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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
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information
To create a new tour,
On the Self-operated products menu click Tours.
On the Tours page, click Create. The New tour page appears:
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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Category
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.
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
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,
On the Self-operated products menu click Tours.
On the Information tab, in the Tourists group, click Create. The New
tourist window appears:
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.
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Please pay attention that in case you create several tourist categories (e.g. infant, |
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5. Click Close. The new tourist category is added to the list of available
categories.
Creating Accommodation Types
For self-operated tours you should specify all options of accommodation
available for tourists. To add a new accommodation type,
Open the required tour.
On the Information tab, in the Accommodation group, click Create. The
Accommodation window appears:
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.
Click Save.
Calculating Accommodation capacity
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For self-operated tours, besides accommodation types, you should create
board types available for tourists.
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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.
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,
Open the required self-operated tour.
On the Information tab, click Extra services. The New Extra service
window appears:
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.In case you want the service to be available for all event services, click always.
Alternatively, in case you want to restrict the service availability, click only
when booking the following accommodation.Click Add accommodation. The Accommodation window appears:
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.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.
4. Click Save. The Extra service is added to the list of available Extra
services and displayed on the Extra services page.Setting
Prices
Tariffs settings
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.
Combining Event Tariffs
Tariff means combination of conditions for price offers – e.g. you can have:
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To configure a tariff for a self-operated eventtours,
On the Self-operated products menu, click Tours.
In the profile of the required tour, go to the Prices tab.
On the Prices tab, in the Tariff group, click Create. The New tariff page
appears:
On the New tariff page, first specify the tariff description:
Name: enter the name of the tariff.
Contract number: specify the number of contract with supplier related to this
tariff.Hide tariff name from client: select the check box in order to hide the name
of the tariff from product customers.Description for internal use: locate mouse pointer into the box and enter
tariff description. The information entered in the filed is not available for
customers and is used for internal aims only.Description: in the text field enter the tariff description. This description will be shown for customers.
5. After you have entered the tariff description, start connecting tariff
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constituents. Click the respective tab to expand the form. After you fill in all
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the sections, click Save.
Let us consider the constituents to be filled in on the Tariff page.
Price-Lists
General information
Click the Price-lists bar to expand the form. The following form appears:
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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:
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:
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.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.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.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.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.
5. 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 on
two ontwo tabs:
General Information
Prices for accommodation
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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.
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If you want to use different rates for work days and week-ends during |
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one season (for example, from September 1 to December 31, 2025) you should create two |
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price-lists with the same duration terms but configured for different days of the |
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week. In the first price-list (for week days) you should select days from Monday to  |
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 While adding prices, you can use fixed rates or mathematical functions. In the |
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former case, the cell that is basic for further calculations, is highlighted in gray. |
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When applying functions the basic rules are as follows:
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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
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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Connecting Penalties to a Tariff
To connect a penalty plan to a tariff,
On the tariff page, click Penalties to expand the form. The following form
appears:
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2. Click Add. The Penalties window appears:
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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:
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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:from the drop-down select the number of days before the check-in
date when the penalties are applied.select whether to calculate penalties in currency units or in per cent
from a certain sum.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.
To add another penalty rule, click Add button (
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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.
Setting Board Types
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,
Click Board types to expand the form. The following form appears:
Opposite a certain board type, select the check box corresponding to the
required mode of display.Click Save.
Setting Terms of Use
To connect the terms of use to a tariff,
On the Tariff page, click Terms of use to expand the form. The following form appears:
Click Add. The Terms of use window appears:
In the Terms of use window, specify the list of conditions under which the tariff is applied. 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.
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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. |
4. Click Save.
Creating Discounts
To connect a discount to a tariff,
On the Tariff page, click Discounts to expand the form. The following form appears:
Click Add. The Discounts window appears:
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:
In the New discount window, specify the following information:
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;
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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.
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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.
Click Apply.
Guests: specify whether the discount is applied for all tourists or for particular tourist categories.
Click Add categories. The Guests window appears:
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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To make any corrections to a created discount, select the required one from the drop-down |
Setting Price-Lists for Extra services
In Price-lists for Add. services group, click Add price-list. The Price-lists for
Extra services window appears:
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.
The New price-list for add. service window appears:
On the General information tab, specify the price-list name, as well as the period when it is active and the description.
Click Save and proceed to the Price-lists for Extra services tab.
On the Price-lists for Extra services tab, specify the rates and the availability of Extra services:
Specify the following information:
Availability: select the conditions for service booking.
The following items are available:mandatory: a tourist must book the Extra service, when booking the main service.
optional: the service is offered to a tourist while booking the main service, but it is not mandatory.
not available: the service is unavailable for booking and is not offered to a tourist.
Include into cancellation charges: specify whether the price for an Extra service is included into the penalty charge in case the offer is canceled. If the check box is selected a tourist is charged along with the penalty of the accommodation price.
Include into mark-up and commission: select the check box in case you want a rate for an Extra service to be included into the mark-up and commission. In case the option is selected, the markup and commission, that you set in the contract settings, are used for calculation of the final price of the service. For the service reservation fee, markups and commissions are not required.
Price: In the Price column specify the price of the Extra service. The payment currency is the contract currency that is specified in the Contract tab of the corresponding event. You may enter the price both in currency units and in per cents. If you click the per cent button, the additional drop-down appears. From the drop-down, select the price conditions (either the first night or the total price) on base of which the rate for the Extra service will be calculated.
7. Click Save.
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When you create a price-list for Extra services, make sure that its validity terms coincide |
When Extra services are booked, their prices are calculated on the basis of the service rate valid on the check-in date.
Setting Tags
Every new product or tariff has a “public” tag by default. This means that they are available for search and booking for all customers.
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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.
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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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To set seat allotments,
Select the necessary operation from the list:
You can select the following operations:
Set up allotment: set up a number of allotments (guaranteed quotas) allocated to you by the supplier.
Terminate allotment: cease sales for a certain period. For instance, if the supplier recalls the allotment.
Block out: set up periods when the service is not available for booking, for instance, during fairs and exhibitions.
Set release: release is the number of days after the booking when the supplier does not guarantee the allotment and therefore confirmation of the service availability from the supplier is required.
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Set be default: resets the number of allotments to the initial value (0, by
default means, that the hotel is available upon request only).
2. Set up operation parameters.
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You can select the following parameters:
Period (from - to): the period of time when the conditions are applied.
Days of the week: select All to choose the allotment conditions for the whole week. If you need to limit the availability of the service, for instance, set allotments for week-ends only, select the respective check boxes manually.
Sub-allotment: Creating sub-allotments allows you to specify different sales conditions within the allotment group provided by the supplier. Created sub-allotments are available in the Sub Allotment drop-down.
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Category: room categories included into the allotment, for instance, the
"comfort" category.Room type: room types included into the allotment, for instance, "single".
7. Specify the number of allocated units in the Quantity group.
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When limiting the number of allocated units, select one of the following options:
Upon request: during the booking you should make an additional request about the availability of the service from the supplier. Instant confirmation of the service is unavailable.
Unlimited: the number of services that can be booked is unlimited. This service is confirmed immediately.
Limited: the number of instantly confirmed services is limited. Once the allotment provided is exhausted, you can only make new bookings if the Allow Overbooking check box is selected. In this case the services are offered “upon request”, this means you have to contact the service supplier to check if the booking can be confirmed, if not, further bookings will be impossible.
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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:
The number of guaranteed rooms that you set appears on on the diagram:  and in a table report:  |
All conditions of the availability configured in this block are taken into account during the booking. For example, during the booking of the hotel, single rooms of the Standard category are displayed as available in the search results, while double rooms are displayed as available upon request.
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Once a room is booked for a certain period, the number of available rooms respectively decreases:
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Changing the Number of Allotments
In some cases the effective management of allotments requires decreasing or increasing the number of allocated units. To change the amount of allotments,
On the Availability tab, in the Quantity group, click Limited, and then select the required function from the drop-down:
The drop-down list includes three functions:
«+» - add the number of seats specified by the user to the existing allotment.
«-» - decrease the amount of seats by the number specified by the user.
«=» - set the number of seats specified by the user.
2. Click Update.
Let us consider the following examples.
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Suppose that for the given accommodation type, five allotments are set.
6. Click Set. The total number of available seats (allotments) changes to 9 (5+4), including 6 (2+4) allotments available for booking and three booked once.  |
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Suppose that for the given accommodation type, five allotments are set.
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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
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Setting blockout dates
To set blockout,
Click Blockout (Group 1);
Select sub allotment, category and room type for which you set blockout
(Group 2);Click Set blockout (Group 3.)
To reset blockout click Reset blockout (Group 4). This function permits to
cancel all previous settings on block-out with saving all other allotments.
Viewing the List of Tours
To view the list of excursions, on the Self-operated products menu, click Tours.
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All the previously created tours are arranged in the table:
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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 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.
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In some cases, the browser you use may not allow downloading files from external web- |
Viewing/Editing Tours
To view or edit a tour,
On the Self-operated products menu click Tours.
In the table of tours click the required one.
The Tour page appears:
Go to the required tab and click Edit to switch to editing mode.
Make necessary corrections.
Click Save.
Deactivating Tours
In order to deactivate a tour,
On the Self-operated products menu, click Tours.
Open the required tour. The Tour page appears.
Click Edit.
Clear the Active check-box. The tour will be moved to archive.
Click Save.
The deactivated tours are not deleted permanently. They are moved to
archive and can be restored. To view the list of archived tours, in the table of
self-operated tours, click Archive:
To restore the archived tours repeat Step 1 and Step 2, then select the
Active check-box and click Save.