Calibre Group - Menu System

ACRES Menu System
As well as the core menu structure for ACRES customers, the ACRES system level application should store user level logon and password details and also database access information. This will control who has access to ACRES and also access to resources such as white label websites. At ACRES SYSTEM level, the account number for each ACRES customer will be stored along with the licenced number of concurrent users. The Company, Users and number current licences being used could be displayed on the Information Window (header area). The ACRES logon screen should be full screen with no navigation or address bar. If a user closer the browser, ACRES should confirm that the user wishes to logout which would cause ACRES to close any open files or databases. The user should be warned that they will lose any unsaved data.
Menu	Sub	Security settings will determin whether a user can view, add, edit or delete a menu item.		Complete
Company		Maintain core data for the ACRES account holder. Insert Company HQ location information. Main Operational Currency (MOC)
	Bank	Add / View / Edit bank account settings. Account Number, Sort Code, Currency. Reconciled Balance at Specific date. Maintain bank credit entry options (check, mastercard/visa, wire transfer)
	Currency	Maintain currency tables with Rates Of Exchange. May put in Operations Menu.
	Department	Maintain Departments. Allocate User/s For sales reports, a user may be a member of more than one department. By storing the department and user in a booking, reports will be able to show user level figures and department level figures.
	Documentation	Define documentation text to appear on bookings, quotes, vouchers and specify whether fixed or optional. Fixed documentation will always appear on the specified documentation type. Optional documentation will be available for user selection.
	Fee	Maintain Fees that will be added to a booking and set whether they are visable or hidden. If visable, the entry will be shown as an extra on the booking/quote. Examples would be Credit Card Fee, Booking Fee, Currency Surcharge, Fuel Surcharge, SAFI. There will be a start and end date so fees can be applied over a set time. Blank dates will be used all the time. When a fee is added to a quote/booking the supplier should automatically be included is there is a cost to pay out for the fee item. Field could also be used for Extras.
	Location	Maintain location tables. May put in Operations Menu.
	Media	Maintain marketing sources that will be used to identify how a client first contacted the ACRES Company and the booking source for bookings.
	PPD	Passenger Pricing Definition ACRES will maintain a Unique Identifier. User will be able to specify the sort order so most frequently used options will be at the top of the list. Company will specify entries like: Unit - Used when pricing is fixed no matter how many passenger stay. Adult - Adult aged 12-125 (IATA standard) Child - Child aged 2-11 (IATA Standard) Infant - Child 0-1 (IATA standard) Child-U6 - Child under 6 (used for property with free or discounted children)
	Product	Maintain Product areas. Accommodation, Car, Excursion, Flight, Holiday, Insurance, Tour. These will be used when defining Sales Purchase Suppliers.
	Trading Names	Maintain trading names. May need to set which User or which Departments can use the respective trading names
	User Group	Manage User Groups and security settings. Allocate users.
	User	Manage Users. Allocate to user group/s and Department/s. Set logon / password / memorable word.
Accounts/ Admin		The Accounts/Admin section is used to make Bank ledger entries (payments/receipts), report generating and any Accounts or Administrative processes.


Operations	Property
	Board	Maintain Board Basis Definitions
	Meal Plan	Maintain Meal Plan Definitions
	Property	Maintain Property Definitions Types, Facilities, Ratings
	Rating	Maintain Property Rating Definitions
	Room	Maintain Room Definitions
	Contracts
		Accommodation	Select property, supplier and specify pricing seasons, whether they are cross season, show to sales. The show to sales function is used when operations are loading a contract and wish to test it before going live to the sales department or the web. Anyone entering a contract will be a member of the Operations Department so they will be able to view the accommodation when they carry out a search. The entries from non live contracts should be clearly marked or operations should be able to set a flag to only view non live contracts. Supplier Details Rules Accounts Notes Profile Mark-Up Pricing need to specify if selling seasons sames as buying seasons. Stop Sale Min / Max Stay Cancellation Rules Commission Base Items Discounts / Supplements Booking Method Minimum Deposits See old notes for further descriptions
Contacts		Add / View / Edit contacts (clients, agents, operators, Sales Purchase Suppliers and Expense Ledger Suppliers). In the example where Calibre Group, Inc is an ACRES customer, they would set up an Agent / Tour Operator with an account number, logon and password. The Agent / Tour Operator would then be responsible for maintaining user level logon names and passwords who they wanted to allow the ability to logon to the ACRES customer website to make new bookings, retrieve documentation for existing bookings and view/print statements thus offering a paperless system for the ACRES customer. The ACRES customer logon and password could also be utilized for white label url access.
Sales	Bookings	Add / View / Edit existing bookings.
	Quotes	Add / View / Edit / Delete existing quotes.
WWW		Useful supplier websites with URL and description. On click set to open in new window or within ACRES.
Logout		Log user out and close all connections to files and databases. Warn user of data loss if files not saved before closing.
Manual		ACRES online training manual