1. Check the generic rates vs the budget Do they match?

   1. If not, is there a note in the FAS or in an email from BD (Should always be saved in AC notes)
       

2. Are the locations central or surroundings?
    

3. Email BD account handler to advise you have picked up the booking and highlight any concerns or potential problems at this stage
    

4. Check allocation

   1. Using our Availability spreadsheet or report (depending on time of season)
       

5. Check booking overview to see if any CH, TX or XX hotels are available
    

6. Then request other hotels

   1. Use the New Hotel List to search for hotels.
       

7. Do not necessarily always offer the cheapest booking if client wants to spend the budget.
    

8. Only MN according to guidelines (must be approved by manager)
    

9. Once complete, inform BD that the booking is complete. They need an email as they will often not review the booking until later. Therefore the email needs to highlight the following:

   1. if there is a difference in what has been requested and we have offered e.g. 3 star not 4 star, Mallaig not Fort William.

   2. If there are options that will expire and the deadline

   3. If there are any majorly different terms to pay attention to

   4. This email should at all times be saved in the AC Notes of the booking.

 

LOADING:

1. Check the Terms & Conditions in “Enquiry Notes” in the Database to make sure they are correct before loading.
    

2. In Groupbook, enter in the booking reference & select “Find”
    

3. Click on “Service list”
    

4. Click on the “Insert” tab (you can use the TAB button to easily navigate between the fields):

   1. Enter in the service date or day number (i.e. if it is the 1st night of the group, you can enter 1)

   2. Change the sequence from 10 to 90 (or leave if it comes up as 100 or 110 etc)

   3. Enter the Supplier code (it can be found in Creditors via Tour Plan)

   4. Click on the “Scroll Services” Tab

   5. Choose a meal option (GBB/GDBB) and double click the selection

   6. Enter in the number of nights

   7. Enter the relevant status – e.g. OK / AL / OP / WL etc

   8. SAVE then and insert the rates if the rate window appears.
       

5. Back to “Service List”
    

6. Double click on the  icon to update the supplier confirmation field with the required details
    

7. Update the Supplier Message if needed

   1. For above three steps, please refer to 3_SOP_Notes and Terms & Conditions on TP.docx
       

8. Highlight the relevant service line to send the confirmation to the hotel
    

9. Press “send” and select the correct message code (Confirmation General- ACCA for OK bookings etc.). Select email option and then press edit

   1. For series, wait till all groups are loaded and bulk message any confirmations
       

10. Check the attachment for correct rates/dates/hotel contact/T&C’s then check the correct name is in the email
     

11. Select “Send” and choose the correct email contact in the window that appears and press “OK” – Wait for the email to send before pressing “Allow”
     

12. To update the FAS:

    1. AD HOCS: select “Notes” then “Itinerary 1” and onto “FAS”

    2. SERIES: in the Excel FAS as saved in the Final Arrangement Sheets folder

    3. Enter in the correct information including Property (hotel) and Spent BB or DBB (per person x number of nights) T&C’s, Supplements, any information out of the ordinary, etc. and Save
        

13. Once completed, go to Header Details and change the status to what is appropriate (CO or OP)