How to create a Supplier Service Video

How to create a Supplier Service Training Video

Contract Loading Services.mp4

Overview

The services screen gives users the ability to tie specific components to a supplier.   Examples of services can vary anywhere from hotel rooms, to transfers, to the tours that are offered by the tour company. 

Users also have the ability to assign occupancy restrictions per service, add service descriptions that will appear on the reservation system or documents and invoices, assign a blockcode to control inventory, select when services should be reported to the hotel, and more.  

 Using a hotel as an example of a supplier, the supplier and service build would look like something below. 

Service Types 

The list of services that are available for users to choose from are pulled from product codes, which can be viewed under Security - System Settings - System Codes.  The service type is a requirement when building a service.   

Definition of Service Types

Air

Service type pulled from the code list.  Users will not be building air segments under supplier services. The service type "air" only exists to assign to air segments when air is booked. 

All

Used for searching purposes only.  When using service type "all", the application will pull back a list of all services created under supplier services.

Car

This service type is used any time is entering the make and model of a car offered by a rental company such as Hertz or Avis.  

Chargeback

The chargeback service type is typically used by internal staff only and will be selected only when a user wants to note that a refund was given by a specific supplier due to issues at the hotel or issues with the tour.  

Conveyance

The conveyance service type exists if users require another way to separate different service types that are similar to tours or fee and is typically only used if companies want another way to separate these services when viewing reports.

Drink

The drink service type is typically used in packages/tours where a drink is included at a particular location.

Entrance Fee

The entrance fee service allows users to build an entrance fee service type.  This service type is typically used in packages/tours where there is an entrance fee for a particular location which can be covered in the overall price of the tour.  

Expense 

Similar to the conveyance service type, users can build expenses to cover scenarios such as room accommodations for drivers of the tour.  Typically priced as a one time fee or a “per item” cost and not per person/per night.

Fee

Fee service types allow users to add fees such as change fees, rebooking fees, or cancel fees to a reservation.  

Foreign Operator

The Foreign Operator service type is typically used when a company is purchasing a package/tour from a third party.  

Guide

If local guides are either included in a tour, or, need to be assigned to certain aspects/stops within the tour itself, users can use the guide service type to ensure they are accounted for on the rooming list or other additional expenses such as their meals.  

Hotel

Any room category under a hotel is build as an HTL service type. 

Insurance

If users are providing an insurance option to passengers, users will load these services under the insurance service type.  

Inventory Management 

Inventory Management items are typically not created as supplier services, rather, are created when building products for tours.  The service type controls the number of passengers per departures for packages with a TourID. 

Maximum Child Age

There are 4 options for this Field.

• Option 1: Enter "0", all children will be treated as Adults (use this option if the adult and child cost/price are the same).

• Option 2: Enter "-1", children are not allowed to be booked on this Service.

• Option 3: Enter -Age, children under that age are not allowed on this service but children over this age are allowed (Ex: -8 means no children under the age of 8 can be booked on this service).

• Option 4: Enter a Max. Age (8), Rates (ChildAge 1/2/3) or Masks (C1-12) must be loaded for all applicable ages in order for a Child to be priced correctly.

Miscellaneous

A service type that houses miscellaneous service types that do not otherwise fit in the existing service types offered within Softrip.  Examples of this may be couples massages offered at a destination or dance lessons.

Package

This service type is automatically generated when a package is built.  Users will not need to build a package service type.  

Promotions

Similar to service type “air”, users would not use the service type promotion to build supplier or marketing promotions.  The service type promotion exists as a labeling mechanism.  For example, if a promotion exists as a line item on a reservation, then that line item label would display as PRO.

Meal

Use the “meal” service type if users want to offer meal plans such as offering breakfast, lunch, or dinner.

Shipping

Accounts for any shipping fees that may be associated to travel documents. 

Tip

Typically used in tours and packages, allows users to pre build tips into the packages to ensure that   passengers are not required to tip during their vacation. 

Rail

Used when building rail services.  

Transfers

Transfers are designed to sell per person or per-vehicle transportation services.  Softrip has specific formats for the Service ID that allows the system to track the pickup and drop-off points for supplier communication.  The below formats are a requirement when adding transfer services under supplier services.  These formats need to be entered under the service ID to ensure the pick-up and drop-off locations are accounted for appropriately. 

Used when building transfer services.  

• One-way transfers - arrival and return transfers are sold as separate services in the booking process.  The Service ID is built to tell the system the Pickup-Dropoff service types.  This enables transfer manifests to look at other service types in the reservation to report where the customers should be picked up and dropped off.  

• Round Trip Transfers for Air/Hotels - for companies that do not offer transfers as one-way segments, you can create a round trip transfer services.  The Service ID does not need a Pickup-Dropoff format.  But it does require a dash in the Service ID.  We recommend RT- as a prefix for the Service ID.  The tracking of pickup and drop-off currently assumes the service types are Air-Hotel-Air. 

Outlined below are the two options users have when entering the masks and desigs for transfers.

Transfer is based on a per person value, used for shuttle transfers

Transfer is a per vehicle transfer.  The first option, M1-2, holds up to 2 passengers, and the secod option, M3-4, holds up to 3 or 4 passengers.  These are typically used for private transfers.  

Service Formats 

Softrip requires that certain services follow a specific format.  Included below is a list of formats that users will need to follow when entering the service ID’s or the service masks. 

Insurance

If your company would like to sell Travel Insurance through Softrip, please refer to the following two articles and follow these steps.

How to Setup Travel Insurance - Knowledge Base - Confluence (atlassian.net)

Supported Travel Insurance Pricing Calculations by Softrip - Knowledge Base - Confluence (atlassian.net)

There are variety of different fields available when creating services.  The below details the options available for users and outlines the potential use cases for the data fields.

Defining the fields

Masks, Desigs, and Inventory

Users are required to enter three key components in the supplier services screen.   These are the “desigs”, “masks”, and noting Y/N under “Inventory (inv)”. 

The desigs are the labels of the service itself.  Users can select “default desigs”, or, they can create their own desigs. 

The masks controls the guest configuration for the service. 

Marking “Y” under “inventory” controls if inventory will be depleted from the block code if the service is taken.  Users can also enter a block code.   If users enter “N”, the service will always be “On Request”. 

Service ID

Similar to the Supplier ID field, each service requires a service ID.  Aside from transfers and insurance, users have the flexibility of creating their own unique service ID’s. 

From and To Dates

The from and to dates control the length of time the service will be available to sell.  This date can vary depending on the service being offered.  For example, if there is particular supplier and service where a contract is consistently signed year over year, users can expand the from and to dates.  

Destination/To Destination

The destination fields identify the location where the service is provided.  This list is pulled from product city codes.  For example, if the Harry’s Hotel is located in Las Vegas Nevada, then the destination will be LAS. 

The "to destination" field is greyed out for most services, however is an option when users are entering services such as cars, rail, and transfers.  For example, if using a car rental then users would enter the destination where a car would be dropped off in the "to destination" field.  If loading a rail service, the "destination" field would be where the rail starts and the "to destination" field would display the destination the rail is traveling to.

The below is an example of a rail service that would be picked up up in London and will stop in Edinburgh.

Description

Users can enter a description of the service under the “description” field.  Similar to the suppliers, this information will appear in the reservation system. 

The “apply” option is available any time existing reservations contain that particular supplier/service and there is an update to the description. 

Voucher Notes

Users can enter details of the service under the “voucher” notes which will appear on the supplier vouchers/documents.  To verify this information, users can select the TravelDoc Voucher Report. 

Voucher Type

Users have the option of setting the voucher type to either “C” for “customer” or “S” for suppliers.  If the voucher type is set to “C”, then users will see the service and information on their vouchers.  If the voucher type is set to “S” it will be hidden from the vouchers.

Itinerary (Itin.) Description

Out of the box, this field is only used for “Custom Products”.  Services that are part of custom products are copied from existing services.  This provides users with the flexibility of modifying the copied (custom) services without effecting the original services.

If information is added to the itin. Description, it will be displayed on the confirmation letter which can be accessed in the report viewer. 

Block Types

The Block Type is tied to the inventory of that particular service type and controls how the service is sold. 

Block: Once the inventory is depleted, users cannot request additional space through the reservation site. 

Freesale: No cap on the amount sold on the service.  Optional tours and transfers are examples of services that would be set to “freesale.”

Partial Block: Once the inventory is depleted, either for the entire duration or for specific nights during the duration,   users can request additional space through the reservation site.  Additional space will be on request only.

On Request: Services will be on request at all times. 

Blank: Leave the block type blank for any services that do not have an inventory tied to it and do not require a confirmation from the supplier. 

Block Code

If inventory will be assigned to the particular service, then a block code must be created.  Once a block code is created, users can control the inventory in the Operations subsystem.  

Each block code should be unique to the service.  The Softrip application gives users the flexibility in creating a unique block code. 

The above is an example of the block code entered into the supplier services screen and the block code field in the operations inventory screen.  See the Operations Inventory article to learn more.  

Status

Users have the option to select five different statuses.  These status types are for internal use only and are designed to allow the staff to communicate their loading progress internally.  These statuses are checked, closed, custom, loading, and pending.  

Currency

Under product exchange rates, users have the option to enter in the exchange rates for different currencies.  This is a manual process and must be maintained by the internal user.  This option supports the ability to purchase, sell, and pay in multi-currencies.

Communication Timing (Comm. Timing)

Setting the communication timing under the supplier services allows users to automate the communication process between the customers and the suppliers.  This option triggers a message that appears under Operation -> Communication. 

Deposit Received

Once a deposit is made on a reservation, the service will be queued to be reported in Operations.

Payment in Full

Once there is no money due on a reservation, the service will be queued to be reported in Operations.

Report Immediately

As soon as a reservation is made with the particular service, the service will be queued to be reported in Operations.

Other

Either no communication is required, the service will be reported manually by pulling reports, or the service will be reported by using product events.

Release Date

The service is queued to be reported via the release date that is set in the inventory in operations. 

Pricing Filters

Users have the ability to choose a variety of different pricing filters in the services screen.  These filters are displayed as checkboxes on the services screen.  

Per 24 hours

Used for car rentals.  If "Y", an extra day will be automatically added to the car rental.

This feature is designed for car rental services. When enabled (signified by a "Y" designation), it automatically extends the rental period by an extra day under specific circumstances. This functionality is works during the shop process based on the selected pickup and drop-off times.

Note: When building Car Rental services to Per 24 hours, it is important to user Design field Mask with a coding structure to control the number of day of rentals of the Service.

Ex: D = Per 24-hour rate, D7 = 7 Day Rental, DX = For any extra days booked on top of D7, the rate would be a certain amount.

Price Per Duration:

This setting, referred to as "Price Per Duration," determines how the service is priced. When set to "Y," the service is priced for the entire duration of use. Conversely, if left blank, the service is priced on a nightly basis. The option is used for mostly Foreign Operator Service, Cruise Services, Coach Services. The logic can apply to other service types as the business requirements may change. Ex: The logic can also apply in case received a contract for the duration of a stay for Hotel Contracts.

Let's delve into specific examples to clarify its application:

By setting this option to "Y," you instruct the system not to multiply the cost by the duration entered for the product. Instead, the service is priced uniformly for the entirety of its use, streamlining the pricing process and ensuring clarity for both the service provider and the customer.

Price Per Item

This setting, denoted as "Price Per Item," determines how the service is priced. When selected, the pricing is applied per item, as opposed to per person. A prime example of this pricing structure is a Hotel Services or Private car transfer services.

Conversely, when this option is not selected, the service will be priced per person. This means that the cost is calculated based on the number of individuals utilizing the service.

As prime example would be Hotel Services. When loading Hotel Rates, the rates are Per Room. When loading a hotel service, and Price Per Item is selected, the Softrip Pricing Engine will calculate the pricing based on the Mask values.

Example: Desig values entered here for Hotel services are

• A = Adult

• C = Child.

• C[Age] = Child up to certain age ex: C12 (Child 12 and under) meaning over the age of 12 will get adult rate.

Based on this setup, when booking 2 Adults in a Room, the system would recognize that for this room category, we need a Twin Room and pricing will be based on per room.

Another example would be a   private car transfer.  If not selected, the service will be priced per person. 

Note: When building Transfer services to price per item, it is important to user Design field Mask with a coding structure to control the capacity of the Service such as M[NumberofPax]-[NumberofPax]

Ex: Car - M1-4 and Van = M5-7 per below. If someone was to book a Transfer for 3 pax, the system would provide a Car at a set price, vs booking the transfer for 5 people, the system would book a Van as a set price.

Divisible

When selected, typically used for buses and guides are divisible with the loaded costs being for the bus or guide.  This cost must be divided by the number of passengers to get the cost per person.  If a service is marked as divisible, it must also be marked as Price Per Item. 

In many scenarios involving services like buses and guides, costs are structured in a manner where the primary expense is attributed to the bus itself or the guide's services. These costs, often referred to as loaded costs, are allocated for the entire bus or guide. However, to accurately determine the cost per person, this total cost must be divided by the number of passengers.

Supplier Service

Setting the Divisible amount

In order to determine the Divisible amount, you have number of ways to set this.

Supplier Rates

While in the Supplier Rates, you can set this value to determine your costing based on passenger ranges. In this case 1-48 means, if cost of service if $1000, calculation will be determined based on number of passengers that booked that service within a Product.

Additionally, within rate structures, utilizing passenger count ranges (referred to as pax ranges) allows for nuanced pricing adjustments based on the number of passengers. For instance, different rates can be applied for groups ranging from 1 to 20 passengers compared to those ranging from 21 to 40 passengers. This approach enables businesses to tailor pricing strategies to accommodate varying group sizes effectively.

Product Header

When adding a Divisible Service into your product, and you do not have the Pax Range in the Supplier Rates for that service, setting the value in the Product Header, will set the calculation value of that divisible.

By defining the divisible value within the Product Header, you effectively determine how the total cost of the divisible service will be distributed among the passengers. This ensures that the pricing mechanism aligns with your business requirements and accurately reflects the cost per person, even in the absence of Pax Range data from the supplier rates.

Plans and Services

Third layer of accounting for divisible count can also be set in the Plans and Services. Once you add the Service to your plans and service that is marked as Divisible, the user can set the Divisible amount to be different than the count that was set in Supplier Rates, and Product Header.

In this Sample below, while the Product Divisible is set at 20 to calculate the divisible services based off of, you can set a number value to override the product and Supplier Rate divisible value.

By leveraging divisible services and implementing rate structures based on passenger counts, businesses can optimize pricing strategies, providing flexibility and transparency while catering to diverse customer needs and group sizes.

1st Night Rate

If "Y", the first night cost will be applied to the entire duration of the service. 

Duration filters

Users can control the duration of the services.  This ranges from setting an overall duration (such as a service that lasts for three days) to the minimum duration (such as three nights).

If users set the overall duration to three, that specific service will be for three days.

If users set the minimum duration to three, users will be unable to book that service for two or less nights.  If the minimum  duration is set to three and users attempt to book the service for two or less nights in reservations, the reservation system will advise the service is not available and that there is a minimum night requirements.

Alternatively, users have the option of setting the maximum duration.  If the maximum duration is set to three and users attempt to book that service for five nights, the reservation system will advise the service is not bookable.   

Operation Days (Op. Days)

Setting the operation days on a service allows users to control the days of the week the service is offered.  For example, a service may only be available Monday—Fridays.  If this is the case, users can either select the days of the week from the drop down list, or enter a numerical value to signify the days of the week.

Maximum Child Age (Max Child Age)

The maximum child age field controls a variety of different outputs in the system such as  the maximum child age allowed on a particular service, or whether or not a child is allowed on the service overall. 

The below are the four input options for the Max Child Age filter

• 0

  • All children will be treated as adults.  Use this option if the child and adult costs/prices are the same.

• -1

  • Use this format if no children are allowed on the service.

• -8

  • Use this format if children under the age entered are not allowed on the service.

• 8

  • Enter this numerical value to designate the max child age.  Please note that when using this option, users must also load the child age ranges under the “masks” such as C1-8

Contract Thru

The Contract Thru on supplier services is available if the services are offered through a third party. 

Location Code

Used for car rentals only, users can select a location code to designate the drop off location.  This requires additional set-up under Supplier Locations in Product. 

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