Defining Inventory Items (Using the Item Setup Tab)

Use the Item Setup tab to define the inventory item characteristics and default settings of an inventory item.

Considerations

Be aware of the following:

To generate your room codes, you must select the bed type, room type, room quality, number of beds, and whether smoking is allowed.
Policies and restrictions entered in the Rate Setup will override those set up here in Item Setup where common policies and restrictions exist and have been selected. Refer to Appendix A for policy descriptions and hierarchy, and Appendix B for restriction descriptions and hierarchy.

Tip: To ensure your property always shows some availability, use the Freesell maximum quantity and Sell with no inventory setup options.

In this topic

Defining an Inventory Item

Item Setup Field Descriptions

Defining an Inventory Item

To set up your item inventory, complete the steps that follow.

Click here to view fields that are required. Additional fields can be completed as necessary.

To define the inventory item:

Click Item Setup tab. The Item Setup screen appears.

Note: The Item ID is automatically entered for you and cannot be changed. The next four fields are based on the description of the item when you set it up. These fields can be changed.

Tip: When adding policies, click the (help icon) to the right of the policy field to display the available policies along with descriptive text (see Appendix A for policy hierarchy).

In the Product Name field, enter the name to shown in the IBE.
In the Interface Name field, enter the item name going to the GDS/ADS? (30 characters maximum including spaces). This is a mandatory field.
In the Description field, enter descriptive text for the item. This will be displayed in the Call Centre Module and IBE.
In the Interface Description field, enter seamless text for the item. This will be distributed to the GDS/ADS (up to three lines; Line 1 is 30 characters, Line 2 and 3 are 45 characters including spaces). This is a mandatory field.
Enter the dates of when this specific item can be sold in the Start Sell and End Sell (optional) fields, or click the Calendar icon to select the dates from a drop down calendar. Be aware that these dates only reflect the period of time when the item can be sold for future stays; not the actual stay dates. Stay dates are defined via the inventory allocated through the calendar, or if the item is indicated as sell with no inventory.

Tip: For certain inventory items, like your standard room types, leave the End Sell date open so you do not have to continually update them.

The Parent field is system generated based on where the room type was created in the Tree. To move an item to a different parent folder in the Tree, click the Magnifying Glass icon and select the folder from the pop up window, then click the Ok button to move it to that location.
To add an image/photo of the item (to be used for the Call Center or Booking Engine), click the Add/Edit Photos button.

When the Media Gallery pop-up window appears, click the Add button.
Select the radio button beneath the image you want to display. (To add images to your Media Gallery, see Images-Booking Engine.)
Click the Add button.

Note: Click the Set Default button to make this image the default image for this item. Use the Edit button to edit the selected image. Use the Remove button to remove the selected image.

Click the Close button in the Media Gallery pop-up window to add the image.
Click the Refresh button to display the default image that was selected.

If the item is included on more than one day of the stay (for example, packages), select the new value from the Length of Stay Included drop down list.
From the Room Type drop down list, select the room type. This is required for defining the GDS room code.
From the Room Quality drop down list, select the room quality. This is required for defining the GDS room code.
From the Bed Type drop down list, select a bed type for this room type. This is required for defining the GDS room code.

Note: If the item was built in Item Wizard and a bed type was selected, this field may be pre-populated.

Select the number of beds in the room from the appropriate drop down list(s). This is required for defining the GDS room code.
Select whether smoking is allowed in this room (Yes is for Smoking Allowed, No is for Non Smoking Room, or N/A can be for either smoking or non-smoking room). This is required for defining the GDS room code.
In the Maximum Occupancy field, enter a value for your maximum occupancy.
To create the room type and associated rate plan in the GDS/ADS and generate notifications if/when the items changes, select the Notify checkbox. The Notify checkbox must be selected for this to occur. This is a mandatory field if distributed to all channels. To receive notifications via email or PMS Interface, contact your Pegasus Representative to have this set up for you.

Note: To automatically select the Notify checkbox when creating a new item, set the PMM - Default GDS Notify Y/N preference to Yes. If this has already been set for your property/chain, just double check that the notify checkbox is selected when building rates and items.

Enter or select the remaining field items based on the descriptions in the Item Setup Field Descriptions table below.

Click the Save button to save your item (or use the Clear button to clear all the fields and start over).
Do one of the following:

Select another tab to continue setting up this item.
Select the Rates option to add or modify rates.
Click the property name at the top of the screen to return to the Property Dashboard.

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Item Setup Field Descriptions

Field	Description
Item ID	System generated identification number that cannot be changed.
Product Name	Item name being sent to the IBE or Call Center. Generated when the item was added. Can be changed.
Interface Name	Item name being sent to the GDS/ADS. Generated when the item was added. Can be changed: 30-characters maximum.
Description	Item description being sent to the IBE or the Call Center. Generated when the item was added. Can be changed.
Interface Description	Item description being sent to the GDS/ADS. Generated when the item was added. Can be changed. Line 1: up to 30 characters. Lines 2 and 3: up to 45 characters.
Start Sell	Dates of when this specific item can be sold. Enter dates in the Start Sell field, or click the calendar icon to select the date from a drop down calendar.
End Sell	Date when this specific item can no longer be sold. Enter the date in the End Sell field, or click the calendar icon to select the date from a drop down calendar.
Close to Arrival	Click to select day or days that are closed to arrival for the item.
Parent	System generated based on where the item was created in the Tree. To move an item to a different folder in the Tree, click the magnifying glass icon and select the folder from the pop-up window, then click the Ok button to move it to that location.
Content Icon	Use the Add/Edit Photos link to add or edit images or files attached to this item. Use the Refresh button to refresh the images in the item setup screen.
Length of Stay Included	If this item is included in more than one day of the stay (for example, eConcierge or package deals), select the number of days from the drop down list.
Interface Code	Only used when migrating a property from another CRS, or for PMS interfaces.
Physical Count	Count used for reporting purposes against oversell. Enter how many of the items there are at the property.
Room Type	The type of room this is (e.g. Room, Suite, Cottage, etc.).
Room View	Additional information to describe the room view.
Room Quality	The quality of the room (e.g. Premium, Deluxe, Standard, Moderate, Economy, etc.).
Bed Type	The type of bed in the room (e.g. King, Queen, Double).
Number of (bed type) Beds	The number of each type of bed.
Smoking Allowed	Yes = Smoking is allowed in the room. No = this is a non-smoking room. N/A = can be either smoking or non-smoking room.
Number of Bedrooms	The number of bedrooms for this room type.
Number of Rollaways	The number of rollaways or cribs/cots allowed in the room.
Number of Persons Allowed Without a Rollaway	The maximum number of guests allowed in the room without adding a rollaway.
Ground Floor	Select Yes to indicate room type is on the ground floor. Select No to indicate room type could be on any floor.
Authorized Inventory	Field is optional but recommended if you want to always show some availability. Enter a default allocation amount to be used when an inventory quantity has not been defined. Inventory set using the calendar will override any authorized quantities.
Minimum Length of Stay	Default value for your minimum length of stay.
Maximum Length of Stay	Default value for your maximum length of stay.
Minimum Occupancy	Default value for your minimum occupancy.
Maximum Occupancy	Maximum number of guests that can occupy this room type.
Max Adults	This is the maximum number of adults that can occupy this room type.
Max Children	This is the maximum number of children that can occupy this room type.
Extra Bed Allowed?	This setting enables the Call Center Module to handle extra occupancy bookings. Select the number of extra beds from the drop-down list. To charge for the extra bed, you must have Extra Bedding as an Item Group and have created inventory and rates (Rate Category used for extra bedding must be one of the default rate categories set up in channel parameters).
Extra Bed Cost Included?	If selected, this checkbox indicates that an extra bed fee is included in the cost of this room type.
Not Require Lodging Item?	Select this checkbox to allow an eConcierge item to be sold as a standalone item.
Cancel Policy	Use Inherited Value appears by default even if you do not have any inherited policies. If you set a default policy in Preferences (see Preferences) or inherited polices from the Chain Level, it will use that policy here. If you want to set a different policy for this item, select your cancellation policy from the drop-down list of available policies. A policy should be selected if your property does not have a preference set or a preference policy needs to be overridden.
Tax Policy	Use Inherited Value appears by default even if you do not have any inherited policies. If you set a default policy in Preferences (see Preferences) or inherited polices from the Chain Level, it will use that policy here. If you want to set a different policy for this item, select your tax policy from the drop-down list of available policies. A policy should be selected if your property does not have a preference set or if a preference policy needs to be overridden.
Discount Policy	Use Inherited Value appears by default even if you do not have any inherited policies. If you inherited a policy from the Chain Level, it will use that policy here. If you want to set a different policy for this item, select your discount policy from the drop-down list of available policies. A policy should be selected if your property does not have a preference set or a preference policy needs to be overridden.
Overbooking Policy	Use Inherited Value appears by default even if you do not have any inherited policies. If you set a default policy in Preferences (see Preferences) or inherited polices from the Chain Level, it will use that policy here. If you want to set a different policy for this item, select your overbooking policy from the drop-down list of available policies. A policy should be selected if your property does not have a preference set or a preference policy needs to be overridden.
Freesell without inventory?	This check box shows this item as available with no sell limits. When selected, it is recommended to use the Authorized Inventory option as an absolute maximum. With this box selected and no inventory set in the calendar or an Authorized Inventory quantity, this item has no limits to the quantity booked.
Allow property to change	Check the check box for a PMS interface.
Show On Written Confirmation?	This check box shows this item on the written confirmation.
Notify	The Notify check box must be selected to create the room type and associated rate plan in the GDS/ADS, and generate notifications if/when the item changes. Note: To automatically select the Notify checkbox when creating a new rate plan, set the PMM - Default GDS Notify Y/N preference to Yes. If this has already been set for your property/chain, just double check that the notify checkbox is selected when building rates and items.
Notification Email	Appears for eConcierge items to allow a separate email address to be used for notifications when eConcierge items are sold.
Commission Calc Method	Use Inherited Value appears by default and will use the method selected (if any) when the property was initially configured under Name-Status-Set Up. If you want to set a different method for this item, select your calculation method from the drop-down list.
Commission Amount	The commission amount (for example, percentage or flat amount).
Commission Policy	Use Inherited Value appears by default even if you do not have an inherited policy. It will use the policy selected (if any) when the property was initially configured under Name-Status-Set Up or one inherited from the Chain Level. If you want to set a different policy for this rate, select your commission policy from the drop-down list of available policies. A policy should be selected if your property does not have a default set or the property policy needs to be overridden.
Order	This sets the order in which this item is displayed in the Item Tree and Rate Calendar within the "Parent" branch that it is assigned. This also controls the display order for the IBE (when IBE Lodging Display Mode is set to Rate Centric) and the Call Center unless overridden in the Channels tab.

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