Booking S.I.C

1. Create a booking for tour services ( Tour S.I.C)

To create a Booking, you need to move to the TaCRM Module to do this CREATION, if you have a role (decentralized as Sale), then after login, your screen will be TaCRM

Step 1: Click then choose Booking

Step 2: Enter data as required by the booking form

+ Do not leave the data requirements blank

+ Requested Service: choose Tour

+ Tick if it is S.I.C Tour

+ Tour Service: Type the tour name with the opening date and "Press Enter to search" will display the fully calculated tours, then click

Note:

+ All S.I.C tours have been opened for sale (Detail Open-For-Sale Tour)

Image: Choose 01 S.I.C tour has been opened

- At the Pop-up panel that appears, follow these steps:

(1) Select departure date (Starting date). To add more opening date for S.I.C tour, go to Menu > Services > Tour Product, right-click on S.I.C tour and click Open tour

(2) Select number of guests: Adult, child

(3) Rank tour

(4) Price: Tick Agent/Sales Price | F.I.T Price

(5) Click to switch to the Table of Calculation

- If there are children on the tour (see more instructions here)

Image: Table of Calculation in S.I.C Tour booking

Including:

+ Click to select Supplier's service (action like Add service in Cost Calculation)

+ Click to edit

+ Click to delete

Then click To update the Table of Calculation, switch to the general information screen and click to finish.

The interface below shows Overview 01 S.I.C tour booking before clicking

Including:

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Some notes when creating Service Vouchers - Booking S.I.C Tour

- Not on tour: Tick If the person booking the tour is not a tour guest, then the system will not display this name in the Member List. Otherwise, the name of the person who booked the tour will be displayed in the Member List.

- Currency: Payment currency in booking.

+ If the booking currency is the same as the system default currency, the exchange rate will be 1.

+ If the booking currency is different from the system default currency, change the rate in the Exchange rate box or click and click for automatic exchange rate update

When pressing MORE INFORMATION

- Note: Notes in booking

- CodeAgent: Enter the agency booking code if this is a wholesale booking for your agency

- VAT/GST 10%: Select type of VAT (Price does not include VAT, Price not yet including VAT, Price includes VAT)

2. Create a booking for retail services

Service options: Hotel, Scenic ticket, Restaurant, Car, Train, Train, etc.

Step 1: Choose service

Step 2: Find and select a supplier, then select the service you want to make a booking of that supplier

1. Select service

2. Click

3. The system displays a pop-up to select the Start date, Quantity and other necessary information

4. Click

5. Below is the finished screen. Fill in the advance, if any, at Deposit. Click to finish.

Note:

(1) After saving the booking, the system will generate a receipt (called a waiting receipt). If you click you can collect the previously created voucher or create another one (this other receipt will increase the value of the booking)

Image: Waiting Receipt in Booking

• Click to collect the previously created Receipt.

• Click to create another voucher (this other voucher will increase the value of the booking)

(2) When entering the advance, the system will automatically add 01 receipt at this booking, you can check and collect according to the following instructions.

- Click on the booking you just created

- Right click on the receipt > Edit

Image: Edit Receipt

- 01 detailed receipt popup is displayed, you need to Enter the payer's name and click

Partial Advance Receipt screen

3. Search Booking

Access: Menu -> Booking/Request -> Booking

Image: Search booking

Here you can search for Bookings by different criteria

- Enter keywords by booking code or booking name.

- Type of search date: The system allows to filter by 2 types:

+ Creation Date: The date the booking was created

+ Date of use: Departure date of the tour (for tour services), date of service use (for other services).

- From .... To ...: Filter period from date ... to date ....

- Status: Request, Cancel, Finish, etc...

- Sale by: Search for bookings by name of Sales staff

- Operator: Search for bookings by the name of the booking operator.

* To view the information of a Booking, we left-click on that Booking . The information sheet of that Booking will be displayed right below.

** Quickly add information of Booking by clicking on Add new or Add in the respective Tab of Booking. Then enter the content according to the required data fields and then click

** Refer to how to edit and delete information of Booking here

4. Functions when right-clicking on a Booking

Image: Functions when right-clicking on a Booking

- View: View bookings in the form of Service Orders

- Edit: Edit information in booking (customer information, tour date, tour service, ...)

- Delete: Delete booking (A booking can only be deleted when the booking status has not changed to "Done")

- Export Price List: Download price list of booking in 3 file formats: Word, Excel, PDF. The file will display all the services used in each tour day with the detailed price of each service.

Image: Download excel file of price list

- Export Program: Download the tour program in 2 file formats: Word, PDF.

- Service Invoice: Download Service Request Form in PDF file or Print Service Request Form

- Utilities:

+ To Process: Transfer to the Operations department for the Operator to perform the steps to book services with the Supplier. Detail here

+ Add Other Revenue: Adding new charges, services/receivables after adding new ones will affect the booking value. After clicking "Add other revenue", the system will display a service receipt, follow the instructions below:

(1) In the "Add" section, select the service you want to add a new one. Add the necessary services in turn

Hình ảnh: Chọn dịch vụ thêm vào trong tour

(2) Select Supplier, edit the price (if any), then tick (if the service has not been paid, do not tick this box). Click to finish.

(3) Back to tab Operation (Menu > Operation > Service Operation > Tab Operation) to confirm service

+ Add Operator: Add the person responsible for operating the booking, add an operator for the booking. This action can only be done when the booking has been transferred (transfer to operation).

+ Clone to New: When you click this button, the system will default to CANCEL the current booking (original booking) and switch to a new booking with customer information and tour service information still remaining according to the original booking.

+ Change Service Operation: Change the service already in the tour. This action can only be done when the booking has been transferred (transferred to the tour operation). If the booking is still in the state of Booking, you need to right-click on the booking and click Edit to edit the services in the tour.

+ Cancel: Cancel an ongoing booking. (Note: Transfer bookings made (operator transfer) past the departure date cannot be canceled. The system will notify you that "The service in this booking has been performed. Cancellation failed".

- Log: List all operations related to that booking

Note: Items not in bold: Sales Request, Debt Collection, Send Email, Send SMS, Merge Mail, Templates, .. VietISO is under construction so there is no complete function.

5. Status on Booking

Each booking in the list will display a status for the Sales staff to know what status the booking is in, including 7 main statuses: Request, Order for Service, Operated, On tour, Finish, Cancel, Finalized

Image: Status on booking

(1) Request: Status when booking is transferred from Quote. For this case, it is necessary to press "To Confirm", and then transfer to Operations.

Access: Right-click on Booking > Utilities > To Confirm

(2) Order for Service: The status of the booking has just been created and can be edited according to customer needs. Either the state after clicking "To Confirm" from state (1).

Access: Right-click on Booking > Utilities > To Process

(3) Operation: The status of the booking has been transferred to Operation and the current date has not yet reached the departure date

(4) On Tour: The status of the booking has been transferred to Operation and the current date is the date in that tour itinerary.

(5) Finish: The status of the booking has been transferred to Operation and current date has passed compared to the date in the tour itinerary

(6) Cancel: Booking status is Canceled due to customer not using anymore or some other reason.

Note: To Cancel a booking, the departure date of the booking must be the current or future date

(7) Finalized: Is the state in which the booking has been transferred to Operation. The tour is completed and the operator changes the tour status to Finalization

Access: Right-click on Booking > Finalized > Confirm

6. Information tabs at each booking

When clicking on each booking, there will be information tabs displayed so that the sale can know the status of this booking

Image: Information tabs at each booking

Details and functions of the Information Tab:

a. Tab Service

Display a list of services used in the booking (including 2 types: Tour services and Non-tour services) with the total booking value and the number of guests in that booking.

b. Tab Member List: Display the list of customers going on tour. You can add 01 new customer to the Member List in the following ways:

• Add one: Add each customer to the list. The system displays 1 row of information for you to enter.

• Add: Add more customers to the list. The system displays multiple rows of information for you to enter.

• Import Excel: Use the Excel file to import the Member List into the system.

• Export Excel: Export the Member List Excel file.

** Note:

+ The number of lines (rows) generated in the table will correspond to the number of guests in the booking. For example, when booking with 5 guests, 5 lines will be generated.

+ If you want to delete a certain customer's information, right-click on that row and select Remove row.

c. Tab Real Income:

- Add Receipt: Add new receipts, external receipts related to the booking being operated. Click then fill in the required information in the form.

Note: If the main receipt of the booking has not been paid (not ticked yet) then the system will display the message of Waiting Receipt as shown below:

• Click to collect the previously created Receipt.

• Click to create another voucher (this other voucher will increase the value of the booking)

d. Tab Estimated Expense

Displays expected payments to suppliers. Click to add services to the booking.

e. Tab Other Expenses

- Display expenses related to booking.

- Click to add discount vouchers for customers. Fill in the required information and click to finish.

g. Tab Task

- Displays a list of assigned tasks related to that booking.

- Click to add a new job, fill in the required information and click to finish.

h. Tab Appointment

- Display Appointments related to booking.

- Click to add a new Appointment, fill in the required information and click to finish.

i. Tab Note

- Display the Notes related to the booking.

- Click to add a new Note

Image: Add a new Note

Including:

+ Title: Enter title of Note

+ File Name: Click SELECT FILE to select attach files

+ Note: Enter a description for the note

The above 3 fields are required fields and cannot be left blank

- Click to finish.

j. Tab Log

- Display system operation history

7. Transfer booking to operation

Access: Right-click on booking > Utilities > To Process

• Enter the name of the person who is responsible for the tour/booking task

- Click to finish.

Note:

- The system will send an email to the Operator assigned to operate the tour/booking

- Actions to perform Operation, see details here

=> When the Transfer is done, move to the Service Operation step: View here

Update: 12/2022