As a new feature, VCT allows the TO to have a general overview and administration interface for managing his GroupTour allotments based on the deals in which these GroupTour products allotments have been booked.
A GroupTour product can be created using the VCT Calcsheet or by creating a new product (package) in VCT Products or Trip Designer.
GroupTour products are identified by having a GroupCode set on the product level
GroupTour Allotments are allotment records created with type GROUP and having a unique TourCode set.
A GroupTour package may have many product supplements related to it, which can be optional, mandatory and are used when creating a deal for a customer.
Some of the products are attribute type “Buy” supplements. The prices of these products are of type “Buy” and are used to enter buy prices and are not loaded as arrangements in a deal.
Each GroupTour product can have many departure dates with different TourCodes. The TourCodes are unique per allotment, meaning that there cannot exist 2 allotment entries even for different producID with the same TourCode. These are stored in Allotment / Starting dates for each product and are referred as GroupTour Allotments.
For each GroupTour Allotment there can be many buy prices, which on the return of the group tour will be used to calculate the exact buy price.
For each buy price a Supplier may be set - on product or price level.
“Buy” type and “Variable/Buy” type may be set as:
is per person true - with minimum and maximum number of persons setting
is per person false - here the minimum and maximum number of persons setting does not need to considered
one time charge true - the cost is for the entire period of the allotment
one time charge false - the cost is either by days or by nights - in case Charge Night is true
The total of a buy price of a GroupTour Allotment is the sum of all prices of type “Buy” defined for the season of the GroupTour Allotment matching the minimum and maximum persons setting (if is per person true) depending on the number of persons booked.
The more persons have booked, the more margin is created.
A price record of type “Buy” can be related to one or more GroupTour Allotment records. The start and end date of the GroupTour Allotment record should match the season dates of the price of type “Buy”. If more than one price of type “Buy” is found matching by season begin and season end the GroupTour Allotment record start date and end date, the system needs to use in the calculation of the buy price of the GroupTour Allotment the cheapest price.
Prices of type ”Buy” are not returned in the booking process and cannot be added as arrangements.
Prices of type ’Variable/Buy” are returned in the booking process and can be added as arrangements but in the same time they will be loaded (just as prices of type “Buy”) when creating a supplier invoice for GroupTours.
These two types (“Buy” or “Variable/Buy”) are added to products which are mandatory or optional supplements of the GroupTour main package product.
The prices of type “Variable” and “Variable/Buy” are used when loading the product as an arrangement.
The prices of type “Buy” are used to calculate the total buy price of each GroupTour Allotment.
GroupTours Listing
The GroupTours functionality is available through Group Tours menu option between Products
List view
The Group Tours listing displays all allotments of type GROUP, having a tourCode and if Product Source is Local or Backoffice, having availability created for the entire period.
If the Product Source is different than Local or Backoffice, the availability is not mandatory.
Advanced search supported by:
Tour Code
Product Code
Country Area
Status
Dates Interval
Average Age Interval
Duration Interval
List functionalities
Edit - for one selected record
Create Supplier Invoice - for one selected record
Print - for one selected record
Group Tours Details
The upper menu Recalculate Availability button triggers recalculating the availabity for this Group Tour Allotment based on the bookings in the system.
Allotments Tab
GroupTour Allotment Information section
Product Code - use link to navigate to Product Details
Product Name
Brand - list of all product brands
Group Code
Tour Code
Start date
End date
Duration (days)
Status
PriceType 2
Allow overbooking
Minimum Traveler Age
Maximum Traveler Age
Number - total number of allotted places
Free - total number of free places
Booked - total number of places booked in deals of type Booking
Option - total number of places booked in deals of type Option
Waiting - Number calculated from Booked + Option - Number - meaning that in case Allow overbooking is true, the system allows booking more places than allotted and the difference represents the ones on the waiting list
Parties - last used party number on the level of the GroupTour Allotment
GroupTour Allotment Parties
The Parties field displays the last used party number of the allotment entity.
When an allotment entry is created the last used party number field is set to 0.
When a deal of type B (Booking) is created with the TourCode matching the TourCode of the allotment entry, the party number of the travelers is set as last used party number + 1 and the Parties field in the allotment is updated to increase the last used party number accordingly.
This above does not apply to deals with type O (Options) at all - no matter whether updateAvailability is true or false.
When a deal of type B (Booking) with the TourCode matching the TourCode of the allotment entry is edited:
when CREATE PARTY functionality is used in the Travelers section, the new party number is set as last used party number + 1 and the Parties field in the allotment is updated to increase the last used party number accordingly.
when Travelers are moved from one Party to the other, leaving a Party empty, the last used party number is not affected and other party numbers are not recalculated.
When a deal of type B (Booking) with the TourCode matching the TourCode of the allotment entry is set to Cancelled, leaving a Party empty the last used party number (Parties) is not affected and other party numbers are not recalculated.
When a deal of type B (Booking) with the TourCode matching the TourCode of the allotment entry is set to Cancelled, leaving a Party empty and the number of the Party left empty DOES NOT match the last used party number (Parties), the last used party number is not affected and other party numbers are not recalculated.
When a deal of type O (Option) with the TourCode matching the TourCode of the allotment entry is set to Booking (Option to Booking), the party number of the travelers is set as last used party number + 1 and the allotment table entry is updated to increase the last used party number accordingly.
Deals section
The Deals section displays the list of all deals created for this GroupTour Allotment, grouped by type of Deal.
The list displays first the Bookings and then the Options.
Click on Code to navigate to Deal Details for each list entry.
Filter Deals list is supported by deal type - Show only Options or Show only Bookings.
Ticket Stock section
The Ticket Stock section is available only for those tenants that have the Ticket Stock functionality active in Victoury.
The Ticket Stock section displays the list of all TicketStock entries where TourCode is matching the TourCode of this GroupTour Allotment, ordered by Ticket Date in ascending order.
Click on Ticket No. to navigate to TicketStock details for each list entry.
Supplier Invoices section
The Supplier Invoices section displays the list of all Supplier Invoices created for this Group Tour Allotment.
Tourleaders section
The Tourleaders section displays the list of all tourleaders added for this GroupTour Allotment
Click on Personal Name or Family Name to navigate to Person details for each list entry.
Notes section
The Notes section displays the list of all notes added for this GroupTour Allotment.
Tasks section
The Tasks section displays the list of all tasks added for this GroupTour Allotment.
Travelers Tab
General Information section
The General Information section displays average information related to this GroupTour Allotment.
Travelers section
The Travelers section displays the list of traveles grouped by Deals for this GroupTour Allotment.
Flight Itinerary Tab
Itineraries section
The Itineraries section displays the itineraries and itinerary segments added for this GroupTour Allotment and offers support for adding new itineraries and itinerary segments. When this GroupTour Allotment is booked, the Booking Wizard displays automatically in the booking process the itineraries and their segments and these will be added automatically to the deal, unless the operator removes them manually while booking.
Profit/Margin Tab
Victoury offers real time calculation of profit / margin when clicking on this tab.
The operator may see financial information for either Invoiced Deals or Not Invoiced Deals
GroupTour Section
Lists all “Buy” type and “Variable/Buy” type prices used to calculate Total Buy Exclusive Tax GroupTour - displays Product Name, Is per person icon if true, Price Info in home currency for each
Optionals Section
Lists all arrangements used to calculate Total Buy Exclusive Tax Other - displays Product Name, Is per person icon if true, Price Info in home currency for each
Totals Section
Total Buy Exclusive Tax GroupTour: currency and amount
Total Buy Exclusive Tax Other: currency and amount
Total Buy Exclusive Tax
Margin
Markup %
Profit %
Total Sell Exclusive Tax GroupTour
Total Sell Exclusive Tax Other - other arrangements aside the GroupTour
Total Sell Exclusive Tax
Right column:
Number of persons
Number of persons - total number of travelers of all deals of type B (Bookings) which are not Canceled for this GroupTour Allotment.
Total Buy Exclusive Tax GroupTour
First, the system retrieves the total number of travelers of all deals of type B (Bookings) which are not Canceled for this GroupTour Allotment.
In the same time, it retrieves all “Buy” type and “Variable/Buy” type prices of the supplements where Attribute = Buy of the package of the GroupTour Allotment where Is per person is true for which the total number of travelers of all deals of type B not Canceled is between the minimum number of persons and the maximum number of persons set in the price.
If more prices found matching the allotment period and the minimum an maximum number of persons, the system takes the cheapest one.
Secondly, the system sums up all values of Buy Unit Price in home currency of all the above retrieved “Buy” type and “Variable/Buy” type prices and multiplies them by the total number of travelers of all deals of type B (Bookings) not Canceled of this GroupTour Allotment.
The system retrieve all “Buy” type and “Variable/Buy” type prices of the supplements where Attribute = Buy of the package of the GroupTour Allotment where Is per person is false for which the total number of travelers of all deals of type B (Bookings) not Canceled is between the minimum number of persons and the maximum number of persons set in the price.
If more prices found matching the allotment period, the system takes the cheapest one.
The system sums up all values of Buy Unit Price in home currency of all the above retrieved “Buy” type and “Variable/Buy” type prices
Finally, the system adds up the two sums to have the Total Buy Exclusive Tax GroupTour.
Total Buy Exclusive Tax Other
The system sums up all values of Buy Exclusive Tax HC of all other arrangements than the GroupTour arrangement of all deals of type B (Bookings) not Canceled for this GroupTour Allotment.
Additionally, the system sums up all Ticket Stocks Total Buy Prices transformed in Home Currency of all TicketStock entries related to this GroupTour Allotment.
Finally it adds up the two sums to have the Total Buy Exclusive Tax Other.
Total Buy Exclusive Tax
Sum of Total Buy Exclusive Tax GroupTour + Total Buy Exclusive Tax Other
Total Sell Exclusive Tax GroupTour
The system sums up all values of Sell Exclusive Tax HC of all GroupTour arrangements of all deals of type B (Bookings) not Cancelled for this GroupTour Allotment.
Total Sell Exclusive Tax Other
The system sums up all values of Sell Exclusive Tax HC of all other arrangements than the GroupTour arrangement of all deals of type B (Bookings) not Cancelled for this GroupTour Allotment.
Total Sell Exclusive Tax
Sum of Total Sell Exclusive Tax GroupTour + Total Sell Exclusive Tax Other
Margin
Total Sell Exclusive Tax - Total Buy Exclusive Tax
Markup %
(Total Sell Exclusive Tax/Total Buy Exclusive Tax) - 1
Profit %
1 - (Total Buy Exclusive Tax/Total Sell Exclusive Tax)
Entering a supplier invoice for one or more of the buy products of a GroupTour Allotment
When clicking this function for a selected GroupTour Allotment, Victoury creates a supplier invoice arrangement for each found buy price.
The Supplier Invoices related to GroupTour Allotments work in the same way as in case of regular Supplier Invoices related to arrangements.
The system displays the list of Buy type prices to the operator and allows him to select the one(s) for which he wants to enter a supplier invoice. Procedure is the same as entering a supplier invoice for the arrangements for the bookings.