Converting a Quote to a Booking

Some users may insert a booking with a confirmed booking status, if this is the case the booking would insert as a confirmed booking and this convert quote function would not feature for selection.

In Tourplan FIT Bookings and Quotes share the same structure and a lot of functionality. The Status is what determines whether it is treated as a Booking or Quote with Quote Statuses being any that are not permitted to hold allocation.

The procedure described below assumes that the booking was inserted as a quotation allowing users to enter booking information using a quote status, services can be quoted, agent documentation can be generated, the quotation can be added to and amended, or (if configured to do so) cancelled if it's no longer required.

The Convert Quote button offers an efficient way to convert the quotation into a booking by updating the booking status. If allocations are used, a selection to Attempt to Take Allocation will allow the booking to look for service allocations if the booking status selected is configured to use allocations. The quote to book feature uses the 'On Service Insert' status when the service is part of a quote to book operation or has a partial allocation.

Additionally if auto messaging is configured, a change of booking status can trigger auto messaging functions - Please speak to your local Tourplan Support Office if you are interested in this feature. If the quote contains external services then these will be validated and booked if available still.

Converting a Quote

  1. Search for and retrieve a booking to work with. If you haven't done this already, see Retrieve a Quote/Booking.

  2. From the dashboard or when any menu item is selected, there will be a button available on the header of the booking.

  3. Click .

  4. On the , select a Booking Status from the dropdown and select Attempt To Take Allocation if allocations are used.

  5. Click .

  6. A Summary of services will display, click to convert the quote to a booking.

  7. Booking workflow from this task resumes as described in the remaining procedures.

About Convert Quote Fields

Booking Status

Booking statuses available in the dropdown list have been configured in Code Setup > Bookings > Booking Status. The booking status applied here will update in the booking header.

Attempt to Take Allocation

This field is used in conjunction with the Booking Status "Allocation" setting, the Service Status "Allocation" setting and the Allocation code(s) attached to the agent. The field can have different labels on it depending on the status of the booking and any services in it.

When the Booking Status is changed to one that does allow allocations, the system will test the existing services that a) have a Service Status that allows allocations and b) there are enough rooms in the allocation(s) for the service. If these conditions are met (and the agent is entitled to use allocation). If checked, the system will attempt to automatically take allocations for the services which have already been entered.