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GoTour Online ( GTO )


Table of Contents

1. Introduction
2. User Interface
2.1. Logon and Logoff
2.2. Menu Structure and Navigation
2.3. Filter Options
3. Creating Attributes
3.1. Creating a Company
3.2. Creating an Attraction
3.3. Creating a Hotel
3.4. Creating a Restaurant
3.5. Creating a Pickup
3.6. Creating a Customer
3.7. Creating Locations
3.8. Creating Vehicles
3.9. Creating Vendors
3.10. Creating Salespersons
3.11. Creating Options/Cancellation Protection
4. Creating a Tour
4.1. One Day School Tour
4.2. One Day Group Tour
4.3. One Day Retail Tour
4.4. Multi Day Group Tour
4.5. Multi Day Retail Tour
4.6. Multi Day School Tour
5. Modifying a Tour
5.1. Adding a Vehicle
5.2. Adding an Attraction
5.3. Adding a Pickup
5.3.1. Using an Existing Pickup
5.3.2. Creating a Pickup For Use of This Tour Only
5.3.3. Creating a Pickup to be Store in the Database and to be Used in This Tour
5.3.4. Updating a Pickup
5.4. Making Reservations
5.4.1. One Day Tour Reservations
5.4.2. Multi Day Tour Reservations
5.5. Adding a Hotel
5.6. Adding a Restaurant
5.7. Adding a Note
5.8. Adding a Driver's Note
5.9. Adding Directions
5.10. Adding a Departure
5.11. Adding an Arrival
5.12. Adding a Deposit
5.13. Adding an Option
5.14. Adding a Disbursement
6. Working in Depth with Reservations
6.1. Showing Reservations
6.2. Working/Modifying Individual Reservations
6.2.1. Showing Customers from Individual Reservations
6.2.2. Showing Receipts
6.2.3. Print Party Summary
6.2.4. Post a Receipt
6.2.5. Reduce Amount Paid
6.3. Splitting Reservations
6.3.1. Creating a New Reservation to Split
6.3.2. Splitting an Existing Reservation
6.4. Showing Customers
6.5. Scheduling a Pickup
6.5.1. Scheduling a Pickup for All
6.6. Working with Seating Arrangements
7. Tour Options
7.1. Receipts
7.1.1. Adding a Receipt
7.2. Charges
7.3. Refunds
7.4. Tour Parties
7.5. Tour Customers
8. Types Menu
8.1. Customer
8.2. Group
8.3. Tour
8.4. Vehicle
8.5. Receipt
8.6. Charge
8.7. Notify
8.8. Report
9. System Menu
9.1. Users
9.2. User Groups
9.3. User Group Abilities
9.3.1. Administrator User Group
9.3.2. Developer User Group
9.3.3. Tour Builder User Group
9.3.4. Finance User Group
9.3.5. Receivable User Group
9.3.6. Reservation User Group
9.3.7. Salesperson User Group
9.4. Permissions
9.5. Timed Events
9.6. Notifications
9.7. Filters
9.8. Connections
9.9. Reports

1. Introduction

This will help you get on your way to planning and managing your own tours. You will be shown how to navigate through the GoTour interface as well as begin setting up basic as well as more complicated tours. GTO is a browser based application that requires little or no setup on the local workstations. What is required is an inter-net connection and Internet Explorer preferable v.5 or higher. Other browsers are supported call RBS at 800-448-7001 for more information. This will help you get on your way to planning and managing your own tours. You will be shown how to navigate through the GoTour interface as well as begin setting up basic as well as more complicated tours. GTO is a browser based application that requires little or no setup on the local workstations. What is required is an Internet connection and Internet Explorer preferable v.5 or higher. Other browsers are supported call RBS at 800-448-7001 for more information.

2. User Interface

This will help you navigate throughout the menu system and understand different menu options that occur throughout the program.

2.1.  Logon and Logoff

To being using and understanding this software first you need to log in. In order to do so, go to the appropriate browser and you will see the log on screen.

Log On Prompt

Figure 1. Log On Prompt

Here enter your provided id and password and then hit the button. If you do not see this screen right away, check to see if you have an active pop up blocker. Such devices as a Google toolbar will prohibit the logon screen from appearing. Once you change your settings to allow pop ups on this particular site, you should see the logon screen.

The button will end your session and log you off.

2.2.  Menu Structure and Navigation

The menu system is fairly straightforward and easy to understand. The same system is used throughout the entire application in a generic form. In order to select any menu option, click on the appropriate button. It will become highlighted in order to show you where you are located in the menu system. Each option in the root menu contains one sub menu. Shown below is the root menu along with sub menu options.

Root Menu

Figure 2. Root Menu

In the sub menu you have the option configure and maintain tours, costumers, hotels, restaurants, attraction, locations, pick up times, vendors, salespersons, receipts, refunds, charges, tour parties and costumers, and companies. As you can see the sub menu drops in a horizontal fashion under the root menu. This convention will occur for every root menu option.

Main Menu

Figure 3. Main Menu

In the sub menu you are able to set different varieties of customers, groups, tours, vehicles, receipts, charges, notifications and reports.

Types Menu

Figure 4. Types Menu

In the sub menu you can perform administrative tasks such as setting users and user groups, permissions, different filters, connection types, timed event and notifications.

System Menu

Figure 5. System Menu

The sub menu options are selected in the same way and also become highlighted. Each sub menu has a similar screen containing filter and add options. An example of that screen is pictured below:

Menu Options

Figure 6. Menu Options

Here you will be able to select a filter parameter for whatever container is associated with your current sub menu. A container refers to categories such as tours, activities, customers, etc. The filter would search within these specific containers. You can also add a member, import through a file, or export a file in each container. These options operate in the same manner through the menu system. Each time you choose a filter option you will be shown a formatted listing. If you would like to add a member regardless of what container you are in, you will be brought to that containers specific add format. The ability to import and export remains constant throughout every container. You will be prompted to enter the file name along with the file path.

Other similarities that are continues throughout the entire application is the manipulation you are able to do to each item in the container. After using a filter, you are shown the corresponding items in a listed format. On the left side of the item name, you are given a drop down menu box of choices.

Update Menu Options

Figure 7. Update Menu Options

Shown to illustrate this concept is a listing of a few items in the customers’ container. Every listing for each container will be shown in the same manner; however the headings will differ as they will be specific to the attributes for each container. As you can see the menu options give for each item are update, select, remove, clone and history. This theme is used throughout the entire application. In order to access any of these options you need to highlight a choice and hit the button.

Selecting update will allow you to reconfigure any part of that item. Inn order for you changes to take effect you'll have to click the button. You'll notice that there is a number associated with the button. This represents the number of times that an update has occurred. Therefore, this button would tell you that there have been seven updates already. Select will show you properties of the item, but no modifications can be made. Remove will delete the item. If you select this option you will be brought to another screen and be prompted to confirm you decision. If you wish to continue, select the button. Clone will allow you to make a duplicate copy. As with the remove option you will be prompted to confirm your decision here as well. In order to do so, simply click the button. The history option will obviously allow you to view the history of that particular item.

If you are navigating through any particular sub menu and would like to return to a root menu item, simply click the corresponding menu button.

2.3. Filter Options

You have several options you can choose from in order to select items within different containers. If you look at the filter/add options screen with the filter menu exposed, you would see a variation of the screen shown below. Not every container has the same filter options associated with it. The default filter will be highlighted and will be the one used if you were to click the button. If you wanted to use a different filter, simply use the arrow to the right of the filter description to view the drop down menu. Below is one example from the customers’ container.

Filter Example

Figure 8. Filter Example

As you can see there are three different options for you to choose from. The 'Select all active members' option will allow you to see every member of the container. This option is present in every filter menu and is sometimes the default. The default for the customers is 'Where active and Name or Phone contains P1'. This filter allows you to search for a certain criteria. If you select this, you will be prompted to enter your search information. As you can probably tell you can search against the name and phone number. The last option given here is 'Where active and last name like P1'. Here you will be prompted for you search criteria again and you can search against last names. Below is an example of the screen you would see in order to enter your search criteria.

Search Example

Figure 9. Search Example

As you can see, you would need to enter either a name or phone number and then click the button. Obviously every time you choose to search specific parameters, the screen would have a corresponding command prompt, IE, Name or Phone Number, or just Phone Number. Other filter options give you the choice to search for a city, name, or phone number such as in the restaurant, hotel, and attraction containers. The tour container has several different filter options. Here you can search by a departure date, a tour id, revenue dates, and liability dates. Many containers have filters that are specific to them, such as the ability to search for cash on accounts in the receipts container.

3. Creating Attributes

Here you can add basic attributes that you can use to eventually build a tour.

3.1. Creating a Company

Setting up your company is logically the first thing you should do. In order to do this, click on the button, followed by the button, which is the last option to the right. Now you will see the Filter/Add a Member screen:

Filter Menu

Figure 10. Filter Menu

Since you have not set up your company yet hit the button under ‘Add a member’. Now you will see the companies screen:

Here you can fill in all the pertinent information for your company and click the button in the lower left hand corner. In order to give you an example, below is the companies screen filled out for RBS information.

Company Add Example

Figure 11. Company Add Example

3.2. Creating an Attraction

In order to start setting up some attractions for you tour, first click the button and then the button. You'll see the Filter/Add a member screen again. Since you want to add an attraction, click the button. Now you will see the following screen.

Attraction Add Example

Figure 12. Attraction Add Example

Here you can fill in all the necessary information for your attraction followed by clicking the button. For an example, an attraction for Enchanted Forest/Water Safari has been set up in the screen below.

Attraction Add, cont

Figure 13. Attraction Add, cont

In this example the description contains directions to the attraction. Also the Child and Adult rates have been filled in for this attraction.

NOTE: GOTour does not calculate totals based on underlying cost information. This information is for informational purposes only. When costing a Tour it is necessary to add the necessary costs together to arrive at a total cost, which will be used when booking the tour.

3.3. Creating a Hotel

In order to add a hotel, click the button and then the button. Then you will be at the Filter/Add a member screen. Since you want to add a hotel, click the button under the 'Add a member option'. Now you will be at the screen shown below where you can fill in your hotel information.

Hotel Add Example

Figure 14. Hotel Add Example

As you can see, there is quite a lot of information you can store about a hotel. Once you have filled in all the necessary information, click the button. Now your hotel is stored and can be accessed to plan overnight tours. Shown below is an example filled out for a hotel in Ohio.

Hotel Add, cont

Figure 15. Hotel Add, cont

As you can see information concerning rates, addresses, phone numbers, contact information, as well as any side notes you would like to have can be added here.

3.4. Creating a Restaurant

Many times tours incorporate a stop at a restaurant. If you would like to add one, click the button followed by the button. Now you will see the Filter/Add a member screen. Click the button under the 'Add a member' option. You will be brought to the following screen.

Restaurant Add Example

Figure 16. Restaurant Add Example

As you can see you can enter several different aspects about your restaurant. Once you have filled in the pertinent fields then click the button in the lower corner. Now your restaurant will be available for you to use when setting up tours. Below is an example restaurant, so you can have an idea of how to fill the fields out.

Restaurant Add, cont

Figure 17. Restaurant Add, cont

As you can see, this restaurant is called the Boars Head Inn and it is located in Charlottesville, VA. The description field is used to list what menu is available and the cost is listed.

3.5. Creating a Pickup

Pickups specify where the people going on the tour are going to be picked up, ie, by a tour bus. If you would like to add a pick up, simply click the button and then the button. Now you will see the Filter/Add a member screen. Since you want to add a member, click the button under the 'Add a member option'. Below is an example filled out for you.

Pickup Add Example

Figure 18. Pickup Add Example

As you can see, this pickup is located at the Cherry Valley Old School. The description tells exactly where to meet at the school. Once you have added in your information click the button that appears in the lower corner.

3.6. Creating a Customer

If you would like to add people to be referenced later as tour customers, first click the button and then the button in order to get the Filter/Add a member screen. Since you want to add a new customer, click the button under the 'Add a member option'. Then you will be brought to a screen where you can enter all the pertinent information. Shown below is an example already filled in.

Customers Add Example

Figure 19. Customers Add Example

As you can see, Bill Harnett is our example customer. Here you are able to enter and store birth dates, dates of last tour, smoking/non smoking, age, customer type, along with many other options. Once you have entered all the necessary information click the button on the lower part of the screen. You may notice that the example above does not have an add button, this is because this is actually the screen you would see if you wanted to update customers already stored. Once you have added your customer if you click on the button again and click the button under the filter option and search for the customer's name you just added you will be brought to a listing of all matching customers. You then will have the option to view, update, remove, or clone this entry.

3.7. Creating Locations

A location is helpful if you want to have information about a specific place stored. If you would like to add a location, simply click the button followed by the button. Now you will be at the Filter/Add screen. Since you would like to add a new location, click the button under the 'Add a member' option. Now you will see the following.

Location Add Example

Figure 20. Location Add Example

As you can see you have field for the location name, a short description, address, phones, and contact names. You can also add in rates if you would like if they pertain to your new locations. Once you have filled in all the needed information click the button. Now your location is added to the database. If you would like to see you new location as well as any others that might be present, click the button again. This time use the filter options to search for a location. You can either search by name or decide to display all items. Below is an example listing.

Locations Listing

Figure 21. Locations Listing

3.8. Creating Vehicles

Adding a vehicle lets you store information about a tour bus you are using for your tour. In order to add one, click the button followed by the button. Now you will see the Filter/Add a member screen. Since you want to add a vehicle, click the button under the 'Add a member' option. Now you will see the following screen where you can enter your vehicle's information. In order to show how to describe your vehicle, below is an example using a 54 Pax Tour Bus.

Vehicle Add Example

Figure 22. Vehicle Add Example

Here you can see how the layout of the bus is configured. There are fourteen rows with four seats per row. As you can see the 'x' represents the aisle. The numbers on either side of the 'x' represent the seat numbers, while the numbers in the first column correspond to row numbers. This information can be used later to configure seating arrangements.

3.9. Creating Vendors

Here you can keep track of all vendors you might use for your tour. In order to create a new one, click the button, then the button. Now you will be at the Filter/Add screen, click the button under the 'Add a member' option. The following screen will be displayed.

Vendor Add Example

Figure 23. Vendor Add Example

Here you can fill in the fields for the name, address, phone and other pertinent information. Once you are finished, click the button to add your new vendor to the database.

3.10. Creating Salespersons

If you would like to add a salesperson in the database that you can reference later when planning tours, click on the button and then the button. Now you will be at the Filter/Add a member screen. Since you would like to add a new salesperson, click the button under the 'Add a member' option. Then you will be brought to this screen:

Salesperson Add Example

Figure 24. Salesperson Add Example

As you can see you just have to fill in the name of your salesperson and click the button. Now your salesperson is stored and can be referenced at some later point if you wish to.

3.11. Creating Options/Cancellation Protection

This option is helpful because it allows you to protect yourself against reservation cancellations. This way you won’t lose your entire fee if someone backs out of a tour. To get started, first click the button followed by the button. Now you will be at the Filter/Add screen. If you would like to add a protection, click the button under the 'Add a member' option. Then you will be brought to this screen:

Option Add Example

Figure 25. Option Add Example

As you can see, you have to name your protection as well as provide a description. Since you can create one for each tour you have, you can add in the base rates for a particular tour as well and complimentary rules. Below is an example of a protection already filled out.

Options Example, cont

Figure 26. Options Example, cont

As you can see this is a protection of $10.00 and it is for a tour that costs up to $200. You can select who the fee applies to as well. The choices are per passenger, per tour, per party or included. Once you have added in all your information, click the button. Now your new protection option has been added to the database and you can use it.

4. Creating a Tour

Now that you are ready to begin to build a tour, click the button followed by the button. Now you will see the Filter/Add a member screen. Notice that this one looks a little different from what you are used to. This is because you have the ability to build several different types of tours. Below is the screen you will see:

Tour Menu Screen

Figure 27. Tour Menu Screen

As you can see you have the option of building six different tours: one day retail, one day group, one day school, multi day retail, multi day group, and multi day school.

4.1. One Day School Tour

If you would like to build a tour for a one day school event, click on the button. Now you will see the screen shown below. For an example, this school tour is going to go to the Enchanted Forest/Water Safari.

ODS Example

Figure 28. ODS Example

NOTE: The information that you need to include for a valid tour is the following: TourID, Depart must be different from the Return and a Description. If these fields are not filled in, the system will give you an error code and you will need to return to the tours add screen and begin again.

Here you can see an example of a one day school tour filled in. Once you are done filling in all your information click the in order to save your tour.

4.2. One Day Group Tour

To add a one day group tour, click the button. Now you will see the following. For an example, this school tour is going to go to the Baseball Hall of Fame.

ODG Example

Figure 29. ODG Example

NOTE: The information that you need to include for a valid tour is the following: TourID, Depart must be different from the Return and a Description. If these fields are not filled in, the system will give you an error code and you will need to return to the tours add screen and begin again.

Here you can see an example of a one day group tour filled in. Once you are done filling in all your information click the button in order to save your tour.

4.3. One Day Retail Tour

To add a one day retail tour, click the button. Now you will see the following. For example, this tour is going to Vernan Downs.

ODR Example

Figure 30. ODR Example

NOTE: The information that you need to include for a valid tour is the following: TourID, Depart must be different from the Return and a Description. If these fields are not filled in, the system will give you an error code and you will need to return to the tours add screen and begin again.

Here you can see an example of a one day retail tour filled in. Once you are done filling in all your information click the button in order to save your tour.

4.4. Multi Day Group Tour

With the exception of school purposes, you can plan multi day group tours for over night trips. To being click the You would then see this screen. For an example, let’s set this tour to be to the Baseball Hall of Fame in Cooperstown, NY. Notice this is a little different than the one day tours, now you have to schedule hotels and activities for more than one day. Below is an example filled in.

MDG Example

Figure 31. MDG Example

As you can see, the tour dates have been selected, along with a description and destination. Once you have filled in all your information, click the button in order to save your tour. You'll notice that other information has been calculated. Such as the number of rooms reserved and the amounts received. This example is from an existing tour.

NOTE: The information that you need to include for a valid tour is the following: TourID, Depart must be different from the Return and a Description. If these fields are not filled in, the system will give you an error code and you will need to return to the tours add screen and begin again.

4.5. Multi Day Retail Tour

A multi day retail allows you to plan over night trips with the exception for school purposes. To begin, click on the button. You would then see this screen. For an example, let’s set this tour to be to the Gala Weekend in Cooperstown, NY. Notice this is a little different than the one day tours, now you have to schedule hotels and activities for more than one day. Below is an example filled in.

MDR Example

Figure 32. MDR Example

As you can see, the tour dates have been selected, along with a description and destination. Once you have filled in all your information, click the button in order to save your tour. You'll notice that other information has been calculated, such as number of rooms reserved and amounts received. This example is also from an existing tour.

NOTE: The information that you need to include for a valid tour is the following: TourID, Depart must be different from the Return and a Description. If these fields are not filled in, the system will give you an error code and you will need to return to the tours add screen and begin again.

4.6. Multi Day School Tour

A multi day school tour allows you to plan over night school trips. To begin, click on the button. You would then see this screen. For an example, let’s set this tour to be for a senior trip to New York City. Notice this is a little different than the one day tours, now you have to schedule hotels and activities for more than one day. Below is an example filled in.

MDS Example

Figure 33. MDS Example

As you can see, the tour dates have been selected, along with a description and destination. Once you have filled in all your information, click the button in order to save your tour.

NOTE: The information that you need to include for a valid tour is the following: TourID, Depart must be different from the Return and a Description. If these fields are not filled in, the system will give you an error code and you will need to return to the tours add screen and begin again.

5. Modifying a Tour

Now that you have created your new tour, or are working with an existing one, you can modify it. If your tour is not visible on the screen at the moment, you are going to have to search for it. Return to the tours menu, and select the filter option Where active and tour id contains P1 and then click the button. Enter your tour id in the parameter field and click the button. Once you find your tour, make sure the update option is highlighted to the left of the tour and click the button. Now you will see a screen similar to this.

Main Tour Screen

Figure 34. Main Tour Screen

Now that you can see your tour you can begin to modify it. Keep in mind that if you are working on a multi-day tour, there is a drop down menu with a listing of the days for the tour. You must have the correct day highlighted in order to work on it. For example, if you would like to an attractions to different days, you would work on the first day, then repeat the process for the attraction for the next day.

When you are ready and are sure you are on the correct day, click the button in order to begin to modify your tour and you will see a screen similar to this next:

Attribute Add Screen

Figure 35. Attribute Add Screen

This drop down menu will allow you to add different attributes to you tour. In order to access this, simply click the arrow beside the 'GO' button. This is a list of all possible options you have available to you at this point for your tour. Note that you are also able to remove the tour. You can also view the history of it or simply select it to view without the ability to make changes. Notice there is a button. This will allow you to return to the previous screen.

5.1. Adding a Vehicle

Highlight 'Add a Vehicle' and click the button. Now you will be brought to this screen where you can configure your vehicle:

Vehicle Add Example

Figure 36. Vehicle Add Example

If you click the button you will be taken to the Filter/Add screen. In this example, we have already added a vehicle previously. Now you will have to search for your vehicle. You can use a specific filter or use the filter to select all active members. Once you decide on a filter, click the button. Since the 54 Pax Tour Bus works for this tour, and we are assuming that it has already been added to the database, it should be listed after using a filter. To continue, click the button to the left of the vehicle. You will need to schedule a time for your vehicle, since this example tour is departing at 7a.m. the bus is scheduled for 6 a.m.. Now that you have scheduled a time, click the button. If you forget to schedule a time and added the vehicle, don't worry. You can always go back later and update it.

5.2. Adding an Attraction

In order to add an attraction, highlight 'Add Attraction' in the drop down menu and click the button.

NOTE: You can Add before or after any line. In this case we are going to click the Update button associated with Vehicle to Add Attraction after the Vehicle. Below is the screen you would see.

Adding an Attraction

Figure 37. Adding an Attraction

Once you have clicked the button, you will see this screen.

Adding an Attraction, cont

Figure 38. Adding an Attraction, cont

Keep In Mind: There is a difference between Adding an Attraction and Creating an Attraction. If by chance the Attraction is not yet created you do not do it here. If you set up an Attraction here and click the button it would be added to this tour but the database would not be updated.

In order to add an attraction you need to click on the button under the date in the upper left hand corner. Again you will find yourself at the Filter/Add screen. In order to find the attraction that has already been created, select the 'Where active and Name or City or PhoneNumber contains P1' filter option followed by the button. Shown below is the screen with the filter highlighted.

Attraction Filter Screen

Figure 39. Attraction Filter Screen

Once you click the button you will see a screen where you can enter your search parameter. Since we are looking for a specific attraction in this example, enter Enchanted Forest and click the button. Then you will see a listing of all attractions that match your search criteria.

Attraction Listing

Figure 40. Attraction Listing

The only attraction listed is the one we want. So, click the button. You will notice that you are now at the screen where you can fill in information; however, the information is already supplied. Remember to make sure all the dates and times are correct, including the Contacted, Confirmed, and Dep Due dates near the bottom of the screen. If you forget to update them now, you can always go back and update them later.

Attraction Add, cont

Figure 41. Attraction Add, cont

Once you have checked to make sure all your information is correct, click the button. Then click the button to see that it was added to your tour.

If you have already not created an attraction, instead of clicking the Find button, simply fill in all your information in this screen. Again, click the button when finished followed by the button. However remember, this attraction has not been added to the database and cannot be accessed by any other tour.

If you would like to create a new attraction that is not already in the database, but would like it to be permanently added, you will have to click the button. Now you will be back at the Filter/Add a member screen. Use the filter options to view a listing of attractions. If you scroll to the bottom of the screen, you will notice you have the option to add a member there. So, click the button and you will be brought to a screen where you can add your new attraction. Fill in all the information you need here, such as the description and address. You can also set rates if you would like. Once you have filled all the necessary information in, click the button followed by the button. You'll notice you are back at the attraction add screen only now the name of the attraction is filled in. This extra step allows you to configure the time before you commit it to your tour. So, select a time for the attraction and click the button. Now the new attraction has been added. If you click the button, you will be back to the tour components screen.

Now, if you are working with a multi day tour, remember you are going to have to return to the tour itself, using the button. Then you can select the next day and click the button and repeat the process to add another attraction.

5.3. Adding a Pickup

In order to add a pickup to your tour, select the ‘Add Pickup’ from the drop down menu and click the button.

Once you do this you will then see the following screen:

Adding a Pickup

Figure 42. Adding a Pickup

From here you have three choices, either use and existing pickup already in the data base, creating one for use of this tour only, creating a new pickup to be added to the database and used on this tour.

5.3.1. Using an Existing Pickup

If you already have a pickup stored in the data base that you would like to use, click the button. This will bring you to the Filter/Add screen. User the filter option "Where active and Name or City contains P1' option, click the button. Enter in your search parameter then click the button. Now you will see the output of your search.

Pickup Search

Figure 43. Pickup Search

If this is the pickup you want, click the button. Now you will be at the information screen. Make sure all you information is correct and click the button followed by the button. Now your pick up is added to your tour.

5.3.2. Creating a Pickup For Use of This Tour Only

If you would like to create a pickup to be used by this tour only and not stored in the data base, simply fill in all the necessary information for your pickup on the first screen instead of clicking the Find button. Once everything is correct, click the button followed by the button. Remember this pickup is good for this tour only and cannot be reference by another tour.

5.3.3. Creating a Pickup to be Store in the Database and to be Used in This Tour

In order to create a pickup to be used on this tour as well as be referenced by others you will need to click the button. Now you are at the Filter/Add screen. Use the filter options to view a listing of pickups, since the one you want isn't already stored scroll to the bottom of the page. You'll notice that you have the option to add a new pickup there. So, click the button. Now you will be able to add in the information for your pickup. Once you are done, click the button followed by the button. You will notice you are back to the screen where you can manage your tour.

5.3.4. Updating a Pickup

If you notice that your pickup does not have the correct time, you can select the update option and change it. Remember you have to click the button in order for your changes to take effect.

Updating a Pickup

Figure 44. Updating a Pickup

Notice how the time is set at zero. After updating it, you will be set to continue planning your tour.

5.4. Making Reservations

Now that you have a tour partially set up, you will need to book some customers for it. In order to start you need to be at the update screen for you tour. Below is an example of where you should be:

Main Tour Screen

Figure 45. Main Tour Screen

As you can see, this example is for a one day school tour. However regardless of what type of tour you are using, the options on the lower portion of the screen will remain the same. Now you will need to click the button in order to being add your customers.

5.4.1. One Day Tour Reservations

Once you have clicked the button. You will see the following screen if you are working with a one day tour.

Adding a Reservation

Figure 46. Adding a Reservation

As you can see you can fill in information concerning a customer and click Add. However, if you enter customers this way, they will not be stored in the database for future reference. If you choose this option, GoTour puts an asterick next their name to remind you that they are not in the database. Assuming that there are customers already stored, first click the button. Now you will be at the familiar Filter/Add screen. Select the 'Where active and Last Name like P1' option and click . Now you will be able to enter your search criteria. Using this filter rather than selecting all actives reduces the number of options and makes it easier to select what you want. For an example we will search the last name Harnett.

Customer Search

Figure 47. Customer Search

Once you hit the button, you will see a listing of all matching customers already stored in the database. Since we are looking for Bill Harnett, click the button next to his name.

Customer Listing

Figure 48. Customer Listing

Now you will see the following screen with information about Bill Harnett.

Adding a Reservation, cont

Figure 49. Adding a Reservation, cont

With GoTour you are able to set a group leader. For tours such as a school trip, that is very helpful. That way, you won't have to collect money from each individual person or clutter up your database. Making Bill Harnett the group leader gives him the responsibility of collecting the fees. If you do not want to set a group leader, then you can continue to add customers by repeating this process. Just fill in all you the needed information and click the button.

5.4.1.1. Setting a Group Leader

So, to make Bill Harnett the group leader, you need to book everyone scheduled for the tour under him. Let's say Bill is a cub-scout leader and thirty-five boys along with four other adults are going to be attending this tour. Since Bill has to do extra planning, you can give him his trip complimentary. So, in order to accomplish this you would enter 4 in the Adults field, 35 in the Children field and 1 in the Adult Comp field. Also since everyone is going to be picked up at the same location, check the 'pickup for all' radio button. Below is the screen with the information filled in. When you are done, click the button.

Group Leader Example

Figure 50. Group Leader Example

Now you have successfully added reservations for your school trip. If you click the button you can see the changes that have been updated to your tour.

Main Tour Screen

Figure 51. Main Tour Screen

As you can see there are forty seats reserved. If you would like to view who is booked, click the button. Now you will see a listing of all the people reserved for this trip. Notice how all the names are marked anonymous. This is because you set Bill as a group leader and did not enter individual names. You can edit each individual entry to add a name. This will be discussed later, under anonymous reservations.

5.4.2. Multi Day Tour Reservations

Multi day tour reservations are a bit more complicated, because you have to deal with hotel rooms. Once you have clicked the button you will see the following screen.

MDG Reservation Example

Figure 52. MDG Reservation Example

Even though this is a multi day group tour, the reservation screen for all three types of multi day tours is the same. As you can see you have the options to specify what kind of room the customer wishes as well as how many. Assuming you already have customers in the database, click the button to begin. Now you will be at the very familiar Filter/Add screen. Select the filter option 'Where active and Last name like P1' and click the button. Now you will be able to enter your search criteria. Using this filter rather than selecting all actives reduces the number of options and makes it easier to select what you want. For an example we will search the last name Harnett.

Customer Search

Figure 53. Customer Search

Now you will see the following screen with information about Bill Harnett.

Customer Information Screen

Figure 54. Customer Information Screen

As you can see, you are able to select what kind of room Mr. Harnett would like as well as how many. You can also set him to be a complimentary guest if you would like. Once you are finished filling in all the needed information. Click the button followed by the button. Now you are able to continue making more reservations if you would like.

5.5. Adding a Hotel

If you are working with a multi day tour, you are probably going to need to add a hotel to your tour. To being to accomplish this, you must first make sure you have the correct day highlighted on your tour information screen, and then click the button. In order to do this, make sure you are at the screen where you can work on a tour. Remember this screen is the one with the drop down menu with the add options.

Every time you work on a multi day tour, make sure to check that you are adding attributes to the correct day. So, to begin, highlight the 'Add Hotel' option and click the button. Now you will see this screen:

Adding a Hotel

Figure 55. Adding a Hotel

As you can see you are able to enter in information concerning your hotel. Assuming that the hotel you want is already in the database, click the button. Now you will be back to the Filter/Add screen. Select the filter 'Where active and Name or City or PhoneNumber contains P1' and click the button. Now enter the hotel you are searching for in the field and click the button. For this example, we searched the criteria 'Cooperstown'. Now you should see a screen with the matching results.

Hotel Search

Figure 56. Hotel Search

Notice two results appeared. To select the hotel you would like, click the button. Now you will be at a screen with information concerning your hotel.

Adding a Hotel, cont

Figure 57. Adding a Hotel, cont

Make sure all your information here is correct, such as the rates and the date you need the hotel for. Make sure to fill in the contacted and confirmed information as well. Once you have completed everything, click the button in order to add this hotel to your tour. Now you have added a hotel to that date of your tour. If you need to nights in a hotel, remember that you must go back to the tour information screen and select the next date and work on that day. Then you can add a hotel for the next night by repeating this process.

If you do not have a hotel in the database already but would like to add one to use for your tour, use the 'Add a member' option on the Filter/Add screen instead of conducting a search. Fill in all the needed information and click the followed by the button. Now you will be back at the Filter/Add screen. From this point you can use the above described procedure for adding a hotel already stored in the database.

Now you have successfully added a hotel to your tour.

5.6. Adding a Restaurant

Most likely you will need to add a restaurant to you tour, even if it is only a one day tour. In order to do this, first make sure you are at the tour information screen, and then make sure you have the correct day highlighted, finally click the button. Now you will see your tour with the familiar drop down menu.

Highlight 'Add Restaurant' and click the button. Now you will see the following screen:

Adding a Restaurant

Figure 58. Adding a Restaurant

Once again assuming that there is already a restaurant we want to use in the database, click the button. Now you are at the Filter/Add screen. Use the filter 'Where active and Name or City or PhoneNumber contains P1' and click the button. Once again you will have to enter your search criteria in the field and click the button. Now you will be at a screen showing the results of your search. For an example, the criteria 'Cherry Valley' was searched.

Restaurant Search

Figure 59. Restaurant Search

Two options were returned from the search. To select a restaurant, click the button to the left of the one you would like. Now you will be at the screen containing the information about the restaurant you selected.

Adding a Restaurant, cont

Figure 60. Adding a Restaurant, cont

Make sure to fill in all the pertinent information you need and then click the button. Remember clicking the button after you have added your restaurant will take you back to the screen where you can add different attributes to your tour.

If you do not already have a restaurant in the database to use, you can use the 'Add a member' option at the bottom of the restaurant listing page to create a new one. Once you have created a new one, click the button, followed by the button. Now you will be back to the screen where you can manage your tour.

Remember if you need to add a restaurant to different days for a multi day tour, you must return to the tour information screen, highlight the appropriate date, click the

5.7. Adding a Note

A note allows you to add additional information about a tour for your purposes. In order to add a note, start on the tour information screen, make sure the correct day is highlighted and click the button. You will now see the all familiar screen with the drop down menu.

Highlight 'Add Note' and click the button. Now you will be brought to a screen where you can compose your note and add it to your tour.

Adding a Note

Figure 61. Adding a Note

Make sure you fill in the correct date and description and click the button. Once you have done that, if you click the button you will be taken back to the screen where are able to add more attributes.

5.8. Adding a Driver's Note

Adding a driver's note allows you to add information to your tour regarding topics specific to the transportation. In order to add a note, start on the tour information screen, make sure the correct day is highlighted and click the button. You will now see the all familiar screen with the drop down menu.

Highlight 'Add Driver Note' and click the button. Now you will be brought to a screen where you can compose your note and add it to your tour.

Adding a Driver's Note

Figure 62. Adding a Driver's Note

Make sure you fill in the correct date and description and click the button. Once you have done that, if you click the button you will be taken back to the screen where are able to add more attributes.

5.9. Adding Directions

If you would like your tour to contain directions to events, such as a pick up or an attraction, you can do that here. In order to do so, start on the tour information screen, make sure the correct day is highlighted and click the button. You will now see the familiar screen with the drop down menu.

Highlight 'Add Directions' and click the button. Now you will be brought to a screen where you can compose your directions and add it to your tour.

Adding Directions

Figure 63. Adding Directions

Make sure you fill in the correct date and description and click the button. Once you have done that, if you click the button you will be taken back to the screen where are able to add more attributes.

5.10. Adding a Departure

If you would like to add a departure time to your tour, you are able to do that with this function. In order to do so, start on the tour information screen, make sure the correct day is highlighted and click the button. You will now see the familiar screen with the drop down menu.

Highlight 'Add Departure' and click the button. Now you will be brought to a screen where you can compose your departure and add it to your tour.

Adding a Departure

Figure 64. Adding a Departure

Make sure you fill in the correct date and description and click the button. Once you have done that, if you click the button you will be taken back to the screen where are able to add more attributes.

5.11. Adding an Arrival

Since you can add a departure, you must also be able to add an arrival for your tour. In order to do so, start on the tour information screen, make sure the correct day is highlighted and click the button. You will now see the familiar screen with the drop down menu.

Highlight 'Add Arrival' and click the button. Now you will be brought to a screen where you can enter your data and add it to your tour.

Adding an Arrival

Figure 65. Adding an Arrival

Make sure you fill in the correct date and description and click the button. Once you have done that, if you click the button you will be taken back to the screen where are able to add more attributes.

5.12. Adding a Deposit

Adding a deposit lets you keep track of money that has already been collected for your tour. In order to do so, start on the tour information screen, make sure the correct day is highlighted and click the button. You will now see the familiar screen with the drop down menu.

Highlight 'Add Deposit' and click the button. Now you will be brought to a screen where you can enter your data and add it to your tour.

Adding a Deposit

Figure 66. Adding a Deposit

As you can see there is quite a lot of information you can store here. You can add in all the price rates you might have, addresses, contact dates, as well as some descriptions. Depending on whether you are working on a one day or multi day tour will determine what fields pertain to your tour. Make sure you fill in the data you need and click the button. Once you have done that, if you click the button you will be taken back to the screen where are able to add more attributes.

5.13. Adding an Option

Adding a cancellation protection let you charge a fee that would cover any customer canceling his reservation. In order to do so, start on the tour information screen, make sure the correct day is highlighted and click the button. You will now see the familiar screen with the drop down menu.

Highlight 'Add Option' and click the button. Now you will be brought to a screen where you can enter your data and add it to your tour.

Adding an Option

Figure 67. Adding an Option

Once again assuming that there is already an option we want to use in the database, click the button. Now you are at the Filter/Add screen. Use the filter 'Select all Active members' and click the button. Now a listing of all the existing options will be shown.

Option Listing

Figure 68. Option Listing

For this example we are going to use the first option. In order to choose your option, simply click the button next to the one you've chosen. Now you will a screen similar to the following.

Adding an Option, cont

Figure 69. Adding an Option, cont

Make sure to fill in all the pertinent information you need and then click the button. Once you have done that, if you click the button you will be taken back to the screen where are able to add more attributes.

If you do not already have an option in the database to use, you can use the 'Add a member' option at the bottom of the listings screen to create a new one. Once you have created a new one, click the button followed by the button.

5.14. Adding a Disbursement

Adding a disbursement lets you keep track of what you have paid out for your tour. In order to do so, start on the tour information screen, make sure the correct day is highlighted and click the button. You will now see the familiar screen with the drop down menu.

Highlight 'Add Dispersement' and click the button. Now you will be brought to a screen where you can enter your data and add it to your tour.

Adding a Dispersement

Figure 70. Adding a Dispersement

As you can see there is quite a lot of information you can store here. You can add in all the price rates you might have, addresses, contact dates, as well as some descriptions. Depending on whether you are working on a one day or multi day tour will determine button. Once you have done that, if you click the button you will be taken back to the screen where are able to add more attributes.

6. Working in Depth with Reservations

Now that you have already booked customers on your tour, you are able work more in depth with them. With GoTour you can view all your reservations, change them, along with manipulate them in other ways. In order to get started, first let's look at the tour information screen.

Main Tour Screen

Figure 71. Main Tour Screen

This is a multi day retail tour, as you can see from the Tour Type. Assuming that you have already made your reservations there are several things you are able to do.

6.1. Showing Reservations

If you would like to view a listing of all booked reservations, simply click on the button. You will be brought to a screen similar to the following.

Reservation Listing

Figure 72. Reservation Listing

Here you can see a list of all reservations made thus far for the Gala Weekend Tour. This shows you the name the reservation was made in, the date it was made, the quantity, the cost and if the customer owes a balance.

6.2. Working/Modifying Individual Reservations

Now that you know how to view a list of reservations, you might want to work with some of them. While you are viewing the list, if you would like to select a particular reservation, highlight the 'Update' option to the left of the name and click the button. Now you will see the following screen.

Reservation Information Screen

Figure 73. Reservation Information Screen

As you can see this reservation is for Leondus Beach. This screen will tell you what type of room was reserved, the total cost, the money paid along with a balance, and other information about this particular customer. As you can see there are several options available to manipulate the reservation.

6.2.1. Showing Customers from Individual Reservations

This option lets you see if there are any other people booked under particular reservations. Keeping with the example of Leondus Beach. If you were to click the button, you would see the following screen.

Customer Listing

Figure 74. Customer Listing

Here you can see that under Mr. Beach's reservation there is another person as well, Jill Beach. This makes sense since this particular reservation was for a double. If you would like to view information about the individual customers, click the button to the left of their name and you will see a screen similar to the one below.

Customer Information Screen

Figure 75. Customer Information Screen

Here you are able to view information about Mr. Beach. You can use the button to see what vehicle is associated with trip if you would like. You can print a summery, post a receipt, and reduce the amount paid. You can also update any information you would like, just remember to click the button after making any changes. You can also add a companion to a customer's reservation.

6.2.1.1. Adding a Companion

If you would like to add someone to an existing reservation you can do this in the customer information screen. Once you are there, click the button. Now you will see the following screen.

Adding a Companion

Figure 76. Adding a Companion

Notice, when you do this the room type will automatically be upgraded if need be. If you like you can search the database for an existing customer or create your own name. You can also leave the name as anonymous if you would like. Once you have filled in the information, click the followed by the button. Now your new companion has been added.

6.2.1.2. Anonymous Customers

As previously mentioned, it is possible to have companions or customers listed as anonymous. Remember the group leader example. For Example, the reservation shown below is for a double room, however there is only one name associated with it. As you can see, the other customer is listed as anonymous.

Showing Anonymous Reservations

Figure 77. Showing Anonymous Reservations

As you can see there is an anonymous customer listed under Ann Beach's reservation. If you would like to add an identity to an anonymous, click the button to the left of the anonymous.

Anonymous Reservation Screen

Figure 78. Anonymous Reservation Screen

Notice it looks like the regular customer information screen. Here you can fill in a name and other details concerning this customer. Just don't forget that you have to click the button in order for your changes to take effect. If you are working with a multi day tour and you add a companion, you may need to adjust the number of rooms booked under the reservation. GoTour manages this for you. If by adding a companion, you now need a triple room instead of a double, the reservation will automatically be changed. This way, you will not have to worry about not having enough room. The total amount for the reservation will be adjusted correctly as well. The same concept works for removing a companion as well. If the room can be downgraded to a smaller one, it will be automatically and the cost will be adjusted.

6.2.2. Showing Receipts

Showing receipts will tell you what a customer has paid for a tour. In order to access this, click the button. Then you will see a screen like the following.

Showing Receipts

Figure 79. Showing Receipts

As you can see, this is for Mr. Beake and he has paid one thousand in cash on July 12, 2004. As always you have the options to update your customer information.

6.2.3. Print Party Summary

In order to print a summary about your customer, click the button. Then a screen will pop up with a preview of your summary.

Party Summary Report

Figure 80. Party Summary Report

As you can see this is an overall summary about this customer. The room type is listed along with his pickup location and time. A payment history is included as well. Remember that this is a preview and you have to click print under the file menu to actually print the summary.

6.2.4. Post a Receipt

If you would like to keep track of money that has been collected from a customer for a tour, you can do this through the post receipts option. Simply click on the button. Now you will see the following screen.

Posting Receipts

Figure 81. Posting Receipts

As you can see, the customers name is already filled in or you can search for a new one. You have a field to add in the amount paid, the date and a note if you would like. You can choose the payment option and have fields if the payment is with a credit card. Once you have filled in all your needed information click the button. Once you have added your paid amount, if you click the button you will be taken back the screen with individual customer information.

6.2.5. Reduce Amount Paid

If you would like to reduce the amount that a customer has paid, simply click the button to begin. You will then see this screen, which is similar to the posting a receipt screen.

Reducing Payment Amount

Figure 82. Reducing Payment Amount

As you can see a customer name is already provided, and you have areas to fill in an amount, the date, and a note. You can also select the type of payment that was used. When finished click the button. Your new information has been updated.

6.3.  Splitting Reservations

This is useful if you have two customers sharing a room but paying separately. You can either add another person to an existing reservation or make an entire new reservation and split it then.

6.3.1. Creating a New Reservation to Split

In order to do this, first you have to create a new reservation. This has been explained above. To give you a quick overview as a reminder, this is how you make a new reservation. First make sure you are on the tour info page. Next click the button. Now you will be able to add in the information about your new customer. Remember you can also use the button to search through your database for customers already stored. Once you have either typed in your information or searched and added a new customer, click the button. Since you want two people to share a room, remember that you must specify a double. Now that you have created a new reservation, you can continue to the next sections, splitting existing reservations.

6.3.2. Splitting an Existing Reservation

In order to access the reservation you would like to split you must first be on the tour info page. From there, click the button. Now you will see a screen with a listing of all the customers who have made reservations. Once you find the one that you would like to work with, click the button to the left of their name. Now you will see a page containing their information.

Splitting Reservations

Figure 83. Splitting Reservations

As you can see this is the information page for an example reservation under Lucille Abernathy. In order to add a customer to her room, click the button. Now you will see a listing of who is under your selected reservation. In order to add a new customer, click the button to the left of the anonymous listing. Once you do this you will be at a page where you can modify this anonymous customer. If you already have a customer stored in the database, use the button in order to search and select. If not, simply fill in the necessary fields yourself.

Splitting Reservations, cont

Figure 84. Splitting Reservations, cont

As you can see in this example, we have added Marcie Absher to the room. Once you have finished, click the button in order to save your changes. Now you will have two different customers sharing one room. You will be able to post receipts to each customer individually now.

6.4. Showing Customers

If you would like to see a listing of who is going on the tour, you can do this with the show customers option. Just click on the button. Now you will see a listing of all the customers associated with that tour.

Customer Listing

Figure 85. Customer Listing

As you can see, you have an alphabetical listing of all your customers. If you have any anonymous customers, they are also listed. As always, with any listing you are able to update, select, remove, or view the history of any item. Here you also have the option to cancel a particular reservation. With the update option, you can change any information about a reservation, included changing an anonymous reservation. Don't forget that in order for any changes you make to take effect, you must click the button.

6.5. Scheduling a Pickup

If you have already added a pickup to you tour, then you may notice the option to select a pickup for your customer at the bottom of their reservation. Below is an example.

Scheduling a Pickup

Figure 86. Scheduling a Pickup

In this particular example, this tour has two pickup locations associated with it. GoTour lets you set a pickup spot for each individual customer. This is helpful if you have customers coming from many different areas and arriving to different location. As you can, the two pick ups listed are Penn Station in New York and the Cherry Valley Children’s Center. In order to select a pickup for your customer check the ‘Use this pickup’ option and click the button. Now you have scheduled a pick up for that customer on your tour.

6.5.1. Scheduling a Pickup for All

You can also schedule a pickup for the entire group going on the tour. This is useful for tours such as school trips, where the students are typically all picked up at the school. If this option is available for your tour, you will see it at the bottom of the reservation screen. Also you can select a pickup for all if a reservation party has more than one customer. You’ll notice this option at the bottom of the reservation screen if it is available.

Scheduling a Pickup, cont

Figure 87. Scheduling a Pickup, cont

As you can see this reservation screen has the option to choose a pickup for all in that party. Remember you must click the

6.6. Working with Seating Arrangements

GoTour lets you set a seating arrangement for your tour if you would like. This will only work if you have already added a vehicle to your tour. In order to do this click the button. Then another window will pop up and you will see the following.

Seating Arrangements

Figure 88. Seating Arrangements

As you can see, some of the seats have already been assigned and some are still open.

Setting the seating arrangements is easy to do as well. In order to do so, click on the button, then click the button to the left of what customer you would like to set a seating for. Below is an example of the screen you would see.

Setting Seating Arrangements

Figure 89. Setting Seating Arrangements

As you can see this is a one day school trip and this customer is anonymous. If you remember this is the trip that we set Bill Harnett as a group leader and all the customer names were defaulted to anonymous. This example shows a seating chart at the bottom, this is because back when we added a vehicle for that example, we checked the option to use the same pickup for all. If you do not have this chart, you can still enter your seat number in the seat and row field. To use the chart, simply select the seat you would like to reserve. For example, seat 3 has been checked for this reservation. Once you have selected or typed in your seat number, click the button. Now your seat has been saved for that customer. After you have set a seating arrangement, you are able to remove it if you choose to at a later date. If you return to an update customer screen that has a seating arrangement already, you will notice the option to clear seat assignment. Check that option and then the button in order to clear that customers seating.

7. Tour Options

7.1. Receipts

Table of Contents

7.1.1. Adding a Receipt

The receipts menu lets you manage receipts connected with different tours and customers. In order to access, first click the button, followed by the button. Now you will be at the all familiar Filter/Add screen. If you have already been working with tours and customers, then you might already have receipts stored in your database. To view them, use one of the filter options. Your choices are select all active members, receipts for tour party, cash on account, or unassigned receipts for customers. If you choose the filters concerning tour parties or customers you will have to enter you search criteria first before you can see a listing. Below is an example listing.

Receipt Listing

Figure 90. Receipt Listing

You also have the option to update, view, clone, remove or view the history of any of the receipts listed here.

7.1.1. Adding a Receipt

You can add a receipt directly from this menu if you would like. From the Filter/Add screen, simply click the button under the 'Add a member' option. Now you will see the following screen.

Adding a Receipt

Figure 91. Adding a Receipt

As you can see you can either add in your own customer information or you can search for one. In order to search for a customer, click the button. You will then be taken to a Filter/Add screen where you can search for a customer. Once you have searched your customer name and chosen the correct one, you will see the following screen.

Adding a Receipt, cont

Figure 92. Adding a Receipt, cont

As you can see this receipt is being made for Mr. Harnett. The date has already been filled in for you. All you must do is fill in the remaining information and click the button. Now your new receipt has been added.

7.2. Charges

If you would like to add a charge to a customer you can do that here. First click the button followed by the Now you will be at the familiar Filter/Add screen. Since you would like to add a charge, click the button under the 'Add a member' option. Now you will be at the following screen.

Adding a Charge

Figure 93. Adding a Charge

As you can see you can add in your own customer name. However if there is already a customer in your database you would like to use, click the button. Now you will be back to the Filter/Add screen. Use the filter options to search for you name and once it is listing, select the customer you would like to use. Now you should see a screen similar to this.

Adding a Charge, cont

Figure 94. Adding a Charge, cont

As you can see the customer name and date has already been filled in for you. Fill in the rest of your information and click the button. Now you have added a new charge.

7.3. Refunds

If you would like to add a refund to a customer you can do that here. First click the button followed by the button. Now you will be at the familiar Filter/Add screen. Since you would like to add a refund, click the button under the 'Add a member' option. Now you will be at the following screen.

Adding a Refund

Figure 95. Adding a Refund

As you can see you can add in your own customer name. However if there is already a customer in your database you would like to use, click the button. Now you will be back to the Filter/Add screen. Use the filter options to search for you name and once it is listing, select the customer you would like to use. Now you should see a screen similar to this.

Adding a Refund, cont

Figure 96. Adding a Refund, cont

As you can see the customer name and date has already been filled in for you. Fill in the rest of your information and click the button. Now you have added a new refund.

7.4. Tour Parties

If you would like to view every party that is associated with a tour, you can do that here. A party is the person that the reservation is under. So to start, click the button followed by the button. In order to see a listing, choose the filter you would like to use and then click the button. Depending on what filter you may or may not have to enter search criteria. Your listing should look like the following.

Tour Party Listing

Figure 97. Tour Party Listing

Notice you have the ability to update as well as other options for each tour party. If you would like to add another tour party, click the button again, then the button under the 'Add a member' option. Fill in all your information in the screen and click the button.

7.5. Tour Customers

Every customer associated with a tour can be found here. Even the customers listed under another person's reservation. In order to see a listing, click the button followed by the button. Now you will be at the Filter/Add screen. Choose a filter you would like to use and click . You may or may not have to enter search criteria depending on the filter you chose. Below is an example listing.

Tour Customer Listing

Figure 98. Tour Customer Listing

As you can see this example listing contains the name of the tour, the name of the customer as well as what party they are associated under. The excerpt here is from one tour and every customer is under the same party. Notice you have the ability to update as well as other options for each tour party. If you would like to add another tour party, click the again, then the button under the 'Add a member' option. Fill in all your information in the screen and click the button.

8. Types Menu

This menu system is where you can set the different options for attributes. Such as reports are of type all or finance.

8.1. Customer

If you would like to add or view the customer types, click the followed by the button. First let's look at the options already provided. In order to do this click the button under the filter option. Then you will see the following.

Customer Types Listing

Figure 99. Customer Types Listing

As you can see a customer can be of type group, inactive, new, retail, school, or Jim Jones in this particular example. If you would like to add your own type, click the button again. Then click the button under the 'Add a member' option. Now you will see the following.

Adding a Customer Type

Figure 100. Adding a Customer Type

Just enter in the new type for your customer and click the button.

8.2. Group

If you would like to add or view the group types, click the button followed by the button. First let's look at the options already provided. In order to do this click the button under the filter option. Then you will see the following.

Group Type Listing

Figure 101. Group Type Listing

As you can see a group can be of type church, school or senior center. If you would like to add your own type, click the button again. Then click the button under the 'Add a member' option. Now you will see the following.

Adding a Customer Type

Figure 102. Adding a Customer Type

Just enter in the new type for your group and click the button.

8.3. Tour

If you would like to add or view the tour types, click the followed by the button. First let's look at the options already provided. In order to do this click the button under the filter option. Then you will see the following.

Tour Types Listing

Figure 103. Tour Types Listing

As you can see a tour can be of type festival, gaming, leisure, school or theater. If you would like to add your own type, click the again. Then click the button under the 'Add a member' option. Now you will see the following.

Adding a Customer Type

Figure 104. Adding a Customer Type

Just enter in the new type for your tours and click the button.

8.4. Vehicle

Vehicles have already been discussed in section two, but here is another overview. In order to add one, click the button followed by the button. Now you will see the Filter/Add a member screen. Since you want to add a vehicle, click the button under the 'Add a member' option. Now you will see the following.

Adding a Vehicle

Figure 105. Adding a Vehicle

In order to show you an example, this vehicle is filled out and configured for a PAX 54 bus. Here you can see how the layout of the bus is configured. There are fourteen rows with four seats per row. As you can see the 'x' represents the aisle. The numbers on either side of the 'x' represent the seat numbers, while the numbers in the first column correspond to row numbers.

8.5. Receipt

If you would like to add or view the receipt types, click the button followed by the button. First let's look at the options already provided. In order to do this click the button under the filter option. Then you will see the following.

Receipt Types Listing

Figure 106. Receipt Types Listing

As you can see a receipts can be of type credit card, cash, check, comp, gift certificate, transfer, or travel bucks for this particular example. If you would like to add your own type, click the button again. Then click the button under the 'Add a member' option. Now you will see the following.

Adding a Receipt Type

Figure 107. Adding a Receipt Type

Just enter in the new type for your receipt and click the button.

8.6. Charge

If you would like to add or view the charge types, click the button followed by the button. First let's look at the options already provided. In order to do this select the filter option 'Select all active members' and click the button under the filter option. Then you will see the following.

Charges Type Listing

Figure 108. Charges Type Listing

As you can see from this small listing charge includes the type cancellation protection, also included are other charges, such as an upgrade fee and van rentals. If you would like to add your own type, click the button again. Then click the button under the 'Add a member' option. Now you will see the following.

Adding a Charge Type

Figure 109. Adding a Charge Type

As you can see this screen is familiar with others you have seen. Just enter in the pertinent information for you new type and click the button.

8.7. Notify

A notify lets you set the type of notification for a certain event to a URL. If you would like to add or view the notifications click the button followed by the button. First let's look at the options already provided. In order to do this click the button under the filter option. Then you will see the following.

Notify Types Listing

Figure 110. Notify Types Listing

As you can see the only notify set here is a report one to in this particular example. If you would like to add your own type, click the button again. Then click the button under the 'Add a member' option. Now you will see the following.

Adding a Notify Type

Figure 111. Adding a Notify Type

Just enter in the name and URL you would like to use and click the button.

8.8. Report

If you would like to add or view the report types, click the button followed by the button. First let's look at the options already provided. In order to do this click the button under the filter option. Then you will see the following.

Report Type Listing

Figure 112. Report Type Listing

As you can see a report is of type all or finance. If you would like to add your own report type, click the button again. Then click the button under the 'Add a member' option. Now you will see the following.

Adding a Customer Type

Figure 113. Adding a Customer Type

Just enter in the new type for your report and click the button.

9. System Menu

This menu option allows you to configure much of the administration portion of the application. Here you can view or add users and user groups, as well as set the permissions. You also have the ability to define your own search parameters. There is a notification feature that you can use to alert you to an even that you define.

9.1. Users

This collection contains the people that are authorized to access this application. The elements involved are a logon id, a password, an email address, home phone, pager phone and the role. The role field gives you a choice of administrator, friend or user.

Adding a User

Figure 114. Adding a User

As you can see this is the screen you would use to set up a new user. Once you are finished filling in the field, click the button.

If you would like to see a listing of all users already stored, use the filter options to view a complete listing.

9.2. User Groups

This collection refers to a group of people that are authorized. The elements involved are the name of the group, a description, and options to set administrative access or developer access. If you would like to add a new user group, click the button under the 'Add a member' option. Now you will see the following.

Adding a User Group

Figure 115. Adding a User Group

As you can see, this is the screen you need to complete. Once you have done that, click the button.

If you would like to view a listing of already added user groups, simply click the button under the filter option at the Filter/Add screen. Then you will see a listing of all known user groups.

User Group Listing

Figure 116. User Group Listing

As you can see, the options here are: Administrator, Developer, Tour Builder, Reservations, Receivables, and Salesperson. All of these groups are able to do different things in the system and have different permissions to the system. This is explained more in depth in the Users, User Groups, and Permissions help file.

9.3. User Group Abilities

Every user group is given access to different areas in the system through permissions.

9.3.1. Administrator User Group

This group has the most access to the system. An administrator can view everything in the database. They have access to all parts of the system menu and can change users, permissions, user groups, etc. They are able to schedule tours, modify or remove them. An administrator is able to do any of the features discussed in this manual. They can also view all the reports avaible.

9.3.2. Developer User Group

The developer user group is allowed access to all the features of the administrative user group. However, since a user in this group is a developer, they are also granted special priviledges.

9.3.3. Tour Builder User Group

This group is under the Administrator group in the hierarchy. They have access to all of the options under the menu as well as all the options under the menu. They are able to add or modify tours along with tour customers. They can book reservations and change or cancel reservations. They can add tour attributes such as hotels, restaurants, attractions, options, and pickups to the data base as well as to different tours. They also have access to the receipt portion of the main menu. They are able to post receipts for different customers as well. Tour builders have access to all the reports available in the tours area as well as receipts. They can also view and add different types of customers, tours and vehicles. This allows them to be involved in all aspects of building and managing tours. Tour builders are not allowed access to any of the system areas of the GoTour application. For example, they cannot add or change users, user groups or permissions.

A user in this group is able to view the following reports.

  • DailyReceipts

  • ReceiptsByReceiptType

  • RefundsForDateRange

  • ChargesPaidForDateRange

  • TourBoardingList

  • TourBoardingList

  • TourDepartDateLiability

  • TourDepartDateRevenue

  • TourDepartDateRevenueByType

  • TourPassengerData

  • TourReturnDateLiability

  • TourReturnDateRevenue

  • TourReturnDateRevenueByType

  • TourSummary

  • RefundCheckRequest

  • TourHotelRoomingList

  • TourPassengerData

  • TourVehicleRoomingList

  • TourPartySummary

  • TourCustomerSummary

9.3.4. Finance User Group

The finance group is in between a tour builder and a receivables group member. A user in the finance group is able to access every report in the system. They can view all the tours, receipts, refunds, tour parties and tour customers. They are not allowed to add anything however. They are able to make reservations and posts receipts to customers. They do not have access to any of the type menu options. They are also able to update any of the information contained under the available options.

A user in this group has access to all reports, just like the tour builder group.

  • DailyReceipts

  • ReceiptsByReceiptType

  • RefundsForDateRange

  • ChargesPaidForDateRange

  • TourBoardingList

  • TourBoardingList

  • TourDepartDateLiability

  • TourDepartDateRevenue

  • TourDepartDateRevenueByType

  • TourPassengerData

  • TourReturnDateLiability

  • TourReturnDateRevenue

  • TourReturnDateRevenueByType

  • TourSummary

  • RefundCheckRequest

  • TourHotelRoomingList

  • TourPassengerData

  • TourVehicleRoomingList

  • TourPartySummary

  • TourCustomerSummary

9.3.5. Receivable User Group

This group has considerable less access to the system than the administrator or the tour builder group. A user in the receivables group has access to the following items under the main menu: tours, customers, receipts, tour parties and tour customers. They are also able to access the customer area under the types menu. The receivables group has access to all parts of a tour except for the ability to add them to the database. They can view, modify, make reservations, as well as print all associated report excluded the top most level located on the tours menu screen. This group can do all the tasks described in the help manual except create a new tour. They are also able to view, update and create new customers. A user here can work with credits on accounts as well. This group has permissions to all the financial areas, included the receipts section and all financial reports. This makes sense, since they are dealing with the financial aspects of the tours. Users in this group have the ability to update and add new tour parties and tour customers.

A user in this group has access to the following reports.

  • DailyReceipts

  • ReceiptsByReceiptType

  • CashOnAccountByCustomer

  • RefundsForDateRange

  • ChargesPaidForDateRange

  • TourBoardingList

  • TourPassengerData

  • TourSummary

  • RefundCheckRequest

  • TourHotelRoomingList

  • TourPassengerData

  • TourVehicleRoomingList

  • TourPartySummary

  • TourCustomerSummary

9.3.6. Reservation User Group

This group is granted a less access than the receivables group. They are able to see only the following items under the main menu: Tours, Customers, Tour Parties, and Tour Customers. This is, however, is all they have access to. They cannot see the outer level tour reports either. They are able to view existing tours and make reservations. They can't add a new tour to the database though. Users in the reservation group can modify existing tours though and add different attributes. They are able to add new customers to the database as well. Users here can access the lower level reports to help them make and manage reservations. The are not able to add companions to reservations, post receipts and print customer and tour summaries.

A user in this group is able to access the following reports

  • RefundCheckRequest

  • TourHotelRoomingList

  • TourPassengerData

  • TourVehicleRoomingList

  • TourPartySummary

  • TourCustomerSummary

9.3.7. Salesperson User Group

This group doesn't have access to much of the GoTour system. They are able to see a listing of the tours that are present in the database. They are able to view them individually as well. Users here are given the permission to print party summary reports and customer summary reports. They cannot access any receipts or any receipts reports. They are also not allowed to add tours or customers to the database. They are able to view a listing of reservations and customer associated with each tour however.

A user in the salesperson user group as access to the following reports.

  • TourPartySummary

  • TourCustomerSummary

Because a salesperson has such limited access, they are not allowed to view many of the reports involved.

9.4. Permissions

This collection lets you determine exactly what you would like a user to be able to do. The elements are the object name and property. Then you have the option to allow access to read, write, execute or delete. If you would like to add a new permission, click the followed by the button. Now you will be at the Filter/Add screen. Since you would like to add a new permission, click the button under the ‘Add a member’ option. Now you will see the following.

Adding Permissions

Figure 117. Adding Permissions

As you can see, you have to fill in the object name and its property. The filter permissions can either be set as all or none. Permissions are further discussed in the Users, User Groups and Permissions help file. Below is an example listing of different permissions.

Permission Listing

Figure 118. Permission Listing

For a more detailed look at permissions, refer to the Users, User Groups and Permissions help file.

9.5. Timed Events

This collection lets you set up notifications. If you would like to add a timed event click followed by the button. Now you will be at the Filter/Add screen. Now click the button under the ‘Add a member’ option. Now you will see the following.

Adding a Timed Event
Adding a Timed Event

Figure 119. Adding a Timed Event

Here you are able to specify the type; repeating or one time as well as the operations. The operation field give you the choice of the start of the day, the end of the day, exporting data, importing data, exporting data, an event notification, shutting down, or client EOD. You can set the start time in minutes, the duration, as well as the number of times you would like it to repeat. You can also set it for what days of the week you would like this event to occur. You can set the last completed date in order to remind yourself. Don't forget that once you fill in all your information you have to click the button.

9.6. Notifications

This collection lets you set notifications based on events. If you would like to set a notification click the button followed by the button. Now you will be at the Filter/Add screen. As usual click the button under the ‘Add a member’ option. Now you will see the following.

Adding a Notification

Figure 120. Adding a Notification

You can set your priority to be high, low, or none depending on what you would like. The method refers to how you would like to receive the notifications. The choices are email, page, LAN message or an instant message. The type field refers to the volume, either single or multiple. The EmailDomain field is where you enter your address; you can then enter the email address from which to send, the email address to send to, as well as a subject matter. The status refers to the notifications itself, whether it was mailed, unmailed, or if it bounced. You can then set the day you would like to receive the notification. This function can be used to notify you of any event, such as a failure or simply the date.

9.7. Filters

This collection is for all the different filters you can use to sort through other collections. If you would like to add a new filter, click the button followed by the button. Now you will be at the Filter/Add screen, click the button under the ‘Add a member’ option. Now you will see the following.

Adding a Filter

Figure 121. Adding a Filter

The elements involved in setting a filter are the object name, description, the SQL statement, default option, type, and the maximum rows.

The object name refers to what menu would be using this filter. The description is what you would see listed for the filter. The SQLStatement refers to the command you would use to retrieve the appropriate information. You can set if you would like your new filter to be the default or not. The type refers to if you would like a listing as we are used to seeing or a report version. The max rows field refers to the maximum output. Below is an example listing of already included filters.

Filter Listing

Figure 122. Filter Listing

For a more in depth look at filter, refer to the Users, User Groups and Permissions help file.

9.8. Connections

The connection menu tells you what port you are connected to in order to access this menu. If you click the button you will see the following.

Connection Type

Figure 123. Connection Type

As you can see, you don't have the option to add at all. All of this has already been configured for you.

9.9. Reports

This area refers to all the reports that are used throughout the application. If you would like to add a new report to be used, click the followed by the button. Now you will be at the Filter/Add screen, click the button under the ‘Add a member’ option. Now you will see the following.

Adding a Report

Figure 124. Adding a Report

Here you have to fill in a name for your new report. You have to select a matching filter; all available filters are listed in the drop menu. The type refers to all or finance, the destination choices are screen, printer or file. You can set the default, trigger and notify. You can also set all the points for your report. Below is an example listing of some included reports.

Report Listing

Figure 125. Report Listing

For a more detailed look at reports offered, refer to the Users, User Groups and Permissions help file.