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In this lesson you will learn how to:

  • Create a Booking Code
  • Add a new Supplier Address

Introduction

Discussion
The naming convention for all booking codes and service selections should comply with the following guiding principles:

  • Must cover all products in group wide inventories
  • Must be unique for all services
  • Must comply with all K2 systems incl. DaVinci (system restrictions)
  • Should follow a common structure/logic
  • Should be easy to comprehend, if feasible ("speaking code")
  • Should be based on market standards where ever possible (IATA, UN, OTA, ISO)

Create a Booking Code

Discussion
A Booking Code identifies a product or service, for example, a hotel, excursion or package. Linked to the booking code is the detail of the product, for example the hotel address, supplier information, room types etc.
Scenario
Our Product Manager has negotiated a new contract with the Blue Horizons Garden Resort. In this lesson we will create a Booking Code for the Blue Horizons Garden Resort in Grenada.
Step-by-Step: Create a Booking Code

  1. Select Travel > Services. Alternatively select the icon.


The Master folder is displayed and each POS branch Catalogue. Booking Codes created by P&P will be created in the Master folder.
A new booking code will be created in the Master folder.

  1. Open Master > The Americas > Caribbean


The Grenada Folder will be displayed.

  1. Right Click on Grenada.
  2. Select Create New Booking Code.


The Booking Code screen appears.

 

 

In this example the Booking Code is being created by P&P in the Master Catalogue. Notice the Catalog field is blank.

If the Booking Code is created within a Business Unit Catalogue, for example BEWO12/13or KUK 2010/2010 the catalogue would be displayed in the Catalog field

 

 



Under the Booking Code tab complete the following fields.

  1. Enter Blue Horizons Garden Resort in the Booking Name field.


 

 

 

DaVinci supports multilingual data entry in certain fields. These multilingual fields are easily identifiable as they appear with a pale yellow background. The Booking Name field is a multilingual field. The name of the hotel is entered in English. English will appear on documentation, including vouchers and invoices for the supplier. P&P will enter information in the Booking Name in English and POS will enter details in the local language.

Language flags will appear to the right of the Booking Name field if the Booking Name has been entered in more than one language:

 

 

 




  1. Enter GNDHBLUHOR in the Booking Code field.


A booking code contains ten characters (except for scheduled and charter flights). The following naming convention must be adopted when creating a booking code:
G N DB L U H O RHIATA-locatorRequirementService description

 

 

An IATA code or a pseudo IATA code may be used. For example, Crete has one airport, Heraklion Airport, IATA code HER, to more specifically identify an area within Crete, the island is divided into 9 regions with a pseudo IATA code identifying each region.

 

 


 

 

Please see Appendix A for a complete list of Booking Codes and Service Selections.

 

 


  1. Select Hotel from the Requirement field.


Invoice details need to be included.
As this Hotel does not already appear in our system it is necessary to add the address details.

  1. Select the drop down box to the right of Invoice Supplier field.


If the supplier already exists on the system a Client Number will have been automatically generated. If the Client Number is known it can be entered directly into the Invoice supplier field and the Supplier Name will be displayed.


  1. A list of existing supplier addresses is displayed.


To add a new address for the Hotel Booking Code:

  1. Select Actions
  2. Select Add New.
  3. Select Add Other
  4. Select Add Service Supplier


The Address screen is displayed:

  1. Enter address details in the relevant fields as below.



 

 

D Def and G Def are selected to indicate the default communication type to be used when dealing with the supplier.

In the example above D Def is selected to ensure the telephone and fax numbers are printed on the voucher and G Def is selected to ensure this information appears in Genesis.

 

 


 

 

POS will be responsible for entering Travel Agency addresses for their source market. Please ensure all address information is complete and sentence case is used as these address details will appear on supplier and clients printed documentation.

 

 


  1. Click OK


If the following screen appears:

  1. Select Yes.


A Client code is automatically generated and can be used to locate the clients address details in future.

If the booking is being made through an Agency enter the agency address in the Destination Agency field, if booking direct with the Hotel enter the hotel's address.

  1. Enter the Client Code in the Destination Agency field.


 

 

Select the to the right of the Invoice Supplier field to discover the Client Code.

 

 


Enter the address where a request is to be sent:

  1. Enter the Client Code in the Request to field.


Enter the address where the passenger list is to be sent:

  1. Enter the Client Code in the Pax list to field.


Leave the remaining fields blank.

  1. Select the Options 1 tab to navigate to the Options 1 screen.


  1. Select Confirmation of important notes field.


 

 

If Warnings are to appear in, for example, Genesis or CETS the Confirmation of important notes field must be selected.

If this flag is checked the Warning tab is displayed. A warning may be used, for example, to highlight that a hotel is undergoing refurbishment.

 

 


 

 

For information about using warnings in DaVinci, please see the War  nings section in this document.

 

 


  1. Select 5 from the Category field. This field is used to facilitate search, for example, search for all 5* hotels.
  2. Select the Options 2 tab to navigate to the Options 2 screen.


  1. Select Grenada from the Destination fields.
  2. Click OK

There are two Destination fields under the Options 2 tab. Use the Destination field in the Statistics Codes area of the screen.

 

 


 

 

The Combinations area of the screen is used if a service can only be booked in conjunction with other services.

The Statistics Codes area of the screen is used for reporting purposes, for example, to show the turnover of packages to Barbados.

 

 


The Booking Code is now created in it's simplest form. It is not possible at this stage to make a booking for this hotel, further information will be required which will be covered in the following lessons.

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