Quote Defaults Screen

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(continued from Cost Details Screen)

Quote Defaults Screen

This screen enables:

Definition of up to 5 extra services per Service Option

Definition of up to 24 Pax/Price breaks and whether Children and/or Infants should be included in the count.

Define how Service Options and Extras costs should be applied for escorts, drivers and guides for group quotations and bookings.

Screen Shot 33: Add New Option Wizard - Quote Defaults Screen

Define Service Extras

Extra Name 1-5 (20 Char)

Up to 5 extra services and rates can be optionally be defined per Service Option. Extras are prompted to reservation staff when adding a service option to a booking.

Extra Description 1-5 (60 Char)

These are extras fields which are designed to cater for Extras descriptions which will not fit in the 20 character ‘Extra Name’ field.

Where both the Extras Description fields and the Extra Name fields have been used because of the length constraint of the Extra Name field(s), then those Extra Names whose length does not exceed the field length constraint should also be entered into the Extra Description field. This is to avoid confusion when deciding which fields to output on documentation.

Charge Per:

These dropdowns determine how the charging for Extras is to be handled. The dropdowns have the following values:

Pax	Use Pax if an extra is costed on a per Person basis.
Room	Use Room on if an extra is costed on a per Room basis.
Group	Use Group if an extra is costed on a per Group (all pax having the extra) basis.
SCU	Use SCU if an extra is costed per Second Charge Unit (SCU) e.g. per night. This means that when using the service in a quote/booking, entering (e.g.) 3 Nights, the default quantity for the extra will be 3.
FCU/SCU	Use this option if an extra is costed per First Charge Unit (FCU) multiplied by the Second Charge Unit (SCU). This means that if there are 3 Rooms (FCU) times 3 Nights, the default extra quantity will be 9.

Apply Costs To (Dropdowns)

This section defines default settings for when and how Service and Extras costs are automatically applied by Tourplan in quotes and bookings.

There are separate sets of defaults for Escorts, Drivers and Guides and each default setting includes three possible answers:

Yes	Escort/driver/guide will be included in the total Pax count and costed if the Extra is used by Pax
No	Escort/driver/guide will NOT be included in the total Pax count and costed if the Extra is used by Pax
Always	Escort/driver/guide will ALWAYS be included in the total Pax count and costed if the Extra is used (even when the Pax are not using the Extra).

Examples of using ‘Always’:

Example 1

A group overnights in an area where all driver/guide expenses have to be met. The group is based on Room only but an invoice will be received for DBB for the driver/guide.
Breakfast and Dinner are set up as extras and if Always is used in the extras fields against the driver/guide then the system will always add in the costs of Dinner and Breakfast for the Driver and Guide regardless of whether the rest of the group is having the meals.

Example 2

Scheduled Tours where driver and maybe guide need to have certain extras costed (e.g. breakfast) even if the passengers don’t have the breakfast.

A problem in this scenario, is if the extra is set to Always then if the option is used in normal quotes / bookings then it would also be costed in. If the options are specific for a scheduled tour then it could be done without repercussions in other quotes / bookings.

Example 3

If an establishment offers half price rather than full FOC for Escort, Driver, Guide.
Define a minus extra against the option for the Escort, Driver and Guide discount and set apply cost to Always for Escort, Driver and Guide.
The extra would not be selected for the passengers, but if there is an Escort, Driver or Guide the discount would automatically be applied.

Main Option	In an accommodation service, the ‘Main Option’ is always a Half Twin. Answering Yes or Always to this prompt will provide and cost the escort/driver/guide with a Half Twin room.
Extras	Answering Yes or Always to this prompt will provide and cost the escort/driver/guide with the extra.
Single Supp.	Answering Yes or Always to this prompt will provide and cost the escort/driver/guide with a single supplement. This is typically used, in conjunction with the Main Option, to automatically cost a separate room (half twin share plus single supplement) for guides and drivers.
Triple Rdn	Answering Yes or Always to this prompt will provide and cost the escort/driver/guide with a triple reduction.
Quad Rdn	Answering Yes or Always to this prompt will provide and cost the escort/driver/guide with a quad reduction.

Pax Breaks (Numeric, 4.0)

Pax breaks are used when the Service Option costs vary depending on the number of travelling Pax in a quote/booking.

Pax Breaks are not able used for accommodation Service Options, although those accommodation services set up as Apartments utilise the Include Children/Infant settings. Pax breaks are more commonly used in transport, meals or sightseeing Service Options. This should not be confused with FOC entitlements or pricing which is detailed on the next screen. An example of Pax Break use is in the Adding a Service/Product – Group Cost example.

The “9999” and the ‘Include Children in Pax Break Count’ and ‘Include Infants in Pax Break Count’ checkboxes are suppressed where Pax breaks are not available to be used in a Service Option.

Forward

To continue setting up the Service, click the ‘Forward’ button on the Wizard bar. This will display the Quote Defaults screen.

Exit

To cancel setting up the Service click the ‘Exit’ button on the Wizard bar.

Back

If any item on previous screens needs correcting, use the ‘Back’ button on the Wizard bar

(continued in FOC Defaults Screen)

Tourplan iS V2.07 Database and Allocations Training Guide

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