Bulk Messaging allows messages to be sent in bulk to suppliers, and messages selected can be sent from multiple bookings. Concurrently, the status of the services where messages have been sent can be updated.

NOTE: Bulk Messaging will not suit all companies. This function is typically used where supplier messaging is consolidated (either by user or company) to output at specific times or at the end of day.

The selection criteria of frequently sent messages can be saved and recalled. If saved, a list will display when the Supplier Messaging menu is selected. Frequently used filters can be copied and saved from within the Bulk Supplier Messaging screen.

Create Manual Supplier Messaging Filters and Send Messages

1. From the Home menu, select Home > Operations > Bulk Documentation > Bookings > Supplier Messaging.

   1. Click the Home Menu to expand it:

      

   2. Click the Operations menu option to expand it:

      

   3. Click Bulk Documentation menu option to expand it:

      

   4. Click Bookings menu option to expand it:

      

   5. Click Supplier Messaging to open the Supplier Messaging screen:

      

2. Click Manual.

   

3. On the blank Bulk Supplier Messaging - Manual Selection screen, the Bookings Tab will open, select the required filters from the field selections available within the Booking Tab, Analysis Tab (Booking and Agent), Service Tab and the Analysis Tab (Supplier and Product).
   

   View Supplier Messaging Filter Selections to learn more about all the field selections available, or view the individual tab filters: Booking Tab, Analysis (Booking and Agent), Service, Analysis (Supplier and Product), Results.

   NOTE: There are two tabs with the heading Analysis, the Analysis Tab on the left refers to the Booking or Agent Analysis field selections, whereas the Analysis Tab on the right refers to Supplier and Service Analysis field selections.

4. Check the completed screens.

   Booking Tab

   

   Analysis Tab (Booking and Agent Analysis)

   In this example the Booking Analysis fields have been expanded using +. Where as the Agent Analysis fields have been left minimised. Your company's Analysis Fields and codes will be different to those shown in this User Manual and will reflect your organisations analysis requirements.

   

   Service Tab

   

   Analysis Tab (Supplier and Service Analysis)

   In this example the Supplier Analysis fields have been expanded using +. Where as the Product Analysis fields have been left minimised. Your company's Analysis Fields and codes will be different to those shown in this User Manual and will reflect your organisations analysis requirements.

   

5. Click on the Results Tab. Select the services using the Selected check boxes next to each service, or use Select All.

   

6. To send the messages, click Send.

   

7. Click Exit to discard any changes.

   

8. If Send is clicked, the Bulk Supplier Messaging screen will display. Select the Document Format, the Consolidate By option (if any) and how the messages will be ordered.

   

9. To updated Service Status, click the Update Status check box, and select the required status code from the drop-down.

   

   NOTE: This messaging example has been configured to use email as a Document Destination.

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

    

11. Click Exit to discard any changes.

    

12. If OK is clicked, the Send & Review Document screen displays and a full list of the services selected will show on the left of the screen.

    

13. 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 sending tab allows 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.

14. On the Document Tab, you can examine the generated document or Download it.

    

    NOTE: A document can be downloaded from any of the tabs within Review & Send Documents.

    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.
15. On the Attachments Tab, click Add to add additional attachments to send with your email.

    

    NOTE: If the Message Template has been configured to send attachments, a list of attachments will show on screen.

16. Click Email to send the document.

    

    NOTE: 'Email All' will only be available if each listed service has an email address allocated.

17. Click Exit to discard any changes.

    

Filter selection combinations are dependent on user's company's requirements. Selection of any filter combinations will return results in the Results Tab.

There are 4 Tabs that include field filter selections:

• Booking Tab.
• Analysis Tab (Booking and Agent).
• Service Tab.
• Analysis Tab (Supplier and Product).

Last Worked Date From/To

The last worked date(s) of the services to be selected.

Travel Date From/To

Used to select services with a specific, or range of, travel dates of the services to be selected.

Agent From/To

Used to select services with a specific, or range of, agent(s) codes in the booking header matching the selection.

Master Agent From/To

Used to select services with a specific, or range of, Master Agent code(s) in the booking header matching the selection.

NOTE: When a Master Agent (or range of Master Agents) is entered in these fields, Tourplan will find services in those bookings where the Agent(s) have the Master Agents attached to them. When searching on the Master Agent field, the Agent field should be left blank.

Date Entered From/To

The booking entered date(s) of the services to be selected.

Consultant

The consultant code attached to the bookings whose services are to be output.

Booking Types

The type of bookings that services are to be output from.

Booking Type selection includes:

• All booking types - services from either FIT bookings or Group bookings will be selected.
• FIT's - those services that are attached to FIT bookings will be selected.
• Groups - those services that are attached to Group bookings will be selected.

Reference

The reference attached to the booking that services are to be output from. This field will only accept the actual reference number if the Branch/Department components of the booking reference are selected from the Booking Branch and Booking Department multi select boxes.

Booking Status

By default, all booking statuses are checked and services in bookings that have that status will be selected. Un-check statuses that are not required.

Branch

By default, all branches are checked and services in bookings that have those branches will be selected.

Department

By default all departments are checked, services in bookings that have those branches will be selected.

Booking Analysis

The top two rows of this tab are the 6 Booking Analysis codes. These are booking level selections.

Agent Analysis

The bottom two rows of this tab are the 6 Agent Analysis codes. These are Agent Analysis codes attached to the booking.

Analysis fields can be expanded or minimised by using the + or - function.

NOTE: The label descriptions and analysis selections used within this User Manual will vary and will display what has been setup in each user's company's system.

Service Date From/To

The service date(s) of the services to be selected.

Supplier From/To

Used to select services with a specific, or range of, supplier code(s) matching the selection.

Master Suppler From/To

Used to select services with a specific, (or range of ) Master Supplier code(s) matching the selection.

NOTE: When a Master Supplier (or range of) Master Suppliers is entered in these fields, Tourplan will find those services whose supplier(s) have the Master Suppliers attached to them. When searching on the Master Supplier fields, the Supplier fields should be left blank.

Service Status

By default, all service statuses are checked and services that are this status will be selected. Un-check those statuses that are not required.

Service

Used to select services with a specific, (or range of) service code(s) matching the selection.

Location

Multi select checkboxes are used to select services in a specific location, by default all are selected.

Supplier Analysis

The top two rows of this tab are the 6 Supplier Analysis codes. These are Supplier level selections attached to the service.

Product Analysis

The bottom two rows of this tab are the 6 Product Analysis codes. These are Product Analysis codes attached to the booking services.

Analysis fields can be expanded or minimised by using the + or - function.

NOTE: The label descriptions and analysis selections used within this User Manual will vary and will display what has been setup in each user company's system.

Selected

The cell to the right of this heading will provide you with the number of services that have been selected.

Found

The system will provide you with the number of services found, matching the filter criteria.

Select All/Unselect All

Select all services found, or un-select all services selected.

Column Headings

Users can customise their column headings by clicking on the header row, or can amend the order of results by clicking on the field heading, see About Changing Default Column Headings.

To view the available column headings in Supplier Messaging, see Bulk Documentation.

NOTE: The data can be sorted by any column by double clicking the column header. The order can then be reversed by double clicking the column header again.

Selected check boxes

Services can be individually selected.