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Bookings is the section of your account where you can find all the reservations made by customers. It’s divided into 9 subsections:

Bookings
Tickets
Tasks
Extra Upgrades
Item Purchases
Adjustment
Customers
Gifts
Resource Allocations
Importers

Bookings

This subsection contains list of all the existing reservations with the following default details in these columns:

Customer - refers to the person who made the reservation
Status - refers to the current status of a reservation:

Redeemed - already used. All orders made through a point of sale are redeemed because they are sold as entrances
Part Redeemed - partly used. Not all includes have been redeemed, in the case of packages
Balance Due - the outstanding amount to be paid
Cancelled - annulled
Pending - orders have a timeout period. This can be set in Supplier Settings > Edit Supplier > Order Timeout (mins). When the timeout is hit, the order is expired
Expired - took too long to process. A new booking is required
Confirmed - purchased but not used yet
Upgraded - to a new one (via Comparisons, when available)
Noshow - you have the option to mark booking as noshow when customer does not come
Duplicate - this means that two bookings have the same reference. Will happen when a reseller reference is introduced two times.
Pending Confirmation - whether the product has "operator confirmation required" the booking stays in this status untill it happens
Rejected - when the operator rejects the booking it goes to this status, no way to confirm it, you need to cancel and refund

(For example, a booking comes in through Direct API but it isn’t scanned because there is no coverage. At the moment it is reconciled they assign the same reference. To avoid it being counted double the system marks this as duplicate and they can be merged.)

Product - the particular product purchased
Channel - shows channel of the sale:

Terminals - eg Sunmi, PAX, iPhones, etc
Web-Checkout - bought through website and widgets
Backoffice - orders carried out through the box office (such as concierge, but using a seller's PIN), and orders made with the + New Order button in admin
Direct API - orders that come through an API connection with an OTA
Concierge - anyone with access to a trade portal, such as concierges and tour operators. The trade portal is like the Point of Sale but people log in with email and password
Sales Kiosk - a self-service booth with screen

(+ other custom channels)

Booking Type:

Standalone - a single product
Package - multiple products combined
Option - an include in the package. If you include options in the bookings table a package booking will have more than one line - the package name with the revenue. then a line for each include with $0

Travel Date - the date when the tour takes place
Booking Date - the date when the product was purchased
PAX - the number of passengers
Total - the final price



Note that all columns can easily be filtered by clicking on them. You may also add new columns to a search, or remove current ones by using the Show Columns button.

If you want to return to the default settings, click the Reset All Filters button located in the right top corner of the screen. If you want to keep the displayed search for later, you may use the Saved Searches button, which allows you to save the search, or the Export button to download it in CSV, Excel or SQL.

You can also click on the checkbox on the left of specific bookings to edit these and you can carry out Bulk Actions. On the bookings tab the bulk actions are:

Change Product - in case you want to change the product that was booked
Recalculate Rates - rates are set at the time the booking is made. If you change the rate, such as changing a product or adding a season, you need to recalculate the rates
Change Reseller
Reset Channel
Change Label
Cancel All
Change Cancellation Reason
Make Test - if you want to turn regular booking into the test one
Redeem All
Send Campaign
Download Voucher Files
Download Waiver Files
Trigger Webhook
Operator Invoice - to raise an invoice for operator (Products -> Operator Invoices)

Note the Labels button which allows you to assign a label to a booking, with own color and tag for further distinction, and generate reports with this. If you click on the button, you will see the list of available labels, and the option to create new ones. There are 6 colours you can assign to a booking with the Bulk Actions button.

To generate and manage new or already existing reports, hit the Generate Report button.



This allows you to Show the Total, Minimum, Maximum, Average or Count of:

Order Balance - the outstanding amount of particular order
Gift Total
Latitude - This is used to virtual locations so that the sale can be assigned to a “proper” location. Mostly useful for bus locations that are in movement. The GPS in the PAX will use the lat/lon to assign the sale to the closest one
Longitude
Package Price Difference - for internal purposses
Days in Advance - the number of days a tour was purchased in advance (Travel Date - Booking Date)
PAX - the count of all passengers regardless of the ticket type (tier)
Noshows - when the customer does not come you can mark it like this
Adults - the count by type of ticket (tier)
Youths - the count by type of ticket (tier)
Children - the count by type of ticket (tier)
Infants - the count by type of ticket (tier)
Families - a ticket that counts for a specified amount of people. You set the family size in each product. The idea for a family ticket is to provide ONE ticket / voucher at a discounted rate (such as for a group), where the system will automatically count the pax in it
Seniors - the count by type of ticket (tier)
Students - the count by type of ticket (tier)
Militaries - the count by type of ticket (tier)
Charity Roudup - gives the client at web checkout the possibility to assign the roundup to charity. Eg. $1.75 when checked on the web (by the end customer) will charge $2 and the $0.25 will go for charity
Points - these are awarded to sellers and resellers for selling products
Adjustment - an option to change the total of an order / booking. You may need it to do things like:

Create a custom discount for a client
Create a custom price for a tour (such as a charter)

Cost - the amount free from all charges and deductions
Discount - this divides the lines by any discounts awarded

Example: if you have a period where you sold a lot of HoHos, but only a subset with the promotion BLACKFRIDAY, it will show up as two lines on the report:

A line with all the HoHos sold WITHOUT the promotion
A line with all the HoHos sold WITH the promotion

Wholesale = Retail - Commission
Commission = Retail - Wholesale (means reseller commission, you can see in the bookings)
Seller Commision - what the seller makes of the direct sales she makes (targets/locations, etc)

Commission is what you would pay to a reseller for selling the product whilst wholesale is a set price a reseller buys it at. The commission is offered (and sometimes changed if the reseller is good or bad), but wholesale is contracted during a period, and cannot be changed.

Receivable = Retail - Commission

This is what you will receive from a product. You get a receivable from a product that you sell, but you must deduct commissions for resellers / sellers. Receivable will be the money you receive before you deduct cost rates (the price you buy a third-party product at), and VAT / taxes

Margin = Retail price - commission (reseller or seller) - Cost

OR

Margin = Wholesale price - Cost

Surcharge - it"s where we add a % to the total that the supplier keeps, like a booking fee
Payment Fees - the charges for making a payment
Paid - the amount paid for a product (If you make a refund it will deduct the refund)
Refunded - the amount which was refunded back to a customer
Disputed - a credit card dispute (a chargeback. Someone has told their bank that they didn’t pay for it or that the service wasn’t completed)
Card Total - the total amount paid by card
Cash Total - the total amount paid by cash
Voucher Total - the total amount paid by voucher
Other Total - A payment method not included in the previous ones. Usually this is and external PDQ (CC machine that isn’t tied to Ventrata), or a bank transfer (also not tied to Ventrata)
Total - the total amount regardless of payment type
Tax - a compulsory financial charge
Net Tax - the taxes applied to a booking (you can have more than one, they can be included and fixed)

Net tax is tax applied to wholesale if it's reseller, and to total if it's not; it's the amount of tax you’re actually liable for.

So if viator sell your tour for $100 which has 10% tax and viator make $20 commission, then net tax = $8 (10% of $80) and tax = $10 (10% of $100).

But if you sold that same tour directly, net tax and tax would be the same = $10 (10% of $100).

Revenue - the total revenue generated by all sales sources
Balance
VAT - value-added tax

By:

Shift ID - a unique identifier for a shift
Order reference - a unique number of an order
Terminal Sequence Token - for internal purposes
Voucher - a booking paid through a third party that needs to be redeemed
Voucher Code - codes created for products in Resellers > Vouchers
Voucher Bill Gap - for vouchers with numerical sequences (you can bill gaps in the sequence automatically)

Example: imagine a client with voucher number 7 redeems his ticket. Seller exchanges: Last exchanged voucher is number 3:

Because that voucher booklet is set up as bill gap, the system automatically creates bookings with references 4, 5, and 6 as confirmed bookings so that the reseller can be invoiced as well as 7. The booking that has been created this way is marked as bill gap voucher. This is because you can deduce that if number 7 appeared, all the ones before have been sold and you want that money from the reseller.

Channel - channel of the sale
Order Destination - to which destination the order bolongs
Reseller - the name of a reseller that sold that product
Reseller Code - a code which you assign to a reseller (for reporting)
Checkout - the web checkout the purchase was made through (you can create more than one)
Portal
Reseller Destination - this refers to the destination a particular reseller is assigned to
Reseller Manager - a field you can add to resellers. You can assign a person that will take care of that particular reseller, and you can splice revenue from resellers and pin it by manager
Reseller Band - commission bands for resellers
Reseller Channel - this is a category that you can add to resellers (but there can be only one channel per reseller). It is another way to splice data similar to reseller managers
CHeckout Channel
Reseller Billing Account Code - a custom code that can be used for ERP integrations like SAP
Reseller Billing Customer Code - a custom code that can be used for ERP integrations like SAP
Reseller Billing City - a city where the reseller is based for invoicing purposes
Reseller Billing Address - a reseller address for billing and invoicing purposes
Reseller Invoice Date Field - whether the reseller is being invoiced on a booking or travel date
Reseller Tags - these are set in the reseller details as unique marks for the purpose of easy filtering (similar to the manager and channel, but you can have more than one)
Reseller Tax Registered
Reseller FX - foreign exchange. If the reseller purchases vouchers in another currency
Reseller Allow Top-ups - this shows if a reseller is allowed to receive a credit top-up and continue selling. Credit is used for when a reseller (usually a concierge) accepts cash payments instead of using the payment gateway. This can create a liability for the operation
Supplier FX - foreign exchange when Suppliers use a different currency
Direct Sale - sales made by your sales force or through your website / kiosk

(Indirect sale - sales made by resellers, both concierge or through API)
This can be set to Direct, and it will ignore all bookings that came from resellers.

Referrer - resellers have the ability to use a referrer URL. This is a field you set in the reseller details. This detects any users coming from that URL on an operator’s website and applies commission to that reseller if a user buys a product. When a customer follows that link all sales are automatically attributed to that reseller so it calculates commission. You can also have them go straight to a product instead of the homepage and have a promotion automatically assigned
Agent - agents are users that log in to a reseller. A reseller can have more than one agent booking on behalf of that reseller. Think of three concierges working in a Hotel. The Hotel (eg the Four Seasons Pardubice) is the reseller; Jan, Marek, and Jakub are the concierges who login, therefore the agents
Shift Seller
Shift Cashier
Shift Location
Shift Location Tags
Seller - this shows the people selling your products. Sellers do not have to be the same person as the shift. You can assign a promoter (in some operations, street sellers aren’t allowed to sell directly to customers, but can bring them to the terminal / box office to finish the sale)
Seller Billing Account Code - a code for reporting purposes
User - people with their own login password, such as managers, finance staff, etc
Location - where your products are being sold. This is also a way to set commission targets
Location Channel - the channel where your products are being sold. You can assign an area to a location (say Pardubice downtown) and can drill down into sales and passengers coming from different channels. It is another way to splice data in Ventrata
Outlet - an outlet is a subsection of a reseller. Think of this as a chain of Hilton Hotels in New York. You have the Hilton Brooklin, Hilton Upper East Side, Hilton Tribeca and so on. Each of these would be an outlet that you can set on the reseller. It’s rarely used
Email Receipt - whether you want to email receipt to guest or not
Source - this includes the specific sources of your sales.
Settlement - the way the payment has been settled. The types are:

Direct: you get the money, so no issue
Voucher: you have to settle with a third party
Deposit: there was a deposit paid along the way
Wholesale: the reseller paid you wholesale, so you stop wondering
Deferred: there is a balance remaining on the booking

Customer
Customer First Name
Customer Last Name
Customer Company
Customer Email
Customer Mobile
Customer Age
Customer Language
Customer Country
Customer Address
Customer Postal Code
Customer Notes
Customer Full Name
Customer Contact - all the customer information that is recorded. Name, email, phone, etc
Imported
IP Address - of a customer if they come through the Web Checkout
User Agent - the browser information if a sale comes from the Web Checkout
Delivery Method - of the tickets (Send via Email. Send via SMS, Send via QR Code, Scan Digital Wallet, Print Tickets, Do Nothing).

You can limit the types of deliveries you can have. For example Print Tickets will print a ticket, but if you only have an android phone on concierge mode, you might want to allow only Send via Email.

Currency
Transferred - PSPs can take some time between settling one payment and transferring it to the operation’s account. Transferred is to say that it has arrived in the operation’s account
Terminal - through which the sale was made
ID
Cancelled on ID
Cancelled By
Invoice ID
Operator Invoice ID
Booking Reference - a unique number of particular booking
Booking Barcode - a unique barcode of particular booking
Booking Alias - for those bookings made with operators that are connected via API. This means that at the time of a booking the system queries the API of the operator, makes the booking there, and writes the reference on the booking so that it can be redeemed
Supplier Reference - supplier reference number
Reseller Reference - reseller reference number
Invoice - for a reseller
Invoice Status - invoice Status is the status of an invoice for a reseller (draft, confirmed, overdue, paid, un-invoiced)
Operator Invoice
Has Operator Invoice - for a reseller
Status - of a booking (pending, confirmed, redeemed, etc)
Label - unique label, for filtering and reporting purposes
Product - a particular products of yours
Product Destination - this refers to a destination a particular product is assigned to
Product Operator - a third-party company that runs a product
Product Code - a code you can use internally to differentiate between the products. Eg. Hop-on Hop-Off Red line and Hop-on Hop-Off Blue line can have the codes HOHOR and HOHOB
Product Billing Account Code - a code for reporting purposes
Product FX - foreign exchange for a product
Product Tags - these are set in the product details as unique marks for the purpose of easy filtering. They can also be used to group revenue and metrics (splicing data)
Cancellation Reason - reason stated when the booking is cancelled
Promotion - assigned to the sale of the booking
Promotion Code - a code for filtering and reporting
Combination - if a product was sold as a combo discount, what product led to this sale
Package - a product that is made up of more than one products (the includes)
Package Code
Package Travel Date
Option - options are a way to modify the price of a product (eg a 24-hour tour or a 48-hour tour). Go to the product details and see the section below the tiers. These are the options
Option Code
Hotel
Has Voucher File - whether the booking has voucher attached
Has Duplicates
Has Purchases
Purchases
Waivers Complete - whether have all the waivers been completed by the guest (if the product has any)
Pickup Requested - if a pickup is requested
Pickup Dispatch Driver
Reconciled - whether the booking is already reconciled or not
Connect Booking - whether the booking is API connected or not
3rd Party Product - whether it's 3rd party product or not
OCTO UUID - reseller’s unique identifier to connect via API. It will be used as an API auth token
Allow Voucher= Allow group ticket
Allow Ticket = Allow individual ticket

It makes sense if you don’t want to allow group tickets for whatever reason (eg. The product supplier only sends the ticket codes via API). So you can remove one or the other or keep both. If remove allow voucher you won’t have the option to print group tickets on terminal.

Checked In - whether the customer has checked in or not
Upsold - a product that was bought as a result of offering a more expensive product
Upsold From - the product a customer was originally going to buy
Dropoff Requested
Custom Pickup - pickups that don’t have a route assigned. Think of Airbnbs
Pickup Point - the specific location of a pickup
Pickup Address - the specific address of a pickup
Pickup Zone - zones used for pickups (downtown, docks, meatpacking, etc). This can be set in the pickup itself. Go to Pickups, edit a pickup and here you can assign a zone
Pickup Route - a route for pickup, made up of particular stops
Pickup Telephone
Route Area
Pickup Time - the specific time of a particular pickup
Dropoff Point

Dropoff is the opposite of a pickup. You can set in your vouchers when and where this takes place

Dropoff Time
Dropoff Instructions
Dropoff Date
Pickup Wheelchair - if a pickup is suitable for wheelchairs
Tour Time - the duration of a specific tour
Duration
Connect Failed - an API connection failure
Connect Failure Message - the message response (timeout, connection failure, etc)
Same Day - if the booking date equals the travel date
Travel Date - the actual date of a tour
Booking Date - when a booking was made
Booking Time - when a booking was made
Valid From
Expires On
Redemption Date - when a tour was redeemed
Redemption Time - when a tour was redeemed
Cancellation Date - when a tour was cancelled
Cancellation time - when a tour was cancelled
Booking Type:

Package: a product made of multiple products
Option: an include
Individual: a product on its own

Private Notes - notes on bookings made on the backend that are not viewable by concierges or the customer (these won’t appear on the voucher)
Public Notes - notes on bookings made publicly (customers and concierges can see these). They need to be added to voucher to be seen
Pickup Notes - Notes on the pickup. This can be set on the calendar manifest
Enable Charity Roundup
Open Dated
Product FX

Note also an option to Include Test Data, which includes also your test bookings into the report.

For more information about reports, and how to create and manage them, please see the article Working with Reports.

Booking Level

If you choose a particular booking from a list in a Booking section, a window like below will appear.



You can change customer information by clicking the little yellow icon in front of the name of customer:

First Name
Last Name
Company
Mobile
Email
Age
Language
Country
Address
Postal Code
Notes

You may also set if you want to Email Receipt to customers, send SMS Receipt or both by checking / unchecking the checkboxes.



A booking shows this information:

Customer name, phone number and email
EDIT ORDER button
Source and the time of order creation
Order number and the name of the seller
Product and it's status
Travel Date
Number and type of the tickets
Booking Reference number
Booking Total

You may also add + NEW BOOKING, + NEW PURCHASE as well as + NEW GIFT.

Under these options you may find Order Total, Total Paid, Total Refunded and any Balance Due.

You may also perform the following actions:

ADD PAYMENT
PERFORM REFUND
PRINT RECEIPT
EMAIL RECEIPT
PRINT ORDER
ADD COMMENT (+ATTACHMENT)

See the Balance Payments Through the Website article for more information.

At the bottom of the booking window you can also see the whole history of the booking.

Another option you have in this booking window is to click on a particular product directly, which brings up even more product information such as:

Item
Quantity
Amount
Tax
Total
Net Tax
Margin

And again, you are given an option to perform the following actions:

Redeem Booking
Print Voucher
Print Receipt
Email Voucher
Send Waiver Form
Add Task
Make Changes
Cancel Booking
SMS Voucher
No-show - if you mark a booking as no show it will release those seats. So if a tour is sold out but you mark a booking of two adults as a no show then that tour now has two seats available again



You may also use Debug Rates button if needed, View Shift or save Public and Private Notes.

If the booking contains unsigned waivers, you will see Sign Waivers button. Note that all the waivers need to be signed to be able to redeem the booking.



Similar tab could be brought up by clicking on Payment information:

the amount with method of payment
action with source of payment
date and time when the payment was made
sold by
notes
VOID and EDIT buttons

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