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.
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.
- Reservation General
- Reservation Travelers
- Reservation Advisors
- Reservation Attachments/Links
- Reservation Payments
- Reservation Sub Reservations
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.
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.
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.
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.
- 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.
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.
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.
To associate travelers with a reservation, open the Travelers subfolder and click Link Travelers. This generates a search menu below.
Enter data into your filters and then click Search to pull up a list of available travelers in your system. Don't see your traveler? Further refine your search results by adding new filters or click + Add Traveler to open a new tab and add a new traveler record.
Check the boxes next to each traveler you wish to associate with this reservation.
Click Link Selected Travelers.
Repeat this process to associate additional travelers.
If you have existing reservations in the trip with travelers linked, you will have the option to select the Link Existing Traveler tab to quickly link travelers associated with other reservations in your trip.
Once travelers have been linked to a reservation, designate a primary traveler by toggling the Primary button next to their name.
Disassociate a traveler by checking off the box next to their name and clicking Unlink Selected Travelers.
Add an advisor to the reservation. Select the advisor's name from the dropdown menu and enter the commission percentage or commission amount. Advisors will only show in your search results if you have already added them to your system. Learn how to add an advisor. Tres has made it simple to split commission between multiple advisors with the + Add Advisor button.
Note: If your advisor profile has default commission percentages entered, that amount will automatically populate after a successful save of the reservation and trip.
The date of the advisor pay reconciliation will display next to Date Paid. Once reconciled, the row cannot be edited.
Add any attachment by clicking + Add Attachment/Link. This will open up a pop up. To add attachments, simply drag and drop or browse for the file on your computer.
To add a link, enter the url and a description in the appropriate fields and then click Submit. Links to content are preferred as they are dynamic and take up less space in your system. Once the content is changed, the dynamic link in the client record is automatically updated.
Note: We recommend including the upload date when naming attachments and links. (Example: 5/1/22 Smith Viking Client Confirmation).
See a list of all payments associated with a reservation here. Clicking on individual payments will open a new tab showing full payment details. Click here to learn more about Payments.
Once all your reservation data is entered, click Save Reservation to Trip.
Click Save All at the top right corner of the screen.
Reservation Sub Reservations
Tour and cruise categorized reservations will display a Sub Reservation submenu option. Use sub reservations to record further details about the reservation and break it down into individual components. It is optional, but generates a more detailed trip statement as well as more advanced reports.
To add a new sub reservation, open the Sub Reservation subfolder and click + Add Sub Reservation. This generates a section below to enter details.
Select a Travel Category from the dropdown menu (Cruises are not currently available).
Enter a Booking Date and Status.
Select a Provider from the dropdown menu.
Enter a confirmation number.
Enter Itemization, Tags, Itinerary Remarks and Supplier Remarks.
Click Save Sub Reservation.
Repeat this process to create any additional sub reservations.
Click Save reservation to trip at the top right corner of the screen.
Delete one or more sub 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.
Once a reservation has been saved successfully, users will be able to generate a Reservation Statement designed to generate a statement for a single reservation. This is primarily used to submit to a supplier for commission.
The report can be exported as a pdf, emailed, or printed using the appropriate buttons.