Orbis Web · Groups

Key concepts

What the Groups module is

Groups brings together in a single record everything the agency sells and buys for a group trip: each customer's bookings, the services contracted from suppliers and the reports you need to keep track of seats, passengers, profit and tax.

Each group has its own code (for example, G/000042/0000/26), a number of seats and service dates. Within the group, each booking is a sale to a customer (with its passengers, collections and invoices) and each service is something bought from a supplier (coach, hotel, insurance…), with its cost and its supplier invoice.

Concept	What it is	Where you see it
Group	The trip: reference, destination, dates, seats, tax regime and totals.	Group list and group record.
Booking	The sale to a customer within the group, with its seats, passengers, collections and invoices.	Bookings tab of the record.
Service	A purchase from a supplier for the group, with amount, cost, locator and invoice received.	Services tab of the record.
Report	A list or Excel file generated from the group's data (seats, passengers, rooming list, profit…).	Actions menu of the record.

Still preparing the quote?Before opening the group you can prepare the offer in Group budgets. See the Group budgets manual.

ImportantThe group totals are calculated automaticallyTotal Amount, Occupied Places, Free Places and Active Reservations are recalculated from the bookings and services. Don't look for a way to edit them: change the relevant booking or service instead.

Common procedure

The 5 steps for working with a group

Open the listGo to Management › Groups. You will see the List of Groups with the filters applied.

Find the groupUse Filters or type in Filter… under the Group or Reference column.

Open the recordClick the pencil (Edit) or the eye (Consult) on the row.

Work tab by tabAdd bookings in Bookings and what you buy from suppliers in Services.

Run the reportsOpen Actions, at the top of the record, and choose the report you need.

Find your module

What do you want to do?

Group listFind a group and open itColumns, export and the actions on each row. FiltersSee only the groups I needBy dates, reference, product, status or invoicing. Group recordReview or change the trip detailsTotals, tabs and main details. BookingsSee and add the group's salesNew bookings, invoiced, cancelled, email and SMS to passengers. Booking recordManage a specific bookingPassengers, collections, invoices, vouchers and contract. ServicesRecord what I buy from suppliersNew services, services from PNR, vouchers and invoice receipt. Service recordFill in cost, locator and invoiceService details and supplier invoice details. ReportsGet the rooming list, passengers or profitEvery report in the Actions menu. Tax SummarySee the group's tax by regimeTax bases and tax in an exportable window. Other actionsClose, cancel or duplicate a groupGroup status, seats, duplicates and documents.

Module

Group list

What it is for

Shows every group that matches the filters applied, with its code, reference, dates, seats and amount, and gives access to each group's record.

When to use it

To find a group, create a new one, export the list to Excel or PDF, or run the List of Groups report on what you have filtered.

Orbis Web › Management › Groups

Orbis Web v5.07List of Groups25/10/2026SAMPLE AGENCYUser configuration

Actions Filters 1

Filters applied: ( Page 1 of 18 ) · From Opening Date: 01/01/2026 · Documentation: All · Invoiced: All · Group ready to invoice: All · Open

Id	Group 3	Reference	Date in	Date out	Paxes	Occupied Places	Free Places	Amount
1201	G/000044/0000/26	ASTURIAS TOUR - SAMPLE	12/05/2027	17/05/2027	50	0	50	0,00€	4
1200	G/000043/0000/26	COSTA BRAVA GETAWAY - SAMPLE	05/12/2026	08/12/2026	55	12	43	4.680,00€
1199	G/000042/0000/26	ANDALUSIA TOUR - SAMPLE	14/04/2027	19/04/2027	53	51	2	36.480,00€

From 1 to 10 of 178 results. - (Page 1 of 18) (filtered on 1,116 records)

Task: find a group and open its record. Only some of the available columns are shown. Recreation of the screen with sample data.

Step by step

Check the Filters applied under the bar and, if needed, change them from Filters (see List filters). The funnel with the cross (Reset Filters) restores the default values.
Click + (New) to create a new group. Use Show/Hide Columns to choose the columns, and Export to Excel or Export to PDF to download what you are looking at.
Type in Filter… under Group or Reference to search within the list; the arrows in the header sort the column.
On the group's row, click the pencil (Edit) to work on the record, the eye (Consult) to view it without changing anything, or Double to create another group based on this one.

Option in the list's Actions menu	What it does
List of Groups	Generates the report with the groups that match the filters applied.
Close All Listed Groups	Closes in one go every group shown in the list with the current filters.
Help	Opens the help for the screen.

AttentionClose All Listed Groups affects the whole listNot just the page you are looking at: it applies to every group that matches the filters. Before using it, check the Filters applied and the number of results.

Module

List filters

What it is for

Narrows the list to the groups that meet certain conditions: dates, reference, product, status, documentation or invoicing.

When to use it

To prepare a month-end close, see the groups still to be invoiced, look for a passenger or a locator, or review the groups departing on a given date.

Orbis Web › Management › Groups › Filters

Orbis Web v5.07List of Groups25/10/2026SAMPLE AGENCYUser configuration

Filters

From Group

Up to Group

From Opening Date 101/01/2026

Until Opening Date

From Date Services Start

Until Date Services Start

Reference

Branches

Type of Trip

Product Type

Department

Web Locator

Service Locator

Ticket

Passenger Service 2

DocumentationAll

Invoiced 3No

Group ready to invoiceAll

Open 4

Closed

Cancelled

Groups of Other Branches

Reset FiltersFilter 5

Task: see the open groups since 1 January that have not been invoiced yet. Recreation of the screen with sample data.

Step by step

Click Filters in the top bar and narrow the dates with From / Until Opening Date or From / Until Date Services Start.
If you are looking for something specific, fill in Reference, Web Locator, Service Locator, Ticket or Passenger Service.
Choose Documentation, Invoiced or Group ready to invoice (All, Yes or No; for Documentation, Delivered or Not Delivered).
Tick the statuses you want to see: Open, Closed, Cancelled and, if you work with several offices, Groups of Other Branches.
Click Filter. Reset Filters restores the default values.

Filter	What it filters
From Group / Up to Group	A range of group codes.
Opening Date	The date the group was created.
Date Services Start	The trip's departure date (Date in).
Branches, Type of Trip, Product Type, Department	Multiple selection: tick one or more values (or Select all).
Web Locator, Service Locator, Ticket, Passenger Service	Finds the group from a detail of its bookings or services.
Documentation, Invoiced, Group ready to invoice	All, or only those that meet (or do not meet) that condition.
Open, Closed, Cancelled	Group status. By default only open groups are shown.

Save the filters you use oftenThe funnel button with the arrow, next to Filters, has Save filter and the list Filters saved in this browser. They are stored in the browser you are using, not in your user: they will not appear on another computer.

Module

Group record

What it is for

Brings together the trip details (reference, dates, destination, seats, tax) and the group totals, and gives access to its tabs: Bookings, Services, Passengers and the rest.

When to use it

When you open a new group, when you change dates or seats, and whenever you need to see at a glance how much has been sold and how many seats are left.

Orbis Web › Management › Groups › 1199

Orbis Web v5.07Groups119925/10/2026SAMPLE AGENCYUser configuration

1 Actions 2

GroupG/000042/0000/26

Opening Date17/04/2026

Total Amount 336.480,00 €

Change1.000000

Exchange Value36.480,00 €

Active Reservations31

Cancelled Reservations0

Occupied Places51

Free Places2

MainBookingsServicesPassengersProspecting ExpensesNotesItinerarySupplements / CollectionGeneral Information4

Reference 5ANDALUSIA TOUR - SAMPLE

Service Start Date14/04/2027

End of Service Date19/04/2027

Type of TripVarios

Department

ProductPRODUCTO GRUPOS

DestinationANDALUSIA

Paxes53

Price per Seat0,00 €

Reserve Tax10%

Regime taxEspecial

Equalize service regime

Benefit TaxSubject to tax

It is a Combined Trip

Group ready to invoice

Task: review a group's details. The top part of the Main tab is shown. Recreation of the screen with sample data.

Step by step

Click the pencil (Edit group header) to be able to change the data in the Main tab.
The × is Exit without saving changes. Actions opens the group's reports and actions (see Group reports).
Check the totals in the grey strip: Total Amount, Active Reservations, Occupied Places and Free Places. They are calculated automatically.
Switch tabs to work with Bookings, Services, Passengers, Itinerary and the rest.
In Main, fill in at least the yellow (mandatory) fields: Reference, the service dates and Paxes, and check the tax regime.

Tab	What it contains
Main	Trip details: reference, dates, type of trip, product, destination, seats, tax, projects, guides, description and notes.
Bookings	The group's sales to customers. See Bookings tab.
Services	Purchases from suppliers. See Services tab.
Passengers	Every passenger in the group, from all bookings.
Prospecting Expenses	Costs of preparing the trip.
Notes, Itinerary, Supplements / Collection, General Information	Trip information for the team and for the reports (for example, the pickup points).

Field in Main	What it does
Reserve Tax	Tax percentage for the bookings. The M button next to it opens Reason for Exemption Reserve Tax.
Regime tax	The group's tax regime (for example, Especial). Equalize service regime applies the same regime to the services.
Benefit Tax	Tax exempt, Subject to tax or ISP.
It is a Combined Trip	Marks the group as a package trip.
Group ready to invoice	Shows that the group can be invoiced; you can filter the list by it.

Module

Bookings tab

What it is for

Lists every booking in the group with its customer, amount, amount charged, outstanding balance, invoice and seats, and lets you create them, open them and contact the passengers.

When to use it

Whenever a customer signs up for the trip, to keep track of outstanding collections and to send an email or SMS to every passenger in the group.

Orbis Web › Management › Groups › 1199 › Bookings

MainBookingsServicesPassengersProspecting ExpensesNotesItinerarySupplements / CollectionGeneral Information

See Invoiced See Cancelled 1 2 3

Id	Nº	Booking	Client	Amount	Charged	Outstanding Balance	Paxes
5038	1	01/001661/0000/26	SAMPLE CUSTOMER ONE	1.410,00€	0,00€	1.410,00€	2	4 5
5039	2	01/001662/0000/26	SAMPLE CUSTOMER TWO	705,00€	705,00€	0,00€	1

From 1 to 10 of 31 results. - (Page 1 of 4)

Task: review a group's bookings and open one. Only some columns are shown. Recreation of the screen with sample data.

Step by step

Use the See Invoiced and See Cancelled switches to show or hide bookings that have already been invoiced or cancelled.
With the buttons in the middle you can Generate reservations and passengers from an Excel file, Send email to group passengers or Send SMS to group passengers.
Click + (New) to create a new booking in the group. On the right are Show/Hide Columns, Export to Excel and Export to PDF.
On the row, the pencil (Edit) opens the booking so you can change it, and the eye (Consult) opens it read-only (see Booking record).
The three-dot menu contains Double, Match the reservation pickup point for all passengers, Do Not Allow Editing and Do not allow invoicing.

Bar button	What it does
Automatic Invoicing	Invoices the group's bookings automatically.
Copy Invoices	Produces a copy of the bookings' invoices.
Generate reservations and passengers from an Excel file	Creates the bookings and their passengers from an Excel sheet.
Send email / Send SMS to group passengers	Sends the same message to every passenger in the group.
Do Not Allow Editing / Do not allow invoicing	Locks the booking so that it cannot be changed or invoiced. This shows in the Allow Edit and Allow Invoicing columns.

More columns availableWith Show/Hide Columns you can add, among others, NIF, Subaccount, Opening Date, Discount, Invoice Date, Closed, Cancelled, Collection, Hour, Web Locator, Mobile Phone and Doc. Delivered.

Module

Booking record

What it is for

Shows everything about a booking in one window: customer, seats, price, discounts, rooms, pickup, and its passengers, collections, invoices and delivery notes.

When to use it

To add passengers, record a collection, invoice, or issue the voucher or the package travel contract for a customer in the group.

Orbis Web › Groups › 1199 › Consult Bookings

Task: review a booking in the group and its main details. Some fields have been left out. Recreation of the screen with sample data.

Step by step

Use the arrows in the bar to move to the previous or next booking in the group without closing the window (the counter shows the position, for example 1/31).
Open Actions to invoice, issue the voucher, the contract or the other options. The × is Exit without saving changes.
Switch tabs to see the booking's Passengers, Collections, Invoices, Delivery notes and Notes.
In Main, enter the Client (the customer who pays) and what is issued to them in Issue (for example, Invoice).
Fill in Paxes and Price per Seat; the amount is calculated from them and from any discount you enter.
Enter the rooms (Individuals, Double, Triples, Quadruples, Shared) and the Collection Point.

Option in the booking's Actions	What it does
Open / Close / Cancel / Undo Reservation	Changes the booking's status.
Duplicate Reservation	Creates an identical booking in the group.
Reservation List	Report with the booking's details.
Service Status and Proforma Invoice	Shows the status of the booking's services and the proforma invoice.
Issue Voucher	Generates the voucher for the customer.
SMS	Sends an SMS to the booking's customer.
Combined Travel Contract	Generates the package travel contract.
Release of liability for travel insurance rejection	Document for the customer to sign if they decline travel insurance.
Invoice	Invoices the booking.
See Accounting Entry	Shows the booking's accounting entry.
Currency, Change Agent No, Document Manager, Help	As in the group (see Other group actions), applied to the booking.

ImportantSome options only appear in edit modeIf you open the booking with the eye (Consult), the options that change data (open, close, cancel, invoice, issue voucher…) do not appear in Actions. Open it with the pencil (Edit).

Module

Services tab

What it is for

Lists what the agency buys from suppliers for the group (coach, hotel, insurance…), with its amount, cost, cancellation fees, invoice received and locator.

When to use it

When you contract each service for the trip, when you issue the vouchers for the suppliers and when their invoices arrive.

Orbis Web › Management › Groups › 1199 › Services

MainBookingsServicesPassengersProspecting ExpensesNotesItinerarySupplements / CollectionGeneral Information

Show only general services that are not linked to a reservation See Cancelled 1

2 P+ 3

Id	N	Supplier ID	Supplier	Amount	Cancellation Fees	Currency	Cost	Invoice Received
6104	1	197	SAMPLE INSURER	0,00€	0,00€	EUR	0,00€	-	4
6105	2	164	SAMPLE COACHES	6.050,00€	0,00€	EUR	6.050,00€	-

From 1 to 2 of 2 results. - (Page 1 of 1)

Task: review the services contracted for the group. Only some columns are shown. Recreation of the screen with sample data.

Step by step

Turn on Show only general services that are not linked to a reservation to review those services, and See Cancelled to show or hide cancelled ones.
The buttons in the middle are Issue vouchers for all services, Transfer the number of seats from the group header to each service, Receive all and Prepaid List.
Click + (New) to create a service, or P+ (New Services From PNR) to create it from an air booking. On the right, columns, Excel and PDF.
On the row, the pencil (Edit) or the eye (Consult) opens the service record (see Service record).

Button	What it does
Issue vouchers for all services	Generates the vouchers for all of the group's services in one go.
Transfer the number of seats from the group header to each service	Copies the Paxes in the Main tab to the Nº Pax field of each service.
Receive all	Marks the invoices for the group's services as received.
Prepaid List	Report of the prepayments made to suppliers.
New Services From PNR	Creates the services from the PNR (the booking in the airline reservation system).

More columns availableWith Show/Hide Columns you can add Company Name, Invoice Amount, Amount paid, Penalty, Invoice Date, Locator, Ticket, Confirmed, Canceled, Regime tax, Date in, Date out, Passenger, Destination, Bonds Issued and others.

Module

Service record

What it is for

Holds the details of a group service: supplier, dates, passengers, amount and expected cost, locator, confirmation and the details of the supplier's invoice.

When to use it

When you add a service, when the supplier confirms it and when their invoice arrives.

Orbis Web › Groups › 1199 › Consult Services

Task: review a group service. The payment fields and accounting dates have been left out. Recreation of the screen with sample data.

Step by step

Move through the services with First Service, Previous Service, Next Service and Last Service. Next to them are Detailed Information and SES Form.
Actions contains Issue Voucher, Issue Prepaid, Detailed Information and Double. The × is Exit without saving changes.
Enter the Service Start Date and End of Service Date; the days are calculated automatically.
Choose the Code and Supplier, the Product Type and the Regime tax.
Enter the Amount and the Expected Cost, and the Locator if the supplier has given you one.
When the supplier confirms, tick Confirmed. When their invoice arrives, tick Invoice Received and fill in Supplier Invoice Number, Invoice Amount and Supplier Invoice Date.

Group of fields	Fields
Service	Nº Pax, dates, days, Code, Supplier, Product, Product Type, Regime tax, Destination, Description and Notes.
Amounts	Amount, Expected Cost, UATP.
Ticketing	Locator, Ticketing Type, Ticket, Issue Date.
Confirmation and vouchers	Confirmed, Confirmed by, Bonds Issued.
Supplier invoice	Invoice Received, Supplier Invoice Number, Invoice Amount, Supplier Invoice Date, Payment Date, Amount paid, Supplier Invoice Tax and % Tax.
Other	Expenses Date, Accounting Date, Registration Date, SES Type and Canceled.

Module

Group reports

What it is for

From the Actions menu at the top of the record you can produce, without leaving the group, the lists of seats, passengers and rooms, and the group's financial status.

When to use it

To send the rooming list to the hotel, give the passenger list to the guide or the coach company, or review profit and tax before closing the group.

Orbis Web › Management › Groups › 1199 › Actions

Orbis Web v5.07Groups119925/10/2026SAMPLE AGENCYUser configuration

Actions 1

Currency Group status: Bookings 2 Group status: Profit Group status: Taxes Tax Summary Group Summary Group Positions List Passenger List Rooming List Extended Rooming List Rooming List Pax Roadmap Automatically assign seats Group places diagram Duplicate Group Duplicate Extended Group Document Manager Help

Task: choose a group report in the Actions menu. With the group in edit mode, Open, Close, Cancel and Uncancel Group and Change Agent No also appear. Recreation of the screen with sample data.

Step by step

With the group record open, click Actions in the top bar.
Choose the report. Lists open in a new browser tab in the report viewer; the Group status options generate an Excel file.

Report	What it shows	How you get it
Group status: Bookings	The status of the group's bookings.	Excel.
Group status: Profit	The group's sales, costs and profit.	Excel.
Group status: Taxes	Breakdown of the group's tax.	Excel.
Tax Summary	Amount, tax base and tax by origin and regime.	Window in the record itself (see Tax Summary).
Group Summary	The group header (destination, seats, rooms, occupied and free, Date in and Date out), services by supplier with invoice, prepayments and difference, and bookings by customer with gross, discount, net and outstanding amounts.	Report viewer.
Group Positions List	Each seat in the group with its passenger, NIF/NIE, phone and pickup point and time, plus total, occupied and free seats.	Report viewer.
Passenger List	Group summary and the list of passengers.	Report viewer.
Rooming List	Group summary and the allocation of passengers to rooms, to send to the accommodation.	Report viewer.
Extended Rooming List / Rooming List Pax	Versions of the rooming list with more details for each room or each passenger.	Depends on the report.
Roadmap	The trip's route sheet.	Report viewer.

Orbis Web › Group Summary List

PrintSaveSend by EmailTDC MailWhatsApp 1 Page 1 of 2100%Simple Page 2

Group Summary List · G/000042/0000/26

DestinationANDALUSIA

Seats53

Occupied51

Free2

Date in / Date out14/4/2027 · 19/4/2027

Nº	Supplier	Amount	Prepayments	Difference	Cur.
1	SAMPLE INSURER	0.00	0.00	0.00	EUR
2	SAMPLE COACHES	6,050.00	0.00	6,050.00	EUR
	TOTAL SERVICES (EUR)	6,050.00	0.00	6,050.00	EUR

Task: print, save or send a group report. The services block of the Group Summary is shown. Recreation of the screen with sample data.

Step by step

In the viewer's bar, choose what to do with the report: Print, Save (save it as a file), Send by Email, TDC Mail or WhatsApp.
Move through the pages with the Page counter, adjust the zoom (100%) or switch to Simple Page.

Common mistakeI click the report and nothing happensLists open in a new tab. If the browser blocks pop-ups, allow Orbis Web's pop-ups from the notice in the address bar and click the report again.

Module

Tax Summary

What it is for

Shows, without leaving the record, the group's tax grouped by origin and regime, with its tax base and the total.

When to use it

Before invoicing or closing the group, to check that the tax regime of the bookings and services is correct.

Orbis Web › Groups › 1199 › Tax Summary

Taxes G/000042/0000/26 ×

Origin 1	Regime	Amount	% Tax	Taxable Base	Tax
Bookings	General	1.410,00€	10	1.281,82€	128,18€
Services	General	605,00€	10	550,00€	55,00€
TOTAL		2.015,00€		1.831,82€	183,18€

Task: review the group's tax. Recreation of the screen with sample data.

Step by step

Open Actions › Tax Summary and review each line: Origin, Regime, Amount, % Tax, Taxable Base and Tax, and the TOTAL row.
If you need it outside Orbis Web, click Export to Excel or Export to PDF. Close with the ×.

Module

Other group actions

What it is for

The same Actions menu changes the group's status, allocates the seats, duplicates the group and stores its documents.

When to use it

When the trip is over (close), if it is called off (cancel), to repeat a trip (duplicate) or to arrange the seating on the coach.

Action	What it does
Open Group / Close Group	Switches the group between open and closed. Closed groups do not appear in the list unless you tick Closed in Filters.
Cancel Group / Uncancel Group	Cancels the group or reverses the cancellation.
Currency	Changes the group's currency.
Automatically assign seats	Allocates the group's seats to the passengers automatically.
Group places diagram	Opens the seating plan, where you can see the occupied seats and reassign or free them up.
Duplicate Group / Duplicate Extended Group	Creates a new group based on this one. The extended version copies more information from the original group.
Change Agent No	Assigns the group to another work desk.
Document Manager	Stores and lets you consult the group's documents.
Help	Opens the help for the screen.

ImportantOpen, close, cancel, change desk and assign seats need the record in edit modeIf you came in with the eye (Consult), those options do not appear or do not run. Click the pencil (Edit group header) or open the group from the list with Edit.

Good judgement

Best practices

A clear reference

In Reference, use the destination and the customer or the departure (for example, ANDALUSIA TOUR - SAMPLE): it is what you will search for later in the list and what appears on the reports.

Keep seats up to date

Adjust Paxes in Main when the capacity changes and use Transfer the number of seats… so that the services have the same number of passengers.

Supplier invoice on arrival

Tick Invoice Received and fill in its details as soon as it arrives: the Group Summary and the profit are only reliable with the actual costs.

Check before closing

Run Group status: Profit and Tax Summary before closing the group, and check that no bookings have an outstanding amount.

Before closing the group

Every booking has the right customer, seats and price.
Collections are recorded and there is no outstanding amount.
Services are confirmed and the supplier invoice has been received.
The tax regime of the bookings and services matches the group's.
You have reviewed the profit with Group status: Profit.

Support

Common issues

I can't find a group in the list.Check the Filters applied: by default only Open groups from a given opening date are shown. Tick Closed or Cancelled, widen the dates or click Reset Filters.

Columns are missing from the table.Turn them on with Show/Hide Columns. On narrow screens some columns collapse: click the arrow at the start of the row to see them.

I can't see a booking that I know exists.It may be invoiced or cancelled and hidden. Turn on See Invoiced or See Cancelled in the Bookings tab.

Close Group or Cancel Group does not appear in Actions.The record is in view mode. Click the pencil (Edit group header) or open the group with Edit from the list.

Free Places does not match what I have sold.Check the Paxes of each booking and those in the group header, and make sure no cancelled bookings are still being counted (turn on See Cancelled).

The report does not open.The browser is blocking pop-ups. Allow them for Orbis Web and click the report again.

Still not working?Contact Pipeline Software support through your agency's usual channel and give the group code (for example, G/000042/0000/26), the tab or report, and the message shown on screen.