For proper system functioning you should configure your suppliers. Otherwise you will not be able to search and book products and services.
There are 2 ways to configure the suppliers:
You can connect to external suppliers via XML API;
You can create your direct suppliers for self-operated products.
Connecting External Suppliers via API
Each connection is treated as a separate module, so surcharge may apply
If you work with global distribution systems or worldwide consolidators (Amadeus, Hotelbeds, Tourico, etc.) you may have them automatically connected to your company account.
To connect them, please, write a message to GP support team (support@espresso.travel). Into the message include the following:
Supplier name;
Your TEST or LIVE credentials;
The contacts of a person from supplier side.
The configuration will be done by technical staff of GP Travel Enterprise and you’ll be informed once the supplier is connected. After it is done - you will receive actual offers and prices directly from suppliers in real-time, and will not need keeping, managing or synchronizing this information manually.
Specifying Preferred Currencies for External Suppliers
The rates for products and services from the suppliers are displayed in the currency set in the contract with a supplier. Depending on the agreements with each supplier rates for travel products and services can be displayed in EUR, USD, GBR, etc. Some suppliers allow to display rates only in one particular
currency (for instance, Hotelbeds provides rates in EUR or GBR), while others allow to designate any other currency for the selected country.
To configure the list of currencies by countries,
On the Navigation bar, point to Suppliers and click Currency settings for external suppliers.
Click the required tab corresponding to the supplier of your choice.
Select the currency of your choice from the drop-down opposite the country name.
Click Save.
The figure above is an example. The number of suppliers displayed in the figure may differ from that of yours.
In case you want to change the default currency for all countries for a particular supplier,
On the Navigation bar, point to Suppliers and click Currency settings for external suppliers.
Click the required tab corresponding to the supplier of your choice.
Click Mass edit. The Mass edit window appears:
From the drop-down, select the currency of your choice.
Click Save. The selected currency is now applied for all the countries for the
selected supplier:
Click Reset to return to the default configurations.
Managing Direct Contracted Suppliers
To develop a self-operated product, you should first create profiles of the direct contracted suppliers of travel services (hotels, transportation companies, excursion agencies, etc.). For example, you have bought several allotments at a hotel. You have a direct contract with the hotel. There are no intermediate
suppliers and consolidators. Then, to manage the reservations of the allotments, you should create a profile of the direct supplier - in our example - the hotel from which you have bought the allotments.
Creating a New Supplier
To create a supplier profile,
On the Navigation bar point to Suppliers and click Suppliers.
On the Suppliers page click Create. The Create New Supplier page appears:
Enter information about the supplier in the mandatory fields. The fields to be filled in mandatory are marked with an asterisk (*).
Click Save.
Depending on your tariff, there can be certain limitations on the number of created suppliers. If you reach the limit, you will not be able to add a new supplier company. After clicking Create you will see the respective message.
Managing Supplier Users
After suppliers are created you can create products from these suppliers and sell them. However if supplier users are not configured a supplier will not have access to the system (a so called extranet for suppliers). It means that a supplier will not be able to browse its reservations and manage them. In case you want to grant suppliers with access to the system for them to add product descriptions, prices and allotments on their own as well as browsing/confirming reservations - you should create supplier users. The user with managing rights gets access to GP Travel Enterprise and is able to operate in the system from the supplier's side.
To create a new user,
In case you continue the creation of a supplier company, proceed to the Users tab immediately after filling in the data on the Information tab.
Alternatively, on the Navigation bar, point to Suppliers, and click Suppliers. Click the supplier of your choice. Click Users to proceed to the Users tab. Click Edit to switch to editing mode.
On the Users tab, click Create. The Create New User page appears:
Fill in the required information. The fields to be filled in mandatory are marked with an asterisk (*).
Click Save. The created user is displayed in the list of supplier's users.
With the code of the newly-created company, a user name and a password, you can provide your suppliers with access to GP Travel Enterprise, so they can:Add new and change existing descriptions of services;
Update prices and manage pricing policy;
Manage the availability of rooms.
Managing Supplier Offices
Creating supplier offices can be particularly helpful in case your direct contracted supplier functions in different locations and you have differing regulations with their offices.
To create a new supplier office,
On the Navigation bar, point to Suppliers and click Suppliers.
Click the supplier of your choice.
Click Offices to proceed to the Offices tab.
On the Offices tab, click Create. The New Office window appears:
In the window, fill in the required information. The fields to be filled in mandatory are marked with an asterisk (*).
Among other please pay attention to the following fields:Type: from the drop-down select either place in the city or airport. Depending on the selected item, the subsequent fields will be either Street and Postal code or Airport.
Map: after you enter the office location or select an airport from the drop-down, click Map to see the location on the map. The address date are automatically processed and the location on the map is shown.
Latitude, Longitude: to see the location on the map or to correct the location, you can type either the office address or coordinates. Locate mouse pointer into the Latitude and Longitude boxes and enter the office location coordinates.
Click Save. The created office is displayed in the list of supplier's offices.
Configuring Common Settings both for External and Direct Suppliers
Managing Supplier Invoices
You can set the parameters which define the look of invoices from suppliers.
On the Navigation bar, point to Suppliers and click Suppliers.
Click the supplier of your choice.
Click Invoices to proceed to the Invoices tab.
Click Edit to switch to the editing mode.
On the Invoices tab, specify the following information:
General parameters are set by default. However you can configure or change them manually if you need any correction. The parameters include:
Next invoice number: by default the numbering of invoices starts at 1. However, you can change the invoice numbering starting from any other number.
Issue invoices for services, possibility to issue several invoices for one reservation: if you click the item you will be able to issue several invoices for one reservation. For example, accommodation and excursion bookings are included into one reservation. Then you can issue separate invoices for
accommodation service and excursion.Always issue single summary invoice for all services in the reservation: If you click the item the system allows issuing only one common invoice for the whole reservation. Irrespective of the number of services included, one single invoice will be issued.
Issue separate invoices for cancellation fees and for credit notes: if the check box is clear one single invoice is issued. Select the check box to issue separate invoices for cancellation fees and for credit notes.
Invoice: specify a template for the invoice header.
Credit note: specify a template for the header of the credit note . Invoice for cancellation charges: specify a template for the header of the Invoice for cancellation charges.
Banking details and other information to fill invoice: bank details necessary for issuing an invoice.
When generating invoices, the company details that you specify in Company details are
used. In order to avoid duplicating records in the invoices, do not add company details that you
already specified in the Company details menu (for example, VAT number) to this field.Comment: in the Comments box you can enter a phrase template {due date} for setting payment deadline that is displayed on the invoice. You can set payment deadlines in two ways: specify certain period after the event (for example, 3 days after the invoice is issued) or before the event (for example, not later, than 7 days before the check in) within which the invoice should be paid.
Pay invoice within: a number of days after some event (for example, invoice issuing), during which the invoice must be paid.
Invoice currency: select base currency or the supplier’s currency or both. If the invoice is issued in currency other than the base currency the conversion cross-rate should be also specified.
Adding an image to the invoice template: you can add an image to the standard invoice template, for example, a signature or a seal:
To upload an image from your computer,
in the Upload file group, click Add.
Browse to the picture you want to upload and click Open.
Click Upload.
To upload an image from an external web-source,
Click Upload via link to expand the form.
Locate mouse pointer into the text box and enter the web-link where the required image is stored.
Click Upload.
6. Click Save to finish the process of configuring invoices.
Managing Supplier Contracts
In order to regulate the relations with direct contracted suppliers, you should configure contract terms. To set the contract terms,
On the Navigation bar point to Suppliers and click Suppliers.
Click the supplier of your choice.
Click Contract to proceed to the Contract tab.
Click Edit to switch to editing mode.
On the Contract tab, fill in the data as it is described in Managing Contracts (see the required section.)
Click Save.
Browsing Suppliers
To search for particular suppliers, both external and direct,
On the Navigation bar point to Suppliers and click Suppliers.
Use the search form at the top of the Suppliers page:
In the search form, specify the search parameters of your choice:
Type: from the drop-down, select either supplier or external GPTS. The supplier item applies to the direct contracted suppliers. The item external GPTS applies to the external suppliers and consolidators.
Country: from the drop-down, select the country of supplier's location.
City: after you have determined the country, select the city of supplier's location from the drop-down.
Name: locate mouse pointer into the name box and type the name of the supplier you search for. After you type a character, the system displays the list of suggestions containing the defined character. If you do not see the required name in the list, type some more characters - it may appear later.
Company code: locate mouse pointer into the box and type the company code ascribed to the supplier upon creating the supplier profile.
Registration: specify the period of time during which the supplier company was registered in the system.
Number of reservations: specify the number range of reservations made by a supplier you search for.
Current balance: specify the financial balance of the supplier(s) you search
for.
Click Search to initiate search process. Alternatively, click Reset to clear the search form.
In the list of connected suppliers, both external and direct suppliers are displayed. To view the list of connected suppliers,
On the Navigation bar, point to Suppliers and click Suppliers.
The Suppliers page appears displaying the list of all the connected suppliers:
In the list of suppliers,
Click the supplier of your choice in the Name column to open the supplier's profile.
Country, City, Phone and E-mail columns display the location and contact information on a supplier.
In the Registration column, the date of registering in the system is displayed.
In the Number of reservations column, the number of reservations conducted with a supplier is displayed.
In the Current balance column, the balance of supplier account is displayed. Click the
sign to proceed to the supplier statement of account page and see the list of supplier transactions.