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 supports different configurations for managing inventory, tailored to the specific needs of the supplier and property.

1. Allotment Based on Room Type

   • Inventory is shared across all accommodation types (e.g., Twin, Triple, Double, Single) under the same room type.

   • Example: A Standard Room allotment applies to all configurations regardless of bed type.

2. Allotment Based on Room Type and Accommodation Type Independently

   • Each accommodation type under a room category has its own allotment.

   • Example: A Twin room has a separate allotment from a Triple room.

3. Allotment Per Person

   • Inventory can be managed on a per-person basis, allowing granular control.

What are Block Types in Softrip?

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

:

1. Block:
   Inventory is fixed; once depleted, additional space cannot be requested.

   1. Ex: Hotel Softrip has a 10 room allotment, all 10 rooms are sold, 11th room will not be available to sell.

2. Partial Block:
   Inventory is limited but can allow requests for additional space once depleted.

   1. Ex: Hotel Softrip has a 10 room allotment, all 10 rooms are sold, 11th room will be booked but will be On Request

3. Freesale:
   Unlimited inventory; no cap on the number of bookings. Common for hotels, optional tours.

   1. Ex: Hotel Softrip any room booked will be viewed as confirmed. Having the inventory records allows you to close a specific date(s) for sale when the Supplier asks you to do so.

4. On Request:
   Services are always "on request."

   1. Ex: Services booked will always be On Request. Having the inventory records allows you to close a specific date(s) for sale when the Supplier asks you to do so.

5. Blank:
   No inventory or confirmation required from the supplier.

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What is a Block Code?

Block code if a field set by the user setting up the service. Every company will have their own code-naming structure of defining the Block Code. Recommended formats are can be a combination of Supplier ID Service ID and Accommodation type.

• SupplierID-ServiceID Ex: HOTEL-SOFTRIP-STD-BB-F

• SupplierID-ServiceID-Desig Ex: HOTEL-SOFTRIP-STD-BB-F-TWIN or HOTEL-SOFTRIP-STD-BB-F-SINGLE

  • Normally used when setting up separate block codes based on 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.

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/

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

Managing Accommodation-Specific Blocks

Softrip enables creating additional block codes for specific accommodation types:

• Example: A hotel uses a general block code for Twin and Single rooms. However, Triple rooms are managed separately with a specific block code.

  • When a Triple room is booked, it deducts from its unique block code, preserving inventory for other types.

How to Setup Block Codes in Supplier Services Video

Inventory Creation and Definitions

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: