The individual F.I.T. bookings that have been booked on package tours must be ‘rolled up’ into Group bookings which are the tours that actually operate. The Roll Up or ‘Book On’ functionality is handled via Main Menu > Operations > Bookings Operations > Book On.

Book On INI Settings

Various System INI settings need to be considered prior to running the Book On program. They are:

• BOOKON_NAME

  The default name for a Group booking generated via the Book On function. Valid values are ‘P’ (PCM Name) or ‘S’ (PackageProduct Description). When setting this value it should be remembered that the BOOKON_PREFIX and the BOOKON_SUFFIX value are prepended and appended to the Booking Name (as obtained from the BOOKON_NAME variable), and there is a maximum limit of 60 characters for a booking name which includes any prefix or suffix.

• BOOKON_PREFIX

  A prefix which will be prepended to the BOOKON_NAME when the Group booking is generated.

• BOOKON_ROOMLIST

  There are two methods of outputting Groups rooming lists – as a text Note, or as a passenger name record stored in the names table. When a Group booking is generated via the Book On function, the system needs to know which method of rooming list is being used. The valid values are NOTES or BOOKING. The names are taken from the F.I.T. Booking Details > Pax Travelling screen.

• BOOKON_ROOMLIST_CAT

  If NOTES is being used for the BOOKON_ROOMLIST, then the note category created specifically for rooming lists must be entered as the value in this INI setting.

• BOOKON_SUFFIX

  A suffix which will be appended to the BOOKON_NAME when the Group booking is created.

Roll Up FIT Bookings

1. From the Home menu, select Home > Operations > Booking Operations > Book On.

   1. Click the Home Menu to expand it:

      

   2. Click the Operations menu option to expand it:

      

   3. Click Booking Operations menu option to expand it:

      

   4. Click Book On to open the Book On screen:

      

2. On the blank Book On screen, the Filter Tab will open. Select either the (PCM) Package Name or the (Product Package) Service Location, Service, Supplier, and enter the Service Code. Under the Booking Filter heading, select the required Departures From and To dates.
   
   The Booking Filter Departures From and To (date) fields are mandatory. Selection of specific tour dates or a range of tour dates can be entered.

   Either the Package Name (from the PCM), or the Product 'Service' fields are to be completed. Manual entry of the (service) code is required and the Description and Comment fields from the product option will populate if a valid service has been selected.

   NOTE: The results tab will not return bookings until either the (PCM) Package Name or the (Product) Service fields are valid, and the Departure From and To fields have dates applied.

   

3. Check the completed screens.
4. Click on the Results Tab. Select services using the Select check boxes next to each service, or the Select All button. 

   NOTE: The 'Process Package' check box will become active when packages are selected.

   

5. Click Link to roll up FIT bookings into a linked Group booking.

   

6. On the blank Book On Detail screen, select the (FIT) Source Booking Statuses, and the (New Group Booking) Booking Status, Consultant,Branch and Department.

   NOTE: Consultant, Branch and Department fields are to be completed. Booking Statuses are defaulted and can be selected to suit user requirements. The Re-calculate Service Line Prices check boxes will default to selection of 'Replace All But Overrides'.

   

7. Click OK to keep the changes and save or update the entry.

   

8. Click Exit to discard any changes.

   

9. If 'OK' was selected a Summary will appear with the number of successful packages to be updated.

   

Click OK to keep the changes and save or update the entry.



10. The Book On Results screen will re-display, the package will have updated the status to 'Linked' select 'Exit' to close.

    

The next section explains the different Book On screens and field selections available. Full instructions on maintaining Book On linking and re-linking is available in the Operations User Manual.

• Filter Tab

  

  This screen enables Book On packages to be tagged and when the process finishes, either:

  1. the Group booking will be created and the FIT Booking pax entered into and linked to it, or
  2. if the Group booking has already been created by previously running this program, any F.I.T. bookings for the package that have been added since the Group booking was created or last ‘linked’ will be added to the Group booking.

  The fields in the header of this screen are used to select the packages to be displayed. Not all fields need to be completed, but Departure Dates From/To are mandatory. A search can be made simply on Departures Dates From/To and can be refined by including Package Name and/or Utilisation level.

  Package Name

  The name of the PCM that constitutes the package - e.g., 12 Day Best of NZ. A search of PCM's can be made using the will open further search filters.

  Service Section

  The Location, Service, Supplier Code of the Package Product can be entered in these fields - e.g., AKL PK OOOC01 12DBNZ. When the product is found, the two dimmed out fields will display the Product Description and Product Comment.

   

  Booking Filter Section

  Departures Dates From/To - Mandatory

  A specific or range of departure dates for the package product can be entered in these fields.

  Link Status

  When F.I.T. bookings and rolled up into their respective Group bookings, the bookings have a link status applied to them. This allows the Book On application to determine if there are new F.I.T. bookings that need to be added to existing Group bookings etc.

  The Link Statuses are

  • Link Required. A Group booking has not yet been created.
  • Re Link Required. The system has detected additional F.I.T. bookings that are not included in the Group booking.
  • Linked. The Group booking has been created and all F.I.T. Bookings have been linked.

  Utilisation Level

  When a value is entered into this field, it is a percentage. Packages which have a utilisation of this percentage (or higher) and match any other selection criteria will be displayed

  Hide Unused Entries

  When checked, any packages that meet the selection criteria, but have 0% utilisation will not be displayed.

  This example shows the results tab with the Hide Unused Entries previously selected.

  

  The Screen shot above displays the results of a search for Departure Date from 04 April 20 to 15 April 20. Those packages with zero utilisation (i.e., 0 pax) have been excluded.

• Results Tab

  See the Operations User Manual for more information on the Book On Results Tab screen.

  Columns

  Package Name

  The Package (PCM) name.

  Master Group

  If a Re-Link is required or the Status is already showing as Linked, the Groups booking reference that was generated will display in this column.

  Allocation Date

  The package departure date (Allocation date).

  Max

  The maximum number of spaces on the package as set up in the allocation.

  Used

  The number of spaces (pax) booked on the package.

  Unused

  The number of spaces still available on the package.

  Utilisation

  The percentage of space used on the package

  Status

  The status of the package in relation to the Group Booking that will operate the package.

  The ‘Hide Unused Entries’ checkbox has been clicked which hides all departures that have 0 pax booked.

   

  Buttons

  • To select individual entries, click the check-box in the line(s) required.

  • To select all displayed entries click Select All .

  • To un select all displayed entries click Unselect All

  • To continue, click Link.

• Book On Detail Dialogue

  

  NOTE: The button is not ‘live’ until the Target Booking Branch and Department fields have been completed.

  Source Booking Status Section

  These statuses apply to the source (F.I.T.) bookings that are going to be added (or updated) into the new Group booking(s). Check the booking statuses that are to be selected.

   

  Target Booking Section

  Booking Status

  The booking header status that is to be applied to the Group booking

  Consultant

  The Consultant initials to be attached to the Group Book booking.

  Branch

  The Booking Reference Branch to be applied to the Group booking.

  Department

  The Booking Reference Department to be applied to the Group booking.

  Generate Rooming List

  This checkbox is only available if:

  1. The INI setting BOOKON_ROOMLIST is set to NOTES, or
  2. The INI setting BOOKON_ROOMLIST_CAT has a note category set in it.

  Recalculate Service Line Prices Section

  Click the button appropriate to the recalculate option required.

• Summary Screen

  When completed, a summary screen will display including the number of successfully rolled up bookings.

  

• Book On Results Screen - After Linking

  The Results Tab will redisplay once the bookings have been successfully Linked or Re-linked. A overview of all Booked On results provides users with the option to selected and monitor specific utilisation levels.

  

Detailed information on maintaining group bookings can be found in the Groups User Manual.

To view the results of the Book On process, open the Groups application and locate the newly created Group Booking.

The following processes will have occurred:

• The quantity of pax from all of the F.I.T. booking headers will have been entered in the Pax Configuration screen, based on the room types used in the F.I.T. bookings
• The pax names from the F.I.T. Bookings Pax Travelling screen ‘Pax’ Names will be in either the Group Rooming List/Pax Names screen, or be able to be output on the nominated Rooming List note category.

If additional FIT bookings are created for Group Packages that have already been linked, the Status field in the Book On screen will display ‘Re Link Required’ Accessing the Group booking when the FIT bookings are in this condition will display a warning that re linking is required.

When Re Linking, it is not necessary to ensure that the selections in the Book On Detail dialogue are the same that were originally entered when the package was first linked.