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Introduction:
In this part of the manual we would like to describe the
procedures to be followed by the operator for making online bookings on
online reservation system. The main administrator of the reservation system
will define the operator ID of the Agency and also of an operator under
an agency, if required. Main Administrator controls the access rights
provided to the Agency.
Online Hotel Reservation Procedure
Step by step procedure is defined to make online reservation easy to the
operator of reservation system.
Steps 1: Agency will login to the website of the Geographical Tours Pvt.
Ltd. (i.e The Geographical Company).
Step 2: After login to the Website of The Geographical
Company, login screen will appear. Specimen of the login screen is given
below. The Agency will feed the Operator ID and Password as allotted by
the Main Administrator of the Geographical Company (GC).
| Website of GC > Operator Id > Password
> Enter |
Step 3: On Online Reservation System screen,
name of the Agency and the Operator will appear on the top of the screen.
Against the Column, Travel Agent, the operator has to select the default
Branch name and click the button “continue”. Specimen of the
screen is given below:
Step 4: Main reservation screen
will appear. Screen will show the name of the agency (i.e retail Chain),
branch (Travel Agent) and of the operator on the top of the screen.
“Change Agency” button may be used to change the operator
ID and this button is available on the top of the screen. Specimen of
the main reservation screen is given below:
On receipt of the query
from the customer, Operator first opens a new “Travel File”
by ticking to the icon NEW. System will automatically generates the Travel
File No., but the same will not appear on this screen (above).
Then name of the Country will be selected from the list
of the countries already available into the system.
Then City will be selected from the list of the available
cities. This city icon will appear after selection of the country.
After selection of the city, the Operator will feed the
arrival and departure dates, and number of rooms required Sgl/Dbl/Twb/Trp.
These fields are mandatory to be filed.
When the system is searching for the hotel, specimen of
the search screen is given below:
For searching the services/tours, the Operator has to
first book the hotel and then services/tours can be searched. Flow Chart-Hotel
Search is given as per Annexure-1.
1. Search of the hotels/services/tours
can be done by Cities or by Region. But initially “Region”
search criteria are not working.
Step-5: Hotel search report shows the availability
of the hotels for the required period if no search criteria is being adopted.
Specimen of the screen when no advanced search criterion is being adopted
is being given below
Advanced
Search Option:
The system also has advanced search option, which the operator can use
for searching of the hotel of his requirements. Operator can arrange
the search by stating the No. of nights, hotel name and category etc.
The Operator can also arrange the search results in 4 ways like Available
& Price, Price, Hotel and Category. After defining the search criteria,
the operator can search for the Hotels or Hotels information. If the
advanced search is used then search result will show only the results,
which fulfill the search criteria. Specimen of the screen when advanced
search criteria are being adopted is given below:
In the above table, there are four buttons available named
Retrieve, Invoice, Voucher and Activity. Description and functions of
these buttons is given below:
Retrieve Button: For retrieving the earlier travel files.
Invoice Button: For viewing & printing of the Performa
invoice.
Voucher Button: Availability of this button will depends
on the accessibility rights etc. being given by the Geographical Company
to the Agency. If this right is available then the agency can print the
hotel voucher also.
Activity Button: Activity button gives the Booking File
Search Report both for all the bookings made during a particular defined
period and the modifications done in a specific travel file. Format of
the “Bookings File Search” is given as per Annexure-2. If
the operator wants to know the changes made in any specific travel file
then the Booking file search report will give all the modifications made
in the file except the change in the name of the traveler. This is the
limitation of the system. Last row in the table shows the latest details
(L) and earlier particulars are shown as deleted (D). Wherever some details
in the travel file is modified then the same entry is highlighted by “Mod”.
All active reservations (not modified) are highlighted by “Res”.
Note: In the above specimen screen, there
is no hotel available which fulfills the search criteria.
Step-6: The operator
will click the “Book it” button on the left hand side of the
row of desired hotel. Then a new hotel-booking screen will appear, the
specimen of which is given below:
The Operator will give a booking reference number and
name of the client. Booking reference number is the serial no./ query
no. of the agency. Following are the mandatory fields to be fed before
making the booking:
• Travel Agent Booking Reference No.,
• Client Name
• Surname & first name of the person in whose name booking is
required.
Operator can also make the special requests like Non Smoking Room, Interconnecting
Rooms etc. and give notes to the Hotel or to the Booking Office.
If the operator requires
“quotation”, then operator will click the button “Quote”.
Specimen of the screen is given below:
If on the basis of the quotation, operator wants to book
the hotel then the button “Add to this booking” will be clicked
by the operator and the system will take the booking and operator again
reaches to the booking screen for making further bookings if required.
To check whether the booking is confirmed or not, operator can click the
back screen button and then try to book the hotel with the same particulars,
then the message will appear on the screen, “the booking had already
been made with the same particulars”.
If the operator clicks the “book” button, then the specimen
of the screen is given below.
On this booking screen, if the booking is confirm then Confirmed
will appear on the screen. Confirmation screen gives all the particulars
of the booking like travel file no., booking reference no, name of the client,
name of the final customer, date of arrival and departure, rate, city and
the hotel name etc. This booking screen also have the option to modify or
cancel the booking if the customer wants. Modification
in the Booking:
If the operator wants to modify the existing booking before the applicability
of the cancellation policy of the hotel, then the modifications can be
done in the booking.
Procedure of modification:
Select the Travel file, which is to be modified > Click the button
Retrieve > booking screen will appear > click the button Modify
> modify the booking details > click the button modify > booking
confirmation will appear.
The operator can modify the arrival/departure
date, No. of rooms, name of the traveler, special request, notes to the
hotel or to the booking office etc. Specimen of the modification screen
is given below:
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