Goway Travel Pty Ltd.

• And select the NOTES,

• • You will then be redirected here

  

  • NOTES

  4.1 DISCLAIMER/SPECIAL EVENT POLICY – This is automatically added by TOURPLAN 

  4.2 IMAGES – Please proceed to click for further instruction on how to insert images.

  4.3 LOADING NOTES – This is where we input the change or the update we did on the service, including the dates when we did the update, services that you have touched, the ticket number where we get the advised and our name initials (eg. 13MAY2022 – 22/23 rates loaded T#5678 – HC). (FONT ARIAL – 10)

  

  4.4 CHILD POLICY – This is where we input the policy that will apply for children such as age and if a child is free of charge. Note:  No “As per””yrs” & “FOC”, no full stop at the end should be noted. (FONT ARIAL – 10)

  WRONG	RIGHT
  1 child under 13 years is FOC using existing bedding.	1 child under 13 years sharing a room with 2 adults using existing bedding is free of charge  OR Under 13 years sharing a room......
  As per adult rate	At adult rate
  3-14yrs as per child rate	3-14 years at child rate 0-2 years free of charge
  Cots are an additional charge	Cot extra – payable direct
  Children not allowed	Under 10 years not catered for

   

  • The age for meals should also be noted if it was provided on the contract.

  Meals

  6 -12 years at child rate

  0-5 years free of charge

  
  

  0-5 years are free of charge when dining with a paying adult

  Breakfast is free of charge for up to 2 children under 16 years when dining with a paying

  adult. No other meal discounts apply.

  
  

  

  4.5 Room Configuration – This is where bedding and room capacity is noted. Use a “+” when there is more than one bed in the room (eg. 1 King + 1 Single) if same rooms offer different beds use “OR”. Check if the bed and occupancy on the latest contract matches what’s loaded on the system. If room occupancy increase, proceed to change (don’t forget to include the date when these changes will be applicable), but if the room occupancy decrease (eg. From 3 guests to 2 guests), we need to run a report for possible affected bookings. (FONT ARIAL – 10)

  

  4.6 INFORMATION FOR CLIENTS (CLI)  – This note goes to client's voucher. Any important info that the client should know prior his/her travel should be added here. (FONT ARIAL – 10)  Please note that note field is at supplier level so it must apply for all services. Any product specific information can be added to PKN note field (package tour notes) which is at product level. 

                      Example: Check in instruction for remote properties.

  
  

   

  
  

  4.7 CXL FIT SUPPLIER (CXL) – Load the policy as per the suppliers’ contract. Be aware that some properties include different policies per seasonality and different cancellation fee applicable on certain days. IF a property offers PREPAYMENT these should also be noted on this field. (FONT ARIAL – 10)

  

  

  4.8 FIT CANCELLATION POLICY (CXX) - This policy is for the agent (online and on all confirmations). Copy the FIT Suppliers Cxl Policy add the validity date and add a 3-day buffer to give us extra time to process the cancellation. (FONT ARIAL – 10)

  

  
  

• If we have rates loaded in Tourplan, but no cancellation provided on the contract, you need tocheck the supplier’s website and check on their policies, IF still no policy can be found, note thebelow. Then, send email to the supplier to reconfirm. 

•  If policy provided is like below, used the following instead.

• PRE PAYMENT/Deposit – add it on top of the cancellation of both fields CXL - FIT Supplier Cancellation Policy and CXX - FIT Cancellation Policy. If prepayment is only applicable on certain dates kindly include the dates on the note. (eg. Full Prepayment is required at time of booking for stays between 24 December and 02 January)
• 
  

  4.9 DESCRIPTION -  This is the general description of the HOTEL (not the room). Make sure that no blank lines below the description as this shows online. Make sure that this is updated, latest is year 2022. If older than 2022, check if supplier description on the contract/web changed. (FONT- ARIAL- SIZE – 10)

  
  

  

  5. HOW TO GET THERE-  No longer used. 

  
  

  5.1 GROUP POLICY – Any policy that involve a group should be noted here. We usually copy and paste what is provided on the contract just make sure information is clear. (FONT ARIAL – 10)

  
  

  

  
  

  5.1 In-House Supplier Notes – For internal use only and not visible online. Suppliers notes that will serve as an FYI to products and consultants or any Gowayinbound employee. 

      Examples: Changes in property name - add here the old Property name and code. 

                          Change of management/ownership.

                          Any other important info that clients should not necessarily know but Goway should take note. 

  
  

  5.2 Internet Access – Input here information about the internet that the property can provide to the guests.  if its free of charge, with pay and if there’s additional charge for the internet service.
  

  
  

  5.3 Location Coordinates – Noted here is the specific coordinates of the property, we get it thru Google Maps (Go to google Maps > Search the name of property > copy the coordinates beginning on the “- “and end on the 2nd comma)

  

  
  

  • Copy Paste the coordinates to the location coordinates notes.

  

  
  

  5.3 Notes & Further Info - No longer used. IF encoutered, check if info is still applicable and add to appropriate note field (CLI or TAC). Then, delete this note field. 

  
  

  5.4 Refurbishment – Information about the supplier’s current renovations or situations that might have

  occur disturbance or inconvenience to the guest should be noted here. If the previous loaded

  information here is already expired, you can proceed to delete it.

  
  

  Below is strictly the format when entering information on this field. (FONT ARIAL – 8)

  
  

  

  

  • Once we added a new refurbishment under this note, we then need to add the information tothe queue entries, so that we will be notified on when we need to remove the note on therefrubishments.

    5.8 Check IN and Check Out – Note the check in and check out time provided by the supplier, we use only “.” for time and not “:” (FONT ARIAL – 12)
 

    5.9  Special Offers - Load here info about Special Offers that are NOT loaded in the Product Setup but offered in the contract. (FONT ARIAL – 10)
 

    6.0  Terms and Conditions – Notes entered here are the basic details and general information that agents         need to know and can discuss to their clients. (FONT ARIAL – 10)

  Once done on the notes field, click the 3 bars on the upper left side of Creditors.
 

•  Go to COMMUNICATION, and then CONTACTS
•  You will then be redirected here
  
•  Check if Contacts matches the current contacts provided on the contract, if not, proceed to update except for the accounts contact numbers and details as this shall only be edited by accounts team.
    
   We must have at least 3 contacts loaded:
  AA = Reservations - where we send the bookings.
  DI = Voucher Contact - pulls onto the client’s voucher. No email address should be added. AC = Accounts – where accounts will send their remittance advices. This should be added by Sydney Accounts ONLY
  SA = Sales – please make sure that there is a Sales (SA) contact for all suppliers unless they are part of a Master, then the Master needs to have a SA contact. The Sales contact is normally the person who sent the contract. If you don’t have a specific Sales contact, just use the reservations contacts but load them under SA and enter the name Sales.
  

•  For Australia, always load the area code for that city as per the below example.
   
• Once done updating and checking the contacts we can now proceed to go to Product
  Set Up