Product Tour Travcom CS
TravCom CS puts you in control of your travel agency’s information and accounting. Building on more than a quarter of a century of success, TravCom CS has all the features and details your agency needs to succeed.
Profiles for Clients, Vendors, Agents and More
TravCom CS enables you to store a wealth of information about your clients, vendors, agents and more. Below, for example, is a client profile.
The Passengers tab, one of ten tabs of information for each client, shows passengers associated with the client profile. For corporate customers, passengers might be any employees who travel with that company. For leisure clients, passengers might be all the members of one family. You can keep much more information than is shown here. For each passenger, you can store multiple contact methods, multiple addresses, detailed preferences for air, cars, hotels and cruises. You can also store travel and activity preferences that you define. For example, you can indicate whether a client is interested in European vacations, Alaskan cruises, scuba excursions…whatever you want. You can store personal information about each passenger such as birthdates and anniversaries, too. You can use all of this information to serve your clients better and to send targeted messages to just the right people. We’ll see an example of this at the end of the product tour.
Here we see the profile for an inside sales agent.
Notice that we have specified a default commission percentage of 10% for this agent in the “Commission Pct” field on the left. But we can be more precise. By drilling in to the commission percentages, we can specify individual default commission percentages and amounts for every product code. And by the way, you can create and customize as many product codes as you need. For this agent, the default commission for cruises and tours is defined as a percentage while the default commission for insurance is defined as a fixed dollar amount. All three are defined in terms of the agent’s take. Alternatively, TravCom CS will let you define commissions in terms of the agency’s take.
Interfaces With Any CRS
TravCom CS includes sixteen individually configurable interfaces to link your back-office system with your CRS. And TravCom CS will interface with any CRS.
Once the TravCom CS interface has been configured, you simply instruct TravCom CS to listen for incoming data from your CRS, then you instruct your CRS to begin sending the data. All the work your agents do in the front office is brought into TravCom CS, waiting for review and posting. If you have ClientMajic, you can even have the agents review their own interfaced sales, right from their desks. TravCom CS will also do automatic checks on the interfaced data, reviewing it for errors and warning conditions.
Once you are ready to post your interfaced data, the task is simplicity itself
A single click of the Post button posts all sales marked “ready” to your TravCom CS database. Travcom will create A/R and A/P invoices, sales records, general ledger entries, hotel and car rental vouchers — all automatically.
Rich Detail in Every Sale
Here we see an example sale, posted manually rather than interfaced so we can see some of the detail.
Notice that this one sale includes both a flight and a hotel voucher. In fact, a single sale can include as many such transactions as necessary for as many passengers as necessary. Notice also that TravCom CS allows you to record two Outside Sales Agents per sale, split the Booking and Ticketing Agents, record client department information, internal division information, and much, much more.
A/R and A/P Invoices
TravCom CS automatically creates A/R and A/P invoices as transactions are posted and makes it easy for you to record cash receipts and cash disbursements against them. Here we see the A/R Invoice Query Wizard, a tool that enables you to search and review A/R invoices.
Notice that this invoice has an outstanding balance. That means the client has partially paid us, but still owes us money. In addition to partial payments, a cash receipt can also be applied against multiple A/R invoices.
What about A/P invoices? TravCom CS makes it easy to stay on top of them, too. For instance, you can specify for each vendor and Outside Sales Agent whether to mark A/P invoices to them as “ready for payment” only when certain conditions are met.
TravCom CS choices for when to mark A/P invoices to vendors and OS agents for payment.
This is extremely useful. As cash receipts come in from clients, TravCom CS will automatically be marking your A/P invoices for payment according to the rules you have set up. When you are ready, you can use TravCom CS’s Auto Cheque Writing function to prepare and print cheques.
TravCom CS will already have selected A/P invoices as ready to pay if they met the conditions you specified, plus you can mark any other invoices for payment that you wish. TravCom CS also provides a Cash Disbursements function for single cheques.
Query Wizards Make Research Easy
Just above, we saw TravCom CS’s A/R Invoice Query Wizard. Query Wizards make searching for your data easy. You simply follow the step-by-step forms on screen to find what you’re looking for. TravCom CS includes Query Wizards not only for A/R invoices, but also for A/P invoices, Cash Receipts, Cash Disbursements, Client Profiles and Vendor Profiles.
Here we see the first window of the A/P Invoice Query Wizard.
You begin your search for A/P invoices by specifying as much or as little information as you wish to limit your search results. Above, we have entered the first part of a vendor’s name — the complete vendor name is “ADVENTURE CRUISES.” With just this partial information, TravCom CS will find the vendor we mean or present a list of choices if several match.
The next step of the A/P Invoice Query Wizard displays a list of A/P Invoices that match the criteria we provided. Since we indicated that we wanted to see invoices for Adventure Cruises, our result list shows all open A/P invoices for that vendor
In this case, there is just a single open A/P Invoice for Adventure Cruises. By selecting an invoice we want to view, we can go to the next step of the A/P Invoice Query Wizard and see the details for that invoice.
Here we see that no payments have been made toward this A/P invoice yet. We could check the “Mark To Pay” box so that this invoice would be paid the next time you ran the Automatic Cheque Writing function.
A Fully Customizable General Ledger
TravCom CS comes with a ready-made General Ledger Chart of Accounts. Although this chart of accounts is complete and ready for use, you are able to customize it to meet your agency’s specific needs.
You can define and customize as many asset, liability, income and expense accounts as you need. You can also define and customize various “formatting” accounts used to custom tailor your Financial Statements.
Standard and Custom Reports
TravCom CS provides you with over 50 thirty standard reports, including your B.S.P. Report. Each report includes a report options window. Here we see the report options for the B.S.P. Report.
Notice that you can have multiple IATA numbers for STPs. There is also an option to print a B.S.P. report for your non automated tickets, following the requirements of B.S.P.
You can also have other product codes defined for periodic sales tracking other than air.
TravCom CS lets you set up separate printers for all your different form types. This allows you to print reports without constantly having to swap paper stock. Also, when you print a report, you always have the option to preview it on screen before sending it to paper.
Here we see the preview of the B.S.P. Report. The report has three sections, one for Cash Sales, one for Credit Card Sales and a final summary section.
Other standard reports include:
- the Agent Productivity Report
- the Aged Schedule of Accounts Receivable
- the Aged Schedule of Accounts Payable
- Client Statements
- Corporate Client reports
- the Cash Requirements report
- a Trial Balance Sheet
- the Financial Statements
- General Ledger Transaction reports
- Daily, Weekly and Monthly Agency Status reports
…plus many more. TravCom CS even includes built-in graphical reports.
Here we see the Top Carriers report. It shows a visual breakdown of carriers by flight and by fare.
In addition to the standard reports, you can build custom reports for TravCom CS with the industry-standard Crystal Reports report generator (sold separately). With custom reports, you have access to your data in just the form you need. You can even have a TravCom CS report specialist build custom reports for you according to your specifications.
Hotels and Car Rentals
TravCom CS makes it easy to stay on top of hotel and car rental commissions. The Commission Follow-up Letters report prepares follow-up letters for all your open vouchers.
Notice that for each vendor, you can specify whether to send the follow-up letter to the individual property or the chain headquarters address.
When you receive commission cheques, you receive them against open vouchers. If you receive commission cheques from a commissions consolidator, TravCom CS will even reconcile the single cheque against multiple vouchers using data provided from the consolidator.
TravCom CS will accept commission consolidator data from the following consolidators:
- Pegasus Commission Tracking
- PortNPC
- CommTrak
Similar to the automatic commission reconciliation, TravCom CS will also automatically reconcile credit card transactions. It will accept credit card data from the following credit card companies:
- Diner’s Club
- American Express
- MasterCard
- VISA
Finishing Touches
TravCom CS was designed by travel agents for travel agents — so it includes many, many details not shown here. For example, an Emailer is built right into TravCom CS. You can send individual email messages to clients such as PDF versions of client statements. Or you can use the Client Profile Query Wizard to create groups of clients for a targeted bulk email message.
Here we see a bulk email advertising European vacations. You can use the client information in your client profiles to ensure that you send this message only to those clients with an expressed interest.
Here’s another detail: TravCom CS lets you export data from the Travcom database to many standard and industry formats.
For example, you can export your client and vendor profile data to an ASCII file, which you can then import into another program such as a spreadsheet. Also, many TravCom CS reports can be exported to standard file formats suitable for emailing. You can prepare Client Statements as Acrobat PDF files, for instance, ready to be emailed to your clients.
We hope this whets your appetite. If it does and you want to learn more, please see the TravCom CS and ClientMajic downloadable demo. It provides more detail and more examples. And if you have any questions or if we may help you in any way, please call 1-416-343-1600 or e-mail us at [email protected].
Thank you for taking the time to consider TravCom CS!
