Inventory Control

Managing Inventory – Control at the Tour Level or at the Vendor Level?

Control Inventory by Tour & “Max Pax” Setup

 You’ll probably remember from training discussion about inventory control that is offered in TourTools. As a quick review, control can be at the tour level, which is more or less a big picture, or at the vendor level. If you go with inventorying your contracted service records back in vendor, your packages will potentially include several that have been inventoried.

And as you know, the first one, depleted, will cause bookings to waitlist. The alternative, uh, is to let tour control inventory. That question is posed right here. And if you, in fact, answer yes, The total number here is your control as far as the number of passengers you can book. Again, if you were to, uh, try to book a 51st passenger in this case, uh, it would in fact waitlist.

We came up with the idea several years ago of, uh, a Max Pax record, which is basically a record that will. Um, it may be the one and only inventoried service that you include in the package, it may be one of several that have been inventoried. The way that you’ll set that up is to back in vendor. The coach that’s associated with the package that I pre created in connection with this tour, uh, is with Compass Coach, a charter with Compass Coach, I go to product and prices, open up the year 25, uh, product record.

Here is in fact, the Contracted service that represents the cost for the charter from 828 to 9 1. Um, you will remember that on the fixed cost tab, there is a capacity field, but that is purely for reference. It has absolutely no inventory control. That is how, in fact, we came up with this whole idea of creating a related MaxPax record.

The way that you want to set that up is as follows. You’ll create a new contracted service record. I would actually call it MaxPax. And then you might go on to, uh, maybe tag the tour code or some reference to the tour. Not absolutely necessary. What you will want to do is obviously date this exactly the same as the charter.

And in this case, we’re going to be working on the per person tab. Completely ignore anything having to do with these fields. The only reason we’re creating this record is to use its inventory control. So go ahead and follow the prompts as always. And then we’re going to come in here and Enter 55 as our control.

Now, as always, you’re going to associate that with the package or packages that you, um, have created. And again, it may be the one and only service that you’ve inventoried. It may be one of several. But it’s as simple as that. Your MaxPax record will, in fact, prevent you from overbooking your motor coach.

If you have any questions that are not answered here Contact TourTools Support for assistance.