Operations
General Line Substitution Summary
LUNCHES - SUBSTITUTE GENERAL SUPPLIER LINES
1. Preparation
Open excel sheets:
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Ndrive > Groups 1st Floor > Operations Department > Shared Information > Lunches > Lunch Venues Report – Menus & Rates - Ireland
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Ndrive > Groups 1st Floor > Operations Department > Shared Information > Lunches > Outstanding FO GENERAL Booking Report_IRECOM
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Ndrive > Groups 1st Floor > Operations Department > Shared Information > Lunches > Lunch Rev Overview Fixed with pax
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Ndrive > Groups 1st Floor > Operations Department > Shared Information > Lunches >
Check Outstanding FO GENERAL Booking Report
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add-ins > tourplan operations > get/refresh data > attach refreshed data to existing Pivot Table > get data
!! Supplier Code is GEN001 (Ireland) or GEN002, GEN003, GEN004 (Scotland, UK) -
Select booking reference number and copy into tourplan > groupbook
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Service list - look for code: GEN001 and FO
Before: you have freedom to choose the lunch supplier as long as it stays within:
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Budget
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Location
Check budget
Groupbook > Notes > 2nd from top > Offer Recap (International)
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Check the agent’s notes in regards to lunches
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Underneath you see the budget and for which days the customer needs lunches
Service list > stand on a GEN001 FO line and go to costs (service list > notes)
“Cost Override” = what we pay to the supplier
“Sell Override” = the budget we get from customer and what they will pay us
2. Allocating the venue
Step 1: Check which activities are booked/planned before and after
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Check in service list to get a full overview
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Check the times: service list > pickup/dropoff
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Check Google Maps to find out distance and time between locations
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Lunch times:
2 course: 60 min
3 course: 90 min
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Time to consider for visits:
indoor visits: 1 hour
outdoor visits: 2 hours (incl. Guinness Storehouse & Titanic Belfast)
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Lunch start times:
French: 12 - 13.30 (13.30 per exception)
Italian & Portuguese: 12.30-14.00
Spanish: 13.30 - …
International: 12.30-13.30
German: 12.30-13.30
Step 2: Find a lunch venue
Open: Lunch Venues report
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Filter on: County or City/Town
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Check what is within your budget
Open: Lunch Rev Overview Fixed with Pax
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Check which venue we haven’t booked yet or where we haven’t booked as much revenue yet as last year (we want to bring them more than last year to maintain a good relationship)
Step 3: Double check menu & rates
Tourplan > Database > Database Enquiry > ….. > find
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Service Type: FO
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Supplier: BRA001 (add the supplier code)
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option code: 2CRSL / 3CRSL / …
Double click on the line you need > service details > enquiry notes > set menu
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Service rates > “correct dates” > GE
Note: make sure that you do not choose the same menu (lunch) two days in a row. Make sure there is variation in the lunch menu (eg. not twice chicken in a row)
Step 4: Substitute GEN001 into correct lunch supplier
Groupbook > Service list > select the GEN001 line > Substitute Service
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Delete location “ALL”
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Add Supplier code: …
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Add Option code: … (2CRSL)
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Go to tab “Scroll Services”
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Select the correct lunch menu:
!!UNTICK “Retain Sell Price”
> Save
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Make sure times are correct: service list > pickup/dropoff
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Make sure rates are correct: service list > costs
Step 5: Make note for supplier
If you’d like to make a note for the supplier that will show on: itinerary, voucher … all communication, you do:
service list > select the food line > service notes > supplier message > insert message > save
Make sure that you save, and that there is a not created!
Who looks after what?
GEN001 – Ireland office
GEN002 – Scotland office
GEN004, GEN500, GEN502 – LEW office
Note 1: Drink lines with hotels/restaurants
When there is a drink required with the lunch/dinner, there is a specific line inserted in TP.
We have generic rates for drinks, however the account handler is supposed to add a note to service list > service notes > supplier message
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This remark will show up when you send the booking request / confirmation / voucher under the remarks section
MASSES - SUBSTITUTE GENERAL SUPPLIER LINES
1. Preparation
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N:\Operations > Masses >Masses IRE > Outstanding MASS GENERAL Booking report - IRE
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N:\Operations > Masses > Masses group report Abbey Ireland & UK
Check Outstanding FO GENERAL Booking Report
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add-ins > tourplan operations > get/refresh data > attach refreshed data to existing Pivot Table > get data
!! Supplier Code is GEN001 (Ireland) or GEN002, GEN003, GEN004 (Scotland, UK) -
Select booking reference number and copy into tourplan > groupbook
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Service list à look for code: GEN001, VI line and MASS service
Check mass requirements & documentation:
The masses can be public (will be celebrated by the local priest and the group will be just attending to it), concelebrated (will be celebrated by the local priest and the group priest) or private (will be celebrated by the group priest and won’t be open to the public).
Also, to be able to let a priest celebrate a private or concelebrated mass, we need a celebret, which is a special document from their parish attesting their good faith with the church. Without this documents, most churches won’t allow us to proceed with the mass requests.
Sometimes the AH will insert the proper lines for the required masses on the service List straight away, already giving info regarding where the mass is to be celebrated or what church was requested.
If no information is given about a general line or about the celebret, check with the AH for more details.
2. Allocating the church
Step 1: Check which activities are booked/planned before and after
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Check in service list to get a full overview
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Check the times: service list > pickup/dropoff
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Check Google Maps to find out distance and time between locations
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Mass time: 45 minutes (or 30 minutes for a short mass)
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Lunch times:
2 course: 60 min
3 course: 90 min
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Time to consider for visits:
indoor visits: 1 hour
outdoor visits: 2 hours (Guinness Storehouse & Titanic Belfast)
Step 2: Find a mass venue
Open: Mass Group report
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Filter on: County or City/Town
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Double check regarding which religion denomination the group is and find a suitable church
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Check what makes more sense within the itinerary
Step 3: Substitute GEN001 into correct mass supplier
Groupbook > Service list > select the GEN001 line > Substitute Service
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Delete location “ALL”
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Add Supplier code: …
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Add Option code: … (MASS)
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Go to tab “Scroll Services”
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Select the correct mass line:
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Make sure times are correct: service list > pickup/drop off
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Make sure that no rate is inserted. Accounts cannot identify any payments to be made on the mass lines;
Step 4: Substitute/Insert donation lines
Some groups require that the donation for the masses to be paid through Abbey, for that we need to insert or substitute a donation line.
The donations can be either for the whole group (as for when a church requires a specific minimum donation for the group) or per person (3.00 € per person as a standard).
Groupbook > Service list > select the GEN001 line > Substitute Service
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Delete location “ALL”
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Add Supplier code: …
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Add Option code: … (DONP)
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Go to tab “Scroll Services”
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Select the correct donation line:
Business Development will insert general supplier lines where a cost has to be included in a quote, but the actual supplier that will be booked later is not relevant at this stage – e.g. for lunches or masses during the tour. Operations will exchange (substitute) these general supplier lines with suitable suppliers after handover stage, paying attention to e.g. budgets, revenue targets with individual suppliers, or characteristic demands of individual group nationalities.