Add and Confirm Services

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  1. Which services can be added to trips?
  2. How to add services to a trip?
  3. When adding a service to a trip, how to identify the required fields?
  4. What is the Quick Add option?
  5. How to add services through the Quick Add option?
  6. Can I confirm the services I have added through the Quick Add option?
  7. What is a trip under proposal status?
  8. What is a trip under confirmed status?
  9. What is a trip in a canceled state?
  10. How to add a flight service to a trip?
  11. How to add a cruise service to a trip?
  12. How to add more than one cabin in a Cruise service?
  13. How to add a lodging service to a trip?
  14. How to add sub services to the lodging service?
  15. How to add more than one room in a lodging service?
  16. How to add a restaurant service to a trip?
  17. How to add a transport service to a trip?
  18. How to add an activity to a trip?
  19. How to add an insurance service to a trip?
  20. How to add a Tour service to a trip?
  21. How to add Other service type to a trip?
  22. How to add a wholesaler/DMC's service to a trip?
  23. How to add sub services to the wholesaler/DMC service?
  24. Can I add a travel package to the platform?
  25. When adding a new client to an existing trip, does the platform automatically add him/her to all existing services?
  26. How to edit services on a trip?
  27. How to add costs to services on a trip?
  28. Where can I check the costs of a service?
  29. How to distribute costs equivalently between the groups?
  30. How to distribute costs not equivalently between the groups?
  31. What currency can be used to enter costs?
  32. How to change the currency type?
  33. Can I confirm and invoice a service individually without changing the status of other services in the trip?
  34. Can I confirm entire trips having services that are being paid to the agency and others that are being paid to suppliers?
  35. Why can’t I generate one grouped invoice for services being paid to the agency and services being paid to the supplier? 
  36. How to split the cost of the service between clients?
  37. What is the trip markup?
  38. How to add the Markup?
  39. How to create an invoice for the Markup?
  40. The Markup can be reflected on the invoice?
  41. What is the difference between commission, markup and fee or rate?
  42. How to generate an invoice?
  43. Can I split an invoice between different clients?
  44. How to split an invoice between different groups of clients?
  45. How to create an invoice for several services?
  46. How to confirm and invoice one or more services?
  47. How to filter services added in a trip?
  48. How to upload documents for a trip service?
  49. What is the purpose of grouping services for an invoice?
  50. How to remove a service from a trip?
  51. How to cancel a service?
  52. How to reactivate a service that has been canceled?
  53. How to change ownership of a trip?
  54. How to assign a new trip to an agent?

 

1. Which services can be added to trips?

  • Activity

  • Cruise

  • Flight

  • Insurance

  • Lodging

  • Restaurants

  • Tour

  • Transport

  • Trip Markup

  • Wholesaler/DMC

  • Others

2. How to add services to a trip?

  1. Create a new trip or choose one from the list.
  2. Locate the Trip menu on top of your screen and click on Services.
  3. Select the + Add service button.
  4. You can choose between 2 options: quick add to load several services at the same time or advanced, where a list will be displayed that will allow you to choose the service you want to add individually.
  5. Select the one you wish to add and fill out the required information.

3. When adding a service to a trip, how to identify the required fields?

The fields identified with an asterisk (*) are the essential fields required to add a service to your trip.

4. What is the Quick Add option?

It is a way to add several services on a trip, quickly and easily without having to do one by one, adding all the information of each service.

5. How to add services through the Quick Add option?

  1. Create a trip or select one from the list.
  2. Enter the services section and click on the + Add service button, select the option Quick Add from the list.
  3. A new window will open where you can add all the services you need to the trip, quickly and easily. You can choose between adding services with or without costs.
  4. When you complete all the services you add on the trip, click Save.

Note: The quick addition does not include all the mandatory fields for a Travel Itinerary, therefore you will not be able to download a PDF or view the trip on Umapped until you complete these fields in each service.

6. Can I confirm the services I have added through the Quick Add option?

Yes, you can confirm the services as long as you have added the corresponding costs. If you have a service without a cost, you must complete it before you can confirm it.

7. What is a trip under proposal status?

When a trip is in proposal status, the services have not been confirmed.

Between the proposed and the confirmed status there are 2 sub-status that can be selected manually:

  • Draft: Any service added to a trip is automatically created in draft status.
  • Negotiation: It is optional for agencies that wish to work with this sub-state and make it known that the trip  quotation process is being negotiated with the client.

For both types the services aren’t confirmed.

Note: The trip can be labeled as lost before you confirm any of the services and all services will stay as canceled/proposal status.

8. What is a trip under confirmed status?

When one or more services are confirmed the trip automatically changes status to confirmed.

Between the confirmed and canceled status there are 3 sub-status that will appear automatically, they are associated with the dates of the services:

  • Upcoming: it is activated from 7 days before the first service of the trip begins.
  • Active: it change to this status when the service started.
  • Recent: once all the services have finished, the trip changes to recent.

Note:

  • When the trip is on recent, it can be labeled as closed, which means this trip is 100% paid by the client, including the corresponding commission.
  • The trip can be labeled as cancel at any moment and all services will change to canceled status.

9. What is a trip in a canceled state?

A confirmed trip may be canceled and all services will automatically go into the canceled status.

Note: Having the entire trip canceled there is the option to reopen the trip and all services will return to the proposed status.

10. How to add a flight service to a trip?

  1. Create a new trip or choose one from the list.
  2. Locate the Trip menu on top of your screen and click on Services.
  3. To add a flight, select the button + add service, choose the advanced option and in the list choose the option flight.
  4. A new window will open allowing you to edit or change all the information related to the service, clients, cost and documents. Use the Next and Back buttons to move through the different categories.
  5. Click on save changes. You can attach documents or edit the information at any time.

11. How to add a cruise service to a trip?

  1. Create a new trip or choose one from the list.
  2. Locate the Trip menu on top of your screen and click on Services.
  3. To add a cruise, select the + add service button, choose the advanced option and in the list choose the option cruise.
  4. A new window will open allowing you to edit or change all the information related to the service, clients, cost and documents. Use the Next and Back buttons to move through the different categories.
  5. Click on save changes. You can attach documents or edit the information at any time.

12. How to add more than one cabin in a Cruise service?

  1. To be able to add a cabin you must have a trip created or create one.
  2. Go to the services section, click on the + add services button and choose the advanced option.
  3. Select the cruise service, fill in all the required fields in the Service Information section and then, go to the clients section.
  4. In the details of Cabin, click on Select passengers and choose from the list the clients that will share the cabin.
  5. Enter the cabin number, cabin category and cabin type. You can also add the confirmation number.
  6. To finish click on the Add cabin + button.
  7. To add another cabin repeat the process as many times as you need.

13. How to add a lodging service to a trip?

  1. Create a new trip or choose one from the list.
  2. Locate the Trip menu on top of your screen and click on Services.
  3. To add a lodging service , select the + add service button, choose the advanced option and in the list choose the lodging option. Then indicate if you want to add the sub services or not.
  4. A new window will open allowing you to edit or change all the information related to the service, clients, cost and documents. Use the Next and Back buttons to move through the different categories.
  5. Click save changes. You can also add documents or edit the information whenever you want.

14. How to add sub services to the lodging service?

  1. Locate the lodging service to which you are going to add the sub services.
  2. Select the Actions button and then choose Add service.
  3. A new tab will open where you will be able to add the services included in the lodging package.
  4. Once you have added all the services, click on Add.
  5. For each of the sub services you can add cost information, clients and other details.

15. How to add more than one room in a lodging service?

  1. In the Trips module, select a trip created or create a new one.
  2. Go to the services section, click on the + add services button and choose the advanced option.
  3. Select the lodging service, fill in all the required fields in the Service Information section and then go to the clients section.
  4. To add the details of the rooms, click on select people and choose from the list the clients that will share the room. You can also add more details to the room information.
  5. To finish, click on the add room + button.
  6. To add other rooms, repeat the same process as many times as you need.

16. How to add a restaurant service to a trip?

  1. Create a new trip or choose one from the list.
  2. Locate the Trip menu on top of your screen and click on Services.
  3. To add a restaurant service, select the + add service button, choose the advanced option and in the list choose the  option restaurant.
  4. A new window will open allowing you to edit or change all the information related to the service, clients, cost and documents. Use the Next and Back buttons to move through the different categories.
  5. Click on save changes. You can attach documents or edit the information at any time.

17. How to add a transport service to a trip?

  1. Create a new trip or choose one from the list.
  2. Locate the Trip menu on top of your screen and click on Services.
  3. To add a transport service, select the button + add service, choose the advanced option and in the list choose the transport option.
  4. A new window will open allowing you to edit or change all the information related to the service, clients, cost and documents. Use the Next and Back buttons to move through the different categories.
  5. Click on save changes. You can attach documents or edit the information at any time.

18. How to add an activity to a trip?

  1. Create a new trip or choose one from the list.
  2. Locate the Trip menu on top of your screen and click on Services.
  3. To add an activity service, select the + add service button, choose the advanced option and in the list choose the option activity .
  4. A new window will open allowing you to edit or change all the information related to the service, clients, cost and documents. Use the Next and Back buttons to move through the different categories.
  5. Click on save changes. You can attach documents or edit the information at any time.

19. How to add an insurance service to a trip?

  1. Create a new trip or choose one from the list.
  2. Locate the Trip menu on top of your screen and click on Services.
  3. To add insurance service, select the button + add service, choose the advanced option and in the list choose the option  insurance.
  4. A new window will open allowing you to edit or change all the information related to the service, clients, cost and documents. Use the Next and Back buttons to move through the different categories.
  5. Click on save changes. You can attach documents or edit the information at any time.

20. How to add a Tour service to a trip?

  1. Create a new trip or choose one from the list.
  2. Locate the Trip menu on top of your screen and click on Services.
  3. To add a tour service, select the + add service button, choose the advanced option and in the list choose the option tour.
  4. Fill out the required fields, use the Next and Back buttons to move through the categories: Service Information, Clients, Cost and Documents.
  5. Click on save changes. You can attach documents or edit the information at any time.

21. How to add Other service type to a trip?

  1. Create a new trip or choose one from the list.
  2. Locate the Trip menu on top of your screen and click on Services.
  3. To add another type of service that is not included in the list, select the + add service button and choose the option Other.
  4. A new window will open with all the categories you can edit: Service information, clients, cost. Use the Next and Back buttons to move through the different categories.
  5. Click on save changes.

Note: The Other service will appear on the invoice but, since there is no date for this type of service or a provider, it will not be reflected in the Itinerary or in the Supplier report.

22. How to add a wholesaler/DMC's service to a trip?

  1. Create a new trip or choose one from the list. 
  2. Locate the Trip Menu on top of your screen and click on Services.
  3. To add a Wholesaler or DMC, select the button + add service, choose the advanced option and in the list choose Wholesaler / DMC. Then choose whether you want to add the sub services or not.
  4. Fill out the required fields, use the Next and Back buttons to move through the categories: Service Information, Clients, Cost and Documents.
  5. Click on Save changes. You can attach documents or edit the information at any time.

23. How to add sub services to the wholesaler/DMC service?

  1. Locate the wholesaler/DMC service to which you are going to add the sub services.
  2. Select the Actions button and then choose Add service.
  3. A new tab will open where you will be able to add the services included in the wholesaler/DMC package.
  4. Once you have added all the services, click on Add.
  5. For each of the sub services you can add cost information, clients and other details.

24. Can I add a travel package to the platform?

Yes, you can add a travel package with a single cost to the platform in the Wholesaler/DMC option, located among the services you can add to a trip.

By using this option, you can add a single cost to a whole package instead of individual cost to different services. You can also separate the information of the services within the option of wholesaler/DMC service.

25. When adding a new client to an existing trip, does the platform automatically add him/her to all existing services?

No, when you add a new client to an existing trip, you must select each service individually and add the client to this service only if the service was already created. Only when a new service is added to a trip, all clients will be added to it.

26. How to edit services on a trip?

  1. Locate the service you wish to edit and click on the Actions button.
  2. It will open a list with different options, click on View service Info.
  3. Select the category you want to edit inside the service and then click on Edit.
  4. Edit the information and click Save once you have finished.

27. How to add costs to services on a trip?

  1. Create a new trip or choose one from the list.
  2. Locate the Trip menu on top of your screen and click on Services.
  3. Click on the Actions button of the service you wish to modify.
  4. Click on View info. Then locate the cost category.
  5. Click on Edit. You can enter costs, fees, commissions and payments received for each service. Also you will have the option to divide or split the costs between groups.
  6. Once you have finished, click on Save & Close.

28. Where can I check the costs of a service?

  1. Create a new trip or choose one from the list.
  2. In the top menu, choose the Service button. 

In this section you will find a list of the services associated with the trip with the corresponding information of costs.

29. How to distribute costs equivalently between the groups?

  1. Once you have created the trip and added the groups. Enter the Services section.
  2. Locate the service and click on the Actions button, choose the option View service info.
  3. Select the cost category and click Edit. Then, click on YES to the question: Do you want to split the cost between the groups?
  4. A new window will open where you should select the groups among which the amount of the service will be distributed, click on Save. Add costs then choose the option to distribute the cost evenly between the groups.
  5. Select the type of payment and enter commissions, taxes and markups if needed. You can see how the platform automatically makes the distribution of amounts between the groups of clients.
  6. To finish, click on Confirm and Save.

30. How to distribute costs not equivalently between the groups?

  1. Once you have created the trip and added the groups. Enter the Services section.
  2. Locate the service and click on the Actions button, choose the option View service info.
  3. Select the cost category and click Edit. Then, click on NO to the question: Do you want to split the cost between the groups?
  4. A new window will open where you should select the groups among which the amount of the service will be distributed, click on Save. Add costs then choose the option NO to distribute the cost evenly between the groups.
  5. Select the type of payment and add the amounts that correspond to each group, including taxes, fees and markups if needed.
  6. To finish, click on Confirm and Save.

31. What currency can be used to enter costs?

The platform allows you to enter cost information in any currency when creating a service. In addition it will calculate the exchange rate, extracted from Google, of the currency selected vs the base currency of the agency (DOLLAR / EURO / POUNDS / MEXICAN PESOS  / AUSTRALIAN DOLLAR),, if necessary it allows you to customize the exchange rate.

32. How to change the currency type?

  1. Create or select a trip from the list.
  2. Select the service to which you are going to enter the cost and click on the Actions button, choose the option View service info.
  3. Locate the Cost category and click Edit.
  4. In the General Cost Information box, locate the Currency field and click to display the list with all currency types. Choose the one that corresponds, the exchange rate will be calculated by Google.

Note: If you want to customize the exchange rate you must click on the box called custom rate and change the information according to the rate you use.

33. Can I confirm and invoice a service individually without changing the status of other services in the trip?

Yes. The platform allows you to confirm and invoice the services individually and leave the other services in proposal or cancelled status. The status of the trip will change automatically to Confirmed if you have at least one service confirmed.

34. Can I confirm entire trips having services that are being paid to the agency and others that are being paid to suppliers?

Yes, to confirm an entire trip, all you need to do is click on the confirm button in the trip status bar. The platform will automatically group the services being paid to agency in order to invoice and confirm. Those services with payment to the supplier will only be confirmed without generating an invoice.

35. Why can’t I generate one grouped invoice for services being paid to the agency and services being paid to the supplier? 

Only services with the same type of payment can be grouped together. Either Payment to Agency or Supplier.

36. How to split the cost of the service between clients?

  1. Create a new trip or choose one from the list.
  2. Enter the Clients section and create the client’s groups for the trip. Then go to the Services section.
  3. Click on the Actions button of the service and choose the option View service info, then locate the Cost category and click on Edit.
  4. Click on YES to the question, do you want to split the cost between clients?, a new window will open where you must select the number of groups among which the amount of the service will be distributed, click on Save and add costs to go to the next step.
  5. You can choose if you want to distribute the cost evenly between the groups or not, then click on next.
  6. Add information about the type of payment, commissions, rates and markups. Then, click on Confirm and Save.

37. What is the trip markup?

Not applicable for Assistant Profile

It refers to a general fee charged by the agency for all billed services.

38. How to add the Markup?

  1. Create a new trip or choose one from the list.
  2. Locate the Trip Menu on top of your screen and click on Services
  3. To add a travel markup, select the + add service button, choose the advanced option and choose the travel markup option.
  4. A new window will open allowing you to edit or change all the information related to the service, clients and cost. Use the Next and Back buttons to move through the
    different categories.
  5. Click on finish.

39. How to create an invoice for the Markup?

  1. In the top menu of the trip, enter the Services section
  2. Locate the services and the trip markup you want to confirm and invoice and click on the Actions button at the top. Select Confirm and invoice.
  3. Click Create and the invoice will be generated with the services and the markup selected.

40. The Markup can be reflected on the invoice?

Yes, the trip markup can be reflected in the invoice. To see the invoice with the included markup, choose the option to download the detailed or non-detailed PDF with markup and you can also choose if you want to see the details of the payment or not.

41. What is the difference between commission, markup and fee or rate?

  • Commission: It is the commission payment received from the supplier.
  • Markup: Refers to any additional commission payment added to the service. It is an amount the client pays directly to the agency or the supplier delivers this amount above the expected commission.
  • Fee or Rate: It is an extra expense that is not recovered, it is not a commission.

42. How to generate an invoice?

  1. Create a new trip or choose one from the list.
  2. Locate the Trip Menu on top of your screen and click on Services.
  3. Select the service or group of services to which you are going to generate the invoice and click on the Actions button next to it.
  4. Choose the option Confirm and  invoice.
  5. You can choose between tracking or not the payments for an invoice. If you choose to Track this invoice, you must indicate a main client for the invoice and the due date.
  6. Click on Create and the service will be confirmed and billed.

Note: You can only generate invoices for services that are going to be paid to the Agency.

43. Can I split an invoice between different clients?

You can divide the invoice for those services that have split costs.

44. How to split an invoice between different groups of clients?

To split an invoice between 2 or more groups, you must have previously divided the costs of the service.

  1. Locate the Trip Menu on top of your screen and click on services.
  2. Select the service to which you will generate the invoice and click on the actions button. Then choose the option confirm and invoice.
  3. A new window will open where you must choose the option create individual invoices for each client group.
  4. A window will open where you should choose the option: Individual invoices for each group, then click next.
  5. Choose the main client for each invoice and add the expiration date of the same. You can also add taxes or a discount for invoices.
  6. Click on Create to finish the process.

45. How to create an invoice for several services?

  1. Go to the Services section and select the services you want to confirm an invoice.
  2. Locate the Actions button that is at the top of the list of services and click Confirm and Invoice.
  3. You can choose between tracking or not the payment of an invoice. If you choose to track this invoice, you must indicate the main client for the invoice and the due date.

Note: You can only generate invoices for those services that are marked as paid to the agency.

46. How to confirm and invoice one or more services?

There are 3 ways to confirm and invoice a service:

  1. Select the button confirm trip: Located at the top right side of the screen. If you click here all the services that are marked as payment to the agency will be confirmed and invoiced, and all services marked as payment to the supplier will be confirmed at the same time.
  2. Using the actions button: Select the service you want to confirm from the list and click on the actions button on the right side of the service. A list will be displayed, select confirm and invoice.
  3. Inside the service: When creating a service, you are in a tab on the right side. Click on the confirm button that appears in the lower right once you have completed the fields that allow you to confirm.

Note: You can choose between tracking or not the payment of an invoice. If you choose the Track this invoice option, you must indicate a main client for the invoice and the due date of the same.

47. How to filter services added in a trip?

  1. Create a new trip or choose one from the list.
  2. Locate the trip menu on top of your screen and click on Services.
  3. On the left side, you will find a Filter by Service Type (Lodging, Activity, Flight, Cruise, Insurance, Restaurant, Tour, Transport, Wholesaler, Agent Fee).
  4. Click on a Service to filter the information.

Note: If you want to see all the services added inside any trip again, you just need to open the filter list again and select All.

48. How to upload documents for a trip service?

You can upload documents for all trip services. For example: Hotel Reservations, Vaccine Certificates, Activity Itinerary, Restaurant Reservation, etc.

  1. Select and open the service you want to add a document to.
  2. Locate the trip menu on top of your screen and click on Services.
  3. Select the service you want to add the document. Click on the Actions button on the right and choose Add Documents to a service.
  4. Scroll down to select the Edit button. Then click on Add + on the top right corner.
  5. A new window will open, drop a file in the box to upload or select browse to search for a file in your computer. The document must be on PDF Format.
  6. Click on Save, scroll down to select Save Changes.

Note: You can also add documents from the Tasks, Notes and Docs section.

49. What is the purpose of grouping services for an invoice?

This action allows you to create one single invoice with more than one service, in order for the client to know the total amount of the contracted services and have the option of making a single payment for all of them.

50. How to remove a service from a trip?

  1. Locate the trip menu on top of your screen and click on Service.
  2. Select the service you want to remove. Click on the Actions button on the right.
  3. Click on Delete Service.
  4. Confirm your decision to finish the process.

51. How to cancel a service?

  1. Select the service you want to cancel.
  2. Locate the Actions button and then select Cancel Service.
  3. A window will open to confirm the cancelation of invoices and payments associated with the service. You must also indicate whether or not you will receive the commission for said service.
  4. Click Accept and the service will chance to cancel status.

Note: If there is more than one service on the invoice, it will be removed and all other services will remain on the invoice. In case it is only a service, the invoice will be deleted.

52. How to reactivate a service that has been canceled?

You can reactivate any service with a cancel status.

  1. Select the service you want to cancel.
  2. Locate the Actions button and then select Reactivate Service option. The service will change to proposal status.

Note: You can also chance to proposal status from the information tab of the service.

53. How to change ownership of a trip?

Only for  Admin

  1. Go to the trip you wish to change.
  2. On the status bar, find the pencil icon next to the trips name.
  3. A new window will open, here find the Trip Owner field and add the name of the agent that will be the new owner of the trip.
  4. Click on Save.

54. How to assign a new trip to an agent?

Only for  Admin

  1. Go to the Trips Module and click on Create Trip.
  2. A new window will open. Here you must fill out the required fields. find the Trip Owner field and add the name of the agent that will be the owner of the trip.
  3. Click on Save.

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