Bookings

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

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).

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

Products

Test - yes or no
Destination - to which product belongs, if any
Name - of the product
Code - a code you can use to differentiate between products internally. Eg Hop-on Hop-Off Red line and Hop-on Hop-Off Blue line can have codes HOHOR and HOHOB
Operator - a third-party company that runs the product
Ticket Receipt - the design of a ticket receipt printed from a terminal
Booking Receipt - the design of a ticket receipt printed from a terminal
Deposit Receipt - how does printed voucher receipt looks like, from terminal
Order confirmation email template
Order cancellation email template
Order update email template
Booking reminder email template
Booking feedback email template
Reseller application email template
Reseller welcome email template

Waiver reminder email template
Waiver required
Enable City Connect - enable an API connection for the operator so that a booking is made on Ventrata and the other operator at the same time
Connect freesale - for API-connected bookings that do not require availability lookups
Color
Wheelchair access available - if available or not
Points - awarded to sellers and resellers for selling the products
Categories - where the product appears on website
Tags - a unique label for purpose of filtering
Package - does a product contain multiple products?
Pass - if this is re-usable city pass, the terminal will print only one ticket that can redeem all other includes in the package
Allow Deposit - customer can pay a deposit, and then pay the balance due while redeeming a voucher
3rd-Party Product - when a product is not operated by you directly. This means that your operation doesn’t own the product. An example could be a hop-on hop-off operator that also sells entry to a museum. The museum is third party because it doesn’t belong to the operator

Setting a product as third party also adds the Cost Rate column / tab on pricing, since the Cost Rate is the price you buy that third-party product at.

Fixed capacity - whether bookings require an availability lookup, in case there are limited seats
Package only - only available within a package or pass. a Package is a product that contains other products
Combination only - the product must be bought with another product. A Combination is a product that is sold in combination with another product

There are three reasons why an operation would make this distinction:

One or all of the included products are not sold on their own (they could be free, they could be uninteresting, they could be a loss maker and you need to bundle them to make a profit)
You want to make sure your product is sold (more people on the HoHo bus gives you the opportunity to advertise, sell bottles of water, upgrade them to a third day, etc)
The two products together are popular, so it makes sense to sell them as a package

Custom barcodes - use custom barcodes with this product
Date required - is a date required, and if not, how long are tickets valid for
Scans limit - how many times a ticket can be scanned
Validity days - when a customer buys a package, how long do they have it until it expires without being activated. If you were to buy package X and it has a 90-day validity and you don’t show up for 95 days, then the voucher expires (it's the period with which you can redeem the includes in a package from travel date, so package with a bus and a boat tour might have a 3 day validity days set up, which means that you can redeem the includes within those three days)
Package multidate - multidate packages contain items the require different travel dates to be chosen
Allow Freesale - allow third parties to book without an availability lookup
Available for Sale - state if the product is currently available for sale or not
Sources - shows all the sources where a product can be sold:

Terminals - eg Sunmi, PAX, iPhones
Web Checkout - bought through the website and widgets
Backoffice - orders done through a box office (such as concierge, but they use a sellers 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

Voucher Validity (days) - the voucher gives you an option to redeem the ticket between the days set in validity, if you try to redeem it out of this period, it will be invalid

Example: Like say you sell an open dated ticket that has 90 days voucher validity, it will be redeemable for 90 days since the booking date, on the other hand if you have a ticket with exact travel date and 90 days voucher validity, it will be also valid for the 90 days, but this time from a chosen travel date, as we don't enforce it to be valid on a travel date only, but when you try to redeem such ticket, after the specific travel date, it will issue a warning.

Duration - length of the tour
Duration Label
Duration overflow - Duration overflow is a rule, so that you can have your duration go over if it passes a defined time. You set it to true and add an hour. If the ticket is sold after that hour, the duration goes over to the next day. It makes sense for one day instead of 24 hours, since one day is until end of day

Example: if you set an hour to 16:00 and buy the product after today 16:00, you will be able to use it until today’s end and tomorrow the whole day

Reprint on redemption - re-print boarding passes when a booking or ticket is redeemed
Groups
Reassign groups - this means that after every booking we will shuffle all the bookings on that date/time to make sure they most efficiently fit (the disadvantage of enabling that is it means you won’t be able to assign or change booking groups manually because the system will just reset them the next time a booking comes in)
Starts on - the start date of the tour
Ends on - the end date of the tour
Maximum booking size - the maximum number of tickets booked at once
Minimum booking size - the minimum number of tickets booked at once
Allow ticket - allows individual ticket \(if this isn’t checked, you won’t print a ticket per user)
Allow voucher - allows group ticket (If unchecked you won’t have the option to print group tickets on terminal)
Barcode symbology - QRCode/ Code128 (=classic barcode)
Hide duration - of a tour on web
Hide availability - from a concierge. Some operations do not want concierges to know the availability
Allow adjustments - you can adjust the price (such as for a custom discount). This is only available to direct sales made by your sales force (on terminals and back office)
Tracker
Tax rates - you can add a tax rate, such as VAT to a product. This will be assigned at the booking level
Tax included - if the price of a tour is €10 and tax is 10%, then with the tax not included the total is €9.9, and the tax is €0.1. With the tax included the total is €9.09 and the tax is €0.9. Normally VAT (tax in the EU) is included and GST (tax in the US) isn’t
Inclusions Count (Package Only) - how many products are in a package
Exclusive - this is to do with groups, you can have exclusive groups. If an exclusive group is assigned to this inclusion (or the product), it will remove it from availability (makes sense for VIP tours that you might want to share the vehicles with other tours)
Capacity - of the product. How many tickets can be sold in total
Open - if a product has no capacity
Add Group and Guide Assignment
Group - this is for sharing buses between 2 different products on the same route. Passengers are distributed between them according to free seats
Guide - who is working on particular tours
Pickup required - if the product requires a pickup or not. If it does, it won’t allow the booking to continue until a pickup point has been selected from the dropdown list
Allow custom pickup - allows you to select a pickup that's not on a route. This is mainly used for charters
Custom pickup required - allows you to select a pickup that's not on a route. This is mainly used for charters
Allowed hotel lookups:

Hotel Search - allows a hotel search on the web checkout
Address Search - allows an address search on the web checkout

Default Pickup - if no pickup is selected it will revert to the default
Terms accepted default - whether the terms are accepted automatically or the customer has to mark it manually
Default Label - if no label is set, it will revert to the default
Charity roundup message
Allow charity roundup - 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
Rental - for renting units like segways or e-bikes
Rental fixed
Billing account code
Api codes
Checkout Deposit % - when you set checkout deposit it means that you will accept part payment for a booking, you can set the amount that you will accept as a deposit, that will have to be payed in full aferwards
Checkout deposit message - e.g. ”Pay the rest when you arrive or over the phone”
Meeting point
Meeting point coordinates
Meeting time
Itinerary
Checkin allowed - option on a web checkout

Updated on: 10/02/2022