Cruise

The Cruise Supplier system allows the management of Cruise suppliers.

Access: Menu -> Supplier -> Cruise
** There are 02 ways to add new data
1. IMPORT: Download the sample excel file on the right corner of the screen
Add the following minimum data requirements:
Image: Minimum data when import data
Note:
Data format & notes when adding data and uploading to the system, view here
If duplicate data: Supplier Name, Short Supplier name, Country name, City, Address, Rank, Email, Phone already available in the system, after Uploading the Import file, the system can't import (except for the case of ticking the box Allow to overwrite existing suppliers)
2. ADD NEW SUPPLIERS: manually add 01 hotel supplier
Step 1: Click to add 01 new supplier Cruise, add a minimum of fields marked with *. Then, click to save the basic information of a cruise.
Image: Add basic information for 01 cruise
Step 2: In the list of Cruise suppliers, click on the name of the Cruise or left-click on the menu bar and then select Edit to continue adding data according to the Tabs shown below:

1. General

Image: General tab of Cruise supplier
Including:

+ Code: To distinguish it from other providers, this code is automatically generated when add new, can be changed accordingly. Supplier codes can't be the same

+ Status: The status of the supplier in relation to the business

+ Cruise: Name of supplier

+ Type of Cruise: Select cruise type (The options for cruise types can be changed at Menu > Categories > Cruise > Cruise types)

+ Star: The star class of the cruise

+ Cruise Class: Class of Cruise (The options for Cruise Class can be changed at Menu > Categories > Services > Cruise > Cruise Class)

+ Address: Address of the supplier, including 3 fields Country - City - Address

+ Email: Contact email of 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 supplier

+ Services: Types of services that this Supplier provides in addition to cruise services (tickets, restaurants,...)

+ Description: Description, general introduction of the supplier

+ File: Attach files related to the hotel such as contracts, business licenses, .....

NOTE:
a) Supplier Status: There are 5 statuses, which are shown in a colored square in front of the provider name:

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

Including:

- COD Before: Pay for Supplier before the date of service use

- COD After: Pay for Supplier after the date of service use

c) Weekend: Is the function to set the weekend according to the policy of each different hotel supplier and make it easier to calculate the hotel room price.

  • When calculating tour price, the system still defaults to using weekday prices because it is not known when the guests will go. When transfering to booking and quotation (knowing the EXACT time the guests will go) the system still defaults to showing weekday prices to avoid errors in case guests book hotels on both weekdays and weekends. At this time, the seller needs to re-add the weekend price according to the hotel's price based on previously added hotel Supplier. To review hotel prices, select to review price list.
d) To set the time to the system sends email notification of payment date, set the following settings:
Step 1: Access Menu -> System -> General Configuration -> Cronjobs Configuration

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

Manage the list of created Cruise contacts such as Director, Sales, Accountant,...
Image: Contact tab in Cruise Supplier details

- Click to add a new contact, then fill in the required information

- Click at the contact want to change the information. After editing, click to finish

- Click to delete

- Click to view
Image: Add new/ Edit a contact
Note: Fields marked with * are required fields, cannot be left blank, otherwise the contact cannot be saved.

3. Cabin Class

Cabin Classes as well as the number of Cabins that the Crusie Supplier has.

Image: Cabin Class tab in Cruise Supplier

- Click to fill in more information about Cabin Class. The system opens the Popup interface allowing to fill in data according to the form:

Image: Add new Cabin Class

Including:

+ Tittle: Name of cabin

+ Total Rooms: the number of Cabins

+ Number of persons.../room: Standard number of person in the room of this cabin class

+ FOC (Free Of Charge): is a policy of free to use the service when a guest makes a reservation that reponses the number of rooms previously set out

+ Note
- Click to edit. Then, click to finish.- Click to delete

4. Cabin Rates

The price of each cabin class in the cruise.
** There are 02 method to add Cabin Rates
1. IMPORT: Tải file excel mẫu dịch vụ cabin
Click will display a pop-up table as shown below

Step 1: Click to download the sample file

Step 2: Enter data into the file and then upload it back to the system

Step 3: Click để hoàn thành thao tác tải file lên

Note:

- Button Important: Overwrite all old room data has the function of overwriting existing data in the system at the respective Supplier. The system will check the service code to override.

- When adding the data to the Excel file, you need attention, view here

For example: Service A has code 123, the system checks correctly this code 123 to overwrite data on the service. All remaining services won't be affected.

Step 2. Add: Click to add new cabin rates for each Cabin Class
Image: Add new prices for each class of cabin
Including:

+ Enter the required information in the table. Then, click to finish

+ Code: Service code. Each service will own a unique code and must not be the same code with other services

+ Cabin Class: Click to select the Cabin Class entered at the Cabin Class tab. Or click to add a new Cabin Class.

+ Service

+ Itinerary: Cruise itinerary. Cruise options can be managed at Menu > Category > Cruise > Cruise itinerary

+ Applied Time: Time to apply the supplier's price list according to the signed contract

+ Currency: Select the currency of the service

+ Nett price (2pax): The price that the Supplier agrees to provide the service (service purchase price) is applicable for 2 persons/ room

+ Sale price (2pax): Service price is applicable for 2 persons/ room

+ Nett price (1pax): The price that the Supplier agrees to provide the service is applicable for 1 person/ room

+ Sale price (1pax): Service price is applicable for 1 person/ room

+ Note

+ VAT 10%: If the Nett price includes VAT, please tick this box

Note:

+ Fields marked with * are required fields, cannot be left blank otherwise the information cannot be saved.

+ To view the price update history to catch the price increase or decrease after each change, click , the system displays Price change history.

5. Other Service

Services other than cabin services (restaurants, sightseeing tickets, airline tickets, cars, etc.)
  • To add other services except cruise to the Cruise supplier, click , then click on the desired service and click to the selected service.
  • To add other service click , add the information in the pop-up panel and click

6. Booking

Statistics of tours using the services of that Cruise

- 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

7. 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.

Image: Tab Quotes in Cruise details

- is the number of Quotations generated for the Supplier

- Click to add new quote

- Click at the Quote you want to edit, then change the necessary information.

8. Bank Account

Statistics of Bank Accounts that Cruise Suppliers use to make transactions.
Image: Bank Account tab in Cruise details

- 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.

Image: Add a new bank account

- After adding all information, click to save the added information.

- Click to edit, then change the necessary information.

- Click to delete the Bank Account in the list.

9. Contract

Manage the list of Contracts signed between the enterprise and the Cruise Supplier

Image: Contract tab in Cruise 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 the contract.

- Click to view the contract

10. Task

Manage the list of internally assigned tasks related to the Cruise Supplier

Image: Tasks tab in the details of a Cruise 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.

- Click to detele the Task.
- Click to view the Task

11. Appoinment

Manage a list of scheduled appointments with Cruise Suppliers.
Image: Appointment tab in Cruise Supplier

- 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

Image: Add new Appointment

- Click at the Appointment which you want to change information.

- After editing, click to finish.

- Click to detele the Appointment.
- Click to view the Appointment

12. Emails

This tab statistics of all emails booked with Cruise Supplier. Bookings with the Supplier are performed in the Operation

Image: Tab Email in the Cruise 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 Cruise Suppliers but not yet used, deduct payment for the next service

Image: Prepaid Management of Cruise 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