Standard Operating Procedures. Sky Diving Aamby Valley [SAV] Booking, Revenue Control, Accounting. SOP No. A-1 Page Number 6

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1 Standard Operating Procedures SOP Title Sky Diving Aamby Valley [SAV] Booking, Revenue Control, Accounting SOP No. A-1 Page Number 6 Issuing Dept.: Finance & Accounts Effective Date 10/12/2012 Approved by: Signature: POLICY: It is the policy of Aamby Valley City Lonavala to properly account for the revenue of Sky Diving and ensure it is a profitable venture in addition to giving adequate publicity to Aamby Valley City. PROCEDURE: 1. Booking: Bookings should be allowed at AVC Reception for in-house guest and the Mumbai Aamby Desk/ROC/INS Shivaji office for walk in Guest. Booking will be done in Skydive Booking Software [Developed by In-house IT Software Cell]. Booking will not be done in IDS as this facility is not available in the IDS System. Booking rights should be with only one department. View and report right can be with other department. A] Preparations: Set up of 1 CALENDER/SCHEDULE (Online / Intranet) which can be accessed by Mumbai Office and SAV, but only changed by SAV office. Working by IT. Set up of Electronic Form to be filled by Mumbai Office (for Walk in s and VIP by SAV) and will be sent via to SAV. It is designed in the software. Contain different fields for Guest information. Set up of payment procedure (Mumbai Office). Payment fields in the Software. Like Cash, Cheque, Credit Card etc. Set up of confirmation of Payment Working by IT. Waiver uploads on Skydive Aamby Valley Website Declaration by Guest on their fitness to jump and agreeing on the terms and conditions of SAV. 1

2 Set up of ID: Created. B] VIA Phone: All customer requests (also to AVC reception) will be transferred to Mumbai Booking Office. Please follow Information / FAQ sheet given to everyone by Barbara during briefing. Requests all details of Passenger (as stated in Registration form - Waiver). Requests WEIGHT and AGE of Passenger. Requests to go through full Health and Fitness Declaration, no Scuba dive has been don 24hrs prior to Jump (as stated in Waiver). Requests contact number, all customer requests will be transferred to Mumbai Booking Office. Desired DATE of jump (no time; min 4 days after completed - paid - booking). Adds NAME / NUMBER of Office Person who took the booking. Makes the Passenger understand that booking can always be changed or cancelled due to weather or air traffic situations. Makes the Passenger understand no refund / no changing policy. Advises the Passenger to wear PROPER CLOTHING. Description of how to get to SAV. FORM TO BE FILLED OUT CURRENTLY CREATED BY IT. C] Request to SAV Directly: All Forms will be sent via to SAV directly BEFORE 16:30h daily. ( Id: skydive@aambyvalley.com). SAV checks all requests 1x per day (between 17:00 and 18:00) and assigns a BOOKING REFERENCE NUMBER, DATE and TIME of Jump. (PASSENGER HAS TO ARRIVE 1 HR PRIOR TO JUMP!). This will be marked in the Calendar in ORANGE and is valid for 48 hrs. If no booking payment confirmation arrives within 48hrs, the booking will be cancelled. SAV sends assigned BOOKING REFERENCE NUMBER, DATE AND TIME of JUMP BACK TO MUMBAI OFFICE. Mumbai Office confirms with Passengers and initiates payment process. D] Confirmation of Booking: Booking Office communicates confirmed booking to Customer. SAV expects Customer 1hr prior to assigned jump hour READY ON SITE. 2

3 Passenger will register again and sign the declaration of health and fitness ON SITE DIRECTY BEFORE BRIEFING. Booking will be changed to GREEN in the calendar once the payment is received. E] Walk-In: People who walk in to SAV can book in directly. SAV staff will give them briefing, check weight and age etc. go through health and fitness declaration and assign next possible slot. Payment can be done to AVC Accounts STAFF BASED AT SAV in cash only. Every Walk in, will also be registered fully with the same details and show in the calendar. F] VIP: There will be daily 3 Tandem Slots, on the weekend 4 Tandem Slots be kept free for VIP Skydiving. The VIP Skydives have to be approved by Management before they can be executed. There will be certain celebrities which will be jumping to promote the activity the same will be directly approved by Sh. Avinash Sahay and Sh. Rajesh Mohan only. Full Reporting will also be kept of every VIP Skydive done. 2. Payment: All Payment should be collect before the confirmation and same is handed either to Mumbai Accounts Office or Aamby Valley Accounts Office with all the details like Booking No, Name of the Person, Receipt No, and Mode of Payment etc. In case guest directly deposits the amount to our bank account then Booking Department should collect deposit slip from Guest and confirmation of Bank Credit from Aamby Valley Accounts. On that confirmation mail Booking Department should send the above booking details. The guest will be entitled to Sky Diving event only if full money is credited into the account. 3. Complimentary: With Prior approval of Respected Shri Vivek Kumarji. 4. Discount a. Between 0 to 20%: Prior Approval of Shri Vishal Vikram Sing, Shri Prateek Tandon. 3

4 b. Between 21% to 30% Prior Approval of Smt.Ashu Sood, Shri Rajesh Mohan, Shri Manish Sodhi. c. Between 31% to 100%: Prior Approval of Respected Shri Vivek Kumarji only. Copy of approval should be forward to Aamby Valley Accounts Department for their record. 5. Credit approval: All Credit Approval should be with Prior Approved of Mrs.Ashu Sood. Copy of approval should be forward to Aamby Valley Accounts Department for their record. 6. Receipt Challan : Reservation will raise Receipt challan after the booking is done in 3 copies, One to the guest, one to accounts and last with them. 7. Log Book: Log Book will be maintained from the Sky Diving Operation Team. Before the activity they will check the Receipt Challan and they will mention requisite details like Date, Booking No, Name, Receipt Challan No, etc in the log book. SAV will send daily report to the Accounts Department on the number of Jumps taken place & any other relevant details. 8. Outlet: An Outlet is created in IDS. All Sky Diving Bills will be generated from the Events/Concerned Department in this outlet. This will be treated like other operating outlets. Hence all billing will be taken care by sky diving department. They will put daily bills and collection in the timber bill box and cash box. 9. Settlement: A Company code is created in ACR to Track and account all advances. Each advance entry will mention Name, Receipt No, Booking No. Only that outlet bill on which advances are already collected at the time of booking will only settled in this company code. Walk in Guest Bill will be settled either in Cash/ CC/ Room Posting as per the booking information. 10. Accounting: Accounts Department will verify the bookings and update the receipts on daily basis. Daily bill postings will be verified by accounts department and match the bill with receipts entry. Daily Revenue Report should be sent with Variation to Budget. 4

5 11. Audit: Accounts Department should verify the log book on a weekly basis and same should be reconciled with the Bills raised and amounts received. A reconciled report should be sent to HOD on weekly basis. Accounts Department can do the surprise visit at the site to verify the process and its execution. 12. Refund on Cancellation: If any refund on cancellation of booking the same will be refunded in 15 working days through cheque from accounts department on the approval of concerned department head. Cancellation Terms and conditions should be mentioned in the confirmation letter. 13. Discount %: Staff Discount 50% Discount, SIP Discount 25% Discount, EC Discount 15% Discount, For FIT, Corporate, Social Bulk Booking Discount Case to Case basis on special approval.in accordance with point no The Rates for the Sky Diving activity will be as under: Week Days (Tue, Wed, Thu) Rs. 30,000/- Weekend ( Fri, Sat, Sun) Rs. 40,000/- 31 st December / 1 st January Rs.45,000/- and Rs.5,000/- for Video Video Graph & Shoot will be Rs.5000/- 15. Facilities to be provided by Aamby Valley to SAV Team: Accommodation: Aamby Valley will give 8 old chalets for their stay on complimentary. The main coordinators Ms. Barbara Holzer & Mr.Wolfgang Rausch will be provided 3 BHK as it can accommodate the celebrity Guests also. ( These celebrities are namely Farhan Akhtar, Hrithik Roshan, Abhay Deol and others) Food & Beverage: The team is provided complimentary meals at Grandview restaurant. We will be requesting the chef to make few adaptations in the menu at Grandview to meet the eating habit. Soft beverages and packaged drinking water will be complimentary in the package for the entire team. Liquor at Grand View will be charged at Staff Rate. Coordinators can have their meal at four seasons also. During the Celebrity Visits please allow the Celebrities and Coordinators to have their meal at any of the restaurants. Facilities: Facilities like swimming pool, gym, leisure lounge, Internet & Laundry to be given complimentary for the entire team. 5

6 Room Service: Same to be Complimentary only for the coordinators. Rest pay on spot. Discounts: Discount of 15% on all the facilities and Food & Beverage from any other outlet inside the city. And the liquor consumed at grand view restaurant to be on staff rates. ( No room posting is allowed). Laundry 50% Discount. 6

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