Tips: You can use the Show Inactive checkbox to hide or display your inactive contracts. You can also sort your list of contracts by any column by clicking the column heading.
Use the Contracts option to setup the information for group rate or negotiated rate contracts. Contracts represent the terms of the agreement between you and the group using the rate. A contract is a requirement for setting up a group. Once a contract is created, it can be associated with an item or rate via the Contract tab in Inventory/Rates. Contracts created at the Chain Level are inherited by the properties and their rates.
Contracts must be of the Group or Negotiated rate type.
Group Rates: Rates created for special group of guests, such as wedding parties, trade shows and seminars
Negotiated Rates: Rates negotiated with a specific client. Viewership of these rates in the GDS by a travel agent or other GDS user is restricted, and the rate may be booked only after entry of either the agent's or client's authorization code
These types of rates must have dates and an alphanumeric access code.
The access code is the negotiated rate or group code. These codes can be self defined or if it is GDS distributed, must have the appropriate code (must be 3 alphanumeric characters for Sabre, Worldspan, Amadeus, and ADS. Galileo can be 2 to 6 alphanumeric characters).
The contract number is entirely self-defined. The different descriptions accommodate those distribution methods that use them. Some channels may use the long or short description.
Setting Contract Channel Conversions
Setup Contracts Field Descriptions
Assign a Contract to a Member Profile
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Tips: You can use the Show Inactive checkbox to hide or display your inactive contracts. You can also sort your list of contracts by any column by clicking the column heading. |
To add a new contract, use the following steps.
Click Add New. The Setup Contracts screen appears.
Select the contract type from the drop down list.
Enter an alphanumeric access code (3 alphanumeric characters for Sabre, Worldspan, Amadeus, and ADS. Galileo can be 2 to 6 characters. Group Rates can use 1 to 10 alphanumeric characters) that consumers and Travel Agents will use to access this rate under this contract.
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Note: You can search for an existing access code using the Access Code Lookup link (see below). |
Alternate Rate Access codes is not currently used.
Enter a Begin Date and End Date or click the Calendar icon to select to select the dates from a drop-down calendar. It is important to note that these dates only reflect the period of time when the contracted rate can be sold for future stays; not the actual stay dates. If you are outside these dates, the contracted rate cannot be sold.
Enter or select the remaining field items based on the descriptions in the Setup Contracts Field Descriptions table. These fields allow you add information about the contract.
After completing the required fields and entering any additional optional information, click Save Changes to save your entries and return to the Contracts screen (or Cancel to quit without saving).
Do one of the following:
If your contracted rate is to be available through distribution channels, you must add your access code conversion as outlined in Setting Contract Channel Conversions.
Click the property name at the top of the screen to return to the Property Dashboard.
Use Access Code Lookup to check to see if the access code you are considering has been previously used. It also allows you to pull up the details of an existing contract so that it can be updated.
To lookup an access code:
Click the Access Code Lookup link. The Access Code Lookup screen appears.
Enter the search criteria.
Access Code - to search by access code
Description - to search by contract description
Galileo, Worldspan, Sabre, Amadeus or ADS - to search for access code by distribution channel
Click the Execute Search button.
If found, the access code and description results display.
If no access code is found, the screen will display No matching results found.
Do one of the following:
Click the Cancel button to return to the Contracts screen.
or,
Select the radio button to the left of the access code and click the OK button to display the contract details in the Contracts screen.
Once you save your contract, you must add the Access Code to Channel Conversions. Channel conversion settings allow you to connect the contracted rate codes in RVNG to any distribution channel, such as GDS, PMS, ADS, where you want your rate to appear.
To add your access code to channel conversion:
In the Contracts screen, click the Edit link to the right of the contract you just added. The Setup Contracts screen appears.
Click the Channel Conversions link to the right of the Access Code field. The Contract Channels Settings Conversions screen appears.
Click the Assign New button. The Setup Contract Channel Settings screen appears.
Select the distribution channel from the Channel Name drop down list.
In the Begin Date field, enter the date this conversion will begin, or click the Calendar icon to select the date from a drop down calendar (End Date is optional).
In the Code field, enter the code you used for the contract.
Click the Save button.
Viewership allows you to restrict the viewing of contracted rate plans by entering specific codes.
To control viewership, follow the steps below.
In the Contracts screen, click the Edit link to the right of the contract you created. The Setup Contracts screen appears.
Click Maintain Viewership link to the right of the Access Code field. The Contract Viewership screen appears.
Click the Assign New button. The Setup Contract Viewership screen appears.
Select the channel from the Channel drop-down list.
Enter a Begin Date or select a date from the calendar to indicate when this access code will be available. (The End Date is optional.)
Select the code type from the Type drop-down list.
SGA Code for ADS
CD Numbers (Office IDs), Country, IATA Number or Pseudo City Codes for Amadeus
CD Numbers, Country, City, IATA Number, Point of sale, Pseudo City Codes, Rate Access Code or State for Galileo
Alpha Pseudo City Codes, CD Numbers, Country, City or Pseudo City Codes for Sabre
CD Numbers, IATA Number, or Pseudo City Code for Worldspan
Enter the viewership code in the Value field.
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Note: Use the Add Multiple link to load up to 20 codes at a time. |
Click the Save Changes button.
Click the property name at the top of the screen to return to the Property Dashboard.
Before you begin attaching rates to contracts, you should verify the contract with the viewership settings.
To edit a contract, use the following steps.
Click the Edit link in the Contracts screen to the right of the contact you are going to change.
When the Setup Contracts screen appears, enter changes in the appropriate fields. Click the Save Changes button to return to the Contracts screen.
Once added, you cannot delete a contract. Instead, set the contract status to inactive by clicking Inactivate. The contract can be reactivated by clicking Activate.
To return to the Property Dashboard, click the property name at the top of the screen.
Field |
Description |
Contract Type |
Select the type of contract Group Rate or Negotiated Rate.
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Access Code |
Alphanumeric characters - a 3 character limit for Sabre, Worldspan, Amadeus and ADS. Galileo can be 2 to 6 characters. Group Rates can use 1 to 10. |
Begin Date |
The start date of the contract. |
End Date |
The date the contract ends. |
Contract Number |
If needed, enter the contract number. |
Short Description |
Enter a short description of the rate that can be displayed in the CCM for look up in the Promo and Group code box. |
Long Description |
Enter more descriptive rate information. |
Interface Short Description |
Not currently used. |
Interface Long Description |
Not currently used. |
Allow Non-Contract Rates? |
Select No to prevent any public rates from being displayed to the group associated with this contract, even if their rate is unavailable. Select Yes to display public rates along with this contracted rate; it does not force the group into using only this contracted rate. |
Are Rates Confidential? |
Select Yes if you want this rate to be blurred in booking engine and Call Center Module. It also will be relayed in the hotel reservation notification. Also restricts this rate so that it is visible to only the group with which you have a contract. No does the opposite and allows access to the public. |
Is a profile required? |
If you want to associate the contract with any or all client file types, select Yes. You will be presented with checkboxes to select the client file types. |
Neg. Rates Password |
For additional security for this rate, enter a password that must be used to access this rate. |
Projected Room Nights |
Enter the number of room nights projected for the group during the term of the contract. |
Confirmed Room Nights |
Enter the number of room nights that the group committed to using during the term of the contract. |
Internal Signature Name |
Enter the person at your property who signed the contract. |
External Signature Name |
Enter the individual from the group who signed the contract. |
Salesperson Name |
Enter the person’s name that sold or negotiated the contract. |
Contact Email |
Enter the person’s email address who can be contacted for questions about the terms of the contract. |
Contract PDF Image |
Click the right arrow icon to upload a PDF image of the contract. |
Contract Verbiage |
Use this space to enter a copy of the contract text. You can use the word processing tools to format your text. |
If this member is part of a group who has a negotiated rate with your property, you can associate a contract with this member profile.
To assign a contract:
From the Profile Information options, select Contracts. The Contracts screen appears.
Click Assign New on the Contracts screen. The Assign Member Contracts screen appears.
Choose the applicable contract from the Select Contract drop-down list.
Click Assign Contract.
Click the guest name to return to the Member Profile Information screen.
Do one of the following:
Select another Profile Information option and continue adding information.
Click the property name at the top of the screen to return to the Property Dashboard.