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Creating hotel contract

Creating hotel contract

Owned by Tatiana Kasperovich (Unlicensed)
Last updated: May 10, 2023 by GP Support Admin
5 min read

The first tab is for general contract conditions.

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

  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:

  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,

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

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

  3. In the New guest window, specify the following information:

    • 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.
      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.

  4. Click Save.

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

Creating Tips (Internal Notes for documents)

For more convenient work with tips in reservations, Internal notes for products are shown in reservations on the service level. 

This feature is available only if "Tips and notes" module is turned on.

User can specify whether it should appear within:

  • Invoice

  • Quotation

Creating Add-ons

Add-ons functionality helps to link different separate products (added manually to the system as direct contracts) to each other. As sometimes suppliers may provide various products we added the possibility to link products as separate services to other products, e.g. transfer to hotel. 

These settings allow to display add-ons service/s on the booking page on the Website or via API. Within new settings Add-ons for selfoperated products in the Back office implemented to view the add-ons on the booking page of the main product on the Website. When the main product with add-ons is booked services are displayed as separate ones in reservation.