--- title: "How the totals add up" url: https://tourcockpit.com/help/how-totals-add-up lang: en description: "Every screen and every figure in TourCockpit is one of a few groupings of the same departures and bookings: a day, a desk's day, a plan, or a period. This page says how each one groups, what a period counts and what it leaves out, and how the money figures and the settlement with each operator are worked out." --- # How the totals add up Every screen and every figure in TourCockpit is one of a few groupings of the same departures and bookings: a day, a desk's day, a plan, or a period. This page says how each one groups, what a period counts and what it leaves out, and how the money figures and the settlement with each operator are worked out. ## How does the board group a day? - The day is every departure on the date that is not cancelled, plus the day note. - A convoy keeps its departures next to each other on the board. - A departure is one block, with its tour, guide, CHOFER, van, length, note and seats, in the order the office chose, then in the order they were added. - A booking is one row per party, in the order the office chose when it chose one, then by pickup time, then in the order they were added. Two departures of the same tour on the same day are two blocks, each with its own seats and crew, and nothing merges them: four vans of the same tour are four departures. A convoy groups departures for the guide and for the board only; each keeps its own seats, bookings and van, and a guide in a convoy speaks for every van in it. The sheet that leaves the office, printed or exported, is the board in the board's order. ## What does a desk see, and what does Tour Planning show? A desk's day has the same departures with only that desk's own bookings in each, and only the departures kept for it or kept for nobody. A desk that sells for several companies sees their days together on one board, each departure marked with its company. Tour Planning is tours down the side and days across. Each cell holds the departures of that tour on that day with their seats. A size planned ahead is a number of seats, not a van: the van is chosen on the board, and its seats then replace the planned number. ## What does a week or a month count? Financials, the weekly summary and a desk's own sales all add up a period, and four rules hold for every one of them: - By the tour's date. A booking belongs to the period its departure runs in, never the day it was sold. - On the company's clock. Days and today are read in the company's own time zone. - Weeks run Monday to Sunday. Last week and this week are Monday to Sunday. - Money counts what ran. Every money figure stops at today: a departure still to come is not money yet. Seat and booking counts may look ahead, and say so when they do. A tour counts as run when its departure is dated up to today and carried at least one active booking. Cancelled departures and cancelled bookings never count. ## What can a figure be broken down by? By guide, van, tour, day or month, which belong to the departure, so each departure is counted once and its seats with it. Or by pickup zone, hotel, operator, language or payment, which belong to the booking, so each party is counted, and no seats are reported because one departure carries parties from several hotels at once. A figure can also be broken down by the day each booking was entered, rather than the day its tour runs. Two different day counts exist. Days on Financials counts the distinct dates a guide worked, so two departures on one date are one day. The days worked a calculator gives through the API counts in halves: a morning or an afternoon departure is half a day, a full day is one, and no date counts more than one, so a morning and an afternoon on the same date make one day. ## How are tours counted by length? Every tour that ran falls in exactly one of four counts, and the Medio Día check comes first: - Medio Día (TOT MEDIO DÍA): the tour's family is Medio Día, whatever length is typed on it. - Long (TOT LARGHI): the length is LARGO. - Short (TOT CORTI): the length is CORTO. - Length not set: no length yet. The four add up to the tours that ran (TOT ESCURSIONI). Family, slot and length answer three different questions: which product it is, how much of the day it takes, and which route was driven. ## What are the money figures? - Booking value is what the bookings were worth, before any commission, and can be grouped by operator, payment, tour, guide or period. - Cash picked up is what the guides collected on board from CASH bookings, per guide on the RIEPILOGO. - The settlement is each operator's bookings for the period: gross, commission and net. Booking value and cash picked up are never added to each other. A CASH booking is worth its price, and the cash is only the part the desk did not keep at the counter. ## How is the settlement with each operator worked out? - It takes only bookings that came through an operator. The office's own bookings carry no commission and stay out of it. - It follows the period rules: by the tour's date, up to today, on departures that were not cancelled, with active bookings only. - The commission is worked out on each booking, rounded to the cent, then summed, so each operator can check it line by line against their own records. - It uses each operator's percentage as it stands on Reference Data at the moment the settlement is opened, for every booking in the period. Changing a percentage changes the settlement for the whole period, and for an earlier period when it is opened again. The percentage copied onto each booking when it was made is not used here. - Operators are listed largest first.