1 How to Create a Supplier Video
2 How to Create Supplier Training Video
3 Overview
- 3.1 Defining the fields
  - 3.1.1 Supplier ID
  - 3.1.2 Supplier Name
  - 3.1.3 Contract Thru
  - 3.1.4 Star Rating
  - 3.1.5 Communication Method (Comm. Method)
  - 3.1.6 Supplier Type
  - 3.1.7 Document Address
  - 3.1.8 Location Group
  - 3.1.9 Description
  - 3.1.10 Voucher Info
  - 3.1.11 Website
  - 3.1.12 Contact Information
    - 3.1.12.1 Voucher Contact Information
    - 3.1.12.2 Operation/Tour/Group Contact Information
    - 3.1.12.3 Product Suppliers Screen
    - 3.1.12.4 Operation Messaging Screen
4 Related Articles

How to Create a Supplier Video

How to Create Supplier Training Video

Overview

Suppliers are defined as any vendors that provide services which may be included in reservations.

These suppliers can range from hotel chains to transfer companies to insurance providers. The Supplier page offers many configuration options that influence various Softrip applications. Some of these options enable users to customize the type of information displayed in the reservation system or travel documents, while others support automation in systems such as Operations. Building supplier profiles is the first step in ensuring the product line is ready to “sell.”

Supplier Details

There are many fields available under the supplier screens. It’s important for users to understand the purpose of each field and how these fields may affect other screens across the Softrip platform.

Defining the fields

Supplier ID

The Supplier ID is an abbreviated identifier created by the user. It should follow a format that is intuitive and easily understood. Recommended formats include elements such as the supplier’s country code, a three-letter city location code, and an abbreviation of the supplier's name.

Supplier Name

The Supplier Name is the full name of the Vendor. This information will display in systems such as reservations and documents; so, it is important to label the supplier appropriately and only use abbreviations when creating the supplier IDs.

Supplier ID: US-LAS-HAR

Supplier Name: Harry's Hotel

Supplier Type: Hotel

Supplier ID: US-SFTYINS

Supplier Name: Safety Insurance

Supplier Type: Insurance

Supplier ID: MX-CUNRIC

Supplier Name: Ricky's Transfer Company

Supplier Type: Transfers

Supplier ID: GR-ATHSFT

Supplier Name: Softrip Greece Cruises

Supplier Type: Cruise

Contract Thru

The “Contracted Through” field indicates whether a supplier is contracted via another company. For instance, a hotel may be contracted through third-party providers such as Hotel Beds or HBSI. This is not limited to hotel services—it applies to any third party to whom the company reports bookings or pays for purchased services.

Star Rating

Users can assign a numerical star rating to each supplier. This rating will be visible on package landing pages and hotel profile pages when hotel information is expanded.

Communication Method (Comm. Method)

This setting determines how communications are sent to the supplier. The chosen method becomes the default in the Operations Messaging screen and pulls the relevant contact information from the Supplier record.

Pre-populated communication methods include:

Email: Sends to the email address in the supplier’s contact info.
Fax: Sends to the listed fax number.
None: Users must manually input contact details during operations messaging if services are flagged for reporting.
Vendor Direct: Enables suppliers to confirm services via a vendor portal.

Note: Vendor Direct requires additional development. Contact Softrip.

Supplier Type

The “Supplier Type” field is used for classification only. Softrip allows companies to pay all bills—travel-related or not—within the platform. For example, an electricity provider could be entered as a supplier and labeled as non-travel-related internally.

Document Address

Addresses entered in the “document address” on a supplier will appear on the travel documents.

Location Group

The location group is primarily used to group together hotel and transfer services. For example, in some locations transfers may be a different cost depending on where the hotel is located within the destination. By adding the location groups under the hotel and transfer services, users can ensure the correct transfers are being offered when customers are shopping the product

Description

Free-text entries can be added to describe the supplier. This description appears on the reservation site and can include details such as hotel features (e.g., number of floors) or tour highlights.

Voucher Info

Details added here will appear on invoices and travel documents. This should be a more detailed version of the supplier description, such as:

Hotel check-in/check-out times
Tour pick-up/drop-off details

Important: Only use this field if the voucher notes are consistent across all services from the supplier.
To add service-specific notes, use the Supplier Services screen instead.

Ex: Transfer voucher from Airport to Hotel would have different instructions vs Hotel to Airport Transfers.

Website

Users may enter the supplier’s website here. This is for internal use only. If you want it displayed on reservation sites or documents, contact Softrip.

Contact Information

Providing accurate contact information ensures proper communication for reservations and service confirmations. This data feeds directly into the Operations Messaging screen.

When services are ready for reporting, the contact details are auto-pulled, allowing users to efficiently relay passenger names, reservation numbers, room types, and promotionsm the supplier screen.

The contact details will automatically pull in the messaging under operations, allowing the user to quickly report any passenger names, reservation numbers, room and promotion details.

Voucher Contact Information

The contact information entered under “Voucher” will appear on the vouchers and the documents.

Operation/Tour/Group Contact Information

The contact information here appears when running messages in operations. The different input fields allow users to enter a different point of contact depending on the type of trip that is booked.

Example

Hotel X has a point of contact that handles groups. They also have a point of contact that handles tours. Users can enter the different contact details to support the different types of reservations that may be booked.

Product Suppliers Screen

Information entered in the Supplier screen for Ops or Tour Contact email and selected communication method will determine the who to send the rooming lists when it comes to Operations Tour and FIT messaging process.

Suppliers