Sometimes, you may need to log a booking in Tern to share details with your agency without going through the full itinerary process with a client. Here's a step-by-step guide to help you quickly and efficiently create a booking.
Step 1: Create a New Trip
Log into your Tern account and navigate to the Trips section
Click on Create New Trip and provide a name for your trip
Select Trip Type as "Regular"
Change the Status to "Booked" Alternatively, customize the status to something like "Imported Booking" if you prefer to indicate that this trip is specifically for only booking information
Enter the trip dates and click Create Trip
Step 2: Add Traveler Information
Under the Traveler section, click Add New Contact
Input the traveler's details
You can skip non-essential fields like email or phone number unless needed for your records
Step 3: Add the Booking Details
Navigate to the Itinerary tab of your trip
Add a new activity, such as a Custom Cruise or any other booking type
Fill in the key details for a booking:
Start and End Dates for the activity
Proceed to the Booking & Pricing section and input the following:
Accreditation — select the correct IATA or credential for the agency you want this booking logged under. Your default agency will be pre-selected, but if you belong to multiple agencies, make sure to choose the right one here.
Total price
Booking status (mark as "Paid" if applicable, but this is optional).
Supplier Name
Expected Commission and any applicable splits
Expected Commission Date
If you have a confirmation number or other booking-specific details, you can add them in this section.
Step 4: Finalize the Booking
Once your accreditation and booking details are set, click the "Mark as Booked" button in the top right of the Booking details section to share it with your agency
You won't be able to edit the accreditation during this step, so make sure it's correct on the Booking and Pricing tab first
Review the booking details to ensure accuracy
Adding an activity your client booked themselves
When a client books a flight, hotel, or other activity on their own before working with you, you can add it to their itinerary so they have a complete trip overview.
Add the activity to the itinerary as you normally would and fill in the details your client provided.
Before marking the activity as booked, go to the Booking & Pricing tab. In the Commission section, click the three-dot menu and select Mark as not commissionable. This sets the expected commission to $0, so the booking doesn't count toward your commission totals.
Note: A non-commissionable booking still counts toward your sales totals once it's marked as booked. It appears in your dashboard's gross sales and in the Your Sales and Agency Sales reports. To see sales without non-commissionable bookings, use the Commissionable filter on those reports. See Navigating & Understanding Reports.
After marking the activity as not commissionable, you can safely mark it as booked.
Since your client already paid for the activity, click the three-dot menu on the payment item and select "Exclude from credit card authorization." Your client will not be prompted to authorize payment for this activity.
To record that the activity has been paid, click "Log Payment" and add a note describing the payment. This note is visible to travelers on their itinerary.
Tip: Don't use Mark as not commissionable to keep practice or test bookings out of your reports. It doesn't remove them from your sales totals. See Keeping Practice or Test Trips Out of Your Reports.