted to invoice, the account and commission details will show. If the Invoice # is 0 then the invoice is still pending and has not been created. Once the booking is generated into an invoice the invoice number will show here.

When a payment is taken via your website, it will show in your transaction tab as a Web pmt.

4. People tab

This tab can be used to enter individual customer names for a group booking. Names will be displayed on the pax list in the Operations menu. Use the Build button to add the exact number of pax (places) from the Booking screen. From this tab, you are able to select a row (or multiple rows for if one person is paying for 3 people etc) and manage individual payments through the Point of Sale screen. For more detail see how to process multiple payments for groups.

6. Address tab

This tab stores contact information for you to reference at a later date. No information on this tab is compulsory. Online bookings created via the FIT website will have contact information stored here. You must save the booking before adding information here first. 

7. History tab

When a booking is saved or edited history is recorded capturing what information has been changed in a booking. If your team logs in using individual user accounts, it will also show the user who made the edit. 

Functions menu

Bottom button menu