Creating a new guide contract

Guides can be reserved as standalone-services or they can be attached to groups and escorted tours as staff.

Guides that are reserved as a stand-alone services can be reserved as a walking tour or they can accompany passengers in a vehicle. Walking tour guides are priced on a per-day basis. Guides that accompany the passengers in a vehicle are priced on a min-max basis per day. The customers choose between different vehicle sizes according to their needs.

Guides that are attached to groups and escorted tours are priced on a per day basis. In the price list, you will have three price levels - Full Day, Half Day and Transfer. By using these price level names, when creating a calculation sheet, in the Itinerary tab, you can view the total number of full days, half days and transfers, the guide is reserved for.

Guides are categorized according to language, allowing you to search for guides in a specific language in Products - Contracts. You can also view the guide language, in the Reservations System, in the search results and Guide Details page.

With escorted tours, if the guide is added as an individual service, in the individual travel file the guide is created as a standard transaction. If the guide is added to the itinerary, in the group travel file, the guide is created as a net-transaction.

• Requirements

Mandatory requirements

• Supplier account: The reserving supplier, service provider and the supplier paid are the same account.

• Destination: The guide destination.

• Category: The guide language.

Optional requirements

• Service attribute: If you are working with sub-services, you can use the service attribute to create a guide sub-service.

• Markets: Markets are used to define different rates for separate groups of travel agents or customers. With guides the selling price is usually the same for everyone so you will not need to create any markets. However, you may have guides that offer a reduced price to travel agencies that produce a high volume of business, and for those travel agencies you will need to create a separate market. For example, the ABC Travel Group offers the guide a high volume of business, and therefore is entitled to receive a 20% discount. In the contract, you need to define two markets: the default market all in which the supplier price per day is 100 USD, and the ABC Travel Group market in which the supplier price per day is 80 USD. You can define the markets in advance, or create them when creating the contract.

• Season: The validity of the contract. You can create the season in advance, or create it when creating the contract.

• Price levels: You will have a price level for each reservation length: Full Day, Half day. If you are working with calculation sheets, you need to create the Full Day, Half Day and Transfer price levels because in the Itinerary tab of the calculation sheet you can view the sum total of the number of full days, half days, and transfers in the itinerary. You can create the price level in advance, or create it when creating the contract.

• Price components: With guides for individuals that accompany the passengers in a vehicle, you will need to create different main price components for each vehicle size. With guides that offer walking tours and guides for groups, you will have a single main price component, which is the guide's salary. Supplements for guide services can be additional hours, additional KM, tolls, and expenses. The supplements can be quantified.

• How

1. Go to Products - Contracts.



2. Click Click here to add a new item, and select New Guide.

   A new item page opens in the Guide tab.

   

3. In the General expander:

1. Mandatory. In the Name field, enter the name of the guide contract.

2. Mandatory. In the Supplier field, select the supplier account.

4. In the Product Information section:

1. Mandatory. In the Destination field, enter the guide destination.

2. If relevant, in the Location field, select the guide location.

3. In the Language field, select the guide language, which is the category associated with the guide contract.

4. In the Attribute field, select the guide service attribute.

5. In the Address & Phones section, enter the guide's contact information.

This information is displayed on vouchers issued to the service provider.

6. Select the Description File/Pictures expander:



7. To upload an HTML or PDF description file, that can be viewed in the Reservations System, in the Guide Details page, in the Description section:

In the travel file, in the travel file header, if you click the Print button, and select Send Documents, you can send the description file as an attachment in an e-mail message.

1. Click Upload.

The Upload File dialog box is displayed.



2. Click Choose File, and select the HTML or PDF file to upload.

3. Click OK.

The Pictures section is not relevant for guide contracts.

8. Select the Advanced Definitions expander.



9. In the Voucher and Transaction Definitions section, the fields are initialized according to the definitions in the Supplier Paid's supplier account. However, you can edit these fields if necessary. Editing the fields in the contract does not affect the definitions in the supplier's account.

10. In the Display in Booking System section, you can promote the guide in the search results that appear in the Reservations System:

• Select Always on top to display the guide first, regardless of the sorting method in the Reservations System.

11. In the Status section, if you want the guide to always be displayed as available, select Service status OK up to X days prior to departure, and enter the number of days prior to the service start date in which the guide will be displayed on request.

The Time Limits section is not relevant for guide contracts.

12. In the Gross Prices section, select how to calculate the selling price:

• Based on this price list's definitions: Both the net and selling price are taken from the price list during the query process.

• Based on the Business Rules Markup Definitions: The net price is taken from the price list, and the business rules are added to it to create the selling price.

13. In the VAT section:

This section is only relevant if you are working according to the Sales and Purchases accounting method.

1. If the guide price includes VAT, in the Price Includes VAT field, select Yes.

2. If the VAT percentage is different from the system default, in the Include VAT percentage different from system default field, enter the correct VAT percentage.

14. Select the Price List tab.

15. Click Save, and continue to create the price list for the guide contract.

Related links

• Products - Contracts