Help & Support Manual - November 2004 Copyright ReservHOTEL a division of TravAmerica

Transcription

1 Help & Support Manual - November 2004 Copyright ReservHOTEL a division of TravAmerica

2 4. Rates The following rates can be updated: GDS Rates: will affect GDS and Internet Portals. These rates are always available in the ReservHOTEL Database. You can access them and update them as you please. All you need to do is Log into ReservHOTEL Member Services section and click on Rates, then GDS. Internet Rates: In order to load Internet rates, you must sign a contract. When you receive confirmation of the contract you will have access to the Internet rates provided and you will be able to update you web site. Negotiated Rates: These rates are only accessible through the GDS for special groups of Travel Agents (Consortia). First, the hotel has to contact these groups and send them a Bid or Request for Proposal (RFP). Once the Consortia accept the hotel, it send a welcome letter along with a rate loading instruction sheet, which must be completed by the hotel. Packages: This is almost identical to GDS rates with the exception that you need to fill some Complementary Information or Packages ingredients (i.e. Transfers, breakfast, Suite upgrade, other special offers etc.) These rates will be implemented and updated on all GDS, Internet system, RH Database, and Internet (including FastLink). Fast Link: is an Internet booking engine available to all ReservHOTEL members. With Fast Link, you can easily turn static reservation methods such as: , fax, or phone using the interactive reservation process with real-time confirmation. (Please refer to step 1-2 before doing the activities.) 1. Go to the Member Services Menu. 2. Click Rates. 42

3 Global Distribution System (GDS) Rates These rates are available to all travel agents through our next generation seamless connectivity. Please make sure your rates are updated. (Please refer to step 1-3 before doing the activities.) 1. Go to the Member Services Menu. 2. Click Rates. 3. Click Public Rates. A. LOAD RATES 1. Select a Rate Type from the select rate type dropdown menu. 2. Select a Period of Time from the drop down menu you want to modify. 3. The rate type information page displays. B. MODIFY EXISTING GDS RATES You have the option to modify anytime you need the rates that already exist on the GDS. 1. Select a Rate Type you want to modify from the select rate type dropdown menu. 2. Select a Period of Time from the drop down menu you want to modify. 3. The Rate Type Information page displays. 4. Click the text field and Press [Backspace] to delete an existing rate. 43

4 5. Type the New Rate Amount in the text field. 6. Click Save. 7. The warning box displays Information successfully updated. 8. Click OK. C. CREATE A NEW TIME PERIOD You can create a new period of time for each rate on the GDS. The rates are available on the ReservHOTEL database. 1. Select a Rate Type from the select rate type dropdown menu. 2. Click New Period. The rate type information page displays. 3. Select a Period of Time From and Period of Time To from the dropdown menu. 44

5 4. Select a Room Type by clicking the Checkboxes (on left). 5. To the right of the Room Type, Type the Standard Rates. [i.e. 1P(1 person) = 100, 2P (2 person) = 120, XPER (extra person) = 20 CHLD (child) = 15] 6. Click the radio buttons (above) to select what day for each rate. Make sure you enter the appropriate rates for both weekend and weekday. [i.e. Standard Rate: Click M, T, W, Th. Weekend Rate: Click F, S, S] *Only enter weekend rates if they differ. from the standard rates. 7. Click Save. 8. The warning box displays Information successfully updated. 9. Click OK. D. CREATE NEW ROOM TYPES You can create new room types for your hotel and personalize the name of each room. 1. Click New Room Types. 45

6 2. The room type popup window displays. 3. Select a Room Type. (*Note: The * marks the room types that already exist in your hotel) 4. Type a New Room Name in the room name text field. *You can personalize your own room name. 5. Type a Room Description. (i.e. Modern, King Size Bed, Jacuzzi) 6. Type a Maximum Occupancy (#) in the Max Occupancy text field. 7. Type a Maximum Amount of Adults (#) in the Max Adults text field. 8. Type the Maximum Amount of Children (#) in the Max Child text field. 9. Click Save. E. DELETE RATES 1. Select a Rate Type you want to delete from the select rate type dropdown menu. 2. Select a Period of Time from the drop down menu. 3. Click the text field and Press [Backspace] to delete an existing rate. 4. Leave the text field blank. 5. Select all the checkboxes. 6. Click Save. 46

7 F. LIST ALL ROOM RATES You can view a list of all rates that are currently available on the GDS. Or view the rate list to confirm your changes have been updated. 1. Click List all Room Rates. 2. The List Room Rates popup window displays. (Note: Click Print if you want to print the report.) 3. Click Close to return to the Member Services Menu. G. VIEW ADDITIONAL RATE INFORMATION 1. Select a Rate Type from the dropdown menu. 2. Click Additional Rate Information. 3. The additional rate information popup window displays. H. MODIFY ADDITIONAL RATE INFORMATION 1. Select a Rate Type from the dropdown menu. 2. Click Additional Rate Information. 47

8 3. The additional rate information popup window displays. 4. You can modify the Hotel Rate Name, Min. Stay, Max Stay, Full Description, Net Rate, or Travel Agent Commission. 5. When you re finished modifying 6. Click Save. 7. The warning box displays Information successfully updated. 8. Click OK. I. DELETE ADDITIONAL RATE INFORMATION 1. Select a Rate Type from the dropdown menu. 2. Click Additional Rate Information. 3. The additional rate information popup window displays. 4. Press [Backspace] and delete all the information in the text boxes. 5. Click Save. 6. The warning box displays Information successfully updated. 7. Click OK. 48

9 Fast Link Fast Link enables participating hotels to receive instant reservations over the web. Your web designer must link you reservation section to our web site. Please refer to the GENERAL INFORMATION page 37 to retrieve your link.) (Please refer to step 1-3 before doing the activities.) 1. Go to the Member Services Menu. 2. Click Rates. 3. Click Neg Fast Link Rates. A. LOAD RATES TOUR OPERATORS AND EXISTING RATES 1. Select a Rate Types you want to modify from the dropdown menu. 2. Select a Period you want to modify from the dropdown menu. 3. The Rates page displays below showing the existing rates. 49

10 B. MODIFY EXISTING RATE INFORMATION You can modify existing rates that exist on Fast Link. 1. Select a Rate Type you want to modify from the dropdown menu. 2. Select a Period you want to modify from the dropdown menu. 3. The Special Rates page displays below showing the existing rates. 4. Type the modified information in the required text field. 5. Click Save. 6. The warning dialog box displays The information has been successfully updated. 7. Click OK. C. CREATE A NEW TIME PERIOD You can create a new period of time for each rate on the GDS. The rates are available on the ReservHOTEL database. 1. Select a Rate Type from the select rate type dropdown menu. 2. Click New Period. The rate type information page displays. 3. Select a Period of Time From and Period of Time To from the dropdown menu. 4. Select a Room Type by clicking the Checkboxes (on left). 5. To the right of the Room Type, Type the Standard Rates. [i.e. 1P(1 person) = 100, 2P (2 person) = 200, XPER (extra person) = 100 CHLD (child) = 75] *Only enter the weekend rates if the rates differ. from the standard rates. 50

11 6. Click the radio buttons (above) to select what day for each rate. Make sure you enter the appropriate rates for both weekend and weekday. [i.e. Standard Rate: Click M, T, W, Th. Weekend Rate: Click F, S, S] 7. Click Save. 8. The warning box displays Information successfully updated. 9. Click OK. D. DELETE RATES 1. Select a Rate Type you want to delete from the select rate type dropdown menu. 2. Select a Period of Time from the drop down menu. 3. Click the text field and Press [Backspace] to delete an existing rate. 4. Leave the text field blank. 5. Click Save. 51

12 E. VIEW ADDITIONAL RATE INFORMATION 1. Select a Rate Type from the dropdown menu. 2. Click Additional Rate Information. *Note the Promotion Code located under Select a Period. 3. The additional rate information window displays. 52

13 F. MODIFY ADDITIONAL RATE INFORMATION 1. Select a Rate Type from the dropdown menu. 2. Click Additional Rate Information. 3. The additional rate information popup window displays. 4. You can modify the Hotel Rate Name, Min. Stay, Max Stay, Full Description, Net Rate, or Travel Agent Commission. 5. When you re finished modifying 6. Click Save. 7. The warning box displays Information successfully updated. 8. Click OK. G. DELETE ADDITIONAL RATE INFORMATION 1. Select a Rate Type from the dropdown menu. 2. Click Additional Rate Information. 3. The additional rate information popup window displays. 4. Press [Backspace] and delete all the information in the text boxes. 5. Click Save. 6. The warning box displays Information successfully updated. 7. Click OK. 53

14 Negotiated (Please refer to step 1-3 before doing the activities.) 1. Go to the Member Services Menu. 2. Click Rates. 3. Click Consortia Negotiated Rates. A. LOAD RATES FOR EXISTING CONSORTIA 1. Select a Consortia/Company from the consortia/company dropdown menu. 2. Select a Period From and To from the dropdown menu. 3. The existing rates page displays below. B. MODIFY EXISTING RATES 1. Select the Consortia/Company from the consortia/company dropdown menu. 2. Select a Period From and To from the dropdown menu. 3. The existing rates display below. 4. To delete the rate amount press [Backspace] on your keyboard. 5. Type a new rate in the rate text field you want to modify. 6. Click Save. 54

15 C. CREATE A NEW CONSORTIA After you have established a contract with a company, you want to add the consortia to your maintenance information. 1. Click New Company. 2. The New Consortium Maintenance popup window displays. 3. Type the information in the required text fields. [i.e. Consortium Name, Contact Name, Rate Access Codes, and Pseudo City (separate with a comma ABC, 123, 345), Please use G Galileo PCC, V Apollo PCC or 1-Point of Sale PCC before the Apollo s pseudo city in order to the system to send the information. 4. Click Save Changes. 5. The warning dialog box displays Company Successfully Saved. 6. Click OK. 55

16 D. CREATE A NEW TIME PERIOD FOR A CONSORTIA Negotiated rates are only accessible through the GDS for special groups of travel agents. Your hotel has to have a contract with the consortia before it can be added. Once there is confirmation of a contract, you can add a new date for the consortia. 1. Select the Consortia/Company from the consortia/company dropdown menu. 2. Click New Dates Period. 3. The Date Period Page displays below. 4. Select the New Time Period From and To from the Date Period dropdown menus. 5. Click the Room Type Checkbox(es) to select a room type. 10. To the right of the Room Type, Type the Standard Rates. [i.e. 1P(1 person) = 100, 2P (2 person) = 200, XPER (extra person) = 100 CHLD (child) = 75] *Only enter the weekend rates if the rates different from the standard rates. 11. Click the radio buttons (above) to select what day for each rate. Make sure you enter the appropriate rates for both weekend and weekday. [i.e. Standard Rate: Click M, T, W, Th. Weekend Rate: Click F, S, S] 12. Click Save. 13. The warning box displays Information successfully updated. 14. Click OK. E. DELETE RATES 1. Select a Rate Type you want to delete from the select rate type dropdown menu. 2. Select a Period of Time from the drop down menu. 3. Click the text field and Press [Backspace] to delete an existing rate. 4. Leave the text field blank. 5. Click Save. 56

17 F. LIST ALL ROOM RATES 1. Click List Room Rates (upper right corner). 2. The room rates popup window displays with the existing rates. 3. Click the Date Period, to see all details. 4. Click Print, to print the rates. 5. Click Close to return to the previous page. G. VIEW ADDITIONAL RATE INFORMATION 1. Select a Rate Type from the dropdown menu. 2. Click Xtra Rate Information. 57

18 3. The additional rate information popup window displays. H. MODIFY ADDITIONAL RATE INFORMATION 1. Select a Rate Type from the dropdown menu. 2. Click Additional Rate Information. 3. The additional rate information popup window displays. (See picture above) 4. You can modify the Hotel Rate Name, Min. Stay, Max Stay, Full Description, Net Rate, or Travel Agent Commission. 5. When you re finished modifying 6. Click Save. 7. The warning box displays Information successfully updated. 8. Click OK. I. DELETE ADDITIONAL RATE INFORMATION 1. Select a Rate Type from the dropdown menu. 2. Click Additional Rate Information. 3. The additional rate information popup window displays. 4. Press [Backspace] and delete all the information in the text boxes. 5. Click Save. 6. The warning box displays Information successfully updated. 7. Click OK. 58

19 Internet You can update your rates for some participating Internet portals. You can load information from GDS and FastLink independently. (Please refer to step 1-3 before doing the activities.) 1. Go to the Member Services Menu. 2. Click Rates. 3. Click Merchant/Net Rates. A. LOAD RATES FOR INTERNET PORTALS 1. Select a Portal from the portals dropdown menu. 2. Select a Period from the period dropdown menu. 3. The rates display below. B. MODIFY RATES FOR INTERNET PORTALS 1. Select the Portal you want to modify rates for from the portals dropdown menu. 2. Select the Portal you want to modify rates for from the period dropdown menu. 3. The existing rates display below. 4. Press [Backspace] to delete the existing rates. 5. Type the New Rates (*For more help see, CREATE A NEW PERIOD). 59

20 6. Click Save. 7. The warning box displays, Information Successfully Updated. 8. Click OK. C. DELETE RATES 1. Select a Rate Type you want to delete from the select rate type dropdown menu. 2. Select a Period of Time from the drop down menu. 3. Click the text field and Press [Backspace] to delete an existing rate. 4. Leave the text field blank. 5. Click Save. D. LIST ALL RATES FOR INTERNET PORTALS 1. Click List Room Rates. 2. The list room rates popup window displays. 3. Click Print, to print the report. 4. Click Close, to return to the previous window. 60

21 E. ADD NEW RATES FOR INTERNET PORTALS 1. Select a Portal from the portals dropdown menu. 2. Click New Dates Period (on the right). 3. The rates window displays below. 4. Select a New Period of the Date dropdown menus. 5. Click the Checkboxes to select the Room Types. 6. Enter new rates in the text fields. (*For more help see, exercise CREATE A NEW TIME PERIOD.) 7. Click Save. 8. The warning box displays, Information successfully updated. 9. Click OK. F. VIEW ADDITIONAL RATE INFORMATION 1. Select a Portal from the portal dropdown menu. 2. Click the Additional Rate Information button. 61

22 3. The Rate Full Description popup window displays. 4. The extra rate information appears. 5. Click Close. G. MODIFY ADDITIONAL INFORMATION 1. Select a Portal from the portal dropdown menu. 2. Click the Extra Rate Info button. 3. The Rate Full Description popup window displays. 4. The extra rate information appears. 5. Type the new information. 6. Click Save. H. DELETE ADDITIONAL RATE INFORMATION 1. Select a Rate Type from the dropdown menu. 2. Click Additional Rate Information. 3. The additional rate information popup window displays. 4. Press [Backspace] and delete all the information in the text boxes. 5. Click Save. 6. The warning box displays Information successfully updated. 7. Click OK. 62

23 Packages ReservHOTEL allows you to create hotel packages. If you participate in this program, these packages will be available in GDS and FastLink. (Please refer to step 1-3 before doing the activities.) 1. Go to the Member Services Menu. 2. Click Rates. 3. Click Packages Rates. A. LOAD RATES FOR PACKAGES 1. Select a Package from the dropdown menu. 2. Select a Period from the period dropdown menu. 3. The rates display below. B. MODIFY EXISTING PACKAGES 1. Select the Hotel Rate Package you want to modify from the Hotel Rate dropdown menu. 2. Select the Period of time from the period dropdown menu. 3. The Detailed Rate Information popup window displays. 4. Click the Hotel Rate Name text field. Type your modified Hotel Rate Name. 63

24 5. Click the Minimum Stay dropdown menu. 6. Select the Minimum Nights Stay. 7. Click the Maximum Stay dropdown menu. 8. Select the Maximum Nights Stay. 9. Type a Full Description in the full description text field. 10. Click Save. 11. The warning box displays, Information successfully updated. 12. Click OK. C. CREATE A NEW TIME PERIOD FOR PACKAGES 1. Select a Hotel Rate from the Select Hotel Rate dropdown menu. 2. Click New Period. 3. The Dates Period Window displays. 4. Select a New Period of Time from the period from and to dropdown menu. 5. Select a Room Type Check box (es). 6. Type new rates. (*For more help see, exercise CREATE A NEW TIME PERIOD.) 7. Click Save. 8. The warning box displays, Information successfully updated. 9. Click OK. D. DELETE RATES 1. Select a Rate Type you want to delete from the select rate type dropdown menu. 2. Select a Period of Time from the drop down menu. 3. Click the text field and Press [Backspace] to delete an existing rate. 4. Leave the text field blank. 5. Click Save. 64

25 E. LIST ROOM RATES 1. Click List Room Rates. 2. The List Room Rates popup window displays. 3. Click Print, to print the report. 4. Click Close, to go back to the previous menu. F. VIEW ADDITIONAL RATE INFORMATION 1. Select a rate from the dropdown menu. 2. Click the Additional Rate Information button. 3. The Rate Full Description popup window displays. 4. The extra rate information appears. 5. Click Close. 65

26 G. MODIFY EXTRA RATE INFORMATION 1. Select a Rate from the dropdown menu. 2. Click the Additional Rate Info button. 3. The Rate Full Description popup window displays. 4. The extra rate information appears. 5. Type the new information. 6. Click Save. H. DELETE ADDITIONAL RATE INFORMATION 1. Select a Rate Type from the dropdown menu. 2. Click Additional Rate Information. 3. The additional rate information popup window displays. 4. Press [Backspace] and delete all the information in the text boxes. 5. Click Save. 6. The warning box displays Information successfully updated. 7. Click OK. 66

27 5. Miscellaneous The Miscellaneous tab will allow you to view a Paid/Unpaid Balance Report, retrieve what you have loaded on the GDS, and view the consortia you ve selected. (Please refer to step 1-2 before doing the activity.) 1. Go to the Member Services Menu. 2. Click Miscellaneous tab. 67

28 A. VIEW ALL PAID INVOICE AND BALANCE REPORT (ELECTRONIC STATEMENT) Electronic statement allows you to view your unpaid invoices or old paid invoices. 1. Click Electronic Statement. 2. Click the All Invoice radio button. 3. Click the Get Invoices button. 4. The balance report displays. B. VIEW YOUR UNPAID INVOICE AND BALANCE REPORT (ELECTRONIC STATEMENT) 1. Click Electronic Statement. 2. Click the Unpaid Invoices radio button. 3. Click the Get Balance Report button. 4. The balance report displays below. 68

29 C. GDS INFORMATION RETRIEVAL ReservHOTEL can bring you important information from the GDS directly. You may view the information as fast as travel agents. This information can help you with decisions about rates in response to your competition. 1. Click GDS Information Retrieval. 2. Click the checkbox (es) for the information you want to retrieve. 3. Type an (s) in the text field. (*The information will be ed to this address. Please resize the by enlarging the window to show the proper order.) 4. Click Submit Request. 69

30 D. SEND CONSORTIA RFP If you negotiate, rates with a consortium you need to send them an RFP every year (before September), this is a tedious work and you need to fill out a lot of information ever year on different formats. ReservHOTEL makes this easy for you, since we have the most important information available. All you have to do is complete the missing information. ReservHOTEL will transfer the forms electronically to all companies. With the click of a mouse, you can make profile changes to your hotel. 1. Click Consortia. 2. The Consortia list displays. A check will appear next to the consortia(s) that already have been selected. (*Notes: Clicking a consortia logo allows you to view the web site.) 3. Select the consortia you want to send to the RFP. 4. Click Start RFP to complete some additional information requested by the consortia and to be added to the RFP. 5. The Basic Information popup window displays. 70

31 6. Click Next to navigate to enter other information in your profile. 7. Click Back to view the previous page. 8. Once you ve completed the information profile pages, ReservHOTEL will send the forms electronically to the selected consortia. 71