What's New in this HelpThis edition includes the following changes:
Change | Topic |
Modified functionality | •The method for creating tax and fee rules has been changed. See Setting Rate Plan Tax and Fee Rules . |
Your feedback is very important, and will help us to improve this help.
Please email us with your comments and suggestions:
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This section explains the following concepts.
•What Is the Amadeus Hotel Platform Administration Portal?
•What Is the Rules Framework for Hotel Administration?
In this section, you will learn about:
•Logging In and Out of the System
•Selecting Your Administration Level
•Activating Room Types, Services and Rate Plans
•Modifying Brand or Property Status
What Is the Amadeus Hotel Platform Administration Portal?
The Amadeus Hotel Platform Administration Portal is a central reservation and distribution management system for the hotel industry. This product is composed of several application modules that provide:
•Centralized distribution and reservation processing.
•Management of the hotel's descriptive content, inventory, and rates.
•Multi-channel distribution.
The following modules are available:
Module | Use |
Configuration | To set up and manage the property settings. See Configuring the System . |
Descriptive content | To set up and manage descriptive information about properties and their facilities. |
Account management | To manage customer profiles and contact details. |
Sales conditions | To set up constraints and conditions that apply to a reservation. |
Rate plan management | To manage different rate plans and sales conditions. See Managing Rate Plans . |
Group management | To set up and manage contract and rate information for group bookings. See Managing Groups . |
Inventory | To manage room availability and allotments. See Managing Inventory . |
Channel management | To manage your distribution network. See Managing Channels . |
Reservations | To view and acknowledge reservations for your property. See Managing Reservations . |
Activity Logs | To view the system's transaction history. See Using the Activity Logs . |
Planning | To retrieve inventory information and check rate plan coverage for a period. See Planning . |
Some modules enable you to tailor your system to your needs. Other modules collect information that you can consult to monitor reservations and availability for your property.
Logging In and Out of the System
1.In the Login panel, enter the required information in the available fields.
You have three attempts to type the correct password before your account is locked. If your account is locked, you will need to contact your help desk.
If you have forgotten your password, see Forgotten Your Password? .
2.Click on 
Login.
3.If you are logging in for the first time, change the default password to one of your own.
Your new password must be compliant with the password rules. For more information, see What Are the Password Rules? .
4.Select your administration level.
1.Click on Forgot Your Password?
2.When the New Password Request screen appears, type your identification details and new password in the available fields.
Your new password must be compliant with the password policy. For more information, see What Are the Password Rules? .
3.Click on Submit.
An email is sent to the address defined for your user ID in the Amadeus Logon and Security Server.
4.Follow the instructions in the email you receive to confirm your new password.
How to Change Your Password After Logging In
Click on 
Password in the title bar.
Your new password:
•Cannot be the same as any of your previous 12 passwords.
•Must be a minimum of six characters and should not exceed 30 characters.
•May contain both alphabetic and numeric characters.
•May contain upper and lower cases.
Click on 
Logout in the Title bar.
When Are You Logged Out Automatically?
•If you navigate away from the system URL or close the browser window.
•After 60 minutes of inactivity.
Selecting Your Administration Level
How to Connect at Brand or Property Level
1.Click on the Brand field.
2.In the drop-down list, click on the brand you want to work with.
3.If you want to work at brand level, make sure that the Property and Property Search fields are blank, and click on 
Connect.
4.If you want to work at property level, click on the Property field.
A drop-down list appears.
5.Type one or more characters of the property name or code to filter the list.
6.In the drop-down list, click on the property you want to work with.
7.Click on 
Connect.
How to Switch Between Brand and Property Level
To change your current administration level or switch to a different property:
1.Click on 
Property in the title bar.
2.Modify the fields as required.
3.Click on 
Connect.
How Do You Know Which Level You Are Working At?
The level at which you are working is indicated in the title bar of every screen.
Examples
•Brand XX/XX - City Hotels
This means that you are working at brand level for brand XX (City Hotels).
•XX/XX/12345 - Park Hotel
This means that you are working at property level for the Park Hotel within brand XX.
In every list that appears in the GUI, there is a filter field below each column heading.
1.Select each field that you want to use as a filter and select the corresponding attribute.
The list is filtered automatically to only include the items that match the attributes you select.
2.If the list is not filtered automatically, click on Filter.
3.If required, clear on Clear to clear the filters and return to the default view.
•Click on the number field 
to change the number of items displayed per page.
•If the list consists of more than one page, click on 
to move between pages.
1.In the available field, type your search criteria, such as a property or rate plan code.
2.Click on 
Search.
If the search is successful, the details of the item found are displayed.
•Click on 
to export the current list to an Excel file.
•Click on 
to export the list to a PDF file.
Throughout the GUI, mandatory fields are indicated by an asterisk *. You must complete these fields, if empty, in order to proceed.
What Is the Rules Framework for Hotel Administration?
The Administration Portal is designed to provide configuration flexibility in order to accommodate the various business models of the hotel industry. This flexibility is achieved through a framework of rules.
Rules are managed at three levels:
•Chain level
•Brand level
•Property level
The rules defined are inherited from the top level (chain) to the lowest level (property). However, rules can also be defined at each level, or inherited rules can be discarded, according to requirements. This ensures that you can either have a high level of compliance to brand or chain standards, or give greater freedom to properties.
If different rules apply to the same area, the system verifies that rules are coherent and not redundant.
There are two basic types of behaviour for rules: cumulative and exclusive.
Cumulative Rules
For cumulative rules, all the rules matching the input criteria apply at the same time.
Example of a Cumulative Rule
The Additional Language rule is used to set the additional languages in which a property can be described.
Table: Additional Languages Rule Example
Brand-level | Property-level | Additional Languages |
Brand A | – | Spanish, French, German |
Brand A | Property 1 | English, Italian |
In this example, all hotel properties belonging to Brand A can define content in Spanish, French and German. However, Property 1 can also define content in English and Italian in addition to the brand languages.
Exclusive Rules
With exclusive rules, only one rule can be applied at a time.
When multiple rules can potentially apply, a weighing mechanism determines which rule has the highest priority. This is the rule used by the system.
The weighing mechanism gives a weight to each optional criteria set for a rule. When evaluating the weight of each rule, it calculates the sum of the weights of all the optional criteria belonging to that rule. The rule having the highest weight at a given time applies.
In effect, the rule that applies is the one containing the most specific details, conditions, and restrictions.
Some business rules are period-dependant. Period-dependant rules are a special type of exclusive rule where the optional criterion evaluated by the rule weighing mechanism is time. These rules are used to define generic rules for long periods of time as well as more specific rules to manage special behaviours on specific days.
Table: Exclusive Rule Management
Rule Type | Description |
Default Rules | Default rules are created either by the system during the initialization process, or by you to act as a catch-all if no other more specific rule has been set. These rules are defined for long periods and are composed of basic, generic criteria. Default rules have the smallest weight and all other types of rules can replace them. |
Standard Rules | Standard rules are used to define your normal working process. Standard rules are often period-dependant or only apply on certain days of the week. This enables you to set other working rules in parallel, for example: to set a different price for rooms sold during the working week and on weekends. These rules replace the default rule whenever they exist. |
Exception Rules | Exception rules are used to define extra conditions or restrictions for specific periods or events. These rules override the standard rules and are used to manage special needs without recreating a complete rule structure. For example, exception rules are used to cater for out-of-order rooms. They carry the highest weight, but typically only apply for limited periods as they are used to manage exceptional situations. |
Activating Room Types, Services and Rate Plans
Room types, services and rate plans can only be used in transactions after they have been activated.
If a room type, service or rate plan is no longer required, you can:
•Deactivate it so that no transactions use it.
Or
•Mark it for deletion to remove it from the system.
How to Activate Room Types, Services and Rate Plans
1.If the room type, service or rate plan that you want to activate is not currently displayed:
-Click on 
Configuration, then Room Types.
Or
-Click on 
Configuration, then Services.
Or
-Click on 
Rate Plans, then Rate Plans Management.
Inactive items are indicated by a cross 
in the Active column of the list.
2.Select the inactive item in the list of room types, services or rate plans.
3.Click on 
Activate.
4.Click on 
to confirm the activation.
A check mark 
appears in the Active column of the list.
How to Deactivate Room Types, Services and Rate Plans
1.Select the item from the list.
2.Click on 
Deactivate.
3.Click on OK to confirm the deactivation.
The check mark in the Active column of the list is removed.
Modifying Brand or Property Status
This section contains the following topics:
•What Is Brand and Property Status?
•Activating and Deactivating a Brand or Property
•Locking and Unlocking Brands and Properties
•Marking for Deletion or Restoring a Brand or Property
What Is Brand and Property Status?
There are two different types of status for a brand and a property: the Amadeus status and the Provider status. These can have the following values:
•Amadeus status: Activated or Deactivated
•Provider status: Locked or Unlocked
When a brand or property is activated and unlocked, transactions from distribution channels may be booked. If a brand or property is either deactivated or locked, any transaction from a distribution channel that reaches the system for that brand or property is rejected. However, the data manager can still maintain the configuration and other descriptive content.
For more information see Activating and Deactivating a Brand or Property and Locking and Unlocking Brands and Properties .
A brand or property may be marked for deletion at a future date. In this case, the brand or property is locked and no transactions are accepted. However, the property is maintained in the system to ensure that bookings already made still reference an existing property.
If a property is marked for deletion, it can no longer be managed, as all the screens related to that property become read-only.
For more information see Marking for Deletion or Restoring a Brand or Property .
The status of a brand or property may be modified at any time, depending on your user permissions.
What Are the Status Indicators?
The images below represent the status indicators in a list.
| Active |
| Inactive |
| Unlocked |
| Locked |
| Marked for Deletion |
Activating and Deactivating a Brand or Property
Activating a brand or property changes the Amadeus status and adds it to the distribution channel so bookings are accepted.
Deactivating a brand or property changes the Amadeus status and removes it from the distribution channel so bookings are not accepted. However, the data manager may still modify the brand or property as needed.
For more information about brand or property status, see What Is Brand and Property Status? .
How to Activate a Brand or Property
To activate a brand or property:
1.Click on 
Activate.
2.Select the appropriate reason from the list, or select Other Reason and enter your own reason.
3.Click on 
Yes.
Note:All changes to status must include a reason for the change. This creates an audit trail.
How to Deactivate a Brand or Property
To deactivate a brand or property:
1.Click on 
Deactivate.
2.Select the appropriate reason from the list, or select Other Reason and enter your own reason.
3.Click on 
Yes to confirm the deactivation.
The check mark in the Active column of the list is removed.
Note:All changes to status must include a reason for the change. This creates an audit trail.
Locking and Unlocking Brands and Properties
What is Locking and Unlocking?
The Locking/Unlocking feature enables you to change the Provider status for a brand or property and make it available or unavailable for bookings through a distribution channel.
Locking a brand or property changes the Provider status and removes it from the distribution channel so bookings are not accepted. However, you can still modify the brand or property as needed.
Unlocking a brand or property changes the Provider status and adds it to the distribution channel so that bookings are accepted.
How to Lock or Unlock a Brand or Property
1.Select the item from the list.
2.Click on 
Lock or 
Unlock.
3.Click on 
Yes to confirm the action.
Marking for Deletion or Restoring a Brand or Property
In order to mark a brand or property for deletion, its status must be either Locked or Deactivated.
When a brand is marked for deletion, all the properties of the brand are marked for deletion with the same deletion delay. In addition, you can no longer manage the brand: all the related screens become read-only and the action buttons are disabled.
If a brand or a property has been marked for deletion, you can restore it by cancelling the deletion process and completing the restoration before the batch job runs.
As part of restoring, you can decide whether to unlock a brand or property, and, at the brand level, whether to unlock the properties within the brand. At the property level, you decide whether to unlock the property.
For more information about brand or property status, see What Is Brand and Property Status? .
To mark a brand or property for deletion:
1.Click on 
Remove.
2.Select the appropriate reason from the list, or select Other Reason and enter your own reason.
3.Click on 
Yes.
Note:All changes to status must include a reason for the change. This creates an audit trail.
How to Restore a Deleted Brand or Property
To restore a brand or property:
1.Click on Restore.
2.Enter a reason in the Other Reason text box.
3.Click on 
Yes.
Note:All changes to status must include a reason for the change. This creates an audit trail.
Configuration settings manage the overall configuration of the system and various business rules.
This section explains the following concepts that you need to understand in order to use the Configuration module:
•What Is the Configuration Module?
•What Are the Property Configuration Settings?
In this section, you will learn:
•How to Search and View Properties
What Is the Configuration Module?
Configuration settings are a key module for the entire system. All of the other system modules, such as Inventory, Rates, and Descriptive Content, depend on the configuration settings for various business rules and data elements.
The various configuration settings operate in a top-down manner, such that settings established at the chain level are used at the brand level. Similarly, settings created at the brand level are used as guidelines or default values for the property level.
This framework allows hotel groups with a high level of standardization to implement new properties more quickly while ensuring a high level of compliance with the group's standards. However, it also allows enough flexibility for properties to set up and manage their own configuration using the brand settings as a starting point.
You can modify the settings at any time, depending on your user permissions.
Table: Configuration Settings Types
Settings | Description |
Brand and Properties | The brand and property settings include currencies, languages, payment types, and property guidelines and controls. See Configuring the Brand and Configuring Properties . |
Room Types | Room type settings is where you create all your room types for a brand or property and decide how they are priced when used in rate calculations. See Configuring Room Types . |
Services | These settings allow you to define non-room products that can be sold along with a room, such as meals, spa treatments, and valet services. See Configuring Services . |
This section contains the following topics:
1.Make sure that you are logged in at brand level. If necessary, switch to brand level.
For more information, see Logging In and Out of the System and Selecting Your Administration Level .
2.Click on 
Configuration.
3.Click on Brand.
4.Click on the Configuration, Payment, Languages and Currencies, Marketing Lines, and Hotel Categories tabs and view the current settings.
5.In each tab, click on 
Modify and add or change the settings as required. See What Are the Brand Settings? for details.
6.In each tab, click on 
Save when you are finished making changes.
Brand settings define the parameters by which the brand and the properties that belong to the brand operate. These settings include property details, languages, currencies, payment types and controls.
Inherited Settings
Certain data defined at the brand level can be used as default values for all properties within the brand. For example, if the brand creates several room types, all the properties within the brand will inherit these automatically. However, a specific property may be able to modify these inherited room types to create new ones.
Cumulative Settings
Other settings are cumulative, which means that the data defined at the property level is added to the data inherited from the brand level. For example, if the brand sets English as the default language and the property adds French to the list of available languages, the property can choose to use either language as its default. Also, both languages are available for the property's descriptive content.
What Are the Configuration Settings?
The Brand Summary fields define specific summary information for the brand, including brand name, code, and the chain to which the brand belongs. The code for each brand is unique within the chain. When a brand is first created, its status is Active and Locked. Once the brand has been created, only the brand name is editable in the Brand Summary fields.
Using the Reservation fields, you set parameters for the booking notifications sent by the brand. If you choose to use the office profile sender email address, that address will be retrieved from the travel agency's office profile automatically and used in the notifications. You also specify a default sender email address. If the sender address does not exist in the office profile or you choose not to use the profile, this default address will be used.
For brands that allow on-request booking, the Configuration settings include the on-request policy. This setting determines whether rates are always on request, never on request or on request only when there is no availability. Optionally, you can also set an automatic reminder for the confirmation of on-request bookings and define the time period of the reminder.
The brand-level configuration settings can be inherited by the properties within the brand.
What Are the Payment Settings?
These settings define the forms of payment and credit cards accepted by the brand.
Payment settings are initially configured at the brand level and become available to all properties in the brand.
At property level, you can add forms of payment to the ones defined at the brand level.
What Are the Language and Currency Settings?
These settings define the languages and currencies that are used in a brand.
They are initially configured at the brand level and become available to all properties in the brand.
At the property level, you can add languages and currencies to the ones defined at the brand level.
The settings are:
•Language: select the required language(s), one of which must be the default.
•Local Language: select as many language and local language variant combinations as necessary.
•Translator Name: select the translator used, for example, www.translation.com.
•Translation Approval: indicate whether the approval is manual, automatic or not required.
What Are the Property Guidelines?
These settings define controls for check-in, reservation, rate change notifications and inventory.
When you define these settings at the brand level, all fields are editable. Any changes made are used as guidelines or default values for all the properties within the brand.
The settings are initially defined at the brand level but they may be modified at both the brand and property levels.
How to Set a Lead Booking Time
1.In the Nightly Batch field, select the time when the system should switch to the next day and reset the number of available rooms and booking counters.
Normally, you should use the default value which is 12:00 AM.
2.In the Check-in Window fields, specify the period, relative to check-in date and time, after which bookings can no longer be accepted, modified or cancelled.
For example:
•If the nightly batch is set at 12:00 AM and the check-in window is 0 days and 6 hours, bookings and modifications are allowed until 6 PM on the arrival day.
•If the nightly batch is set at 12:00 AM and the check-in window is 1 day and 6 hours, bookings and modifications are allowed until one day before the arrival day and until 6 PM.
Marketing lines are messages that appear when a pricing, availability, or sell request is made to the system.
The system recognizes the language of the requesting system and returns the message in the appropriate language, if that language has been defined. If the requesting language has not been defined in the system, the system uses the default language for the brand.
Marketing lines are only available at brand level, and you can add or delete them as required. You can also create one marketing line for all channels.
These settings define the maximum number of rooms that can be booked for a group, per distribution channel.
What Are Hotel Categories Settings?
This setting allows you to assign classifications to the hotel brand, for example, 'Resort', 'Express' and so on. You can select one of these categories when you configure properties for this brand. See What Are the General Configuration Settings? .
This section contains the following topics:
•How to Search and View Properties
•What Are the Property Configuration Settings?
How to Search and View Properties
At the brand level, you can search among all the properties within the brand.
1.Click on the 
Configuration link.
2.Click on the Properties link.
All the properties in the brand appear in a list.
Note:You can create a new property from this list by clicking on New Property. For more information, see How to Create a Property .
3.Click on the Show Advanced Search link.
4.Specify search criteria in the Advanced Search panel.
5.Click on 
Search.
A summary list of the properties that match the criteria is displayed on a new screen.
Note:If you enter no search criteria and just click on Search, the system automatically searches for all properties that are active, unlocked, and not marked for deletion.
6.Select the property that you want to view.
The property's detailed setting information appears.
Note:You can modify the setting information by clicking on Modify. For more information, see How to Configure a Property .
7.Click on Back to return to the list of properties.
1.Make sure that you are logged in at brand level. If necessary, switch to brand level.
For more information, see How to Switch Between Brand and Property Level .
2.Click on 
Configuration.
3.Click on Properties.
All the existing properties within the brand appear in a list.
4.Click on 
New Property.
5.Use the Property Summary, Brand Inheritance, Physical Address sections to define the new property.
If the brand allows on-request booking, the Reservation fields are also available.
6.Click on 
Save.
You can now configure the settings for the new property. For more information, see How to Configure a Property .
The property summary includes chain and brand information, property name and code, Amadeus distributed code, and default language and currency.
A property has a parent brand and a parent chain. A property may only belong to one brand and to one chain.
Once the property code has been set, it cannot be modified.
By default, the brand's default language and currency is selected for the property but you can override these settings as required.
What Is the Amadeus Distributed Code?
The Amadeus distributed code is the code assigned to the property when it is created in the Amadeus distribution system.
It consists of the chain code, the IATA city code, and three characters of your own choice. For example: XXPAR123
The code cannot be modified without creating a new property and deleting the old one.
What Are the Brand Inheritance Settings?
Use these fields to define which settings made at brand level are inherited by the new property.
What Are the Inventory Settings?
The system range defines the number of days in advance and in the past for which the inventory status and rate availability should be maintained. After this period, the status is purged from the production database. The system range is equal to the maximum book-ahead period.
The system range cannot be modified after the property is created.
What Are the Physical Address Settings?
These fields define the physical address of the property.
The physical address cannot be modified at property level once it has been created.
What Are the Reservation Settings?
If the brand allows on-request booking, these fields define the details for reservation confirmation.
What Is the Status of a New Property?
When a property is first created, its status in the system is Inactive and Locked. The locked status prevents any transactions at the property until you have finished the property configuration. Once the configuration is complete, you can change the property's status to Unlocked. For more information about status, see Locking and Unlocking Brands and Properties .
1.To configure a new property, switch to property level, selecting the property you just created.
For more information, see How to Create a Property .
2.To configure an existing property, log in at property level, selecting the property that you want to modify.
For more information, see Selecting Your Administration Level .
3.Click on the Configuration, Payment, Languages and Currencies, Alternate Properties, Controls, and Mappings tabs to configure the property.
4.In each tab, click on 
Modify and change the settings as required.
5.In each tab, click on 
Save when you are finished making changes.
What Are the Property Configuration Settings?
Property settings define the parameters by which the property operates. These settings include property details, languages, currencies, payment types, credit cards, alternate properties, property controls, and mappings.
Once the property settings have been configured, they may be modified as required.
What Are the General Configuration Settings?
The Configuration tab contains various details for the property that must be set as part of the overall configuration.
•The Property Summary fields show specific information for the property, including the property name, status, and Hotel Category (see What Are Hotel Categories Settings? ).
•The Contact Information fields define the main contact information for the property.
•The Addresses tabs allow you to define different addresses for the property: physical, mailing, billing, and deposit.
•You can add or delete multiple Closed-Out Seasons. These are periods of time during which the property is closed and no transactions are accepted.
What Are the Payment Settings?
These settings define the payment types and credit card accepted by a property.
Payment settings are initially configured at brand level and become available to all properties in the brand. The Brand Defined column indicates which forms of payment and credit cards are inherited from the brand. At property level, you can add or delete payment types and credit cards as required.
Note: If a payment type or credit card is deleted at brand level, it still appears at property level.
Accepted Forms of Payment
If Credit Card is selected in the Accepted Forms of Payment list, there must be at least one card specified in the Accepted Credit Cards list.
A form of payment can be designated as a guarantee, a deposit, both, or neither.
•If a form of payment is required as a guarantee, it is debited if the guest does not check in at the property.
•If the form of payment is required as a deposit, it is debited for a specific amount when the booking is made.
Accepted Credit Cards
The credit cards accepted by the brand are displayed in the list with their names and two-letter system abbreviations.
If at least one credit card is specified in the Accepted Credit Cards list, Credit Card must be selected in the Accepted Forms of Payment list.
What Are the Language and Currency Settings?
The Languages and Currencies tab contains the settings for the languages and currencies used by a property.
These settings are initially configured at brand level and become available to all properties in the brand. The Brand Defined column indicates which languages and currencies are inherited from the brand.
At property level, you can add languages and currencies as required. Languages and currencies inherited from the brand cannot be modified or deleted.
Note: If a language or currency is deleted at the brand level, it still appears at property level.
Languages
The languages included in the list are the languages in which descriptions for the property can be defined.
Note:Some distribution channels may only support content in English or other specific languages.
Before deleting a language, be aware that rate plans and room types may have an existing description in that language.
For information about the language settings, see What Are the Language and Currency Settings? .
Currencies
The currencies included in the list are the currencies used by the property.
Before deleting a currency, be aware that existing rate plans may be defined in that currency.
What Are the Currency Rounding Limits and Rules?
You can define rounding limits and rules for each currency. The system uses these rules for every currency calculation it performs.
•The rounding limit defines the digits to which the rounding rules apply, from 0.01 to 1000.
•The rounding rules define the rounding itself: to the closest 0, 5 or 9.
•If no rules are selected, no rounding is used and amounts are shown according to the selected rounding limit.
For example: If the amount of transaction is $135.73, the rounding limits and rules would be applied as follows:
Rounding Limit | Closest 0 | Closest 5 | Closest 9 | Value |
0.01 |
| X |
| 135.75 |
0.1 |
|
|
| 135.7 |
0.1 |
| X |
| 135.5 |
0.1 |
|
| X | 135.9 |
0.1 | X |
|
| 136.0 |
0.1 | X | X |
| 135.5 |
What Are the Alternate Property Settings?
In the Alternate Properties tab, you can define properties that are returned by the system when there is no availability for the property you are configuring. Typically, alternate properties are located in the vicinity of the requested property or offer comparable features.
You can add or delete alternate properties as required. Alternate properties must be using the Amadeus Hotel Platform and must belong to the same chain as the property you are configuring.
What Are the Property Controls?
The settings in the Property tab define check-in, reservation, and inventory controls for the property.
Property controls are initially configured at brand level and are inherited by all properties in the brand. At property level, you can modify the settings (except for the inventory system range).
•Time Settings: These allow you to specify the times for the nightly and weekly batch processing.
•Check-in Settings: These allow you to define the check-in window for the property.
The check-in window is the period before the check-in date and time during which it is no longer possible to book, modify or cancel a reservation through any distribution channel other than authorised channels such as a call centre application or property management system.
•Reservation: These settings allow you to define the maximum length of stay, the maximum occupancy per room, and email and fax notifications.
If the property allows on-request booking, you can also set the on-request policy so that rates are never on request, always on request or on request only when there is no availability. Alternatively, you can let the on-request setting be inherited from the brand.
Email or fax confirmation of reservations, if selected, cause an email or fax to be generated when a reservation is created, modified or cancelled. You can add a list of email addresses or fax numbers for the notifications. For email notification, you can also add a list of CC email addresses to which copies of notifications are sent.
Note:If the property allows on-request booking, you must select email or fax confirmation and add a list of addresses or phone numbers.
•Rates: This notification setting allows you to specify a list of email addresses to which a notification is sent whenever the amount in a rate plan is modified.
•Inventory: This setting is the system range, which defines the number of days in advance and in the past for which the inventory status and rate availability should be maintained.
After this period, the snapshot of the inventory is purged from the production database. The system range is equal to the maximum book-ahead period.
Note:The inventory system range, which is defined when the property is created, cannot be modified afterwards.
•Children Age Limits: This setting allow you to define the maximum age for each of the three child categories.
The number in the Child field must be greater than the number in the Infant field. The number in the Teenager field must be greater than the number in both the Infant and Child fields.
What Are the Property Mappings?
The Mappings tab allows you define the distributed chain and property codes for each distribution channel.
The distributed code for the Amadeus GDS is defined when the property is created and you cannot modify the existing mapping.
You can add and delete other property mappings as required. You can define multiple distributed property codes for the same channel but only one can be active.
This section contains the following topics:
A room type is a product of a brand or property. For example, a room type may be called Double and offer a double bed with a maximum occupancy of two adults. There may be a quantity of ten rooms of this type in a particular property, each offering air conditioning and sea views.
Room types may be created at either the brand or property level.
Note:Some brands require a high degree of standardisation for the rooms (or products) that are sold by a property.
The system enables you to define a catalogue of room type products at the brand level, which then may be imported by the individual properties within the brand.
In brands that require a high degree of standardisation, the property may not be allowed to create additional room types other than those defined by the brand.
In the system, a room type is composed of the following:
•Configuration – This tab contains the name, code, and pricing mode for the room type. You can also set the occupancy rules and add bed type information.
•Description – This tab contains the detailed information about the room type, including the category and style of this room type at the property.
•Room Type Amenities – This tab contains the information about the amenities offered in this room type.
•Mappings – This tab contains the information about the channel mappings for the room type.
Room types must be configured and activated before they can be sold. If room types are not configured, then the property's inventory structure cannot be created.
When you define room types, you are creating the basis for the property's inventory of rooms. Once you have defined the room types, you can then set the number of rooms for each room type in the Inventory module. This is called the "room type capacity."
Note:Room types that have not been defined in the Configuration module cannot be used other modules such as Rates and Inventory.
For more information on inventory and room type capacity, see Setting Room Type Capacity .
You must define the occupancy for a room type: the number of adults and children that can stay in a room. This is important because it is the basis for pricing the room in a rate plan. Rate plans set the prices for the different products available at the property.
Note: Only the room type occupancy that has been defined in Configuration can be priced in a rate plan.
If you have created inventory allotments to manage reservations for the various room types, you can map the rate plans to specific allotments. If you do not map a rate plan to an allotment, the rate plan conditions target rooms in the General Inventory. The General Inventory groups all the rooms available for sale for a property by default.
When a room type is defined and activated at the brand level, it automatically appears in the property's list of room types.
Note: Room type codes cannot be duplicated. If the brand-defined room type has the same room type code as a room type that has been defined at the property level, the brand-defined room type will not appear in the property's list of room types.
To define the brand-level room type at the property level, you must activate it at the property level in the same way that you activate room types that have been defined by the property.
Any changes made to this brand-defined room type at the brand level are automatically reflected at the property level. If you modify the brand-defined room type at the property level, you break the link with the brand-defined room type and will not receive any changes made at the brand level.
1.Log in at brand or property level.
For more information, see Logging In and Out of the System .
2.Click on 
Configuration.
3.Click on Room Types.
4.Click on 
New Room Type.
5.Configure the room type.
For more information, see How to Configure a Room Type .
6.Activate the room type.
For more information, see Activating Room Types, Services and Rate Plans .
1.Log in at brand or property level.
For more information, see Logging In and Out of the System .
2.Click on 
Configuration.
3.Click on Room Types.
4.To create a new room type, click on 
New Room Type.
5.To modify the configuration of an existing room type, click on it in the list, then click on 
Modify.
6.Click on the Configuration, Description, Room Type Amenities and Mappings tabs to configure the room type.
For more information, see What Are the Room Type Configuration Settings? .
7.In each tab, click on 
Save when you are finished making changes.
What Are the Room Type Configuration Settings?
What Are the Configuration Settings?
The Configuration tab allows you to set configuration details such as occupancy rules and bed type.
•When creating a room type, you must specify the room type name and code.
•You must also indicate how the room will be priced when it is used in a booking and assign a distributed room category to it.
Once a room type has created and activated, you cannot modify the room type status and pricing mode.
Occupancy Rules
The Occupancy Rules allow you to define the number of adults and children that can stay in the room type.
Occupancy rules are the basis for pricing the room in a rate plan so it is important that you define them correctly.
Bed Type Information
Bed Type Information allows you to set the styles and numbers of beds available for a particular room type. A single room type may have more than one style of bed available: both a double bed and twin beds, for example.
The total number of all beds must not exceed the maximum occupancy for the room type.
What Is the Room Type Description?
The fields in the Description tab allow you to set the detailed description information for the room type.
You can modify the information as required.
Multilingual Descriptions per Channel per Period
You can add one or more room type descriptions in different languages, which can be available to one or more distribution channels.
Note:The languages available depend on the way in which the property has been configured.
The amount of text you can enter for a multilingual description depends on the restrictions of the channel.
Although you can enter multilingual descriptions, certain channels may only support descriptions in English. Therefore, you must at least enter content in English in order to minimise any distribution issues. Enter descriptions in the following order:
1.English
2.The default property language
3.Other languages
What Are the Room Type Amenities?
In general, amenities are features of a room type that provide additional physical comfort to a guest; air conditioning, Jacuzzi baths, and audiovisual equipment, for example.
Add amenities to a room type by selecting them for the list. Adding amenities is optional.
What Are the Room Type Mappings?
The Mappings tab allows you define the distributed property code room type mapping for each distribution channel.
The distributed code for the Amadeus GDS is defined when the property is created and you cannot modify the existing mapping.
For other channels, you can add or delete the mappings as required.
Note: For some channels, the mapping may be generated automatically, and you will not be able to modify or delete it.
The manner in which you delete room types from the system depends whether the room type is active or inactive.
Before a room type is deleted, the system confirms that there are no reservations that reference this room type and that the room type is not linked to any rate plans.
If the room type you want to mark for deletion is a brand level room type, all links with the room types inherited by the properties are broken. This means that the properties do not inherit the marked for deletion status.
At property level, you cannot delete room types that were inherited from the brand.
Active room types are marked for deletion, not deleted directly from the system.
Note: Once you mark a room type for deletion, it cannot be restored. You can only duplicate it with a new room type code.
Once an active room type is marked for deletion:
•Sell and availability requests are rejected.
•It is not included in availability and pricing requests.
•It is not included in all future inventories.
•You cannot add new business rules to this room type.
•You cannot modify the room type.
•You cannot add the room type to any rate plan.
To mark an active room type for deletion:
1.Click on the 
Configuration link.
2.Click on the Room Types link.
3.Select the room type you want to remove in the list.
4.Click on 
Remove.
5.Click on 
Yes to confirm.
The deletion of the room type occurs on a deletion date that is equal to the current date + system range + one day.
Inactive room types are deleted directly from the system.
1.Click on the 
Configuration link.
2.Click on the Room Types link.
3.Select the room type you want to delete in the list.
4.Click on 
Delete.
This section contains the following topics:
•What Are the Service Configuration Settings?
Services are non-room products and services that can be sold along with a room at a property. Examples of services include meal plans (breakfast), golf, and spa treatments.
Services may be defined at the brand level so that properties within the brand can import them. With the correct permissions, a property may also create its own services.
A service is composed of the following:
•Configuration – This tab contains the name, code, category, availability period, and other information about the service.
•Description – This tab contains the name of the service provider, contact information, location, and a multilingual description for the channels.
•Mappings – This tab contains information about the channel mappings for the services.
Note: Services must be configured and activated before they can be sold. For more information, see Activating Room Types, Services and Rate Plans .
A service can only be priced if it is added to a rate plan.
Each service is priced individually. However, a service can either be included with the room or sold as an option in addition to the room. If the service is included, then the price of the service is automatically built in to the room price. An optional service is added on top of the room price and is sold in addition to the room.
When a service is defined and activated at the brand level, it automatically appears in the property's list of services.
Note:Service codes cannot be duplicated. If the brand-defined service has the same service code as a service that has been defined at the property level, the brand-defined service will not appear in the property's list of services.
Any changes made to this brand-defined service at the brand level are automatically reflected at the property level. If you modify the brand-defined service at the property level, you break the link with the brand-defined service and will not receive any changes made at the brand level.
To use the brand-level service at the property level, you must activate it in the same way that you activate services that have been defined by the property.
1.Log in at brand or property level.
For more information, see Logging In and Out of the System .
2.Click on 
Configuration.
3.Click on Services.
4.Click on 
New Service.
5.Configure the service.
For more information, see How to Configure a Service .
6.Activate the service.
For more information, see Activating Room Types, Services and Rate Plans .
1.Log in at brand or property level.
For more information, see Logging In and Out of the System .
2.Click on 
Configuration.
3.Click on Services.
4.To create a new service, click on 
New Service.
5.To modify the configuration of an existing service, click on it in the list, then click on 
Modify.
6.Click on the Configuration, Description and Mappings tabs to configure the service.
For more information, see What Are the Service Configuration Settings? .
7.In each tab, click on 
Save when you are finished making changes.
What Are the Service Configuration Settings?
What Are the General Configuration Settings?
The Configuration tab allows you to set configuration details such as availability periods.
•When creating a service, you must specify the service name, code, category and type.
•You must indicate how the service will be priced when it is used in a booking and whether or not guests can reserve the service.
•You can also indicate whether or not you want the service to appear in the descriptive content for the property.
Note: You cannot change this setting after the service is created.
You set the default rate for a service in the Rate Plans module, where you can also link the service to a rate plan.
Availability Periods
Optionally, you can add multiple availability periods to a service. The service will only be available for bookings during these periods.
What Is the Service Description?
The fields in the Description tab allow you to set the detailed description information for the service.
You can modify the information as required.
Multilingual Descriptions per Channel per Period
You can add one or more service descriptions in different languages, which can be available to one or more distribution channels.
Note:The languages available depend on the way in which the property has been configured.
The amount of text you can enter for a multilingual description depends on the restrictions of the channel.
Although you can enter multilingual descriptions, certain channels may only support descriptions in English. Therefore, you must at least enter content in English in order to minimise any distribution issues. Enter descriptions in the following order:
1.English
2.The default property language
3.Other languages
What Are the Service Mappings?
The Mappings tab allows you define the distributed code for services that applies to each distribution channel.
The Amadeus GDS automatically recognises the standard three-letter Amadeus GDS service codes: BRK for Breakfast, for example. You can add or delete other mappings as required.
The manner in which you delete services from the system depends whether the service is active or inactive.
Before a service is deleted, the system confirms that there are no reservations that reference this service and that the service is not linked to any rate plans.
If the service you want to mark for deletion is a brand level service, all links with the services inherited by the properties are broken. This means that the properties do not inherit the marked for deletion status.
At property level, you cannot delete services that were inherited from the brand.
Active services are marked for deletion, not deleted directly from the system.
Note: Once you mark a service for deletion, it cannot be restored. You can only duplicate it with a new service code.
Once an active service is marked for deletion:
•Sell and availability requests are rejected.
•It is not included in availability and pricing requests.
•You cannot add new business rules to this service.
•You cannot modify the service.
•You cannot add the service to any rate plan.
To mark an active service for deletion:
1.Click on the 
Configuration link.
2.Click on the Services link.
3.Select the service you want to remove in the list.
4.Click on 
Remove.
5.Click on 
Yes to confirm.
The deletion of the service occurs on a deletion date that is equal to the current date + system range + one day.
Inactive services are deleted directly from the system.
1.Click on the 
Configuration link.
2.Click on the Services link.
3.Select the service you want to delete in the list.
4.Click on 
Delete.
This section contains the following topics:
•Using Common Content Management Screen Features
•Managing Descriptive Content Sections
•Descriptions: Descriptive Content Section Fields
•How to Validate Channel Content
•Publishing Descriptive Content
•How to Export Published Descriptive Content
•Pushing Descriptive Content Manually
•Requesting Translations of Descriptive Content
Content Management allows you to define information about a property and its features, publish it and push it to the distribution channels defined for your hotel chain.
This section explains the following concepts that you need to understand in order to use Content Management in the system:
•What Is the Content Publishing, Distribution and Translation Process?
Descriptive content provides a wide range of information concerning a property itself as well as other information that may be of interest to potential customers. Content can include both text and images.
The content you define is based on the Open Travel Alliance (OTA) standard data set. OTA represents a community of airlines, car rental firms, hotels, cruise lines, railways, leisure suppliers, service providers, tour operators, travel agencies, solution providers, technology companies and distributors who work together using a common electronic messaging structure.
What Types of Content Can You Define?
Descriptive content for a property is divided into different sections based on the type of content.
Table: Descriptive Content Sections
Section | Explanation |
General Information | General details about the property. |
Location | Details about the property's location. |
Contacts | Details of individuals at (or related to) the property who have specific areas of responsibility. |
Points of Reference | Points of interest, attractions or landmarks that can help describe the location of the property. |
Guest Rooms | Descriptions of the guest rooms available at the property. |
Meeting Rooms | Descriptions of the meeting facilities' offered by the property. |
Restaurants | Details and opening hours of restaurants at or near the property. |
Hotel Services | Descriptions of the services offered by the property. |
Policies | Descriptions of the policies that apply at the property. |
Taxes and Fees | Details of the taxes and fees that are applied or collected by the property. |
Packages and Promotions | Descriptions of packages and promotions offered by the property. |
Competitors | This section is enabled only for users of the Amadeus Hotel Platform - Property Benchmark component. Details of hotels that are considered to be competitors with the property. The information is not intended for distribution to channels. |
You can enter some content in more than one language. For an explanation, see Using Multilingual Fields .
What Is the Content Publishing, Distribution and Translation Process?
There are two versions of the descriptive content for each property:
•The working version that can be modified
•The published version that cannot be modified
By default, you view and edit the working version of descriptive content. At any time, you can switch from the working version of a section or item of descriptive content to the most recently published version. Similarly, you can switch back to the current working version.
If more than one user displays the same section of descriptive content in the working version at the same time, only the first user will be able to save modifications. The other users will see that section of the working version as read-only and receive a warning message.
When you publish a new or modified section of descriptive content, the most recently published version is replaced.
When descriptive content is published, it is automatically "pushed" to the distribution channels used by the hotel chain. If distribution fails for some reason, an error is indicated on the Distribution History Dashboard, and you can push content manually. See What Is the Dashboard? .
Once descriptive content is published, you can request the translation of all the multilingual content into one or more languages.
What Is the Purpose of the Dashboard?
The Dashboard is a component of the Descriptive Content module that shows information about the creation, modification, distribution and translation of descriptive content for all the properties in a brand.
For an explanation of how to use the Dashboard, see Using the Dashboard .
What Are the Dashboard Elements?
Element | Explanation |
Activity Log | The Activity Log shows information about the creation and modification of descriptive content: which content has been modified, by whom and when. You can define the number of entries that appear in the Activity Log. For an explanation, see How to Configure Dashboard Elements . |
Distribution History | The Distribution History shows information about the descriptive content publication and pushes to the distribution channels: the property for which content was pushed, the channel to which it was pushed, the date it was pushed, and the current status of the push. For details of each transaction, click on the status entry. The possible statuses are: •Started A content publication or push to a particular channel has been requested. •Submitted The content has been successfully published or pushed to a particular channel. Applies only to FTP connection types where no feedback is provided on the content integration status. •Completed The content has been successfully published or pushed to a particular channel. Applies only to seamless connection types. •Warning The content publication or push has been successfully integrated by the external channel but some data anomaly was found in the content provided. •Error The content publication or push has failed to be integrated by the external channel because a data error was encountered. You can define the number of entries that appear in the Distribution History, and the start date for entries. For an explanation, see How to Configure Dashboard Elements . |
Translation History | The Translation History shows information about the translation requests made for descriptive content. The possible statuses are: •Planned The request is initiated but not yet submitted. •Submitted The request has been submitted. The request can be cancelled if required. •Cancelled The request has been cancelled by a user. •Completed The request has been completed and the translated content has been returned. •Broken The request could not be processed. You can define the number of entries that appear in the Translation History. For an explanation, see How to Configure Dashboard Elements . |
Using Common Content Management Screen Features
When you are working with descriptive content, the screens share a number of common features.
This section contains the following topics:
•How to Switch Between Content Components
•How to Select Multiple Items in Lists
•What Are the Descriptive Content Status Icons?
•What Are Information Tooltips?
•Using Multi-Channel/Multilingual Fields
How to Switch Between Content Components
Click on the following buttons as appropriate:
•Dashboard
•Descriptive Content
•Multimedia Management
How to Select Multiple Items in Lists
In any list of brands, properties, sections, items of content, or multimedia items:
1.Click on the check box of each item you want to include.
To include all items in the list, click on the check box above the list.
2.Click on Selected Items.
3.Click on the action that you want to perform in the drop-down list.
Note:For multimedia items at property level, you can select the distribution channels for the selected images.
1.Click on the heading of a field group in the content details to hide the fields.
2.To show them again, click on the heading again.
What Are the Descriptive Content Status Icons?
When items of descriptive content appear in a list, each item has one or more associated status icons.
Table: Descriptive Content Status Icons
Status Icon | Explanation |
| Item has never been published. |
| Item has been modified but not published. |
| Item has been published. |
| Item in edit mode. |
| Image has been approved. |
| Image is defined at brand level. |
| Image is defined at chain level. |
What Are Information Tooltips?
Information tooltips are displayed in a table when you place the cursor over an information icon 
.
Element | Description |
Channel | All the distribution channels configured for the hotel chain. |
Mandatory | The settings are: •Yes: The field is mandatory, and the information will be distributed to the channel. •No: The field is optional, and the information will be distributed to the channel. •N/A: The information does not apply to the channel. |
Format | Field format, if applicable, and provided by the channel. For example, maximum number of characters. |
Icon | Description |
| Add a row to a table and edit the fields directly. |
| Delete a row to a table. |
| Add a row to a table and edit the fields using a pop-up window. |
| Edit a row in a table using a pop-up window. |
What Are Multilingual Fields?
Multilingual fields allow you enter content details in different languages. They are identified by a Languages link next to the field.
How to Define Multilingual Fields
1.Click on the Languages link next to the field.
A Languages/Value dialogue box opens.
Note:The available languages are defined as part of the property configuration procedure.
2.In the default Language, Value box, enter the content for the default language.
Note:Always enter the content for the default language first.
3.Enter content in the other Value boxes, as required.
Using Multi-Channel/Multilingual Fields
What Are Multi-Channel/Multilingual Fields?
Multi-Channel/Multilingual fields accept multi-channel and multilingual content. This allows you to assign different content and translations to different channels. They are identified by a Channels/Languages link next to the field.
Explanation: Multi-Channel/Multilingual Fields
Element | Description |
Channel | The distribution channels configured for the hotel chain. |
Value (alphanumeric value) | The information to be pushed to each channel, where (alphanumeric value) indicates the default language, for example (En) is English. The content is colour coded as follows: •For the Default channel: black text. •For the other channels: -Grey text: default content, identical to the Default channel content. -Black text: when you overwrite the default content with new content. If you delete the new content, the default content is pushed instead. |
Mandatory | The settings are: •Yes: The field is mandatory, and the information will be distributed to the channel. •No: The field is optional, and the information will be distributed to the channel. •N/A: The information does not apply to the channel. |
Format | Field format, if applicable, and provided by the channel. For example, maximum number of characters. |
Language | Select a language from the drop down list to display, or manually enter, translations. The content is colour coded as follows: •Greyed out box: the selected language is not supported by the channel. •Grey text: default content. •Black text: when you overwrite the default content with new content. If you delete the new content, the default content is pushed instead. |
How to Define the Multi-Channel/Multilingual Field Elements
1.Click on the Channel/Languages link next to the field.
A dialogue box opens. See Explanation: Multi-Channel/Multi-Lingual Fields.
Note:The available channels and languages are defined as part of the property configuration.
2.In the Default channel, Value (alphanumeric value) box, enter the default channel/language content.
Note:Always enter the content for the default channel/language first.
3.Enter content in the default language Value boxes, if required.
4.Select a language from the Language drop-down list, then enter content in the Language boxes, if required.
Note:If you want to add images when creating or modifying descriptive content, the images must already be uploaded and approved. For an explanation of this process, see Workflow: Multimedia Content Management .
1.Access the descriptive content for a property.
See How to Access Descriptive Content .
2.Create or modify one or more sections of content.
See Descriptions: Descriptive Content Section Fields and How to Modify Descriptive Content .
3.Validate the channels to identify any empty mandatory fields. See How to Validate Channel Content .
4.Publish the working version of the content for the property.
See Publishing Descriptive Content .
5.Check the Distribution History for the status of the publication and push of the content to the distribution channels.
See Using the Dashboard .
6.If distribution has failed, push the content manually.
See Pushing Descriptive Content Manually .
7.Request translation of the published content, if required.
See Requesting Translations of Descriptive Content .
At any time when using Content Management, you can view working or published content. See How to View Descriptive Content .
This section contains the following topics:
•How to Configure Dashboard Elements
•How to Cancel Requests in the Translation History
1.Click on 
Descriptive Content.
2.Click on Dashboard.
To refresh and show the latest information in the Activity Log, Distribution History or Translation History, click on 
.
How to Configure Dashboard Elements
1.In the Distribution History, Activity Log or Translation History, click on Configure.
2.In the Max Entry Count and Entries Per Page fields, enter the total number of items to display and the number per page.
The maximum total number of items is:
-999 in the Distribution History
-300 in the Activity Log
-200 in the Translation History
3.If you are configuring the Distribution History, specify the starting date from which items should be displayed.
4.Click on OK.
5.If you are configuring the Translation History, use the Created From and To Date fields to specify the date range for which items should be displayed.
How to Scroll Through Dashboard Elements
To move forwards and backwards through pages of items in the Distribution History, Activity Log and Translation History, click on the page numbers or <<first, <prev, next> and last>>.
How to Sort Items in the Dashboard Elements
To sort items in the Distribution History, Activity Log or Translation History, in ascending or descending order, click on the column headings.
How to Filter the Activity Log and Translation History
1.In each filter field, enter or select the attribute you want to include in the list.
The list is filtered automatically to only include the items that match the attributes you select.
2.If required, click on Refresh 
to clear the filters and return to the default view.
What Are the Filter Options?
•In the Activity Log, you can filter items by action, section or item name.
•In the Translation History, you can filter items by state.
How to Cancel Requests in the Translation History
1.Click on the request you want to cancel.
You can only cancel requests that have the Submitted status.
2.Click on Cancel Selected.
Managing Descriptive Content Sections
This section contains the following topics:
•How to Access Descriptive Content
•How to View Descriptive Content
•How to Create Descriptive Content
•How to Modify Descriptive Content
•How to Delete Descriptive Content
•Adding Images to Descriptive Content
How to Access Descriptive Content
To go directly to a content section:
1.On the main menu, click on 
Descriptive Content.
The system displays the list of properties for the brand.
2.Use the Brand, Property, and Section drop down lists, and the Working/Published radio buttons to select the content section to work with.
3.Click on OK.
The system displays the content section page name.
4.Click on the content section name.
The system displays the content section page.
To browse to a content section:
1.On the main menu, click on 
Descriptive Content.
The system displays the list of properties for the brand.
2.Select a property from the list. Use the Search feature, if necessary. See How to Search for Properties .
The system displays the list of content sections for the property.
3.Click on the section you require.
The system displays the content section page name.
4.Select the Working or Published option.
5.Click on the content section name.
The system displays the content section page.
1.Click on Search Properties.
2.Use the Country and/or City fields to select your property search criteria.
3.Click on OK.
How to Switch Between Working and Published Content
1.Select the Working or Published option as appropriate.
2.Click on OK.
For an explanation of the difference between working and published content, see What Is the Content Publishing, Distribution and Translation Process? .
How to View Descriptive Content
1.Select the section of descriptive content that you want to view.
For an explanation of how to do this, see How to Access Descriptive Content .
2.Place the cursor on the item you want to view.
3.To view the working version of the item, click on 
View.
4.To view the published version of the item, click on 
View Published Content.
How to Create Descriptive Content
1.Select the section of descriptive content, for example General Information.
For an explanation of how to do this, see How to Access Descriptive Content .
2.Click on 
Create Content.
3.Use the fields in the section to define the content.
Note:For information about entering content in different languages or for different channels, see Using Multilingual Fields and Using Multi-Channel/Multilingual Fields .
4.Click on Save.
How to Modify Descriptive Content
1.Select the property and section of content you want to modify.
For an explanation of how to do this, see How to Access Descriptive Content .
2.Modify the details as required using the available tabs and fields.
For explanations of specific sections and the information you can define, see Descriptions: Descriptive Content Section Fields .
3.Click on Save.
How to Delete Descriptive Content
1.Select the property and section of content from which you want to delete an item.
For an explanation of how to do this, see How to Access Descriptive Content .
2.Do one of the following:
-Delete or overtype text using the keyboard.
-In tables, to delete text and images, click on 
.
Adding Images to Descriptive Content
You can add any image that has been uploaded and approved for the property you are working with. This includes images that were uploaded at brand and chain level.
For more information, see Managing Multimedia Content .
1.Go to the page containing the image, for example, Descriptive Content>General Information>Hotel Highlights.
2.In the image table, click on 
.
3.In the image definition window, click on 
The Add Multimedia window opens displaying the available images.
4.If necessary, use the filter to search for images.
5.Click on the check box of each image that you want to add.
6.Click on OK.
1.Click on Descriptive Content.
2.Select the brand, hotel, and section (Hotel Services), then click on OK.
3.In the Spa row, click on 
The Additional Information pop-up window opens.
4.Click on 
if necessary, then on 
in the Multimedia column.
The Spa pop-up window opens.
5.To add images, click on 
in the Multimedia table.
A pop-up window opens containing a list of the available images.
6.To display Spa-related images only, select Spa in the Classification box.
Descriptions: Descriptive Content Section Fields
This section contains the following topics:
Use this tab to define general information about the property including aliases, languages spoken by staff, loyalty programs offered and blackout dates. Add information as follows:
•General items such as property name, year built, links to TVTrip, YouTube, other social media, and languages spoken.
•Alias name.
•Loyalty Programs.
•Blackout Dates. These are periods during which special offers or discounts normally offered by the property are not available.
Use this tab to categorize the property in terms of criteria such as type, architectural style, ownership. Define the ratings of the property as follows:
•Property Self Rating.
•Predefined hotel industry rating.
•Custom rating in the ratings table.
Use this tab to define descriptions of the property's best-selling features.
You can also add images for each feature and view information about the image, such as its size and distribution status.
For more information, see Adding Images to Descriptive Content .
Use this tab to describe the environmental impact represented by a stay at the property, and the environmental programs the property participates in.
Use this section to define:
•Details of the property's physical location.
•Public transportation options available near the property.
•Driving directions to the property.
The Area Served field should provide information about the property's environment and immediate surroundings: Beach Front or Shopping District, for example.
Use this section to define the details of an individual with a specific area of responsibility. For example, the contact at the property's owning company, or the general manager of the property.
You can:
•Create additional contacts as required.
•Export contacts to a CSV file. See How to Export Contacts .
Use this section to define:
•A point of interest.
•Attraction or landmark that can help describe the location of the property.
•Transportation options available from the property.
•Contact details.
•Hours of operation.
You can create additional points of reference and transportation details as required.
Use this section to define:
•The rooms and their amenities available at the property.
•The type and number of beds in the room.
•Room type code.
If there is more than one room type at the property, you must select the default room type for the amenity you enter in the Default Room Amenity field.
If required, add images for the guest room.
For more information, see Adding Images to Descriptive Content .
Add more guest rooms as required.
Use the fields in the available tabs to describe the meeting facilities offered by the property, as well as the details of individual meeting rooms.
Use this tab to describe the meeting facilities, the types of events they can be used for, the equipment available, and the payment options. The key fields are:
•Number of Meeting Personnel: the number of hotel staff available for meeting events at the property.
•Total Capacity: maximum seating capacity, that is, the number of people that can be accommodated in the hotel meeting space.
•Banquet Service Charge Percentage: the percentage added to the customer's bill.
•Presentation Equipment: select the items that apply.
•Meeting Facilities Description: a description of the hotel's meeting facilities. For example, the number of rooms, total meeting space available, whether the rooms have natural light, or any particular views.
•Group Meeting Description: the types of group event that can be held. For example, weddings or business meetings.
Use this tab to define:
•Accepted forms of payment and conditions.
•Contact details for the person at the property who should be contacted about meeting facilities.
Use these fields to list the meeting rooms, their size, capacity, and facilities.
Use the fields in the Description and Multimedia tabs to define the details and opening hours of a restaurant at or near the property. You can create additional restaurants as required.
Use this tab to describe the restaurant, including its category, meals and cuisine types, price range and location. Location details include contact information such as phone number, email, and website addresses.
Use this tab to upload images for the restaurant. For more information, see Adding Images to Descriptive Content .
Use the fields in the List and Descriptions tabs to describe the services offered by the property, and add services and their details to the list of services.
Use this tab to add services and their related details to the list of services offered by the property. For example, parking facilities and Internet access.
You can also add multimedia to items that support the feature. Service descriptions that support multimedia items are indicated by a 
in the Multimedia column. The counter represents the number of multimedia items present.
Use this tab to define descriptions of the onsite and offsite services offered by the property.
Use the fields in the available tabs to define the policies that apply at the property.
Use this tab to define:
•General policies such as early check-in and check-out rules, and minimum/maximum stay.
•Descriptions of policy aspects such as extended stay and rate disclaimer.
•Commissions.
Family, Pets and Oversold Policies Tab
Use this tab to define rules for:
•Pets: whether allowed, and charges applicable.
•Families: suitability of property for families, and plan offered.
•Oversold: alternative arrangements provided.
Pre Check-in, Length of Stay and Cancellation Tab
Use this tab to define rules for:
•Guarantees and deposits, and when they apply.
•Cancellations.
Use this tab to define payment policy details including the forms or payment and credit cards accepted by the property.
Use this tab to define details about requirements and conditions for different forms of reservation.
Use this tab to define details about rate loading and availability.
Use the available fields to define a tax or fee that is applied or collected by the property. You can create additional taxes and fees as required.
Use the Package or Promotion and period fields to define a package or promotion offered by the property, and the period for which it is available. You can create additional packages and promotions as required.
To search the Amadeus GDS for a competitor, use the Competitor Name and Country fields, then click on Search. If more than one competitor matches your search criteria, click on it in the list.
To manually enter the details of a new competitor, click on Create, then use the appropriate fields to enter the name, rating, services and transport details.
You can create as many additional competitors as you require.
This section is enabled only for users of the Amadeus Hotel Platform - Property Benchmark component. The information is not intended for distribution to channels.
This section contains the following topics:
•Workflow: Multimedia Content Management
•Defining Channel Distribution of Images
Workflow: Multimedia Content Management
1.View existing images.
See How to Access Images .
2.Upload new images.
See Uploading Images .
3.Update the metadata for each image.
See Updating Image Metadata .
4.Approve each image.
See Approving Images .
5.Define the channel distribution of each image.
See Defining Channel Distribution of Images .
1.On the main menu, click on 
Descriptive Content.
2.If working at brand level, click on a property from the list.
3.Click on Multimedia Management.
4.Use the Brand and Property drop down lists to select the multimedia content you want to work with, then click on OK.
The following appear in a list:
-All images uploaded at the brand or property level you are working with.
-All approved images uploaded at higher levels.
Note:Approved images are indicated by the status icon 
. For more information about status icons, see What Are the Descriptive Content Status Icons? .
1.On the image list, click on Order By...
2.In the drop-down list, select the order in which you want the images to appear.
1.Place the cursor over image filename and click on 
View.
The image is shown along with its metadata.
2.Click on Close to return to the list of images.
You can upload any image up to 10 MB in size that is stored on your hard disk or network drive.
The following image file formats are supported:
•Windows or OS/2 Bitmap (.BMP)
•CompuServe Graphics Interchange (.GIF)
•JPEG (.JPG)
•Portable Network Graphics (.PNG)
•Tagged Image File Format (.TIFF)
1.Access the multimedia content you want to work with.
For an explanation of how to do this, see How to Access Images .
2.Click on 
Upload.
3.Click on Add Files.
4.From your hard disk or network drive, select the images you want to upload.
5.Click on Upload.
Metadata defines the properties of an image, including its category, name, size and modification history.
Metadata elements are created automatically or they are optional. However, you must define an OTA category to an image before it can be approved and used in descriptive content.
Note:You can only update the metadata for images that were uploaded at the same level as the one at which you are currently working.
1.Access the multimedia content you want to work with.
For an explanation of how to do this, see How to Access Images .
2.Place the cursor over the image filename and click on 
Modify.
3.Using the available fields, enter or modify the metadata.
The OTA Category field is mandatory for approval of the image.
4.Click on Save.
An image must be approved before it can be used in descriptive content.
Note:You can only approve images that were uploaded at the same level as the one at which you are currently working.
1.On the main menu, click on 
Descriptive Content.
2.If working at brand level, click on a property from the list.
3.Click on Multimedia Management.
4.Use the Brand and Property drop down lists to select the multimedia content you want to work with, then click on OK.
5.Click on the name of the image.
6.On the image/metadata page, click on 
Approve.
Note:You can approve multiple images at the same time. For an explanation, see How to Select Multiple Items in Lists .
Revoking approved images reverses their approval without deleting them. This allows you to exclude them from publication but re-approve and re-use them in future if required.
Note:You can only revoke images that were uploaded at the same level as the one at which you are currently working.
1.On the main menu, click on 
Descriptive Content.
2.Click on Multimedia Management.
3.Use the Brand and Property drop down lists to select the multimedia content you want to work with, then click on OK.
4.Put the cursor over the image filename, then click on 
Revoke.
Approved images are indicated by the status icon 
. For more information about status icons, see What Are the Descriptive Content Status Icons? .
You can revoke multiple approved images at the same time. For an explanation, see How to Select Multiple Items in Lists .
Defining Channel Distribution of Images
Why Define Channel Distribution of Images?
The distribution channels for an image must be defined before it can be pushed to any of those channels.
Note:You can define channel distribution only at property level. This allows properties to push content to different sets of channels.
How to Define Channel Distribution of an Image
1.On the main menu, click on 
Descriptive Content.
2.Click on Multimedia Management.
3.Use the Brand and Property drop down lists to select the content you want to work with, then click on OK.
4.Place the cursor on the approved image filename, then click on 
Channel Distribution.
Note:Approved images are indicated by the status icon 
. For more information about status icons, see What Are the Descriptive Content Status Icons? .
5.In the Channels pop-up, add or remove the channels to which you want to distribute the image by clicking on the 
and 
icons.
6.Click on OK.
You can define channel distribution for multiple images at the same time. For an explanation, see How to Select Multiple Items in Lists .
You can only delete images that were uploaded at the same level as the one at which you are currently working.
1.Click on 
Descriptive Content.
2.Click on Multimedia Management.
3.Use the Brand and Property drop down lists to select the multimedia content you want to work with, then click on OK.
4.Place the cursor on the image filename and click on 
Delete.
How to Validate Channel Content
1.Click on Descriptive Content.
2.Select the criteria, then click on OK.
3.Do one of the following:
-At brand level, place the cursor over the hotel name, then click on the Channel Validation link.
-At property level, click on Channel Validation on the toolbar.
The system displays the Channels Validation pop-up window, which identifies empty mandatory fields for each channel.
4.If required, click on Export Report to generate a CSV version of the report.
5.Add content to empty mandatory fields. See Managing Descriptive Content Sections .
6.Publish the content. See Publishing Descriptive Content .
Publishing Descriptive Content
This section contains the following topics:
•How to Publish Property Content
Note:For an explanation of content publication, see What Is the Content Publishing, Distribution and Translation Process? .
1.On the main menu, click on 
Descriptive Content.
2.Use the Brand field to select the content you want to publish.
3.Click on OK.
4.Click on 
Publish.
5.When you are prompted to confirm the publishing, click on OK.
How to Publish Property Content
1.On the main menu, click on 
Descriptive Content.
2.Use the Brand field to select the content you want to publish.
3.Click on OK.
4.Place the cursor on the property in the list and click on 
Publish.
5.When you are prompted to confirm the publishing, click on OK.
You can publish content for multiple properties at the same time. For an explanation, see How to Select Multiple Items in Lists .
How to Export Published Descriptive Content
1.Click on 
Descriptive Content.
2.Use the Brand and Property fields to select the content you want to export.
3.Click on 
Export XML or 
Export RTF.
All the published content for the property is exported to the XML or RTF file.
4.Print the file or save it to a directory on your network or hard drive.
1.Click on Descriptive Content.
2.Select the criteria for brand, property, section (Contacts), and the working or published version, then click on OK.
3.Do one of the following:
-To export a single contact, place the cursor over the contact name, then click on Export.
-To export selected contacts, select the names you require using the check boxes, then click on Selected Items, then choose Export.
-To export all contacts, click on Export CSV on the toolbar.
The contact information is exported to a CSV file.
Pushing Descriptive Content Manually
This section contains the following topics:
Note:For an explanation of content publication, see What Is the Content Publishing, Distribution and Translation Process? .
Content is pushed only for properties with active content distribution. That is:
•A content distribution rule is set up for the property and channel, and the distribution set to Active. See Explanation: Descriptive Content Distribution Rule Screen Elements .
•The property code mapping is valid and active. See How to Set Property Code Mappings .
•The property is unlocked for external distribution. See How to Lock or Unlock a Brand or Property .
1.Click on 
Descriptive Content.
2.Use the Brand field to select the content you want to push.
3.Click on OK.
4.Click on 
Manual Push.
A Channel list pop-up window displays the channels used by the chain.
5.Add or remove the channels to which you want to push the content by clicking on the 
and 
icons.
6.Click on OK.
All of the published content for the selected brand is pushed to the selected distribution channels.
1.Click on 
Descriptive Content.
2.Use the Brand and Property fields to select the content you want to push.
3.Click on OK.
4.Click on 
Manual Push.
5.In the Channels pop-up, add or remove the channels to which you want to push the content by clicking on the 
and 
icons.
6.Click on OK.
All of the published content for the selected property is pushed to the selected distribution channels.
You can push content manually for multiple properties at the same time. For an explanation, see How to Select Multiple Items in Lists .
Requesting Translations of Descriptive Content
This section contains the following topics:
•How to Request a Translation of Descriptive Content
•Which Items of Content Are Submitted for Translation?
•Monitoring Your Translation Requests
•Managing Translation Requests to Translation.com
How to Request a Translation of Descriptive Content
1.Click on 
Descriptive Content.
2.Use the Brand and Property fields to select the content you want to translate.
3.Click on OK.
4.Click on 
Translate.
5.In the Translate pop-up, click on the following for each property you want to include:
-The check box of each language that you want the content translated into.
The check boxes of languages that were included in a previous translation request are already selected.
-The Process check box.
You can include all properties by clicking on the check box in the Process column heading.
6.Click on Next.
7.Mark the request as Urgent and enter any comments you want to send to the translator.
8.Click on Finish.
Which Items of Content Are Submitted for Translation?
All the eligible items of descriptive content for the selected brand or properties, except those items that have already been user-defined in the same languages as the request, are submitted for translation.
Monitoring Your Translation Requests
You can use the Translation History element of the Dashboard to monitor the progress of your descriptive content translation requests.
For more information, see Using the Dashboard .
Managing Translation Requests to Translation.com
How Are Translation Requests to Translation.com Handled?
The system automatically includes updated descriptive content in the default language in the next translation request. Manually translated content updates are excluded.
The status of a translation is indicated by an icon next to the Language fields in Channels/Languages or Languages pop-up windows. See Explanation: Translation Status Icons Used With Translation.com .
How to Exclude Content Updates from Translation.com Translation Requests
To prevent particular content updates from being sent for translation, modify the corresponding translation field, for example, by inserting a space. These fields are then considered to be manual translations, and are not submitted.
What Is Published when a Translation Request is Submitted to Translation.com?
You can publish updated content while waiting for the latest content translations to be provided by Translation.com. The publication contains:
•The latest default language content updates.
•The previous content translations.
When the translation is returned, it is indicated by a status of Completed in the Dashboard > Translation History > Status column.
How to Monitor the Progress of a Translation Request to Translation.com
Do either of the following:
•On the Dashboard, go to the Translation History section. See For more information, see Using the Dashboard .
•In Descriptive Content, go to the content. The status of the translation is indicated by icons. See Explanation: Translation Status Icons Used With Translation.com .
Explanation: Translation Status Icons Used With Translation.com
Icon/tooltip | Explanation |
| No default content has been specified for this field. |
| Default content has been entered for this field. |
| Content sent to translation.com. |
| Translated content in this field was provided automatically by translation.com. |
| Translated content in this field was provided manually by the user. |
This section explains the following concepts:
•What Is the Rate Plans Module?
•What Are the Components of a Rate Plan?
•What Is Rate Plan Activation?
•What Are Rate Plan Commission Rules?
•What Are Rate Plan Tax and Fee Rules?
In this section, you will learn about the following tasks:
•Creating Rate Plans Using the Wizard
•Creating or Modifying Standalone Rate Plans
•Creating and Modifying Inheriting Rate Plans
•Creating and Modifying Rate Plan Templates
•Creating Central Rate Plans Using Express Rate Load
•Setting Rate Plan Commission Rules
•Setting Rate Plan Tax and Fee Rules
•Setting the Rate Plan Tier Model
Note: You can also use the Rate Planning feature in the Planning module to compare existing rate plans and monitor how your rate plans cover your needs. For information about this feature, see How to Use Rates Planning .
What Is the Rate Plans Module?
The Rate Plans module allows you to design and manage rate plans at brand level or property level.
At brand level: You can:
•Create centrally-defined property rate plans.
•Search for property rate plans.
•Create and manage templates to simplify the creation of individual rate plans or provide different properties under a brand with a similar framework.
•Create default prices for services.
At property level: You can:
•Create and manage saleable rate plans, which can be standalone or inherited from a template.
•Create and manage rate plan templates.
•Create commission rules that define how commissions given to intermediaries are managed.
•Create tax and fee rules that are applied to all products sold in a property.
•Create default prices for the services sold in the property.
•Set the tier model that determines how discounts apply automatically according to variations in global property occupancy.
•Compare rate plans.
At property level, you can also use the Rate Planning feature to compare existing rate plans and monitor how your rate plans cover your needs. For information about this feature, see How to Use Rates Planning .
What Are the Components of a Rate Plan?
A rate plan is composed of the following elements:
•A collection of attributes that define the rate plan
•A list of products, room types and services sold under the rate plan
•Rates that apply to the products
•Stay restrictions that apply to reservations made through the rate plan
•Related sales conditions (policies, booking restrictions and promotions)
•Tier model discounts applying to the room rates
•Business rules that apply to the rate plan:
-Channel management
-Commissions
The rate plan, and the different rates created for the products sold in the rate plan, all need to have a period specified during which the rate plan and rates apply.
The following types of periods can be set.
Table: Rate Plan Period Types
Period Type | Explanation |
Open | An open period is a period for which no begin date or no end date is set. For an open period, you do not set any dates in the period fields. These fields are left blank. In this case, the system range period applies. The system range is set during property configuration. |
Semi-open | A semi-open period is a period where only one date is fixed and the other is left open. You can set semi-open periods by defining one of the following: •A fixed begin date and an open (blank) end date •An open (blank) begin date and a fixed end date |
Fixed | A fixed period has a fixed begin date and a fixed end date set in the period fields. |
Rate plans are only available to the system and usable for bookings if they are active.
In order to activate a rate plan, there must be:
•At least one default policy defined on an open period that applies to all room types. See Creating Policies .
•At least one room type of the rate plan with a default rule amount defined on an open period for all the days of the week and for an adult guest type.
Once activated, a rate plan cannot be sold unless at least one viewership rule has been associated to the rate plan in order to make it available through a distribution channel. See Creating Viewership Rules .
A rate plan that has not been activated is displayed with the other rate plans but cannot be used to sell products.
At brand level, you can search for the rate plans that apply to one or more properties in the brand.
1.Click on the 
Rate Plans link.
2.Click on the Search Rate Plans link.
3.Use the Advanced Search fields to specify your search criteria.
You can include multiple property codes by selecting them in the drop-down list. If you leave the Property Codes field blank, the search will include all properties.
You can also refine your search to only include rate plans defined centrally at brand level or only certain types of central rate plans.
4.Click on 
Search.
Any results that match the search criteria you entered are displayed in a list.
5.To view a rate plan in the list, click on its selection button.
All the attributes of the selected rate plan are shown on one screen.
Once you have displayed the details of a rate plan, and it was created at brand level, you can modify or duplicate it. Otherwise, you must modify it at property level.
For more information about modifying central rate plans at brand level, see How to Create or Modify a Central Rate Plan .
Creating Rate Plans Using the Wizard
What Is the Rate Plan Creation Wizard?
The Rate Plan Creation wizard guides you through all the steps needed to configure your rate plan and to associate it to business rules and distribution channels. The wizard also enables you to activate the rate plan in order to make it available for sale.
At brand level: The wizard allows you to create:
•Rate plan templates
At property level: The wizard allows you to create:
•Standalone rate plans
•Inheriting rate plans
•Rate plan templates
Note:Multi-level rate plans cannot be created using the Wizard; you must create them manually. See Creating or Modifying Standalone Rate Plans .
How to Create a Rate Plan Using the Wizard
1.Click on 
Rate Plans.
2.Click on Rate Plan Creation Wizard.
3.Select the type of rate plan you want to create.
4.Click on Start 
.
5.Complete the available fields as each tab is displayed.
Note:Some tabs do not appear when you are creating a rate plan template because they are not relevant.
Table: Tabs in the Rate Plan Creation Wizard
Tab | Rate Plan | Template | Explanation |
Main Attributes | Yes | Yes | See Main Attributes . |
Rooms and Services | Yes | Yes | See Rooms and Services . |
Room Rates | Yes | Yes | See Room Rates . |
Service Rates | Yes | Yes | See Service Rates . |
Rate Cappings | Yes | Yes | See Rate Cappings . |
Sale Conditions | Yes | Yes (At property level only) | See Sales Conditions . |
Stay Restrictions | Yes | No | See Stay Restrictions . |
Viewership | Yes | No | See Viewership . |
Distribution | Yes | No | See Distribution . |
Inventory | Yes | No | See Inventory . |
6.In each tab:
Click on Next 
to move to the next tab.
OR
Click on Back 
to move to the previous tab.
7.When the Summary tab appears, check that the rate plan configuration is correct.
If you want to modify any of the settings, click on 
Back until you reach the settings you want to modify.
8.If you are creating a template, click on 
Finish.
9.If you are creating a rate plan, click on 
Next.
10.If you want to make the new rate available for sale immediately, click on 
Activate.
11.Otherwise, click on 
Finish.
The main attributes are designed to identify the rate plan and define its basic structure.
•If you are creating a template, you can lock certain features which mean that they cannot be modified in any inheriting rate plans.
•If you are creating an inheriting rate plan, you must select the parent template. You can then modify the settings of the parent template as required. Use the fields in the Inherited Value and Override Inherited Value columns to modify the template settings.
This tab allows you to define the room types and services that can be sold through the rate plan. You also set default rates. These are used as "catch-all" amounts when you are defining the rates for each product.
For more information on defining rooms and services, see Room Types and Services .
If you are creating an inheriting rate plan, you can choose whether or not to apply the rooms and services defined in the template.
•The Rate Plan Template Rooms and Services option applies all the products defined in the template to the inheriting rate plan.
•The Redefined Rooms and Services option allows you to define room types and services specific to the inheriting rate plan.
Room rates are associated to a rate plan or template to set the pricing elements that apply to each room type.
Default room rates or the rates inherited from a template are shown in a table. You can modify these rates as required.
You can also create new amount rules for the room types available.
For more information on room rates, see Setting Room Rates .
Service rates are associated to a rate plan or template to set the pricing elements that apply to each service.
Default service rates or the rates inherited from a template are shown in a table. You can modify these rates as required.
You can also create new amount rules for the services available.
For more information on service rates, see Setting Service Rates .
For rate plans defined with flat amounts, you can use cap rate rules to limit the increase and decrease of the amounts. A cap rate rule consists of a minimum and maximum amount.
Note:This tab does not appear for inheriting rate plans.
For more information, see What Are Cap Rate Rules? .
Sales conditions are associated to a rate plan or template to set the policies, booking restrictions and promotions that apply to rates.
Inheriting rate plans inherit sales conditions from the template. You can also add sales conditions that are specific to the rate plan.
For more information on associating sales conditions to a rate plan, see Associating Sales Conditions .
Restrictions are dates or periods when:
•No stay is allowed (Closed Restrictions)
•A certain length of stay is required (Length of Stay Restrictions)
•No check-in is allowed (No Arrival Restrictions)
•No check-out is allowed (No Departure Restrictions)
For more information on the format of the fields to set stay restrictions for a rate plan, see Setting Stay Restrictions .
Viewership rules define the viewable rate plans for channels, countries, IATA numbers, office IDs or corporate discount numbers. When you associate a channel and any other parameters to the rate plan through a viewership rule, the rate plan becomes saleable through that channel and the defined countries, IATA numbers, office IDS and corporate discount numbers. You can also set rate plans to be available for specific time periods only.
When you define the viewership rules for the rate plan, you can use existing rules or add new ones.
The mapping tables provide correspondence between the system product code and the distributed product code for each channel.
The channels shown depend on the viewership rules associated to the rate plan.
For each channel, you can define a distributed code that corresponds to the rate plan code.
The Inventory tab allows you to target a specific allotment for rooms sold through the rate plan, if required.
•If you do not select an allotment, all rooms sold through the rate plan are taken from the Global Inventory.
•If you select the Dedicated or Nested Allotment option, you can then select from a list of allotments with validity periods that cover the validity period of the rate plan.
If you select a dedicated allotment, you can also select a secondary allotment, which can be the General Inventory or a Maximum Limited Allotment. This allows additional rooms to be sold once the Dedicated Allotment limit has been reached.
•If you select the Maximum Limited Allotment option and no allotment with the same code as the rate plan exists, you can add a new maximum limited allotment by defining the allotment's hierarchy structure and booking limit, and then set the rate plan to target it. This allotment is created with the same code, the same name and the same validity period as the rate plan.
Creating or Modifying Standalone Rate Plans
This section contains the following topics:
•What Are Standalone Rate Plans?
•How to Create or Modify a Standalone Rate Plan
What Are Standalone Rate Plans?
Standalone rate plans are saleable rate plans that can only be created at property level.
Standalone rate plans can be created manually but you create them more easily using the Rate Plan Creation Wizard. For more information, see Creating Rate Plans Using the Wizard .
Note:Multi-level rate plans cannot be created using the Wizard; you must create them manually.
You can also create a rate plan by duplicating an existing rate plan and then modifying it. For more information, see How to Duplicate a Rate Plan .
How to Create or Modify a Standalone Rate Plan
1.Click on the 
Rate Plans link.
2.Click on the Rate Plans Management link.
The existing rate plans and templates are shown in a list.
3.To create a rate plan, click on 
Add Rate Plan or 
Add Multi-Level Rate Plan.
A standard rate plan has a single rate per room type; a multi-level rate plan has multiple rates.
4.To modify a rate plan, select it in the list, then click on 
Modify.
5.Define the rate plan and its basic structure by configuring the fields in the Main tab.
For more information, see Setting Main Attributes .
6.Click on OK.
7.Click on the Room Rates tab to define the rate set for each room type.
If you are creating or modifying a multi-level rate plan, you set rates per room type for each level.
For more information, see Setting Room Rates .
8.Click on the Service Rates tabs to define the rates set for each service selected for the rate plan.
For more information, see Setting Service Rates .
9.If the rate plan is defined with flat amounts, click on the Cap Rate Rules tab to define the cap rate rules.
For more information, see What Are Cap Rate Rules? .
10.If you are creating or modifying a multi-level rate plan, click on the Levels tab to define the levels of the rate plan.
For more information, see Defining Rate Levels .
11.Click on the Sale Conditions tab to associate the related policies, booking restrictions and promotions.
For more information, see Associating Sales Conditions .
12.Click on the Stay Restrictions tab to set the conditions that determine the stay restrictions that apply.
For more information, see Setting Stay Restrictions .
13.Click on the Business Rules tab to view the following business rules associated to the rate plan to make sure your rate plan is completely configured.
-Commission rules
-Viewership rules
-Sequencing rules
-Allotment to rate plan mappings
-Associated rate plans
For more information, see Displaying Business Rules .
14.Click on the Tier Discount tab to set the number of tiers used in the rate plan and define the exact discount percentage that applies to the rates for each tier.
For more information, see Setting Tier Discount Rules .
15.Click on 
Activate to make the new or modified rate plan saleable through the distributed channels set by the viewership rules.
For more information, see What Is Rate Plan Activation? .
In the Main tab you create a rate plan identity and set the general attributes that apply to the rates of products sold under the rate plan.
Table: Rate Plan Attributes
Attribute | Description |
Currency | This sets the currency for the rate plan. By default, the default currency set for the property is selected. |
Taxes Included | When selected, this attributes sets the rates for the products in the rate plan to include taxes. |
Min. Number of Rooms | This sets the minimum number of rooms to be sold in the rate plan. |
Management Type | This can be any of the following: •Open All the attributes of the rate plan can be modified at property level. The rate plan can also be deleted at property level. •Last Room Available (LRA) The rate plan includes LRA negotiated rates that are available to the companies (CD Numbers) to which the rate plan applies as long as the last room in the property has not been sold. None of the attributes of the rate plan can be modified at property level and the rate plan can only be deleted at brand level. •Yieldable The rate plan includes non-LRA rates that may need to be restricted according to the property's occupancy or forecast. Stay restrictions and/or amounts for this type of rate plan can only be modified at property level if they have been defined as updateable during rate plan creation or modification. |
Commissionable | When selected, this attribute allows you to add a commission to rates of the products sold in the rate plan. |
Categories | This sets the standard Open Travel Alliance (OTA) category to which the rate plan belongs. The category is used to group rate plans when they are in a list. |
Reservation Type | This can be used to indicate if the rate plan can be used in a group reservation, individual reservation, or both. This is useful for hotels that use special rate plans for group reservations. This option is only visible for brands using the group tool, and is also not available when creating templates or multi-level rate plans. By default this is set to "Individual". |
If you are creating or modifying a multi-level rate plan, you must define the levels using the fields in the Level Codes panel:
•Level Codes: Click here to open the Level Codes window to define the applicable levels for this rate plan. Level numbering starts at zero.
•Default Level Code: From the defined levels, select the default level. To set the default level, you must have appropriate user rights.
Note:Only users with the right to modify or define the default level can create multi-level Rate plans.
The Main tab is also used to set the list of room types and services sold under the rate plan. Both the room types and services available are the ones defined for the property that have been made active and open to reservation during configuration.
When selecting the products sold under the rate plan, you must select at least one room type.
Included services are automatically sold with the room.
Note:If the Service check box is selected but the Included check box is not, the service is an optional service that can be sold with the rate plan.
In this tab, you also set the default rate that applies to the product for the rate plan. This is the rate that is used as a "catch-all" when you are defining the rates for the product.
Note:Services have a default rate set for the property so setting a default rate in the rate plan is not mandatory.
Services From a Selection
If the rate plan you are defining is a Group rate plan (the Group check box in Reservation Type is selected), the Services from a Selection panel is available on this tab. This allows you to define one or more selections of services. This could be, for example, a Breakfast service, containing three different types of breakfast, at different rates. Then during reservation, if the customer selects the Breakfast service, he must then choose one of the breakfast options defined in the selection.
If the Included check box is selected, the service is mandatory and is included in the price of the rate plan. If the Included check box is not selected, the service will be added to the price.
The rate plan description is displayed to agents through channels. If multiple languages are supported in your property, remember to enter the description in English as some channels may only distribute English content. If you do not do so, there may be no information given about the rate plan. This is particularly important if there is no rate plan mapping available for the channel.
Note:It is mandatory that you enter content in English in order to minimize any distribution issues.
We recommend you enter the languages in the following order:
1.English
2.Default property language
3.Other languages
Room rates set the pricing elements that apply to each room type sold in the rate plan.
The Room Rates tab allows you to set amount rules for the room types you have selected in the Main tab.
You need to set a rate for each occupancy type defined for the room type. The occupancy is the number of guests of each guest type that can occupy a room. Occupancy is defined during room type configuration.
For each room type, you can set a period during which rates apply. For more information, see What Are Rate Plan Periods? .
Note:In order to activate a rate plan, at least one room type should have a default amount rule defined on an open period for all days of the week for an adult guest type.
The amount for a rate can be set in one of three ways:
•Flat amount
•Linked to a rate for the same room type in another rate plan
•Linked to a rate for a different room type in the same rate plan
Note:In a multi-level rate plan, the rate amount cannot be linked to a rate in another rate plan.
For each room type in the rate plan, you can set a flat value for each guest type that can occupy the room. This value is given in the default currency set for the property.
The pricing mode per room type can be defined per room or per occupancy.
•Per room: If a room type can have more than one guest, for example a double or king-size room, you can choose to set a value for the first guest and then set a formula based on this value for all the other guests staying in this room.
-Example: Room type DBL is priced at 50 euros per room for one guest and for two guests it is priced using the formula “price for one guest + 10 Euros”. This means that for two guests the total price of the room is 50 +10 = 60 Euros.
•Per occupancy: This pricing mode is useful when creating group plans. The price of the room depends on the numbers of guests in the room. For each number of possible guests, you define the price by guest.
-Example: Room Type DBL is priced at 50 Euros per occupant for one guest and 40 Euros per occupant for two guests. This means that for two guests the total price of the room is 2 * 40 euros = 80 Euros.
Note:The amount set for extra beds cannot be linked and is always set using flat amounts.
In a multi-level rate plan, you can set a single flat value for each guest type as in a standard rate plan or different values for each level. The period during which each value applies is determined by the level definition.
If a cap rate rule applies to the rate plan, you can only modify the flat amount within the limit set by the rule.
Linking to Same Room Type in Another Rate Plan
You can link the rate of the room type to the rate of the same room type in another rate plan.
The amount for the rate is calculated by using the formula you select and applying it to the amount of the base rate to which you are linking.
The base rate can be defined as a flat amount or it can be linked to another room type rate within the base rate plan.
By default, the rate amount applies per room but you can choose to apply it per occupant instead. In this case, the formula you select must be equal to the base rate or use an absolute amount. For more information, see Setting Formulas .
When linking to another rate, you can set minimum and maximum amounts that are applied if the normal calculation results in an amount under or over an acceptable amount.
Note:If there are no existing rates to which the rate you are setting can be linked, the linked option is not displayed and you can only use flat amounts.
Linking in Same Rate Plan to Another Room Type
You can link the rate of a room type to the rate of a different room type within the same rate plan.
The amount for the rate is calculated by using the formula you select and applying it to the amount of the base rate to which you are linking.
The base rate used must be defined using a flat amount.
Note:If you use linking in a multi-level rate plan, the levels are ignored.
When linking to another rate, you can set minimum and maximum amounts that are applied if the normal calculation results in an amount under or over an acceptable amount.
Note:If there are no existing rates to which the rate you are setting can be linked, the linked option is not displayed and you can only use flat amounts.
Calculation formulas are given as the base rate to which a percentage or absolute amount is added or deducted. Enter the formula in the following way:
•The linked amount is identical to the base amount: use the equal sign (=) or leave the field blank.
•Plus or minus an absolute amount.
Example: +20
•Plus or minus a percentage.
Example: -10%
Service rates are associated to a rate plan or a template to set the pricing elements that apply to each service sold with the rate plan.
The Service Rates tab allows you to set amount rules for the services you have selected in the Main tab or modify the amount rules for the services inherited from the template.
When services are set as included, the service rate is included in the rate set for the room and is not added. There is only one global amount given for the room and the included service based on the room rate.
You can set a rate plan-specific rate for services that overrides the default. If you do not set a rate, the default rate for the service is applied. If the service is included, this rate is used to calculate taxes and commissions, if they are different from the ones that apply to the room rate.
Optional services are sold independently from the room but can still be included as part of the rate plan package. You can use the Services Rates tab to set a special rate that applies when the service is sold as part of the rate plan. If you do not set a rate, the default rate for the service is applied.
For each service, you can set a period during which the rate applies. For information, see What Are Rate Plan Periods? .
The amount for a rate can be set in two ways: a flat amount or a linked rate.
For each service rate in the rate plan, you can set a flat amount. This value is given in the default currency set for the property.
Linking to Same Service in Another Rate Plan
Linked rates are based on the rate of the same service in another rate plan.
When linking to another rate, you can set minimum and maximum amounts that are applied if the normal calculation results in an amount under or over an acceptable value.
Note:If there are no existing rates to which the rate you are setting can be linked, the linked option is not displayed and you can only use flat amounts.
Calculation formulas are given as the base rate to which a percentage or absolute amount is added or deducted. Enter formula in the following way:
•The linked amount is identical to the base amount: use the equal sign (=) or leave the field blank.
•Plus or minus an absolute amount.
Example: +20
•Plus or minus a percentage.
Example: -10%
For rate plans defined with flat amounts, you use cap rate rules to limit the increase and decrease of the amounts. A cap rate rule consists of a minimum and maximum amount.
For more information, see What Are Cap Rate Rules? .
Each rate level can be open or apply to a specific period or specific days of the week.
You can define each level per room type or for all room types.
You must include a default level; this is the rate amount that is used when none of the other levels apply. You specify which level is the default level when you define the main attributes of the rate plan. For more information, see Setting Main Attributes .
Sales conditions are associated to a rate plan or template to set the policies, booking restrictions and promotions that apply to the rates and reservations of products sold through the rate plan.
If several sales conditions of the same type exist during the stay period defined by a reservation, the condition that is valid on the check-in date is the one that applies to the reservation.
This association can be set for a period or certain days of the week.
In order to activate the rate plan, you must associate at least one policy that applies to all the room types on an open period for all the days of the week.
Note:You can only associate one promotion at a time to a rate plan.
Stay restrictions are used to restrict the periods or days when a stay is allowed.
Stay restrictions can set dates or periods when:
•No stay is allowed
•No check-in is allowed
•No check-out is allowed
•A certain length of stay is required
If the stay restriction is based on the length of stay, the following formats can be used individually or in combination to set the stay period:
Table: Stay Restriction Formats
Format | Description |
1,2,5 | The guest can only stay one, two or five nights. |
-5 | The guest can only stay five nights or less. |
5- | The guest must stay at least five nights. |
2-5 | The guest must stay between two and five nights. |
In addition, when defining a minimum length of stay, you can specify that the length of stay is based on the arrival date, by selecting the check box Apply at check-in. If you leave this check box unselected, the length of stay is not based on the arrival date, but the guest must stay in the hotel for the nights that are flagged as mandatory and the minimum length of stay must be respected.
The Business Rules tab displays the rules that apply to the rate plan. This tab enables you to check that your rate plan is configured with the right conditions and that it is distributed through the right channels.
The association of a rule to the rate plan is made from the rule settings and not from the rate plan. However, you must at least create a rate plan's main attributes before you can associate any rule.
The following rules can be associated to a rate plan: viewership, sequencing and commission. You can also associate other rate plans and map the rate plan to a specific inventory allotment.
Viewership rules make rate plans available to distribution channels connected to the system. Viewership rules are set and managed in the Channel Management module.
For more information, see How to Create Viewership Rules .
Sequencing rules define the order in which rate plan and room type pairs are returned for an availability request made through a specific distribution channel. Sequencing rules are set and managed in the Channel Management module.
For more information, see How to Create Sequencing Rules .
Commission rules determine commissions received by intermediaries, identified by their IATA or TIDS numbers, when they make a reservation. The commission rules listed are the ones that apply specifically to the rate plan. Commission rules are set and managed in the Rate Plans module.
For more information, see Setting Rate Plan Commission Rules .
Other rate plans can be connected in some way to the current rate plan. For example, this is the case when the current rate plan has child rate plans or when the rates of some products in the rate plan are linked to product rates in another rate plan.
Allotment to Rate Plan Mapping
Lists the inventory allotment targeted when rooms are sold through the rate plan. If you do not map the rate plan to target an allotment, the rate plan sells all the room types belonging to the rate plan that are available in the General Inventory.
For more information, see What Is Allotment-to-Rate Plan Mapping? .
A tier discount rule determines how the tier model applies to the rates in the rate plan.
If you do not want to use all the tiers set by the tier model, the tier discount rule allows you set the lowest tier applying to the rate plan.
You also set the exact discount percentage that applies to each tier. The values you can declare are limited by the minimum and the maximum boundaries set for each tier in the tier definition rule.
For more information, see How to Set Tier Definition Rules .
You can only set the tier discount rule if a tier model has been defined for the property.
How to Modify Room Rates in Rate Plans
1.In the menu panel, click on 
Rate Plans.
2.Click on Rate Plans Management.
3.Click on the rate plan you want to modify.
4.Click on the Room Rates tab.
5.Click on the rate you want to modify.
6.Click on 
Modify.
7.Modify the rate as required.
8.Click on 
.
1.In the menu panel, click on 
Rate Plans.
2.Click on Rate Plans Management.
3.Click on the rate plan you want to delete.
Note:You will not be able to create a new rate plan with the same code as the deleted rate plan.
4.Click on 
Delete.
5.When the system prompts you to confirm the deletion, click on 
.
Creating and Modifying Inheriting Rate Plans
What is an Inheriting Rate Plan?
Inheriting rate plans are saleable rate plans that can only be created at property level. These rate plans are based on a template and inherit the template's settings.
Note:Inheriting rate plans can be created as described in this section but you can create them more easily using the Rate Plan Creation Wizard. For more information, see Creating Rate Plans Using the Wizard .
How to Create an Inheriting Rate Plan From a Template
1.Click on the 
Rate Plans link.
2.Click on the Rate Plans Management link.
The existing rate plans and templates are shown in list.
3.To create a rate plane, click on 
Add Inheriting Rate Plan.
4.To modify a rate plan, select an inheriting rate plane from the list, then click on 
Modify.
5.Select the template from which the rate plan inherits its settings in the Parent Template drop-down list.
6.Modify the Template Inherited Attributes of the rate plan in the Main tab.
The values set at template level for inherited settings are displayed in the Inherited Value column. You can modify these settings by selecting the related Override Inherited Value check box and entering a new value in the Overriding Value column.
The values set at template level for inherited settings are displayed in the Inherited Value column. You can modify these settings by selecting the related Override Inherited Value check box and entering a new value in the Overriding Value column.
Note:If the tax inclusion value is modified in the inheriting rate plan, then the amounts are no longer linked to the amounts provided by the template.
For more information, see Setting Main Attributes .
7.Modify the room types and services that can be sold under rate plan.
The Rate Plan Template Rooms and Services are the room types and services set at template level. If you select the option button in front of the area title, these are the room types and services that apply to the inheriting rate plan.
If you select the Redefined Rooms and Services, the list of room types and services inherited does not apply and you can create a new list of room types and services for the inheriting rate plan.
If the products are locked in the template, no option button is available and this section is read-only.
For more information about setting main rate plan attributes, see Setting Main Attributes .
8.Click on the Room Rates and Service Rates tabs to modify the amount rules for each room type and service selected for the rate plan and inherited from the template.
For more information, see Setting Room Rates and Setting Service Rates .
9.Click on the Sales Conditions tab to modify the related policies, booking restrictions and promotions inherited from the template.
Note:Sales conditions may be locked by the template and not open to modification.
For more information, see Associating Sales Conditions .
10.Click on the Stay Restrictions tab to set the conditions which determine the stay restrictions that apply.
Stay restrictions cannot be set in templates and need to be set in the inheriting rate plan.
For more information, see Setting Stay Restrictions .
11.Click on the Business Rules tab to view the following business rules associated to the rate plan to make sure your rate plan is completely configured.
-Commission rules
-Viewership rules
-Sequencing rules
-Associated rate plans
-Allotment to rate plan mapping
For more information, see Displaying Business Rules .
12.Click on the Tier Discount tab to set the number of tiers used in the rate plan and define the exact discount percentage that applies to the rates in each tier.
Tier discount rules cannot be set in templates and need to be set in the inheriting rate plan.
For more information, see Setting Tier Discount Rules .
13.Click on 
Activate to make the new or modified rate plan saleable through the distributed channels set by the viewership rules.
For more information, see What Is Rate Plan Activation? .
Creating and Modifying Rate Plan Templates
Templates are non-saleable rate plans used to define a number of common settings that are inherited by rate plans created using the template.
Templates can be created and modified at brand level or at property level.
Note:Rate plan templates can be created as described in this section but you can create them more easily using the Rate Plan Creation Wizard. For more information, see Creating Rate Plans Using the Wizard .
How to Create or Modify a Rate Plan Template
1.Click on the 
Rate Plans link.
2.Click on the Rate Plans Management link.
The existing rate plans and template are shown in a list.
-At brand level: Only the templates created at brand level are displayed.
-At property level: Both the templates created for your property and the ones created at brand level are displayed. However, you cannot modify brand-level templates. Templates created at brand level are identified by a check mark in the Brand Defined column.
3.Click on 
Add Template.
4.Define the rate plan and its basic structure by configuring the fields in the Main tab.
For more information, see Setting Main Attributes .
Certain settings can be locked in the template so that they are not open to modification in the inheriting rate plans. To lock the list of products and services or the sales conditions associated with the template, select the Lock Products or Lock Sale Conditions check boxes in the Main tab.
5.Click on the Room Rates and Service Rates tabs to define the rates set for each room type and service selected for the template.
For more information, see Setting Room Rates and Setting Service Rates .
6.If the template is for rate plans defined with flat amounts, click on the Cap Rate Rules tab to define the cap rate rules.
For more information, see What Are Cap Rate Rules? .
7.Click on the Sales Conditions tab to associate the related policies, booking restrictions and promotions.
For more information, see Associating Sales Conditions .
Some settings cannot be set in templates and need to be set in the inheriting rate plans. These are:
•Stay restrictions
•Tier discount rules
For more information, see Creating and Modifying Inheriting Rate Plans .
To create a rate plan by duplicating an existing rate plan:
1.Click on the 
Rate Plans link.
2.Click on the Rate Plans Management link.
3.Select the rate plan you want to use as a model.
4.Click on 
Duplicate.
The Duplicate Rate Plan panel is displayed.
5.Enter the information that enables you to create the identity of the new rate plan and select the information you want to have copied from the original rate plan.
If you select Duplicate Rates, the rates created for the products of the original rate plan are copied to the duplicated rate plan.
If you select Duplicate Associated Sales Conditions, the sales conditions associated to the original rate plan are associated to the duplicated rate plan.
6.Click on 
.
The newly duplicated rate plan is added to the list of rate plans.
7.Select the newly duplicated rate plan and click on 
Modify.
You can now modify the information copied from the original rate plan to finish creating the duplicated rate plan.
For more information, see Creating or Modifying Standalone Rate Plans .
Creating Central Rate Plans Using Express Rate Load
This section explains Express Rate Load and how to use it to create property rate plans at brand level.
This section contains the following topics:
•How to Create or Modify a Central Rate Plan
Express Rate Load allows you to create rate plans at brand level for one or more properties within the brand. This means that you do not need to create rate plans individually at property level.
When you create or modify a rate plan centrally at brand level, all the components of the rate plan are shown in a single screen.
Central rate plans created at brand level are visible at brand and property levels. Whether or not a central rate plan can be modified at property level depends on the management type of the rate plan, which is set when the rate plan is created.
For more information about rate plan management types, see Rate Plan Attributes .
How to Create or Modify a Central Rate Plan
1.Click on the 
Rate Plans link.
2.Click on the Express Rate Load link.
The existing property rate plans defined at brand level are shown in a list.
3.To create a property rate plan, click on 
Add Rate Plan.
4.To modify an existing rate plan, select it in the list, then click on 
Modify.
5.Select the channels through which the products in the rate plan can be sold.
For each channel you select, a corresponding viewership rule is created and associated to the rate plan. For more information about viewership rules, see What Are Viewership Rules? .
6.Define the main attributes of the rate plan.
The attributes of a central rate plan include Status: Active or Inactive. An inactive rate plan be stored but is not saleable. For more information, see What Is Rate Plan Activation? .
The rate plan type determines whether or not the rate plan can be modified at property level. If you select Yieldable as the rate plan type, you can define which elements of the rate plan can be modified at property level: amounts, stay restrictions or both.
The minimum and maximum amounts define the cap rate limit for the rate plan. For more information, see Setting Cap Rate Rules .
For more information about rate plan attributes in general, see Setting Main Attributes .
7.Select the room types to be included in the rate plan and define the rates for each room type.
All the room types defined for the property are shown in the list.
If you select a room type, you can define a period and define rates for each occupancy type.
The minimum and maximum amounts define the cap rate limit for the rate plane and room type. For more information, see Setting Cap Rate Rules .
Note:For more information about rate plans periods, see What Are Rate Plan Periods? .
If room rates vary, according to the day of the week for example, you can add a second period and set of rates for the room type.
For more information about setting room rates, see Setting Room Rates .
8.Select the services to be included in the rate plan and define the rate for each service.
A service can be set as optional to a rate plan in which case it can be commissionable.
The minimum and maximum amounts define the cap rate limit for the rate plane and service. For more information, see Setting Cap Rate Rules .
If service rates vary, according to the day of the week for example, you can add a second period and rates for the service.
For more information about setting service rates, see Setting Service Rates .
9.If required, map the rate plan to a specific inventory allotment.
By default, the rate plan is mapped to the general inventory.
For more information about allotment to rate plan mapping, see What Is Allotment-to-Rate Plan Mapping? .
10.For each channel included in the Channel Mapping section of the rate plan, define the distributed codes.
This set maps your internal rate plans code to standard distribution rate plans used by the channel.
This step is optional. Rates will be distributed using internal default codes if you do not define distributed codes.
For more information, see Rate Plan Code Mappings .
11.If required, set black-out dates for the rate plans.
Black-out dates create a Closed stay restriction at property level.
12.Click on 
.
At brand level, you can remove property rate plans as long as they were created at brand level.
In addition, the rate plan must be inactive or its last check-out date must be before the current date.
If there are business rules such as viewership rules associated to the rate plan, the system displays a warning message when you try to delete the rate plan. If you choose to confirm the deletion, the rate plan and all its sale conditions and business rule associations are removed.
At property level, you can only delete a centrally-created rate plan if its type is Open.
Setting Rate Plan Commission Rules
This section explains rate plan commission rules and how to set them.
This section contains the following topics:
•What Are Rate Plan Commission Rules?
•How to Set Rate Plan Commission Rules
What Are Rate Plan Commission Rules?
Commission rules are used to define the commission received by intermediaries when a reservation is sold. Commission rules are applied to rates through an association to rate plans.
A rate plan can be associated to several commission rules so it can cater for distribution via multiple agencies under different conditions. However, only one commission rule can apply to a rate for pricing at a time.
Commission rules can be set to be non-overridable. This means that if several commission rules apply to the same rate, only the rule set as non-overridable is applied.
How to Set Rate Plan Commission Rules
1.Click on the 
Rate Plans link.
2.Click on the Commissions link.
The existing commission rules appear in a list.
3.To create a commission rule, click on 
Add.
4.To modify a commission rule, select it in the list.
5.Specify the intermediaries to which the rule applies.
Travel agents and other intermediaries are identified by their IATA or TIDS number.
6.Select the rate plans to which the rule applies.
Commission rules that are not linked to specific rate plans apply to all the rate plans of the property.
Note:Commission rules should always apply to amounts that do not include taxes. If the commission rule is applied to an amount including taxes, the calculation for the commission is still based on the tax-excluded amount.
7.Set the period for the commission rule, if required.
For more information about periods, see What Are Rate Plan Periods? .
8.Select the commission type and value.
Commissions can be set as percentages or as flat amounts, per stay or per day.
If the commission is defined as a flat amount per day, the global commission can be capped by setting a maximum commission or maximum number of days.
9.Set the commission rule as non-overridable, if required.
The non-overridable attribute is used to set a priority between commission rules defined for a specific rate plan and those defined for travel agents for all the rate plans of the property. By setting a rate plan-specific commission rule as non-overridable, you ensure that the commission set for the rate plan is the same for all intermediaries.
10.Click on 
.
Setting Rate Plan Tax and Fee Rules
This section explains rate plan tax and fee rules and how to set them.
This section contains the following topics:
What Are Rate Plan Tax and Fee Rules?
Explanation of Tax and Fee Rule Fields
Activating and Deactivating Tax and Fee Rules
How to Specify a Period For Which a Tax Rule is Valid
How to Specify Days of the Week For Which a Tax Tule is Valid
How to Specify a Tax Rule Depending on the Length of Stay (LOS)
How to Specify a Maximum Number of Nights
How to Define Different Taxes Per Price Range
How to Define Different Taxes Per Age Range
Pricing Settings for Additional Criteria
What Are Rate Plan Tax and Fee Rules?
Tax and fee rules are used to create the list of taxes that apply to the room types and services sold by a property or a brand.
Taxes are calculated based on each day of the guest stay at the hotel. The tax calculation takes into consideration any tax changes scheduled during a guest stay.
Example
•City tax from 01 June to 30 June = $1.00 per night
•City tax from 01 July to 31 August = $1.50 per night
If a guest makes a booking for one room, with an arrival date of 28 June and a departure date of 05 July, the applicable city tax is calculated as follows:
Date | City Tax |
28 June | 1.00 |
29 June | 1.00 |
30 June | 1.00 |
1 July | 1.50 |
2 July | 1.50 |
3 July | 1.50 |
4 July | 1.50 |
Total City tax | 9.00 |
How Are Tax Currencies Converted?
If a tax is defined in a different currency than the rate plan price, the tax is converted to the currency of the rate plan during the hotel shopping and pricing process.
For example, if a city tax of $2 is defined, but the Rate Plan is priced in EUR, when the hotel rate is returned by the shopping and pricing process, the $2 will be converted to EUR in order to display both price and tax in EUR.
The exchange rate used is updated daily every six hours.
How to Set Rate Plan Tax and Fee Rules
1.Click on the 
Rate Plans link.
2.Click on the Tax and Fee Rules link.
3.To create a new tax rule, click on 
Add.
4.To modify an existing tax rule, select it in the list, then click on 
Modify.
At property level, you cannot modify a rule that has been defined at brand level. Instead, click on 
Duplicate.
5.If you are creating a tax rule at brand level, select the country to which the tax rule applies.
At property level, you cannot change the country value.
6.Define the code and name of the tax, then select the tax type.
7.In the Products panel, define the room types and services to which the tax applies.
You can select one or more room types and one or more services simultaneously. In this case, the tax applies both to the room types and to the services.
8.In the Tax Definition panel, select the definition type: Flat Amount or Percentage. See How Are Taxes Calculated? .
The other fields you need to complete for the tax depend on the definition type. See Explanation of Tax and Fee Rule Fields .
9.In the Value panel, specify the amount or percentage in the Value field, depending on the setting of the Definition Type field.
You can optionally specify a validity period. See How to Specify a Period For Which a Tax Rule is Valid .
10.Click on 
.
Explanation of Tax and Fee Rule Fields
Definition Type | Required Fields |
Definition Type | Specify Flat Amount or Percentage. |
Currency | Specify the currency. |
LOS Dependent | Select this if you want to specify a rule that changes during the stay. See How to Specify a Tax Rule Depending on the Length of Stay (LOS) . |
To be paid at the Hotel | Select this if this tax is to be paid at the hotel. |
Pricing Frequency | Select Per Day or Per Stay. This field is enabled if the definition type is Flat Amount. |
Pricing Mode | Select Per Person or Per Product. This field is enabled if the definition type is Flat Amount. |
Computation Mode | Select Amount without taxes, Amount with taxes, or Taxes Only. This field is enabled if the definition type is Percentage. To specify that the tax is applicable on the value of another tax, select the Tax Only option, then select the previously defined tax from the Taxes field. |
Taxes | Select one or more taxes to which the tax rule applies. This is only applicable if the Computation Mode field is set to Amount with Taxes or Taxes Only. |
Value | Specify the value of the tax. This can be an amount or a percentage, depending on the setting of the Definition Type field. By clicking on More Criteria you can specify additional criteria, such as a validity period, days of the week, age range, or price range. |
Activating and Deactivating Tax and Fee Rules
Country-specific tax and fee rules can be created and activated at brand level and automatically inherited by all properties in the country. At property level, you can create and modify property-specific taxes. At property level, you cannot modify a rule defined at brand level but you can deactivate it, or duplicate it and change the values.
If a tax rule defined at brand level is deactivated, it is automatically deactivated at property level also, and cannot be activated at this level. It can however be duplicated at property level.
How to Activate a Tax and Fee Rule
•When defining a tax and fee rule, select the Active check box in the Add Tax and Fee Rule screen.
•For an already defined tax and fee rule, click on Activate in the Taxes screen.
The activation status of each tax and fee rule is shown in the Active column in the Taxes screen.
How to Specify a Period For Which a Tax Rule is Valid
1.In the Value panel, click on More Criteria.
2.Select Period and click on the plus icon 
.
3.Select the From and To dates and enter a value.
4.To add additional periods, click on the plus icon 
.
5.To add additional criteria, click on More Criteria.
How to Specify Days of the Week For Which a Tax Tule is Valid
1.In the Tax Definition panel, if the definition type is Flat Amount, set the Pricing Frequency to Per Day. See Pricing Settings for Additional Criteria .
2.In the Value panel, click on More Criteria.
3.Select Period and click on the plus icon 
.
4.In the Active On line, select or unselect the days of the week for which this tax rule is valid. A blue box indicates that the day is selected.
5.Enter a value for this combination of days.
6.To add additional day of the week ranges, click on the plus icon 
.
7.To add additional criteria, click on More Criteria.
How to Specify a Tax Rule Depending on the Length of Stay (LOS)
1.In the Tax Definition panel, select the LOS Dependent check box.
In the Value panel, the Value field is replaced by the fields: Value Before, Day of Change and Value After.
2.In the Value Before field, enter the default tax value.
3.In the Day of Change field, enter the number of days after which the new value applies. For example, if you enter a 3, then the new tax value will be applied on the fourth day.
4.In the Value After field, enter the new tax value to be applied after the Day of Change.
5.To optionally specify one or more validity periods, click on More Criteria. See How to Specify a Period For Which a Tax Rule is Valid .
How to Specify a Maximum Number of Nights
Note: This is only applicable for city taxes.
1.In the Tax Definition panel, if the definition type is Flat Amount, set the pricing frequency to Per Day. See Pricing Settings for Additional Criteria .
2.In the Value panel, click on More Criteria next to the Value field.
3.Select Max Number of Nights and click on the plus icon 
.
4.Enter the number of nights and the value.
How to Define Different Taxes Per Price Range
Note: This is only applicable for city taxes.
1.In the Tax Definition panel, select the To be paid at the hotel check box.
2.In the Value panel, click on More Criteria next to the Value field.
3.Select Price and click on the plus icon 
.
4.Select the additional criteria (pricing mode, VAT mode, and service mode).
5.Enter a price range using the From and To fields and the tax value for that range.
6.To add additional ranges click on the plus icon 
.
7.To add additional age ranges, click on More Criteria.
How to Define Different Taxes Per Age Range
Note: This is only applicable for city taxes.
1.In the Tax Definition panel, set the definition type to Flat Amount, and set the Pricing Mode to Per Person. See Pricing Settings for Additional Criteria .
2.In the Value panel, click on More Criteria next to the Value field.
3.Select Age and click on the plus icon 
.
4.Enter an age range using the From and To fields and the tax value for that range.
5.To add additional age ranges, click on More Criteria.
Pricing Settings for Additional Criteria
Note: The Pricing Mode settings can only be selected if the definition type is Flat Amount. For a definition type of Percentage, only Period, Day of the Week, and Max Number of Nights can be set as criteria.
Pricing Frequency | Per Day | Per Stay | ||
Pricing Mode | Person | Product | Person | Product |
Period | x | x | x | x |
Day of Week | x | x |
|
|
Max number of Nights | x | x |
|
|
Age | x |
| x |
|
Price (The To be paid at the hotel check box must be selected) | x | x | x | x |
This section contains the following topics:
For rate plans defined with flat amounts, you use cap rate rules to limit the increase and decrease of the amounts.
A cap rate rule consists of a minimum and maximum amount.
By default, a cap rate rule applies to all the room types included in the rate plan but you can restrict it to specific room types.
If a cap rate rule exists and the amount in a rate plan is updated, the old and new amounts are checked against the rule.
If the new amount exceeds the limit set in the rule, the updater receives an error message and the update is not performed.
If the new amount is within the cap rate range, the amount is updated. In addition, an email notification of the update is sent to the addresses defined as part of the brand or property configuration.
1.Click on the 
Rate Plans link.
2.Click on the Cap Rate Rules link.
The existing rules are shown in a list.
3.To create a rule, click on 
Add.
4.To modify a rule, select it in the list, then click on 
Modify.
5.Select the rate plans to which the rule applies.
6.Select the specific room types and services to which the rule applies.
7.Specify the minimum and maximum amounts in the available fields.
The values are defined in the default currency set for the property.
If your currency is Euros and you set a minimum value of 0 and a maximum of 180, for example, the rate amount can only be increased up to 180 Euros.
8.Click on 
.
This section explains service rates and how to set them.
Service rates are created for each paying service offered by the property. The rate set is the default rate for the service regardless of how it is sold.
Service rates can be defined at both brand and property level. If there is a rate set at both levels for the same service, the rate set at property level is applied.
Note: The default rate can be overridden in a rate plan by a different rate set for the service when it is sold as part of that rate plan.
1.Click on the 
Rate Plans link.
2.Click on the Service Rates link.
The existing service rates are shown in a list.
3.To create a service rate, click on 
Add.
4.To modify a service rate, select it in the list, then click on 
Modify.
5.Select the service to which the rate applies.
The services listed are defined in the Configuration module.
6.Select a period during which the rate applies, if required.
For more information, see What Are Rate Plan Periods? .
7.Specify the service rate value.
The value set for each service is given in the default currency set for the property. If the default currency of the property is changed in the system, all the default service rates and all future rates are set using the new default currency. However, if a service rate has been set in a rate plan, the currency does not change and the old default currency applies to those service rates.
8.Click on 
.
Setting the Rate Plan Tier Model
This section explains the tier model and how to set the rules that define it.
This section contains the following topics:
•How to Set Tier Definition Rules
•How to Set Tier Threshold Rules
The tier model is used to automatically price rooms according to the global occupancy of a property. The tier model allows you to set a succession of discount levels that are automatically activated to offer more attractive prices with low occupancies and to increase the room rates as the occupancy of the property rises.
The tier model is built around two types of rules:
•Tier definition rule
•Tier threshold rule
The number of tiers used in a rate plan and the exact discount percentage applied to its rates are set in the Tier Discount Rule tab of each rate plan.
How to Set Tier Definition Rules
The tier definition rule sets the number of tiers in the model, as well as the maximum and minimum discount limits that can be applied to rates for each tier.
The tier definition rule can be defined both at brand and property level. If a tier definition rule was defined at both levels, then it is the rule defined at property level that applies.
1.Click on the 
Rate Plans link.
2.Click on the Tier Model link.
3.Click on the Tier Definition Rules link.
The existing tier definition rules are displayed in a list.
4.To create a tier definition rule, click on 
Add.
5.To modify a tier definition rule, click on the rule in the list, then click on 
Modify.
6.Set the number of tiers.
7.Click on 
.
8.Create the tiers as a hierarchy with Tier 1 having the highest level.
This means that Tier 1 is related to the highest occupancy and the lowest discount. The following tier, Tier 2, will be associated to a lower occupancy and a higher discount, and so on for subsequent tiers.
9.Set the discount limits as a minimum and a maximum discount percentage that can be applied to the standard rates attached to a rate plan.
The percentages set for the minimum and maximum discount limits for the tiers must not overlap.
Note:The exact discount percentage used for tiers in a rate plan is set in the rate plan tier discount rule within the limits set by the tier definition rule.
10.Click on 
.
How to Set Tier Threshold Rules
The tier threshold rule sets the occupancy percentages that determine the automatic opening or closing of tiers. Thresholds are set as percentages of the global occupancy of the hotel.
When the percentage set for a threshold is reached:
•The current tier is closed.
•The higher level tier is opened.
•The discount percentage associated to the new tier level is automatically applied to the rates.
When the occupancy percentage of the highest tier is reached, the standard rates defined in the rate plan apply with no discounts.
Thresholds can only be set if the number of tiers that apply to the tier model has been defined by the tier definition rule.
Tier thresholds can be determined for a given period or day of the week. For more information about periods, see What Are Rate Plan Periods? .
The Account Management module allows you to search for, modify and create account profiles.
This section explains the following concepts that you need to understand in order to use the Account Management module:
•What Is the Account Management Module?
•What Are the Elements of an Account Profile?
In this section, you will learn about:
•How to Create an Account Profile
•How to Search for and Display an Account Profile
•How to Modify an Account Profile
•How to Delete an Account Profile
•Updating Payment Details in Account Profiles
What Is the Account Management Module?
The Account Management module allows you to search for, modify, and create account profiles.
The Account Management module interacts mostly with the Rates, Groups and Reservations modules of the system.
Profiles are an essential part of a hotel company’s daily operations. They allow you to store customer preferences, as well as contact details and contract-related information for business clients or partners that generate bookings for the hotel chain.
The account profile information can be used for various purposes:
•To recognize returning customers and deliver enhanced services during the shopping and booking processes, as well as during a stay at the property.
•To facilitate the management of contracts with business partners/accounts (companies, travel agencies, tour operators, etc.).
•To support customer value tracking and measure reservation production and customer spending, which can be further exploited to define marketing campaigns, targets for special promotions, and so on.
•To track properties within a chain that should be paid a commission for booking guests into other hotels in the chain.
•To link to and reference other contact-related information for the account, such as corporate negotiated contracts and group contracts hosted and managed within the system.
Account profiles are available at the brand and property levels.
What Are the Account Profile Types?
There are three types of account profile:
•Companies - These are organizations that book hotel products through individuals or groups that are part of, or booked on behalf of, the organization. Companies usually do not receive commission for the bookings, but instead pay for these products often at a preferential and/or negotiated rate.
•Travel agencies, tour operators, and meeting organizers - These are organizations that make bookings for hotels or related products on behalf of individuals, groups, companies or other organizations, but are not the end consumers of the hotel products themselves. Travel agencies typically receive a commission or apply a mark-up on top of the rate or price offered by the hotel.
•Associations - These are organizations that negotiate special rates for their members, e.g. AARP, AAA, etc.
What Are the Elements of an Account Profile?
An account profile is made up of four main tabs, each of which contains important information about the profile.
These tabs appear when you view, modify, or create a profile.
Note:When you view or modify an existing profile, the Links tab also appears.
The Main tab contains the main account information for the profile. It displays such information as the account name and type, and a remarks section to describe any contract or general information about the account. It also displays the corporate discount number for the account, as well as the links to group contracts, rate viewership rules and reservations associated with the profile.
The Billing Contact tab contains the billing address and other contact information for the profile.
The Mailing Contact tab contains the same fields as the Billing Contact tab.
The Payment tab contains the payment information for the profile. It shows any guarantee or deposit arrangements, as well as the preferred currency and any financial settlement terms for the account.
For more detailed information about the data in the Payment tab, see What Are the Payment Details in an Account Profile? .
This tab shows the links between the profile you are viewing and other profiles. You cannot add links when you create an account profile but once the profile is created, you can view the profile and add links.
How to Create an Account Profile
You can create an account profile from either the brand or the property level, depending on your user permissions.
To create an account profile:
1.Click on the 
Account Management link.
2.Click on the Create Account Profile link.
The account profile tabs appear.
3.Enter the main account information and remarks on the Main tab.
4.Enter the billing contact information on the Billing Contact tab.
5.Enter the mailing contact information on the Mailing Contact tab.
6.Enter the guarantee, deposit, and any other information on the Payment tab.
7.Click on 
Save.
After you click on 
Save, the profile is no longer in Edit mode. For information on how to make changes, see How to Modify an Account Profile .
The account profile name and profile type are mandatory. If the profile type selected is either travel agency or tour operator, you must also select the type of agency identifier and enter the agency identifier.
If you want to add this information to the profile, select the Include Information check box.
Certain fields in the Contact and Address sections of the screen are mandatory: Last name, Zip/Postal code, city and country.
You can enter up to five phone numbers in the Phone panel. However, you may only select one as the preferred phone number. The same applies to the Email panel.
To clear a phone number or email address, click on 
at the end of the line.
If you want to add this information to the profile, select the Include Information check box.
Certain fields in the Contact and Address sections of the screen are mandatory: Last name, Zip/Postal code, city and country.
You can also copy the existing information from the Billing Contact tab by clicking on the Copy Account Billing Contact link.
You can enter up to five phone numbers in the Phone panel. However, you may only select one as the preferred phone number. The same applies to the Email panel.
To clear a phone number or email address, click on 
at the end of the line.
For more information about entering payment details, see Updating Payment Details in Account Profiles .
How to Search for and Display an Account Profile
Your ability to search for account profiles depends on your user permissions.
To search for an account profile:
1.Click on the 
Account Management link.
2.Click on the Search Account Profile link.
The account search criteria appear.
3.Enter your search criteria.
You must enter at least one search criterion in order to perform a search. The search is not case sensitive, which means that the search is performed regardless of whether you enter upper- or lower-case letters.
If you search for address and contact information, the system searches through all the information for both billing and mailing contacts.
You can use a wildcard (*) at the end of a city name to replace one or more characters. For example, if you enter P*, you will retrieve all the city names that start with P.
Note: You cannot use the wildcard at the beginning of the city name (e.g. *A) or in between two letters (e.g. A*B).
4.Click on 
Search.
If there are profiles that match your search criteria, these profiles will appear in a list. The system displays a maximum of 100 profiles.
The search results are sorted in alphabetical order by account name.
5.To view a specific account profile, click on 
from the list of profile search results.
The account profile information is retrieved and displayed.
Your ability to view account profiles depends upon your user permissions.
If there is no information defined for a certain field in the profile, a dash "-" is displayed.
For more information about the account profile details, see What Are the Elements of an Account Profile? .
For information on modifying the profile, see How to Modify an Account Profile .
How to Modify an Account Profile
You can modify an account profile if you have the correct user permissions.
To modify an account profile:
1.Select the profile you want to modify from the search results list.
The profile appears in View mode.
2.Click on 
Modify.
The profile appears in Edit mode.
3.Click on the tab for the information you want to update.
4.Update the data in the tab as required.
For more information on updating data in each of the tabs, see How to Create an Account Profile .
For more information about updating data in the Payment tab, see Updating Payment Details in Account Profiles .
5.Click on 
Save.
This section contains the following topics:
There are two types of links between profiles that you use for different reasons:
•Hierarchical
A hierarchical link means that an account profile is either the parent or the child of another account profile in a hierarchical structure. This relationship is used for identifying revenue sources and other statistics.
•Partnership
A partnership link means that an account profile is linked to an intermediate profile such as the profile of a travel agency. Information from the partner profile can then be used when reservations are created via the Call Center for the account profile.
1.Display the account profile.
For more information, see How to Search for and Display an Account Profile .
2.Click on the Links tab.
3.As required, click on 
Expand All and 
Collapse to change the tree view of the link hierarchy.
Caution:Profile linking is effective immediately; you do not need to confirm or save your new or modified link.
1.Display the account profile's existing links.
2.At the level to which you want to add a child or parent, click on:
-
to add a child profile
OR
-
to add a parent profile
3.Search for the child or parent profile you want to add or select it in the existing search results.
4.Click on 
.
How to Remove Hierarchical Links
1.Display the account profile's existing links.
2.At the level you want to remove, click on 
If the account profile you are removing has child profiles, they will also be removed.
3.When prompted by the system, confirm the removal.
1.Display the profile's existing links.
2.Click on 
Add.
3.Search for the partner's profile or select it in the existing search results and click on 
.
For more information about searching, see How to Search for and Display an Account Profile .
How to Remove Partnership Links
1.Display the profile's existing links.
2.Click on the link you want to remove in the list of partnerships.
3.Click on 
Delete.
Updating Payment Details in Account Profiles
This section explains the details in the Payment tab of an account profile and how to update them when you are creating or modifying the profile.
This section contains the following topics:
•What Are the Payment Details in an Account Profile?
•How to Update Guarantees and Deposits
•How to Update Other Payment Details
What Are the Payment Details in an Account Profile?
There are three types of payment details in the profile:
•Guarantee - The forms of payment that can be used by the account to guarantee a booking.
•Deposit - The forms of payment that can be used by the account to provide a deposit on the booking.
•Other Payment Details - The account's preferred currency and any financial settlement terms for the account.
Accepted Forms of Guarantee and Deposit
Form of Payment | Accepted as Guarantee? | Accepted as Deposit? |
Credit card | Yes | Yes |
Check | Yes | Yes |
Booking Source (IATA number) | Yes | No |
Corporate Discount number (CD number) | Yes | No |
Frequent Guest Number | Yes | No |
Direct Bill | Yes | No |
Misc. Charge Order (MCO) | Yes | No |
Cash | No | Yes |
Bank Account / Transfer | No | Yes |
How to Update Guarantees and Deposits
When you view the guarantee and deposit information for an account profile, the information appears in an overview table.
An account profile can have more than one guarantee or deposit; therefore, you may see multiple line items for each section. However, you only can view the details of one line item at a time.
Some types of guarantee and deposit may require you to add additional information. For example, when you select a credit card as a form of guarantee or deposit, you are required to enter the card type, card number, expiration date, and name on the card.
To add a new line item for guarantees or deposits:
1.Click on 
Modify.
2.Click on 
Add in the overview table display.
3.Select the guarantee or deposit type from the drop-down list.
4.Enter the additional information for the type as required.
If the guarantee or deposit type selected is Check, Cash, MCO, or Bank Account Transfer, no additional information is required for validation.
5.Click on 
Add.
The item is added to the list.
6.Click on 
Save to update the profile.
Note: If a credit card number has been entered, only the last four digits of the card number appear. The rest of the digits are masked for security reasons.
To modify guarantee or deposit information:
1.Click on 
Modify.
2.Click on the line item you want to change.
The item appears in View mode.
3.Click on 
Modify.
The item changes to Edit mode.
4.Make the required changes.
5.Click on 
Modify.
6.Click on 
Save to update the profile.
To delete a guarantee or deposit line item:
1.Click on 
Modify.
2.Click on the line item you want to delete in the overview table.
3.Click on 
Delete.
The line item disappears from the list.
4.Click on 
Save to update the profile.
How to Update Other Payment Details
In the Other Payment Details panel, you can select a preferred currency for the account profile. This may be the local currency for the location of the account holder or the preferred currency of payment.
You can also add any information about the financial settlement terms. This is useful if you need to provide more details about how a particular account will make its payments. For example, if the account profile is for a government agency, which may have very specific payment requirements, this text box allows you to enter the details.
To add other payment details:
1.Click on 
Modify.
2.Select the preferred currency by choosing one from the Preferred Currency drop-down list.
3.Add information about the settlement terms in the Financial Settlement Terms text box.
4.Click on 
Save to update the profile.
To modify the other payment details:
1.Click on 
Modify.
2.Change the preferred currency by selecting a new currency from the drop-down list.
3.Update the financial settlement terms by adding or modifying the text in the text box.
4.Click on 
Save to update the profile.
To delete other payment details:
1.Click on 
Modify.
2.Remove the preferred currency by selecting Select... at the top of the drop-down list.
3.Remove the financial settlement terms by deleting all the text in the text box.
4.Click on 
Save to update the profile.
How to Delete an Account Profile
You can delete an account profile from either the brand or the property level, depending on your user permissions.
To delete an account profile:
1.Open the detail view of the account profile.
2.Click on 
Delete.
The reason panel appears.
3.Select the appropriate reason from the list, or select Other Reason and enter your own reason.
Note: All deletions of an account profile must include a reason. This creates an audit trail.
4.Click on 
Yes.
The deletion will be rejected if the profile is associated to any group contracts or rate viewership rules.
Sales conditions define constraints and conditions that apply to a reservation.
This section explains the following concepts that you need to understand in order to use the Sales Conditions module of the system:
•What Is the Sales Conditions Module?
In this section, you will learn about:
•How to Create Booking Restrictions
•How to View Sales Condition Usage
•Setting Deadlines and Amounts
What Is the Sales Conditions Module?
The Sales Conditions module allows you to define the rules for the different types of sales condition:
•Policies.
•Booking restrictions.
•Promotions.
Sales conditions define constraints and conditions that apply to a reservation.
Sales conditions are associated to rate plans so that the conditions they define apply to the products sold under the rate plan. The association of sales conditions to rate plans is made in each rate plan.
The following types of sales conditions can be created:
•Policies
See Creating Policies .
•Booking restrictions
See How to Create Booking Restrictions .
•Promotions - apply discounts or surcharges to the standard rates of a rate plan.
See How to Create Promotions .
Sales conditions can be created at brand or property level:
•At brand level, you can only see the sales conditions created at brand level.
•At property level, you can see and use sales conditions created at both property and brand levels. However, at property level, you cannot modify sales conditions created at brand level.
This section contains the following topics:
Policies determine how a reservation is secured prior to check-in and what compensation is requested if the guest does not fulfil the reservation conditions.
Policies are associated to rate plans where the conditions and restrictions configured in the policy are applied to the bookings handled through the rate plan.
Policies can contain several different types of rule but these different rules must use the same currency.
Once created, a policy can be deleted, modified, or duplicated to create a new policy with similar attributes.
How to View the Rates Plans That Are Using a Specific Policy
1.Click on 
Sales Conditions.
2.Click on Policies.
3.Click on the existing policy in the list.
4.Click on 
View Usage.
1.Click on 
Sales Conditions.
2.Click on Policies.
3.Click on 
Add.
4.In the available fields, type a code and name, and select the currency.
The currencies available depend on how the property has been configured.
5.Click on the Pre Check-in Rules, Cancellation, Early Check-out rules, No-show Rules and Additional Rules tabs and define the rules for the new policy.
For more information, see What Are the Policy Rules? .
6.In each tab, click on 
when are finished defining the rules.
What Are the Pre Check-in Rules?
Pre Check-in rules secure reservations prior to check-in by defining the use of hold time, guarantee and deposit.
What Are the Different Types of Pre Check-in Rules?
To define the interaction between hold time, guarantee and deposit when setting pre check-in rules, you must select the rule type: Hold Time, Mandatory Deposit, or Mandatory Guarantee.
If you select Hold Time, the guarantee and deposit are not mandatory but can be defined to give guests the option of securing the reservation. If all three elements are defined and the reservation has been secured through a deposit or a guarantee, the hold time does not apply.
Hold Time
Hold time is the time limit until which an hotelier will honour a room reservation on the arrival day. Hold time is applied if no guarantee or deposit is required to insure the booking. The hold time is always given in local time; that is, the property's time zone.
Guarantee
Guarantees set the means of payment by which a customer is charged when one of the conditions triggering a compensation fee for lost business occurs: no-show, for example.
You choose accepted references for the guarantee. These represent the available means of payment. The options available depend on the way in which the property is configured.
Deposit
The deposit is an amount paid by the guest when making the reservation.
The deposit can be used in part or completely when one of the conditions triggering a compensation fee for lost business occurs: no show, for example.
You must define the accepted forms of payment for the deposit. The forms of payment available depend on the way in which the property is configured.
You must also define the amount of the deposit and how it is calculated.
If you select Check as an accepted form of payment, you must also define the deadline for receiving the deposit.
For more information, see Setting Deadlines and Amounts .
What Are the Cancellation Rules?
Cancellation rules determine whether a compensation fee applies if a reservation is cancelled and define the rules used to calculate this fee. If no Cancellation rule is set, bookings can be cancelled at any time and at no extra charge.
You can create multiple Cancellation rules for different periods.
Cancellation rules are built around a deadline and an amount:
•The deadline defines the applicability period during which the cancellation fee applies. You can define more than one Cancellation rule but the periods for which they are set must not overlap. When you define a succession of Cancellation rules, they must all refer to the same deadline-defining event.
•The amount setting determines how to calculate the fee that applies to reservations cancelled during the applicability period.
For more information, see Setting Deadlines and Amounts .
What Are the Early Check-out Rules?
Early Check-out rules determine whether, as compensation for lost revenue, a fee is charged if a guest checks out earlier than the date set by the original booking.
An Early Check-out rule is either set as an amount due for the fee or as free-flow text to describe the compensation requested from the guest.
For more information on how to set an amount for the compensation fee, see Setting Deadlines and Amounts .
No-show rules determine whether, as compensation for lost revenue, a fee is charged if a guest does not show up to use a reservation.
A No-show rule is either set as an amount due for the fee or as free-flow text to describe the compensation requested from the guest.
For more information on how to set an amount for the compensation fee, see Setting Deadlines and Amounts .
What Are the Additional Rules?
Additional rules allow you to set your own specific rules that apply to bookings.
Additional rule descriptions are free-flow text and can be entered in multiple languages.
How Are Policies With Different Periods Evaluated?
If several policies are defined with different periods on a rate, the most restrictive one is applied to the rate.
The order in which the policies are evaluated from most restrictive to least restrictive is as follows:
•Deposit
•Guarantee
•Hold Time
Within each of these, the following settings are evaluated in descending order of restrictiveness, in this order:
•Credit card
•Full stay percentage
•Cancellation limit closer to booking date
•Cancellation cost
•No show cost
•Early check out
If in a stay, more than one policy applies (for example, the guest stays five nights in the hotel and on that period two policies are applicable), then based on the rules mentioned above, the most restrictive one is applicable to the whole stay.
How to Create Booking Restrictions
Booking restrictions define a period during which making reservations is authorized.
To create a booking restriction:
1.Click on the 
Sales Conditions link.
2.Click on the Booking Restrictions link.
Any existing booking restrictions are shown in a list on the screen.
3.Click on 
Add.
4.Use the fields on the screen to define a relative or absolute restriction period.
5.Use the check boxes to define a booking pattern based on days of the week.
6.Click on 
.
Note:To find out which rate plans use a booking restriction, click on the View Usage button.
Relative periods are defined in relation to the check-in date by setting a minimum lead time and a maximum lead time. The boundaries are set in number of days in relation to the check-in date.
Both the minimum and the maximum lead times are optional:
•If only the minimum lead time is set, reservations are accepted only up to the date selected but not between this date and the check-in date.
•If only the maximum lead time is set, reservations are accepted only after the date selected and up until the check-in date.
Absolute periods are defined by setting a booking start date and end date.
Both the minimum and maximum boundary dates are optional.
•If only the minimum boundary date is set, reservations are accepted only up to the date selected but not between this date and the check-in date.
•If only the maximum boundary date is set, reservations are accepted only after the date selected and up until the check-in date.
You can set booking patterns based on the day of the week. This option means that you define the days on which bookings are authorized.
For example, if the booking pattern has been set to MTWTFS, bookings are authorized for every day of the week except Sundays during the booking period defined.
If you set a booking pattern without setting an advanced booking restriction period, then you set the days of the week on which you allow bookings to be made with no restriction in time.
Promotions define and manage a library of reusable promotions that can be applied to any given rate plan, including packages, for a determined period.
To create a promotion:
1.Click on the 
Sales Conditions link.
2.Click on the Promotions link.
3.Click on 
Add.
4.Create the structure for the promotion by setting its name and code, and defining the type of the promotion.
Promotions can also be used to define surcharges that apply to a rate plan. This is done by setting the Type of the promotion to Surcharge. In this case, it is not possible to define promotion conditions and the related fields are disabled.
5.Indicate whether the promotion should be visible to the guest or not.
If the promotion is defined as Confidential, the guest is only aware of the final price including the promotion but does not know the value of the promotion.
6.Define the condition that needs to be fulfilled in order for the promotion to apply.
Note:This can only be set if the promotion type is Discount.
7.Determine how the value of the promotion is calculated, either using flat amounts or percentages.
8.Click on 
.
Flat amounts are defined per day or per stay. If the flat amount is set per day, it is possible to apply a relative period of applicability. For example, you can create a promotion per day applicable from the first to the third day of the stay.
The amounts can be set in all the currencies supported by the property.
Percentages are based on the amount set for the room stay: room rate and included services as defined in the rate plan. However, optional services are excluded.
Taxes can be included or excluded depending on how the amount for the room stay was defined in the rate plan.
How to View Sales Condition Usage
You can retrieve the rate plans and products that use a sale condition by clicking on the View Usage button. This displays:
•Rate Plan - identified by its code
•Room Type - identified by its code
•Period - the period for which the rate plan is valid
Certain reservation conditions may be subject to a deadline.
The deadline date is set through a combination of the following fields:
•An event from which the deadline is calculated, for example: Before Check-In.
Usually, this is the Deadline Type field.
•A number of days that set the date of the deadline when applied to the deadline-defining event.
Usually, this is the Deadline Number of Days field.
•A time that sets the time on the date of the deadline.
For example: Cancellation Time.
Amounts are set whenever you need to create a rule to calculate a fee such as a commission.
The following items are combined to define how an amount is calculated:
•Type: the rule that defines the formula used to calculate the amount, for example, Amount per Night or Full Stay Percentage.
•Value: the base value that gives the amount when it is entered in the calculation formula set by the rule field.
•Minimum Amount: this amount can be specified if the amount calculated using the rule is lower than an acceptable level.
•Includes Optional Services: where the Type is a percentage, you can specify that the cost of any optional services is included in the fee.
This section describes the management of contract details, products and rate plans for negotiated group contracts.
This section explains the following concepts that you need to understand in order to use the Group Management module of the system:
•What Is the Group Management Module?
•What Are the Elements of a Group?
In this section, you will learn about:
What Is the Group Management Module?
You use the Group Management module of the system to manage the contract details, products and rate plans for negotiated group contracts.
You must have the proper user permissions to access Group Management.
The handling of negotiated (large) groups in the reservation process is significantly different from individual reservations.
Before any bookings are made by the group, there is a negotiation between the group organizer and the property, resulting in the creation of a contract. This process is completed well in advance of the planned arrival dates for the group.
Groups frequently involve special billing requirements, release dates for unused and unsold rooms, and additional contact and contract details.
At brand level, brand managers can modify, add, delete and view the groups belonging to all the properties to which they have access.
What Are the Elements of a Group?
The group contract is the unique entity to which all the negotiated group information is linked, including the rate and inventory information.
A group contract is defined for a specific property. It is composed of three parts: general information, rates information and block information.
The general information is where you set the group code, group name, and group status, as well as the time periods for the contract. You can also enter contact information, general comments and billing instructions.
The rates information allows you to create a rate plan for the group, as well as rooms and services and their amounts.
You can also associate sales conditions and commission rules to this rate plan.
In order to make the rate plan associated to the group contract available to the distribution channels, a viewership rule is created automatically when the group status is changed to Definite.
You can define block information for this group, which sets the number and types of rooms available for the group during the planned stay period. If required, you can also set the block of rooms to be released at certain time periods.
This section contains the following topics:
1.Click on the 
Group Management link.
2.Click on the Search Groups link.
3.Enter your search criteria, including Group Name, Core Period and Option Date.
Any results that match the search criteria you entered are displayed in a list.
Note:You can add a new group by clicking on Add. The Group Creation wizard is launched. For more information, see How to Create a Group .
When you search for a Group Name, the search results include all group names that are similar to the name you used in your search.
The core period is the main period of time shared by most of the guests in the group.
Shoulder periods are defined as an extension of the core period. For example, during the shoulder periods, there may be fewer guests than during the core period, as some may arrive earlier or stay longer.
If you search using Core Period as search criteria, the following apply:
•If you specify only a begin date, the group contracts having a core period beginning at this date are retrieved.
•If you specify only an end date, the group contracts having a core period ending at this date are retrieved.
•If you specify both begin and end dates, the group contracts having part of the core period included in this period are retrieved.
Core Period Example
For example, you specify the core period as:
•Begin date: 01JUL, End date: 31JUL
The groups that have the following core periods appear in the search results:
•20JUN to 10JUL - includes the begin date
•20JUL to 25JUL - included in the middle of the entire period
•30JUL to 03AUG - includes the end date
•20JUN to 02AUG - includes both the begin and end dates
The option date is the date by which you can confirm a group reservation.
If you specify a single option date, you receive only those groups whose option dates are an exact match.
If you specify a period for the option date with at least one date that is not 'open', the group contracts that have an option date included in this period are returned.
If an open-open period is provided, then all the group contracts are retrieved, whether they have an option date or not.
1.Click on the 
Group Management link.
2.Click on the second Group Management link.
A list of existing group contracts appears.
Alternatively, you can search for specific groups. For more information, see How to Search Groups .
3.Click on the group line item in the list.
The following tabs appear in the individual group display: General, Block and Period, Main Rates Info, Room Rates, Service Rates, Sales Conditions, Commission.
Note:You can add a new group by clicking on Add. The Group Creation wizard is launched. For more information, see How to Create a Group .
This tab displays the group name, status, type, contact information, comments, and billing instructions.
This tab displays the group period, block information, and block inventory controls.
This tab displays the rates information, including currency, tax inclusion, condition, and multilingual description. This tab also displays the list of room types and services defined for the group, along with an indicator for each that shows whether a default rate has been defined or not.
This tab displays the amount rules for each room type.
This tab displays the amount rules for each service.
This tab displays the sales conditions associated with the group, including start and end dates, days of the week, type, code and the room types to which they apply.
This tab displays the commission rules associated with the group, including the IATA numbers, time periods, commission type and value.
This section contains the following topics:
•How to Add General Information
•How to Configure Rooms and Services
The Group Creation wizard helps you to define the group, rate and block information as described in the negotiated contract.
Note:The Group Creation wizard is only available at the property level.
1.Click on the 
Group Management link.
2.Click on the Group Creation Wizard link.
The Group Creation Wizard is launched.
3.Complete the fields in the General Information tab to define the general group information and link the group to an account profile, if required.
For more information, see How to Add General Information .
4.Click on 
Next.
5.Set the main rate attributes using a rate plan template or a standalone rate plan.
For more information, see How to Set Main Attributes .
6.Click on 
Next.
7.Choose the room types and services.
For more information, see How to Configure Rooms and Services .
8.Click on 
Next.
9.Set room rates.
This is an optional step where you can make changes to the default room rates.
For more information, see How to Set Room Rates .
10.Click on 
Next.
11.Set service rates.
This is an optional step where you can make changes to the default service rates.
For more information, see How to Set Service Rates .
12.Click on 
Next.
13.Add any sales conditions, if applicable.
This is an optional step. However, you must have at least one policy to sell the group.
For more information, see How to Set Sales Conditions .
14.Click on 
Next.
15.Add any commission rules, if applicable.
This is an optional step.
For more information, see How to Configure Commissions .
16.Click on 
Next.
17.Set the block parameters associated with the selected block type.
For a dedicated block, define either global allocated rooms or allocated rooms per room type. Define the release parameters, as well as the number of rooms to retain, if any.
For a max limited block, define the global booking limit and booking limits per room type.
For more information, see How to Set Block Parameters .
18.Click on 
Next.
19.Click on 
Finish.
When all steps are completed, a mapping to allotment rule is automatically created by the system. For more information, see Managing Allotments .
A viewership rule is created for the group when the group status is changed to Definite. For more information, see Updating Group Status .
How to Add General Information
The group code is mandatory and identifies the contract. It is unique within the property. You must create your own code and enter a group name to describe the group. You can use the group code and name to connect the group information with other modules of the system.
The group code is:
•Sent to the Rates module as the rate plan code.
•Sent to the Inventory module as the allotment code.
The group name is sent to the Rates module as the rate plan name.
When the group is first created, its status is Tentative. You must change the status of the group to Definite before any reservations can be booked for the group. For more information, see Updating Group Status .
The core period is the main period of time shared by most of the guests in the group.
Shoulder periods are defined as an extension of the core period. For example, during the shoulder periods, there may be fewer guests than during the core period, as some may arrive earlier or stay longer.
The first check-in date for the group is the same as the begin date of the core period (or the shoulder period, if it is defined). The last check-out date is the same as the end date of the core period (or the shoulder period).
If required, you can associate the group with an existing account profile. Click on Select to search for the profile. If you want to remove a profile from the group, click on Remove.
The option date is the date by which the group organizer can confirm a group reservation. You must add contact information for the group organizer. This is a free-flow text field.
When you set the main rate attributes, you have the choice of creating a rate plan from a template or as a standalone rate plan.
The rate plan code and name are automatically set to be the same as the group code and name, although these are not displayed on this screen.
The stay period is automatically set to the group period you defined in the general group information. This is referred to as the core period, or the period including shoulders, if you have defined them.
If you do not select the Commissionable check box, the Commissions tab is inactive. If you select the check box, all room and service products within the rate plan can have a commission applied.
If the rate plan requires a proof presentation at check in, select the type from the Condition drop-down list.
If you select the Confidential check box, the detailed pricing is not communicated, but the global pricing is displayed.
The Tax Included check box, when selected, indicates that all taxes are included in the rate. If it is not selected, then no taxes are included.
You can include a multilingual description of the group rate plan in the Description panel. A list of the languages set in the property configuration appears with a free-flow text box where you can add text in the specific language.
Creating the Rate Plan from a Template
When you create the rate plan from a template, you must first select the template you want to use and then set the attributes for the rates.
Note: Only the rate plan templates that have a stay period that includes the group period (core and shoulder) that you have added appear in the list.
You can override the value that has been inherited from the rate plan template for certain attributes. If the value has been inherited from the rate plan template, a check mark appears in the Inherited Value column. To override this value, select the check box in the Override Inherited Value column and change the value.
Creating a Standalone Rate Plan
When creating a standalone rate plan, you must first select the currency for the rate pricing. This comes from the list of currencies that were set in the Configuration module. All pricing amounts are given in this currency.
You can also set a merchant rate by selecting the Merchant Rate check box. This information-only flag indicates that the rate is a net rate and does not include other charges such as commissions and mark-ups.
How to Configure Rooms and Services
You must select the rooms and services that can be sold within the rate plan from the list of room types and services that have been defined in property configuration.
Note: You must select at least one room type to include in the rate plan.
The rates you define on this screen are applicable to the entire group period, including shoulder periods, if they are defined.
Once you have selected the products, you must add the rates for each. You have the option of setting a flat amount or a linked amount for each rate.
The appearance of this screen varies according to whether you created a standalone rate plan for the group or used an inherited rate plan template. If the rate plan was inherited, the products are either locked or unlocked.
Rooms and Services for a Standalone Rate Plan
Choose the room types and services for the group rates. You must define an adult rate for at least one room type.
Rooms and Service for an Inherited Rate Plan (Products Locked)
The room types and services are inherited from the rate plan template and are locked. The list of products appears as read-only and is automatically applied to your group rate plan.
Rooms and Service for an Inherited Rate Plan (Products Not Locked)
The room types and services are not locked in the rate plan template, so you can either use the same lists that exist in the template, or redefine the lists to suit your group's requirements.
If default amounts have been created for rooms in the previous step, you can modify, duplicate, delete or add rules in this step.
A summary of the group details is displayed at the top of the screen so you can see the basic group information while you set the room rates.
Setting room rates is an optional step.
You can select different time periods: core, shoulder before, and shoulder after, or you can create your own time period.
If default amounts have been created for services in the previous step, you can modify, duplicate, delete or add rules in this step.
A summary of the group details is displayed at the top of the screen so you can see the basic group information while you set the service rates.
Setting service rates is an optional step where you can make changes to the default rates for the service if required.
You can select different time periods: core, shoulder before, and shoulder after, or you can create your own time period.
Sales conditions are constraints that apply to the bookings, such as stay restrictions or specific policies.
A summary of the group details is displayed at the top of the screen so you can see the basic group information while you set the sales conditions.
You must define at least one policy in order to sell the group. Policies determine how a reservation is secured prior to check-in and what compensation is requested if the guest does not fulfil the reservation conditions.
You can select different time periods: core, shoulder before, or shoulder after, or you can create your own time period.
The appearance of this screen varies according to whether you created a standalone rate plan for the group or used an inherited rate plan template. If the rate plan was inherited, the sales conditions are either locked or unlocked.
Setting Sales Conditions for a Standalone Rate Plan
There are three types of sales conditions you can create: policies, booking restrictions, and promotions.
In this step, you can associate sales conditions to the group. If you come back to this step later, you can modify, duplicate, delete or add new sales conditions.
Note: You can create a rate plan for the group without adding any sales conditions. However, if you want to make the rate plan sellable, you must define at least one sales condition policy.
Setting Sales Conditions for an Inherited Rate Plan (Sales Conditions Locked)
The sales conditions are inherited from the rate plan template and are locked. The list of sales conditions appears as read-only and is automatically applied to your group rate plan.
Setting Sales Conditions for an Inherited Rate Plan (Sales Conditions Not Locked)
The sales conditions are not locked in the rate plan template, so you can add more sales conditions to the ones that already exist in the template.
Commissions are applied to rate plans. In this step, you can define commissions that apply to the group. If you come back to this step later, you can then modify, duplicate, delete or add new commissions.
If commission rules have already been created, you can modify, duplicate, delete or add rules in this step.
Note: If you have not selected the Commissionable check box in the main rate attributes, this screen is not active.
Applying commissions is an optional step.
You can select different time periods: core, shoulder before, and shoulder after, or you can create your own time period.
The list of currencies is the same as those set in the Configuration module.
If you select the Commission Type as Flat Amount per Day, then you can enter a maximum commission and maximum number of days.
Blocks allow you to set aside a specific number of rooms for the group booking.
By default, the block period includes the core period. You can choose whether to also include the shoulder periods, if you have defined them.
Note:If the shoulder periods have been defined for the group but are not covered by the block period, the availability on the shoulder periods will be the General Inventory availability.
The block name, code, and type are used to connect the group with other modules of the system.
The block name is:
•Defaulted to the group name, but you can change it.
•Sent to the Inventory module as the allotment name.
The block code is:
•Automatically created by the system.
•The same as the group code.
•Sent to the Inventory module as the allotment code.
The block type is sent to the Inventory module as the allotment type.
Once you have made your selections and entered all the block values, the system then creates the allotment booking limit rules and control rules accordingly.
No matter which block type you choose, either dedicated or max limit, the block inventory controls that you set for each type ensure that the group cannot book more than the number of rooms negotiated at the preferred rates.
Dedicated blocks are rooms that are set aside for the group and deducted from the general inventory's availability. The rooms are therefore guaranteed for the group. This makes dedicated blocks similar to dedicated allotments.
When you select the dedicated block type, you can also set the release mode. You have two options:
•Relative - The unbooked rooms are released to the general inventory using a rolling window.
Enter a value in the Rolling Release Day field. This value indicates the number of days prior to each day of the allotment when the unbooked rooms are released for that day.
•Absolute - All the unbooked rooms are released at one time for the entire period.
Enter a date in the Release Date field, which indicates the date when all the rooms will be released at the same time.
Block Inventory Controls
This panel allows you to set the minimum number of rooms to retain when the block is released. You can see a calendar view displaying a two-week period.
If you choose to include the shoulder periods, they are displayed in a different colour.
If you enter a value in the All columns, this value is copied into the entire table, where you can then modify each individual value as required.
Entering a value in the Rooms to Retain fields means that when the unbooked rooms are released, via any method, it is guaranteed that this number of rooms will remain dedicated for the group, unless the group is cancelled. If the group is cancelled, then all the unbooked rooms are released, regardless of the value you have entered.
You have two options for the block inventory controls:
•Global Allocated Rooms
Select this option if you want to define a global allocated room for each day of the block period, as well as the number of rooms to retain.
•Allocated Rooms per Room Type
Select this option if you want to define the allocated rooms per room type for each day of the block period, as well as the number of rooms to retain for each room type.
Selecting this option means that the rooms are not secured for the group because they are still part of the general inventory. This option allows you to define a global booking limit and booking limits per room type for the core period and for the shoulder periods.
Note: The shoulder periods are displayed only if you select the Shoulders Included option.
A calendar view is displayed with one period if only the core period is defined. If there are shoulder periods defined, then three periods are displayed: the shoulder period before, the core period and the shoulder period after.
This section contains the following topics:
The group status indicates the negotiation phase of the group contract. You set the status for follow-up purposes and to allow bookings to be made against the group contract.
There are three possible statuses for a group contract:
•Tentative - The meeting planner has not confirmed the group yet and consequently bookings cannot be received.
When a group contract is created, its status is automatically set to Tentative.
•Definite - The group is confirmed (e.g. a deposit has been received), so bookings can be received.
•Cancelled - The group is cancelled and is no longer active.
Your ability to change the group status depends upon your specific user permissions.
1.Display the group details.
For more information, see How to View Group Details .
Different action buttons appear on the screen depending on the current status of the group contract:
Table: Buttons and Group Status
Status | Buttons |
Tentative | •Change to Definite •Cancel Group |
Definite | •Cancel Group |
Cancelled | None |
2.Select the appropriate button.
Changing from Tentative to Definite
The rate plan is activated, and the rate plan code is equal to the group code.
A viewership rule is created for the group indicating that the group code can access the negotiated rate plan.
If you try to change the status from Tentative to Definite and the rate plan cannot be activated because there is no default policy, the Sales Condition tab is displayed in red and an error message is displayed. You must have at least one sales policy to change the status to Definite.
Changing from Tentative to Cancelled
The allotment and the rate plan to allotment mapping rule are deleted.
Once the group status is Cancelled, the group stays in this state, waiting for bookings to expire.
Changing from Definite to Cancelled
The rate plan is deactivated.
The viewership rule for the group is deleted.
If there were no bookings for the group, the allotment and the rate plan to allotment mapping rule are deleted.
If there were bookings for the group, the unsold remaining rooms are automatically released at the cancellation date.
Once the group status is Cancelled, the group stays in this state, waiting for bookings to expire.
If the status of the group is Tentative or Definite, you can edit the information on each tab in the group contract.
Note: Your ability to modify a group depends on your specific user permissions.
1.Display the group details.
For more information, see How to View Group Details .
2.Make your required modifications in each tab.
If you change the core period, the new core period must cover any reservations already received for the group. If you extend the core period, the block and rates information must be updated as well.
If you change the block period, the new block period must cover any reservations already received for the group and should always contain the core (and shoulder) periods.
Where applicable, you can modify or delete the existing rules, or add new rules.
3.Click on 
Save or 
Cancel.
If you click on 
Save, your changes are saved and the group contract is displayed in view mode.
If you click on 
Cancel, your changes are not saved and the list of group contracts is displayed.
You can delete a group contract in either of the following circumstances:
•The group contract has expired.
•The group contract status is Cancelled or Tentative.
Note:Your ability to delete a group depends on your specific user permissions.
1.Display the group details.
For more information, see How to View Group Details .
2.Click on 
Delete.
When the group is deleted, the following group contract information is removed:
•All of the general group information.
•The block rooms are returned to the general inventory.
•The rate plan is deleted.
•The viewership and mapping rules are deleted, as well as the allotment.
The Inventory module allows you to manage room availability in a property.
This section explains the following concepts
•What Is the Inventory Module?
•What Are the Inventory Rule Types?
•What Are the Allotment Structure Types?
•What Are the Allotment Controls?
•What Is Allotment-to-Rate Plan Mapping?
In this section, you will learn about:
Other Inventory management tasks are performed using the Planning module of the system. See Planning for information about performing these tasks.
The Inventory module manages room availability in a property. This is done by setting:
•The number of rooms available for each room type in a property.
•Allotments that enable you to set aside rooms for specific markets or clients.
•Reservation behaviours created using allocated rooms, booking limits and release patterns to manage bookings from different market segments.
•Mapping between inventory allotments and rate plans to price rooms and distribute them through different channels.
The Inventory module provides up-to-date availability to the rest of the system. Availability of information is maintained through:
•Booking counters that are updated in real time, combined with regular updates made whenever a rule is modified.
•Daily controls that launch dated processes, such as releasing rooms held for a specific segment to another allotment on a preset date.
The Planning module of the system enables you to access and modify Inventory information.
•At property level: You can retrieve information on occupancy and room availability for the property for a set date or a given period. You can also modify certain inventory settings "on the fly" in order to respond to exceptional situations.
•At brand level: You can retrieve information on reservations and availability as well as on occupancy for each property belonging to the brand. However, you cannot modify the inventory in any way.
For information about how to access and modify Inventory information using the Planning module, see Planning .
What Are the Inventory Rule Types?
The inventory rules structure is the framework around which your inventory manages room availability. Creating an inventory structure is the first step to creating a customised inventory. This is only possible at property level.
Inventory rules are based on the general framework for rules provided by the system. Inventory rules are exclusive and period-driven.
For more information about the rules framework, see What Is the Rules Framework for Hotel Administration? .
For a given date, several rules may be available. The rule type sets a hierarchy between existing rules during a time period to determine which rule has the highest priority and is applied.
Table: Inventory Rule Types
Rule Type | Description |
D | Default rule - Created by the system during the initialization process. These have the lowest weight and cannot be updated or deleted. Default rules are set for an open period. The General Inventory is created as a default allotment. |
S | Standard rule - Created to cover a period of time. Standard rules are the basic user-defined rules created to run your inventory. |
E | Exception rule - Created to override the standard or default rule to handle an exceptional situation. Note:Exception rules only apply for a single day. |
This section contains the following topics:
•How to Set Room Type Capacity
At property level, you can define the number of rooms available for each room type. The room types themselves and their corresponding codes are created for the property during configuration.
Normally, the capacity for a room type is constant but you may need to reduce it in order to:
•Reflect incidents such as out-of-order rooms.
•Control the quantity of rooms for sale when operating under an allocation model.
1.Click on 
Inventory.
2.Click on Room Type Capacity.
3.Click on 
Add.
Alternatively, select an existing rule and click on 
Modify.
4.Using the Add Room Type Capacity fields, define the room type capacity.
You can also set an overbooking value, which is the number of rooms to be added to the capacity.
5.To save your changes, click on 
.
OR
To cancel your changes, click on 
Cancel.
Room Type Capacity Rule Management
It is not possible to have overlapping room type capacity rules, that is, rules that apply to the same room type and period.
If, upon a rule creation or modification within a specific period, an overlap occurs, the system will automatically split or override the existing rule(s) in order to reflect the desired change. Additionally, if two same rules are adjacent, the system will automatically merge them. This takes both periods and days of week into consideration.
Some warning messages may be displayed:
•In case of an overlap, the user is prompted to confirm (or cancel) the change, with a warning message being displayed.
•If a rule is deleted, resulting in an empty period definition, the user is prompted to confirm (or cancel) the change, with a warning message being displayed.
Example: Creation of a Rule Causing an Automatic Split
Example: Modification or Deletion of a Rule
This section contains the following topics:
•What Are the Allotment Structure Types?
•What Are the Allotment Controls?
•What Is Allotment-to-Rate Plan Mapping?
Allotments are designed to constrain bookings into certain reservation behaviours by setting booking limits, room allocations and release patterns.
What Are the Allotment Structure Types?
Allotments have different structures to enable you to manage the inventory according to market segments and to organise availability using yield management techniques.
Three types of allotment structure are managed by the system: dedicated, nested and maximum limited.
The system also creates a default allotment called the General Inventory. If you do not set any allotment structures, all the room types of the property belong to the General Inventory.
Dedicated allotments are used to set aside a specific number of rooms for a specific market or to set aside a group of rooms.
Dedicated allotments represent blocked allocations that are often used to reflect pre-sold rooms that are reserved for a group or tour operator, for example.
The rooms that are grouped in a dedicated allotment are reserved until the release dates. The release dates specify when the rooms blocked for the allotment are released for sale in the General Inventory. The release dates are given in number of days prior to check-in. Up to three release dates can be set.
Nested allotments are used to create a hierarchy between allotments.
The highest level in a nested allotment is a dedicated allotment. The allotment is split into hierarchical allotments linked to a specific way of decrementing the inventory when rooms in lower levels are sold.
Typically, low rates, or low yield classes, should book into the lowest nest while high rates, or high yield classes, should book into the highest nest. This enables high revenue customers to have access to the whole inventory (often required in "Last Room Available" terms) and protects low revenue customers against higher level demand until higher revenue allotments are full. This prevents high revenue booking classes from being sold out when lower booking classes are still open.
The higher level of a nested hierarchy is called the parent; the nested allotment is called the child. A parent allotment can only have one nested child. The nested allotment is a sub-set of its parent allotment.
The parent allotment can only be a dedicated allotment or the General Inventory.
Maximum limited allotments are used to constrain a specific type of demand into a limited set of rooms. It is possible to sell rooms in a maximum limited allotment as long as rooms are available in the parent allotment.
The maximum limited allotment is a sub-set of the parent allotment.
The parent allotment can only be a dedicated allotment or the General Inventory.
Default Allotment (General Inventory)
A default allotment structure rule is created automatically to represent the General Inventory for an open period set by the system range.
The General Inventory is a simple, dedicated structure used as the default allotment for selling all rate plans not mapped to specific allotments. Its capacity is set as the hotel capacity from which the rooms allocated to specific, dedicated allotments have been deducted. The General Inventory does not have any allocated rooms set by default.
The General Inventory is identified by the GINV allotment code.
What Are the Allotment Controls?
Once the structure for an allotment has been defined, you can set booking limits or allocated rooms for that allotment.
A booking limit sets the maximum number of rooms available for sale for nested and maximum limited allotments.
Allocated rooms set the number of rooms blocked for dedicated allotments.
Booking limits and allocated rooms can apply for a given period and on specific days of the week. The period set must be inside the period timeframe of the allotment.
Allocated Rooms (Dedicated Allotments)
You can define room allocation either at allotment level or at room type level but not for both.
The global room allocation defines the number of rooms available for the allotment regardless of the room type.
If defined at room type level, the total number of rooms allocated for a room type should not exceed the capacity for that room type.
If you do not allocate rooms for a dedicated allotment, the number of rooms available for sale is set automatically to zero and the allotment cannot be sold.
Room Allocation Rule Management
It is not possible to have overlapping room allocation rules, that is, rules that apply to the same period within an allotment.
If, upon a rule creation or modification within a specific period, an overlap occurs, the system will automatically split or override the existing rule(s) in order to reflect the desired change. Additionally, if two same rules are adjacent, the system will automatically merge them. This takes both periods and days of week into consideration.
Some warning messages may be displayed:
•In case of an overlap, the user is prompted to confirm (or cancel) the change, with a warning message being displayed.
•If a rule is deleted, resulting in an empty period definition, the user is prompted to confirm (or cancel) the change, with a warning message being displayed.
•If a rule is created outside of the allotment period, the user is prompted to confirm the change, with a warning message being displayed.
Booking Limits (Nested Allotments)
For a nested allotment, the global booking limit defines the maximum number of rooms available for the allotment regardless of the room type. It is set to protect the parent from being filled by bookings made through the nested allotment. For example, it can prevent a property from being filled by low-rate customers who book early.
The booking limit of any allotment must be lower than its parent allotment's booking limit as the availability of the nested allotment is capped by its parent's availability. When you are setting booking limits for a room type, you must also make sure that this rule is respected for the room type.
If you do not set a booking limit for an allotment, the allotment is limited to the number of rooms available for sale in the parent allotment.
Booking Limits (Maximum Limited Allotments)
For a maximum limited allotment, the global booking limit constrains the number of rooms available for sale.
When setting a booking limit for a specific room type, you are constraining the number of rooms available for sale for that room type.
If you do not set a booking limit for an allotment, the allotment is limited to the number of rooms available for sale in the General Inventory.
What Is Allotment-to-Rate Plan Mapping?
Mapping an allotment to a rate plan ensures that the rooms sold through a rate plan target a specific allotment.
When creating a mapping, you must make sure that the validity period of the rate plan is included in the validity period of the allotment.
The mapping can be created for a set period and for certain days of the week.
Allotment Mapping Rule Management
It is not possible to have overlapping allotment mapping rules, that is, rules that apply to the same period (DOW are not considered), rate plan and channel, within an allotment. Allotment mapping rules must be created within the allotment period, otherwise an error message will be displayed.
If, upon a rule creation or modification within a specific period, an overlap occurs, the system will automatically split or override the existing rule(s) in order to reflect the desired change. Additionally, if two same rules are adjacent, the system will automatically merge them.
Some warning messages may be displayed:
•In case of an overlap, the user is prompted to confirm (or cancel) the change, with a warning message being displayed.
•If a rule is deleted, resulting in an empty period definition, the user is prompted to confirm (or cancel) the change, with a warning message being displayed.
1.Click on 
Inventory.
2.Click on Allotments.
3.Click on the allotment that you want to display.
The structure, allocated rooms and rate plan mappings and pending changes for the allotment are shown in separate tabs.
4.Click on the tab for the type of information you want to view.
1.Make sure that the room type capacity has been set for the property.
For information on how to do this, see Setting Room Type Capacity .
2.Click on 
Inventory.
3.Click on Allotments, then click on 
Add.
OR
Click on Allotment Creation Wizard.
4.Complete the available fields as each tab is displayed.
5.In each tab:
Click on Next 
to move to the next tab.
OR
Click on Back 
to move to the previous tab.
6.Do one of the following:
-Create the allotment by clicking on 
Finish.
-Modify some of the settings by clicking on 
Back.
-Delete the allotment by clicking on 
Cancel.
The choice of allotment structure rule defines the nature of the allotment and determines possible settings made for the allotment. Once defined, the allotment type cannot be changed.
For more information, see What Are the Allotment Structure Types? .
The controls depend on the type of allotment structure you are creating.
For more information, see What Are the Allotment Controls? .
How Do Release Days Work?
For a dedicated allotment with Relative release mode, you can define up to three Release Days. Each Release Day is defined as a number of days before check-in, and a release hour (no minutes) in local time. When the release time is not entered, the system will apply the local release time defined in Configuration>Property>Controls>Nightly Batch field. For example, Allotment A is released two days before the check-in date, at 6:00 pm local time. For each Release Day, you set:
•The number of rooms to be retained in the allotment (if rooms are allocated globally)
Or:
•The room type within the allotment (if rooms are allocated at room type level)
On the Release Day, any remaining unsold rooms are released to the General Inventory.
Example: Multiple Release Days
If an allotment has 10 rooms allocated globally, you can define the Release Days as follows:
Release Day | Release Hour | Rooms to Retain | Rooms Released |
3 (days before check-in) | 6:00 pm | 5 | 5 (minus the sold rooms) |
2 (days before check-in) | 6:00 pm | 2 | 8 (minus the sold rooms) |
1 (day before check-in) | 6:00 pm | 0 | All (minus the sold rooms) |
Use the arrow buttons to select the rate plans to which the allotment is mapped.
For more information, see What Is Allotment-to-Rate Plan Mapping? .
1.Click on 
Inventory.
2.Click on Allotments.
3.Click on the allotment you want to modify in the list.
4.Modify the fields in the Structure, Allocated Rooms and Rate Plan Mappings tabs as required.
For more information about the fields in each tab, see How to Create Allotments .
Which Allotments Can You Delete?
You can only delete allotments that do not have any associated rate plans.
If you want to delete an allotment associated to a rate plan, you need to delete the rate plan mapping from the allotment first. The rate plan is then associated to the General Inventory. You can create a new mapping to another allotment manually. The bookings in the rate plan automatically target the new allotment.
1.Click on 
Inventory.
2.Click on Allotments.
3.Click on the allotment you want to delete in the list.
4.Click on 
Delete.
5.Click on 
to confirm the deletion.
This section explains the following concepts.
•What Is the Channel Management Module?
In this section, you will learn:
•How to Create Viewership Rules
•How to Create Sequencing Rules
•How to Set Room Type Code Mappings
•How to Set Service Code Mappings
•How to Set Property Code Mappings
•How to Set Rate Plan Code Mappings
•Publishing Descriptive Content
What Is the Channel Management Module?
Channel management allows you to manage channel-specific business rules and mapping tables for rate plans and products (room types and services) defined at the brand or property level. You can also define the channels through which you want to publish the descriptive content for properties.
Viewership rules are used to configure distribution channels so that customers or travel industry agents connected to the system target the appropriate rate plans and room types.
When Viewership rules associate a rate plan to distribution channels, the rate plan is publicly viewable and offers bookable room rates. This is one of the conditions needed for a rate plan to become saleable. The Viewership rules are then visible in the Business Rules tab of the related rate plans.
Viewership rules are designed so that distribution channels are set to distribute only certain rate plans or room types in a geographical zone or to certain customers identified by their corporate discount numbers, IATA numbers, office IDs or Pseudo City Codes (PCCs).
Note:Viewership rules can only be used at the property level.
How to Create Viewership Rules
1.Click on the 
Channel Management link.
2.Click on the Viewership Rules link.
The Viewership Rules panel appears showing any existing rules.
3.Click on 
Add.
4.Use the fields on the Add Viewership Rule panel to set the rule parameters: period, customer identity, selected channels, selected countries, selected rate plans and selected room types.
5.Click on 
.
You can set a period when the rule is viewable. The period is an optional setting. If you choose to not limit the dates, the rule is available at all times and the period is displayed as "Open – Open".
Selecting CD Number or Account Profile
You can either search for the account profile using the search tool available or directly enter the corporate discount contract number.
You set the corporate discount contracts (CD numbers), IATA numbers, office IDs and pseudo city codes individually.
For office IDs, you can use a wildcard character in the 9-number alphanumeric code with the following format:
•Three letters or ***
•Two alphanumeric or **
•One number or *
•Three alphanumeric or ***
You select the distribution channels through which reservations are made using the selection arrows.
The available channels listed are set by Amadeus for the system and cannot be modified. To request the addition of a channel to the list, contact your Amadeus account manager.
You define the geographical zone that is included in the rule by selecting from the list of countries using the selection arrows.
You select the rate plans that are part of the rule using the selection arrows.
You select the room types that are part of the rule using the selection arrows.
A sequencing rule applies to a channel for either an open period or a specific period of time. It displays an ordered list of rate plan and room type pairs that match an availability request through a distribution channel.
Sequencing rules are visible in the Business Rules tab of the rate plans they reference.
Sequencing rules enable you to set the rate plans and room types that are returned first to an availability request and the order in which they appear. You define the sequencing rule based on the type of business or the guests you know to be the main clientele of the agents using the channel. Certain types of guests request mainly certain types of rates and room types.
If no sequencing rule is defined for a specific channel, the pairs are sorted by default from lowest to highest rates.
Note:Sequencing rules are only available at the property level.
How to Create Sequencing Rules
1.Click on 
Channel Management.
2.Click on Sequencing Rules.
The Sequencing Rules panel appears showing any existing rules.
3.Click on 
Add.
4.In the available fields, set the period and preferred order for the rule and associate channels with a sequence of rate plans and room types.
5.Click on 
.
You can define a sequencing rule for a period. If no period is defined, the rule is available at all times and the period is displayed as "Open – Open".
The preferred order you select determines how the availability results appear:
•By rate plan and then by room type within each rate plan
Or
•By room type and then by rate plan within each room type
You select or remove the channels using the right and left arrows.
The available channels listed are set by Amadeus for the system and cannot be modified. To request the addition of a channel to the list, contact your Amadeus account manager.
Selecting and Sequencing Rate Plans and Room Types
You select or remove rate plans and room types using the right and left arrows.
You adjust the sequence of rate plans and room types for the selected channels by clicking on the up or down arrows. The rate plans and room types at the top of the list are presented first when an availability request is made through the channel.
If you have selected several room types against a rate plan that does not contain all these room types, the irrelevant room types are ignored by the system. This may happen when you select several rate plans for a rule and need to list the room types for all these rate plans.
The mapping tables provide a translation between the internal codes you have created for your property in the system and the standard distributed codes for a given channel.
The list of channels and the related channel codes comes from the Amadeus system and is pre-filled automatically.
The association of internal codes to distribution codes for a distribution channel enables travel industry agents to have more information about the products and rates distributed by the property.
Mapping of standard distribution room type codes established by each channel provider to your internal room type codes allows the system to display both standard room type codes and your own descriptions in response to availability requests made by travel industry agents.
For example, if a King Non-Smoking room type is identified by the code KNGN in the system, it can be mapped to correspond to KNG in the Amadeus (1A) GDS channel and KGN in the Expedia channel.
Room type code mapping is available at both the brand and property levels.
Note: For a brand-level product, the distributed codes are defined at the brand level only. For a property-level product, the retrieved distributed codes are defined at the property level only.
If you do not create room type mappings, the room type code is displayed as ROH (Run of House) in the system regardless of the room type you have created. However, travel industry agents also see the description you have created for the room type in the room type configuration.
Automatic Mappings
For some channels, room type code mappings are created automatically and you cannot modify or delete them.
If the channel is Amadeus (1A) or the Call Centre (CC) and you have filled the occupancy rules and bed type information in the Configuration module Room Type screen, you do not need to create a room type code mapping for those two channels. They are filled in automatically by the system.
For each channel, you can map the standard distribution code established for the channel to your internal service. You need to request the list of codes from the distribution channel provider.
The list of standard distributed codes for services may be limited. For example, the Amadeus (1A) GDS is limited to seven codes.
If you do not map a service code to its related distributed code, it cannot be sold directly through the distribution channel.
Service code mapping is available at both the brand and property levels.
Note: For a brand-level product, the distributed codes are defined at the brand level only. For a property-level product, the retrieved distributed codes are defined at the property level only.
For each channel, you map one or more property distribution codes that cross-reference the requested property code.
Note:The property code is automatically generated when the property is created and cannot be edited.
The mapping table provides the mapping between each distributed property ID and the triplet code (property, brand, and chain internal codes) for each channel.
The code format may vary between channels so the distributed code for your property should be requested from the channel provider.
Property code mapping is available at both the brand and property levels.
Automatic Mappings
The mapping for a property is generated automatically for Amadeus (1A) or the Call Centre (CC).
For each channel, you can map a standard distribution rate plan code that cross-references the internal rate plans you have created for your property.
Note:This mapping is not mandatory.
Standard rate plan codes are available for each distribution channel. This enables the system to display standard descriptions about the type of rate plan as well as your own specific information to availability requests made by travel industry agents.
If you have not created a mapping for rate plans, the rate plan code is displayed as ***. However, travel industry agents also see the description you have created for the rate plan in the rate plan main attributes.
Rate plan code mapping is available only at the property level.
How to Set Room Type Code Mappings
1.Click on the 
Channel Management link.
2.Click on the Mappings link.
3.Click on the Room Types link.
The existing room type code mappings appear in a list.
4.Click on 
Add.
Alternatively, select a mapping in the list and click on 
Modify.
5.Use the Room Type, Channel and Distributed Code fields in the Add Room Type Code Mapping fields at the bottom of the screen to define the new mapping.
Only the active room types appear in the Room Type list.
6.Click on 
.
How to Set Service Code Mappings
1.Click on the 
Channel Management link.
2.Click on the Mappings link.
3.Click on the Services link.
The existing service code mappings appear in a list.
4.Click on 
Add.
Alternatively, select a mapping in the list and click on 
Modify.
5.Use the Service, Channel and Distributed Code fields in the Add Service Code Mapping fields at the bottom of the screen to define the new mapping.
Only active service codes created for your property appear in the service list.
6.Click on 
.
How to Set Property Code Mappings
1.Click on the 
Channel Management link.
2.Click on the Mappings link.
3.Click on the Property link.
The existing property code mappings appear in a list.
4.Click on 
Add.
Alternatively, select a mapping in the list and click on 
Modify.
5.Define the property, channel and distributed code of the mapping using the available fields.
6.Click on the Active check box to define the mapping as active.
Note:You can define more than one distributed code for the same channel but only one mapping can be active. The inactive mappings only apply to bookings already made with those distributed codes.
7.Click on 
.
How to Set Rate Plan Code Mappings
1.Click on the 
Channel Management link.
2.Click on the Mappings link.
3.Click on the Rate Plans link.
The existing rate plan code mappings appear in a list.
4.Click on 
Add.
Alternatively, select a mapping in the list and click on 
Modify.
5.Use the Rate Plan, Channel and Distributed Code fields in the Add Rate Plan Code Mapping fields at the bottom of the screen to define the new mapping.
Only active rate plan codes appear in the Rate Plan list.
6.Click on 
.
Publishing Descriptive Content
How to Publish Descriptive Content
1.At brand or property level, click on the 
Channel Management link.
2.Click on the Descriptive Content Distribution Rule link.
The system displays the Descriptive Content Distribution Rule screen.
3.Click on Modify.
4.Select the check box(es) of the channels to which you want to publish the descriptive content and/or configuration information.
See Explanation: Descriptive Content Distribution Rule Screen Elements .
For more information, see Publishing Descriptive Content .
5.Click on Save.
Explanation: Descriptive Content Distribution Rule Screen Elements
Column Name | Explanation |
Channel | Cannot be edited. Configured during system implementation. |
Brand Defined | Property Level only. Indicates that the property inherits the content distribution rule from the brand. Clear the check box to deactivate the inheritance. |
Intermediate Channel | Information is pushed to an intermediate channel. This channel then pushes the information to the channel indicated in the Channel column. |
Configuration Only | Select a check box to push only configuration information to the channel. See Configuring the System . |
Distribution Active | Select a check box to push content and configuration information to the channel. |
This section describes the day-to-day reservation tasks you can perform at the brand and property levels using the Reservations module of the system.
This section explains the following concepts that you need to understand in order to use the Reservations module:
•What Is the Reservations Module?
In this section, you will learn about:
•How to Search for Reservations
•How to View Reservation Details
•Comparing Inventory with Reservations
What Is the Reservations Module?
The reservations module allows you to search and view reservations in the system, and to set the property blacklist.
At the property level, you may also view what's new in the system and compare inventory to the existing reservations.
Note:You must be working at property level to view new reservations as described in this section.
1.In the menu panel, click on 
Reservations.
2.Click on What's New?
The What's New screen allows you to review the new reservation information for the property that has been received by the system from the various channels that are part of the global distribution system (GDS).
Reservations are displayed in What’s New until they have been acknowledged. For information about how to acknowledge new reservations, see Acknowledging Reservations .
3.Click on the All tab to review all new reservations, regardless of status.
One of the following icons in the Status column indicates the current status of each reservation:
-B (Booked)
-M (Modified)
-C (Cancelled)
4.To display all the reservations with a specific status, click on the Booked, Modified or Cancelled tab.
You can now view the full details of any new reservation. For more information, see How to View Reservation Details .
How to Search for Reservations
1.In the menu panel, click on 
Reservations.
2.Click on Search Reservations.
3.To search by confirmation number or an external booking number, type the number in the corresponding search field, then click on 
Search by CF# or 
Search by ExtBkgID.
4.To search using other basic criteria, complete the fields in the Search tab, then click on 
Search.
Up to 200 reservations can be returned by the search. In the list of search results, you can choose to show up to 50 reservations at one time.
You can now view the full details of any reservation found. For more information, see How to View Reservation Details .
Using the Basic Search Criteria
If you are searching at brand level, you can type one or more characters of the property name in the Property field, then click on the property in the list of matching properties.
In the Guest First Name or Guest Last Name fields, you can use percent (%) or underscore (_) as wildcards.
How to Perform an Advanced Search
1.Click on the Advanced Search tab.
2.Specify your search criteria using the available fields.
You can use percent (%) or underscore (_) as wildcards in the following fields:
-Guest First Name
-Guest Last Name
-Company Name
-Travel Agency Name
-IATA/ITD Booking Source
3.Click on 
Search.
Note:You must be working at property level in order to use the quick search feature.
Click on one of the following pre-defined search options:
•Check-in Today
•Check-out Today
•In-house Today
How to Export Search Results to PDF or XML
To export the list of reservations to a PDF file, click on 
.
To export the list to an Excel (.XML) file, click on 
.
How to View Reservation Details
1.Search for the reservation you want to view.
See How to Search for Reservations .
2.If a list of reservations is displayed, click the view icon 
for the reservation you want to view.
3.Review the transaction history and general information about the reservation.
4.If applicable, click on the Audit Trail tab to review communication related to the reservation.
The Audit Trail tab only appears if there is existing communication.
5.Click on the tab for the type of information you want to view: Stay Information, Rates, Customer Information, or Intermediaries.
6.Optionally, click on Print to create a printable PDF file.
Once you have finished viewing the reservation details, you can acknowledge the reservation. For more information, see Acknowledging Reservations .
What Is Shown in the Transaction History?
The transaction history shows each action the system has taken to process the reservation.
The type shown in the Type column can include any of the following codes:
Table: Transaction Type Codes
Code | Explanation | Code | Explanation |
| On-request counter proposal confirmed |
| On-request counter proposal confirmed |
| Booked |
| Modified |
| Cancelled |
| On-request pending |
| On-request denied |
| On-request counter proposal waiting |
| On-request counter proposal denied |
| On-request cancelled |
F | On-request force confirmed |
| On-request counter proposal cancelled |
| On-request confirmed |
| On-request pending previously confirmed |
The reservation status show in the Status column can be:
Status | Explanation |
C (Confirmed) | This is the status for a reservation image that is confirmed. The latest confirmed image is the current state of the reservation. |
P (Pending) | This is the status for a reservation image on which an action has been started but not confirmed. |
I (Ignored) | This is the status for a reservation image on which an action has been started but ignored afterwards. |
A (Auto-ignored) | This is the status for a reservation image on which an action has been started but neither confirmed nor ignored. After 70 min, the status is moved to auto-ignored. It is similar to Ignored in terms of processing, but the status change is automatic in this case. |
What Is Shown in the Audit Trail?
The audit trail is a list of e-mail communications related to the reservation, such as a status change or failure notification.
Each communication has a type shown in the Type column. For an explanation of the type codes, see What Is Shown in the Transaction History? .
For each item, the status can be any of the following: C, OK, KO.
What Is the KO Status?
If a communication has failed, KO appears in the Status column and the reason for the failure is shown in the KO Reason column.
In addition, the system sends a failure notification to the email address specified in the brand configuration.
Table: Reservation Detail Tabs
Tab | Explanation |
Stay Information | This tab shows information about the stay at the property, including the stay dates, number of guests, and room type. Note:Credit card information in encrypted unless you have specific user permissions. |
Rates | This tab shows details about the rate plan that applies to the reservation. |
Customer Information | This tab shows details about the guest. There are two types of information on the tab: the reservation holder's and the company's. |
Intermediaries | This tab shows information about the originator of the booking and the booking source. |
Modifications | This tab allows you to review the history of changes made to the reservation. If a reservation has been modified, the modifications are shown in a list so that you can see the changes from one transaction to the next. |
You acknowledge a reservation so that the system knows you have seen it.
After a reservation is acknowledged, it no longer appears as a new reservation. If any modifications are made to the reservation, including cancellation, the acknowledgment is removed and the reservation reappears as new reservation so that you can view the modifications.
When the system displays a list of reservations, a check mark in the Ack Ind column indicates that a reservation has been acknowledged.
How to Acknowledge Reservations
1.View all the new reservations or search for specific reservations you want to view.
For more information, see How to View New Reservations and How to Search for Reservations .
2.To acknowledge a reservation without viewing its details, click on the check box of the reservation in the list.
You can select multiple reservations this way or click on the check box in the heading row to select all the reservations in the list.
3.To view the details of a reservation before acknowledging it, click on the reservation.
4.Click on Acknowledge.
How to Remove Reservation Acknowledgments
1.Search for the reservations from which you want to remove acknowledgment.
For more information, see How to Search for Reservations .
2.Click on the check boxes of the relevant reservations in the list.
OR
Click on a reservation to view its details.
3.Click on Un-Acknowledge.
The reservation module allows you to set business rules for property blacklists.
This section explains blacklists. It also explains how to view and modify them.
This section contains the following topics:
A blacklist is a list of IATA/TID codes that are not allowed to complete a sell transaction for a given property or brand.
Blacklisted IATAs/TIDs can be set at brand or property level. Any blacklist set for a brand automatically applies to all properties in that brand.
The ability to set blacklists at the property level depends upon your specific user permissions.
1.Click on the 
Reservations link.
2.Click on the Business Rules link.
3.Click on the Blacklist link.
A list of blacklisted IATA or TID numbers appears in ascending order.
Note: If the Property field is blank, the blacklisted IATA/TID cannot make a reservation for any hotels in the brand.
You can view the activity log of a selected blacklist business rule by clicking on the icon at the top of the panel.
A summary of the creation, modification and deletion transactions for the business rule are displayed in a list. To view the details of an activity log item, click on each line of the list.
1.Enter the IATA/TID in the Add an IATA/TID to Blacklist field.
2.Click on 
Add.
3.Click on 
.
Note: There is no limit to the number of IATAs/TIDs you can add to the blacklist.
If you remove a blacklisted IATA/TID from the list, the change is effective immediately.
1.Select an IATA/TID from the list.
2.Click on 
Remove.
3.Click on 
.
Comparing Inventory with Reservations
This section explains the Compare and Rebuild processes that you can run to reconcile a property's inventory with reservations.
This section contains the following topics:
•What Are the Compare and Rebuild Processes?
•How to Run the Compare and Rebuild Processes
What Are the Compare and Rebuild Processes?
At the property level, you can compare the inventory of the property with the reservations that have been made to make sure there are no discrepancies.
If any errors are found, the system can rebuild the reservations and the inventory to bring them back into sync.
Note: Your ability to launch the Compare and Rebuild processes depends upon your specific user permissions.
How to Run the Compare and Rebuild Processes
1.Click on the 
Reservations link.
2.Click on the Inventory Comparison link.
3.Click on 
Compare or 
Rebuild.
4.Use the settings to specify the products and time period for the Compare or Rebuild process.
Note: These settings appear as read-only in the Job Input panel once the job has completed.
5.Enter the Starting Date and Ending Date.
6.Click on 
.
When the job has completed, a list of any errors appears at the top of the screen.
The Activity Logs provide a history of transactions in the system, as well as an audit trail. They can help property managers see how the property data is being used.
This section explains the following concepts that you need to understand in order to use the Activity Logs:
•What Is Activity Log Purging?
In this section, you will learn:
•How to Access the Activity Logs
•How to Search the Activity Logs
•How to Refine the Activity Log Search
•How to View the Activity Log Search Results
Activity Logs provide a history of transactions in the system for certain types of action. They give you a view of what transactions are occurring in the system, and provide an audit trail and basis for reporting requirements.
Since the Activity Log database contains a high number of transaction records, the database must be purged on a periodic basis. The default retention period for a record in the system is two years.
The purge of the database is triggered by the nightly batch job. Any record in the Activity Log database that matches the date and is two years old is purged.
There is no archiving of the purged history records. Once a record is purged, you cannot retrieve it.
How to Access the Activity Logs
You access the Activity Logs to search and display transaction history.
To access the Activity Logs:
1.Click on the 
Activity Logs link.
2.Click on the Search link.
Accessing Activity Logs for the Current Screen
The Activity Logs icon appears on various screens throughout the application. If you click on this icon, a list of the transaction history for the activities on that screen appears.
How to Search the Activity Logs
You can search in the Activity Logs using common search criteria, such as date and time ranges, activity type and user ID.
Note: You must select either a Category or User ID when you perform a search of any type.
Searching Date and Time
When you search for date and time, you are searching for any action that happened on a certain date or time or within a certain time period.
You can search using any of the following time periods:
From: | To: |
•Open (blank) | •DD/MM/YYYY |
•DD/MM/YYYY | •Open (blank) |
•DD/MM/YYYY | •DD/MM/YYYY |
The search returns all the records created between the dates you enter.
Note: The date and time criteria apply to the date/time stamp on the transaction itself, not a date set in the attributes or business rules.
Searching Activity Types
Using the activity as a search criteria means you are searching the transaction type, such as create, delete, activate, and duplicate.
You can also search for a specific user ID. This search only returns exact matches.
Searching by Category and Subcategory
You must select a category for your search. When you search using the category and subcategory, you are limiting your search to a specific module in the system.
For example, in the Configuration module, one of the categories is Room Type. This category has several subcategories: Bed types, Capacity, Description, Main attributes, Channel mapping, and Overbooking. The list of subcategories changes, according to which category you select.
If you want to search in this category, you select Room Type from the Category drop-down list and then select the appropriate subcategory.
Note: The list of categories available to you depends on your specific user permissions.
Searching by Category Code
An example of a category code would be a room type, such as DBL, or a rate plan code, such as RAC.
You can enter the code and see all the transactions that have been recorded in the Activity Logs that include that code. The search returns only exact matches of the category code.
Note:If you have not entered a user ID in the search criteria, you must search by category.
Searching Category Dates
This search applies to the actual dates set in the rules or attributes, not the time the transaction occurred.
For example, if you search for viewership rules using a Begin Date of 21/04/2010 and an End Date of 25/05/2010, the system returns all the viewership rules that contain a date that falls within this period. If you leave one of the dates open, the system returns the rules that contain that single date.
How to Refine the Activity Log Search
To refine your search in the Activity Logs:
1.Click on Refine Search.
The Search panel is displayed and is prefilled with your previous search criteria.
2.Make any changes to your search criteria.
3.Click on 
Search.
How to View the Activity Log Search Results
The list of search results is displayed with the time stamp sorted in descending order. Only 100 records can be returned at a time.
The times displayed are shown in GMT.
Select one of the items in the list to view its details. The details panel displays the specific information about the transaction, including the new and old values if applicable.
The Planning module provides links to the daily tasks that you perform in order to manage your system.
This section explains the following concepts that you need to understand in order to use the Planning module:
In this section, you will learn:
•How to View Inventory by Day at Brand Level
•Viewing Inventory by Day at Property Level
•How to View Inventory by Period at Property Level
•Viewing Availability Planning Information
Although you view Inventory information in the Planning module, inventory rules and allotments are defined in the Inventory module of the system. See Managing Inventory for information about defining inventory rules and allotments.
The Planning module provides links to the daily tasks you perform in order to manage your system.
Planning enables you to access and modify Inventory information and compare rate plans to evaluate how well the rate plans you have set up cover your needs for a given period.
The information you can retrieve and the tasks you can perform depend on your administrative level: brand or property.
At brand level, you can:
•View Inventory information for a specific date.
•View occupancy information for all or some of the properties in the brand.
At property level, you can:
•View Inventory information for a specific date or period.
•Modify certain Inventory settings to cater for exceptional events.
•Compare rate plans.
Note:Inventory rules and allotments are set and managed in the Inventory module of the system. For more information, see Managing Inventory .
At brand level, you can view occupancy percentages over a two-week period for a property or group of properties belonging to the same brand. Occupancy information can be filtered to target a specific group of properties within the same geographical zone or a specific property.
1.Click on the 
Planning link.
2.Click on the Occupancy link.
When opened, the Occupancy panel lets you enter search criteria to narrow down your search.
3.Enter your search criteria.
You can create a search for a date, a country, a state and a city identified using its IATA city code, or any combination of these.
Note:The state criteria can only be used if you have selected a country that has designated states or provinces.
If you do not enter any search values, the search criteria are set to All and the search is launched for all the properties worldwide.
4.Click on 
Search.
5.View the information displayed in the Occupancy and Property Occupancy tabs.
You can launch a new search by entering different criteria in the Search Criteria panel and clicking on New Search.
The Occupancy tab displays occupancy values for the properties found in the geographical area selected.
Note:You can refine your search by filtering out properties from the occupancy results.
The graph diagram provides two types of information:
•Average occupancy for all the properties returned by the search for a two-week period displayed as a bar graph.
•Occupancy for each property of the geographical zone displayed as line graphs.
The Property Occupancy tab displays more detailed occupancy values for a given property over a two-week period. The Property Selected drop-down list enables you to choose the property for which you want more detailed information.
Note:You can refine your search by filtering out room types from the occupancy results.
The graph diagram provides two types of information:
•Average occupancy for all the room types available in the property displayed as a bar graph.
•Occupancy for each room type of the property displayed as line graphs.
How to View Inventory by Day at Brand Level
At brand level, you can display the number of rooms booked and those still available for a day and for a property per room type and per room type/allotment.
To retrieve inventory information for a set date:
1.Click on the 
Planning link.
2.Click on the Inventory by Day link.
3.Select the property for which you want to display the inventory information by choosing the property code from the drop-down list of available properties.
4.Click on 
Search.
The reservation information for the property is displayed.
The information is provided in two tables: the Room Types table and the Room Type/Allotment table.
Table: Room Types Table Summary
Column | Description |
Room Type Code | The room type code that identifies the type of room. |
Booking Counter | The number of rooms booked for the room type in the property. |
Availability | The number of rooms still available for the room type in the property. |
Table: Room Type/Allotment Table Summary
Column | Description |
Allotment Code | The allotment code that uniquely identifies an allotment. |
Room Type Code | The room type code that identifies the type of room. |
Booking Counter | The number of rooms booked for the room type in the allotment. |
Availability | The number of rooms still available for the room type in the allotment. |
Viewing Inventory by Day at Property Level
This section contains the following topics:
At property level, you can view information on room availability and inventory rule settings for a set date. The information displayed is based on availability and inventory parameters that determine how unbooked rooms are handled and the allotment in which they are sold.
1.In the menu panel, click on 
Planning.
2.Click on Inventory by Day.
The Inventory by Day screen appears showing the information for today's date.
The information is provided in two tabs: Data and Structure. The Data tab is open by default.
3.If you want to retrieve information for another date, enter the new date in the calendar search field, then click on 
.
What Is Shown in the Data Tab?
The Data tab provides information on the number of rooms booked and the number of rooms available for bookings.
The booking and availability information in the Data tab is displayed in three tables.
Table: Inventory by Day Data Tables
Table | Explanation |
Room Types | This table provides information on the rooms booked and room availability classified by room type. |
Allotments | This table provides information on the rooms booked and room net availability against the booking limit or the number of allocated rooms set for the allotment. |
Room Type/Allotment | This table provides information on the rooms booked and room availability against the booking limits or the number of allocated rooms set for an allotment classified by room type. |
Note:Parent/child allotments are displayed as a hierarchy in the tables.
What Is Shown in the Structure Tab?
The Structure tab displays information on how allotments are structured. The information is given in a visual form and starts with the General Inventory (GINV).
The allotments are identified by their allotment code. The graphics show:
•The type of the allotment (general inventory, dedicated, nested or maximum limited)
•The room types included in the allotment
•The booking counter and booking limit or allocated rooms for each room type of the allotment
•The relation between allotments
How to View Inventory by Period at Property Level
The Inventory by Period panel provides graphical and statistical information on availability and inventory parameters that determine how unbooked rooms are handled for a two-week period.
To retrieve information for a period:
1.Click on the 
Planning link.
2.Click on the Inventory by Period link.
When opened, the Inventory by Period panel displays information for a two-week period starting today. If you want to retrieve information for a two-week period starting on another date, enter the new start date in the calendar search field.
The Inventory by Period has three tabs: Bookings, Occupancy Rate, and Data.
The Bookings tab lists reservations against the global room availability.
The Occupancy Rate tab displays the occupancy rate divided by room type as a percentage of the global capacity.
For each day of the two-week period starting on the Monday prior to your selected date, the Data tab shows:
•The capacity for each room type
•The number of Out of Order rooms for each room type
•The number of bookings for each room type
•The net availability for each room type
Note:From the Data tab, you can access more detailed data by clicking on the specific date. This opens the Inventory by Day Data tab for that date.
This section contains the following topics:
•Why Modify Inventory Settings?
•What Settings Can You Modify?
•How to Modify Inventory Settings
Why Modify Inventory Settings?
At property level, you can modify certain settings when viewing Inventory by Day or Inventory by Period. This gives you greater flexibility in controlling inventory.
On a daily basis, you may need to modify inventory settings to manage certain events that are not covered by the standard rules you have set. You can modify:
•Capacity and the overbooking value for each room type
Note:The overbooking value is the number of rooms to be added to the capacity. The resulting value is the total sellable capacity for the room type.
•Booking limits and number of allocated rooms set for allotments
Inventory by Period shows availability and inventory parameter information that determines how unsold rooms are handled and the allotment in which they are sold.
You can modify:
•Room type capacities
•Overbooking
•Booking limits or the number of allocated rooms set for a room type or for the allotment
How to Modify Inventory Settings
1.In the menu panel, click on 
Planning.
2.Click on Inventory by Day or Inventory by Period.
3.In the Data tab, select the day you want to modify:
-If you are viewing Inventory by Day, enter a new date if required in the calendar search field, then click on 
.
-If you are viewing Inventory by Period, click on the day you want to modify.
4.Click on 
Modify.
5.Make you modifications to the fields that can be updated.
For more information, see What Settings Can You Modify? .
Note:Your modifications are exception rules that will be valid for one day only. Exception rules have the highest priority, however, and the system will apply them before applying default and standard rules.
6.If required, click on 
Simulate to launch a simulation of the results of your modifications.
7.Click on 
Apply.
OR
Click on 
Cancel to return to the original Inventory by Day.
Rates planning enables you to compare the main characteristics for all, or a subset, of your rate plans over a period of time. Comparing rate plans is only possible at property level.
All the tools that you need to have an overview of your property are grouped in the Planning link.
To view rate planning information:
1.Click on the 
Planning link.
2.Click on the Rates Planning link.
3.Refine your search using the filtering fields.
The date sets the period for which information is displayed.
The search fields are: Rate plans, rate plan status, room types, and channels.
4.Select the appropriate check boxes depending on what you want to compare:
-Levels
-Rates
-Stay Restrictions
-Policy
-Booking Restrictions
-Allotment
-Availability
-Bookings
5.Click on Display.
Existing rate plans matching the criteria are returned.
Viewing Availability Planning Information
This section contains the following topics:
•Why View Availability Planning Information?
•How to Display Availability Planning Information
•What Information Is Shown in Availability Planning?
Why View Availability Planning Information?
At property level, availability planning information includes both inventory and rate information.
In addition to viewing the information, you can close a room type/rate plan for a specific date or period. For more information, see Setting Closed Restrictions .
How to Display Availability Planning Information
1.In the menu panel, click on 
Planning.
2.Click on Availability Planning.
The availability information is displayed for the next three months starting from the current month.
The Hotel view of availability planning is shown by default. To select a different view, click on the appropriate tab:
•Hotel View
•By Channel
•By Rate Plan
•By Room Type
For more information, see What Are the Different Views? .
1.If you are in the Hotel view, click on Show Criteria.
In any other view, the criteria are already shown.
2.Select the periods, room types, rate plans, rate plan categories and channels you want to include using the available fields.
The criteria you can choose depend on the view you are using.
3.Click on Display.
How to Include Availability from Allotments
1.Click on the Hotel View tab.
2.In the Hotel view, click on the Including Availabilities from Dedicated Allotments button.
What Information Is Shown in Availability Planning?
The availability calendar display shows numeric availability in addition to a colour code that provides further information.
Table: Availability Planning Colour Code
Colour | Explanation |
Red | Availability is closed because the room type or room type/rate plan has no availability or is not sellable. |
Green | Availability is open because the room type or room type/rate plan has availability with no restrictions. |
Orange | Availability is open but with a No Arrival restriction. |
Grey | Availability is not applicable because, for example, the room type is not in the rate plan, the dates are in a closed season, the room type is marked for deletion or the dates are outside the validity dates of the rate plan. |
You can choose between different views of availability planning: Hotel, Room Type, Rate Plan and Channel.
Table: Availability Planning Views
View | Explanation | |
Hotel | This view shows the total numeric availability of all room types for each day of the period selected. The list of room types includes all active room types including those marked for deletion. | |
Room Type | This view shows the availability of the room type for a specific channel and a specific rate plan. The table lists all active room types including those marked for deletion. | |
Rate Plan | This view shows availability of the rate plan for a specific channel and a specific room type. The table lists all rate plans of the property. | |
Channel | This view shows the availability of the channels for a specific rate plan and a specific room type. The table lists all channels. | |
This section includes the following topics:
•How to Display Closed Restrictions
•How to Add a Closed Restriction
•How to Remove a Closed Restriction
A closed restriction prevents the sale of inventory for a specific day or period. The restriction can apply to the entire inventory of a property or a specific room type, room type/rate plan or room type/rate plan for a specific channel.
You can re-open sales for the day or period by removing the closed restriction.
How to Display Closed Restrictions
1.In the menu panel, click on 
Planning.
2.Click on Availability Planning, then click on the day for which you want to display close restrictions.
OR
Click on Closed Restrictions, to display all the closed restrictions for the property.
How to Add a Closed Restriction
1.In the menu panel, click on 
Planning.
2.Click on Availability Planning, then click on the room type/rate plan/channel you want to close on the day you want to close it.
OR
Click on Closed Restrictions.
3.Click on 
Add.
Note:If you made your selection from the availability planning Hotel view, the closed restriction will apply to all channels and rate plans.
4.Specify the channel, rate plan, room type and period that you want to close using the available fields.
If you are adding a closed restriction from availability planning, these fields are pre-filled according to the selection you made in the calendar. Change them if required. If you change the period, it must include the day you selected in the calendar.
5.Click on 
.
Note:Instead of adding a closed restriction, you can duplicate an existing one and modify it.
How to Duplicate or Modify a Closed Restriction
1.Click on the closed restriction you want to duplicate or modify.
2.Click on 
Duplicate or 
Modify.
3.Change the channel, rate plan, room type and period as required.
4.Click on 
.
How to Remove a Closed Restriction
1.In the menu panel, click on 
Planning.
2.Click on Availability Planning, then click on the day or the room type/rate plan/channel on the day you want to re-open sales.
OR
Click on Closed Restrictions.
3.Click on the closed restriction you want to remove.
4.Click on 
Delete.
5.When you are prompted to confirm the deletion, click on 
.
This section describes the major workflows and steps you complete in order to set up a brand and property in the system.
This section contains the following topics:
Brands are set up to create guidelines and default settings for the properties within the brand. Setting up a brand includes:
•Configuring the brand.
•Creating account profiles.
•Adding and configuring properties.
•Configuring sales conditions and rate plans.
•Managing channels.
•Reviewing the inventory planning.
Some information created at the brand level is inherited by the properties within the brand.
Note: The steps you are able to complete depend upon your specific user permissions and any information that has been pre-loaded by Amadeus.
For a detailed description of these steps, see Configuring the Brand .
1.Complete the brand management tasks.
a)Complete the brand configuration.
b)Add forms of payment and credit cards.
c)Add default and additional languages and currencies.
d)Configure the property guidelines.
e)Add marketing lines.
2.Complete the room type configuration tasks.
a)Create the room types.
b)Add the room type description.
c)Add room type amenities.
d)Manage channel mappings.
3.Complete the service configuration tasks.
a)Create the services.
b)Add service descriptions.
c)Manage channel mappings.
Property Configuration Workflow
For a detailed description of these steps, see Configuring Properties .
1.Search for a property in the brand, if desired.
2.Create a new property, if desired.
3.Configure or manage the properties within the brand, if required.
Account Management and Profiles Workflow
For a detailed description of these steps, see Managing Account Profiles .
1.Enter the main account information.
a)Add the account profile name.
b)Select the account profile type, including the identifier if required.
c)Add any general information or remarks.
2.Enter the billing contact information.
a)Enter the contact information.
b)Enter the billing address.
c)Enter the billing phone and email information.
3.Enter the mailing contact information.
a)Enter the contact information.
b)Enter the mailing address.
c)Enter the mailing phone and email information.
4.Enter the payment details.
a)Add guarantee information, if required.
b)Add deposit information, if required.
c)Select the preferred currency.
d)Add details about the financial settlement terms.
Rates Configuration – Sales Conditions Workflow
For a detailed description of these steps, see Defining Sales Conditions .
Note:The workflow for creating sales conditions and associating them to rate plans is identical whether you are working at brand or property level.
1.Complete the sales condition policies tasks.
a)Create the policy.
b)Configure the pre-check-in rules.
c)Configure the cancellation rules.
d)Configure the early check-out rules.
e)Configure the no-show rules.
f)Configure the additional sales condition rules.
2.Create booking restrictions.
a)Configure the booking restrictions settings.
b)Select the rate plans using the booking restrictions.
3.Create promotions.
a)Configure the promotions settings.
b)Select the rate plans using the promotions.
For a detailed description of these steps, see Managing Rate Plans .
1.Create rate plans for properties in the brand using Express Rate Load,
a)Create the rate plan.
b)Define the channels through which the rate plan can be sold.
c)Define the rate plan structure.
d)Define the rate plan as active or inactive upon creation.
e)Define commission rules for the rate plan.
f)Define the room types included in the rate plan and the rates for each room type.
g)Define the services to be included in the rate plans and the rate for each service.
h)Define the inventory mappings for the rate plan.
i)Define the distributed rate code mapping for each channel.
j)Set black-out dates for the rate plan.
2.Create templates.
a)Create the template.
b)Define the template structure.
c)Open the newly created template to finish defining all the template attributes.
d)Define the rates for the rooms that can be sold in the template.
e)Define the rates for the services that can be sold in the template.
f)Define the sales conditions for the template.
g)Display the business rules that apply to the rate plan.
3.Create default rates for services.
a)Select the period during which the default rate is valid.
b)Select the guest type to which the rate applies.
c)Enter a flat amount for the default rate.
4.Create tier definitions rules.
a)Create the number of tiers.
b)Create the minimum and maximum percentages for each tier.
For a detailed description of these steps, see Managing Channels .
•Complete the channel mappings:
a)Map the room type codes.
b)Map the service codes.
c)Map the property codes.
For a detailed description of these steps, see Planning .
•Retrieve information on the Inventory:
a)Retrieve information concerning occupancy.
b)Retrieve inventory information for a set date.
All properties within the system must be set up before any rooms can be sold. Setting up a property includes:
•Configuring the property
•Adding descriptive content
•Creating account profiles
•Setting up inventory
•Configuring sales conditions and rate plans
•Adding groups
•Managing channels
•Reviewing the inventory planning.
Note: The steps you are able to complete depend upon your specific user permissions and any information that has been pre-loaded by Amadeus.
For a detailed description of these steps, see Configuring Properties .
1.Complete the property management tasks.
a)Complete the property configuration.
b)Add forms of payment and credit cards.
c)Add default and additional languages and currencies.
d)Add alternate properties.
e)Configure the property controls.
f)Manage channel mappings
2.Complete the room type configuration tasks.
a)Create the room types.
b)Add the room type description.
c)Add room type amenities.
d)Manage channel mappings
3.Complete the service configuration tasks.
a)Create the services.
b)Add service descriptions.
c)Manage channel mappings
For a detailed description of these steps, see Managing Descriptive Content .
1.Select a language for the descriptive content.
2.Add the general information details for the property.
a)Add the property information.
b)Add the property category.
c)Complete the property description.
d)Add the property contacts.
3.Add the location information for the property.
a)Complete the general information about the property's physical location.
b)Provide information about the property geographical location.
4.Add information about the means of transportation to the hotel.
5.Add details about nearby points of reference.
6.Add details about nearby points of interest.
7.Describe the hotel facilities.
a)Add the descriptions of the facilities.
b)Describe any golf course information, if required.
c)Describe any health club facilities, if required.
8.Describe the meeting facilities.
a)Add the descriptions of the meeting facilities.
b)Add the details to the meeting rooms' list.
c)Add the contact information.
9.Describe the dining options.
a)Add the general information on the dining options.
b)Add the detailed restaurant information.
10.Add information about the property's policies.
-Add the policy information.
11.Add images to describe your property.
a)Upload the image to the system.
b)Select a Category.
c)Give the image a title and text to describe it.
Account Management and Profiles Workflow
For a detailed description of these steps, see Managing Account Profiles .
1.Enter the main account information.
a)Add the account profile name.
b)Select the account profile type, including the identifier if required.
c)Add any general information or remarks.
2.Enter the billing contact information.
a)Enter the contact information.
b)Enter the billing address.
c)Enter the billing phone and email information.
3.Enter the mailing contact information.
a)Enter the contact information.
b)Enter the mailing address.
c)Enter the mailing phone and email information.
4.Enter the payment details.
a)Add guarantee information, if required.
b)Add deposit information, if required.
c)Select the preferred currency.
d)Add details about the financial settlement terms.
For a detailed description of these steps, see Managing Inventory .
1.Set the room type capacity.
2.Create the allotments using the Allotment Wizard.
a)Create the allotment structures.
b)Set the global booking limits or allocate rooms for the allotment (optional).
c)Define release parameters in the case of a dedicated allotment.
d)Map the rate plan to target an allotment.
Rates Configuration – Sales Conditions Workflow
For a detailed description of these steps, see Managing Rate Plans .
1.Complete the sales condition policies tasks.
a)Create the policy.
b)Configure the pre-check-in rules.
c)Configure the cancellation rules.
d)Configure the early check-out rules.
e)Configure the no-show rules.
f)Configure the additional sales condition rules.
2.Create booking restrictions.
a)Configure the booking restrictions settings.
b)Select the rate plan using the booking restrictions.
3.Create promotions.
a)Configure the promotions settings.
b)Select the rate plan using the promotions.
Rates Configuration – Rate Plans Workflow
For a detailed description of these steps, see Managing Rate Plans .
1.Create the rate plan.
a)Define the rate plan structure.
b)Open the newly created rate plan to finish defining all the rate plan attributes.
c)Define the rates for the rooms sold in the rate plan.
d)Define the rates for the services that can be sold in the rate plan.
e)Define the cap rate rules for the rate plan.
f)Define the levels for the rate plan, if you are working with a multi-level rate plan.
g)Define the sales conditions for the rate plan.
h)Define the restrictions applying to a stay in the rate plan.
i)Define automatic tier discounts that apply to the rate plan.
j)Display the business rules that apply to the rate plan.
k)Activate the rate plan.
Note:You can also create inheriting rate plans that are based on existing templates.
2.Create commission rules.
a)Configure commission rules settings.
b)Select the rate plan using the commission rule.
3.Create rules for taxes and fees.
a)Select the room type, service or property to which the tax applies.
b)Select the period during which the tax is valid.
c)Select the type of tax.
d)Define the rule used to calculate the tax.
4.Create default rates for services.
a)Select the period during which the default rate is valid.
b)Select the guest type to which the rate applies.
c)Enter a flat amount for the default rate.
5.Create the tier model.
a)Define the number of tiers.
b)Set the maximum and minimum values that can be set as a discount percentage for each tier.
c)Define thresholds for each tier.
For a detailed description of these steps, see Managing Groups .
1.Define the general group information and link the group to an account profile, if required.
2.Set the main rate attributes by selecting a rate plan template or creating a standalone rate plan.
3.Choose the room types and services, and define a default amount for at least one room type.
4.Set the room rates.
5.Set the service rates.
6.Add sales conditions.
7.Add commission rules.
8.Set the block parameters depending on the selected block type, either dedicated block or max limited block.
For a detailed description of these steps, see Managing Channels .
1.Create the viewership rules.
a)Add the viewership rule details.
b)Select the channels.
c)Select the countries.
d)Select the rate plans.
e)Select the room types.
2.Create the sequencing rules.
a)Enter the time period.
b)Select one or more channels.
c)Select the rate plans.
d)Adjust the sequence of the selected rate plans.
e)Select the room types.
f)Adjust the sequence of the selected room types.
3.Complete the channel mappings.
a)Map the room type codes.
b)Map the service codes.
c)Map the property codes.
d)Map the rate plan codes.
For a detailed description of these steps, see Planning .
Note:The Planning Module is used to retrieve information from and manage the inventory and rate plans for daily operations.
•Retrieve information on the Inventory.
-Retrieve inventory information for a set date.
-Retrieve inventory information for a period.
•Update inventory settings to handle exceptional events.
•Compare the rate plans.
-View the information on pricing.
-View the information on the policy applied to each rate plan.
-View the information on stay restrictions.
-View the information on booking restrictions.
•View availability information for planning purposes.
-View the information for the property.
-View the information for specific room types.
-View the information for specific rate plans.
-View the information for specific channels.
Property Distribution Workflows
This section contains the following workflows:
•Distributing Properties to Channels
•Removing Properties from Channels
Distributing Properties to Channels
You must perform all of the following workflows in order to sell a property through a channel.
Distributing a Property to a Channel
1.Make sure that you have the channel-specific hotel ID for the property. This is provided by the channel.
2.Check that all mandatory fields have content. See How to Validate Channel Content .
3.Log in at property level.
See Logging In and Out of the System .
4.Define the channel mappings for the property, including the required room types and rate plans.
See Configuring Properties .
5.Create a viewership rule for the room types and rate plans.
Distributing a Rate Plan to a Channel
1.Make sure that you have the channel-specific ID for the rate plan. This is provided by the channel.
2.Log in at property level.
See Logging In and Out of the System .
3.Define the channel mappings for the rate plan.
See How to Set Rate Plan Code Mappings .
4.Create a viewership rule for the rate plan.
Distributing a Room Type to a Channel
1.Make sure that you have the channel-specific ID for the room type. This is provided by the channel.
2.Log in at property level.
See Logging In and Out of the System .
3.Define the channel mappings for the room type.
See How to Set Room Type Code Mappings .
4.Create a viewership rule for the room type.
Removing Properties from Channels
Removing a Property from a Channel
1.Log in at property level.
See Logging In and Out of the System .
2.Add a closed restriction for the property, applying it to channel, all rate plans and all room types.
See How to Add a Closed Restriction .
3.Modify or delete existing viewership rules for the property that include the channel.
Removing a Rate Plan from a Channel
1.Log in at property level.
See Logging In and Out of the System .
2.If the rate plan is not distributed through any other channels, delete the rate plan.
See How to Delete a Rate Plan .
3.Modify or delete existing viewership rules for the rate plan that include the channel.
Removing a Room Type from a Channel
1.Log in at property level.
See Logging In and Out of the System .
2.If the room type is not distributed through any other channels, delete the room type.
See How to Delete Room Types .
3.Modify or delete existing viewership rules for the room type that include the channel.
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