Operations
Bookings Summary
BOOKINGS / BULK BOOKINGS REQUESTS / FAM TRIPS / BOOKING FORMS / WEBLINK / CANCELATIONS / AMENDMENTS
CO/CP REPORT
The CO/CP report is a great tool for requesting services for series for difficult to confirm / limited availability suppliers.
This is extremely helpful as this gives us the chance to request services for groups that have not been handed over to Operations yet. CO/CP bookings for the season ahead usually start around May/ June.
Refresh the report every time when opening.
Add-Ins → TourPlan Operations → Get/Refresh Data → Attach refreshed Data to Existing Pivot table
Check if there are any services for a supplier for a series (search by supplier or booking name as shown below) and book any supplier that is difficult to confirm for each series that has times inserted.
NOTE: Remember to always mention the name of the series you are requesting on the email you send to the supplier. This way it is easier for us to follow up on the supplier’s email and for the supplier to keep track on the series they have for the season.
How to send amendments
When Account Handlers queue a CCAMD (Customer Care Amendment) message we need to do the following steps:
1. Make a note of the reference and the pax numbers and action it from the queue. Usually, on the body of the message, it will state what has been changed in regards with the group’s numbers.
2. Open Group book and paste the message with the new numbers on Notes → 2nd point → Operations.
3. We then go to Tourplan → Operations → Bookings → Bulk Messaging → Supplier Amendment → Filter 2
Where we write just the numbers of the group’s reference on the field "Booking reference from" and the we click on the Services tab.
4. On the Services tab, we sort alphabetically the Service Description and we select only AD, EN, FE, FO & VI lines and click send.
5. On the window that opens up, insert the appropriate code on the message code box (GRSA for single amendments, GRBR for bulk amendments and their equivalent in M&K GSAM & GBAM) click Email & Edit prior to send and we click Send.
6. On the Amended Supplier Confirmation, we double-check if the numbers match what the Account Handlers told us. If yes, we go to the body of the email and we update with the final numbers there as well.
How to send cancellations
When any bookings need to be cancelled, you have two alternatives in sending the cancellation.
Bulk cancellation – To send a bulk cancellation request go to Operations → Bookings → Bulk Messaging → (5) Supplier cancellation → Filter.
Insert under Supplier the code of the supplier to be bulk cancelled and click on services.
NOTE: You can further refine your list by adding more data on this screen and on filters 2 and 3
After the selection has been made, click on Services and tag which lines are to be cancelled and click send
On the screen that pops up, insert the code for the cancellation on the Message Code box (GRBX for bulk cancellation, GRSX for single cancellation and their equivalent in M&K, GSXM and GBXM), click on email as output, click on Edit Message Prior to send to reconfirm which bookings will be cancelled, tick Update service status and select CA from the New Service Status box;
A new screen will show up, where will be able to review all the bookings to be cancelled.
After reviewing the content, make sure that the option selected to send is on email and hit the send button.
Select which contact the booking needs to be sent to and click on allow to finish sending the cancellation request.
After this, the status will automatically change to CA. No need to wait for suppliers return to you about the cancellation.
From OPS side, the cancellations are controlled through these reports:
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This report shows all the bookings that are either on TX or WL;TX booking report – IRE-
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This report is used to see only the bookings that at TX on XX status references, in order to make sure no cancellations were left behind;TX Booking report – IRE – XX status-
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This report is used to send the cancellations for all the bookings on references that are on XX and to see if any important suppliers can be changed to TX in order to try and recycle those bookings;-Outstanding XX booking report – IRE
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List of difficult suppliers – Used along with Outstanding XX booking report to check which suppliers should be changed TX, as they are hard to get and could be used on WL bookings
The Operations department looks after booking all non-accommodation services except for guides and transport. This can be e.g. dinners, visits, walking tours, or ferry crossings.