PNR and Booking Files for Travel and Tourism Companies Comprehensive Guide
Travel and tourism companies have distinctive features due to the nature of their activities, requirements, and the services they offer. Through an efficient application of booking files and PNR, you can easily monitor your activities.
These tools allow you to add all the services, data, and budget related to each client’s reservation through booking files. You can generate comprehensive invoices that reflect the purchase price and selling price of each service your client acquires, enabling profit calculation. Additionally, they facilitate easy access to data through the PNR.
How to Add a Work Order
Note: The “Work Order” in this tutorial refers to the client’s Reservation files.
The reservation file includes all the data, plans, and budgets for each client’s reservation.
Click “Add Work Order” under “Work Order” in the main menu.
Enter the work order data
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Title: The name of the work order as it will appear in the work orders list in the account.
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Order Number: A number or code that distinguishes the work order and is automatically assigned sequentially. It can be edited or the sequencing method can be changed by adjusting the “Sequential Numbering Settings” within the account.
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Start Date: The arrival date of the included traveling clients in the work order.
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Finish Date: The departure date of the reservation and the return of the specified travelers in the work order.
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Description: Provide a general description of the nature of the new work order or any notes.
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Tags: Write keywords about the work order to assist in search operations within the program.
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Client: Select a client from the list if the work order is associated with a specific client.
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Budget: Specify the total value of the work order budget.
Click on “Save“
The budget indicator in the work order operates and moves according to the expenses and costs associated with the work order or based on the invoices from clients within the work order.
Enter Guests’ Data as Follows
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Tour Program: Choose from the dropdown menu the type of tour program: (Outgoing – Domestic – Honeymoon – Nile Cruise – Hajj and Umrah – Tours).
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Tourist Destination: Write the name of the country or place the client is heading to and press the “Enter” button.
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Hotel: Write the name of the hotel and press the “Enter” button.
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Room Type: Choose from the dropdown menu the type of room: (Single Room – Double Room – Triple Room – Suite).
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Days/Nights: Write the number and press the “Enter” button.
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Meal Plan: Choose from the dropdown menu the type of meal plan: (Full Board – Half Board including breakfast and dinner only).
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Individuals: Write the number and press the “Enter” button.
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Adults: Write the number and press the “Enter” button.
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Children: Write the number and press the “Enter” button.
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National ID Image: Upload an image or PDF file of the client’s ID card.
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Phone Number: Write the client’s phone number.
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Email: Write the client’s email address.
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Guests Data: Enter the names of guests and any additional information about them.
Click on “Save“
Guest data is entirely optional. You can fill in whatever you want and leave the rest. Additionally, you can edit, delete, or add some fields through the work order settings.
Work Order Settings
Despite the system being configured with fields related to travel and tourism companies to suit the nature of the activity, you can easily reset these fields and properties through the settings.
Click on “Work orders settings” from the dropdown menu of “Work orders“.
First Setting: Budget Calculation
After clicking on “Work order Settings“, click on “General“.
Choose the budget account from the dropdown menu to be one of the following options:
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Expenses: In this case, expenses and purchase invoices assigned to the work order are compared to the total project budget.
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Invoices: In this case, sales invoices assigned to the work orders are compared to the total project budget.
The total expenses or invoices are calculated compared to the budget.
It is preferable to add invoices, PNRs, or any revenue and expense documents from within the work orders to link them together and to easily calculate them within the work order.
Second Setting: Statuses
After clicking on “Work order Settings” select “Statuses“
You will find work order statuses ready as follows:
- Under Setup: Open.
- Scheduled: Open.
- Departure: Open.
- In Progress: Open.
- Arrival: Open.
- Finished: Closed.
- Postponed: Closed.
- Cancelled: Closed.
Closed statuses cannot be edited and will not appear in work orders unless specifically searched for by this status type.
You can edit, delete, or add to these statuses.
Third Setting: Actions
Click on “Work order settings” then select “Actions“
You will find the following actions automatically created:
- Reception
- Escort
- Pick up / Drop
- Housing
- Tourism Guiding
- Tourism Program Amend Request
You can edit, delete, or add to these actions.
Actions are used when scheduling an appointment with the work order.
Click on the “Schedule Appointment” button.
Then choose the action on this appointment.
Fourth Setting: Work Order Layout
After clicking on “Work Order Settings“, click on “Layouts“.
You will see a comprehensive work order layout containing basic work order data, allowing you to choose the fields you want to add to the file when printing or downloading it as a PDF through drag and drop.
Fifth Setting: Custom Fields
When creating a reservation file, you will find some data specific to guests. You can control these fields through the custom fields settings for the work order.
After clicking on “Work Order Settings“, click on “Custom Fields“.
You will find all the fields specific to guest data. You can edit the name of a field or the data stored in dropdown menus for another field. Additionally, you can delete and add the fields you want.
What is PNR and How to Add it
Through the PNR app, you can add a sales invoice and a purchase invoice for the service provided from the same screen, which facilitates the program’s operation and the calculation of profits for each service.
Click “Add PNR” under “Work Order” in the main menu.
Enter the usual data for the sales invoice, in addition to the purchase price for each item and the supplier.
After completing the data, click on the “Save” button.
You can refer to the Create and Invoice Guide to learn more about invoice details.
After saving, the PNR will appear as follows, where you can notice the total profit, and profit for each item, and you can delete and edit.
You can add the PNR within the associated reservation file to facilitate tracking and budget calculation for the client’s reservation.