Setup and Masters are an integral part of the system. This is where basic data is entered and stored in the database for use in all areas of the System.

Before a user can create Hotels, Suppliers, Clients or make bookings basic data must be entered; these will appear in drop down lists and search’s.

Important Note:

Before commencing the loading of Set-up, you need to consider the following:

n Naming Convention of General Masters

n Look and Feel (i.e. The use of Upper case or Upper / Lower Case)

The tables that are found in the Set-up are the basis for all drop-down fields and search criteria in the database. To assist the user it is recommended that all users adhere to the naming conventions when entering data.

Set-Up can be found under the Setup tab or in the Homepage-Dashboard. Within Setup there are the following menus; Company Details, Department.

Set-Up in the system has two areas; Information and Masters.

2. Company Information

Company Information is where the user is able to Add, Modify or Delete details within the

Company and Department.

2.1 Company Details

Company details will be added once the organization is registered with Illusions Online.

Users have access to this area in modify mode and cannot add a Company at this level.

Click on the name of the Company and the modify link will be displayed.

Company à The name of the Company will be displayed.

Company Address à The physical address of the company.

Email à The primary email id of the company.

Fax/ Tel à The Communication number of the Company.

City à The city where the company located.

Description à Any internal information of the company. This is for informational purpose only and will not be displayed anywhere.

Note: Once a modification has been made click on submit to save.

2.2 Department

Different departments that will be used in the system for Suppliers / Clients and Customer will be loaded here.

Department à The department that will be required in the different modules of the system for e.g. Reservations, Operations etc.

Description à Any information about this department. This is for informational purpose only and does not appear anywhere.

3. Masters

Masters are an integral part of the system; this is where all basic information is entered for use in other modules. All links under Masters follow a similar process. Users click on a link to Add, Modify, Delete and View details.

Selecting the ADD link opens a new window where the user can enter the information required for that Menu.

If information is already entered it will be available in the grid list. If Information needs to be modified, Clicking on that record of the grid will open up a page where the data can be added and modified.

Users also have the option of deleting any unwanted data using the DELETE Button. Please note some data cannot be deleted as it may be attached to an existing record in the database. For this reason, care must be taken when choosing to delete any data from the Menu.

3.1 Airline

This area is used to define the basic information required to set up an airline. The Airline master will be used while entering the flight details in the booking engine.

Code à the 2 letter IATA code

Airline à the full name of the Airlines.

3.2 Airport

This area is used to define the basic information required to set up an airport code and information related to the airport.

The Airport Master is used in the Additional Information screen during the Booking process.

n Code à The 3 letter IATA code of the airport. When using the Flight booking engine, the airport code will be used to search the location. E.g. DXB

n Airport Name à The name of the Airport that is attached to the 3 letter IATA code. E.g. Dubai International Airport.

n Country à Use the drop down to chose the country. The GEO Master must be setup prior to selecting a GEO from the drop-down list

n City à Use the drop down to choose the city. The GEO Master must be setup prior to selecting a GEO from the drop-down list. (See 3.5)

n Description à General Description of the Airport. This is for information purposes only and does not appear anywhere.

Note: The Airport master is a non-mandatory master

3.3 Client Group

Client Groups are used as a way of grouping clients by a company group or chain for the purposes of applying commission, markups or reporting

The Client Group Master is used in the Client Wizard and can be used for defining Client Commission and Client Markups.

n Code à A unique code to define the Client Group

n Client Chain à This field will be used to define the Client Group (ie. Flight Centre Group)

n Description à This description is used for free format text and is for informational purposes only

Note: The Client Group is a non mandatory Master

3.4 Currency

The Currency Master table stores the basic currency that would be used when loading contracts. This contains another tab that takes to the Details of the particular currency chosen. Multiple currencies can be entered in this Master.

n Code à the 3 letter code of the currency that will be used.

n Currency à the currency that belongs to the 3 letter code that is entered.

n Currency Symbol à the symbol used against this currency

n Default Currency à is this currency a default one for all the transactions.

n Description à General notes on this currency used for informational purposes only

Note: The Currency Master is a mandatory master and required before Contracts can be created

3.5 Facilities

This master is used to create the different types of facilities that may be assigned to a specific hotel.

The hotel can contain facilities like Swimming pools, discotheques, etc. Information entered here will appear in the Hotel Facilities section while creating the Hotel record.

n Facility → The facility that you wish to create

n Description → A free format description field that is used for informational purposes only.

Note: This master is non-mandatory but is very useful for creating hotel Fact sheets for viewing through the booking engine and AWBE.

3.6 Geo Structure

The Geo Structure is used to input all the information regarding the Geographical region of your product range, your clients, hotel and services. All hotels, services, clients and holidays require a GEO to be assigned.

The GEO contains a hierarchy of 3 levels

n Country

n City

n Zone

The setup of the GEO is important as it determines how your products (Hotels / Services) can be searched during the booking process.

Click on Add Country to add the name of the new Country.

n Country → The name of the country. This will appear in various places like in the Booking engine when you search for a hotel. E.g. United Arab Emirates, Malaysia.

n Description → more information on this country, tax or currency.

Next Step is to add the City and Zone.

Click on City and the below screen will be displayed.

n City → The name of the City.

n Code → The 3 letter IATA code of the city.

n Description → More information of this city if required.

Next Step is to create Zone for the city which will be useful while creating a hotel or services to load the address according to the Zone.

Once the user clicks on Submit, the below screen will be displayed showing the Country, City and Zone. The Modify and Delete Tabs are used to make changes or delete.

Note: The GEO Structure is a mandatory Master and needs to be created as one of the first steps before commencing any data load.

3.7 Hotel Category

This master is used for defining the type of hotel you wish to create. You can set the Hotel Category based on the Hotel Rating (standard, superior, deluxe etc or choose to create the Hotel Category based on a star rating 2 Star, 3 Star, 4 Star etc)

This master is used when you create a new hotel. The hotel category can be defined against the hotel and used for searching purposes in the booking engine

n Standard à Create the different standard based (ie. 2 Star, 3 Star etc). The drop down for Hotel Category will appear during the setup of the Hotel

n Description à A Free format description used for informational purposes

After the Hotel category is added image can be uploaded. Click on Modify Hotel Category and you can load the image.

Note: The General Master for Hotel Category is non-mandatory

3.8 Hotel Chain

If the hotel belongs to a chain /group the Hotel Chain can be created using the Hotel Chain Master. The Hotel Chain drop Down is used during the setup of the Hotel.

n Hotel Chain → the name of the chain like Sheraton, Hyatt etc.

n Description → A free format description that is used for informational purposes

Note: This master is a non-mandatory Master

3.9 Language

The system allows you to enter descriptions in different language for display on documentation or for description (fact sheet) displays in the AWBE. The Language feature is also available in the Logistics module where you can define the languages that a particular resource (i.e. Tour Guide) may speak.

n Language Name → Here you can enter the different language description (ie. English) that you wish to make available in the system.

n Description → A free format description used for informational purposes only.

Note: This Master is a mandatory Master and English must be created as a default language.

3.10 Market

The market is used in the Client Wizard to define which market a client sits in (for determining which contracts and pricing to use). The market is also used for setting up Client Commission and Client Markups. The market is also used when creating a contract so that you can define which market a contract should be sold to:

Example: If you have 2 markets, US and UK you can create a contract with a price for sale to US clients and a contract with a price for sale to UK clients.

n Market → the name of the market that you wish to create for selling the product.

E.g. Australia, America, Malaysia, Dubai etc.

n Description → A free format description used for informational purposes only.

Note: This master is very important part of the setup of the system and is defined in the client and Contract wizards

3.11 Meal Plan

This Master allows you to create the different ranges of meal plans that may be available for sale for a Hotel. Examples can be half board, full board, all inclusive, etc

n Meal Plan → Name of the meal plan, for e.g. Continental, American Breakfast etc. This will appear in the Contract Wizard to choose the type of plan offered by the hotel.

n Description → A free format field used for informational purposes

Note: This is a mandatory field if you have a range of Meal plans for sale

3.12 Payment Type

The Payment Type master is used to define the different types of payment that are used in the A/R and A/P accounting processes. A payment type can be in the form of Cash, Credit Card, Cheque etc

The Payment Type drop down is used when receiving payment or when clearing the supplier purchase invoice (A/P) batch.

n Payment Type → the different types of payments that are accepted in that office. E.g. Cheque, Credit card,

n Description → A free format field used for informational purposes only.

Note: This is a mandatory field if any payments are to be done through the Illusions system.

3.13 Property Type

A generic table to be used in the booking engine to help refine a hotel search. The type of property entered here will appear in the Hotel Wizard and in the booking engine you can choose the hotel by the property type.

n Property Type à the type of property that the hotel is. E.g. Beach, Mountain, City etc.

n Description à A free format field used for informational purposes only

Note: This is a non mandatory field but is very useful in refining the Hotel search process in the booking engine

3.14 Room Type

The Room Type Master is used to attach the type of room to a hotel. This master contains another tab called Room Standard that allows you to add additional information against the room type.

n Room Type à Enter the room type name of the room that you wish to add. The room type name will appear as typed in the booking engine and on all documentation for a hotel.

n Description à A free format field used for informational purposes

Note: The Room Type master is mandatory prior to loading Hotel contracts in the Illusions database

3.15 Supplement

A supplement is an additional charge that is applicable to a particular service or hotel based on set criteria. The supplements are created against the contract but the supplement names and supplement types have to first be created in the General Masters.

3.15.1 Add Supplement Type

The Supplement type is used to define the type of supplement that the user is creating.

The Supplement Type is used in the Contract wizard when creating a new supplement.

n Supplement type à the name of the supplement grouping or type. E.g. Meal, Extra Person, Fees etc.

n Description à A free format field used for informational purposes

When the user clicks on Submit the below screen will be displayed.

Note: This master will be required if supplements are required to be added against your hotel or service contracts

Once a Supplement Type is added we need to add Supplement. This will appear as a drop down while loading Contracts.

3.15.2 Add Supplement

An example of a supplement will be Adult breakfast charge, an extra bed charge or a New Years supplement that a hotel applies over a certain period.

n Supplement à the brief explanation of the supplement. E.g. Breakfast, Lunch, 1st Extra child bed or 3^rd person sharing etc.

n Supplement Type à Use the drop down and select the name of the supplement type that was loaded initially e.g. Meal, Child Supplement

n Commissionable YN à whether this supplement is commissionable to the client or not.

n Description à A free format field used for informational purposes

Note: This sub menu is mandatory and will be required if supplements are required to be added against your hotel or service contracts.