Add Quotation
Book/Request
Booking | Quotation | Child Price Calculation
Main Content
Quotation is a detailed price calculation of the costs for each service based on some criteria set by the Customer, and then sent to the Customer.
Access: Menu > Quotation
Image: List of Quotations
Main actions:
- Click in the upper right corner of the list to Add New Quote
- Right-click on the Quote you want to manipulate, then click:
+ : Edit Quote
+ : Create a new Quote with the same data as the original Quote.
+ : Export sales price and OP price excel sheet.
+ : Export sales program, OP program, split invoices as required.
* To calculate separate rates for each group of adults in the quote: Add adult group > Split bill by group.
+ : Transfer that Quote to the booking list, proceed to the next steps: Confirm booking, transfer to Operation,...
+ : Delete Quote
* If the Quote in progress has already been transferred to Booking, then the button will be blurred and not clickable.
1. Add new Quote
After clicking , The screen displays a request for input. Click at the end of each entered information field to save and move on to the next. Required fields include:
Image: Add new Quote
1.1. Quotation Information (Tab Overview)
CUSTOMER INFORMATION
+ Type: Subjects requesting Quotation (Customers, Partners, Suppliers)
+ Customer: Name of person requesting Quotation
QUOTE INFORMATION
+ Code
+ Quotation Name
+ Starting date: The first day of service (the departure date of the tour in an itinerary)
+ Days: Number of days using the service
+ Adult: Number of adult
+ FOC (Free Of Charge): The number of guests in groups is free of charge. The number of free guests in the group is according to the regulations of each tour (eg: tour leader). If no guest is free, please leave it blank
+ Add Group Adult: Divide the group into small groups of guests to serve the purpose split the bill for each group upon request.
+ Children: Number of children.
+ Curency: Currency applied for the tour (USD/VND)
+ Exchange rate: Currency rates. If the unit of the Quote is the same as the System Default Currency then the rate is 1. If the Unit of the Quote is different from the System Default Currency then click to open the rate table and change the rate (if necessary) or click for the system to update the exchange rate automatically.
+ DiscountPercent: Percentage (%) discounts in the tour, applicable to both adults and children.
MORE INFORMATION
+ Note
+ User assign
After adding the customer's name, the system will display information tabs including: Itinerary, Sales calculation, OP calculation.
1.2. Enter the tour itinerary (Itinerary tab)
There are 2 ways to enter the content of the Tour itinerary:
Method 1: Enter new tour itinerary data for each day
Click at each tour itinerary andclick "Destination". The system will display a pop-up as shown below
+ To Add Destination, click and select Country, City. Then click to Add More Destinations
+ To Delete Destination, click and Confirm.
At each tour itinerary, click to edit the itinerary name and click on the content to edit the itinerary for each tour date, then click
Image: Edit itinerary name and itinerary content
Including:
(1) The tour program of the Tour Product will be applied in the correct order from day 1 to day n for the Quotation.
(2) Select the product tour to be quoted. To Copy product tour itinerary or spreadsheet from Product Tour. The number of days in the Product Tour must be less than or equal to the number of days in the Quotation.
(3) Select "Full itineraries" if you want to copy the entire Tour itinerary; Select "ToCustomized" if you want to edit the order of the tour program.
(4) Click for the system to save the itinerary and display a Popup notification from the system about the option of Copying the worksheet of the Product Tour.
**Function "ToCustomized":
+ Option to arrange the itinerary of the Product Tour on any 1 day in the quote. When pressing "ToCustomized", the system will display as shown below.
+ At each itinerary, tick the box "Applicable date" to apply the Product Tour itinerary on the date ticked in the Quotation
+ Click to finish.
b) Thêm mới hành trình cho từng ngày
Applied with module tour (Full day tour) to combine multiple single itineraries into 1 long-term quote (Applicable only for private tours)
Step 1: Add a new tour itinerary as for the full tour.
Step 2: Click > Product Tour.
Step 3: After selecting the product tour, the system will display a table as shown below, click on the search box and then select the product tour.
When pairing a tour, the system will copy the entire OP calculation table, then click
Note:
Fixed services such as Transportation, Guide system will automatically delete and the quote maker will need to recalculate. Because in a full day journey every day is 1 Guide, but when combined into 1 journey, it will usually be 1 Guide for the whole journey, the same goes for Transportation Services.
1.3. Calculate the detailed price of each service (Calculation Table)
1.3.1. Estimate Sale
In this Sales Worksheet, you can enter an optional General Quotation, is not required to take the exact price of the Supplier's service. This is the area where the Sales staff estimates the tour price based on the tour itinerary and requests sent to customers. Use it like how to do it manually in excel
- VAT 10%: Select type of VAT (Price does not include VAT, Price not yet including VAT, Price includes VAT)
Price does not include VAT | Price not yet including VAT | Price includes VAT | |
Description | No VAT | VAT included, VAT will be added to the total booking value | VAT is included, VAT has been included in the total booking value |
Total pre-tax money | GrandTotal | GrandTotal | GrandTotal / 1.1 |
VAT 10% | 0 | Total pre-tax money * 10% | GrandTotal / 1.1 |
GrandTotal | GrandTotal | Total pre-tax money + VAT 10% | GrandTotal |
Base on VAT = 10% |
- Mark up rate Services: Profit based on each service
- Mark up Rate Total: Profit based on total Nett price of Quotation
Note: VAT Type and Markup Rate will be synced to OP Worksheet
SERVICE ADULT
- Click to Add a new Provider Type, then enter the Estimated Service name in the Service column, enter the Estimated Cost in the column Nett Price, Enter the amount of services in the column Quantity, skip the column Contract to
- After adding new Suppliers and Services of Supplier, column Total -V (đ) display the Estimated Total Cost for the Quotation in 4 forms: Expense/Group (Total Cost), Sale Price/Group (Total Sales), Expense/Adult (T.Pax Cost), Sale Price/Adult (T.Pax Sales)
Image: Sales Calculation Table in Quotation
Note:
+ You can skip the Estimate Sale tab & just complete the Estimate OP tab
+ Single SUP on the price list is the additional fee collected by the customer in case the guest wants to stay in that room alone. Single room fee updated from Estimate OP
+ Operate in Estimate OP to select services by Supplier and calculate the correct price for the tour Quotes
+ Function when clicking at the bottom of each Supplier category
** Contract to: Get data from the Supplier (standard data at standard cost). Supplier data when operating Contract to will also be transferred to the Estimate OP tab
** Contract To:
- Supplier: Click & select Supplier
- The system displays the results as a list of services of the selected provider, click to quickly search for the service in the box Service name
- Select Service Quantity and fix Nett price (if any)
- Tick 10% VAT and Invoice if required by customer. The system will understand that this service price includes 10% VAT
- Tick select the applicable date and type of price applied to the service, the system will display the corresponding date in the Estimate OP tab
- Click to finish
** Cloning: Create a new Provider service with the same data as the original service, you can change it if needed
** Delete: Remove that Service and Supplier. If the service has been selected Standard Data Supplier in "Contract to" then it cannot be deleted at Estimate Sale tab
1.3.2. Estimate OP
MARK UP RATE
- VAT 10%: Select type of VAT (Price does not include VAT, Price not yet including VAT, Price includes VAT)
Price does not include VAT | Price not yet including VAT | Price includes VAT | |
Description | No VAT | VAT included, VAT will be added to the total booking value | VAT is included, VAT has been included in the total booking value |
Total Cost | Total Nett Service Price | Total Nett Service Price (without VAT) | Total Nett Service Price (include VAT) |
Profit | Amount converted after selecting Mark up rate service or Mark up rate total | ||
Total VAT | 0 | (Total Cost + Profit) * 10% | Total Sales /1.1 |
Total Sales | Total Cost + Profit | Total Cost + Profit + Total VAT | Total Cost + Profit |
Base on VAT = 10% |
- Mark up rate Services: Profit based on each service
- Mark up Rate Total: Profit based on total Nett price of Quotation
Note: VAT Type and Markup Rate will be synced to OPs Worksheet
PRICE LIST
Tick select hotels with Single Supplement policy in SS column.
The system then displays the amount to be added (charge) if the guest needs to use the Single Supplement for the selected room type. The charge amount displayed in the Single SUP on the price list in the Total Cost column will be calculated according to the Nett price. You need to correct the amount of charge that guests have to pay in the Single SUP section column Total Sale
Image: Price calculation table Quotes for adults
There are 2 ways to add new services for each tour day:
+ Method 1: At Estimate Sale, clicki Contract to then select the Supplider, the Service provided and select the applicable date, the system will update to the Estimate OP
+ Method 2: Click to add a new Provider Type, Provider name, Service Provider,... then click to finish, in particular:
After clicking and select the Vendor type, the screen appears as shown below: (Example: Select the Supplier Type as Hotel)
Image: Service selection operation in the Quotation.
(1) Select a Supplier
(2) Select the applicable service type (Breakfast/Lunch/Dinner - only for Restaurant service)
(3) Nett price change (if any)
(4) Select the quantity of services to use.
(5) FOC (Free Of Charge): Enter the number of FOCs by service (if any)
Particularly for Hotel service, the system will calculate the total number of rooms to apply the FOC policy.
The remaining types of services can choose the FOC policy on each service
(6) Select Data Adult Group if Tour is required to separate bill per service (Applicable to Cruise and Hotel) for guest groups created at Overview.
(7) Tick the days of using the service (Note: The date when selecting the service cannot be unchecked)
(8) If the total is more than 2 days of service use, you need to select "Applicable Type" (See details on Variable and Fixed Price here)
(9) Other: Applicable to additional services associated with the service being operated, for example: Late Check-out fee, Early Check-in fee,....
If the tour has children:
+ The system displays the number of children entered at step Overview with the applicable service price according to the percentage entered at Supplier.
+ If the child age range is not entered in step Overview or Supplier you choose not to have a child rate policy, the default price applied will be 50% of the service price of 1 adult.
+ Click to finish
+ Repeat the same operations for the remaining Supplier Types.
Note:
(**) If you choose the Service Type as Scenic Ticket, the date of use must enter the Destination, because the system will base on the Destination to display the service. If Destination is not selected, the service panel will be empty. Manage Destination in each tour itinerary, view here
(**) Types of suppliers with the mark at the top is the type of Supplier that has been selected to use the service on that tour day. However, the system does not limit the number of times an Supplier can be selected, so you can still choose an already marked Supplier if needed.
** Giải thích các loại giá trong bảng chiết tính
+ Total Unit Cost: Total Nett price Quote based on total pax
+ Total Unit Sales: Total selling price Quote based on total pax
+ Total Pax Cost: Nett price for 1 pax
+ Total Pax Sales: Selling price for 1 pax
1.3.3. Child Price Calculation
At the OVERVIEW Tab, item QUOTE INFORMATION, select the number of children, the system will display a group of children.
+ Enter the number of children and their age range in a group
+ Click to add new age range of children
At ESTIMATE SALE, below the Adult service table, the Children's service table is displayed. Click to Add New Provider Type, Estimated Provider Name, Estimated Service Name, Service Quantity,.... Same operation as Adult Sales Calculation
At ESTIMATE OP, click to view detailed services and applicable rates for each child range.
In addition to the services that have been ticked according to the services of adults in Adult calculation, you can also add separate services for children, the same operation as Add services in each tour day. The system still applies the price for children according to the policy of each Supplier
1.4. Quote Item
Use Quote item in case the quote is for a specific group of guests and there are additional guests that are skewed in cost (Airfare is higher than the whole group, meals are specially adjusted, some services are changed according to individual needs...)
Principles of application:
+ In the quotation list, the total number of guests includes the number of guests of the original quote + the number of guests of all quote items
+ The number of people in the Overview tab is the number of guests of the original quote, excluding the number of guests arising in the Quote item
+ Estimate OP is the service used for the original quote, corresponding to the number of guests in the Overview tab
+ Calculation OP for each group of customers in the Quote item includes Fixed costs, the system has automatically divided according to the group of customers with the original quote and only displays services that vary according to arising customers for the seller to adjust accordingly.
+ When transferring booking, operating: All services of the original quotation, arising quotation are transferred according to the exact data of the previous calculation.
Add new Quote item
Step 1: In Quote detail > Quote item tab > Click
Step 2: Adjust name, number of guests, departure date for sub-quotes. Click to finish
Normally, the starting date and number of days the system automatically takes according to the original quote
Step 3: Click in the right corner of the quote, select Edit
Step 4: Tailor the services to the customer group in the Estimate OP tab
+ Fixed Service: Fees for fixed services based on original quotation
+ Services vary by quantity, the cost of sub-quotes. You can change providers and services according to your needs
Note to the Accommodation service (Hotel): The system only displays the Supplier's name according to the original quote, the sale needs to re-select the service to use in accordance with the customer group
** When transferring booking, operator: The system will transfer all information and services of the original quote and sub-quotes
2. Actions when right-clicking a Quote in the list
Image: Actions when right-clicking a Quote in the list
- Edit: Edit information or services created in Quotation
- Cloning: Make a copy of the Quote with the same content and services as the original Quote
- Export Price List Sale: Download the price list file to your computer according to the data entered at the " Estimate Sale" tab. File format: Excel, Word.
- Export Program Sale: Download the tour program file to your computer according to the data entered in the "Itinerary" tab. File format: Word
- Export Price List OP: Download the price list file to your computer according to the service data and prices entered in the tab "Estimate OP". The downloaded file will display all the services used in each tour day with the detailed price of each service. File format: Excel, Word.
- Export Program OP: Download the tour program file to your computer according to the data entered in the "Itinerary" tab. File format: Word, PDF (Note: With the selection of PDF format, the screen displays an interface that allows Separating invoices by group of adults calculated in the OP calculation (if any).
- Move to BOOKING: Transfer the Quote to Booking to operate the tour and perform the next steps. The system will create a new Booking according to the services and information contained in the Quote. The "Status" column of that Quote in the list will be changed to "Booking". View actions in Booking here.
- Delete: Delete 1 Quote from the list.
3. Change itineraries of tours and services of the days in the Quotation
In some cases, when the quotation has been completed, the customer needs to change the tour itinerary (for example, day 2 itineraries and services are changed to the top, then day 1 itineraries and services will move down to the 2nd day, ..). If you repeat the quotation, it is very time-consuming, so you can move the itinerary of the days in the tour to match customer requirements.
The TravelMaster system allows users to change the position of the tour itinerary flexibly by: Swap - Up - Down.
The operation to change / move the journey can be done in 2 areas: Itinerary Tab or Estimate OP Tab.
Image: Area of changing position of days in Quotes
Including:
- Up - Down: Click to move it down or click to move that stroke up 1 line- Swap: Click to select the change method.
In Swap there are 3 extended features: Swap, Jump Before, and Jump After. Select the Date you want to change and choose 1 of 3 buttons Swap, Jump Before, Jump After.
+ Swap: The two selected dates will swap positions, the remaining days stay in place.
+ Jump Before: Move up just ahead of the selected date, the following dates will be pushed down 01 position compared to the original.
+ Jump After: Move down placed after the selected date, the previous date will be pushed up 01 position compared to the original.
Note:
1. Itinerary dates that are moved/relocated must contain separate services and are not related to other tour dates in order to be able to move/relocate.
2. In case the itinerary you want to transfer has services related to other journeys (1 service is shared for many days), the system will display a message that the services have been duplicated with a request to act:
+ Delete the replication service: The announced duplicated services will be removed from the date of the tour you want to move and the dates related to that service, and after deletion will move the tour date as required.
+ Cancel: Do not confirm delete and do not move the date anymore, Cancel the operation.
Image: Error when moving any 2 itineraries
4. Formula to calculate Profit (Markup Rate Total) in Quotation
Image: Enter % Profit in Quotation (Markup rate Total)
To calculate Profit in the Markup Rate Total section of the Quote, apply the following formula:
Profit = {[Total Sale(VAT) / (1+ VAT/100) / Total Nett(VAT)]-1}*100
Including:
- Profit: Unit %
- Total Sale(VAT): Total selling price includes VAT
- VAT: Value Added Tax
- Total Nett(VAT): Total Nett price includes VAT
If VAT = 10% then it can be shortened by the above formula as follows:
Profit = {[Total Sale (VAT)/1.1/Total Nett(VAT)]-1}*100
Update: 12/2022
Usage & Procedure
Marketing | Production | Booking service | Operation | Accounting | Finalization | System
More Information
Hướng dẫn nhập Thông tin chung khi tạo báo giá trong TravelMaster
Khi bắt đầu tạo báo giá, bạn sẽ cần điền các thông tin trong tab Thông tin chung. Các trường thông tin cần nhập bao gồm:
- Mã báo giá: Hệ thống tự động tạo mã báo giá hoặc bạn có thể nhập mã riêng.
- Tên báo giá: Đặt tên cho báo giá để dễ quản lý.
- Ngày khởi hành mong muốn: Chọn ngày khách hàng dự kiến khởi hành.
- Độ dài tour: Nhập số ngày của tour.
- Loại khách hàng: Chọn khách hàng từ danh sách phụ trách hoặc thêm mới nếu khách hàng chưa có trong hệ thống.
- Số lượng người lớn, trẻ em: Nhập tổng số người lớn và trẻ em tham gia đoàn.
- Loại tiền tệ áp dụng: Chọn loại tiền tệ cho báo giá.
- % Chiết khấu cho khách hàng (nếu có): Nhập mức chiết khấu cho khách hàng nếu có chính sách giảm giá.
- User assign: Nếu bạn tạo báo giá để hỗ trợ một sale khác, chọn tên của sale đó để doanh thu được ghi nhận cho sale này.
Sau khi điền đầy đủ các thông tin, nhấn vào nút Lưu để lưu và tiếp tục chuyển sang tab Hành trình.
Instructions for entering information in the Itinerary tab when creating a quotation in TravelMaster
After completing the General Information, you will move to the Itinerary tab to set up the tour program details. This tab includes the following sections:
1. Highlights
In this section, you can enter descriptions of the tour's highlights. The input method is similar to writing in Word:
- You can type directly or copy content from other sources and use the Ctrl + Shift + V shortcut to paste without losing formatting.
2. Itinerary
To enter detailed information for each day of the tour, click the Add Day icon. The following information needs to be filled in:
- Day Itinerary Name: Name each day of the itinerary, for example, "Day 1: Hanoi – Sapa."
- Meal Selection: Choose the meals (breakfast, lunch, dinner) included in the itinerary.
- Day Cover Image: Upload a representative image for each day of the tour.
- Detailed Itinerary Content: Describe the schedule for the day, including destinations and specific activities.
- Destinations: Select the province where the sightseeing ticket service is used (skip if there is no ticket service).
- Services: Check the services provided for the day, such as hotels, transportation, guides, etc.
Once the information for one day is complete, click Save to save it. Repeat these steps for the remaining itinerary days. After entering all the details, click Save to store the entire itinerary and proceed to the Tour Costing tab to continue the quotation process.
Instructions for using the Tour Search function to create a quotation in TravelMaster
Besides manually creating an itinerary, you can use the Tour Search function to copy sample tour products or modules from the system and adjust them according to customer needs. The steps are as follows:
1. Access the Tour Search function
- In the Itinerary tab, click the Tour Search button to open a list of available sample tours or modules stored in the system.
2. Select a sample tour/module
- Use the search tool or filters to find a tour that matches your customer’s needs. You can search by keyword, destination, tour type, or supplier.
3. Copy the tour
There are two options for copying a tour:
- Option 1: Search for a tour product to apply to all itinerary days
- After finding the right tour, click the Copy icon to duplicate the entire itinerary in the same order as the product tour.
- When choosing a tour in order, the system will automatically copy the costing sheet of the tour product into the OP Costing section of the quotation. (Note: Be sure to select a tour with the same number of days as the quotation.)
- Option: If you rearrange the order of the itinerary days, the system will copy the itinerary but not the service pricing sheet.
Once copied from the tour product, you can adjust the itinerary to fit your customer's needs. Click Save to complete.
4. Adjust the tour as needed
- After copying the tour, you can modify the itinerary, including changing the days, adding or removing services, editing the content, adjusting discounts, etc.
5. Save the adjusted itinerary
- Once all adjustments are made, click Save to update the information and proceed with the remaining steps in the quotation process.
The Tour Search function helps save time and allows you to easily create quotations based on existing tour products while being flexible enough to meet the specific requirements of each customer.
Option 2: Select tour modules (half-day or one-day tours) for each day
- This function allows you to search and combine half-day or one-day tours into individual itinerary days. You can create a complete quotation by piecing together multiple smaller tours.
- The system will also automatically copy the corresponding costing sheet for each itinerary day into the Tour Costing section.
After finishing the tour selection, click Save and proceed to the Tour Costing tab to continue the quotation process.
Chiết tính OP: là chiết tính chi tiết áp dụng cho quy trình điều hành sau này nếu tour được thực hiện. Bảng chiết tính này sử dụng dữ liệu kết nối các nhà cung cấp trên hệ thống để cho ra 1 bảng dự toán chính xác về các dịch vụ sử dụng trong tour, dữ liệu này được sử dụng cho quy trình điều hành tiếp theo.
Thao tác thực hiện Chiết tính OP
Tại màn hình này các dịch vụ sẽ được quản lý theo ngày hành trình.
Nếu bạn chọn copy theo thứ tự hoặc sử dụng Tour Module ở tab Hành trình thì lúc này bảng chiết tính sẽ được copy từ tour sản phẩm sang, bạn kiểm tra lại các dịch vụ, có thể điều chỉnh thêm/sửa/xóa.
Nhấn ở mỗi ngày để thêm dịch vụ hoặc gợi ý dịch vụ nhanh trên màn hình
Nhấn để chọn nhà cung cấp
Chọn số lượng ở dịch vụ bạn sử dụng. Bạn có thể tìm kiếm dịch vụ theo tên dịch vụ, theo khoảng thời gian áp dụng về giá.
Nhấn để xóa các điều kiện tìm kiếm. Toàn bộ dịch vụ trong nhà cung cấp sẽ hiển thị, các dịch vụ đã quá thời gian áp dụng giá so với thời gian hiện tại bạn đang tìm sẽ có icon tuy nhiên, bạn vẫn có thể lựa chọn sử dụng.
Thông tin cần lưu ý về dịch vụ:
- Ngày áp dụng: Nếu báo giá có 2 trở lên, dịch vụ nhà cung cấp sử dụng cho ngày nào trong hành trình thì bạn có thể tích vào các ngày đó
- Loại áp dụng:
- Biến đổi Áp dụng theo ngày: Giá nett FIT là đơn giá/ngày. Khi sử dụng nhiều hơn 1 ngày thì Thành tiền = đơn giá*số lượng
- Cố định áp dụng theo ngày: Giá nett FIT là tổng tiền dịch vụ, ko phụ thuộc vào số lượng ngày sử dụng. Khi sử dụng nhiều hơn 1 ngày thì Thành tiền = Giá nett FIT
- Giá Cố định (Áp dụng cho cả đoàn): Các dịch vụ cố định tính trên toàn đoàn
- Giá Biến đổi (Áp dụng cho 1 người): Các dịch vụ biến đổi theo số lượng người
Nhấn để hoàn tất, áp dụng tương tự với các dịch vụ khác.
Bạn có thể nhấn để Sửa/Nhân bản/Xóa 1 dịch vụ
Bảng giá
Hoàn tất về dự toán chi phí các dịch vụ, bạn sẽ thấy bảng giá tổng hợp gồm:
+ Thuế VAT:
- Giá không bao gồm Thuế VAT: Khách ko lấy Hóa đơn VAT
- Giá chưa bao gồm Thuế VAT: Khách có lấy hóa đơn VAT và giá này chưa bao gồm 10% thuế
- Giá đã bao gồm Thuế VAT: Giá bán này đã bao gồm thuế trong đó
+ Mark up Rate Services: Tính lợi nhuận trên từng dịch vụ
+ Mark up Rate Total: Tính lợi nhuận trên tổng chi phí dự toán
Bạn tích vào ô vuông ở Loại Mark Up Rate muốn áp dụng, nhấn vào icon để nhập đổi tỷ lệ/số tiền lợi nhuận trên mỗi khách mong muốn.
Sau khi người Bán hàng (saler) đã chốt được các dịch vụ bán cho khách hàng. Người Bán hàng sẽ thực hiện nghiệp vụ Chuyển booking giúp khẳng định Báo giá đã thành công.
Quyền truy cập: Giám đốc, Kinh doanh
Bước 1: Truy cập Menu > Bán hàng > Báo giá
Tại cuối mỗi dòng Báo giá trên danh sách màn hình List Báo giá có nút 3 chấm , nhấn Chuyển booking, sẽ có báo "Chuyển booking thành công" tại góc màn hình phải
Lúc này Báo giá sẽ chuyển trạng thái sang
(Hình: Chuyển booking từ danh sách Báo giá)
Ghi chú:
- Báo giá đã qua ngày khởi hành sẽ không chuyển booking được
Update: 20/03/2024