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1. j Then press SAVE After the GROUP MASTER is saved create the associated invoice lines Enter the INVOICE pressing as usual CTRL I and create the desired Invoice Lines Use the units if it is necessary for example 7 nights in a hotel at 500 DKK Otherwise enter units as 1 The invoice cannot be saved as invoice it is saved as an Offer Press ESCAPE or X when the desired lines are created They shall be saved to the Offer Both the created segments and the resulting Invoice Lines will be transferred to the orders either booking from Both OFF and ONLINE GROUP MASTER Options It is possible to use GROUP MASTERs booking OPTIONS For example for a single room supplement or an excursion Create a GROUP MASTER as described previously Add Segments optionally and if you use a date Add one or more Invoice Line Different GROUP MASTERs on the same trip It is possible to use different GROUP MASTERs on the same trip For example It can be a GROUP MASTER for an outward trip Another GROUP MASTER for the return trip and finally one or more GROUP MASTERs for the hotel excursions etc Booking GROUP MASTERS OFFLINE To book from a GROUP MASTER you must first create an order It is created as usual either from a PNR or manually To book individual flights this must be done before booking from a GROUP MASTER If you use a manual order passenger names are inserted in
2. USER LIAIN This manual contains the more advanced features available in SoftSuitCase2010 How to setup SoftSuitCase the first time and how to use it on a daily basis TravelOffice SOFTSUITCASE 2010 DANSK VER 7 INDEX INSTALLATION Invoices 28 Installation and the Database 6 Offers 28 Login setup 7 Copy Invoices and Offers 29 SoftSuitCase Setup 8 Change Customer Name on invoice 29 Finance Setup 8 Delete and Invoice Line 29 Database installation 9 Convert an Offer 29 Company Logo Upload 9 Payments 30 Credit Card Setup 9 Payments Deposits 31 Payments Settlements 31 SETUP Customers 32 Employees 10 AirPlus amp Diners Travel Account 32 Departments 10 Other Credit Cards 32 Suppliers 11 Print amp E mail 33 SMTP Host 11 Print documents for Customers 33 Invoice Line Products 12 E mail documents to Customers 33 Globalization 13 Other e mails 33 Carriers 13 Flight Tickets Print E mail 34 Cities and Airports 13 Customer Letters Print E mail 34 Countries 13 Searching 35 Regions 13 Search for Passengers 35 Currencies 13 Search for Invoices 35 Order status 14 Search for Flight Tickets 35 E mail Text 15 Search for PNR s 35 Invoice Remarks 15 Clean Up 36 Customer Types 16 Rykke for tilbud 36 Setup Print Forms 17 Rykke for betalinger 36 Printing Colors 17 Upload Logo 17 REPORTS Standard Reports 38 DAILY USAGE Exporting Reports 39 Login 20 User Defined Reports 39 User Translations 20 Printing Reports 40 Local Setti
3. For example for package prices S lines contains the individual elements of a package but does not appear in the customer s invoice To do this create P Head line For example Package tour with SAS to China Product Function Specify if BSP or NON BSP Aircraft or the payment of taxes Types Is SoftFareFee used only by SoftFares Is Invoice Fee Generate only once in the invoice Is Default P Line Default P Line Invoice Line Product Copy Description to P Line Enables or disables the auto copy to the P Line Description See below Make Inactive Will not show it anymore as an option when creating an invoice Auto Copy S Line Texts Copies automatically all the enabled S Line descriptions to the P line Description Description What is displayed on the customer s invoice You can use the following variables AUTOPRICE Automatically invoices from CRS TST AUTOPNR Automatically invoices from CRS TST FROM CITY Gets the city and country from the first segment in the itinerary TOCITY Gets the city and country from the order s destination AIRLINE Gets the airline Example Airfare from FROM CITY to TOCITY with AIRLINE Included Products Generates an invoice Line for each included product Sales Account The list of Sales Accounts are shown for your selection Mark up Check if you want the system calculate the SALES PRICE from the net price Enter an amount or a pe
4. i Herrn He UF SOFTSUITCASE 2010 ima LET GE GGOGGG On the right you can see whether the system is properly installed The must be an OK next to all the menu items At the bottom of the screen you can 1 Download all reports to the system 2 Verify the local settings 3 Upload logo 770x230 for use by all prints 4 Upload logo left 60x120 for use by all prints 5 Upload logo right 60x120 for use by all prints In menu select Credit Card located to the left of the screen Here you can create and maintain the Credit Card that the Travel Agent uses Online This only works if the you have purchased the license for this module Credit Card setup E ee Ni je er lH i i TAS Erri ced zi zi H Eh ee E K a bma g le Ana Eimin L gt r Bi ri ma nen H me a I H zj ti Hz r u H i ima ALEN p r M kepe Dach Lan Select the desired Credit Cards as well as information on 3D Secure and Foreign Cards Default is the Credit Cards which all Travel Agents may use without special permission USER MANUAL VER 7 USER SETUP Setting up theEmployees or Users Each employee or user must be set up in SoftSuitCase It takes place in Maintenance followed by User Setup The following screen appears EH Fide A pi l a jean BRD ET Caii Hi ee b r eT ee Py oO Zr Ciil i ki Fila u L en Fee SEE me ia bal wie i az erg ee nn EHE mmi HJ li apria corr
5. search for an Order a Passenger or a Customer in SoftSuitCase The most used is the Search window The Search window can be found under Functions gt Search or the function key F9 Searches can be combined as desired In this case we are searching for a passenger with HANSEN as a surname and whose name could also include Hansen and who is travelling to DXB Once the results appear move the cursor with mouse or arrow keys to the desired customer and then press ENTER to open the order Explanation of each field Include Orders without Passengers Select this if you want to search for Orders without passengers like group Orders Include Filed Orders Also search Archived Order Last Search Repeat last search Passenger name Passenger name e g from PNR Searchable gt lt or gt gt as wildcards For example GAR will display all of the passengers where the GAR is part of the name regardless of the location Customer name Customer name Searchable with gt lt or gt gt as wildcards For example GAR will display all of the passengers where the GAR is part of the name regardless of the location Departure date To search only on this date or later Destination IATA 3 letter destination code User The user s login code that created the Order Carrier 2 letter IATA airline code The following codes can both be used to filter the search but will also appear next to each passenger A Activ
6. European marginal Vat which is used to charge VAT on the profit of the journey if both departure and destination are located within the European Union SOFTSUITCASE 2010 USER MANUAL VER 7 INSTALLING THE DATABASE Installing the database In the majority of cases the database will be installed and set up by TravelOffice However if you wish to do the installation yourself first contact the TravelOffice Help Desk and get assistance with the setup Ep 1 Fabii AH Pe ae Md qs ot pup byun PEE Faas a dire iu User je an az Ear par Bi disc E stn TAL Deirg Cetta Mw Fa fe SF ele e Gtr alten pT N core aa wer nn ee After the database is installed the system must be set up for your Travel Agency On the left side provides of the menu select Database Settings and Credit Card Database Enter the Travel Agent s name address telephone number etc Enter your OfficelD or IPCC or ID for the CRS that you use By default a maximum of 2 CRS is allowed If you have more you must have a separate license For the IPCC from Sabre you must enter the User Password and Host Then press Save Settings Press Settings on the left side of the form Enter or modify the information and press the Save Settings sisiane beide U u Err j Mese bqer Dee ibr thie m eee rer hui I an i kii a u Erz Eur TE ora i mu IT ne oc F bva ooy
7. If for example you have installed SoftSuitCase on a portable computer the SMTP could change every time you move your computer to a new Internet Service Provider ISP This is done by selecting the Local Settings SOFTSUITCASE 2010 USER MANUAL VER 7 INVOICE LINE PRODUCTS Invoice Line Products Invoice Line Products are created or edited in the Menu Administration Maintenance and then Invoice Line Products These products must be created before you can invoice in SoftSuitCase The Invoice Line Products makes it easier to invoice and at the same time keeps the track of which accounts the Invoice Line Products are supposed to access The following screen appears Inese Line Pr Pst nenn I i i r F k Pere el Ener Adar Paces des Ba al E Te 7 iin pes z TH Se Em r iar f 7 J ci anc Toran e i D oiin JETTA Wereg ka rien npp Fan Mii u i fair nae AT arid i an sl SEARCH gil Fress LIDO I TO TINO EXISUNG Invoice LINE FTOQUCIS Press NEW to create a new Invoice Line Product Press SAVE to save a new or edited Invoice Line Product Review of the individual fields ProductlD Product code as it is used in the invoice Type N Normal This type is the most common and is typically used when creating a new product H Hidden Must contain only net price A hidden line is used for example to hide an issuing fee Does not show up in the Customer s invoice S Sub line
8. Le re eT h ei ko mal biil ii mik Lil pr rera m m Didi ee By 15 Ahah Tek HE MaA weri lei FF PH FE Tat ae a i ye a Coed Toja Ells be in HALL There are 4 permanent Email Texts in each language Default E Ticket Default Offer Default Customer Offer Reminder The text can be edited by selecting Email Text Title and then Editing the text You can insert variables in the text by clicking the buttons to the right of the text where the variables buttons are located You can also include with e mail certain documents Customer Text is used as a cover sheet when text and attachments are printed to be sent to the customer You can create all the texts you need press NEW and fill in the relevant fields You can use default text or HTML format A good idea is for example to create an E mail message text to advise of a flight departure time change In some countries it is also possible to send an SMS Contact TravelOffice for more information if you are interested in this feature It is possible to attach a PDF file as a permanent attachment per saved Email text Invoice Remarks allows you to add or maintain standard texts in invoices Invoice Remarks can be found in Administration Maintenance and then Invoice Remarks invoice Hemarks gt Farad ib ac a BETT SOFTSUITCASE 2010 USER MANUAL VER 7 CUSTOMER TYPES RECALCULATION 3 Customer Types is used ex
9. SOFTSUITCASE INSTALLATION AND SETUP INSTALLATION AND DATABASE SoftSuitCase software To find the SoftSuitCase software go to http www softsuitcase com TravelOffice Select DOWNLOAD at the top of the screen We are always adding new software to the list but here are some examples SoftSuitCase Here you can find the latest and previous versions of the SoftSuitCase software Transfer from CRS This software is used to transfer information from all four CRS s to SoftSuitCase SoftAmadeus A simple Amadeus screen that can be used away from the office etc The software can be used simultaneously with Amadeus Vista Selling Platform SoftFares Sales tool and ticket robot Contact the issuing agencies for further information In addition there is a wide range of other software and utilities briefly described below SQL Native Client Communication program between SoftSuitCase and the database It is included in the download of most of our software Crystal Reports Framework Report tool It is included in the download of most of our software Net Framework Framework for SoftSuitCase It is included in the download of most of our software The database is usually installed but if you need a new database this can be downloaded from database section select Database Setup for Soft SuitCase In order to setup SoftSuitCase it is necessary to have the database Setup program installed on
10. SoftSuitCase 1 Open an Order of the Customer that has made the Customer Deposit 2 Press Menu File and then Payment or Ctrl P 3 Select method of payment Cash Bank Olympic Games 4 Check Customer Deposit 5 Enter the amount of the Customer Deposit in the Payment Amount Received 6 Press SAVE Customer Deposits will be entered in the Payments Table as D Invoice with a total of 0 00 Cancelled invoices To remove invoices with a total of 0 00 from the customer s account statements these must also be paid This is done by paying them with a 0 00 amount SOFTSUITCASE 2010 USER MANUAL VER 7 CUSTOMERS A new Customer is created easiest with an order See the section on creating Orders How do you create a customer without creating an order at the same time 1 On an empty Order Select Menu File and the Open Customer Or Ctrl F1 You will then see the following screen a Er hat a CE 5 is aJ aN m j iae Y Beers Bremse ran jhe Per ten kn pre Tere ft B Fon mak ann A Sey emit a l ee or ee z i isu shh Lats ap a Ten up E fm TEDL EHAN F Lir D o S Pa Tiny iy Fe k a u er feo TS J Z z dar 4 lees 00 34 ee s i Parkai Prgemana ia a Fc hr i E Fons tomer N a E ee TE il G ari ippa HEEF z Ir De far a 2 Press NEW White Paper icon button 3 Fill in the required information Select a cus
11. and the status will be changed to OFFER ADVANCED It is important to CLEAN UP It is recommended to use this feature at least once a day Clean Up for Missing Payments Clean Up for Missing Payments shows a list of Orders that have not been paid on time oF iar G a iia i i cl EE E biir Dari hijra lamat w ea c PS rn TE LS ged peer TEZ T ae NTI oh en w jj fia eee ae ERBE eT TE irim d are s wi ie ey o ii a Si laii FREI LT Baii or f re Taie 11 271 EHE wa Tee bt L FAIN Farri D pip Tg nA wf Wim DA ma ma i z ig 1 im eee ee ca Ti zu Be ee A ire a ie IE ir las m BE istic ome cas NE Fra lern LE en I n5 a L E em a TD Tree aes ia ar il 15 aT cmH mn id Kraus tipper Ben See FB TF I i Te rim ary IR I ee Pal a Frl IF STR LEE KABEL Di a Co itp U ati si miri PAi rity I i Bar EI mi 78 on nt ben Fra Hear Fee ira LE 1 rey wa i J E a Due Date Press Due Date to change the date of the last payment Balance Press Balance to print or export a Customer s balance Open Press Open to open the Order SOFTSUITCASE 2010 USER MANUAL VER 7 REPORTS SoftSuitCase offers a wide variety of reports These are selected from SoftSuitCase Report Generator Press Functions gt Reports or F11 The following window then appears 3 Air Td AmS The individual reports are selected in the menu at the top of the window After the report is selected there is the p
12. for each field From the sending e mail address Setup for the user or employee To The recipient e mail address Subject Auto text from Email Text setup This can be changed Attach The attached files HTML Do HTML encoding in e Email This requires a thorough knowledge of HTML SMTP HOST amp Port SMTP Host and Port No for sending E mail See the section on SMTP Language The selected language Coming from the Order but can be changed here if so required Invoice Offers Attachment of Offers and Invoices Normally already specified in the Email Text but can be changed manually Payment Receipts Payment Receipts SMS Phone The phone number to send the SMS to Translate Any text in the text field can be translated to another language with BING Translator Select Other Email Text Other than quotes and airline tickets individual E mail message text that is created by the Travel Agent It may be explanations about time changes reminders etc Print or Email F2 sends the e mail to the customer F12 gives you the option to select a printer and then to print the required documents along with a cover letter Voucher Any vouchers printed or sent usually with e tickets SOFTSUITCASE 2010 USER MANUAL VER 7 E MAILS AND PRINTING e tickets If your system is set up for it all tickets are issued Either by yourself or by another Travel Agency on that PNR in Ticketab How to print e tickets i
13. heya Dem ben EL AA A ALAN BEIEN iida mee Hat el After the segment is created and saved for example as in the example above press Create Voucher The following screen appears SPU Laysa lee ge LT AT rg ee ii En ee er WE E kGs Aa rer Frome ULETE S mii IE hla min TO cdi a Fl Fra a Tale kan NI Coia iT Pao e ioe fa pi ee BAB Dei Lawes le m ma zum FH DT 0 z 1 Select or create a Supplier See the section on Suppliers and how to create a new Supplier 2 Fill in the required fields Enter the details of Present To if the Voucher should be shown given to other than the Supplier for example directly to a hotel 3 Select Form of Payment FOP and enter if so required an amount 4 Fill in the Voucher Text with the value of voucher what is included and what is NOT included for example how many rooms what type is breakfast included etc 5 SAVE Voucher Voucher may look like this EN mi Die eper HHT ee A eee vee tn in mer iem Se re C pe leere DA irs Lagi imdi ll Hra er _ m fa i TE ime WIESE a Sa m E far o mtii alela Bees wa nn Send the Voucher to the supplier Press the Voucher Email Then press New Booking The following image shows Fhear beaa Fe cheer fiere Haki begh n Fi mie Be i arad Faham tel i Eine Ei Ohad Cain TEC oe i i
14. options When data is exported it is assigned an Export Number so there is control over what and when it was exported The following can be exported Invoices Export data from the issued invoices You can choose to Export only Closed Invoices or all Invoices which are then closed once they have been exported Payments Payments made to the Payment Accounts Expenses Bills from suppliers Explanation for each field Search It is possible to search for an Invoice Number Invoice Payment Expenses List List of transactions that have not been exported Exported List List of exported files with their Export Number Re Export Provides the ability to re export a previous export file from the system Financial system Select the desired Accounting System that is to receive the exported data You can select one of the following C5 Navision C5 Windows 7 or 8 versions Navision 2009 Most other accounting systems will work if you choose C5 Contact Help Desk If there are problems with the export to your accounting system USER MANUAL VER EXPORT ACCOUNTING DATA Below there is an example of exported data from SoftSuitCase Invoices 10 09 2012 80295 D 88888888 Bettina Lundgaard OrderNo 70035 15474 00 10 09 2012 80295 F 105 Bettina Lundgaard 15428 00 10 09 2012 80295 F 105 Bettina Lundgaard 46 00 10 09 2012 80296 D 88888888 Helmuth Nissen OrderNo 70037 9075 00 10 09 2012 80296 F 105 Hel
15. the License Licensee shall thereafter make no further use of the Licensed Software or Documentation and Licensee shall return to TravelOffice all licensed materials postage prepaid WARRANTIES 1 LIMITED WARRANTY ON DISTRIBUTION MEDIA Fora period of thirty 30 days following the date of delivery of the Licensed Software and Documentation to Licensee as the original licensee if evidenced by Licensee s receipt as such the Warranty Period TravelOffice warrants the DISTRIBUTION MEDIA the Media such as diskettes or CDs on which the Licensed Software is embodied to be free from defects in materials and workmanship under normal use The warranty is personal to Licensee and no warranty is made to Licensee s transferees Any implied warranties of merchantability or fitness for a particular purpose for the media are limited in duration to the Warranty Period after which time all warranties of whatever nature are specifically disclaimed 2 NO WARRANTY ON LICENSED SOFTWARE OR DOCUMENTATION SUITCASE licenses the Licensed Software and Documentation solely on an AS IS basis without warranties of any kind such as warranties of merchantability or fitness for any particular purpose The entire risk of quality and performance is with Licensee The Software and Documentation are not represented to be error free If either the Licensed Software Documentation or both prove to be defective Licensee assumes the entire cost of all servicin
16. using S P Lines texts from the individual S lines are transferred to the P Line by pressing button the Transfer Text icon copy icon located at the bottom of the screen After the texts are transferred to P Line it is possible to manually edit the text and correct it as you wish SOFTSUITCASE 2010 USER MANUAL VER 7 INVOICEING 3 Issue Date and Due Date The Issue Date is usually the current date and the Due Date is usually the Offer Date from the Order Both dates can be changed manually Customize dates if necessary 4 Deposits If the product requires a Deposit then it can be generated automatically when the Product is used It is also always possible to add one or more deposits manually Each invoice has the option of up to 3 deposits with different due dates 5 Diners Travel Account and AirPlus If you have a license for a Diners Travel Account or AirPlus Account and the Customer has one of these accounts then the Invoice can be checked as such The invoice will then be put in a list to be sent to the Travel Card Company the next time the transfer is run 6 Issue the invoice or Offer Press the Printer icon to issue an invoice or F12 Create an Offer from an Invoice by selecting Offers and Invoices and then Create an Offer from this Invoice or F11 Offers and Invoices If we issue an invoice the program automatically assigns the next invoice number If you issue an Offer it takes on the
17. 0 USER MANUAL VER 7 GROUPS amp ALLOTMENTS GROUPS amp ALLOTMENTS Groups amp Allotments in SoftSuitCase offers Travel Agencies the option to create groups and allotments and then control the number of sold travel per group In addition the system can be used for names reporting etc Amadeus Sabre and Worldspan Groups amp Allotments can be created manually or set up as group bookings in Amadeus Sabre or Worldspan Booking from Groups amp Allotments It is possible to book online from the individual orders from the various groups It is possible to book from multiple groups on an individual order It is also possible to combine individual flight reservations with the booking of the groups Creation of GROUP MASTERS Before booking from groups they must be created as GROUP MASTERS This is done in the same way as creating a regular order GROUP MASTERS can be created with a PNR rom a reservation system or as a manual PNR You cannot create PASSENGERS in the GROUP MASTER Order When the order is created the status of the order changes to GROUP MASTER This is done in the CRS dropdown box Status TILBUD ERS r Sprog I GROUF MASTER u TSURU When the GROUP MASTER is selected specify the group name and number of seats ee ees ceo dat Group Master Gey here TT Sono Dir Wi j THEE Mo Fas in Grup E HO a To bi 2H 26 All
18. 2010 USER MANUAL VER 7 E MAILS AND PRINTING SoftSuitCase is fully integrated with E mail so it is possible to send all documents to the Travel Agent s customers by e mail When an order and invoice is created it is sent to the customer This is done from the Menu gt Functions gt Email Print or by pressing F12 Then you will see the following window From this window Invoices Offers e tickets etc can be forwarded to the customer In the example below we will send an Offer e mail to a new customer by pressing F3 Offer P Frb pegs eee T a dp y Ga eee eee dar se syra mbain mp qe ee ee piah b aasa at dia eg JEEE ie PI p Oe ni ice pee See alee Tg in fee PL eee A E 5 Ba Le L Leer hat Sen Cherie Geer in Semel Sur ern The text that appears is the Default Offer text that was created in the Email Text Form for this purpose The text can be edited if so required As you can see there is a Travel Itinerary and Invoice 26247 attached These documents are attached to the e mail as PDF files The text uses the Offer Date and explains to the customer that this is an offer which must be paid at the latest on the 08 SEP in order to be confirmed It can have additional files attached The system uses the PRINT LANGUAGE both in text and in PDF files In this case English is used In some countries it is also possible to send a brief TEXT MESSAGE from the system Explanation
19. I Ar kie hei am LESAN ti Fire Ti mmaa PAF L 1 l IAEA bhiin he 1G 5 E WU STT i RE TTE Dr LH a ar Fi xi JBE i TAI h a TUR ke od IEAA Tm Pha PAD ees eee TEI T UIJ JEF LE I ape eds Sm a mi G ue mm Va Homi fee ee Es Bt a jap Hi ij ac ei The list will show all the Orders that have Offer Dates that have expired because either they have not been accepted or paid on time as well as the Orders where the Customer has cancelled See the section on gt Order Status lt for information about the setup of this part of the SoftSuitCase If the Offer has expired the Order Status will be OFFER If you already have moved for the trip will be status OFFER ADVANCED If the trip is cancelled then the Order Status should be TO BE CANCELLED At the bottom of the screen there are some functional buttons where there is a possibility to open all orders or send reminders to all expired trips You can also process the Orders individually To open an Order from the list Press OPEN To send a Reminder to a customer Press REMINDER To permanently Delete an Order Press DELETE If you press the DELETE it will change the Order Status to cancelled and the Invoice will be reset If there is more than one invoice or if there have been payments in the Order these must be deleted manually If you use the WebService it will also usually also deleted the PNR An order that moves will move the Offer Date 1 2 days from the day
20. Order Number plus the next available Offer Number from 01 to 99 It is possible to issue up to 99 Offers all of which can be open simultaneously On the other hand it is only possible to have one open invoice at the same time If you want to issue a new invoice you must first close the old Invoice using the Close Current Button in the Order Form An invoice will be a Credit Note if the total amount is less than O Change Customer s Name on an Invoice It is possible to manually change the customer s name and address on each invoice If a customer for example wants the Invoice billed to the company or vice versa This is done under Menu Edit Change Address in Invoice Delete Invoice Lines You can delete Invoice Lines by double clicking the gray box to the left of each Invoice Line and the pressing the Delete Key on your keyboard You can delete all the Invoice Lines by going to Menu Edit gt Delete all Invoice Lines Copy of Invoices It is possible to copy all the invoice lines of an invoice to a new Invoice or Credit Note This is done going to Menu Edit gt Convert or Copy old invoice You can copy from this order s invoices but also from other order invoices You can also create the following going to Menu gt Offers and Invoices Create a new Offer from this invoice Create a new Offer from this offer Change an Offer into an Invoice If you have created one of more Offers to one of your Customers a
21. Orders SoftSuitCase revolves an Order An order can If you wish to use an existing customer double click among other things contain the gray box to the left of the customer s name or press Enter when you have selected the customer A customer One or more manual PNRs and or one or more of Create new customer the PNRs from Amadeus Sabre or Worldspan If you want to create a new customer just fill in the Passengers fields with the customer s name address phone Segments numbers etc Airline Tickets Remember the e mail address It is possible to enter Invoices several e mail addresses separated by or a new Payments line Vouchers 4 Check airline and destination How to create an order from a PNR You must manually check that the airline and 1 Transfer PNR from Amadeus Sabre or destination are correct If not they must be Worldspan corrected They must be corrected 2 Go to Functions and then to Transfer from CRS 5 Select Offer Date Or press F3 Offer Date is the date on which the customer Then you will see the following screen requested the reservation without having paid or approved it E 6 Attention Customer references and language If your customer wants another name as the contact then select the Attention Name If the customer wishes to have their invoices in another language other than the local language then select the appropriate language 7 SAVE the Order SL gt Press Func
22. SE After an employee or user has been created they may login to SoftSuitCase Enter the Username and Password Select the database Usually Travel Agencies will only have one database but larger systems can have more than one Select Language Select the language to be used as the display language in SoftSuitCase We currently support the following languages Danish Swedish English German Spanish Automatic Login If we want to SoftSuitCase in the future to log you in automatically just check the Save User name Password box Local Reports If you wish to use local reports at eg a laptop just check the box LOGIN Translate User This function is only used if the user is authorized by TravelOffice to install or maintain a new language Get System Password Used by TravelOffice for troubleshooting Local Settings This should only be used in agreement with TravelOffice Help Desk Change user If SoftSuitCase has been set up to make automatic login you must press the blue button at the top of the main screen to change your login T r fee a on te Ca l Pie T Tal E Ole Gardel AirTiki LIVE Denmark w a aid SOFTSUITCASE 2010 USER MANUAL VER 7 SF AirTiki LIVE TE Fie Se MAIN SCREEN ELS E SoftSuitlage Order Formi Enp VE Gereral lfa Aran 1 The Menu See the description for each menu item elsewhere in this guide 2 View menu Using this m
23. a PNR to an order 1 Open the Order if it is not already open 2 Transfer PNR from Amadeus and Worldspan 3 Go to Functions and select Change Add PNR to Order The following screen will appear rg a aid Eich bo ar i ET lmi hana ie Select the PNR you wish to use and press Add PNR Close the dialog box 4 PNR field in order card is now MORE and all segments and passengers appear Use the down arrow to the right of the PNR field to change PNRs How do you change a PNR in an order This can only be done if there aren t any issued air tickets in PNR Follow the instruction in the above example but instead press CHANGE in the dialog box This means that a new PNR is attached to the order and the old PNR is released and can be deleted or be associated with another Order How to add a manual PNR to an order 1 Open the Order if it is not already open 2 Go to Functions and select Add Manual PNR to Order SOFTSUITCASE 2010 USER MANUAL VER 7 SEGMENTS Segments on an order can consist of one or more of the following elements Type is in parentheses A flight from a PNR or a manually created flight AIR Hotel or Car from PNR or a manually created Hotel or Car HTL CAR A Tour from a PNR or a manually created tour TUR Transfer TRF Train TRN Ferry or cruise SEA Fee FEE Golf GLF Complete package PKG Other OTH Option OPT How do you change an
24. ar Double click the mouse on the gray box to the left of the Product you wish to use or when selected just press enter Fill in the required fields and press enter or tab to jump to the next field Description of each field in the invoice line L Line type N Normal H hidden line S Hidden SUB line P Main Line Product See above Description Text about the reason for the invoice line Can be changed Document Any document number Ticket insurance voucher Units Number of units Net Price Net Price of the invoice line It will not be displayed to the customer Negative sign is in front of the amount Sales Price Unit Price Sales price which will appear on the customer s invoice V VAT Sales Tax See codes in the Setup section 0 no sales tax 1 5 individual tax rates P EU Marginal Tax When all the Invoice Lines are filled in press the SAVE icon and the Invoice Line will be added to the Invoice or it will replace an Invoice Line if it was edited You can create as many invoice lines as desired If the sort order is wrong this can be corrected by selecting the Invoice Line click once in the gray box to the left and then use the arrow buttons in the left bottom to move the Invoice Lines If something needs to be changed it can also be changed in the table itself The invoice can be extended to the screen s height by typing Ctrl Z If you are
25. at least one PC in Travel Agency The program is also used for the overall maintenance of SoftSuitCase Select Update Database Setup for Soft SuitCase in order to install the application on your PC See further information in the manual under Database Setup In order to correctly download and install the software on your PC you should use Microsoft Internet Explorer as the WEB browser SOFTSUITCASE 2010 USER MANUAL VER 7 INSTALLATION AND LOGIN Installation of SoftSuitCase Install SoftSuitCase as described on the previous page If during the installation there are any questions or warnings answer Yes When the installation is complete the following setup window will appear I ee Clr lie Ce ASST APSA TOR CH aT w i Amadeus Office ID is your Office ID in Amadeus The Database type is almost always Microsoft SQL IP address is the IP address of the server where the SoftSuitCase Database is located Server is the name of the SQL database SQLEXPRESS Database Name is the name of the Database Setup database which by default is called SuitCaseSetup Database Username is almost always sa Database password is your administrator s database password Reports Directory is the path to your reports Press Check Connection If the Setup is OK it must be saved with the SAVE and SoftSuitCase must be restarted If you had previously installed SoftSuitCase on your PC you can retrieve the last s
26. aved settings in the Menu Item EDIT and then GET GENERAL SETTINGS This feature reinstalls the last saved Setup Settings Fill out the Setup data that will be used when installing a new PC at your Travel Agency Sabre Worldspan PCC Amadeus Office ID Database type Microsoft SQL IP adresse Server Database name SuitCaseSetup Database Username sa Database password Report directory Licenses You can purchase as many licenses as you wish You can always install SoftSuitCase on a new workstation and it will work for 5 days after the installation However it is important that if you have ordered and paid for new license that you register that new license before the 5 days have elapsed or the software at that work station will stop working The licenses are registered by MAC Address so you must have that at hand This is in the Login screen Transfer of a license from an existing registered PC to anew PC Install SoftSuitCase on the new PC as described here and then contact TravelOffice You must have the MAC address it appears in the SoftSuitCase Login screen of both the new and the old PC ready when you contact TravelOffice We then will move your license to the new PC and the old one will no longer be able to be used There is a small fee for transfer of license SOFTSUITCASE 2010 USER MANUAL VER 7 SOFTSUITCASE SETUP SoftSuitCase Setup The Menu for General Setup an
27. clusively for statistics To add or edit go to Administration Maintenance Other and then Customer Types E Lustomer Types lol E Edit add or delete and then press the SAVE Customer Types can be used to specify different types of customers It can be Business Customers or Private Customers It can also be customers divided into different geographical areas The function is not used further in SoftSuitCase This function is therefore only relevant for Travel Agents who want to create statistical reports by customer type There are different reasons to use the recalculate totals but mainly it is used when there has been some problem with the database u Eg hot Cette Eee a de ce Dei i a T adei Far F fran meet ee i rihi d i To access go to Administration Maintenance and then Recalculation These are the following options Customers Update all customer totals Update only the active customer s total Order Updater order total is the only active order Updater all order totals Find all Orders with a total of 0 Invoice Calculate invoice costs For further information please contact the TravelOffice Help Desk SOFTSUITCASE 2010 USER MANUAL VER 7 SETUP PRINT FORMS SoftSuitCase contains several languages This section is about the printed language the language that is used when something is printed to the customer or converted into a pdf to send by e mail to the custo
28. d For the payment the amount must be negative Currency The currency of the payment which must be the same as the invoice currency Customer Outstanding Invoices View all CUSTOMER S outstanding invoices etc Order for outstanding invoices View all ORDER S outstanding invoices etc All Order invoices View all the Order s invoices whether they are outstanding or not Payments Receipts Press to print a receipt Close after payment Close the payment form after the payment is complete SOFTSUITCASE 2010 USER MANUAL VER 7 PAYMENTS How you pay back a customer in SoftSuitCase 1 Create a Credit Note for the amount you wish to pay back This is done creating an invoice except that there is a minus in front of the amounts 2 Press File and then Payment or Ctrl P 3 Select method of payment Cash Bank Olympic Games 4 Choose payment type Pay all Invoices if there is only one invoice otherwise select Pay some Invoices and select the invoice you wish to credit 5 Press SAVE How do you register an invoice payment deposit in SoftSuitCase 1 Open the order which has the invoice you wish to pay 2 Press Menu File and then Payment or Ctrl P 3 Select method of payment Cash Bank Olympic Games 4 Check Invoice Deposit 5 Select the invoice 6 Enter the amount of the Invoice Deposit in the Payment Received 7 Press SAVE How to make a Customer Deposit payment in
29. d maintenance can be found under the Menu gt Administration gt Maintenance HEISE FFIR T CH TAB ee Adminstration Modules Softsu Clean up Accountrg Backup SofSuitlase 34 Change Customer on thes Order der NE Clear Order Lock Active Order D Ome F E mail Text j Globalestion Fan Inwolce Line Products ann 1 Invoice Remarks Order Status Report Formular mor Balance Invoice Pas d Standard Reports BEIDE Suppliers 34 SMTP Setup The first to be set up is the accounts information Select Setup Finance Account The following window will appear few Fe Create the necessary accounts There must be at least one of each of the following types Sales Expenses Customer Supplier Finance Sales are Sales Accounts which are used to invoice a customer Expenses are the associated Purchase Accounts Expenses Accounts are not used by all agencies but it is nevertheless necessary with at least one account of this type Customer accounts are created to collect what your customers owe you You must at least enter the default Customer Account but you can also have additional customer accounts for your business customers Supplier accounts are the vendor accounts Where what you owe is collected You must at least enter the default Supplier Account but you can also have additional Supplier accounts to collect what you owe individual suppliers for
30. dual Invoice Lines Invoice field on each of the orders that have already used Invoice Lines from that GROUP MASTER are not corrected Only future use of the Invoice Lines are affected by the correction Departure date destination and Carrier It also affects only future bookings from the GROUP MASTER Segments All changes in segments on the GROUP MASTER to change segments on all individual orders which have the booking from the GROUP MASTER For example time changes etc must and can only be amended in that GROUP MASTER Vouchers from GROUP MASTERS Cannot create Vouchers from the individual orders Voucher must be created in the GROUP MASTER and covers the persons that are booked in that GROUP MASTER x ARriy Beste faite er fan JE may Dimer TE Fer Hr rn i ea etim 13 HTT Fiir Pee foe u ooo 1 Tn ee Bam Jmm imn gr er TED az Fep a zo are TLT iz DE Kr fom rid RAF ral Frauchen ur Er EAEE Fill in the Voucher required information as usual When the Voucher is issued the segment on the individual group bookings will show as a gt V lt SOFTSUITCASE 2010 USER MANUAL VER 7 ERRORS AND HELPDESK What do you do when an error occurs There can be many reasons for an error It may be a problem with your network or database but it can also be a bug in SoftSuitCase If you get an error in SoftSuitCase you wil
31. e the trip is active T Ticket Issued issued air ticket V Void the trip is cancelled P Paid the trip is paid TR Mila oe You can move between pages if there are more results than can fit on a page Other ways to search for an Order 1 In an empty order enter the Order Number and press ENTER 2 in an empty Order enter the PNR and press ENTER EmalfF a 12 Mi Close Order Shft F3 4 Find Order by Invoice No Ctri Alt I G8 Find Order by Ticket No Ctri lt T 4 Find Invoice by amount Release PNR m we Mo In Menu Functions there are 3 other Order search possibilities 1 Search by Invoice Number 2 Search by Airline Ticket Number 3 Search by Invoice Total Amount SOFTSUITCASE 2010 USER MANUAL VER 7 CLEAN UP In SoftSuitCase all new Orders are Offers If the Customer has Credit when the Customer accepts the offer the Order Status should be changed to ACTIVE TRAVEL If the Customer does not have Credit when the Customer has paid or made a deposit then the Order Status should be changed to ACTIVE TRAVEL If an Offer Date has passed without the trip being accepted or paid the Order Status should be changed to CANCELLED or DELETED This feature is called gt Clean Up lt and can be found in Menu gt Administration gt Clean Up The following window appears OP Cains Cima r Pe p rE i a TL kbira D amag LD 1a Lk COLETES T al 1a ira T mie mu F Dir T awe fie
32. e I a et EIER BA SEEN Devi MAL Leo 1 Ines ea mes tet a He FF SS zz sry i Click the gray box next to each employee or user if you want to edit a change To create a new user enter the user s initials in the User ID box and then press ENTER Fill in the necessary fields A user cannot be deleted but can be made inactive Description of individual fields User ID User login Max 3 characters User name User ss full name Password Users s password Security The user s Level Supervisor Bookkeeper Department Manager Super User User 0 User 1 Student or similar Limited Read only OounhRWN Oo See product sheet on User levels Department If you are working with multiple departments it is here where you can choose between the departments See further along how to create departments Position The employee s position within the company Email Employee s Email Tel EXT Employee s extension Tel Direct The employee s direct phone number Default language The language the employee wishes to use as the default display language In the current version supported 1 English UK 2 English US 3 Spanish 4 Danish 5 Swedish 6 Norwegian Under development Active lf there is X in this field the employee cannot log into SoftSuitCase Creating Departments You can set up branch offices in Administration gt Maintenance gt Depart
33. eate the new Invoice Lines in a new Invoice This invoice will then be issued If you removed an order from a GROUP MASTER it will not remove the invoice Lines These must be done manually either by deleting the Invoice Lines if possible or else creating a Credit Note It is not possible to add the names to an order containing bookings from a GROUP MASTER However this can be done by removing all GROUP MASTER bookings on that Order SOFTSUITCASE 2010 USER MANUAL VER 7 GROUPS amp ALLOTMENTS Overview of GROUP MASTERs Choose Functions gt Group View or CTRL G to obtain a list of available GROUP MASTERS We rou fer ewe Bij Fj dead RETA Peer AI ail Ch ET ikin 2 TTY HEME Ma0 5 er nz It is possible to search for groups by typing part of the group name the date of departure or destination or any combination of these The list shows 1 group name 2 departure date 3 Destination IATA code 4 GROUP MASTERS order number 5 The remaining number of vacant seats Press gt OPEN lt to open the GROUP MASTER Only the active GROUP MASTERs are displayed where the Departure Date and the Offer Date has not expired Select the existing GROUP MASTER May be an existing GROUP MASTER in the following way Group name and number of participants Open the GROUP MASTER Select Tools gt Edit Group Invoice Line Open invoice Delete add or change the indivi
34. ed in addition to several orders enter these separately Date Date of receipt of the Invoice from the Supplier Order number The order number Invoice Number Select in the drop down box the invoice that uses that expense Supplier Name Select the supplier from the drop down box above the Supplier Name You can only select suppliers that have already been entered into the SoftSuitCase See under Setup suppliers Supplier Number Comes automatically when the supplier is selected in the drop down box Expenses Account Select accounts for the cost in the drop down box above the Expenses Account Supplier Invoice Enter the invoice number of the invoice that you received from the supplier Vat Amount Enter the VAT amount from the cost Currency Enter currency X Rate The current exchange rate This can be changed in the Currency form See Globalization in the Setup section of this manual Press SAVE to save the line lt is possible to change in the posted line by double clicking the gray box to the left of the line until it is posted Then it is no longer possible to change in the line See cost per order When all Expenses have been entered it is possible to see the cost per order Choose in the Menu gt Administration gt Accounts gt Check Expenses for this Order Frag mirei l His imis ST Lie jA T ee r ai Ee EAT az a Er Affe SHATIEHE 2234 EUR E Dur SOFTSUITCASE 201
35. ed to your system If the report does not exist when you try to run it the program retrieves a copy of the system automatically SOFTSUITCASE 2010 USER MANUAL VER 7 REPORTS Export of Reports All reports can be exported in the following formats Adobe Acrobat PDF file Microsoft Excel XLS file Microsoft Excel Data Only XLS file Microsoft Word DOC file RTF RICH TEXT file If you want to continue working with a report in Excel it is recommended to use Data Only Export of Customer e mail addresses to an external e mail system All customer s names and e mail addresses can be uploaded to a file to be used by an external e mail system for newsletters etc FF Softsuitlase Reports Export Customers Soot aT Regg POF Hinos Excel ee ee a me darea Macsomoll E scal Data or k Macrosalt Word Please see note relating to sending unsolicited e mail messages to your customers New Reports SoftSuitCase is constantly updated with new reports The new reports will automatically appear in the report menu when they are created and the new report be downloaded automatically to your report directory first time it is used Other reports TravelOffice can also develop other reports if you so require Please Help Desk for more information Crystal Reports Each Travel Agency can even develop their own reports or further develop existing reports by acquiring the program gt Cr
36. enu you can choose to see the main menu calendar etc depending on how your screen resolution is set up Status Bar Hotkeys Ctri H Info list Soft WS Tool Bar Displays the features in the top of the screen Status Bar Displays the status bar at the bottom of the screen Hotkeys Displays the Help menu with the most common features on the right side of the screen Calendar Displays the calendar at the bottom of the screen Info list Displays information on sales etc on the right side of the screen 3 Open a NEW Order 4 Select a printer 5 Select the currency 6 Select primary PRINT language 7 The user who is logged in as well as the user privilege number in parentheses 8 Thename of the database in use 9 Help 10 Change Login 11 Close SoftSuitCase A screen shot showing SoftSuitCase with 3 open Orders as well as all the other features opened This requires a full HD screen resolution It is possible to click on the help buttons in the Hotkeys to the right of the screen ORDERS AND CUSTOMERS When you have logged in you get the following Alternatively you can press F4 to create a manual screen PNR 3 Create or select a customer Enter customer name and press Enter If you previously had a customer with this name a list will be displayed will all the existing customers with that name i E inm Diim Lad hes
37. example BSP Diners Travel Account AirPlus etc Finance accounts are the accounts you create to be your bank and cash accounts where you will be receiving your customer s payments To Create new account Fill in the relevant fields and press Save To Delete an account Select the account by pressing the gray box to the left of the text and then press DELETE You cannot delete an account that has been used but it can be made inactive so it will not be shown as an option when selecting accounts Under Default Customer and Supplier accounts you must specify which Customer and Supplier account that will be the default account You must also decide how your invoices will be closed and exported Only export Closed Invoices Invoice is closed only upon payment or approval Close exported or Sent Invoices Invoice will be closed as soon as it is sent or printed Close Invoice Issued at midnight Invoice closes at midnight Default Customer Days of Credit Specifies the default credit For example 7 specifies that the customer must pay before 7 days after invoicing 45 specifies that the customer must pay 45 days before departure It is also possible to have the system automatically round up to the nearest whole amount etc If you use Sales Tax check the box A box to enter your VAT number is provided You must also specify what the percentages are for each Tax Code from 1 5 and what accounts they will use VAT code P is a
38. existing segment 1 Select the Itinerary tab of an order where all the segments are listed 2 Double click in the gray box to the left of the segment you want to change 3 The following screen appears T di En EEE Arte Dha e AT R T een cher a 4 Enter the required information and press SAVE How to delete an existing segment 1 Select the Itinerary tab of an order where all segments are listed 2 Click in the gray box to the left of the segment you want to change 3 Press DELETE How to create a new segment All manually created segments is identified as M for manual 1 Select the Itinerary tab of an order where all segments are listed 2 Press the NEW icon on the left side White Paper 3 The following screen is displayed 4 Select a type of the segment you want to create and then press Enter 5 Fill in the required information and press SAVE What do you do if the segments are sorted incorrectly in the Itinerary Each segment has a sorting date by which segments are sorted in the Itinerary Flight segments are sorted by departure date and time Other segments are sorted by various criteria 1 Open the segment that is sorted incorrectly 2 Enter the correct sorting date and time black date 3 Press SAVE SOFTSUITCASE 2010 USER MANUAL VER 7 VOUCHERS Vouchers can be created from existing segments ra H
39. fault Status will be used automatically every time a new Order is created Explanations or descriptions can be added to each What is the Order status Order status is a part of the core of SoftSuitCase Normally an Order is a quote by default and it has a quotation date If your order has not been paid or confirmed at the latest on the quotation date then the order is put in a list from where it can be extended or the order can be deleted The list is called Clean Up Clean Up is located under Administration The screen looks like this lerias ane m Le lige h beT i Lia F ia Fra nam E Pink ie Cais p pta mie Ges An order whose quotation date has expired will allow you to send a reminder to the customer by simply pressing the REMINDER button An Order that has a reminder sent will change its status to REMINDER SENT An Order which is to be cancelled will change its status to TO BE CANCELLED etc SOFTSUITCASE 2010 USER MANUAL VER 7 E MAIL TEXT INVOICE REMARKS IEmail Text You can set up the default text to be used in the e mails that SoftSuitCase sends to your customers Select Administration Maintenance and then Email Text The following screen appears m i beembe o e pee ieii riga e shia bim be mu hH enp lm irre ae Be el 1 kn zn ih ria iey ee pn harii arm Item er ee ge er ger ee PA Fer uk PIE i a Lge ea ery bey u ea a bs ar aL ln Ti ta rai at Lee COTES ae She Se
40. g correction or repair 3 The foregoing warranty gives Licensee specific legal rights and Licensee may also have other rights which vary from state to state Some states do not allow the limitation or exclusion of implied warranties so the above limitations may not apply to Licensee REMEDY FOR DEFECTIVE MEDIA Licensee s sole and exclusive remedy in the event of a defect ina warranted item is expressly limited to replacement of the defective media To receive a replacement Licensee must send the defective media with proof of purchase to TravelOffice at the address indicated below postage pre paid and postmarked within the Warranty Period In no event shall TravelOffice be liable for any other obligations or liabilities including but not limited to liability for damages whether general or special direct or indirect consequential incidental exemplary or for any claim for the loss of profits business or information or damage to good will even if TravelOffice has been advised of the possibility of such damages In any event TravelOffice s maximum liability shall be limited to the amount of the purchase price Some states do not allow the limitation or exclusion of incidental or consequential damages so the above limitations may not apply to Licensee The Licensed Software and ocumentation have been developed exclusively at private expense and are provided with RESTRICTED RIGHTS Use duplication or disclosure by the Governme
41. inimum requiments Microsoft Vista 7 2 GB RAM Workstations NT512 GB RAM 50 GB Harddisk Minimum requiments Microsoft Windows2003 Server Microsoft Windows 2008 2 GB RAM 50 GB Harddisk In installations less than 6 users server can be Microsoft Vista or Microsoft Windows 7 Communication Internet required Min 2 Mbit download Multi Locations Yes please contact Soft SuitCase for information Max Users SCN maximum Free test Disab i A www traveloffice dk TravelOffice Headoffice Nytorv 7 B 1450 Copenhagen K Denmark Tel 45 33 66 90 90 Email info traveloffice dk Technical support 45 33 66 90 99
42. invoice or invoices you wish to pay Both these Payments Types involve paying the total outstanding balance If the amount of the payment is not the same as the outstanding balance of the invoices selected then you must either select Invoice Deposit Credit or Debit Payment or Customer Deposit 5 Select Currency The payment amount must be in the same currency as the invoice If the customer chooses to pay in another currency the invoice must be crossed with a Credit Note and a new Invoice must be issued in the correct currency 6 Select the Payment Date Normally the current date but the payment date may be changed if the user has rights to the 7 Press SAVE ee Hr T ET l Fuer Explanation of the elements in the Payment Form Pay All Invoices Pay all the customer s invoices Pay some invoices Pay some of the customer s invoices Select the individual invoices Invoice Deposit Pay a deposit for an invoice Customer Deposit Pay a customer deposit Advance payment Invoice Credit or Debits Credit or Debit an Invoice Cross Deposits Cancel out deposits The resulting balance must be 0 Cross Invoices Cancel out invoices with Credit or Debit Notes The resulting balance must be 0 Use Payment ID Used currently only for Travel Agents that have SoftFares Payment Date The date on which payment was made Payment Account The account to which payment is made Amount Received The amount or pai
43. l be shown a window where we appreciate if you give us a short explanation of what you were doing What was doing What is the Order Number The error will automatically be sent to the SoftSuitCase Help Desk and we might contact you for further information about the cause of the error If you cannot log on to SoftSuitCase first of all check if you have the Internet access on that PC Why are there errors in SoftSuitCase There can be many reasons for an error in SoftSuitCase One of the most common is that new users use the system in new ways and perhaps do something that has never been done before We are constantly improving the system and therefore we are very interested in hearing from you if you are experiencing errors and remember Even if your support period has expired it costs nothing to contact us and get errors fixed Contact Help Desk If you have a service agreement with TravelOffice or if you are within the first 45 days of purchasing SoftSuitCase we provide free support it costs nothing to contact the Help Desk If you don t have support we will invoice you ona per call basis Prices of calls can be checked on the TravelOffice s web site Remember it is always at least 25 cheaper to buy a Help Desk Coupon which gives you access to 10 calls to Help Desk The price of coupons also appears in the price list Support Calls on a 24 hour watch costs twice as much as regular calls How do y
44. matter of this agreement whether oral or written No terms or conditions other than those contained in this Agreement and no other understanding or agreement which in any way modifies these terms and conditions shall be binding upon TravelOffice unless made by a written agreement executed by duly authorized representatives of both TravelOffice and Licensee LICENSED SOFTWARE AND DOCUMENTATION LICENSE 1 TravelOffice hereby grants Licensee a non exclusive non transferrable and perpetual license to use the enclosed computer software the Licensed Software and the associated printed documentation the Documentation subject to the limitations set forth in this Agreement the License Licensee may use the Licensed Software only on one central processing unit with one input terminal All right title and interest to the Licensed Software and the Documentation are and shall remain in TravelOffice or TravelOffice s licensors as the case may be Licensee have no right of access to the source code of the Licensed Software Licensee is not entitled to updates or upgrades of the Licensed Software or Documentation 2 Licensee may not alter assign create derivative works decompile disassemble distribute lease modify reverse engineer sublicense transfer or translate in any way the Licensed Software or Documentation except as specifically and expressly provided below for redistributable files provided however that Licensee
45. may permanently and simultaneously transfer all of the Licensed Software Documentation and the License if a Licensee delivers to the transferee the Licensed Software and Documentation b notify TravelOffice in writing of such transfer and c destroy any archival backup copy Licensee agrees that the transferee must expressly accept all terms and conditions of this Agreement 3 Licensee MAY NOT COPY the Licensed Software or Documentation except as specifically and expressly provided below for redistributable files provided however that Licensee may make one 1 copy of the Licensed Software for archival backup purposes 4 Licensee may create application software using the Licensed Software including the trade secrets and confidential information of TravelOffice and Licensee may incorporate in such application software in executable form those files identified in the Documentation as redistributable files Licensee MAY NOT distribute the Licensed Software in any format to other users for development purposes In particular if Licensee creates a control using the Licensed Software as a constituent control Licensee MAY NOT distribute the control created with the Licensed Software in any format to users for development purposes 5 If either the Licensed Software or Documentation is used in any way not expressly and specifically permitted by this License then the License shall immediately terminate Upon the termination of
46. ment Setup The following screen appears Departments Inpu Binde WAITING II id Add the Departments and then press Save SOFTSUITCASE 2010 USER MANUAL VER 7 SUPPLIERS AND SMIP HOST Before creating the Invoice Line Products you must have created the suppliers of those products Inthe menu Administration Maintenance and then Suppliers Explanation for each field Name address country etc Fill in the name and address of the supplier IATA 3 letter IATA code Ccode Telephone Country Code Acode Telephone Area or City Code Email One or more Email addresses Press to add an Email address and a Contact name Remarks Remarks about the supplier Supplier Group Optional field Vendor account Select from the list Form Of Payment Agreement about the payment to the vendor Press NEW to create a new vendor Press the Supplier List button to see a list of the suppliers created SMTP Host Setup is required in order to send e mails from SoftSuitCase It is possible to have a common SMTP or individual SMTPs Setup SMTP 3 SHPI Host Use Authentication mode F Wee Secure SSL connection Username Parsiss ord SMTP Part Je Eww I ea XY SMTP Setup must include what your Internet Service Provider ISP requires If your ISP uses the Authentication mode enter appropriate the username and password
47. mer Different Customers may have different languages butt each travel agent is responsible for the Setup and maintenance of the languages employed You can add more languages by contacting TravelOffice Help Desk To use go to Administration gt Maintenance gt Default Reports gt Setup Print Forms FT Sali Prod Foris ckt Invoice Orere General Language On the first tab you can see the languages that are installed To install other languages contact TravelOffice Help Desk On the subsequent tabs all fields must be completed in all desired languages It is possible to select a language e g Swedish and then get the SoftSuitCase to propose translations to other languages It is also possible to get a proposal for texts by pressing the button Get Default Text To translate to the selected language just check the Translate boxes The lower tabs o Customer and o Book are if the Travel Agent has a license for Web services and or then Online Booking Systems Emma Me Eisen Hama gt gt gt A a oe Hepa hrr Fimiiaker pal ras Variables The variable buttons insert a variable in the text at the point where the cursor appears when the button is pressed for example UIDName Text appearing in square brackets is NOT translated GENERAL The General tab contains the general information used in invoices travel itineraries etc ei Ta i Einen Pace meng
48. muth Nissen 9029 00 10 09 2012 80296 F 105 Helmuth Nissen 46 00 Payments 10 09 2012 Payment for 69260 79292 10 09 2012 Payment for 69260 79292 11 09 2012 Payment for 6991 3 80148 11 09 2012 Payment for 6991 3 80148 D 88888888 Helle Nielsen 37474 00 F 6400 Helle Nielsen 37474 00 D 88888888 Henriette Hansen 11960 00 F 6400 Henriette Hansen 11960 00 Dt N N N Expenses 05 09 2012 33227799 97304 INCA Tours OrderNo 69912 3678 50 DKK 1 0000 05 09 2012 97304 INCA Tours OrderNo 69912 3678 50 DKK 1 0000 05 09 2012 511560 16252915 TUI OrderNo 69912 66 00 EUR 7 4500 05 09 2012 16252915 TUI OrderNo 69912 66 00 EUR 7 4500 See our description gt ACCOUNTING EXPORT lt which can be downloaded from the TravelOffice web site Ph rakiu ur ER SIN fen Sel pres cone PV ICH Dee Laien an thy i Ka T ze by Tee Hey won on SOFTSUITCASE 2010 USER MANUAL VER 7 EXPENSES It is possible to list all of the supplier s expenses in SoftSuitCase and then transfer them to the accounting system As described previously SoftSuitCase calculates the expected profit on each trip that is sold This happens on every Invoice Line If you use this system you will be able to see the real costs of each individual order This can be found in Menu gt Administration gt Expenses Each Supplier Invoice entered in the system Ifa vendor invoice contains bills that must be shar
49. n SoftSuitCase There are several ways to print e tickets in SoftSuitCase The easiest is to press Menu Functions gt Email Print or F12 The following window then appears Select e tickets and possibly other documents and press Print Checked Items or F12 They can also be printed directly from the Ticket tab How to send you e tickets by email 1 Press Functions gt Email Print or F12 2 Press the Default E ticket text F3 3 Select any other documents you want to attach 4 Edit the text if so required 5 Enter or add email address 6 Press Send Email or F2 Cover letters for customers It is possible from SoftSuitCase to send cover letters to customers either in an e mail or as a printed cover letters The letters will be sent from the customer Form Go to the Customer Form and find or create the desired customer Press the gt Letters gt button AIF ju Diners Club Accounts First Time Send Newsletter m Send Postcards E Customei Tracking Letters Select the desired mail in the drop down box gt Select Other Email text Make any necessary corrections and then send or print This information is stored in the Tracking It allows you to see later which customers have chosen to buy travel after they received a catalog from you SOFTSUITCASE 2010 USER MANUAL VER 7 SEARCH FOR CUSTOMERS ORDERS AND PNRS Gi There are many different ways in which one can
50. nd the Customer accepts one of the Offers you can easily change into an invoice by 1 Open the original Offer 2 Press F12 Open and Closed Invoices Each Travel Agency determines in the Setup when it wants an invoice to be closed You can choose between When Issued At midnight When paid or received a deposit Manually Closed As long as an invoice is open you may edit it If it is closed you must issue a Credit Note to cancel it out and then create a new Invoice SOFTSUITCASE 2010 USER MANUAL VER 7 PAYMENTS After an Order has been created and one or more Invoices have been issued what happens when the Customer chooses to pay How to record a payment in SoftSuitCase 1 Open the Order which has the Invoice or invoices the Customer wishes to pay 2 Select Menu File gt Payment or Ctrl P The following screen appears Ende Bene in erde Al de i R dee hoe et Deu Bers 7 sider Perret Pe cme u f TET E Fi fea 7 FF ee r a T TE im fa Ts aed bar i a eier ben Til i jeer dade fe u lee im tir j lei i i am ae e Tm Oa Doli ee ee oes Ler on E 1 Cli ee om es nr 1 EELEE E a E i F Bar u Cr Eli em ro man Trace 1 EA E A Ce ae 3 Select method of payment Cash Bank etc 4 Choose Payment Type Pay all invoices if you are going to pay all outstanding invoices otherwise select Pay some Invoices and select the
51. ngs 20 Main Screen Features 21 ACCOUNTING Hotkeys 21 Export to Accounting Program 42 Calendar 21 Export Accounting Data example 43 Orders 22 Supplier Expenses 44 Create a New Order 22 Manual Orders 23 GROUPS AND ALLOTMENTS Add a PNR 23 Creating a Group Master 46 Segments 24 Booking from a Group Master 47 Itineraries 24 Overview of a Group Master 48 Vouchers 25 Creating Group Masters 48 Passengers 26 Vouchers 48 Attention Names 26 FF Card 26 OTHER Customer Remarks 27 Errors and contacting the Help Desk 49 Order Remarks 27 TravelOffice License Agreement 50 PNR remarks 27 Tracking 27 Queues 27 SoftFares 2011 wp SoftFares are also available in a version for Microsoft and Nokia s new smartphones coming to Scandinavia in September The app only works if you already use SoftFares SL The app can be downloaded from the phone s marketplace Search for SoftFares The price has still to be determined but we expect it to be around 200 00 DKK per phone SOFTSUITCASE 2010 USER MANUAL VER 7 e Cy sonsuicase is a complete Mid and Back Office system tot the Travel indusiry designed by travel professionals who have been inwolved in travel for more than 25 years eotSuiCase integrates seamlessly wih Amadeus gane and Worldspan Sortsullase nandies Ihe vast majority of tasks required in a modem ravel agency amd iiS competitively priced K Microsolt Parinet heb e Conta ct TravelOffice for a free demonstration
52. ni Csi wer m 1 DET ne The text is generated autoffatically from the information contained ipAnhe Order but can be corrected manually Press the SEND MAIL Be sure to correct the segment s status to RQ pending the reply from the supplier See WEBServices for the supplier s ability to provide an automatic reply SOFTSUITCASE 2010 USER MANUAL VER 7 How do you fix a passenger s name Go to the reservation system and enter the correct passenger name in the PNR Then transfer the PNR to SoftSuitCase again If there is other information that must be corrected press the Passenger tab of the Order 1 Double click in the gray box next to passenger s name 2 The following dialog box appears E Passenger Detail Lig Ba fF FF Cui Forged IH Manmi IE ran Ferm n oe hae beers Dunara Iueka 3 Enter the required information and press SAVE Remember that a passenger is not the same as a customer How to create a new Passenger 1 Press NEW in the Passenger tab 2 Fill in the required information 3 Press SAVE Dates of Birth and FF Cards are usually downloaded automatically with the PNR Contact details are only for your own use and have no further function in SoftSuitCase PASSENGERS AND ATTENTION Attention Names as well as Passengers can be saved in SoftSuitCase It is possible to store info
53. nt is subject to restrictions as set forth in subparagraph c 1 ii of the Rights in Technical Data and Computer TravelOffice is the Contractor and is located at Nytorv 7 DK 1450 Copenhagen K Denmark Phone 45 33 66 90 90 MISCELLANEOUS This Agreement shall be considered severable and if for any reason any term or condition is determined to be invalid illegal or unenforceable under current or future law such invalidity shall not impair the operation of or otherwise effect the valid terms and conditions of this Agreement so long as the intent of this Agreement is maintained This Agreement shall be governed by construed and enforced in accordance with the laws of the Commonwealth of Pennsylvania with the exception of its conflict of law provisions The parties consent to the personal jurisdiction of the Commonwealth of Pennsylvania and agree that any legal proceedings arising out of this Agreement shall be conducted solely in such Commonwealth No action regardless of form arising out of this Agreement may be brought by either party more than one 1 year after a claim has accrued Copyright C 1991 2012 TravelOffice ApS All rights reserved SOFTSUITCASE 2010 USER MANUAL VER 7 Never let a computer know youre in a hurry Anonymous Contact Operation systems Microsoft Windows NT Microsoft Windows2008 Microsoft Windows 7 Microsoft Vista GDS Amadeus Sabre amp Worldspan M
54. ores information about e mails sent to the customer invoices itineraries tickets and much more The Tracking Form can be accessed from the Menu File gt Tracking Show ee am m LE JA Lem Eh Si Leer rn ah Luzern si im a eed Leper ies a Le ioe Sees ek Loge i Dpr i saj mar lim rh pm kai Per Liya E La a HAIT ae Lower Spam wa I MATa I Press gt S to see the contents of an e mail message Press the icon in the Attached box to see what attached documents were sent Queues It is possible to put an order in the Queue to yourself or to another employee of the Travel Agent The Queues Form can be accessed from the menu File gt Add to Queues b ir kir j Mim IM 17948 i ares SH beh I Tearing mi j Fi iae ii j nem im z Fill in the required information and press SAVE What is in the Queue can be viewed by selecting Menu File gt Queue Show SOFTSUITCASE 2010 USER MANUAL VER 7 INVOICEING How to create an invoice or offer 1 Select Menu File gt Open Invoice or Ctrl The following screen is shown aa PZN ul Fest ee a H ES SE E FT DT 2 Create Invoice Lines Place the cursor in the Product box If you know the Product Code you just enter it If you do not know the Product Code you can type in the field Then press Enter If you do not know the Product Code or enter a Product Code that does not exist the following screen will appe
55. ossibility to choose what and how you want the report to display Generally you will have these options as in this example Box to select fixed date periods Or you can select directly other date periods Show Chart View the report as a Chart Hide Details Do not show the details only show totals User All users or a particular user Department All departments or just one particular department Currency All reports are displayed in the currency that is used in each Order but converted to the selected currency Period From and To dates Period selected by The date of issue or the date of departure The report s criteria can be different depending on which report is selected After all required options have been selected pressing Run Report The report is displayed on the right side of the window The report contains the following menu options 256 rn A iki a Eksporter See later in the section on Reports about the possibilities for export Print Print report Update Refresh report Expand Expand the report so that for example it can be selected between the individual employees or users Navigate Go back and forth in the report Go to Go to page no Zoom Makes the report more or less Update Report Press the Update at the bottom of the window Then SoftSuitCase will find the latest version on our main server and reply back A new copy of the report Is now copi
56. ou contact the SoftSuitCase Help Desk Our Help Desk is contacted via our Danish phone number 45 33 66 90 99 Our 24 hour on call support can be contacted on 45 33 66 90 66 outside regular opening hours About languages in SoftSuitCase The individual Travel Agents are responsible for maintaining the written languages you use in SoftSuitCase That is to say the languages you use when you send correspondence to your customers either printed or by e mail SoftSuitCase maintains as best we can the display languages but there will always be some areas where the language is in English which is our main programming language If you find this to be a problem let us know where the translation has to be done Responsibilities We have tried to make this guide as correct as possible and it shows how SoftSuitCase worked at the time this manual was written We cannot be held responsible for changes or errors caused by the use of this user manual SOFTSUITCASE 2010 USER MANUAL VER 7 TRAVELOFFICE LICENSE AGREEMENT Gv ENTIRE AGREEMENT Licensee acknowledges that Licensee has read this agreement and understands this agreement the Agreement is the final complete and exclusive statement of the entire agreement between TravelOffice ApS TravelOffice and Licensee This Agreement supersedes any prior and contemporaneous proposals purchase orders advertisements and all other communications in relation to the subject
57. rcentage Commission Check if you want the system calculate the NET PRICE from the sales price Enter an amount or a percentage field The percentage you want to use for either Mark up or Commission Net price Any fixed net price Sales price Any fixed sales price Deposit amount or Enter the Deposit amount or the that will be used VAT There are 6 different VAT types in SoftSuitCase 1 5 are percentages P is the EU marginal sales tax Supplier Information The supplier that is associated with this product Select a Supplier from the LIST SOFTSUITCASE 2010 USER MANUAL VER 7 GLOBALIZATION Globalization is where you manage your cities countries etc in several different languages In addition to the standard IATA cities and countries it is possible to create your own or to amend the information Most of the information can be stored in the written language created in SoftSuitCase Globalization includes the following subsections Carriers Cities and Airports Countries Currencies Regions Here s a description of the different screens Carriers li Fiyaelikab Santa Bata Mabir SATA Intemational Shute Amenca 57 Aura South Area Here arya Carriers Maintenance Enter the airline 2 letter IATA Code in this field If you need to edit an existing airline we must first find it and then click in the gray box to the left Press NEW to create a new airline Cities and Airpo
58. rmation about individual passengers and contacts during using the Attention in the Order DIRECT CUSTOMER 5 17970 Ajtemi Arnette A Cust Faf Dahme He Al H 1 Tree D Stew WAT Using the following screen ee Fik Lesa ra Jame FE inet Erin Pde a Ble bes lewd Hee Wrest Open edit save and delete Attention Names It is also possible to store information about individual passengers and contacts using the Attention option in the Order SOFTSUITCASE 2010 USER MANUAL VER 7 REMARKS TRACKING amp QUEUES There are several places in SoftSuitCase where you can enter remarks Some remarks are intended to be shown to the Customer and others are solely for internal use Customer Remarks These remarks follow the customer in other words they are available the next time the customer orders another trip Customer Remarks are entered and edited in the Customer Form Ctrl F1 tag fer el Customer Remarks can also be entered in the Order selecting the REMARKS tab and then the Customer tab Order Remarks These remarks follow an order and are entered in the Order selecting the REMARKS tab and then the Order tab adhe a jie om Keen l I E j al Beta Wake barane Ping Fake Aisiki Tess Dna r Caia eee PNR Remarks Are entered in the Order selecting the REMARKS tab and then the PNR tab Tracking SoftSuitCase includes a tracking feature that st
59. rts Enter the City Airport or Service IATA 3 letter Identifier in this field If you need to edit in an existing City Airport or Service you must first find it and then click in the gray box to the left Press NEW to create a new City Airport or Service You can also search for Cities Airports or Services by selecting the language and country Countries Select the name of the country in English If it s called something else in another language it is possible to enter it here Enter the country name and press SAVE The Regions Select the region s name in English If it s called something else in another language it is possible to enter it here Enter the Region Name and press SAVE Currencies PT a bpgm Create and maintain exchange rates for invoices and or payments in foreign currencies SOFTSUITCASE 2010 USER MANUAL VER 7 ORDER STATUS Order Status is a feature that keeps track of what each order s status is Select Administration Maintenance and the Order Status The following screen appears You can edit the individual Statuses by changing the text under the Order State Name This is a LIST of types that can be used Quotes Reminder sent Active Travel Canceled Should Be Canceled Awaiting refund Under Preparation Active Ticket Active Quote There must at least one of each category One of the Statuses must be the default The De
60. se does not come with its own accounting system Finance System per se but contains a large number of export features that make it possible to transfer data to external accounting programs including Microsoft C5 It is possible to transfer the following data Invoice Lines Customer Transactions Payments Costs or Expenses Credit Transactions Invoicing Each invoice performs a series of transactions in the accounting system Sales are posted to the Sales Account and posted to a Customer Account Payments Each payment pursuant to a transaction in the selected Payment Account usually a bank or cash also offsets the Customer Account Each also uses the opportunity to post the cost in SoftSuitCase Purchase Every purchase generates a transaction on the selected payables account and an offset transaction in the Supplier Account Most use SoftSuitCase as a transaction module in connection with their accounting program This means in practice that all customer transactions are controlled from SoftSuitCase and posted to only one customer account in the accounting program Export module Export module is located in Menu Administration gt Accounting gt Export Accounting Data Par Engel Scheer A De aaa FR Seaford bem Hiii T G a ee ah ana ee 5 Kr ee mis Dii Per i T H C a EU m wis sae A E spine Post riie Ge m Th er r SOFTSUITCASE 2010 There are three different export
61. the order before booking from the first GROUP MASTER since there you cannot add or edit the name when it has been passed to a GROUP MASTER If there is an over subscription of individual flight bookings we recommend that these be invoiced before the booking from the first GROUP MASTER When all passengers are typed booking of one or more GROUP MASTERS Press button GRP in passenger tab SOFTSUITCASE 2010 USER MANUAL VER 7 GROUPS amp ALLOTMENTS Rejseplan Balance Faktura Passac and then add the new name Finally repeat the booking from GROUP MASTERS Remember in this case to correct the invoices Booking from the GROUP MASTER ONLINE To book from a GROUP MASTER online via the SoftSuitCase Web Service See further description in the Web Service in Customers and Orders Then the following screen will appear Y D razp Master Annki Min E ER BEE ba Order He fi Poa I fee 4 Ea Bite Pm Tess en Fri A 211 302 NEO a Enee jordas zman a vr oc INTEL hanam Ne MI em hanam eee he en Situ 3 eh la SELECT TT ean nen og SELECT BP Ciara linen From here you can add or remove GROUP MASTERs to or from that order If the field gt Create Invoice Lines lt is selected it will add the GROUP MASTERs Invoice Lines to that Order Invoice Lines are created in the latest open invoice lf there is no invoice or there isn t an open invoice it will cr
62. tions and Save Order or F2 Press CREATE NEW next to the PNR you wish to The order is saved and assigned a unique Order use to create a NEW Order Number PNR is opened in aNEW order SOFTSUITCASE 2010 USER MANUAL VER 7 ORDERS AND CUSTOMERS How to create a Manual Order 1 Select Functions and then New Order 2 Fill in the departure Date Airline and Destination Leave the PNR box empty 3 Create or select a customer Enter customer name and press Enter If you previously had a customer with this name a list will be displayed will all the existing customers with that name Miu a i a i aa ne sb Hn oo teat e oy Aan If you wish to use an existing customer double click the gray box to the left of the customer s name or press Enter when you have selected the customer Create new customer If you want to create a new customer just fill in the fields with the customer s name address phone numbers etc Remember the e mail address It is possible to enter several e mail addresses separated by or a new line 4 Select the Offer Date Offer Date is the date on which the customer requested the reservation without having paid or approved it 5 Save order Select Functions and Save Order or F2 The order is saved and assigned a unique Order Number 6 Create the Passengers Segments NOTE The order must be saved before the passengers and segments can be created How to add
63. tomer account Enter the credit max 0 if no credit Please enter the VAT number if it is a business customer Enter the AirPlus or Diners Travel account if they are members Enter the Credit Days 0 no credit 5 5 days after invoicing 45 45 days prior to departure If you do not write anything in the customer number the primary phone number will be used or press the A button if you want SoftSuitCase to auto generate a customer number 4 Press SAVE How do you find a customer 1 On an empty Order Select Menu File and the Open Customer Form Or Ctrl F1 2 Press SEARCH Binoculars icon button 3 Enter the first part of the customer name 4 Press ENTER 5 Select a customer from the list 6 Enter the required information 7 Press SAVE AirPlus and Diners Travel Account If the Travel Agent has an agreement with AirPlus and or Diners Travel Account and the Customer also has one of these accounts then select the Accounts tab and enter the required information Other Credit Cards If the Travel Agent has a license for SoftSuitCase Credit Cards there is a possibility to individually enable the Credit Cards the Customer can use Credit Card Sota FO Gece Airean FF tiated in fe Dron ee 3 fe na visa ge i Ir a Esch Lira Many f h uniker Cead ja eit ny ER Ei lie g Ta r Arar E par P Fe m 1 ile Fay Doai Ea Select the desired payment options and press SAVE SOFTSUITCASE
64. ts gt Get New Version and then you can choose which reports you want to update or all um a ims Liag rer Pere Ela hide they le bijl a grinari d rabi g ee apr pt Ara Davi Tired me Eilr wea rein i 2g ara Daa za bl a ee een Dolie k ae ee a ain Ay Se ved richer u ela the en Fair pinih i deta Background colors Logo etc Background colors Logo and text in SoftSuitCase standard reports can be changed in Menu gt Administration gt Maintenance gt Default Reports gt Setup Print forms See the section of how to Setup Print Forms He bay p pi i s Gaida Reet ds ran bbe mas mk pheli pli brinje te arim kra adenine T Damian aram ai kana gob ee ce ed are Aale der pig akide ee ee 7 t hedini a nahe te bybenetan altar ka etre bese eat hia lle arsch ee eer EN leia arna ni rabak pi du ika are ere Ce tar ra hab ew Bsa Loto be cabrian ar E oe atch be let Ferre bakr miie de ret sp rey a fii deeds Oey on rd eerie Si oder ragen Duk oar SE far le l werent alles all iy tt agg ube bars Qe Sie rel Herida akana eho ak katpdar pil r A S rai i T bgi er E IF uf erh og um nn an E Aher AoT hi Aot abra gat gama a by raed ot Qed lee ped a ver ee Fo tthe irj ri pad jr b Gee m BLEL TELA TEEF 1 See LHELE Fu TETI hit EREL Pen maa Helden EEE a ee SOFTSUITCASE 2010 USER MANUAL VER 7 ACCOUNTING amp EXPORTS SoftSuitCa
65. yrim er Ten Bras imap 3 i m It is possible only on the General tab to have different information per section if for example the departments have different address In section COLORS one can select colors of the boxes and lines and the text labels In the General tab for the VAT settings you can specify whether you want the private customers to see the VAT Upload logo Main logo 770x230 for use by all prints Logo of the left 60x120 for use by all prints Logo of the right 60x120 for use by all prints When all the pages are set up it s a good idea to print the different forms out and see if it looks as desired Set Reports to Local If you have installed SoftSuitCase on a laptop it may be a good idea to select this function To use go to Administration gt Maintenance After the reports are set to local they are copied to the local hard disk Copy reports To use go to Administration gt Maintenance gt Standard Reports gt Get new version Select all and press Update reports SOFTSUITCASE 2010 USER MANUAL VER 7 TravelOffice is based in an old warehouse in the heart of Copenhagen If you wish to hear more about our solutions for the travel industry our hosting services or just want to see our unique offices you are always very welcome to come to visit Our courses in Denmark are also offered in the old Warehouse in Nytorv DAILY USAGE OF SOFTSUITCA
66. ystal Reports lt lt New and revised reports must be saved under different names and in a different directory than the default reports in SoftSuitCase if you want to avoid them being overwritten Please contact TravelOffice for pricing of Crystal Reports User Reports It is possible to change existing reports if you have a little technical skill When you have selected a report at the bottom of the window you will see a gt Formula lt button If you press it you will see the following screen Enter the required formula F softSuitlase Reports Erpuart Cueiomers lt is necessary to Se Know a little about the SoftSuitCase Pe nee Beim database structure N EEOAE in order to be able to SANE use these features ania 00 Fi 23 5 So AHD UNYICE INVOICE ND gt 1 Duma DEE w Fate When you are finished you can specify a name at the bottom which then saves the report for future use Gaye report Search for a saved report To locate the saved report you must press gt User Report lt at the top of the screen and select the saved report SOFTSUITCASE 2010 USER MANUAL VER 7 REPORTS SoftSuitCase regular Reports The following reports are standard Invoice Itinerary Balance Customer Letter CustomerLetterC Deposit Voucher e ticket These reports are updated occasionally It is possible to get a new copy by selecting Menu gt Administration gt Default Repor

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