Allotment Setup and Management in Softrip

Softrip provides a robust solution to manage inventory for various hotel services, offering control at multiple levels. This feature supports inventory per room or per person, accommodating diverse operational requirements. Below are the key use cases and setup instructions for hotel allotments within Softrip.

Use Cases for Allotments

Daily Inventory

Softrip offers flexible inventory management options to accommodate varying supplier and property requirements. Users can configure daily inventory in several ways, depending on how rooms and services are offered.

1. Allotment Based on Room Type

Inventory is shared across all accommodation types within the same room category.

• Use Case: Ideal when the room layout (Twin, Double, Triple, etc.) doesn’t affect availability.

• Example: A Standard Room allotment is applicable to all configurations—Twin, Double, Single, and Triple.

2. Allotment Based on Room Type and Accommodation Type Independently

Inventory is separately managed for each accommodation type under a room category.

• Use Case: Useful when different configurations within the same room type (e.g., Twin vs. Triple) must be tracked independently.

• Example: Twin Rooms and Triple Rooms each have distinct inventory allotments.

3. Allotment Per Person

Inventory is managed on a per-person basis, enabling more granular control.

• Use Case: Best suited for shared accommodations or services where each guest occupies a specific portion of the available capacity.

What are Block Types in Softrip?

Block types define how the inventory is sold and managed for the given service

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1. Block

• Definition: Inventory is fixed. Once the allotted number of units is sold, no additional space can be booked.

• Example: Hotel Softrip has an allotment of 10 rooms. After 10 rooms are booked, the 11th room is not available for booking.

2. Partial Block

• Definition: Inventory is limited, but additional bookings can be accepted on request once the allotment is filled.

• Example: Hotel Softrip has a 10-room allotment. After all 10 rooms are booked, an 11th room can still be requested, but will have an On Request status.

3. Freesale

• Definition: Unlimited inventory. No restrictions on the number of bookings.

• Use Case: Common for hotels or optional tours.

• Example: Hotel Softrip allows unlimited bookings. All rooms are automatically confirmed. However, maintaining inventory records allows specific dates to be closed manually at the supplier’s request.

4. On Request

• Definition: All services booked under this status will always require supplier confirmation.

• Example: Every booking is flagged as On Request, regardless of availability. Inventory records can still be maintained to manually close out specific dates as needed.

5. Blank

• Definition: No inventory control is applied, and no supplier confirmation is required.

• Use Case: Services that don’t require inventory or real-time availability checks.

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What is a Block Code?

The Block Code is a field defined by the user when setting up a service. It serves as a unique identifier to distinguish inventory blocks, particularly for services like hotel accommodations or transportation.

Each company can define its own block code naming convention based on internal processes and operational preferences. However, a recommended format includes a combination of the following elements:

• Supplier ID

• Service ID

• Accommodation Type

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What does Inv. field do in Supplier Services?

The following values set under the Inv. field will determine how the service should be booked from which allotment.

Inv = Y: The Accommodation type will be booked from the main Block Code set within the service.

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Inv = N: The Accommodation type will not be booked from the main Block Code set within the service. The service will be booked as On Request/

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Inv = BlockCode. The accommodation type will be booked from the defined block code other than the main block code.

Managing Accommodation-Specific Blocks

Softrip allows users to create distinct block codes for specific accommodation types, enabling more precise inventory control.

Example Scenario:

A hotel may use a general block code for Twin and Single rooms, sharing inventory between them. However, Triple rooms might be managed separately using a dedicated block code.

When a Triple room is booked, it will deduct from its own unique block code, thereby preserving the inventory allocated for Twin and Single rooms.

This setup ensures better allocation and availability tracking across different room types, especially in cases where certain accommodations have limited or higher demand.

How to Setup Block Codes in Supplier Services Video

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Inventory Creation and Definitions

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Inventory Record Definitions

• Idate: Inventory Date the service is going to book into.

• Contracted: Original contracted number of space being held. Placeholder value to track when originally loaded. The booking process does not book from this value.

• Allotted: The number of space being held for that date. Allotted - Sold = Available.

• Sold: Number of space sold on the date.

• Available. Number of space available. Allotted - Sold = Available.

• State:

  • Active: Active and available for Sale.

  • On Request: If a service is booked when allotment status on request, the service booked will be on requested and will not reflect on sold or available.

  • Black Out: The booking process will not be able to proceed as the service on that date is on black out, not available for sale. Status used when the contract states these are the black out dates.

  • Closed: The booking process will not be able to proceed as the service on that date is on closed , not available for sale. Status used when you receive a close out from the supplier

  • No Arrivals: The booking process will not be able to proceed IF the service check in date is on that date.

    • Ex:

      • Jan 1 - Available

      • Jan 2 - No Arrival

      • Jan 3 - Available

      • Jan 4 - Available

      • If the check in date is Jan 1, the booking process will book the services

    • If the check in date is Jan 2, the booking process will allow the user to proceed with booking as Jan 2 is no arrival.

• Release State: What status do you want the system to update the “state” to when the release day arrives. Works together with the Release Days.

• Release Days: Total number of days to inventory date to release the block. Works together with the Release State.

How to create Inventory Records Video:

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