Foreign Independent Travel
How to proceed with closing allocations:
Open the “Alma Allocation Closing” – insert the PW (yebba) and this is what it will appear:
Please note that the only Tabs that needs to be in the document are Main, Closed events and XAlloc events – nothing else should remain in the program after using it.
Now you can start importing the 2 documents in the programme:
Go to Stop Sale file and click YES to the below – it will save a backup copy in case the system crashes during the utilization:
Then go to Agents Allocations file and select the correct Allocation Chart
Now that both documents have been added to the program you need to click on Check Lists: this is done to double check that everything is in order between the 2 documents we imported.
If there is an error, it means that something is not working properly and must be checked. If everything is in order, you can proceed.
Now you will have the list of the months and this is an example of one of those:
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The clear box means that we still have allocations available on this date.
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The yellow box with the X, means the dates has been previously closed out
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The red box with 0 in it means that we have no allocation left and needs to be checked to decide if the date will be closeouts or if we leave it open (if the hotel is selling at reasonable rate usually we keep it open as they might confirm our contracted rates).
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It’s possible to close dates whit clear box (in case of events or MBs) however you will need to manually type a zero in the box and then proceed.
Now it’s time to close the dates – ONE hotel at the time:
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Click on the box (date) you want to close and press CTRL + SHIFT + letter C; the letter C will appear in the box of the date you with to close. Continue selecting all the dates to close for all the different months.
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When you finish with one hotel, go on the hotel name tab and press CTRL + SHIFT + letter P – this will process the email to be sent to the agents to advise of the closeouts.
Then send the email.
NB: Please be aware that the agent email should be updated by the account handler at the beginning of the year in the Allocation Master Chart and they have to inform you in case the email changes – all the contacts will be in BCC, I suggest to send the email to yourself and save both copies (sent + received).
When you have done all the closeouts for the hotels you have to return on the MAIN tab and Export Changes: this has to be done every time you decide to leave the program.
Save before closing the program.
All closeouts emails you SENT (the received one can be ignored) must be moved to the Public Folder:
FIT & Online > Agents Close Outs > Closeouts 2018