Holdings
In GP Travel Enterprise, for organizations of complex structure a specific Holdings module was developed. This module will help you to manage bookings if your company consists of several relatively independent divisions (e.g. a head office and a number of departments) situated in different cities or countries. With the Holdings module, all branches of the company will be able to book services from each other.
Every of them will be able to independently control its finances, issue invoices on its own behalf and have its own agencies network. With Holdings, you will be able
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.
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),
In the Department window, select the Client is a separate legal entity check
box. The form expands:
2. Fill in the company information and click Save. The department is displayed in
the list of company departments:
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,
On the Company profile menu click Users. The Users page appears.
On the Users page, click the required user.
On the User profile page click Edit.
From the Department drop-down, select the required department:
Click Save. The user is added to a department.
Multi-level distribution
Multi-level distribution enables a tour operator to configure complex distribution chains and sell products not only directly to end-customers or travel agencies, but also to other tour operators or agency chains. Tour operators and travel agencies in their turn will be granted possibility to create their own sub-agencies and configure sales rules for them.
The multi-level distribution allows to involve multiple companies into the distribution and automate search&book processes for all of them on the same platform.
At the same time, please, note that only tour operator of the 1st level (licensee owner) will be able to configure travel products and connections to suppliers. Other tour operators and agencies in chain will be able to sell them, but not create and manage self-operated products.
With the multilevel distribution, you will be able:
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.
To upload a new document,
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.
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.
To create a new user of a client company,
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:
You can group several client agencies and develop a single contract for the whole group.
You can develop an individual contract for a particular client agency.
In case you want to configure an individual contract that regulates the relationship between your company and a client company,
On the Clients menu, click Agencies/Distributors and then click the client company for which you need to configure the contract terms.
Click the Contract tab and then click Edit to switch to the editing mode.
Specify general information on the contract:
Group of contracts: if you work with several clients of the same type (e.g. travel agencies) and sell products to them under common conditions, you can create the group of contracts (e.g. the group of contracts that regulates the settlements with travel agencies). Then if you select a certain group of
contracts, the conditions of the group of contracts are imported to the current contract. This it is filled with the imported information.Contract number: specify the contract number.
Manager: select a user from your company who will be responsible for managing contract settlements with this client.
Supplier contact information: Since your company acts as a supplier for a client company, the date of your company are displayed under the Supplier title.
Specify the information on each tab. (Please, see the subsequent sections.)
Click Save.
Let us consider configuring the partner contract closer.
Setting Products for Client Distribution
For every client company you should specify products and services that can be
distributed withing their contract. For that,
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.
Select the currency to use for price calculation.
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.
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.
To add VAT,
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
In case there are no VAT plans available in the drop-downs, you should configure
them separately.
To configure a VAT plan,
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,
Open the profile of the required client.
Go to the Contract tab.
On the Sales terms tab, for each service that is distributed withing the current contract, specify when it can be distributed in relation to the service rendering date (e.g. dynamic packages are available for sale not earlier than 90 days before service rendering date.)
Specify the conditions for printing vouchers - always, after payment, after disabling Auto cancellation etc.
Select the sales modes regulated by the contract. In case you allow both B2B and B2C sales, select both the check boxes.
Set the credit limit available for the client. Note that you can set credit limits not only for booked services, but also for invoiced services.
Select the payment plan available for the client. (For example, you have standard and extended payment plans. Extended plan in addition to standard payment methods like bank transfer, cash, etc, includes deposit as a method of payment. Here you can specify which payment plan is available for the
client.)
Click Save.
Cross-rates
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:
Cancellation fees
With the cancellation fees configuration, you can specify the terms and conditions for canceling services booked by agencies/distributors. You can set your own cancellation conditions and adjust the cancellation
conditions of suppliers:
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.
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.
Assume that the supplier’s time zone is GTM+4 and the Tour operator’s time zone is GTM+1. In
this case, if the Tour Operator cancels the booking at 11:00 local time (an hour before the penalty charges are imposed), it’s already 14:00 in the supplier’s time zone, and for the supplier the penalty period has already started, so the supplier can demand penalty charges. To avoid this, a 24-hour shift is used in Travel eXpesso.
The agency's penalty charge is set in percent from the full price of a product or service or the price of the product for the first night, including the tour operator’s markup.
To configure the deadline and the amount of a penalty charge you can set up your own terms of the penalty application and connect these to the penalty charges applied by the supplier.
The strictest penalty provisions have the highest priority, that is those with higher penalty charge or that are applied earlier.
Penalty calculation rules
Supposing a travel agency books a hotel room from your company for June 1-5, 2022. 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.
If you specify no values either for independent cancellation terms or for supplier penalty charges, the initial cancellation terms set by the supplier are applied.
In our case this means that the penalty charges are applied on May 25, 2022. If the travel agency cancels the reservation within the period from May 25-31, it pays you 120 EUR of penalty charge (50% of the supplier rate including the markup 240 EUR). In your turn, you pay 100 EUR to your supplier (50% of the supplier rate). 20 EUR difference is your company profit.
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.
If you set up only your custom cancellation terms and they overlap with the initial penalty charge terms set by a supplier for some dates, stricter penalty rules are applied for these dates.
Example А.
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).
Example B.
Suppose you set stricter conditions, according to which the cancellation of the service 10 days before it is rendered results in 100% penalty charge.
In this case if the service is canceled during the period from May 22 to May 31, the travel agency pays you a penalty charge of 240 EUR (your independent cancellation conditions are applied since they are stricter than those of the supplier throughout the whole penalty period).
You can configure the calculation of penalty charge by using the percentage of the total price of the service as well as that of the first night.
Example C.
Suppose you set up a rule according to which a penalty charge of 100% of the price of the first night is charged 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 120 EUR of penalty fees (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 same 120 EUR of penalty fees, since the supplier cancellation fees are stricter than yours.
Example D.
Suppose you set up a condition according to which the penalty of 100% of the price of the first night is charged if the service is canceled 10 days before it is rendered.
In this case:
If the service is canceled during the period from May 22 to May 24, the travel agency pays you 60 EUR penalty fees (according to your own terms, since the terms of the supplier are not yet active).
If the service is canceled during the period from May 25 to May 31, the travel agency pays you 120 EUR penalty charge (the supplier cancellation are applied since they are stricter than yours).
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.
You custom cancellation terms take effect starting from May 27 (that include the penalty charge of 60 EUR payable by the travel agency), but since your conditions are less strict than those of the supplier (150 EUR), if the service is canceled within the period from May 27 to May 31, the conditions of the supplier are still active and the travel agency pays 150 EUR to you.
Invoices
For settlements with partner agencies, you should configure rules for invoicing.
For that,
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.
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.
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.
On the Grouping tab you can configure the conditions of displaying the groups of services:
Select the check box opposite the required required service. The following form appears:
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.
>>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:
In the form, configure the conditions of displaying hotel description and adjust the mark up for self-operated products.
Display of hotel description:
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.
Mark up adjustment:
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:
After this, the products tagged as “public” as well as products tagged as“private” are displayed in the search results for this customer. On the contrary if you want to make products with certain tags unavailable to the certain type of customers, place a respective tag into the Products marked with these tags will not be offered via this contract box:
As a result, the customer can access all your offers except for those tagged with the “VIP” tag.
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:
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.).
7. Click Continue and then click Close.
Managing Agencies' Clients
Using system tools, you can create vast multilevel network of clients. On the Clients tab, you can browse the list of clients of your partner company. To browse the list of clients of an agency,
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.
Note that you can only view information about the customers located on top hierarchical levels of
the agency's network. For instance, you will see the first-level tour operators – those are the
customers of your client agencies/distributors who purchase travel products and services directly
from them.
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.
To adjust the look and feel of a client company,
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.
To create a B2C-site for a client company,
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.