SOFTSUITCASE DANSK - VER. 7 - Soft SuitCase
Contents
1. SOFTSUITCASER EY I This manual contains the more advanced features available in SoftSuitCase7 LITE How to setup SoftSuitCase the first time and how to use it on a daily basis INDEX INSTALLATION DAILY USAGE Installation and the Database 6 Login 18 Login setup 7 Main Screen Features 19 SoftSuitCase Setup 8 Hotkeys 19 Finance Setup 8 Calendar 19 Database installation 9 Create a New Order 20 Company Logo Upload 9 Segments 22 Credit Card Setup 9 Itineraries 22 Passengers 23 SETUP Invoices 24 Employees 10 Copy Invoices 24 Suppliers 11 Change Customer Name on invoice 25 SMTP Host 11 Delete and Invoice Line 25 Invoice Line Products 12 Payments 36 Globalization 13 Payments Deposits 26 Carriers 13 Customers 28 Cities and Airports 13 Print amp E mail 29 Countries 13 Print documents for Customers 29 Regions 13 E mail documents to Customers 29 Currencies 13 Other e mails 29 Order status 14 Flight Tickets Print E mail 30 E mail Text 15 Searching 31 Setup Print Forms 16 Search for Passengers 31 Printing Colors 16 Search for PNR s 31 Upload Logo 16 Clean Up 32 OTHER Errors and contacting the Help Desk 49 TravelOffice License Agreement 50 SoftFares 7 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 has2. 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 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
3. 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 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
4. that you register that new license before the 5 days have elapsed or the software at that work station will stop working SOFTSUITCASE 7 LITE USER MANUAL SOFTSUITCASE SETUP SoftSuitCase Setup The Menu for General Setup and maintenance can be found under the Menu gt Administration gt Maintenance a ee 1 Ta T 2 t z dal ee Adninstraton Modules SoftSuitlCase Adr m Lit en Da ha Ln te a et een a X l Backup SoftSuitlase Y Updates 34 Change Customer on this Order der HE l Clear Order Lock Active Order p Dente F E mail Text iR Globalzation imer Invoice Line Products mination Invoice Remarks Order Sbabus Report Formular eian Balance Invoice Pa j Standard Reports i AAE Surer 33 SMTP Setup The first to be set up is the accounts information Select Setup Finance Account The following window will appear 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 f
5. 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 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 HALT gre rg i Fil Cl E emer okie ll ci 5 z EEulzalus mie SEES E IE EEE EEE yk lt a y ee 45318 Elk o Eig ziel L I Sl Be Bie 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 7 LITE USER MANUAL 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 will 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 automatical
6. 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 SOFTSUITCASE 7 LITE USER MANUAL ORDERS AND CUSTOMERS When you have logged in you get the following screen Orders SoftSuitCase revolves an Order An order can among other things contain A customer One or more manual PNRs and or one or more of the PNRs from Amadeus Sabre or Worldspan Passengers Segments Airline Tickets Invoices Payments Vouchers How to create an order from a PNR 1 Transfer PNR from Amadeus Sabre or Worldspan 2 Go to Functions and then to Transfer from CRS Or press F3 Then you will see the following screen Press CREATE NEW next to the PNR you wish to use to create a NEW Order PNR is opened in a NEW order Alternatively you can press F4 to create a manual 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 iu 32 AA i li rE La ir iad If you wish to use an existing customer double click the gray box to the left of
7. 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 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
8. 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 servicing 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 l
9. still to be determined but we expect it to be around 200 00 DKK per phone SOFTSUITCASE 7 LITE USER MANUAL ge Cy Mid and Back sonsuicase is a complete Nid and Office System Back Office System for the Travel for Trav el industry designed by iravel pE professionals whe nave been Agenc es involved In Ue wei more than 25 years gotsuttase integrales seamlessly with Amadeus Sabre and Workdspan Soft uncast systems SonSuiC ase and used today py well over 4 agencies in Denmark 3 5 Softsullase handies the yvast majority of tasks required in a modem ravel agency and iis competitively priced Macroseit Partner Network Conta ct TravelOffice for a free demonstration SOFTSUITCASE LITE 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 E 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 th
10. 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 i ar Tit i J F 1 f piah eter Faiyea Bea gp T orim mene TE Berd je i u le T a iz EIEL Pie np ee Epir p mm eee ote E teres 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 7 LITE USER MANUAL D
11. AILY USAGE OF SOFTSUITCASE LITE LOGIN After an employee or user has been created they may login to SoftSuitCase BET ai ee ie ee a rs ee he p ee qs bern ran eee ee lee rn ee a e pepida ps pi dea F oto NEE o F EELE Baa Boa 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 SOFTSUITCASE 7 LITE USER MANUAL SF Air Tiki LIVE MAIN SCREEN FEATURES Ole Garden AirTiki LIYE Denmark wo aX 7 Gereal Fimme frees 1 The Menu See the description for each menu item elsewhere in this guide 2 View menu Using this menu you can choose to see the main menu calendar etc depending on how your screen resolution is set up Toolbar Stabus Bar Hotkeys Otrl H Calender Info list Sofbr 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
12. E 7 LITE USER MANUAL 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 ELET dere ur cee aiin peg ee shaa Pn a stih Frog T art ee u a St a ta mh en Tei a I ee eel ees an ics ee ea dee eee A b ee Loon Gare oe Be ehe BE Dante ET Belin e a Dii ET ae LEDE Zen Dirar brm md i hmi Bi pr An ee ee Gei 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
13. L 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 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
14. SUITCASE 7 LITE USER MANUAL E MAIL TEXT 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 Loe ap Loge zur ey beg es pd ce red agri er ha kr lier PE Hen AALT fee pee A H pa IE TE RN a ee ee i l jaira i yea HAF MMs ee Files J BE AP a a DE Mikii Seen Le Lea PA a Re aS a a ae ee ma i Hl al 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 attachm
15. T Hest pacmitp tele dk Use Authentication mode Use Secure SSL connection User name Parsisord SMTP Post J5 Compary setting H X p SMTP Setup must include what your Internet Service Provider ISP requires If your ISP uses the Authentication mode enter appropriate the username and password 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 7 LITE USER MANUAL 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 kerri Fe E Pr Le F ar i Ber Tp bled rin iy r Linii nu im in od r ae a Di EST en Ir ap hirak ey Noe i ot ae Sy P ines bc ma if ESE Press LIST to find existing Invoice Line Products 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 ProductID Product code as it is used in the invoice Type N Normal Thi
16. This is done by paying them with a 0 00 amount SOFTSUITCASE 7 LITE USER MANUAL 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 z ree 5 e to zn 7 Le d Senna a 0 pe a ee a a EL EEE bainhas EJ te GE ak z a r Ls re E tte ieee el PLIA pa 2 Press NEW White Paper icon button 3 Fill in the required information Select a customer 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 SOFTSUITCAS
17. 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 Default 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 emo co pE a aa aa aa er Degree Farini Le Pee Fa bi Bem lL tai ie LTE HFE H I D 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 SOFT
18. be 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 SOFTSUITCASE 7 LITE USER MANUAL INVOICEING How to create an invoice or offer 1 Select Menu File gt Open Invoice or Ctrl The following screen is shown T jrma r ira e d iE OE sed lt a pao z ne an a i panier ama i H Tr TUT tio jis ae 3 a ee my DATH x 1 P pr ES ag Ba H 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 appear 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 Product See above Description Text about the reason for the invoice line Ca
19. d 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 ofthe 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 Active the trip is active T Ticket Issued issued air ticket V Void the trip is cancelled P Paid the trip is paid TEE Mn You can move between pages ifthere 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 SOFTSUITCASE 7 LITE USER MANUAL 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 sho
20. e 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 F Sites Ben teri A fer IR i bei beet 1 Breen F P Seer ee T a omer et ee rt een iN Hin u el on hanik fice l Tes ET OEA Bar T ae EE j e a e Fr ka A L s mM Cli ar Im E Le LLA cm 1 om LATE in Te La a Lo E E JE om mT ike mm DR be Bos R me an CHE LIFE En a aa Carts f f 1 a7 lei ee eed mem ar ca Lo TZEN i om zA Mi sT g sia Ci ike ne 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 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
21. e 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 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 7 LITE USER MANUAL 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 a ee LE Pe Feder D
22. egions Here s a description of the different screens Carriers BE Fiyselikab IATA Firgeigiah Saye wal F ca Ar Sahara Sara Bisa Ark GE SATA Intemational gt 53 Shuttle America 57137 Ad nma at Soulh Alc Soraya 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 Airports 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 a zug hr Hot bia Create and maintain exchange rates for invoices and or payments in foreign currencies SOFTSUITCASE 7 LITE USER MANUAL ORDER STATUS Order Status is
23. enia Come Tam ge Ree ee bg eh Clee een Isurdeira og de sher pi gam Kar ler bric di Rii ee Funden zwei Faden RE 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 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 saved 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
24. ent per saved Email text SOFTSUITCASE 7 LITE USER MANUAL 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 customer 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 rl Par i er i pa rata RS 5 Print ak r 2 Pernia Cra axed E 3 i a i 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 Eriplesee Drees Mhara san Variables The variable buttons insert a variable in the text at the point where the cursor appears
25. ice has the option of up to 3 deposits with different due dates 5 Issue the invoice Press the Printer icon to issue an invoice or F12 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 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 7 LITE USER MANUAL PAYMENTS After an Order has been created and one or mor
26. imitation 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 Government 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 righ
27. ition 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 If there is X in this field the employee cannot log into SoftSuitCase SOFTSUITCASE 7 LITE USER MANUAL SUPPLIERS AND SMIP Before creating the Invoice Line Products you must have created the suppliers of those products In the 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 HOST 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 SMPI
28. ly 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 SOFTSUITCASE 7 LITE USER MANUAL TRAVELOFFICE LICENSE AGREEMENT Gv ENTIRE AGREEMENT Licensee acknowledges that Licensee has read this agreement and understands this agreement the
29. matically 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 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 7 LITE USER MANUAL 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 Helo Desk and get assistance with the setup Bap 1 i Fin A H mn Ed et ppup ee Hy Flare die iu Sam Bere parti as u rs hel faba et pr au Fr es 30 On mn E Danis arena cow Ceis E E Cie Hiis iha ETET Pr ven Ham vn ae TE TT n im pirut ge Epe p fee Parnes zz 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 Use
30. n 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 SOFTSUITCASE 7 LITE USER MANUAL 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 invo
31. or 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 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 auto
32. r 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 Hs ang Pew cements ibe mal aire is ranh Liege ta 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 SOFTSUITCASE 7 LITE USER MANUAL 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 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 Pos
33. s 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 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 percentage 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 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 7 LITE USER MANUAL 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 R
34. 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 7 LITE USER MANUAL PASSENGERS 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 Paseenqer Gri ail iit a fea EF Curd Fame I aH ID PAN Tipa kharia Cuneta be
35. the Payment Date Normally the current date but the payment date may be changed if the user has rights to the 7 Press SAVE ze E a ee ee eee i rr hao eee 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 paid 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 7 LITE USER MANUA
36. 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 Check airline and destination You must manually check that the airline and destination are correct If not they must be corrected They must be corrected 5 Select Offer Date Offer Date is the date on which the customer requested the reservation without having paid or approved it 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 Press Functions and Save Order or F2 The order is saved and assigned a unique Order Number SOFTSUITCASE 7 LITE USER MANUAL 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 Eum EE ii pmr ar If yo
37. the system Explanation 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 SOFTSUITCASE 7 LITE USER MANUAL 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 in SoftSuitCase There are several ways
38. 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 SOFTSUITCASE 7 LITE USER MANUAL SEARCH FOR CUSTOMERS ORDERS AND PNRS Gi There are many different ways in which one can 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 frig Heb is al bi ie a H prm Ho ba i Ei FEU iHi ENGA I a 2 Ali lHa En 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 Archive
39. ts reserved SOFTSUITCASE 7 LITE USER MANUAL Never let a computer know youre in a hurry Anonymous Operation systems Microsoft Windows NT Microsoft Windows2008 Microsoft Windows 7 Microsoft Vista GDS Amadeus Sabre amp Worldspan Minimum 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 Uses Nomaimum 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
40. u 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 Itis 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 SOFTSUITCASE 7 LITE USER MANUAL 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 Other OTH How do you change an 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 iu Cih a Sma ees las je T er A r H be 4 Enter the required information and press SAVE How to delete an existing segment 1 Select the Itinerary
41. uld 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 er pep ged i T 11 i a ay as re ee Deke mma in ae IHPS bbe Gee TEE in mial an irim i rim a ee mi kir a iH ae aE ai J Id ee TAE a FE ae LH il a IHI Pina Papes TEI ri IHE Fume ira aan Ikone De Pe CH 1 122212 Efira HE ze les E I aE Se Pi Bish jE a Heh Faka recy eel ee eee F amp 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 rer 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
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