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Last update - v.8.3

Table of Contents

Your own tours are created according to the common scheme and begin with choosing the necessary category and entering general information about the tour.

Information

General information

To create a new tour,

  1. On the Self-operated products menu click Tours.

  2. On the Tours page, click Create. The New tour page appears:

  3. On the New tour page, specify the following information:

    • Name: type the name of the tour.

    • Supplier: select the tour service supplier.

    • Transaction currency: select the currency to use for settlements with supplier. The selected currency will also be used for configuring tariffs, price-lists, setting penalties, etc.

    • Same board type: select the check box in case you do not allow different board types for tourists of one room type.

    • Destination locations: specify one or more destination locations:

      • Click Add. The Choose the city window appears:

      • In the window, locate mouse pointer into the box and start typing. After you type 3 characters the system will display the list of suggestions containing the defined characters. The items on the list are arranged by the alphabet. If you do not see the required item in the list. type some more characters - it may appear later.

      • Alternatively, click Select from the list to select the destination place from the drop-down.

      • Click Add.

    • Duration: specify the tour duration - type the number of days the tour lasts for.

    • Short description: enter a brief tour description. The description will be displayed on the Search results page.

    • Description: enter a tour description. This description will be displayed in the window with the detailed description of the tour.

    • Picture: upload a picture characterizing the tour.

      • To upload a picture from your PC, in the Upload file group, click Add, browse to the required picture, click Open and then click Upload.

      • To upload a picture from an external web-source, click Upload via link to expand the form. Locate mouse pointer into the bar, enter the required web-link and click Upload.

4. Click Save.

Creating

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Catalogue

You can organize categories of self-operated tours as directories and avoid creating them for every tour. The directory contains the list of categories. You can sort the categories by accommodation type, by extra services or by any other criterion convenient for you.

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For example, in case you create new tour categories and sort them by accommodation type, all categories that are used for creating a new type of accommodation during a particular tour are displayed in the directory. They are added to the list of the standard categories and are available for selection:

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Page

For example, in case you create new tour categories and sort them by accommodation type, all categories that are used for creating a new type of accommodation during a particular tour are displayed in the directory. They are added to the list of the standard categories and are available for selection:

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Creating Tourist Categories

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Creating Tourist Categories

You may differentiate prices for self-operated products depending on the category of tourists who buy them. The Adult tourist category is created in the system by default.

New tourist category

To create a new tourist category,

  1. On the Self-operated products menu click Tours.

  2. On the Information tab, in the Tourists group, click Create. The New tourist window appears:

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  2. In the New tourist window, specify the following information:

    • Name: type the name of the category.

    • Category: select the category type - whether it refers to adults or children.

    • Default: generally the Adult tourist category is created automatically and set as default. However you can change the default category selecting the Default check box.

    • Age: specify the age range acceptable for the category. (info) Please pay attention that in case you create several tourist categories (e.g. infant, child), the age ranges should not overlap. Thus, in case age range for Infant is 0 to 2, the age range for Child should start with 3 years old.

    • Description: describe the tourist category.

  3. Click Save.

  4. Click Close. The new tourist category is added to the list of available categories.

Creating Accommodation Types

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  1. Open the required tour.

  2. On the Information tab, in the Accommodation group, click Create. The Accommodation window appears:

  3. In the Accommodation window, specify the following information:

    • Name: locate mouse pointer into the box and type the name of the accommodation option.

    • Type: from the drop-down, select the accommodation type in regard to its capacity, e.g. a single, double, family room, etc.

    • Category: from the drop-down, select the accommodation option category. The category list displays only the entries that your create in the tour directory.

    • Description: locate mouse pointer into the text field and type the tour description to display on the search results.

    • Capacity: specify the room capacity for the accommodation type.

  4. Click Save.

Calculating Accommodation capacity

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Calculating Accommodation capacity
Calculating Accommodation capacity

Creating Board Types

For self-operated tours, besides accommodation types, you should create board types available for tourists.

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  1. Select the required check boxes. Specifically:

    • Offer on Search results: the board type is displayed as a main option on search the search results page.

    • Offer as alternative: the board type is displayed when clicking Show all offers and can be selected instead of the main option.

    • Not available: the board type is not available withing the borders of the selected tariff.

  2. Click Save.

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Creating Extra Services

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Creating Extra Services

You can specify Extra services that are offered for tourists. For instance, it can be a visit to an art gallery, a museum, a trade center.
To add an Extra service to a contract of a self-operated tour,

  1. Open the required self-operated tour.

  2. On the Information tab, click Extra services. The New Extra service window appears:

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  2. In the New Extra service window, specify the following information:

    • Name: type the name of the Extra service.

    • Category: select the Extra service category. In case there is no suitable option, select Other.

    • Offer this Extra service: In the group, specify the conditions of the Extra service availability.

    1. In case you want the service to be available for all event services, click always.

    2. Alternatively, in case you want to restrict the service availability, click only when booking the following accommodation.

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    3. Click Add accommodation. The Accommodation window appears:

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    4. In the window, select the required accommodation types. The Extra service will be offered for tourists only in case a tourist books the selected accommodation type.

    5. Click Apply.

    • Price per: In the group, specify the method of price calculation: either per service or per tourist. In case you select per service, while creating price- lists for Extra services, you will be asked to specify the price for the Extra service itself irrespective of the number of tourists who books the service.
      In case you select per tourist, the total price for the Extra service is the sum of the prices payed by the tourists who buy the service.

    • Calculation type: specify how the price will be calculated. In case you select by service, the fixed price is paid by a tourist irrespective of the number of days/nights the service lasts for. In case you want to calculate the price depending on the number of days or nights, select by day or by night respectively.

    • Adult/children: specify for whom the Extra service is rendered - whether it is oriented on adults, children, or both age groups.

    • Service provider: specify the organization that provides the Extra service either a supplier or a tour operator.

    • Description: locate mouse pointer into the text field and type the extra service description to display on the search results.

  3. Click Save. The Extra service is added to the list of available Extra services and displayed on the Extra services page.

Prices

GP Travel Enterprise allows you to set prices for self-operated services in 2 different ways:

  1. You can create a tariff first, and then operating within the settings of the tariff, add price-lists, discounts, commission plans and other regulation a particular service requires.

  2. Alternatively, you can separately create price-lists, set discounts, develop commission plans and then link them to tariffs.

New tariff setting

Let us have a closer look at each of the steps. Tariff means combination of conditions for price offers – e.g. you can have:

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Let us consider the constituents to be filled in on the Tariff page.

Price-Lists setting

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Price-Lists setting

General information

Click the Price-lists bar to expand the form. The following form appears:

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To connect a price-list you need to:

  • Specify price-lists for working with your suppliers and clients.

  • Add corresponding price-lists to the tariff.

    To add a price-list click Add price-list. The Price-lists window appears:

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  • In case you already have created a price-list, select the required one from the drop-down.

  • In case you have not created a price-list previously, select Create price-list from the drop-down. After you click Create price-list, the New price-list window appears:

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Choose the suitable price-list type. There are the following price-list types to choose from:

  1. Original (price per pax, board type inclusive): prices are calculated for an adult tourist, the board type is already included in the allocation price. Prices for allocating different tourist types on extra places are calculated from the price per an adult with the same board type and accommodation.

  2. Pensionate (price per pax, board type inclusive): prices are set per tourist, the board type is already included. Prices for allocating different tourist types on extra places are calculated from the price per the same board type for an adult on the main place.

  3. Pensionate (price per room, board type inclusive): prices are set per room independently from the number of tourists, the board type is already included. Allocation prices for different board types are calculated from the prices per basic board type of the room.

  4. Hotel (price per room, extra charge for board type): prices are set per room independently from the number of tourists. Boarding prices are set separately from allocation prices.

  5. Hotel (price per pax, extra charge for board type): prices for different board types are calculated per tourist and are set separately from the accommodation price. Allocation prices for different tourist types on extra places are calculated from prices per an adult on the main place.

The details and examples of calculation are further explained in the New price-list window.

  • Click the required price-list type and click Continue. The New price-list window appears:

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In the New price list window, the information to be specified is arranged ontwo tabs:

  • General Information;

  • Prices for accommodation.

To proceed with a price-list creation,

  1. On the General information tab, specify the following information:

    • Name: locate mouse pointer into the box and type the name of the price list.

    • Price list is active during: fill in the required information in the table. Specifically,

      • From the Tariff drop-down, select the tariff to connect the price-list to. In case you did not create any tariffs and decided to start with creating other constituent, select the default Standard item.

      • In the Date from... to... group specify the period of the price-list validity.

      • In the Min. days and Max. days groups, specify the minimal and the maximal duration of the service to which the price-list will be applied. Thus you can create different price-lists for short-term and long-term trips.

      • In the Days of the week group, select the days on which the price-list will be applied. For example, you can create different price-lists for week days and week-ends.

      • To create a copy of the period, click Copy. The identical table line will be created. It may particularly useful in case you create several price-lists with minor differences. It is easier to copy an existing price-list period and make some corrections.

    • Description: locate mouse pointer onto the text field and enter the price-list
      description.

Example
If you want to use different rates for work days and week-ends during one season (for example, from September 1 to December 31, 2025) you should create two price-lists with the same duration terms but configured for different days of the week. In the first price-list (for week days) you should select days from Monday to
Friday and select week-ends only in the second one:

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  2. Click Save and click Prices for accommodation to proceed to the next tab.

  3. On the Prices for accommodation tab, specify the prices for services:

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While adding prices, you can use fixed rates or mathematical functions. In the former case, the cell that is basic for further calculations, is highlighted in gray. When applying functions the basic rules are as follows:

  • Every new room type is considered a basic cell. The basic sell is the sell used for further calculation.

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  • The price of every further board type withing the current room type is calculation the base of the default board type in the group:

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  • The price for children, seniors or any other tourist categories, except from the default one (usually, adult) is calculated form the price for an adult for the same room and board type:

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  • The price for extra bed both for default and additional tourist categories is calculated from the price of the room type the extra bed belongs in compliance with the board type of the room:

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  • Please pay attention that in case you enter the wrong data format, for example, a per cent figure into the basic cell, the system will show "error" displayed in the rate area.

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Creating price-lists

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Creating price-lists

Creating Original and Pansionate price-lists (price per pax)

When configuring Original and Pensionate (price per pax) price-lists, the price per room is set for every tourist separately. A cell with a rate for an adult on a main bed is used to calculate accommodation price for a particular room. The rates for other types of tourists, room types and board types are calculated in compliance with the above mentioned rules rules. When creating Original or Pansionate price-lists, you need to fill in the rates for every existing room and board type for every tourists category. Locate mouse pointer into the corresponding boxes and type the rate to apply for the calculation for a certain room/board/tourist type.

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Creating Pensionate price-lists (price per room)

With the Pensionate (price per room) price-list you can set one accommodation price irrespective of tourist categories and the number of guests. In such a price-list you can set accommodation prices for every room type. The price for allocation with the basic board type already includes the board type cost. If the hotel provides tourists with additional board types (for example, half board) the accommodation price is displayed separately. When calculating the cost of extra meals that are not included in the accommodation rate, the cell with the extra meal rate for an adult with a standard bed accommodation is used as a basis. Locate mouse pointer into the respective box and type the rates for a certain room type.

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Creating Hotel price-lists (price per room)

For the hotel price-list (price per room) you can specify common prices for every room type irrespective of the tourist categories. The board type price is specified separately. The calculation of board rates for different tourist categories is based on the standard board rates for an adult. On the Prices for accommodation tab, first fill in the data in the Base allocation prices group. Locate mouse pointer into the respective box and type the rates for a certain room type.

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Then, click the Extra charge for board type bar to specify the extra charges for board type. In the Extra charge for board type group, enter the rates for board types for every tourist category. To apply the entered figure to all the board types for a certain tourist category, click the downward arrow symbol. The data entered into the basic cell will be transferred to all other meal types within a certain tourist category.

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Creating Hotel price-lists (price per pax)

For this price-list, the hotel rates for extra meals are the same for all room types and are specified separately from the basic accommodation rates. In this case the calculation of the accommodation rates for different tourist categories and rates for extra bed accommodation is based on the rates for main accommodation of an adult in the room. The calculation of board rates for different tourist categories and for extra bed accommodation is based on the standard board rates for an adult. On the Prices for accommodation tab, first fill in the data in the Base allocation prices group. Locate mouse pointer into the respective boxes and type the rates for room types for every tourist category.

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Then, click the Extra charge for board type bar to specify the extra charges for board type. In the Extra charge for board type group, enter the rates for board types for every tourist category.

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To apply the entered figure to all the room/board types for a certain tourist category, click the downward arrow symbol. The data entered into the basic cell will be transferred to all other board/meal types within a certain tourist category.

After the price-list is set, click Save. The price-list is added to the directory and can be used for making up a tariff.

Setting price-lists for customers and suppliers

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Setting price-lists for customers and suppliers

If you’re going to use only your net price-list (based on your contract with supplier) and add markup for your clients within the settings of your sales channels – then within configuration of your transfer select the option Use the same price-lists for both customer and supplier:

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If you want to set separate price-lists for customers and suppliers (not via logic of applying markups, but create absolutely different prices), click Use net price-lists for supplier and gross price-lists for customer. Separate forms for net and gross price-lists appear:

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>>If you want to include taxes for customers and suppliers, then in tariff settings you can select the option "Taxes included":

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If you want to create a new tariff that differs little from existing ones, then in tariff settings you can select the option "Inherit prices from the following tariff" and add only some changes to new tariff:

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Penalties setting

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Penalties setting

To connect a penalty plan to a tariff,

  1. On the tariff page, click Penalties to expand the form. The following form appears:

  2. Click Add. The Penalties window appears:

  3. From the Name of the penalty to be applied within the indicated tariff drop-down, select the item of your choice. Specifically,

    • In case you have previously created a separate penalty plan, select the required one from the drop down.

    • In case you create a tariff first and have no penalty plans created, click Create. The New penalty window appears:

  4. In the window, specify the following information:

    • Name: type the name of the penalty plan.

    • Description: in the text field describe the penalty plan.

    • Cancellation terms: in the group specify the conditions for penalties application and the cancellation charges:

    1. from the drop-down select the number of days before the check-in date when the penalties are applied.

    2. select whether to calculate penalties in currency units or in per cent from a certain sum.

    3. in case the penalties are calculated in per cents, specify the price from which they are calculated: total price or a price for a particular number of nights/days.

    4. To add another penalty rule, click Add button ((plus) ).

    • Penalties are active during: in the group, specify the tariff for which the penalty plan will be applied and the terms of its application.

  5. Click Save.

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Board Types setting

In the Board types group, define which of the previously created board types should be displayed on the Search results page and which should be displayed as alternatives.
To specify the board types for the tariff,

  1. Click Board types to expand the form. The following form appears:

  2. Opposite a certain board type, select the check box corresponding to the
    required mode of display.

  3. Click Save.

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Terms of Use setting

To connect the terms of use to a tariff,

  1. On the Tariff page, click Terms of use to expand the form. The following form appears:

  2. Click Add. The Terms of use window appears:

  3. In the Terms of use window, specify the list of conditions under which the tariff is applied. (info) You can link the tariff to one, several or all specified conditions. In the latter case the tariff is applied only if all the conditions are observed. Specifically,

    • Early booking: the tariff only applies if a customer books a service the
      specified number of days before the service start date.

    • Booking occurs at the day of the specified interval: the tariff applies if a
      customer books a service any day within the specified interval.

    • Min/max duration: the tariff applies if the period of booking corresponds to
      the specified minimal and maximal duration.

  4. Click Save.

Discounts setting

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Discounts setting

To connect a discount to a tariff,

  1. On the Tariff page, click Discounts to expand the form. The following form appears:

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  2. Click Add. The Discounts window appears:

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  3. In the Discounts window, from the Add drop-down, select the item of your choice. Specifically,

    • In case you have previously created a separate discount, select the required one from the drop-down.

    • In case you create a tariff first, click Create discount. The New discount window appears:

  4. In the New discount window, specify the following information:

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    • Name: locate mouse pointer int the box and type the name of the discount plan.

    • Discount: specify the amount of the discount. From the drop-down, select whether to calculate the discount in per cents or in currency units. Then locate mouse pointer into the box and type the value itself.

    • Discount period: specify the period when the discount is active.

    • Specify dates from … to for discount period;

    • Choose one option from the list Apply for discount. (info) Optional: This discount is applied in accordance with the conditions configured in the "Discounts" section of this tariff; Always:This is discount applies regardless of tariff.

    • Choose the option from the list Discount type who will be provided by. (info) Supplier's discount: A discount that is provided by a supplier and is calculated from the net price;Tour operator's discount: A discount that is provided by a tour operator and is calculated from the gross price. Tour operator's commission is calculated from the net price.

    • Accommodation type: specify for accommodation types the discount will be applied.

      • Click Add to service. The accommodations window appears:Select the accommodation types on which to apply the discount.

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      • Click Apply.

    • Guests: specify whether the discount is applied for all tourists or for particular tourist categories.

      • Click Add categories. The Guests window appears:

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      • Select the required tourist categories.

      • Click Apply.

5. Click Save.

You can add any number of discounts to the tariff. Note that In this case the effective periods of different discounts can overlap. For this purpose you need to specify whether all discounts, only one discount or the best discount should be applied:

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Note

To make any corrections to a created discount, select the required one from the drop-down
and click . The Discount window 🔎 appears where you can make the required corrections.

Price-Lists for Extra services setting

  1. In Price-lists for Extra services group, click Add price-list for Extra services. The Price-lists for
    Extra services window appears:

  2. From the drop-down select the item of your choice. Specifically,

    • If you have already created price-lists for Extra services, click the required one.

    • In case you have no price-lists for Extra services created, select Create price-list for Extra service from the drop-down.

  3. The New price-list for extra service window appears:

  4. On the General information tab, specify the price-list for extra service name, as well as the period when it is active and the description.

  5. Click Save and proceed to the Price-lists for Extra services tab.

  6. On the Price-lists for Extra services tab, specify the rates and the availability of Extra services:

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When Extra services are booked, their prices are calculated on the basis of the service rate valid on the check-in date.

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Tags setting

Every new product or tariff has a “public” tag by default. This means that they are available for search and booking for all customers.

However, you can create additional tags. In this case, if a products or a tariff contains at least one additional tag along with the “public” tag, the conditions of the additional tag are applied to them.

For instance, if you add the “private” tag to the product, it is only displayed in search results for the customers that have access to the “private” products according to the contract. This means that the customer contract must contain either the “private” tag, or several tags, including the mentioned above, for example: the "public" and "private" tags. The product is unavailable for customers if the “private” tag is not included in their tag list.

Note

Please remember, that in order to manage product availability through tags you should list them in the customer contract in the same way.

Availability

Seat allotments settings

With the seat allotments you can indicate the number of seats that are currently available and specify the dates of service booking.

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Expand
titleExample

Suppose you have an agreement with the supplier on 25 single rooms of the Standard category to be booked from June 1 to June 30 and all double rooms are offered upon request. To set this number of guaranteed allotments in the system:

  1. Click Create Allotment (see Group 1 in the figure below).

  2. Set the time span from June 1 to 30 (Group 2).

  3. Select the required allotment, category and room type (Group 3).

  4. In the Quantity group, click Limited and specify the number of rooms that you can offer (Group 4).

  5. Click Update (Group 5).

The number of guaranteed rooms that you set appears on on the diagram:

and in a table report:

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Expand
titleExample 3_Decreasing the number of allotments.

Let’s consider another example.
Suppose that for the given accommodation type, 15 allotments are set for the period from January 1 to January 31. During the period from March 1 to March 15, five units are booked. At the same time
during the period from March 1 to March 15 the number of allotments is decreased by ten by a user.
As a result:

  • Starting from March 1, the number of allotments is equal to 5 (15-10), including the number of booked rooms - 5 and rooms available for booking - 0.

  • During other periods (from January 1 to February 28 and from March 16 to December 31) the number of allotments is equal to 15.

Blockout dates setting

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Blockout dates setting

To set blockout,

  1. Click Blockout (Group 1);

  2. Select sub allotment, category and room type for which you set blockout
    (Group 2);

  3. Click Set blockout (Group 3.)

  4. To reset blockout click Reset blockout (Group 4). This function permits to cancel all previous settings on block-out with saving all other allotments.

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Viewing the List of Tours

To view the list of tours, on the Self-operated products menu, click Tours.

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  • The entries in the table are sorted by the Name. In order to change the sorting criterion, click the corresponding column head (e.g. Supplier, Status, etc.);

  • To change the order of sorting, click the column one more time. Forexample For example in case sorting by name is applied, the entries in the table are sorted from A to Z. To apply the reverse sorting order, click Name column head. The entries are now sorted from Z to A;

  • In case the number of entries in the list is sufficient or if you need to find a particular tour, use the search form at the top of the page:

  • In the search form, fill in the boxes and click Search. the list of tours will be contracted to those fitting your search criteria. To clear the search form and return to the initial state, click Reset.

  • In order to download the list of tours as XLS/XLSX-file, click (XLS) above or below the table of tours. The list of entries displayed on the page will be downloaded to your computer.

Info

In some cases, the browser you use may not allow downloading files from external web-
sources. In such cases, configure the file export. The configuration procedure varies depending on the browser you use. Please, refer to the browser web help for detailed information on exporting
data.

Viewing/Editing Tours

To view or edit a tour,

  1. On the Self-operated products menu click Tours.

  2. In the table of tours click the required one.

  3. The Tour page appears:

  4. Go to the required tab and click Edit to switch to editing mode.

  5. Make necessary corrections.

  6. Click Save.

Deactivating Tours

In order to deactivate a tour,

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