🔐 Required Role Permissions: Create Order
Create a New Order
Log into your Ventrata dashboard.
Press the + New Order button in the top navigation.
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Depending on your role and its associated permission, you may see fewer items in the top navigation.
Select 'Booking' from the dropdown menu.
Adjust booking parameters as needed.
Customer - when customers fill in their details during booking, their contact information is stored in the dashboard; you can assign the booking to a customer listed in your database
Notification Emails - enter the email addresses of your staff, who will receive a notification about the booking
Source - change the source of the booking
Reseller - assign a reseller to the booking, who will earn a cut from the transaction based on their commission scheme
Skip Confirmation Email - do not send a booking confirmation to the customer
Select a product from the list.
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If you have more than 20 products, the list changes into a dropdown field. Start typing the name of the product and select the correct product from the list of matching results.
Review product specifications using the tabs at the top of the booking window:
Booking - this is where the purchase of the product takes place, selecting the type and number of visitors, tour dates, etc.
Product Description - an overview of the tour/attraction, what is (Inclusion) and what is not (Exclusions) included in the price of a ticket
Product FAQ - a list of frequently asked questions and answers as provided by the supplier/operator
Product Cancellation Policy - the terms of cancelling the tour, for example, what percentage refund a visitor is eligible for, or what the cancellation notice period is
On the Booking tab, select the currency if more than one is available.
📒 NOTE
Note also the 'Test Order' and 'Quote' options.
Test Order - flag the order as 'TEST' to try out the flow or test issues without including any subsequent transactions in your accounting
Quote - flag the order as 'QUOTE' to create a quote for guests with a near exact balance due without a transaction. This checkbox also enables you to send quotes without taking up availability or blocking out your inventory. Guests then get an order receipt with a button to pay the balance and turn the quote order into a confirmed order.
You have the option to flag the booking as 'Exclusive'. This will block out the selected tour time and it will not be possible to book by other customers.
📒 NOTE
The exclusive tour time will be shown as sold out. Enable 'Allow Freesale' on the product detail form to override availability.
Depending on the product configuration, select one of the available options or points if available.
Select the number of tickets per unit (Adult, Child, other).
Apply a promotion if applicable for the product.
📒 NOTE
If your promotions are public, a list of applicable promotions is readily visible on the booking form.
Add tags to the booking, which is useful for reporting purposes on the Booking tab.
📒 NOTE
Ignore the 'Barcode Alias' field as that is not relevant for manual bookings.
Select the travel date. If the product has options, travel dates represent tour times. If the product is a point to point product, travel dates represent runs.
Check the 'Open Dated' box and state the validity start date if the tickets can be used any time during the validity period.
You can see the current total at the bottom of the booking form.
You can add a price adjustment to change the total of the booking.
Press the Add to Cart and Reload button to add the selected product to the shopping cart.
The Shopping cart in the backoffice is located below the booking parameters (above the product list). You can continue adding products to the same order.
Remove any product from the booking by pressing the red bin icon.
When you are ready, finish the order by pressing the Checkout button.
On the Checkout form, review the booking parameters.
Then fill in all mandatory fields at minimum (marked by an asterix *).
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You can configure which fields are visible and required in the Fields tab on the product level.
Check the 'Send me the latest offers and exclusive discounts' if the customer wants to receive marketing updates.
Uncheck the 'Email Receipt' box if the customer does not want to receive an order receipt.
Press the Checkout button to proceed to payment.
Select how to make the payment.
Charge amount now - customers pay for the order immediately using one of the available payment methods
Split Payment - customers pay for the order immediately by dividing the total amount into multiple portions, using one or more payment methods
Pay later - customers pay for the order at any time between now and the start of the tour, either online with a credit or debit card via the Pay Balance Now button in the email receipt, or in person at the entrance using one of the accepted payment methods onsite.
📒 NOTE
The list of available settlement methods may differ depending on your account; it will be different for internal sellers and reseller agents.
Select the payment method to pay for the booking.
Fill in the information necessary to process the transaction.
Credit/Debit Card - either enter the card information manually (Manual Entry tab) and press the Process Transaction button, or use a payment terminal (Card Terminal tab) to collect the payment
Cash - enter amount tendered ('Cash tendered' field) and the system will give you the change for the customer. If a cash drawer is connected, press the Open
Cash Drawer button to handle the exchange
Gift Card - use the drop-down field to search for available gift cards that can be used as payment for the booking
Other - use the drop-down field to search for other means of payment for the booking
Then press the Confirm Order button.
Once the order is complete, the booking detail is shown onscreen.
