The Latest Updates to Tour Amigo

Overview

The One-Off Supplier Cost feature allows you to add a new supplier cost directly to an existing booking without needing to create a booking supplement or modify the contracts assigned to the tour.

This is particularly useful when your usual supplier is unavailable and you need to arrange an alternative supplier for a specific booking.

The one-off supplier cost applies only to the selected booking and does not affect the tour, contracts, or future bookings.

When to use this feature

Use a one-off supplier cost when you need to:

• Record a replacement hotel, restaurant, activity, or other supplier that was not originally included in the booking tour

• Add an unexpected supplier cost for a single booking

• Keep booking costs accurate without creating a new supplement

• Record supplier costs that are unique to one customer booking

Accessing one-off supplier costs

1. Open the required booking

2. Select the Costings tab

3. Click Add One-Off Supplier Cost

The One-Off Supplier Cost form will open.

Creating a one-off supplier cost

Complete the required information, including:

Supplier Details

• Supplier

• Description

Booking Details

• Start Day

• Number of Days

• Quantity

• Number of Passengers

Cost Details

• Currency

• Nett Cost

• Selling Price

• Exchange Rate (if applicable)

• Tax Rate

Additional Options

• Finance Code (if used)

• Confirmation Required

• Documents Required

Once all required fields have been completed, click Save.

The new cost is immediately added to the booking.

Editing a one-off supplier cost

If the supplier cost changes after it has been created:

1. Open the booking

2. Navigate to Costings

3. Select the one-off supplier cost

4. Make the required changes

5. Click Save

Any updates are reflected throughout the booking.

Deleting a one-off supplier cost

If the supplier is no longer required:

1. Open the booking

2. Go to Cancel & Amend

3. Go to Change Contract > Cancel an element

4. Select the one-off supplier cost

5. Cancel the cost

The costing is marked as cancelled in the same way as other booking elements and booking totals are updated automatically.

What happens after you add a one-off supplier cost?

Once saved, the supplier cost is automatically included throughout the booking.

The new costing will appear in:

• Booking Costings

• Booking Overview itinerary

• Account Summary totals

• Customer Invoice totals

• Generated booking documentation

If you edit the costing later, these areas are updated automatically or when regenerated in the case of documentation.

Examples below shows one-off supplier cost on Day 1 in the Detailed Itinerary documentation

Examples below shows one-off supplier cost on Day 1 of the Itinerary in Booking Overview

Form Validation Rules

To help prevent errors, the system validates information before saving.

Examples include:

• Required fields must be completed

• Costs cannot be negative

• Quantity must be a whole number greater than zero

• The number of passengers cannot exceed the passengers on the booking

• The number of days cannot extend beyond the tour duration

If any information is invalid, the system displays a message explaining what needs to be corrected before the costing can be saved.

FAQs

Does this create a new contract?

No. One-off supplier costs exist only on the individual booking.

Will this affect future bookings?

No. The costing only applies to the booking on which it was created.

Can I edit the cost later?

Yes. One-off supplier costs can be edited at any time before they are cancelled.

Can I have more than one one-off supplier cost?

Yes. You can add multiple one-off supplier costs to the same booking if required.

Will customers see these costs?

Any information shown to customers depends on the document template being generated.