Accommodation
One member of the accommodation team (Currently Louise) checks the new bookings report every morning. ..\..\Reports\2018\New Bookings Report.xlsx Any Ad Hoc groups with the status NW, NO or AM are divided among the team to be worked on. The team member will assign groups by entering the assignees names in the Agent Reference Field in the Header Details in TourPlan.
Assignment of groups
Once all groups are assigned for the day, he/she will send an email to the team to advise that the groups are assigned for the day. Each member of the team then refreshes the report to see what groups have been assigned to them.
Printing bookings
Once a group has been assigned to an Accommodation Executive, they need to print the FAS and change the status to indicate that it is being worked on. In order to print the FAS directly from TourPlan, there needs to be at least one service line entered into the booking (usually a ZOFFER line). To print the booking, click on send and enter the code FASN and click send. The FAS should print directly from the default printer. The status is then updated to WO if the booking was previously on NW or AM or OP if the booking was previously on NO.
Checking for Space
The accommodation uses 4 different methods to find accommodation for Ad Hoc Groups
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Internal Allocation
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CH Report
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XX Report
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Requesting Space directly with hotels
Internal Allocation
To check if space is available from allocation open the allocation report. ..\..\Reports\2019\Apr -Oct Availability Report 2019.xls Make sure that content is enabled and refresh the report. It is vital to refresh this report regularly as it is live and changes constantly. The report has a tab for each month and each tab in divided into different areas.
XX Report
The XX report ..\..\Reports\2019\IRL_Bookings 2019.xls is comprised of accommodation booked for groups which have since cancelled. The accommodation monitors the report regularly and releases back space with long cancellations or which is unlikely to be reused. The report is ordered by date.
If you find space on the XX report you would like to use, you can block it so that others know that it is being held. To do this, go to the booking in tourplan and type your name “offered” and the reference of the group you would like to use the space for in the suppler confirmation. The word “offered” causes the line to be highlighted in yellow on the XX report to indicate that this space has been blocked and cannot be used for the moment. Once you are sure the space is needed for your group, the hotel needs to be notified of the change.
CH Report
The CH Report is very similar to the XX report and the same procedures apply. This report shows accommodation which is booked on confirmed groups but is no longer needed for this group.
Email Hotels directly
If no suitable space can be found from allocation or on the CH or XX report, space can be requested directly with the hotels. It is important not to send excessive requests to multiple hotels immediately unless the request is for a known difficult date. Sending too many requests and regularly not confirming space when it is offered can damage the relationship with the hotel and they may be less likely to offer space in the future.
Entering a line into Tourplan
When space has been located for the group, the correct line then needs to be entered into tourplan to confirm the space as follows:
E.g: Hotel Killarney has offered space for 25th October 2018 x 1 nt at contract rates
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Open Group Book
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Enter Group Reference and click Find
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Click on Service List
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Click Insert
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Fill in Date: 20th October 2019 in this example
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Sequence: Always 90 for accommodation
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Location: KER (first 3 letters of the county, Kerry in this example)
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Service: always AC
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Supplier: HOT (first three letters is enough to narrow down the selection or you can enter the full supplier code if known)
10. Click scroll services
11. Select correct meal basis (DBB in this example)
12. Update “night” if more than one
13. Change status from TB to AL if from allocation or OK if confirming
space directly with Hotel
14. Click Save
Send confirmation
If space has been offered extra to allocation, a confirmation needs to be sent to the hotel from Tourplan to confirm the space.
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Click on the line you want to confirm to highlight it
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Click Send
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Each market has its own message code e.g ACCG for German Market. You can type this in Message Code or click on the drop down menu to select from a list of options.
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Change Output to Email
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Click Edit
6. Double check all details are correct on confirmation
7. Change <sep:op:1> to youremailaddress@abbey.ie and click send. Click on any email address in the Phonebook and click OK
8. When prompted, click allow. The confirmation will be sent your
email address.
9. Reply to the hotel email offering space and attach the confirmation
in order to confirm the space.
10. Move this email from your sent items to the Public folder
Handing a group back over to BD.
Once all locations on the file have a hotel booked, the file needs to be handed back over to BD.
N.B a file cannot be handed back over to BD if more than one hotel has been booked for the same date.
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Fill in the FAS
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Click send
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Enter message code BRAC
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Click edit – the below message format will appear.
5. Copy all the text in the message and click cancel
6. Go to Notes – Itinerary 1 – FAS
7. Paste the BRAC above at the top of the FAS
8. In T&C’s enter any special terms and conditions which apply and also
the name of the contact in each hotel. If a hotel in booked from
allocation, enter AL
9. Add up the twin rate of each location and enter the total in “Total
Spent”
10. Take the total spent from the Grand Total and enter the total saved
11. Enter todays date in “Date Returned to BD “
12. Double check everything on the FAS is entered correctly and click
Save
13. Go to Header details
14. Change the status from WO to CO.
15. Email the BD account handler to advise that this has been done.