General Setup

This is the first of six tasks described in this user manual for changing PCM details.

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:

The PCM Details screen contains information that is set up during Create a PCM . The screen comprises fields in two sections; a Header (read-only) and a Body with two tabs; a Details tab and a Pax Ranges tab. These sections are highlighted below for a typical PCM, with the Details tab selected.

Modify General Setup Details

If you haven't already done so, search for and retrieve a PCM to work with (see Retrieve an Existing PCM).
The default view for a PCM is the Dashboard View.
To examine and change general setup details, from the PCM Quotes menu, select PCM Quotes > PCM Details > General Setup.
1. Click the PCM Quotes hamburger menu to open it:
2. Click the PCM Details menu option to expand it:
3. Click General Setup to open the PCM, ready for editing:
Examine the PCM details on this screen and change any as required.

PCM information is displayed across two tabs; Details (above) and Pax Ranges (below). On the Pax Ranges tab, you can edit existing pax ranges or insert new ones via the green Insert Pax Range button.
To keep the changes, click Save.
Click Discard to discard all changes.

The PCM Details - General Setup screen contains a number of fields that are completed during the create PCM process (see Create a PCM ). The majority of these fields can be altered here if necessary. Descriptions of the additional fields are covered below.

Header Section

Details in this section are dimmed-out (refer to About the Insert PCM Fields for more information on the details entered).

NOTE: Although these fields are dimmed-out (i.e. read-only) in the header, some may be editable in other sections. For example, the PCM name can be edited via the PCM Name field in the PCM section.

PCM section

PCM Name

The name of the PCM. Used to identify and search for a PCM.

PCM Name Alias

The PCM Name Alias filed is an alternative name field to display a different name for the PCM. Some Tourplan user companies may choose to use this field for messaging, displaying an alternative language for the PCM name.

PCM Status

The status of the PCM can be changed here. There may be different status codes indicating the type of PCM; e.g. Master, Package, Quote etc.

Agent

The agent as entered in the PCM set up displays and can be changed if required.

If the agent is changed after services have been added to the PCM, a recalculation option dialogue will display asking if the PCM should be recalculated.

Price Code

This field must be left blank if the system is to use the Price Codes and defaults which are setup for the agent attached to the PCM. It should only be filled in if Price Code settings normally used for this agent need to be overridden. The fact that the field is blank, is in effect saying that the system is going to use the Agent default Price Code(s).

Tax Indicator

Normally defaulted to the tax indicator set against the Agent in Debtors. This field is used to determine how tax on Mark-ups and Commissions is handled.

Currency

The defaulted PCM currency can be changed in this field if required (see About the Insert PCM Fields).

NOTE: Changing the currency will force a recalculation of the PCM costs.

(Currency) Subcode

The defaulted currency Subcode can be changed in this field if required.

NOTE: Changing the currency subcode will force a recalculation of the PCM costs.

PCM Type

The PCM Type determines:

whether the Group or FIT Costs from the Product Database will be used and
whether the PCM can be inserted into either a Group or FIT Booking.

The options are:

Group PCM:
Costs from the Group Cost/Sell price columns in the Product Database will be used in the PCM. The PCM can only be inserted into Group Bookings.
FIT PCM:
Costs from the FIT Cost/Sell price columns in the Product Database will be used in the PCM. The PCM can only be inserted into FIT bookings.
No Restrictions:
Costs from the Group Cost/Sell price columns in the Product Database will be used in the PCM. The PCM can be inserted into both Group Bookings and FIT Bookings. When the PCM is inserted into one of the bookings modules, the correct pricing is selected; e.g. when inserted into a Group Booking, Group pricing from the Product Database is used and when inserted into an FIT booking, the FIT pricing from the Product Database is used.

Pax Range for Child/Infant (Drop-down)

When children/infants are costed in a PCM, the system needs to know on which of the Pax Ranges the Child/Infant rates need to be based. The Child & Infant rates are calculated as a reduction of the adult rate of the Pax Range selected in this drop-down.

Date Entered (Date)

Creation date of the PCM – automatically updated by Tourplan. An INI setting determines whether or not this value can be altered. If the date is dimmed out, it cannot be changed.

Consultant

The code and name of the person entering this PCM. This value is normally defaulted from the User’s details as defined in the PCMs INI settings.

Analysis Section

Analysis Codes 1 – 6

These displayed values are from the initial header set-up and can be changed here if necessary. The labels may have been changed via Home > Code Setup > INI Settings > System.

Changing any of these fields will trigger a re-calculation.

Buttons

Copy Button - This button allows users to copy the booking, for more information on copying a booking see the topic called

Add or Amend a Pax Range

On the PCM Quotes > PCM Details > General Setup screen, under the Pax Ranges tab, update any of the fields that require changes.

This example shows the Pax Range Details screen, which has six existing Pax Ranges.
To adjust an existing Pax Range, click on the row you want to change. This will bring up the Pax Range Details screen with the existing details for that Pax Range. Make the desired changes.
1. Click OK to keep the changes and save or update the entry.
2. Click Exit to discard any changes.
3. Click Delete to remove the entry and/or discard any changes.
To adjust the Supplements in the Pax Ranges tab, click the field and make the desired changes.
1. To keep the changes, click Save.
2. Click Discard to discard all changes.
To Insert a Pax Range select Insert Pax Range in the Pax Ranges tab, click in the text box and make the desired changes.
1. Click OK to keep the changes and save or update the entry.
2. Click Exit to discard any changes.
3. Click Delete to remove the entry and/or discard any changes.

Pax

Only enter the number of adult Pax for each Pax range. The system will automatically calculate costs and prices for Children, Children sharing and Infants.

Escort

Enter the number of Escorts, if any, for each Pax range. An Escort typically accompanies the group throughout the tour.

NOTE: An Escort may also be referred to as a Group or Tour Leader.

Driver

Enter the number of Drivers, if any, for each Pax range.

NOTE: An entry is only required here if the system is to cost the driver. If the driver’s costs, including accommodation and meals are covered by (for example) the quotation from a transportation company then no driver entry is required here.

Guide

Enter the number of Guides, if any, for each Pax range.

NOTE: A Guide may also be referred to as a Foreign Speaking Guide, Local Guide or FSG.

If the majority of services in the PCM are going to include a guide and/or driver then enter the guide and driver quantities in this screen. Otherwise enter the guide/driver quantities on a service by service basis as required.
In some places in this document, Escorts, Drivers and Guides may be collectively referred to as "Staff".

Markup (%)

This markup percentage is applied to the per person twin-share price calculated by Tourplan for every service that is added to this PCM. If the agent record has a default Markup percentage value attached to it, then that percentage will have automatically populated these fields. The values can be edited if required.

NOTE: These fields can be left blank and the markup set once the PCM has all the services added.

Commission (%)

This commission percentage is applied to the per person twin-share price calculated for every service that is added to this PCM. If the agent record has a default Commission percentage value attached to it, then that percentage will have automatically populated these fields. The values can be edited if required.

NOTE: If commissions are not being paid to agents, then these fields can be left blank.

Supplements Section

Markup %

This markup percentage is applied to the per person Single Room Supplement, Triple Room Reduction, Quad Room Reduction, Child, Child Sharing and Infant Supplement costs calculated by Tourplan. If the agent record has a default Markup percentage value attached to it, then that percentage will have automatically populated these fields. The values can be edited if required. These fields can be left blank and the markup set once the PCM has all the services added.

Commission %

This commission percentage is applied to the same per person supplements, reduction, child and infant prices. If the agent record has a default Commission percentage value attached to it, then that percentage will have automatically populated these fields. The values can be edited if required. If commissions are not being paid to agents, then these fields can be left blank.

NOTE: The Supplements section can be expanded or contracted by clicking the – (contract) or + (expand) symbol next to the section heading.