SUPPLIER QUOTES/ORDERS

For Option type deals, only Quote can be created/sent.

For Booking type deals both Quote and Order can be created/sent.

Main left menu - Settings, check Send Automatic Emails for Orders only in case you would like that the emails are sent automatically when the booking is saved. Else, if you prefer to send them manually as further described, leave this setting unchecked.

At the same time, for the products prices that you need to create supplier quote/order when the product is booked - on Product, per Price, check Automatic Order.

In product, price details, General Information set the Supplier in Price Supplier field.

If all details all correctly set, when the product is booked, an order will be created and may be sent to the supplier.

This order creates an entry in Operations/Order list.

Supplier orders are generated at the moment of the booking, meaning that each booking will have its separate supplier order, there cannot be the case that the same order refers to more bookings.

In case one booking contains more that one product/price from the same Supplier and on their price level the Automatic Order is set, the generated Supplier Order will contain as many arrangement lines as many products/prices have been booked by the same Supplier.

In case one booking contains more products from different Suppliers and on their price level the Automatic Order is set, the system will generate as many Supplier orders as many Suppliers there are.

When an existing deal is updated, an order will be created only for the newly created arrangements.

If an arrangement is edited, the operator will have to go into the arrangements tab and send manually again the order, even Automatic order is checked.

Once the order is created, select the order and click on edit sign and select Send Supplier order:

A new tab containing all orders selected will open. To open the content of an order, click on the code of the order and a new dialog is open. In this dialog there are editable fields: To, CC, BCC, the Subject and the Body of the Order email where you can add or remove placeholders defined in Victoury for Supplier Order Email sending.

Fields:

  • From​ - value from Settings/Order Signing User - if no user set there - use the author of the order as set in Supplier order/Author

  • To​ - value from Supplier Contact Info where Type is set Order E-mail;

  • ReplyTo​ - value from Settings/Order Signing User - if no user set there - currently logged in user;

  • CC​ - possibility to add any email address by the operator

  • BCC​ - possibility to add any email address by the operator

When the editing of the Order Email is done, you may use PREVIEW MODE to see all information retrieved (this action replaces the placeholders) and if everything is in the desired order, click CONFIRM button.

Once the Email Order is confirmed, the order line is marked as checked and you may proceed to send the email using one of the SEND buttons.

The templates used for sending Order Email have to be defined in Text library.

Text Library entries used

The Order Email will be constructed using the below text library entries by labels:

OrderEmail or supplierQuoteEmail - general text library entry where label is “orderEmail” or "supplierQuoteEmail" which includes the below text library entries using placeholders:

  • orderHeader - text library entry where label is “orderHeader”

  • orderSubtext - text library entry where label is “orderSubtext”

  • orderBody - text library entry where label is “orderBody”

  • orderProduct - text library entry by product category where label is “orderProduct”

Place holders used

Subject

value from title of the text library entry where label is “orderEmail”

Placeholders:

  • {{bookingCode}}

  • {{bookingDestination}} (first destination related to reservation)

  • {{mainTravelerName}} (salutation personal name family name of the main traveler)

Message

Formed by the below sections:

  • Header - placeholder for {{orderHeader}} value from Supplier/Order Header - if no value found there - use text library entry where label = orderHeader

  • Subtext - placeholder for {{orderSubtext}} value from Supplier/Order Text - if no value found there - use text library entry where label = orderSubtext

  • Body - placeholder for {{orderBody}} value from text library entry where label = orderBody

Placeholders:

{{logo}} value for Logo (brand logo - if no brand, logo from settings/ general) {{currentDate}} value: current date (dateFormat as in parameters) {{customer}} salutation personal name family name of the mainPerson of the customer

{{travelersWithBirthdates}} salutation personal name family name of the travelers and their birthdates (dateFormat as in parameters) {{travelersWithPassportInfo}} salutation personal name family name of the travelers and their passport information for each traveler

{{orderRemark}} Value from Supplier Order Remark field

  • Order Products - placeholder for services to be booked {{orderProducts}}, for each product of the order is used the value from body of the text library entry where label is “orderProduct” based on product category - where product category is the same as text library entry category

Placeholders for products retrieving the information from Arrangement:

{{orderProductOrderText}} - Order text

{{orderProductOrderRemarks}} - Order Remark

{{orderProductProductCode}} - Product code

{{orderProductProductName}} - Product name

{{orderProductProductBegin}} - Begin date

{{orderProductProductEnd}} - End date

{{orderProductStartTime}} - Product start time

{{orderProductEndTime}} - Product End Time

{{orderProductCountryArea}} - Country Area

{{orderProductReservationText}} - Reservation text

{{orderProductPriceType1}} - Price Type 1 label

{{orderProductPriceType2}} - Price Type 2 Label

{{orderProductPriceType3}} - Price Type 3 Label

{{orderProductPriceType4}} - Price Type 4 label

{{arrangementTravelers}} - Assigned travelers

  • Footer

Placeholders

  • {{orderSignature}}

- if there is one user marked as orderSigningUser in General settings - the Signature - multilanguage of the user selected is retrieved

- if there is no orderSigningUser set, the signature of the author of the order is retrieved

  • {{companyInfo}}

- if there is a brand set on reservation level we use from brand: name, address, phone, email

- If no brand set we use data from settings/general

Example of Text library entry for supplierQuoteEmail

Example of Text library entry for orderEmail

More about Placeholders

More about Text Library

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