The Complete Tour Management Software Solution

Accounting System

Unlike some tour reservation software, eTM comes with a general ledger system. To get you started quickly, the expandable chart of accounts is preloaded with the accounts you need. Accounts Payable handles all expenses (not just tours).

Having a complete accounting system has several advantages:

By performing day-to-day business operations (reconciling checking accounts / reconciling credit cards / closing trips) your accounting information is current and correct. Tax reports are generated instantly.

The accounting flow is designed specifically for the tour industry: customer deposits are posted to a liability account, while prepaid expenses are posted to an asset account. Once the tour is closed, money is moved to Sales and the appropriate Expense Accounts - all at the click of a button.

Tour & Event Management

Select a tour by entering a tour number or by choosing from a chronological list. See instantly the tour status (reservations, seats available, waiting list, cancellations, refunds requested, proposals to be sent, income and expense). Enter all pertinent information (departure and return times and locations, prices and options) and setup how you want a reservation processed (payment schedule, cancellation policy, vehicle and seat assignments).

Vendor management is the backbone of the system. From the vendors list you manage:

The itinerary is created by entering the date and time of the event, and by choosing the cost type (room / per person / fixed / air / cruise).
The operator enters an itinerary description or copies it from past tours.
The inventory cost, commissions and comps (complimentary items) are entered - which automatically appear on the budget page.

Customer Maintenance with Account Management

Each individual customer has his or her own record. They are then linked to one or more accounts. This gives the system great flexibility. Multiple customers can share the same account, while still being able to maintain records for the individual.
Each customer has unlimited phone numbers, email addresses and special dates. Customer preferences are recorded for future reservations. The account management system tracks payments, allows posting money to multiple reservations, and transfers between credit account and invoices. Cancellations can be refunded instantly or posted to the account. The system tracks cancellation deadlines and takes out service charges (if applicable).

Comprehensive Tour Reservation Software

During the reservation process, an invoice is created by specifying the desired package (base price) and options. At the same time, the system captures:

This information is used to produce reports such as Rooming List and Departure, Air or Cruise Manifests. The system maintains a log record whenever a reservation is created or changed. This record captures date, time, employee and the action being performed. The operator may also enter notes when appropriate.

Reminder System

When you login to eTM, the reminder screen greets you. This screen is a combination of appointments, messages, customer dates, and tour deadlines. Messages can be sent to yourself or fellow employees. They can be linked to a vendor contact or customer for displaying phone numbers, and email addresses.

Improve customer relations by remembering birthdays, anniversaries, and other important dates.

Create unlimited number of tour deadlines such as contracts, payments, number reductions, cancellations, and rooming lists. Never miss any of these important (and costly) due dates again.

Mailing Lists

Maintain an unlimited number of user defined mailing lists for both customers and groups. Save mailing costs by removing those customer which not active as of a specified date.

Mailing lists can be printed on labels, copied to a file, or emailed directly from the system. Some eTM customers like to export their mailing list to an Excel© spreadsheet, then mail merge into Word©.

Have you ever considered having a subscription for a special mailing list?
eTM can handle that too.

Designed for the Internet

The internet has become invaluable for tour planning. It is so important that we have integrated internet capabilities into every aspect of the program. Connect to each vendor's web site from within eTM. The system stores unlimited email addresses for both customers and vendor contacts. Email these customers and vendors directly through the system along with critical reports such as customer confirmations and vendor rooming lists. Vendor correspondence, both sent and received, are stored in the tour file for easy retrieval.

Download vendors and entire tours (coming fall of 2005) from the eTM website. The vendor list will be a great source of step-on guides, restaurants, hotels and attractions. The ability to download complete tours will save countless hours.

Credit Card Management

Credit Card Management is one of the premiere features of eTM.

Balance your statements to the penny. Print any past statement with a click of a button.
The system even stores logins/passwords to allow you to connect to your credit card accounts directly from within eTM.

If you accept credit card payments, eTM handles your daily settlements.

Reports

eTM has almost 100 reports, with more being added. In addition, we can create custom reports just for you.

Promotion Creation

eTM has been designed to create Newsletters, Catalogs and Tour Itineraries / Flyers. Data can be exported in either a formatted Word© document, HTML or Plain Text for use in your favorite programs. If you create a newsletter or catalog, eTM can organize your trips before exporting. Only those trips, which you publish, will be exported.

For individual tours, export the entire itinerary (including event times and detailed description of each event) to a separate document. Condense the itinerary to create a flyer. The two documents can then be printed directly from eTM.

Automatic Web Site Updating is a custom program written specifically for you. You design how your site will display your published tours. We can even create slide shows and website links of the vendors used on a specific tour.