Bookeasy Help Manual

Quotes

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Quotes

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Booking Centre staff may wish to use Bookeasy to generate Quotes instead of bookings in the system. The procedures for making and managing quotes are listed below;

How to Make a Quote

1.Make a booking (or bookings) as normal and Proceed to Checkout

2.When the Customer Details page is displayed, choose Quote Only from the drop down menu of the Status field;

quoteonly

3.Enter in the client details and any notes for the quote and then click on Make Booking or Sale.

4.This will take you to the List of Quotes screen where your quote will be recorded;

listofquotes

 

How to Search for a Quote
 

1.Click Quotes under the Manage Reservations | Sales section of the Main Menu (or use the Quotes quick link at the top of the screen).  The List of Quotes screen will now display.  This area is where all stored quotes are listed until they have been deleted or turned into bookings.  Please note: the Quotes area is only for internal use and quotes can not be emailed automatically to the client.

2.Quotes can be searched for by selecting the operator and/or the customer name and then clicking Search.

listofquotes

How to Convert a Quote into a Booking

1.Click Quotes under the Manage Reservations | Sales section of the Main Menu (or use the Quotes quick link at the top of the screen).  The List of Quotes screen will now display.

2.Quotes can be searched for by selecting the operator and/or the customer name and then clicking on Search.

3.Once you have located the quote click on Book (under the heading Book). A pop up window will appear asking "Are you sure you want to make this booking?" Click Ok or cancel if you do not wish to proceed.

4.The quote will now be placed Itinerary / Shopping Cart. The item can now be edited if required and double checked. Click Proceed to Checkout. Please note that you can enter the client details by using the Existing Client Details search.

5.If the booking is unavailable, the screen will redirect to that operator’s Product Page with the following message in red test at the top of the page: "You have tried to make a reservation that is unavailable”.  If the booking is available it will take you to the Confirmed Itinerary screen.

How to Record Quote Notes (not transferred to itinerary)

PLEASE NOTE: These notes will not appear once a quote has been converted to a booking.

1.Click Quotes under the Manage Reservations | Sales section of the Main Menu (or use the Quotes quick link at the top of the screen).  The List of Quotes screen will now display;

listofquotes

2.Quotes can be searched for by selecting the operator and/or the customer name and then clicking on Search.

3.Once the quote has been located, click on the blue Add Notes icon (under the Action heading).

4.A pop up window will appear where you can record quote notes. Click Ok to record these notes.

5.These notes can now be viewed by searching for your quote and clicking on the yellow Edit icon of the quote.  The notes will appear in Client Notes.

How to Record Booking/Quote notes (transferred to itinerary)

PLEASE NOTE: These notes will still appear once a quote has been converted to a booking.

1.Click Quotes under the Manage Reservations | Sales section of the Main Menu.

2.Quotes can be searched for by selecting the operator and/or the customer name and then clicking on Search.

3.Once you have located the quote click on the Customer Name and add any booking quote/notes to the enquiry field.

4.Press Save at the bottom of the page to record these notes.

5.These notes can now be viewed by searching for your quote and clicking on the Customer Name.  The notes will appear in Booking Enquiry Field, these can be viewed by Operator and Client.

How to Flag a Quote for Follow-Up

1.Click Quotes under the Manage Reservations | Sales section of the Main Menu.

2.Quotes can be searched for by selecting the operator and/or the customer name and then clicking on Search.

3.Once you have located the quote click on grey flag Add Follow-up Date icon (under the Action heading).

4.Enter the follow-up date in the following format dd/mm/year i.e. 22/04/2009 and press Ok to save.

5.The follow-up date for a quote can be viewed by hovering your mouse over the grey flag icon of the quote.

6.A red flag will appear next to the quote to signal that the follow-up date has arrived.

How to Delete a Quote

1.Click Quotes under the Manage Reservations | Sales section of the Main Menu.

2.Quotes can be searched for by selecting the operator and/or the customer name and then clicking on Search.

3.Once you have located the quote click on Delete (under the heading Book).

4.A pop up window will appear asking if you are sure you wish to delete the booking – click Ok.

How to Edit a Quote (room/tour type, arrival/departure dates, follow-up date number of PAX, client notes, etc).

1.Click Quotes under the Manage Reservations | Sales section of the Main Menu.

2.Quotes can be searched for by selecting the operator and/or the customer name and then clicking on Search.

3.Once you have located the quote click on the yellow Edit icon (under the Action heading).

4.You can then change details as required i.e. room/tour type, arrival/departure dates, follow-up date number of PAX, client notes.

5.Click on Update to record your changes.