Tour Desk - Version 8.11

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This module is available in Version 8.11 of RMS only and allows you to setup Tour Operators, process tour charges and produce tour tickets.

If you would like to purchase this module, please do not hesitate to contact your RMS sales person. Email sales@rms-global.com

or go to www.rms-global.com and click on Contact Us tab for relevant contact numbers.

Once activated:

Set-up Procedures:

Tour Operator:

Choose the Client drop down arrow from the top toolbar and select Add Client.

Enter all the relevant details for the Tour Operator in the left hand column.

Client Type: This field is the most important of all, you MUST ensure that you change this field from Client to Tour Operator.

Tour Desk is set up by selecting topics indicated below from the Ancillary Setup menu in the upper tool bar.

Ticket Type: Setup Drop Down menu > Ticket Type

These are descriptions of the types of tickets that are sold and for how many people. eg Adult, Children, Pensioner, Family

Click Add to enter in all the Ticket Types applicable with relevant number of Adults and Children per Ticket Type

Tours: Setup Drop Down menu > Tours

These are the different types of Tours that you associate to a Tour Operator, apply the cost and optional extras available.

Each tour can only be attached to one (1) Tour Operator.

Click Add to enter a Tour.

There are 3 Tabs as follows:

Tour Tab

Click Add to enter in the Tour Details.

Tour Details

Code:

This is a code you can associate to Tour if required (not mandatory field)

Tour Name:

Name of the Tour

Description:

Long description of what the Tour includes

Tour Operator:

Choose from the drop down list those Tour Operators added into the system as per previous step

Account Code:

Choose from the drop down list of Account Codes in the RMS System.

Pickup Point:

Enter in the Pickup Point of the Tour eg. Reception Foyer, bus stop at front of building etc. By filling in this field here, it will automatically fill in when adding the Tour to the Reservation.

Pickup Time:

Enter the Pickup Time of the Tour. By filling in this field here, it will automatically fill in when adding the Tour to the Reservation.

Public Insurance Number:

This field is not currently in use.

In Active:

Tick this box only if the Tour is no longer applicable.

Notes: (appears on Client Account)

Enter a note in here to show on the Reservation account as a comment

Notes: (appears on Voucher)

Enter a note here to appear on the Voucher

Tour Options:

If selected, these are mandatory fields when adding in a Tour on a Reservation.

Pick Up Point Required:

Tick if Pick up Point for Tour is required

Pick Up Time Required:

Tick if Pick Up Time for Tour is required

Tour Operator Requires their own Voucher to be Attached:

Tick if Tour Operator requires own Voucher

Tour Operator Bills by their own Voucher Number:

Tick if Tour Operator has own Voucher number

Deposit (Commission) only to be Paid:

This field is currently not in use.

Tour Date Required:

Tick if date of Tour is required

Tour Operator Requires Confirmation:

Tick if Tour Operator requires Confirmation for this Tour

Tour Operator Requires Confirmation Reference:

Tick if Tour Operator requires a Confirmation Reference for this Tour

Tour Is a Transfer To or From Accommodation:

Tick if this Tour is a transfer either To or From Accommodation. This field is non reportable currently.

Prices Tab

Click Add to assign the Ticket Types to the Tour, the validity dates and price. Add a separate entry for each Ticket Type applicable. eg Separate entry for Adult, Children etc if prices vary.

Optional Extras Tab

Click Add to enter an Extra and price to this Tour eg On a Reef Cruise, Scuba Diving may be an Optional Extra.

Adding a Tour to a Reservation

In Reservation screen, there will now be a new tab called Tour Desk

Click Add to enter a Tour.

Fill in applicable fields choosing Tour Operator and Tour from Drop down list. Blue Fields are mandatory fields if you have ticked the boxes in Tour Setup previously.

Tour Date: Date the Tour will take place

Charge to go on Extras Account: If you utilise Split Accounts, the Tour charge will post automatically to the Accom/Rent account unless this box is selected.

Costing: Change the QTY fields to be the applicable number of persons for this Tour booking.

Actual Cost: This fills in automatically based on the Costing quantities entered above. You can also enter in the number of Adults, Children and Price on the fly.

Choose the applicable Save option.

Once each Tour is saved, a Voucher will print and the Tour charge will post automatically to the Accom/Rent account unless you have chosen the Charge to post on the Extras account.

Tour Desk Options:

Add: Enter a new Tour/s

Edit: Highlight the applicable Tour to be edited on the screen and click on Edit to then make and adjustment to the chosen Tour.

Reprint Voucher: Highlight the applicable Tour and select Reprint Voucher to reprint the Voucher. This will print preview the voucher so you can then choose the print icon along the top of the screen.

Cancel: Highlight the applicable Tour and click Cancel to cancel the Tour. Username will fill in automatically by the user logged into RMS. Fill in the fields accordingly for the cancellation.

Voiding Incorrect Tour Charge:

In the Reservation, go to the Tour Desk Tab.

Highlight the applicable Tour and click Cancel to cancel the Tour as per the Cancel option above.

Tour Bookings Report: Reports > Management > Tour Bookings

Build this report to get a list of Tour Bookings for the selected date range. This report excludes cancelled and voided Tour Bookings.

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