Tour Company Mgt System

 

Datacare’s Tour Mgt System offers Windows based applications to tourist agencies. The software will save you time and money, give you an instant view of your business position at any time, and free you to do the work that you want to be doing.The System is efficient, easy to use and flexible. It is designed to meet the needs of any Travel-related organization. 
The system modules are totally integrated. Data entered in one part of the system is automatically made available to other parts of the system. This means that you never have to enter anything twice!

System Modules & Features:

Reservations Module

 

• Bookings
- Bookings Entry, Retrieval, Amendments and Cancellations
- Cross Reference Retrieval of Bookings (by Name, Phone No, Postcode etc)
- Unlimited Passengers/Sectors per Booking
- Group Travel Control
- Provision for Air, Car, Hotel, Tour, Transfer & Other Sector Types
- One screen overview of any Itinerary

• Automatic Pricing & Costing
- All Selling Prices maintained on a database
- Varying Age Categories for each Service sold
- Multiple Date Ranges current on any service
- Automatic Calculation and display of Price on any booking
- Display of Estimated Profit on any booking

• Quotations
- Multiple Quotations with instant costing
- Quotations can be Retrieved and Converted to a Live Booking

• Management and Statistical Reports

• Automated document production including Vouchers, Invoices, Itineraries

• Automatic Generation of all Accounting Information from Booking

Tour Operator Module

 

• Tour Maintenance
- A flexible database to build and store Tour details
- Optionally Build Tour Packages from multiple components
- Multiple Costing by Passenger Age, Seasonality and Selling Currency
- Extended itineraries for Overnight and Multi-Day Tours

• Tour Schedule Maintenance
- A database of scheduled departures linked to each Tour
- Bulk Calculation of Dates based on Multiple Day of Week departure
- Cross-referenced with individual vehicle assignments

• Tour Reports
- Tour Usage reports
- Tour Usage by Sales Region
- Tour Sales Report
- Tour Sales by Sales Region
- Tour Sales by Travel Agency and Travel Agency Chain
- Tour Departure Cash Requirements Report
- Tour Departure Passenger Profile Report
- Tour Departure Profitability Report
- Tour Series Profitability Report

 

Tour Resource Module

 

• Fleet Maintenance
- Database of Vehicle information including Capacity and Dates Available
- Allows for casual (contracted) vehicles to be temporarily included in fleet

• Fleet Scheduling
- Manages Vehicles assigned to tour runs
- Assign or Re-assign a vehicle
- Plan and Record Maintenance, Idle, and other Non-Active time
- Enquire on Vehicle Usage by Vehicle, Location, Date or Tour

• Personnel Maintenance
- Driver Maintenance
- Tour Leader Maintenance including specialist competencies
- Other personnel Maintenance (Cooks, Assistant Leaders etc)
- User-defined Personnel Types

• Personnel Scheduling
- Assign or Re-assign Personnel to Departure or Series of Departures
- Manage Personnel absences and Holidays
- Enquire on Resource Usage by Person, Location, Date or Tour

• Reporting
- Vehicle Usage Report (Historical)
- Vehicle Schedule Report (Future)
- Vehicle Usage Report by Tour
- Vehicle Maintenance Schedule
- Consolidated Location Fleet Usage Reports
- Overall Fleet Usage Reports
- Tour Leader’s Departure Report
- Individual Personnel Future Schedule Report
- Individual Personnel Historical Schedule Report
- Consolidated Team Reports
- Overall Personnel Consolidated Reports

Accounting Module

 

- Centralised Costings Entry and Retrieval
- Cross Reference Retrieval of Costings (by Name, Phone No, etc)
- Customised Customer Invoices
- Cash/Cheque/Credit Card Sales Processing
- Fully Integrated Cancellation & Refund Processing
- Write off Processing
- Audit Trails of all Transactions
- Cashbook listing of Receipts & Cheques
- Income analysis by unlimited Customer Types & Service Codes
- Income analysis by Consultant (Productivity Report)

- Customer & Supplier History Reports

- Bank Deposit Listing
- Totally Flexible Chart of Accounts
- Net Commission, or Sales/Cost of Sales reporting.
- General Ledger Payments, Journals and Receipts
- Integrated Cheque Cancellation Processing
- Audit Trails of all Transactions
- Budget Processing including adjustment tools
- Balance Sheet
- Profit & Loss Report 
- Detailed General Ledger
- Trial Balance

Office Management Module

 

- Sales Contact Processing, including Diary follow-up
- Consultants Diary and Notepad
- Job Costing
- CRM Database including Client Profiling
- Mailing Labels 
- Export of Data to MS-Word