This screen enables Products (also known as Services when used in bookings) from the Tourplan NX Product Database to be added to a booking in order to create and cost the booking itinerary. There is no limit to the number of services that can be added to a booking.

NOTE: It is normal practice to insert products into a booking in the order in which they occur (i.e. date and time order). For example, Arrival Transfer / Coach Charter / Accommodation / Sightseeing and so on. Tourplan NX orders the services in the booking based on the Day Number, with the Base Travel Date being Day 1. Within each Day, services are ordered by Sequence Number.

The following procedures show how to add additional types of product:

1. Transfer
2. Accommodation
3. Package

Insert a Transfer Service

1. Services are added from the FITs > Itinerary menu.

   NOTE: If there are no products yet added to the booking, the list of services will be empty.

   Select menu FITs > Itinerary to show the itinerary for the Booking.

   1. Click the FITs hamburger menu to open it:

      

   2. Click the Itinerary menu option to show the itinerary for this booking:

      

2. From the Service Line Insert screen (Selection tab), select the appropriate transfer type from the Service Category list (e.g. Transfer) and, in the Location drop-down field, select the location where the service is provided (e.g. AKL - Auckland). You can also enter other search criteria to reduce the number of results returned.

   In this example, Country and Destination fields are being used and have been enabled for an additional search filter. User organisations may not have these fields enabled.

   

3. Click Find Products.

   

4. Products matching the Service Type and Location are returned in the Results tab. Find the product to add and click Book or Hold as required.

   

   NOTE:  

   • Filter Selections can be used to refine a search. All of the Filter Selections fields can be attached to services in the Product Database so, if being used, they automatically display in this screen.
   • Clicking Hold will 'tag' and hold the product until it is formally booked. For example, multiple products for a particular location can be tagged as held and then all held products can be booked in one step.
   Use the Filter button to open the Filter Selections screen to further reduce the list of results returned.
   

   

   Any products that are held appear under the Held tab.

   

5. Go back to the Results tab and click Book beside a product to show full Service Line Details of that product.

   

   NOTE:  

   • If you don't need to examine a product's details, or there are multiple Held products to book, you can stay on the Held tab and click Book Held Services.
   • Additional fields and selections available on this screen are described in Service Line Insert Fields (Booked).
   A product is not formally booked until you click Save.
   1. If there are pax configuration changes required, they can be made at this point via the New Configuration button.

      

   2. If known, Pick Up and Drop Off details can be inserted for this service, click the Pick Up button to add times and remarks. Information can be inserted at a later date from the Itinerary Menu Pickup / Dropoff.

      

   3. If used, Voucher Text can be inserted for this service. click the Voucher button to add Service or Rate Voucher Text.

      

6. Click Save to keep the changes.

   

7. Click Exit to discard any changes.

   

NOTE: You can now add another service (see Add Services to an FIT Booking) or manage other parts of the booking (see Managing Existing FIT Bookings).

NOTE: Some services may require manual pricing - if this is the case, the Service rate requires manual pricing entry screen appears and you will need to manually add pricing information (see ).

All Service Types

An alphabetic list of services types to choose from when searching the product database. Click on a service type to highlight it (i.e. to select it). One or more service types can be selected and all matching products found will be returned in the Results tab.

Day/Seq.

For the first service to be entered into the Booking, this defaults to Day 1, Sequence 10. As services are added within each day of the booking itinerary, Tourplan increases the sequence number by 10. The day and sequence number can be used to change the order of service lines within a Booking .

NOTE: Incrementing the Sequence number in 10s, allows new services to be inserted in-between existing services on the same day as those that have already been added to the booking .A drop-down arrow next to the sequence field when selected provides a list of existing services allowing users to locate the point within the booking that they may want to insert the new service. The system will then allocate the correct day sequence number.

Service Date

The date being entered here is the date of the service to be selected and inserted into the booking . The date can be changed for each service by typing a new date or using the drop-down calendar. Changing the date will automatically change the Day number. Alternatively, the Day number can be used to change the date. The day of the week will automatically update to reflect any change in the date.

Time: If a time of arrival is known, it can be entered here. If entered here, the time will transfer into the Pickup field when selecting the Pickup Button.

NOTE: Once the service is saved editing or updating a time can occur within the service line Pickup/Dropoff tab within the service details or from the Itinerary Menu > Pickup/Dropoff.

Quantity

The value in this field quantifies the number of product Second Charge Units.

NOTE:  

• Accommodation - the FCU is Room, and the SCU is Night, so the quantity is the number of Nights required.
• Non-accommodation - e.g. for Rental Vehicles, the FCU is Car, the SCU is Day, so the quantity required is the number of days hire. The system knows (from the product setup) how many people the car can take and, if the number of people exceeds the available size, the system will automatically adjust the number of FCUs (Cars) to suit so, in this example, the quantity is 3.

Country

The Country where the service takes place or originates. Not all users will see this field, this is determined by each user company's procedures as to if this field is required.

Destination

The Destination where the service takes place or originates. Not all users will see this field. It will depend if user company's requirements.

Location

The location where the service takes place or originates.

Supplier

Used in conjunction with Service Type, Location and Code fields to search the product database.

Code

Used in conjunction with Service Type, Supplier and Location fields to search the product database.

NOTE: In addition to Service Type (which defaults to All Service Types), with any one of either Location, Supplier or Code, the Find Products green button is highlighted. The more codes that are filled in when searching for products in this screen, the more accurate and filtered the results.

Price Code (+ to expand)

Price Code selection allows searching of products based on specific Price Codes, which may or may not be attached to the agent. The default setting of the radio buttons is controlled by the INI (System) setting OPTIONSCROLLPCRADIODEF.

There are 4 selections available each of which defines how the system will handle rate retrieval and possible re-calculations for this service.

System Price Code - this selection allows the system to handle selection of the price code using previously defined fields such as the hierarchy of price codes attached to the agent, or the pre-defined booking level price codes. This means that if the booking agent or booking price code is changed for any reason, the service price code may be re-evaluated applying an alternative price code.

The remaining selections are:

• All Price Codes

• Applicable Price Codes

• Selected Price Codes - where a nominated price code can be selected

Selecting one of the remaining three options, will override the agent and booking level price code selections for this service. If the price code is not available for any reason then the next available price code assigned in the agent hierarchy will be used.

NOTE: The significance of selecting an option other than the System Price Code is that if the agent is changed or the booking is recalculated for any reason, the selected price code will take precedence over the agent price code defaulting logic.

Held Services

A list of held services will show in the Held Tab. This function allows users to hold multiple services and view more information pages for the services held.

The Results tab shows a list of all products found that match the selection criteria. Products are presented in list form under the following columns.

NOTE: All scrollable lists can have columns added or removed per user (i.e. you can change the default columns that appear in your view of the list). Click on a space in between two column labels (if you click on the label itself, the scroll will re-sort based on the column clicked on). The list of available column names will display and they can be check-box selected/deselected. The width can also be set, as can normal or bold font.

Filter Button

The results tab provides users with an additional filter option, products and services can be filtered by class, locality or attached amenities.

NOTE: This is dependant on if user company's procedures have selected to use these fields in their product setup.

Consultants can also define a rate price range for results to return based on minimum and maximum agent values.

Book

A button labelled Book and a button labelled Hold, allowing the service to be either booked now or held (for later booking).

Location Name

Full name of the location where the service is provided.

Service Name

Full name of the service (from the Selection tab under All Services).

Name

Full name of the service supplier.

Description

A drill-down link to further information about the service, including Rates and Notes. Book and Hold buttons are also available on the drill-down screen (albeit coloured blue, rather than green and grey).

Comment

A further field that is sometimes used as an extra descriptive field for product, or for an internal note. An example could be for accommodation services, where this organisation uses the comment field to show meal inclusions - Includes light continental breakfast.

Class

For accommodation services, this label identifies the class of accommodation; e.g. 4-Star, 5-Star, Backpackers, Luxury Boutique etc.

Sell

The cost price in the Product Database, plus markups (regardless of source), less agent commission.

NOTE: It is possible that the same product displays multiple times. This is because of INI settings that determine what is to display by default. Where the same product is displayed multiple times, it is once for each price code that has been set up against the date range for the product.

A full list of field columns available within the Results tab is available Service Line Insert (Service Scroll Headings).