This section will feature the elaborate loading process corresponding to the system attributes:
Step 1: Select “Create a new contract”
Step 2: Select “Contract Ver. 1”
Step 3: Once the “Contract ver. 1” is selected, the below screen appears (as per Image Illustration). The following details need to be updated on this screen:
- Reference: Reference is used to define the contract/ promotion name. This is solely used for searching internally only and is not visible a t B2B or Booking level. The standard for defining the contract name or promotion name is as below:
- Contract: “DA(Desert Adventures)+Supplier Code_Contract No.” For Example, if we take the supplier Jumeirah Mina’a Salam with the accommodation code “MIN001”, then the first contract let’s say for the period of 2020 2021 will be named as“DAMIN001_Contract 1”; once we receive the second contract for the next season for the same supplier let’s say for the period of 2021 2022, it will be named as “DAMIN001_Contract 2” and so on.
- Contracting Company: Desert Adventures by default.
- Continuation: Continuation is a functionality used to link the first contract with the second contract for consecutive periods (not applicable while loading a new contract) for the rates to be available for booking over the overlapping periods. For example, if we have Contract 1 loaded until 31.10.2020 and a Contract 2 loaded from 01.11.2020; then we use the continuation function in the second contract to link it to the first contract. This will ensure the continuity of rates over overlapping periods.
- Contracting Division: FIT Country (Country to be selected based on the contract destination). For example, for UAE we will select FIT UAE, and For Seychelles, we will select FIT Seychelles.
- Contract Type: Hotel to be selected.
- Source: TBX by default.
- Accommodation Code: This functionality is used to map the supplier to the contract being loaded. To map the supplier:
- Select “Search Accommodations” next to the code.
- Type in the code of the supplier ( or the name of the supplier if you do not know the code).
- Double-click the supplier to map the same to the contract.
- Supplier:
- If we are liaising with the hotel directly; then select “Direct”.
- If we are liaising with the hotel through a third-party supplier who will load the hotel contract; then select “Search Supplier” next to the code. Type in the code of the supplier (or the name of the supplier if you do not know the code). Double-click the supplier to map the same to the contract.
- Valid Period: From and To dates to be loaded based on the contracted valid/ stay period.
- Sales Period: From and To dates to be loaded based on the contracted sales period/ booking window. For a new contract, the booking window is generally kept as From the date of loading the contract/ To: the to date of the stay period of the contract.
- Status: As the term suggests, this functionality is used to define the status of the contract. The status should be updated as below:
- During the loading process: “In Progress” the contract remains inactive.
- After Checking, to approve the contract: “Completed” the contract is active and live.
- To deactivate the live contract: “Cancelled” the contract will be inactive immediately.
- Stage: This is codependent on the above function and is used to define the status of the contract. The stage should be updated as below
- During the loading process: “Loading” the contract remains inactive.
- After Checking, to approve the contract: “Available for Sales confirmed” the contract is active and live.
- To deactivate the live contract: “Cancelled” the contract will be inactive immediately. (Same as above)
- Reason: Unlike the above two stages, this functionality does not determine the status of the contract. This is solely used for internal purposes only. The reason should be updated as below:
- During the loading process: “Closed for sale”
- Live contract: “Open for sale”
- Deactivated Contract: “Closed for sale”
- Rate type: To be selected as Nett
- Net Currency: Currency to be selected based on the destination. For example. AED UAE Dirham (For UAE hotels).
- Others: Sell alone is checked as default, others such as Group Rates / HBSI should remain unchecked.