Tourism: prepare a departure for sales

Use this guide after approving the journey, itinerary and offer. It takes a scheduled-group departure from Draft to Scheduled with Sales State: Open. Sales permission and operational readiness are separate controls: opening sales does not confirm supplier reservations or authorize the trip to start.

This is a source-reviewed workflow for Odoo 20 Community. No booking, provider request, payment or runtime acceptance test was performed for this guide.

Prerequisites and access

Use Tourism Operations — Operator or Manager to create the departure, record route review and schedule it. Manager is required to open, suspend, resume or close sales. Administrator alone does not supply those command permissions. Company and linked-record access must also permit the work.

Have an active Approved low-risk scheduled-group journey, active Approved itinerary and offer versions for that same journey and company, a deliberate schedule and cutoff, capacity and minimum group size, and accountable internal users. Agree the actual route-review procedure with the responsible operations team; the form records its outcome and does not carry out the physical or professional review for you.

1. Create and check the departure before saving

Open Tourism Operations → Operations → Departures and create a record.

1. In Accepted Operation, select the company, journey, specific itinerary version and specific offer version. Verify their revision numbers rather than assuming a later approved version will update this departure.
2. In Schedule, enter start, end, time zone and booking cutoff. Start must precede end; cutoff must be no later than start. The departure's local start date, evaluated in its time zone, must fall within the offer's allowed date range. Check displayed datetime values against your user's time zone before saving.
3. In Capacity, enter Sellable Capacity and Minimum Quantity. Both must be positive, and minimum cannot exceed capacity.
4. In Accountability, select Operations Owner and Escalation User, and enter a meaningful Escalation Role. Both users must be active internal users authorized for the departure company.
5. Review all values, then save.

Expected result: a referenced Draft departure with Sales State Closed. The supplied form makes accepted bindings, dates, time zone, cutoff and capacity read-only after the record is saved. Ordinary edits cannot change them. If a saved plan is wrong, use the organization's controlled correction process with the Manager; this guide does not offer an unsupported reschedule button or a way around retained bindings.

2. Record the actual route-review decision

Select Record Route Review. In Record Low-Risk Route Review, check the departure, choose Result and enter Valid Until, then select Record Review.

Record Passed only when the responsible review supports that decision. Scheduling needs a Passed result with an attributed reviewer, matching the departure's current operation revision, valid through departure start and not expired now. A Failed review or a date ending before departure start will not satisfy that gate.

Expected result: the departure shows the review result, actor, time, revision and validity. An itinerary's Route Review Summary or reusable Route reference does not substitute for this departure-level evidence.

Changing accountability increments the operation revision. A previously recorded review can therefore become stale even when its validity date is still in the future. Reassess and record a review for the current revision after relevant changes; do not extend validity merely to suppress a blocker.

3. Schedule the departure

As Operator or Manager, select Schedule on the Draft departure.

The command checks approved bindings, schedule facts, accountability, current passed route review and that the cutoff has not been reached. A draft with an existing committed booking is treated as inconsistent and cannot be scheduled by this action.

Expected result: the departure becomes Scheduled. Sales remain Closed; scheduling and opening sales are separate decisions.

4. Open sales as Manager

1. Review the Scheduled departure's Committed, Remaining Capacity, Sold Out and Cutoff Reached indicators.
2. Recheck the itinerary/offer pair and route-review evidence, then select Open Sales.
3. Confirm Sales State is Open under Independent Controls.

Opening rechecks the active scheduled record, binding facts, current route review, remaining capacity and cutoff. The committed quantity comes from Confirmed and Completed booking records. If committed quantity equals or exceeds capacity, or the cutoff is reached, opening is blocked.

Expected result: a Scheduled departure with sales Open and a recorded sales-state transition. This changes the local sales control; it does not create a booking, reserve external inventory, publish a website offer or collect payment. A previously Open flag should not be treated as proof that capacity and cutoff remain suitable now.

When a review requires a pause, Manager can use Suspend Sales. Resume Sales rechecks the opening conditions. Close Sales closes the sales control. These actions do not cancel existing customer commitments or supplier services.

5. Hand off the scheduled plan

Give the sales and operations teams the departure reference and its accepted version pair, dates, cutoff, capacity and accountable users. Continue with field assignments for specific people and work windows.

The separate Evaluate Readiness and Start Operation process has additional checks, including operation/minimum approval, manifest consistency, committed quantities and critical-service evidence; installed extensions can add more. This starter guide stops at sales opening. Do not use the Open sales state, an assigned guide or a completed checklist as evidence that all departure-start conditions have passed.

Fictional exercise

For a fictional departure of “Harbor Morning Walk,” choose a future local date within the approved offer range, capacity 12 and minimum 6. Set the booking cutoff before start and use approved synthetic training identities.

Recorded condition	Expected source behavior
Route review is Pending	Schedule is blocked.
Passed review expires one hour before departure start	Schedule remains blocked.
Passed review matches the current revision, is valid through start, and all other facts and cutoff checks pass	Schedule can set Scheduled; Sales State remains Closed.
Manager opens sales while there is remaining capacity and the cutoff is in the future	Sales State becomes Open without creating a customer booking.

The example is a walkthrough of expected behavior, not a performed transaction or supplier acceptance result.

Troubleshooting and limits

Problem	Check
A version cannot be selected or saving fails	Active Approved versions belonging to the same journey and company; permitted company access.
Schedule reports invalid dates	Start/end order, cutoff no later than start, valid time zone and local start date inside the offer range.
Route-review gate fails	Passed result, attributed actor, current revision and validity through start and now.
Open Sales is denied	Manager role, Scheduled state, current review, remaining capacity and cutoff.
Saved capacity or schedule is read-only	This is deliberate in the supplied form. Escalate through the controlled pre-commit change procedure; retained bindings are protected after commitment.
Cancel Draft fails	It is Manager-only and limited to a Draft without customer commitment or confirmed supplier service. It is not a general cancellation/refund process.

Live supplier availability/rates/inventory and wider release acceptance remain outside the bounded compatibility qualification. Local sales and route-review evidence must be reconciled with real operating conditions and accepted supplier/customer processes. See Tourism setup and scope for the wider limits.