Supplier/ Supplier Service Wizard User Manual
Table of Contents
1.1.1. Adding Supplier Address
1.1.2. Supplier Contact Address List
1.4 Assigning a Service to a Supplier
The Supplier Service Wizard is used to enter and maintain the Services
offered by the Company. All the
information on Suppliers which provide services will be maintained here. This
wizard the user to create a Supplier record and link a Service to this
supplier; multiple services can be linked to one supplier and multiple
suppliers can be linked to one service.
When you click on the link for Supplier all information for all the
suppliers can be added here.
Definition of a
Supplier
A supplier in the Illusions system is the company you need to pay
for the services that are being booked. All services in the Illusions system
must be attached to a supplier.
Definition of a
Service
A Service in the Illusions system is considered any product type
that is not a hotel / accommodation. A service might be one of the following
products:
n
n
Event
n
Entry Ticket
n
Tour Guide
n
Visa
n
Transfer
All services created in the Illusions system must be attached to a
supplier.
When you click on the Supplier under Wizards tab, the page below
will be displayed where the user can add or modify the Supplier details.
Click on Add Supplier and the information page to be loaded will be
displayed.
Creating a Supplier is a 3 step process:
Step 1: Enter the basic information about the supplier
Step 2: Enter the Supplier Address
Step 3: Enter the Supplier Contacts (reservations, accounts etc)
Once the required information has been entered click on submit and
the record will be saved in the database.
Each field with a * is mandatory.
n Code à a unique code for
this supplier. Maximum of 4 Alpha numeric letters can be used. This will not
appear anywhere in the booking process and is used for information purposes
only and for mapping to external finance systems
n Supplier Name à The name of the
Supplier Company. E.g. Accor Group. The supplier is the entity that will be
paid for the services that are attached to it. For example the service might be
a Half Day Tour of Brisbane, and the supplier might be Captain Cook Cruises.
Captain Cook Cruises is the entity that will be paid for this service.
n First Name / Last Name à the First Name and Last
name of the contact person in the supplier record that you are creating
n Address à The Address of the supplier. This could be
the physical street address or the postal address.
n Country à Click on Geo and use the option to
select the Country, Region / City and Zone where the supplier is located.
n Telephone /
n Language à the default language defined here will
determine the language of the correspondence between the company and the
supplier. By default this should be set as English
n Email à the email address of the concerned person whom you will be in touch
with. It should be the email address of the person mentioned above.
n Currency à the currency that is used to pay the supplier.
n Communication Method à The preferred means of
communication between the hotel and the company (email, fax, print). If Email
is selected, the Illusions system will default the flag at Booking
Documentation level to be ‘email’.
n Ground handler à The Ground Handler
field allows you to determine if the supplier record you are creating is
actually a ground handler. In some cases, you may have a Ground Handler as well
as a supplier attached to a service. When creating the contract, you can define
a Ground Handler which will determine if the contract has to be paid to the
Ground Handler or the Supplier. Example: If you create a service for a Half Day
Cruise which has a supplier of Captain Cook Cruises, but you actually buy this
off a ground handler or another third party (i.e. GTA) you can define this at
contract level by assigning a Ground Handler. If a contract has a Ground
Handler assigned, then the system will use the Ground Handler details for
payment (and not the Supplier details).
n
Belongs to à This area allows you to specify
if this service should be for internal use only or ‘B2B’ or ‘B2C’ or ‘All’
areas of distribution. If ‘Internal’ use is selected, the service will be
available for sale through the Back office only. If ‘AWA B2B’ is selected, the
service will be available through the AWBE (Online booking engine only), if ‘AWA
B2C’ is selected, the service will be available through the B2C (Consumer
website only). If ‘All’ is selected, the service will be available for sale through
all distribution channels.
Click on Submit and the data will be stored you will be taken to
the Supplier List where you will see your newly created supplier record. Click
on the radio button of your supplier and click Next. This will take you to the
Screen where you can add the address of the Supplier.
1.1.1. Adding
Supplier Address
The first address record will be created based on the information
added to the main ‘Add Supplier’ screen like in the display below
This screen also allows the user to add more addresses to the same
supplier.
Click on Add to add the other address details of the same supplier.
n Supplier Name à This field shows the
name of the
supplier which will be sourced from the main supplier record. The Supplier Name
will appear automatically.
n Supplier Address à The Physical address of the Supplier is to be added here.
n Country à Use the Geo to update the Destination /
Town and City
n Default Address à The default address which will
be used for any communication between the Supplier and the Company.
When you click on Submit, the system takes you to the Supplier
Contact Address List. Select the required address and click on next, to be
taken to the supplier contact list where you can create one or more contacts
for this supplier / address.
Click on Next to go to the Supplier Contact Address List.
1.1.2. Supplier Contact
Address List
The details that were loaded in the previous screen are
automatically copied in this page. The User has to update the Title,
Designation and the Department field.
Click on the name and the modify window will be displayed where the
user can add the Title, Designation and the Department.
The User can also add more contact Address for the same supplier by
clicking on Add.
Supplier Name à The name
of the Supplier will appear automatically based on the name of the Supplier
that the user selected from the Supplier page.
n
First Name à The First name of the contact person
n
Last Name à This Last name or Surname of the contact
person
n
Title à Use the drop down to choose the title.
n
Default Contact à At least one contact must be defined as the default contact. All
correspondence will be sent to this default contact. A default contact can be
defined per department (i.e. One default contact for reservations and one
default contact for accounts etc)
n
Department à The department of the contact person.
The department field will be used to determine what documents are sent to a
particular contact: E.g. Supplier documentation will be sent to the
reservations contact and invoice documentation will be sent to the Accounts
department Contact.
n
Our Department à This is the internal company department
that may deal with this particular hotel contact. This is for informational
purposes only.
n
Address à The actual location of the Supplier or
the postal address where billing should be sent if different to the hotel
address. This address will be printed on client vouchers and supplier
documentation so it is important that the default reservations contact includes
the street address of the Hotel (rather than a PO Box)
n
Country àclick on the Geo
structure and click Go, and chose the Country, Region, City and Zone
that the hotel belongs in
n
City à will be updated from the
Geo.
n
Email à the default email id of the person to whom the booking will be
forwarded.
n
Phone à The number of the contact person who will be in touch with.
n
Fax à The fax number of the person you will be in communication with. If
you are using fax software such as RelayFax, you need to check the RelayFax
setup guide to determine whether the international dialing codes should be
entered here.
n
Click on Submit button and the Supplier contact is updated.
Any modification that needs to be done to the Supplier list /
Supplier Address List or Supplier Contact Address List can be done at any stage
by clicking on Modify Supplier. A Modify Supplier Details page will appear
where you can make the changes and Submit.
To add a new service type, from the Wizard click on Supplier’s
Services. The Below screen will be displayed allowing the user to choose from
the various option.
A service type is used for grouping services to assist in the
booking engine search process
Some examples of a Service Type could be:
n
Arrival Transfers
n
Departure Transfers
n
Point to Point Transfers
n
Tour Guide
n
Day
n
Attractions
n
Handling Fee
n
Show Tickets (Sports, Concerts and Events)
n
Sightseeing
n
Sightseeing Cruises etc
To add a new Service Type, click Add. The following pop up will
appear where you can create the Service Type Name
n Code à A unique code that is assigned, preferably 3 or 4 letter for easy
reference. If you have chosen to extract you finance data to an external
finance system, then the code of your service type can be used to map to your
chart of accounts.
n Service Type à The name of the service type that you wish to create. See examples
above. The name entered here will appear in the Service Type Drop down list on
the booking search page
n Travel à This field should always be left with the default of YES.
n Transfer Type à The type of transfer
that will appear in the booking engine at the time of booking a service. E.g.
Arrival, Departure etc.
n Show in the Booking Engine Under Following Section à User the drop down to select where this service type should be
listed in the booking engine.
n Show Flight info Link on AWBE à Select Yes if the
flight info Link should be displayed in AWBE or select No, if not to be shown
in AWBE.
n Description à A free format area
used for defining additional information about the service type. This is for
informational purposes only.
Once you have submitted
your Service Type entry, system takes the user to the Service Type page. To
make any changes click on Modify Service Type and Click on Submit for the
changes to take place.
Click on Submit and the
changes made are updated.
Once you have defined and created your service types, you can now
create the Services that will be grouped in the service type you have selected.
Before adding a new service, you must first decide which service
type the service should be created against.
Note: You cannot change the Service type once the service record
has been created so please take care to select the correct service type prior
to creating your services.
From within the Supplier Service List screen, click on Add to get
the screen to add the information regarding the service details.
Click Add to add a new service details screen is displayed.
n Service Code à a 3-4 letter unique
code that is given for this service. This is for informational purposes only
and is not used during the search process
n Service Name à The name that is given to this service. E.g.
Pearl of the Gulf Half Day Tour or Arrival Transfer from
Note: Please ensure your service names include as much information
as possible to clearly describe the service being booked as this will assist
the user in selecting the correct service during the booking process.
n Country à Choose the country where this service is to be displayed.
n City à Choose the city where this service is to be used. If the service is applicable in multiple
cities (i.e. Handling Fee), then click on Multiple city and select the cities
that are relevant.
n Min / Max number of Passengers à The Min / Max Number of Passengers is for informational purposes
and does not validate at this point. The validation of passengers is done at
contract level.
Once you have completed
this screen and submitted, the service details will be stored in the database
against the specified service type.
You must now assign
this service to a particular Supplier so that the contract can be loaded.
1.4
Assigning
a Service to a Supplier
Once you have created the service, you must assign it to a supplier
before the actual setup is completed. Select the radio button of the Service
Type and click on Add Supplier Service.
When you click on Add Supplier Service, the below screen will
appear where the user can assign the service to the supplier.
Click on Submit once you have selected the Supplier, Service Type,
Service and Submit.
n Supplier à Use the drop down to
select the supplier that you want to link the service.
n Supplier Service à Once the Supplier is selected the drop down will have the list of
services that was stored in the initial stage.
n Status à You can define whether this Supplier Service is active or inactive
by selecting the status. If active is selected then the supplier service is
available for sale.
n Preferred à This setting is used for Destination management companies who have
several suppliers that offer the same tour. Rather than show multiple tours in
the B2B (AWBE) booking engine, you can define which supplier service you wish
to show on the website. If the preferred is set to Yes, then this Supplier Service will be
shown on the website (and any other matching service which could be assigned to
other suppliers, will not be displayed)
n Country and City
à These fields can be filled by using the Drop down.
n Belongs to à Specify if this service
should be for internal use only or B2B or B2C or All areas of distribution. If
‘Internal’ use is selected, then the service will be available for sale through
the Back office only. If ‘AWA B2B’ is selected, the service will be available
through the AWBE (Online booking engine only), if ‘AWA B2C’ is selected, the
service will be available through the B2C (Consumer website only). If ‘All’ is
selected, the service will be available for sale through all distribution
channels. (Required)
n Free
If the radio button is set to No, then it will show as On Request
in the search and in the booking engine while you save as booking the status
will be on Request.
n Description à This area is used for
defining information about this supplier service. You can use the HTML editor
to add the information. This information will appear on the AWBE as the service
description that appears on the search results page. It will also show in the
Service Fact Sheet under the heading of Service Overview Description in the
‘more details’ link.
The system will now attach the Supplier to the Service and create a
Supplier Service record.
Below is an example of a completed Supplier and Supplier Service
