Last Updated on March 18, 2014

Transcription

1 Extranet Manual Last Updated on March 18, 2014

2 Index 1. Getting Started Slide 3 2. Room Category Management Slide 9 3. Accommodation Plan Management Slide Property Information Registration Slide Finance Controls Slide 59 2

3 1 Getting Started Step 1: Enter User ID and Password Step 2: Click Log In TIP: System maintenance and other important notifications will be displayed in this area. Reminder: You must reissue your password each month. Click here if you forgot your password. 3

4 1 Forgotten Password Enter User ID and for password retrieval 4

5 1 Forgotten Password When you log into the Extranet for the first time, please go to Property Information and set an address to be used for password recovery. This information will be required to reset a lost password. 5

6 1 Main Menu Display To change For Sale status Main Menu Tabs To change language To log out 6

7 1 Important: Changing For Sale Status CLOSE=STOP SELL OPEN=FOR SALE STEP 1: BEFORE editing any information, please set to All Close STEP 2: After all edits are made, please click here to resume selling your property 7

8 Extranet Basics Room Category Management 8

9 2 How to Create a New Room Category On the Room Control tab click Create New Room Category TIP:Note: Room Types are not sold to users but are linked to Accommodation Plans Room Types can be linked to both PACKAGE and HOTEL ONLY Accommodation Plans 9

10 2 Setting Basic Information STEP 1: Set Room ID Code STEP 2: Add description of room types in English Filling in the English fields is mandatory 10

11 2 Setting Basic Information STEP 3: Set Bed Type for PACKAGE plans STEP 4: Set minimum and maximum PAX + child settings for HOTEL ONLY STEP 5: Set PAX, Extra Bed Charges, and child settings for PACKAGE STEP 6: Click Save Next: Extend Allotment 11

12 2 Setting Initial Allotment Step 1: Pull down to select the Room Type to set allotment Step 2: Press Show Step 3: Choose until which month and year the Room Type will be sold Step 4: Set number of rooms that can be sold After editing, press Save 12

13 2 Edit Allotment and Set Black Outs In order to change the allotment and availability of existing, on sale room categories. Allocation & Black Out -> Edit for one Room Category Allocation & Black Out (All Room Categories) -> Edit for all Room Categories 13

14 2 Editing One Room Category STEP 1: Choose the Room Category to edit STEP 2: Click Enter Allocation & Black Out 14

15 2 Editing One Room Category STEP 1: Choose whether to edit on a Daily basis or a bulk STEP 2: If daily, check the dates you want to change, edit the inventory level or set the Black Out to Apply / Not Apply STEP 3: Press Update to save changes For bulk changes click, Weekly-Bulk Amendment and see next slide 15

16 2 Editing One Room Category (Bulk) STEP 1: Choose date range for edits STEP 2: Choose days within range to edit STEP 3: Change allocation and/or Black Out Status STEP 4: Click Update to save changes 16

17 2 Editing All Room Categories Note: STEP 1: Confirm room you want to edit STEP 2: Make allocation and/or Black Out status changes STEP 3: Press Update to save changes White/blue/pink box = For Sale Grey box = Stop Sell 17

18 2 Edit Allotment and Set Black Outs In order to extend the allotment of an existing Room Category please go to Extend Allotment 18

19 2 Extend Allotment of Room Categories STEP 1: Pull down the menu to select the room category to extend and click Show STEP 2: Select sell through date, number of rooms for sale, and click Save 19

20 2 Base Rates for Room Categories Room Categories are not sold independently but are linked to Accommodation Plans. By setting the Base Rates for Room Categories, you can use the Auto Calculation function to control the rates of the Accommodation Plans. 20

21 2 Base Rates for Room Categories (Daily) STEP 1: Pull down the menu to select the Room Category you want to set rates for STEP 2: Choose the dates and Pax you want to update and press Save to make changes To edit a range of dates please press Weekly-Bulk Amendment Note: You must press Save to record the changes 21

22 2 Base Rates for Room Categories (Bulk) STEP 1: Confirm room you want to edit STEP 2: Set date range and dates in that range you want to edit (ex: Fri/Sat only) STEP 3: Set to Amend and input rates STEP 4: Press Save 22

23 2 Room Category Quick Review To quickly review and edit the allocation and rate information for Room Categories, go to MENU (Plan/Room List) 23

24 2 Room Category Quick Review STEP 1: Click the Room Category tab STEP 2: Pull down the Category menu to select a registered Room Category and press Search STEP 3: From here you can change For Sale/Stop Sell status and go to edit Base Rates and Allotment 24

25 Extranet Basics Accommodation Plan Management 25

26 3 Creating Accommodation Plans There are two types of Accommodation Plans: HOTEL ONLY means the guest is only paying for their stay at the hotel PACKAGE means the guest is buying both their hotel and airfare in the same package 26

27 3 HOTEL ONLY Accommodation Plans STEP 1: Set the dates the plan is available to book STEP 2: Set the dates the guest can stay STEP 3: Set cut off date for check-in STEP 4: Set minimum or maximum Length of Stay STEP 5: To set the Accommodation Plan rate based on the Room Category Base Rate, use this function STEP 6: Talk to your ITC about adding additional Super Points 27

28 3 HOTEL ONLY Accommodation Plans STEP 7: Choose which websites to sell through STEP 8: Talk to your ITC about creating a Secret Plan STEP 9: Select the payment conditions for the plan STEP 10: Check and apply the desired Cancellation Policy Save and choose contents input method Freeword = ITC translates plan for you Multilingual set phrases = description database 28

29 3 Freeword Accommodation Plan Description STEP 1: Enter the Plan Title and Plan Description in English Filling in the English fields is mandatory STEP 2: Press Save and move to Link Room Types to Plan 29

30 3 Set Phrase Accommodation Plan Description STEP 1: Choose the Plan Title and Catchphrase STEP 2: Choose plan details STEP 3: Press Save and move to Link Room Types to Plan 30

31 3 Link Room to Accommodation Plan Step 1: Use pull down menu to select the Accommodation Plan and the Room Category to link and press Show Step 2: Set the meal and children conditions for the combination of room and plan then press Save and move to Accommodation Plan Rate 31

32 3 Accommodation Plan Rates (Daily) STEP 1: Confirm room type and plan combination or change from drop down menu STEP 2: Update Rakuten Rate per PAX for the dates to change Note: Rakuten Rate is the rate displayed on the website that the customer will pay to reserve the room STEP 3: Press Update to save changes and move to Accommodation Plan Availability Control To update a range of dates please press Weekly-Bulk Amendments 32

33 3 Accommodation Plan Rates (Bulk) STEP 1: Confirm room type and plan combination or change from drop down menu STEP 2: Choose date range to edit and which days within that range to change (i.e. only Friday/Saturday) STEP 3: Rakuten Rate: displayed on the site as the rate the customer will book STEP 4: Edit meals setting STEP 5: Press update to save and move to availability controls 33

34 3 Accommodation Plan Availability STEP 1: Use drop down menu to pick Accommodation Plan and Room Category combination and press Show STEP 2: Decide whether to control availability by Daily Amendment or by Weekly Bulk Amendment 34

35 3 Accommodation Plan Availability (Daily) STEP 1: Confirm combination of Accommodation Plan and Room Category or change by Show STEP 2: Allocate Plan Inventory sets limit to the amount of bookings this plan can get Stop Sell stop the plan from being the sold for that day Closed to Arrivals allow no check-ins on this day Closed to Departures allows no check-outs on this day STEP 3: Press Update to save changes 35

36 STEP 1: Confirm combination of Accommodation Plan and Room Category or change by Show STEP 2: Set date range and dates in that range you want to edit (ex: Fri/Sat only) STEP 3: Allocate Plan Inventory sets a limit to the amount of bookings this plan can get out of the total number of rooms 3 Accommodation Plan Availability (Bulk) Stop Sell stop the plan from being the sold on a particular day Closed to Arrivals allow no check-ins on this day Closed to Departures allows no check-outs on this day STEP 4: Press Update to save changes 36

37 3 PACKAGE Accommodation Plans For creating a PACKAGE (AIR + Hotel) Accommodation Plan, choose either: Freeword Description enter plan details in English Multilingual Set Phrase use a database of phrases that can be automatically translated 37

38 3 PACKAGE Plan (Freeword + Multilingual) STEP 1: Choose Room Category to be sold with airfare STEP 2: Set the dates the guest can book STEP 3: Set the dates the guest can stay STEP 4: Set minimum or maximum Length of Stay and limit to number of Package plans to be sold STEP 5: Set days before check-in to stop sale STEP 6: To set the Accommodation Plan rate based on the Room Category Base Rate, use this function STEP 7: Press Enter Rate to save and move on 38

39 3 PACKAGE Plan (Freeword) STEP 1: Enter the Plan Title and Plan Description in English Filling in the English fields are mandatory STEP 2: Press Enter Rate to save and move forward 39

40 3 PACKAGE Plan (Multilingual Set Phrase) STEP 1: Choose the Plan Title and Catchphrase STEP 2: Choose plan details STEP 3: Press Enter Rate and move to rate information 40

41 3 PACKAGE Plan (Freeword + Set Phrase) STEP 1: Set Meal Conditions and Child Policy for room STEP 2: Press Start for Sale to enter rates 41

42 3 PACKAGE Plan (Freeword + Set Phrase) STEP 1: Choose Daily Amendments or Weekly-Bulk Amendments STEP 2: If Daily, set the NET rate for each day and the meal settings STEP 3: Press Start For Sale Note: The NET rates for Package Plans are never shown to the user and are paired with airfare sold by Rakuten Travel 42

43 3 PACKAGE Plan (Freeword + Set Phrase) STEP 1: Set date range and dates in that range you want to edit (ex: Fri/Sat only) STEP 2: Set NET rate and meal availability STEP 3: Click Update and start sale 43

44 3 Accommodation Plan Quick Review To quickly review and edit the allocation and rate information for Accommodation Plans, go to MENU (Plan/Room List) 44

45 3 Accommodation Plan Quick Review STEP 1: Search for a registered Accommodation Plan by using the functions below or viewing all from Plan List and pressing search For Sale/Stop Sell Change Linked Room Types Change Rates, Allocation, Child Policy Link additional Room Types 45

46 Extranet Basics Hotel Information Registration 46

47 4 Hotel Information The functions on the Hotel Information tab are used to set general information about the property and manage some of the unique property functions of Rakuten Travel. 47

48 4 Cancellation Policy In order to set a Cancellation Policy please go to the Cancellation Policy (For Japanese Website) 48

49 4 Cancellation Policy TOP 49

50 4 Cancellation Policy (Basic Policy) Use these controls to set the standard Cancellation Policy for all bookings made at the property. Note: Each Accommodation Plan can have its own specific cancellation policy This section is for any additional notes. If you use it, please enter the information in English. These general cancellation policies will be automatically translated into Japanese Press Update to save the changes 50

51 4 Cancellation Policy (Card payment / Plan basis) In order to set Cancellation Policy for online card payment or plan basis policy, please go to the Add New Cancellation Policy. 51

52 4 Changing Passwords Your account has two passwords, one for the Extranet and one to access customer credit card information. Note: Extranet passwords expire after 1 month Customer credit card passwords expire after 14 days 52

53 4 Changing Password Changing Passwords Extranet Changing Passwords Customer Credit Card NOTE :Extranet Extranet passwords expire after 1 month. Please change your password before it expires. NOTE :Credit Card Extranet passwords expire after 14 days. Please log in from this screen to change your password. Tip Create 3 passwords and rotate them every 14 days. Do not forget them! If you forget your password, please contact your ITC 53

54 4 Facility and Amenities Description In order to set a description of the facilities and amenities at your property, use the Facility & Amenity option from the Hotel Information tab 54

55 4 Facility and Amenities Description Fill in descriptions in English and press update at the bottom of the page to save 55

56 4 Hotel Information Use the Property Information function to review the initial information provided at registration Note: If you need to change this information, please contact your ITC 56

57 4 Review Booking Data To review a historic record of your bookings on a monthly or daily basis, please select either of these options Note: This does not confirm outstanding reservations, please follow the instructions from Slide 57

58 Finance Controls 58

59 5 Finance Tab / Sales Reports From the Finance tab you can monitor sales reports and update your bank account information Step 1: Choose HOTELONLY or PACKAGE REPORT Step 2: Run report for future or past month NOTES: If you have any changes in booking rates, cancellation or no-show, please change the record from "Booking Controls" on Room Cotrol tab by 15th of this month(jst). See next page. 59

60 5 Adjusting Commission Report A: If the Rate is incorrect: Enter the correct rate and click Update B: If there is a cancellation: Click Cancel A B C C: If there is a no-show Click No-Show 60

61 5 Setting Bank Account Information 1 Click HERE Set up your bank account if you are selling Dynamic Package (Air + Hotel) or Online card payment products. Rakuten will collect payment from the guest and forward payment to this account. 2 Click HERE 3 Enter Bank Account Information CAPITAL letters only, no small letters are okay to use ( ) +, -. / :? are okay to use 4 Enter Accounting Manager Information 5 Click HERE 61

62 Thank you for using Rakuten Travel! For questions, please contact your ITC 62