Collating Supplier Rates

We need to collect and update supplier rates annually so we can ensure that the tour costs we produce are accurate.

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Airtable tracking

Using the ‘Destinations’ tab in Airable you can track when the rates for that destination were last updated.

There is also information on where we can obtain the rates from.

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We have an alert set up that 320 after the rates were last updated, an email is sent to suppliers@adaptabletravel.co.uk to update the rates again.

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When you have the rates back, update the date you get the rates back for that destination.

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Note that some destinations may share the same supplier or have different suppliers.

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Saving Rates & Alerting Costings

Whenever you get new rates back from a supplier, these need to be saved in the COSTINGS relevant folder. For example, if you got updated rates for Berlin, you would save them in:

COSTINGS\Costing Templates\Templates - Germany\

Then, create a new folder for the year the rates are relevant for (e.g. \2024 Rates).

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You then need to alert Costings to the fact there are new rates for a destination via email, and sharing the location of the saved rates.

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Any old rates can be saved in an ‘Old Rates’ folder in the same folder path as above. This allows us to fill any gaps with old rates and also compare old vs new rates to see fluctuations or issues with new rates.