Release Notes - GoTour: 1.25

New Features

Added "Interests" Field in Customer Screen

Added “Interests” text field to the customer screen.

Previously, the customer data export captured only customers who had traveled on a tour which had been closed. The filter did not capture customers on open tours or new customers that had not yet traveled on a tour. The “Interests” field allows you to enter a customer’s interests. The customer export report filter now has an “Interests” query field so you can capture specific customer interests.

We recommend creating using your tour purposes list (see Main Tour Screen “Purpose field drop down list) to create your “Interests’ list , although other interests can be added as well. Consistent spelling is important in this field in order to capture the data for the mailing labels.

To use the “Interests” field in the customer export:
"empty" captures all customers with blank “Interests” field.
"all" captures all customers who have something entered in the “Interests” field.
"empty, all" captures all customers who have blank “Interests” fields and customers who have something in the Interest field.
"empty, casino" captures all customers who have blank “Interests” fields and all customers who have "casino" entered in the “Interests” field.

Automatic Option Selection Upon Booking

Option screen now has an “AutoCheck” box with choice of “Yes” or “No”. If AutoCheck equals “Yes”, then the option will be automatically applied to all new reservations.

At the Party Reservation Screen in the Options section, the "Add to New" check box will default to checked. The option will be assigned to all new reservations and if there is a cost associated with it, the cost will be added to the balance due. To remove the option from the party reservation click in the "Remove from All" check box and click “Update”. The option will be removed from each reservation and the option costs will be cleared. The "Remove from All" check box will disappear and the "Add To All" box will be checked.

At the Customer Reservation Screen in the Options section, the "Select this option" button will default to checked. The option will be assigned to all new reservations and if there is a cost associated with it, the cost will appear next to the options field and be added to balance due. To remove the option from a customer reservation click in the "Select this option" check box to remove the check and click on "Update". The option costs will be removed from the options field and balance due fields.

Notes:
Auto select options must be applied to the tour before any reservations are made in order for the options to be applied correctly. Auto options applied after reservations are made will not be added to the past reservations. The options will be applied to future reservations only.

An auto selected option assigns the option to all new reservations except for those reservations made by clicking on the "Add Companion" button. You will need to remember to manually add the option to these reservations.

If the tour has variable prices, the option must include the rate type suffix if it is to be applied to the reservation of that rate type. Example: Tour price is 30+30c. Reservation is a “c” type. The option must include suffix even if the option base is the same: Option unit base is 10+10c.

Assign room rate types to hotel comps

Feature allows the user to assign a room rate to a comp. From Main Tour Screen, Navigate to Work on Day, Navigate to Hotel Component Screen. At the Hotel Component Screen navigate to the "Comp Pax Qtys" field:

s = single rate
d = double rate
t = triple rate
q = quad rate

1s+1d+1t translates to 1 single rate, 1 double rate and 1 triple rate comp.

Variable Costs for components

Variable costs have been added for components including Hotels, Packages, Restaurants, Attractions, Options.

Variable costs are useful when components that have different costs for different customer types such as seniors, children, etc. Variable costing follows the same conventions as variable pricing (see the Help file under Variable costing for full explanation). The predetermined one letter symbols are the same:

f = full*
z = free
s = senior*
p = parent*
c = child*
i = infant*
y = youth*
t = teenager*

* these letters can be assigned any name in the “Rate Names” field on the Main Tour Screen. For instance “c” could represent “teacher” if you so choose. “z” is reserved for comps.

To designate variable costs you must also designate corresponding variable prices and describe the different types in the “Rate name” field on the Main tour Screen. At the component screen the “Adult Base” field has been changed to “Unit Base”. The variable costs should be entered in this field. To apply the variable price to a reservation, the rate type must be selected for each passenger. Navigate to the customer reservation and select the designated latter from the “Rate” field drop down.

To designate a variable cost:
A variable cost must be designated for each variable price type (even if it is the same) on the Main Screen Tour:
“Sgl Prices” field: 50+47c
Designate a rate name in the “Rate Name” field: c=child
Designate a cost type in the component “Unit Base” field: 5+3c

For instance, you may have a tour that you are charging $80 per passenger regardless of the passenger type. One of the components (a museum) charges $5 per adult ticket and $3 per child ticket. The Tour price must reflect the two costs types in order for the program to assign the correct costs for the tour.
The Pax Price (or Sgl Price, etc.) for the tour on the Main Tour Screen could look like this: Pax Price field: 80+80c
The Rate Name field should look like this: c=child.
At the attraction component screen:
The museum “Unit Base” field should look like this: 5+3c

Adult reservation type should be “Full” and
Child reservations should be “child”

The price of the tour is the same but the cost of the tour is different.

One Day Tour With Return After Midnight

One day tours can now be created with return times after midnight. System will retain the one day tour structure (no room prices or room type reservations). The tour must be set up as a "One Day Retail", "One Day Group" or "One Day School" upon building the tour.
The field "Days" on the main tour screen will reflect "2" days because the tour spans 2 calendar days. Components can be added to both days.

New Component: Packages

We have added a new component type, “Packages”, to accommodate receptive packages, cruises, etc. that are purchased from another source for a multiday* tour. Navigate to TourBuilding. The new tab ”Packages” is between “Hotels” and “Restaurants”. The “Packages” component is similar to the “Hotel” component in that it includes room types. Variable costing can be entered for each room type.

Packages must be added as “PerPaxPerTour” costs, only. If the cost is applied per room per night, per pax per night or per tour the result will be $0 cost for this component type.

The “Tour Info” box keeps a running tab of the total number of passengers booked on the tour as well as how many bookings for each room type and total cost for each cost variable within the room type.

Cost = base + tax% + tax2% + bag base

Rate = cost + margin

Rates now include each variable cost designated in the base field.

* Note: Receptive packages for Single Day Tours should be entered as attractions with variable costs since room types do not apply. Some receptive companies will need to be entered as “packages” and “attractions”. The same vendor should be selected for both.

Add "Drop Offs" to Itinerary and Summaries

Drop off times and locations can now be added to the tour itinerary. The pickup component screen now has an “Is the Drop off” drop down box. If “Yes” is selected the location is designated a drop off location. At this time, both drop offs and pickups are labeled “pickups” on the Main Tour Screen.

The location must first be added as a "Pickup" on the desired day and time. Then the location must be added as a pickup on the desired drop off day and time. The location is designated a drop off by selecting “Yes” at the “Is the Drop off” box on the location component.

To add a Pickup (no changes to this process):
Choose the desired day and
Click on the “Work on Day” button.
Click on “Add Pickup”;
Click on “Find” and choose appropriate Pickup location
Click on “Add” to apply to the tour,
Change time to desired pickup time and click “Update”.

To add a Drop off:
Choose desired day for the drop off and
Click on “Work on Day” button.
Click on “Add Pickup”,
Click on “Find” and choose appropriate drop off location
Click on “Add” to apply the drop off to the tour
Choose “Yes” in the “Is the Drop off” drop down box.
Change time to desired drop off time and click “Update”.

Notes:
A drop off location must have a corresponding pickup location.

A customer can be picked up and dropped off at the same location only.

Drop off times appear on both the party and customer summaries as “Return” time.

Note Category field in Notes Screen

New Feature provides easy way to create document types with different notes.

Notes now have a category field in order to assign specific notes to specific documents. Any character, except “S” or “s”, can be entered into the category field to represent the note type: “c” could indicate contract notes, “v” could indicate invoice notes, “t” could indicate itinerary notes, etc. “S” and “s” are reserved for notes that appear on the summary page, only. The summary note is in addition to the confirm note and appears below the confirm note on both party and customer summaries.

To use: Enter note categories in category field on the Note component screen.
Click on “Print Party (or Customer) Summary” button.
At “Set Filter Parameters” screen type in “N” and category of Note to print.
The entry will look something like this: “SNc” . This entry will print the summary and any notes that are assigned category “c”. Notes entered without categories will print when no category is designated in the “Set Filter Parameters” field.

If a note has been assigned a category of “S” (or “s”), the note will print out whenever “S” is indicated on the "Set Filter Parameters" when printing party or customer documents

The category field is not case sensitive so the program interprets "C" and "c" as the same note category.

Confirm Note on Summaries

A summary note (note with category "S") has been created to apply notes on the party or customer summary page. The confirm note behavior is unchanged. Periods force text that follows it to the next page unless it is immediately followed by characters (such as with money: $12.35).

Create Page Breaks on Notes & Itineraries with a “Page Break” Note

Create a page break in the customer and party documents.
This feature is useful if you need to force parts of your document onto a new page. You can use this feature to print text on both sides of your paper if you have a printer with duplexing.

To Use:
Create a Note and Name it “Page Break”
In description box type: “newpage”
In Position field choose: “layout”

If you do not want a heading on your new page:
In description box type: “ newpage noheading”
In Position field choose “layout”

Remember to click on “Add” to save your note.

Place this note wherever you need a page break.

Added "Post Charge" button on Customer Screen

Charges should be entered when canceling a reservation or from navigating from Reservations to Customers. On the customer screen there is a Post Charges button. Charges should not be entered by navigating from Finance to Charges to "Add a Member".

Charges Added through Customer Unapplied Credits

Charges should be entered when canceling a reservation or from navigating from Reservations to Customers. On the customer screen there is a "Post Charge" button. Charges should not be entered by navigating from Finance to Charges to "Add a Member".

Finance, Charges, Add a Member

Charges from Finance Charges Add A Member

Tour Passenger Name Tags

GTO now has Quick Passenger Name Tags Available.

On the Main Tour Screen, in the report selection drop down there is now an option for Passenger Name Tags.
To use:
Highlight "Passenger Name Tags".
Click on "Print Report", Moves you to a screen which defines the size labels you will be printing to. The label parameters default to standard Avery 5160 labels.
To print a test page, change "no" to "yes" in the bottom field.
Click on the "Print Report" button. Mock labels will print based on label specs entered on the Set filter parameters screen.

To print labels: Click on the "Print Report" button to produce the report. Put label stock in printer and click on File, Print, Print Button.

Label default includes name and address of customers and names of anonymous passengers, if the names have been entered.

RBS can customize the size and/or contents of the labels. Labels can include first name and last name, only; or first name, last name and name of the tour, etc. Please call RBS to discuss formatting options.

Tour Passenger Bag Tags

GTO now has Quick Passenger Bag Tags Available:

On the Main Tour Screen, in the report selection drop down, there is now an option for Passenger Bag Tags.
To use:
Highlight "Passenger Bag Tags".
Click on "Print Report", Moves you to a screen which defines the size labels you will be printing to. The label parameters default to standard Avery 5160 labels.

To print labels: Click on the "Print Report" button to produce the report. Put label stock in printer and click on File, Print, Print button.

To print a test page change "No" to "yes" in the bottom field. Click on the "Print Report" button. Mock labels will print based on label specs entered on the Set filter parameters screen.

Labels include name and address of customers and the names of anonymous passengers, if the names have been entered.

RBS can customize the size and/or contents of the labels. Please call RBS to discuss formatting options.

Tour Passenger Labels

GTO now has Quick Tour Passenger Mailing Labels Available:

On the Main Tour Screen, in the report selection drop down, there is now an option for Passenger Labels.
To use:
Highlight "Passenger Labels".
Click on "Print Report" which moves you to a screen which defines the size labels you will be printing to. The label parameters default to standard Avery 5160 labels.

To print labels:
Click on the "Print Report" button to produce the report. Put label stock in printer and click on File, Print, Print button.

To print a test page change "No" to "yes" in the bottom field. Click on the "Print Report" button. Mock labels will print based on label specs entered on the Set filter parameters screen.

Labels include Name and address of customers. Anonymous passengers do not appear because anonymous passengers do not have addresses.

RBS can customize the size and/or contents of the labels. Please call RBS to discuss formatting options.

Added "History" field to Component and Customer Screens

History field has been added to the customer and component screens. The field is stamped with the date and user upon an addition to or modification of the customer or component screens. This helps track when and who added or modified a record.

Added "Country" Field to address in Component Screens

Added "Country" field to the address in the Component Screens.

Added “Builder” field on Main Tour Screen

Added "Builder" field on the Main Tour Screen. The builder field defaults to the GoTour Online user's login but is selectable by drop down list if the user is entering the tour for another builder. The list of builders comes from System, Users list. Builder appears in GTO report "Tours Created for Date Range by User (Office)Depart Date".

Modified Features

New Process for Customer Export Data

We have eliminated a few steps in the customer export process. The customer export data is now targeted directly to an excel spreadsheet. The Notepad step has been eliminated. All other steps are the same.

The abbreviated steps are:

Navigate from Reservations to Customers.
Under Select a Report: choose Customer Export
Click Print Report
At “Set Filter Parameters” Screen:
At “Interests” field type in interest or interests you want to include in customer data
At “Purposes” field type in trip purposes you want to include in the customer data
At “From Depart Date” enter desired date
At “To Depart Date” enter desired date
Click on “Print Report”
Click on “Open” at File Download Screen or Click on "Save" if you would like to save the data.

Data file opens directly to an excel spreadsheet
Customer export process is the same from the excel spreadsheet.

New Process for Tour Passenger Data

The tour passenger data process has been streamlined. The tour passenger data is now targeted directly to an excel spreadsheet. The Notepad step has been eliminated. All other steps are the same.

At the Main Tour Screen choose “Passenger Data” from the dropdown list.
Click on “Print Report”
Click on the “Open” button at the File Download screen (or “Save” if you wish to save the data). Passenger data will appear in an Excel spread sheet.

Only customer data appears. Anonymous passengers and Anonymous passengers with entered names do not appear.

Available data includes: Pax Id, Bus, Seat, Pickup, First Name, Last Name, Phone, Address 1, Address 2, City, State, zip and birthday.

View EntityId

Party and Pax numbers identify the specific reservation for the party and the customers within the party. These numbers are used by some GTO customers as reservation numbers. These numbers are now easily visible on both the party and customer reservations lists (Navigate to Main Tour Screen. Click on the Show Reservation Button to move to the Party reservation list. Click on Show Customers to move to the Customer reservation list.

A Party # and a Pax # column has been added to the party reservation list and the customer reservation list. The Party# and Pax # are now listed on the customer’s screen as well.

The party reservation can be retrieved using the party number by navigating from Reservations to Parties. At “Select a Filter” choose “Find a Party”. Enter the party number in the EntityId field.

The customer reservation can be retrieved using the pax number by navigating from Reservations to Passengers. At “Select a Filter” choose “Find a Passenger”. Enter the pax number in the EntityId field.

Drivers Notes on Driver's Instructions

Driver's notes now appear on Driver's instructions.

Tour Depart Date and Return Date Liability Reports

Liability reports now include a receipt cut off date as well as a depart (or return) cut off date. In most cases the cut off dates should be the same.
Outstanding Cash on Account total has been added to these reports for convenience and is based on the original entered date.

Customer name change & tour passenger data

If a name or address is changed on the Customer screen, the change now appears in the reservations screens and on the customer data exports.

Canceling a Customer

Customers Canceled in the customer list can now be uncanceled. Canceled customers appear in italics at bottom of the customer list. The canceled customer has "Select" button (to view) and an "Uncancel" button.

Please note that canceled customers can be seated on tours and receipts, refunds, etc. can be posted .

The canceled customer at the customer list has no buttons available: Receipt button, reservation button, refund button etc. are missing.

Refunds, the Print Refund Check Request button and the Back button

The "Back" button at the Refund Screen now returns to the list of refunds instead of the customer screen.

Navigate from Reservations, to Customer Screen, click on Show Refunds button: get to list of refunds, choose refund & click on Go. Click on Back button: Back button now returns to list of refunds.

Issue Refunds, to Refund Screen, Back button returns to Refunds not to Customer Reservation

Back button now returns to the Tour reservation list instead of the refunds list

Navigate from Main Tour Screen to Show Reservations to Party to Show Customer, Cancel customer: check "Issue Refund" button. At Refund screen, (has print check request button) click on "Back" button. Need to click on the "Back" button 2-3 times) and then returns to refunds list screen not customer reservation screen as expected.

Crash GTO by running multiple large requests simultaneously

GTO v1.25 Changed access to eliminate GTO deadlock when running multiple requests.

Issue: Running multiple large requests simultaneously (such as adding large numbers of reservations on multiple tours at the same time) results in deadlocking (freezing) the GoTour program. This scenario has been enhanced and the creation of tourCustomers has been changed changed to be much faster, reducing the probability of deadlock. However, there may be other situations that cause the program to deadlock and we will continue to review the program for these.

"Partner FName" and "Partner LName" fields replace "Spouse Name" field in Customer Screen

Spouse name in the customer field has been replaced by Partner FName and Partner LName fields. This allows you to keep names for traveling partners.

Modified Reports and Report Clarification

Enhanced Note Appearance

On the Note screen, the “Description” section is the content of the Note such as “Terms and Conditions for Overnight Trips” or “Border Crossing Instructions”. This is a lengthy text field that follows HTML conventions. Commands are used within the Description section to bold, italicize or underline all or portions of the text. To bold the Note name you must use HTML tags. Indicate the text you want to affect by surrounding it with HTML tags (HTML is not case sensitive so you can use caps or lowercase letters). Please note that <> indicates “begin text style here” and </> indicates “end text style here”. These are the most common text commands:

 Makes everything in between bold

 Makes everything in between italic

 Makes everything in between underlined

These Commands can be used together. For instance if you want text to be both bold and underlined the commands would look like this:

text goes here

Which results in text that looks like this:

text goes here

Choosing “Bold” in the Appearance field is another way to affect the look of the note. “Bold” affects all the text that has been entered in the Description section of the note. It does not bold the Note name.

Export Customer Data by Multiple Tour Purposes and by Tour Depart Date date range

Customer Export Data (Navigate to Reservations to Customers, Under “Select a Report” choose “Customer Export”) can now be filtered by tour purpose and depart date range.

Purpose:
The tour purpose field in the filter screen is not case sensitive, however, the tour purpose must be entered exactly as it appears in the tour purpose field on the tour.
Ex. If the purpose is "Retail tour", it must be entered with a space between “retail” and “tour” or the filter will not capture it.
These queries will work: "retail tour", "RETAIL TOUR", "Retail Tour"
These queries will not work: "retailtour", "retail".

To request multiple purposes:
These queries work: "retail tour, casino, theater"; "retail tourcasinotheater"; "retail tour,casino,theater" etc.
These queries will not work: "retailtour, casino, theater". The query will capture casino & theater tour types but will not be able to collect the retail tour type because it has no space.

"All" captures all tour purposes.

Customers will be selected only once even if they have been on multiple trips of different purposes.

Depart Date Range
A date range option is now available to capture trip purposes for trips that departed during a certain date range. Previously, Customer Data was selected based on trip purposes for trips that had been closed, only. Now trip purposes are based on trip depart dates, regardless if trips are open or closed. The Depart Date Range allows you to select customers departing during a specific date range.

Refund Check Request

To reprint a refund check request: Navigate from Finance to Refunds, under "Select a Member" choose "All Active Members" or "Refunds for a Date Range". Select appropriate customer and refund. At the "Printed" field change the date to Month/Day/Year and click on the "Update" button. The "Print Refund Check Request" button will reappear. Click on this button to print. The "Printed" field will be populated with the date on which the print button was clicked.

Refunds Check Request Report

"Refunds Check Request" report has been removed from the report selection.
Navigate from Finance to Refunds. At Select a Report: "Refunds Check Request" is no longer on the drop down list.

Refund Check Request report

Refund Check Request Report now includes Tour information from associated receipts, The Payment history includes the reference information (check number, last four digits of the credit card, etc.) Also included is the amount of the original receipts, the amount to be refunded from original receipts, amount charged from each receipt, the receipt dates and any notes associated with the receipt.

Daily Receipt Report

The Receipt Type categories on the Daily Receipt Report are determined by the category selected when the receipt type is added in "Types" "Receipts". The category list is hard coded but can be changed if desired. Please call RBS if you wish to see other receipt types specified on the daily receipt report. Categories currently include: None, Cash, Check, CCard, Other and Transfer.

Standardize Party & Customer Summaries: Vehicles, Font Size, pickups

Party and Customer summary language has been standardized.
Changes include standardizing the passenger information:
Party Summary reads: X Full...@ 62.00
Customer Summary reads: X Person...@ 62.00 / Full

Vehicles appear on party summary but not on customer summary.

Party and Customer summaries can have different fonts and font sizes but must be enabled by RBS. Fonts must be fixed pitch fonts such as Courier or Arial.

Pickups appear on the Party summary but must be enabled on the Customer summary.

Call RBS to implement these changes.

Customized Party & Customer Summaries: Logos etc.

The summaries, notes and itineraries can be customized with your company's logo. Please call RBS to discuss adding your logo to your documents.

Report Title changes

Some adjustments have been made to assure that text is targeted on the page. These changes may cause the headings on some reports to appear differently on the page.

Customer Summary and Summary Note

Summary note on Customer Summary now appears as expected.

Issue Resolution

Day Marker Issues: Daylight Saving Time and 19:30

Daylight Saving Time Day Marker issues have been resolved for March 08 and Nov 08. To fix a tour missing the last day, extend the trip two more days and then reduce to correct return date. You may need to add the components to the last day.

Customer Note Field & Customer Export

Hard returns in the Customer Note field no longer force customer data to new lines in the export. The customer data will now appear in the correct columns in the customer export.

Other

Partys

"Partys" button now reads "Parties".