Creating a Quotation      
 


From the availability, multi-property, multi-itinerary quotations can be generated. Once the quotation has been created the user can generate the reservation by simply ‘processing’ the quotation (which is activated by a button on the calendar).

  

 

Only users with Availability Calendar: Update and Management access can build a quotation and process a reservation. Users allocated Availability Calendar: Read access do not have access to building an itinerary item or creating a reservation request, they can only view availability and send a free-format request to the reservation office

 

   


To create a quotation once the user has checked availability:


  1. Creating an itinerary item   


To create an itinerary item, click and drag across the total nights at the required accommodation (start clicking on the first night of accommodation and drag until the last night of accommodation, i.e. the last selected cell should be the last night the guests are accommodated – the number of cells selected are the total nights the guests are at the resort). The cells are coloured in green (indicating an itinerary item has been selected). Once the click and drag is complete, the room numbers pop-up opens with the pre-formatted information.

  • An alternative way to create an itinerary item is to use the Add/Create Itinerary button (usually for users who do not want to check availability or do not like clicking and dragging on the calendar). Clicking this button will open the room numbers pop-up
  • If the quotation is being created by an internal user on behalf of an external agent, the agent must first be selected by clicking the ‘Agent’ button and selecting an agent from the list before building the quotation
    • Once an agent is allocated to calendar, the itinerary can be created, any commissionable items will be calculated and the agents commissions displayed on the calendar
    • When an itinerary is created the agent cannot be changed, to allocate a new agent, first clear the itinerary, allocate a different agent (following the same process described above)
    • To remove the Agent, select the “No Agent” record from the Agent pop-up
    • Only internal users have access to this button, external users who are linked to an agency, have commission applied as per their agent role and, when they proceed to step 2 (Make Booking: Booking Details) the Resrequest displays the agency the user is linked to
  • To add more itinerary items once the itinerary item has been created (this is only completed once the Room Numbers window is closed), continue clicking and dragging or using the Add/Create Itinerary button
  2. Working with the room numbers window   

The room numbers pop-up requires details for the itinerary item, for example: number of rooms, total adults and children etc. When the room numbers window is opened from the calendar From the room numbers window the user can also increase the number of nights requested.

The room numbers window when the user has clicked and dragged on the calendar:



        The title bar displays the property and accommodation type the user has selected (this is derived when the user has clicked and dragged over cells on the calendar).

Title bar
     


        This is the day the guests are scheduled to arrive, this date is automatically displayed based on the first cell the user selected when they clicked and dragged on the calendar. This date can be changed from the room number window.

Arrival date
     


        Increase or decrease the number of nights the guests will be staying

Total nights
     


        The departure date is calculated by the system as the user changes the total nights.

Departure date
     


        This is the total number of rooms (at the selected property, in the selected accommodation type) that the guests are requiring.

Number of rooms
     


        This is the standard room capacity (this information is pre-populated from the information setup in the property/accommodation module). The user can increase the number of adults. The Accommodation Info button is included on this screen for clients that can accommodate unique room configurations.

Adults per room
     


        This is the standard room capacity (this information is pre-populated from the information setup in the property/accommodation module). The number of adults can be increased or decreased. The Accommodation Info button is included on this screen for clients that can accommodate unique room configurations.

Children per room
     


        This button will display the note captured for the accommodation unit.

Accommodation Info
     


       

Clicking OK will re-check availability, process overbooking warnings and open optional services information (when applicable) – once all these checks are processed, the itinerary item is created and more itinerary items can be added.

 Overbooking  

 

An overbooking can occur when the number of rooms requested exceeds the number of rooms available because:

  • There are existing reservations for the selected dates or
  • The number of rooms requested exceeds the actual number of rooms or
  • The number of rooms the user has requested exceeds the number they can book per itinerary item, this is setup on the Access Control group or (in the case of public users) on the default table

Internal and external users have different options available when the room numbers requested exceeds the number of rooms available:

Internal User: When an internal user encounters an overbooking, the user can see a list of reservations or room capacities causing the overbooking, they can print a copy of this list, cancel the request or chose to ignore the overbooking and process the request.

External Users: External users will encounter an overbooking in two scenarios:

  1. Where the user requests more rooms then they are allocated on their access group
  2. Where the user requests more rooms then there are available
 Optional services  

Optional services are extra components that can be allocated to an accommodation unit (on the Rates tab), optional services need to be selected by the user because:

  • The resort needs to know that the service has been selected
  • In some cases there are costs allocated to optional services

Where optional services are allocated to an accommodation item, once the user has clicked OK from the room numbers window (where there is no overbooking) or selected to continue with the overbooking, the optional services window is opened.

 Description  
The name of the optional service available. If dates are listed below the description, it means that the rate may vary or the service is only available for a certain period.
 Charge type  
This is how the cost for the optional service is calculated – either per person or per unit (i.e. per room)
 Amount  
This is the cost per unit or per person· Child discounts are not applied to optional services· Where there is no amount allocated to an optional service, it means that there is ‘no charge’ for the requested service

 

Once the overbooking and optional screens are completed, the itinerary item is created and added to the itinerary summary at the bottom of the calendar. From the itinerary summary the user can calculated costs, delete itinerary items, go to selected itinerary items or clear the itinerary.

Notes: It is important to note that the user has a certain time period to complete a quotation and process a reservation request. The reason is that the rooms are being held from the calendar until the user processes the request. This is called a session expiry and the time allocated to users is setup on the default table
OK
     


        Cancel will close the room numbers pop-up and release the selected rooms.

Cancel
     



  3. Working with the Itinerary Summary Area   
  • When an itinerary item is created itinerary is displayed at the bottom of the calendar in the itinerary summary area
    • From the itinerary summary area, items can be deleted, pricing can be confirmed and the reservation processed
  • · As an itinerary item is created (an itinerary item is regarded created when the item is added to the itinerary summary), the rooms are being held from the calendar
    • As soon as the first itinerary item is entered the session expiry timeout begins
  • · Click the Make Booking button to go to the next reservation step