In this video, we will explain to you how to use the booking screen.
Transcript
Hi and welcome to this video where I will explain in detail the tabs that you can see in the booking screen overview.
So first of all, you need to go to the booking that you would like to update or have some information about. You do that by going to Bookings, clicking on Bookings, going to the latest, and here I would like to go to the last booking that I made, which is a Majestic Tour. Click on this eye icon that you have here on the right side. And this will redirect you to the booking page overview.
Starting from the top, on the right side, you have the option to print the voucher by clicking on this link here. This dark box here shows you the name of the lead customer. Next to it, you'll find who made the booking; in this case, it was me, but if it was a travel agent, it will appear here. The green box shows the transaction that was made. And lastly, you can see the status of the booking. A booking status can be Quotation, Provisional, Confirmed, or Cancelled. The status will depend on what you have configured in Booking General Settings and how your agents are set up.
Now let's go to the booking tabs.
Product Tab
Product shows you an overview of the product that has been purchased. I have booked the Majestic Tour for the two seniors and two children. That's why you see here three rows with the same tour, meaning each row shows me the number of people for each rate type. So this tab provides information like the departure date, number of passengers, the price per ticket and total price, and also whether the passengers have checked in or not.
Next to it, this icon here allows you to edit different kinds of information related to that rate type, in this case, the adult tickets. Here on top, you can decide what subject you would like to change. You have: Product Summary, Operational Supply Information, Sales Price and Quantity, and Cost Price and Quantity.
Let's begin with Product Summary. Here you can change things like the tour name that you want to have for the specific booking, the code, the departure and time if you want to confirm the date, add a product or special offer note, and additional details. If you make any change, for example, the end time from 5 to 6, and you save changes, you will see that the start date of the rate type has turned orange. This is only to let you know that there has been a change in information.
In Operational Supply Information, you can add information about a specific supplier. Sales Price and Quantity allows you to change the rate type, deposit settings, sales price and tax, the quantity of people for that rate type, and the customer payment method. Lastly, Cost Price and Quantity enable you to change the cost price per quantity of people or only once.
In this tab, you can also swap to an alternative departure by clicking on this link here, or you can also add options or new components. If you scroll down a bit, you have the Cost Summary that contains information about the supplier, the markup, the number of passengers, the cost price and total price. And if you click on the icon here, you see this. This brings me to the Operational Supply Information tab, where we were before.
Furthermore, you can add another tour to this booking or check in passengers. You can also create a multiple sale price. If you type in here a specific percentage, for example, five, and update it, you'll see that the price (sales price) of every rate type has increased by five per cent. And then this changes the whole transaction.
At the end, you have a tool to take notes on the booking of customer. This will help you to keep track of changes, cancellations, or any other notes that you will be required to take. These notes can be made visible to their suppliers if needed, and you will find this setting in every type of booking page overview.
Moving on to the next tab.
Money Tab
Money shows information regarding price, revenue, agent commissions, payment status, and more. If you want to edit a deposit, you can click on this link here and the same for the balance due date. In Current Status, you can change the status to No Payment Made, Deposit Paid, Full Balance Paid, or Refunded. In case you would like to do a refund, but you would like to have more information about this, you have here a useful link that will provide you with the information that you might need. I will, however, explain in another video how to do a refund.
Marketing Tab
In Marketing, you find the information regarding the sales channel of the booking. If the booking was made by an agent, you will find details such as the travel agent reference and commission as well.
Customers Tab
The Customers tab shows you detailed information about the customers. This will depend on the information required from a customer to give you at the moment of the booking. Here you can edit the name of the customers, promote any customer lead, add or remove customers at special requests, and even create a customer record.
If you scroll down a bit, in the View dropdown menu, you can choose a category to see more detailed information. If you click on the Audit Trail, it will bring you to the products, but then go back to customers and scroll down. Here you can see the flow of the booking, each step, or everything that has been done with a booking.
Docs and Comms Tab
Docs and Comms give you access to the booking invoice and email templates. Click on an example invoice, you will get one based on the bookings made today. You can also resend documents and emails as needed. And if you wish to stop automatic emails, you can do it by clicking here. And don't forget to click on Update, otherwise the changes won't be saved.
Workflow Tab
In the Workflow tab, you can reassign the booking to another staff member, set a new flag, or write the workflow node.
Price Details Tab
In the Price Details tab, you can find and edit information regarding the price and how it's composed. Here, it shows you the sales price per ticket, the number of passengers, the total net earned, sales tax, and other revenue. If you click on Edit Booking, you will see that this will bring you to the Sales Price and Quantity tab, where we were before in Product.
Hotel Pickups Tab
Lastly, the Hotel Pickups allow you to edit or delete hotel pickups if you haven't configured them for your tour. Click on this link here.