September 2009 Rob Griffiths

vie

wdata

syst

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Contents 2

Viewdata Introduction 3

Before You Start 4-5

Logging on 6-7

Auto Logon 8-9

Manual Logon 10-12

Main Menu 13-15

Searches 16-17

Specific Holiday 18

General Search 19

Tours & Cruises 20

Flight Only 21-22

Accommodation Searches 23

Search By Property 24

Search ‘n’ Save 25

Late Bookings 26-27

Accommodation Only 28-29

Availability Results from Search 30

Specific Holiday 31

Tours & Cruises 32-33

Flight Only 34

Specific Property 35

Accommodation only 36-37

General Availability 38-40

Errata Pages 41-42

Accommodation Codes 43-45

Costings 46

Flight Only 47

Specific Property 48

Accommodation Only 48

General Costings 49-51

Triton Enhancements 52-54

Sample Booking 55-64

Amendments 65-69

Contents

3

Prior to the launch of Viewdata agents had to call the operator who would then allocate the booking manually. In some instances they would have to contact the hotel directly before confirming the wholeholiday.

This was due to the fact that operators were only able to sell hotel rooms in two ways –

On a ‘request ‘ basis where the tour operator had no allocation and had to contact the hotel to confirm the booking. The turnaround time on this type of booking could be up to 48 hours.

On a ‘freesale’ basis where the operator had a specific number of rooms on allocation and could confirm immediately against this allocation.

Due to the increasing number of passengers, the tour operators needed an efficient and cost effectivedistribution method for their products. Viewdata was conceived to satisfy this need.

It has remained relatively unchanged. As the old adage goes – if it’s not broken, don’t fix it! Nowadays, there is a trend for the tour operators to move to web based reservations, but there arefactors which are hindering this move. Travel consultants are already trained on Viewdata and atpresent the tour operators have no uniform web based system.

Viewdata is used primarily to book package holidays as found in the tour operators’ brochures or, in some instances, flight only (eg My Travel Airways, Thomas Cook Airways and First Choice Airways) andaccommodation only from their portfolios.

Some cruise lines also use Viewdata eg Royal Caribbean and P&O Cruise Lines whilst some usethe internet for bookings (Remember to sign in as an agent). Others still use a personalisedtelephone based booking system.

Viewdata was developed in the late 1970s so that tour operators could distribute their products to the retail travel industry for sale to the travelling public. At the heart of the Viewdata system is a ‘switch’ that enables travel agencies to connect to the tour operators booking system. In the UK the switch system is managed by Comtec.

Travel AgencyViewdata Switch System

(Comtec)

Tour Operator

Introduction

4

Befo

re

You S

tart

Before accessing Viewdata it is important to remember certain vital points:

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YOU CANNOT USE A MOUSE - It is impossible to use a mouse on Viewdata. The system is designed to recognise key strokes only.

READ THE SCREEN - There are prompts at the bottom of the screen which will assist you innavigating Viewdata successfully. Always look to see where the cursor is flashing as this will indicatethe next required input.

ENTER - Viewdata will prompt you to press the hash key # This means enter and either key may beused.

THREE LETTER CODES - Viewdata will only accept valid 3-letter airport codes in the system. Full airport names cannot be used

KEY STROKE COMMANDS - As you are unable to use a mouse, certain key stroke commands are required to move between the Viewdata fields and screens.

*0# Main Menu Page TCH Only *# Back 1 page

*1# Main Menu Page *00 Keeps system live

** Moves cursor back 1 field # Moves cursor forward

Space Bar Deletes a character or field

DATE FORMAT - Viewdata will only accept dates in the following format dd/mmm/yy eg 18/OCT/08

KEEP THE SYSTEM LIVE - It is important to keep the system live by using key strokes. When the outer border is green the system is in live mode. When the outer border turns red the system is no longer live and all information is lost as the connection to the operator has been terminated. To keep the system live use the entry *00 or **. Whilst this entry may take you back one field the system will recognise the key stroke and will remain in live mode.

TRITON ENHANCEMENTS

Look for special Triton enhancements which will assist you in using Viewdata effectively. They require the use of a mouse as they are not Viewdata system based.

They have been developed to save time and give you the tools to add value to your customers experience.

Please see the Triton Enhancements page further on in this guide for in depth explanations.

Before You Start

6

Loggin

g

On

To log on to Viewdata use the following steps:

1. Double click onto the TritonSearch icon on your desktop

2. Access TritonSearch by entering your own 3 letter initials or name into the ‘consultant ref ‘ box. Your branch number will be preloaded when your system is first installed.

3.The main TritonSearch screen will appear.

4. Click on the small Viewdata screen to access Viewdata.

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Logging On

8

Auto

Lo

ggin

g

On

Once you have clicked on the small Viewdata screen the choice of operators will appear. This enables you to access the tour operator automatically without having to enter logon details.

At least 10 of your codes will have already been loaded into your system prior to installation. Any further logins will have to be loaded by you. (See the TritonSearch Manual, Tool Bar section, for this procedure.)

There are two ways of logging on to Viewdata – By the auto login and manually. Using either method, the same main menu will appear. However, it is easier and quicker to use the auto login option.

Some operators Viewdata systems are not compatible with auto login technology and these will have to be accessed manually. They are shown with a light blue background.

Some operators systems are web based eg TritonHolidays and Kuoni. Click on the appropriate name to connect to the site. However, be aware that in some instances you will have to manually log in as an agent on the website.

A single click on the operators name will connect you directly to the operators Viewdata site.

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On the left of the screen is a ‘Lates auto search’. When the ‘enable’ button is ticked the system will search for late deals or flight only once the operator is selected. This data only has to be entered once and will apply for all operators as they are selected individually.

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Auto Logging On

10

Manual

Loggin

g O

n

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To log on without an automatic pre-loaded login, click on the appropriate button as shown on the following page.

Enter the access code of the tour operator followed by a # key.

Below is a selection of operators with Viewdata logon codes which are constantly reviewed and updated.

AIRTOURSAIRTOURS IRELANDAIRTOURS SKIARGO HOLIDAYSASPROAVROBALKANBALKAN SKIBELLEAIR HOLIDAYSBUDGET TRAVELCLUB 18-30CLUB FREESTYLECOSMOSCRYSTAL HOLIDAYSESCAPADESFALCON/JWTFIRST CHOICE ALL INCLUSIVEFIRST CHOICE HOLIDAYSFIRST CHOICE SKIGLOBESPANGOLDTRAIL TRAVEL LTDHOLIDAYOPTIONSHOLIDAYS 4 UINGHAMSJEWEL IN THE CROWN

AHLATIAHSARGASPAVRBALBASBLLBUUCLBFSTCOSCRYESCFAUFIAFIRFISGSPGTRHOPHFUINGJCH

JMC AIRFARESJUST THE TICKETLIBRA HOLIDAYSMANOS HOLIDAYSNEILSONODYSSEYOLYMPIC HOLIDAYSPANORAMAPANORAMA IRELANDPANORAMA SKISOMAKSOVEREIGNSTEIN TRAVELSTYLE HOLIDAYSSUNSET HOLIDAYSSUNSPOT TOURSSUNSTARTSUNWAY IRELANDSUNWORLD IRELANDTHOMAS COOK HOLIDAYSTHOMSONTHOMSON SKITWENTYSUNIJETVIRGIN HOLIDAYSVIRGIN SKI

JMCJUSLIBMANNEIODYOLYPANPAUPANSOMSOVSTUSTYSETSSPSSTSYUSWUTCHTOPTSLTWEUNIVIRVIG

OPERATOR CODE OPERATOR CODE

In some instances large operators own multiple brands eg Thomas Cook Holidays own Airtours, Club 18-30, Sunset and Style. When clicking on any of the brands, Viewdata will default to the ‘parent’ or main operator system.

Manual Logging On

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Once connected to the tour operator’s Viewdata system enter your agent number, password and user reference. Insert Y for yes or N for no for prompts which are 1 line ‘help’ instructions.

When prompted select the specific service required.

Enter the operator code as found on the previous page.

The code must be followed by a # to complete the login.

If an operator password has not been pre-loaded into your TritonSearch system and for those tour operators whose systems do not support the auto login function, it is possible to manually log in by clicking and launching a blank Viewdata screen.

Click on the button as highlighted here

Manual Logging On

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Main

M

enu

1 SPECIFIC HOLIDAY Search for a specific holiday using holiday and flight code from the

brochure

2 AVAILABILITY SEARCH Search for holidays without

accommodation and flight codes

3 TOUR SEARCH Search for tours or cruises

4 FLIGHT ONLY SEARCH Charter flight only search

5 SEARCH BY PROPERTYSearch for a flight based package

holiday with specific accommodation using the holiday code found in the

brochure.

6 SEARCH ‘N’ SAVESearch for brochure holidays with

discounts offered by the tour operator.

7 LATE SEARCH Search for holidays departing up to

the date given

8 SOMEWHERE2STAY Search for accommodation only

without any flight.

B. DISPLAY BOOKINGDisplay amend and cancel

any existing bookings

When using the auto login the system will immediately take you through to the main menu screen. Your agent number, password and reference will be automatically loaded from the TritonSearch system. The operators main menu will now be shown. Please note that the main menus may appear different but all have similar functionality. It is important to read the prompts displays on any operators system found at the bottom of the screen.

Below is an example of the Cosmos main menu. The Cosmos sample will be used throughout the guide

N. NEWS & INFO

Access news and information from the tour operator

A. AGENCY SERVICES

Access commission levels etc.

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Main Menu

Once your function has been selected by entering the number, you may then select and enter the brand required eg 01 for the system to search the whole of Thomas Cook brands or 09 for only the Airtours brand.

Note - The Account Enquiry search on the Thomas Cook system is never used by Global agents as all accounting matters between the agent and the tour operator are handled by Head Office accounts.

Note that not all operators main menu appear the same. However, the functionality remains the same. By reading the screen you will be able to insert the correct codes when prompted.

Below is an example of the Thomas Cook main menu screen to highlight the differences in some of the operators display.

1 MAKE BOOKING Search for a specific

holiday using the holiday and flight

code

2 DISPLAY/AMEND/C

ANCELAccess your

bookings

3 BROCHURE SEARCHA general

availability search

4 LATE SEARCHSearch for late

deals. Note the last date available for

late searches

5 TOTAL PARTY SEARCH

Search for a total package price rather than

a per person price

6 SEARCH BY ACCOMMODATION

Search for a flight based package holiday with

specific accommodation using the brochure

holiday code

7 ACCOUNT ENQUIRYNever used by Global Agents. See note

8 FREE CHILD SEARCHSearch for free child

places available

9 ACCOMMODATION ONLY

Search for general accommodation only

N NEWS ETCAny news from the tour

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15

Main Menu

16

Searc

hes

Once the tour operators main menu screen has been displayed you are able to access the search best suited to your clients needs. All options require as a minimum search criteria the number of adults and/or children, the departure date and the departure point.

Some operators have more selection to enhance the search criteria.

Thomas Cook, for example, show the Brochure Search which will give a per person price in the costing and the Total Party Search will

give a total group price in the initial costing.

Many operators will display a Free Child Search. However, there are times when a ‘free’ child may increase the cost of a holiday due to under occupancy supplements. It is recommended that two searches are made – one with a free child place and one in the Total Party Search. This will show any discrepancies in the total price due to any supplements being added.

When accessing a general availability search you need to enter certain details eg the number of adults/children the departure date and the departure airports.

Other details are optional and if none are entered the system will do a blanket search for all destinations and programmes offered by the specific tour operator.

Once all your selections are made the system will prompt you to continue. In this example you would enter 1 to continue to the next screen or 0 to return to the main menu.

In the Destination section you may enter either a 3-letter airport code or, for more general searches, you may enter country names.

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Searches

Specific Holiday Search - Option 1

Use this search for a specific enquiry i.e. when a customer knows exactly where and when they want to travel eg The Cala Azul Hotel in Majorca departing on 18th July. Identify and enter the holiday and travel or flight codes from the operator’s brochure. The holiday code will be found on the pricing panel of the accommodation selected and the flight code on the flight panel near the back of the brochure. Please see the Package Holiday Manual for an in-depth explanation.

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Note that there is no need to enter either departure or arrival points as Viewdata will import this information from the hotel and flight codes.

FLIGHT CODE Enter the flight code from the

brochure

HOTEL / HOLIDAY CODE Enter the hotel code from the

brochure

NUMBER OF NIGHTS The number of nights to be

spent on the holiday eg 7 or 14

NO. OF ADULTS Enter the number of adults in

the party

NO. OF CHILDREN/INFANTS Enter the number of children in

the party

DEPARTURE DATEEnter the required date of

departure

CONTINUE TO NEXT PAGEEnter 1 to continue

Searches

Availability Search General Search - Option 2

This is a general search giving flexibility when your client has little or no specific criteria. However, it is important to remember that the more criteria entered, the more your search is narrowed. This may lead to a very good deal just outside of your criteria being missed. For example if searching by type and selecting a self catering, an excellent value for money deal on an all inclusive holiday may be missed. Similarly if you request the system to search for a free child space this may increase the total price of the holiday due to under occupancy costs.

ADULTS Enter the number of adults

CHILDREN/INFANTS Enter the number of children

DEPARTURE DATEEnter the required date of

departure which must be in the format dd/mmm/yy

DEPARTURE AIRPORTSViewdata gives the option of 3

departure points

NIGHTS Duration of the holiday. Enter the number of nights required

DESTINATION Enter a 3 letter airport code or

a generic area. This may be left blank for a ‘blanket’ search for

all destinations.

SEARCH BY TYPE Gives you the option of

searching for holiday types by entering ‘y’.

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If ‘Search by Type’ is selected a mini menu will appear giving options for types of accommodation or flight only. Enter the required type in the space provided when prompted to do so or enter any further options offered at the bottom of the screen.

FREE CHILDREN MINIMUM GRADE By entering ‘y’ you can request Searches for a holiday using the Viewdata to search for Free Child operators grading system for theplaces. Accommodation.

Searches

Availability Search for Tours and Cruises - Option 3

Not all operators offer tours and/or cruises and therefore will not show this option in the menu of their Viewdata system. However when tours are offered the search will be similar to the Cosmos example below.

The first screen will indicate the tours and/or cruises offered.

Enter the type of tour required by entering the applicable number in the space indicated.

When the option is chosen enter the details of the passengers and their preferred date of departure.

Indicate the number of nights or duration of the tour required.

Then enter the destination required by entering the applicable number in the space indicated or read the prompts at the bottom of the screen for more options.

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Searches

Customers requiring a flight only may find that in some instances a charter flight is the best option. In this case you would select the appropriate choice from the main menu.

The flight only search is one of the few searches that differ from operator to operator.

In the Thomas Cook system (which also encompasses the Airtours, Manos and Panorama products) when prompted enter Y in the appropriate section when requesting flight only.

In the Thomson system when prompted enter AIR in the appropriate section when requesting flight only.

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Searches

Availability Search for Flight Only - Option 4Using the Cosmos system as our example the operator offers a flight only option on their main menu. This would be Option 4.

On the first screen enter the details as required – number of passengers, departure date and departure point.

Enter the number of nights and the destination. This can be a generic area eg Spain or the 3 letter airport code for a specific destination.

Enter 1 to continue or 0 to return to the main menu

The second screen will show all available flights on the date requested, the duration and the lead in price excluding taxes etc. Note that the timings are departure time from the UK and arrival time back into the UK.

Key in the applicable number for the flight required.

Alternatively key in the number applicable for further options eg 50 for more flights, 57 for earlier flights or 58 for later flights.

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Searches

Some clients may also require accommodation only and this option is offered by many of the tour operators on their Viewdata system. This will be shown on the main menu or in some instances on the second screen of the availability search.

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Main Menu access from the Cosmos system. However, Option 5 is a flight based package holiday and requires the holiday code from the brochure whilst Option 8 is used for a general availability for accommodation only.

Thomas Cook offer accommodation only availability from both their Main Menu and on a second screen general availability search. Option 6 – Search by Accommodation – requires the holiday code of the specific accommodation from the brochure as this option is for a flight based package holiday.

On the Thomas Cook system when accessing a general availability, an option is offered for accommodation only – very similar to and on the same screen as a flight only option.

Once again, it is imperative to read the screen for prompts. In this example you need to enter O to access a general availability for accommodation only.

Accommodation Searches

Searches

Availability Search by Property - Option 5

This option will allow you to search for a flight based package holiday using specific accommodation. You will need to obtain the holiday code of the accommodation from the brochure.

The next screen will offer flights either from the preferred departure airport if entered onto the first screen or various departure airports if the option is left blank. Alternative departure dates will also be offered. The system will automatically ascertain the destination airport from the location of the hotel.

The Y indicates that the accommodation requested is available for the duration required.

Enter the flight green line/key number or any of the other options as per the prompts eg 53 to reselect, 57 for earlier dates or 58 for later dates.

Enter the Holiday or Hotel Code as found on the accommodation pricing panel in the brochure.

Then enter the number of nights (duration of holiday), passengers and the date of departure from the UK.

The input of the airport codes is optional. You may enter a departure airport or leave this field blank for a wider selection of departure airports.

Key 1 to continue or 0 to return to the main menu.

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Searches

Use this option to search for advance discounts offered by the tour operator on brochure prices. Not all operators offer this option as a separate search item.

DEPARTURE DATE

Enter the date of departure

ADULTS

Enter the number of adults

CHILDREN/INFANTS

Enter the number of children

DEPARTURE AIRPORTS

Enter the preferred departure airport/s

NIGHTS

Enter the duration of the holiday – the number of nights

DESTINATION

Enter the destination airport or a generic area.

GUIDE PRICE

You may enter an approximate budget price

The next screen will show:-

• The date of departure requested previously

• Alternative dates offered

• The duration of the holiday

• The discounts offered dependent on the type of accommodation and/or board basis and depicted by alpha letters.

• To choose an holiday enter the flight key number and the accommodation alpha letter eg 01 – MAN-PMI 18OCT08 plus D for an 18% discount on an all inclusive brochure price.

• Alternatively, enter a number for the prompts eg 50 for more options, 59 to show prices or 57 for an earlier date.

Search ‘n’ Save – Option 6

Searches

DEPARTURE DATEEnter the required date of

departure

ADULTS Enter the number of adults

CHILDREN/INFANTS Enter the number of children

DEPARTURE POINTSDeparture Airports

NIGHTS Duration of the holiday in

number of nights.

DESTINATION AIRPORTThe preferred destination airport

(3-letter code) or country

GUIDE PRICE Enter the approximate price of the holiday you are looking for. You can leave this field blank.

FLIGHT ONLYClick Y if you would like to only

search for Flight Only or N if you require a package holiday

search.

Enter 1 to continue

Whilst late searches are historically within 10 -12 weeks of departure you will note that most operators give a specific date to when lates may be booked as found on the main menu.

These dates may vary from operator to operator as the lates are offered to sell off any surplus packages, flights or accommodation that have not sold well previously.

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Late Search - Option 7

Searches

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In this example there are flights to Dubai, Beijing and Malaga. Enter the green key number in the space.

You also have to enter the alpha code for the preferred star rating or board basis.

The number of nights are shown for the duration of the holiday.

Therefore, in this example should you require an all inclusive holiday for 10 nights to Dubai in a 3-5 star hotel you would enter in the space 13 C.

The system will prompt you as to which entries to make.

Many customers that make late bookings are price driven and are not necessarily looking for any particular destination. In that instance you may leave the optional entries blank and this will ensure that the full price grid will be displayed and will include both shorthaul and longhaul destinations.

Once these entries are made the next screen will show the accommodation availability as per the Results/Availability Section of this guide.

The lates search will also be the section where allocated on arrival holidays will be found. Please see the Package Holiday Guide for an in depth explanation.

Late Search Option 7 – Multiple Destination Grid

Searches

The next screen will show a list of accommodation available at the destination. These will be all available accommodation throughout the destination if no filters were entered on the first screen.

It will also show:

• The tour operators grading

• The board basis offered

• The lead in price for the accommodation. This is a per person rate for the entire duration of the holiday.

Enter the number of passengers, arrival date at the accommodation, the number of nights (duration) required and the destination airport.

The destination code in this instance can only be the 3-letter airport code and no country names may be entered.

The optional ‘filters’ can be entered if searching for a specific type of accommodation, resort or grading. Enter Y for yes or N for no as applicable

Availability Search by Accommodation Only - Option 8

This is used for a general availability for accommodation only. This option does not offer any flight options in the search criteria. In this field you may also enter ‘filters’ or certain information which will narrow the search.

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Enter the desired accommodations key number or the prompt number for additional options.

Searches

29

Should any filters be entered on the first screen by entering Y in any spaces in the optional section, the subsequent screens will be different.

Availability Search for Accommodation Only - Option 8 with filters

On the next screen you may enter specifics for the TYPE of accommodation required and/or the board basis required.

Alternatively you may enter the number for ALL TYPES as prompted at the bottom of the screen.

A list of the required accommodation will then be displayed and the choice may be made by entering the key number or the prompt number for additional options.

Searches

30

Availa

bili

ty

Availability Results From The Specific Holiday Search

The system will show the hotel/holiday code, the operators brochure and page number from which it was taken, the operator star rating, the board basis and the lead in price per person.

The system will immediately access the correct flight and accommodation according to the codes.

Enter the correct room type for your clients. Note the single room will incur a £91 per person supplement.

The system will confirm what board basis is applicable.

Continue to the costing page by entering 4. It is from this screen that you may now select other options should you require them – 1 to confirm, 2 to ask for alternative accommodation, 3 to reselect the whole holiday and 0 to go back to the main menu.

Enter the correct flight code from the brochure.

Enter the holiday code from the accommodation panel in the brochure.

Enter the number of nights required in the resort

Enter the number of passengers travelling

Enter the departure date.

Enter 1 to continue

Each individual search will display a results screen which will give the availability for the criteria entered. However, all flight based packages will display the same screens after the initial entries EXCEPT for the specific holiday search as shown below and the tour/cruise search.

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Availability

Availability Results From The Tours/Cruise Search

ADULTS

Enter the number of adults

CHILDREN

Enter the number of children

DEPARTURE DATE

Enter the preferred departure date

NIGHTS

Enter the preferred duration

KEY

Enter the number of the preferred destination from the green numbers.

On the next screen note that the operator advises you to call them if the holiday choice does not appear.

Key in the number of the required tour into the space provided or choose other options if necessary eg 88 for coach only, 50 for more options and 58 for later departures.

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Availability

33

Select the rooms requirement as necessary.

Note the options offered and the supplement charged for single rooms.

The meal plan has defaulted to ‘As Brochured’ in this example which indicates that the meals included in the tour would be advised in the operator’s brochure.

Enter 4 into the space provided to obtain a costing.

The final page summarises the tour requested –

• Number of seats booked

• Duration of holiday

• Departure day and date

• Tour name

• Tour code and tour company

• Operator brochure page number

• Meal plan

The final costing and MINIMUM deposit required.

You may now confirm by entering 1 or key in any other prompts as required eg 2 to re-cost, 3 to reselect or 0 to return to the index.

Note the operator prompt to indicate that prices have changed from those advertised in their brochures or elsewhere.

Availability Results From The Tours/Cruise Search - continued

Availability

Availability from Flight Only Search

The flight only search will only displayed flights offered by the tour operator.

Select the flight required by keying in the green number in the space provided.

The next screen will confirm the details.

• The number of seats required

• The outbound flight number

• The date and timings of the flight

• The departure and arrival airports

• The return flight number

• The date and timings of the flight

• The departure and arrival airports

• Key in 1 to confirm, 4 for the costings, 2 for alternatives or 3 to reselect the flights.

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Availability

Availability Results From Property Search

After entering the Holiday code from the brochure a selection of flights to the destination will be offered.

Select the correct flight by keying in the appropriate number.

The Viewdata system confirms that the property entered is available for the dates requested.

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The system will then confirm the flights and the property selected.

Confirm the number of rooms required appropriate for the number of customers.

Confirm the numbers of adults and/or children in the party.

Note the board basis available.

Key 1 to continue, 2 to change the type of room, 3 to reselect completely.

Availability

Availability Results From Accommodation Only Search

Search for the customs preferences and make the selection from the accommodation offered by keying in the appropriate number in the space provided.

The next screen will confirm the details as entered and advise lead in prices for the accommodation offered.

Note that the prices offered are based on a self catering basis. However, the board basis can be upgraded to bed & breakfast or half board at the supplements advised. When this option is offered, change the default basis by overtyping with the appropriate two letter code.

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Availability

37

Availability Results From Accommodation Only Search - continued

The next screen will then need to be completed with any extras offered by the operator.

• Insurance

• Shuttle transfer

• Private taxi transfer

• Insurance offered by the accommodation

The costs advised are for the whole party and not a per person rate.

Enter 1 to continue, 3 to reselect the accommodation or 0 to return to the main menu.

The next screen will require confirmation of the number of adults and/or children in the party.

There is a further opportunity to change the board basis at this point.

Enter 1 to continue, 2 to change the room, 3 to reselect the accommodation or 0 to return to the main menu.

Availability

All package holiday searches with a flight element will show the same screens after the initial input EXCEPT for the Specific Holiday Search and the Tour/Cruise Search

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On the next screen the results will show the flights available from this operator detailing as follows:

Day & Date of Departure, Duration & Departure and Arrival Airports as entered on first screen

Results will show:

Day of Departure

Date of Departure

Departure & Arrival Airports

Departure Time

Arrival Time Back into the UK Airport.

Duration

On the first results screen enter the details as per the clients requirements.

Enter 1 to continue

Enter the line number (eg 01 or 02) for the required flight to continue or enter the applicable number for other options offered.

Availability Results From Searches

Availability

The next screen will show the availability of the accommodation offered by the operator together with a confirmation of the flights chosen on the previous screen.

The resort name

The rooms available eg singles, twins and triples.

The tour operators rating and board basis offered

The lead in price per adult

The lead in price for the first child

Enter the applicable accommodation key number or the other applicable number for other options offered

The flights now confirmed indicating the number of seats booked and the flight details.

The available accommodation from the tour operator indicating:

The applicable key (line) number.

The accommodation name and resort.

Flexi Stay indicates that the holiday duration may be split between two similar accommodations eg 3 nights at one and 4 at another. The page number (P21) indicates the brochure page number where the accommodation may be found.

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It is recommended that not too many filters are used in the first search. This may limit your ability to find a good deal which may be outside of your search criteria.

Availability Results From General Availability

Availability

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Availability Results From General Availability

If your client is flexible as to their destination and/or departure airport you may wish to enter an ‘open’ search with few specifics.

Enter the number of adults and/or children as per the previous screen.

Enter the date of departure

Enter the departure airports in order of your clients preference.

Insert the number of nights required. This may also be left blank for maximum choices.

Leave the destination blank – the operator will then give a list of available destinations on the next screen.

The next screen will give a list of available flights. These may be both short and longhaul.

The departure points will be from the airports as entered on the search screen as shown above.

The arrival airports.

The timings will be the departure times from the UK and the arrival times back into the UK

The number of nights requested.

Enter the green key/line number for your selection or the applicable number for more options.

Availability

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Err

ata

Pa

ges

As brochures are printed up to 18 months in advance, changes to conditions, hotel stock or flight changes are inevitable and beyond the control of the tour operator.

To ensure that the information given is as up to date as possible, errata pages will be inserted on Viewdata with relevant information for you to pass on to the customer.

It is your responsibility to ensure that the customer is advised on any matter which is highlighted by the tour operator and which may impact on the enjoyment of their holiday.

Some information is important (eg Indian Visa information for holidays to Goa) so ensure that all pages are read carefully and the information passed to the customer.

Taken from the Thomas Cook system this Errata page indicates that an additional fuel surcharge will be applied to the cost of the holiday. However as this will be included in the final costing there is no need to highlight this in the sales process.

It also advises that only 15kg of free luggage allowance applies and that any additional luggage up to 20kg will be charged for at the rates stipulated.

To continue you must enter Y in the space provided to inform the operator that you have advised your client and that the information is acceptable to them.

In some instances there may be more than one errata page and you will have to enter Y at the end of every page until they are completed.

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Errata Pages

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Acc

om

modati

on C

odes

The results screen of any searches will contain codes to indicate certain criteria. These will relate to the room facilities and board basis. The list below is not exhaustive but will give you a good basic reference. Some operators will use codes which may need some ‘creative’ thought to decipher !

SINGLE ROOMTWIN (2 BEDS)DOUBLE (1DOUBLE BED)A TWIN WHICH CAN SLEEP A MINIMUM OF 1 AND MAXIMUM OF 3 PEOPLEA TWIN WHICH CAN SLEEP A MINIMUM OF 2 AND MAXIMUM OF 4 PEOPLEA ROOM WHICH CAN SLEEP A MINIMUM OF 2 AND A MAXIMUM OF 4 PEOPLEFAMILY ROOM WITH BUNK BEDSSUPERIOR ROOMAPARTMENTSTUDIO1 BEDROOMED APARTMENT SLEEPING BETWEEN 2 AND 4 PEOPLE2 BEDROOMED APARTMENT SLEEPING BETWEEN 2 AND 6 PEOPLEOVER WATER BUNGALOWVILLA

SGL, SGTW, TWIN, TWNDBL, DBTWN1/3, TWIN2-3

TWN4, TWIN4

1ROOM2/4

FMBNK4SUPA, AP or APTST, STU1BED2/42BED2/6OWBVILLA

TYPE OF ACCOMMODATION VIEWDATA CODE

44

SELF CATERINGROOM ONLYBED & BREAKFASTHALF BOARDFULL BOARDALL INCLUSIVEMEAL PLANVARIOUS BOARD BASIS AVAILABLEAS BROCHUREDFLEXIBLE DINING

SCROBBHBFBAIMP*CABFD

BOARD BASIS VIEWDATA CODE

Codes

PRIVATE BATHPRIVATE SHOWERTOILETBATH OR SHOWERBALCONYTERRACESEA VIEWSIDE SEA VIEWLIMITED SEA VIEWGARDEN VIEWINLAND VIEWAIR CONDITIONINGPOOL VIEWEXTRA BED IN ROOMCOT SPACETOP ‘N’ TAIL

PBPS or SHWCB/S, B OR SBAL OR BLTERR, TER, TRSVSSVLSVGVIVACPVXBCSTT

ROOM FACILITIES VIEWDATA CODE

Do remember that there is limited space for text on Viewdata screens and not all the information will be immediately available.

Points to consider are:

COT SPACEWhilst there is a space for a cot,

no cot is provided. This may have to be rented and paid for

locally.

TOP ‘N’ TAILChildren may share a bed and sleep

head to toe provided that the combined age is under 12 years, eg a 5 plus a 6 year old but not a 7 year old and a 6

year old.

BALCONY & TERRACERooms are only allocated on

arrival therefore if the room is on the ground floor it will have a terrace whilst those on higher

floors will have a balcony.

ROOMS WITH A VIEWMany rooms that have a view, be it sea,

garden or pool etc may be subject to supplements which will increase the

price.

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Codes

46

Cost

ing

Costings From Flight Only

Once the flights have been confirmed from the search field, the system will require confirmation of the adults and/or children in the group.

Note that in this example the maximum child age is 15 years. This may differ from operator to operator.

The operator will offer the option of their own insurance as in other options. Enter Y for yes or N for no as applicable.

In this example the in-flight meals may only be ordered onboard.

Enter 1 to continue, 3 to reselect or 0 to go back to the main menu.

The costing screen will advise the basic cost for the customers booked. It is on this amount on which you will earn commission.

The taxes & fuel levies are non commissionable items but have to be charged to the customer.

The total cost and the MINIMUM deposit required are advised by the system.

Enter 1 to continue to the final confirmation screen, 2 to re-cost, 3 to reselect or 0 to return to the main menu.

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Costing

Costings From Property Search

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Once the correct property is selected and the correct customer details entered, the system will advise the price.

In this example the option taken is self catering and therefore the cost is based on the unit price, not a per person price.

The system will advise the final costing and the minimum deposit required.

Enter 1 to continue to the final confirmation screen or enter the other options if required.

Once the correct property is selected the flight selected and the correct customer details entered, the system will advise the final cost.

In this example the tour operator has offered a discount which is deducted from the basic price.

The flight supplement is added. Please see the Package Holiday Guide for an in-depth explanation.

The fuel supplement and TTF donation has been added as with all other options.

The system advises the final total cost for the party plus the MINIMUM deposit required.

Enter 1 to continue to the final confirmation screen or enter the other options if required.

Costings From Accommodation Only Search

Costing

The accommodation screen displays all available

accommodation held by the tour operator.

Choose the accommodation required for the customers using

the green line/key numbers to the left of the screen.

Remember to read the prompts at the bottom of your screen. If you

require to see more accommodation you would enter

50 (more) or enter one of the prompt numbers for more options.

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After accessing the availability screens the Viewdata system will move to the accommodation choice screen. This screen will apply to all the flight based package holidays apart from the specific holiday option. The specific holiday option using the holiday and flight code will access the correct hotel immediately.

The next screen may have information that you need to pass on to your client.

By entering ‘Y’ in the booking you are accepting responsibility for advising your

client.

Costings From General Availability

Costing

50

The next screen will advise the various rooms available at the selected accommodation. Enter

THE NUMBER OF ROOMS required.

The room facilities will also be advised. Due to limited system space these may not be

comprehensive, but will be an indication only. In this instance the room has PF – Private Facilities,

AC – Air conditioning, BL – Balcony and may sleep between 2 and 4 people. Refer to the Codes

Section on page 25

The system will advise what board basis is being used.

Read the prompts at the bottom of the screen and enter your preferred option. In this example we

are requesting the costing - option 4.

The system will then request confirmation of THE NUMBER OF PEOPLE per room to be confirmed. Remember that the number of rooms have already been requested on the previous screen and the system will display more than one room if this has been requested.

The system will also advise the maximum age for any child reduction even if children are not included in the booking.

Reading the prompts at the bottom of the screen continue to the next screen or, using the prompts, you may change the criteria of the booking eg 2 to change the rooms, 3 to reselect the accommodation and 0 to go back to the main menu.

Costings From General Availability

Costing

On the next screen the system will ask if the customers require the tour operators travel insurance. Enter Y or N indicating

yes or no.

You may then continue onto to the next screen or the system will give you the

option to change the booking criteria by entering other prompts.

Finally the system will show the total costings made up as follows:

The basic cost

Any flight supplement which could be for a flight from a regional airport and/or a popular or weekend flight.

Any fuel supplement for increased fuel prices.

The Travel Trust Foundation donation. This charge is applied by the operators and donated to a trust for the tourism industry in the destinations to which they operate. This cost may be deducted later on in the booking process if your client does not wish to donate.

The final costing for the holiday together with the MINIMUM deposit required by the tour operator at the time of booking. This should be the MINIMUM amount collected from your client.

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Costings From General Availability

Costing

52

Trit

on

Enhance

ment

s

53

The Triton team have added enhancements to the Viewdata screen to assist you in your booking process. This is the only time a mouse can be used, as the enhancements are not part of the Viewdata system

The back and forward buttons allow you to move freely between the Viewdata screens. However only the screen that you are working on is ‘live’ and if any key strokes are used the system will default to the live screen

The magnifying glass icon allows you to view the captured screens.

The printer icon allows you to print the screen being viewed.

The camera icon allows you to ‘capture’ the screen being viewed. As each screen is captured a bracketed number will appear next to the icon to indicate how many screens have been captured.

Screen captures are likely to be most beneficial on screens where the flight details and accommodation details are shown and the final costing screen.

When viewing the captured screens up to 4 screens may be viewed on one page.

They may then be saved or printed by clicking on the appropriate buttons. This function is particularly useful when costing more than one holiday for your client.

Triton Enhancements

Another enhancement which will prove useful in your booking process is the TritonBrochure button in the bottom right hand corner of the Viewdata screen. This will enable you to access the information for the hotel being booked or costed by clicking on the button.

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The page will appear and is based on the brochure page found in the tour operators own brochure. You may then print or email the page for your client.

Viewdata bookings may now be imported directly into BORIS. Boris is the back office administration system. Details of this feature is contained in the Boris2.5 Manual –> Boris Data Capture section.

Triton Enhancements

55

Sam

ple

B

ooki

ng

Using the Thomas Cook system, this sample booking will take you through the process from searching to completion of a booking for 2 adults from Manchester to Palma, Majorca on 18th July 2008. They require a self catering 1 bedroomed apartment in Alcudia.

1. Access Viewdata through the TritonSearch system.

2. Click on the tour operator’s name (in this case Thomas Cook) to access their system.

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TritonSearch will then take you directly to the operators Viewdata system using the auto login where possible.

3. Select the search type required by entering the corresponding option number.

In this example option 5 Total Party Search is being used.

4. Enter the product from which you wish to search. In this example option 01 All Company Search is being used.

Sample Booking

57

5. Enter the clients requirements as per the blue highlighted criteria.

Departure date

Number of passengers

Number of rooms

Childrens ages if applicable

Nights in resort

Enter past the TVL TYPE field as this defaults to package holidays. If accommodation only is required enter O as indicated. The C, R and S are no longer in use.

Departure points in order of preference

Destination airport. Although this is an optional entry, in this example the clients stipulated their preferred destination.

Board basis. This is an optional entry. Should your clients be insistent on a particular board basis enter the two letter code as found on pages 22/23

Enter 50 to continue if you are satisfied with the details entered.

By entering 51 you would be able to change the details on this page. However, by entering 52 you would be taken back to the main menu to begin a new search.

The system will give the date requested or the closest date if no flight is available and also alternative flight times and departure dates.

6. Enter the preferred date and/or times. In this example option 01.

Once again enter any alternatives, if required, by using the prompt numbers at the bottom of the screen..

Sample Booking

58

The flights are allocated

The system will display all available accommodation options.

7. Enter the line number of the accommodation required or 50 to access more accommodation. At this point you may also reselect the accommodation by entering 51 or go back to the main menu by entering 52.

The system will confirm the name of the accommodation chosen and in which resort it is situated.

The system will also confirm the holiday code, the operator star grading and the board basis.

Confirm the total number of rooms required and the total number of people travelling.

8. Enter 1 to continue with the booking.

A screen capture is recommended on this screen for the flight timings and dates.

Sample Booking

59

9. Re-confirm the number of adults and children in the party.

The system advises the board basis of the accommodation.

10. Enter 1 to continue

Any errata pages are displayed.

11. Enter Y to advise the operator that the client has been advised.

Sample Booking

60

The next screen will show the cost of the holiday including various extras that may be taken off later in the booking process.

12. Enter 1 to continue should you wish to continue further into the booking process ie confirm the booking. However, the accommodation may be changed at this stage by entering 2 Other Accom.

13. Enter the customers names with the title, initial and surname as shown in their passports. This should only be done when you are CONFIRMING a booking. Do not go beyond this point if your client is enquiring only. The age need only be shown in the case of children. If all passengers are adults you may enter through the age field.

Remember to read your screen for prompts.

Sample Booking

61

14. The next screen will ask for other information which you should answer with a Y or N as applicable.

These may include any special requests, car hire and costings.

When entering Y for any special requests the following screen will appear advising what may be requested and at what cost.

15. Enter 03 in the space provided as, in this case, the customers have requested seats together.

Sample Booking

62

Once the item is requested the next screen will confirm the costs.

16. You may continue to add special requests when prompted by entering the applicable key/line number.

17. Confirm the request and enter 1 to continue.

The system will ask if your client requires the operators insurance. If you decline you will have to enter the reason. In this example we have advised that the clients have their own insurance. Should the client require the operator’s insurance you would enter Y and another screen will appear. Enter the type of insurance required by keying in the correct item and the quantity required in the space indicated.

18. Confirm that the client has been advised that there is a 100% deposit on the Insurance and then enter 1 to continue.

Sample Booking

63

The final costing will then be displayed with the costs of any special requests made.

The next screen will show any disclaimers regarding the special requests which must be advised to the customer.

19. Enter the key number to confirm the booking.

WARNING – THIS IS THE POINT OF NO RETURN. ONCE YOU CONFIRM AT THIS POINT YOU WILL BE LIABLE FOR ANY COSTS INCURRED eg DEPOSITS ETC.

NOTE – OTHER OPERATORS ‘POINT OF NO RETURN’ MAY DIFFER SLIGHTLY. ALWAYS READ YOUR SCREEN TO ENSURE THAT YOU DO NOT CONFIRM IN ERROR !

At this point, if not confirming, the alternatives offer the opportunity to return to the booking and add any further requests or check the costs etc.

20. Enter the line number for the additional options.

A screen capture is recommended on this screen for the final costing.

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Sample Booking

64

The final screen will have all the details of the flights and accommodation booked.

Note the flight codes and holiday/hotel codes are included.

The confirmation number will be shown and can be used in the admin. options to access the bookings. This also needs to be entered into Boris so that Accounts may track the booking for payments.

The minimum deposit required is shown.

A screen capture is recommended on this screen for the booking reference and the minimum deposit required immediately.

The booking is now complete and has been confirmed by the tour operator.

Written confirmation of the booking, together with costs and agents commission should be received within 10 – 14 days.

Sample Booking

65

Am

endm

ents

There are times when amendments to bookings already made are necessary.

Any amendments made by the customers must be authorised in writing by the lead passenger before making the change with the tour operator.

In the majority of cases, any amendments will have to made by telephone directly with the tour operator and the individual operators recommend this procedure in all cases.

Presently, only a small number of operators permit changes by the agents on their Viewdata system. The operators that support this function will show the access on their main menu.

The Thomas Cook main menu shows that Option 2 is to display, amend or cancel a booking.

Enter the number when prompted as for all other options.

Enter the original booking/confirmation reference in the space as prompted and then enter 1 to display the booking.

The original booking will then be displayed and the amendments or cancellation may then be made.

The costs involved will be shown and these must be collected immediately in full.

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Amendments

The ORIGINAL booking will be displayed as booked and confirmed.

1. Enter the number that relates to the change or amendment that you wish to make. In this example the name of the second passenger will be changed therefore enter 3

All names on the booking will be displayed.

2. Enter the line number of the customer whose name is to be changed – in this example Mrs T Test.

The system will advise any charges for the change which should be collected immediately. In this example no change is to be made by the operator.

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Amendments

3. Overwrite the NEW NAME over the EXISTING NAME

4. Once the change is made enter 1 to continue, 2 to change again or 3 to abort the amendment.

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Amendments

The next screen will show the new costing total. In this example no charge was made and therefore no change has been made to the final figure.

5. Enter 1 to continue or 9 to abort the amendment.

The final screen will advise all the details of the booking plus the original and amended holiday cost.

WARNING – THIS IS THE POINT OF NO RETURN TO ABORT THE AMENDMENT. AFTER THIS, THE AMENDMENT WILL BE ACCEPTED BY THE TOUR OPERATOR.

6. Enter 1 to accept the amendment and costs if any.

The system will then default to the main menu and if any other amendments are to be made then the process will have to be followed again, using the original booking reference. The original booking reference will be retained throughout the life of the booking irrespective of any amendments made.

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Amendments