Status

Description

Pending

the order is being processed; an order must be processed in the course of a timeout period. Once the timeout runs out, the order expires and a new one must be placed. The duration of a timeout period can be set in Supplier Settings > Edit Supplier > Order Timeout (mins).

Expired

an order took too long to process; a new booking is required.

Balance Due

the booking was not paid in full

Confirmed

the booking was purchased but not yet redeemed

Cancelled

the booking was annulled

Part Redeemed

bookings with multiple includes (packages) where only some of the includes have been redeemed

Redeemed

tickets in the booking have been used; orders made through a Point of Sale are automatically redeemed because they are sold as entrances.

Upgraded

the original booking was changed to a new, more advantageous one; upgrades to a product are added in Products > Products > [select product} > Comparisons (Up-sell).

Duplicate

reseller reference was introduced twice; for example, a booking comes in through Direct API but it is not scanned because there is no coverage. The moment it is reconciled, the booking is assigned the same reference. To avoid it being counted double, the system marks this as duplicate and they can be merged.

No-show

you have the option to mark a booking as ‘No-show’ when a customer does not show up for the tour

Pending Confirmation

if the ‘Operator Confirmation Required’ checkbox is ticked on the product detail page (Products > Products > [select-product} > [press-pen-and-paper-icon}), a booking with this product remains in this status until it is confirmed by the operator

Rejected

operator rejected the booking; cancel and refund the booking.

Quote

the order is a quote sent to a guest with a balance due; the booking does not take up availability or block out inventory until the guest select a tour date and pays the balance. Quotes can be created from the Backoffice, Concierge or Web Checkout channels by ticking the ‘Order’ checkbox or ‘Allow Quotes’ on the web checkout widget.

Channel

Description

Terminals

orders coming from a physical device, e.g. Sunmi, PAX, iPhone operated by a seller or reseller agent

Web Checkout

orders carried out on a website and widgets

Backoffice

orders carried out through the box office (such as concierge, but using a seller’s PIN), and orders made with the + New Order button in the Ventrata dashboard using admin access

Direct API

orders coming through an API connection with an OTA

Concierge

orders carried out through a sales portal by a concierge or tour operator.

Sales Kiosk

orders carried out by the customer using a self-service booth with a screen

+ other custom channels

Booking Type

Description

Standalone (Individual)

a single product was purchased

Package

multiple products combined

Option

include in a package. If you include options in the bookings table, a package booking will have more than one line - the package name with the revenue, then a line for each include with $0

Bulk Action

Description

Change Product

change the booked product

Change Reseller

change the reseller who made the booking

Reset Channel

if there was a change to the channel the booking came through, bookings made before the change will display the old value. Use Bulk Actions > Reset Channel to correct the discrepancy

Reset Allocation

reapply bookings that already exist into new or updated allocations

Re-calculate Rates

rates are set at the time the booking is made. If you change the rate, such as changing a product or adding a season, you need to recalculate the rates.

Contact Guests

send a bulk message to guests recorded in the selected bookings

Allocate Resources

apply to bookings where a resource should be allocated but is not; press the Show Columns button to add the ‘Has Resources Allocated’ column to your view

Change Label

add or change labels on your bookings

Change Cancellation Reason

apply to multiple bookings that were cancelled for the same reason

Cancel All

bulk cancel multiple bookings; bookings cancelled in bulk will have the same cancellation reason, see above

Make Test

flag a booking made for testing purposes as test and automatically exclude the transaction from accounting

Redeem All

redeem multiple bookings at once

Send Campaign

send out a Mailjet, Postmark or Twilio campaign to multiple bookings

Download Voucher Files

vouchers from resellers can be photographed by a terminal device and added to the booking. These images are available from the booking detail. Use this option to bulk all of the voucher images associated with the selected bookings.

Download Waiver Files

download the PDF files of waivers associated with the selected bookings

Trigger Webhook

manually trigger a webhook for selected bookings

Toggle No-show

to flag bookings as ‘No-show’ tick the ‘No-show’ checkbox, or conversely, revert no-show bookings to their previous state by leaving the checkbox empty

Tag

bulk add tags; enter the tag title and press the Tag button. Note that these tags are different from product, customer or seller tags

Untag

bulk remove tags; enter the title of the tag you want to remove and press the Untag button. Note that this action will not remove product, customer or seller tags

Change Promotion

add or change the promotion on a booking; mind the difference in the balance after a promotion was applied

Reset Inclusions

re-arrange includes in a package product

Toggle Skip Feedback Email

enable / disable skipping the feedback email to customers

Email Receipt

send the email receipt to customers in the selected bookings; to verify that customers included their email address, press the Show Column button and add ‘Customer Email’

Operator Invoice

if an operator invoice was not automatically generated, you can mark bookings made by the operator and bulk generate the invoices

Report function

Description

Total

sum of values

Minimum

the lowest value

Maximum

the highest value

Average

the sum of values included in the report divided by their count

Count

number of the selected parameter

Column

Description

Order Balance

the amount due or overpayment of an order

Latitude

the latitude of a virtual location (if set up)

Longitude

the longitude of a virtual location (if set up)

PAX

the number of passengers regardless of ticket type (tier)

Total

the total amount paid

Notice Days

the number of days between booking date and travel date

Adult

the number of tickets by ticket type (tier)

Youth

the number of tickets by ticket type (tier)

Child

the number of tickets by ticket type (tier)

Infant

the number of tickets by ticket type (tier)

Family

the number of tickets by ticket type (tier)

Senior

the number of tickets by ticket type (tier)

Student

the number of tickets by ticket type (tier)

Military

the number of tickets by ticket type (tier)

Other

the number of tickets by ticket type (tier)

Net PAX

the number of customers on the ticket

Noshow PAX

the number of tickets where a customer did not show up for the tour

Upgraded PAX

the number of tickets upgraded to a comparison (up-sell) product

Active PAX

the number of customers that attended the tour; no-shows are always 0 active PAX

Charity Roundup

the amount by which the balance of an order is increased to a full number and the difference is donated to a charity

Points

the number of points earned by a seller or reseller for selling your products

Adjustment

the amount by which the total of an order was changed either because of a custom discount for a client, or to create a custom price for a tour (for example, charter)

Cost

the amount of costs associated with a booking (for example, the purchase of 3rd party products)

Base Cost

the cost of a product in the product’s base currency

Discount

if a promotion was applied, the value of the promotion is shown

Wholesale

the set price of an order; resellers buy your product at a set price (wholesale), and you are contractually bound to keep the price unchanged for a certain length of time

Seller Commission

the seller’s cut from the sale; you can pay commission to your sellers for selling products

Commission

the reseller’s cut from the sale; you pay commission to a reseller for selling your products

Receivable

the amount that you make from the sale or owe; a positive amount means that a reseller owes you and a negative amount means that you are meant to pay the reseller

Margin

the amount of your clean earnings; the formula is as follows: margin = total - cost - commission - payment_fees - net_tax

Surcharge

the amount added to the total, like a booking fee

Payment Fees

the amount charged for using certain payment providers

Paid

the amount that was paid by the customer

Refunded

the amount given back to the customer, for example, because their booking was cancelled, or they paid more than the price of the booking

Disputed

the amount of a credit card payment disputed by the customer

Card Total

the total amount paid by card

Cash Total

the total amount paid by cash

Other Total

the total amount paid by other means

Gift Total

the total amount paid by a gift card

Voucher Total

the total amount paid by a reseller voucher

Tax

the value amount of the tax percentage out of the total paid by the customer

Net Tax

the value amount of the tax percentage applied to the total product price (if direct sale) or after commission is deducted from the total (if sold by a reseller);

If a product which sells for $100 has 10% tax,

and a reseller makes 20% commission on any sale,

then net tax is $100 (total)- $20 (20% commission) = $80 -> 10% of 80 = $8 and tax 10% of $100 = $10.

For direct sale net tax and tax are the same amount as there is no commission.

Revenue

the amount of earnings from the sale of a single ticket

Gross Revenue

the amount of earnings before any deductions or taxes

Balance

the difference between an amount due and an amount paid

Product FX

if you use different currencies, this is the conversion rate for the product

Extras Total

the value of extra upgrades

Shift ID

unique shift identifier

Order Notes

notes entered in the checkout form

Order Reference

8-character alphanumeric string beginning with the number symbol (#) located in the top right corner on the booking level

Voucher

name of the reseller voucher

Voucher Code

code of reseller voucher used during the sale

Voucher Bill Gap

YES / NO; used with sequential voucher numbers: if a voucher number does not follow the sequence (1, 2, 3, 4, and then 9 comes in), the system automatically creates bookings with voucher numbers that fill the gap between the last and newest booking (5, 6, 7 and 8 - called ‘bill gap vouchers’) to be able to invoice the reseller on the skipped vouchers as they will have been sold (common with physical booklets of vouchers)

Reconciled

indicates whether payments in the transaction are matching

Channel

the source of the sale (Terminal, Web Checkout, Backoffice, Direct API, Concierge, Sales Kiosk, custom channels)

Order Destination

if destinations are set, the destination in which the sale was made

Reseller

name of the reseller who made the sale

Registry

name of registry to register orders in an external system in real time

Registry Data

a reference assigned to the order from an external system

Reseller Code

code assigned to a reseller

Checkout

name of the checkout through which the order was made

Portal

name of the sales portal through which the order was made

Reseller Destination

destination to which a reseller is assigned to

Reseller Manager

name of the person assigned to a reseller; you can splice revenue from resellers and pin it by manager

Reseller Band

name of the reseller band a reseller is assigned to

Reseller Channel

name of the channel a reseller is assigned to

Connection

name of the connection

Connection Partner

name of the connection partner (reseller)

Checkout Channel

type of channel assigned to the web checkout

Reseller Billing Account Code

custom code used for ERP integrations like SAP

Reseller Billing Customer Code

custom code used for ERP integrations like SAP

Reseller Billing City

city where the reseller resides used for billing and invoicing purposes

Reseller Billing Address

full address of the reseller for billing and invoicing purposes

Reseller Invoice Date Field

specifies whether a reseller is invoiced on the travel, booking or redemption date

Reseller Tags

tags assigned to a reseller; used for filtering

Reseller Tax Registered

indicates whether a reseller is tax registered; if a reseller is tax registered, net tax is calculated using the wholesale price (net tax = tax on wholesale); if a reseller is not registered, net tax is calculated using the retail price (net tax = tax on retail)

Reseller FX

the conversion rate against the reseller’s currency

Reseller Allow Top-ups

indicates whether a reseller is allowed to receive credit top-up; credit is used when a reseller, usually a concierge, accepts cash payments instead of using the payment gateway, which can be a liability for the operation

Supplier FX

the conversion rate against the supplier’s currency

Direct Sale

indicates whether sales where made by your sellers, from your website or kiosk; indirect sales are made by resellers, both concierge or via API

Referrer

URL of a web referrer

Agent

name of an agent working for the reseller

Shift Seller

name of the seller selling through a terminal, who started the shift

Shift Cashier

name of the cashier selling through the backoffice or concierge portal

Shift Location

name of the terminal location

Shift Location Tags

tags associated with the location

Seller

name of a seller; this seller can be different than the shift seller, see ‘Shift Seller’ above. You can assign a promoter, where street sellers are not allowed to sell directly to customers but can bring them to the terminal or box office to finish the sale.

Seller Billing Account Code

code assigned to a seller for billing purposes

Seller Tags

tags associated with the seller

User

name of a user who made sales using a password (manager, finance staff, etc.)

Location

name of the location where the sale was made from

Location Channel

name of the channel which was used to make the sale at the location

Outlet

name of the reseller outlet; outlets can be thought of as chains that can be assigned to a reseller

Email Receipt

indicates whether an email receipt was sent to the customer

Source

name of the source where the sale was made from

Settlement

type of settlement method: Direct - the full amount was paid to you, Voucher - you need to settle the payment with a 3rd party, Deposit - a deposit was paid in the course of the transaction, Wholesale - the reseller paid you the wholesale price, Deferred - there is a balance remaining on the order

Customer

customer full name

Customer Contact

a summary of a customer’s contact information (full name, email address, phone number)

Customer Tags

custom tags assigned to a customer, used for filtering

Customer Salutation

preferred form of address for the customer, for example, Mr., Mrs. or Ms.

Customer Full Name

customer's complete name; may include their first, middle and last name(s)

Customer First Name

customer’s first name; may include a middle name if applicable

Customer Last Name

customer’s last name; may consist of one or more family names

Customer Company

organisation where the customer is currently employed

Customer Department

department within the customer's place of employment

Customer Title

position or role held by the customer within their company

Customer Email

customer’s email address

Customer Mobile

customer’s mobile phone number

Customer Age

customer’s age

Customer Language

customer’s preferred language for communication

Customer Country

customer’s country of residence

Customer Address

street name and number of the customer’s address

Customer City

the city in which the customer resides

Customer State

state (as in the USA or Mexico) or province (as in Canada or Switzerland) where the customer lives

Customer Postal Code

ZIP or postal code corresponding to the customer's address

Customer Notes

customer notes included at checkout

Customer Tax ID

customer’s tax identification number

Customer Tax Office

tax office where the customer files or reports their taxes

Customer Marketing

indicates whether the customer subscribed to receive marketing communication from your company

Imported

indicates whether a booking was imported

Test

indicates whether a booking is a test booking

IP Address

if a customer made an order through the web checkout, their IP address is shown

User Agent

browser information if a sale comes through the web checkout

Delivery Method

delivery method of tickets (via email, sms, QR code, scan digital wallet, print tickets, do nothing)

Currency

currency used to sell a product

Transferred

indicates whether funds have arrived in the operation’s account

Terminal

name of the terminal where the sale was made from

ID

unique alphanumeric string identifying a booking

Cancelled on ID

ID of the shift when a booking was cancelled

Cancelled By

name of the seller who made the cancellation

Invoice ID

reseller invoice ID

Invoice

reseller invoice reference, consists of reseller code or name and invoice number

Invoice Status

state of reseller invoice (void, draft, confirmed, overdue, paid)

Operator Invoice ID

-

Operator Invoice

-

Has Operator Invoice

indicates whether an operator invoice was issued

Booking Reference

8-character alphanumeric string located between the travel date and booking total information near the top on the booking level

Booking Barcode

unique string generated for a booking

Booking Alias

unique string generated for a booking made with an operator

Supplier Reference

-

Reseller Reference

-

Status

indicates the state of a booking, see Bookings - Status column

Label

unique flag associated with a booking

Product

name of your product

Product Destination

destination associated with the product

Product Operator

name of the product operator

Product Code

custom code of the product

Product Billing Account Code

custom code for reporting purposes

Product FX

if you use different currencies, this is the conversion rate for the product

Product Tags

custom tags assigned to a product, used for filtering

Cancellation Reason

reason selected from the options offered in the drop-down field during booking cancellation

Cancellation Notes

reason provided as additional information pertaining to booking cancellation

Promotion

discount assigned to the sale of a booking

Promotion Code

custom code assigned to a promotion

Promotion Tags

custom tags assigned to a promotion, used for filtering

Combination

starting product that lead to a combination discount sale

Has Combination

indicates whether the order contains combinations (cross-sell products)

Combination Booking

the reference number of the starting product

Package Product

product consisting of more than one include (product)

Package Product Code

custom code assigned to a package

Package Option

name of an option in a package

Package Option Code

custom code assigned to a package option

Package Travel Date

the nearest travel date of one of the includes in the package

Option

variant of the product (for example, 24-hour tour, 48-hour tour)

Option Code

custom code assigned to an option

Hotel

name of the hotel selected during booking

Has Voucher File

indicates whether an image of the voucher is attached to the booking

Has Duplicates

indicates whether a duplicate booking was made; where a booking already exists in the database (for example, an API-connected product or pre-printed voucher) but a voucher was introduced manually, thereby creating a booking with the same reference number, the system marks the latter booking as a duplicate

Has Purchases

indicates whether an item was purchased with the booking

Has Allocations

indicates whether the product contains allocations

Has Reclaims

indicates whether the reseller invoice has been adjusted

Has Extra Upgrades

indicates whether the booking contains extras

Has Resources Allocated

indicates whether the booking has resource assigned to it

Purchases

name of item purchased

Has Waivers

indicates whether the booking includes any waivers

Waiver

name of the waiver included in the booking

Waivers Complete

indicates whether all waivers attached (if any) to the booking have been signed by the customer

Pickup Requested

indicates whether the customer requested to be picked up for the tour

Pickup Dispatch Driver

name of the driver assigned to the pickup

Pickup Zone

name of the zone where pickup point is located

Pickup Time

exact time when pickup is available for the tour

Pickup Point

name of pickup point

Pickup Route

path the pickup takes

Pickup Notes

additional information included in the booking pertaining to pickup

Pickup Address

address of pickup point

Pickup Telephone

phone number of a contact managing / guiding pickup

Custom Pickup

name of pickup; this can be a pickup that is not assigned to the booking route but is listed in the pickup list

Backend Connected

indicates whether the booking is API connected

Backend Error

indicates whether there was an API connection failure

Backend Error Message

description of API connection failure

3rd Party Products

indicates whether 3rd party product

OCTO UUID

unique reseller identifier used as an API authentication token

Allow Voucher

indicates whether a group ticket is allowed

Allow Tickets

indicates whether individual tickets are allowed

Checked In

indicates whether the customer checked in

Upsold

indicates whether the booking was changed to a more expensive offering

Upsold From

name of the product the customer initially requested before being upsold, see above

Dropoff Requested

indicates whether the customer requested to be dropped off after the tour

Dropoff Point

name of dropoff point

Dropoff Time

time when customer is dropped off at dropoff point

Dropoff Date

date when customer is dropped off at dropoff point

Dropoff Instructions

information pertaining to dropoff point

Tour Time

time when tour starts

Tour Group

name of tour group booking is assigned to

Duration

length of tour in hours

Same Day

indicates whether the travel date is same as the booking date

Travel Date

date when the tour takes place

Booking Date

date when the product was purchased

Booking Time

time when the product was purchased

Valid From

voucher validity start date

Expires On

voucher validity end date

Redemption Date

date when the booking was redeemed

Redemption Time

time when the booking was redeemed

Redemption Location

virtual or physical location where the tickets were redeemed

Confirmation Date

date of order confirmation

Confirmation Time

time of order confirmation

Cancellation Date

date of order cancellation

Cancellation Time

time of order cancellation

Supplier Booking Date

date when the booking was made by the supplier

Supplier Booking Time

time when the booking was made by the supplier

Supplier Redemption Date

date when the booking was redeemed by the supplier

Supplier Redemption Time

time when the booking was redeemed by the supplier

Supplier Confirmation Date

date when the booking was confirmed by the supplier

Supplier Confirmation Time

time when the booking was confirmed by the supplier

Supplier Cancellation Time

date when the booking was cancelled by the supplier

Supplier Cancellation Time

time when the booking was cancelled by the supplier

Confirmed

indicates whether the booking was successfully processed

Booking Type

indicates the type of product purchased, see Booking Type above

Private Notes

notes on a booking made on the backend; these are not viewable by the concierge or customer

Public Notes

notes on a booking that can be viewed by everyone

Pickup Notes

notes on a booking pertaining to pickups

Enable Charity Roundup

indicates whether charity roundup was enabled on the product

Open Dated

indicates whether a booking is open-dated, i.e. can be used anytime in the validity period set on the product

Skip Feedback Email

indicates whether the option to skip feedback email was selected

Visitor Fingerprint

if a value is displayed, a visitor used fingerprint identification to pay for the order (if implemented)

Question

displays the answers to questions associated with the booking