Insert an Accommodation Product

The Product Database is where details of all types of services – accommodation, transportation, meals, attractions etc. – are stored. It is from this storehouse of services that users are able to retrieve Products to enter into Bookings or Quotations and the system uses the pricing and setup detail that is stored within each product to calculate booking/quote costs, conditions and to produce documentation.

Insert a Product (Accommodation)

Select menu Home > Products > Product Setup.
1. Click the Home Menu to expand it:
2. Click the Products menu option to expand it:
3. Click Product Setup to go to the Product Setup menu:
Click Create New Product.
On the Insert Product screen, enter data into fields (the top three are drop-down selection fields - entries must already exist before you can select them). Refer to About the Insert Product Fields for more information on the data you can enter.
Check the completed screen.
Click Save to keep the changes.
Click Exit to discard any changes.

NOTE: Although the example product being discussed here is an accommodation product, the forms and fields are common to all product types - sightseeing, transport, meals etc. Where fields are discussed that are specific to, or have a special relevance to, an accommodation product, that relevance is noted.

About the Insert Product Fields

Location

Select a location code from the drop-down list, or type the location code. Location codes must already be setup in the Code Setup application, Create a Product Location.

Service Type

Select a service code from the drop-down list or type the Service Code. Service codes must already have been setup in the Code Setup application, Create a Product Service Type.

Supplier

Select a supplier from the drop-down list, or type the Supplier Code. Suppliers must already be setup in the Creditors application, Create a Supplier.

NOTE: The search button (

) to the right of the Supplier fields can be used to search based on primary search criteria of Supplier Code; Name contains; Supplier chain, plus the additional criteria of Language code; Post Code; and any of the 6 available Analysis Codes that can be attached to the supplier.

Code (Autocaps)

Enter a Product Code. Examples of commonly used codes are:

Accommodation
- RO = Room Only
- BB = Bed & Breakfast
- DLXSUI = Deluxe Suite
- ROH = Run of House
- 1BEDRM = 1 Bedroom Suite/Apartment
- DAYROM = Day Room
- STUDIO = Studio Apartment
Non-Accommodation
- Admissions should try to capture the type of admission and there are no hard and fast rules for this - e.g. VIST; ADMIT.
- Sightseeing Tours should try to use the suppliers tour code where appropriate
- Rental Vehicle services can use the suppliers vehicle code - e.g. CDAR, EDMR
- Codes for transfers should try to convey what the transfer is - INTCYH = International Aiport - City Hotel etc.

Each service must have these 4 key fields of Location, Service Type, Supplier and Code completed. There cannot be more than one product with exactly the same data in each of these fields. There can be multiple services for (e.g.) the same supplier, provided at least one of the key fields differs from any other service for the supplier.

NOTE: It is good practice to standardise Codes i.e. all Run of House rates for all suppliers should have the same Code – e.g. ROH; all City to Airport Transfers CTYAPT etc. This will save time for reservations staff when locating the correct service to add to a quote or booking.

Description

A one line description of the product.

Description 2

A second descriptive line for the product. This field can be used for messaging to display additional information within a message.

Comment

A one line comment regarding this product can be entered. This field can be optionally displayed in the FITs, Groups and PCM programs when listing and searching for products.

Comment 2

A second descriptive line for the product. This field can also be used for messaging to display additional information within a message.

NOTE: Thought should be given to how the fields Descriptions and Comments are used. Along with most other data fields in Products, these fields are able to be output in messages and documentation. It is not uncommon for the Comments fields to be used for 'in house' comments about a product - e.g. what inclusions there may be etc - so a decision will need to be made as to how these fields are going to be used - in house or publicly.

The length of all descriptions and comments should be considered carefully to ensure that they do not exceed physical space available on (e.g.) Vouchers and Confirmations etc.

Service Category

The product must have one of these selected. The service category determines what data pre-populates some of the setup fields and enables the system to use logic specific to the category to correctly generate pricing.

They are used as follows:

Radio Button	Definition
Accommodation	Selected for all accommodation related products (except apartment/dormitory type accommodation).
Apartment	Specifically for apartment/dormitory type accommodation products where pricing is for five or more pax.
Flight	Identifies a flight product that will allow sector by sector lines to be inserted into a quote or booking.
Itinerary	Identifies a product that has no pricing, but is used simply to carry itinerary text to be inserted into a booking/quote.
Non-Accommodation	Meals, Transfers, Sightseeing, Coach Transport, Rental Cars etc.
Package	Applied to products that are specifically set up and attached to PCM modules to carry package pricing. The setting up of products for this specific purpose is covered in the PCM Packages User Manual. Complete packages purchased from another supplier must not have this button selected.