Agent messages are documents such as quotations and confirmation letters which can be generated from your booking and in most cases can be sent to your agents via email.

Generate an Agent Documentation Messages

1. Search for and retrieve a booking to work with. If you haven't done this already, see Retrieve a Quote/Booking
2. Select menu FITs > Operations and Accounts > Documentation.

   1. Click the FITs hamburger menu to open it:

      

   2. Click the Operations and Accounts menu option to expand it:

      

   3. Click Documentation to show existing messages about this booking, or to generate new ones:

      

3. To generate a new message, click Generate Message.

   

4. In the New Document screen select a Document Type and a Document Format. (If there are multiple itineraries, select the required itineraries for this message)

   

5. Click OK to keep the changes and save or update the entry.

   

6. Click Exit to discard any changes.

   

7. The sending Tab will open if the Email and Sending tabs were activated when the message template was setup to send as an email. The Email and Sending tabs allow you to view the email text that will be sent and the contact name and address the email is sending to.

   NOTE: A contact will default from the coding in the message template, however an alternative contact name can be selected using the drop down arrow. The options for CC, and BCC are also available. A list of Contact names attached to the Agent will display in a dropdown, or an alternative (or manual contact) email address can be entered using the search button.

   

   The email tab displays the body of the email coded within the Message Template. This can be viewed, and edited if required.

   

8. On the Review & Send Document screen, you can examine the generated document, download it (using the green Download button) or email (using the blue Email button).
   

   Download will open the document in Microsoft Word. Any amendments made to the document in Word will not be saved unless the document is uploaded back into Tourplan.

   
   

   This example shows the Review and Send Document screen for an Agent Message selection.

   

9. On the Attachments tab, click Add to add additional attachments to send with your email. - Optional Task. If the Message Template has been configured to send attachments, a list of attachments will show on screen.
   

   

10. Click Email to send the document.

    

11. Click Exit to discard any changes.

    

The message will be saved in the generated message list, where it can be viewed or re-generated.

View and/or Re-Generate Documentation Messages

1. Search for and retrieve a booking to work with. If you haven't done this already, see Retrieve a Quote/Booking.
2. Select menu FITs > Operations and Accounts > Documentation.

   1. Click the FITs hamburger menu to open it:

      

   2. Click the Operations and Accounts menu option to expand it:

      

   3. Click Documentation to show existing messages about this booking, or to generate new ones:

      

NOTE: Filters can be used categorise the messages. Select the + next to the Document Filter heading to see the search filters available.



3. Examine the list of documentation messages, if any. The top (and most recently worked on) messages highlighted.

   The example messages were generated, however were not sent via an email. If an email was sent from Tourplan, the Sent To, and Sent By data would have recorded who the message was sent to and by whom.

   
4. To view an existing message, select it and click View Document.

   

   1. If the document can be edited, an Edit Document button will display.

      

5. On the Review & Send Document screen, you can examine the generated document, download it (using the green Download button) and email.

   

   NOTE: You can scroll the document in the Document tab even if no scroll bars are visible.

6. Click Download to download the document into Microsoft Word.
7. To email a document:
   1. Click the Sending tab.
   2. Enter one or more email addresses (click the Search icon to enter email addresses).
   3. Add a Subject.
   4. Click Email to send the email or click Exit to return to the list of documentation messages.
8. As with View Document, from here you can examine the generated document, download it or email it.
9. As with generating a new document Attachments can be selected to send with the re-generated message.

A list of available contacts will show in the sending tab when messages are formatted to send by email. There may be occasions where a different email address is to be used to send the message to. The Manual Contact Email field is found in the Review and Send Document Screen within the Sending tab.

Filtering functions are available when searching for previously sent or generated messages within the Documentation message history. Large bookings may have a lengthy message history and document filters allow users to easily locate historical messages previously sent. Filter options include; particular message types, message statuses or perhaps who the message may have been addressed to or sent from.

Searching For Messages Using Message Filters

1. Search for and retrieve a booking to work with. If you haven't done this already, see Retrieve a Quote/Booking
2. Select menu FITs > Operations and Accounts > Documentation.

   1. Click the FITs hamburger menu to open it:

      

   2. Click the Operations and Accounts menu option to expand it:

      

   3. Click Documentation to show existing messages about this booking, or to generate new ones:

      

3. Click the + Document Filter heading to expand the filter options.
4. Complete the required filter fields.
5. Click Ok to apply the search filter.

   

6. Click Clear to clear the search filter.

   

Supplier

Selection for a specific supplier code, or supplier name will narrow the search to return messages for this supplier only.

Date From / To

If you know the approximate date the message was sent or generated.  Enter a from and to date range to filter messages generated during this time. Otherwise the from date will automatically default to 3 months before todays date.

Addressed To

The filtered results will return for the email address.

Booking/PCMName

The name of the booking or PCM.

Sent By

The name of the Tourplan User who sent the message.

Message Type

Message Type selection allows results to return based on the message type checked.

Options available include; All, Agent Statement Messages, Booking Agent Messages, Debtor Receipt Messages, General Agent Messages, Invoice Messages.

Options available include; All, Booking Supplier Messages, Cheque Messages, General Supplier Messages, and/or Remittance Messages.

Options available include: Booking Agent Messages, Booking Supplier Messages, Invoice Messages, and/or Voucher Messages.

Message Status

Selection for all, individual or multiple message statuses allow the system to filter by; Filed, Generated, Printed, Sent and/or Uploaded Messages.