Overview
The Confirm Reservations screen allows users to view services that are pending confirmation and
update those services with confirmation information and documents. Users will typically access this screen once they receive a response from the supplier after the services were reported through the Operation Messages screen. This screen can be accessed in the Operations menu by hovering over the communications submenu.
Below are some examples of why or when users may access the confirm reservations screen.
Scenario 1
Mr. Softrip works at tour operator X and has provided a rooming list to Supplier A by sending a manifest through the Operations Messaging screen. Supplier A has responded back to Mr. Softrip advising that they have received teh rooming list and all services are confirmed. Mr. Softrip wants to show that services are confirmed in reservations, so he accesses his reservation list in the Confirm Reservations screen and marks all the services as confirmed.
Scenario 2
Mr. Softrip, who works at tour operator X, has reported services to one of his cruise suppliers that he works with, Cruise S. Cruise S has responded back with confirmation numbers. Mr. Softrip will access the Confirm Reservations screen to add the confirmation numbers to the appropriate cruise services.
Scenario 3
While in the Confirm Reservations screen, Mr. Softrip wants to quickly analyze all services that have not been reported so he can export those results to take to his upcoming meeting. Using the filtering options on the screen, Mr. Softrip can access the appropriate details and export his results.
Accessing the Data
There are a variety of different options available when accessing the data prior to users taking the action on the bookings/services. The below details the options available for users and outlines the potential use cases for the search criteria.
Defining the fields
Search by
Service: When users want to confirm services, they will conduct a search "by service." This is the default value in the drop down box. The results will display the reservation details such as the reservation number, tour code (if applicable), reservation status (quote, active, etc,) market code, masks, service type, and more.
Passenger: Search by passenger is typically utilized when a user wants to access a passenger manifest. The results displayed include information such as reservation number, last name, first name, gender, date of birth, supplier ID, and more.
Note: Users can customize the information that they want to access on the passenger manifest. When conducting a general search, the generic results will display, however, users can add additional columns and save the custom search for future use. See the passenger manifest article for more details.
View the Passenger Manifest article for more information.
Market Code
Users can conduct a search for all bookings that exist under a specific market code. This may be helpful if operators within the organization are assigned specific market codes to keep track of.
Example
Operator X is assigned market code US-EA, which means that they are responsible for all reservations that are created under that market code. Operator X wants to pull a list of all services that were marked as reported to cross check with their responses to confirm if there are reservations that need to be reported again. Operator X can use both the market code and "supplier reported" field to obtain the accurate results.
Tour Code
If trying to confirm all services that exist under a specific tour code, users can conduct a search by the tour code. Users can begin typing the tour code and select from the drop down options, or open the search grid.
Supplier ID
A helpful option for FIT reservations, users can conduct a search for all reservations that are booked with a specific supplier.
Example
Operator X knows that the Softrip hotel isn't known for their following up skills. Operator X wants to view all reservations that are departing within the next two months so that they can mark those services to be reported again. Doing this will give the operator the opportunity to send the manifest to the supplier again. This can be accomplished by using both the supplier and the service date range filters.
Product Code
Users can search by the product code by entering text in the search field and selecting from the options in the drop down. Multiple product codes can be accessed by using a comma delimited search.
Block Code
Search for all services that are in a certain block code. This is helpful if a user wants to view all services that were marked as confirmed with a certain block code.
For more information on block codes, view the Inventory article.
Supplier Reported
Users can conduct a general search by the supplier reported field. This will allow users to search for services that have either been reported to the supplier, confirmed, unreported, or declined. Selected "custom" under the supplier reported field will return all services regardless of the reported status.
Note: It is ideal to use "custom" if other filter options are used during the search. Meaning, users may want to view all reservations that exist under a specific supplier regardless of the supplier reported status. In this case, users can change the supplier reported field to "custom" and then enter the Supplier ID into the Supplier ID search field.
Confirmation Status
Users can search by BK (block confirmed,) OR (on request,) or CF (confirmed.)
Res Number
To view the confirmation status on a specific reservation, enter the reservation number in the "res number" field. Only one reservation number may be entered into this field at a time. If no other search filters are selected, then all services on the reservation number will return in the results.
Service ID
Users can conduct a search by the service ID. Either the full service ID name can be entered into the service ID field, or, useres can take advantage of the wildcard search.
Example
Users may want to check the status of all standard room categories that under a specific supplier. Users can select the supplier from the supplier field and then enter *STD* in the service ID field. If the standard room categories were labeled with STD in product, then all standard room categories within that supplier will return.
Service Type
Users can search by service type, such as HTL (hotel), TRF (transfer), CRU (cruise), etc. Users can also search for multiple service types, separating the input values with a comma.
Service Date Range
The option to search within a date range of the service. This option can also be used in conjunction with the "stay thru dates" and the "supplier reported date" under the Advanced Options.
Example
Mr. Softrip, an operator at Company X, decides that he wants to search for all hotel services that have already been reported that are departing within the next month to review the confirmation status. To do this, he decides to utilize the "service type" and "service date range" search options.
Advanced Options
Users can view additional search options by expanding their search. The search options available under the "advanced options" are check boxes and are not open fields unlike the options listed above.
These additional search options include the following:
Stay Thru Dates
Supplier Reported Date?
Exclude All Deleted Items
Exclude Unreported/Deleted Items
Search For Available On Request Items
Exclude All Deleted Items
Exclude all deleted services from the search results. Use this checkbox when you only want to return active services.
Exclude Unreported/Deleted Items
Exclude deleted services that have not been previously posted from the search results. Services that are deleted but have values in the "data prior to change" fields have been previously posted and will be returned in the search results.
Search For Available On Request Items
This search will only return services that have block codes and are "On Request" (confirmation status = OR) and the corresponding inventory has availability on the dates needed.
Taking Action on the Results
Once users initiate the search, the results will appear in the middle of the screen. Once users select any of the line items from the results or selects multiple line items from teh results, a list of functions will automatically appear at the bottom of the screen. These functions include the following:
Review History
Confirm
Decline
Actions
Receive Email
Process Air Tickets
Mark As
Defining the Options
Review History
Selecting Review History will open the Operations History screen in a new tab. Under the Operations History tab, users will be able to view all revisions executed on the reservation as well as view manifests that were sent to the supplier or that were posted to the Vendor Direct Portal.
Confirm
If users want to quickly confirm the space after receiving confirmation from the supplier, they can select the "confirm" button. This will prompt users to attach the email correspondence from the supplier to the user into the body of the email. By doing this, the correspondence is documented and is documented in the history of the booking.
Users can select either "save" "cancel" or "cancel confirmation" within the email pop-up.
Save: Selecting save will save the email and confirm the space.
Cancel: Selecting cancel will confirm the space but will allow users to bypass the need to save the email correspondence. This is typically used when services are confirmed over the phone or through a third party where there is no email correspondence available.
At this point, the status of the services will have changed from reported (M1, M2, etc) to confirmed (CF.) Because of this, the services will be removed from the confirm reservations screen. To review these services on the confirm reservations screen again, users can enter the reservation number in the search fields or they can run a search under confirmed services under the supplier reported drop down.
Cancel Confirmation: Selecting cancel confirmation is cancel the confirmation process completely. This will allow users to exit out of the pop-up and will not confirm the services.
One the services are confirmed, the reservation will display "CF" against the service.
Decline
The actions to decline a service are similar of that of confirming a service. Selecting decline will prompt users with the ability to save the correspondence against the reservation.
Example
If a service cannot be confirmed by the supplier, or the supplier "rejects" the request, users should first mark the service as "declined" before deleting the service. Once the service is marked as declined, users can add a new service and delete the declined service. By deleting the "declined" service, users will not be prompted to send a cancellation message to the hotel.
Note: If the above scenario occurs and a user does not mark the service as "declined" prior to removing/deleting the service, a cancellation message will be queued on "operations messages" for that booking.
Actions
Confirm from Block
Update Services
Create Memo
Users can create a memo directly from the confirm reservations screen. A memo/task can be created either on a per reservation level, or can be created for multiple reservations at one time.
Example of creating a task/memo for a single reservation.
Example of creating a task/memo for multiple reservations
Example
Mr. Softrip will be on vacation for the next week and he is responsible for managing the confirmation process under two dfiferent market codes.
Before he takes his trip, he wants to view his reservations that have been reported that are not yet confirmed so that he can tag his co-worker to follow-up with the supplier.
Using the filters on the left, he can access the relevant bookings, select the the bookings from the response grid, and assign a memo/task to his co-worked.
In doing this, the memo will not only be posted to the reservation automatically, but will also post on his co-workers calendar.
Receive Email
Process Air Tickets
Mark As Reported
Mark As Unreported
Mark As Rereported
Follow-up
Users will typically mark a service as follow-up if they notice that a service has been reported to a supplier (status M1, M2, etc) and they have not yet received a confirmation from the supplier.
To accomplish this, users will first search for all services that have been reported in the search bar. Then, users can select the "supplier reported date" column to filter the dates that the services have been reported to the hotel.
If a user notices that services were reported to a hotel one week ago or more, they can mark the supplier reported status as "follow-up".
This will mark the service as being reported a second time, updating the supplier reported field from M1 (reported once) to M2 (reported twice.)
Users can then run their messages through operations messaging and send the manifests to the hotel again. The messages that are sent to the hotel will advise that this is a follow-up communication.
Example of follow-up message in Operation Messages:
Waitlist
