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How to Make a New Booking Using the Backoffice
How to Make a New Booking Using the Backoffice

Easily create orders from the Ventrata dashboard.

Lucia Burin Sestakova avatar
Written by Lucia Burin Sestakova
Updated over a week ago

πŸ” Required Role Permissions: Create Order

Create a New Order

  1. Log into your Ventrata dashboard.

  2. Press the + New Order button in the top navigation.

    New Order


    πŸ“— TIP

    Depending on your role and its associated permission, you may see fewer items in the top navigation.


  3. Select 'Booking' from the dropdown menu.

    New Booking

  4. Adjust booking parameters as needed.

    Booking Parameters

    • 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

    • Membership - if a membership was purchased by the customer, enter the membership's ticket reference to associate the membership with the order

    • 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

  5. Select a product from the list.

    Product List


    πŸ“— TIP

    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.

    Long Product List


  6. 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 - Product Description

    • Product FAQ - a list of frequently asked questions and answers as provided by the supplier/operator

      Product - FAQ

    • 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

      Product - Product Cancellation Policy

  7. On the Booking tab, select the currency if more than one is available.


    πŸ“’ 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.


  8. 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.

    Exclusive


    πŸ“’ NOTE

    The exclusive tour time will be shown as sold out. Enable 'Allow Freesale' on the product detail form to override availability.

    Travel Date


  9. Depending on the product configuration, select one of the available options or points if available.

    Product Options

  10. Select the number of tickets per unit (Adult, Child, other).

    Tickets

  11. Apply a promotion if applicable for the product.

    Promotion


    πŸ“’ NOTE

    If your promotions are public, a list of applicable promotions is readily visible on the booking form.

    Public Promotions


  12. Add tags to the booking, which is useful for reporting purposes on the Booking tab.

    Tags


    πŸ“’ NOTE

    Ignore the 'Barcode Alias' field as that is not relevant for manual bookings.


  13. 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.

    Tour Time

  14. Check the 'Open Dated' box and state the validity start date if the tickets can be used any time during the validity period.

    Validity

  15. You can see the current total at the bottom of the booking form.

  16. You can add a price adjustment to change the total of the booking.

  17. Press the Add to Cart and Reload button to add the selected product to the shopping cart.

    Add to 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.

    Shopping Cart

  18. When you are ready, finish the order by pressing the Checkout button.

    Checkout

  19. On the Checkout form, review the booking parameters.

    Checkout - Booking Summary

  20. Then fill in all mandatory customer fields at minimum (marked by an asterix *).

    Checkout - Customer Details


    πŸ“— TIP

    You can configure which fields are visible and required in the Fields tab on the product level.


  21. Check the 'Send me the latest offers and exclusive discounts' if the customer wants to receive marketing updates.

  22. Uncheck the 'Email Receipt' box if the customer does not want to receive an order receipt.

    Customer-Facing Communication

  23. Press the Checkout button to proceed to payment.

    Checkout

  24. 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.


    πŸ“’ NOTE

    The list of available settlement methods may differ depending on your account; it will be different for internal sellers and reseller agents.


  25. Select the payment method to pay for the booking.

    New Payment

  26. 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

  27. Then press the Confirm Order button.

    Confirm Order

  28. Once the order is complete, the booking detail is shown onscreen.

    Booking Detail

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