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Holdings
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Set type of relationships and financial conditions between the company
branches;Search&book travel products throughout different units of organization;
Manage bookings independently within each division.
Configuring Holdings
To add a department to a company,
On the Company profile menu, click Users.
Go to the Departments tab.
On the departments tab, click Create.
The Department window appears.
Specify the name of the department and click Save.
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Creating a holding as a separate legal entity
In case the department is not a company branch but a separate legal client (e.g.
travel agency),
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2. Fill in the company information and click Save. The department is displayed in
the list of company departments:
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Grouping Users to Departments
After you have created the required number of departments, group company
users corresponding to the department they work at.
To add a user to a department,
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Register tour operator accounts as clients (tour operators level 2);
Log in as tour operator level 2 and configure own travel agencies with own sales conditions for them (markups and commissions);
Search&book travel products both within tour operator level 2 account and their sub-agencies;
Get analytics on turnovers and actual amount due with regards to suppliers and clients on any level of distribution chain.
Adding a New Client
To add a partner company to your chain of clients,
On the Clients menu, click Agencies/Distributors. Clients page appears.
On the Clients page, click Create. The Create new client page appears.
Fill in the required information. the fields that are to be mandatory filled are marked with an asterisk (*). The mandatory fields include:
Name: enter the name of a client company.
Type: depending on what type of company you create, select either tour operator (2nd level) or travel agency.
Company profile settings: specify the language, price format, date format, time zone, and first week day which will be used in a client's profile.
Phone and e-mail: specify a phone number and an e-mail of a company's contact person.
Click Save.
Uploading Documents to a Client Profile
You can upload any documents (guarantee letters, contracts, price lists, etc.) to a clients profile in order to store them at one directory and not to upload every time you need them.
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On the profile of the required client go to the Documents tab.
Click Upload. The Document window appears.
Select the document type and specify the validity period of the document.
To upload a document from your computer, in the Upload file group, click Add, browse to the file you want to upload and click Upload.
To upload a document from an external web-link, in the Upload via link group, enter the required URL-address and click Upload.
Specify the name of the document.
Click Save.
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Adding Client Users
After you have created a client company profile, you should create at least one user with director or supervisor position. After you create a user profile, you grant the access to the user, and they in their turn can create other user profiles and manage the company profile.
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In the profile of the required client go to the Users tab.
On the Users tab, click Create.
Fill in the required information about the user and click Save.
Setting partner Contract Terms
For managing contracts with client agencies and tour operators there are two
alternatives:
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Open the profile of the required client.
Go to the Contract tab.
On the Products tab, select the services that can be distributed via this
client company:
Click Save and proceed to the following tab.
Setting Prices for Settlements with Client Companies
Set the rules for price calculation which will be used for settlements with the
client. For that,
Open the profile of the required client.
Go to the Contract tab.
On the Calculation tab,
Select the which currency is to be used for settlements with the client original currency from supplier or currency specified in the contract. (See group 1 in the figure below.)
Select the currency to use for price calculation. (See group 2 in the figure below. )
According to the pricing model you use, specify a mark-up or a commission. Both parameters can be set in fixed amount or in per cents of total service price. (See group 3 in the figure below.)
of total service price.
You can apply several different ways of price-calculation and set different
mark-ups and commissions depending on the service supplier, product type,
destination, and group of tags. To differentiate price-calculation by a certain
criterion,Click
. The Adding elements window appears.Select the differentiating criterion (e.g. product type).
Select the products for which you want to set separate conditions of price calculation (e.g. you apply a mark up of 15 per cent on complex tours and dynamic packages, while for other products the mark up is 10%).
As a result the calculation will be displayed as follows:
5. Click Save and proceed to the following tab.
??? Setting VAT in Client Contracts
In case the legislation of your country presupposes adding VAT, you should configure VAT plans for settlements with clients. You can apply VAT on the end-price of the product or on the sum of commission.
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Open the profile of the required client.
Go to the Contract tab.
On the VAT tab, select End-price VAT or/and Commission VAT:
Click Save.
Creating a New VAT Plan
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On the Finance menu, click Payment settings.
Go to the VAT tab.
Click Create. The New VAT plan window appears.
Enter the name of the VAT plan.
Specify the VAT value. Additionally, you can differentiate VAT values depending on the product type, supplier, country, and group of tags.
Click Save.
Sales terms
To distribute travel services via your network of travel agencies, you should configure sales terms for the distributed products. For that,
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On the Cross-rates tab you can set the increases to the exchange rates. The rates for products and services can be displayed in different currencies. You convert rates into single currency – the one you use in your company as the accounting currency. For such conversions the system uses currency exchange
rates established on the day of payment. According to the common practice a fixed percentage is added to these rates.
For example, the exchange rate is EUR 1 = RUB 36,1715. With a 3% increment to
the rate it will be RUB 37,2603. Locate mouse pointer into the respective boxes and specify the cross-rate for the currencies:
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Independent (own) cancellation policies: In the group, specify the duration of the penalty period, the per cent rate of the cancellation fee, and the price from which the cancellation fee is calculated (usually total cost; for hotels the one night option is available).
Management of supplier cancellation policies: In the group, specify the shift of deadline and the value by which the cancellation fee increases.
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The duration of the penalty period is specified in the number of days before the date when the service is rendered or the product is used. In GP Travel Enterprise system, the penalty period start date set by supplier shifts for one day automatically. This shift helps tour operators and their partners avoid penalty
charges caused by time lag.
For example, a supplier specifies, that penalty charges are imposed if a reservation is canceled starting December 12, 2025 after 12:00. The penalty charges come to power on the previous day, that is December 11, 2025 in GP Travel Enterprise system.
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If you enter no values for independent cancellation terms, but set up the shift of deadlines and increase of the initial supplier penalty charge, then the supplier penalty charges are applied in accordance to your settings.  Thus, if you set the shift of the cancellation deadline for 3 days and set the increase of the penalty charge to 10 per cent, then the penalty period will be extended to 10 days:
The penalty period starts on May 22, that is 3 days before the supplier's cancellation terms start. At the same time the amount of penalty charge additionally increases by 10 per cent of the initial supplier penalty charge including the markup of the tour operator. In this case if a reservation is canceled within the period from May 22 to May 31, the travel agency pays the penalty charge of 132 EUR.
You pay 100 EUR to the supplier. The remaining amount of 32 EUR is your company profit. Similarly you can configure supplier's penalty terms by changing only the deadline shifts or the penalty charge increase. |
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You can set up custom cancellation conditions and change the cancellation conditions of the supplier at the same time. In this case stricter penalty conditions are used to determine the amount of charge and the deadline. Example A. Suppose you set up a rule, according to which a penalty of 100% of the total service price is applied if the the service is canceled five days before it is rendered. Additionally you shift the supplier’s penalty deadline by 3 days and increase the penalty charge by 25%.  In this case the shifted penalty deadline attaches from May 22 and if the service is canceled during the period from May 22 to May 26, the travel agency pays you150 EUR of penalty charge (0,5*240+25%). Your custom penalty charges take effect starting from May 27 and since it is stricter than that of the supplier, if the service is canceled within the period from from May 27 to May 31, the travel agency pays you 240 EUR. Example B. Suppose you set up a condition, according to which the cancellation that occurs five days before the service is rendered results in 100% penalty fee of the first night. Additionally you shift the supplier’s penalty deadline by 3 days and increase the penalty charge by 25%.  In this case the shifted supplier's penalty charges take effect from May 22 and if the service is canceled within the period from May 22 to May 26, the travel agency pays 150 EUR (0,5*240 +25%) to you. |
Invoices
For settlements with partner agencies, you should configure rules for invoicing.
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Open the profile of the required client.
Go to the Contract tab.
On the Invoices tab, select the check boxes of your choice. The options
available include:enable request invoices for customer: if the check box is selected, a client will be able to request and download invoices directly from their profile.
allow the client to request invoice for prepayment: If the check box is selected a client can independently determine the amount to be included into invoice for prepayment.
apply custom currency recalculation rules: if the check box is selected you will be able to set your own currency recalculation rules, for example, for issuing or paying for invoices. This rules will be applied only for selected contract.
allow to edit/cancel services after the issuing of invoice: if this check box is selected, a client will be able to modify/cancel services after invoicing.
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4. Set the invoicing rules. Click the required button:
for separate services of the reservation according to user’s choice: if you click
this button, a client will be able to choose which services within the reservation are to be invoiced.for all services of the reservation at once: if you click this button, a client will be able to issue invoices for the whole reservation at once.
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5. Click Save.
??? Grouping
One and the same service can have different names and be provided by different suppliers. As a result, this service can be displayed in the search results as several different services. For example, you have a direct contract with the Hilton hotel located in Prague. However the same hotel is sold as a part of the agreement with GTA, Hotelbeds and RoomsXML suppliers. You want all the variants for this hotel to be displayed as one offer, when searching hotels in Prague. By using GP Travel Enterprise, you can group identical services from different suppliers and display them as one offer. To do this, you should group
respective hotels and specify the rules of displaying hotels of this group in contract settings.
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Select the check box opposite the required required service. The following form appears:
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2. Select one of the following options:
Show all offers in group: in this case all services that are included in the group are displayed on the search results page as one offer. At the same time if you click Hide offers when browsing search results, the best offer of all the offers included in the group is displayed. To see all other offers from
the group, click All offers.Remove duplicating offers and show only the cheapest among them: in this case, only the best offer, excluding all other hotels of the group is displayed.
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>>Remove duplicating offers and show only prices from direct contracts on selfoperated hotels among them; if direct contract is missing - show all offers from consolidators.
3. For hotels, besides the basic grouping configurations, the additional form appears:
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Select the Adjust mark up check box.
Set the values for mark up adjustment.
4. Click Save.
Tags
By default only products with the “public” tag are specified as available in the contract. This means that all the products marked with other tags are not available for customers unless you add these tags to the customer's contract.
Thus, to tag products as “private” and make them available for the customer you should add a respective tag in the customer contract:
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If you use the same tag in both the fields of the contract, the excluding tag has a priority. The products tagged with it are not displayed.
Additional Contract Settings
Besides basic contract settings, you can allow agency users to access some additional options. For that,
Open the profile of a required agency or distributor.
Go to the Contract tab.
On the Additionally tab,
select the Allow users to change their settings check box in order to allow them to change their profile data, including name, password, etc. select the Enable generation of business trip documents by reservation check box in order to allow them to generate business trip documents like
business trip reservations, trip permits, expense reports, etc. After you select the check box, the list of documents appears. Select the required ones:
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4. Click Save.
Copying Contracts
In GP Travel Enterprise you have a possibility not to configure a contract for every new client, but to copy a contract from other clients or groups of contracts. For that,
Open the profile of a required client.
Go to the Contract tab and click Edit.
Click Copy contract. The Copy contract window appears.
In the Copy contract window, from the drop-down, select the source from
which to copy the contact - group of contracts or a contract of another legal
client. (See group 1 in the figure below.);Click the required source for copying. (See group 2 in the figure below.);
Select the check boxes opposite the sections which you want to copy. (See
group 3 in the figure below.).
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On the Navigation bar, point to Clients, and click Agencies/Distributors.
Click the agency of your choice.
Click Clients to proceed to the Clients tab. On the Clients tab, you will see
the list of agency's clients displayed.
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If there is no data, it means that your partner agency/distributor does not have any agent network.
Setting Agency's Profile
With GP Travel Enterprise, you can personalize the look of the system so that it complies with the brand and identity of a client agency/distributor. You can also configure the localization preferences, links with external applications, and notifications.
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On the Clients menu click Agencies/Distributors.
In the profile of a required client, go to the Settings tab and then click Edit.
On the Settings tab, specify the information, according to the principles, described in the Company Settings.
Click Save.
B2C Settings
You can create and change terms of direct sales for your clients.
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On the Clients menu click Agencies/Distributors.
In the profile of a required client, go to the B2C Settings tab.
On the B2C Settings tab, click Create. The New B2C window appears:
Specify the required information as described in the Sales settings. (See B2C Settings).
Click Save.
Click Close.
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