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ITOS - Tour Operator Software / Modules Preferences As this title clearly indicates, this module is where the software is customized (configured) according to the client’s needs and requirements. For example: bank information, countries, language preferences, currency, flight information, categorization and classification of services, users’ profile, as well as many other issues. Security In order to allow the correct and controlled use of ITOS, this module is where the user’s roles are specified; defining which activities are permitted and which specific areas of the system can be accessed. Through a login and a password, ITOS keeps control of each user’s actions within the application. In case of queries or doubts it can trace exhaustively any specific action by any specific user. Information The Information module is where the data for the main four sources is saved: Trade contacts (retailers for the wholesaler, wholesalers for the tour operator), Direct Clients, Contacts and Suppliers. For each one of them, complete and detailed registers can be kept, providing organized and quick data for the tour operator and the wholesaler. The system also keeps a record for contact purposes, but also to specify policies, restrictions, conditions, ways of operating, requirements and other key aspects that any user of the software may need in order to interact with any of these four key sources. In general, the software integrates tools to manage customer’s relationships (Client Relationship Management) Price List The price list represents the heart of ITOS. It contains the necessary information to be able to process any type of activity within the application. This module details rates, conditions, characteristics, prices, costs, validities and other aspects that any tour company requires to create a quotation, a reservation or to operate a specific activity or tour. The information included in the price list can be as detailed and as complex as the tour company requires to keep it. The greatest advantage is that you will have a single point of reference for all this key information, for all the members of your company, avoiding unnecessary mistakes for incorrect rates. FIT´s & Group Sales This module manages everything from the pre-sale process and on: either designing an itinerary, creating a quotation, passing by modifications to previously created quotes, creating proposals or managing fix departures, direct sales or any other necessary activity within this key part of the business. Most of the processes in this part of the application will substantially reduce the typical industry’s average time to create the same procedures and by this it will reduce the response time towards the client and it will increase its effectiveness. Other key features include: the reutilization of previously generated quotations, as well as the automatic procedure for updating proposals with new rates with only one click away. Two powerful tools manage sale processes: “Management Sale” handles FIT´s sales or Call Center reservations, while Blender handles group quotations (tier-price). Reservations Once the respective proposals have been generated, the definition and administration of the allotments, as well as the reservations (and all the changes that may have occurred in the process of a final confirmation), can all be easily managed and monitored in this module. It also controls file status, pending issues, last minute changes, pre-payments and due dates. Operations This part of the application takes care of all logistics of the services that have been previously quoted, sold and reserved. It also allows adjustments, notes, or specific comments arising from the operations, with the idea of keeping track of these processes as well as creating automatic processes of notification or verification. In this software you can also look up a specific voucher that has been issued, providing useful general information as well as financial information of operated services. Some of the handy control reports include: consolidated (integrated) services, activity calendars, passengers per date, requested services or issued vouchers. Invoicing Through a very simple process, ITOS issues invoices for services, either with a detailed breakdown, a summarized one, or an extract. In the same way, it can associate notes of credit or debit to a specific invoice, providing a perfect control between the information that the accounting department keeps and the operational data that the rest of the organization requires. Itinerary This tool allows the exportation of an itinerary and its descriptions to Microsoft Word, so it is possible to offer a client a detailed services description in the selected language. Aside from this, the user has the flexibility to insert pictures and even personalize Word templates for this purpose. The module integrates two sections; one, for descriptions maintenance, and the other to generate the itinerary with photographs. Reports For all the above-mentioned processes it is possible to print the results displayed on the screen; however there are some pre-defined reports that represent the best business issues identified by ITOS. The rate list agreed with each supplier, the control of descriptions, incidents, agency profiles, pre-payment forms and lists, suppliers, provisional rates, costs, itineraries, quotation forms, management reports of operation and invoicing trends, among others, are some of the different reports that can be generated in this section. Automatic Alerts It is usually difficult to recall all the activities generated through the operation of the tour company that are key for smooth logistics and customer service (for instance, booking due dates, and control over allotments, just to mention a few). For this reason, ITOS facilitates its users to activate a system of automatic alerts that provides, both the agent and the department supervisors with daily alerts of activities that need to be remembered (or solved) on the specified date. This way, having access to user-friendly recall messages, the company can provide an always-improving client service. Collaboration More than merely executing operative tasks, having an assisting tool that helps fulfill the daily activities required to achieve the commercial, operational, and financial processes, is crucial nowadays. ITOS offers collaboration features that make supervisors’ and in-charge personnel’s work more effective, providing messages, e-mails, and automatic controls that help establish an accurate control of chores to do by particular staff members. Thanks to the collaboration module, the concept of work under low supervision acquires a new sense, assuring the supervisors and managers that the different tasks are performed just as they have been defined (pendants Outlook style) Fixed Departures This module has been created for the administration of the Fixed Departures, which are the products that the wholesaler / tour operator operates in a regular basis, with specific scheduled dates in advance. This feature allows the control of each fixed departure; monitoring its occupation at any time, establishing the blackout dates, controlling automatically the operational details, monitoring the profitability of these products, defining passenger minimums, etc. Structures Many companies have their own infrastructure: ships, hotels, buses, attractions, etc. This module allows each company to build graphically its own infrastructure, so that it can manage allotments, sub allotments, availability reports, yield management, etc. Here, preferences are customized to an endless number of structures, which will be integrated into the booking engine for availability verification. Consolidations This is an innovative ITOS tool, which integrates the costs of two or more services while increasing utility margins (two transportation services are consolidated but charged individually). The consolidation control report will monitor post-profitability of the operations department. Operations Yield You can manage all the operation in a graphic way. Through this calendar-format screen, it is possible not only to visualize all the services filtered by different criteria, but also perform drag-and-drop functions to make logistical modifications. Other functions are service verification (time control), provider reassignments, etc. Allotments It helps you to manage your service inventory and current availability in actual time. You can create sub allotments per client and service provider. Since it is directly integrated with sales and reservations modules, you can verify availability and take in option spaces. Management This is a system of three-dimensional reports (cubes) designed for management analysis of the company, its products, clients, etc. In an intuitive and graphic way, you can obtain information for effective decision-making through Microsoft Excel.
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