A voucher acts as a booking for a good or service, such as tours or activities, which can be redeemed later. FareHarbor Desk allows you to search for vouchers by client name, voucher number, product activity date, booked date, and status.
Create vouchers directly from a client page or by using the product and vendor search.
Product and vendor search
Use the product and vendor search to find vendors and products efficiently, saving time when assisting clients. The product and vendor search displays real-time product availability and pricing, allowing you to easily provide accurate information before creating a booking or voucher.
Use the product search by clicking Book in your FareHarbor Desk navigation. Once in this view, you may search for a product or vendor using the search toolbar:
- Date navigation: Use the first row to navigate between dates.
- Search products or vendors: Enter a product or vendor name in the search field.
- Categories: Narrow your search by product category.
- Vendors: Narrow your search by vendor. You can also enable Only preferred vendors in this dropdown, or under More filters when filters are collapsed, to limit results to preferred vendors.
- Locations: Narrow your search by location.
- More filters: Apply additional filters, including discount campaigns and Hide unavailable products, when available for your company.
- Your favorites: Limit results to your favorite products.
- Real-time: Limit results to FareHarbor real-time availability.
On the right side of the toolbar, use Sort to change the order of your results and View settings (controls icon) to choose between Calendar and List views. The Calendar view displays results by day, while the List view displays results by product.
Note: Unavailable products, such as products with blackout dates or desk restrictions, will not appear in searches.
Manage search filters
When you apply category, vendor, location, discount campaign, Only preferred vendors, or Hide unavailable products filters, each active selection appears as a removable tag below the search toolbar. Tags display the filter type and selected name, such as Vendors: Aloha Tours, or the filter name, such as Only preferred vendors. Vendor and location tags use the names shown in their filter lists. Click the X on a tag to remove only that filter value.
The Clear filters option appears at the end of the tag row whenever a product-search filter is active. This includes Your favorites, Real-time, Only preferred vendors, and options under More filters, even when they do not display individual tags.
Click Clear filters to remove all active product-search filters and related toggles. This does not clear the text entered in the search field.
By default, search results are limited to your desk's locations unless you change the Locations selection. These default locations appear as selected in Locations, but do not display filter tags or count as additional filters. Only locations added beyond the desk's default selection appear as location tags.
Clearing filters returns locations to your desk's default selection. Similarly, removing the last location tag restores the default locations rather than searching across all locations.
Once you’ve found your relevant search result, you may select your preferred availability. After you click on an availability, an Activity details overlay will appear.
The Activity details overlay provides information about the availability, product details, vendor details, and commission earned per Customer Type. Under the Availability tab, make your order selection. As you make your selection, your total will be automatically calculated in the Order summary section at the bottom.
If your company uses discount campaigns, select a campaign from the product-search filters to find eligible products and preview its pricing. In Activity details, use Display prices with to select an eligible campaign or preview a tour discount when available. Campaign previews are also available for products without a tour discount.
Customer-type prices reflect any applicable sponsor contract prices. The Order summary shows the discount breakdown, including the named campaign discount, and one final total. Once complete, click Select client. The selected campaign carries through client selection to the voucher form if it is still eligible.
After clicking the Select client button, choose an existing client from the table in the Clients tab or click the + Create Client button to create a new client.
Once you select your client, you will be taken to the Create voucher view. Information from the availability will be prefilled in the corresponding fields. Fill in any additional information and, once complete, click Save voucher.
Commission visibility
You can control commission visibility from View settings (controls icon) on the right side of the product search toolbar. Use Hide commission to hide commission amounts on the Book page.
This setting only controls commission visibility and does not affect your ability to create bookings directly from search results.
When you select a campaign with sponsor contract pricing, displayed commission amounts reflect that pricing. A contract-price reduction can reduce the available commission even though the commission policy percentage has not changed.
You can also switch between Calendar and List views from View settings.
Creating a voucher
As vouchers are associated with clients, you must create a voucher from the client’s page.
To create a voucher:
- In the Clients & Vouchers section, search for the name of the client you’d like to create a voucher for. By default, clients without vouchers are sorted to the bottom of the list of vouchers.
- Once you have created a client or located a previously created client, click on the row. This will take you to the client page. Here you can click the blue Create voucher button to create a new voucher.
- Once on the Create voucher page, you may select the following:
Location: This is determined by your company and is set up in the Manage section of the Dashboard. Once you select a location, the system will determine which vendors are available in the specific location.
Vendor: The provider you would like to book for.
Product: The product you would like to book for. - Once you select the product, review its availability and booking connection. For real-time products, Desk uses the tour operator's available customer types and times.
- If the product does not have the real-time indicator, you will need to call or email the vendor to confirm tour times and availability. When booking in real time, you will also see the option to book offline. This will take the booking offline, and in this instance, you will also need to call or email the vendor to confirm tour times and availabilities.
Note: For real-time bookings, the Use FareHarbor real-time customer types and availabilities box is checked. Unchecking this box means you will need manual confirmation for the booking. This voucher will not sync with FareHarbor. - Once tour times and availabilities have been confirmed, select the date you want to book for. The system will then populate available start times.
- Select the start time. Once the time is selected, the check-in time will populate automatically. Note: Check-in times are set in the Manage section of the Dashboard.
- After selecting the start time, you may check the Pick up box and select the Hotel where the client is located.
- Set the quantity for each customer type using the quantity controls. Here you can see how many spaces are available.
- Lastly, apply discounts and adjust pricing as needed.
Apply a discount campaign
If your company uses discount campaigns, you can select one in Discount campaign before or after choosing a product. Selecting a campaign narrows the vendor and product options to its eligible products. Selecting a product narrows the available campaigns. If you change to a product outside the selected campaign's coverage, Desk clears the campaign and recalculates pricing.
Select the eligible Discount campaign.
Enter an optional Reference to help your team reconcile the redemption.
Select the date, time, and customer-type quantities.
Review the sponsor price adjustments, named campaign discount, Order summary, and payment breakdown.
Complete the remaining booking details and click Save voucher.
Campaign availability is checked when booking, using the campaign's active dates and eligible products. The activity date does not have to fall within the campaign's active dates.
Sponsor contract prices apply to the relevant customer types. The fixed or percentage campaign discount then applies once to the voucher total, after line pricing and before service charge. A fixed campaign discount is capped so it cannot make the client total negative.
Campaigns can be combined with company, vendor, tour, and target-price discounts when those discounts are available to you. Review the recalculated total before saving. Campaign discounts do not themselves reduce sponsor-based commissions.
For Balance Due vouchers, the campaign discount reduces Due to Collect first, then Due to Vendor. The service charge uses the adjusted balances.
Review discount activity
On the client's activity log, Created Voucher and Changed Voucher entries show applied discount amounts and the resulting Voucher total. Campaign discounts include the campaign name. The total includes taxes and any applied service charge. Changes show the previous amounts, and discount reasons are recorded by name.
Voucher notes
Printed Notes: These are notes that will be printed on the client’s voucher and will be visible to the client and vendor. You can add them directly onto the voucher during voucher creation.
Internal Notes: Notes to communicate with any colleagues about the voucher. You can add them directly onto the voucher during voucher creation.
Product notes
Product notes are notes specifically related to the product you are creating a voucher for.
Printed notes: These are notes that will be printed on the client’s voucher and will be visible to the client and vendor. These can be configured under Manage > Vendors > Select a product > Voucher notes.
Internal notes: Notes to communicate with colleagues about the products. These can be configured under Manage > Vendors > Select a product > Agent notes.