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Documents and Vouchers

The Documents tab provides a central place to store, generate, and share booking-related files. This guide covers voucher generation, document management, email delivery, and terms and conditions.

Viewing Documents

  1. Navigate to a booking's detail page.
  2. Click the Documents tab.
  3. The document list shows all files: type icon, file name, document type badge, size, who uploaded it, and when.

Document Types

Type Icon Description
VOUCHER Red PDF Generated travel voucher (current version)
VOUCHER_ARCHIVE Grey PDF Previous voucher version (auto-archived on regeneration)
ETICKET Blue ticket Airline e-ticket
CONFIRMATION Green check Supplier confirmation document
INVOICE Amber receipt Invoice document
OTHER Grey file Any other document

Generating a Voucher

A travel voucher is a PDF that combines booking details, service confirmations, and terms and conditions into a single customer-facing document.

Prerequisites

All required actions must be completed. The Generate Voucher button is disabled until the Voucher Ready indicator on the Actions tab is green.

Steps

  1. Click the Generate Voucher button on the Documents tab.
  2. Confirm the action.
  3. The system generates a PDF containing:
  4. Company branding (logo, name, contact details)
  5. Booking reference, client name, and travel dates
  6. Passenger list
  7. A section for each service line with details from completed actions (e.g., hotel confirmation number, flight PNR, driver details, activity voucher code)
  8. Terms and conditions (from the Terms tab)
  9. If any flight service lines have e-ticket PDFs uploaded via the FLIGHT_ETICKET action, those pages are appended to the voucher.
  10. The voucher appears in the document list as a VOUCHER type.

Re-Generating a Voucher

If you need to update the voucher (e.g., after correcting action results):

  1. Click Generate Voucher again.
  2. The previous version is automatically archived as VOUCHER_ARCHIVE.
  3. The new version replaces it in the document list.

Archived vouchers remain accessible for reference.

Uploading a Document

  1. Click Upload Document on the Documents tab.
  2. Select a file (PDF, JPEG, or PNG; maximum 50 MB).
  3. Choose a document type: E-Ticket, Confirmation, Invoice, Voucher, or Other.
  4. Optionally select a specific service line the document relates to.
  5. Add any notes.
  6. Click Upload.

The file is encrypted and stored securely in cloud storage.

Downloading a Document

Click the download button (down arrow icon) on any document row. The file downloads directly to your browser.

Emailing a Document

  1. Click the email button (envelope icon) on any document row.
  2. The recipient field is pre-filled with the customer's email address (if available). Edit as needed.
  3. Enter a subject and message body (optional).
  4. Click Send.

The document is sent as an email attachment. The activity log records who sent it and to whom.

Deleting a Document

  1. Click the delete button (trash icon) on a document row.
  2. Confirm the deletion.

Warning: The file is permanently removed from storage and the database. This action cannot be undone.

Terms and Conditions

The Terms tab (between Passengers and Amendments) lets you manage which terms and conditions appear on the generated voucher.

First Access

When you open the Terms tab for the first time on a booking, it automatically populates with applicable terms based on the booking's service types:

  • SERVICE terms -- One per service type (e.g., Hotel Terms & Conditions, Flight Terms & Conditions)
  • CANCELLATION terms -- Cancellation policy per service type with fee tiers
  • GLOBAL terms -- General T&C, Travel Insurance Advisory, Privacy & Data Handling

All items are included by default.

Including and Excluding Terms

Each term has an Include checkbox. Uncheck it to exclude that term from the voucher. Excluded items appear with strikethrough text. Click Save to persist your changes.

Only checked items appear in the generated voucher PDF. This lets you tailor the content per booking.

Adding Custom Terms

  1. Click Add Custom Term.
  2. Enter a title and content (HTML or plain text).
  3. Click Save.

Custom terms appear with a CUSTOM badge and can be edited or deleted. Template-based terms cannot be deleted -- only toggled via the include checkbox. Up to 30 custom terms can be added per booking.

Reordering Terms

Use the up/down arrows to reorder terms. The order on this tab is the order they appear in the voucher. Click Save after reordering.

Refreshing from Templates

If you add new service lines to the booking after the initial setup:

  1. Click Refresh from Templates.
  2. Terms for the new service types are added.
  3. Existing items are not removed or modified.

How Terms Affect the Voucher

  • If the Terms tab has been initialized (items exist): only included items appear, in the saved order.
  • If the Terms tab was never opened: all applicable terms are resolved dynamically (backwards compatible with older bookings).

Voucher Template Administration

Administrators can configure voucher templates at two levels:

HTML Section Templates

Voucher layout is controlled by HTML files in the configuration directory. Each service type can have a custom layout, or fall back to the default template.

Template Purpose
voucher-master.html Page shell (header, footer, overall layout)
voucher-section.html Default section layout for all service types
voucher-passengers.html Passengers table
voucher-terms.html Terms and conditions wrapper
sections/section-HOTEL.html Hotel-specific layout
sections/section-FLIGHT.html Flight-specific layout
sections/section-CRUISE.html Cruise/sailing layout

Field Definitions

Administrators can configure which data fields appear for each service type via the admin UI:

  1. Navigate to the Action Templates page (Bookings menu).
  2. Scroll to the Voucher Section Templates panel.
  3. Click edit on a template to configure field definitions.

Each field specifies a label, data source (service line, attribute, action result, or attachment), and the specific field or action code to pull from.

Default Templates

Service Type Key Fields
HOTEL Hotel name, check-in/out, room type, meal plan, confirmation number, special requests
FLIGHT Flight description, PNR, airline, flight number, e-ticket, departure/arrival
TRANSFER Service, driver name/phone, vehicle type/registration, pick-up point/time/terminal
ACTIVITY Activity, voucher code, meeting point, guide name/phone, date, notes
CRUISE Cruise, cabin type, deck, embarkation/disembarkation, confirmation number
VISA Service, visa type, destination, processing status, reference

Next Steps