Tourism: prepare and approve journey versions

Use this procedure to prepare a reusable Scheduled group journey and its first approved itinerary and offer. It ends with approved definitions ready for a dated departure. It does not create a traveler booking, supplier reservation or payment.

The steps follow current Odoo 20 source and native forms. No new runtime acceptance test was performed. Start with the Tourism prerequisites and role guide.

Prerequisites and access

Use Tourism Operations — Manager, with access to the company and the native product and currency records. Manager creates and edits the journey, itinerary and offer and performs their approvals. Tourism User and Operator alone cannot approve them; Tourism Administrator does not imply Manager.

Agree an active reusable sale product, time zone, low-risk itinerary, applicable dates, inclusions and exclusions. The product must be shared or belong to the journey company. This guide covers scheduled groups. Private/custom journeys need a matching qualified enquiry and additional itinerary and expiry bindings; do not use this flow as a substitute for their commercial process.

1. Create the journey identity

1. Open Tourism Operations → Sales & Bookings → Journeys and create a record.
2. Enter its name, company, reusable Product, Journey Kind of Scheduled group, and Default Timezone. The reviewed source supports the Low risk classification.
3. Save and review the generated reference. Check the kind carefully before saving: the source prevents ordinary edits to the journey kind afterward.

Expected result: a Draft journey. Its Itinerary Revisions and Offer Revisions tabs summarize versions; create versions through their dedicated menus rather than trying to edit these read-only summary lists.

2. Prepare the itinerary version

Open Sales & Bookings → Itinerary Versions and create a version for that journey.

Enter a positive Revision number, a clear Effective Label, valid Timezone and meaningful Route Review Summary. The revision must be unique within this journey, including retained versions. An optional Route must be active and belong to the same company. Selecting it does not replace the later departure-specific route review.

Add at least one itinerary line. Each line needs a unique positive sequence, positive day number, title, location, service intention and same-day start/end interval. The native form uses integer minute fields: 09:00 is 540 and 10:30 is 630. Start and end must be between 0 and 1439, with start before end. Use separate day lines for an itinerary that crosses midnight; do not enter an end value above 1439.

Check ordering and timings against the actual plan. The source checks valid individual intervals and unique sequence numbers; it is not a route feasibility or travel-time certification.

Expected result: a saved Draft itinerary with ordered instructions. The journey link becomes read-only after saving in the supplied form.

3. Prepare the offer version

Open Sales & Bookings → Offer Versions and create a version for the same journey.

1. Enter a positive unique Revision, the same Product as the journey and the intended Currency.
2. Set Allowed Start Date and Allowed End Date, with start no later than end. These dates constrain the departure's local start date, not its entire duration.
3. Enter a meaningful Quotation Validity Note, Inclusions Summary and Exclusions Summary. Quantity basis is Persons.
4. Save and review the commercial description before approval.

This form defines the offer's scope and currency. It does not establish a sale price, take a deposit or prove supplier acceptance. Keep actual pricing, supplier checks and the customer sales process with their responsible teams.

4. Approve in the required order

1. Return to the journey and select Submit Review. Its state becomes Under review.
2. Open the intended itinerary version and select Approve. An active journey must be Under review or Approved, and the itinerary must contain at least one valid line.
3. Open the intended offer version and select Approve. The same journey-state requirement applies, and the offer facts are rechecked.
4. Return to the journey, inspect Current Approved Itinerary and Current Approved Offer, then select Approve on the journey.

Expected result: both versions show Approved, with approval actor and time, and the journey shows Approved. The current-version fields select the highest-numbered active approved version of each type. They do not select an unapproved draft simply because its revision is higher.

For scheduled groups, the itinerary and offer are selected independently. Confirm that the pair describes the intended trip; the current-version fields are not a commercial compatibility certification. Later departures bind specific versions, which must match their journey and company.

5. Handle changes with retained versions

Approved itinerary versions, their lines and approved offer versions cannot be edited through ordinary writes. Prepare a new version with a new revision number when the approved definition needs changing. Versions may be approved while the active journey is already Approved; this does not rewrite an existing departure's accepted bindings.

The journey's ordinary editable fields are restricted to Draft. Return to Draft is available while Under review, but is blocked once an itinerary or offer has already been approved. Do not assume it is a general undo button. Journey records are retained, and deletion or archiving of versions is subject to their state and references. Escalate an incorrectly approved identity through the responsible retention/change procedure.

Fictional exercise

Prepare a fictional “Harbor Morning Walk” with itinerary revision 1. Use day 1, sequence 10, start 540, end 630 and service intention Sightseeing. Give the offer revision 1 a deliberately future date range, the journey product and clear fictional inclusions/exclusions.

Before Submit Review, attempting itinerary approval should be blocked. After the journey enters Under review, approve the two versions and then the journey. Creating an unapproved itinerary revision 2 should leave Current Approved Itinerary pointing to approved revision 1. This is an expected source behavior exercise, not a transaction performed for this guide.

Troubleshooting and limits

Problem	Check
Create, edit or Approve is denied	Manager role, allowed company and the record's state. Native product access also applies.
Itinerary approval fails	Journey active and Under review/Approved, at least one line, valid same-day times and required text.
Offer will not save	Same product as the journey, ordered dates, valid required text and matching company references.
A revision number is rejected	It must be positive and unique for that journey, including retained history.
Journey approval fails	Both current approved versions exist and belong to the journey.
An approved value cannot be corrected	Use the version/change procedure; do not remove retained evidence or expect Return to Draft to undo approvals.

Approval records an internal definition decision. It does not qualify live supplier availability/rates/inventory, transport, payments or the complete release. Continue with Prepare a departure for sales; field assignments are a later, separate operational workflow.