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Self-operated charters are created according to the common scheme. The process begins with choosing the necessary category and entering general information about the charter.

Information

Creating a New Charter

1. On the Navigation bar point to selfoperated products and click Charters.

2. On the Charters page, click Create. The New charter window appears:

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3. On the Information tab, in the Info group, specify the following information:

   1. Name: locate mouse pointer into the bar and enter the name of the charter.

   2. Supplier: from the drop-down, select the charter supplier. In the drop-down only direct contracted suppliers are available.

   3. Transaction currency: from the drop-down, select the currency to use for payments with the supplier.

   4. Airline: from the Airline drop-down, select the name of an airline.

   5. Pick up point: enter charter departure airport.
      🗒 To add a departure point, locate the mouse pointer into the box, and start typing, the system automatically suggests the available points. Alternatively, you can select the departure point from the list, specifying first a country, then a city, and an airport.

   6. Drop off point: enter charter arrival airport.

4. Click Save.

Creating Categories of Tourists

You may differentiate prices for self-operated products depending on the category of tourists who buy them. For instance, adjust the allocation price rate depending on the age of a tourist. For example, the number of hotels and airlines provides discounts for children. The Adult tourist category is created in the system by default.

To create a new tourist category,

1. Open the profile of the required self-operated product.

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

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

   1. Name: locate mouse pointer into the box and type the name of the category.

   2. Category: from the drop-down, select the category type - adults or children.

   3. Default: generally the Adult tourist category is created automatically and set as default. However, you can change the default category selecting the Default checkbox.

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

   5. Description: locate the mouse pointer into the text field and describe the category you are creating.

4. Click Save.

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

Creating Catalogue of Charters

For every created charted description, you should create the catalogue of flight numbers. For each flight, you should indicate its number, available classes of service, and direction (outbound or inbound flight).

To create a catalogue of flight numbers,

1. Open the contract of a required charter.

2. On the Information tab, in the Contact group, click Create. The New flight number window appears:

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3. In the New flight number window, specify the following information:

   1. Flight number: locate mouse pointer into the box and type the flight number.
      🗒 When adding a flight number to a catalogue, flight numbers should be specified only numerically, without letter codes. When a flight is booked, the letter codes are added to the flight
      number automatically.

   2. Description for internal use: the box is used for the convenient management of charters. The information you enter is not displayed on the Search results page and is used for inner management only.

   3. Service classes: select the service classes available for the passengers of the charter.

   4. Direction: click a button of your choice to specify whether the flight is out- or inbound.

4. Click Save.

5. Click Close.

Setting Schedule

For each created flight number, you need to specify the time of the flight in the schedule.

To add a new itinerary to a charter contract,

1. Open the profile of the required charter.

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

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3. In the New trip window, specify the following information:

   1. Flight number: from the drop-down, select the flight number. In the list the previously created flight numbers are available.

   2. Departure time: locate mouse pointer into the box and enter the time of the departure. The required format is indicated above the box.

   3. Arrival time: locate mouse pointer into the box and enter the time of arrival in the required format.

   4. Duration: specify the flight duration.

4. Click Save.

5. Click Close.

Prices

Setting Tariffs

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 first create price-lists, set discounts, develop commission plans, and then form up a tariff grouping the created constituents together.

The creation of a tariff for charters includes the following steps:

1. Creating price-lists

2. Creating discounts

3. Setting penalties.

Let us have a closer look at each of these steps in the subsequent sub-sections.

Creating a tariff for self-operated charters

To develop a tariff for a self-operated charter,

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On the Self-operated products menu, click Charters.

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Click the required charter and go to the Prices tab.

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On the New tariff page, first, specify the tariff description:

1. Name: locate mouse pointer into the box and enter the name of the tariff.

2. Contract number: the contract number for the tariff to be connected to.

3. Hide tariff name from client: select the checkbox in order to hide the name of the tariff from product customers.

4. 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.

5. Description: in the text field enter the tariff description.

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After you have entered the tariff description, start connecting tariff constituents. Click the respective tab to expand the form. After you fill in all the sections, click Save.

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

Price-lists
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.

Setting price-lists for customers and suppliers
If you are planning to use several price-lists for mutual settlement with suppliers and clients, you need several price-lists with net prices and gross prices for board and residence service.

Several price-lists can be useful when some of your suppliers apply complicated pricing schemes. In this case, the gross price of the seat can’t be set by adding a common mark-up to a net price as usual but is set separately for different service classes, tourist categories, etc.
For better distinction of your price lists and price types, we recommend adding "gross" and "net" to their titles correspondingly. You can set the price-lists that are used for working with clients and suppliers in the tariff settings.

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 the new tariff.

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If you use the same price-lists for both a customer and a supplier, click Use the same price-lists for both customer and supplier.

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If you use different price-lists for customers and suppliers, click Use net price-lists for supplier and gross price-lists for customer. Separate forms for the net and gross price-lists appear:

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If initially you click Use the same price-lists for both customer and supplier, add the price-list to the tariff and click Use net price-lists for supplier and gross price-lists for customer, your price-list is displayed in the Net price-lists group.

Price calculation for Search&Book
If you click Use the same price-lists for both customer and supplier option when editing the tariff, price calculation is implemented in the following way:

• The net-price of the service (the amount that is paid to a supplier) is equal to the price in the price-list after minus the supplier’s discount and tour operator’s commission, which is calculated according to the actual commission plan:
  Net price = The price in the price-list – Supplier’s discount – Tour operator’s commission

• The gross-price (the price for a tourist) is equal to the net-price with the tour operator’s mark-up minus supplier’s and tour operator’s discounts:
  Gross price = The price in the price-list + tour operator’s mark-up – supplier’s discount – tour operator’s discount

If you click Use net price-lists for supplier and gross price-lists for customer when editing the tariff, the price calculation will be implemented in the following way:

• The net-price of the service (the amount that is paid to a supplier) is equal to the price, specified in the "net" price-list minus supplier’s and tour operator’s discounts:
  Net price = The price in the price-list with net-prices – Supplier’s discount – Tour operator’s commission

• The gross-price (the price for a tourist) is equal to the price, specified in the "gross" price-list with the tour operator’s mark-up minus tour operator’s discount:
  Gross price = The price in the price-list with gross-prices – Tour operator’s discount + Tour operator’s mark-up

Penalties
To connect a penalty plan to a tariff,

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

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2. Image Removed

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

   1. In case you have previously created a separate penalty plan on the Prices tab, select the required one from the drop-down.

   2. In case you create a tariff first, click Create. The New penalty window appears.

   3. Fill in the required information the way it is described in Penalties.

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4. Click Save. The new penalty plan is added to the tariff.

Terms of use
To connect the terms of use to a tariff,

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

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Click Add. The Terms of use window appears:

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In the Terms of use window, specify the list of conditions under which the tariff is applied. Specifically,

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

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The offer is booked within the period: the tariff applies if a customer books a service any day within the specified interval.

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the

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charter

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Direction: the tariff applies to the selected types of charters.

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Click Save.

Discounts
To connect a discount to a tariff,

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

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Click Add. The Discounts window appears:

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

2. In case you create a tariff first, click Create discount.

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Specify the discount validity period. Select the required dates on the calendar.

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Specify the type of discount: supplier's discount or tour operator's discount. The description for each type is displayed in the Discounts window.

1. Supplier's discount: the discount is provided by a supplier and is calculated from the net price.

2. Tour operator's discount: the discount is provided by you and is calculated from gross price, while your commission is calculated from the net price.

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Click Apply.

Sub-allotments: There is no Sub-allotments in Tarriff anymore

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 product 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.

Price Lists

For creating charters, you need to select the type of price-list first.

They are as follows:

• One way: with this type of price list you can add different prices for the one way and return flights.

• Round trip: with this type of price-list you can set the total cost of a charter flight (including both one way and return flights).

You can set up different terms of use, that determine the availability of your one- way and round trip offers. Additionally, you add return flights to the search:

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you create a charter Berlin (SXF) - Amsterdam (AMS) including two routine flights from Berlin to Amsterdam and the same number of return flights.

Let's see what offers are displayed on the search results page under various terms of use if the user makes the following request: Berlin (SXF) - Amsterdam (AMS).

Sales terms are not specified in the tariff

If you do not specify any terms of use in the tariff settings (all the checkboxes in the group are left clear), the list of flights that are displayed on the search results page is composed according to the type of flight a user searches for (one-way or round trip) and to the availability of prices for the corresponding flight segment in the price-list.

In this case, if you add prices only for direct flights from Berlin to Amsterdam when searching round trip flights, no offers are displayed in the search results until you add prices for return flights from Amsterdam to Berlin into the price list.

The «One-way» terms are set

If One-way is set in the terms of use, the search results include all available direct flights from Berlin to Amsterdam. When searching a round trip flight, no offers are displayed in the search results.

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The «Round trip» terms are set

If the Round trip is set in the terms of use, the search results page displays all available charter flights from Moscow to Florence and back. When searching a one-way flight, no offers are displayed in the search results.

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The «Reverse trip is available» terms are set

The Reverse trip is available terms can be set as an addition to the One way or Round trip terms. In this case not only direct but also return flight is displayed in the search results.

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If the Reverse trip is available checkbox is selected, then available flights for the Berlin - Amsterdam charter are displayed when searching Berlin - Amsterdam and Amsterdam - Berlin as well.

If the checkbox is not selected in the specified field, the Amsterdam - Berlin search is unavailable.

Creating One-way Price Lists

1. In the New price-list window, click One way, and click Continue. The New price-list window appears:

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2. On the General Information tab, fill in the required information - specify the name of a price-list and set days when it is active.

3. Click Save and proceed to the Prices tab.

4. On the Prices tab, specify prices for all flight and categories of tourists as shown below:

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   🗒 Setting prices for charters, you can select whether to differentiate prices depending on the service and time or use the same prices for all services. Click the button of your choice. The form to fill in will transform depending on the selected option.

5. Click Save to save changes.

Creating Round-trip Price Lists

1. In the New price-list window, click Round trip, and click Continue. The New price-list window appears:

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2. On the General information tab, specify the name of a price-list and set days when it is valid.

3. Click Save and proceed to the Prices tab.

4. On the Prices tab, specify prices for all flight and categories of tourists as shown below:

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5. Click Save.

Discounts

To create a new discount,

1. Open the profile of the required self-operated product.

2. On the Prices tab, in the Discounts group, click Create. The New discount window appears:

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

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

   2. Discount is equal:

      1. Specify the amount of the discount.

      2. From the drop-down, select whether to calculate the discount per cents or in currency units.

      3. Then locate the mouse pointer into the box and type the value itself.

   3. Restrictions on services:

      1. Specify whether to apply the discount for all trips/flights/transports or for selected only.

      2. To restrict the set of trips/ flights/routes, click only for selected. The additional form appears.

      3. Click Select flight/Add to trip/Add to transport. The selection window appears.

      4. Select the trips/flights/routes on which to apply the discount.

   4. Restrictions on tourists:

      1. Specify whether the discount is applied for all tourists or for groups starting with a particular number of persons only.

      2. Click the required option and specify the number of persons in the group if needed.

4. Click Save.

Discounts in the list of tour operator reservations
The list of tour operator reservations contains final prices after a discount is applied.
In the Supplier column, prices to be paid to a supplier are displayed. In the Client column, prices to be paid by a client, are displayed.

The supplier's discount is displayed on the list of the tour operator's reservations:

Penalties

For self-operated products, you can set cancellation charges and the terms of their application.

To set the cancellation charges for a self-operated charter,

1. Go to the Self-operated products menu, and click Charters.

2. In the table of charters, click the required charter and click the Prices tab.

3. On the Prices tab, click Penalties.

4. In the Penalties group, click Create. The New penalty window appears:

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5. In the window, specify the following information:

   1. Name: locate mouse pointer into the box and type and type the name of the penalty plan.

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

   3. 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 service start 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.
         🗒 To add another penalty rule, click Add button ().

   4. Penalties are active during: in the group, specify the tariff for which the penalty plan will be applied and the terms of its application. In case you have not yet set any tariffs, you can leave this group empty and configure penalty application later, on the Tariff settings page.

6. Click Save.

Penalty Calculation Rules
If the amount of cancellation charges within the tariff exceeds the price of the booked service, the agency repays a penalty equal to the service price to a tour operator.

If the amount of cancellation charges within the tariff is less than the price of the booked service, the agency repays a penalty at the rate which is set within the tariff to a tour operator.

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title Example А
Assume that the tariff settings include a fixed penalty of EUR 100, and an agency books a room for EUR 50. Image Removed In this case, if the service is canceled within the period of applied cancellation charges, the agency repays the tour operator a penalty which is equal to the payment for the room (EUR 50).

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title Example B
Assume that the tariff settings include a fixed penalty of EUR 20, and the agency books a room for one night for EUR 50. Image Removed In this case, if the service is canceled within the period of applied cancellation charges, the agency repays the tour operator a penalty that is set within the tariff, which is 20 EUR.

Expand
title Example C
Assume that the tariff settings include a penalty of 100% at the rate of the price for three nights, and the agency books a room for four nights for EUR 50 per day. Image Removed In this case, if the service is canceled within the period of applied cancellation charges, the agency repays the tour operator a penalty which is set in the tariff, which is 3 * EUR 50 = EUR 150.

Availability

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

To set seat allotments,

1. Select the necessary operation from the list:

   1. Set up allotment: set up a number of allotments (guaranteed quotas) allocated to you by the supplier.

   2. Terminate allotment: cease sales for a certain period. For instance, if the supplier recalls the allotment.

   3. Block out: set up periods when the service is not available for booking, for instance, during fairs and exhibitions.

   4. 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 available from the supplier is required.
      Example:
      - Suppose today is January 1.
      - You have an allotment for 10 units (10 seats on a charter flight)
      - The release lasts for 7 days according to the agreement with a supplier.
      - This means that you can book up to 10 services a day, starting from January
      - The bookings that are made from January 1 to January 7 are not confirmed automatically and are processed “upon request”.

   5. Set by default: resets the number of allotments to the initial value (0, by default means, that the hotel is available upon request only).

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2. Set up operation parameters. You can select the following parameters:

   1. Period (from-to): the period of time when the conditions are applied.

   2. 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 checkboxes manually.

   3. 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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      🗒 To create a sub-allotment,

      1. Click Create Sub Allotment. The Add Sub-allotment window appears.

      2. Enter the name of the sub allotment.

      3. Click Save. The sub allotment appears on the sub-allotment list.

         1. Flight number/Class: select flight number.

         2. Departure time: select departure time.

3. Specify the number of allocated units in the Quantity group. When limiting the number of allocated units, select one of the following options:

   1. 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.

   2. Unlimited: the number of services that can be booked is unlimited. This service is confirmed immediately.

   3. 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 checkbox 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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Allotment management can be illustrated with the following example.

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title Example 1:
Suppose you have an agreement with the supplier on 25 single rooms of the Comfort 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: Click Create Allotment (see Group 1 in the figure below). Set the time span from June 1 to 30 (Group 2). Select the required allotment, category, and room type (Group 3). In the Quantity group, click Limited, and specify the number of rooms that you can offer (Group 4). Click Update (Group 5). Image Removed The number of guaranteed rooms that you set appears on the diagram: Image Removed and in a table report: Image Removed All conditions of the availability configured in this block are taken into account during the booking. Note: Adobe Flash Player is required for browsing the available blocks of seats via the Internet Explorer web browser. Once a seat is booked for a certain period, the number of available seats respectively decreases: Image Removed 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. Image Removed

Viewing List of Charters

To view the list of charters, go to Selfoperated products and click Charters. All the previously created charters 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.)

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

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

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In order to download the list of charters as XLS/XLSX-file, click . The list of entries displayed on the page will be downloaded to your computer.

Viewing/Editing Charters

To view or edit a charter,

1. Go to Self-operated products and click Charters.

2. In the table of charters, click the required one.

3. The Charter page appears:

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

5. Make the necessary corrections.

6. Click Save.

Diactivating Tours

In order to deactivate a charter,

1. Open the required charter page.

2. Click Edit.

3. Clear the Active check-box. The charter will be moved to archive.

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4. Click Save.

The deactivated charters are not deleted permanently. They are moved to archive and can be restored.
To view archived charters, in the table of self-operated charters, click Archive:

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To restore the archived charters:

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Open the required charter page.

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Click Edit.

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Select the Active check-box

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