Release Notes - GoTour: 1.26.3
Mandatory Fields Now Outlined In Red!
Mandatory fields on GoTour screens are highlighted in red as a reminder that
these fields must have data entered. Frequently, information has already been populated in these
Data Entry Error Messages
mandatory fields are not complete, GTO now returns you to the edited page for
completion. The error is noted in red on the page and you may resume editing
the page. Previously, GTO returned to a
separate error page and all data from the previous entry screen was lost.
Receive Money From “Named Anonymous” Passengers: Receivables, Refunds and Charges
“Named” Anonymous Passengers can now receive money, and have refunds and
charges issued against their receipts.
Previously, anonymous passengers were unable to receive money in GoTour
Online. Only those passengers who were entered as customers on the
customer list were allowed to receive money. This created problems for
users who needed to receive money from a passenger who they did not want to
have on their customer list (ex. visitors or tourists from out of town who are
unlikely to book another trip).
The anonymous customer must be “Named” in order to receive money. You
must overwrite “anonymous [#]” with the person’s name.
Navigate to the “anonymous” customer screen.
At the Customer field, delete “anonymous, [#]”
Enter the passenger’s name: LastName,
“Post Receipt” button will appear above the “Print Customer Summary” button.
To Post a Receipt:
Click the “Post Receipts” button.
The asterisk after the name indicates that it is a “named anonymous” customer
and is not on the customer list.
Complete the receipt fields: Amount, Type, Number and Note.
You are now at the receipt screen where you can make edits to your information.
If there are other members of the party who are customers or “Named anonymous”
passengers their names will appear at the bottom of the receipt screen. You can transfer funds from the “Named
anonymous” passenger to other customers or named anonymous passengers in the
Refunds and Charges and “Named Anonymous” Passengers.
Named anonymous passengers can have “Cash on Account”. To manage the cash on account you must
navigate to Finance, Receipts, Select a filter “Cash on Account”, or “Cash on
Account by Customer”. Or, find the receipt by selecting the filters “Receipts
for a date range” or “Receipts by Customer Name”.
Refunds and Charges can be created from the receipt.
Named anonymous passengers will appear on finance reports under their entered
name with an asterisk to indicate they are named anonymous passengers.
New Fields: ReferenceId 1 and
ReferenceId 2 In Company Setup, Included In Party and Customer Heading
Two new fields, Reference Id1 and ReferenceId2 have been entered to the
company setup screen. These fields can
be used to add information to the company heading on the customer documents. They were designed for the TICO number and
the GST number for Canadian companies but they can be used for other purposes. They print out on the right and left sides of
the company email address in the heading. Please call RBS if you need assistance using these fields.
Components can now be made "Invisible" so they will not print out
on the party or customer summaries. The
components will continue to be available for the costing and payables systems.
To make a component "invisible":
Apply the component to the tour. Upon adding the component, notice the
"Appearance" field under the component "Find" button on the
component screen. Choose
"Normal" (no change in appearance), "Bold" (bolds the name
and address of component) or "Invisible" (component does not appear
on customer or party summaries).
This allows you to add costs, such as miscellaneous tour fees, gratuities,
overhead costs, etc. on the tour without having them print on the customer
This feature already exists in the "Note" component.
"Price Descriptions" is a new tab under the setup tab. It is currently under construction.
"Contracts" is a new tab under TourBuilding and Finance. It is currently under construction.
Ability to Change Tour Dates to Earlier Dates Restored!
Tours dates can now be changed to earlier dates.
Multiple Offices Feature Enhanced
Fixes for companies that have multiple offices:
Includes sorting reports by office and tracking receivables by office.
Users are assigned to offices. Reports
and views can display work based on user’s assigned office.
Report headings for the party and customer summaries reflect office information
of the user who is logged in and printing the documents. Ex: If the user is assigned to the Albany, NY office the customer and
party summaries will have the Albany, NY location address, logo etc. in the
New filter parameter allows you to select which office you want to view data
from. Navigate from Reservations to
Tours (or from Tourbuilding to Tours).
At the filter parameter screen for views or reports, choose "Select Where
ID, Description or Destination match".
At Office field enter the desired office name in the field or enter
"all" to view all tours assigned to all offices.
Follow the above process for viewing “Receipts for a Date Range” or for the
“Daily Receipts Report” (Navigate from Finance to Receipts to Select a Report).
Customer Birthday Field
A customer's birthday can now be entered on the customer reservation screen
and the permanent customer record will be updated with the birthdate.
“Show Reservations” Screen Is Now Displayed in Alphabetical Order
Click on “Show Reservations” button.
List is now in alphabetical order rather than booking order.
Refund Check Request
Refund check request no longer says "This report contains no data"
Options Order On Reservation Screen
Options now appear on reservation screen in the sequence the builder
intended, not in entityid (data entry) order.
Tour Party Deposit and Balance Due Report
Navigate to Reservations to Parties. At "Select a Report" choose either
"TourPartyReceivablesByDepartDate". Enter appropriate date to produce a report for deposits and
Customer Tour History Report
Navigate from Reservations to Customers, Select the appropriate customer. At the customer screen there is a new button:
"Print Tour History"
To print report:
Click on "Print Tour History"
Select a date range
Click on "Print Report"
Pax (number of passenger reservations for this tour)
Number of Tours
Number of passengers
* Reservations are counted even if the
customer did not travel on the tour (such as group leaders).
Enhanced Customer and Summary
Tour Confirmation Number: A tour confirmation number can now appear on
the customer and party summaries. Some
people use this as the reservation number.
The tour confirmation number is the reservation party number. The format option in the report format field
is ShowReservationIds=yes. The
confirmation number now targets page correctly and is in correct font
size. Please call RBS if you would like
to add this feature to your summaries.
"Seat": "Seat" columns and numbers appear
on the Party and Customer summary only if a seat has been assigned.
Print Notes with Summary
Navigate to Party Reservation Screen.
Click on "Print Party Summary"
Navigate to Customer Reservation Screen
Click on "Print Customer Summary"
To print Notes with Heading enter "HN" in the filter parameter field;
To print Itinerary with Heading "HI" in the filter parameter field.
Add "rate" after
rate type: "Rate" has been
added after "Full" on both the customer and party summary, to help
describe the rate. (Hopefully, no more
phone calls about the size of the beds!)
12:00 am Pickup and Drop off
Times: Pickup and drop off times will not appear on
the party and customer summaries if the assigned time is 12:00 am. 12:00 am is considered a "non
time" in the GTO System.
Enhanced Seating Report
Seating Chart now includes the tour heading, the tour destination, tour
depart date, tour return date, report print date. The seat number appears next to passenger name. Font size has been increased.
Enhanced Boarding List
New filter parameters:
Show balance due (yes/no)
Show ticket Id (yes/no) The ticket number is the pax #, or
passenger number, associated with each passenger reservation.
Added a number:
to left hand column that associates the passenger with
other members of the reservation party. All the members of the same party will have the same number.
Font Size: for the boarding list can be increased under
System, Reports. When the font size is
increased the text for the notes and phone numbers sometimes falls off the page
if printed in portrait. To include all
text you must print in landscape mode.
Phones: are now labeled: c= cell
phone, 1 = phone 1, 2=phone2. Cell
phone appears first in the list if it is available.
Notes: now appear under the customer name. The first line is slightly indented for readability. HTML tags can be used to make notes
Surround the text that you want to apply these attributes to with these tags.
Fixes to Tour Liability Report
Fixes have been made to the liability reports. Problems occurred when selecting depart dates cutoffs that were
prior to day of printing the report. Report would capture data as it appeared
on date of printing not on date of cutoff.
Now report captures data as of the report cutoff date. Example:
Run report on 11/5 for a cutoff date of 10/31. Previously the report would capture data with the 10/31 cutoff
but any changes which occurred between the cutoff 10/31 and 11/5 were included
in the report. Now the report will
display data as it appeared on the 10/31 cutoff date.
Report Moved from Receipts to Charges
Navigate from Finance to Receipts, Select a report. The "Charges Paid For Date Range"
report has been removed from the "Receipts" tab. It is located under the "Charges"
tab in the “Select a Report” list.
“Reduce $ Paid” Button and Charges
Issue: A customer from a group
reservation cancels and your company must retain the cancellation fee for that
particular reservation. The issue
appears when there is no specific credit available for that particular
customer/reservation and, therefore, no specific credit to charge against. In this case, you must create a credit. This can be done by splitting a receipt using
the “Reduce $ Paid” button. (Note: Funds can be transferred from a particular
receipt to a specific customer only once, however, you can split (reduce $
paid) a receipt numerous times.)
Solution: Create a credit from an
existing receipt before applying the charge.
Navigate to Reservations, Tour, Find desired tour.
Click on “Show Reservations” and navigate to party leader.
At main party reservation screen, click on the “Reduce $ Paid” button.
Enter the desired charge amount in the “Amount” field. All the customer’s receipts will be listed
above the “Add” button. Select the
receipt to which you would like to apply the charge. If the entire receipt amount will be used, check the “Apply”
button. If only a portion of the
receipt will be used check the “Partial” button.
Click on the “Add” button. This will
create the credit from which you can now create the charge.
Navigate from Reservations to Customers. Select the desired customer.
Click on the “Unapplied Credits” button and review credit for accuracy. Navigate back to the main customer screen.
Click on the “Post Charge” button. Enter the charge amount in the “Charge Amount” field. The unapplied credit, which you created above
should appear on the screen above the “Add” button.
Check the “Apply” box next to the appropriate unapplied credit.
Click the “Add” button.
You can view the charge by clicking on the “Show Charges” button on the
customer screen, or you can view it by navigating from Finance to Charges,
Select the Filter or Report for “Charges for a Date Range”.
New filters: Search by Customer Name
A new filter has been added for searching for an item by customer name. This can be used for searching for customers
as well as named anonymous customers.
This filter appears in:
Finance, Receipts, Select a filter choose
“Receipts by Customer Name”
Finance, Charges, Select a filter choose
“Charges by Customer Name”
Finance, Refunds, Select a filter choose
"Refunds by Customer Name”
Transfer Customer from within Tour
Issue only in some company installations. Transfer of Customer from one party to another party in the same
tour does not crash system
Charges, Unpaid Charges
Added “Charges by Customer Name” filter to locate customers and named
anonymous passenger charges by name.
Added ability to search for both paid and unpaid charges (P=Paid,
Removed “Charges For a Date Range” Report under Receipts tab. “Charges
for a Date Range” can be found under Finance, Charges tab.
Fixed various issues with the Charges report.