Overview

The Confirm Reservations screen allows users to view services that are pending confirmation and update those services with confirmation details and supporting documents. Users typically access this screen after receiving a response from the supplier, following the service reporting process initiated through the Operations Messages screen.

This screen can be accessed via 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, who works at Tour Operator X, has submitted a rooming list to Supplier A by sending a manifest through the Operations Messaging screen. Supplier A responds, confirming that they have received the list and that all services are confirmed. Mr. Softrip opens the Confirm Reservations screen, locates the corresponding bookings, and marks the services as confirmed..

Scenario 2

Mr. Softrip, who works at Tour Operator X, has reported services to Cruise Supplier S through the Operations Messaging screen. Cruise Supplier S responds with confirmation numbers for the booked services. Mr. Softrip accesses the Confirm Reservations screen, locates the relevant cruise services, and enters the confirmation numbers accordingly.

Scenario 3

Mr. Softrip, who works at Tour Operator X, wants to review all services that have not yet been reported. He navigates to the Confirm Reservations screen and uses the available filters to identify unreported services. Once the list is generated, he exports the results to prepare for an upcoming meeting.

Accessing the Data

A variety of options are available on the Confirm Reservations screen to help users take action efficiently. The table and filters allow users to:

Search for bookings or services based on specific criteria
Filter results by confirmation status, supplier, service type, or reservation ID
Export filtered data for reporting or audit purposes

These tools are designed to streamline post-reporting workflows and ensure timely confirmation tracking.

Defining the Fields

Search by

Service

When users need to confirm services, they typically perform a search “By Service”, which is the default option in the dropdown menu. The results display key reservation details, including:

Reservation Number
Tour Code (if applicable)
Reservation Status (e.g., Quote, Active)
Market Code
Masks
Service Type

Passenger

The “By Passenger” search option is most commonly used when a user wants to access the passenger manifest. The search results include passenger-specific information such as:

Reservation Number
Last Name
First Name
Gender
Date of Birth
Supplier ID

Note: Users can customize the information 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.

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 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

To confirm all services associated with a specific Tour Code, users can conduct a search using the Tour Code field. They can either begin typing the code and select from the dropdown options, or open the search grid to browse available codes.

Supplier ID

Users can search for all reservations booked with a specific supplier by entering the relevant Supplier ID. This option is especially useful for FIT reservations.

Example
Operator X knows that the Grandview Hotel is not known for prompt follow-up. To ensure accurate service delivery, Operator X wants to identify all reservations departing within the next two months. This will allow them to re-mark those services for reporting and resend the manifest to the supplier. This task can be accomplished by using both the Supplier ID and Service Date Range filters.

Product Code

Users can search by Product Code by typing into the search field and selecting from the available options in the dropdown menu. Multiple product codes can be accessed by using a comma-delimited search.

Block Code

Users can search for all services associated with a specific Block Code. This is particularly useful when reviewing services that were marked as confirmed under a given block. It allows users to easily track, verify, or follow up on inventory and confirmation status tied to that block code.

For more information on block codes, view the Inventory article.

Supplier Reported

Users can perform a general search using the Supplier Reported field to filter services by their reporting status. This allows users to search for services that have been:

Reported to the supplier
Confirmed
Unreported
Declined

To return all services regardless of reporting status, users can select the "Custom" option from the Supplier Reported field.

Note: It is recommended to use the "Custom" option when combining the Supplier Reported filter with other search criteria. For example, if users want to view all reservations associated with a specific supplier, regardless of their reporting status, they should set the Supplier Reported field to "Custom" and then enter the desired Supplier ID in the Supplier ID search field.

Confirmation Status

Users can filter results based on the confirmation status of services by selecting one of the following values:

BK – Block Confirmed
OR – On Request
CF – Confirmed

Res Number

To view the confirmation status for a specific reservation, enter the reservation number into the Res Number field.

Note: Only one reservation number can be entered at a time.

If no other filters are applied, the search will return all services associated with that reservation.

Service ID

Users can search by Service ID by entering either the full ID or using a wildcard search to return partial matches. This is helpful when the exact service ID is unknown or when searching for services that follow a similar naming pattern.

Example
Users may want to check the status of all standard room categories associated with a specific supplier. To do this, users can:
Select the supplier using the Supplier ID field.
Enter STD in the Service ID field.
If the standard room categories were labeled with "STD" in the Product module, this wildcard search will return all matching standard room services for that supplier.

Service Type

Users can search by Service Type, such as:

HTL – Hotel
TRF – Transfer
CRU – Cruise
(and others)

To search for multiple service types, users can enter the codes separated by commas (e.g., HTL,TRF,CRU).

Service Date Range

This option allows users to search for services within a specific date range. It can also be used in conjunction with additional filters under Advanced Options, such as:

Stay Thru Dates
Supplier Reported Date

These filters help narrow results based on the timing of service delivery and reporting activity.

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

Use the “Exclude All Deleted services” checkbox to only return active services in your search resuls

Exclude Unreported/Deleted Items

Enable this option to exclude deleted services that were never reported.

Note: Deleted services that contain values in the “Data Prior to Change” field have previously been posted and will still appear in the 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 a search is initiated, the results appear in the center of the screen. When users select one or more line items, a set of actionable functions automatically appears at the bottom of the screen. Available actions include:

Review History – View change and communication history for the selected services
Confirm – Mark services as confirmed
Decline – Mark services as declined
Actions – Access additional processing options
Receive Email – Manually receive or resend related confirmation emails
Process Air Tickets – Initiate ticketing workflow for air services
Mark As – Set a custom status or flag for internal tracking

Defining the Options

Review History

Selecting Review History will open the Operations History screen in a new tab. Within this tab, users can:

View all revisions made to the reservation
Review manifests that were either:
- Sent to the supplier
- Posted to the Vendor Direct Portal

Confirm

If users want to quickly confirm space after receiving confirmation from the supplier, they can select the “Confirm” button. This action prompts users to attach the supplier’s email correspondence to the body of the confirmation email. By doing so, the communication is documented and automatically recorded in the booking history for future reference.

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 if the supplier rejects the request—users should first mark the service as “Declined” before proceeding to delete it. Once the service is marked as declined, users can:
Add a new service as a replacement
Delete the declined service

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 is responsible for managing the confirmation process for two different Market Codes.
Before his trip, he wants to review all reported reservations that have not yet been confirmed, so he can assign follow-up tasks to his co-worker.
Using the filters on the left panel, Mr. Softrip can:
Access the relevant bookings
Select the bookings from the response grid
Assign a memo/task to his co-worker for follow-up with the supplier
Once created, the memo will automatically be:
Posted to the reservation, and
Displayed on his co-worker’s calendar
This ensures a seamless handoff of responsibilities while he is away.

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