Vendor and Rate Records for Tour Operators
Hotels, transporters, guides, restaurants and activity suppliers are held with the rates and terms you have agreed. Season dates, room categories and release periods sit on each record.
Who is on the vendor list
Every supplier your office deals with has one record, whoever at your end books them.
Rates by season and date
A hotel rate holds the dates it applies to, so a season change does not need the record to be rewritten. Peak, shoulder and lean rates sit together under the property. Blackout dates and festival surcharges your office has been told about are noted against the same property. A property that quotes one rate for your group departures and another for a family of four can hold both, each marked with the booking type it applies to. Costing then picks the rate for the travel date. No one retypes a figure.
Terms worth keeping on record
Release period, cancellation window, advance wanted and credit allowed are written on the vendor record. Operations can read them before a booking is dropped or a date is pushed. Payment terms show up again when the bill is checked for settlement. That saves a call.
What this module does not do
- It does not fetch live hotel rates. What your office has agreed is what it holds.
- It does not negotiate or renew a contract. Your staff do that as before.
- It does not grade vendors on its own, though your notes stay on each record.
- Which rate a new quotation should pick, when two apply, is your rule.
Frequently asked questions
Can a rate letter be attached?
Yes. The contract or rate mail from the hotel can sit on the vendor record, so the figure can be checked against its source.
How are rates for next season loaded?
They are entered against their dates while the current ones stay. Our staff load a long rate list for you when you ask.
Can two operators share one transporter?
The vendor record is yours alone. What that transporter does for anyone else is outside this system.
Is a vendor with no fixed rate possible?
Yes. Where every booking is quoted fresh, the record holds the contact and the terms, and the rate is keyed in per tour.
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