M&K FIT
Sending a Quotation
Having completed the final checklist, click on send. Please see the glossary of codes at the end of this manual and choose the appropriate code for your client.
Select File as an Output in order to save your quote in selected location
If you click on Edit instead of Send you can change your quote before saving it and it will look like this:
If you have added commission to the booking it will look like this:
Click on Send (make sure you have selected File) and select the location you wish to save the file– as it automatically saves to N:\Batch Printing
Select your preferred location (in the O drive) and change the folder name to: *client name* + *agent name* + *reference number*. Click on Save
The quote will be saved as a word file and will look like this:
To make the quote look nicer you can delete the unnecessary comments, like:
Once the file has been saved to the O drive you can make all necessary edits before sending to the agent. Always remember to change the file to a PDF before sending to the agent and save both the PDF and the Word document on the O drive for future reference.
Alternatively, you do not need to save the quote to the O drive. If you prefer – all of the above editing can be done on Tourplan and you can send the quote directly from Tourplan.
To send a quote directly from Tourplan enter the correct message code, change output to ‘email’ and click on Edit:
You can edit the document as you would when you save to file and then click send when you are done.
‘But how can I personalize the email if I send it from Tourplan?!’
If you are worried about sending a quote from Tourplan because it will appear less personal, it is possible to customize the cover note that appears the client. When you are in the editable section of the FIAD, click the button beside the paperclip at the top of the screen named ‘show email container’. The below will appear and this is the cover note that will appear in the body of the email. Your quote/confirmation will then appear as an attachment.
Please note that the above procedure highlights how to send a quote, this is the same procedure that can be used to send a confirmation of services document, just simply enter the alternative message code. A glossary of codes can be found at the end of this manual.