Group Details
CONTENTS
- Group and Voyage Information
- Cancel Group
- Group Amenities
- Fax Reports
- Document Delivery
- Recall Dates
- Bulk Deposit Dates/Amounts
- Voyage Final Payment Date
This section gives details about your group.
- Group Name - this field is the name to identify your group. The default is the Agency Name.
- Voyage - this is the identifier for the voyage.
- Group Number - this is the identifier for the group.
- Nights - Number of nights for the cruise or cruisetour.
- Agency Group Contact - this is the agent within your agency that is managing the group.
- Currency - Currency used for this group.
- Cross-reference Bookings - if YES when first building the group will cross-reference all bookings together as they are made.
- Group Opened - The date the group was created in POLAR Online.
- Multi Agency - This only applies to an agency that have multiple branches set-up under them, changing this to "Yes" will allow the branch offices to book into the group as well. Your office must be set-up as the head office of the multiple branches for this to work.
- Finalized - status of cruise line finalization for your group. This will show PENDING until your group is finalized and then will show COMPLETE. No modifications to the Group Detail are allowed once Finalized shows COMPLETE. If Tour Conductor Berths were earned, a Finalizer from the cruise line will contact the agency to arrange the berth details.
To cancel an existing group on Polar Online, bring up the desired group to cancel and click on the Modify button. After clicking the Modify button, the "Cancel Group" button will appear under the Group and Voyage Information section of the screen. Click the "Cancel Group" button to have the system cancel the group. If conditions do not meet requirements to cancel the group (example: a booking is still listed on the group) the system will not cancel the group and an error message will appear in the top right hand corner of the screen. Please call the groups department if you need help in canceling a group.
This section gives details about your group amenities.
- Amenities - shows the code(s) for amenities selected with Amenity Points.
- Cocktail Party - indicates the type of cocktail party if selected.
- Tour Conductor Ratio - Number of berths sold to 1 Tour Conductor berth provided (i.e.: 16 would indicate 1 Tour Conductor for every 16 berths sold).
- Amenity Points Remaining - shows points remaining to be used for the group.
- Assign all points before(date) - Points will be forfeited if not assigned by this date!
NOTE: Group proposals, cancelled groups and groups under finalization cannot be modified.
This section shows the fax number on record with the cruise line and will always be the default number shown. Once you overtype this number with another fax number and click SUBMIT, the default fax number will once again show on the screen. This section will also show the last report that was faxed.
- Group Detail
The Group Detail fax is a Group Confirmation that includes the group allocation, rates, group booking information, bulk deposit payment schedule, and recall dates.
IMPORTANT: To receive this important Group Confirmation, leave the check in the FAX check-box the first time you click the SUBMIT button. All other requests to fax the Group Detail are at your discretion. - Financial Statement
The Group Financial Detail Statement is a report that lists a breakdown of all check and credit card payments received on the group, as well as commission refunded on the group. - Billing Statement
The Group Billing Statement is a report that lists a breakdown of all active bookings. This report includes the gross total, net total, amount received and balance due for each booking, as well as the total balance due. This is the statement used by the Finalizer when reconciling your group.
This section shows the documents to be delivered to the passengers by the cruise line.
This section shows up to three inventory recall dates as set by the cruise line for your agency. The first date may be extended once, if applicable.
If applicable, this section will show up to three dates and the deposit amount due for each date.
This is the date final payment for all bookings are due for this voyage.