【Sales】HERP4.0 Operation Manual

Version：(v. 1.0)
Updated Time：2024-12-13

Content

Brief Introduction

	Function	Function Brief
1	Quotation	【Add】Add a new quotation for the client 【Query】Query quotation forms according to specified conditions. 【Edit】Edit the quotation, only editable when saved but not submitted for review. 【10Copy】Create a duplicate quote for quick quoting of the same customer. 【Create Group】For quotations that have been submitted for review and have a status of "Approved", you can perform a "create group" operation, a group will be created base on the quotation information.
2	Clue Management	【Add】Update the obtained clues in the system for future tracking and management. 【Query】Query clue forms according to specified conditions. 【Convert】Convert the Clue into a customer after confirming that the client is willing to place an order or accept quotations for consideration. 【Batch Transfer】Transfer the person in charge of the clue to another colleague for work adjustment. 【Batch transfer to clue pool】Transfer the clues you can't follow up on into the clue pool, so others can take them.
3	Clue Pool	【Claim】Take the Clue in the clue pool to follow up 【Distribute】Assign the clues to other people, and the person assigned will be responsible for following up. 【Batch Claim】Select and claim clues in pool, to be followed up by yourself
4	Customer Management	【Add】Adding new customers in the system, and after review by the BM, quotations and group bookings can be processed. 【Query】Query customer according to specified conditions. 【Edit】Edit and update the existing customer's information, including payment details, invoicing details, contact person, and the sales person. 【Add Clue】Business opportunities can be created for customers, and quotations can be made based on these opportunities later. 【Batch Transfer】Select customers and change their responsible person when needed. 【Transfer to cumstomer pool】Select customers and transfer them to the customer pool, making them visible in the public sea so that salespeople who need them can claim them.
5	Customer Pool	【Query】Query customers according to specified conditions. 【Claim】Claim the customer to follow up. 【Ditribute】Assign the customer to someone else, and the person assigned will be responsible for follow-up. 【Batch Claim】Select customers in bulk and take responsibility for following up with them.
6	Business Opportunities	【Add】Add new business opportunities for specific customers to follow up with. 【Query】Query business opportunities according to specified conditions. 【Edit】Edit business opportunity, update business opportunity information
7	Inquiry	【Initiate an inquiry】Initiate an inquiry for a single resource, the inquiry initiated here will not be associated with any group or quotation. 【Type filtering】Filter the inquiry form by resource type 【Business/Group Association】If the inquiry initiated was not previously associated with a group or quotation, it can be retroactively linked after the inquiry. 【Inquiry Cancellation】If the quotation task has not been completed, it can be canceled. After cancellation, the operator will receive a notification and stop executing the related task. 【See more】Check the detailed results of the completed inquiries
8	No Contract Application	【Add】Create a new application which will enter the approval process upon creation 【Query】Query Applications according to specified conditions.
9	Group Managment	【Query】Query groups according to specified conditions. 【Copy】Copy group information for edit 【Cancel Group】Canceling the group will also cancel all tasks related to the group. The cancellation of the group needs approval. 【Receivable Calculation】Calculate the receivables for the current group and generation of a receivables invoice base on the calculation. 【Submit visa】Update the visa application information for the corresponding group. Each upload will be recorded as one visa application. 【Issue Visa】Update the visa issuance information for the corresponding group. Each upload will be considered as the latest total number of visas issued. Please upload the total number. 【Seal group】Manual operation to seal the group is only used when automatic sealing fails. 【Group details】Check the details of the group, including all information related to the group (basic information, pricing information, inquiry records, resource tasks, financial information, etc.). At the same time, if you need to edit the group information or confirm tasks and other operations, these also need to be performed on the details page.

1.Purpose

To facilitate users in using the HERP 4.0 system and quickly understand the system and the company's business processes.

Tips: Holding down 【Ctrl+F】 opens the search function, allowing you to quickly find the feature description you want.

2.Terms

Clue: Potential customer, not yet officially a client but there is a business opportunity to follow up.
Customer: A formal customer who can create business opportunities, quotations, or place group orders (new customers need to be approved before they can perform these operations)
Business Opportunity: A commercial opportunity, created for customers and can be further quoted for the business opportunity
Quotation: A travel itinerary quotation, which can be made for customers or business opportunities, supporting both simple and advanced versions of quotations. (Simple and advanced refer to the level of detail in the quotation, both based on the itinerary)
Group: A formal travel itinerary, groups can only be generated by converting quotations into orders, after which the system will automatically push inquiry tasks to the operator
Inquiry: An inquiry for a single resource or a set of resources, generally used for quotations or placing group orders

3.Applicable Users

Applicable users: Sales Department

Applicable browsers: 360 (Extreme Speed Mode), Firefox, Sogou, Google Chrome, it is recommended to use Google Chrome version 62 and above, Firefox version 57 and above.

4.Function Description

Interface Name

Operation interface

Usage instructions

Quotation

1.Quotation

The list will enforce strict data access restrictions according to the following rules:

1. Each sales person/assistant can only view their own quotations

2. Sales directors can view all quotes within their department

3. Business Managers can view all quotes from the sales departments they oversee

4. Finance Department can view all quotes that require their approval

Other roles cannot view quotation unless necessary.

1. Function Entry: Click on the quotation to enter

2. Add: Click to add a new quotation (see below for details,Quotation-adding)

3. Query: Enter any combination of quote name, quote code, or customer name to search for quotes that meet the criteria

4. Quote Name: Click on the quote name to view quote details

5. Edit: Click to edit and adjust the basic information or itinerary of the quote (only editable after saving; for editing after transferring to a group, please make adjustments in the group section, the quote area only displays)

6. Copy: Click to copy the quote, which will be in a saved state after copying, allowing for further editing and updates before use, facilitating quick quotation and group formation for similar itineraries for the same customer

7. Transfer to Group: Click to transfer the quote to a group status (only operable in completed status), after approval, a corresponding inquiry task will be generated and sent to the operator for inquiry, and then submitted to the system to remind the sales end to confirm resources

8. Generate Operation: The itinerary/quote can only be generated after transferring to a group, once generated, it is provided for submission to the customer for confirmation

2.Quotation-adding page

New Quotation: The main goal is to create the quotation for the specified customer, generate itineraries, quotations, and other materials to facilitate the final booking.

Add a new quotation: After clicking to add, fill in the required fields in the pop-up window and click the 'Confirm' button to add the corresponding quotation.
Estimated group size: If selected as 'Yes', you need to fill in the [Estimated Group volume] and [Expected departure time].
After clicking 'Create', enter the details page to continue updating (see the figure below).

3. Quotation-adding detail page

After successfully creating a new quote, it automatically enters this page to continue finishing the relevant information. In addition, you can also enter this page from the opportunity - add quote or from the edit option in the quotation page.

1.Sales Information: Binding processing has been done with the salesperson, but one salesperson might belong to several sales offices, so you have to choose the sales office and company. Please make your selection according to your needs.

2. Group Information: Please select and fill in each item as required.

3. Next Step: If you wish to proceed, click Next to enter the itinerary page.

4. Save: If you do not want to proceed for now, please click Save. After saving, you can click Edit in the list to re-enter this page.

Special Note:

• The option of whether the entire group is outsourced is only for identification. When calculating gross profit, costs must still be estimated for each resource type.

• Whether the number of people is confirmed will affect subsequent price calculations. When confirmed, at the bottom of the price calculation page, the headcount will be fixed, and only one tier will be calculated. It is recommended to select 'confirmed' only if the number of people is very certain. For detailed instructions, see below (Quotation - Calculate Quotation - Down).

4. Quotation-Itinerary Selection

After completing the basic quotation information, when clicking next, you need to choose how to proceed.

Simple Itinerary: for quick quotation and can turn into Advanced Itinerary

Advanced Itinerary: with more details and create group directly.

Simple tinerary: Generate a quick quote according to the simple itinerary model, generally used in the initial stage of quoting, and can be converted to an advanced itinerary at any time (see below for the simple itinerary)
Advanced Itinerary: Generate detailed quotes according to the advanced itinerary model, which is convenient for quickly creating groups in later stages; note that it cannot be converted to simple itinerary (see below for the advanced itinerary)

5. Quotation-Simple Itinerary-Hotel/Coach

A simple itinerary is used for quick trip generation, following the schedule-resource model.

Special Note: Details about meals, tickets, guides, and special resources are provided in [6. Quotation - Simple Itinerary - Meals/Tickets/Guides/Special Resources/Upgrades]

1.Template Switch: Click to switch to the advanced version of the itinerary for more detailed planning, including adding pre-group itineraries.

2. Resource Type Options: Control the overall resources items, only the selected resources can be added to the itinerary

3. Initiate Inquiry: Click to initiate an inquiry, see the [Quotation - Initiate Inquiry] below

4. Inquiry History: Click to view the inquiry history, see the [Quotation - Inquiry History] below

5. Resource Search: Click to view resources, see the [Quotation - Resource Search] below

6. Expand Map: Click to expand the map for viewing, making it easier to intuitively check the travel route

7. Arrival City Editing: Dropdown box, supports fuzzy matching and then selecting cities

8. Check-in City Editing: Dropdown box, supports selection or fuzzy matching and then selecting city; if there is an exhibition, the distance from the check-in city to the city center needs to be marked for operators.

9. Add Vehicle: Click to add a vehicle, generally used for situations where transportation is not continuous; Vehicle Entry and Exit City Selection: Click to select the entry and exit cities for the vehicle, which facilitates quotation use. Move the note by holding the left mouse click.

10. Remarks: Note any special requirements for each day

11. Delete: Delete the corresponding item for the corresponding date, if there are subsequent dates they will be pushed up

12. Add Days: Click to increase the number of days, one click adds one day

13.Special services: If the itinerary contains Italy cities, there is a special services to chose.(if other cities has special services, corresponding services will also appears here)

14. Upgrade Services: Click to add remarks for upgraded services

6. Quotation - Simple Itinerary - Meals/Tickets/Guides/Special Resources/Upgrades

1.Meal: Choose the meal arrangement for each day, if no meals are required, uncheck the corresponding time slot.

2. Tickets: Select the ticket for the corresponding date, multiple selections are supported.

3. Guide: Click the plus sign above to add a guide; guides can be deleted; guides also need to set entry and exit points like vehicles. Move the note by holding the left mouse click.

4. Special Resources: Select the special resource requirements needed for the corresponding date, multiple selections are supported; if there are special resources not yet available in the system, please contact BM or IT to add them.

5. Special service： special service refers to certain cities that contains special treatment that operation needs to know. For now it is only for Italy.

6. Upgrade Service - Hotel: Set hotel upgrade requirements according to whether a specific hotel is designated. If the location is uncertain, just specify the number of nights for the upgrade. If a specific site is required, complete the check-in information in the city above and specify the corresponding travel day. The upgrade content includes (star rating, hotel breakfast, hotel features, other special notes).

7. Upgrade Service - Meal: If you can clearly specify the location for upgrading meals, do so above. If you cannot clearly specify the location for upgrading meals, specify it here in the form of quantity + notes.

8. Calculate Quote: Click to enter the quote calculation page, see [Quotation - Calculate Quote] for details.

9. Generate Itinerary: Click to generate the itinerary, see [Quotation - Generate Itinerary] for details.

10. Save: Click to temporarily save the quotation itinerary for subsequent editing.

7. Quotation - Initiate Inquiry - Hotel (Single Resource Inquiry)

Special Note: Single resource inquiry will not include the requirements from the itinerary. If you need to include the requirementsfrom the itinerary, please use [Group Inquiry].

1.Mandatory requirements: Hotel inquiries require at least the mandatory information to be completed before proceeding to the next step, the system supports multi-room type inquiries for a single city.

2. Add: If you need to inquire about different cities or different hotels, you can click add to increase.

3. Confirm: After confirmation, it will check all mandatory items, and submission is only possible after everything is fully completed.

8. Quotation - Initiate Inquiry - Coach (Single Resource Inquiry)

Special Note: Single resource inquiry will not include the requirements from the itinerary. If you need to include the requirementsfrom the itinerary, please use [Group Inquiry].

Mandatory requirements: Vehicle inquiries require at least the completion of mandatory information before proceeding to the next step
Add: The system supports adding new vehicles for inquiry, allowing segmented and categorized submission of vehicle inquiry requests
Confirmation: After completing the mandatory fields, you can click confirm to submit the inquiry task to the operator

9. Quotation - Initiate Inquiry - Meal (Single Resource Inquiry)

Special Note: Single resource inquiry will not include the requirements from the itinerary. If you need to include the requirementsfrom the itinerary, please use [Group Inquiry].

Mandatory requirements: meal inquiries require at least the completion of mandatory information before proceeding to the next step
Add: The system supports adding new meals for inquiry, allowing segmented and categorized submission of meals inquiry requests
Confirmation: After completing the mandatory fields, you can click confirm to submit the inquiry task to the operator

10. Quotation - Initiate Inquiry - Ticket (Single Resource Inquiry)

Special Note: Single resource inquiry will not include the requirements from the itinerary. If you need to include the requirementsfrom the itinerary, please use [Group Inquiry].

Mandatory requirements: tickets inquiries require at least the completion of mandatory information before proceeding to the next step
Add: The system supports adding new tickets for inquiry, allowing segmented and categorized submission of tickets inquiry requests
Confirmation: After completing the mandatory fields, you can click confirm to submit the inquiry task to the operator

11. Quotation - Initiate Inquiry - Guide (Single Resource Inquiry)

Special Note: Single resource inquiry will not include the requirements from the itinerary. If you need to include the requirementsfrom the itinerary, please use [Group Inquiry].

Mandatory requirements: guide inquiries require at least the completion of mandatory information before proceeding to the next step
Add: The system supports adding new guide for inquiry, allowing segmented and categorized submission of guide inquiry requests
Confirmation: After completing the mandatory fields, you can click confirm to submit the inquiry task to the operator

12. Quotation - Initiate Inquiry - Special Resources (Single Resource Inquiry)

Special Note: Single resource inquiry will not include the requirements from the itinerary. If you need to include the requirementsfrom the itinerary, please use [Group Inquiry].

Mandatory requirements: special resources inquiries require at least the completion of mandatory information before proceeding to the next step
Add: The system supports adding new special resources for inquiry, allowing segmented and categorized submission of special resources inquiry requests
Confirmation: After completing the mandatory fields, you can click confirm to submit the inquiry task to the operator

13. Quotation - Initiate Inquiry - Group Inquiry

The whole group inquiry will automatically bring in the itinerary information. You need to improve the inquiry requirements of all resources at one time before you can enter the next step.

Tab Switching: Switch resource items, fill in all necessary information one by one. If any single resource is not fully filled out, you cannot proceed to the next step.
Required Fields: All required fields for each resource must be completed before proceeding to the next step. If most of the hotel requirements are the same, you can click the copy button at the top right to copy to other hotels and then adjust the different hotel requirements.
Confirm: After all required fields for all resources have been completed, you can click confirm to proceed to the next step.

14. Quotation - Inquiry History

Click on the price inquiry history to enter the price inquiry management page and view the corresponding price inquiry history.

Tab switching: Click to switch resources and filter to view the quotation history of the corresponding resources
More details: Scroll right to view more details

15. Quotation - Resource Search

If you do not want to inquire about the price, you can directly check the resource library.

Please Note: The inquiries can be used for subsequent quotation calculations, but Resources search results can not.

1. Switch resource type: After switching, query the quotation information corresponding to the resource type in the system library.

2. Mandatory fields for resources: Complete before querying, the more information you provide, the more accurate the match will be

3. Query: After completing resource requirements, click to query the corresponding quotation information. If no information is found, try relaxing the conditions

4. Request a quote: If the information in the database does not meet your needs, you can request a quote. For reference, see the single resource quotation section in [Quotation - Initiate Quotation] above

16. Quotation - Calculate Quotation (Hotel, Car)

Calculating the quotation is a prerequisite for generating a quotation form. Only after the quotation has been calculated can it be submitted for approval, and ultimately generate the quotation form.

Inquiry price related buttons: Quotation can also include corresponding inquiry tasks or check the history of inquiry prices and inventory resource prices.

Hotel calculation:

2. When calculating the hotel price, it is necessary to complete the half-room rate, confirm whether the number of half-rooms and nights are correct, and fill in the number of guides and drivers, guide and driver rates, and city taxes as needed.

3. Upgrade service: If required, the upgrade cost can be calculated, requiring completion of the upgrade cost (unit price), quantity, and number of upgrade nights. The upgrade cost can be calculated as a whole or added individually.

4. Subtotal: The subtotal will calculate the overall amount of the hotel, using the formula [Σ(half room price * number of half rooms * number of nights + number of guides * guide price (including guide room fees) + city tax + upgrade cost * number of upgrades * number of upgrade nights)]

Vehicle calculation：

5. When calculating the vehicle, you need to confirm whether the number of days is accurate, and then complete the [Price/Day] field and other fields that require charges before calculation.

Subtotal calculation rule: Price/day * (driving days + idle days) + pick-up fee + drop-off fee + parking fee + highway fee + city entry fee + tip/person/day * number of people * driving days + driver meal allowance/meal * number of meals + driver and guide accompaniment fee + driver and guide language surcharge

Note: If there are multiple vehicles, the cost will be summed up for each vehicle.

17. Quotation - Calculate Quotation (Meals, Tickets, Guide)

Calculating the quotation is a prerequisite for generating a quotation form. Only after the quotation has been calculated can it be submitted for approval, and ultimately generate the quotation form.

Meal Calculation:

1. To view the subtotal estimate, you need to complete the [number of people] and confirm the [number of times] and the reference cost.

2. You must enter the charge range and corresponding price according to the standard per person/per group, and ensure that the range can cover the expected group size.

3. After completing the above information, the subtotal will be automatically calculated. The subtotal calculation rule is [number of people * number of times * price].Note that the number of people must be within the range to calculate.

Special Note: The subtotal here is more for reference. You can leave the number of people blank, only complete the required fields, and then directly check the price per person at the bottom of this page.

Ticket Calculation:

4. To view the subtotal estimate, you need to complete [Number of People]

5. You must fill in the charging range and corresponding price per person/group and ensure that the range can cover the expected group size.

6. Reference cost is for the profit estimate, please chose or fill the suitable number.

7. After completing the above information, the subtotal will be calculated automatically. The subtotal calculation rule is [Number of People * Price + Official Guide Price], note that the number of people must be within the range to calculate.

Special Note: The subtotal here is more for reference. You can leave the number of people blank, only complete the required fields, and then directly check the price per person at the bottom of this page.

Tour Guide Calculation:

8. When calculating the tour guide fee, it is necessary to confirm whether the number of days is accurate, then complete the [Price/Day] field and other chargeable fields before calculation.

9. Subtotal calculation rule: Number of days * Price/Day +Pick-up and drop-off Fee + Airport pick-up Fee + + tips per person per day * number of people +Meal Allowance/Meal * Number of Meals + Other fees

Special Note: If there are multiple guides, the fees will be summed up for each guide; tips are not included in the subtotal and need to be checked at the bottom of this page.; this subtotal is for reference.

18. Quotation - Calculate Quotation (Special Resources, Miscellaneous fees, Personnel - Price Calculation)

Calculating the quotation is a prerequisite for generating a quotation form. Only after the quotation has been calculated can it be submitted for approval, and ultimately generate the quotation form.

Special resource calculation:

1&2 To view the subtotal estimate, you need to complete the [number of people] ， charging range and corresponding price per person/group, and ensure that the range can cover the expected group size.

3. Reference cost is here to estimate the profit rate. After completing the above information, the subtotal will be automatically calculated according to the rule [number of people * price], note that the number of people must be within the range to calculate. Special Note: The subtotal here is more for reference. You can leave the number of people blank, only complete the required fields, and then directly check the per capita price below.

Miscellaneous Fees Calculation:

4. To view the subtotal estimate, you need to complete the [Number of People, price/person], and additional miscellaneous items can be added. After completing the above information, the subtotal will be automatically calculated according to the rule [Σ Number of People * Price]. Special Note: The subtotal here is mainly for reference. You can leave the number of people blank, only complete the required fields, and then directly check the per capita price below.

Personnel-price calculation:

5. Personnel-price calculation requires first excluding gifts, and deducting according to [number of free rooms * amount of free room]. Adjustments for surcharges and discounts can be made on the calculated basis.

The total price is the sum of all resource quotations * (1 + surcharge rate) * (1 - discount rate)

price per person = total price / corresponding group size

Final price per person is for you to deciside, basing on the price per person

Cost per person = total cost / corresponding group size (total cost = reference cost * person for cost charges on person + all fixed costs)

Gross profit margin = (Final price per person - Cost per person)/Cost per person

6. Preview&edit: allows you to calculate the price per person more acturate, changes the person number for every resource individually. Use this function unless necessary.

7. Delete: delete the entire row, only appliable then the number of people is not fixed.

Special Note: if the number of people is determined at the beginning, there will be only one row in calculation form. The choice is made at the start of quotation as you can see below.

19. Quotation - Generate Itinerary

Generate a quotation for the itinerary to communicate and confirm the pricing plan with the client.

Special Note: If the gross profit margin of the quotation is below the management requirement, it may trigger an approval process. The quotation can only be generated after approval. For the approval entry, please refer to [Point 8 in the 1-Quotation List].

Quotation template: Select a quotation template, if there is no satisfactory template, please contact IT department.
Return to Quotation Management: Go back to the management page.
Generate Quotation: you can only generate after selecting a quotation template

20. Quotation - Premium Itinerary (Basic Functions + Vehicle Resources)

Quotation - Advanced Itinerary is used to detail the itinerary and provide a detailed quotation, suitable for situations where detailed communication is required.

Special Notes:

1. Only the details page of the itinerary will be different; other processes remain the same. Subsequent explanations will focus solely on the quotation details page.

2. If special pre-trip or post-trip itineraries need to be added, changes should be made in the group after the transfer.

1.Resource type selection: Selecting will allow the addition of corresponding resources for the itinerary. If a hotel or meal is selected, all dates will default to adding one hotel and two meals(Lunch - 12:00 & dinner -18:00).

2. Resource addition for specific days: Add corresponding resources for the current day. After clicking, a resource selection box will pop up, supporting multiple selections.

3. Remarks: Add special remarks for a specified date. for a specific resource, remark can be added correspondingly.

4. Add transit cities: Add transit cities for the corresponding date, making the itinerary clearer.

5. Arrival city selection: Choose the arrival city, usually the check-in city.

6. Add days: Click to add one day after the current date, and subsequent dates will be postponed by one day.

7. Delete: Delete all resources for the corresponding date, and subsequent dates will be moved forward by one day.

8. Inclusion marking: By default, it is included. If not included in quotation but need to show in the itinerary , select 'excluded' . This option affects subsequent quotation calculations; resources not included will not be factored into the quotation.

9. Outsourcing marking: By default, it is not outsourced. If outsourcing is required, select 'outsourcing.' This option is just a marker and does not impact the quotation process.

10. Mandatory fields: Complete mandatory fields before proceeding to the next step. These fields affect subsequent guidance price matching; the more fields filled in, the more accurate the guidance price match. Note that once the [trip duration] is entered, it will synchronize the current vehicle information to subsequent dates and remain uneditable. Ensure adjustments are made on the first day of vehicle use.

11. Special requirements: If there are special requirements for the current resource, note them here.

21. Quotation - Premium Itinerary (Hotel Resources)

Quotation - Advanced Itinerary is used to detail the itinerary and provide a detailed quotation, suitable for situations where detailed communication is required.

Special Notes:

1. Only the details page of the itinerary will be different; other processes remain the same. Subsequent explanations will focus solely on the quotation details page.

2. If special pre-trip or post-trip itineraries need to be added, changes should be made in the group after the transfer.

1.Copy to other hotels: It is suitable for situations where most or all hotel requirements are the same, such as different cities but identical other requirements. You can copy and then update the city individually.

2. Quotation inclusion mark: Included by default. If not included, select "excluded" if it is only needed for the itinerary. This option affects subsequent quotation calculations; resources that are not included will not be factored into the quotation calculation.

3. Outsourcing mark: Not outsourcing by default. If outsourcing is required, select "outsourcing." This option is just a marker and does not impact the quotation process.

4. City tax: Included by default. If the quotation does not include it, select "excluded." This option affects whether city tax is included in the gross margin calculation and it does not affect the display of city tax in the itinerary.

5. Mandatory fields: You must complete the mandatory fields before proceeding to the next step. The mandatory fields here will affect the subsequent guidance price matching; the more fields you fill in, the more accurate the guidance price match will be.

6. Special requirements: If there are any special requirements for the current resource, they can be noted here.

22. Quotation - Premium Itinerary (Meal Resources)

Quotation - Advanced Itinerary is used to detail the itinerary and provide a detailed quotation, suitable for situations where detailed communication is required.

Special Notes:

1. Only the details page of the itinerary will be different; other processes remain the same. Subsequent explanations will focus solely on the quotation details page.

2. If special pre-trip or post-trip itineraries need to be added, changes should be made in the group after the transfer.

餐食类别：餐食选中后系统会默认增加午餐和晚餐两个常用类型，并对应12：00和 18：00。如果需要调整餐食类别请在下拉中选择，如果没有需要的类别可联系经管或产品增加。如果用餐时间有调整请调整左侧的时间。
报价包含标记：默认包含，如果不包含仅是做行程需要则选择不包含。此选项影响后续的报价计算，不包含的资源不会进入报价计算。
外包标记：默认不外包，外包的则需要选择外包。此选项只是一个标记，后续算利润、考核会有不同，但是不影响报价流程。
必填项：完善必填项后才可进入下一步，此处的必填项会影响后续的指导价匹配，填入的字段越多指导价匹配越精准
特殊要求：如果对当前资源有特殊要求，则可备注在此处

1. Copy to other meals: This button is available when the meal requirements are the same, allowing for quick copying of hotel information to all dates. It is suitable for situations where most or all meal requirements are the same, such as when only the city differs but other requirements are the same. You can copy and then update the cities individually.

2. Meal Categories: After selecting meals, the system will default to adding lunch and dinner, the two most common types, corresponding to 12:00 and 18:00 to every day. If you need to adjust the meal categories, please select from the dropdown. If the category you need is not available, contact IT. If the meal time needs adjustment, please modify the time on the left.

3. Quotation Inclusion Mark: By default, it is included. If it is not included in quotation but only needed for the itinerary, select excluded. This option affects subsequent quotation calculations; resources that are not included will not be part of the quotation calculation.

4. Outsourcing Mark: By default, it is not outsourced. If outsourcing is required, select outsourcing. This option is just a mark does not impact the quotation process.

5. Mandatory Fields: You must complete the mandatory fields before proceeding to the next step. The mandatory fields here will affect subsequent guidance price matching; the more fields filled in, the more accurate the guidance price match will be.

6. Special Requirements: If there are special requirements for the current resource, they can be noted here.

23. Quotation - Premium Itinerary (Ticket Resources)

Quotation - Advanced Itinerary is used to detail the itinerary and provide a detailed quotation, suitable for situations where detailed communication is required.

Special Notes:

1. Only the details page of the itinerary will be different; other processes remain the same. Subsequent explanations will focus solely on the quotation details page.

2. If special pre-trip or post-trip itineraries need to be added, changes should be made in the group after the transfer.

外包标记：默认不外包，外包的则需要选择外包。此选项只是一个标记，后续算利润、考核会有不同，但是不影响报价流程。
必填项：完善必填项后才可进入下一步，此处的必填项会影响后续的指导价匹配，填入的字段越多指导价匹配越精准。如果票没有需要的选择，请联系产品或op进行更新
是否需要官导：此信息会在供应商库维护，选择票后自动带入。如果信息有误请联系产品或op进行更新
特殊要求：如果对当前资源有特殊要求，则可备注在此处

1. The quote includes the mark: by default included, if it is only for the itinerary then choose not to include. This option affects subsequent quote calculations, resources that are not included will not be part of the quote calculation.

2. Outsourcing mark: by default not outsourcing. This option is just a mark, does not affect the quotation process.

3. Mandatory fields: you can only proceed after completing the mandatory fields, these fields here will affect the subsequent guidance price matching, the more fields filled in, the more accurate the guidance price matching will be. If there is no required selection, please contact the OP for updates.

4. official guide: this information will be maintained in the supplier database, and will be automatically populated after selecting the ticket. If the information is incorrect, please contact OP for updates.

5. Special requirements: if there are any special requirements for the current resource, they can be noted here.

24. Quotation - Premium Itinerary (Guide Resources)

Quotation - Advanced Itinerary is used to detail the itinerary and provide a detailed quotation, suitable for situations where detailed communication is required.

Special Notes:

1. Only the details page of the itinerary will be different; other processes remain the same. Subsequent explanations will focus solely on the quotation details page.

2. If special pre-trip or post-trip itineraries need to be added, changes should be made in the group after the transfer.

1. Quotation including mark: By default, it is included. This option affects subsequent quotation calculations; resources that are not included will not be part of the quotation calculation.

2. Outsourcing mark: By default, it is not outsourced. This option is just a mark and does not affect the quotation process.

3. Mandatory fields: You must complete the mandatory fields before proceeding to the next step. The mandatory fields here will affect the subsequent guidance price matching; the more fields you fill in, the more accurate the guidance price matching will be. If there are no options available, please contact OP for updates.

4. Service days: After inputting, the current guide information will be synchronized to the corresponding date and can only be modified on the current day. Please ensure that the information is updated on the first day of the guide's service.

5. Special requirements: If there are any special requirements for the current resource, please note them here.

25. Quotation - Premium Itinerary (Special Resources)

Quotation - Advanced Itinerary is used to detail the itinerary and provide a detailed quotation, suitable for situations where detailed communication is required.

Special Notes:

1. Only the details page of the itinerary will be different; other processes remain the same. Subsequent explanations will focus solely on the quotation details page.

2. If special pre-trip or post-trip itineraries need to be added, changes should be made in the group after the transfer.

1. Quotation including mark: By default, it is included. This option affects subsequent quote calculations, resources that are not included will not be factored into the quote.

2. Outsourcing mark: : by default, it is not outsourced. This option is just a mark and does not affect the quotation process.

3. Mandatory fields: you can only proceed after completing the mandatory fields, these fields here will affect the subsequent guidance price matching, the more fields filled in, the more accurate the guidance price match will be. If there is no required selection for the ticket, please contact OP for updates.

4. Special requirements: if there are special requirements for the current resource, they can be noted here.

Clue Management

1. Clue

The clue management page is used to manage the clues that salespeople are tracking and convert them into formal customers at the right time.

Clues may come from multiple sources:

Self-added

Claimed or assigned from the clue pool

1.Clue Management Function Entry: The clue management function belongs to the customer management function branch.

2. Quick Search: Query information that meets the requirements of fields such as (clue name, clue source, customer type).

3. Advanced Search: Clicking this will pop up a list of options for fields that can be used for filtering, allowing for further search queries.

4. Add Clue: Clicking this will add a new clue, see below [Clue Management - Add Clue].

5. Clue Name: The clue name supports clicking; after clicking, you can view details and perform actions like favoriting the clue (favorited customers will be displayed at the top), or check the update records of the clue.

6. Convert: Clicking this will convert the clue into a customer, see below [Clue Management - Convert].

7. Delete: Deletes the corresponding customer, note that this action cannot be undone!

8. Batch Selection: Unconverted customers can be selected in batches, and batch operations can be performed after selection.

9. Batch Operations: After selection, three options appear: [Batch Delete (delete selected items), Batch Transfer (transfer the responsible person of selected clues), Move to Clue Pool (move selected clues to the clue pool)].

2. Clue Management - Add Clue

Creation condition: All mandatory fields must be completed before creation.
Creation: After clicking create, the creation will be completed. The created clue will be in "newly created" status; if there are subsequent updates to the lead, it will be in a "following-up" status

3. Clue Management - Conversion

1.Customer Name: The name will shown as the lead name, which needs to be updated to the official name of the customer company.

2. Confirm: Once confirmed, the lead will be updated to the [Converted] status and synchronized to the Customer Management function. This list record cannot be operated on and is used for archiving purposes.

Lead Pool

1.Lead Pool

The Lead pool list function is used to display all pending leads (those without a responsible person following up). Salespeople can claim these leads autonomously, and it also supports allocation by the administrator.

Entry: The entry point for the Lead pool function is under the menu - customer branch
Name: Since leads usually have few details, marking them in blue here is just for easy viewing and cannot be clicked to view details
Claim: Click to claim the corresponding lead, which will then be handled by the logged-in user
Assign: Click to pop up the assignment box and assign to the designated person

Customer Management

1.Customer Management

The customer management page is used to display and manage customer information in the system, with data permissions divided by role as follows:

1. Sales can view their own data

2. Sales directors can view data from their department and subordinate departments

3. Management can view all data

1.Entry: The customer management entry is located below the customer. menu

2. Query: Query information that meets the requirements of (name, code, creation time) fields.

3. Add Customer: Click to add a new customer, see details below [Customer Management - Add Customer].

4. Customer Name: Supports interaction, click to view details.

5. Edit: Edit customer information, see details below [Customer Management - Edit].

Approval/Revoke/Urge: is for customer review.

Approval is submit for approval, used when customer key information updated.

Revoke: Revoke the reviewing process

Urge: urge the reviewing process

6. Select Customers: After selecting customers, batch operations can be performed, batch selection is usually used in conjunction with queries.

7. Batch Operations: Buttons appear after selection, batch transfer is used to transfer customers to a new responsible person, generally for sales handover when an employee leaves; move to the unassigned customer is generally for situations where customers cannot be followed up and hand it out for these who is able and willing to follow.

2.Customer Management - Add New Customer

Customer Addition: At least the mandatory fields must be completed before addition can be finalized, including Name, Code, Contact Person, and Responsible Person.
Creation: After completing the mandatory fields, the customer can be created.

3.Customer Management - Edit

The editing function is used for the completion of customer information. According to management requirements, at least the [Detailed Information, Payment Information] must be completed before the customer information can be considered complete and ready for submission for approval.

Interaction: Click on the customer name to view details
Detail switching: Each tab can be clicked to view
Editing: Edit the current detail page being viewed, note that each detail page has different required fields that need to be completed before submission; the person in charge is temporarily not editable and can only be changed through transfer

Unassigned customer

1.Unassigned customer

The main goal of the unassigned customer is to autonomously transfer customers that salespeople are unable to follow up on or customers unintentionally obtained by non-sales roles, so that salespeople who are willing and have the time can take the initiative to follow up.

This page currently does not have data permission restrictions.

1.Entry: Unassigned customer is under the customer menu

2. Query: Perform a quick search by customer name, code, or creator, or click advanced search for more conditions

3. Customer Name: Supports interaction, click to view details, read-only and not editable

4. Claim: Click to claim the corresponding customer

5. Assign: Click to pop up the assignment box, select the designated salesperson to take responsibility.

6. Checkbox: After checking, batch operations can be performed, and a batch operation button appears at the lower right corner

7. Batch Claim: Set the selected customers in bulk to your private customers

Business Opportunities

1.Business Opportunities

Business opportunity management is used for managing and recording business opportunities for customers, which is a further detailed tracking process to facilitate closing deals with customers. It is used to record customer needs before quoting and to provide a set of quotations based on these needs until the final deal is closed and the group is formed. It is generally used for providing detailed tracking services for new customers or to serve a customer with multiple needs at the same time.

Data permission restrictions:

1. Salespeople can view their own data.

2. Sales directors can view data from their own department/region.

3. BM can view all data.

1.Entry: The business opportunity entry is under the customer menu

2. Inquiry: Search by business opportunity name, customer name, or sales for quick queries, or click advanced search for more conditions

3. Create new business opportunity: Click to add a new business opportunity, see below [Business Opportunity - Create New Business Opportunity]

4. Business opportunity name: Interactive, click to view details, see below [Business Opportunity - Business Opportunity Details]

5. Customer name: Not interactive, it is only the associated customer of the business opportunity.

2. Business Opportunity - Create New Business Opportunity

When creating a new business opportunity, the required fields may vary. Please select according to the actual situation.

lds are completed can new entries be added

2. Is Group Volume Predictable: If yes is selected, then the estimated group size must be provided

3. Estimated group Volume: Only positive integers (excluding 0) can be entered, and after entry, the estimated departure time becomes mandatory

4. Expected departure time: If the estimated group size is greater than 1, the time will be a period selection; if equal to 1, it will be a date selection

5. Create: After all requirements are submitted, the corresponding business opportunity is created

3. Business Opportunity - Business Opportunity Details

In the business opportunity details, you can manage basic information of the business opportunity and make quotations for it.

Moreover, the direct quotation operation will also generate the corresponding business opportunity order on the business opportunity page, which is convenient for subsequent tracking and management.

Business Opportunity Details - Basic Information

1. Tab Switching: Switch between viewing basic information and quotation list

2. Edit: edit the details if necessary.

Business Opportunity Details - Quotation Form

1. Switch: Switch to the quotation form to view details, the quotation form is the same as the quotation function, here is a business opportunity related

2. Create New Quotation Form: Click to create a quotation form for this business opportunity

3. Operations: The operation process of the quotation form is the same as in the quotation function, this section only serves as an entry point transfer, please refer to the [Quotation] related sections above for more details

Inquiry Management

1.Inquiry Management

The Inquiry Management function is used to query the historical records of inquires. If there are related offers/groups, it is recommended to go to the Offer/Group page for inquiries.

1.Entry: Quotation management is under the group menu

2. Tab switching: Click to switch resources, after switching only the quotation results of the corresponding resources will be displayed

3. Details viewing: The quotation details are very long and need to be scrolled to the right to view

4. Related to opportunity/group: Directly initiated quotations can be associated with opportunities or group numbers in reverse

5. Cancel: Unfinished quotation tasks that are no longer needed can be canceled to prevent wasting OP resources

6. Initiate quotation: Initiate quotations not associated with quotes or groups, the same as quotations in quotes, see the relevant pages above [Quotation - Initiate Quotation]

No Contract Application(For Customers haven't sign Contract)

1.No Contract Application

No Contract application without a contract is used when the customer has not yet formally signed the contract or the contract is still in process, but it is necessary to immediately place an order to avoid missing the resource control period. After the application, you can proceed with the group operation.

1.Entry: The entry is under the team branch

2. Time Filter: Used to filter application time. Supports filtering by default options or custom periods

3. Review Status: Default is not filted, supports filtering by review status

4. Query: Supports filtering by document number, salesperson, and current reviewer, supports clicking advanced search for further filtering

5. Application for group placement without contract: Add a new application , which will enter the approval process after submit

6. Document Number: click to see more details, including reviews.

7. Edit: Edit the application, cannot be operated during review

8. withdraw/Urge：during the reviewing process the person who submited the application could withdraw or urge reivew.

Group Management

1.Group Management - List

The group management function is used to manage groups. It allows you to view the status of groups, update group information, quickly copy/cancel groups, calculate receivables, and update/download group files, etc.

1.Entry: Group Management Entry under the Group menu

2. Query: Quick search for group number, customer, and quotation code, or click Advanced Search for further filtering

3. Group Number: click to enter group details for viewing, see below [Group Details]

4. Quotation Name: click to view related quotation records

5. Group Copy: Single or batch copy of all group information, generating a new group at the top of the list. The generated group number format is original group number-00X. The generated group will be in preparation status, requiring entry into group details to adjust itineraries and resources and calculate quotations before submitting for approval.

After approval, it will be transferred to formal status and relevant tasks will be pushed to OP.

6. Cancel Group: If changes occur and the group needs to be canceled, find the corresponding group and submit a cancellation request for approval. Once approved, the group will be canceled.

7. Calculate Receivables: Click to start calculating receivables, providing a calculation basis based on the itinerary and quotation with allowance for manual adjustments. Detailed instructions are provided below [Group Management - Calculate Receivables].

8. More Operations: Currently includes three buttons for visa application, visa issuance, and group closure. See below [Group Management - Visa Application, Group Management - Visa Issuance, Group Management - Group Closure].

2.Group Management - Visa Submission

The visa application pop-up is used for quickly recording visa application information. If you accidentally fill in the wrong information, you can also manage and update it in the group details.

1.Number of visa submissions: Enter the number, limited to positive integers

2. Visa submission date: Enter the date

3. Confirm: Will verify if the information has been entered, after entering you can submit

3.Group Management - Visa Issuance

The visa issuance pop-up is used for quickly updating visa information. If you accidentally fill in the wrong information, you can also manage and update it in the group details.

The number of people who have been issued visas needs to be updated in the following format:

1. Guests

2. Team Leader

3. Guide

If there are no people for a certain type, please enter 0

4.Group Management - Close the Group

Manual group sealing is only applied when automatic group sealing conditions are not met but sealing is still required. Submission by default requires management approval, after which the group can be sealed.

1. Whether the conditions for sealing the group are met: a green checkmark indicates that the condition is met, a red cross indicates that it is not met.

2. Confirm sealing the group: Clicking will submit the seal, and it will default to enter the approval process.

5. Group Management - Group Details - Key Information / Quotation

The goal of the group details page is to display all information about the group and organize it into sections for quick access to the desired information, while also allowing for adjustments and updates to the information.

1.Key information display: Display the key information of the group, subsequent quotations, tasks, and financial calculations will all be based on the key information

2.Tag prompts: Group number and status are displayed at the top for quick confirmation of the group and its status

3.Attachment management: Used for displaying, querying, and downloading attachments related to the group, see [Group Management - Attachment Management] for details

4.Resource quotation change adjustment: Used to adjust the group's itinerary resource requirements and quotations, see [Group Management - Resource Quotation Change] below for details

5.View quotation history: Click to view the historical records of quotations

6.Quotation enlargement: Click to enlarge the quotation page to full screen for viewing

6.Group Management - Group Details - Group Customer Information / Group Itinerary Information

The goal of the group details function is to display all information about the group and organize it into sections for quick access to the desired information, while also allowing for adjustments and updates to the information.

Group Booking Information/Itinerary Information

1. Group Booking Information: Display the booking information of the group and allow for editing and updating at any time

2. Upload/View: For uploading and viewing the room allocation list corresponding to the group

3. Group Itinerary: Default is collapsed, click to view details

4. Map: Click to view the map, displaying the itinerary on the map

Group guest editing:

1. Confirm departure: After confirmation, the OP will receive a departure prompt and related tasks will be pushed.

2. Visa submission marking: Used to record whether the visa submission is completed.

3. Add visa submission numbers: Add visa submission numbers in batches.

4. Visa issuance marking: Used to record whether the visa issuance is completed.

5. Number of visa issuances: Record and display the number of guests, leaders, and guides, which is convenient for subsequent quotation calculations.

7.Group Management - Financial Data

The group financial data is presented as the result of the group quotation calculation. An estimated data is used to estimate the collection information of the group, which can be estimated at any time according to the number of guests.

Group collection information: Adjust the group collection information, especially after updating the final number of check-outs/recipients, you can update the estimated pre-payment amount
Financial data presentation: Present the profile data and total price in the quotation estimate, and display the estimated date of financial payment and balance
Estimated prepayment amount: The amount is updated at any time according to the number of guests. After updating the number of guests in the group, you can click the calculator to update at any time to view the estimated amount.

8.Group Management - Group Details - Receivable Estimates

Receivables calculation function is used to quickly calculate the overall receivables of the group based on the group information. After the calculation, a receivable data will be generated. After the collection is completed, you can go to [Finance-Receivables Management] to confirm and finally complete the collection.

It is estimated that there should be 2 entrances

Group details lower left corner

2. Right side of the group list

Number of units of resources: When calculating receivables, the number of resources can be adjusted according to the actual situation, corresponding to the number of half rooms in the hotel, the number of people with meals, tickets, and special resources. There is no adjustable content for tour guides and cars
The number of recipients: Adjust according to the number of final recipients. If the free object does not need to be included
The number and amount of free rooms: If there is a free room amount, it needs to be adjusted here.
Markup rate: Percentage markup on the total price
Discount: Discount on the basis of the total price increase
Single room difference/complaint: The single room difference is used to adjust the price and number of people and is included in the total price; complaint fee
Generate receivables: After confirming that they are correct, a receivables generation record can be generated and entered into receivables management

9.Group management - Group details - Attachment management

Query: Filter by attachment type and name
Upload attachments: After clicking, you can directly upload attachments to the attachment management of the corresponding group for subsequent viewing and use
Attachment name: Support clicking to preview the file
Download: directly download the attachment
Void: Void the file, the file will not be deleted, but will be underlined and displayed as voided.

10.Group Management - Group Details - Resource Quotation Change - Modify Group Itinerary (Itinerary Section) - General

Resource quotation changes are divided into two situations, as shown in the figure below:

Modify group itinerary: adjust the itinerary and quote, generally requires approval
Only modify the quote: adjust the quote itself, the itinerary remains unchanged, a reduction in the quote requires approval In this case, modifying the group itinerary involves adjusting the itinerary followed by a quote adjustment. Both options will result in a quote adjustment, and the part of the quote adjustment is common.

1.Total Itinerary: Used to display itinerary information, can be modified.

2. Whether to Order (Resources): whether to order here refers to whether the resources listed below need to be quoted and purchased by OP. Resources appearing below may only be for display in the itinerary.

3. Resource Type Options: Control the overall resource items, only selected resources can be added to the itinerary. For hotels and meals, they will be added by default to each day after addition, making it convenient for quick addition.

4. Expand Map: Click to expand the map view, which facilitates an intuitive view of the travel route.

5. Add Pre-Trip Itinerary: In some cases, certain specific individuals need to arrive earlier, you can set up a pre-trip itinerary. The resource control method is the same as for regular itineraries.

6. Add Post-Trip Itinerary: In some cases, certain specific individuals need to stay longer, you can set up a post-trip itinerary. The resource control method is the same as for regular itineraries.

7. Special Services: This option only used when the destination city includes Italian cities that requires special service. After selection, the system will assign tasks to dedicated personnel.

8. Upgrade Services: Click to add upgrade service notes.

• Upgrade Service - Hotel: Set hotel upgrade requirements based on whether a specific hotel is designated. If the location is uncertain, just specify the number of nights for upgrade; if a specific station is required, complete the check-in information in the check-in city above and specify the corresponding itinerary day. The upgrade content includes (star rating, hotel breakfast, hotel features, other special notes)

• Upgrade Service - Meal: If the upgrade meal location can be clearly specified, please designate it above; if the upgrade meal location cannot be clearly specified, designate it here in the form of quantity + notes.