Reservations are the individual supplier bookings that make up a trip. Each reservation will have separate confirmation numbers and pricing.
New reservations are added by opening up a trip and opening the Reservations sub folder then clicking + Add Reservation.
Reorder Reservations by clicking the icon and dragging the Reservation to the desired location in the list. This order affects how Reservations are ordered on the Trip Statement, but does not affect the order in the Client Itinerary as that is ordered by date.
Delete multiple reservations by checking the box next to the records you wish to delete and then clicking the Delete button. Learn more about deleting multiple records.
Copy a reservation by checking the box next to the record you wish to duplicate and then click the Copy button. Click the Paste button to create the new reservation in your trip. The copied reservation will duplicate all information the General, Advisor, attachments/links, and sub reservation sub folders, but will not duplicate travelers or payments.
Note: Copying a reservation with a status of Voided will create a new reservation with a status of Pending.
Customize the columns displayed by clicking Column Customization. Add new columns by clicking the + Add New Column button and selecting an option from the dropdown. Check or uncheck the box for Save Column Layout accordingly. When checked, after clicking Apply, columns will be set in the saved configuration for that user and will be sticky.
Select a Travel Category from the dropdown menu (Air, Cruise, Hotel, Car, Insurance, Miscellaneous, Rail, Tour, Service Fee, Transfer, or Excursion). This is very important, as it will generate category specific info fields below.
Select a Travel Sub-Category if applicable. Learn more about Travel Sub-Categories.
Enter a Booking Date and Status.
Note: Make sure your reservation status is correct. A status of “Pending” means the reservation is a quote and not yet sold. It will be excluded from most reports, and you cannot apply payments toward it. “Confirmed” reservations show on product and accounting reports. "Voided" status is triggered through interface and cannot be manually selected by users.
Select Yes or No under Track Client Payment. Selecting Yes means the agency is involved in the client's payment in some way (collecting information and submitting to supplier or taking payment processed directly by the agency). Selecting No is the typical car or hotel reservation where the agency is not in the middle of the payment as the client pays the supplier directly. Whatever choice you make, the commission will always be tracked.
Select Supplier and Provider from the dropdown menus. If you've booked the reservation direct, the entries will be the same (Example: Blackberry Mountain and Blackberry Mountain). If you've booked through a wholesaler or marketplace, the entries can be different (Example: Classic Vacations and Marriott Camelback Inn). Entering a provider is optional, but will give you more advanced reports.
Clicking Add New Supplier or Add New Service Provider from the dropdown menus will open a new tab to create a new Supplier profile in Tres. Use the Quick Add option in the dropdown menu to open the Quick Add Supplier popup to add the Supplier profile with basic information quickly without leaving the current browser tab. We highly recommend further fleshing out the details of Suppliers created through Quick Add. Learn more about Quick Add Suppliers. Note: Quick Add will not work if you have mandatory tags without default values set for Suppliers.
Enter a confirmation number.
Enter the Total Fare (gross total of the reservation) and the Commission amount or Commission %. Entering a percentage will auto calculate the commission amount.
Note: The Mark-up/Discount field is for for Tour Reservations only. This field can be used to track mark-ups or discounts and is available as a column in table and report outputs. The Mark-up/Discount field does not impact Total Fare, Commission or other fields.
Select View Options from the dropdown menu to adjust if and how the reservation data is displayed on the trip statement and client itinerary. All options are selected by default.
- Viewable On Trip Statement – Displays all client facing data on the trip statement.
- Include Fares On Trip Statement – Fares will display on the trip statement.
- Include Sub Reservation Fares - Sub Reservation fares will display on the trip statement. This option is only available for Cruise and Tour Reservations.
- Viewable On Client Itinerary - Reservation data will appear on the client itinerary.
Add taxes as needed. Click + Add Additional Tax to add multiple tax items.
Foreign Currency
Expand the Foreign Currency section by clicking the arrow to display the relevant fields.
Entering data into the Foreign Currency Conversion Rate and Foreign Currency Total Fare will automatically calculate the correct amount in the Total Fare field. The new amount will be calculated whether there is already data entered in the Total Fare or if the field has been left blank.
Entering data into the Foreign Currency Conversion Rate and Foreign Currency Commission will automatically calculate the correct amount in the Commission Amount field. The new amount will be calculated whether there is already data entered in the Commission Amount or if the field has been left blank.
Foreign currency code and total fare displays on the Trip Statement in the details of relevant Reservations.
Note: When entering a Foreign Currency Conversion Rate, calculate this based the foreign currency to USD.
Deposit and Final Payment
Add deposit dates and amounts and a final payment date. Click + Add Additional Deposit to add multiple payment dates and amounts you wish to track. If you are entering in the reservation after you have already paid the deposit, check off the Completed box. This will prevent the payment reminder from showing on your dashboard.
Itemization
Add itemization by clicking the Add Itemization button.
Enter the Traveler Name, Total Fare, Description, and Remarks. The Traveler Name field will display a list of Travelers linked to the trip if available, though users may manually enter their own data. Itemization is not calculated as part of any totals, but does appear on the trip statement.
Enter Tags, Itinerary Remarks and Supplier Remarks. Note: Itinerary Remarks are client facing and will show on the trip statement. Supplier remarks are internal and private. Tags identify something and use that identification to search in the future. Learn more about Tags.