AutoClerk User Guide (Version 9: Build 1009) Module: Best Western Only

Transcription

1 AutoClerk User Guide (Version 9: Build 1009) Module: Best Western Only

2 Table of Contents TABLE OF CONTENTS... 2 COPYRIGHT INFORMATION BEST WESTERN INTRODUCTION... 5 WHAT IS THE 2-WAY?... 5 RESPONSIBILITIES FOR 2-WAY PROPERTIES... 5 Internet and Routers... 5 Setting Reminders for Updates to Rate, GTDs, Allocations... 5 Maintaining Your Error Report MAKING CHANGES TO YOUR 2-WAY CONFIGURATION... 6 ADDING NEW ROOM TYPES... 6 MODIFYING ROOM TYPES... 7 Changing Breakfast Codes... 7 ORDERING ROOM TYPES... 8 DELETING ROOM TYPES... 8 ADDING/REMOVING NEW RATE CLASSES... 9 Adding a New Rate Class... 9 Removing a Rate Class ADDING/REMOVING RATES Standard Rates Setting Rates Discounted Rates SETTING UP RESERVATION PAYMENT PROCESSING (RP) SETTING UP ALLOCATION AND LOS RULES GTD/CXL POLICIES SETTING BEST WESTERN OPTIONS IN ACCONFIG USING BEST WESTERN INTERFACE MAINTENANCE CONFIGURATION Inventory Status Rate RESERVATIONS Upload Reservation Get Reservation (GNR) Sync Reservations List Reservations to Upload Set BW Conf Force Cancel on BWI Groups Upload Group...20 Clear Group Plan...20 Sync Groups...21 Adjustments...21 Diagnostics April 2011 (Doc. Version 1.0) 2

3 Ping...21 Examine Log...21 List Events File...21 Remove BWR from Res...21 Remove BWR from Inhouse...21 Understanding Your Report USING BEST WESTERN PROGRAMS WITH AUTOCLERK BW REWARDS Enrollment and Lookup AUTOCLERK AND BEST WESTERN RESERVATION PAYMENT PROCESSING (RP) CENTRAL BILLS BEST WESTERN CRS UTILITIES BW CRS CONFIRMATION RESERVATION REPORT BEST WESTERN REWARDS REPORT ENROLL A NEW BWR MEMBER LOOKUP A BWR MEMBER CRS PREPAID DEPOSIT UNUSUAL ACTIVITY REPORT LIST OF FIGURES INDEX OF AUTOCLERK V9 ICONS, MENUS, AND COMMANDS FOR BEST WESTERN April 2011 (Doc. Version 1.0) 3

4 Copyright Information Copyright 2011 AutoClerk User Guide Version 9 All rights reserved. No part of this publication may be reproduced, stored in a retrieval system, or transmitted, in any form or by any means, electronic, mechanical, photocopying, or otherwise without prior written permission of AutoClerk. AutoClerk, Inc. Address: 936 Dewing Ave., Suite G, Lafayette, CA Phone: Fax: URL: April 2011 (Doc. Version 1.0) 4

5 1. Best Western Introduction Note: Use this document in conjunction with the AutoClerk and Best Western Reservation Payment Processing (RP) and the ACConfig document located at myautoclerk.com. What is the 2-Way? The 2-Way interface automatically synchronizes reservation entries at both the PMS and the BW Central Reservation System (CRS). Room availability at the property and at the CRS is automatically updated. This serves to reduce costly overbooking of rooms and offers last room availability, thereby maximizing revenue potential of the hotel. In the past, Best Western hoteliers have used two sets of tools to control rates and availability restrictions such a MLOS (Minimum Length of Stay) and CTA (Closed to Arrival); one within the PMS and the other within the CRS. Having one system simplifies training of hotel staff, because they need to learn only one consistent system rather than two disparate systems. An added feature in AutoClerk's implementation of the interface is built-in support for AutoClerk rate tiers. This allows CRS rate tables to be automatically updated according to yield management rules defined by the hotel management. Responsibilities for 2-Way Properties The following section contains details related the 2-way. Internet and Routers The 2-way depends on Internet access, Routers (PMSRO) and the BW hub. At any time, these connections can stop working. This, in turn, stops communication to the 2-way interface. AutoClerk recommends that you always have a second PMSRO router configured and ready in case the router (PMSRO) fails to work for any reason. Setting Reminders for Updates to Rate, GTDs, Allocations When you are first put onto the 2-way interface, rates, allocations, status and gtd s are set for 3 years out. At minimum, properties should update these areas as a standard practice, each year to stay current. Maintaining Your Error Report AutoClerk provides an Interface Error report printed at the end of each night audit. This report shows all the errors triggered in the interface by the property. These errors need to be addressed and resolved. Please pay close attention to this report, and contact an AutoClerk support agent for explanation and training on how to maintain errors from your property. April 2011 (Doc. Version 1.0) 5

6 2. Making Changes to Your 2-Way Configuration Adding New Room Types If you change one of your Best Western qualifiers, you can now change the mapping between AutoClerk and Best Western. Adding and subtracting room (sleeping) types must be coordinated with BW and AutoClerk. Neither side can unilaterally add a room type and expect the other side to know about it. Room type changes must be made first on the BW side, then AutoClerk. Please contact AutoClerk support if this is your first time making changes: (925) , Option 1). To add a new room type, perform the following actions: 1. To add a new room type, access ACConfig. 2. Click on Define Room Types. 3. Click the New button. The Room Type window opens. 4. Enter a two-character code. Each room type needs a two-character code and a description. Set the parameters detailed in the following steps. 5. Delete at N/A Checkbox: This is used for modifying or deleting a Rate class. Delete at N/A: AutoClerk allows you to delete a room type only if it is not in use. When marked for deletion, the night audit checks to make sure there are no rooms assigned to that room type, no reservations (including past no-shows and cancels), and no group allocations using that room type. If the room type is found not to be in use, AutoClerk deletes that room type during the night audit. Leave this checkbox unchecked. 6. Allow New Use checkbox: This allows the property to book reservations using that room type. Check this checkbox. 7. Hide from Reports checkbox: This is used when you are trying to get rid of a room type, but it is still in the system. Leave this checkbox unchecked. 8. Local checkbox: This is a room type that can only be sold by the hotel. This should be reserved for non-sleeping rooms only. If you are setting up a room type to be sold by your hotel only, check this. For Best Westerns if this box is checked, that room type can only be sold at your property and not by Best Western. For example, a conference room is a locally sold room, and not available for Best Western to sell. If Best Western is selling this room type, do not check this checkbox. 9. Run of House checkbox: This is a room type that indicates that no room type is being selected when a reservation is being booked. It cannot be used with any room numbers. It is used to keep the overall availability count correct until a April 2011 (Doc. Version 1.0) 6

7 decision is made as to what room type the reservation uses. Run of House may not be used with the BW 2way. Leave this checkbox unchecked. 10. Non-Sleeping Room checkbox: This is used in the same way local is for BW properties. It is for meeting rooms, banquet rooms, chapels. Leave this checkbox unchecked unless you are making a non-sleeping room, room type. 11. The Min People and Max People field: This is enforced by BW and must be set in accordance with BW policies. Minimum must be set to 1. Maximum must be set to 9. This is where you indicate how many people can sleep in this room type. You must not exceed what Best Western allows. For example, if Best Western rates the room for 4 people, and you enter 6 people in the Maximum field, Best Western won t get information on the 5th and 6th person. The member web-side won t accept numbers out of the min and max set by Best Western. Min and Max fields relate to adults. The number of infants and children in a room is not required by Best Western. 12. Click on the Room Type large button if you need to set a start and end date specifically linked to a room type you are adding. 13. In the Interface box, select from the file tree, pending:xdev/bw2/deviceconfig.xml. The CRS Room type appears in the CRS Room Type field. 14. In the CRS Room Type field, enter the BW room type which consists of three portions: The bed code, amenities code, and the breakfast code. Each code is separated by a pipeline, for example, K NSM Click the OK button. You return to the Room Type Set Up window. 16. Click OK. You return to the ACConfig Main menu. Modifying Room Types You might use this feature to discontinue a room type, change a breakfast, or change a room type to inactive during a room remodeling phase. Note: You can cause serious malfunction to the BW 2-way PMS if you make any changes to the two-character code or description without first consulting with AutoClerk Support: (925) , Option 1. Changing Breakfast Codes In our example, we are modifying a breakfast code from Continental breakfast to a hot breakfast. 1. To modify a room type, access ACConfig. 2. Click on Define Room Types. The Room Type window opens. 3. Select the room type you want to modify in the list of room types. 4. In the Interface box, select from the file tree, pending:xdev/bw2/deviceconfig.xml. The CRS Room type appears in the CRS Room Type field. April 2011 (Doc. Version 1.0) 7

8 5. In the CRS Room Type field, enter the BW room type which consists of three portions: The bed code, amenities code, and the breakfast code. For example, K NSM 1 is the code for a King, Non-Smoking, and Continental breakfast room type. Change the last digit of the CRS room type code from a 1 to a 2. (The new code is now K NSM 2.) 6. Click the OK button. The AutoClerk Confirm box appears confirming your change is accepted. Click the OK button. You return to the Room Type Set Up window. 7. Click OK. You return the ACConfig Main menu. Ordering Room Types You can use this feature to change to order in which the room types appear on the Room Type Setup window and throughout AutoClerk. 1. To change the order of a Room type, access ACConfig. 2. Click on Define Room Types. The Room Type window opens. 3. Click the Set Order button. The Room Type Report Order window appears. 4. Click on the room type you wish to move up or down in the list. When the room type is highlighted, use the red arrows to move it up or down in the list. 5. Click the OK button. You return to the Room Type Setup Menu. 6. Click OK, and you return to the ACConfig Main menu. Deleting Room Types You can use this feature, for example, if your property changes a room type from smoking to non-smoking, and you need to remove these smoking rooms from the system. If a room type is sold by Best Western, make sure to delete this room type via Best Western first. 1. To change the order of a Room type, access ACConfig. 2. Click on Define Room Types. The Room Type window opens. 3. Click on the room type you wish to delete. 4. When the room type is highlighted, you have two options. 5. If the room type is not sold by Best Western, such as a non-sleeping room, highlight it in the list, and click the Delete button on the Room Type Setup window. The AutoClerk Confirm box opens confirming the change is accepted. You don t need to take any more action, the room type is deleted. 6. If the room type is sold by Best Western, and you wish to delete it, highlight the room in the list. 7. Click the Modify button. The Room Type window appears. 8. Check the Delete at N/A checkbox. 9. Uncheck the Active checkbox. April 2011 (Doc. Version 1.0) 8

9 10. Check the Hide from Reports checkbox. 11. Check the Local checkbox. 12. Uncheck the Allow New Use checkbox. 13. Click on the Room Type large button and set a start of the delete date. This is the day prior to the day you delete the room type. The end date is the same date, again, the date prior to the day you delete the room type. If today is March 23, enter in both the Start Date and End Date fields, March In the Interface box, select from the file tree, pending:xdev/bw2/deviceconfig.xml. The CRS Room type appears in the CRS Room Type field. 15. Remove the CRS Room type code that appears in the CRS Room Type field. 16. Click the OK button. You return to the Room Type Set Up window. 17. Click OK, and you return to the ACConfig Main menu Adding/Removing New Rate Classes Once Best Western confirms a change type, users can now make changes to rate classes and room types. Adding and subtracting rate classes that are to be interfaced with the BW 2-way and sold by BW must be coordinated with BW and AutoClerk. Neither side can unilaterally add a rate class and expect the other side to know about it. Rate class changes must be made first on the BW side, then on the AutoClerk side. Adding a New Rate Class 1. To add a new rate class, access ACConfig. 2. Click on Rate Setup button. Select Rate Classes from the Rate Setup button menu. 3. An AutoClerk Information box appears informing you that if you add a rate class or change its name, you must also change it in your rates configuration before you can use it in Reservations or Checkins. Click the OK button. The Rate Class Setup window appears. 4. Click the New button. 5. Enter a two-character code and a description for your new rate class. 6. Do not check the Rack checkbox unless you plan to make this your new Rack rate. Every property is required to have one and only one Rack rate. BW maps this to their Best Available Rate (BAR). Rack has special qualities for BW. Many rates are based off of Rack. If you close Rack, all rate classes in BW are considered to be closed. If rates are fixed and linked on the CRS, then AutoClerk does not need to send the rates to BW. Rates based off of other rates can have their status set to, for example, Open, Closed, Closed to Arrival. And these can be linked to the base rate as well as room allocations. Note: Rack and rates linked to Rack are not allowed to limit the number of rooms in their allocation. April 2011 (Doc. Version 1.0) 9

10 7. If you are setting up a Package to use this rate class, do not check this checkbox. For package setup, please call AutoClerk Support for assistance: (925) , Option The settings you need to select next depend on the way your property is set up with Best Western. If you have questions, call AutoClerk Support: (925) , Option 1. Don t check the Rates Fixed by CRS checkbox if you are setting your own rates for this rate class. If Best Western is setting the rates, check this box. Since BW does not take rates from AutoClerk. The rates are already set on the CRS by BW. Don t check the Rates Linked on CRS checkbox if you are setting your own rates for this rate class. If Best Western is setting the rates, check this box. This means that the rates are based off of another rate class, and the rates should not be sent to BW. Don t check the Status Set on CRS checkbox if you are setting your own status for this rate class. If Best Western is setting the status, check this checkbox. Status refers to Open, Closed, Closed to Arrival...etc. This feature means that AutoClerk is not to send BW the status. This is a common setting for rate classes such as AAA or AARP, rates that are based on other rate classes such as Rack. 9. In the Class Status Base field, if the BW status of a rate class (such as AAA) is based on the status of another rate class (such as Rack), then enter that rate class code here. 10. In the Allocation Base field, if this rate (such as AAA) is based on the same allocation as another rate class (such as Rack), then enter that rate class code here. Allocations for a rate class are the number of rooms, by room type, that can be sold by that rate class. 11. In the Rate Base field, if the rates for a rate class (such as AAA) are based on the rates of another rate class (such as Rack), then enter that rate class code here. 12. Select the CRS Discount Type from the drop-down menu. If the rate class (such as AAA) is a calculation off of another rate class (such as Rack), then click on the down arrow tab and select from percentage or flat amount. Then enter the amount of the discount. (See discounted rates for more information.) 13. In the Available for Days box, keep all the days checked. If you tell Best Western to build these rate classes for certain days, then you must also choose the same days you gave to them. If Best Western doesn t build it, you can t use it in AutoClerk. AutoClerk allows you to indicate the days of the week as well as which room types can be sold using this rate class. 14. In the Available for Room Types box, keep all the types checked. If you tell Best Western to build these rate classes for certain room types, then you must also choose the same room types you gave to them. If Best Western doesn t build it, you can t use it in AutoClerk. April 2011 (Doc. Version 1.0) 10

11 15. In the Options box, check the Active checkbox. This indicates that the rate class is in use. 16. In the Options box, check the Allow New Use checkbox. This allows the property to book reservations using that rate class. 17. Don t check the Local checkbox, unless it is a House Plan rate. These rates are those that are only sold by the property and are sent to BW as House Plans (HP). 18. Do not check the Delete at N/A checkbox when creating a new rate class. AutoClerk allows you to delete a rate class only if it is not in use. When marked for deletion, the night audit checks to make sure there are no reservations (including past no-shows and cancels) and no group allocations using that rate class. If the rate class is found not to be in use, AutoClerk deletes that room type during the night audit. 19. In the Options box, do not check the Zero Rate OK checkbox. Because it is not allowed by Best Western. This can only be used for rates that are not shared with BW. These are known as local rates. Rates that are shared with BW can never be zero. 20. In the Options box, do not check the Occupancy by Class checkbox. 21. Check the Hide Rates from Guest checkbox if you don t want the guest to see the rate. Some rates, especially those sold through the Internet, for example Priceline. These services list a different rate that is charged for the room versus the amount the guest paid for the room. In these cases, the rate class should have the Hide rates from guest check box selected. 22. In the Interfaces box, click on BW2, then click on pending:exdev/bw2/deviceconfig.xml. The CRS Rate Class field appears enter the code Best Western gave you for this rate class. The code that Best Western gives you does not have to match the code you use in AutoClerk. It just needs to be mapped to Best Western s code. Removing a Rate Class When you remove a rate class, make sure to remove it on the Best Western side first. 1. To remove a rate class, access ACConfig. 2. Click on Rate Setup button. Select Rate Classes from the Rate Setup button menu. 3. An AutoClerk Information box appears informing you that if you add a rate class or change its name, you must also change it in your rates configuration before you can use it in room rates. Click the OK button. The Rate Class Setup window appears. 4. If you are a Best Western, if you want to delete a House plan, high-light the rate class you wish to delete on the Rate Setup window. (A House plan is a rate class specific to the hotel only, and it is not sold by Best Western.) April 2011 (Doc. Version 1.0) 11

12 5. Click the Delete button. This turns the rate class to a red font. It also sets it to Pending to delete, during the Night Audit. Once AutoClerk cannot find any association of this rate class in use, AutoClerk deletes it during that night s audit. 6. If you are deleting a rate class that Best Western sells, and it is not a house plan, contact AutoClerk Support: (925) , Option 1. You can damage your 2- way performance. Adding/Removing Rates See the following sections for procedures related to adding and removing rates. Standard Rates Standard Rates are Rate Classes that are not linked to another Rate Class for its rates. Rates are an important part of the BW 2way interface. Changes to rates are passed up to BW from the AutoClerk PM system. Rates are dependent on room types, rate classes and dates. Rates, room types, rates classes and other configuration items are managed in a separate program called ACConfig. This program allows management to make changes to configuration without forcing everyone out of the AutoClerk program. Once the changes are made, the user must select Install, Mark Ready to install. The changes are automatically loaded when a shift change (going forward). You can force a loading of the configuration changes in AutoClerk by selecting Xtra, then Install Pending Configuration. During this time, all users are forced out to the password screen, including ACConfig. Setting Rates The Rate Grid is used to set the rates. You are only able to set standard rates which are not set and linked on the CRS. Start and End Date: This sets the date range of the rates that are displayed and that you can edit. You cannot change rates in the past. Dates are entered in the MM/DD/YY format. Once you leave the field, AutoClerk writes out the date in a more readable fashion. Tier: AutoClerk supports an unlimited number of tiers. Each property must have at least one rate tier. While BW does not support tiers, we dynamically update the rates to give the same effect of having rate tiers. A tier is a level of rates that can change based on rules which look at the level of occupancy and the number of days into the future. Rate Class: You set rates one rate class at a time. You may enter the rate class code, click on the down arrow for a list or click on the right or left red arrow to scroll through the list of rate classes. If the rate class you want to change rates on does not show in the drop down menu then it set to be tied to another rate class and is not available to you. You are only able to set standard rates that are not set and linked on the CRS. April 2011 (Doc. Version 1.0) 12

13 Rates are set one rate class/room type at a time. Once you have set the date span and highlighted the rates you want to change, you can enter the amount and click on the Apply button. Rates can be set for one or more adults, children, infants, cribs, and rollaways. AutoClerk also provides for the setting of rates based on the day of the week. AutoClerk provides for a copy function that allows you to copy rates you have entered to other rate classes and apply changes to the rate. You can copy from rate tables to the rates you are currently working on. Discounted Rates Discounted Rates: A discounted rate is a rate class that is based off of another rate. An example of this is AAA. The AAA rate class is 10% off of the Rack rate. (It can be more than 10%). In the past, AutoClerk has allowed you to set the discount, but that discount amount is applied to that rate class regardless of room type or date. AutoClerk now allows users to set the discount of a rate class by room type and date. Please see Add a New Rate Class in this document for more information.) A discounted rate class requires the following: 1. Rate base must be set to a different rate class such as Rack. 2. CRS Discount Type must be set to Percentage. 3. Percentage must be set to the amount of the rate that is charged. For example a 10% discount would be entered as When set here, the discount applies to all dates and all room types. 5. Those properties that set discounts based on date spans and/or room types use the rate grid setup. 6. The Rate Grid allows you to set all standard (non-package) rates whether they are actual dollar amounts or percentage discounts. Discounts may be set based on dates and room types. 7. After selecting the rate class, room type, and date span, you must enter the amount of the discount. If your AAA rate is 10% off of the rate, enter AutoClerk displays the amount of the discount on the left side of the screen and the percentage of the base rate being charged on the right side of the screen. 8. Changes only need to be made if the discount desired is different from what was set in the rate class setup. Once discounts are set via the Rate Setup Grid, all changes to discounts for this rate class are made via the Rate Setup Grid. For assistance in this area, please contact AutoClerk Support (925) Option 1. Setting up Reservation Payment Processing (RP) See the AutoClerk and Best Western Reservation Payment Processing (RP) document on the myautoclerk.com website for more information. April 2011 (Doc. Version 1.0) 13

14 Setting up Allocation and LOS Rules This feature allows you to maintain two different types of information: The number of rooms allocated to a rate class/room type and the Length of Stay Rules (LOS). Best Western calls this status. The information you update here is sent through the two way interface. Note: Properties are not allowed to change the allocation on Rack as it gets last room availability. You may set status such as Open/Close or set (LOS) length of stay rule for Rack. 1. To access the Allocation Monitor you must be set at permission level 5 or higher. From the Main Menu choose, General Reports, Room Status, Room Allocation Monitor. Note: The dates you enter are the dates being affected. For example, if you want to close a Rate Class for the 14th of the month and you entered the 14th in the start date but had the 15th in the end date you affect both dates in that range. If you only want to close one night you would enter the start and end date as the same. Start Date: The default is to today's date. The date can be changed in the MM/DD/YY format or you can enter the number of days into the future. When displayed the date includes the first three letters of the month, the two digits of the month, the last two digits of the year and the first three letters of the day of the week. End Date: This defaults to tomorrow's date. The date can be changed in the MM/DD/YY format, or you can enter the number of nights. When displayed the date includes the first three letters of the month, the two digits of the month, the last two digits of the year and the first three letters of the day of the week. Rate Class: You can either enter the rate class code, or click on the down arrow tab and select a rate class from the list provided. 2. Once you enter these settings, click the Display button. The main portion of the form contains rows by Room Type. The Room type includes the room type code and description. Each room type has two rows. The first one, which has the room type information, has a white background. The cells in this row contain the room allotment information in the form of x y = z. X is the number of rooms allotted to this rate class/room type. Y is the number of rooms reserved to this rate class/room type. Z is the number of rooms that can still be sold for this rate class/room type. The default for each rate class/room type is the total rooms for that room type at your property. The row below the allotment is labeled STATUS which has a blue background and contains the LOS rules. The dates are arranged along the top for the date span you requested. If the screen is not long enough, you are able to scroll right and left. The date April 2011 (Doc. Version 1.0) 14

15 includes the first three letters of the month, the two digits of the month, the last two digits of the year, and the first three letters of the day of the week. 3. To change the allotments of a rate class, double click on any white cell under a date and AutoClerk displays the following: The start and end date default to the dates you entered initially, but you can change them. Start Date: The date can be changed in the MM/DD/YY format or you can enter the number of days into the future. When displayed the date includes the first three letters of the month, the two digits of the month, the last two digits of the year and the first three letters of the day of the week. End Date: The date can be changed in the MM/DD/YY format, or you can enter the number of nights. When displayed the date includes the first three letters of the month, the two digits of the month, the last two digits of the year and the first three letters of the day of the week. Rate Class: This is the area to indicate which rate classes have their allotments updated. There are exceptions to this. The Rack rate class cannot have its allotments changed, neither can any other rate class linked to Rack. If the rate class you initially selected is valid, then it defaults to being selected. To select other rate classes, check off the box. Room Type: Allotments must be changed one room type at a time due to the fact that not all room types have the same number of room types. The default is the first room type in your configuration. You can change the room type by clicking on the down arrow tab and selecting the room type from the list, or click on the red right or left arrow to move through the list sequentially. 4. Days of the week have three buttons: All the numbers of rooms are entered once for all days. This is the default. Wday/Wend: Enter two sets of numbers. The number of rooms during the week and the number of rooms on the weekend, which is defined as Friday and Saturday. Day of Week: This allows you set the number of rooms allocated by each day of the week. 5. Changes are not applied until you click on the OK button. 6. To change the LOS rules (Status) of a rate class, double-click on any blue cell under a date and AutoClerk displays the following: The start and end date default to the dates you entered initially, but can be changed. Start Date: The date can be changed in the MM/DD/YY format or you can enter the number of days into the future. When displayed the date includes the first three letters of the month, the two digits of the month, the last two digits of the year and the first three letters of the day of the week. April 2011 (Doc. Version 1.0) 15

16 End Date: The date can be changed in the MM/DD/YY format, or you can enter the number of nights. When displayed the date includes the first three letters of the month, the two digits of the month, the last two digits of the year and the first three letters of the day of the week. Rate Class: This is the area to indicate which rate classes have their allotments updated. There are exceptions to this. The Rack rate class cannot have its allotments changed, neither can any other rate class linked to Rack. If the rate class you initially selected is valid, then it defaults to being selected. To select other rate classes, check off the box. Room Type: In this case you can change as many room types at once as you like. The default is taken from your original entry, but you can check off as many room types as you like. Room Action: This is where you select the status you wish to set to the rate classes/room types you have chosen. You have the following choices: Open: This can be sold to without restrictions. The default. Closed: This cannot be sold. Closed to Arrival: Here, a reservation can be booked for an earlier arrival, but cannot arrive on this date. Min Length of Stay: If a reservation arrives on this date, it must have a minimum length of stay in order to be booked. When this setting is chosen, you are prompted to enter the number of days. Soft Close / SLOS: Soft close means that regardless of the arrival date, if a reservation stays on this date, it must be for a minimum number of nights. When this setting is chosen, you are prompted to enter the number of days. Remove MloS: This removes the Minimum Length of Stay requirement. Remove SloS: This removes the Soft Close requirement. 7. Changes are not applied until you click on the OK button. GTD/CXL Policies Set the GTD and Cancel Policy for each rate class. They may change based on dates and days of the week. You may use any combination of GTD and Cancel policies with one exception. Hold can only have a cancel policy of 4pm or 6pm. Remember to follow your Rate Plans & Marketing Programs Guide when setting your GTD and Cancel policies, since there are some rate classes that have rules about what can be set. If you are not sure, please contact your representative at Best Western for clarification. To access the GTD/CXL settings go to your ACConfig and choose Gtd/Cancel Setup button. 1. Enter the date span. 2. Highlight the dates you wish to affect. 3. Set the GTD and Cancel policy and click Assign Values. April 2011 (Doc. Version 1.0) 16

17 Note: The Default Unassigned Days section at the bottom right portion of the screen is to set a default policy to follow if there is no setting set for a particular day, and/or rate class. Setting Best Western Options in ACConfig Please call AutoClerk support when setting Best Western options in ACConfig: (925) , Option 1. April 2011 (Doc. Version 1.0) 17

18 3. Using Best Western Interface Maintenance 1. Many of the Best Western interface utilities which were originally found on the AutoClerk Main menu under the Utilities icon are now located on the Top menu bar under Support on Station In order to access the Best Western Maintenance functions, you must enable Configuration. However, other stations can continue to use AutoClerk while you are using the BW functions. 3. If you leave a Rate Class and/or Room Type field blank on any of the screens, which offer these as options, AutoClerk sends the requested data for all Rate Classes and/or Room Types. 4. The following figure contains a screen shot of the new form. Fields appear enabled depending on the function you are using. In addition, there is an explanation of each function and its use. Figure 1: Best Western Interface Maintenance Window Configuration Inventory Overall Inventory April 2011 (Doc. Version 1.0) 18

19 This sends overall property inventory for the selected date range to BWI. This should be used by AutoClerk Support only. Call for assistance (925) , Option 1. Specific Inventory This sends specific inventory for the selected date range, rate class(es), and room type(s) to BWI. This can help you change a Rate Class that is set as a default by Best Western of 9999 to reflect your actual inventory that you allocated through your Allocation Monitor. Status Guarantees: Use this feature to send guarantee and cancel policies for the selected date range to BWI. Room Status. This sends the room status for the selected date range, rate class(es), and room type(s) to BWI. If a room type is not specified, records are sent for all room types. If a rate class is not specified, records are sent for all rate classes. Rate Upload Rates: Use this feature to resend any rates that did not take on Member Web. When a rate class expires, Visible to CRS must be unchecked in ACConfigRates SetupRate Classes. Deletion of rate classes and room types now carried out in Night Audit removes those references from Rate tables and all applicable Interface files. AutoClerk now allows the user to set a GTD/CXL policy when creating a Group Master. This sends rate for the selected date range, rate class(es), and room type(s) to BWI Sync Rate Tiers This sends an instruction to the BW interface to examine the rate tiers currently active and transmit rates for all those tiers which have changed since the last examination. Reservations The following section details reservation functions. Upload Reservation This uploads the selected reservation as a new, modify, or cancel depending on its status and whether it has a BWI confirmation number attached. This function cannot upload a cancelled reservation with no BWI confirmation number. The user can now upload selected reservations themselves. April 2011 (Doc. Version 1.0) 19

20 Get Reservation (GNR) This requests a reservation from BWI. The request can be placed by BWI conf#, thus collecting a reservation that was not received for some reason. Reservations corresponding to existing reservations overwrite the reservation record in AutoClerk. Payment information is not copied. For example, the local copy is preserved. Sync Reservations This searches the reservation file for reservations with no BW CRS conf# and transmits them to BWI as new. List Reservations to Upload This searches the reservation file for reservations with no BW CRS conf#, then produces a list. You can use this list to upload reservations by using the Upload Reservations feature. Set BW Conf This attaches a BW CRS conf # to an existing reservation. If the BW conf# field is blank, it deletes the confirmation number record. You can also use this function to change the BW CRS conf# attached to a reservation, but only if the BW CRS conf# was attached by this function. For assistance, contact AutoClerk Support (925) , Option 1. Force Cancel on BWI This sends a forced cancel message for the reservation to BWI, regardless of the reservation's status. This function does not change the status of the reservation locally. In combination with the Set BW Conf function, this command can be used to cancel a reservation the property has not actually received. Groups The Group Overlay feature allows you to rebalance groups without using external tools to balance individual group inventory. This is not a mandatory feature, and it is not automatically turned on. It has to be coordinated between Best Western and the PMS. Upload Group This uploads allocations, rates, guarantees, and adjustments for the selected group. If Group Overlay is enabled, the adjustments carry actual availability. Clear Group Plan This function is only available if Group Overlay is enabled. It sends zero inventory and availability for the selected BW group rate plan and date range. April 2011 (Doc. Version 1.0) 20

21 Sync Groups This function is only available if Group Overlay is enabled. It first clears the selected BW group rate plans for the selected date range, then uploads all groups with the selected rate plans, which intersect the selected date range. Adjustments If Group Overlay is enabled this sends the actual availability for the selected BW group rate plan and date range. If Group Overlay is not enabled, this sends an adjustment for the selected BW group rate plan and date range. Diagnostics Ping This sends a ping, for example, a line test to BWI. Examine Log This examines the CRS communications log for reservations which have received error or warning messages. This is way of troubleshooting failed reservation transmissions. This is mostly used by AutoClerk Support. List Events File This lists the contents of the Interface Events file. The command is mostly used by AutoClerk Support. Remove BWR from Res This command currently is not available Remove BWR from Inhouse This command currently is not available. Understanding Your Report Contact AutoClerk Support for Troubleshooting error explanations: (925) , Option 1. April 2011 (Doc. Version 1.0) 21

22 4. Using Best Western Programs with AutoClerk BW Rewards Gold Crown Club International (GCCI) has been renamed to Best Western Rewards (BWR). Search results, when you perform a look up to create a reservation or checkin, now are more refined. Now, if a guest checks in with a BWR number, AutoClerk allows you to add or change a home address. This information isn t updated on the guest s BWR account, but AutoClerk retains the information. A guest s BWR number and tier level now appear on many AutoClerk reports as well as printed folios and registration slips. Enrollment and Lookup 1. On the BWR enrollment form there is now an option to opt in / out for and mail. If the Opt in for checkbox is checked, the user must input a standard address. 2. Now the Enrollment and Lookup forms have new fields in order to meet Best Western requirements. 3. You can now indicate on the Enrollment form which types of addresses you wish to have on your account. Best Western program for guests who stay frequently is called, Best Western Rewards. (In the past this program was referred to as the Gold Crown Club International [GCCI].)This program is designed to encourage travelers to stay with Best Western properties and reward those that do so. Every guest that is a member of BWR is issued a BWR card with a unique ID number. 1. Upon taking a reservation or checking in a walkin, ask your guest if they are a member of BWR. 2. If so, you can click on the Best Western drop-down menu and select Lookup. 3. Ask for their BWR card. Swipe the BWR card using the credit card reader attached to your computer. 4. If the guest does not have a BWR card, or if you are taking a reservation over the phone, click on the Manual Lookup button. 5. Then, ask the guest for their BWR number. If a guest does not have their BWR number, you can still look up their information. 6. Mandatory fields have blue field labels, optional fields have black labels. Enter a minimum of three letters of their last name, one letter of the first name, and one letter of their city. Entering more information results in a more exact search. 7. Once you have found the BWR guest record, you can copy it into the reservation or checkin form. Using the BWR lookup means you can add the appropriate April 2011 (Doc. Version 1.0) 22

23 points to the guest s account. Also, the reservation or checkin takes less time to process, and the information is more accurate. If a guest is not a member of BWR, ask them if they would like to join. 8. If they do wish to join, click on the Best Western drop-down menu and select Enroll. 9. On the BWR enrollment form there is an option to opt in / out for and mail. If the Opt in for is checked, input a standard address for the guest. 10. The fields with blue field labels are mandatory. Note that the Guest Title may be mandatory depending on the guest s country of origin. As for the fields that are not mandatory, in general the more information, the better. 11. BW uses a system of tiers to indicate how much business a guest brings BW. The tiers are as follows: GCCI, Gold Elite, Platinum, and Diamond. AutoClerk now includes BWR tier information on guest reports, forms, folios, and registrations. AutoClerk and Best Western Reservation Payment Processing (RP) BWI can now process prepaid reservations using a guest s credit card in connection with Clear Commerce. Please see the separate document, AutoClerk and Best Western Reservation Payment Processing (RP) located on the myautoclerk.com website. AutoClerk now provides you with a special Clear Commerce Unusual Activity report to help you manage these issues. Central Bills 1. A user is now allowed to modify the number of guests or guest information on a Central Bill booking. However, these changes are not passed up to Best Western. 2. A user can also change the Room type on a Central Bill reservation, so they won t be out of balance with Best Western. 3. In addition, although the user can now change the Room type, if that Room type change is included in Guest information changes, than the Room type change is not passed up to Best Western. 4. You can now assign a room number to a Central Bill reservation. 5. You can now check a Central Bill reservation into a non A folio. This is handy for processing no-shows. 6. You can now create a reservation from a folio, even if the folio is a Central Bill. April 2011 (Doc. Version 1.0) 23

24 5. Best Western CRS Utilities BW CRS Confirmation Reservation Report 1. Click on the Utilities icon on the Main menu. 2. Select Best Western CRS Utilities from the menu. 3. Select BW CRS Confirmation Reservation Report. The SendTo menu opens. 4. Click Display on the SendTo menu and the report defaults to display reservations without a CRS comf (confirmation number). This also shows inhouse folios without CRS comf. 5. Click Options on the SendTo menu, and you can choose other parameters to include in the report, as well as the sort order, from the Sort Order menu. 6. Click the OK button, and the report opens in your default browser. You return to the Main menu. A browser tab/window remains open and displays the report until you choose to close the window. Best Western Rewards Report 1. Click on the Utilities icon on the Main menu. 2. Select Best Western CRS Utilities from the menu. 3. Select Best Western Rewards Report. The SendTo menu opens. 4. Click Display on the SendTo menu, and the report defaults to today s date and Show Folios with BWR Numbers Only settings. 5. Click Options on the SendTo menu, and you can choose other parameters to include in the report, as well as the sort order, from the Sort Order menu. You may also choose to not Show Folios with BWR Numbers Only settings by unchecking the checkbox. 6. Click the OK button, and the report opens in your default browser. You return to the Main menu. A browser tab/window remains open and displays the report until you choose to close the window. Enroll a New BWR Member 1. Click on the Utilities icon on the Main menu. 2. Select Best Western CRS Utilities from the menu. 3. Select Enroll a New BWR Member. The Best Western Rewards Enrollment form opens, as shown in Figure 2. April 2011 (Doc. Version 1.0) 24

25 Figure 2: Best Western Rewards Enrollment Form 4. If you have an application with a pre-printed BWR number, enter that in the Preprinted BWR # field. If you do not have an application with a pre-printed number, skip this section; Best Western provides a number after the application is submitted and enrolled. 5. Enter information in the mandatory blue fields. Anything blue requires information. 6. Enter your employee code in the Incentive Code field to get credit for the enrollment. Lookup a BWR Member 1. Click on the Utilities icon on the Main menu. 2. Select Best Western CRS Utilities from the menu. 3. Select Lookup a BWR Member. The Best Western Rewards Swipe window opens. 4. If you have the guest s card, swipe through your credit card swipe device. 5. If you need to look up the guest s number, click the Manual Lookup button. You can search by the Gold Crown number or the last name, first name, and city. Manual lookup requires a minimum of 3 letters of the last name, the first letter of the first name, and the first letter of the city. April 2011 (Doc. Version 1.0) 25

26 6. Click the Search button, and a Report Display window opens with the results of your search. Click the X in the top corner to close the report and return to the Main menu. CRS Prepaid Deposit Unusual Activity Report 1. Click on the Utilities icon on the Main menu. 2. Select Best Western CRS Utilities from the menu. 3. Select CRS Prepaid Deposit Unusual Activity Report. The SendTo menu opens. 4. Click Display on the SendTo menu, and the report opens in your default browser. (See the AutoClerk and Best Western Reservation Payment Processing (RP) document for detailed information about this report.) 5. You return to the Main menu. The browser tab/window remains open and displays the report until you choose to close the window. April 2011 (Doc. Version 1.0) 26

27 List of Figures Figure 1: Best Western Interface Maintenance Window Figure 2: Best Western Rewards Enrollment Form April 2011 (Doc. Version 1.0) 27

28 Index of AutoClerk V9 Icons, Menus, and Commands for Best Western A Adding a New Rate Class, 9 Adding/Removing New Rate Classes, 9 Adding/Removing New Room Types, 6 Adding/Removing Rates, 12 Adjustments, 21 AutoClerk, 4 AutoClerk and Best Western Reservation Payment Processing (RP), 23 B Best Western, 5 Best Western CRS Utilities, 24 Best Western Rewards Report, 24 BW CRS Confirmation Reservation Report, 24 BW Rewards, 22 C Central Bills, 23 Changing Breakfast Codes, 7 Clear Group Plan, 20 Configuration, 18 CRS Prepaid Deposit Unusual Activity Report, 26 I Internet and Routers, 5 Inventory, 18 L List Events File, 21 List Reservations to Upload, 20 Lookup a BWR Member, 25 M Maintaining Your Error Report, 5 Making Changes to Your 2-Way Configuration, 6 Modifying Room Types, 7 O Ordering Room Types, 8 Overall Inventory, 18 P Ping, 21 D Deleting Room Types, 8 Diagnostics, 21 Discounted Rates, 13 E Enroll a New BWR Member, 24 Enrollment and Lookup, 22 Examine Log, 21 F Force Cancel on BWI, 20 G Get Reservation (GNR), 20 Groups, 20 GTD/CXL Policies, 16 Guarantees, 19 R Rate, 19 Remove BWR from Inhouse, 21 Remove BWR from Res, 21 Removing a Rate Class, 11 Reservations, 19 Responsibilities for 2-Ways, 5 Room Status, 19 S Set BW Conf, 20 Setting Best Western Options in ACConfig, 17 Setting Rates, 12 Setting Reminders for Updates to Rate, GTDs, Allocations, 5 Setting up Allocation and LOS Rules, 14 Setting up Reservation Payment Processing (RP), 13 Specific Inventory, 19 Standard Rates, 12 Status, 19 Sync Groups, 21 April 2011 (Doc. Version 1.0) 28

29 Sync Rate Tiers, 19 Sync Reservations, 20 U Understanding Your Report, 21 Upload Group, 20 Upload Rates, 19 Upload Reservation, 19 Using Best Western Interface Maintenance, 18 Using Best Western Programs with AutoClerk, 22 W What is the 2-Way?, 5 April 2011 (Doc. Version 1.0) 29