Adding a New Tour

To create a Tour record, click on the “+ Tour” button. The first field of entry is the tour code which, looking ahead, is what you will initially select when making a booking. Since the codes will display in alpha or numeric order, consider your protocols for coding Tour records carefully. In our example, we have gone with a code representative of the year, the date and the destination.

*Codes must be unique and should not be embedded in another. For example, do not use CRUISE as a code and subsequently create another code of CRUISE2. Doing so will cause problems with linked Booking or Operations records getting co-mingled when you do a “find” on one code or the other. It is suggested that codes be no longer than 12 characters or digits combined since anything longer starts to wrap in many of the fields where the tour code displays. Finally, avoid using punctuation in the codes. It’s important to note that the code will “lock down”, in other words become un-modifiable as soon as you leave the record, so be sure you like it before you leave it.

Enter the Name of the tour. This name will print on invoices and receipts sent to clients.

Enter the Start date, the date the tour begins. Even if you have pre-trip options, you will probably want this to reflect the start date of the “core” package.

Enter the number of Days for the (core) tour. The number of Nights will set based on your input, and the End date will drop in automatically.

Pick a Tour Type and a Destination from the value lists that presents. The values that you see here are maintained in Settings > Business Settings > System Modules > Value Lists. See the Business Settings section in Chapter 1 for more details.

Guaranteed is a “yes/no” indicator of whether the tour will operate regardless of booking activity or any other factor.

As there is booking activity on the tour, a percentage representing the number of active bookings as compared to the anticipated Number of Seats will appear as a percentage in the field labeled Load Factor.

Trip Type is a value list used to indicate if the trip is single or multi day.

Closed is another “yes/no” indicator of whether the trip is open to the general public or is restricted to a closed group.

If your company has multiple divisions or brands, it is possible to have the name, address, contact information—even logo, as needed—for each one loaded in TourTools™. In the Division field, pick from the values that present to identify the “banner” under which the tour will operate.

*Any document that includes a logo, address, and contact information—invoices, receipts, statements, etc.—will reflect details representative of the division selected.

The field labeled “Tour Status” will automatically be set to Active when a Tour record is created. Use the “Hold” value to temporarily stop-sell a tour; Non-Op” will be auto-loaded at the point you cancel a tour; “Lost” will be indicative of a lost sale; “Proposal” is the designation for Tour records that have been created for purposes of making a Proposal; and “Template” is the value to set when you want to duplicate the Tour record.

*As mentioned earlier, the tour code is what you pick initially when making a Booking, and the only ones that will present are those for tours marked “Active” that are still to travel, i.e. departing later than “today”.

Invoice Type is simply an indication of whether invoicing for the tour will be direct to the passengers (Pax) or go via their Group Leader (GL).

Res Status displays “Avail” until less than 10 days prior to departure, at which point it will revert to “Call”.

If you have any questions that are not answered here Contact TourTools Support for assistance.