Customer Care
Final Docs
The final documents are the last check before the group arrival. 5 days before the group’s arrival we need to reconfirm all details to our suppliers and make sure that everything is booked as per the programme and itinerary.
There are several steps to follow in order to complete the final documents.
Below you will find all steps on the Costumer care side.
Open the technical itinerary and the Tourplan reference
Fill in the 1st page of the itinerary with information inserted in Tourplan – and update what needs to.
Number of pax, rooms will be found in Touplan, Pax Configuration
If the group has multiple arrivals and departures, on the 2nd page underneath the 1st day, , make sure the number of pax matches the header details & rooming list.
Then, go to Service List to check the coach company & guide‘s names, number of lunches, drinks, porterage.
Check the technical itinerary against the Tourplan line items
Go into the service line items list in Tourplan and check that Guide, Coach, hotels and visits are booked on the correct dates and times. Tick them off on the itinerary as you go. Regarding lunches you need check the menus as well as the drinks when included.
You will find the menus in Enquiry notes > set menu and/or service notes > suppliers message
For the drinks, check the cost (cost override €xx) and that a message appears in supplier’s message. Eg:
Please include 01 glass of beer (25cl) or 01 soft drink or 01 mineral water per person
Budget: 3.50€ to invoice to Abbey Ireland & UK
No drinks included for driver and guide.
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Please include 01 pint of beer or 01 glass of wine or 01 soft drink per person
Budget: 5.50€ to invoice to Abbey Ireland & UK
No drinks included for driver and guide.
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Please include 01 Irish Coffee per person
Budget: 6.50€ to invoice to Abbey Ireland & UK
No drinks included for driver and guide.
Then you need to be sure that all the services has been booked with the suppliers, all statuses have to be on ”OK” or for accommodation “AL” “PA”…but no TB or RQ
If something is in TB or RQ but is not “FOC, no need to prebook”, check if any confirmation or request was send into Message Queue. If you don’t find what you’re looking for, ask the consultant.
If a status in in TB or RQ, you will need to book it directly with the supplier
The next step is the driver and guide expenses.
For the driver: on the coach company line click on “cost”, then “float”. From 8 days tour or more we insert 16.50€ in cost only (amount for the entire tour) – if we only have an airport transfer or less than a 8 day tour, we will insert 4.50€ (once even if 2 airport transfers).
When the driver is included for the whole tour, we need to add expenses for lunch and dinner if not included with the group. For lunch we have 8.50 € per lunch and 18 € per dinner.
When it is done, we need to edit the expenses sheet – on the coaching service line press “send”, enter “EXSH” in message code, file, edit as displayed below.
The following document will appears, check if all inserted amount are displayed in this document:
Save the document in : N:\Groups - 1st Floor\Operations Department\Shared Information\Sent Documents\2018
Rename the document with reference + name of the coach company
Then, you will insert guide expenses. To know: all guide related expenses are subject to 13.5% VAT: on the guide line click on “cost”, then “float”. If we have full days guiding, we insert 7.95€ (incl. VAT) in cost only (amount per full day) – if we only have an airport transfer no float to be inserted.
When the guide is included for the whole tour, we need to add expenses for lunch and dinner if not included with the group. For lunch we have 9.65 € (incl. VAT) per lunch and 20.43 € (incl. VAT) per dinner. If the final documents are sent by email we add 2.27€ (incl. VAT) for printing.
Now you have to enter the final informations in Notes, Itinerary 1, Final doc Checklist
In TP you complete the checklist and delete the lines you don’t need
Finally, the Operation department will take over to edit the final documents. In order to let them that this reference is ready we will assign the task to them. We will send a message via Tourplan:
Notes, Message queue, Queue entries
Press insert, queue to : OPS, Type : CCFDRS and add any additional information in Message, then press OK. And it is done!
URGAMD is for a last minute change (no or go show) – first TP and the itinerary are to be changed accordingly by the consultant
