Skip to main content
This page describes, from start to finish, how an agency’s request turns into an offer: recording the request, calculating the quotation, producing the offer text, checking it and sending it to the agency, and opening the operation file once the offer is accepted.

​
Who sees it

  • The «Talepler» (requests) menu depends on the «Talepler» module, the «Teklifler» (offers) menu on the «Teklifler» module. Both are seen by «Yönetici» (manager) and «Operasyon elemanı» (operations staff).
  • «Kotasyon Köprüsü» (quotation bridge) also needs the «Kotasyon» (quotation) module to be switched on.
  • Only «Yönetici» sees the profit and applied-margin lines in the quotation.
  • Requests and offers are not deleted; instead, a request is cancelled and a new version of an offer is opened.

​
The flow in brief

  1. On the «Talepler» screen you paste the agency’s e-mail with «Yeni Talep» (new request). The request is analysed with AI.
  2. You check the fields of the analysed request and fill in whatever is missing.
  3. With «Kotasyona Geç» (go to quotation) you move to the «Kotasyon Köprüsü» screen, check the inputs and press the «Hesapla» (calculate) button.
  4. With «Teklif Üret» (produce offer) you enter the final prices; the offer text is written with AI.
  5. On the offer page you check the text, correct the marked places and send the offer to the agency.
  6. When the agency accepts, you open the operation file with «Dosya Aç» (open file) on the offer page.

​
Requests

The «Talepler» list shows the agency, language, type, start date, pax, status and creation date; the newest request is at the top. You can filter by status and by agency. A request’s status is one of these:
  • «Çözümleniyor» (being analysed) — the request is being read with AI.
  • «Çözümlendi» (analysed) — the fields have been filled in; you can go on to the quotation.
  • «AI hatası» (AI error) — the analysis could not be done; you can fill in the fields by hand.
  • «Teklif verildi» (offer made) — an offer has been produced from the request.
  • «İptal» (cancelled) — the request has been cancelled.

​
New request

  1. On the «Talepler» screen, press the «Yeni Talep» button.
  2. Paste the agency’s e-mail as it is into the «Talep metni» (request text) field. Or, if the request is in a Word (.docx) or PDF document, drop it on the «Belge» (document) field; the document’s text is taken into the box. Scanned (image) PDFs cannot be read. The file you upload is not kept; only the text in the box is saved.
  3. Press the «Talep Oluştur» (create request) button.
The request page opens and the analysis starts automatically. You do not need to wait on the page meanwhile: when the work is done, the notification «Talep çözümlendi» (request analysed) or «Talep çözümlenemedi» (request could not be analysed) arrives. If the page stays open, it refreshes itself when the result arrives. If your installation supports it, you also open a request with «Yeni Talep» on the phone app’s «Talepler» screen; on the phone only the e-mail’s text is pasted, no document is added (Requests and offers on the phone).

​
The request page

The page of an analysed request has these sections:
  • «Eksik Bilgiler» (missing information) — the important fields that could not be found in the request. The «Eksik» (missing) mark appears next to the missing fields. The analysis also adds two items itself: «Çocuk yaşları» (children’s ages) when the request does not give as many ages as it counts children, and «Dönüş havalimanı» (return airport) when the request carries a flight note but no return airport.
  • «Türkçe özet» (Turkish summary) — the Turkish summary of the request, extracted with AI.
  • «Talep bilgileri» (request details) — agency, language, type, start date, cities and nights, numbers of people, hotel category, board, room breakdown, flight note, return airport, arrival time and special requests. If the agency was matched with AI, check it; if it is not in the list, you can add it from here with «Yeni acente oluştur» (create new agency). «Dönüş havalimanı» is the airport the group flies home from at the end of the tour, and «Varış saati» (arrival time) is the first day’s arrival time (in the HH:MM form, e.g. 14:30); the day cards warn of a late arrival.
  • «Program» (programme) — the tour’s day and place blocks. It may be left empty; you can bring the cities AI extracted from the request in here with «Programa kopyala» (copy to programme).
  • «Gün Kartları» (day cards) — the day-by-day cards and activities that come from the programme (if the «Konfigüratör» (configurator) module is switched on). Activities are not yet carried over into the offer text. The cards also check the programme and show warnings; for example, when the stage that must come before a stage is not earlier in the programme, or when the group arrives at 20:00 or later and Gün 1 (day 1) holds a «Yemek» (meal) activity (Tour configurator). The warnings never block saving.
  • «Talep metni» — the agency’s original text, read-only.
Correct the fields and save. If you leave the start date empty, the warning «Başlangıç tarihi boş» (start date empty) appears: because the quotation picks its prices by the tour date, the right price cannot be found until a date is entered. When you fill in a request in «AI hatası» status by hand and save it, the request becomes «Çözümlendi». To try the analysis again, use the «Tekrar Dene» (try again) button. If your installation supports it, you change the same fields in the phone app with «Düzenle» (edit) on the request’s page and use the «Programa kopyala» and «Tekrar Dene» buttons there too; on the phone only a «Yönetici» sees the «Yeni acente oluştur» (create new agency) button (Requests and offers on the phone).

​
A draft question for missing information

If the request has missing information, you can have a draft prepared for a question e-mail to the agency:
  1. Press the «Soru Taslağı Oluştur» (create question draft) button. The draft is prepared in the agency’s language; when it is ready, the notification «Soru taslağı hazır» (question draft ready) arrives.
  2. Press the button again. The «Soru E-postası Taslağı» (question e-mail draft) window opens.
  3. Copy the draft with «Metni Kopyala» (copy text) and send it to the agency from your own e-mail program. If you do not like the draft, ask for a new one with «Yeniden Oluştur» (create again).
The draft also asks, for «Çocuk yaşları», the age of each child, and for «Dönüş havalimanı», the airport the group flies home from at the end of the tour. Tourante does not send this draft itself. If no field is missing, the button is disabled. If your installation supports it, you also have the draft prepared in the phone app with «Soru Taslağı Oluştur» on the request’s page; the phone has no «Metni Kopyala» button, you select the draft’s text and copy it with the phone’s own menu.

​
Cancelling a request

In the list or on the request page, press the «Talebi iptal et» (cancel request) button and confirm with «Talebi İptal Et» (cancel request). A cancelled request appears grey in the list and no offer is produced from it; the request is not deleted.

​
Quotation bridge

«Kotasyon Köprüsü» is the screen on which the request’s price is calculated. It opens with the «Kotasyona Geç» button on the request page; the button works only while the request is in «Çözümlendi» status. The screen opens filled in from the request: the tour date, a hotel line for each city, the hotel category, the board and the numbers of people. Check the sections in turn:
  • «Şehirler & Oteller» (cities & hotels) — hotel, room type, price category, board and numbers of rooms.
  • «Girişler» (admissions) — museum and archaeological site admissions.
  • «Yemek & Rehber» (meals & guide) — meals, guide language, number of days and tariff. Each meal row’s «Gün» (days) field is the number of days that meal is served (1 if empty): the meal’s price per person is multiplied by it, and the offer text counts the meals by their days too.
  • «Serbest Kalemler» (free-form items) — other costs that are not in the list (below).
  • «Ekstralar» (extras) — extras included in the price or optional (from a ready-made list with «Katalogdan seç» (choose from catalogue) if the «Konfigüratör» module is switched on).
  • «Araç» (vehicle) — the vehicle tariff; if the vehicle is left empty, one is suggested automatically.
  • «Kur» (exchange rate) — a live rate (TCMB plus a safety margin) or a fixed rate.
  • «Ödeyen / FOC» (paying / FOC) — the numbers of paying and free people.
  • «Marj» (margin) — if left empty, the margin of the agency’s segment is applied. A value you enter by hand is marked as «Elle sapma» (manual deviation).
Each free-form item row holds:
  • «Tür» (kind) — «Serbest kalem» (free-form item), «Tur lideri» (tour leader), «Personel» (staff) or «İç hat uçuşu» (domestic flight). The kind names the item; except for «İç hat uçuşu», it does not change the calculation.
  • «Günlük» (daily) — if switched on, the amount is multiplied by the tour’s number of days.
  • «Fiyat durumu» (price status) — «Fiyata dahil» (included in the price, the default), «Fiyata dahil değil» (not included in the price) or «Yerinde ödenir» (paid on site). Only items «Fiyata dahil» enter the price.
«İç hat uçuşu» is always entered per person and in euros: on this row «Para birimi» (currency), «Grup geneli» (group-wide), «Araç sayısıyla ölçeklen» (scale with the number of vehicles) and «Günlük» are disabled. Its price status is «Fiyata dahil» or «Fiyata dahil değil»; if «Yerinde ödenir» is chosen, the field shows an error. If no agency is assigned to the request, or the agency has no segment, a margin warning appears at the top of the screen. With the «Acente Ata» (assign agency) button you can assign the agency without leaving this screen; the quotation details you have entered are kept. Or enter a value by hand in the «Marj (%)» (margin, %) field.

​
Calculation

Press the «Hesapla» button; the screen does not recalculate automatically. If a price is missing, the notification «Hesap yapılamadı» (calculation could not be done) appears and a link that opens the missing record is shown (for example «Fiyat kaydını aç» (open price record)). The «Sonuç» (result) panel shows two scenarios side by side: «Girişler DAHİL» (admissions INCLUDED) and «Girişler YERİNDE» (admissions ON SITE). Each holds the cost per person and the «Önerilen satış» (suggested selling) price; on group tours each pax band is a separate line. «Kâr» (profit) and the applied margin are visible to the manager only. The meals enter the cost with their days, and of the free-form items only those «Fiyata dahil».

​
Producing an offer

  1. Press the «Teklif Üret» button. The button works after a successful calculation and if the «Teklifler» module is switched on.
  2. «Teklif dili» (offer language) is preset to the request’s language; change it if needed.
  3. For «Girişler teklifte» (admissions in the offer), choose «Dahil» (included) or «Yerinde ödeme» (payment on site).
  4. Enter the final sale prices: on a private tour «Nihai satış fiyatı (€)» (final sale price, €), on a group tour a separate price for each pax band. If needed, fill in the «Tek kişilik oda farkı (€)» (single room supplement, €) and «Üçüncü yatak farkı (€)» (third bed supplement, €) fields.
  5. Confirm with «Teklif Üret».
The AI that writes the offer text never sees the amounts of the free-form items. Only the names of the items «Fiyata dahil değil» and «Yerinde ödenir» are given to it; it is asked to name them among what the price does not include, and to say of those paid on site that the guests pay them on site. If the quotation holds an «İç hat uçuşu» row, it is also told whether the domestic flights are included in the price; if one of those rows is «Fiyata dahil», they count as included. The other free-form items «Fiyata dahil» are not passed into the text. If you have changed the inputs since calculating, the warning «Girdiler değişti» (inputs changed) appears: press the «Hesapla» button again. Once offer production starts, the request becomes «Teklif verildi» and the offer page opens. When the text is ready, the notification «Teklif hazır» (offer ready) arrives. An offer is produced from a request only once. New offers for the same request are opened as new versions with the «Yeniden Üret» (produce again) and «Revize Et» (revise) buttons on the offer page.

​
Offers

In the «Teklifler» list each offer version is a row; the versions of the same request are grouped together. A row shows the version, language, admissions mode, status, number of points awaiting a check, sending details and leak warning. Offers are created only with «Teklif Üret»; the list has no new-offer button. An offer’s status is «Üretiliyor» (being produced), «Hazır» (ready) or «Hata» (error).

​
The offer page

On the offer page you check and correct the text:
  • «[KONTROL] önizlemesi» ([KONTROL] preview) — the saved text; the places marked in red await your approval.
  • «Teklif metni» (offer text) — correct the text here and press the «Metni Kaydet» (save text) button. When you save, the marks and the leak scan are recalculated.
  • «Sızıntı uyarısı» (leak warning) — a red warning if internal information (for example a cost) has been caught in the text.
  • «Doldurulmamış yer tutucu» (unfilled placeholder) and «Cevapsız acente isteği» (unanswered agency request) — places that must be completed.
  • «Sürüm Geçmişi» (version history) — all versions of the offer. To open a new revision from an old version, use the «Bu Sürümü Temel Al» (base on this version) button.
  • «Kotasyon Dökümü» (quotation breakdown) — a read-only copy of the quotation as it was when the offer was produced. «Yemekler» (meals) shows each meal with its number of days, and «Serbest kalemler» (free-form items) each item with its kind and price status. Only the manager sees the cost and profit lines, and the free-form items’ amount, currency and daily mark.
As long as places marked in red, a leak warning or an unfilled placeholder remain, the offer cannot go out: the copy, download, send and open-file buttons stay disabled. When you hover over a button, it tells you why.

​
Getting the offer out

  • «Metni Kopyala» — copies the text to the clipboard.
  • «Word İndir» (download Word) and «PDF İndir» (download PDF) — download the offer as a document.
  • «Acenteye Gönder» (send to agency) — sends the offer by e-mail with a PDF attachment. The e-mail comes in your firm’s look: your firm’s logo or name at the top, then the text in the offer’s language; at the bottom, your firm’s name, its phone and e-mail if they are filled in, and a small «Tourante ile gönderildi» (sent with Tourante) line translated into the offer’s language («Sent with Tourante» in an English offer). The agency’s address comes into the «Alıcı e-posta» (recipient e-mail) field; change it if needed and press the «Gönder» (send) button. When the sending succeeds, the version is stamped as “sent” and the text is locked. You follow the result of the sending on the «Son e-posta gönderimi» (latest e-mail sent) line at the top of the page. If the sending fails, the notification «Teklif e-postası gönderilemedi» (offer e-mail could not be sent) arrives.
  • «Gönderildi olarak İşaretle» (mark as sent) — if you sent the offer from outside Tourante, stamps the version by hand. The text of a stamped version cannot be changed.

​
Opening a new version

  • «Revize Et» — you give AI an instruction in Turkish (for example to shift the tour’s date or to remove a day). Fill in the «Revizyon talimatı» (revision instruction) field and press the «Revizyonu Başlat» (start revision) button. A new version opens, and when it is ready, the notification «Revizyon hazır» (revision ready) arrives. The document’s language does not change. If the revision fails, try the same instruction again with the «Tekrar Dene» button on the page.
  • «Yeniden Üret» — has the text written again from scratch with the same language and quotation. The existing text is kept; the production is saved as a new version.

​
Opening an operation file

When the agency accepts the offer, press the «Dosya Aç» button. The button appears if the «Operasyonlar» (operations) module is switched on, the offer is in «Hazır» status and no file has been opened for the request yet.
  1. In the «Operasyon Dosyası Aç» (open operation file) window, compare the offer’s rate with the rate that will be locked. If they differ by more than one per cent, the «Kur farkı uyarısı» (exchange-rate difference warning) appears.
  2. Choose who provides the «Dış hat» (international) tickets («Bizden» (from us) or «Acente» (agency)) and, with «İç hat» (domestic), whether there is a domestic flight. If the quotation holds an «İç hat uçuşu» row, whether in the price or not, «İç hat» starts switched on.
  3. On a group tour, choose the confirmed «Pax kademesi» (pax tier).
  4. Press the «Dosyayı Aç ve Kuru Kilitle» (open file and lock rate) button.
The file opens in «Teklif» (offer) status and the rate is locked at the moment of opening. The agency’s default representative becomes the file’s assignee, and the assignment awaits the manager’s approval. After the file is opened, the button on the offer page becomes «Dosyaya Git» (go to file). Details: Operation files.

​
External document revision

You can also use AI to revise an offer that was prepared outside Tourante and has already been sent to the agency. This screen opens with the «Dış Belge Revizyonu» (external document revision) button above the «Teklifler» list; it has no separate entry in the menu. Everyone who sees the «Teklifler» screen can use it.
  1. Press the «Yeni Revizyon» (new revision) button.
  2. Upload the document or paste its text into the «Belgenin metni» (document text) field. Amounts are kept as they are.
  3. In the «Revizyon talimatı» field, write in Turkish what you want changed. If a price change is requested, the amount is marked; you write the amount yourself.
  4. Press the «Revizyonu Başlat» button.
When the revision is ready, on the record’s page you see the changes in the «Neler Değişti» (what changed) section and the new text in the «Revize edilmiş metin» (revised text) field. Correct the marked places and save with «Metni Kaydet». Then take the text with «Metni Kopyala» or «Word İndir»; this screen has no PDF and no e-mail. Only «Yönetici» can delete a revision record, with the «Sil» (delete) button; deletion cannot be undone.