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Accommodations - is lodging capabilities you can create for allocating your tourists. In the system this section is called 'Hotels' but within it you can create different kinds of accommodation - hotels, villas, apartments, etc.

The peculiarity of creating self-operated accommodations is that you can have multiple contracts for the same hotel with different suppliers. So you can create one description of the hotel and link it with multiple contracts. It is shown on the following picture and influences the process of accommodation creation (as described below in the following sections).

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The Accommodation Contract defines contract conditions how you buy accommodations from suppliers. This information is presented within a set of tabs:

• Contract

• Prices

• Availability

Creating hotel contract

The first tab is for general contract conditions.

1. In the Name box, enter the name of the hotel.

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2. From the Supplier drop-down select the service supplier. Note that in the list only direct contracted suppliers and your company are available.
   🗒 It is very important to fill this field correctly. If you choose your own company as a supplier the system will consider that your company itself is a hotel owner. This means that the system will not be able to send any data to hotels and calculate settlements with them. That is why you need first to create a hotel supplier (from which you buy this hotel) and then select this supplier in hotel contract settings.

3. From the Transactions currency drop-down, select the currency to use for payment with the supplier.

4. Select the Same board type for all guests check box in case you do not allow differing meal types for the tourists in the same room. Or keep this option unchecked if you allow to book different meals for different tourists within the same booking.

5. In the Description for internal use field, specify necessary information.

Creating extra services for self-operated products
For self-operated products you can specify the list of extra services available for tourists.

To add an extra service to a contract of a self-operated hotel,

1. Open the profile of a required self-operated hotel.

2. On the Information tab click Create. The New Extra Service window appears:

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3. In the New additional service window, specify the following information:

   1. Name: locate mouse pointer into the box and type the name of the additional service.

   2. Service category: from the drop-down, select the category of the additional service (transfer, SPA, early check-in, etc.). In case there is no item that suites you, select Other.

   3. Offer this extra service: In the group, specify the conditions of the additional service availability. In case you want the service to be available for all room types, click All.

   4. Price per: In the group specify the method of price calculation: either per service or per tourist.

      1. In case you select per service, while creating price-lists for additional services, you will be asked to specify the price for the service itself. For example, in case you offer a transfer to an airport, you set a fixed price of $40 for the transfer irrespective of the number of tourists.

      2. In case you select per tourist, the total price for the additional service — is the sum of the prices payed by the tourists who buy the service. Pay attention that, in case the price is calculated per tourist, you should specify the tourist type: adult or child.

   5. Calculation type: In the group determine the method the price of additional service is calculated — on a single occasion by service or depending on the number of days or nights. Click the button of your choice.

   6. The service is provided by: select the service provider, either a hotel or a tour operator.

   7. Description: locate mouse pointer into the text field and describe the service

4. Click Save. The additional service is added to the list of available additional services and displayed on the Create services page.

Creating guest categories for self-operated products
You may differentiate prices for self-operated products depending on the category of tourists who buy them. For instance, adjust the allocation price rate depending on the age of a tourist. For example the number of hotels and airlines provides discounts for children. The Adult guest category is created in the system by default.

To create a new guest category,

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Open the profile of the required self-operated product.

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On the Information tab, in the Guest group, click Create. The New tourist window appears:

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• Name: type the name of the category.

• Category: select the category type - whether it refers to adults or children.

• Default: generally the Adult tourist category is created automatically and set as default. However you can change the default category selecting the Default check box.

• Age: specify the age range acceptable for the category.
  ℹ Please pay attention that in case you create several tourist categories (e.g. infant, child), the age ranges should not overlap. Thus, in case age range for Infant is 0 to 2, the age range for Child should start with 3 years old.

• Description: describe the guest category.

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Click Save.

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Click Close. The new guest category is added to the list of available categories.

Conditional Commissions for Hotels —
is an alternative way of tracking commissions being obtained from suppliers for selfoperated products. To the contrary of regular commissions that can be specified as a part of tariffs and are calculated for every reservation, the conditional commissions depend on turnovers – the more you sell, the higher commission you get.

To create Conditional commissions,

1. Open the profile of the required self-operated product.

2. On the Information tab, in the Conditional commissions group, click Create. The New conditional commissions window appears:

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3. In the New conditional commissions window, specify the following information:

   1. Name: locate mouse pointer into the box and type the name of the commission.

   2. Commission amount: specify the amount of the commission.

   3. The commission is active: specify the active period of conditional commission.

   4. Description: locate mouse pointer into the text field and describe the category you are creating.

4. Click Save and Close.

Prices

GP Travel Enterprise allows you to set prices for self-operated services in 2 different ways:

1. You can create a tariff first, and then operating within the settings of the tariff, add price-lists, discounts, commission plans and other regulation a particular service requires.

2. Alternatively, you can separately create price-lists, set discounts, develop commission plans and then link them to tariffs.

The set of price configurations varies depending on the product. In general, creation of a tariff includes the following steps:

• Creating price-lists

• Creating price-lists for Extra services and Surcharges

• Creating discounts

• Setting commission plans

• Setting penalties.

Let us have a closer look at each of the steps.

Tarriff

To create a new tarriff,

1. Open the profile of the required self-operated product.

2. On the Prices tab, in the Tarriffs group, click Create. The New tourist window appears:

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3. Select the language of configuration.
   Click the button of your choice to select the language.
   🗒 Please note that if you switch the language of configuration you have to reenter the information once again in the new language.

4. Pay attention the Active check box is selected. Otherwise the new tariff will be saved and available for viewing, but won't function.

5. Locate mouse pointer into the Name box and type the full name of a tariff.

6. Locate mouse pointer into the Contract number box and enter the contract number for the tariff to be connected to.

7. Select the Hide from clients checkbox in order to hide the name of the tariff from end customers.

8. Locate mouse pointer into the Description for internal use box and type the tariff description. This description will be displayed on the list of the tariffs that are created for the hotel.

9. Locate mouse pointer into the Description field and describe the peculiarities of the tariff.

Let us consider the constituents to be filled in on the Tariff page.

Determining check-in dates flexibility
Click the Flexible check-in dates bar in order to expand the additional configurations tab.

If you plan to use flexible check-in dates, you should create a separate tariff and set the difference in the number of days from the initial date.

For package tours with fixed duration, for example, those lasting for 7 days, tour operators often organize staying in a hotel according to a fixed schedule. When tourists search for offers they can specify other days and thus the tariff is not displayed in the search results. For example, a tour operator sells offers with the check-in date of September 5 and one week stay. For this purpose the corresponding tariff is created and the allotment for September 5-11 is specified. A tourist searches for the offers at the operator's web-site and specifies the following search data: September 6-12. So the offer can not be booked. In order to provide a tourist with an option to view this tariff, you should specify so-called “flexible tariff”

In the Flexible check-in dates section, from the drop-down, select the number of days from the initial date, when this tariff may be offered.

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Connecting price-lists
In the Price-lists group you can view the list of already connected pricelists, if you are adjusting the tariffs of a previously created hotel, and connect new price-lists.

The table of connected price-lists is displayed as follows:

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To edit an existing price-list click its name in the Name column. The Pricelists window appears, where you can make the necessary corrections.

To disconnect a price-list from a tariff, click Delete opposite the price-list you want to remove.

To connect a new price-list to the tariff, you need to:

1. set a method of the total price calculation (by every night or by first night).

2. add corresponding price-lists to the tariff.

Setting price-lists for customers and suppliers
If you are planning to use several price-lists for mutual settlement with suppliers and clients, you need several price-lists with net prices and gross prices for board and residence service.

Several price-lists can be useful, when some of your suppliers apply complicated pricing schemes. In this case the gross price of the seat can’t be set by adding a common mark-up to a net price as usual, but is set separately for different service classes, tourist categories, etc. For better distinction of your price lists and price types we recommend to add "gross" and "net" to their titles correspondingly. You can set the price-lists that are used for working with clients and suppliers in the tariff settings.

• If you want to include taxes for customers and suppliers, then in tariff settings you can select the option "Taxes included":

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• If you want to create a new tariff that differs little from existing ones, then in tariff settings you can select the option "Inherit prices from the following tariff" and add only some changes to new tariff.

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• If you want to set daily rates, click Use daily rates.

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• If you use the same price-lists for both a customer and a supplier, click Use the same price-lists for both customer and supplier.

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• If you use different price-lists for customers and suppliers, click Use net price-lists for supplier and gross price-lists for customer. Separate forms for net and gross price-lists appear:

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• If initially you click Use the same price-lists for both customer and supplier, add the price-list to the tariff and click Use net price-lists for supplier and gross price-lists for customer, your price-list is displayed in the Net price-lists group.

Price calculation for Search&Book
If you click Use the same price-lists for both customer and supplier option when editing the tariff, price calculation is implemented in the following way:

• The net-price of the service (the amount that is paid to a supplier) is equal to the price in the price-list after minus the supplier’s discount and tour operator’s commission, which is calculated according to the actual commission plan:
  Net price = The price in the price-list – Supplier’s discount – Tour operator’s commission

• The gross-price (the price for a tourist) is equal to the net-price with the tour operator’s mark-up minus supplier’s and tour operator’s discounts:
  Gross price = The price in the price-list + tour operator’s mark-up – supplier’s discount – tour operator’s discount

If you click Use net price-lists for supplier and gross price-lists for customer when editing the tariff, the price calculation will be implemented in the following way:

• The net-price of the service (the amount that is paid to a supplier) is equal to the price, specified in the "net" price-list minus supplier’s and tour operator’s discounts:
  Net price = The price in the price-list with net-prices – Supplier’s discount – Tour operator’s commission

• The gross-price (the price for a tourist) is equal to the price, specified in the "gross" price-list with the tour operator’s mark-up minus tour operator’s discount:
  Gross price = The price in the price-list with gross-prices – Tour operator’s discount + Tour operator’s mark-up

Penalties
To connect a penalty plan to a tariff,

1. On the tariff page, click Penalties to expand the form. The following form appears:

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2. Click Add. The Penalties window appears:

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3. From the Name of the penalty to be applied within the indicated tariff drop-down, select the item of your choice. Specifically,

   1. In case you have previously created a separate penalty plan on the Prices tab, select the required one from the drop-down.

   2. In case you create a tariff first, click Create. The New penalty window appears.

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   3. Fill in the required information the way it is described in Penalties.

4. Click Save. The new penalty plan is added to the tariff.

Board types
In the Board types group, define which of the previously created board types should be displayed on the Search results page and which should be displayed as alternatives.
To specify the board types for the tariff,

1. Click Board types to expand the form. The following form appears:

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2. Opposite a certain board type, select the check box corresponding to the
   required mode of display.

3. Click Save.

Terms of use
To connect the terms of use to a tariff,

1. On the Tariff page, click Terms of use to expand the form. The following form appears:

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2. Click Add. The Terms of use window appears:

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3. In the Terms of use window, specify the list of conditions under which the tariff is applied.
   Specifically,

   1. Early booking a certain number of days before the check-in: the tariff only applies if a customer books a service a specified number of days before a service start date.

   2. Booking at the day of the specified interval: the tariff applies if a customer books a service on any day within the specified interval.

   3. The specified interval covers the check-in date: the tariff applies if the check-in date is covered by the interval you specify.

   4. The reservation dates covers at least one day of the specified interval: the tariff applies if the booking dates cover at least one day within the specified interval.

   5. Min and max duration: the tariff applies only when the service's duration fits the specified period.
      🗒 You can link the tariff to one, several or all specified conditions. In the latter case the tariff is applied only if all the conditions are observed.

4. Click Save.

Limits of citizenship
Some hotels offer different prices for customers depending on the client’s citizenship. You can customize on the search results the availability of a particular tariff for selfoperated hotel, depending on the specified nationality of the guest.

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Payment terms
In the Payment terms section, select the payment method: either to the tour operator or directly to the supplier.

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Click the button of your choice.

Discounts
To connect a discount to a tariff,

On the Tariff page, click Discounts to expand the form. The following form appears:

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Click Add. The Discounts window appears:

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In the Discounts window, from the Add drop-down, select the item of your choice.
Specifically,

1. In case you have previously created a separate discount, select the required one from the drop-down.

2. In case you create a tariff first, click Create discount.

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Specify the discount validity period. Select the required dates on the calendar.

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Specify the type of discount: supplier's discount or tour operator's discount. The description for each type is displayed in the Discounts window.

1. Supplier's discount: the discount is provided by a supplier and is calculated from the net price.

2. Tour operator's discount: the discount is provided by you and is calculated from gross price, while your commission is calculated from the net price.

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Click Apply.

Sub-allotments: There is no Sub-allotments in Tarriff anymore

Tags
Every new product or tariff has a “public” tag by default. This means that they are available for search and booking for all customers.

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However, you can create additional tags. In this case, if a product or a tariff contains at least one additional tag along with the “public” tag, the conditions of the additional tag are applied to them.

For instance, if you add the “private” tag to the product, it is only displayed in search results for the customers that have access to the “private” products according to the contract.
This means that the customer contract must contain either the “private” tag or several tags, including the mentioned above, for example, the "public" and "private" tags. The product is unavailable for customers if the “private” tag is not included in their tag list.

Setting reservation modifications
On the Setting reservation modifications tab you can set conditions upon which users can modify hotel booking reservations. Select from the following options:

• Allow to change dates: users can change check-in and check-out dates for tourists.

• Allow to change tour leader: users can change the name and the surname of a tourist, specified as a tour leader in the current order.

• Allow to change all tourists except tour leader: users can change names and surnames of all tourists in the order except for a tour lead.

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Price Lists

In order to specify the rates for accommodation, you should create a pricelist.

To create a price-list,

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Go to Selfoperated products and click Hotels.

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In the list of created self-operated accommodations, click the required one.

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On the Prices tab, click Price-lists, and then click Create.

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While creating price-lists for accommodation, the first step is to select a price-list type.
There are the following price-list types to choose from:

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Pensionate (price per pax, board type inclusive): prices are set per tourist, the board type is already included. Prices for allocating different tourist types on extra places are calculated from the price per the same board type for an adult on the main place.

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Pensionate (price per room, board type inclusive): prices are set per room independently from the number of tourists, the board type is already included. Allocation prices for different board types are calculated from the prices per basic board type of the room.

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Hotel (price per room, extra charge for board type): prices are set per room independently from the number of tourists. Boarding prices are set separately from allocation prices.

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Hotel (price per pax, extra charge for board type): prices for different board types are calculated per tourist and are set separately from the accommodation price. Allocation prices for different tourist types on extra places are calculated from prices per an adult on the main place.

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Click the required price-list type and click Continue. The New price-list window appears:

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In the New price list window, the information to be specified is arranged ontwo tabs:

1. General Information;

2. Prices for accommodation.

To proceed with a price-list creation,

1. On the General information tab, specify the following information:

   • Name: locate mouse pointer into the box and type the name of the price list.

   • Price list is active during: fill in the required information in the table. Specifically,

     • From the Tariff drop-down, select the tariff to connect the price-list to. In case you did not create any tariffs and decided to start with creating other constituent, select the default Standard item.

     • In the Date from... to... group specify the period of the price-list validity.

     • In the Min. days and Max. days groups, specify the minimal and the maximal duration of the service to which the price-list will be applied. Thus you can create different price-lists for short-term and long-term trips.

     • In the Days of the week group, select the days on which the price-list will be applied. For example, you can create different price-lists for week days and week-ends.

     • To create a copy of the period, click Copy. The identical table line will be created. It may particularly useful in case you create several price-lists with minor differences. It is easier to copy an existing price-list period and make some corrections.

   • Description: locate mouse pointer onto the text field and enter the price-list
     description.

Expand
title Creating Original and Pansionate price-lists (price per pax)
When configuring Original and Pensionate (price per pax) price-lists, the price per room is set for every tourist separately. A cell with a rate for an adult on a main bed is used to calculate accommodation price for a particular room. The rates for other types of tourists, room types and board types are calculated in compliance with the above mentioned rules rules. When creating Original or Pansionate price-lists, you need to fill in the rates for every existing room and board type for every tourists category. Locate mouse pointer into the corresponding boxes and type the rate to apply for the calculation for a certain room/board/tourist type. Image Removed

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title Creating Pensionate price-lists (price per room)
With the Pensionate (price per room) price-list you can set one accommodation price irrespective of tourist categories and the number of guests. In such a price-list you can set accommodation prices for every room type. The price for allocation with the basic board type already includes the board type cost. If the hotel provides tourists with additional board types (for example, half board) the accommodation price is displayed separately. When calculating the cost of extra meals that are not included in the accommodation rate, the cell with the extra meal rate for an adult with a standard bed accommodation is used as a basis. Locate mouse pointer into the respective box and type the rates for a certain room type. Image Removed

Expand
title Creating Hotel price-lists (price per room)
For the hotel price-list (price per room) you can specify common prices for every room type irrespective of the tourist categories. The board type price is specified separately. The calculation of board rates for different tourist categories is based on the standard board rates for an adult. On the Prices for accommodation tab, first fill in the data in the Base allocation prices group. Locate mouse pointer into the respective box and type the rates for a certain room type. Image Removed Then, click the Extra charge for board type bar to specify the extra charges for board type. In the Extra charge for board type group, enter the rates for board types for every tourist category. To apply the entered figure to all the board types for a certain tourist category, click the downward arrow symbol. The data entered into the basic cell will be transferred to all other meal types within a certain tourist category. Image Removed

Expand
title Creating Hotel price-lists (price per pax)
For this price-list, the hotel rates for extra meals are the same for all room types and are specified separately from the basic accommodation rates. In this case the calculation of the accommodation rates for different tourist categories and rates for extra bed accommodation is based on the rates for main accommodation of an adult in the room. The calculation of board rates for different tourist categories and for extra bed accommodation is based on the standard board rates for an adult. On the Prices for accommodation tab, first fill in the data in the Base allocation prices group. Locate mouse pointer into the respective boxes and type the rates for room types for every tourist category. Image Removed Then, click the Extra charge for board type bar to specify the extra charges for board type. In the Extra charge for board type group, enter the rates for board types for every tourist category. Image Removed To apply the entered figure to all the room/board types for a certain tourist category, click the downward arrow symbol. The data entered into the basic cell will be transferred to all other board/meal types within a certain tourist category. After the price-list is set, click Save. The price-list is added to the directory and can be used for making up a tariff.

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title Calculation of the total price for the whole period of stay
With GP Travel Enterprise you can calculate the total price of accommodation in two different ways depending on the accommodation unit: for the whole period of stay by the price of each night: the accommodation price for the whole period of stay includes the price of every single night. for the whole period of stay by the price of the first night: the accommodation price for the whole period of stay consists of the price of the first night multiplied by the number of booked nights. Let’s examine the difference between two pricing approaches on the following example: For example a tourist books a single room for the period from April 1 to 5. The price of every single night here is: Image Removed When the total accommodation price is calculated by addition of all nights, the total accommodation price for a tourist is calculated by addition of the prices of every night: 200 EUR + 120 EUR + 120 EUR + 120 EUR + 120 EUR = 680 EUR If the total accommodation price is calculated by the price of the first night, the total accommodation price for a tourist is calculated by the price of the first night multiplied by the number of nights of stay: 200 EUR * 5 nights = 1000 EUR The price calculated on this stage is displayed to a tourist on the hotel search results page. Let’s examine the way each pricing method works.

Daily rates / Price-list for surcharges

Accommodation rates displayed in the hotel search results
On the hotel search results, a tourist can see the price that is calculated according to the pricing method that you specify in the tariff.

• If the price calculation is based on the sum of the prices for every night, the offer price is EUR 680.

• If the price calculation is based on the price of the first night, the accommodation price for a tourist is EUR 1 000.

There also exists a possibility to set daily rates for self-operated hotels. The functionality is particularly suitable for those who offer their clients the rooms, prices of which change within the daytime. It can significantly broaden the range of the offers.

In order to specify the daily rates for accommodation,

1. Go to the required tariff and indicate Use daily rates in Price-lists section. Save the changes.

2. On the Prices tab, click Daily rates, and then carry out the mass edit:

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3. There are 4 options to edit the daily rates:

   1. Set rates. The obligatory parameters for setting rates are period, room type, tariff and price. It is also possible to indicate days of the week and minimum and maximum nights of stay to advance the offer's exclusiveness

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   2. Set by default. This option gives an opportunity to reset specified daily rates.

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   3. Open / Close rates. This functionality allows to close the rates for particular dates as well as open them promptly. If the daily rate is closed, the hotel is not available for booking.

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   4. Close to arrival / departure. These options represent restrictions that are applied to a rate plan and limit the booking of arrival or departure on particular dates / days of the week.

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Since the daily rates are usually set up per room for default quantity of guests, some additional surcharges can be set to base prices on extra beds / sharing places or meal types for self-operated hotels. Once a price-list for surcharges is created and added to an active tariff, surcharges will be included in client’s price. As of now, surcharges are compatible only with daily rates.

In order to create a price-list for surcharges,

1. Fill in the general information for such a price-list specifying its name, applicable tariff, the period and description (optionally):

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2. Configure prices for the surcharges:

   1. Meal types depending on the board plans indicated in the hotel's contract.

   2. Additional surcharge for room types. Due to the fact that setting prices for hotels can often depend on surcharges or reductions to / from the base price, for example, a surcharge for a category or discount for single occupancy, it is possible to calculate price per room based on chosen room type.

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3. Go to Daily rates and open the Room types tab. It is needed to indicate the base room type and assign it to the rooms that are meant to inherit its price:

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4. Following this step, the surcharges have to be specified in the price-list:

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   1. Extra charge for extrabed or / and sharing place:

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   2. Discounts / surcharges for special accommodations at main beds and length of stay:

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Discounts

You can provide discounts and special offers for tourists booking your selfoperated services. A discount is a reductions to the basic prices of booked services.

With GP Travel Enterprise you can create and use the following types of discounts:

• Supplier discount: is offered by a service supplier. This discount is calculated from the net price.

• Tour operator discount: a discount that you provide to your clients. The discount is calculated from the gross price; the commission that you receive from the supplier is calculated from the net price of the service.

When creating a discount in GP Travel Enterprise, the following parameters are considered:

• The period when the discount is active

• Target audience (The number and type of tourists)

• Conditions and amount of the discount

• Calculation basis

Creating New Discounts
To create a new discount,

1. Open the profile of the required accommodation.

2. On the Prices tab, in the Discounts group, click Create. The New discount window appears:

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3. In the New discount window, locate mouse pointer into the Name box and type the name of the discount plan.

4. Select the visualization icon to display on Search results page.

5. For self-operated hotels, in the Discount period group set the period when the discount is active.

6. For self-operated hotels, in the Discount on group specify for which room, allocation and meal types, as well as for which guests types the discount is available.

7. For both self-operated products, in the Discount conditions and calculation basis group, set the terms and conditions upon which the discount is applied. You can select the following types:

   1. Free nights (days): every night with a certain index number is offered at a lower price. For instance, if you set a 100% discount for every 7th night, then a tourist that books a room for the 7 days, only pays for 6 nights.

   2. Discount for following nights (days): a discount for accommodation is applied after tourists stays for several nights at the hotel. For instance, a 10% discount is provided for every night after the 9th night.

   3. Discount for the cheapest nights in the range (for hotels only): the discount on the room rate is calculated from the cost of the cheapest night in the period. For example, if a tourist books a room for 3 nights, and the first night costs 50 EUR, the second - 40 EUR, and the third - 30 EUR, then the price of the third night (30 EUR) is used for the calculation of the discount.
      The discount can be applied either once or for an unlimited number of times as a tourist complies with the requirements of the hotel staying.

8. For self-operated hotels specify the basis of the discount calculation. The discount can be calculated from the cost of: Accommodation + meals Accommodation only Meals only.

9. Click Save.

Rules for discount Calculation
A discount amount for each travel service depends on the type of the discount (supplier’s discount or tour operator’s discount), by the terms specified when the discount is created, and also on method of calculation of the basic service price (type of a used price list).

Let’s study the following examples of the discounts calculation rules.

When using the Pensionate price list, meals are included in the accommodation price. In view of that, the discount, based on the "Accommodation + meals" calculation, is applied to the hotels with the Pensionate price-lists in most cases.

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Assume that, you create an accommodation discount for the Early booking tariff, where the discount is not applicable to meals. Here the following conditions should be met:

• Tourist type: adult

• Room type: double, main bed (1 000 RUB)

• Board type (by default): RO (0 RUB)

• Board type (optional): BB (+ 300 RUB)

• Early booking tariff settings: do not offer RO

The accommodation discount for adults that book main bed in a double room - 20%. The discount calculation is based on accommodation price only. A tourist books main bed accommodation in a double room with breakfast. We need to calculate the amount of the discount.

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The amount of accommodation discount:

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1 000 RUB * 20% = 200 RUB

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The price of accommodation minus accommodation discount with the standard board type (RO):

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1 000 RUB - 200 RUB = 800 RUB

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The price of accommodation minus accommodation discount but including breakfast price:

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800 RUB + 300 RUB = 1 100 RUB

Thus, if the RO board type was set by default, the system still views it as one of the board types that can also be used to calculate a discount.

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Assume that we need to create a board discount meeting the following conditions:

• Tourist type: adult

• Room type: double, main bed accommodation (1 000 RUB)

• Board type (by default): RO (0 RUB) Board type (optional): BB (+ 300 RUB)

• Early booking tariff settings: do not offer RO board type

The board discount for adults who book main bed accommodation in a double room - 20%. The discount is calculated on the basis of the price of the meals. A tourist books a double room with breakfast and main bed accommodation. We need to calculate the amount of the discount:

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Board price:

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300 RUB

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The amount of the board discount:

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300 RUB * 20% = 60 RUB

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Accommodation price minus board discount:

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1 300 RUB - 60 RUB = 1 240 RUB

...

Assume that we need to create an accommodation discount that is based on the accommodation price as well as on the board price and should meet the following conditions:

• Tourist type: adult

• Room type: double, main bed accommodation (1 000 RUB)

• Board type (by default): RO (0 RUB)

• Board type (optional): BB (+ 300 RUB)

• Early booking tariff settings: do not offer RO board type

The board and accommodation discount for adults who books main bed accommodation in a double room - 20%. The discount is calculated on the basis of the prices of meals and accommodation put together. A tourist books a double room with breakfast and main bed accommodation. We need to calculate the amount of the discount.

...

Board and accommodation price:

...

1 000 RUB + 300 RUB = 1 300 RUB

...

The amount of the board and accommodation discount:

...

1300 RUB * 20% = 260 RUB

...

The accommodation price minus board and accommodation discount:

...

1 300 RUB - 260 RUB = 1 040 RUB

Calculating discounts for the Pensionate price-list
When using the Pensionate price list, meals are included in the accommodation price. In view of that, the discount, based on the "Accommodation + meals" calculation, is applied to the hotels with the Pensionate price-lists in most cases.

...

Assume that, you create an accommodation discount for the Early booking tariff, where the discount is not applicable to meals. Here the following conditions should be met:

• Tourist type: adult

• Room type: double, main bed (1 000 RUB)

• Board type (by default): RO (0 RUB)

• Board type (optional): BB (+ 300 RUB)

• Early booking tariff settings: do not offer RO

The accommodation discount for adults that book main bed in a double room - 20%. The discount calculation is based on accommodation price only. A tourist books main bed accommodation in a double room with breakfast.

We need to calculate the amount of the discount.

...

The amount of accommodation discount:

...

1 000 RUB * 20% = 200 RUB

...

The price of accommodation minus accommodation discount with the standard board type (RO):

...

1 000 RUB - 200 RUB = 800 RUB

...

The price of accommodation minus accommodation discount but including breakfast price:

...

800 RUB + 300 RUB = 1 100 RUB

Thus, if the RO board type was set by default, the system still views it as one of the board types that can also be used to calculate a discount.

...

Assume that we need to create a board discount meeting the following conditions:

• Tourist type: adult

• Room type: double, main bed accommodation (1 000 RUB)

• Board type (by default): RO (0 RUB)

• Board type (optional): BB (+ 300 RUB)

• Early booking tariff settings: do not offer RO board type

The board discount for adults who book main bed accommodation in a double room - 20%. The discount is calculated on the basis of the price of the meals. A tourist books a double room with breakfast and main bed accommodation.

We need to calculate the amount of the discount:

...

Board price:

...

300 RUB

...

The amount of the board discount:

...

300 RUB * 20% = 60 RUB

...

Accommodation price minus board discount:

...

1 300 RUB - 60 RUB = 1 240 RUB

...

Assume that we need to create an accommodation discount that is based on the accommodation price as well as on the board price and should meet the following conditions:

• Tourist type: adult

• Room type: double, main bed accommodation (1 000 RUB)

• Board type (by default): RO (0 RUB)

• Board type (optional): BB (+ 300 RUB)

• Early booking tariff settings: do not offer RO board type

The board and accommodation discount for adults who books main bed accommodation in a double room - 20%. The discount is calculated on the basis of the prices of meals and accommodation put together. A tourist books a double room with breakfast and main bed accommodation.

We need to calculate the amount of the discount.

...

Board and accommodation price:

...

1 000 RUB + 300 RUB = 1 300 RUB

...

The amount of the board and accommodation discount:

...

1300 RUB * 20% = 260 RUB

...

The accommodation price minus board and accommodation discount:

...

1 300 RUB - 260 RUB = 1 040 RUB

Calculating discounts for the Hotel price-list
In the Hotel price-list the board and accommodation prices are set separately.

...

Assume that we need to create an accommodation discount for the Early booking tariff. It is based on the accommodation price only and should meet the following conditions: Tourist type: adult Room type: double, main bed accommodation (1 000 RUB) Board type (by default): BB (300 RUB) Early booking tariff settings: do not offer RO board type

The accommodation discount for adults who book main bed accommodation in a double room - 10%. The discount is calculated on the basis of the accommodation price. A tourist booked a double room with breakfast, main bed accommodation.

We need to calculate the amount of the discount.

...

The amount of the accommodation discount:

...

1 000 RUB * 10% = 100 RUB

...

The accommodation price minus the accommodation discount plus breakfast price:

...

1 000 RUB – 100 RUB + 300 RUB = 1 200 RUB

...

Assume that we need to create a board discount, that should meet the following conditions:

• Tourist type: adult

• Room type: double, main bed accommodation (1 000 RUB)

• Board type (by default): BB (300 RUB)

• Early booking tariff settings: always offer BB board type

The board discount for adults who book main bed accommodation in a double room - 10%. The discount is calculated on the basis of the board price. A tourist books a double room with breakfast and main bed accommodation.

We need to calculate the amount of the discount:

...

Board price:

...

300 RUB

...

Board discount amount:

...

300 RUB * 10% = 30 RUB

...

Accommodation price minus board type:

...

1 000 RUB + 300 RUB - 30 RUB = 1 270 RUB

...

Assume that we need to create an accommodation discount that is based on the accommodation price as well as on the board price and should meet the following conditions:

• Tourist type: adult

• Room type: double, main bed accommodation (1 000 RUB)

• Board type (by default): BB (300 RUB)

• Early booking tariff settings: always offer BB board type

The board and accommodation discount for adults who book main bed accommodation in a double room - 20%. The discount is calculated on the basis of the prices of board and accommodation put together. A tourist books a double room with breakfast and main bed accommodation.

We need to calculate the amount of the discount:

Board and accommodation price: 1 000 RUB + 300 RUB = 1 300 RUB The amount of the board and accommodation discount: 1300 RUB * 20% = 260 RUB The accommodation price minus accommodation and board discount: 1 300 RUB - 260 RUB = 1 040 RUB

...

Board and accommodation price:

...

1 000 RUB + 300 RUB = 1 300 RUB

...

The amount of the board and accommodation discount:

...

1300 RUB * 20% = 260 RUB

...

The accommodation price minus accommodation and board discount:

...

1 300 RUB - 260 RUB = 1 040 RUB

Calculating supplier’s discount
Assume that the supplier offers a double room with a 10 per cent discount - at the price of 1 000 RUB. The commission of the tour operator is 20%.

We should calculate the room price for the tourists and the amount to be paid to the supplier.

...

Room price for a tourist (amount that a tourist pays to a tour operator):

...

1 000 RUB – 10% = 900 RUB

...

Amount to be paid to a supplier:

...

900 RUB – 20% = 720 RUB

...

The tour operator’s revenue:

...

900 RUB – 720 RUB = 180 RUB

Calculating tour operator’s discount
Assume that the supplier offers a double room at 1 000 RUB with no discounts, but the tour operator provides a tourist with a 25% discount at his own expense. The tour operator’s commission here is 20%.

We need to estimate the room price for a tourist and the amount due to be paid to the supplier.

...

Room price for the tourist (amount that the tourist pays to the tour operator):

...

1 000 RUB – 25% = 750 RUB

...

The amount due to be paid to the supplier:

...

1 000 RUB – 20% = 800 RUB

...

Expenses of the tour operator:

...

750 RUB – 800 RUB = – 50 RUB

As we see, such a great discount costs only 50 RUB to the tour operator.

If two discounts (the tour operator’s discount and supplier’s one) are added to the tariff, and the Apply first discount that was found rule is enabled, then the calculation is based on the first discount found according to one of the schemes described above.

If the Apply all discounts rule is enabled when the discounts are added to the tariff, the final price of the service is calculated according to the following scheme:

• Supplier’s price for a double room: 1 000 RUB

• Supplier’s discount for a double room: 10%

• Commission to the tour operator: 20%

• Tour operator’s discount for a double room: 25%

Discount calculation:

...

Room price for the tourist (amount that the tourist pays to the tour operator):

...

1 000 RUB – 10% – 25% = 675 RUB

...

Amount due to the supplier:

...

1 000 RUB – 10% – 20% = 720 RUB

...

Expenses of the tour operator:

...

675 RUB – 720 RUB = – 45 RUB

Penalties

For self-operated accommodation, you can set cancellation charges and the terms of their application. Cancellation charges can be set for all the selfoperated products. The cancellation charges for all the products are created according to common scheme with minor differences. We will cover the process of creating cancellation charges in the subsequent section.

Setting Cancellation Charges
To set the cancellation charges for a self-operated product,

1. On the Navigation menu, point to a self-operated product of your choice and click it.

2. In the profile of the required product, on the Prices tab, click Penalties.

3. Click Create. The New penalty window appears:

   Image Removed

4. In the window specify the following information:

   1. Name: locate mouse pointer into the box and type and type the name of the penalty plan.

   2. Description: in the text field describe the penalty plan.

   3. Cancellation terms: in the group specify the conditions for penalties application and the cancellation charges:

      1. from the drop-down select the number of days before the service start date when the penalties are applied.

      2. select whether to calculate penalties in currency units or in per cent from a certain sum.

      3. in case the penalties are calculated in per cents, specify the price from which they are calculated: total price or a price for a particular number of nights/days.
         ℹ To add another penalty rule, click Add button .

   4. Penalties are active during: in the group, specify the tariff for which the penalty plan will be applied and the terms of its application. In case you have not yet set any tariffs, you can leave this group empty and configure penalty application later, on the Tariff settings page.

5. Click Save.

Penalty Calculation Rules
If the amount of cancellation charges within the tariff exceeds the price of the booked service, the agency repays a penalty equal to the service price to a tour operator.

If the amount of cancellation charges within the tariff is less than the price of the booked service, the agency repays a penalty at the rate which is set within the tariff to a tour operator.

Expand
title Example А
Assume that the tariff settings include a fixed penalty of EUR 100, and an agency books a room for EUR 50. Image Removed In this case if the service is canceled within the period of applied cancellation charges, the agency repay the tour operator a penalty which is equal to the payment for the room (EUR 50).

Expand
title Example B
Assume that the tariff settings include a fixed penalty of EUR 20, and the agency books a room for one night for EUR 50. Image Removed In this case if the service is canceled within the period of applied cancellation charges, the agency repays the tour operator a penalty which is set within the tariff, that is 20 EUR.

Expand
title Example C
Assume that the tariff settings include a penalty of 100% at the rate of the price for three nights, and the agency books a room for four nights for EUR 50 per day. Image Removed In this case if the service is canceled within the period of applied cancellation charges, the agency repays the tour operator a penalty which is set in the tariff, that is 3 * EUR 50 = EUR 150.

Expand
title Example D
Assume that the tariff settings include a penalty of 100% at the rate of the price for three nights, and the agency books a room for one night for EUR 50. In this case if the service is canceled within the period of applied cancellation charges, the agency repays the tour operator a penalty which is equal the payment for one night, that is EUR 50 Image Removed

Setting Price-Lists for Extra services

After creating an extra service, it is necessary to configure special price list for additional services, which will indicate the current prices.

1. On the Selfoperated products tab click Hotels.

2. Select the desired hotel from the list.

3. Click the Price-lists for Extra services tab.

4. Click Create button. The new window appears:

   Image Removed

5. In the General Information tab, specify the price-list name and days of the week when it is applied. You can also create different price-lists for week days and week-ends.
   🗒 Validity period of a price-list is specified when a price-list is added to the tariff.

6. On the Price-list for Extra Services tab, specify the prices and availability for services:

   Image Removed

   1. Price calculation: select a method of calculation of the final price of the service.

   2. Availability: set the availability of the service for booking. You need to select and set one of the following values:

      1. Mandatory- the service must be purchased obligatorily by the tourist when booking the room.

      2. Optional- the service is offered to a tourist during the booking, but it is not mandatory.

      3. Not available- the service is unavailable for booking and is not offered to a tourist. The default value is set to Optional. Note. If Unavailable is selected, the Price and Include in Penalty Charge boxes are unavailable.

   3. Include into cancellation charges: if the offer is canceled, the price of the extra service is included in the penalty charge. The charge is applied to the tourist along with that of the accommodation price.

   4. Include into mark-up and commission: the markup and commission, that you set in the contract settings, are used for calculation of the final price of the service. For the room reservation fee, markups and commissions are not required.

   5. Price: the price of the service. The payment currency is the hotel contract currency that is specified in the Contract tab of the respective hotel. You can taking into account not only meal, but also additional allocation type. Now calculations are available with the following conditions:

      1. apply to all allocation types (main bed + extra bed + sharing place);

      2. apply only to allocation;

      3. apply different percent amount to allocation and to meal type.

7. Click Save.

Commission

When you sign contract with suppliers, you can agree on getting commission from them. In this case you sell offers at the supplier's price and get commission for this.

...

As soon as different commissions can be applied depending on the reservation time (for example, during high and low season), allocation (main bed or extra bed), meal type, extra services, etc. - you can create several commission plans and then apply them to the required tariffs.

• validity period (usually divided into high / low season and coincides with the validity period of the tariff and price list)

• commissions for accommodation (main bed, extrabed, sharing)

• meal commissions

• additional services

• service commissions

Creating Commission
To create a commission plan:

1. On the My products menu, click Hotels and select the required hotel.

2. Go to the Commission tab.

3. Click Create. The following window appeared:

   Image Removed

4. On the General Information specify the name of a commission plan, default availability period and days of week when it can be applied.

5. Go to the Commission tab. Specify amount and terms of the commission.

   Image Removed

   1. Currency for commission calculation - is the currency in which the commission is set. By default the base currency of the hotel is used. But you can change it to any other value.

   2. Commission per:

      1. accommodation - specify different commissions for allocation and meal;

      2. service - specify single commission for the whole service including both allocation and meal.
         ℹ After you select the required option, you can specify different commission values for Main Bed, Extrabed and Sharing bed.

   3. Commission applied for the following room types:

      Image Removed

   4. Additionally you can specify commission for extra service - this is one time amount that a tour operator gets for the whole booking, is the commission value for all additional services that can be booked within the hotel.

      1. Base commission - is used by default for all new additional services. In this case after you create a new extra service, the system displays a warning message about adding it to the base commission.
         🗒 To copy the base commission for all services - click the Copy icon.

      2. If you want to specify different commissions for different additional services, enter the required value manually into the corresponding fields. If the commission is not paid for some service, leave zero (0 in the corresponding cell).

         Image Removed

6. Click Save.

Calculating Commission
When the order price is calculated, all commissions sums for all offer are summed up.

...

The price for a SNGL room with an extra bed for 2 adults is calculated in the following way:

Price and commission:

...

In this case:

...

The total price of all booked services is:

...

500 EUR + 200 EUR + 10 EUR = 710 EUR

...

The price to be paid by a tour operator to a supplier is:

...

(500 EUR –10%) + (200 EUR – 5%) + (10 EUR – 0%) – 5 EUR = 450 EUR + 190 EUR + 10 EUR – 5 EUR = 645 EUR

...

The tour operator gets the following commission:

...

710 EUR – 645 EUR = 65 EUR

...

Let’s consider the same example but in this case the meal is charged separately.

Price and commission

...

In this case:

...

The total price of all booked services is:

...

500 EUR + 200 EUR + 10 EUR = 710 EUR

...

The price to be paid by a tour operator to a supplier is:

...

(500 EUR –10%) + (200 EUR – 5%) + (10 EUR – 0%) – 5 EUR = 450 EUR + 190 EUR + 10 EUR – 5 EUR = 645 EUR

...

The tour operator gets the following commission:

...

710 EUR – 645 EUR = 65 EUR

...

Let’s consider the same example but in this case the meal is charged separately.

Price and commission

...

The price to be paid by a tour operator to a supplier is:

...

(500 EUR –10%) + (200 EUR – 5%) + 100*2 + (10 EUR – 10%) – 10 EUR = 450 EUR + 190 EUR + 200 EUR + 9 EUR – 10 EUR = 839 EUR

...

The total price of all booked services is:

...

500 EUR + 200 EUR + 200 EUR + 10 EUR = 910 EUR

...

The tour operator gets the following commission:

...

910 EUR – 839 EUR = 71 EUR

Availability

Seat allotments settings
With the seat allotments you can indicate the number of seats that are currently available and specify the dates of service booking.

...

To set seat allotments,

1. Select the necessary operation from the list:

   Image Removed

   You can select the following operations:

   1. Set up allotment: set up a number of allotments (guaranteed quotas) allocated to you by the supplier.

   2. Terminate allotment: cease sales for a certain period. For instance, if the supplier recalls the allotment.

   3. Block out: set up periods when the service is not available for booking, for instance, during fairs and exhibitions.

   4. Set release: release is the number of days after the booking when the supplier does not guarantee the allotment and therefore confirmation of the service availability from the supplier is required.
      Example:

      1. Suppose today is January 1.

      2. You have an allotment for 10 units (10 hotel rooms or 10 seats on a charter flight, etc.)

      3. The release lasts for 7 days according to the agreement with a supplier.

      4. This means that you can book up to 10 services a day, starting from January 8.

      5. The bookings that are made from January 1 to January 7 are not confirmed automatically and are processed “upon request”.

   5. Set be default: resets the number of allotments to the initial value (0, by default means, that the hotel is available upon request only).

2. Set up operation parameters.

   Image Removed

   You can select the following parameters:

   1. Period (from - to): the period of time when the conditions are applied.

   2. Days of the week: select All to choose the allotment conditions for the whole week. If you need to limit the availability of the service, for instance, set allotments for week-ends only, select the respective check boxes manually.

   3. Sub-allotment: Creating sub-allotments allows you to specify different sales conditions within the allotment group provided by the supplier. Created sub-allotments are available in the Sub Allotment drop-down.
      To create a sub-allotment,

      1. Click Create Sub Allotment. The Add Sub-allotment window appears:

         Image Removed

      2. Enter the name of the sub allotment.

      3. Click Save. The sub allotment appears on the sub-allotment list.

   4. Category: room categories included into the allotment, for instance, the "comfort" category.

   5. Room type: room types included into the allotment, for instance, "single".

3. Specify the number of allocated units in the Quantity group.

   Image Removed

   When limiting the number of allocated units, select one of the following options:

   1. Upon request: during the booking you should make an additional request about the availability of the service from the supplier. Instant confirmation of the service is unavailable.

   2. Unlimited: the number of services that can be booked is unlimited. This service is confirmed immediately.

   3. Limited: the number of instantly confirmed services is limited. Once the allotment provided is exhausted, you can only make new bookings if the Allow Overbooking check box is selected. In this case the services are offered “upon request”, this means you have to contact the service supplier to check if the booking can be confirmed, if not, further bookings will be impossible.

Expand
title The allotment management can be illustrated with the following example
Suppose you have an agreement with the supplier on 25 single rooms of the Comfort category to be booked from June 1 to June 30 and all double rooms are offered upon request. To set this number of guaranteed allotments in the system: Click Create Allotment. Set the time span from June 1 to 30. Select the required allotment, category and room type. In the Quantity group, click Limited and specify the number of rooms that you can offer. Image Removed Click Update. The number of guaranteed rooms that you set appears on on the diagram: Image Removed and in a table report: Image Removed All conditions of the availability configured in this block are taken into account during the booking. For example, during the booking of the hotel, single rooms of the Standard category are displayed as available in the search results, while double rooms are displayed as available upon request. Adobe Flash Player is required for browsing the available blocks of seats via the Internet Explorer web browser. Once a room is booked for a certain period, the number of available rooms respectively decreases: Image Removed

Changing the Number of Allotments
In some cases the effective management of allotments requires decreasing or increasing the number of allocated units. To change the amount of allotments,

1. On the Availability tab, in the Quantity group, click Limited, and then select the required function from the drop-down:

   Image Removed

   The drop-down list includes three functions:

   1. «+» - add the number of seats specified by the user to the existing allotment.

   2. «-» - decrease the amount of seats by the number specified by the user.

   3. «=» - set the number of seats specified by the user.

2. Click Update.

Let us consider the following examples.

...

Suppose that for the given accommodation type, five allotments are set. Three of them are booked and four more units are to be added. To add the allotments,

1. On the Navigation menu, point to Self-operated products and click the product of your choice.

2. Click the required product name.

3. In the product contract, go to the Availability tab.

4. On the Availability tab, in the Quantity group, click limited and select "+" from the drop-down.

5. Set the Amount of seats parameter to 4.

   Image Removed

6. Click Set. The total number of available seats (allotments) changes to 9 (5+4), including 6 (2+4) allotments available for booking and three booked once.

   Image Removed

 Setting blockout dates

To set blockout,

1. Click Blockout;

2. Select sub allotment, category and room type for which you set blockout;

3. Click Set blockout;

4. To reset blockout click Reset blockout. This function permits to cancel all previous settings on block-out with saving all other allotments.

...

Viewing List of Accommodations

To view the list of accommodations, go to Selfoperated products and click Hotels. All the previously created accommodations are arranged in the table:

...

• The entries in the table are sorted by the Name. In order to change the sorting criterion, click the corresponding column head (e.g. Country, City, Supplier, etc.)

• In order to change the order of sorting, click the column one more time. For example in case sorting by name is applied, the entries in the table are sorted from A to Z. To apply the reverse sorting order, click Name column head. The entries are now sorted from Z to A.

• In order to create a copy of accommodation contract, in the Actions column, click Copy opposite the required hotel. The accommodation contract appears, where you can make necessary changes and choose the required accommodation description.

• In case the number of entries in the list is sufficient or if you need to find a particular accommodation, use the search form at the top of the page:

  Image Removed

• In the search form, fill in the boxes and click Search. The list of hotels will be contracted to those fitting your search criteria. To clear the search form and return to the initial state, click Reset.

• In order to download the list of hotels as XLS/XLSX-file, click . The list of entries displayed on the page will be downloaded to your computer.

Viewing/Editing Accommodations

To view or edit accommodation,

1. Go to Self-operated products and click Hotels.

2. In the table of results, in the name column, click the required accommodation. The accommodation contract appears:

   Image Removed

3. In order to edit accommodation contract,

   1. Go the required tab and click Edit to switch to editing mode.

   2. Make necessary corrections.

   3. Click Save.

4. In order to edit accommodation description,

   1. click View the hotel description.

      Image Removed

   2. The accommodation description page appears:

      Image Removed

   3. On the accommodation description page, go to the required tab (e.g. Detailed description, Location, etc.) and click Edit to switch to editing mode.

   4. Make necessary corrections.

   5. Click Save.

Associating Accommodation Contract with Another Description

In order to associate an accommodation contract with another description,

1. Go to Self-operated products and click Hotels.

2. In the table of found entries, click the required one. The accommodation contract appears:

   Image Removed

3. Click Edit to switch to editing mode.

4. Click Associate with a new hotel description in order to create a new description for the accommodation contract. Fill in the information on the tabs as it was described in Creating a New Accommodation Description.

5. Alternatively, click Associate with an existing hotel description to select a new description from the list of previously created or import a hotel description from external suppliers. To search for description follow the steps described in Creating a New Contract for Existing Accommodation.

6. Click Save.

Deactivating Accommodations

In order to deactivate accommodation,

1. Open the contract of a required accommodation:

   Image Removed

2. Click Edit.

3. Clear the Active check-box. The accommodation will be moved to archive.

   Image Removed

4. Click Save.

The deactivated hotels are not deleted permanently. They are moved to archive and can be restored. To view archived entries, in the table of selfoperated accommodation, click Archive:

...

To restore the archived accommodation, repeat Step 1 and Step 2, then select the Active check-box and click Save.@