© Tourplan 2018

THE WORLD’S LEADING SOFTWARE SOLUTION

FOR

TOUR OPERATORS AND DMCS

370 tour operators in 70 countries trust

TOURPLAN to run their businesses ...
 © Tourplan 2018

The Tourplan Solution …

In today’s competitive tour operator marketplace,
your agents and customers expect a fast quality service with the ability to tailor your
products and services to their requirements. Additionally they may ask that you provide
them with 24/7 web booking facilities and direct online (XML) connectivity options. On top
of that, you need to deliver all of this more efficiently and profitably than your competitors.

Tourplan is a complete tour operator/wholesaler software solution designed for inbound,

outbound and domestic tour operators providing group, FIT, tailor-made and packaged
tours. Tourplan is designed to simplify the things that matter to tour operators – sourcing
and managing product efficiently, providing fast & accurate quotations, protecting margins
and increasing sales.

 Flexible Database  Total Quoting & Booking Solution

 Online Distribution Tools  Online Supplier Tools
 Automated Documentation  Operational Control
 Integrated Accounting  Sales & Financial Analysis

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 © Tourplan 2018

Tourplan System Overview

Tourplan is a software package exclusively written for Tour Operators with the
flexibility to handle inbound, outbound, groups, FIT, packages, ad-hoc itineraries,
sporting tours & events, series tours & scheduled coach tours all in one integrated
operational and accounting package.

 Full multi-currency database, operations and accounting facilities

 User defined documentation and message formats
 Online distribution (B2B and B2C) tools including booking websites, online tariff and
XML/hot-to-host facilities
 Online supplier connectivity to leading hotel and car rental systems
 Flexible options to suit your business including over 200 user defined parameters
 Fully browser based UI with options for Tourplan Cloud or On-Premises
implementations
 In-built and user-defined report writers for sales analysis, purchase analysis, tariff
production & GL
 Very fast operation in all modules
 All input and updating is completely on-line
 Holds many years of bookings and accounting history on-line.
 Tourplan’s policy of constant research and development, based on user input,
means that the user always has the most modern and up-to-date software
available.
 Pricing to suit all – from the smallest to largest tour operator.

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Core System Modules

FLEXIBLE DATABASE

Flexibility to handle any travel product makes Tourplan a world leader.

 Unlimited number of database products.

 Database caters for all product types Including: Hotels, transfers, sights, meals, transport,
flights & tour packages
 Full multi-currency allowing products to be set up in any currency.
 Net & gross rates per product.
 Ability to store FIT & group rates per product.
 Multiple seasons, including weekend rates, easily entered and maintained
 Multiple taxes per supplier product
 Mark-ups, commissions and discounts per individual product, supplier, product type or user
defined product groupings via comprehensive ‘pricing matrix’
 Agent specific pricing
 “Free of charge” policies per product.
 Group tour leader, guide and driver charging policies per product.
 Itinerary text and images may be attached to individual products and suppliers for
automated itinerary production in multiple languages.
 Standard voucher text per product for automated voucher printing.
 Product and Supplier level rich content descriptions
 Single or multiple allocations per supplier with flexible release periods
 Agent specific allocations

TOTAL QUOTING & BOOKING SOLUTION

The faster your staff can respond to a request for a quotation the more likely you are to
receive a confirmed booking. Tourplan provides tour operators with the most comprehensive
set of tools available for rapid FIT & group quoting and booking.

Group Quoting & Booking System

 Automatic FOC, escort, guide & driver calculations
 Multiple Pax range quotes
 Automated series tour facilities
 Prices calculated per person or per room
 Quotations are automated and may be sent via integrated fax or email systems
 Rapid recalculation of costs and prices for changes in pax numbers, services and travel date.

FIT Quoting & Booking System

 Fast & efficient reservations for ad-hoc and packaged itineraries
 Easy seat-in-coach reservations with on-line availability
 Multiple currency services with automatic exchange rate calculation to agent's currency.

“Once you have used Tourplan for quoting you will never go back to spreadsheets and
manual methods” says Tourplan user.

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 © Tourplan 2016

OPERATIONAL CONTROL

Avoid operational problems and oversights by using Tourplan’s range of operational

functions and control reports.

 Bulk supplier documentation

 Bulk service substitutions over a range of bookings
 In-built diary
 A wide range of operational reports on screen & printed to help your staff:
 Arrivals schedule showing which bookings are arriving when.
 Un-invoiced bookings report
 Non-vouchered booking report
 Non-paid booking report
 Service requirements on a daily basis
 Service status report showing:
- Which suppliers have not responded to your requests
- Which services are waitlisted
 Allocations release report

AUTOMATED DOCUMENTATION & COMMUNICATIONS

Tourplan eliminates repetitive typing or word processing of itineraries, vouchers, quotations,

rooming lists, invoices, cheques, remittances and customer statements. Tourplan creates all
these documents automatically, accurately and on demand from your quotes and bookings

Documentation – By Email & Fax

 Voucher production & reprinting
 Itineraries in multiple languages
 Agent quotations
 Agent booking confirmations
 Supplier requests
 Supplier amendments and cancellations
 Rooming lists automatically printed per supplier.
 Agent invoices (deposit, interim and final invoices per booking in multiple currencies)

Communications
 Automated and consolidated emailing and faxing
 Centralised messaging options

All key Tourplan documents, agent and supplier correspondence are user defined for
complete flexibility.

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 © Tourplan 2016

INTEGRATED ACCOUNTING

Tourplan’s fully integrated accounting and operational systems mean you need only key data
once therefore saving time and avoiding duplication and those expensive errors and
omissions.

 Fully integrated with operations

 Accounts Receivable ledger for simple credit control
 Multi-currency sales invoicing & payments
 Agent Statements may be produced on demand and sent by email
 Accounts Payable ledger to control both tour & overhead expenses
 Time-saving voucher matching with supplier invoice routines
 Pre-payments to suppliers
 Un-presented vouchers valuation on demand
 Automated production of supplier cheques & remittances
 Automatic calculation and reporting of currency fluctuation gains & losses
 Aged Trial Balance reports on demand for both the A/R and A/P ledgers
 Fully integrated General Ledger
 Company & department financial reports including Profit & Loss and Balance Sheet

A Tourplan user recently reported that they were able to re-coup their entire investment in
Tourplan within 6 months just through the use of Tourplan’s unique voucher/supplier invoice
matching system.

SALES & FINANCIAL ANALYSIS

Tourplan provides complete control over your business on a daily, weekly and monthly basis
via on demand analysis of sales, purchases and profitability on a file-by-file, agent, supplier,
consultant, department, market and company wide basis.

 Booking by booking analysis of sales, costs and profit - both expected and actual.
 Sales & profitability analysis showing Pax numbers, sales and profit by combinations of:
 Consultant
 Agent
 Agent group
 Geographic area
 Product
 Type of booking
 Department
 Product analysis for packaged tours
 Supplier analysis reports showing pax numbers, room nights (accommodation suppliers)
and costs - an ideal tool for negotiating rates with your suppliers.
 Date of travel revenue reporting
 Secure Management Dashboard for managers to see company performance ‘at a glance’
from anywhere at any time (all you need is an internet connection)

This information enables you to make timely strategic marketing decisions, assists in the
negotiating of rates with your suppliers and most importantly allows you to monitor
expected profitability well in advance of travel date.

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 © Tourplan 2016

ONLINE DISTRIBUTION TOOLS

WEBCONNECTODP

webConnect Online Distribution Package, otherwise known as webConnectODP, is a

comprehensive suite of web tools that you can offer to your agents and other B2B partners,
and includes:
 Online Bookings
 Online Tariff
 Online Custom Packages
 Online ProductContent
 Media Library
 Product Search & Fact Sheets
 Online Accounts

adding value for you…

 Already in daily use by 100’s of agents worldwide, webConnectODP greatly assists with
winning new agents and securing existing agents
 Fast, easy-to-use web quoting and booking facility. Bookings on-line with instant
confirmations – no need to wait for a ‘next working-day’ reply from you
 Reduces your own tour consultants time, communications costs and handling errors -
increasing volumes without increasing overheads
 Significant time and cost savings via real-time agent specific tariffs with download and
print options. No more time consuming and expensive manual tariff creation.
 Dynamically created product information pages including text and pictures –
professional looking information distinguishing you from your competitors
 Online accounting enables your agents to view their account status and obtain an
online statement

HOSTCONNECT

hostConnect is a real-time XML sales tool providing your agents and other distribution
channels with online access to your products.

Key features include:

 Instant product pricing and availability searches
 Product search based on a range of filters including location of service, type of service,
name of hotel/service provider, price, availability and many more
 Product amenities and information such as descriptions can be accessed
 Support for special offers (EG stay-pay deals, minimum night stay rates)
 Support for agent/client/market specific pricing and inventory arrangements
 Real-time bookings with instant booking confirmation/reference numbers
 Recall existing bookings to check booking and/or service status

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 © Tourplan 2016

ONLINE SUPPLIER TOOLS

ONLINE SUPPLIER CONNECTIVITY

Via direct online connections with hotel and other supplier systems such as central
reservation systems (CRSs), global distribution systems (GDSs) and Channel Management
Systems, Tourplan provides you with the ability to instantly search for and book services
from within your Tourplan in-house and internet FIT booking modules. Key features include:

 access to products at your nett rates (where supported by the supplier systems)
 access to products at dynamic rates including ‘best available rate’ (BAR), ‘rate of the day’
and other special rates
 the ability to view and compare on the same screen, rates and availability from your own
Tourplan database alongside rates and availability from external supplier systems
 bookings made are automatically and simultaneously created in both your Tourplan system
and the external supplier system.

Key benefits
 Instant confirmation (or indication of no availability) for request bookings at contracted or
other rates
 Access to additional product rates and inventory including special offers, best available
rate, rate of the day and last minute rates, all without needing to monitor manual supplier
communications and update your internal database
 Significant efficiency gains via automated searching, communications and bookings.

SUPPLIER EXTRANET

Supplier Extranet is an easy-to-use web based tool for suppliers to:

 Top-up contracted allocation with a Tourplan client
 Update contracted rates with ‘specials’
 Enter & maintain dynamic/BAR/special rates and inventory
 View and export (to excel) forward bookings
 Confirm on request bookings/update supplier confirmation number

Key Benefits
 Enhance supplier relationships with high volume hotels.
 Quick and easy method for hotel to:
 publish BAR rates and inventory
 provide top-up allocation to contracted rates
 update special prices on contracted rates
 Hotels can update booking status’s and insert their confirmation number – all updates
flow seamlessly into the relevant Tourplan back office booking
 Hotels can download their own forward bookings reports.

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