Itinerary Service Category

Itinerary services can be used in a booking to store information not linked to a specific product. Information could include a welcome to a destination, or self drive instructions. Itinerary segments are first created in Code Setup and are linked to Itinerary service product (in this procedure). This allows an Itinerary product to be inserted as a service within a booking itinerary providing the order of content and where the information is to display when generating itinerary documents from a booking. System Setup configurations are required in conjunction with this proceedure, we suggest speaking with your local Tourplan Support office to learn more about implementing Itinerary Segments.

Itinerary Service Setup - Screen Overview

Tab and Field	Description of Value Entered
Product Setup/Product Tab
Extras	N/A
Service Category	Itinerary
Product Setup/Price Rules Tab
Costs Charged Per	Per ‘Group’ per ‘Itn'
Maximum persons Per Group	1
How many 24 Periods in a Day	0
SCU Based On	Leave as default 24 hrs
Group Costing	Escort – Yes, Driver – Yes, Guide Yes
Product Setup/Policies Tab
Cross Season Policy	N/A
Product Setup/FOC Details Tab	N/A
Product Setup/Voucher Tab
Print Voucher	No Cost
Voucher Creation	One voucher
Rates/Rate Set Tab
Date Range	Extended date range From Date - End
Rate Name	Standard
Rates/Other Tab
Service Voucher Text 1 - 10	N/A
Content
Amenities	N/A
Product Notes	As required or Itinerary segment below
Itinerary	Select pre-loaded Itinerary Segment
Operation/Message Defaults
Message Format	Relevant Itinerary related message format

Create Itinerary Product

The first step to inserting product is to create the shell of the product into the database. The procedures which follow on allow further details to be inserted for this product.

Field Selections

Location (drop-down)

Select a location code from the drop-down list, or type the location code. Location codes must already be setup in the Code Setup application, Create a Product Location. If replicated locations are to be used, a generic location should be used.

Service Type (drop-down)

Select a service code from the drop-down list or type the Service Code. Service codes must already have been setup in the Code Setup application, Create a Product Service Type.

Supplier (drop-down)

Select a supplier from the drop-down list, or type the Supplier Code. Suppliers must already be setup in the Creditors application, Create a Supplier.

NOTE: The search button (

) to the right of the Supplier fields can be used to search based on primary search criteria of Supplier Code; Name contains; Supplier chain, plus the additional criteria of Language code; Post Code; and any of the 6 available Analysis Codes that can be attached to the supplier.

Code (6 Char, Autocaps)

Enter a Product Code. Examples of commonly used codes are:

Itinerary

Itinerary Services code is a code of up to 6 characters, and is used to identify the itinerary segment information - e.g. AKLW - Auckland Welcome, AKLA - About Auckland, AKLD - Auckland Drive

Each service must have these 4 key fields of Location, Service Type, Supplier and Code completed. There cannot be more than one product with exactly the same data in each of these fields. There can be multiple services for (e.g.) the same supplier, provided at least one of the key fields differs from any other service for the supplier.

NOTE: It is good practice to standardise Codes. This will save time for reservations staff when locating the correct itinerary service to add to a quote or booking.

Description (60 Chrs)

A one line description of the product.

Comment (60 Chrs)

A one line comment regarding this product can be entered. This field can be optionally displayed in the FITs, Groups and PCM programs when listing and searching for products.

NOTE: Thought should be given to how the fields Description and Comment are used. Along with most other data fields in Products, these fields are able to be output in messages and documentation. It is not uncommon for the Comments field to be used for 'in house' comment about a product - e.g. what inclusions there may be etc - so a decision will need to be made as to how these fields are going to be used - in house or publicly.

The length of both description and comments should be considered carefully to ensure that they do not exceed physical space available on (e.g.) Vouchers and Confirmations etc.

Service Category

The product must have one of these radio buttons checked. 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.

Radio Button	Definition
Itinerary	Identifies a service that has no pricing, but is used simply to carry itinerary text to be inserted into a booking/quote.

Product Tab

Inserting Product Details allows the product to store a brief description of the service. These are the fields which will be available to consultants at the time of the booking. Amendments to the Description and Comments fields can be performed here.

Price Rules

Price Rules settings identify how the service is to be sold, itinerary services are not chargeable services and will have a 0.00 rate value attached to them. However for the service to be inserted into a booking an appropriate FCU and SCU will need to be entered.

This example shows: per Group, per Itn, with a maximum person per group of 1.

Voucher

There is no requirement to voucher Itinerary Services because there is no physical service reserved with a supplier. Eliminating the need for a voucher occurs from a section within the voucher tab called Print Vouchers. This is where services can be identified as 'No Cost' services.

Rates

There are 4 tabs which allow specific rate information to be stored per date range. An Itinerary Service only requires minimal data entry.

Date Range - Unlimited date range which allows the system to insert the itinerary service for all future dates.
Rates - Leave the service as a 0.00 rate entry.

This example shows the date range entered is 01 Oct 2010 - 31 Dec 2049. Having an unlimited date range allows the service to be inserted.

Content

This is the area which will store the necessary text information for your itinerary. There is more than one area where text can be written and included in itineraries.

Product note text can be used in lieu of Itinerary Segments and language codes can be used for Itinerary messages, as with booking agent messages, and PCM agent messages. If note text is the preferred method of storage for your itinerary text you will need to insert the information as a Product Note.

If Itinerary Segments are to be used the text will first need to be inserted into Code Setup > Product > Itinerary Segments allowing selection to occur within the product. Instructions on inserting Itinerary Segments.

NOTE: We suggest discussing these options with your local Tourplan Support office, as they will be able to identify the pros and cons for your organsiational needs.

The following pages identify the procedures which can be used to store your itinerary content. It is important to note that only one is required. Either Notes Entry or Itinerary Segment selection.