The anatomy of a booking form details a single one-way booking including the passenger(s), luggage and full billing.
General
The critical customer information and their departure information.
- Overview
- Name
Name of the owner of the booking. - Booked by
Optional. The 3rd party who made and can make changes to this booking. - Agent
Optional. Travel agent or account manager who manages this booking and is commissioned, if applicable. - Reference
Optional. An external reference field for tracking with 3rd parties. - Flags
Optional. Flags, if available, will display above customer information. - Jump
This allows you to quickly open another booking for this customer.
General | Schedule
- Overview
- Schedule
Schedule information with departure date and time, departure and arrival location for reference. - Checked
Toggled flag for checked in. - Change
Change the schedule of the booking.
» Find Availability - Board / Boarded
Toggle checkbox for boarding at the gate.
If there is no gate, you wish to mark the booking boarded at check in. - Class and Weight
In a passenger booking scenario, this is number of seats, the class and the passenger weight.
In a shipping scenario, this is the number of pieces, the class and the freight weight.
The icon button can be clicked to set the default booking options for the selected customer. - Tier
- Chart
Shortcut with the current breakdown of the tier. - Pricing
The pricing group assigned to this booking. - Billing Lock / Unlock
This billing lock allows for name, group and schedule changes without affecting the billing to the customer.
This can be effective when a special price is given to a customer. - Fare
- Reset Billing
Refresh the billing based on the latest pricing and fare. - Status
- Transportation
Optional. The pickup and dropoff methods or locations. - Alert
Optional. A highlighted private note for internal employees which is displayed on the manifest. - Priority
Optional. Set the priority of the booking to high, normal or low.
General | Passengers
- Overview
[Delete] will remove a passenger from the group
[Space] will toggle the checked flag for a passenger - Enable Group Booking
This checkbox toggles the group booking functions. - Split Booking
Allows passengers in a group booking to be split off into their own booking.
- Synchronize Billing
Resets the billing for the booking based on the passenger list.
- Add
Add a passenger to the group booking.
General | Passengers | Details
- Overview
- First and Last name
- Linked to Address Book
When a customer is linked to the Address Book, their gender, seats and weight is automatically entered.
The booking can also been looked up from this customer’s profile in the Address Book. - Gender
Selecting the Gender (aka passenger type) will automatically set the seat, weight and fare type. - # of Seats
- Weight
- Fare
- Alert
- Checked
Is used to denote when a passenger in a group booking has checked in.
This can be useful when tracking passengers who arrive separately. - Enabled
An alternative to deleting a passenger from the booking, a passenger can be removed from the booking while the details are still kept on file.
General | Luggage
All the luggage can be combined into a single entry for number of bags with combined weight.
Alternatively, you can enter each bag separately, which allows for individual movement of each piece of luggage.
- Overview
[Delete] to remove luggage from the list. - Bags
# of bags. - Weight
Weight of the luggage. - Ticket
Optional. A custom ticket reference for the luggage. - Add
Add the luggage to this booking.
General | Luggage | Details
- Overview
- Class
# of bags.
The class of the luggage.
The class will generally be set automatically.
Weight of the luggage. - Tier
The tier of the luggage.
The tier will generally be set automatically. - Status
The status of the luggage.
The status is managed by your administrator and usually includes a checked, cancelled and waiting list.
The status determines if the bag will be part of the calculated manifest. - Ticket
Optional. A custom ticket reference for the luggage. - Routing / Transfer Luggage
This allows a bag(s) to be moved to another schedule.
This is useful when there are space limitations and luggage is needing to be shipped at another time.
General | Notes
Notes can be applied to a customer’s profile and to individual bookings.
The notes field can include long comments, email transcripts related to the booking.
- Overview
- Note
Free-form notes field entry. - Add
Add the free-from notes field.
If the note field is blank, a window will open with additional options.
General | History
The history includes information on changes to the booking as well as a billing history.
- Booking History
- Billing History
Shipping
- Overview
- Enable Shipping
Mark this booking as a shipment, opens up the shipping fields for entry. - Shipper
The shipper of the package.
Generally this will be the owner of the booking. - Dropoff by
Optional. The name or ID of the person who dropped off the package. This can be a 3rd party delivery service. - Tracking (Shipper)
Optional. The method and internal tracking or reference number of the shipper. - Date/Time
The date and time the package was dropped off. - Dangerous
Optional. Mark whether the package is dangerous goods. - Receiver
The customer who the package will be delivered.
This defaults to the shipping customer, sending a package inter-company. - Pickup by
Optional. The name or ID of the person who dropped off the package. - Tracking (Receiver)
Optional. The method and internal tracking or reference number of the receiver. This can be a 3rd party delivery service. - Received
The date and time the package was picked up. - Dimensional
Optional. Dimensional weight calculation.
This can be use for calculating weight by volume for billing purposes. - Ready for Pickup or Delivery
Mark the package as ready for pickup.
This allows for packages to be internally tracked when they arrive at their final destination.
Billing
- Overview
- Invoice #
- Billing Area
All the sales, fees, taxes, payment and outstanding amounts are listed here. - Sales
Sales items are comprised of inventory items. - Fees
Fees are generally name, schedule changes and cancellation fees.
These fees are fixed, so when a booking is changes and the billing is reset, these fees are not affected.
Additional fees can be manually added if desired. - Taxes
Taxes are automatically calculated based on the sales items. - Payments
Multiple forms of payments can be added to an invoice. - Outstanding / Refund Balance
- Fares
Fares will automatically generate sales items based on the individual pricing and fare types in the booking. - Add
Manually add sales items to the invoice.
Clicking the drop-down arrow on the right side will bring up additional options. - Edit
Change the pricing, tax details or commission of the selected sales item. - Remove
Remove the selected sales, fee or pending payment. - Payment
Enter a form of payment for the invoice.
Clicking the drop-down arrow on the right side will bring up additional options. - Reverse
Reverses the currently selected sales, fee or payment. - Refund
Reverse the entire invoice and prompt to refund the form of payment. - Lock / Locked
Lock an invoice from any changes to the billing, both manual and automatic changes when changing routes. - Mark Closed / Completed
Mark an invoice is completed.
This is when a booking has is complete and is ready to send to accounting.
