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How to create "Tour Package Costing"?

This guide provides a complete walk-through for creating and configuring a Tour Package Costing sheet in UrbanSoft. You will learn how basic itinerary data auto-transfers from your tour package, how to populate costing fields and pax tiers (NOP A–O), how to manage line-item cost components across individual tabs (Accommodation, Transfer, Tour Guide, Meal, Attraction, Event, and Other), how formulas derive real/total passenger counts and cost breakdowns, and how profit margins generate final selling prices.

When Do You Use This?

Use this feature after setting up a Tour Package when you need to calculate precise supplier costs, apply profit margins, compute single surcharges and tipping, evaluate group size tiers (NOP A–O), and generate PDF cost breakdown reports for internal auditing, B2B quotation, or B2C booking engines.

Before You Start

• You need:

  • Authorized administrator or operational access to the Tour Package Costing module in UrbanSoft.

  • An existing Tour Package created in the system.

  • Supplier quotations and cost breakdowns ready for hotels, transport, guides, meals, attractions, events, and other.

• Precautions:

  • Basic metadata auto-transfers directly from the master Tour Package; ensure the master tour package is fully populated before creating the costing sheet.

  • All required fields marked with an asterisk (*) must be completed to satisfy the Complete All Field system check.

  • Check exchange rates when working with foreign suppliers; you can toggle Use Fix Rate if you wish to lock in a custom exchange rate instead of using system live rates.

Step-by-Step

General & Costing Setup

1. Go to Tour Package Costing > + New Tour Package Costing (or launch from an existing Tour Package Costing).

2. Review Auto-Transferred Basic Information:

   • Tour Code*: Automatically synced from the Tour Package module (e.g., "MY-PG-0403-002"). No input needed.

   • Tour Name*: Automatically synced from the main itinerary title (e.g., "5D4N Highlights of Penang & Langkawi"). No input needed.

   • Tour Package No.*: Automatically synced from the system-generated unique series tracking number. No input needed.

   • Tour Package Status*: Automatically synced from the current package progress status, only "Prepare" status can transfer from Master Tour Package. No input needed.

   • Assignee*: Automatically synced with the designated Person In Charge (PIC) managing the tour. No input needed.

   • Itinerary Language*: Automatically synced with the selected primary itinerary language (e.g., "English"). No input needed.

   • Tour Date: Automatically synced with the valid date range or departure schedule specified in the main package. No input needed.

   • Tour Area*: Automatically synced with the destination area or region (e.g., "Georgetown, Butterworth"). No input needed.

   • Tour State*: Automatically synced with the destination state or province (e.g., "Penang"). No input needed.

   • Tour Country*: Automatically synced with the destination country (e.g., "Malaysia"). No input needed.

   • Tour Type*: Automatically synced with the travel category (e.g., "Sightseeing" or "Adventure"). No input needed.

   • Tour Duration*: Automatically synced with the total days and nights (e.g., "4 Days 3 Nights"). No input needed.

   • Airport / Port In*: Automatically synced with the arrival port or airport code (e.g., "PEN - Penang International Airport"). No input needed.

   • Airport / Port Out*: Automatically synced with the departure port or airport code (e.g., "LGK - Langkawi International Airport"). No input needed.

   • City Start*: Automatically synced with the tour starting city (e.g., "George Town"). No input needed.

   • City End*: Automatically synced with the tour ending city (e.g., "Kuah"). No input needed.

   • Tagging: Automatically synced with the keywords and transaction tags attached to the tour package for instant filtering. No input needed.

3. Fill in Costing Information:

   • TP Costing No.*: System auto-generated unique reference number for this specific costing sheet (e.g., "MY25676_TPC-2610576"). No manual input needed.

   • TP Costing Name*: Enter a descriptive title for this costing sheet to distinguish pricing variations (e.g., "2026 High Season Standard Costing" or "Series Group Costing - MYR").

   • TP Costing Assignee*: Select the team member or pricing officer responsible for calculating and managing this specific costing version from the dropdown menu.

   • TP Costing Date*: Select the creation date or effective date when this costing calculation is established (e.g., "2026-10-26").

   • TP Costing Due Date*: Select the expiration date or quotation deadline for this costing sheet, after which prices must be reviewed or updated.

   • Guest*: Choose the target guest category from the dropdown menu: Local (domestic travelers with local rates), Foreigner (international travelers subject to foreign rates/surcharges), or Mix (a group combining both local and foreign guests).

   • Tour Leader Requirement*: Select how the tour leader's expenses are allocated:

     • Tour Leader as Guest: The tour leader is sharing room and enjoy trip with guest, some of fixed operating expense still split across all paying guests.

     • Tour Leader as Worker: Tour leader expenses (accommodation not share with guest, meals, allowance) are calculated as a fixed operational expense split across all paying guests.

     • No Tour Leader: No tour leader accompanies the group.

   • No. of Pax* (NOP A until NOP O): Configure up to 15 group size tier slots (A through O) to establish tiered pricing based on passenger count and vehicle capacity (e.g., Slot A = 2 Pax, Slot B =  4 - 6 Pax, Slot C = 9 + 1 TL Pax, up to Slot O = 200 + 7 TL Pax).

   • Approval: Indicates the managerial approval status of the costing calculation sheet before it can be published or issued for quotations.

4. Complete All Field: Displays an automated status summary verifying that administrative, identification details, geographical coverage, travel style, gateways, logistics, tagging, and final submission entries have been fully populated and verified.

5. Add Tour Package Costing: Click this button once all fields are completed to generate and save your new tour package costing sheet into the database.

Configure Cost Tabs (Line Items)

Navigate through the individual cost tabs to add supplier expenses. On each tab, you can click + Add Row, Copy Row, toggle Column Visibility, or toggle Use Fix Rate to enter custom currency conversion rates.

1. Accommodation Tab:

   • Column Visibility: Check or uncheck column titles (Room Grade, Room Type, Room View, Room Size, Breakfast, Extra Bed, Extra Bed Fee, Highlight, Remarks) to customize your costing grid display according to your active management focus.

   • Code: Automatically transferred from the main Tour Package setup, representing the pax tier codes (NOP A through NOP O for up to 15 group size combinations).

   • No of Pax: Automatically synced from the Tour Package module showing the guest count for each tier column.

   • NOS / Note: Automatically synced from the Tour Package module indicating vehicle seats or other notes for that pax group tier.

   • Season Date: Select the check-in or stay date. If this date falls into a rule configured in Admin > Library > Preset Costing, the system automatically retrieves matching seasonal surcharges.

   • Country: Select the destination country where the hotel is located (e.g., "Malaysia").

   • Location: Select the specific city or area of the accommodation (e.g., "Georgetown, Penang").

   • Hotel Name: Select the official property name (e.g., "Eastern & Oriental Hotel").

   • Hotel Type: Specify the lodging category (e.g., "City Hotel", "Resort", or "Boutique Hotel").

   • Room Name: Select the assigned room title (e.g., "Deluxe Sea View Room").

   • Room Grade: Specify the room classification (e.g., "Standard", "Superior", or "Deluxe").

   • Room Type: Specify the bedding setup (e.g., "Twin Bed", "Double Bed", or "King Bed").

   • Room View: Specify the room view orientation (e.g., "Sea View", "City View", or "Garden View").

   • Room Size: Specify the room dimensions if relevant (e.g., "35 sqm").

   • Breakfast: Specify the daily breakfast is included in the contracted room rate ("Included" or "Not Included").

   • Currency: Specify the contracting currency charged by the hotel supplier (e.g., "USD" or "MYR").

   • Room Rate: Specify the net contract rate per room per night in the selected currency.

   • Season Name: Automatically populated from Admin > Library > Preset Costing when the selected Season Date matches a predefined seasonal rule (e.g., "Peak Season Surcharge").

   • Season Amount: Automatically populated from Admin > Library > Preset Costing when the selected Season Date matches, showing the seasonal surcharge rate per room per night.

   • Conversion Rate: Displays the active market exchange rate used to convert supplier currency into your company's base costing currency.

   • Fix Rate: Enter a custom fixed exchange rate manually if you enable the Fix Rate toggle to override dynamic currency rates.

   • Cost Currency: Displays your company's base costing currency (e.g., "MYR").

   • Converted Rate: Auto-calculated base room rate converted into your company's Cost Currency.

   • Season Converted: Auto-calculated seasonal surcharge converted into your company's Cost Currency.

   • No. of Room: Auto-calculated total room count required based on the passenger count and room sharing capacity.

   • No. of Night: Select the total number of nights stayed at this property.

   • Other Fee: Enter any mandatory hotel fees, tourism taxes, or resort fees per room/night (e.g., "Heritage Tax / Tourism Tax").

   • Extra Bed: Indicate if extra beds are available for this room type ("Yes" or "No").

   • Extra Bed Fee: Displays the supplier charge for adding an extra bed.

   • Single Surcharge: System auto calculated the additional supplement charged for guests occupying a room alone.

   • Highlight: Displays the key selling points or room features for proposal displays (e.g., "Private Balcony with Ocean View").

   • Remarks: Displays the internal operational notes or supplier cancellation policies regarding the hotel booking.

   • Total Cost per Pax: Auto-calculated final per-person accommodation cost split accurately across each pax tier column.

2. Transfer Tab:

   • Select Transport Type, Vehicle Type, Seat Arrangement, Seat Capacity, Luggage Capacity, Service Type, Usage Hours, Extra Hours Fee, Permit, Insurance, Bottled Water, Service Fee, Tipping per day/pax, Driver Meal & Lodge, and No. of Days.

   • Column Visibility: Check or uncheck column titles (Transport Type, Vehicle Type, Seat Arrangement, Seat Capacity, Luggage Capacity, Service Type, Usage Hours, Extra Hours Fee, Luggage Compartment, Permit, Insurance, Bottled Water, Highlight, Remarks) to customize your costing table display according to operational needs.

   • Code: Automatically transferred from the main Tour Package setup, representing the pax tier codes (NOP A through NOP O for up to 15 group size combinations).

   • No of Pax: Automatically synced from the Tour Package module showing the guest count for each tier column.

   • NOS / Note: Automatically synced from the Tour Package module indicating vehicle seats or vehicle notes for that pax group tier.

   • Country: Select or enter the destination country where the transfer service operates (e.g., "Malaysia").

   • Location: Enter the specific city or transfer zone (e.g., "Penang & Kedah Transfer Zone").

   • Company Name: Enter the transport supplier or fleet operator name (e.g., "Penang Express Transport Ltd").

   • Transport Name: Enter the vehicle title or service name (e.g., "VIP 14-Seater Van Charter").

   • Transport Type: Select the mode of transportation (e.g., "Private Coach", "Van", or "Ferry / Boat").

   • Vehicle Type: Specify the vehicle make or category (e.g., "Toyota HiAce", "44-Seater Tour Bus").

   • Seat Arrangement: Enter the seat layout format (e.g., "2+1 VIP Seating" or "2+2 Standard Seating").

   • Seat Capacity: Enter the total maximum passenger seats in the vehicle (e.g., "14 Seats").

   • Luggage Capacity: Enter the maximum number of standard luggage pieces allowed (e.g., "10 Luggage Pieces").

   • Service Type: Select the transfer arrangement type (e.g., "Full Day Charter", "Airport Transfer In/Out", or "Point-to-Point").

   • Currency: Select the contracting currency charged by the transport supplier (e.g., "MYR" or "USD").

   • Service Fee: Enter the net contract vehicle charter rate per day or per service in the supplier currency.

   • Tipping per day / per pax: Enter the daily driver tip rate per passenger if required by contract.

   • Driver Meal & Lodge: Enter the fixed daily allowance for the driver's meals and accommodation during overnight charters.

   • Conversion Rate: Displays the active market exchange rate used to convert supplier transport currency into your base costing currency.

   • Fix Rate: Enter a manual fixed exchange rate if the Fix Rate toggle is selected to lock in transport costs.

   • Cost Currency: Displays your company's base costing currency (e.g., "MYR").

   • Converted Service Fee: Auto-calculated vehicle charter fee converted into your company's Cost Currency.

   • Converted Tipping per day / per pax: Auto-calculated driver tipping rate converted into your company's Cost Currency.

   • Converted Driver Meal & Lodge: Auto-calculated driver meal and lodging allowance converted into your company's Cost Currency.

   • No. of Day: Enter or select the total number of service days the vehicle is chartered for.

   • Other / Other Fee: Enter any additional vehicle expenses such as highway tolls, parking fees, or border permit charges.

   • Usage Hours: Specify the included standard daily operational hours (e.g., "10 Hours / Day").

   • Extra Hours Fee: Enter the hourly surcharge rate for overtime vehicle usage.

   • Luggage Compartment: Specify the luggage storage specifications (e.g., "Under-floor Luggage Bay" or "Rear Cargo Area").

   • Permit: State transport licensing compliance details (e.g., "Commercial Tourism Vehicle Permit Valid").

   • Insurance: Specify passenger transit insurance coverage details (e.g., "Includes Full Passenger Transit Insurance").

   • Bottled Water: Indicate complimentary onboard water provision (e.g., "1 Bottle per pax / day included").

   • Highlight: Enter key transportation comfort highlights for client proposals (e.g., "Leather Reclining Seats & Onboard Wi-Fi").

   • Remarks: Enter internal driver contact notes, pickup instructions, or overtime terms.

   • Total Fee: Auto-calculated aggregate vehicle charter and operational expense for the entire group.

   • Driver Tipping Per Pax: Auto-calculated per-person breakdown of driver tipping costs.

   • Driver Meal and Lodge: Auto-calculated per-person breakdown of driver lodging and meal allowances split across pax tiers.

3. Tour Guide Tab:

   • Input Guide English/Local Name, Language, Permit/Licence, Guiding Service Type, Service Fee, Tipping per day/pax, Meal & Lodge, Usage Hours, Extra Hours Fee, and No. of Days.

   • Column Visibility: Check or uncheck column titles (English Name, Local Name, Language, Permit/Licence, Guiding, Usage Hours, Extra Hours Fee, Highlight, Remarks) to customize your costing grid display based on operational preference.

   • Code: Automatically transferred from the main Tour Package setup, representing the pax tier codes (NOP A through NOP O for up to 15 group size combinations).

   • No of Pax: Automatically synced from the Tour Package module showing the guest count for each tier column.

   • NOS / Note: Automatically synced from the Tour Package module indicating vehicle seats or operational notes for that pax group tier.

   • Country: Select or enter the destination country where the tour guide service is provided (e.g., "Malaysia").

   • Location: Enter the specific city or guiding territory (e.g., "Penang & Kedah Guiding Zone").

   • Company Name: Enter the tour guide agency, association, or supplier name (e.g., "Penang Tourist Guide Association").

   • Service Name: Enter the title or description of the guiding service (e.g., "Licensed English Tour Guide Service").

   • English Name: Enter the official English name of the assigned tour guide (e.g., "David Lee").

   • Local Name: Enter the native or local language name of the tour guide (e.g., "李大卫").

   • Language: Select or specify the guiding language spoken (e.g., "English", "Mandarin", or "Cantonese").

   • Permit/Licence: Enter the guide's official tourism license or registration number (e.g., "MOTAC License No. TG-12345").

   • Guiding / Service Type: Select the guiding service arrangement (e.g., "Full Day Guiding", "Half Day City Tour", or "Overnight Escort").

   • Currency: Select the contracting currency charged for the tour guide service (e.g., "MYR" or "USD").

   • Service Fee: Enter the net contract daily or flat fee for the tour guide in the supplier currency.

   • Tipping per day / per pax: Enter the mandatory daily guide tip rate per passenger (e.g., "USD 3 per pax / per day").

   • Meal & Lodge: Enter the fixed daily allowance for the guide's meals and accommodation during overnight tours outside their home base.

   • Conversion Rate: Displays the active market exchange rate used to convert supplier currency into your company's base costing currency.

   • Fix Rate: Enter a manual fixed exchange rate if the Fix Rate toggle is selected to lock in guide service costs.

   • Cost Currency: Displays your company's base costing currency (e.g., "MYR").

   • Converted Service Fee: Auto-calculated tour guide base fee converted into your company's Cost Currency.

   • Converted Tipping per day / per pax: Auto-calculated guide tipping rate converted into your company's Cost Currency.

   • Converted Driver Meal & Lodge (Guide Allowance): Auto-calculated guide meal and lodging allowance converted into your company's Cost Currency.

   • No. of Day: Enter or select the total number of days the tour guide is engaged.

   • Other / Other Fee: Enter any additional guide expenses such as out-of-station allowance, entry permit fees, or local transportation.

   • Usage Hours: Specify the included standard daily working hours for the guide (e.g., "8 Hours / Day" or "10 Hours / Day").

   • Extra Hours Fee: Enter the hourly surcharge rate for overtime guiding services beyond standard usage hours.

   • Highlight: Enter key guide qualifications or strengths for client proposals (e.g., "Senior Licensed Heritage Guide with 10+ Years Experience").

   • Remarks: Enter internal contact notes, briefing guidelines, or special assignment instructions for the guide.

   • Total Guide Fee: Auto-calculated total daily fees and operational costs for the tour guide across the entire trip.

   • Guide Tipping per Pax: Auto-calculated per-person breakdown of tour guide tipping expenses.

   • Guide Meal & Lodge per Pax: Auto-calculated per-person breakdown of the guide's meal and lodging expenses split across passenger tiers.

4. Meal Tab:

   • Input Restaurant Name/Type, F&B Name/Type, Cuisine Type, Service Type, Complimentary Drink/Meal, Price per Pax, Min No. of Pax, Capacity, and Quantity.

   • Column Visibility: Check or uncheck column titles (F & B Type, Cuisine Type, Service Type, Complimentary Drink, Complimentary Meal, Min No of Pax, Capacity, Highlight, Remarks) to customize your costing matrix display according to your workflow needs.

   • Code: Automatically transferred from the main Tour Package setup, representing the pax tier codes (NOP A through NOP O for up to 15 group size combinations).

   • No of Pax: Automatically synced from the Tour Package module showing the guest count for each tier column.

   • NOS / Note: Automatically synced from the Tour Package module indicating vehicle seats or operational notes for that pax group tier.

   • Country: Select or enter the destination country where the dining venue or meal service is located (e.g., "Malaysia").

   • Location: Enter the specific city or dining zone (e.g., "Georgetown, Penang").

   • Restaurant Name: Enter the official dining vendor or venue title (e.g., "Ocean Green Seafood Restaurant").

   • Restaurant Type: Select or specify the restaurant category (e.g., "Fine Dining", "Local Heritage Restaurant", "Hotel Dining Hall", or "Halal Certified Eatery").

   • F & B Name: Enter the specific set menu name or meal package title (e.g., "Nyonya Specialty 8-Course Set Lunch" or "Seafood BBQ Buffet").

   • F & B Type: Select the meal category (e.g., "Breakfast", "Lunch", "Dinner", or "High Tea").

   • Cuisine Type: Specify the style of cuisine served (e.g., "Peranakan / Nyonya", "Malay Halal", "Chinese Seafood", or "International").

   • Service Type: Select the dining service format (e.g., "Table Sharing (8-10 pax/table)", "Individual Set Meal", or "Buffet Style").

   • Complimentary Drink: Indicate any complimentary beverages provided by the vendor (e.g., "Free-flow Chinese Tea / Herbal Tea" or "Complimentary Iced Lemon Tea").

   • Complimentary Meal: Specify if any complimentary meals are granted by the restaurant for tour leaders/drivers based on group size (e.g., "FOC 1 meal for Tour Leader with min 10 pax").

   • Currency: Select the contracting currency charged by the restaurant supplier (e.g., "MYR" or "USD").

   • Price per Pax: Enter the net contract rate per guest charged by the restaurant in the supplier currency.

   • Conversion Rate: Displays the active market exchange rate used to convert supplier currency into your company's base costing currency.

   • Fix Rate: Enter a manual fixed exchange rate if the Fix Rate toggle is selected to lock in meal costs against currency fluctuations.

   • Cost Currency: Displays your company's base costing currency (e.g., "MYR").

   • Converted Price Per Pax: Auto-calculated net meal cost per person converted into your company's Cost Currency.

   • Min No of Pax: Enter the restaurant's minimum group size requirement to secure the quoted set menu rate (e.g., "Minimum 10 Pax").

   • Capacity: Enter the restaurant's total seating capacity or maximum hall limit (e.g., "200 Seats").

   • Quantity: Specify the total number of meal units or set menus ordered for the group.

   • Other / Other Fee: Enter additional dining expenses such as VIP private room surcharges, corkage fees, or specialized service charges.

   • Highlight: Enter key culinary selling points for proposal displays (e.g., "Michelin Recommended Local Nyonya Flavor").

   • Remarks: Enter dietary restrictions, special requests (e.g., "No Pork No Lard", "Vegetarian Option Available"), or cancellation policies.

   • Meal Cost per Pax: Auto-calculated total cost per guest for this meal entry, accurately split across all passenger tier columns.

5. Attraction Tab:

    

   • Specify Attraction Name/Type, Child/Senior Age, Activity Name/Type, Capacity, Season Date/Name/Type, Visitor Type, Ticket Type, Price per Pax, and Quantity.

   • Column Visibility: Check or uncheck column titles (Attraction Type, Child Age, Senior Age, Activity Type, Capacity, Highlight, Remarks) to customize your costing grid display according to operational preference.

   • Code: Automatically transferred from the main Tour Package setup, representing the pax tier codes (NOP A through NOP O for up to 15 group size combinations).

   •  

   • No of Pax: Automatically synced from the Tour Package module showing the guest count for each tier column.

   • NOS / Note: Automatically synced from the Tour Package module indicating vehicle seats or operational notes for that pax group tier.

   • Country: Select or enter the destination country where the attraction or landmark is located (e.g., "Malaysia").

   • Location: Enter the specific city or site location (e.g., "Georgetown, Penang").

   • Attraction Name: Enter the official name of the sightseeing spot or park (e.g., "Penang Hill Funicular Railway & The Habitat").

   • Attraction Type: Select or specify the attraction category (e.g., "Theme Park", "Historical Landmark", "Nature Reserve", or "Museum").

   • Child Age: Specify the valid age range qualifying for child ticket pricing (e.g., "Ages 3 - 11").

   • Senior Age: Specify the minimum qualifying age for senior citizen ticket rates (e.g., "Ages 60 and above").

   • Activity Name: Enter the specific tour activity or experience title (e.g., "Funicular Railway Return Ride + Canopy Walk").

   • Activity Type: Select the nature of the experience (e.g., "Sightseeing", "Guided Nature Walk", or "Adventure Activity").

   • Capacity: Enter maximum group capacity limits or hourly entry slot caps for the venue (e.g., "50 Pax / Time Slot").

   • Season Date: Select the visit date. If matched with Admin > Library > Preset Costing, seasonal surcharges automatically apply.

   • Season Name: Auto-populated from preset costing when the visit date hits a seasonal peak rule (e.g., "Public Holiday Surcharge").

   • Season Type: Displays the applicable seasonal tier (e.g., "Peak Season" or "Holiday Rate").

   • Visitor Type: Select the ticket category tier based on guest residency (Local / MyKad Holder, Foreigner / International, or Senior / Student).

   • Ticket Type: Select the admission pass tier (e.g., "Standard Entrance Ticket", "Express Fast Lane Pass", or "VIP All-Access Pass").

   • Currency: Select the contracting currency charged by the attraction vendor (e.g., "MYR" or "USD").

   • Price per Pax: Enter the net contract ticket price per person in the supplier currency.

   • Conversion Rate: Displays the active market exchange rate used to convert supplier currency into your company's base costing currency.

   • Fix Rate: Enter a manual fixed exchange rate if the Fix Rate toggle is selected to lock in ticket costs against exchange fluctuations.

   • Cost Currency: Displays your company's base costing currency (e.g., "MYR").

   • Converted Price Per Pax: Auto-calculated net ticket fee per person converted into your company's Cost Currency.

   • Quantity: Specify the total number of admission tickets purchased for the group.

   • Other / Other Fee: Enter any mandatory venue expenses such as local camera permits, mandatory local guide fees, or conservation levies.

   • Highlight: Enter key attraction highlights or selling points for proposal displays (e.g., "UNESCO Biosphere Reserve with Panoramic Views").

   • Remarks: Enter venue booking rules, photo/dress code guidelines, or ticket cancellation policies.

   • Attraction Cost per Pax: Auto-calculated total cost per guest for this attraction entry, accurately split across all passenger tier columns.

6. Event Tab:

   • Input Event Name, Function Name/Type, Capacity, Price per Pax, Min No. of Pax, and Quantity.

   • Column Visibility: Check or uncheck column titles (Function Type, Capacity, Min No of Pax, Quantity, Highlight, Remarks) to customize your costing grid display according to your active management focus.

   • Code: Automatically transferred from the main Tour Package setup, representing the pax tier codes (NOP A through NOP O for up to 15 group size combinations).

   • No of Pax: Automatically synced from the Tour Package module showing the guest count for each tier column.

   • NOS / Note: Automatically synced from the Tour Package module indicating vehicle seats or operational notes for that pax group tier.

   • Country: Select or enter the destination country where the event or function is held (e.g., "Malaysia").

   • Location: Enter the specific city or event venue site (e.g., "Georgetown, Penang").

   • Event Name: Enter the official title of the event, performance, or ceremony (e.g., "Gala Dinner & Cultural Cultural Night" or "Annual Corporate Team Building").

   • Function Name: Enter the specific session, hall, or function room title (e.g., "Grand Ballroom Setup" or "Outdoor Beach Party Session").

   • Function Type: Select or specify the event function category (e.g., "Gala Dinner", "Welcome Reception", "Team Building Activity", "Cultural Performance", or "Meeting / Conference").

   • Capacity: Enter the maximum seating or standing capacity cap for the event venue (e.g., "300 Pax Capacity").

   • Currency: Select the contracting currency charged by the event vendor or venue organizer (e.g., "MYR" or "USD").

   • Price per Pax: Enter the net contract event fee per person in the supplier currency.

   • Conversion Rate: Displays the active market exchange rate used to convert supplier currency into your company's base costing currency.

   • Fix Rate: Enter a manual fixed exchange rate if the Fix Rate toggle is selected to lock in event costs against exchange rate fluctuations.

   • Cost Currency: Displays your company's base costing currency (e.g., "MYR").

   • Converted Price Per Pax: Auto-calculated net event cost per person converted into your company's Cost Currency.

   • Min No of Pax: Enter the event vendor's minimum required passenger count to secure the quoted rate (e.g., "Minimum 20 Pax").

   • Quantity: Specify the total number of event packages, tickets, or units reserved for the group.

   • Other / Other Fee: Enter additional event expenses such as sound & AV system rentals, LED screen fees, emcee/performer honorariums, or stage setup charges.

   • Highlight: Enter key event selling points or program features for proposal displays (e.g., "Exclusive Private Ballroom with Cultural Dance Show").

   • Remarks: Enter venue rules, setup schedules, dress code guidelines, or vendor cancellation terms.

   • Event Cost per Pax: Auto-calculated total event cost per guest, accurately split across all passenger tier columns.

7. Other Tab:

   • Enter Company Name, Business Type, Item Name/Type, Capacity, Price per Pax, Min No. of Pax, and Quantity.

   • Column Visibility: Check or uncheck column titles (Business Type, Item Type, Capacity, Min No of Pax, Highlight, Remarks) to customize your costing grid display according to operational preference.

   • Code: Automatically transferred from the main Tour Package setup, representing the pax tier codes (NOP A through NOP O for up to 15 group size combinations).

   • No of Pax: Automatically synced from the Tour Package module showing the guest count for each tier column.

   • NOS / Note: Automatically synced from the Tour Package module indicating vehicle seats or operational notes for that pax group tier.

   • Country: Select or enter the destination country where the service or item is provided (e.g., "Malaysia").

   • Location: Enter the specific city or location (e.g., "Georgetown, Penang").

   • Company Name: Enter the vendor, agency, or service provider name (e.g., "Chubb Travel Insurance" or "Penang Ferry Operator").

   • Business Type: Select or specify the business vendor category (e.g., "Insurance Provider", "Visa Agency", "Equipment Rental Supplier", or "Logistics Provider").

   • Item Name: Enter the descriptive title of the miscellaneous item or service (e.g., "Comprehensive Group Travel Insurance", "Tourist Visa Application Fee", or "Portable Wi-Fi Device Rental").

   • Item Type: Select the category classification of the item (e.g., "Insurance", "Visa Surcharge", "Equipment Rental", "Boat Charter Fee", or "Porterage / Gratuity").

   • Capacity: Enter maximum capacity, usage limits, or passenger caps for the item if applicable (e.g., "5 Wi-Fi Routers for 20 Pax").

   • Currency: Select the contracting currency charged by the supplier (e.g., "MYR" or "USD").

   • Price per Pax: Enter the net contract price per passenger in the supplier currency.

   • Conversion Rate: Displays the active market exchange rate used to convert supplier currency into your company's base costing currency.

   • Fix Rate: Enter a manual fixed exchange rate if the Fix Rate toggle is selected to lock in miscellaneous costs against exchange rate fluctuations.

   • Cost Currency: Displays your company's base costing currency (e.g., "MYR").

   • Converted Price Per Pax: Auto-calculated net cost per person converted into your company's Cost Currency.

   • Min No of Pax: Enter the vendor's minimum required passenger count to secure the quoted rate (e.g., "Minimum 10 Pax").

   • Quantity: Specify the total number of units, passes, or items purchased for the group.

   • Other / Other Fee: Enter additional ancillary charges such as processing surcharges, handling fees, or courier costs.

   • Highlight: Enter key selling points or inclusion highlights for proposal displays (e.g., "Includes Medical Evacuation & Covid Coverage").

   • Remarks: Enter internal operation notes, document requirements, or supplier terms.

Review Details & Summary Tables

1. Details Table:

   • Review auto-calculated totals for each NOP tier (NOP A–O): NOP, Real NOP (auto-calculated count excluding tour leader), Total No. of Pax (auto-calculated count including tour leader), NOS / Note, and individual category totals (Accommodation, Transfer, Tour Guide, TG & Driver Acc + Meal, Meal, Attraction, Event, Other, Unexpected Cost, and Management Fee).

   • Total Tour Cost: Auto-sums all category expenses.

   • Base Cost per Pax: Auto-calculated as $\text{Total Tour Cost} \div \text{Real NOP}$.

   • Code: Automatically transferred from the main Tour Package setup (NOP A through NOP O).

   • No of Pax: Automatically synced from the main Tour Package module.

   • Real NOP: System auto-counted paying passenger number, excluding non-paying tour leaders.

   • Total No. of Pax: System auto-counted total passenger count, including tour leaders.

   • NOS / Note: Automatically synced from the Tour Package module indicating vehicle seats or operational notes.

   • Accommodation: Auto-aggregated total hotel accommodation cost for that tier.

   • Transfer: Auto-aggregated total ground transport and vehicle charter cost.

   • Tour Guide: Auto-aggregated total tour guide service fee.

   • TG & Driver Acc + Meal: Auto-aggregated total meal and lodging allowances for the driver and tour guide.

   • Meal: Auto-aggregated total dining and restaurant meal expenses.

   • Attraction: Auto-aggregated total entrance ticket and sightseeing costs.

   • Event: Auto-aggregated total function, gala dinner, or special event costs.

   • Other: Auto-aggregated total miscellaneous expenses (insurance, visa, boat, equipment rentals).

   • Unexpected Cost: Enter a contingency cost buffer (e.g., "3% to 5% emergency operational reserve") to absorb unforeseen expense fluctuations.

   • Management Fee: Enter internal agency administrative overhead or service charges (e.g., "Fixed RM 50 handling fee per pax").

   • Total Tour Cost: Auto-calculated total net cost adding all components together ($\text{Accommodation} + \text{Transfer} + \text{Tour Guide} + (\text{TG \& Driver Acc + Meal}) + \text{Meal} + \text{Attraction} + \text{Event} + \text{Other} + \text{Unexpected Cost} + \text{Management Fee}$).

   • Base Cost per Pax: Auto-calculated net cost per paying guest using the formula: $\text{Total Tour Cost} \div \text{Real NOP}$.

2. Summary Table & Margin Calculations:

   • Review Code (NOP A–O) and Base Cost per Pax.

   • Base Single Surcharge & Base Tipping: Review base per-pax surcharges and tipping.

   • Cost Profit (%): Default rate imported from Admin > Setting > General (editable).

   • Enter manual profit overrides if needed: Cost Profit (Value), Single Cost Profit (Value), and Tipping Cost Profit (Value).

   • Cost Profit Amount: Auto-calculated as $(\text{Base Cost per Pax} \times \text{Cost Profit (\%)} ) + \text{Cost Profit (Value)}$.

   • Selling Cost per Pax: Auto-calculated as $\text{Base Cost per Pax} + \text{Cost Profit Amount}$.

   • Selling Single Surcharge: Auto-calculated as $\text{Base Single Surcharge} + ( (\text{Base Single Surcharge} \times \text{Cost Profit (\%)} ) + \text{Single Cost Profit (Value)} )$.

   • Selling Tipping: Auto-calculated as $\text{Base Tipping} + ( (\text{Base Tipping} \times \text{Cost Profit (\%)} ) + \text{Tipping Cost Profit (Value)} )$.

   • Code: Automatically transferred from the main Tour Package setup, representing the pax tier codes (NOP A through NOP O for up to 15 group size combinations).

   • Base Cost per Pax: Transferred automatically from the Details Table below, calculated as $\text{Total Tour Cost} \div \text{Real NOP}$.

   • Base Single Surcharge: Displays the raw single room supplement cost per pax calculated from the Accommodation tab.

   • Base Tipping: Displays the total raw per-pax tipping cost combining Tour Guide and Driver tips.

   • Cost Profit (%): Automatically transferred from Admin > Setting > General (default profit percentage), adjustable here if needed.

   • Cost Profit (Value): Enter an optional fixed dollar/currency markup amount to add directly to the base tour cost per pax.

   • Single Cost Profit (Value): Enter an optional fixed dollar/currency markup amount to add directly to the single room supplement.

   • Tipping Cost Profit (Value): Enter an optional fixed dollar/currency markup amount to add directly to tipping fees.

   • Cost Profit Amount: Auto-calculated profit value using the formula: $(\text{Base Cost per Pax} \times \text{Cost Profit \%}) + \text{Cost Profit (Value)}$.

   • Selling Cost per Pax: Auto-calculated final retail selling price per guest using the formula: $\text{Base Cost per Pax} + \text{Cost Profit Amount}$.

   • Selling Single Surcharge: Auto-calculated final retail single room supplement using the formula: $\text{Base Single Surcharge} + ((\text{Base Single Surcharge} \times \text{Cost Profit \%}) + \text{Single Cost Profit (Value)})$.

   • Selling Tipping: Auto-calculated final retail tipping fee per guest using the formula: $\text{Base Tipping} + ((\text{Base Tipping} \times \text{Cost Profit \%}) + \text{Tipping Cost Profit (Value)})$.

   • View Cost Breakdown: Click this button to preview and download the official, comprehensive Cost Breakdown Report in PDF format for audit or executive review.

3. Click View Cost Breakdown to review and download the detailed costing analysis in PDF format.

4. Click Add Tour Package Costing to save and create your costing entry.

Expected Result

Your new Tour Package Costing sheet will be successfully saved. Base costs, supplier breakdowns, passenger tiers (NOP A–O), profit margins, and selling prices will be recorded and ready to link with quotations, booking engines, and PDF exports.

Important Notes

• Auto-Transferred Metadata: Key itinerary properties transfer automatically from the master Tour Package to ensure consistency across system modules.

• Pax Tier Slots (NOP A–O): Supports up to 15 customizable group size combinations (NOP A through NOP O) to tier pricing for varying vehicle sizes or group limits.

• Tour Leader Calculations: Real NOP excludes tour leaders from passenger-shared cost divisions, while Total No. of Pax includes tour leaders for total booking counts.

• Preset Costing Integration: Accommodation seasonal rates auto-populate from Admin > Library > Preset Costing when matching season dates are selected.

• Exchange Rates: System conversion rates update automatically, but toggling Use Fix Rate locks in a manual rate for cost stability.

Common Mistakes

• Leaving mandatory fields incomplete, preventing the Complete All Field check from passing.

• Incorrectly setting Tour Leader Requirement or confusing Real NOP with Total No. of Pax, which distorts the Base Cost per Pax equation.

• Forgetting to toggle Use Fix Rate when foreign supplier rates need to be manually locked.

• Overlooking default margin percentages imported from Admin > Setting > General before finalizing selling prices.

Different Angles: Same Stories, Same Content, New Perspective

• How do I calculate per-pax selling prices and profit margins for a tour package in UrbanSoft?

• How are supplier cost categories (hotel, transfer, guide, meal) aggregated across group size tiers (NOP A–O)?