Goway Travel Pty Ltd.

Searching for Products or Suppliers 

Retrieve a supplier by entering characters in the Supplier field and using the drop-down list or you can also search for the supplier using either the supplier's name or code. 

e.g 

Supplier name: Four Season's Hotel Sydney (you can enter keywords such as 'Four Seasons' or 'Seasons') OR

Supplier code: FOUSYD (a combination of the first three letters of the supplier's name and a three-letter location code)

SUPPLIER LEVEL

Before searching for any product within the supplier, you must first review the various tabs under the Supplier Level. 

I. Supplier Policies

     > Policies

There are 6 distinct areas to the Policies Screen. 

1. Pick-up/Drop-off Prompt 

This flag is to control if the Pick-up/Drop-off tab is visible at the time of inserting a service into a booking or PCM. 

2. Room Policy

Set this up using the most common room policy i.e what will we use the most? Decide whether to set the policy for the lead-in room type or, if 3 rooms allow 4 pax and 1 room allows 2 pax, you can set the room policy based on the 3 rooms. 

(The other room can be adjusted at the product or service line level by ticking the "Product" tag)

Check which room types are available for this Supplier. Selecting room policies here will apply to all products or services attached to the supplier. If the room policies differ from product to product we suggest room policies be applied at the product level policies. Remove the check from a particular room type to exclude that room type. 

If a room type is available, then the room occupancy values entered in the Max Adults, With Children, and With Chd and Inf columns are calculated for the number of Pax (adults, children, and infants) using the accommodation service

NOTE: Room type ‘Other’ is only used by FITs, not Groups. When an accommodation service is entered in Groups, the room occupancy is not checked against the values set in the room policy. When a new Creditor is created, all room types are selected by default and the room occupancy values default to zero. This allows accommodation services to be inserted into FITs based on standard rooming rules. 

3. Stay Must Start On

When a new supplier is defined, all the days of the week are checked by default. This would mean that services created for the supplier can start on any day of the week. 

If the first day of a service must start on a particular day or days, only check the relevant start day or days and remove the check mark from the other days. 

When attempting to insert a service into a quote or booking which does not start on the correct day, the service will not show and cannot be booked. 

NOTE: Stay must start on, can also be maintained at the product level. Inserting a stay must start on here at the supplier level would mean that all services attached to the supplier would have the restriction to start the service on a nominated day/s.

4. Stay Must Include

When a new supplier is defined no days are checked. This indicates that services created for the supplier do not have to include any specific day. 

If the all product(s) for the supplier must start on a specific day, check the day or days of the week to force these days to be included when a service that uses this supplier is inserted into a quote or booking. 

NOTE: Stay must include, can also be maintained at the product level too. Inserting a stay must include rule here at the supplier level would mean that all services attached to the supplier would have the restriction that must include the nominated day/s 

5. Age Policy 

Please set up the child policy stated on the contract.

If a child is between 5 and 13 years at date of service, the system will apply the child price. 

> If an infant is between 0 and 4 years at date of service, the system will apply the infant price. 

> If a child is between 5 and 13 years at date of service, the system will apply the child price. 

> If a child is older than 13 years at date of service, the system will treat the child as an adult.

NOTE: If Age policies are being used the Adult To field must be 999 as shown above.  

If child policy is not applicable and rates are based on adult, please set up as shown below: 

6. Commissionable Components -  WE DON'T USE THIS FOR NOW

Allows organizations to nominate individual product components as commission-able or non commissionable. By default the Main option check box and the 5 Extras are checked. 

NOTE: This feature is available for organizations who use Agent Commission calculations. It works in conjunction with a Tax (Code Setup) configuration which provides the ability to define if Taxes are to be applied to all commission calculated using an 'Apply to Commission' checkbox. 

7. Cross Season Rates

If a service crosses two or more seasons and is entered into a booking for dates which cross the season boundary, a Manual Rate Entry overlay box stating “Service rate crosses season” boundary displays.

The rate proposed will depend on the Cross Season Rates settings described below: 

• First Rate: This setting will force the rate to be based on the first season for the duration of the service. A good example of this would be Rental Cars. Most Rental Car companies charge the rate which is valid on the first day of the rental, for the duration of the rental. 
• Average Rate: This is the default setting when a new supplier or product is defined. This setting will take in to account what the rates are across the season boundaries of the selected dates and then average the rate for the duration of the service. 
• Split Rate: This setting will split the service into multiple service lines, one for each season crossed. Assume a service has week rates from Monday to Friday and weekend rates for Saturday. If the service is booked for 4 nights starting on Friday, the system will automatically create 3 service lines; one for the week rate for Friday, one for the weekend rate for Saturday and Sunday, and one for the week rate for Monday. NOTE: NO Manual Rate Entry overlay box displays on Split Service entry.  
• Not Allowed: This setting will not allow the service to be booked. An example of this could be a Stay/Pay deal that is only for a specific period and not allowed outside the specified dates. A system message “Cross Season Rates not allowed for this Price Code” will display. 

> Selling Channels - WE DO NOT TOUCH THIS

> External Access - See this article on how to set up: https://goway.freshdesk.com/a/solutions/articles/44002555078

II. Cancellation Rules 

Cancellation rules can be defined against a Supplier or against individual Products.  

If the Cancellation Rules for a particular product are different, you can set the rule specific for each Product at the Product level (see menu Home > Products > Product Setup > Product Details > Cancel Rules Tab). When Product level Cancellation Rules are inserted they will take priority over the Supplier level Cancellation Rules. 

1. Click Insert to add a new entry.

2. Valid From & To 

 Majority will be for the full contract year but there will be some suppliers where they have different seasonal terms or Event Dates. You may find it easier to enter the full contract year and then split and adjust any dates outside of this.

3. Fee Category

• Internal / Relative Date - selecting relative will provide the number of hours or days the cancellation rule applies for. 
• Internal / Fixed Date - selecting fixed dates allows a specific date to be entered. If the cancellation date falls inside the defined 'Applies From' date the cancellation rule applies. 
• External - This selection will allow the cancellation penalties to use the value calculated by the external system. If selected, the 'Fees Tab' will be removed as fee policy and values will apply from the external service cancellation policy rules. 

NOTE: This option should only be selected if external services have been enabled and the configuration allows the external service connection to pull rates and cancellation policies for this Supplier/Product.

4. Policies For: FIT ONLY

Cancellation fee rules can be inserted for different booking types. For example, some suppliers may offer different cancellation policies for Group bookings to their FIT bookings. The dropdown selection allows for these variations. 

The options available are: 

• All Bookings - provides one policy for all booking types. (We don't use this for now)
• FIT and Groups - allows policy variations for FIT bookings and Group bookings. A pair of policies are defined: one for FIT bookings and one for Group bookings. (We don't use this now)
• FIT Only - provides a cancellation policy entry which will apply for FIT bookings only. Group Only - provides a cancellation policy entry which will apply for Group bookings only. (This is what we are using for the time being.)

Service (FIT)

Service - Set "CF - Cancellation Fee"

This field will determine the Service Type of the cancellation fee when the cancellation service is inserted into the booking. (The cancellation fee Service Type must first exist in Code Setup > Product > Service before it can be defined here). 

Message Format - Set "CF - Cancellation Fee" 

The Message Format is determined for the cancellation fee service from this field. (The cancellation fee Message Type must first exist in Code Setup > Messaging > Message Type before it can be defined here). 

Priority - Default is "Unassigned"

Product Type - Default is "Unassigned"

Product Analysis Fields - Default is "Unassigned" 

Invoice Line 1 - Name of the supplier

Invoice 2 to 4 - Empty

Markup - Default is "Service" 

Commission - Default is "None" 

Mark-up - Default is "Unassigned" 

External Supplier - Default is "Unassigned" 

Content Supplier - Default is "Unassigned" 

Also applies to external services’ tickbox: only to be ticked for external services (usually dynamic rates). This box is ticked when the cancellation rules are set up on a service line level for the specific dynamic rate codes included in the service line. Please do not tick this box if you are loading the cancellation rules on a supplier level or on an option level for rates that are not pulled into Tourplan from external sources. (with the exception, can be used if the same cancellation policy applies for both static rates and dynamic rates)

Fees Tab

Price Code Sets 

The price code sets panel remains hidden until expanded using the + button. Companies can set different cancellation policies per Price Code allowing differing cancellation fees per market. Using the 'Insert' button will open a Price Code screen, from here selection to apply the Cancel Rule to All Price Codes can occur (using the 'Applies To All Price Codes' check-box), or selection of the required Price Codes from the available list on the left hand column, use the right arrow to move highlighted Price Codes to the right hand column. This method will only apply the cancellation rules to the Selected Price Codes. The 'Update' button will also open a Price Code screen allowing maintenance of the Price Code selections

Cancel Rule Applies From - This field can vary depending on the Type of Date In Rules selected: 

>>Relative - this field selection in the header will display a field to insert the number of days or hours prior to service date that a fee is incurred if cancelled. 

>>Fixed - this field selection in the header will display a field to insert a specific date which the rate will apply from. Hours or Days This field is only made available if a Relative date rule is selected. Buttons to set the policy for hours or days are available dependent on product cancellation policy requirements. Fee Type Select one of the choices for the system to know how to cost the cancellation fee  

Hours or Days -This field is only made available if a Relative date rule is selected. Buttons to set the policy for hours or days are available dependent on product cancellation policy requirements. 

Fee Type - Select one of the choices for the system to know how to cost the cancellation fee:

FCU/SCU Range Cancellation - rules offer complex rate rule entry where the rule can be determined by either the first charge unit or second charge unit values. This can assist with entering cancellation policies which may have alternative rules for different lengths of stay, or number of units booked in the service line. When a product is selected in a booking the service will look to the values of the FCU SCU and apply the cancellation fee based on the length of service and/or number of units booked.  

III. Amenities   

Amenities or facilities offered by suppliers can be set up in supplier level. This caters for the situation where a supplier e.g. a hotel may have amenities that are available for all room types (at a supplier level) e.g., 24 Hr. Reception, Heated Pool, Baby Sitting Available etc.

For new product build, If the amenities are not listed in the contract, you can find them on the property's website.

For accommodation suppliers, do not leave this section blank. This does not apply to extended cruises or tours.

IV. Replicated Locations - For Rental Vehicles 

Replicated Locations allow alternative locations and addresses to be stored against suppliers that have multiple pick-up and drop-off locations, (e.g. Rental Vehicle operators). 

The first condition to consider before setting up the Replicated Location is that the supplier that is having the pick-up/drop-off points added is the supplier—i.e. for the example being shown, Budget Rent A Car is the supplier, and they only have pick-up/drop-off locations at other cities, not reservations and accounting offices.

The benefit of this feature is that Rental Vehicles etc. only need to be set up in the Product Setup for one generic location, but in bookings, the actual pick-up and drop-off locations can be specified which means documentation etc. is showing the correct detail.

V. Supplier FYI 

Message content saved as FYI supplier messages. 

We don't use this unless instructed.

• 1.Click Insert to add a new entry.
• 2. Select Valid From and Expires dates -  The date periods for messages to display when the supplier is selected in a booking.
• 3. Select the Public checkbox if the message is to display online (on WebConnect). 
• 4. Enter the Message text. 
• 5. Click Save to keep the changes

Please delete message that is no longer applicable or expired. When saved the message will display in a list of FYI messages and will remain on the Supplier FYI list even when expired, dates can be amended for the message to become extended or active again. 

VI. Supplier Notes - All note fields with content will appear here.However, we usually update each notes in Supplier Setup (Creditors) and Product Notes.

VII. Language Translations - We don't use this.

VIII. Allocations - See this article for updating allocations:  https://goway.freshdesk.com/a/solutions/articles/44002497751

IX. Contacts -  Same as contacts in Creditors

PRODUCT LEVEL

How to find all the products available in the system. 

Some suppliers offer multiple products or options. To view all available options, click on "Product Search" then select a product.

What's inside the product?

PRODUCT DETAILS > GENERAL

PRODUCT

1. Description - This refers to the product name, such as the Room Name or Tour Name, as outlined in the contract.

    Description 2 – Currently, this field is not in use. 

2. Comment – Any additional details about the product, such as 'Room Only,' 'ex Adelaide Hills,' or 'Shared Tour'.

    Comment 2 – Currently, this field is not in use. 

3. Locality – This is a break-down of the Location field and is typically used to categorise, for example, Hotels by Airport, Downtown or Suburbs. This field can also be used to filter services by locality in the Bookings. 

The starting point of the tour, departure location, or the precise location of the property for accommodation products. 

4. Class - Typically for accommodation, classes are used to denote the number of stars allocated to a property. This field can also be used to filter services by class in the Bookings  

5. Service Category - The product must have one of these selected. The service category determines what data pre-populates some of the setup fields and enables the system to use logic specific to the category to correctly generate pricing. 

They are used as follows: 

• Accommodation - Selected for all accommodation related products (except apartment/dormitory type accommodation).
• Apartment - Specifically for apartment/dormitory type accommodation products where pricing is for five or more pax.  
• Flight - Identifies a flight product that will allow sector by sector lines to be inserted into a quote or booking. 
• Itinerary - Identifies a product that has no pricing, but is used simply to carry itinerary text to be inserted into a booking/quote. 
• Non-Accommodation - Meals, Transfers, Sightseeing, Coach Transport, Rental Cars etc. Package Applied to products that are specifically set up and attached to PCM modules to carry package pricing. The setting up of products for this specific purpose is covered in the PCM Packages User Manual.
• Package - Applied to products that are specifically set up and attached to PCM modules to carry package pricing. The setting up of products for this specific purpose is covered in the PCM Packages User Manual.  

6. Flag Product as Deleted  - Checking this box hides the product within the Booking/Quoting applications if, for some reason, it is not to be used. The product is still present in the Product database and if the product has been used the note information will still display. 

NOTE: 

• Flagging products as deleted is preferable to actually deleting them from the Product Database. If a product has been used in a PCM or booking then it cannot be deleted. 
• We can mark a product as deleted if the service: 
  • Has been expired for more than two seasons.
  • Has a duplicate service line, we just need to add add enquiry notes explaining why the service is being deleted.
  • Has an incorrect locations, we need to create a new service and send a report. Once that's done, proceed to flag the service as deleted and add enquiry notes explaining the reason for deletion.

  • For apartments converted to accommodation, make sure to add comments and enquiry notes detailing why the service is being deleted.

• When loading a new product, it's better to check the "product deleted" flag to show all hidden service lines. This allows you to reuse an existing service line instead of creating a new one. However, only recycle the same service line if it's for the same product. If it's a different product, don't recycle the service line.

7. Extra Name 1-5 - You can optionally add up to five extra services and their rates to the booking, such as Full Breakfast, Dinner, Porterage, or National Park Fees. 

Extras are prompted to Consultants when adding a service to a booking. Each extra has two name fields to allow additional or alternative text to display as the Extra Name in messages. 

8. Extra Description 1-5 - These are fields which are designed to cater for descriptions that will not fit in the 20 character Extra Name field. Each extra has two description fields to allow additional or alternative text to display as the Extra Description in messages. 

NOTE: Where both the Extra Description fields and the Extra Name fields have been used because of the length constraint of the Extra Name field(s), then those Extra Names whose length does not exceed the field length constraint should also be entered into the additional Extra Name or Extra Description field. This is to avoid confusion when deciding which fields to output on documentation

9. Charge Per - These dropdown fields specify how the extras will be charged.  

They have the following values: 

• Compulsory Group (Compulsory per Group) -  Use this setting when the extra is a Group cost and compulsory and is to be charged on each second charge unit that has a rate. 
• Compulsory Group Single (Compulsory per Group, single) - Use this setting when the extra is a Group Cost and compulsory, and is to be charged on the first occurrence of the rate. 
• Compulsory Pax (Compulsory per Pax)  - Use this setting when the extra is a Per Person cost and compulsory, and is to be charged for all pax for each second charge unit that has a rate. 
• Compulsory Pax Single (Compulsory per Pax, single) -  Use this setting when the extra is a Per Person cost and compulsory, and is to be charged for all pax on the first occurrence of the rate. 
• Per FCU Per SCU - Use this setting if an extra is to be costed per First Charge Unit (FCU) multiplied by the Second Charge Unit (SCU). This means that if there are (e.g.) 3 Rooms (FCU) for 3 nights, the default extra quantity will be 9 (3 rooms x 3 nights). 
• Per Group - Used when the extra is costed on a Group basis - the cost is split between all pax. 
• Per Pax - Used when the extra is costed on a Per Person basis. The cost is paid by all pax. 
• Per Room - Use this setting if an extra is costed Per Room. 
• Per SCU - Use SCU if an extra is costed per Second Charge Unit (SCU) e.g. per night, per day, per visit etc. This means that when using the service in a quote/booking, for (e.g.) 3 nights, the default quantity for the extra will be 3. It can be overridden in the quote/booking. 

PRICE RULES

Costing

1. Cost Charged-Per - The idea of Costs Charged Per is important because it determines how costs are charged throughout Tourplan NX. Called the First Charge Unit (FCU), it defines what the prime basis of charging is; e.g. Costs Charged Per Room. 

***FCU Example - Accommodation Products:

• For standard type accommodation, this would normally be Per Room.
• For apartment or dormitory style accommodation, this could be Per Room or Per Dorm.

***FCU Example: Non-Accommodation Products 

There is a very simple rule for defining the First Charge Unit for Non-Accommodation services - whatever type of service they might be: 

• If the supplier is charging on a Per Person basis, the First Charge Unit will always be Person. 
• If the supplier is charging by (e.g.) Per Coach, then the First Charge Unit should try to reflect the supplier's charge basis: Coach, Car, Camper, Guide etc. 

Note: With only 6 characters available in this field, some creativity may be required to convey an accurate description of what the first charge unit description is. e.g. Transfer (Tsfr), Entrance (Entry)

2. Per - The field Per is called the Second Charge Unit (SCU). It is used to label the field where a quantity is being entered and further qualifies the FCU; e.g. per Room (FCU), Per Night (SCU). 

***SCU Example: Accommodation Services 

• For accommodation, this will most likely be Night, regardless of the type of accommodation. It will always be a unit of time based on the pricing that the supplier has provided. 

***SCU Example: Non-Accommodation Services

• For same day services - e.g. Admissions, Sightseeing, Ferry, Cruise, Transfer, Flight, Meals etc, it could be Visit, Tour, Walk, Entry, Cruise, Trip, Game, Meal, Lunch, Dinner, Lunch, Show, Ride, Taste, Flight, etc. 
• Rental Vehicles: Day. 
• Extended Touring will depend on supplier pricing. If the Tour/Cruise is (e.g.) 12 Days, then Per Tour or Cruise can be used and the How Many 24 Hour Periods in a Night field can be used to indicate the duration.  

3. Cost Charged-Per (Local) &  Per (Local) - Currently not in use

4. Max Persons per Room - A quantity used for other services to set limits or maximum amounts.

***Example: Accommodation Services 

• Apartment with maximum 6 capacity. Please load 6. 

***Example: Non-Accommodation Services

• Rental Cars FCU is Car. Maximum Persons Per Car 4. If there are 6 pax in a booking and this service was selected, the system would cost in two cars. Similarly, for a Charter Coach Service, if the maximum number of pax in the coach is 46, then enter that in this field.

5. How Many 24 Hour Periods in a <SCU> Used for Extended Cruises or Tours to determine set the of nights in the tour.

***Example: Non-Accommodation Services: 

• If the stay was on 01 April, then the 3 Nights would be 01 Apr, 02 Apr and 03 Apr, but the voucher would be able to print In 01 Apr – Out 04 Apr. When the service was subsequently used in a quote or booking, the number of Second Charge Units entered would be the number of weeks; e.g., 2 = 2 Weeks = 14 Days. The system would automatically calculate the 15th day as the out date. 

6. SCU Based On - Used to determine the charging basis for the Second Charge Unit – in the case of accommodation: 24 Hour Period. It has no effect on accommodation services, but is used for those services; e.g. some Rental Vehicle products, which are charged by Days rather than a 24 Hour Period.

7. Tax Basis - Are the rates that will be entered for this Service inclusive or exclusive of taxes? 

Product Analysis

8. Priority 

• Unassigned - Set for suppliers offering more than 20% commission.
• Unknown - Not currently in use.
• Non-Wholesale - Used for suppliers offering less than 20% commission.
• Preferred - Suppliers with allocated or bulk rates that we prioritize selling first. Only the Sydney Product Team identifies and sets this.

9. Product Type - Please use this article for the list of product types.

10. Product Analysis 3 - Unassigned.

11. Mark-Up - Please use this article for the guidelines about mark-up.

12. External Supplier - For Dynamic Services Only.

13. Content Check - Change to 'Manila Checked.'

14-15 Group Costing - Not currently in use. This section defines default settings for when and how Product and Extras costs are automatically applied by Tourplan in quotes and group bookings when escorts and/or drivers and/or guides are using the product. 

16. Invoice Text 1 - Should match the 'Supplier Name.'

17. Invoice Text 2 - Should match the 'Product Description.'

For Non-Accommodation Products with identical descriptions but different comments, please include the comments in Invoice Text 2.

18. Invoice 3 & 4 - Not currently in use. Line three and four are blank and can be used as additional or alternative text on invoice messages, these fields can also be overidden when raising an invoice. 

FOC DETAILS

This tab relates to FOCs provided by the supplier for this service, which may or may not be passed onto an agent. If no FOCs are provided, then this tab can be ignored. 

NOTE: The FOC entries in this screen are used in Quoting (PCM) and Group bookings. They are not used in the FITs application.

1. Supplier FOCs - Quoting and Booking- This is the FOC policy given by the supplier. Suppliers will traditionally give FOCs on the basis of Paid Persons or Paid Rooms. Tourplan can automatically calculate FOCs on Paid Persons or Paid Rooms, but not a combination of Paid Persons and Paid Rooms. 

The row headed ‘Give one FOC Room After’ is for Paid Room-based FOCs. If there are no values in the ‘Booking’ (Room-Based) FOC line, then the system will calculate Bookings FOCs based on the Person Based (Quoting) FOC values. 

Agent FOCs - Quoting and Agent FOCs - Booking - The values entered against Supplier FOC's default to Agent FOC's section. This is the FOC policy that is passed on to agents. The agent FOC policy can be different to the supplier’s FOC policy. For example, it could be changed to 1 FOC room after 4 paid rooms/8 paid persons. 

Example: Supplier offered 8 Rooms = 1 FOC for Tour Guides and Escorts up to Maximum 2 Rooms

Add '8' on Give One FOC Room After

Then add '16' to Give One FOC Person After (just multiplied to 2)

If supplier offered to give 2 FOC's or more...

You can just multiply the number again and add on the second column.. e.g 8 x 2 = 16 (after 16 rooms you will receive 2 FOC rooms or after 32 pax, you will receive 2 FOC rooms)

2. Supplier FOCs- Free of Charge Given For - The FOCs can be made applicable to just the main product (the Half Twin in the case of an accommodation service) or also include a single supplement and any of the extras. For Accommodation, it is unusual for the extras to be given FOC by the supplier. It is however common to check the Main Product and Single Supplement boxes to indicate that the FOC is for a whole room and not just a half twin share, although that feature can be used if required. 

3. Give FOCs -  Click the drop down buttons to indicate who can receive the supplier FOCs and in which order. The default recipients in order are Escort, Driver, Guide & Pax. In this example, if there are no escorts, guides or drivers costed into a quotation or booking, any FOCs available will be allocated to the Pax. 

PAX BREAKS - The Pax Breaks tab is available for non-accommodation services. Pax breaks are used when the product costs vary depending on the number of travelling Pax using the service in a quote/booking. 

Pax Breaks are not used for accommodation products, although those accommodation products whose Service Category has been setup as Apartment use the Include Children/Infants in Pax Breaks settings. Pax breaks are more commonly used in transport, meals or sightseeing Services. 

When the Include Children/Infants in Pax Breaks boxes are checked, they indicate that the children and/or infants will be included in the total count.

VOUCHER -  We don't touch this. But this is how Tourplan creates vouchers for a product.

Voucher Address/Voucher Local Address  - The voucher name and address fields default to the same as the Physical Address fields of the supplier/creditor. 

VOUCHER TEXT - No longer in use. Please transfer any information to Package Tour Notes or delete if no longer applicable.

PRODUC DETAILS > POLICIES

POLICIES -   If the policy for this particular product is different, the policies can be changed to be product-specific by clicking the 'Product Level' Radio button. This area will be editable once you clicked 'Product Level'

The default policies are set when the supplier is created and all Room Types and Stay Must Start On checkboxes are checked by default. 

SELLING CHANNELS -   We don't touch this.

CANCELLATION RULES -  If the Cancellation Rules for a particular product are different, you can set the rule specific for each product at the product level. When product level Cancellation Rules are inserted they will take priority over the supplier level Cancellation Rules. 

INTERNET -  This screen is used to setup each product for sale via iCom (hostconnect and webConnect). For a product to be available in webConnect, it must be Internet enabled.

• Agent Internet Access - Check this box to enable the product to be available for sale on webConnect and viewed/booked via the internet by agents. 
• Send Supplier Message - By default this setting is checked. De-selecting the checkbox will prevent messages from being sent to the supplier for this product. 
• More Info URL - A URL pointing to additional service information can be entered in this field. The URL of an external web page with additional information about this Product can be entered here. (webConnect will provide a more information link if the More Info URL is present)
• Sales From/Sales To - A selectable date range for internet sales to start and finish. (Only enable these if there is a specific sales period for this product to be sold online) 
• Default Availability - An overall default availability setting is attached to the "Service Button" (e.g. Accommodation) that displays when the agent makes a booking. These checkboxes allow that default setting to be overridden for this particular product only if the product is not available from inventory/allocation. 
  • Settings are: 
  • Not Defined: A default service button setting will be used. 
  • RQ: Product will be put on request if no inventory/allocation is available. The Tourplan consultant will need to check availability and advise the agent. 
  • FS: Product is freesold and no inventory/allocation check is made. 
  • None: Product cannot be booked if there is no inventory/allocation. 
• Hide Extras - If the product extra(s) are not to display or be booked via the Internet, check the appropriate box(es) to hide them.
• Supplier Internet Access - Check this box if this product is able to be accessed by the product supplier (via the supplier extranet supplierConnect) to modify rates and inventory.
  

PRODUC DETAILS > PICK UP POINTS -  Currently not in use.

CONTENT:

AMENITIES

Any product amenities that could be applicable to specific room types - e.g. Cooking Facilities or a Spa Bath.  

PRODUCT NOTES

Make sure to use correct formats when adding notes 

Font type - Arial, Size 10, Alignment: Left

For Operates (OPE) and Passenger Numbers (PAX) wherein font is Arial + 12.

• ENQ - Enquiry Notes - Please add any in-house notes that are product specific
• EOD - External Option Details - We add codes here for connectivity
• INC - Inclusions -  Add the inclusions of the rates. e.g Breakfast, National Park Fees, etc.
• ITL - Italian Language Itinerary -  We don't add details here
• OPE - Operates - Operating details of the tour
• PAX - Passenger Numbers - Minimum and maximum passenger numbers
• PKN - Package/Tour Notes - Joining information or instructions for a specific product 
• SDE - Service Description - Description of the tour that appears on the website
• WTU - Itinerary Segment Wetu - Description of the product that appears on guest's voucher

ITINERARY

Accommodation - Used for Blurb.

Non Accommodation - No longer in use. 

OPERATION:

MESSAGE DEFAULTS

• Use Service Code Defaults - Untick and select the required Message Format. 
• Message Formats-  These are the messaging formats that appear on the documentation. Make sure the correct format is selected as it will cause confusion to the agents if incorrect format is selected. When copying a new product, always copy from a similar product to ensure the message defaults are the same.

AT – Arrival Transfer (use SD instead)

DT – Departure Transfer (use SD instead)

RA – Rail (use SD or SF instead )

SP – Set Pick Up (use SD or SF instead)

If you try to enter any of the above codes in a service, you will see the message DO NOT USE. This will prompt the loaders to use the correct codes instead. We will eventually be able to delete these codes, but this can’t be done yet.

The most used codes are the following:

AC - accommodation

SD – any service that starts and ends on the same day

SF – any service that is at least overnight or longer

ME – meals

RV – rental vehicles

• Service Sell Basis

Manual: Do not select this.

Freesell: Do not select this.

Allocation: Select this if freesell or allocation is loaded for the service.

Request: Select this if the service is on request.

Request Status - RQ On Request

Cancelled Status - XD Cancelled Service

• Request Tab - Do not touch. Set by defaults.
• Freesell and Allocation Tab: If the product has a freesell, ensure that the setup in the screenshot below matches. 

• Allocation Tab: If the product you are adding has an allocation, ensure that the setup in the screenshot below matches.

  
  

• Unavailable - Do not touch. Set by defaults. 

• Triggers - Do not touch. Set by defaults. 

  
  

  
  

CONTACTS - This feature allows you to add, update, or delete contacts for each product. Contacts are used in Tourplan’s messaging system to create an automatic phonebook when sending emails to suppliers or to share contact details with clients in their documents. For example, a tour company may provide a different phone number on the client’s documents for confirming a reservation on a specific tour. 

SUPPLIER:

PRODUCT UTILITIES 

Used In: Here, you will see a list of bookings (FIT, Groups, or PCM's) linked/attached with the service or product. 

• Type: FIT, Groups or PCM's
• Booking Name/PCM Name
• Travel Date: The start date of the itinerary 
• Day: Total number of days for the booking 
• Seq 
• Date:  The date the specific product will be used 
• Booking Ref - Goway reference
• Status: Shows the status of the booking e.g KK (Confirmed), QU (Quote), WB (Web Booking), etc