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The relations between companies are regulated by contracts.
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What products should be available
What markup and commission should be applied
Whether VAT should be applied or not
Etc
System allows to configure different contracts for different sales channels.
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In compliance with the type of client and cooperation, rates and marketing terms can be configured in the following ways:
Direct sales: these are the sales conditions that are applied if Tour Operator staff sells services directly to the tourists.
Web sales: these are the sales conditions that are applied for search&book via Tour Operator web site (when travelers make bookings by themselves).
Groups of contracts: client companies can be arranged into groups with the same contract terms set for all of them. It’s possible to create as many of such groups, as you need.
Individual contracts: in this case you configure individual terms with a particular client.
Contracts for different types of sales channels have their own minor specifics (e.g. Agencies may get commission while Corporate Clients not), although overall structure of them is the same and is described below.
Products
The first step of setting a contract is defining travel products which are to be sold in compliance with the contract terms. On the Products tab, specify travel products and services that fall under the regulations of a contract.
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On the contract settings page, go to the Products tab.
Click Edit to switch to the editing mode.
Select the required check boxes.
Click Save to save the changes.
If you would like to make all products available for this sales channel – then just skip this step and keep all the travel products selected.
On the other hand if your account has ability to sell different types of travel products (e.g. hotels, flights, transfers, excursions, etc.) but right now you have contracts with suppliers only for hotels – it’s highly recommended to deselect other travel products in order not to show to your clients “unnecessary” search tabs whether they further won’t be able to find anything.
Here are few examples how this setting influences the search form:
In this case all the tourism services are active, which is clearly seen in the number of tabs available for search.
In this case only accommodation service is active. Thus only one tab is displayed om the search form.
Calculation
In the Calculation subsection you can specify the mark up and commission calculation. The type of calculation depends on the type of the partner and the approved way of pricing:
Markup: a standard form of configuring prices for end-consumers (Private Clients and Corporate Clients) and for multi-level distribution via other Tour Operators (see more in + Configuring Multi-Level Distribution Chains). When you configure markup – it will be added to the Net Rate from supplier to form the sales price.
For example, a double room offered by supplier costs you EUR 100. With a 20% markup you can sell it to your client for EUR 120. So your profit will be EUR 20.
Markup & Commission: a standard form of configuring prices for travel agencies. When you configure both markup and commission system will apply the markup in order to calculate the sales price and will additionally show the commission that Agency will get for this sale. The commission is being calculated from the total sales price.
For example, a double room offered by supplier costs EUR 100. With a 20% markup and 10% commission agency will see that the price for traveler is EUR 120 and the commission is 10% from the sales price. The profit of your company is “markup minus commission” = EUR 20 – EUR 12 = EUR 8.
ℹ You can set markups and commissions in percent or in fixed amount with the Switch button
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There are several ways to calculate a sale price in percentage and fixed amount:
The calculation of a sale price in percent is always based on the full cost of the service.
For example the net price is EUR 100 and the markup is 20%, the total price is then calculated by the following formula: Total price = net price + markup = EUR 120. The fixed commission is calculated based on the service rate and depends on the service. Fixed commission for accommodation services is added to the price of each night, for transfer services - to the price of the whole transfer service, etc.
For example the room is booked for 5 nights with the net rate of EUR 100 per night and a markup of EUR 20. The total price is then calculated by the following formula: Total price = net price * number of nights + markup * number of nights = 100*5 + 20*5 = EUR 600.
Please also pay attention that for direct sales contract setting, setting commission is unavailable.
Configuring markup
To set the rules for price calculation,
Go to the contract, tab Calculation.
Click Edit to switch to editing mode.
From the Currency drop-down, select the currency of contract. It’s necessary if you’re going to configure markup or commission in fixed amount (not %) or if you need to set certain currency of contract for this sales channel.
Specify the mark-ups and commissions for services:
If you want to set the same amount for all products, suppliers and destinations – simply put amount of markup and commission into the fields;
If you want to be more flexible and set different markup and commission based on different criteria (e.g. 10% markup for hotels and EUR 5 markup for flights) – use
to build your own hierarchy of conditions (see details below).
Configure whether sales should happen in original currencies or suppliers of in fixed currency as defined in contract
Click Save.
For configuration of flexible hierarchy of conditions for markups&commissions:
Click
. The Adding elements window appears:
In the Adding elements window, set the first-level distinctive item, for example supplier. Select the check boxes compliant to those suppliers for whom you would like to set mark-ups.
Click Apply.
Specify the mark up and the mark-up and commission for each supplier appeared on the screen:
You can add another level inside the 1st-level classification by suppliers. For example, set separate mark up for accommodation services from a particular supplier. The second-level distinctive properties include product type (accommodation, flights. tours, etc.), group of tags (private, public, etc. See more at Tags), country.
To add a second-level distinctive property,
Click in the required line. The Adding Elements window appears:
From the Category drop-down, select the distinctive property, e.g. product type.
Select the required check boxes.
Click Apply.
Specify the mark up as it was described above.
You can add more levels of distinction. For example, further specify the mark up for hotels located in a particular country/city or of a particular category. To add another level of distinction, follow the steps mentioned above.
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The figure above illustrates an example of mark up calculation,
Separate mark ups are added for different suppliers;
Separate mark up is added for hotels from Amadeus supplier;
Separate mark up is added for hotels located in France from Amadeus supplier
The tree of mark ups may have a complicated structure. The rules of navigating the tree are as follows:
Click the arrow next to a folder to expand its constituents;
To add another level of mark up calculation, click
the button opposite the required item. To remove an item from the tree, click
the button.
You can choose your own logic how to “build” this hierarchy – e.g. you can start not from suppliers, but from product types or from whatever other criteria that is available in classification field.
Commission column is only available for contracts with Agencies and within groups of contracts. It’s not available for Corporate Clients and for Private Clients (within direct or web sales).
VAT
In the VAT subsection you can configure whether it’s necessary to add VAT to prices or not. Here you can set the logic separately for total price and for commission.
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Before you can add VAT to contracts, you need to configure VAT plans in advance within the Finance part of the system.
To add the VAT plan to the contract,
Go to the contract, tab VAT.
Click Edit to switch to editing mode.
Select the required VAT plans for total price and commission.
Click Save.
For further information on how to configure VAT plans, please refer to + Payment Settings .
Sales Terms
In the sales terms section you can specify additional rules on how the sales should be performed, i.e.:
The minimal number of days from the date of booking to the date when the service is rendered. Assuming today is August 12, 2017 and the restriction period is 5 days, then a user will not be able to submit the reservation for any dates earlier than August 17.
Whether it’s possible to print voucher before the booking is paid or not.
Whether the credit limit should be controlled.
What payment plan should be available for this sales channel.
To set these sales terms:
Go to the contract, tab Sales terms.
Click Edit to switch to editing mode.
Configure the required settings.
Click Save.
Some more detailed explanations about each block of configuration settings from this screen are provided in the following subsections.
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Within this block you can specify the date when a service becomes available for direct sales in respect of the service start date for different types of products:  Here you can select one of the following options from the drop-downs opposite the service of your choice:
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Within this block you can configure the restrictions for printing vouchers:  Select the option of your choice:
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With the Sales Mode Activation parameters you can set which sales channels will be available withing the current contract. 
If you select the B2C sales channel, you still will be able to enter a B2B system and obtain information on the reservations made by tourists via web-site. However you will not be able to search and book services in the B2B system. |
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With the Credit Limit block you can set the price range within which your clients can book or invoice services paying for them later: 
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With the Payment Plan parameter you can define basic set of methods of payment that should be available for clients according to this contract.  From the drop-down select the required payment plan. Please note that the payment plans available in the list should be previously configured. For more information see + Payment Settings |
Cross-rates
On the Cross-rates tab you can set the adjustment to the currency exchange rates when they are taken from some single source (e.g. Central Bank or whatever). This is necessary in order not to loose on conversions.
The prices for products during search&book can be displayed in different currencies. And for such conversions the system will use currency exchange rates established on the day of payment plus this percentage.
For example the exchange rate is EUR 1 = USD 1.18585. With a 3% increment to the rate it will be USD 1.22142.
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To set these cross-rates,
Go to the contract, tab cross-rates.
Click Edit to switch to editing mode.
Fill in required % for each currency (note that you can set different amount of adjustment for each of them).
Click Save.
Cancellation Fees
With the cancellation fees configuration, you can add additional logic to the terms and conditions for canceling services that are being automatically received from suppliersю
Independent (own) cancellation policies: In this 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). Also please pay attention that if you set this option the system will choose the most strict cancellation rules - either supplier's cancellation rules or your own cancellation rules.
Supposing a travel agency books a hotel room from your company for June 1-5, 2017. The total room rate from the supplier is 200 EUR and the markup is 20%, thus the service is sold to the travel agency for 240 EUR (which makes EUR 60 per night). The initial cancellation terms set by the supplier include penalty charges of 50 per cent of the total service rate if the booking is canceled seven or fewer days before the service start date. Assume that you set up a 100 per cent penalty charge if the service is canceled five days before it is rendered. In this case:
If the service is canceled during the period from May 25 to May 26, the travel agency pays you the penalty charge of 120 EUR (according to the supplier cancellation terms).
If the service is canceled during the period from May 27 to May 31, the travel agency pays you the penalty fees of 240 EUR (according to your independent cancellation terms, because they are stricter than those applied by the supplier).
Management of supplier cancellation policies: In this group, specify the shift of deadline and the value by which the cancellation fee increases. For example, 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:
cancellation period = 7 days according to supplier’s terms + 3 days according to your terms.
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.
120 EUR (50% of the initial supplier's penalty charge including the tour operator's markup) + 10% (penalty increase) = 132 EUR Penalty charge
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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To set these cancellation fees,
Go to the contract, tab Cancellation fees.
Click Edit to switch to editing mode.
Specify the required data - the cancellation period, the cancellation fee, and set the increase of fees.
Click Save.
Grouping
One and the same service can have different names and be provided by different suppliers. As a result, this service by default 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 HotelsPro, Hotelbeds and Tourico suppliers.
You want all the variants for this hotel to be displayed as one offer, when searching hotels in Prague. By using grouping this becomes possible
On the Grouping tab you can configure the conditions of displaying the groups of services:
Go to the contract, tab Grouping.
Click Edit to switch to editing mode.
Select one of the following options:
Show all offers in group: in this case all services that are included in the group will be shown together.
Remove duplicating offers and show only the cheapest among them: in this case, only the cheapest offer for each room type is displayed (e.g. if both GTA and Tourico have room type SNGL Standard and Tourico provides the cheaper one – only this room will be shown).
Define what description you would like to see for hotels
Description of cheapest hotel in group.
Use custom hotel description for group of hotels; if custom hotel description is missing - use description of the cheapest hotel in a group.
Use custom hotel description for group of hotels; if custom hotel description is missing - do not show the whole hotel group on search results.
Specify whether you would like to adjust markup for your self-operated hotels depending on prices from suppliers:
Click the Adjust mark up check box.
Set the values for mark up adjustment:
Click either of the buttons to calculate the values in per cents or in currency units.
Specify the value.
Click Save
In the form, configure the conditions of displaying hotel description and adjust the mark up for self-operated products.
Tags
By using tags you can manage access of certain clients to products and rates. For example, by labeling certain products with the "private" tag you can show them only to some clients and hide from others.
You can create, edit and delete all tags, except for the default "public" tag.
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To set tags,
Go to the contract, tab tags.
Click Edit to switch to editing mode.
Specify tags within “Included” and “Excluded” blocks to define what products should be available or not available for this sales channel. You can either use pre-defined tags to switch off some suppliers or your own tags that you define in self-operated products (see Creating Self-Operated Products ). Based on matching tags system will show or not show corresponding product.
Click Save.
There are certain restrictions to the tag names: ·A tag name should consist of one or several words written in Latin characters. ·A tag name can include maximum 500 characters. ·If you use several tags, they should be separated with a comma.
Every product and contract has “public” tag by default. This means that this product is available for all clients. If you don’t want to make any limitations, please, don’t erase this tag from settings. It should be kept as it is.
Pre-defined Tags
You can use tags to determine the suppliers whose offers are available to a particular customer or for a particular sales channel. All possible options are listed in the table below.
Offers from the suppliers that need to be displayed | Tag that needs to be specified in the contract settings |
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From all suppliers | public |
From one of the external suppliers | supplier:SupplierСode |
From all direct contracted suppliers | *:public |
From one of the direct contracted suppliers | SupplierTag:public |
Table comments:
The supplier code for external suppliers and GDSs cannot be ascribed manually in the profile of a supplier. To determine the external supplier whose products are available for a particular customer or sales channel, in the contract settings of the customer, use the respective code that corresponds to the particular external supplier (see the table below).
Supplier | Code (SupplierCode) |
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Abreu | abreu |
Academservice | academ |
Aeroexpress | aeroexpres |
Alphastrakhovanie | alpha |
Amadeus | amadeus |
A&A | aeroclub |
Alean | alean |
AmandaTour | amanda |
CarDelMar | cardelmar |
CarTrawler | cartrawler |
Diethelm | diethelm |
Dolphin | dolphin |
DOTW | dotw |
Eurotours | eurotours |
Expedia | expedia |
Galileo | galileo |
GoGlobal | goglobal |
GTA | gta |
HBSi | hbsi |
Hotelbeds | hotelbeds |
HotelsPro | hotelspro |
Hotusa | hotusa |
iWay | iway |
JacTravel | jacob |
Jumeirah | jumeirah |
Kandagar | kandagar |
Kuoni | kuoni |
Miki | miki |
Multitur | multitur |
Novasol | novasol |
ATS Pacific | pacific |
RoomsXML | rooms |
RCR | rcr |
Roza Vetrov | roza |
Sirena travel | sirena |
Terramar | terramar |
Tourico | tourico |
TOWERS | towers |
Travco | travco |
Viator | viator |
For your own contracted suppliers, you can specify the Supplier code manually by entering the tag prefix in the profile of a direct contracted supplier.
On the Navigation bar, point to Suppliers and click Suppliers.
In the Name column, click the supplier of your choice.
On the Supplier page, click Edit to switch to editing mode.
Locate mouse pointer into the Tag prefix box and type the supplier code.
Click Save.
Let us consider an example of tag application for external and direct contracted suppliers.
To ensure the availability of offers from the external Hotelbeds supplier only, in the client contract settings (Navigation bar - Clients - Contract - Tags), add the following tag: supplier:hotelbeds
To ensure the availability of offers from the direct contracted Travel Guard supplier only, in the client contract settings, add the following tag: supplier:travelguard or travelguard:public
