TO Contracts - Initial settings

The specialized module 'Contracts with TOs' is aimed at easing the price calculation in contracts with tour operators. Each contract is entered into the profile of the Company it refers to. 

The contract has two main settings - 'Conditions' and 'Rates'. The first part covers the pricing conditions as they appear in the contract. The second part involves configuring how these conditions can be applied in bookings as selectable rates.

Creation of a TO contract

To add a TO Contract to a specific Company follow these steps:

• Open the company profile for review;
• Navigate to the "Tour Operator Contracts" section and select the "Add" button;

• Click on the first section in the upper left corner and enter the basic contract parameters. Each contract is associated with one Company (1), and the prices in that contract are in one currency (2) only. These fields are required.

• City tax (3) -For each contract, you can choose whether to add City Tax or not. Select the value in the contract name section. The possible options are in accordance with the standard settings:
  • Extra, Separate charge - separate charge for each day.
  • Included, Joint charge - no separate charge will be made, but a separate text will be visible in the documents describing the amount of City Tax included.

Before proceeding to enter the pricing terms of the contract, you need to configure the following parameters:

Room types and Boards

For each contract, you must specify the room and board types which it includes. Here you can set the room types and boards according to the terminology of the Tour Operator - as they are written in the contract. Using this terminology you have the following advantages:

• The services on the invoice you provide to the Tour Operator will carry the terminology of the contract. This will make it clearer for the Tour Operator to interpret. For example, instead of having the PMS+ name of the room type, you can have the one set in the contract - e.g. DBSV. The same applies to meals (boards).
• According to one condition of the contract, you can accommodate in different room types. For example: in the contract you can have one price for 'Double', which you can link to several different room types - 'Double Sea' and 'Double Park'.

Fill in the room types and boarding rooms in the upper left part of the contract.

In the example above, we have created two Room types - DBL and APP and 3 Boards - RO, BB, HB. 

All names are set as they are indicated in the actual contract.

Age groups

If the contract contains different prices for children, you need to define one or more age groups. For example: you can enter two groups - 'Children under 2' and 'Children under 12'. Use short but clear text for the group name. This text will appear in the charge description if it relates to a child. For each age group you must state the maximum age it covers. For correct calculation of prices, you need to fill in the age of the children in each booking.

In the example above, we have created 2 Age Groups - Infants with max age 2 and Child with max age 12.

Seasons

Define the seasons in which you have different room prices. Give each season a short name and add the periods it covers. You can add multiple periods within a season. The periods of the seasons cannot overlap.

In the example above we have created 3 seasons - Low, Mid, High. However, the Low and Mid seasons span over two different periods each.

Activation Codes

Using activation codes you can trigger Discounts or Additional charges, only for selected bookings, which, for example, are part of a promotion. This is done by entering the corresponding activation code in the reservation. In this section, you should define all codes that will be linked to specific discounts or additional charges. Set them with short and clear names:

• Click on the pencil icon to open the editor;
• Enter the code and confirm with the "Enter" key on the keyboard or click the button at the end of the line;
• Add as many codes as you need and confirm with the "Save" button.

Note that activation codes are not a mandatory element when configuring a TO contract and can be added at a later stage if required.