Prerequisites and Definitions
Before Proceeding with this type of Tour Series Product, please review the following articles
How to set up TourID in system settings
Step 1 - Navigate to Product
Product --> Products/Tours --> Products
Step 2 - Build your Product Header
Once the Product header screen appears fill in the following areas:
Product Type = Package
Product Code = Enter in a product code that is unique and an indicator of what the product can be. Ex: 6DAYFLR-24 (6 Day Florence)
Name: Enter in a product name that is unique and an indicator of what the product can be. Ex: 6 Day Florence
Number of Days: Enter in the duration of the package.
Departure From and To Dates: The dates the product services are available in between.
Book from and To Dates: Between the dates you wish to make the product available for. Ex: 27 Dec 2022 - 27 Dec 2023 will only have the services withing that product between those dates. Meaning if the user tried to book services associated with this product on 28 Dec 2023, the product would not be available.
Market: Find the market the product needs to be available for. To find out more about market, please see link and find section about Markets https://stknowledgecenter.helpdocsonline.com/settingupyourapplication
Tour ID: Enter in Tour ID to associate with the Product
Active Pax: Enter in the number of passengers you are basing your pricing off of. This value will play a factor on when adding services to your product that has Fix Cost.
And Click on Save
Step 3 - Add Services to your Product
The screen will load with the product header created. Select the row the product is created and click on “Manage Product”
You will be taken to the Plans & Services part of the Product Management application. Click on + in order to add services you wish to include for selling your list product.
Product “Search and Add Existing Service” process allows you to find the services already created to be part of your product. You can search for number of services and narrow down your results by entering search parameters.
Steps are:
Enter in parameters you wish to enter and click on Search
Top “Search Results” will display all the services returned based on the search parameters
Select the services you wish to add to your list product and click on “Add”
On the bottom grid, you will see selected services added
Click on Confirm
Click on YES if you get this error. This warning indicates that the services being added from and to date ranges do not match the product from and to date ranges. This is something we can fix later.
Once the above process is complete make sure to click on “Save All”
Set your Item Roles in the Plans & Services. If you want to know more about Item Role, please review the following Article. Product Item Role Definitions
Step 4 - Create your Departure Dates and Prices
Once the product opens, on the left navigation menu, go to Dates & Prices --> Departure Dates & Prices, and click on +
In the form, enter in the parameters you wish to create the departures for. You have the following options to create departures
Select a Single Departure: Create departure dates one at a time.
Add Departures Individually
Daily: Create departures everyday of the week between the Products from and to date
Weekly: Create departures on certain days of the week. Ex: Create departures every Monday, Wednesday
Day Interval: Create departures any number of days in between. Ex: Create departure every 14 days starting from that date.
Add Departures As Date Range
Creates departure as a full range. This is used for when if the price is always the same when creating departures for the full length of from and to dates and the product is available every day of the week.
In this sample below, we have created departure dates, every Monday Departure
Steps are:
+ to create new dates
Select one of the creation methods mentioned above.
Click on Add Date(s)
Save All
Step 5 - Calculate your Cost and Set your Prices
Once the Departure Dates are Set, Softrip can help you calculate your cost of services included in the package, and set your price based on your Pricing Profile.
Departure Dates and Prices → Calc. Land Prices
Set your Parameters for Calculating for Cost and Pricing
Once the Process is complete you will notice the Land Cost, Land Markup, Adt. Land Price fields are updated.
Click Save ALL to commit your changes.
You have the ability to update the prices of each departure individually or selecting multiple rows and using mass update button on the column header.
Step 5.1 - Daily Itinerary
Navigate to Webpage → Daily Itinerary while in the Product.
Users can add an entry to the Daily Itinerary by selecting the “+” button.
This will open the below menu to fill in the details. They can use the HTML editor tool to further detail their itinerary.
On Day - The Day the Services or Activities you’re outlining falls on
From/To - The system will automatically fill in the Beginning and Ending Departure Dates of the Product. Users can use these ranges for when they have services are only available between certain Departures.
Example: In the image below the “Colosseum” Service is only available to passengers whose Departure falls between Nov. 15 and Nov. 25 2023
Itinerary Header - The title of that Itinerary entry
Itinerary Image - Users can upload an image for more detail on that date
Itinerary Details - Users will use this field to detail that date’s activities
Step 6 - Set your Inventory Management
On the left navigation, click on Operations → Add/Update Inv. Management which will open a new tab to take the next steps
This screen displays the records with the following logic
Text in Black: Inventory Record exists.
Text in Red: Inventory Record does NOT exist and must be created.
The Records will be created filling in the following information. To learn more about inventory values, please review this article: https://stknowledgecenter.helpdocsonline.com/operations/inventory
Contracted: Not required. Placeholder record to indicate the originally contracted value.
Allotted: Required. The number of passengers you wish to allow on the departure
Sold: Not required and can not be updated. This number will be reflected based on the number of passengers already sold from the inventory.
Available: Allotted minus Sold = Available
State: The state is the display of availability of the service. The following values can be entered:
C
Closed Out.
Services are closed out and cannot be sold.
N
No Arrivals.
Bookings are not permitted on the date entered.
This state can be used if there are no arrivals allowed during a specific time frame due to festivals or holidays.
B
Black Out.
Services are blacked out and cannot be sold.
This state is mainly used if there are dates that are blacked out during a specific travel time frame.
Example: During the holiday season at a given destination, the departure is not available from December 20th-December 27th.
R
On Request.
Services are on request at all times, regardless if inventory is available.
A
Active.
Services are available to sell if inventory is available.
Release Days The release days is the number of days prior to departure that the state of the service should be changed.
Release State
The release state is the change of the inventory state based on the number of days prior to departure as set by the release days.
Example
The value entered under the release days for the inventory records 3. The value under the release state is R.
This reads as the following: 3 days prior to the Inventory date, the state of the inventory record will change from A (available) to R (on request). If either an internal or external users attempts to this departure 3 days or less prior to the departure date, the inventory management will automatically display as "on request."
Once you fill in the required information, click on Save to finalize the process.
Step 7 - Schedule when to report your Services - Setup your Product Events
Under the Product Events screen, users have the opportunity to set-up the communication timing for any service type that may exist on the particular group. Having this option supports the ability to report the names and travel dates to multiple suppliers that exist on the group.
While in the Product, from the left navigation go to Operations → Product Events
When creating Product Events
Defining the Fields
Service Type- Users can select a service type from the drop-down list provided.
Example
Users can select the "transfer" service type from the list. When a message is run under Operations, all transfer companies will display, allowing users to send passenger details and travel dates.
Supplier ID- Users can choose the specific supplier ID to set up the communication timing for multiple suppliers that may exist on a group.
Example
The 7 Day Ireland Tours trip has four (3) total hotels. Each hotel has a different check in and different date frame requirement to receive rooming lists. Each supplier and their corresponding communication timing can be set up in the product events screen.
Service ID- If specific service ID's under a supplier require a different communication timing, then a service ID can be entered into this field.
Example
The Wyndam hotel that is part of the New York tour offers an executive suite room category. Because the Wyndam Hotel only offers a small number of these suites, they require their tour operator partners to report the names and dates of travel immediately. However, any other room category at that hotel can be reported 60 days prior to departure.
Comm. Timing (communication timing)- There are 5 different communication timing options.
Days prior - Departure- The days prior departure will calculate the number of days prior to the entire departure on the group. Meaning, regardless of the Check-In date of the Service, the system will report the services on the day of the departure all that one.
Days prior - Service- The days prior service will calculate the number of days prior to the departure date on the specific service.
Note: When using the days prior departure or service options, users will also be using the days prior field. The days prior field is a free form field where users can enter a numerical value.
Example
If a supplier requires that the rooming list be sent 30 days before the departure day, users will enter "30" in the days prior field.
Deposit Received- Setting the communication timing to "deposit received" will trigger reservations to be reported through operation messages once a deposit is received on the reservation.
Payment in Full- Setting the communication timing to "payment in full" will trigger reservations to be reported through operation messages once the reservation is paid in full (there is zero balance due.)
Report Immediately - Setting the communication timing to "report immediately" will trigger reservations to be reported through operation messages as soon as a reservation is created.
Note: The deposit received and payment in full option is relevant to the child bookings and no to the overall group.
Example
The product event on the Miller Family Reunion group is set to "deposit received." A deposit is made on the parent booking itself. This will not be set to be reported to the hotel.
A deposit is then made on three (3) of the child bookings. They will be set to be reported to the hotel.
Days Prior- The "days prior" field is to be used in conjunction with the "days prior" fields.
Message Type- Users can select either a final, payment reminder, and preliminary message types. The "final" message option will send the full rooming list to the supplier and is typically what is selected and sent when sending a message to the supplier.
Header- Users can customize the header in the product events screen. When sending a rooming list through the messages option in Operations, this header will display on the message that is sent to the supplier.
Footer- Users can customize the footer in the product events screen. When sending a rooming list through the messages option in Operations, the footer will display on the message that is sent to the supplier.
TBA Rooms- Users can enter a numerical value under the TBA rooms section. This will display as a "place holder" for potential future bookings on the message.
Example
Users can enter a numerical value of 5 (five) in the TBA rooms field. When a rooming list is sent to a supplier, the message will show that there are five rooms that are still being held.
Include Pre/Post Nights- Enter Y or N
Guide- Enter a number that will indicate how many rooms to display for the tour guide. Leave as 0 if you do not wish to report any tour guide rooms. Optionally, you may also indicate what type of room, using a number plus either S for Single, D for Double, or T for Twin. By default, if only a number is used, then it is considered a Single Room.
Example
1T for 1 Twin; 2 for 2 Singles You may also indicate multiple room types using a comma to separate - Ex. 1S,1T will report 1 Single and 1 Twin for the tour guide.
Driver- Enter a number that will indicate how many rooms to display for the tour driver. Leave as 0 if you do not wish to report any tour driver rooms. Optionally, you may also indicate what type of room, using a number plus either S for Single, D for Double, or T for Twin. By default, if only a number is used, then it is considered a Single Room -
Example
1T for 1 Twin; 2 for 2 Singles
You may also indicate multiple rooms types using a comma to separate - Ex. 1S,1T will report 1 Single and 1 Twin for the tour driver.
Step 7 - Activate your product.
Make sure to edit the header of the product to change to Status to “Active” or “Internal” to make the product available for sale,
This completes the process of creating a FIT Package Product.
Product Build FIT Package Diagram
Related Article(s)
What are Link Codes? Product Item Role Definitions Suppliers Services
Rates Amenities What is a Tour Series? How to set up TourID in system settings How to Create Inventory Management Item for a tour Costing Pricing Profile Inventory How to Create a "List" Product How to Create a "FIT Package" Product