Guide
Guide
General | Contact | Services | Booking | Quotes | Bank Account
Contract | Task | Appointment | Emails |Prepaid ManagementThe Guide System provides data for the operation of the Tour Guide during the implementation process. Therefore, you need to define a Guide as a supplier.
The Guide Supplier system allows the management of Bus suppliers.
to add 01 new supplier, add a minimum of fields marked with *. Then, click 
to save the basic information of the supplier
and then select Edit to continue adding data according to the Tabs shown below:
1. General
+ Code: to distinguish it from other suppliers, this code is automatically generated when add new, can be changed accordingly. Supplier codes can't be the same
+ Status: The status of the hotel in relation to the business
+ Name: Name of the supplier
+ Address: Address of the supplier, including 3 fields Country - City - Address
+ Email: Contact email of the supplier (When the Operator makes a booking with Supplier, this email is automatically used by the system)
+ Phone number/Fax/Hotline: Contact
+ Website: Website of the supplier
+ Services provided: Types of services that this Supplier provides in addition to Guide services (tickets, restaurants, cruises, ..)
+ Evaluation: In the process of using the service, the customer can evaluate the quality of the service. The system will make statistics automatically based on those evaluations
+ Description: Description, general introduction of the supplier
+ File: Attach files related to the supplier such as contracts, business licenses, ...
New: New supplier cooperates with business
Active: The supplier has cooperated with the business for a certain period of time
Failed: Stop cooperating
Urgent: Preferred supplier
Closed: Supplier has stopped working
If one of the 4 fields: Supplier Name, Abbreviation, Bussiness License (or Tax ID) is added with other Suppliers in the system, the system will warn "Duplicate data error" as shown in the picture below. The system allows you to choose Continue saving or Cancel.
Image: Warning when data is duplicated with other Supplier in the system
b) COD: It is a function to set up a payment schedule between businesses and suppliers based on the date of service use
Step 2: In the Command column find the line with the path /cronjobs/supplier_debt.php and click 
to edit and setting
Including:
- Minutes, hours: Time to send payment reminders to accounting email and admin email
- Day of the month, Month, Day of the week, Command, Type: to system default
- Date of notification of supplier debt: The number of days the notice is sent to email before the COD payment due date
- Peration: Open/Close email notification function
For example:
Service date is August 24, 2022.
COD Before: 3 days > Payment date is August 21, 2022.
Debt Supplier notification date: 7 days before > The system will send a reminder email to pay Supplier's debt on August 14 - 20, 2022
The system will send a reminder email to the Accountant's mailbox within the set time until the Accountant completes the payment to this Supplier.
2. Contact
The contact tab has the function to manage the list of Guides managed by the HDV provider. The List of Guides has the effect of providing data to Operate the Guide (applicable in case your business manages this list of guides and the supplier name is your business name).
in the left corner of the Guide supplier screen you are opening.
Including:
+ Code: Guide code
+ Full name: Name of Guide
+ Date of birth
+ Gender
+ Phone Number
+ Tour Guide ID Card
+ Experience: Years of experience
+ Official Language: The most specialized language of the Guide. The software will use this field to display the Guide's name matching the required language in the tour
+ Other Language: Languages that this guide can speak. The software will use this field to display the Guide's name matching the required language in the tour
2: Import the list of Guides. Click 
to display pop-up like below
Step 1: Click 
to download the Excel template file to your computer. Fill in the required information, then Save the file
Step 2: Return to the software. Click Choose file and select the Excel file you just filled in. Click 
to finish.
Note:
When you choose 
, the system will add new data to the list already on the software. When you choose 
, the system will delete the entire current Guide list and overwrite the new list.
Some notes when importing data into Excel files, view here
3. Services
Manage the list of Tour guide services: Languages, service packages,...
Image: List of Tour Guides services
to add a new service, the required information includes: + Code: Service code. Each service will own a unique code and must not be the same code with other services
+ Name of service
+ Language: The language used for the service being operated. To add/edit/remove language options, go to: Menu > Categories > Guide > Languages
+ Applied Time: The period under the contract to apply the price policy for Supplier
+ Currency: Select the currency of the service
+ Nett Price: The price paid to the Supplier
+ Sale Price: The sale price for customers of the travel company
+ Note
+ VAT 10%: If the price in the contract is the price inclusive of 10% VAT, you need to tick this box so that when finalizing the tour, the system can extract VAT-In in the service price.
- Click 
to edit. After editing, click to finish.
- Click 
to delete
to viewNote:
+ Icon 
will appear in the Code column for services that have passed the applied time period.
+ The service price can be selected in many different currencies in the list.
+ To view the service price update history, for the purpose of capturing the price increase or decrease after each change, click 
the system will display Price Change History.
4. Booking
Image: Booking tab in Guide details
- 
displays the total number of bookings/ tours using the supplier's services
- Select the time period from... to... then click 
to search for bookings/tours within the filtered period
- Click 
to print the list of bookings/tours in the filtered period
- Click 
to download the tour/booking list in the filtered period (format: Excel)
- Click at each service to view its details
5. Quotes
Statistics of Quotes related to that supplier in case that Supplier acts as a customer who wants to buy tour, the tab displays the number of quotes for the Supplier on the required tour.
- 
is the number of Quotations generated for the Supplier
- Click to add new quote
at the Quote you want to edit, then change the necessary information.6. Bank Account
+ Click 
to add a new Bank Account. Information to be entered includes:
+ Account number: Bank account number
+ Account name: Bank account name
+ Bank name: Name of the bank registered to open the account
+ Open at a branch: Branch opens a bank
+ Swift code: Bank-specific codes are used in global interbank transactions. Usually, Swift Codes need to be provided when making foreign transactions.
Note: The information fields when adding a new account are required to be filled in, cannot be left blank otherwise it is not possible to add a new account.
- After adding all information, click 
to save the added information.
- Click at the bank account you want to edit, then change the necessary information.
at the Bank Account you want to delete to delete the Bank Account in the list.7. Contract
Manage the list of Contracts signed between the enterprise and the Guide Supplier
Image: Contract tab in Guide details
- Click to add a new Contract. Fill in the necessary information about the Contract, attach the file if necessary, then press to finish. Any fields that are not necessary can be omitted.
- Click at the contract which you want to change information.
- After editing, click to finish.
- Click to detele.
- Click to view
10. Task
Image: Tasks tab in the details of a Bus Supplier.
- Click to add new task. The information to enter includes:
+ Task name: Title of working
+ Estimated Time: Suggested time to do the job, deadline
+ Operate by: Select the recipient of the working, the system displays a list of all user accounts in the system. Multiple people can select at the same time. When clicking Save job, the job recipient will be notified through Email
+ Task: Categorize work
+ Priority: The importance of the working so that the recipient can arrange a reasonable time to complete the work
+ Description/ Note: Detailed content of the working, notes of the Assignor to the Recipient
+ Attachment: Attach files related to the assigned work. After adding the information, click to finish
Image: Add new task
- Click at the task which you want to change information.
- After editing, click to finish.
to detele the Task. to view the Task11. Appoinment
- Click to add a new appointment, the information to enter includes:
+ Content: Appointment content. This is a required field to be filled in.
+ Location: Working place, working exchange
+ Type of work: Choose how to handle work
+ Starting date - Finishing date: Date of appointment
+ Description/ Note: Explain the content, outline through the content, the purpose of the appointment
- Click at the Appointment which you want to change information.
- After editing, click to finish.
to detele the Appointment. to view the Appointment12. Emails
This tab statistics of all emails booked with Guide Suppliers. Bookings with the Supplier are performed in the Operation.
Image: Tab Email in the Guide Supplier
- Click
to view or delete email content booked with the Suppliers. - To resend the email to Suppliers, click
Image: View the email content sent to the supplier
13. Prepaid Management
Manage the amounts paid to Guide Suppliers but not yet used, deduct payment for the next service
Image: Prepaid Management of Guide Supplier
- Click 
to top up the Supplier's prepayments. Including:
+ Description: Explain the reason for the deposit
+ Amount: Additional recharge amount
+ Currency unit: Select the appropriate currency.
Image: Add new Credit
- Click to correct the amount of the deposit added.
- Click to Remove additional deposited funds.
Note:
Amounts in parentheses () are those that have been used, then the system deducts from the total amount deposited and display in the Balance section. If the Balance shows the amount in parentheses, the deposit amount is negative and businesses need to Top-up to use it for the next service of the Supplier.
Update: 12/2022
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