Cheat Sheet for Arctic



  • System Wide
  • Bike Out-Of-Service

    The way to take a bike out of service:

    • Click on Rentals in the left sidebar.
    • Click on Items at the bottom of the list.
    • Click on the Edit (wrench) icon for the bike you want to change.
    • Select Change Quantity.
    • At the top of the dialog box, select the date you want the change to start on.
    • In the center, on the yellow box with no label, click the arrow, select Decrease Quantity by.
    • Enter "1" in the box below.
    • That will change the Quantity Available to "0."
    • Below, at Change Is -- select temporary.
    • Enter the last date it will remain out of service. (If bike is OOS for only one day, enter the next date from the one you entered above.)
    • Enter reason in Note - e.g. "repair."
    • Submit.

  • Bike Rentals (on the side -- not part of a tour)

    To book a bike rental on the side (e.g. for a day(s) prior to or following a tour):

     

    The process is very similar to creating a TBD reservation in Day Tours. In the process of creating a new Reservation, you will create a new Trip, based on one of four Trip Types under the Bike Rentals Business Group.

     

    As you are creating the Reservation, when you get to Select Trip, chose Create Trip, then select the Bike Rentals Business Group at the very top of the list:

     

    Select the appropriate duration and click Create One:

     

    Set the Start Date. If it is a multi-day rental, the duration will be preset (don't change it). If it's a 2-day rental, the duration is set for 1 day, 12 hours. A 3-day is set for 2 days, 12 hours, etc. This is to avoid conflicts in the bike allocation system. Leave the duration as is.

    Click .

     

    In the Create A New Reservation form, select the invoice number if this is to be added to an existing invoice, then enter the number of guests, just as you would normally. (There will be $0.00 charged per guest, but entering the number of guests here is necessary in order to created a space in the reservation for each guest's height/weight and name.)

    Click .

     

    Complete the reservation as you would normally and assign the bikes. The charges will appear automatically on the invoice in the appropriate amount for the bike Tier ($55/day Tier 1, $75/day Tier 2) and number of days (e.g. on a 2-day, a Tier 1 will be charged $110.)

  • Deleting a Trip, Reservation or Invoice

    If you are trying to delete something (a Trip, Reservation, or an Invoice) and the system won't let you -- that's because whatever you are trying to delete is not "empty." The system treats each of these things as a "container." If it is empty, then you can delete it. If it isn't, you first have to get it to an empty status, only then can you delete it.

    • Trips contain Reservations
      • Reservations contain Invoices
        • Invoices contain Transactions

    The result is a tiered logic system:

    • To delete a Trip, you have to first delete any reservations contained in it.
    • To delete a Reservation, you have to first delete any invoices contained in it.
    • To delete an Invoice, you have to first delete any transactions in it.
  • Fall Bike Sale
    1. Create person record (if needed)
    2.  click Add Invoice on the right sidebar
    3. Select Business Group: Retail > Fall Bike Sale
    4. Next to Miscellaneous Charges click 
    5. Select Fall Bike Sale (Price of bike) item template
    6. Enter the bike price in Amount
    7. Close
    8. If bike is being shipped, Next to Miscellaneous Charges click 
      1. select Shipping and Packaging
      2. In Description, add text, (amount to be determined upon shipping)
      3. Leave Amount at zero
      4. Close
    9. If bike is being picked up, next to Reservation for Sale of Refurbished Bike, click 
      1. select Standard Sales Tax
      2. Close
    10. Leave Payment Plan blank
    11. Under Cancellation Policy: select Fall Bike Sale
    12. Submit
    13. If we don't have a credit card yet, skip to step 21.
    14. If we do have a credit card, next to Transactions, click 
    15. Under Transaction Details, click Custom
    16. Enter $100 in Custom Amount
    17. Under Payment Method, click Credit Card
    18. Enter CC info
    19. Check Save card for later use
    20. Submit
    21. In right sidebar, under Email, select appropriate email template and send.
  • Guest Email Log

    On their People Record, click the Email tab at the top. This is a list of all emails that fit one of these categories:

    • auto emails sent by Arctic to that guest using any email address listed on their People Record
    • emails sent manually to them via Arctic
    • emails sent to them  from email clients (e.g. Outlook, Thunderbird, Gmail, iOS Mail, MacOS Mail) that have been set up to "auto BCC" to Arctic.
    • emails sent from the Guest (using any email address in their Arctic record) to either info@rimtours.com or tours@rimtours.com
  • Guide Names - Why is there (DT) and (MD) in last name field

    In the Guide Scheduling module, the list of available guides is sorted alphabetically by last name. So, the only way to order the guides list with Day Tour guides and Multi-day Tour guides separated into sections was to insert (DT) or (MD) in front of their last name.

  • Pending Transactions: Changes to Amount Due / Date Due

    On the Guest Facing Site (GFS) the customer has the option to check a box when they enter their credit card info to pre-authorize their final payment to occur automatically on it's set due date. (They do not have the ability to alter either the amount or the date.)

    If they check this box, it creates a second transaction, below the deposit transaction. This second transaction will be pending, and will be set to occur automatically in the amount of their final payment, on the regular due date for their trip.

    At any point, we can change either the amount of this pending transaction or the due date.

    If, at some point between their initial check-out date and the original due date, either the due date changes, or the amount changes, you should modify the scheduled payment to coincide. The pending transaction does not get updated (e.g. if you switch the reservation to a different trip date, the actual due date for the final payment is now different, but the date of the pending transaction will not have changed -- unless you modify it. Same with the amount e.g. add-ons are added.)

    If either situation happens and you forget, the scheduled payment will occur. Then you will have to enter a third transaction to make a correction.

  • Process CC Payments for New Customers During Transition

    During the transition period, some customers will have entered their credit card number into BluePay via the old form, yet their reservation is now in Arctic. Opening the Invoice to process a payment, there will be no link to an existing BluePay credit card entry, and you will not be able to get the complete CC number since BP only shows the last 4 digits.
    In BluePay, find the previous Auth or Sale transaction, and run it the old way.
    Then, in the Transaction section of the Arctic Invoice, select:

    • +Add 
    • Payment 
    • Manual Transaction (cash, check, credit card terminal, etc)
    • Type
    • Manual BluePay CC

    This will record the payment in Arctic, for our bookkeeping purposes as well as for the customer's record.

  • Search for Check Transactions

    To Search Arctic for Transactions that involved a Check:

    • Click Reports in the left sidebar.
    • Click Manage at the very bottom of the list.
    • In the Browse Reports page, select the Filters tab (second from the left.)
    • Scroll down about 1/4 of the page to find Invoice Transactions (after Invoice Items and Invoice Sections.) Click Browse.
    • This opens a complete list of all transactions. In the search field, type "check." That will immediately filter the list for only transactions that contain the word check.

  • Split A Transaction: Moving Part of a Transaction to a Second Invoice

    To move part of a transaction to another invoice without actually changing anything in BluePay:

    • On the first invoice, at the bottom, next to Transactions on the far right:
    • Click  on the right side arrow.
    • Hover over Refund.
    • Click Unlinked Refund.
    • Under Transaction Details > Amount, select Custom.
    • Enter Custom Amount that you will be moving.
    • Under Payment Method, select Manual Transaction.
    • Under Type, select Manual BluePay CC.
    • In the Memo field, type "Transfer."
    • Click 

    On the second invoice, create a new Transaction for the amount to be moved, and run it as a Manual BluePay CC, entering "Transfer" in the memo.

  • Split A Reservation

    This should only be used as a last resort. If possible, (e.g. if you have their email addresses) book them separately to begin with. It will save you some work.

    If a guest is already part of a reservation, and later decides they want to pay on their own, they need to be split from that reservation. To do so:

    Open the View Reservation page. On the guest to be split out:

    • Click the  Tools icon
    • Click Split to New Reservation
    • You will see a warning. Just click Continue.

    Edit Reservation

    • You will now see the new reservation, with two buttons in a green region at the top. Click the Edit New Reservation button on the right (same as the Edit button in the right sidebar.)
    • In Update Reservation, change the Customer to match the guest you split off.
    • Below that, change the Bill To name to match your guest. That will automatically prompt it to create a new invoice.
    • Since this is a new reservation, you will need to populate the fields at the bottom  (Pick-up Time, Location, Lodging, etc.) Add-ons that had previously been selected at the Guest Reservation level are preserved, along with any other fields in the Guest Reservation form (e.g. Height/Weight.)
    • Click 

    Edit Invoice

    • Open the Invoice. Check the deposit/due date declaration in the right sidebar. The deposit paid on the original invoice will not show here. If you need to adjust the Payment Plan:
    • Click Edit to open the Invoice.
    • At the bottom, select the appropriate Payment Plan.
    • Click 

    Send Confirmation

    • Select the appropriate email from the invoice Email dropdown.
    • Use Paying Separately (After Splitting) if you will not be asking them for a deposit. This email contains a link for paying the final balance 48 hours prior to tour date.
    • Use Deposit Owed if they need to pay a deposit.

  • Void or Delete Transaction from Invoice

    It seems counter intuitive: you can't void or delete a transaction if you have selected "Edit" Invoice. But if you instead select "View" Invoice, the Transactions Section then appears with an  Add button to the right:

    Click the selector and from there create a Transaction, or, if you are wanting to delete an existing transaction, one of the options is "Delete."

    Note: If you are trying to delete an invoice, you will not be able to delete it if it has an existing Transaction in it. Once you delete all transactions, only then will you will be able to delete the invoice  that contains it.

  • Day Tours
  • Booking a Private DT

    In booking a private day tour, you need to take the trip that just booked off the Guest Facing Site (GFS) and replace it with a new empty trip.

     

    Remove the trip from the Guest Facing Site:

    • Go to View Trip
    • Click Edit Trip  right sidebar
    • Click the Online Reservations tab
    • In Accept Online Reservations, switch to No, don't show online
    • Click Submit 

    Add a new empty trip of the same Trip Type:

    • In left sidebar, under Trips, select Create 
    • Select the appropriate category and click the + Create One button next to the same Trip Type that just booked.
    • Fill in the Start Date field and Start Time (per standard seasonal time.)
    • Click Submit 

    Now, this new empty trip will take the place on the Guest Facing Site of the one you just booked.

  • MAC Solo Rate

    When booking a MAC reservation for one person, use the special MAC (solo rate) price level.

    Also: because we only give a 15% commission on the solo rate, you must select a different Booking Agent at the bottom of the Create/Update Reservation page.

    Instead of choosing Moab Adventure Center, select Moab Adventure Center (Solo)

  • No New and Sold Out

    How to limit Guest-Facing-Site (GFS) availability on a given day or days

     

    The below discussion concerns only Day Tour bookings. Limits are "soft" limits for guests only, and can be overridden on the backend.

     

    Sold Out: In practice, we are rarely "sold out" -- meaning the situation where we cannot take a single new individual, regardless which trip. If we are, in fact, Sold Out on a given day (usually due to a large school group,) Arctic can cap the total number of guests starting tours on that day (but we will apply it only within the Day Tour business group - it won't affect Multi-day bookings.) To do that:

    • Settings (left sidebar)
    • Select Business Group to Manage (top)
    • Select Day Tours
    • Click on Trips (mid way down the list)
    • Click the pencil icon (far right) opposite Maximum starts on specified dates. Do not mistakenly choose either of the other two options above. Those will affect all Day Tours across the calendar.
    • In the column on the left, enter the date.
    • In the column on the right, enter the cap for that day.
    • If there is more than one trip already booked on that day, the cap needs to match the total number of guests already booked on all Day Tours combined.

     

    No New: There is no easy way in Arctic to manually put a "No New" cap on a given day -- the situation that we often face, where we've run out of guides or vehicles and we cannot book any new tours but can still fill tours that are already booked.

    If the limiting factor is guides, there is a way that involves two steps:

    1. Lower the Openings cap (default is 13) on each tour that has at least 1 guest booked on that day. The easiest place to do this is from the DT Booked Calendar where you can click the booked trips to go to their View Trip page. On the View Trip page, click Edit, right sidebar. The Openings field is on the General tab, midway down. Lower it to the number already booked, or to the number we can take without adding a second guide.
    2. Delete all the remaining unbooked trips (see below.)

    If the limiting factor is vehicles, simply delete all the unbooked trips (see below.)

    To delete all unbooked trips, ask Franklin, Kirstin or Maria. They will use the saved Trips filter DT No New Cleaner.

     

    Clean Empty Procedure (only available to Admin level users)

    1. Trips (left sidebar)
    2. Browse
    3. Click the tiny arrow on the right of the Filter button 
    4. Click on Saved Filters > DT No New Cleaner
    5. The default date is 1/1/18, which returns no trips. Set the date by clicking on the Filter button again, but this time, on the left side of it, with the funnel icon . That opens the saved filter and allows you to edit the criteria. You need to edit the date field.
    6. Click the date picker on the second condition, Trip>>Start Date Time and set the date to match the day in question:
    7. Click Submit
    8. Click the orange Clean Empty button. This deletes the empty trips on that date.

    If needed, later on, due to a cancellation, we can add trips back to the calendar. Ask Franklin to do this if needed.

  • Tax Exempt

    There are several ways to deal with a request to make something Tax Exempt. Typically, if it's a school group, church group, etc, the best way is to make the appropriate Person Record tax exempt, that way, all future reservations made using that person record will automatically be tax exempt. For schools, the person record usually has the school name under Company and the main contact individual under First Name and Last Name.

    At the Person Record level:

    • Open the Person Record, click Edit.
    • Near the bottom, in the Customer section, below Birth Date, locate Tax Exempt.
    • Select Yes.
    • In the Add Note field in the section above, enter "Tax Exempt # xxxxx" with the "N" number issued by the state. It will be on their TC 160 form, stored in the file to the left of the Day Tour desk. We must have this form and number before we can give them tax exempt status.
    • Click 

    At the Reservation level:

    • If you only need to apply it to that specific reservation, on the View Reservation page, click Edit in the right sidebar. At the very bottom of the page, click Other (below Booking Agent Reservations.)
    • Under Tax Exempt, select Yes.
    • Click 

    At the Invoice level:

    • On View Invoice, click Edit in the right sidebar.
    • You can apply Tax Exempt at the Item level, but not at the Section level. e.g. click the  opposite the main entry for the tour price. In the drop down, select Tax Exempt.
    • Repeat for each add-on item in the invoice.
    • Click 

  • TBD Reservations

    If you need to book a customer for a TBD tour, create their Person Record first (or if you've already booked them on one tour and need to add additional TBD dates, that step is already done.)

    Then select:

    • +Add Reservation
    • Select Trip
    • +Create Trip (either button, the green one, or the tab at the top.)
    • Select the appropriate Business Group: Full Standard or Private, Half Standard or Private. If you don't know for certain, just pick one -- this is just a placeholder and will probably be changed at a later date.
    • In the list that expands, at the bottom, is the TBD Trip Type. To the right, click +Create One.
    • Enter the date, and process normally.
    • Later, when we know the tour, simply Edit Reservation, and Select Trip to change it to the appropriate Trip Type and Date. Everything else in the reservation should transfer -- though if their bikes are taken for that date, you may have to give them a different bike.

  • Whole Enchilada / Porcupine Shuttle Add-on

    When booking a Whole Enchilada / Porcupine reservation, the shuttle fee is added as an Add-On.

     

    It appears in the Add-On list below the bikes. You can do it for "x" number of guests on the Create/Update Reservation page.

     

    Or afterwards, you can also add it on each Guest Reservation, at the same time as you add their bike.

  • Multi-day Tours
  • After Trip Email / Guide Names

    In order for the name (and email address) of the guides to show up in the After Trip email, you need to enter that info in the Trip > Other page.

    This is the same location where you enter the Vehicles, campsite info, etc.

    On View Trip, click 

    Click on the Other tab.

    Enter the info in Guide 1 (and Guide 2 or 3 if applicable.)

    In each field, enter the first name and email address of the guide.

    Click 

  • Clymb Reservations

    Create Reservation

    1. Enter primary guest name per usual.
    2. Select the Clymb price level. Enter the number of guests in the field to the right.
    3. Scroll to the bottom. In the field Agent/Res #, write the word "Clymb #" followed by the Clymb reservation #.
    4. Click the blue Booking Agent Reservation link.
    5. Click Select Person button.
    6. Select The Climb.
    7. Click Submit.

    Send Clymb Invoice to Sharon

    1. In the right sidebar, click Email. Select Clymb Invoice for Processing.
    2. Deselect all the attachments (Sharon doesn't need them cluttering up her inbox.)
    3. Click Close. (This sends the invoice to Sharon, for processing.)
    4. Click Close, again, to get back to the reservation.

    Send the Clymb Client Welcome Email

    1. On the primary guest, to the right under Actions, click the wrench icon > Reservation Details > Clymb Client Welcome Email.
    2. Deselect all the attachments (we will send them the info only AFTER they've filled out their registration form and waiver.)
    3. Click Submit.

    Once the client has filled out the Registration:

    If no tax or upgrade fee is owing, skip the below instructions and just send them the standard Registration Details email template that is part of the reservation, and leave all the attachments included.

    If sales tax or upgrade fee is owing, create a special Clymb Client Invoice:

    1. On the primary guest, click the guest name to open the View Person window.
    2. In the right sidebar, click Add Invoice.
    3. Select Business Group > Multi-day Tours > Camping Based
    4. In the right sidebar, below Add Section (don't click that), click the  Item button. (Don't mistakenly click the  button below, level with Summary.)
    5. In the dropdown, select the appropriate Clymb Sales Tax template, if appropriate.
    6. Click the Item button a second time, to add Clymb Tier 2 Bike Upgrade, if appropriate.
    7. Click Payment Plan > Standard Multi-day.
    8. Click Cancelation Policy > Multi-day Tours.
    9. Click Submit.

    Send the client invoice and confirmation email to Primary Guest

    1. Back in the View Invoice window, right sidebar, click Email > Clymb Client Invoice. Don't click Clymb Invoice for Processing.
    2. Edit the email manually using the email editor. Trip name and date. Delete or rewrite the line about the deposit, and delete the section about the Registration and Waiver, etc.
    3. Because this email is not coming from within the Trip, the only attachment is the invoice. So, you should manually add the attachments associated with the Trip by clicking +Add below the included invoice attachment. That will open a dialog box showing you all files (pdf and jpeg files) in Arctic. They are listed alpha-numerically. You will have to scroll down the page to find each attachment, and it will not let you add multiple attachments. After adding the first, repeat, until you've added all the appropriate attachments for the trip. Click Next at the bottom of the page in order to flip to the following page.
    4. Click Submit.