WELCOME TO THE JAC TRAVEL LTD EXTRANET! ALL DATES ARE AVAILABLE FOR SALE

Transcription

1 Dear Partner! WELCOME TO THE JAC TRAVEL LTD EXTRANET! ALL DATES ARE AVAILABLE FOR SALE IN ORDER TO AVOID AN OVERBOOKING SITUATION PLEASE UPDATE CLOSED DATES AS SOON AS POSSIBLE Thank you for using our JAC TRAVEL LTD Extranet. You now have the opportunity to work closer with JAC TRAVEL LTD by offering discounted rates, extra availability, special offers and by managing your freesale on-line! We also offer you the opportunity to view our allocation utilization, view all confirmed and cancelled bookings and upload supplier invoices for your hotel. Below are the access details for your hotel to use our extranet- Internet address: Login Name: Password: Our contact details for assistance with the extranet are: Telephone: If connecting via channel manager you must inform us in advance with an to you remain responsible for the rates delivered to JacTravel via channel manager. We look forward to working closer with you and using this facility for our mutual benefit. Best wishes Your Contracting Team, JAC TRAVEL LTD Ltd. 1

2 JacTravel Supplier Extranet Manual Page Number Subject 1 Welcome to JacTravel Ltd Extranet 2 Index 3 Login Page 4 Home Page 5 Availability Tab - Manage Rooms 8 Availability Tab - See Allocation 9 Rates - Change Rates 11 Tax Tax applied to rates 12 Reports - Booking Reports 14 Special Offers 16 Miscellaneous - Change Password 17 Miscellaneous - Contact Information 18 Finance - Supplier Invoices 19 Finance - Submitting a CSV file 21 Finance - Submitting a supplier Invoice using the extranet 22 Logout 2

3 LOGIN PAGE Go to where you will see our login page Enter the system using the Login Name and Password issued to you from our operations team (above). 3

4 HOME PAGE To navigate around the site choose from the options along the menu bar at the top of the screen. The page shown below is the Home 4

5 AVAILABILITY TAB Click on Availability and chose either Manage Rooms or See Allocation Manage Rooms Use the MANAGE ROOMS tab to increase or decrease the number of rooms available on either a freesale or BAR contract and also to closeout dates. NB please note JAC TRAVEL LTD offers two varieties of freesale as outlined on the Terms & Conditions. Please ensure you are familiar with what has contractually been agreed. - Uncapped freesale is defined as the ability to sell a specified number of rooms (as indicated on max rooms) until the date is closed out by the hotelier. For absolute clarity, if 2 rooms are entered, 2 rooms is the maximum number of rooms per booking but we can continue to sell 2 rooms until the hotel closes that date for sale. -Capped freesale is defined as the ability to sell a specified number of rooms which are reduced on a per booking basis. For clarity, if 2 rooms are entered and 1 room is booked, there is only 1 room remaining to sell. 5

6 Adjust the number of BAR contract and freesale rooms using grid below: Choose the relevant contract using the Freesale selection drop down menu. It is possible to update individual days using the grid above or you can select a date range using the Manage Room For Date Range. (If manually updating days you can select the month by using the previous or next button or by using the drop down arrow.) 6

7 Closeout dates entered on manage rooms via extranet are ONLY valid for freesale and NOT our contracted allocation, which will remain open for sale. These can be managed on a day by day basis or for a date range as above. Contracted room types are outlined above the availability grid and these cannot be amended via the extranet Release period can be amended via the extranet Booked row indicates how many rooms we have booked from freesale on any given travel date as shown in the screenshot on page 4. To close out a date, click on the box under the relevant date as indicated on the sample below, 15 December 2013, and click SAVE button. The number of MAX ROOMS automatically decreases to 0. To re-open a date, enter the number of max rooms under the relevant date and click SAVE button. The tick in the closeout box will automatically disappear. Dates already past cannot be amended via the extranet and max rooms will be shown in grey. Remember to click on Save before leaving this screen or all your changes will be lost! 7

8 SEE ALLOCATION This screen is for information only and cannot be amended! Choose the relevant contract period using the Select Allocation drop down menu. This will then update the valid from and valid to dates shown. It shows our total contracted allocation with you, the release period, what we have booked and how many rooms we have remaining on allocation 8

9 RATES CHANGE RATES Click on the Rates button and select Change Rates option and select the Nett contract for the correct contracted period (This will then update the valid from and valid to dates shown.) Nett Contract Example: Select the date range you wish to amend using the from date and to date buttons. Keep the format of 19-Sep-2013 (as above) or use the calendar next to the from date option. Click REFRESH button to update the dates Rate box will show either Nett rate or BAR rate The screen automatically displays 15 dates. This can be extended or reduced by changing the dates as above. Clicking the NEXT button will display the next 15 days. BAR Contracts will always show rate PER ROOM PER NIGHT Net FIT Contracts will show rates PER PERSON PER NIGHT, or PER ROOM PER NIGHT please ensure you enter rates accordingly. 9

10 Change Rates continued: Select the room type you wish to update: Rates displayed depend on the selection of NETT contracts and are Per Person per Night, including all contracted taxes and meal plans. (Currency is also as per contract) Rates can be amended on a day-by-day basis updating each grid entry manually or alternatively can be amended by fixed % decrease or increase using CHANGE PRICES USING A FIXED PERCENTAGE option across a specific date range. (to calculate the changes select button above and the new rates will be displayed To change rates by day, enter the new rate in the box beside the relevant room type and click SAVE button. Multiple dates can be lowered or increased and then SAVE button used to save all changed dates. To change rates using CHANGE PRICES USING A FIXED PERCENTAGE option, you can choose to update the dates currently displayed on screen by selecting the Save Displayed Rates option, or you can chose different dates by selecting Save Rates for Date Range option and choosing the from and to date range. Enter the % amount you wish to decrease or increase rates by, tick the box beside the relevant room types you wish to change, click CALCULATE and the screen refreshes showing you the new rates. Click SAVE to save changes. Remember to save all changes before going to another screen! Rate Change Restrictions NETT RATES: Rates can be decreased or increased back up to contract level ONLY! Remember to click on Save before leaving this screen or all your changes will be lost 10

11 Tax Tax Applied to rates Tax applied to a room rate is viewable by clicking on the tax link next to the relevant room type. A pop up box with the details will appear once this is clicked: It is not possible to change the tax amounts, this is done at contract level, any changes should be advised to your contracts manager. 11

12 Reports Booking Reports Go to Reports tab and click Booking Information Select the City and Hotel if your hotel does not appear automatically You can search using the Booking Status drop down menu for all bookings or you can chose to search for Cancelled or Confirmed bookings only Tick Reference if you wish to search by the JacTravel booking reference number eg JCAP

13 Booking Information Continued: Tick Passenger Name and type the guest name in the box provided if you wish to search by guest name Exact Search is if you know the exact spelling of the passenger name. Use the Like Search to find the passenger name if you only know the first few letters. Example-to find passenger Anne Smith using like search, you can type SMI in the passenger name box and this will show all bookings containing these 3 letters in the same order You can find bookings by Booking Date or by Travel Date and selecting the from and to dates using the calendar buttons provided Once you have selected your search criteria, click Search to show the results Please note that all reservations under confirmed status (e.g. freesale/allocation, reconfirmed) are confirmed reservations from Jac Travel Ltd and need to be honoured under our terms and conditions with the hotel. You can click on the printer icon to print your results The results are automatically shown in order of soonest travel date. To change the order to view the results by Booking Date or Booking Status, use the Sort Results By option shown below 13

14 SPECIAL OFFERS Special Offers Select the City and Hotel Name if not automatically shown Select the special offer you wish to give using the drop down menu beside SELECT SPECIAL OFFER Select the relevant contract period using Select Contract Period drop down menu. The valid from date and valid to date will automatically update to show the date range of this contract. The Price Type and Booking Type will always have the apply button ticked. To change the date range for the special offer, use the From Date and To Date calendars Tick box under Apply to the room types you wish to apply the special to and click SAVE Special Offers Continued: You can search for special offers that are already valid (please note you cannot apply more than one offer for the same dates) by using the Search Special Offers Applied for the Service option. Use the calendar buttons to select the start date and end date and then click search to see the offers that already exist. 14

15 Early Bird Offers Once you have set up a special offer you are also able to apply it as an Early Bird special offer - specify booked by date or minimum days prior to booking: 15

16 MISCELLANEOUS CHANGE PASSWORD Go to Miscellaneous on the menu bar at the top of the screen and click Change Password The password for the extranet is your responsibility. Jac Travel Ltd can accept no responsibility for fraudulent use of the extranet password. Jac Travel Ltd recommends that the password be changed on-line using Change Password function for security reasons and changed regularly thereafter. Type the current password, then enter the new password and finally reconfirm new password in the relevant box provided. Click CHANGE to save the new password. Please ensure that you make a note of your password, as it is encrypted and not accessible by JAC TRAVEL LTD. In the event of a forgotten password, Jac Travel Ltd will re-issue you with a new password. 16

17 CONTACT INFORMATION Go to Miscellaneous on the menu bar at the top of the screen and click Contact Information This information is for our internal use only. Please note that any amendments made to this screen will not affect where we send our invoicing, reservations etc., it is purely information only. Should you wish to change any information regarding reservation phone/fax/ or any accounting details, please contact the relevant contracts manager at Jac Travel Ltd or e- mail 17

18 Supplier Invoices Use this tab to upload supplier invoices to the extranet using either a csv file to upload multiple invoices at one time or alternatively entering each invoice manually. Click on Finance and chose Supplier Invoices The screen below will appear: Select the relevant city and hotel name (NB that only invoices relating to bookings for the hotel selected can be processed. Invoices for a different hotel or service must be submitted separately after selecting the relevant hotel) You will have two methods of submitting your invoices: 1. Supplier invoice by CSV file (Uploading a CSV file) 2. Supplier invoice by extranet (By completing the fields on the extranet) 18

19 Submitting via a CSV file You will be provided with a template to complete. If you do not have a template please Accountspayable@Jactravel.co.uk with a brief message please send invoice template Complete the templates 3 fields: Invoice Number JACOB Reference Supplier Invoice Value The invoice number must be a unique number and not have been used in the past and no longer than 15 characters. The Jacob booking ref number including the JCAP, JCEF, JCFT and JCJA followed by a 7digit number e.g. JCEF Supplier invoice value must be in the currency of the contract and not contain the currency symbol. Full stops & not commas to be used between dollars and cents e.g and not 100,50 Once complete save the template as a CSV file on your local computer (See instructions below) To import the file click on the Browse button to locate your file The address we have in the system will be displayed; you will be given an option to add a cc . Click on submit. Saving as a CSV file Click on file, select save as 19

20 Saving as a CSV file continued: The box below will appear. Click on save as type and select CSV Click on Save - The file has now been saved as a CSV file Should any bookings within the file be incorrect the screen below will appear showing the bookings which were unable to be submitted along with a comments / Errors box telling you the reason. All correct bookings within the file will be submitted. You can either edit and correct the editable fields and click on submit once corrected. If you do not wish to submit the booking/s click on Ignore and then submit and this will remove it from the screen. Should any bookings contain the incorrect rate an will be sent to the address displayed along with the cc address if this has been entered. An will be sent advising the correct rate as per the contracted rates and any special offers/extranet changes at the time of the booking. This is the same rate displayed on the booking re-confirmation. 20

21 Submitting via Supplier invoice by extranet The screen below will appear Enter the invoice number which must be a unique number and not have been used in the past and no longer than 15 characters. The Jacob booking ref number including the JCAP, JCEF, JCFT and JCJA followed by a 7digit number e.g. JCEF

22 Submitting by Supplier invoice by extranet continued: Supplier invoice value You are able to enter up to 10 bookings a time The address we have in the system will be displayed; you will be given an option to add a cc . Click on submit. Should any bookings within the file be incorrect the screen below will appear showing the bookings which were unable to be submitted along with a comments / Errors box telling you the reason. All correct bookings within the file will be submitted. You can either edit and correct the editable fields and click on submit once corrected. If you do not wish to submit the booking/s click on Ignore and then submit and this will remove it from the screen. Submission is complete! Click to logout!! LOGOUT We hope you enjoy using the JAC TRAVEL LTD Extranet system and that this will result in extra bookings for both you and JAC TRAVEL LTD! Best wishes Your Contracting Team, JAC TRAVEL LTD. 22