TABLE OF CONTENTS


Create a new itinerary

Each new itinerary requires a customer to be added as follows:

  1. From the Customer List screen select the List tab
  2. Click the Add New Row button Add New Row
  3. Enter the general tour information into the row ensuring you set the start/end date for the itinerary.
  4. Click Save to add the new customer.
  5. If you want to enter more details on the new customer, make sure the customer is selected and then click the Details tab and add any further info. Remember to resave your changes.
  6. Once your customer is created, click the > button to the left of the row in the Customer list screen to start a new itinerary. 

Have a tour template set up? Click Tools then Copy from template tour to add an existing tour to your itinerary saving you time!



Customer list screen field descriptions:

Field nameDescription

Customer Code

This number is generated automatically when the customer details are saved. Each customer has a different number.

Short Name

Your reference name for the customer or group of people e.g. Williams.

Long Title

The customer name as it appears on the printed itinerary e.g. Mr & Mrs John & Jane Williams.

Note

This note is to help you manage your customers - it does not appear on the itinerary or on any vouchers and records any relevant information about that customer.

Customer ID

This code is automatically generated when the customer details are saved and can be changed by renumbering the customer.

Status

This can be Active, Waiting call back, Waiting payment, Completed or Inactive.

Start Date

Start of the tour defaults to today. You can change the date by clicking on the cell containing the date you want to change and then using the popup calendar to select the date you require.

End Date 

End of tour, set by default to tomorrow. You can change the date by clicking on the cell containing the date you want to change and then using the popup calendar to select the date you require. 

Pax

The number of passengers on the tour.

Activity Options

The activity options available are Adult, Student, Child, FOC, Driver or Guide.

For example, if you have 'Adult x2, Child x1' entered into this field, you can update the tour so that each product that has an option with the Code As field set to Adult will update each reservation for that option to 2 units and each product that has an option with Code As field set to child will update each reservation for that option to 1 unit.

Accommodation

The accommodation options available are Single, Twin, Double or FOC. 

E.g. if you have 'Double x1, Single x1' entered into this field, you can update the tour so that each product that has an option with the Code As field set to Double will update each reservation for that option to 1 unit and each product that has an option with Code As field set to Single will update each reservation for that option to 1 unit.

Account

The account to which the booking should be charged. E.g. For independent travellers where you are taking the money, set up a cash account under your organisation's contact name. In the case of a tour that you are organising for a travel agent select the agent's account name.

Customer Type

This can be tour, template or file.

  • A tour is a one-off trip consisting of consecutive activities between two defined dates.

  • A template is used as the basis for a series of identical tours and is a list of consecutive bookings that can be applied to an existing customer.

  • A file can be used for tracking repeat visits from a customer, that are not necessarily consecutive, so there will not be start and end dates associated.

Deposit Due

Enter the date by which a deposit is due. You can change the date by clicking on the cell containing the date you want to change and then using the popup calendar to select the date you require.

Payment Due

Enter the date by which payment is due. You can change the date by clicking on the cell containing the date you want to change and then using the popup calendar to select the date you require.


Insert day headers

Before adding activities the itinerary needs to contain day headers.  A day header is a note that appears at the beginning of each day on the printed itinerary.

  1. On the bottom left of the Itinerary Planner screen, click the Tools button, then Insert day notes
  2. A default day header will be added for each day between the start date and end date i.e. Day 1, Day 2 etc. To edit the day headers to something a little more meaningful rather than just 'Day 1', 'Day 2', etc, double click the header you want to edit on the Itinerary Planner screen
  3. The Note screen pops up from here
  4. Change the caption to whatever you want it to say and click OK 



Add products to your itinerary

  1. From the bottom of the Itinerary planner screen, click on Explorer. Resize the screens if necessary so you can see them both.
  2. Select the product you would like to make a reservation for from the Product Explorer
  3. Drag and drop the product onto the appropriate day of your tour
  4. The Tickets screen will pop up
  5. Simply type in the Units as required
  6. Check the From and To date and the times. For accommodation products, the number of nights will adjust automatically.
  7. Fill in the Ref / PNR (operator's reference), if required
  8. Click Save
  9. Click Close to close the reservation window and return to the Itinerary Planner
  10. Click Refresh to see your changes


Insert a document

You may wish to insert documents such as maps, pictures or photos into your Itinerary. Once they are in the form of a Word document, they can be inserted into the printed itinerary.

  1. Right-click any note or activity in the tour
  2. Select Add notes from the menu
  3. In the Note screen, choose Insert type to be 'Word Doc'
  4. The note text box will be greyed out to remind you that any notes typed in here will not show on the printed itinerary
  5. In the File name field, either type the full path of the file to be inserted or click Select to browse to the file
  6. Click Open to open the file and view the document
  7. The selected Word document will now be inserted when the printed itinerary is built.



Add itinerary notes

You can add, edit or delete notes on your tour at any time. 

  1. Right-click any note or activity on the day that you want to add notes for, then select Add note from the menu.
  2. The Customer Note screen will appear.
  3. Choosing the Insert type from the drop-down list will determine the formatting of the note in your printed itinerary. 
  4. Enter your note, ensure you add a caption or you will not be able to see the note on the Itinerary planner screen.
  5. Click OK when finished.
  6. If you need to edit or delete your note, just right-click the note on the Itinerary and select these options from the menu.


Itinerary planner colour coding

Depending on the type of booking or note, the itinerary entry will have a colour associated with it as follows: 

  • Activities appear in Green
  • Notes appear in Blue
  • Accommodation appears in Black
  • Repeated nights of accommodation appear in Grey  


Build the itinerary

This is where the Itinerary information and the Itinerary Word document templates come together to create the end result. A series of Word Documents enables you to customise the formatting and content of the Itinerary, based on templates, with a concept similar to that of Mail Merge.

Ensure you do not have Microsoft Word open before you begin the Build itinerary process.
  1. Open the Itinerary planner screen with the tour that you want to print an itinerary for. 
  2. Go to Tools and then Build Itinerary
  3. The Documents to Include screen will pop up so you can choose your template type and also which fields to include, then select Continue.

    Templates Directory

    This overrides the global setting of the templates directory and specifies the files from which the Itinerary is built.

    Export Directory

    This specifies the directory under which the Itinerary should be produced. You will be prompted for a filename at the next stage.

    Booking Types to Include

    Specify whether you want to include all Accommodation Bookings, Extra nights of Accommodation or Activity bookings by ticking the boxes.

    Booking Field to Include

    Choose whether to include the booking numbers, vouchers fields and places for each booking.

    Notes to Include

    Specify which notes to include, from Accommodation, Day Header and Travel notes, by ticking the boxes.


  4. The merge to Word function will begin, say yes when prompted to merge the data. Once completed, you will be prompted to save the file in your Export directory.


Update the reservation status

Each reservation can be one of many statuses. Once you have quoted the prices to your customer, you will want to update each reservation in the tour from status Quoted to OK. You can update all of your quoted reservations with just one action.

  1. Click Tools
  2. Click Change Status
  3. Click Quoted -> OK
  4. The quoted reservations in the tour will now be of status OK.

    Change Stat


Vouchers can be viewed onscreen, edited, printed and emailed from the Itinerary Planner screen as long as the reservations are of status Confirmed (shows as OK on the planner), or Settled (S).


Once your tour is ready you can print off vouchers for each activity and accommodation reservation. The vouchers are designed to be printed on an A4 page with DLE sized perforations. If you are using commercially printed paper you can arrange to have your logo visible in the bottom right-hand corner of each voucher. You can then present the vouchers to the customer in a wallet or folder of your choice.

  1. On the Itinerary planner screen, select Reports then Vouchers > All vouchers
  2. Click on the tab corresponding to the Voucher format that you require (e.g. Voucher 1 or Voucher 2). See voucher set up for more information on formats available.
  3. If you need to change the data in your voucher, click the data tab and click in any cell to edit. Any changes you make will appear instantly when you revert back to the Voucher tabs and be discarded when the screen is closed.
  4. Click Print, then select your printer. If you need to email vouchers, choose Microsoft Print to PDF then attach them to your email.

    Voucher Setup
    You can choose to just print all of your accommodation vouchers all just print all of your activity vouchers. Instead of choosing the All Vouchers option, choose either the Accommodation vouchers or the Non accommodation vouchers option.


Reschedule an itinerary/tour

Rescheduling a tour allows you to move it back or forward as many days as you would like. You don't need to go through each and every reservation to change the date, you just change them all in one go.

  1. Open the tour that you want to reschedule in the Itinerary Planner screen
  2. Click Tools button
  3. Select Reschedule
  4. Enter the new start date for the tour when prompted
  5. Confirm the number of days to move the tour forward or backwards as required and your tour will be rescheduled immediately.



Search for a customer/itinerary

You can search for a tour by the name of the customer. You don't even have to know the whole name, if you type the starting letters, a number of possible matches will appear on a new screen.

  1. Open the Itinerary Planner screen.
  2. Type the whole name or some letters from the customer's name into the Name field.
  3. Hit the 'Enter' key on your keyboard
  4. The closest matches will appear in a popup box. Selecting the nearest match will open the itinerary that you were looking for
  5. Alternatively clicking on the magnifying glass will launch the Customer screen, locate your customer and click on the > to the left of the customer name to open