Operations ManagerCore responsibilities

8. Creating and validating the vouchers

  • The vouchers (the travel documents) are generated automatically by TripMade, but the Operations Manager must validate them.
  • The voucher is the only document the client holds to know where to meet the guide, what the guide's name is and how to get there. Validation works on two levels:
    • Correctness — that the data match (the easier part).
    • Completeness — much subtler: a filled-in field is not necessarily enough. "Meeting point: Piazza Navona" is formally correct but operationally useless — the square is huge. It must be "Piazza Navona 10", a point that can actually be found.
  • Here experience and common sense count more than ever: put yourself in the traveller's shoes and ask, "with this in my hand, would I really find my contact?"
  • Payment check before sending: vouchers are sent only after the client has paid VIT's invoice by the agreed deadline (see section 10).

Checklist before sending the vouchers

  • All services show as confirmed in the system (CONFIRMED or "Supplier confirmed"), with the supplier's notes read.
  • The clients' names are correct.
  • The number of people is correct for each individual service: within the same trip file, the people taking part in one tour may differ from those in another.
  • The date and time of each voucher match the booked service.
  • The museum tickets are correct: date, time, number and names.
  • Every meeting point is complete and findable (address with street number, not just the name of the square).
  • The meeting point is identical for guide, driver and traveller.
  • Every pick-up time has been checked and validated by the driver.
  • The guide's name or the contact to meet is stated.
  • For every move it is clear how the traveller gets there (transfer, on foot, own means).
  • Trains: tickets issued; the PNR is clearly visible; departure station and arrival station are stated; the transfer combination matches the itinerary text; for Swiss panoramic trains there are both ticket and seat reservation.
  • The voucher includes VIT's emergency numbers.
  • The client invoice is paid by the deadline.
  • Final check from the traveller's point of view: with this voucher in my hand, would I really find my contact?
VIT 4 TRAVELVouchers ready to send?Six checks to complete before delivery.01Services confirmedAll CONFIRMED or “Supplier confirmed”.Supplier notes read and checked.02Clients and ticketsNames correct and participants checkedfor each service.Museum tickets: date, time, number andnames correct.03Dates and timesVoucher dates and times match the bookedservices.Pick-ups checked and validated by the driver.04Meetings and movesPrecise meeting point, identical for guide,driver and traveller.Guide’s or contact’s name stated.For every move it is clear how to get there.05TrainsTickets issued, PNR clearly visible andstations stated.Transfers consistent with the itinerary.Swiss panoramic trains: ticket and seatreserved.06Payment and assistanceClient invoice paid by the deadline.VIT emergency numbers included.!Invoice not paid? Do not send the vouchers.FINAL CHECK: PUT YOURSELF IN THE TRAVELLER’S SHOES“With this voucher in my hand, would I really find my contact?”