Gilboa - Comprehensive Tour Operator System for Wholesalers

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Internet User Interface / G4I Windows User Interface / G4W

GILBOA for Web Interface

WEB DAILY WORK ON PASSENGER FILES

Access to GILBOA over the Internet offers both registered members and guests the ability to view any and all information the Travel Company wishes to display. The Log-in screen allows the selection of the service/s he is interested in and/or the ability to view his current reservations:

The Passenger file viewed over the Internet, displays details of all the services reserved, their financial value, etc. It is also possible for the customer to produce his own documentation (Itinerary, Voucher, Booking Form, Statement of Account, etc.) and to reserve additional travel services. Activity over the web can be restricted, as Customer accessibility is limited to specific authorization permits that the Company sets.

The Passenger file as seen in the office environment

GILBOA offers Wholesale Tour Operators the ability to define their own allotments of seats on flights, and room allocations in Hotels. (Retail Travel Agents may display here the availability of flights via the CRS, GDS that they work with). These control mechanisms are operated in GILBOA and display tables of availability (and of course every reservation or cancellation updates the allotments accordingly:

The List of Flight availability as seen in the office environment.

In addition GILBOA offers lavish in-house database of services (mostly used by wholesale and incoming tour operators) - services are selected from a list of Products and booked and costed automatically.

The List of Products as seen in the office environment

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GILBOA offers the ability to create packages, made up of a number of different services, and enables inquiries/bookings based on the display of the details and sales position of each package. The mechanism is generally used to operate Package Holidays or Congresses.

> In addition, it is possible to create Dynamic Packages over the Internet, selecting a random choice of services in order to make up the Package of Choice.

Once the inquirer has selected, or constructed a package, the Availability dialog shows the sales position for those items for which the Company has self-defined allotments.

End of GILBOA for Web

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GILBOA for Windows Software

‘GILBOA’ is comprised of nine sub-systems:

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Daily Work on Passenger Files

Full details of a Passenger/Group of Passengers’ travel details are contained in a Passenger File, which retains the following details:

1. Passengers Names and personal details
2. Travel Services
3. Reservation details
4. Accounting documentation

From within the Passenger File, it is possible to create reservations for some, or all passengers. Each reservation or Travel Service defined in the Passenger File also contains full details of the passengers, the service and the relevant documentation.

The Passenger File system offers the Agent the capability to transact Flights, Hotels, Insurance, Visas and Passport handling, Car Rental, Package Holidays, Organized Tours, Transfers and Transportation, Restaurants, Attractions and Entrance Fees, Guides, Trains, Ferries, Cruises, Foreign Currency or any other kind of travel related service.

This exact same information is visible to authorized users over the internet:
Daily Work on Passenger Files in GILBOA for Web

It is also possible to prepare skeleton ‘model’ Passenger Files (templates) and to define bookings based on these models (usually used for constructing self-made packages), and to create ‘tailor-made’ bookings that are custom-made to suit a customers’ requirements.

Flight reservations are made on a Reservations System and transferred automatically into the Passenger File, which avoids common errors made when manually updating this information.

There is a constant, direct connection between the Passenger File and the Accounts Department – any service that is reserved, defined and issued in the Passenger File immediately and automatically creates a debit in the Clients’ account, and a credit in the Suppliers’ account.

It is important to stress that any process, operational or accounting, can be amended and/or cancelled, dependant upon authorization permits for each User. A full history of all activity is stored in the system, for follow-up.

Passenger details are recorded and stored in the database from the first time they are entered into the first Passenger File: Name, Title, Customer Number in the Company, Date of Birth and Age, Credit Card details, Passport details, Visa details, Frequent Traveler membership details, Commercial Client/Agent through whom the passenger was referred, Address, Telephone and e-mail contacts, General Remarks, Special Characteristics (created from a self-styled list), and free format textual notes – and of course, a full history of the Passengers’ previous trips with the Company + Full CRM capability.

It is possible to locate existing Passenger Files according to their number, date of travel, Passenger name or Commercial Client/Agent name.

Documentation

The following is a list of documents that may be produced in a Passenger File:

Statement of Account.
Full printout of the Passenger File.
Travel Itinerary.
Form of Confirmation of Services.
Receipt (all forms of payment).
Invoice (to private Passenger or to Commercial Client/Agent including Commission).
Proforma Invoice.
Supplier Voucher/Payment.
Air Ticket.
Credit/Debit Note.
Tax Invoice for Income or Commission.

In the Accounting screen of the Passenger File, each document is displayed in up to three different currencies.

It is also possible to attach external documentation to the file – faxes, e-mails, letters, and any other document that can be scanned with a scanner.
From the above, it should be clear that ‘GILBOA’ manages the Passenger File in full, as a full replacement to hand-written paperwork.

In addition ‘GILBOA’ offers lavish in-house database of services (mostly used by wholesale and incoming tour operators) - services are selected from a list of Products and booked and costed automatically.

This exact same information is visible to authorized users over the internet: Database Of Services in GILBOA for Web

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Dealing With Suppliers

The Supplier mechanism in ‘GILBOA’ contains Supplier Cards, containing all the information pertinent – Name, Details, Services provided, Payment terms, etc. It is also possible to input Supplier’s Ticket Stock and to create Sales Reports for all utilized tickets.

In addition, ‘GILBOA’ contains a mechanism for accounting with a Supplier. A complete record of all accounting documentation with a Supplier and the ability to reconcile this account, check and adjust vouchers that were issued in Passenger Files (which updates both the Passenger File and the Supplier card accordingly and simultaneously), and create Payment Requisitions.

In actual fact, the Supplier card in ‘GILBOA’ is a replica of the Supplier card in the General Ledger accounting software, with the additional advantage of containing the travel related details of the transaction as well. Of course, it is also possible to import Supplier accounts directly into ‘GILBOA’ and to effect automatic reconciliation.

Documentation

The following is a list of documents that may be produced in a Supplier account:

1. Payment
2. Receipt
3. Tax Invoice
4. Discount
5. Credit/Debit Note

Dealing With Commercial Clients/Agents

The Commercial Client/Agent mechanism in ‘GILBOA’ offers the declaration of Business House customers (for retail agencies) whose employees travel through the Company, or alternatively Travel Agencies (for wholesale and incoming Tour Operators). Information stored includes names, addresses, contact numbers, terms of payment, credit limit, etc.

Also, a table for defining general, or specific, terms of reductions/commissions due to Agents.

In addition, ‘GILBOA’ contains a mechanism for accounting with a Commercial Client/Agent. A complete record of all accounting documentation with a Commercial Client/Agent and the ability to reconcile this account, check and adjust invoices that were issued in Passenger Files (which updates both the Passenger File and the Commercial Client/Agent card accordingly and simultaneously), and create Statements of Account, Receipts, etc.

In actual fact, the Commercial Client/Agent card in ‘GILBOA’ is a replica of the Commercial Client/Agent card in the General Ledger accounting software, with the additional advantage of containing the travel related details of the transaction as well.

Documentation

The following is a list of documents that may be produced in a Commercial Client/Agent account:

1. Statement
2. Receipt
3. Credit/Debit Note
4. Payment
5. Tax Invoice
6. Discount

Cashier, Currencies, Rates of Exchange

The Cashier mechanism in ‘GILBOA’ contains the declaration of all currencies running in the system, and two different rates of exchange for each currency – a rate for selling services to customers and a rate for purchasing services from Suppliers. The date and time of each update is recorded, storing a full history of currency rates in the system.

It is also possible to import currency rates from an outside source, such as the bank.
The Cashier mechanism also contains three ‘books’ – Cash Book, Transfer Book and Payments Book.

Cash Book – All receipts issued in the system are accumulated in the Cash Book, for consolidating deposits. The Cash Book contains all Receipts, Deposits and Withdrawals, and their cross-reference to one another. It is possible to filter and sort the Cash Book display according to Issue Date, Value Date, Document Number, Deposit Number, Currency, Form of Payment and/or Issuing Clerk Name, and to view all the activity or only the pending documents.

Transfer Book – This book accumulates all the receipts that do not have to be deposited in the bank, but are issued against Bank Transfers to the Company’s account. It is similar to the Cash Book, but only contains receipts of Bank Transfers and Direct Debit Credit Cards.

Payments Book – This is used as a collective mechanism for effecting payments. All Payment Requisitions issued in the system are accumulated here, and it is possible to amass a number of payments to one recipient and pay them collectively (and create an automatic Tax Invoice if commission is included). The Payments Book may be filtered and sorted according to Issue Date, Value Date, Currency, Recipient, Amount, Type of Payment, Document Number and/or Issuing Clerk Name, and to view all the activity or only the pending documents.

Interface to General Ledger Accounting Software

All the accounting activity that takes place in ‘GILBOA’, also creates Accounting Transactions, which can be exported to any General Ledger Accounting software, according to the Company’s requirements. The transactions are imported into the General Ledger software, in order for the Company to create the general Trial, and End of Year Balances, and the Profit and Loss Reports.

The interface mechanism includes ‘translation’ tables, for converting ‘GILBOA’ account names (Suppliers, Commercial Clients/Agents, Banks, Books, Currencies, Income and Commission accounts) to their equivalent name/number in the General Ledger. An additional option is the export of a file creating all accounts automatically in the General Ledger.

All Accounting Transactions that are exported are marked, thus allowing full control and preventing ‘double’ transactions.

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Reports & Statistics

The Reports & Statistics mechanism in ‘GILBOA’ contains the following:

Passenger File Reports:

P.Files – Lists of files, including all the accounting activity, in a variety of filter and sort options.
P.File Profit – Lists of files, analyzing their profit, in a variety of filter and sort options.
P.Files Detailed with Amounts – Full print out of the files and all the services contained therein, including the value of each service, in a variety of currencies.
P.Files Detailed with Services – Full print out of the files and all the services contained therein.
P.Files by Service – Lists of files, including all their services, identified according to the common denominator of one particular service.
Commission to Freelancers – Analysis of files according to any Freelance Agent to whom the Company pays a commission, including a mechanism to update payments in the files.
P.Files by Inventory – (Wholesalers Only) Analysis of files according to the common denominator of the Flight Inventory, Tour Inventory or Package Holiday.
Aged P.File Debts – Analysis of files awaiting outstanding payment, according to the age of the debt.

Service Reports

Land Arrangement Sales Report – Analysis of sales or purchases of various different Land Arrangements.
Transaction Control – A report designed to control and check the work in the file, locating Missing Invoices, Missing Voucher, Missing Reservations, etc.
Sales and Profit – Analysis of Sales, Purchases and Profit in a variety of filter and sort options.
List of Participants – Lists of Passengers, or Rooming Lists, collected from a number of different files, where the passengers all requested the same service.
Hotel Nights and Rooms – (Wholesale Only) Rooming Lists for Hotels, collected from a number of different files and sorted by Check-in date.
Hotel Nightly Breakdown – (Wholesale Only) Analysis of Hotel Room Occupancy per night including the option to calculate Free accommodation due to the Company.
Transfer Report – List of Passengers, including their arrival, or departure, transfer information.
Flight Information – Report of flight segments booked for passengers, with all the travel information.
Flight Segments with Prices – Report of flight segments booked, including the costs, for turnover analysis.

Commercial Clients/Agents Reports

Mail Labels – Commercial Clients/Agents information produced in a label format to print on stickers.
Commercial Clients/Agents Turnover – Analysis of the financial turnover based on Invoices.
Commercial Clients/Agents Details – Print out of the customers’ details as they appear in the database.
Reconcile Control – A report designed to reconcile financial documents in customers’ accounts (which invoices were paid with which receipts, etc.).
Commercial Clients/Agents Card – Print out of the customers’ account card, containing all financial activity (invoices, receipts, credit notes, etc.).
Preview Statement – A preview of the next statement of Invoices due for payment by Commercial Clients/Agents.
Open Invoices – Lists of all Unpaid Invoices to Commercial Clients/Agents.
Direct Payment to Supplier – Lists of all transactions that were created in files and paid by ATC directly by the Commercial Clients/Agents to Suppliers.
Invoices to Commercial Clients/Agents – Lists of all Invoices, paid or not, to Commercial Clients/Agents, including opening and current balances.
Aged Commercial Clients/Agents Debts - Analysis of Commercial Clients/Agents that has outstanding payment due, according to the age of the debt.

Suppliers Reports:

Mail Labels – Suppliers information produced in a label format to print on stickers.
Suppliers Turnover – Analysis of the financial turnover based on Vouchers and Payments
Suppliers Details – Print out of the Suppliers details as they appear in the database.
Suppliers Card – Print out of the Suppliers account card, containing all financial activity (Vouchers, Payments, tax Invoices, credit notes, etc.).
Reconcile Control – A report designed to reconcile financial documents in Suppliers accounts (which vouchers were paid with which remittance orders, etc.).
Ticket Control – Report of all Supplier Ticket Stock and its usage.

Financial

Exchange Rate History – A history of the changes in the rate of exchange of one, or all, currencies.
Accounts Receivable – Lists of any post-dated payments received and calculation of the correct value on the date due.

Reservations (Wholesale only):

Seat Control – Analysis of registration on Company Tours, or Flights in in-house inventory.
Passenger List – Lists of Passengers (manifest) registered on in-house Tours or Flights.
Reservations – Multi-filter report for identifying reservations created in the system.
Revenue – Revenue analysis based on in-house Tours and Flights.
Allocation – Analysis of usage of Hotel Room Allocations.
Daily – Analysis of daily reservations in the Company – at any given date/time, how many reservations were made, amended and/or cancelled.
Passengers by Return Flight – Lists of Passengers, sorted by their return flight information.

Documents

Receipts
Deposits/Withdrawals
Vouchers and Payments to Suppliers
Invoices and Statements to Customers
Refunds
Debit/Credit Notes
Remittances
Tax Invoices
Commercial Client Reductions/Agents Commission Invoices

General

Passenger Mail Labels – Labels (stickers) based on the Passenger database.
Cancellations – List of all document cancellations.
Passenger Details – Full details of all Passengers in the database.

Statistics:

Colored Graphs of:
1. Sales by Supplier
2. Sales by Service Type
3. Sales by Commercial Client/Agent
4. Sales by Travel Consultant in the Company
5. Sales for any specific Supplier, Agent, Consultant, etc.

Comparison Graphs of:
> 1. Annual Sales, from one year to another
> 2. Compare Suppliers
> 3. Compare Commercial Client/Agent
4. Compare Travel Consultants in the Company.

Statistical Reports, giving printed details of the graphical information :
1. Sales by Supplier
2. Sales by Service Type
3. Sales by Commercial Client/Agent
4. Sales by Travel Consultant in the Company
5. Sales for any specific Supplier, Agent, Consultant, etc.

Definition of System Parameters (database)

The System Parameters is the area of the system in which all declarations pertinent to its behavior are defined. Prior to beginning work on the system, customers establish default definitions here - and this input means that each Company can flexibly tailor the system’s behavior to his needs and requirements, without needing software changes.

Information defined here includes contract rates for buying and/or selling products (and their respective terms, conditions and special offers). In addition, a sophisticated mechanism for creating Packages, another for defining Reductions and of course Automatic Cancellation Fee policy are all defined in this system.

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Reservations and Allocations/Allotments/Allotments for Flights, Hotels, Car Rental, etc

This mechanism is valid for wholesale operators only, since retailers make their reservations directly on CRS or GDS (Central Reservation and General Distribution Systems), and such reservations are transferred automatically to ‘GILBOA’ via a special interface.

Wholesalers however, have need for mechanisms to control allocations, allotments and commitments of Hotel Rooms and Seats on Flights. These control mechanisms are run in ‘GILBOA’ and display tables of availability to the sales staff. Every reservation or cancellation updates the allotments accordingly. As the service date approaches, usage reports are issued – Passenger Lists, Rooming Lists, etc., which can be sent to the Service Supplier by fax, email, etc.

This exact same information is visible to authorized users over the internet: List Of Transportation GILBOA for Web

Flight Allotments:
The Flight Allotment displays availability on one, or more classes of travel on a flight, which can define specifically, or generally. Seats can be sold, or cancelled, through the Passenger File mechanism, and can also be sold as commitment to a sub-Agent. The dialog and ability to make reservations is available to the sales staff within the Company, and also to authorised Agents over the internet.

Each class displayed can be connected to a Price List and every reservation is therefore costed automatically.The mechanism is also available for the marketing of Trains, Ferries and Buses.

Package Holidays, including Flights and Hotel Accommodation:
‘GILBOA’ offers the ability to create packages, made up of a number of different services, and enables inquiries/bookings based on the display of the details and sales position of each package. The mechanism is generally used to operate Package Holidays or Congresses. Over the Internet, a customer may also create his own Dynamic Packages.

This exact same information is visible to authorized users over the internet: Packages GILBOA for Web

Once the inquirer has selected a package, the Availability dialog shows the sales position for those items for which the Company has self-defined allotments.

Reservations to Suppliers:
In addition to packages based on in-house allotment, the system also caters for the operation of reservations that have to be made and confirmed with an external Supplier.

‘GILBOA’ operates a reservations throughout its ‘lifespan’. From the customers’ first request, the reservation dispatch to Suppliers, the receipt (or not) of confirmation from the Supplier and to the confirmation to the customer. Reservations may be operated individually from within the Passenger File, or collectively from the Reservations mechanism, which offers the Company hands-on control of any/all reservations, at any stage of their ‘lifespan’.

Each stage of a reservation is recorded with the name, date and time of record, for a detailed history.

Calculation Sheets

In order to create quotations for Group travel, ‘GILBOA’ offers a mechanism in which to input the planned day-by-day itinerary, including Hotel Accommodation, Transportation, Guiding, Attractions, Entrance Fees and Restaurants, in an advanced windows interface.

Having defined the itinerary, the system automatically constructs a quotation, containing up to 14 different columns (defined according to number of paying passengers and number of free passengers). The quotation is usually based on prices from the database, although these can easily be adjusted, or input manually.

The resulting Calculation Sheet is divided into two sections – one calculating the group, (general) expenses, and the other calculating the individual expenses. To this is added the expense of offering free places to passengers, and any additional mark-up or profit margin required.

The quotation is printed (to any chosen output device) including the planned itinerary, services, etc.

Finally, if the customer accepts the quotation, it is possible to open a Group file automatically from the Calculation Sheet, and the file will be prepared with all the Service Entries necessary to complete its operation quickly and easily. The invoice created in the file will, of course, be based on the accepted quotation multiplied by the number of passengers actually taking part in the Group.

Maintainance Programs

‘GILBOA’ includes a number of Maintenance programs, which are run to check (and if necessary to fix) any corruption caused by power failure, shutdown or hardware breakdown.

Access to these programs is restricted to ‘Galor’ employees, and/or authorized personnel in the Company. The mechanism also contains additional system service programs, such as removing customers.

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General

All documentation produced in ‘GILBOA’ can be directed to a selected output device – the printer, the fax server, the e-mail server or a saved RTF file.
It is possible to attach to ‘GILBOA’ objects, any external document or file that exists on the Company network.

GILBOA Key Features

User-friendly Windows interface.
User-friendly WEB interface.
Multi lingual user interface.
Full and unlimited Customer and Business House Profiles (corporate).
Unlimited number of services on a booking file and every possible different type of travel service.
Automatic document issue – Receipts, Invoices, Confirmations, Itineraries, Vouchers and more …
Interface to all major CRS, for automatic file creation and update.
Dispatch all documentation via automatic fax, or e-mail.
Individual and Group Bookings – no limit to the number of passengers in any one booking.
Multi-Currency transactions. (Euro, local currency and possible third currency)
Controls all Supplier payments and account reconciliation.
Full Client Credit Control and account reconciliation.
Full commission tracking.
Interface to any accounting system.
BSP ticket reports.
Supplier Sales Reports.
Comprehensive Management Reports, Statistics and Graphs.
Interface for Credit Card Direct Debit.
Personalized access restriction codes.
Production of all Passenger and Rooming Lists.
Sophisticated mechanism for calculating Commission, and VAT, due to Agents.
Full and unlimited Customer and Agent Profiles.
General Correspondence and Document Organization Mechanism.

Key Features for the Wholesale Module only:

Supplier Products and Price Lists, in multiple currencies.
Allocation on Flights, Ferries, Trains, Accommodation, Car Hire, Cruises.
In-house Tour Operation – registration, control and operational procedures.
Mechanism for the combining of, and sale of in-house packages as well as tailor-made bookings.
Central Reservations Mechanism for the dispatch and update of multiple reservations, and confirmations.
Group Costing Calculation Sheet, calculating Group expenses, Individual expenses and Frees.

THE SYSTEM

Options
Additional modules are available such as Cheque printing, Seat/Bed Allocation for Flights and Ferries, Import Contract Prices from Supplier, Export Prices to Agents, Mechanism for creating In-House Package.

Technical Data
The system is designed and written in OOD methodology with C++ and runs on Windows 95 or 98 / Windows 2000/NT platform. Full hardware specifications are available on this Website, or from the Company.

THE SERVICE

System Upgrade Policy
In accordance with market demands and requirements, enhancements and changes are constantly being made to the software, and version updates are distributed on a regular basis.
The cost of these updates is included in the monthly user fees. The Company encourages requests and suggestions for changes and adjustments that enhance the overall flexibility of the system. Tailor-made software changes are agreed on an individual user basis.

Support and Training
Each customer becomes a "friend" and the Company conducts detailed business discussions to assess the customers' needs and requirements. Training is considered to be a very important part of the implementation and comprises a continuous process of learning, usually divided into several short courses that are especially tailored to different departments and functions. Each customer is accompanied during the implementation of the system.

Professional Application, Accounts and Technical staff man the Support Lines for any and all needs.

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