In this lesson you will learn how to:

• Create an Allotment
• Link an Allotment to a Service Type

Introduction

Discussion
An allotment is used to record the allocation of rooms, the dates of allocation and the number of release days agreed with the hotel or supplier.
Allotments are defined separately and assigned to services. The benefit of this approach is that hotel rooms can be allocated to different services. For example a Deluxe Double Room allotment can be created and assigned to multiple hotels. DaVinci can handle overbooking to a specified limit, half double rooms and one third or one quarter cabins.

Create an Allotment

Discussion
There are two steps to defining an allotment:

• Created the allotment for a service type, for example a Standard Double Room.
• Link the allotment to that service type.

Scenario
We have received a contract from the Blue Horizons Garden Resort stating the agreed number of rooms allocated to Kuoni and their release dates.
Step-by-Step: Create an Allotment

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

The Allotments screen will open.

1. Select Production&Procurement > The Americas > Caribbean
2. Right click on the Grenada folder.
3. Select Create New Allotment

The Allotment Properties window will open.

1. Enter GNDHBLUHOR/DS20/ASE/Y11 (the previously created booking code, plus the Service Selection) in the Allotment Name field.

G N D H B L U H O R / D S 2 0 / A S E / Y 1 1

1. Enter Blue Horizons Garden Resort/ Double Standard Garden in the Description field.

1. Ensure the Enable the allotment in all catalogs is checked.

1. Select the Additional Data tab.

The Allotment factor field is used to monitor the allotment when half double rooms are sold, for example, independent travellers sharing with another person. The allotment is reduced by one when two half rooms are sold.
This is a mandatory field and will require a value even if the allotment does not refer to room allocation. The default setting is 2, but this field will be ignored if not required.

1. Select Time period in the Classification field.
2. Select Night in the Calculation field.

The Classification field is used to determine how the allotment is reduced, for example Time Period is selected from the Classification field for hotel rooms in combination with Nights selected from the Calculation field. This will ensure that if a client has booked to stay at an hotel from the 1^st May until the 3^rd May 2 nights are reduced from the allotment, if Day was selected from the Calculation field DaVinci would also include the day of departure and the allotment would be reduced by 3.
When creating an allotment for flights Moment is selected from the Classification field in conjunction with Day from the Calculation field. If a flight departs on one day and arrives on the next the moment of departure is used to reduce the allotment by one.

1. Select Unit in the Calculation type field.
2. Select Room in the Unit field.
3. Ensure Booking on request when booked-up is checked.

1. Click OK to save the Allotment.

The newly created allotment is now visible in the Production&Procurement folder.

The terms of the allotment need to be entered, for example the number of rooms the supplier has agreed to contract to Kuoni and the period of allocation. To access Set new terms/allotments:

1. Select the GNDHBLUHOR/DS20/ASE/Y11 allotment.
2. Right click on Main allotment.

1. Select Set new terms/allotments.

The Create New Allotments window will open.

1. Enter 01.11.2010 in the From date field, the from date.
2. Enter 31.10.2011 in the To field, the till date.
3. Ensure all weekdays are checked in the Days field.

1. Enter 3 in the Normal field, the number of rooms required.
2. Ensure the Booking ability is Bookable.
3. Enter 3 in the Amount field, the number of rooms required.

The number of days the allotment can be released prior to departure is entered in the following fields:

1. Enter 15 in the Days sale field, the release days.
2. Enter 14 in the Days purchase field, the release days.

   	The Days Sale field refers to the number of days prior to departure that this service is no longer available for sale. The Day Purchase field refers to the number of days prior to departure that the service is released back to the supplier. In the example above we will release the service to the supplier 14 days prior to departure but we have allowed an extra day in the Days Sale field (15) to ensure that we do not sell this service on the day it is released to the supplier.
   	If weekends are not to be included in the release dates, please see the section on Optional Restrictions below.

   

   	If we have agreed to a number of guaranteed rooms with the supplier, the allotment will be deducted from the guaranteed rooms first before the normal allotment is reduced.

   
   

   	Do not enter a value in the Keep field, this field is automatically generated and represents the difference between the Total Amount and the Amount fields

   
   
3. Click OK to save the dates.

All dates from 1^st November 2010 to the 31^st October 2011 appear as illustrated below.

Optional Restrictions

• Discussion

Normally we would not want to include weekends when specifying the number of days an allotment can be released prior to departure. This is to ensure that the service supplier is notified of release dates on a week day rather than at the weekend when the sales office may be closed.
To ensure weekends are not included right mouse clicking on the Main allotment.

Select Properties to display the Suballotment screen and select the Optional Restrictions tab. In the example below, Saturday and Sunday have been selected from the No release on field.
Specify the days to be excluded from the release days.

Link an Allotment to a Service Type

• Discussion

Once an allotment has been created it is necessary to link it to a POS catalogue and to a service type. In this example the newly created allotment will be linked to the BEWO12/13POS Catalogue and to the Blue Horizons Garden Resort hotel
Step-by-Step: Link an Allotment

1. Select the Travel > Services Menu.
2. Open Master > The Americas > Caribbean > Grenada.
3. Open the Blue Horizons Garden Resort Booking Code.

To link the Allotment to a POS catalogue:

1. Select the Booking Code tab and select BEWO12/13from the Catalog field.

1. Select the Service Types tab.
2. Select the DS20 Double Room Standard Garden View Service Type.
3. Select Properties.
4. Select the drop down box to the right of the Allotment field.

Click in the Allotment column and a dropdown arrow will appear.

1. Select Production&Procurement > The Americas > Caribbean > Grenada
2. Select the GNDHBLUHOR/DS20/ASE/Y11 allotment.

1. Select OK to save the settings.

1. Select OK to save the changes in the Booking Code.

The Allotment is now visible in the services window.
The Allotment for the Blue Horizons Garden Resort appears within the ASE2010/11 POS Catalogue.

Exercise 4

In the previous exercise the following hotel booking codes were created:

Exercise
We have received contracts for each of the hotels listed above. We have an allocation of 10 rooms in each of the hotels. Create allotments for the hotel you created in the previous exercise as follows:
1^st January 2011 - 28^th February 2011

1. Create an allotment of 10 rooms with a release date of 14 days before departure.

1^st March 2011 – 15^th June 2011

1. Create an allotment of 10 rooms. 5 rooms with a release date 30 days before departure and 5 rooms with a release date 10 days before departure.

16^th June 2011 – 24^th December 2011

1. Create an allotment of 5 rooms with a release date 14 days before departure.

25^th December 2011 – 31st December 2011

1. Create an allotment of 5 rooms with a fixed release on the 15^th November 2011.

Optional Restrictions:

1. The will be no release on Saturdays or Sundays.

Link the Allotment:

1. Link the allotment to the room type previously created.