Allocation Return Manual

There are a few steps in order to pull together the full Allocation Return document:

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Step 1 – Dealing with Cancellations

You want to check if there are any cancellations that need to be released first of all (this is usually done in bulk in advance of the allocation return however always worthwhile checking).

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Go to Operations within TP and Select Bulk Messaging – Under Saved Sections you can select “Allocation Return 2019”

Filter - You can change the From and To dates in which you are returning the allocation for. You would then amend the Supplier to the hotel you are working on all other fields can remain the same.

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Service Status - AC / AL / CH / OQ / PA / PF / PP / TX / OP

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Filter 2 – No changes required here

Filter 3 – No changes required here

Services – Once selected this will give you a list of all the bookings that are live in the system for that allocation hotel. Here you can look through and pick out any services that need to be cancelled (BKG Status on XX or QL) or (Srv Status on TX). Amend these in TP as required – Either releasing the allocation or holding via CH.

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Once you have cleared out any cancellations you can click back onto Bulk Messaging and follow the above steps once at the services tab you can select “Tag” which will select all services and go to SEND using Message code c (Gr Accomm Bulk Hotel Confirmation). Set your output as File, select Edit message prior to send and then press Send. You will need this report later in the process

Step 2 – Allocation Usage Grid

Now we want to pull a report telling us what allocation has been used on any given date. Go to Operational Reports within Tp and under Database you can select product availability.

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Page 1 - You can change the From and To dates in which you are returning the allocation for. You would then amend the Supplier to the hotel you are working on

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Service – Untick all and select only AC

Split Code – Untick all and select only GE & GF

Page 2 – No changes required here

Go to Screen and Print a copy off (make sure to check your printer preferences are set to A4 to keep it all on one page)

Keep this screen open to use later on in the process

Step 3 –

You now want to take your printed Allocation grid along with your Bulk Message report you have open and go through each date ensuring the correct number of rooms are held. Where rooms are missing, please mark this on the sheet to use later on in the process.

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You come across some anomalies and each of these should be dealt with on a case by case basis. Have Group Book & the Allocations app easily accessible so you can check specific dates/groups as required.

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If you come across any large problems or unresolvable dates please speak with your Line Manager before continuing

Once you have completed the full month/year you can move on to the below

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Step 4 –

You now want to go back to the Allocation Usage Grid you pulled earlier – Click back onto Product Availability and press Export at the top. You can save the document as follows – N;Drive / Scotland / Groups / Returns & Hotel Updates / 2019 (Year) / 1 – January (Month the return is being actioned – You may need to create a new folder)

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Save the document as HOTEL NAME AL Return – Month Year – This will need to be saved as an Excel file and not CSV.

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Step 5 – List of Bookings

Go to Operational Reports and under Operations select Service Status

Page 1 - You can change the From and To dates in which you are returning the allocation for.

Service – Untick all and select only AC

No other changes required here

Page 2 - You would then amend the Supplier to the hotel you are working on

No other changes required here

Page 3 – No changes required here

Page 4 –

Booking Type – Untick all and select only GR & GT

No other changes required here

Page 5 – No changes required here

Check for any cancelled bookings or groups on OP to clear down – Then redo step 5.

Now select Export and save this to your desktop (Supplier Code Bookings Jan 2019)

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Step 6 –

Now that all the documents are ready to go you can collate them all onto the one file and format as required.

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Open the document you saved in Step 4 (the allocation grid) – Create a new worksheet and copy the list of bookings you saved onto your desktop over. You can now use the below formatting instructions to complete the look.

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Step 6 – Formatting

Each of you should have a copy of the Macros saved to your desktop – If you open this up it will allow you to use the saved formatting

Rename Worksheet 1 to Hotel Name DATES Month Year

Rename Worksheet 2 to Hotel Name BOOKINGS Month Year

Worksheet 1 – Copy the Hotel Name from Column B2 over to Column J1 then delete columns A – I go up to View and select Macros / View Macros – Use the one called Allocation Grid Month or Allocation Grid Year as required

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Worksheet 2 - go up to View and select Macros / View Macros – Use the one called Bookings List

Save the Document and email the hotel with the Email template you should have saved in your drafts ensuring to update the Subject and content to show the corrects months etc

Any queries regarding any elements of the process please see your Line Manager.