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GoTour Reports (GTO)


In order to aid you in keeping track of report aspects as well as the have the ability to create receipts, this application offers a variety of different reports. You can print reports concerning all tours in the system, about individual tours, individual reservations as well as individual customers.

1. Tour Reports

These are the reports that you can print from the Filter/Add screen. A brief overview has already been given, but this will provide a more in depth look at the options available.

1.1. High Level Reports

From the tour menu screen, you have the ability to print several different reports. These choices are located in a drop down menu. The options are departure date liability, departure date revenue, return date liability, return date revenue, and return date revenue by type.

1.1.1. Tour Departure Date Liability Report

This report is for tours departing after a certain date. If you would like to access this report, you must be on the tour menu. Once there, highlight the report option ‘TourDepartDateLiability’ and click the button. You will need to choose a cut off date to search from. Below is an example of the filter you will see. Once you fill in your date, click the button again.

Filter Parameters

Figure 1. Filter Parameters

Now you will see a screen with the results of your search in the report format.

Depart Date Liability Report

Figure 2. Depart Date Liability Report

As you can see the first column is the tour number. This tells you the name of the tour. The return and departure dates are listed respectively in the next columns. The tour name is shown in the fourth column. The number of seats reserved is listed under the Pax Booked column. The reservation amount is listed in the next column and the last column refers to any price adjustment that might be associated with the tour. The totals are listed at the bottom for you as well.

1.1.2. Tour Departure Date Revenue Report

This report allows you to print a summary of all the reports with departure dates between two specific dates. In order to access it, make sure you are on the tour menu screen. Use the drop down menu and highlight the ‘TourDateDepartureRevenue’ option. Then click the button. Now you will have to enter your start and end dates. The screen below is an example of what you would see.

Filter Parameters

Figure 3. Filter Parameters

Once you have selected your end and start dates, click the button. Now you will see your report on a new screen. Below is an example report.

Depart Date Revenue Report

Figure 4. Depart Date Revenue Report

As you can see, this is a report of all the tours that have departure dates from 2/08/03 through 2/08/05. The tour number is listed for you in the first column. This tells what type of tour it is. For Example MDG stands for multi day group, ODS stands for one day school and so on. The next column listed the return date for each tour and the departure date is listed in the next column. The tour name is listed next so you know exactly what tour is being referenced. The next column is the Pax Booked, this tells you how many seats have been booked so far. The next column is the amount sold in reservations for each tour. The Price adjust column tells you if any of the tours have any price adjustments associated with them. As you can see the totals are listed at the bottom, so you know how much revenue you have for all tours that fit your criteria. In order to print your report, you will have to go to the file menu and select print.

1.1.3. Tour Return Date Liability Report

This report will give you the summary of report returning after a certain day. In order to access this you must be at the tour menu. Highlight the report option ‘TourReturnDateLiability’ and click the button. Now you will see a screen where you must determine your cutoff date. Below is an example. Once you have chosen a date, click the button again.

Filter Parameters

Figure 5. Filter Parameters

Now a new screen will pop up containing your report. Below is an example report print out.

Return Date Liability Report

Figure 6. Return Date Liability Report

In this example, three tours matched the search criteria. The tour number is in the first column. Again, this represents the name of the tour. The second and third columns contain the return and departure dates for the tours respectively. The tour name is in the next column. The reservation number is in the fifth. This way you will be able to tell the amount of customers going on a tour. The amount of revenue is under the next column, Tour Amount. Finally, any price adjustments are located under the Price Adjust column. As always, the total revenue is listed at the bottom. Remember, to actually print your report, you must go to the filter menu and select the print option.

1.1.4. Tour Return Date Revenue Report

This tour works much in the same was as the tour departure date revenue except the search dates are checked against the tour return dates. Again, in order to access this report you must be on the tour menu. Once there, use the drop down menu and select the ‘TourReturnDateRevenue’ option and then click the button. Again you will have to enter your start and end dates and click the button one more time.

Filter Parameters

Figure 7. Filter Parameters

As you can see the filter parameter screen is the same as the one for the departure date revenue report. Below is an example of a report printout.

Return Date Revenue Report

Figure 8. Return Date Revenue Report

Once again the first column represents the type of tour. The second and third column contain the return and departure dates respectively. The tour name is in the fourth column and the number of booked reservations is in the fifth. The amount of reservation revenue is in the sixth column and any price adjustment is listed next. The total revenue for the matching tours is listed at the bottom. In order to print a copy, you will need to go to the file menu and select the print option.

1.1.5. Return Date Revenue by Type

This report gives you a listing of of every tour and the revenue associated with it. The report is broken up by tour type, so all the mutli day retail tours are grouped together as are all the one day school tours and so on. With this report you can view the number of reservations booked for each tour, the total amount due, any options or adjustments and all payments made by customers. As always all subtotals and grand totals are listed for you as well. In order to access this report you must select it from the main tour menu screen and use the filter options to select the dates you would like to run the report between. Below is an example report.

Tour Revenue by Tour Type Report
Tour Revenue by Tour Type Report

Figure 9. Tour Revenue by Tour Type Report

As with the other return and depart date reports, this reports give you the same information for both. Having these two options lets you search for tours in a more specific way. This is helpful if you have a lot of tours in your database. You are able to narrow your reports to any time period you want.

1.2. Individual Tour Reports

You also have the ability to print out reports concerning individual tours. For each tour in your database you can print a report concerning a boarding list, hotel rooming, bus rooming, tour passenger data as well as a tour summary. All of these reports are accessed from the main tour information screen. You will need to use a filter from the tour menu in order to find the tour you would like.

Tour Search Listing

Figure 10. Tour Search Listing

This is an example listing. You will see a similar screen. In order to select the tour you would like, click the button to the left of it. Now you will be at the tour information screen. Below is an example using the Baseball Hall of Fame Tour

Main Tour Screen

Figure 11. Main Tour Screen

As you can see there is a drop down menu next to the button. All your report choices are located there.

1.2.1. Boarding List Reports

In order to print a report concerning the board list for a particular tour, first make sure that you are on the tour information screen. Highlight the ‘Boarding List’ option and click the button. Now a new screen will appear containing your report. Below is an example.

Bording List Report

Figure 12. Bording List Report

As you can see all the customers for this tour are listed. The seat number is also shown for you to see. You’ll notice in this example that all of these customers fall under the ‘no pickup selected’ category. If some of you customers already have a pickup associated with them, they would appear under a different category. This way, you will be able to tell easily who doesn’t have a pickup associated with their reservation yet. The total amount of passengers is also listed for you at the bottom.

1.2.2. Hotel Room Report

This report gives you a listing of the hotel reservations. If you would like to access this, first make sure you are on the tour information screen, then highlight the ‘Rooming-Hotel’ option and click the button. Now a screen will pop up containing your report. Below is an example

Rooming Report
Rooming Report

Figure 13. Rooming Report

As you can see the name of the tour and the hotel is listed on the top of the report. The address and phone number for your hotel is also listed. As you can see there is a listing of all the customers going on the tour. You’ll notice that they are grouped together by the type of room. This will let you easily see who is rooming with whom. The type of room is listed as well as the room number. Also, at the bottom of the report the total number of rooms is listed as well as a breakdown by types. The total number of passengers is also listed for you.

1.2.3.  Rooming Report

This report will give you a detailed description of the bus for your individual tour. Below is an example.

Bus Rooming Report

Figure 14. Bus Rooming Report

This is just a segment from a bus rooming report. As you can see the names of the passengers are listed. As well as the date the report was printed and the tour name. Total are given at the bottom like always.

1.2.4. Tour Summary Report

This report will give you an overall summary of a particular report. In order to access this report, you must be on the tour information screen. Select the report option ‘TourSummary’ and click the button. Then a new window will appear containing a print out of your report. Below is an example of a tour summary report.

Tour Summary Report
Tour Summary Report
Tour Summary Report

Figure 15. Tour Summary Report

As you can see, there is a lot of information listed in this report. At the top is your company name along with the name of the tour and the tour dates. All the customers are listed for you as well. The room type and room number is listed for each customer. The price is also listed in the fourth column. The next column is for any options you may have added to the tour, such as a cancellation protection. The total for each customer is listed next and the receipts are listed in the last column. With this report you can easily see who has paid what for each tour. At the bottom of the report the totals are listed. Any complementary reservations are listed. The number of each type of hotel room is listed along with the breakdown of the costs. Your total cost is listed. The options total is also available for you to see. If you have any price adjustments in your tour, that is listed as well. The overall tour total is shown as well as the overall receipts total. Remember that you will need to go to the file menu and select the print option in order to print your report.

1.2.5. Tour Passenger Data Reports

This report will give you a listing of all the customers associated with you specific tour as their seating arrangements. In order to access this report make sure you are on the tour information screen, highlight the ‘Tour Passenger Data’ option and click the button. Now a new screen will pop up containing your tour summary. This report allows you to use other applications to make lables or tags for your customers. This is explained in the GTO Customer Lables document.

2. Reservation Reports

2.1. Individual Reservation Reports

You can also print reports pertaining to individual reservations. In order to do this, you will need to be at the tour information screen for a particular tour. Once there, click the button. Now you will see a listing of all reservations associated with that tour. Below is an example.

Reservation Listing

Figure 16. Reservation Listing

Now decide what reservation you would like to print a report for and click the button to the left of that name. Now you will see a screen like the following.

Reservation Information Screen

Figure 17. Reservation Information Screen

Once you are at this screen you will be able to print the report. Click the button. Now a new screen will appear containing your report. Below is an example report.

Tour Party Summary Report

Figure 18. Tour Party Summary Report

As you can see your company name is on top. The name the reservation is under is listed as well as that person’s address. The tour name and tour dates are also listed. This report lists the passengers, any pickups associated and a seat if one is set. The room type is also listed as well as the price. You are also shown the payment history for this reservation. This allows you to easily see if a balance is due. As you can see at the bottom the tour amount is totaled as well as the total amount paid.

2.2. Individual Customer Reports

You can also print reports about the individual costumers in each reservation party. In order to do this, you need to be at the tour information screen. Once there, click the button. Below is an example of the listing you would see.

Customer Listing

Figure 19. Customer Listing

As you can see the first column shown the party name and the second column shows the customer name. Once you find the customer you want, click the button to the left. Now you will be at a screen containing information about that particular customer.

Customer Information Screen

Figure 20. Customer Information Screen

As you can see this gives you information about that customer. To view the report, click on the button. Now a screen will pop up containing your report. Below is an example.

Customer Summary Report

Figure 21. Customer Summary Report

As you can see the company name and tour name are listed on top as well as the tour dates. The customer name is shown as well. If an address is associated, it will also be shown. Information about this customer is listed such as the room type, the pickup, seat numbers for the bus, as well as the tour amount. The total amount due is listed along with the total amount already paid. Remember that in order to print this report you must go to the file menu and select print.

3. Finance Reports

3.1. High Level Receipt Reports

You can also print reports for different transactions in the database. This way you do not have to search though each individual tour in order to see what money has been posted. If you go to the receipts menu you will notice the print report option on the screen. You’ll see that there is a drop down menu with two choices. You can either print a report of daily receipts or print a report by receipt types.

3.1.1. Daily Receipt Reports

This option will let you print a report containing all receipts posted between any two dates. In order to select this option, highlight ‘DailyReceipts’ and click the button. Now you will have to fill in the dates you would like to search and click the button again. Below is an example of the screen.

Filter Parameters

Figure 22. Filter Parameters

A window will pop up containing your report. Below is an example report.

Daily Report

Figure 23. Daily Report

As you can see, this report is broken down by days and then transaction types. Depending on how many days you searched and how many receipts are posted in your database will determine how long the report is. The first column under each day lists the type of transaction as well as the customer that posted the receipt. The second column gives you the departure date for the tour that it is associated with. Next is the type and name of the tour. The last column is the amount of the receipt. After each transaction type there is a total for you. At the end of each day listed there is a total for that whole day.

3.1.2. Receipt Type Reports

You can also print a report by a receipt type. This way you can have a listing of all posted receipts by credit cards, checks, cash, etc. In order to access this report highlight the ‘ReceiptsByReceiptsType’ option from the drop down menu on the receipts menu screen. Then click the button. Now you will have to enter your cutoff dates and click the button again. Below is an example of the filter.

Filter Parameters

Figure 24. Filter Parameters

Once you have entered the dates you would like to use, a new window will pop up containing your report. Below is an example report.

Receipt Report by Type
Receipt Report by Type
Receipt Report by Type

Figure 25. Receipt Report by Type

As you can see everything is organized by receipt type. Under each type is a listing of days when receipts were posted. The first column in each listing is the party the receipt is for as well as which customer. The second column is the tour departure date. In the next column is the tour id and tour name. In the fourth column is the amount of the receipt. If the receipt type is a check there is another column containing the check number. After each day is a total amount as well as a total amount for the receipt type. Remember in order to print you need to go to the file menu and select the print option.

3.1.3. Cash on Account By Customer Report

This report will give you a listing of all customers that have cash on their account for whatever reason. So, in order to access this report, first make sure you are on the receipts main screen then select the CashOnAccountByCustomer report from the drop down report menu. Now click the button. Now your report will pop up in a new screen. Below is an example.

Cash on Account Report

Figure 26. Cash on Account Report

As you can see this report is organized by tour party and then the tour customer. The date is listed along with the amount and what type of payment the customer orginally used. An explainion for the cash on account is also shown, IE, canceled reservation or removed from tour pary. At the bottom of the report there is a total of each type of payment as well as a grand total.

3.1.4. Charges Paid for a Date Range Report

This report will give you a listing off all charges that have been paid by customers. So, first you must be on the reciepts main menu, then select the ChargesPaidForDateRange report option from the drop down menu. Next click the button. Now you will have to enter in your date range and click the button again. Below is an example date range.

Filter Parameters

Figure 27. Filter Parameters

Once you click the button your report will appear. Below is an example of a paid charges report.

Paid Charges Report

Figure 28. Paid Charges Report

As you can see this report is like many of the others. The tour party and the tour customer the charge applies to is shown. The tour id and departure date is shown as well as the charge amount. There is also an explantion given for you. As always, the total for the report is listed at the bottom.

3.2. Refund Reports

GoTour gives you the options to print a report concering any refunds you have associated with customers. In order to access this report you must be at the refund menu screen. You'll notice the report options are listed in a drop down menu style.

3.2.1. Refunds for a Date Range Report

This report lets you determine a specific date range you would like to use. This way if you have a lot of data to work with you can narrow the results down for your report. So, in order to select this report highlight it from the drop down menu and click the button. Now you will have to enter in the dates you would like the report to use and click the button again. Below is an example date range.

Filter Parameters

Figure 29. Filter Parameters

Now your report will be visable and remember you must use the file menu to select the print preview option in order to print our your report. Below is an example report

Refunds for a Date Range Report

Figure 30. Refunds for a Date Range Report

As you can see this report shows all refunds that have been issued in your date range. All the entries are broken into different days. As you can see the name of the tour party is listed as well as the tour customer that the refund is for. The tour id is listed as well as the tour departure date. The amount of the refund is given as well. A total for each day as well as an overall total for the report is given.

3.3. Charge Reports

3.3.1. Charges for a Date Range Report

In order to access this report you must be at the charges menu screen. You'll notice that the report is listed on the main screen. So, in order to access it you will need to click the button. Then you will have to enter the range of dates you want the report to contain and click the button again. Now your report will be visable.