Wholesale Travel Manager
TMS3 (or Wholesale-Travel-Manager) is a sophisticated, yet user-friendly software package, specifically designed to automate all aspects of business operations for small to very large multi-national Travel Wholesalers.
Wholesale-Travel-Manager will run on a variety of technologies.
Wholesale-Travel-Manager fully integrates with Accounting and Decision Support applications that are leaders in sophistication and flexibility. Travel-Date Accounting methodology can be configured at installation time, when desired. Additionally, clients can optionally employ Personnel Manager and/or Payroll Manager (US Payroll only).
Wholesale-Travel-Manager is a fully integrated; administration system developed to automate all administrative aspects of Wholesale Travel companies. Wholesale-Travel-Manager is composed of sub-systems designed to handle reservations, pricing, costing (multi-currency) and generation of travel documents. These include Booking Acknowledgment and Confirmations in printed or fax format, Travel Vouchers, Short Itineraries, Invoices, Payment Receipts and Booking Notices for hotels, car rental companies etc.
Wholesale-Travel-Manager allows for the rapid processing of bookings made locally or through remote communications from satellite offices. The entire system can be accessed locally (PC clients or Thin Client terminals) or from remote locations, via VPN or Internet . It automates the entry of bookings and pricing of standard and customised FIT tours and/or packages and generates travel documents in a fraction of the time required with manual operations.
Wholesale-Travel-Manager is fully integrated with a comprehensive set of advanced accounting systems which are “end-user” orientated products, including extensive analysis and report writing facilities. The accounting interfaces are integrated and “dynamic”, meaning that the initial entry of a bookings and subsequent updates to any booking is automatically posted to the General Ledger, repeatedly, in the period where the sales entry/adjustment occurs. The system allows for the accounting separation of current and future travel and automatically transfers G/L activity according to the departure date. The same design is utilised for the maintenance of the sales and cost analysis sub-systems. This architecture is unique and makes Wholesale-Travel-Manager one of the most comprehensive implementations of travel date accounting guidelines.
System Features
Customer Database Maintenance
Allows for the maintenance of a Customer database containing customer names, addresses, commission arrangements, payment follow-up data, dissection codes for sales analysis, customer grouping controls, marketing areas, notepad, etc. This information can be used to automate letter writing and label generation for marketing purposes and is linked to the sales statistics systems.
Services, Cost and Prices Database Maintenance
Contains all services offered (air, hotels, cars, tours) and corresponding costing and pricing structures for global and/or specific customer contracts. These prices can be maintained in advance according to seasonal rates and can be stored in any foreign currency. Separate currencies can be used for Cost and Sell prices. This information is used to automate the entire pricing/costing of bookings and to drive sales analysis and accounting interfaces. Profit and Loss postings can be performed in summary, service group level and even service level.
Reservation Booking Processing
Allows for interactive entry and sub-sequent maintenance of travel bookings. These bookings are maintained in a common reservations database and contain passenger names, flight details, comments, group name lists, short itinerary details and all requested services with the corresponding service dates. Foreign currency conversions are automatically made. When the booking is completed it can be displayed in quote format, showing service details, revenue, costs and margins. You can update reservations on demand, print/fax confirmations, print invoices and track deposits and payments. Customer Search and Party Name Search are standard features. The reservation database can produce reports to be used as arrival/departure manifests or to be given to the service providers (Hotels, Transfers…) to confirm the booking of services.
Cash Receipts Management (Including Credit Cards)
Allows for the processing of payments directly into the reservations system and provides the controls needed to prevent the generation of travel vouchers until such time as payments are received. All transactions are fully integrated to the accounting systems, following strict audit controls.
Space Inventory
Allows for automatic checking of space availability on defined services such as flights, air charters, hotels, boat cabins and coaches. During the reservations process bookings are automatically posted to the allotment database for accurate tracking of space availability. The system caters for free-sell, stop sell, no sale, and on-request bookings. Space can be managed according to seasons and even type of occupancy. As an example, single rooms can be placed on request while double rooms can be on free-sell status or allotted.
Supplier Notification Processing
Allows for the generation of reservation notices to vendors for any services booked. Notification is sent automatically via fax and automated e-mail will soon be available. This notification process is also automatic for all on-request, free-sold or allotted space sold.
Voucher Management
Allows you to generate travel vouchers for any service booked. The system tracks open vouchers and the estimated costs associated with services booked and invoiced. Proper controls are in place to ensure that vouchers are not issued until payment is received, unless a password approval is made. The voucher system provides for detailed audit of all estimated costs subsidiary accounts in the General Ledger. A comprehensive voucher inquiry and management sub-system is integrated with the Accounts Payable System, to ensure that vouchers are only paid once. Voucher status is automatically updated upon payment or credit memo entry. Cost estimate reversal and re-instatement processes are provided to reverse or re-instate the estimated costs posted to the General Ledger when the actual costs are posted or reversed. This is in line with the system ability to provide daily Profit and Loss reporting. The only margin or error allowed in this process is the difference between estimated and actual costs.
Foreign Currency Management
The system provides for the complete management of foreign currency. This includes accounting for foreign currency exposure from the time a booking is invoiced to the time all travel cost components are paid. Gain/Loss is accrued daily and posted to unrealized gain/loss accounts that are segmented into current and future gain/loss accounts, according to the departure date. When supplier invoices are posted, (referencing a travel voucher) the system automatically stops gain/loss accrual of estimated costs and performs gain/loss computation on the actual unpaid supplier invoice amount until such time the invoice is paid. Upon completion of payment, all gain/loss amounts are posted to realized gain/loss accounts and the unrealized accounts are reversed. This is a comprehensive and automatic model catering for the use of estimated costs until such time as actual costs are present. Again, Profit and Loss Statements can be run daily and reflect the real business profitability, regardless of when cash is received and costs are paid. We know of no other wholesale travel systems that have successfully implemented this model.
Invoicing and Accounting Interfaces
Allows for the automatic generation of invoices reflecting all services booked, including charges such as booking fees, cancellation, change fees, taxes etc. Invoices can be revised and reprinted multiple times and the corresponding balance due is automatically posted to “or REVISED” in the A/R database to reflect the value of the most current invoice balance. The G/L system is adjusted accordingly. An entire Administrative Billing facility is available to allow for the billing of non-travel-related activity, rebates, subsidies, etc.
Sales Analysis
Sales Analysis is accomplished through the use of our cross industry Decision Support System (DSS-I). It allows for the generation of a multitude of analytical reports, without conventional programming. The user friendly report writer give non-technical users the ability to fully analyse sales activity, generate sales forecasts, actual versus planned sales comparison reports and other sales analysis reports. This includes access and retrieval of information from a data depository that stores up to 99 years of information and full monthly detail for each year. Additionally, the analytical process has access to real historic key elements such as customers, customer group codes, salesperson, product/service codes, product groups, area codes, city codes, etc.
Integrated Accounting Systems
Wholesale-Travel-Manager can be purchased without the cross industry Accounting Systems, and be used for reservations, pricing, costing, and generation of printed booking confirmations and invoices. Alternatively, it can be integrated with all DSR cross-industry accounting products, should customer opt to purchase a license to use DSR cross-industry Accounting Systems.
Database Management Screen Templates
Reservation Processing Screen Templates
Other Interactive Components
Reports/Processes
Optional Interfaces to Following Sub-Systems: