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An operation file is the record in which an accepted offer is carried out: guests, options, the field team, documents, the pro forma invoice, the invoice and collections are gathered in the file. Files are listed in the «Operasyon Dosyaları» (operation files) menu.

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Who sees it

  • The «Operasyon Dosyaları» menu depends on the «Operasyonlar» (operations) module. «Yönetici» (manager) and «Operasyon elemanı» (operations staff) can open all of the firm’s files.
  • Most of the buttons on the file page are used by the file’s assignee or the manager. Moving a status back, undoing a cancellation, approving an assignment, changing the assignee, editing the amount and marking a collection are the manager’s job only. A button you are not authorised to use appears disabled; when you hover over it, it reads «Bu işlem için yetkiniz yok.» (You are not authorised for this action.).
  • The pro forma invoice, the invoice, collections and the payment plan also need the «Faturalama» (invoicing) module to be switched on.
  • Files are not deleted; if necessary, they are cancelled.

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How a file is opened

The list has no new-file button. A file is opened with the «Dosya Aç» (open file) button on the page of a ready offer (Requests and offers). The file that opens is in «Teklif» (offer) status and the exchange rate is locked at that moment; the locked rate appears in the file’s top strip and cannot be changed. The agency’s default representative becomes the file’s assignee, and the assignment awaits the manager’s approval. Managers receive the notification «Yeni dosya onay bekliyor» (new file awaiting approval).

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The file list

The list shows the file number, agency, start date, pax, sales amount, status, assignee, assignment status and flight badges; the newest file is at the top. You can search by file number; filter by status, assignee, agency or tour year; or see only the ongoing files with «Aktif dosyalar» (active files). Cancelled files appear faded.
  • Sales amount — on files whose invoicing process has not started, the amount appears hidden. The file’s assignee or the manager can see the amount by clicking the hidden amount; other users cannot see it.
  • Only the manager sees the Profit column.
  • Assignment — «Atanmamış» (unassigned: no assignee) or «Onay bekliyor» (awaiting approval: the assignment has not been approved).

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The file’s statuses

A file passes through these statuses in order: «Teklif», «Opsiyonda» (on option), «Konfirme» (confirmed), «Tamamlandı» (completed). The status moves forward one step at a time; no step is skipped. «İptal» (cancelled) can be chosen from any status.
  • Moving forward — the name of the button at the top of the file page changes with the next step: «Opsiyona Al» (put on option), «Konfirme Et» (confirm) or «Tamamlandı İşaretle» (mark as completed). The file’s assignee or the manager uses it. When the file is confirmed, the managers and the assignee receive the notification «Dosya konfirme edildi» (file confirmed).
  • Moving back — «Geri Al» (undo) returns the file to the previous status. Only the manager uses it.
  • Cancelling — press the «Dosyayı İptal Et» (cancel file) button, fill in the «İptal nedeni» (cancellation reason) field and confirm. A cancelled file appears faded in the list. The file’s assignee or the manager can cancel.
  • Undoing a cancellation — «İptali Geri Aç» (undo cancellation) returns the file to the status it was in at the moment it was cancelled. Only the manager uses it.
Every change stays in the file’s «Durum Geçmişi» (status history) section, with who made it and when. You can take the same steps with the «Durum» (status) button of the «Dosyalarım» (my files) block on «Panelim» (Panelim). The rules are the same as on the file page; a confirmed file still sends the notification «Dosya konfirme edildi», and a cancelled file the notification «Dosya iptal edildi» (file cancelled).

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The file page

The title of the file page is the file number. The page has no save button: the information on the cards is read-only, and changes are made with the page’s buttons. The top strip shows the file number, status, locked rate, pax, assignee and assignment status. The cards below it:
  • «Acil Durum» (emergency) — the firm’s emergency line, the file’s assignee, the field team and the agency’s contact person.
  • «Satış» (sale) — the sales amount and the chosen pax tier. Before a pro forma invoice is issued, the manager can change the amount with «Tutarı Düzenle» (edit amount); after a pro forma invoice is issued, the amount cannot be changed.
  • Profit card — the file’s cost, sale and profit at the moment it was opened. Only the manager sees it. If the profit could not be calculated, it is entered with «Kârı Elle Gir» (enter profit by hand).
  • «Fatura» (invoice) — the invoicing stage, the pro forma invoice and invoice details, the collection summary and the history. It appears if the «Faturalama» module is switched on.
  • «Konfirmasyon» (confirmation) — appears while the file is in «Konfirme» status; the confirmation document is downloaded and sent from here.
  • «Gönderilen E-postalar» (sent e-mails) — the e-mails sent from the file and their results.
  • «Durum Geçmişi» — the status changes.
  • «Kaynak» (source) — the offer the file was opened from. «Teklife Git» (go to offer) opens the offer. If the offer was revised afterwards, the «Kaynak teklif revize edildi» (source offer revised) badge appears.

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Assignee and assignment

  • «Atamayı Onayla» (approve assignment) — if the file’s assignee is set but the assignment is awaiting approval, the manager approves it with this button. The notification «Atama onaylandı» (assignment approved) appears.
  • «Sorumluyu Değiştir» (change assignee) — the manager gives the file to another staff member. When the new assignee is chosen, the assignment counts as approved too.
The manager can also do the same from the «Atama Uyarıları» (assignment warnings) block on the «Panelim» (my panel) screen (Panelim).

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Flight badges

The two badges at the top of the file page carry the flight information and change when you click them:
  • The international badge shows who provides the international tickets: us or the agency.
  • The domestic badge shows whether there is a domestic flight.
The badges are changed by the file’s assignee or the manager. The same two badges also change with one click in the «Dosyalarım» block on «Panelim». When a file is opened from an offer and the quotation holds an «İç hat uçuşu» (domestic flight) row, the domestic-flight option starts switched on (Requests and offers).

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Documents

  • «Rooming Listesi (PDF)» (rooming list, PDF) — downloads the guests’ rooming list as a PDF.
  • «Pax Listesi» (pax list) — opens a text list to copy for the guide or the driver.
  • «Pax Listesi (Excel)» (pax list, Excel) — opens tab-separated text for pasting into a spreadsheet; it produces no file.
  • «Konfirmasyon İndir» (download confirmation) — downloads the confirmation document as a PDF.
  • «Konfirmasyonu Gönder» (send confirmation) — sends the confirmation to the agency by e-mail. The agency’s address comes into the «Alıcı e-posta» (recipient e-mail) field; press the «Gönder» (send) button. When the sending succeeds, the file is stamped as “confirmation sent” and the button is disabled. The e-mail comes in your firm’s look (your logo or your name at the top) and in the language of the file’s offer (in English for a file without an offer); the confirmation is attached as a PDF.
The list buttons appear if the file has guests. The file’s assignee or the manager gets these documents. For preparing the guest list, see the Guests and surveys page.

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Pro forma invoice and invoice

The invoicing process passes through these stages in order: «Yok» (none), «Proforma» (pro forma), «Fatura Kesildi» (invoice issued), «Tahsil Edildi» (collected). The buttons are at the top of the «Fatura» card.
  1. «Proforma Kes» (issue pro forma) — choose the «Proforma tarihi» (pro forma date) and confirm. The system generates the pro forma number; the sales amount and the locked rate at the moment of issue are fixed on the document. To issue a pro forma invoice, at least the firm’s registered name must have been entered on the firm’s «Firma Bilgileri» (firm information) screen, and the file must have a sales amount.
  2. «Proformayı Gönder» (send pro forma) — sends the pro forma invoice to the agency by e-mail. The e-mail comes in your firm’s look and carries the pro forma invoice as a PDF; it holds no link to the panel. Follow the result in the «Gönderilen E-postalar» section. «Proforma İndir» (download pro forma) downloads the document as a PDF.
  3. «Faturayı Kaydet» (save invoice) — the invoice is issued outside Tourante; here you enter only the «Fatura no» (invoice no.) and the «Fatura tarihi» (invoice date).
  4. «Tahsil Edildi İşaretle» (mark as collected) — confirms with a «Tahsilat tarihi» (collection date) that the payment has reached the account. Only the manager uses it. When the balance reaches zero, this stage does not change automatically.
Issuing a pro forma invoice, saving the invoice, and sending and downloading the pro forma invoice are for the file’s assignee or the manager. Only the manager does the following:
  • «Proformayı İptal Et» (cancel pro forma) — done by writing an «İptal gerekçesi» (cancellation reason). A cancelled pro forma number is never used again; you can correct the amount and issue it again with a new number.
  • «Geri Al» at the invoicing stage — returns the stage to the previous step; the number of the pro forma invoice already issued is kept.
On a cancelled file the invoicing process stops; to act on it, reopen the file first.

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The file’s sections

Below the cards, the file’s sections sit one under the other:
  • «Opsiyonlar» (options) — hotel and service options. With «Yeni Opsiyon» (new option) you enter a subject and a deadline. The countdown badge is red in the last three days and yellow in the last seven days. You extend an open option’s deadline with «Uzat» (extend), and the old date stays in the history; with «Kapat» (close) you mark its outcome as «Kullanıldı» (used) or «Vazgeçildi» (given up).
  • «Notlar» (notes) — handover and reminder notes. They are added with «Not Ekle» (add note); notes are saved with their author and time, and are not changed or deleted. Notes added with the «Not» (note) button of the «Dosyalarım» block on «Panelim» are written to this section too.
  • «Misafirler» (guests) and «Anket Yanıtları» (survey responses) — Guests and surveys.
  • «Saha Ekibi» (field team) — guide, driver and tour leader. With «Ekip Üyesi Ekle» (add team member) you enter the position, full name, phone and dates; if the «Oteller» (hotels) module is switched on, you can link the member to a supplier card.
  • «Tahsilatlar» (collections) — the payments received from the agency: amount, date and method. Only the manager enters collections. The total collected and the balance are shown above the section.
  • «Ödeme Planı» (payment plan) — the agency’s payment due dates (for example the deposit and the balance). With «Vade Ekle» (add due date) you enter a due date, an amount and a description. A due date’s status is «Ödendi» (paid), «Gecikti» (overdue), «Bugün son gün» (today is the last day) or «Açık» (open). The payment plan is filled in by the file’s assignee or the manager.
  • «Takip» (follow-up) — the file’s follow-up items: Follow-ups.
«Tahsilatlar» and «Ödeme Planı» need the «Faturalama» module to be switched on. The sections of a cancelled file stay read-only; no new record can be entered.

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The file’s transfers

If the «Transferler» (transfers) module is switched on, the transfers linked to the file appear at the bottom of the file page. With «Münferit Transfer Ekle» (add individual transfer) you add a transfer to the file; the file and the agency are filled in automatically. The «Transferler’de aç» (open in Transfers) link in a transfer’s row opens that day’s transfer list (Transfers and daily operations).