Supplier Loading. Training Guide

Transcription

1 Supplier Loading Training Guide

2 T L 4 T r a i n i n g G u i d e : S u p p l i e r L o a d i n g P a g e 2 Contents Suppliers Screen... 4 Creating a New Supplier... 5 Creating a Rate Sheet Creating Rate Rules Validity Period Number of Nights Specific Day Traveller Age Traveller Nationality Pax Booked Pax Order Rate Applicability Client Location Client Group Date Quoted Free of Charge Creating New Services General Service Capacity Service Descriptions Service Pictures Service Notes Service Locations Parent (and Child) Services Service Validity Periods Adding Bulk Services The Rate Sheet Setting Up the Rate Sheet: Adding the Rates Rate Sheet Notes (Quotation Messages) Copy Rates Adding Multiple Meal Basis Rates Increment Rates Copyright 2015 v Equilogic (PTY) Ltd

3 T L 4 T r a i n i n g G u i d e : S u p p l i e r L o a d i n g P a g e 3 Approve Copy Rate Sheets Copy Suppliers Copyright 2015 v Equilogic (PTY) Ltd

4 T L 4 T r a i n i n g G u i d e : S u p p l i e r L o a d i n g P a g e 4 Suppliers Screen From the Dashboard, click on Suppliers to access all the suppliers loaded in the Travelogic database; you will land on the following screen Use these buttons to create, edit, copy and delete suppliers Click on the dropdown to switch between Local and Consortium suppliers Search Requests: enter the supplier name The Inactive Suppliers folder contains suppliers that have been deleted but have been used in the system previously. They are stored in the system but can no longer be used in Quotations. Right-click on a service: this enables you to 1) Hide or ignore a specific supplier or 2) export the current list of suppliers to Excel

5 T L 4 T r a i n i n g G u i d e : S u p p l i e r L o a d i n g P a g e 5 Creating a New Supplier Click on the New Supplier button on your Travelogic Dashboard Alternatively, click on the Suppliers Folder and then on the New Supplier button. (Always search for the supplier first, to ensure it is not already loaded.) You will land on the Details screen, and there are 6 tabs you will need to complete. GENERAL TAB Under the General tab enter the following information: Supplier Name: enter the name of the supplier Location: select from the drop-down list of options provided Default Currency: this is the currency that the supplier is charging and invoicing you Parent Group: this applies if the supplier is part of a Group o Click on the Find button ( ) to search for and select a parent supplier. o If the parent supplier has not yet been created, click on the New Supplier button to create one from scratch. o If a Parent Supplier applies, the new supplier would then be referred to as a Child supplier Type **: select the type of supplier from the drop-down options provided Grading **: mostly applicable to accommodation and rail accommodation, select the grading options provided in the drop-down list Accounting: this applies if a different supplier will be handling the accounting of the new supplier. Click on the Find button ( ) to select or create a new accounting supplier Publish Supplier: if your company belongs to a consortium/group, by ticking this button, this supplier will be available to all the databases across the group ** The items in these drop-down lists can be created in Settings. From the Dashboard click on the orange File menu, Tools, Settings. From the left hand menu, scroll down and select Gradings or Supplier Types to create new or edit/delete existing items.

6 T L 4 T r a i n i n g G u i d e : S u p p l i e r L o a d i n g P a g e 6 SETTINGS TAB Under the Settings: General tab, insert the following information: Tax Number: insert the supplier s VAT Registration Number if the supplier is South African Credit Limit: enter the credit limit for this supplier, if applicable Quotation Rates: select which rates you would like to show in Travelogic : o If you belong to a Consortium, Travelogic allows you to have both the Consortium as well as the Local rates (these are rates you have received directly from the supplier) in your database. You can then select the rates for this supplier to display as follows: Local or Replicated Replicated Only Local Only Payment Method: select an option from the drop-down list provided Voucher Payment: select the voucher payment from the drop-down list

7 T L 4 T r a i n i n g G u i d e : S u p p l i e r L o a d i n g P a g e 7 You will also have the option of setting the supplier to: o Preferred this indicates that the supplier has given you special or preferential rates and/or terms and conditions, and therefore, if possible, has to be used above other suppliers in its category. To this end, when using Find Services in a Quotation, the preferred suppliers will be listed first. o Hidden this action will hide the supplier without deleting it from Travelogic GPS Co-ordinates: enter the supplier s GPS co-ordinates in the format that you prefer o DMS (Degrees, Minutes, Seconds) o DD (Decimal Degrees) The GPS co-ordinates can be used on Itinerary and / or Voucher reports Check In / Check Out Times: enter the supplier s check in and check out times; these details can be used on the Itinerary or Voucher reports Under the Settings: Financial tab, you will be able to capture the following information: The supplier s Banking Details The Supplier Account Codes linking it to Pastel Under the Settings: Voucher tab, you will be able to set up and use voucher ranges for suppliers; these are usually just applicable to car rental

8 T L 4 T r a i n i n g G u i d e : S u p p l i e r L o a d i n g P a g e 8 INFORMATION TAB Here you will add the description/s, images, facilities, as well as attach supplier documents Under the DESCRIPTIONS tab, you are able to add 2 kinds of descriptions that can be used in the Itinerary Report: 1. Supplier Descriptions This is a general description that should apply to the supplier as a whole Click New Enter the Name Select the Type: default, short, long, directions or voucher You are able to enter multiple types of descriptions that affect the types of itinerary you would like to produce. The end-user is able to choose the type when running the Itinerary Report. Select the language of this description You are able to enter multiple language descriptions. The end-user is able to choose the language when running the Itinerary Report. Do not select a Meal Basis at this time; this field is not applicable to general descriptions Type in or copy & paste the description in the space provided You are able to edit/format the description, as you would normally do in Microsoft Word. Simply highlight the text and right-click! Once you have added/edited the description, click OK

9 T L 4 T r a i n i n g G u i d e : S u p p l i e r L o a d i n g P a g e 9 Service descriptions (i.e. descriptions applicable to the services of a supplier) can also be added. This would be applicable to services such as activities and tours/excursions. These descriptions are added to the individual services and are covered in this section of the document. 2. Meal Basis Descriptions This description is optional and should be used to expand on or define the includes and/or excludes of this supplier s meal basis When adding the meal basis description: Ensure that you select the same type & language of the supplier description You may add a start and end date (i.e. validity period) should the suppliers includes/excludes differ from year to year Ensure that you select the applicable Meal Basis from the drop-down list This meal basis should match the meal basis that is used in the services, as well as the meal basis used in the Rate Sheet. In the main body, type in or copy & paste the description Remember this description is going to be used in the Itinerary Report, so make sure it is in the format that you would like Once you have added the description, click OK Please Note: If a supplier offers multiple meal bases, you are able to add a separate description for each one If the services within the supplier has the same meal basis but different includes/excludes, then the Meal Basis Descriptions should not be loaded on the Supplier, but on the individual services instead.

10 T L 4 T r a i n i n g G u i d e : S u p p l i e r L o a d i n g P a g e 10 Under the IMAGES tab, add the supplier images you would like to show on the Itinerary report: Click New Enter the Name of the image and select a Type, either picture or map Right click in the blank space and insert the image by: o Pasting an image you have copied, or o Loading an image that is already saved on your computer Click OK Use the Shift Up and Shift Down buttons to specify the order in which the images will be used in the Itinerary Under the FACILITIES ** tab, tick the facilities that are applicable to this supplier:

11 T L 4 T r a i n i n g G u i d e : S u p p l i e r L o a d i n g P a g e 11 ** The items in the Facilities list can be created in Settings. From the Dashboard click on the orange File menu, Tools, Settings. From the left hand menu, scroll down and select Facilities to create new or edit/delete existing items in the list. Under the TERMS tab, you can capture the Payment and Cancellation terms: Click New; leave Payment as Type Enter the name of the payment term, i.e. Deposit, Balance or Full Amount Indicate the number of days, and the percentage due Period: indicate when the payment is due. Click the drop-down and select from: o On confirmation o After Invoice o Before Arrival o After Departure o Click on the Options tab where you can specify the following, if applicable: Request Type: this indicates whether the payment policy is applicable to FITs, Groups, Group Series, Incentives or all of them Start Date and End Date: this allows you to set a date range to a specific payment policy, e.g. a supplier may have a different payment policy based on a peak period, like the festive season o Click New to capture the next payment term These policies filter through to the Quotation module, and once the service is confirmed, the consultant will receive a payment reminder

12 T L 4 T r a i n i n g G u i d e : S u p p l i e r L o a d i n g P a g e 12 To enter Cancellation Terms, click New and under Type, select Cancellation from the drop down list Follow the same procedure to create the Cancellation Policy Term/s These policies filter through to the Quotation module, and once the service status is changed from confirmed to Not Booked, the consultant will receive a warning message if the service falls within the cancellation period The following tab, DOCUMENTS, allows you attach / upload any documents relevant to the supplier Click New Browse/navigate to where the document is saved on your computer Select the document you would like to upload and click Open The document has been added Double click on the document, should you wish to rename the document or add a description: Click OK, and repeat the steps if you need to upload more documents Click View to open the actual document Click Save to download the document to your computer

13 T L 4 T r a i n i n g G u i d e : S u p p l i e r L o a d i n g P a g e 13 CONTACTS TAB Under the Contacts tab, you can add multiple contacts for your supplier Click the Add button Click New Contact and complete all the contact information in the space provided: You also have the option of adding an Existing Contact: E.g. This supplier might share a reservations contact with another supplier, or there may be a Central Reservations Contact that is shared amongst a group of suppliers o Click the Add button o Type in the name of the contact and click the Find button o Select the contact and click OK to add it to the supplier Once have entered all the contacts, they will be listed in table below o Click through each of the contacts to see their details displayed on the screen

14 T L 4 T r a i n i n g G u i d e : S u p p l i e r L o a d i n g P a g e 14 Assign the Default, Reservations and Voucher contact, by selecting them from the drop-down list The drop-down list only contains the list of contacts that have been added to the table above

15 T L 4 T r a i n i n g G u i d e : S u p p l i e r L o a d i n g P a g e 15 ADDRESSES TAB Add the Postal, Physical and the Billing addresses for the supplier Once you have added the first address, if any of the following addresses are same, click on the convenient Copy From button NB. The Physical Address is possibly the most important, as it appears on the Voucher Report. NOTES TAB Under the Notes tab, you will be able to add any notes for this supplier. These notes are for internal use only, and will not pull through onto any documentation.

16 T L 4 T r a i n i n g G u i d e : S u p p l i e r L o a d i n g P a g e 16 Creating a Rate Sheet A Rate Sheet is the term we use for the set of rates, validity periods and applicable terms and conditions sent to you by a Supplier The Rate Sheet is usually valid for a 1 year period Click on the Rate Sheets button displayed on the ribbon at the top of your screen Click New Rate Sheet, and enter the Name of the Rate Sheet: Click OK and a new blank rate sheet will be opened Click on the Details button: Under the General tab, you are able to edit the name of the rate sheet Under the Notes tab, you will enter notes that pertain to the rate sheet: These notes will appear as Quotation Messages: these are messages that pop up as the consultant adds the service/s to their Quotation o Click New o Enter the Name of the note o Select the Type of note as well as the Language o Enter a Start and End date, if applicable. The note will then only pop up if the consultant adds a service that falls between these dates o Lastly, enter the Description or Content of your note in the data panel (this is a free text area)

17 T L 4 T r a i n i n g G u i d e : S u p p l i e r L o a d i n g P a g e 17 Click OK Create as many notes as you need to; this is a useful tool to convey important information to consultants Close the Rate Sheet screen; before we can insert the rates in the Rate Sheet, we first need to create the applicable Rate Rules and Services

18 T L 4 T r a i n i n g G u i d e : S u p p l i e r L o a d i n g P a g e 18 Creating Rate Rules Create the Rate Rules (or conditions) that apply to the supplier s rates. These rules are created in this section, then applied to the rates when they are entered on the Rate Sheet Click on the Rate Rules button displayed on the ribbon at the top of your screen. Click New. You will see the following screen with the list of available Rate Rules: VALIDITY PERIOD Create a new validity period for each season Double click on the rate rule and insert the Name of the rate period Select the applicable Rate Sheet from the drop down list; o As this particular rate rule is date specific, take care not to set this field to (All Rate Sheets) o Please note that once a rate rule has been applied to a rate sheet, this rule cannot be used for any other rate sheets Click New to insert the Date Range pertaining to this rate period Exclude: you are able to exclude a set of dates within a validity period to indicate camp closure, renovation or refurbishment

19 T L 4 T r a i n i n g G u i d e : S u p p l i e r L o a d i n g P a g e 19 You can also indicate the Days of the Week to which this service is valid; all the days are ticked by default and you can simply untick the days not valid You are also able to set a Minimum Duration. E.g. during Peak Season, a hotel may have a minimumnight s stay requirement Click OK Click New if you would like to add another Date Range for this season Click OK Result:

20 T L 4 T r a i n i n g G u i d e : S u p p l i e r L o a d i n g P a g e 20 Note that you are allowed to have Validity Periods that overlap each other. E.g. The seasonal rate periods apply to the various room types at a hotel, however the extras (spa treatments, airport transfers) only have one rate for the year. NUMBER OF NIGHTS Use this rule to indicate the minimum number of nights required to qualify for a specific set of rates (Not to be confused with Min Duration setting on the Validity Period Rule; this indicates the minimum nights stay for that specific validity period only.) Double click on the rate rule and enter the Name Rate Sheet: leave this field as (All Rate Sheets), as this rule may apply to subsequent rate sheets Enter the number of nights required for this rule This rule is ideal for Long Stay Rates This rule is also ideal to specify Car Rental periods This rule will enable the rates to be calculated across the seasonal boundary, i.e. from one validity period to the next, as well as from one rate sheet to the next Click on these links for more step-by-step instructions on how to load Long Stay Rates and Car Rental

21 T L 4 T r a i n i n g G u i d e : S u p p l i e r L o a d i n g P a g e 21 SPECIFIC DAY Use this rule to indicate when a specific day has a different rate applicable to it This rule can be used to set up Stay Pay Specials o o o o o Double click and Name the Rule Rate Sheet: leave this field as (All Rate Sheets) as this rule may apply to subsequent rate sheets Set the day which will have a special rate Enter the number of maximum recurrences Click OK To Illustrate: The hotel has a Stay for 4 nights, Pay for 3 special offer Based on this, we will set up the rule to indicate that Day 4 will be free of charge Let s say the hotel allows 2 recurrences, which means that if clients stay 8 nights, they will also get the 8 th night free (Stay 8, Pay 6) When we enter the rates on the ratesheet, we will assign this rule to services with a zero rate, as it is free Click on these links for more step-by-step instructions on how to load Stay Pay Specials and Multiple-Day Stay Pay Specials

22 T L 4 T r a i n i n g G u i d e : S u p p l i e r L o a d i n g P a g e 22 TRAVELLER AGE This rule is used to specify Children s Ages for capturing child rates o Double click and Name the Rule o Rate Sheet: leave this field as (All Rate Sheets) as this rule may apply to subsequent rate sheets o Click New o Insert the applicable Age Range o Click OK o Repeat to another Child Age TRAVELLER NATIONALITY You may use this rule to indicate if a rate applies to Travellers with specific Nationalities only o Double click to create a new and enter the Name of the nationality(ies) o Rate Sheet: leave this field as (All Rate Sheets) as this rule may apply to subsequent rate sheets o Select a country or multiple countries from the list of locations provided

23 T L 4 T r a i n i n g G u i d e : S u p p l i e r L o a d i n g P a g e 23 PAX BOOKED Use this rule to stipulate the number of Pax required in order to qualify for a rate o Double click and Name the rule o Rate Sheet: leave this field as (All Rate Sheets) as this rule may apply to subsequent rate sheets o Click New to insert the applicable Pax Range/s o E.g. Helicopter or Hot Air Balloon flights may have a specific rate for 1-3, 1-4 and 1-6 Pax, based on size of the craft o E.g. A Villa may have a rate for 1-4 pax booked and another for 5-8 pax booked This rule is has been recently expanded so that you can specify Adults or Per Child Age Range The Traveller Age rate rules have to be created first before you can select them from the drop down list PAX ORDER Use this rule to specify the Order in which pax should be charged when there are different rates applicable to a service o Double click the rule o Rate Sheet: leave this field as (All Rate Sheets) as this rule may apply to subsequent rate sheets o Indicate the From Position as well as the To Position o Click OK To Illustrate: The hotel has a 2-bedroomed Cottage. The rates are: o ZAR 750 per person sharing for the first 2 pax; o ZAR 560 per person sharing for the 3 rd and 4 th person sharing Based on this we will create a Pax Order rule for 1-2 Pax, 3 Pax and 4 Pax

24 T L 4 T r a i n i n g G u i d e : S u p p l i e r L o a d i n g P a g e 24 RATE APPLICABILITY Use this rule to specify a rate for a Tour Leader, Driver or Guide o Double click and Name the Rule o Rate Sheet: leave this field as (All Rate Sheets) as this rule may apply to subsequent rate sheets o Tick the applicable box for either Tour Leader, Driver or Guide o Click OK CLIENT LOCATION You may use this rule if a rate only applies to a client originating from specific Geographical Locations o Double click and Name the Rule o Rate Sheet: leave this field as (All Rate Sheets) as this rule may apply to subsequent rate sheets o Select 1 or more locations from the drop-down menu o Click Add after each selection CLIENT GROUP You might have set up various client groups in Travelogic based on preferred or negotiated rates Each group would have its own profit settings and/or commission structures o Double click on the row and Name the Rule o Rate Sheet: leave this field as (All Rate Sheets) as this rule may apply to subsequent rate sheets o Select from the drop-down list provided and click Add. (Client group profiles are created in Settings; from your dashboard click on the orange File menu > Tools > Settings > Client Groups) o You may select more than one group for this rule

25 T L 4 T r a i n i n g G u i d e : S u p p l i e r L o a d i n g P a g e 25 DATE QUOTED Use this rule to load special rates that apply to the period or dates they are being Quoted on This rule is also ideal to use for Early Bird Specials o Double click and Name the Rule o Rate Sheet: leave this field as (All Rate Sheets) as this rule may apply to subsequent rate sheets o Select Type Before Arrival Date o Enter number of Days 30 o There is no need to insert a date range Example of Early Bird Special:

26 T L 4 T r a i n i n g G u i d e : S u p p l i e r L o a d i n g P a g e 26 You can also use this rule if a discounted rate applies if quoted / booked during a specific time period o In this case, select Type Between Date Range o Click New to enter the applicable date range Example of Date Quoted special: FREE OF CHARGE Use this rule to set up the free of charges applicable to various group sizes o Double click and Name the Rule o Rate Sheet: leave this field as (All Rate Sheets) as this rule may apply to subsequent rate sheets o Max Applications: indicate the number free of charges applicable to this rule o Specify the number of Pax or Services required in order to qualify for this rule o Select the Supplier and the Service Type o Indicate the Passenger Type (Paying Pax, Tour Leader, Driver and/or Guide) the Free of Charge applies to

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28 T L 4 T r a i n i n g G u i d e : S u p p l i e r L o a d i n g P a g e 28 Creating New Services Once you have created the rate rules, it is time to create the services Click on the Services button displayed on the ribbon at the top of your screen We will be capturing the services of an Accommodation supplier Click New to add a service and complete the following Tabs: GENERAL State: choose between Active and Inactive (an inactive state means the service is stored in Travelogic but is not available for use in a quotation) Select the Service Type from the drop-down list Name the service Select the Meal Basis from the drop-down list. If no Meal Basis applies (i.e. in the case of Room Only), click on the X to change the selection to (None) Select the Basis Type from the drop-down list

29 T L 4 T r a i n i n g G u i d e : S u p p l i e r L o a d i n g P a g e 29 Select the Tax Type: choose between Standard, Zero Rated, Not Applicable and Exempt Click here to go to the How to apply VAT block that appears at the end of this section Set the Start Time and End Time of the service, if applicable Set the Duration of the service, e.g.: o if you are loading a 3-night Honeymoon package, you will set the duration to 3 days o for once off child services, you will set the duration to 0 days (see the section on parent and child services) Set the Quantity of services available at the supplier, e.g. the hotel has 16 Standard Rooms Allocate Max Pax o Tick this box for all non-accommodation services o Only use this option for accommodation services that have multiple bedrooms, like 2-or-morebedroomed suites, villas, apartments or family cottages Hide Service on Reports o Use this option if a certain rate needs to be included in the quotation total but the service should not be displayed on the Itinerary or Invoice Report o Please note that this option is only applicable when displaying the total passenger, quotation or invoice amounts, but not when displaying the breakdown of the rates on the Itinerary or Invoice Reports Charge On First Day Only o Tick this box for a service with a duration of 2 or more days / nights o When used in a quotation, the service will be added for its full duration but the rate will only apply to the first day of the quotation, i.e. it will only be added once o Examples of these would be accommodation packages, multi-day rail journeys and escorted tours Non Package Service o Tick this option if the service should be excluded from the total price of the quotation o i.e. a consultant might wish to quote a package total inclusive of accommodation, transport, activities, etc., but separate the cost of the flights or airport taxes. If so, the flights or airport taxes need to marked as non package services Cash Transaction o Select this option if you do not want Travelogic to generate a voucher for this service. This is a great option for flights, airport taxes and extras

30 T L 4 T r a i n i n g G u i d e : S u p p l i e r L o a d i n g P a g e 30 SERVICE CAPACITY Set the following values: Max Pax: enter the number of pax, both adults and children, that are allowed to occupy the room Base Adults: enter the number of adults (Per Person Sharing rates) that need to be charged before the Per Extra Person or Child rates can apply to the pax occupying the room Max Adults: enter the maximum number of adults allowed in the room Min Adults: enter the minimum number of adults allowed in the room Base Child Per Age Range: (these child ages were previously created in the Rate Rules section) o Use this setting when children are required to pay the Per Person Sharing rate when occupying a room on their own (i.e. without adults present) o Enter the number of Per Person Sharing rates that need to be charged before the normal Child rates can charged to children occupying the room Max Child per Age Range: the maximum number of children allowed in the room Min Child per Age Range: the minimum number of children allowed in the room To Illustrate: The hotel has specified that this Standard Room (based on double occupancy) can take 1 additional adult OR 2 children under 12 years. Children aged 0-3 stays free; 4-12 years pay the child rate when sharing with 2 adults Based on the above information, we will set the: Max Pax to 4 Base Adults to 2 Max Adults to 3 to allow for the additional adult Min Adults to 1 o Child Age 0 3: Base Child to 0 Max Child to 3. Remember the Max Pax is 4; therefore up to 3 children are allowed when sharing with only 1 adult o Child Age 4 12: Base Child set to 2; this to allow for the first 2 children on their own in the room to be charged the adult (Per Person Sharing) rate Max Child to 4. Remember the Max Pax is 4; therefore up to 4 children are allowed when staying in a room on their own

31 T L 4 T r a i n i n g G u i d e : S u p p l i e r L o a d i n g P a g e 31 In a scenario where the hotel does accept children, but has a certain room type that does not allow additional pax (i.e. the Max Pax is 2), you are still required to set the capacity: E.g.in this Loft room for: Child 0-3, we will set the Max Child to 1, as at least 1 child will be able to share this room with 1 adult Child 4-12, we will set the Base and Max Child to 2, as up to 2 children will be able to occupy this room on their own When children are not allowed at all at a supplier, it is a good idea to still add the Child Age Groups and leave the capacity set to 0. This will prevent the consultant from accidently including a child in the service.

32 T L 4 T r a i n i n g G u i d e : S u p p l i e r L o a d i n g P a g e 32 SERVICE DESCRIPTIONS Add descriptions that apply to specific services, such as activities, tours and excursions. These descriptions can be used in the Itinerary Report 1. Service Descriptions This is a specific description that applies to this service only Click New Enter the Name Select the Type: default, short, long, directions or voucher You are able to enter multiple types of descriptions that affect the types of itinerary you would like to produce. The end-user is able to choose the type when running the Itinerary Report. Select the language of this description You are able to enter multiple language descriptions. The end-user is able to choose the language when running the Itinerary Report. Note that you are able to enter a Day Number. Use this functionality when you need to add day-by-day descriptions for a multiple day tour or package. i.e. Create a new description for each day and ensure that you select the correct day number for each description. Do not select a Meal Basis at this time; this field is not applicable to the service description Type in or copy & paste the description in the space provided You are able to edit/format the description, as you would normally do in Microsoft Word. Simply highlight the text and right-click!

33 T L 4 T r a i n i n g G u i d e : S u p p l i e r L o a d i n g P a g e 33 Once you have added/edited the description, click OK 2. Service Meal Basis Descriptions Please note: If the Meal Basis applies to the supplier as a whole, it should be loaded under the Supplier Meal Basis Description should only be loaded under services if each service has a different meal basis and/or different inclusions/exclusions. For instance, a lodge has Fully Inclusive rates but each room type (service) has extras included as follows: o Standard Suites - Accommodation, all meals, teas & snacks and 2 daily safari activities. o Family Safari Suite - As above and full use of the unit & sole use of safari vehicle. o Deluxe Safari Suite - As above with family safari suite, including a private chef, with all meals catered for in the unit as well as local drinks and selected house wines. These meal basis descriptions need to be added to each of the services, as follows: Click New and enter the name of the description Ensure that you select the same type & language of the service description You may add a start and end date (i.e. validity period) should the suppliers includes/excludes differ from year to year Ensure that you select the applicable Meal Basis from the drop-down list This meal basis should match the meal basis that is used in the Rate Sheet In the main body, type in or copy & paste the description

34 T L 4 T r a i n i n g G u i d e : S u p p l i e r L o a d i n g P a g e 34 Remember this description is going to be used in the Itinerary Report, so make sure it is in the format that you would like {Return to Supplier Meal Basis Descriptions} SERVICE PICTURES Add pictures that are specific to this service; these are inserted in the same manner as Supplier Pictures SERVICE NOTES There are 2 Types of notes in this tab: Consultant Notes: These are notes that are relevant to the service that you need to advise the consultant of These notes will pop up as the consultant is adding the service to the Quotation Click New, select Consultant and enter the Name of the note Select the Type of note and the Language Add a validity date by entering a Start and End date; this means the note will only appear to the consultant during the applicable dates Guest Notes: These are notes that are relevant to the service that the guest need to know about As with the consultant note, these notes also pop up as the consultant is adding the service to the Quotation As these notes apply to the Guest, they will appear on the Itinerary Report To create, follow the same steps as outlined with the Consultant note above NB! If the note is applicable to BOTH the consultant and guest, there is no need to add both notes. Simply add it as a Guest Note, as it will show to both the consultant (in the Quotation) and to the guest (on the Itinerary). SERVICE LOCATIONS If certain car rental or transport services have specific pick up and drop off locations, add the selection of locations here: Simply select the location from the drop down list Click Add to add the location to the service

35 T L 4 T r a i n i n g G u i d e : S u p p l i e r L o a d i n g P a g e 35 If you do not find a location in the drop down list, additional locations can be created in Settings; from your dashboard, click on the orange File Menu > Tools > Settings > Locations These locations will then be available to the consultant when the service is being added to a quotation PARENT (AND CHILD) SERVICES If a service is dependent on another service being used first we refer to this service as a child service The child service is connected to its parent service/s so that when the consultant uses the parent service, the child service is automatically added to the quotation as well For example, it is often compulsory to add a contract fee when quoting on car rental: Create the car rental services as you normally would Create the contract fee as normal too o For once-off charges, set the Duration of the service to zero (0); this ensures that the child service is only added once regardless of the duration of the parent services Click on the Parent Services tab Parent Type: select Mandatory from the drop down list Click on the Services tab Select the applicable parent service from the drop-down list of existing services Click the Add Button

36 T L 4 T r a i n i n g G u i d e : S u p p l i e r L o a d i n g P a g e 36 Repeat the previous 2 steps to add all the parent services that this child service is applicable to

37 T L 4 T r a i n i n g G u i d e : S u p p l i e r L o a d i n g P a g e 37 SERVICE VALIDITY PERIODS If a service is only valid for a certain date or period, you are able to add a validity period to that service For example, a hotel has advised that during the Festive Season, the Christmas Eve Gala Dinner is compulsory for all guests staying during this period: Create a new service for the Christmas Eve Dinner Go to the Validity Periods tab in the service Add a Validity Period for the 24 th December The service will be visible to consultants but can only be used in a Quote during these validity dates

38 T L 4 T r a i n i n g G u i d e : S u p p l i e r L o a d i n g P a g e 38 ADDING BULK SERVICES You can also add multiple services at one time by clicking the Bulk New button. These services need to be similar in kind, and have the same Service Type, Meal Basis, Basis Type and Tax Type Enter the Name of the service and click Add Continue to do so until you have a list of services If you have a very long list of services, we recommend that you click the Add button (at the bottom of the screen) every so often, followed by the Save button in the top left corner of the screen The Add Bulk screen will remain open, allowing you to continually add more services and reducing the chances of losing your work Note that as you are adding services, you are also able to adjust the Quantity and Max Pax of each service in the columns provided Once all the services have been added, click Close and remember to go back and adjust the Capacity for adults and children on each service, if applicable You can also add a description and/or picture(s) to each service. Double click the service or click Edit

39 T L 4 T r a i n i n g G u i d e : S u p p l i e r L o a d i n g P a g e 39 Let s insert a few other Types of Services, as these will have different settings. Click New or Bulk New: TRANSFERS: General: o Service Type: Transport o Meal Basis: None (click on the X next to the drop down arrow) o Basis Type: - Per person, if the supplier is charging per seat-on-coach basis - Per unit, if the supplier is charging per vehicle o Tax Type: (applicable to South African-based companies) Exempt if a local service Not Applicable if an international service Capacity: o Max: the maximum amount of people allowed on this transfer if it is based on a particular vehicle size, i.e. 7-seater, 15-Seater o The Adult Base and Max will be the same as the maximum o Min: the minimum amount of people allowed on this service o If there is no maximum capacity, the Max Pax, Adult Base & Max will be zero A description as well as a picture can be loaded, if applicable DAILY TOUR: This service type applies to scheduled or private Day Tours, i.e. Full Day Winelands Tour General: o Service Type: Daily Tour o Meal Basis: None (click on the X next to the drop down arrow) o Basis Type: - Per person, if the supplier is charging per seat-on-coach/scheduled basis - Per unit, if the supplier is charging per tour / vehicle o Tax Type: (applicable to South African-based companies) Standard if a local service Not Applicable if an international service o Start and End Time: set the departure and end time for the tour, if applicable Capacity: o Max: the maximum amount of people allowed on this tour if it is on a particular vehicle size, i.e. 7-seater, 15-Seater, 44-Seater o The base and adult can be the same as the maximum

40 T L 4 T r a i n i n g G u i d e : S u p p l i e r L o a d i n g P a g e 40 o Min: the minimum amount of people allowed on the tour o If there is no maximum capacity, the Max Pax, Adult Base & Max will be zero Description & Pictures: add a description to include details of the daily tour, as well as pictures ACTIVITIES: This service type applies to activities, such as Shark Cage Diving, Scuba Diving, Bunji Jumping, etc. General: o Service Type: Activities o Meal Basis: None (click on the X next to the drop down arrow) o Basis Type: Per Person or Per Unit depending on how this service charged o Tax Type: (applicable to South African-based companies) Standard if a local service Not Applicable if an international service Capacity: o Max: the maximum amount of people allowed on the activity o The base and adult can be the same as the maximum o Min: the minimum amount of people allowed on the tour o If there is no maximum capacity, the Max Pax, Adult Base & Max will be zero Enter a Description & Pictures for the activity TOURS & PACKAGES: This service type applies to multiple-day Tours and Packages that include accommodation services General: o Service Type: Tour or Package o Meal Basis: Select the applicable meal basis, or if None is applicable, click on the X next to the drop down arrow o Basis Type: Per Person Sharing o Tax Type: (applicable to South African-based companies) Standard if a local service Not Applicable if an international service o Duration: the number of days of the tour or package o If the duration of the tour is more than 1 day, also tick the Charge on First Day Only option

41 T L 4 T r a i n i n g G u i d e : S u p p l i e r L o a d i n g P a g e 41 Capacity: Apply the service capacity as you would for an accommodation service: o Max Pax: enter the number of pax, both adults and children, that are allowed to occupy the room o Base Adults: enter the number of adults (Per Person Sharing rates) that need to be charged before the Per Extra Person or Child rates can apply to the pax occupying the room o Max Adults: enter the maximum number of adults allowed in the room o Min Adults: enter the minimum number of adults allowed in the room o Base Child Per Age Range: (these child ages were previously created in the Rate Rules section) Use this setting when children are required to pay the Per Person Sharing rate when occupying a room on their own (i.e. without adults present) Enter the number of Per Person Sharing rates that need to be charged before the normal Child rates can charged to children occupying the room o Max Child per Age Range: the maximum number of children allowed in the room o Min Child per Age Range: the minimum number of children allowed in the room Description & Pictures: add the per-day descriptions of the tour, as well as pictures CAR RENTAL: General: o Service Type: Car Rental o Meal Basis: None (click on the X next to the drop down arrow) o Basis Type: Per 24 hours o Tax Type: (applicable to South African-based companies) Standard if a local service Not Applicable if an international service Capacity: o Max: the maximum amount of people that can fit in the car group o The base and adult will be the same as the maximum o Min: the minimum amount of people allowed in the car group Pictures: a picture of the car group can be added to each service

42 T L 4 T r a i n i n g G u i d e : S u p p l i e r L o a d i n g P a g e 42 EXTRAS, MEALS, ETC.: General: o Service Type: Extras o Meal Basis: None (click on the X next to the drop down arrow) o Basis Type: Per Person or Per Unit depending on how this service charged o Tax Type: (applicable to South African-based companies) Standard if a local service Not Applicable if an international service Capacity: o Max: the maximum amount of people allowed on this service o The base and adult can be the same as the maximum o Min: the minimum amount of people allowed on the tour o If there is no maximum capacity, the Max Pax, Adult Base & Max will be zero Enter a Description & Pictures to the service, if applicable How to apply VAT to services in Travelogic (Applicable to South African companies) All international services (i.e. Services consumed outside the borders of South Africa) are not subject to VAT, and therefore zero-rated. All local services (i.e. Services consumed within the borders of SA) excluding transport are subject to standard 14% VAT. Accommodation = VAT Domestic flights = VAT Domestic cruises = VAT Local charter flights = VAT Tours, activities, game drives = VAT Car rental = VAT Transfers = Exempt Coach Charter = Exempt Domestic flights, booked in conjunction with an international flight ticket = Zero E.g. A client would like a flight from Cape Town to London. The agent books a CPT-JNB flight and a JNB-LHR flight. The first portion CPT-JNB is considered international carriage, and is therefore zero-rated.) Airport Taxes = Exempt

43 T L 4 T r a i n i n g G u i d e : S u p p l i e r L o a d i n g P a g e 43 The Rate Sheet Now that you have created the rate rules and services, we can add the rates to your rate sheet Click on the Rate Sheets button displayed on the ribbon at the top of your screen Select the rate sheet and click Edit SETTING UP THE RATE SHEET: Start by clicking New on the Ribbon at the top of the screen. A New Rate screen will appear: Tick the Services you would like to enter rates for o Click the Select All button if you are selecting all the services Select the Basis Type according to the services you have selected: o For accommodation services, we will select Per Person Sharing, Per Single and Per Extra Person Note the Attach Validity Rules and Attach Age Rules tick boxes at the end of the screen; leave these ticked to apply these rate rules

44 T L 4 T r a i n i n g G u i d e : S u p p l i e r L o a d i n g P a g e 44 Click OK The rates screen will now be populated with the Services, Basis Types and Rate Rules (validity period and traveller age rules) you have selected:

45 T L 4 T r a i n i n g G u i d e : S u p p l i e r L o a d i n g P a g e 45 Note that the Child Ages will always be attached to the Per Extra Person basis Also notice that when allocating the Traveller Ages, it has taken into consideration the Service Capacity: i.e. In the Service Capacity of the Luxury Room, we have indicated that no children are allowed; notice that no child ages were attached to this service At this point, you may delete any lines that you no longer need

46 T L 4 T r a i n i n g G u i d e : S u p p l i e r L o a d i n g P a g e 46 In the example above, we have chosen to attach the Rate Rules automatically However you are also able to manually attach Rate Rules to Services using the following procedure: Highlight the service/s you require, right click, select Rate Rules, and select the rate rule you wish to assign or attach to this service For example, you may have a service that is not applicable to all the validity periods or traveller ages; this Private Airport Transfer is valid for the entire year and there are no child rates: ADDING THE RATES Now that you have set up the Services and Rate Rules, you can insert the Rates 1) If the supplier has provided you with net or STO rates, add these to the Cost column 2) If the supplier has provided you with Rack Rates and Commission Percentage, o o Add the rack rates to the Rack Column Add the commission percentage to the Rack% Column: add the % once, right click, select Copy Value, select Down o Once you have copied the Rack Percentage to all the services, Travelogic will automatically calculate the Cost price

47 T L 4 T r a i n i n g G u i d e : S u p p l i e r L o a d i n g P a g e 47 In the Profit column, you can also set the mark-up that you would like to have applied to this supplier However it is not recommended to add the Profit % (mark-up) on the rate-sheet, as supplier profits override ALL other default and client-specific profit settings. RATE SHEET NOTES (QUOTATION MESSAGES) Click on the Details Button and then select the Notes Tab to add any important notes that are relevant to this rate sheet These notes will appear as a pop-up message on the Quotation Screen a service is added to the Quotation Click New Enter the Name of the note Set the Type and Language Enter the Validity Dates, by adding a Start and End date; the note will then only pop up if the consultant adds a service that falls between these dates Lastly, enter the Description or Content of your note in the data panel (this is a free text area)

48 T L 4 T r a i n i n g G u i d e : S u p p l i e r L o a d i n g P a g e 48 COPY RATES Make use of the convenient Copy Button located on the Ribbon at the top of the screen to copy rates: This function allows you to: 1) Copy the rates of one Service to another For example a supplier may have the same rate for 2 different room types 2) Copy the rates of a service to a different Meal Basis This may occur if a service/room type has rates for both Dinner Bed and Breakfast (DBB) and Fully Inclusive (FI)]. This function is covered in detail in the next section. 3) Copy these services to another Rate Sheet 4) You also have the option to Clear the rates and/or rules of your copied services 5) If the services you are copying contains Components you have the option of copying these components as well

49 T L 4 T r a i n i n g G u i d e : S u p p l i e r L o a d i n g P a g e 49 ADDING MULTIPLE MEAL BASIS RATES Use the Copy Rates function to add rates for multiple meal bases to the rate sheet: Once you have added all the rates for the default service meal basis, let s say Bed and Breakfast (BB), highlight the rates and click the Copy Rates button: From the drop-down, select the Meal Basis that you wish to copy the services to Tick Clear Rates Do not tick Clear Rules, if the same rate rules (i.e. validity period and traveller age) applies to this meal basis Click Copy Components, if you wish the same components to be copied to this meal basis Click OK Enter the applicable Dinner Bed and Breakfast rates

50 T L 4 T r a i n i n g G u i d e : S u p p l i e r L o a d i n g P a g e 50 You can also filter the rate sheet by the Meal Basis column if need be: However your mouse over the name of the meal basis column Click on the filter icon that appears From the drop down list, select the meal basis you want to filter by Remember to un-filter the screen once you are done

51 T L 4 T r a i n i n g G u i d e : S u p p l i e r L o a d i n g P a g e 51 INCREMENT RATES Travelogic also allows you to Increment or Adjust existing rates This is a handy function when there is a definite amount or percentage difference between: Validity Periods i.e. from high season to low season Rate Sheets i.e. from one year to the next Long Stay Rates i.e. from 1-3 nights to 4-or-more nights 1) Follow the steps outlined above to Copy an existing set of rates or a rate sheet 2) Do NOT tick the Clear Rates box 3) Amend any rate rules for the new set of rates 4) Select All, right-click on the rates, select Adjust Value, select by amount or by percentage 5) Insert the amount and click OK For example, from one year to another a supplier may increase their rates 10%.

52 T L 4 T r a i n i n g G u i d e : S u p p l i e r L o a d i n g P a g e 52 APPROVE Once you have entered all the rates, and they have been checked, you will need to Approve the rates in order for them to be used in a quotation Select all (Ctrl + A) or parts (Ctrl + select) of the rates in the rate sheet Click Approve The Approved Column will indicate which rates has been approved and the user that has approved them Follow the same steps to Unapprove the rate/s REMEMBER THESE USEFUL TOOLS WHEN LOADING RATES Rates Filter On the left-hand side of your screen, by ticking the box for the rules you created, you are able to filter the rates and make it easier for you to view them Copy The Copy function allows to you copy existing services from 1 service / meal basis / rate sheet to another Shift Up or Down These buttons situated on the Ribbon at the top of the Rate Sheet, and enables you to order the services Copy Up and Copy Down Use this function when you need to fill an entire column with the same Amount, Meal Basis and Tax Type. Right click on the rate you would like to copy and choose Copy Up or Copy Down Adjust Values Use this function when you need to increment rates; right click and select a percentage or an amount

53 T L 4 T r a i n i n g G u i d e : S u p p l i e r L o a d i n g P a g e 53 Copy Rate Sheets Click on the Copy button on the Rate Sheets tab: You have the option of incrementing the rates of the existing rate sheet for the new rate sheet You also have the option of Incrementing All Dates to the Next Year Travelogic will create a copy of the existing rate sheet as follows: o Double click on the newly copied rate sheet to edit the name and / or rates If you selected to increment the Dates, Travelogic will also a copy of the Validity Periods that are attached to this ratesheet o Go to the Rate Rules screen to edit the names and / or dates of these validity periods to match the new rate sheet

54 T L 4 T r a i n i n g G u i d e : S u p p l i e r L o a d i n g P a g e 54 Copy Suppliers Click on the Copy Supplier button on the Suppliers screen to copy a supplier: Select the items you would like to copy to your new supplier Click Next > Enter the Name of your new supplier Click Finish