Scans

Here you can find information about scans of vouchers. Vouchers are allocations of barcodes that are recognised by the system and they are instantly redeemable when scanned.

In this subsection you can see an overview of all scans made by individual sellers with the following information:

Scanned by - the seller
Product - the scanned product
Ticket Barcode - a unique ticket code
Ticket Type - the tier of customer
Action - the purpose of the scanning (either entry or exit)
Scanned Date - the exact date of a scan
Scanned Time - the exact time of a scan



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 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.

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 - show the balance due
Gift Amount
Latitude
Longitude
Package Price Difference
Days in Advance - the number of days in advance the tour was purchased (Travel Date - Booking Date)
PAX - the number of passengers
Noshows
Adults
Youths
Children
Infants
Families
Seniors
Students
Militaries
Charity Roundup
Points - these are awarded to sellers and resellers for selling products
Adjustment - the option to change the total of an order or booking. You may need it to carry out actions such as:

Creating a custom discount for a client
Creating a custom price for a tour (like a charter)

Cost - the total 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 promotion BLACK FRIDAY, 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
Seller Commision
Reseller Commision

(Commission = Retail - Wholesale)

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

Receivable = Retail - Commission

Receivable is the amount you will receive from a product. You get a receivable from a product that you sell, but must deduct commissions for resellers / sellers. Receivable will be the money that gets to you before you deduct cost rates (the price you buy a third-party product at), and VAT / taxes (which you have to give away to the tax man).

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

OR

Margin = Wholesale price - Cost Rate

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 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 complete)
Card Total - the total amount paid by card
Cash Total - the total amount paid by cash
Voucher Total - the total amount paid with a voucher
Other Total - a payment method not included in those above. This is usually an external PDQ (a 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 - compulsory financial charge
Net Tax
Revenue
Ticket Price

By:

Order Reference - a unique reference number
Terminal Sequence Token
Voucher - a voucher reference number
Voucher Code - a unique code of a voucher
Gift Code
Voucher Bill Gap
Channel
Order Destination
Reseller - a person who resells your products
Reseller Code
Checkout - the Web checkout it comes from (you can create more than one)
Reseller Destination - this refers to the destination a particular reseller is assigned to
Reseller Manager - a field you can add to a reseller. You can assign a person that manages 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. There can be only one channel per reseller. It is another way to splice data, such as with reseller managers
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 - the city where the reseller is based for invoicing purposes
Reseller Billing Address - the reseller address for billing and invoicing purposes
Reseller Invoice Date Field
Reseller Tags - these are set in the reseller details as unique marks for the purpose of easy filtering. This is the same as for managers and channels, but you can have more than one
Reseller FX - foreign exchange. This is for if a reseller makes a purchase in another currency
Reseller Allow Top-ups - this allows a reseller to receive credit top-ups and continue selling. Credit allows a reseller (mostly concierges) to accept cash payments versus using the payment gateway, because this can create a liability towards the operation
Supplier FX - foreign exchange. This is for suppliers who use a different currency
Direct Sale - sales made by your sales force or your website / kiosk

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

Referrer - resellers have the ability to have a referrer URL. This is a field you can set in the reseller details. This detects users coming from that url on the operator’s website and applies a commission to that reseller if the user buys a product
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 Four Seasons Pardubice) is the reseller; Jan, Marek, and Jakub are the concierges who login, and therefore are the agents
Shift Seller - Sellers do not have to be the same person as shown on 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 a terminal or box office to finish the sale)
Shift Location
Seller Billing Account Code
Seller - shows the people selling your products. Sellers do not have to be the same person as shown on 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 a terminal or box office to finish the sale)
User - these are 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 - where your products are being sold. You can assign an area to a location (say Pardubice downtown) and can drill down into the sales and passengers coming from different areas. 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 Hilton Brooklyn, 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
Source - which includes the specific sources of your sales
Settlement - the way the money is settled. The types are:

Direct - you receive the money, so no issue
Voucher - you have to settle with the third party
Deposit - there was a deposit paid along the way
Wholesale - the reseller paid you wholesale
Deferred - there is a balance left to be paid 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 Notes
Customer Full Name
Customer Contact - all the customer information that is recorded, such as name, email, phone, etc
Imported
Test
IP Address - of a customer. This comes from Web Checkout
User Agent - browser information if the sale comes from Web Checkout
Delivery Method
Currency
Transferred - PSPs take some time between settling one payment and transferring it to an operation’s account. Transferred means that it has arrived in the operation’s account
Terminal
Booking Reference - the unique number of particular booking
Booking Barcode - the unique barcode of particular booking
Booking Alias - this is for bookings made with operators that are connected via API. What this means is that at the time of 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
Reseller Reference - the unique number of reseller
Supplier Reference - the unique number of supplier
Invoice - for a reseller
Invoice Status - the payment status of an invoice sent to a reseller (draft, confirmed, overdue, paid, and un-invoiced)
Status - of the booking (pending, confirmed, redeemed, etc)
Label
Product - a particular product of yours
Product Destination - this refers to which destination a particular product is assigned to
Product Operator - a third party company that runs the product
Product Code - a code you can use internally to differentiate between products. For example, Hop on Hop Off Red line and Hop on Hop Off Blue line can have codes HOHOR and HOHOB
Product Billing Account Code
Product FX - a foreign exchange rate for the 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
Group - this is for sharing buses between two different products on the same route
Guide
Promotion - assigned to the sale of the booking
Promotion Code
Combination - If a product is sold as a combo discount, this shows the product that led to this sale
Extras - extras are non-booking items, such as a beer mug as a souvenir of your pub crawl tour. They have a price and are always sold with a booking
Package - a product that is made up of more than one different product
Package Code
Package Travel Date
Option - options are a way to modify the price of a product (eg 24h tour, 48h tour). Go to product details and see the section below the tiers. These are the options
Option Code
Hotel
Has Voucher File
Has Duplicatey
Waivers Complete
Pickup Requested - if a pickup has been requested
Reconcilled
Connect Booking
3rd Party Product
OCTO UIID
Allow Voucher
Allow Ticket
Checked In
Upsold
Upsild From
Dropoff Requested
Custom Pickup - these are 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 - the zones in pickups (downtown, docks, meatpacking, etc). This can be set in the Pickup itself. Go to Pickups, edit one and see that you can assign a zone
Pickup Route - a route for pickup, made up of particular stops
Route Area
Pickup Time - the specific time of particular pickup
Dropoff Point
Dropoff Time
Dropoff Instructions
Dropoff Date
Pickup Wheelchair - this shows if a pickup is suitable for a wheelchair
Tour Time - the duration of a specific tour
Connect Failed - an API connection failure
Connect Failure Message - a message response (timeout, connection failure, etc)
Same Day - if a booking date equals travel date
Travel Date - this shows the exact travel date
Valid On
Expires On
Booking Date - this shows the exact booking date
Booking Time - this shows the exact booking time
Confirmation Date - this shows the exact date of confirmation
Confirmation Time - this shows the exact time of confirmation
Cancellation Date - this shows the exact date of a cancellation
Cancellation Time - this shows the exact time of a cancellation
Booking Type:

Package - a product made of 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 (they won’t appear on the voucher)
Public Notes - notes on bookings that can be seen by customers and concierges
Pickup Notes - notes on the pickup. This can be set on the calendar manifest
Enable Charity Roundup
Open Dated
Redeemed By - this shows who redeemed a ticket
Redemption Date - this shows the exact date of redemption
Redemption Time - this shows the exact time of redemption
Redemption Location
Ticket Reference - a unique ticket number
Has Waiver File
Ticket Barcode - a unique code of a ticket
Ticket Alias
No-show
Upgraded - this shows if a ticket has been upgraded
Ticket Type - according to tier
Action - entry or exit
Scanned By - shows who performed the scan
Scanned Date
Scanned Time

Note also an option to Include Test Data to the report.

Particular Scan

If you choose a particular scan from a list, a tab will appear. It contains the following information:

Customer name with the option to Edit:

Customer First name
Customer Last name
Customer Company
Customer Email
Customer Mobile
Customer Age
Customer Language
Customer Country
Customer Address
Customer Notes

You may also mark if you want to Email Receipt and the Tickets to customer, send an SMS Receipt and the Tickets to customer, or both by checking / unchecking the checkboxes.

You can also see the reseller's information (if the booking was carried out by a reseller), and the option to to EDIT or RECONCILE ORDER. On the right you can see the source of the booking, the date and the seller / agent of the booking.

Below there is the product name, travel date, order number and the amount of tickets, booking reference and booking total value.

You may also add bookings and gift certificates with + ADD NEW BOOKING, + ADD NEW PURCHASE and + ADD NEW GIFT CERTIFICATE.

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

You may also perform the following actions by clicking the buttons:

ADD PAYMENT
PERFORM REFUND
PRINT RECEIPT
EMAIL RECEIPT
PRINT ORDER

There is also an option to ADD COMMENT at the bottom. (+ ATTACHMENT)



Another option in this Order tab is to click on a particular product, which brings up even more product information, such as:

Item
Quantity
Amount
When the order was redeemed
Total
Tax
Promotion

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

Un-Redeem
Make Changes



There is also the overall information about these values:

Total
Net Tax
Wholesale
Commission
Receivable
Margin

And a list of the tickets and it's information.

Updated on: 06/03/2024