How do I book Ad-Hoc bookings in 1Source?

STAy do not always contract ALL products offered by a certain supplier. However we are aware that in some cases, pax may request a non-STAy product from a STAy supplier and want the agent to be able to book this.

STAy has put together the following “Ad Hoc” process to be used in order to ease the booking and payment process for non-STAy product booked through suppliers that STAy already work with.

STAy has the following Ad Hoc items already set up for current suppliers:

  • Ad Hoc Awesome Adventures Fiji
  • Ad Hoc Bamba Experience
  • Ad Hoc Buffalo Tour
  • Ad Hoc Diethelm China
  • Ad Hoc Diethelm Sri Lanka
  • Ad Hoc Diethelm Tour (Thailand or Malaysia)
  • Ad Hoc Ecco South Africa
  • Ad Hoc Fez Travel
  • Ad Hoc Greyhound Australia
  • Ad Hoc Self Drive AOT Australia
  • Ad Hoc Self Drive Ecco Tours
  • Ad Hoc Self DriveJonviewCanada
  • Ad Hoc Self DriveNew World Travel
  • Ad Hoc Sense of Africa Namibia
  • Ad Hoc South American Tours (SAT)
  • Ad Hoc Springbok Atlas South Africa
  • Ad Hoc Takims Holidays
  • Ad Hoc Trips and Tours
  • Ad Hoc Wild Dog Safaris Namibia

Process for booking Ad Hoc tours:

  1. Agent contactsthe supplier directly to get a quote for their product.
  2. Agent must ask supplier for both the TOTAL Gross Price ANDTOTAL Nett Cost of the product and must get an invoice from the supplier to confirm the booking.

PLEASE NOTE: STAy will always require the TOTAL amount NOT a per person price.

  1. Agent then needs to load the Ad-Hoc line in 1Source by following these steps;

In 1source search through Other tab>fill in details for the products country as well as correct dates

Search results will appear with a list>filter through to find Ad-Hoc item

Open up from product name> add to cart

Fill in passenger fields

  1. Agent then sends the following to theSTAy Ops team at:
  1. 1 Source booking reference
  2. the Product details (i.e. Route for Bamba Exp),
  3. the invoice from the supplier
  4. the TOTAL nett cost (supplier is charging) AND TOTAL gross price (agent is selling at),
  5. the passenger name and full details,
  6. anyother correspondence that is required,
  1. STAy Ops will adjust the cost in the Ad hoc item to reflect the total invoiced nett/gross.

IMPORTANT NOTE: If there are any special payment terms, i.e the booking requires pre-payment to the supplier, then the Agent MUST make STAy aware of this when they send the cost details through to STAyHelpNEA! STAy will always require a minimum of 2 week’s notice to make a pre-payment by a certain date to a supplier.

  1. STAy Ops will email back to the agent to confirm the cost has been updated.
  2. Agent then sends the 1Source reference number to the supplier who will invoice the STAy Accounts team directly.