Create Supplier Order/Quotes

Supplier Quotes/Orders Settings

For Option type deals, only a Quote can be created/sent.

For Booking type deals, both a Quote and an Order can be created/sent.

In the main left menu under Settings, check “Send Automatic Emails for Orders” only if you would like the emails to be sent automatically when the booking is saved. Otherwise, if you prefer to send them manually as further described, leave this setting unchecked.

At the same time, for the product prices that require a supplier quote/order when the product is booked – under Product, per Price, check “Automatic Order.”

In product price details, under General Information, set the Supplier in the Price Supplier field.

If all details are correctly set, when the product is booked, an order will be created and may be sent to the supplier.

This order creates an entry in the Operations/Order list.

Supplier orders are generated at the moment of booking, meaning each booking will have its separate supplier order; it cannot be the case that the same order refers to more bookings.

In case one booking contains more than one product/price from the same Supplier and on their price level, the Automatic Order is set, the generated Supplier Order will contain as many arrangement lines as products/prices booked by the same Supplier.

In case one booking contains products from different Suppliers and on their price level, the Automatic Order is set, the system will generate as many Supplier orders as there are Suppliers.

When an existing deal is updated, an order will be created only for the newly created arrangements.

If an arrangement is edited, the operator will have to go into the arrangements tab and send the order manually again, even if Automatic order is checked.

Once the order is created, select the order, click on the edit sign, and select “Send Supplier order”:

A new tab containing all selected orders will open. To view the content of an order, click on the code of the order, and a new dialog will open. In this dialog, there are editable fields: To, CC, BCC, the Subject, and the Body of the Order email where you can add or remove placeholders defined in Victoury for Supplier Order Email sending.

Order Email Fields

• From – value from Settings/Order Signing User – if no user is set there, use the author of the order as set in Supplier order/Author
• To – value from Supplier Contact Info where Type is set to Order E-mail;
• ReplyTo – value from Settings/Order Signing User – if no user is set there, use the currently logged in user;
• CC – possibility to add any email address by the operator
• BCC – possibility to add any email address by the operator

When editing of the Order Email is done, you may use PREVIEW MODE to view all retrieved information (this action replaces the placeholders), and if everything is in order, click the CONFIRM button.

Once the Email Order is confirmed, the order line is marked as checked, and you may proceed to send the email using one of the SEND buttons.

The templates used for sending Order Emails must be defined in the Text library.

Text Library Entries Used

The Order Email will be constructed using the below text library entries by labels:

OrderEmail or supplierQuoteEmail – a general text library entry where the label is “orderEmail” or “supplierQuoteEmail”, which includes the below text library entries using placeholders:

• orderHeader – text library entry where label is “orderHeader”
• orderSubtext – text library entry where label is “orderSubtext”
• orderBody – text library entry where label is “orderBody”
• orderProduct – text library entry by product category where label is “orderProduct”

Placeholders Used

Subject

Value from the title of the text library entry where the label is “orderEmail”

Placeholders

• {{bookingCode}}
• {{bookingDestination}} (first destination related to the reservation)
• {{mainTravelerName}} (salutation, personal name, family name of the main traveler)

Message

Formed by the sections below:

• Header – placeholder for #{{ orderHeader}}, value from Supplier/Order Header – if no value found there, use the text library entry where label = orderHeader
• Subtext – placeholder for #{{ orderSubtext}}, value from Supplier/Order Text – if no value found there, use the text library entry where label = orderSubtext
• Body – placeholder for #{{orderBody}}, value from text library entry where label = orderBody

Placeholders

{{logo}} value for Logo (brand logo – if no brand, logo from settings/general) #{{currentDate}} value: current date (dateFormat as in parameters) {{customer}} salutation, personal name, family name of the main person of the customer

{{travelersWithBirthdates}} salutation, personal name, family name of the travelers and their birthdates (dateFormat as in parameters) {{travelersWithPassportInfo}} salutation, personal name, family name of the travelers and their passport information for each traveler

{{orderRemark}} Value from Supplier Order Remark field

• Order Products – placeholder for services to be booked {{orderProducts}}, for each product of the order, the value from the body of the text library entry where label is “ orderProduct ” based on product category – where product category is the same as text library entry category

Placeholders for products retrieving the information from Arrangement:

{{orderProductOrderText}} – Order text

{{orderProductOrderRemarks}} – Order Remark

{{orderProductProductCode}} – Product code

{{orderProductProductName}} – Product name

{{orderProductProductBegin}} – Begin date

{{orderProductProductEnd}} – End date

{{orderProductStartTime}} – Product start time

{{orderProductEndTime}} – Product End Time

{{orderProductCountryArea}} – Country Area

{{orderProductReservationText}} – Reservation text

#{{orderProductPriceType1}} – Price Type 1 label

#{{orderProductPriceType2}} – Price Type 2 Label

#{{orderProductPriceType3}} – Price Type 3 Label

#{{orderProductPriceType4}} – Price Type 4 label

#{{arrangementTravelers}} – Assigned travelers

Footer

Placeholders

• {{orderSignature}}

If there is one user marked as orderSigningUser in General settings, the Signature – multilanguage of the user selected is retrieved

If there is no orderSigningUser set, the signature of the author of the order is retrieved

• {{companyInfo}}

If there is a brand set on the reservation level we use from the brand: name, address, phone, email

If no brand is set, we use data from settings/general

Example of Text library entry for supplierQuoteEmail

Example of An Email With Placeholders

Example of Text library entry for orderEmail

More about Placeholders.

More about the Text Library.