M&K FIT
My booking has confirmed – what next?
Return to your quote. You will need to change the booking status from ‘Premium request’ to ‘Premium confirmed’, however before you do so, there are some changes to consider.
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Replace generic lines: Return to your generic lines and substitute the service for each line. In doing so we replace the generic lines with the suppliers we actually intend to use (e.g Paul Gregan for chauffeur, Patsy Harvey for guide).
The next screen will ask you for the new supplier code. It is important to enter the new supplier code AND change the location. E.G. if you enter a Dublin supplier code and leave the location as Antrim, no service lines will show when you scroll services. When replacing generic lines, you will want to retain the price that you booked at so make sure that the box marked ‘retain sell price’ is ticked.
2. Change the status of each hotel line to either RQ, AL or OK.
RQ: When you send a FICO to a supplier but before you receive a response of confirmation.
AL: When you take the room from Allocation (further information below)
OK: When the hotel has confirmed the FICO
OR
NA: When the hotel is not available.
It is important to change the status of all hotel lines correctly before changing the status of the booking. Once the status of the booking changes to ‘Premium Confirmed’ all hotel lines on a TB status will show up on the TB Report monitored by Central Res. Central Res will then book this hotel for you.
3. When step 1 and 2 are completed, you may now change the status of the booking to ‘Premium Confirmed’. To do this click on booking detail, and in the top left hand corner change the status of the booking to PC.
Booking Hotels
If you have sent a quote to the client, then all service lines will already be entered on Tourplan as above. If the booking comes in confirmed, you will need to enter the service lines as discussed in ‘insert a booking’. The first thing to check then is whether we have allocation in any of the hotels quoted?
Allocation
To check if we have allocations available go to Allocations on the left under Service List, and then click on Available to see if we have allocation or not. If we do, you will be able to see them under the dates you need.
Go back to Service List and change the status of the line to AL (Allocation) and then back to Allocation in order to click on the numbers of allocation available and then click on Allocate.
Send, the Message Selection will appear, to confirm the hotel the code to send is FICO.
Change the Output to Email, note that it will be Printer by default, click Send or Edit (if you need to add something in the reservation).
Select the correct email address for reservation, Supplier iCom. You will be asked to select the email address twice, always select the same. Accept and Send.
If we don’t have allocation available or not enough, you can leave the status in TB.
Once either you have spoken to reservations in the hotel, you will need to change the status to one of the below options:
When the status is OK it means that the hotel agreed to confirm the booking (either at contracted rates or above contracted rates).
When the status is PA (part of allocation) it means that the hotel has been confirmed at contracted rates and we have partially used our allocation.
When the status is NA (not available) it means that the hotel is not available at contracted rates – you will receive a message queue:
When the status is RQ (requested) it means that the hotel has confirmed a rate and availability over the phone and you have sent a FICO to the supplier.