Transport records

The inventory system provides a central repository of purchased capacities and semi-finished products for resale or for creating own products. The records of procured capacities are linked to the universal register of capacity units, cost items as well as the conditions of resale. Expansion of the system by other capacity types is no longer difficult and, above all, safe.

Transport records

Charter flights

Charter services are recorded in the system as connections which are divided into single flights thereafter. Each line is, besides other things, defined by its own code, departure and destination station and rotation of the series (flight time period).

The charter connection takes the form of one sector (flight from A to B), where connections may be arranged on one plane and the sales therefore reduced by the capacity of the plane where several flights are joined. With this feature, it is possible to deal with routes that do not begin and finish at the same station or routes where one station may be boarding for some passenger and final for others.

The system keeps track of the price per flight or price divided into seats. The system also supports sharing of the plane with other tour operators.

Airline flights

Apart from charter flights, the system keeps track of purchased airline flights. Airline flights may be separate tickets or a whole quota of purchased tickets. It keeps track of the capacity, price, expiration date of the reservation and airport taxes.

Long-distance coach transport

The air transport and the coach transport alike is specified in the form of connections divided into separate journeys.

A connection is defined by a set of stations the coach travels through and which may be boarding or final for different passengers, the same way as with the air transport.

The stations are defined at the level of towns, however, before the passenger check-in, the stations may be defined up to the level of a specific place where the coach stops.

Rail transport

Again, the method of connections and individual journeys on the line is adopted. There are records of purchased tickets. There are also records of discount conditions etc.

Ship transportation

Regular shipping connections serve as part of transport routes. The system keeps a record of either a timetable or specific purchased seats.

A special case is renting ship equipment, such as yachts and motor boats. Such renting is recorded as the time reserved for the operation of the equipment. The smallest unit the equipment can be used for may be an hour, a day or a night.

Each single type of ship may have a description, layout of cabins and pictures. We keep a record of passenger capacity of cabins as well as price variations per ship, cabin or person, discounts, the obligation to hire a captain etc.

Other types of transport

Other specialities may be added in addition to the mentioned types of transport, using the general structure consisting of equipment, templates, lines and individual journeys or flights.

Changes to transport

The system keeps track of additional changes to dates and departure times made by the user. If the user wants to make such a change with capacities which have already been reserved or even checked-in, the system displays a notification and will regard all sent and delivered documents indicating the time or date as documents with invalid information.

In such cases, it is necessary to carry out a remedial check-in or to ask the customer for consent to change the time/date, if such consent is needed in accordance with trade terms.

Accomodation records and other capacities

Accommodation

Records of accommodation facilities are able to keep a record of any facility from a seven-star hotel or ocean liner to a tented campsite.

The facility is described with a number of parameters, the system also keeps a record of the object description (including equipment and activities in the surrounding area) or pictures.

The hotel facilities are dealt with using a user-editable code list, so it is possible not only to record parameters such as size of the swimming pool or distance from the beach, but also to search by these parameters.

Purchase of quotas is registered in the form of contracts with the partner. The contract from the hotel may be transferred into the system – Purchase price per room in a certain period with a given number of capacities.

The system thereby keeps track of purchases of rooms at the price per person, per room and night or discounts related to children in a specific age range accompanied by an adult. We keep a record of discounts X for Y, discounts for a specific number of nights, the extra bed surcharge, room occupancy options and other parameters.

The capacities are recorded as:
• allotment
• guarantee
• on request

If one accommodation facility is purchased through more partners and with different contracts, the system still registers the fact that it is one facility. Likewise, the system keeps track of the reduction of the original capacity and additional orders, even in different price ranges.

Virtual units

If the user needs to work with units which are not suitable to be recorded in other parts of the system for various reasons, the inventory system may also work with a completely virtual unit that is not linked to anything.

We use the virtual units, for instance, to reduce the number of sold tours at a fixed group size by assigning the tour a fixed quota of virtual units „tour vacancies“.

General services

Apart from transport and accommodation, it is possible to keep a record of a number of other services in the system. For these records, we introduce a central catalogue of services which includes categories such as:
• arranging visas
• car rental
• trips
• transfers
• insurance
• airport and fuel surcharges for charters
• and the like

Each service may be, in addition to general characteristics, defined by a text description, pictures or attached files.

The service keeps a record of the relationship to other objects, such as countries and destinations, type of transport, accommodation etc. According to this definition, the service is then offered to be included in the product package or as an optional service at each reservation meeting the affiliation criteria.

Even a service may have purchased quotas of units at different prices and conditions, or it may exist as unlimited (e.g. arranging visas).

Wholesale purchases of semi-finished products

Records of purchased semi-finished products address the purchases of items from wholesale pricelists of other tour operators or other middlemen.

A number of purchased items may consist of other components, but it is not necessary to keep tracks of such a composition in the system. For the product manager, it is important to use the unit correctly in their own product package.

Reservations and purchases of these units usually take place automatically between more instances of the reservation system. Loading the wholesale pricelist is once again an automatic process.

Venues and cultural events

A quota of tickets to a cultural event or seats in the hall are another object that can be subjected to record keeping, purchases and resulting sales individually or in the form of a dynamic package.

Other record keeping processes

Records of reservations and sales

In addition to the number of purchased units, every record keeping of capacities also comprehends the status thereof with respect to reservations and sales.

The records enable displaying numbers of purchased units including the whole history of changes. Likewise, it is also possible to display links to the reservation system – which means information as to which person has reserved or purchased the given unit.

Record keeping in facility layouts

Each facility may be assigned a graphic layout of the location of units in the facility. These are for example seating layouts on planes or buses, floor layout in hotels or seating layouts in halls at cultural and social events.

The layout charts may be downloaded to the system by the user themselves, in the form of a picture. In case of purchasing capacities with a specific position in the layout, the user specifies which positions are being purchased or selects to purchase the whole facility.

Upon sale, the system then keeps track of which seats have already been reserved or sold and the ones remaining vacant. The user books the specific seat simply by ticking the position in the layout.

The system supports segmentation of separate seats into zones or pattern differentiation. The system is able to combine reservations and sales linked to places and reservations in which no particular seat was selected. It is possible to charge a fee for the seat assignment.

Restriction on sales of units

Units in transport, accommodation, services and other records may be organized into groups with limited booking or sale options.

The restriction may be used for example in the following cases:

a) reservation of hotel capacities for a single wholesale partner.

b) reservation of tickets to sightseeing tours so that regular residence tours could not block putting together the sightseeing group.

c) reservation of spaces only for particular transport rotations for the sake of pairing seats on the line back and forth.

d) permission to sell individual or one-way tickets.

e) grouping of capacities on the basis of the number of nights to avoid discontinuous capacity utilization.

f) for cottage reservations, binding the rooms in the cottage on some dates so that it is possible to book only the whole cottage at once.

Different conditions are applied for different types of units. The quota of seats may be divided into groups and the sale of seats in these groups may be conditional. The operator may reserve part of the aircraft only for sightseeing tours and therefore ensure the capacity is not blocked for other activities. Sales restrictions of the group may be linked to the client’s time of return (for the sake of pairing tickets back and forth), to one-way tickets, to a wholesale partner etc.