Add Replicated Locations

This is the fourth of nine tasks described in this user manual for viewing or changing the following:

Locations, attached as replicated locations
Pick up and drop off locations

NOTE: The numbering is simply for reference - there is no particular order in which tasks need to be completed and, depending on the supplier, they might not all be needed.

The full list is:

Replicated Locations allow alternative locations and addresses to be stored against suppliers that have multiple pick-up and drop-off locations, (e.g. Rental Vehicle operators).

The first condition to consider before setting up the Replicated Location is that the supplier that is having the pick-up/drop-off points added is the supplier—i.e. for the example being shown, Budget Rent A Car is the supplier, and they only have pick-up/drop-off locations at other cities, not reservations and accounting offices.

The Product will be set up with the generic location (e.g.) NZL (New Zealand). When replicated locations are attached to a supplier consultants will search for product using the actual location they require the service for. The alternative (replicated) locations set up under the supplier replicated locations e.g., AKL, ROT, CHC, etc. Product will be returned in a service search for AKL, ROT, and CHC locations.

The benefit of this feature is that Rental Vehicles etc. only need to be set up in the Product Setup for one generic location, but in bookings, the actual pick-up and drop-off locations can be specified which means documentation etc. is showing the correct detail.

Replicated locations are often mistakenly set up against Master Suppliers - e.g. a hotel chain head office. This is an incorrect use of the feature - a hotel stay can not commence in one location and finish in a different location. In the case of hotel chains, each property is set up as a separate supplier - e.g. Ramada Christchurch, Ramada Orewa. In the case of rental vehicles, there is one supplier (and reservations office) providing the service in multiple locations.

Creating Replicated Locations

For replicated locations to be used "Locations" must have been set up in Code Setup > Locations

If the supplier to which replicated locations are to be added does not exist, create the supplier first (see Create a Supplier).
If the supplier does exist, search for the supplier from Product Setup, select menu Home > Product > Product Setup > Supplier > (if Replicated Locations are attached a list will display on this screen).
1. Click the Product menu to expand it and search for a supplier:
2. Click the Supplier menu option to expand it:
3. Click Replicated Locations to go to the Replicated Locations screen:
Click Insert to add a new entry.
Saving here will add the location to the list of replicated locations for the supplier and allow their products to be found in this location.
To define Pick-Up and Drop-Off sites per location.
1. Select a Location.
2. Click Insert to add a new entry.
3. Enter the Locality information and use the check boxes to assign if the locality can be used as a pick-up point and/or drop-off point and click OK to keep changes.
Click Save to keep the changes.
Click Exit to discard any changes.

A full list of Replicated Locations will display for this supplier and you can review/amend the details by double clicking on the location.

The generic location of the Service Option (NZL in this example) must also be added to the replicated locations.

In this example CHC-Christchurch there are three locations where rental cars can be picked up or dropped off for this supplier and this location, the remaining depots allow drop-off only (indicating one way hire is permitted).

On entry the replicated locations screen will show a full list of locations assigned as a replicated location.

Location

The locations which display in this panel are those that were inserted as a replicated location.

Pick-Up/Drop-Off for This Location

Displays the list of pick-up and drop-off points for the location which is currently highlighted in the Replicated Locations panel.

Locality

This field stores address and contact details for the pick-up/drop-off points.

NOTE: When used in Quotes/Bookings, the locality addresses are automatically available as valid pick-up/drop-off points which can be used in client documentation.

Pick-Up/Drop-Off Point Indicators

The initial screen lists localities available for this replicated location. The Pick-up/Drop-off point indicators display as a check box to determine if the locality can be used as a pick-up or drop-off locality. Amendments can be made here or additional information such as times for scheduled services can be inserted or amended by clicking the existing locality.

Valid Pickup/Dropoff Point - If the locality is available as a pick-up and/or drop-off location the checkbox should be selected.

Time - If the pick-up point is for (e.g.) a scheduled service, then the departure time can be entered here and it will automatically default into bookings.

The 3 additional fields Group Number, External Search and Depot Identifier are used by the External Supplier Adapter to provide required detail to rental vehicle company systems. These should be left blank unless the adapter is installed and being used.