ebusinessoft for Travel Agent Standard Edition AR Guide Copyright Businessoft Sdn Bhd. All rights reserved.

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1 ebusinessoft for Travel Agent Standard Edition AR Guide Copyright Businessoft Sdn Bhd. All rights reserved.

2 Table of Contents Account Receivable (AR)... 4 Overview... 4 Customer... 5 Viewing Customer list...5 Creating Customer...6 Enquiry... 8 Viewing Enquiry list... 8 Creating Enquiry... 9 Booking Viewing Booking list Creating Booking Printing Booking Creating Official Receipt (OR)... 20

3 ebusinessoft Account Receivable (AR) Guide This guide contains examples and instructions to help your organization have a successful implementation of ebusinessoft. It is divided into simple steps to walk you through the entire process. Some steps will take just a few minutes; others require input from multiple team members. Depending on which ebusinessoft features you'll be using, you can decide which steps are required or optional for your company. It is suggested that the Reseller project manager and Client project manager to read this guide to understand the implementation process and make pro-active preparation for a successful project implementation.

4 Account Receivable (AR) Overview The main menu page will display differently depending on which user group the user belongs to.

5 Customer Viewing Customer list Go to AR -> Customer search You can search Customer by Cutomer name, Customer no, Attention, Salesperson, Main tel, City. If your company has a lot of Customer, it is better to put in the criteria before clicking the search button to minimise search time and more accurate search results. If your criteria is empty, it will load all the Customer available. After you click on the search button, the search results will display a brief list of the Customers matching that criteria. From the list, you can on the hyperlink item to go directly to the Customer detail.

6 Creating Customer Go to AR -> Customer Click on [New] button in order to create new customer. Key in those mandatory fields which are highlighted in yellow color. Key in the rest of fields where necessary. The Customer id must be unique and where possible, use I/C for individual and company registration no for company.

7 Under Document Control Is credit term If this is ticked then this customer is considered as debtor so the system will point the ac id to your default debtor account else system will point it to default cash account. The default debtor ac and cash ac can be predifined by user under Global Setting -> preference Base Credit limit If the total booking form amount exceed the credit limit then the system will block the user from issue booking form to this customer again. Current Balance Total amount due of this customer. Is Vendor To indicate whether this customer is your supplier too. Currency Default Currency for this customer. Under Contact Person tab. If this customer has more than 1 contact person then key in their details here. This is normally applied to company. Under Enquiries tab. It allows you to view all the enquiries of this customer which you have been keyed in under AR -> Customer Enquiries module.

8 Enquiry Enquiry is to help the company log down all of the customer enquiries through various sources. The source of enquiries can be walk-in, phone, fax, & etc. By logging down the enquiries, sales person can do the filtering and follow-up on the potential prospect. Powerful and flexible, Enquiry is also to help the your company improve the internal communication when there is a enquiry from customer. It is very much depend on the pro-activeness of the manager to get the return from the Enquiry. Viewing Enquiry list You can search Enquiry by Due date, Attended by, Enq date, Cust contact, Cust ID, Tour code, Country, Destination. If your company has a heavy usage of Enquiry transactions, it is better to put in the criteria before clicking the search button to minimise search time and more accurate search results. If your criteria is empty, it will load all the Enquiry available. After you click on the search button, the search results will display a brief list of the Enquiry matching that criteria. From the list, you can on the hyperlink item to go directly to the Enquiry detail.

9 Creating Enquiry Go to AR->Enquiry and click the New button. Field Description Customer detail To search for exisitng customer, click the search customer button. If customer is the first time customer, click add New customer to create a new customer. Due date To log down the tickle date for doing the follow up. Remarks Salesperson to fill in the brief requirements of customer and any other necessary information. Create booking To turn the current enquiry and customer detail into booking. Query list To allow salesperson to perform the enquiry filtering and searches for follow-up.

10 Booking Viewing Booking list You can search Booking by a lot of options. The key one are Bk#, Travel date, tour code, Bk person contact, Pax name, OR no. If your company has a heavy usage of Booking transactions, it is better to put in the criteria before clicking the search button to minimise search time and more accurate search results. If your criteria is empty, it will load all the Enquiry available. After you click on the search button, the search results will display a brief list of the Booking matching that criteria. From the list, you can on the hyperlink item to go directly to the Booking detail.

11 Creating Booking Go to AR -> Booking Form The differences between 3 options above are as below: FIT Tour/ hotel (Simple pax details) For most of the cases and for all non-bsp and non-allotment tour booking, you should use this options. This option is included in the Standard edition of AR. The guide is as below. BSP ticket (Ticketing details) This option is for the BSP agent who have the ticket stock. This option is not included in the Standard edition of AR. To be able to use this option, your company need to subscribe the BSP module. The main features for this option is it provide the built-in module to help you to import the ticketing and itineraries details directly from the GDS. It contain features for BSP ticket booking, such as all ticketing fields such as Ticket #, Sell fare, Payable, Ticket profit and etc. To view the guide, please read the EBSBsp. Allotment tour/ series tour This option is for the tour opeator who do the Allotment tour. This option is not included in the Standard edition of AR. To be able to use this option, your company need to subscribe the OUtbound module. To view the guide, please read the EBSOutbound. The main features for this option is it provide the built-in module to help the Allotment tour operator to monitor the Allotment tour seat availability and status. It contain features for Allotment tour booking, such as auto update of booking seat number and seat availability number in the Allotment tour. The creation of the booking for allotment tour is not directly from here. You need to use the Public module to create the Allotment tour booking. This option is for searching, viewing and editing the exsiting booking. The pax details contain all rooming, passport, and visa info.

12 For most of the cases and for all non-bsp and non-allotment tour booking, you should choose FIT Tour/ hotel (Simple pax details). Under Document Details tab First of all, under Customer info section you will need to select the customer who makes the booking. The customer must have been created in the Customers(Master) in the first place. Click the square button to find the customer. If the customer provides any order reference such as Purchase Order(PO) or Exchange Order(EO), this can be keyed in the your order reference. By default, the traveller should be the same as the person who makes the booking. However, the situation might differ in which case the traveller is another person as such the other agents who book for their Travellers. This allow the user to keep record on who the traveller is. Then key in the necessary booking info. Take note of the yellow-highlighted textfields. They are mandatory fields and must not be left empty.

13 For date field, the date format should be ddmmyy. you can either key in the date manually or select the date from the calendar by clicking on the calendar. You do not need to key in anything in this part. It is all auto generated by system. They are in grey in colour which means that they are read only. For this part, you just need to determine your customer status either is RQ(Request), OK, CX (Cancel), or AM (Amend). The customer's status by default is RQ. Changing to other status would require the user to key in password. If the CX status is selected, that particular booking form will be stamped CANCELLED and cannot be edited.

14 Under Pax tab Key in your pax name in this part

15 Under Hotel tab Key in your hotel details in this part. Users can select the hotel from combo box which contains a list of all the hotels pre-keyed in the Hotel module.

16 Under Flight tab Key in your flight details here.

17 Under Book items tab (b) (a) (c) (a)key in your book items here. (b)you can select Item code to help you to key in book items if you have setup service charges under General Setting. (c)select your sales account in Rev column.

18 Under Document Control tab (a) (a)make sure AR account is chosen correctly. Finally click [Add] button to save. The booking form no will be generated. If the user wants to make any changes, he/she must click on the [update] button in order to save the changes.

19 Printing Booking Click [Print] button to print your booking form. 5. In the window pop out, you can select either 1 type of the booking form. You can include flight and hotel details into the booking form printed out too by tick 'Print Flight Detail' and 'Print Hotel Detail'. 6. You even can select to either print, fax or the booking form to your customer by select it's Mode. 7. After the booking form is printed, the printed checkbox in the Document details tab is checked. The user will not be allowed to save any changes made. In order to save changes, the printed checkbox must be unticked and will be required to enter password.

20 Creating Official Receipt (OR) After you have issued the booking form, then you may want to issue OR to the customer. To create OR, go back to your Book items tab under the same booking form. Click 'Create OR' button which will only show out after the booking form is added. You select your own payment mode with either Cash, Cheque, Credit card, NETS or Online. Each payment mode have their own special fields for you to key in if you have selected one of it. For example if you have selected payment mode as 'Credit card' then 'Credit card no' and 'expiry date' will appear in the OR form for you to key in. At last, click [Add] button to save your OR and click [Print] button to print your OR.