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1994-01-23
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TRAVEL MANAGER version 1.1 for DOS - Users Manual
All Rights Reserved including visual displays
Huenefeld Software
P.O. Box 58321
Renton, Washington 98058
Program Author - John S. Huenefeld
Introduction
The Travel Manager Program was written for travel agents. It is
designed to keep customer profiles, customer travel records, traveler
status, and to assist in accounting for total sales and commission for
any specific period. Other functions include a telephone auto dialer
that works with your computers moden, creation of text files or print
outs for mail merge, customer profiles, and itineraries. An easy to use
alphabetical list of your clients is displayed on the main screen.
NOTICE: THIS IS NOT FREE SOFTWARE
This program is distributed as shareware, you are granted a three
month license to use this program. By the end of the trial period you
should know if you wish to continue to use TRAVEL MANAGER. At that time
you may choose between the following options. You may register TM 1.1 and
continue to use it for a $25.00 fee. You may register and purchase the
TRAVEL MANAGER 2.1 upgrade for $40.00, or you may register and purchase
the upgrade and additional upgrades for two years for $55.00. Use of this
program beyond the three month trial period without registration is a
violation of your trial license! For more about shareware see the end of
this document.
Files Included with TRAVEL MANAGER 1.1
TRAVEL.EXE This is the program file.
TRAVEL.DOC This file is an ASCII text version of this manual.
HELP.EXE This file provides basic information and instructions
about the program disk.
INSTALL.EXE. This program deletes old versions and installs the new
version files. Data files are not affected.
TRAV.SET This file contains the color and system set up. TRAVEL
MANAGER 1.1 will alter or recreate this file when you save
the setup.
TRAVINT.* These are overlay files for the introduction screen.
Other files that will be created through using TRAVEL MANAGER
CLIENTS.DAT This is a data file that contains the customer
profiles for all clients that are logged into the data
base.
WORKSHT.DAT This is a data file contains the worksheet data for
travel planning.
199*TRAV.DAT This is a data file that contains all the sold travel
records for the year at the front of the file name.
The program creates a new file each year automatically
based on the information on the computers internal
clock. Any year from 1991 to 2090 will be possible.
199*OLD.DAT If you have data files from version 1.0 of our shareware
program, TRAVEL MANAGER will automatically update the
format of your existing data files. The original files will
be unchanged but will be renamed with the "OLD" title.
"OLD" files may be saved or deleted at your discression.
*.BAK Backup copies are made of all client and data
files at the start of each session. If any kind of
error occurs that interrupts the operation of TRAVEL
MANAGER 1.1 (such as a power failure or computer
malfunction) it would be a good idea to delete the
*.DAT files and rename the *.BAK files to have the
".DAT" extension. This will restore the data to its
state at the beginning of the session that the problem
occurred in.
TRAVDAT.DOC This is the default file name for the MAIL MERGE data
file. TRAVEL MANAGER 1.1 will allow this file to be
named any legal DOS file name.
System Requirements
- PC/XT/AT or Clone
- DOS/MS-DOS 3.0 or newer
- 512k RAM Minimum - 640k Recommended
- 360k Floppy - Hard Drive Recommended
- 25x80 Text Monitor - B&W/MONO/COLOR
- IBM compatible parallel Printer Recommended
Getting Started
Make a backup copy of the program disk sent with this
documentation and place it in a safe location if you wish to protect
your copy of TRAVEL MANAGER 1.1 from loss or damage. Place your TRAVEL
MANAGER 1.1 disk (or the copy) in the appropriate drive, change to make
that drive active and type INSTALL at the prompt then press the enter key
to begin installation. TRAVEL MANAGER 1.1 may be installed to and run
from either a hard or floppy disk. If you plan to have a large data base
then installation to the hard drive may be the best choice.
IMPORTANT NOTICE! The file format for travel data files has been changed
from our earlier shareware version TRAVEL MANAGER 1.0!
Version 1.1 and above should automaticaly update old
format files. If you have data files that were made
on version 1.0 that you wish to continue to use, the
best way to ensure that the format is updated correctly
is to run the utility program CVRTTRAV.EXE included in
the TRAVEL MANAGER 1.1 file set. Make sure that CVRTTRAV
is run from the directory containing the TRAV.DAT files.
General Program Function
This program depends on the computers internal date and time
being set correctly. If your computer does not have an internal
battery to keep the clock accurate you must be sure to set the correct
time and date before starting TRAVEL MANAGER 1.1. Instructions for
function keys and other options are listed at the bottom of each
function working screen. Special messages or error notes will flash
on the top line of the screen and instruct or inform you about what is
going on, what is wrong, or what the computer wants. The arrow keypad
works the same way for all screens and the home, end, page up and page
down keys work for all applicable data lists screens.
Main Screen
An initial picture screen will pop up when first starting Travel
Manager 1.1. This screen will display program author and registration
information. After all data files have been read, the main screen
will come up. The main screen is divided into two sides. On the left
the client's name city and phone number appears and on the right side
is the menu bar. The bottom line shows entry instructions and the
active screen side is indicated by the highlighted text. To select a
client or a command use the arrow left, right, up, or down keys. When
both the desired client and command are highlighted, press the enter
key to begin operation of that function.
Clients are listed in alphabetical order on the main screen, new
entries are added to the bottom of the list and are automatically
sorted when a session is ended. The page up, page down, home and end
keys may be used on the main screen to search through the client list.
In addition, a first letter quick search allows you to type the first
letter of the last name of a client and the computer places the first
listing that begins with that letter at the top of the screen.
The command options are: Review Customer Profile
Add Customer Profile
Traveler Status
Travel Worksheets
Customer Records
Log Sold Travel
Agency Reports
Auto Dial
Mail Merge File
Change Colors and Setup
Exit to DOS
Review Customer Profile
This command displays the profile of the highlighted client on
the screen and allows you to print it to paper or make changes to the
information if you wish. The client's name, address, two phone
numbers, emergency contact information, charge card, four frequent
flyer numbers, seating preference, hotel preference, car rental
preference and smoking preference may be entered into a customer
profile.
This command also allows a customer profile to be deleted from
the data base. Some discretion should be used when deleting a
customer profile. For example; travel histories are kept in separate
files by the year of ticket sale. If a profile is deleted these trip
records will now only be accessible through the agency reports command,
and will appear under the name UNKNOWN since the client information has
been deleted. If a profile is then added back in for the same client,
the computer will see this as a new client with no travel history.
It is best to leave inactive clients in the data base unless you are sure
that they are gone for good.
Add Customer Profile
This command displays a blank customer profile to the screen and
allows you to input and save the clients information in the same
format as under Review Customer Profile. New profiles will appear at
the end of the existing client list until either you exit the program,
or more than 20 new profiles are added. After entering the 20th new
profile, in the same session, the computer will automatically sort the
new entries.
Traveler Status
This command looks through all pending trips and displays them in
two lists, currently traveling and future travelers. You may scroll
through these lists and print them out. This function is helpful as a
reminder for last minute arrangements or thank you notes.
Travel Worksheets
This command displays a screen where you can add and save
information to plan a trip for a client. There is only one worksheet
per client and if the trip is sold this record may be saved as sold
travel. If the reservation is not purchased this worksheet may be
cleared. Sample itineraries may also be printed under this command.
(See Log Sold Travel)
The clipboard function works with function keys F4 and F5.
Pressing F4 will store the presently displayed intinerary into the
clipboard. Pressing F5 will place the stored information onto the
work screen. This is useful for group trips and reduces data entry.
The clipboard will work on the Log Sold Travel and Customer Records
screens as well.
Customer Records
This command allows viewing or printing of an individual clients
travel history and totals all travel purchases for the year. Travel
history may be displayed by purchase year. A side bar will identify
the number of trips on record. Each trip on record may be viewed in
detail. Edits are also possible to allow correction of mistakes.
Only 20 trips per travel year may be displayed. The clipboard key
(F4) will retrieve from customer history files, however, the data in
history files may not be over written with the F5 key.
Log Sold Travel
This command displays all pending travel for the selected client
and allows the information to be edited or cancelled up to and
including the day of departure. There is no limit on the number of
trips a client may have pending however the computer will only display
the first 20 and will not accept a purchase date beyond the current year.
If a client has more than one trip pending, the F2 or F3 key will page
through the pending trips as well as allow access to a blank record for
entry of a new trip. A side bar will show the number of the trips on
record and indicate the one that is currently displayed.
The information that is included in a sold travel record is ;
Selling agent, departure date and time, city pair, record locator,
departing flight info (carrier, flight no. seat) info for one
connecting flight, return date and time, return flight info, info for
one connecting flight, the air commission base price, tax and agent
commission rate, hotel reservation info, hotel base price, tax and
agent commission rate, and auto reservation info, auto base price, tax
and agent commission rate. The last line on the work screen records
the purchase date of the tickets.
Totals for air, hotel and ground transportation as well as
commission are automatically computed and listed in a ledger like
format. These fields can not be edited, but are updated with any
changes to the input price data.
Agency Reports
This command allows entry of a report period and generates a
listing of all travel for all clients sold within that period. The
city pair, ticket date and total price including tax/fees is listed
for air, hotel and ground transportation for each trip along with the
total commission. The grand totals for each column and grand total of
commission appear at the bottom of the report. Reports may also be
generated for an individual selling agent. It will list all sales and
commission over any period for any agent individually.
A second box appears below the report list. This box shows the
commission base price, tax/fee amount, and commission rate for air,
hotel and ground for the highlighted sale record. These values may be
edited to correct mistakes or make changes. Totals in the agency
report box are automatically updated.
When a base price is updated, the amount of the change is added to
the tax column so that the total price stays the same. If the tax amount
is then changed the total will be updated. This feature was included to
save time updating records when at the time of purchase only the total
price including tax was known. If the total price was recorded in the
base column and the tax amount was left at 0, to update the record only
the base amount needs to be changed.
Under the Colors and Setup function the search option may be
switched to either "by purchase date" or "by departure date". Travel
itineraries are filed by the year of purchase. For example, all
travel records with a purchase date in 1993 will be found in a file
named "1993TRAV.DAT". Agencies that keep books by departure date
should set the purchase date to be the same as the departure date or
else some trip records could end up filed under the previous year.
Mail Merge File
This function will create a mail merge file from the clients data
base. You may enter any legal DOS output file and path name for the
output file. Then you may individually select clients to be listed
into this file. The file is saved an ASCII format and each line will
include name and address data delimited by commas. Many word
processors will accept this format for mail merge data files.
A default word processor path may be saved in the Colors and
Setup function. The default data file name will be "TRAVDAT.DOC".
Auto Dial
This function allows a computer with a modem to act as an auto
dialer. Either of the two phone numbers listed for a selected client
may be dialed. The TAB key also allows user selection of either COM1
or COM2. This must be set to the correct location of your modem for
the auto-dialer to work properly. Once you are connected with your
client pressing any key will cause the computer to hang up the phone
modem allowing normal conversation on the handset. Note this is not a
communication program and your computer will not be able to connect
with any on line system under this function.
Colors and Setup
This function allows you to set the display colors for the
various screens, set the modem comm port location, enter a default
path name for the word processor, select report by departure date or
date of sale, and set the default selling agent name. One setup may
be saved to disk and will automatically be used at program start up.
A file called "TRAV.SET" will be created. If this file is deleted or
altered Travel Manager will use default values and you will have to
save your preferences again.
SUPPORT
This program should be fairly straight forward and easy to use.
If you have problems with set up or installation, I will be glad to
assist registered users and will provide a customer assistance number
for all registrations and upgrades. Thank you for using our software.
TRAVEL MANAGER UPGRADES
As of the writing of this manual, upgrades included in TRAVEL
MANAGER 2.1 include mouse support, a note pad for additional data for each
profile, a pop up clock and calendar, and a screen saver function. Since
shareware can stay in circulation for a long time, much more may have been
added by the time you read this. Our plans include a Windows version, a
graphic based DOS version and a greater variety of data sorting features.
Suggestions from our users are always welcome and are a great source of
ideas for new features that will be useful to travel agents. Please feel
free to contact us with any comments or problems.
***** About Shareware *****
Shareware is a concept that was started to help individual programmers
get their software into circulation with as little expense as possible.
Programmers place trial copies of their software onto BBS systems, with
Shareware catalog vendors, or just give them away hoping that they will be
passed along and seen by a large number of computer users.
The more reputable shareware programs are fully functional versions of
the "released" or "registered" versions. It is left up to the honesty of
the user whether or not to register. There are usually some benefits to
registration. First of all it is the right thing to do. Second, if the
program is good the author should be compensated for the effort or writing
it so that he will be able to create more good programs for those who would
rather use software than write it. Other benefits include printed users
manuals, program support, and a clear conscience. Also, in general, the
registered versions are continually updated and will have more features
than the shareware trial programs.
This software product is distributed as "shareware". You may try the
program out at no charge and distribute complete and unaltered copies for
evaluation or use by others. If you are still using it after 60 days,
you must pay a licensing fee. The TRAVEL MANAGER program will provide
you with a registration form and details.
*****************
DISCLAIMER OF WARRANTY
THIS SOFTWARE AND MANUAL ARE SOLD "AS IS" AND WITHOUT WARRANTIES AS TO
PERFORMANCE OF MERCHANTABILITY OR ANY OTHER WARRANTIES WHETHER EXPRESSED
OR IMPLIED. BECAUSE OF THE VARIOUS HARDWARE AND SOFTWARE ENVIRONMENTS
INTO WHICH THIS PROGRAM MAY BE PUT, NO WARRANTY OF FITNESS FOR A PARTICULAR
PURPOSE IS OFFERED.
GOOD DATA PROCESSING PROCEDURE DICTATES THAT ANY PROGRAM BE THOROUGHLY
TESTED WITH NON-CRITICAL DATA BEFORE RELYING ON IT. THE USER MUST ASSUME
THE ENTIRE RISK OF USING THE PROGRAM. ANY LIABILITY OF THE SELLER WILL BE
LIMITED EXCLUSIVELY TO PRODUCT REPLACEMENT OR REFUND OF PURCHASE PRICE.
*****************
The Term IBM Is A Trademark Of International Business Machines Corp
The Term DOS Is A Trademark Of International Business Machines Corp
The Term MS/DOS Is A Trademark Of The Microsoft Corp.
*****************************************************************************
******************************************
* TRAVEL MANAGER 1.1 REGISTRATION FORM *
******************************************
PLEASE ENTER THE FOLLOWING INFORMATION:
1. NAME: ___________________________________________________________
2. ADDRESS: ________________________________________________________
________________________________________________________
________________________________________________________
3. HOW DID YOU OBTAIN YOUR COPY OF TRAVEL MANAGER 1.1? _____________
____________________________________________________________________
4. WHAT TYPE OF COMPUTER DO YOU HAVE? ______________________________
____________________________________________________________________
5. ANY PROBLEMS OR SUGGESTIONS YOU HAVE: ___________________________
____________________________________________________________________
____________________________________________________________________
6. WHAT OTHER TYPES OF PROGRAMS DO YOU LIKE TO USE? ________________
____________________________________________________________________
____________________________________________________________________
*************************** INVOICE ********************************
REMIT TO:
UNIT PRICE QTY TOTAL
HUENEFELD SOFTWARE
P.O. BOX 58321 TM 1.1 $25.00 _____ _________
RENTON, WA 98058 USA
TM 2.1 $40.00 _____ _________
TRAV MANAGER 2.1 + 2 YEARS UPGRADES $55.00 _____ _________
*********************************************************************
THANK YOU FOR REGISTERING AND USING OUR SOFTWARE!
( MAKE CHECKS PAYABLE TO: JOHN HUENEFELD - OR - HUENEFELD SOFTWARE )
MEDIA PREFERENCE
_________ 5.25 INCH DISK _________ 3.5 INCH DISK
_________ CHECK HERE IF INTERESTED IN A LIST OF OUR OTHER PRODUCTS.
*****************************************************************************