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GullySystem

Reports for Tour Operator Owners and Managers

These reports are drawn from the enquiries, departures, bookings and bills your staff already enter. Each one can cover a season, a month or a single departure.

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The reports

Enquiries and quotations by source and status

How many enquiries came from calls, referrals, agents and the website, and how many of them confirmed. Lost enquiries carry their reason.

Departures with seats sold and seats open

Each published date against its capacity. Dates filling slowly stand out early enough to work on.

Costing sheet against actual vendor bills by tour

The quoted cost beside what the hotels, transporters and guides finally billed, line by line, so the gap on a tour is visible once it closes.

Vendor bookings still awaiting confirmation

Nights and vehicles requested but not confirmed, with the days each has been pending and the release date approaching.

Guest advances received and balances due before departure

What each booking has paid and what remains outstanding, listed by departure date.

Vendor payables by hotel, transporter and guide

Bills checked and awaiting payment, with advances already sent set off against them.

Cancellations and refunds by departure

Bookings withdrawn, what was deducted and what went back, with vendor cancellation charges noted beside them.

Who reads which one

Owners read conversion, seats, margin per tour and the money columns. Sales work from the enquiry and balance lists. Operations live on the pending confirmations list, and accounts on payables. A tour manager reads nothing beyond the departure being escorted.

Reading the figures honestly

A figure is only as current as the entries behind it. A tour shows its true cost after the last vendor bill is checked, which may be a fortnight after the group is home. Seats open move the moment a booking is confirmed. When a report looks thin, an entry is usually still pending somewhere in the office.

What the system does not do

  • It does not write entries into Tally. An export is priced on its own.
  • It does not forecast next season’s bookings or suggest a price.
  • Reports outside this list are discussed with your office before any are built.
  • It does not judge a vendor. The figures are there, and you read them.
FAQ

Frequently asked questions

Can a report cover one departure only?

Yes. Any of these can be read for a single departure, a month of departures or a whole season.

Is margin per tour shown?

Where vendor bills are entered, the costing sheet and the actual spend sit together, and the difference per tour is readable.

Can the accountant take the figures?

Sales, purchase and payment reports can be read inside GullySystem, and a download is available. Anything further is discussed first.

Do reports reach a phone?

Yes. An owner travelling can open seats, balances and dues on a phone browser.

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