This is the second of six tasks described in this user manual for changing booking details.

NOTE: There is no particular order in which tasks need to be completed - the numbering is simply for reference.

The full list is:

1. General Setup
2. Pax Travelling (this task)
3. Markup / Commission
4. Booking Notes
5. Agent Notes
6. Recalculate Booking

Booking Name vs Pax Names

A booking is referred to by its name; i.e. the Booking Name. As well as the Booking Name, Pax Travelling contains detail of the number and type of pax (adults, children and infants), plus the room configuration. This information is used by Tourplan to automatically cost the services when they are added to the booking.

Individual Pax names and age classifications can be included. Tourplan does not need pax names for costing, however, they can be included on documentation such as vouchers and invoices.

NOTE: Having different name levels means that different documentation can use names in a different format. For example, the Booking Name (e.g. Brown/Smith Party) could be used on messages to suppliers and the Pax Name(s) could be printed on Vouchers, Itineraries and Room Lists.

Room Configurations

Pax are allocated to a room record – a different record is required for each separate room in the booking. Room configurations must accurately reflect the type(s), quantity and configuration of room(s) being used in the booking. For example, if there are two couples (4 adults) in a booking and they want double rooms, then two double rooms must be inserted – the system will not allow four adults in a double room.

FITs also allows rooms to be merged or split on a service-by-service basis within the booking if required. For example, if two couples are in double rooms for the majority of the booking, but at one location sharing a two bedroom apartment, then in the Pax Travelling screen, set up the two double rooms and, during the inserting of the two bedroom apartment service, the two double rooms can be merged into one apartment. Similarly, if one of the couples does not want a particular service, that room can be removed from the service.

Change Pax Travelling or Room Configuration

1. Search for and retrieve a booking to work with. If you haven't done this already, see Retrieve an Existing Quote/Booking.
2. The default view for a booking is the Dashboard View.

   

   To examine and change pax travelling or room configuration details, from the FITs menu, select FITs > Booking Details > Pax Travelling.

   1. Click the FITs hamburger menu to open it:

      

   2. Click the Booking Details menu option to expand it:

      

   3. Click Pax Travelling to open the booking, ready for editing:

      

3. Examine the pax details on the Pax tab and change any as required by clicking a pax line to open the Pax Details screen for that line. You can also use the Insert button to add further pax to this booking.

   We have inserted Mr & Mrs Hamilton to the Pax Table.

   NOTE: Once in the Pax Details screen, you can update any field on the screen. You can also add contact details via another Insert button in the Contacts section.

   

4. Examine the room details on the Room Configuration tab and change any as required by clicking the relevant room line to open the Booking Room Update screen.

   We have added Mr & Mrs Hamilton to all non accommodation services, although they did not want to go to the Sheep Show.

   

   Booking Room Update Line 2 (Double Room - 2 Adults, 1 Child and Double Room - 2 Adults)

   

   NOTE: Refer also to Set Room Configurations for more information on adding or changing room configurations.

   For Booking Room Update changes:

   • Click Save to keep the changes.

     

   • Click Exit to discard any changes.

     

5. Click Save to keep the changes.

   

6. Click Discard to discard all changes.

   

Pax Details Tab

Pax Name

If individual Pax names need to be listed on various Tourplan-generated documents such as vouchers, then enter the names of each passenger within this room, including Title (e.g. Mr.), First Name or Forename (e.g. Fred) and Surname (e.g. Smith), plus select Adult, Child or Infant.

Lead Pax

This checkbox becomes active once a pax name is added. The Lead Pax passenger can be designated as the communication contact person for the booking.

Title Alias, First Name Alias, Surname Alias allow passenger name variations typically used to save alternative language text for a passengers name.

Pax Type

This drop-down selection is used to assign a type to the individual pax names being entered. The default is Adult.

NOTE:  

• If the Product Database has had Age Policies completed, then the date of birth of children and infants can be entered into the ‘Date of Birth’ field. Tourplan will calculate the age(s) of children/infants based on the date of birth v the date of the service in the booking and apply Adult or Child costing automatically, depending on the age of the child/infant at the time.
• If adult dates of birth are being entered, check that the DOB is not a date prior to the Years from/to as defined in Windows Control Panel Regional Settings. By default, Windows interprets 2 digit years as being between 1930 and 2029. If a DOB is entered which is prior to 1939, it is calculated as 100 years later; e.g. 1937 is calculated as 2037.
• It is the ‘Date of Birth’ field which is used to calculate whether children qualify for child rates, not the Age field. An Age can be entered into the Age field, and the Date of Birth field will be calculated, based on the Travel Date being a birthday.

Once in the relevant update screen (i.e. Pax Details or Booking Room Update).

For more information about loading pax information please see Enter Pax Details.