This is the second of five tasks in this section of the user manual that describe miscellaneous functions under the PCM Quotes > Operation menu.

NOTE: The numbering is simply for reference - there is no particular order in which tasks need to be completed and, depending on the PCM, they might not all be needed.

The full list is:

1. Package Setup
2. Documentation (this task)
3. Price Analysis
4. Queue Entries
5. Contacts

The Documentation screen is where you generate, download and send documentation relating to the PCM.

NOTE: The setting up of message templates and the technical aspects of messaging are not discussed here. This section simply describes generating and outputting messages. The assumption is that message formats have been defined. The Messaging sub-system is covered in the System Setup User Manual.

Generate documentation

1. Search for and retrieve a booking to work with. If you haven't done this already, see Retrieve an Existing PCM.
2. Select menu PCM Quotes > Operation > Documentation.

   1. Click the PCM Quotes menu to expand it:

      

   2. Click the Operation menu option to expand it:

      

   3. Click Documentation to view and generate documentation for this PCM:

      

3. To generate a new message, click Generate Message.

   

4. In the New Document screen select a Document Type.
5. Select a Document Format, and how the services within the message are to consolidate and the order they are to by.

   NOTE: Service line filter selections are available on the left of the screen. Users can select specific service types and/or service status' to filter their message sending. There is also the option to update the status of the service

6. Click OK to keep the changes and save or update the entry.

   

   Click Exit to discard any changes.

   

7. On the Review & Send Document screen, a list of services will show on the left of the screen you can examine the generated document, download it (using the green Download button) or email (using the blue Email button).
   

   NOTE: Download will open the document in Microsoft Word. Any amendments made to the document in Word will not be saved unless the document is uploaded back into Tourplan.

8. Email and sending tabs are activated if the message template is setup to send as an email. The Email and Sending tabs allow you to view the email text that will be sent and the contact name and address the email is sending to.
   

   NOTE: A contact will default from the coding in the message template, however an alternative contact name can be selected using the drop down arrow.

9. Click Email to send the document.

   

10. Click Exit to discard any changes.

    

View an Existing Message

1. Search for and retrieve a booking to work with. If you haven't done this already, see Retrieve an Existing PCM.
2. Select menu PCM Quotes > Operation > Documentation.

   1. Click the PCM Quotes menu to expand it:

      

   2. Click the Operation menu option to expand it:

      

   3. Click Documentation to view and generate documentation for this PCM:

      

NOTE: Filters can be used categorise the messages. Select the + next to the Document Filter heading to see the search filters available.



3. Examine the list of documentation messages, if any. This example shows 12 entries, with the second from top (and second most recent) one highlighted.

   

4. To view an existing message, select it and click View Document.

   

5. On the Review & Send Document screen, you can examine the generated document, download it (using the green Download button) and email.

   

   NOTE: You can scroll the document in the Document tab even if no scroll bars are visible.

6. Click Download to download the document into Microsoft Word.
7. To email a document:
   1. Click the Sending tab.
   2. Enter one or more email addresses (click the Search icon to enter email addresses).
   3. Add a Subject.
   4. Click Email to send the email or click Exit to return to the list of documentation messages.
8. As with View Document, from here you can examine the generated document, download it or email it.
9. As with generating a new document Attachments can be selected to send with the re-generated message.