Selling Hotel and Car Appendix D Hotel Rates Each line item includes: Line number Rate description Book button Rate type and negotiated rate code Rate and the three-letter currency code Ability to add the rate to Trip Quote (ACG does not use) Approximate total cost for the duration of the stay, the three-letter currency code, and the following details: • Prepayment • Deposit • Non-refundable • Commissionable If the rate changes during the stay, the rate is followed by @. To close the Rate Details window, press X located at the top right corner of the window. A-24 November 2019
Selling Hotel and Car Appendix D Hotel Rates Hotel map and directions The map displays all listed hotels, either as green (available) or red (unavailable) pins. The red target represents the requested location. The number within each green pin corresponds to the row number in the hotel list. To select a hotel, select the line item from the hotel list, or select the related pin on the map. When a hotel is selected, the hotel information window appears below the map. Press the information window header to expand the map and collapse the information window. To restore the information window, press the header again. The selected hotel pin is blue. A-25 November 2019
Selling Hotel and Car Appendix D Hotel Rates Navigation within the map window All controls used for standard maps are supported within the map window. Use the keyboard and mouse to zoom in or out and drag the map in any direction. To move the cursor into the map location field, press: CTRL+L Search for a new hotel in the map window There are a couple of ways to perform a new search from the map window: Enter a location in the Map Location field and press Enter. A quick-pick list appears as you type to assist with selection of the new location: A-26 November 2019
Selling Hotel and Car Appendix D Hotel Rates You can also right-click on the map and select New Search from Here. If the location is found, the hotel list will refresh with related results. If the location is not found, suggestions for entering better search criteria appears. Map pin tool tip Hover over any pin on the map to display a tool tip with the following information: • Hotel name • Full address • «From» rate & Star Rating • Top amenities Select the pop-up to open the Rate Details window and the Information window (same as selecting the pin). You can select any hotel in the list and still be able to hover over any other pin. A-27 November 2019
Selling Hotel and Car Appendix D Hotel Rates Directions Press the Directions button to access directions between two points within the map window: Setting “From” and “To” Locations After selecting the Directions button, the map will display points for route planning. The “From” field - - is set to the point of reference location marker, and the “To” field - - contains the address of the selected hotel. It is possible to reverse route direction using the button, located to the right of the directions fields. Location entries can be amended by positioning the cursor at other places on the map and right-clicking. Hotel Retail displays a menu with options to select Directions from or Directions to: Once an option is selected, the proper field is modified and the route is recalculated immediately. If you select a different hotel while the route is displayed, the new hotel is selected without updating the driving directions. Choosing the Directions Type By default, the directions type is set to driving directions. You can switch to walking or transit directions and back by pressing the corresponding icon: A-28 November 2019
Selling Hotel and Car Appendix D Hotel Rates Finding a Route The Go button triggers route searching: After a successful operation, Hotel Retail interface displays both points and the route on the map: A-29 November 2019
Selling Hotel and Car Appendix E Hotel Rules Rules Hotel information and photos When a property is selected from the hotel list, the information window appears with additional information for the selected hotel or rate. The information for the hotel is presented using tabs for Overview, Amenities, Details and Rules. When available, photos are visible within the window. A-30 November 2019
Selling Hotel and Car Appendix E Hotel Rules Overview The Overview tab provides general hotel information: • Property ID • Address • Phone numbers • Property details (total number of rooms, meeting rooms, floors, restaurants, etc.) • Description Use the copy/paste icon - - to copy text from the overview. Amenities The Amenities tab provides information about available amenities for the selected property. The top six most popular amenities display first: A-31 November 2019
Selling Hotel and Car Appendix E Hotel Rules All other amenities are listed below the top amenities: Details The Details tab can be selected by: • Point and click • Specific hotel details can be accessed: • From the blue links for each item • Once an item is selected, the color of the text changes from blue to green in the list. A-32 November 2019
Selling Hotel and Car Appendix E Hotel Rules Photos Photos appear for the selected hotel, when available. You can scroll through the photos using the arrow or scroll the slides below the main viewer. Hover over each photo for a brief description. Rules The Rules tab displays rules for the selected rate. It includes the following information: • Cancellation policy • Rate breakdown • Bedding type • Rate description If provided by the hotel, these rules are also displayed: • Check-in/check-out policy • Guarantee policy • Room details • Other ACG must document: • Cancelation policy • Rate Breakdown • Total estimated cost • Check in and Check out time. (This may have to be found after booking) • Note: You must select the hotel rate line to view the rules. A-33 November 2019
Selling Hotel and Car Appendix E Hotel Rules Loyalty Loyalty information appears for participating brands. Participation is initially limited and will be expanding. The Loyalty tab will not be displayed for hotels that do not participate in this feature. A-34 November 2019
Selling Hotel and Car Appendix F Hotel Book Booking Payment Types The payment types of Guarantee and Deposit are supported in the Booking form. A-35 November 2019
Selling Hotel and Car Appendix F Hotel Book Deposit When the payment type of Deposit is selected, there are many forms of payment are available. Use Credit Card Guarantee When the payment type of Guarantee is selected, there are many forms of payment are available: Use Credit Card Credit Card Form of Payment When Credit Card is selected as the Form of Payment, Hotel Retail interface displays the following fields: A-36 November 2019
Selling Hotel and Car Appendix G Scripts Scripts • Select Hotel (Apollo) in the bottom JAVA Script Menu • Choose the correct hotel segment • Enter Check in/out times and cancelation as required • Are you ready to send to AXIS = Y • Click Insert Remarks A-37 November 2019
Selling Hotel and Car Appendix H Scripts AXIS Complete the fields in AXIS to complete the invoicing process. Trip Inbox The reservation was pushed from Smartpoint into AXIS. The reservation information is located in the Trip Inbox. Select the reservation. • Confirm that the Trip number in the Trip Inbox and Trip Workspace matches. • Select OK to complete the process A-38 November 2019
Selling Hotel and Car Appendix I Car Search Click on Car Availability Search to open the search criteria window. Enter the following criteria into the search. Pick-Up City Enter the city code where the traveler will pick up the vehicle. Reference Point Enter the reference point. A reference point in a location within a city such as an airport, sports stadium or corporate headquarters. Pick-Up Location Smartpoint will display pick up addresses that are close to the reference point. Select best pick up location. Pick-Up Date Enter pick-up date. Click the logo and select the date from the calendar. Pick-Up Time Enter pick-up time. Click the logo and select the time. The time can be entered as 4p or 1600, etc. Drop-Off City Defaults to pick-up city and pick-up location. Enter new city and location if drop-off is different. Reference Point Enter the reference point. A reference point in a location within a city such as an airport, sports stadium or corporate headquarters. Drop-Off Location Smartpoint will display pick up addresses that are close to the reference point. Select best pick up location. Drop-Off Date Enter pick-up date. Click the logo and select the date from the calendar. Drop-Off Time Enter pick-up time. Click the logo and select the time. The time can be entered as 4p or 1600, etc. Flight Number Enter a flight number if picking up at an airport. A-39 November 2019
Selling Hotel and Car Appendix I Car Search Please enter any additional search qualifiers. Location preference Search for locations on and off airport terminal and vicinity of certain reference points. Car Type • Select the member’s preferred car type such as 4-door full size. • Select Size, Category, Transmission/Drive, and Fuel/AC individually from each of the drop-down menus if needed. Rate Code • Enter the rate code for the selected vendor. • If you use a rate code, you will be limited to a single vendor for the search. Rate Category Select a rate category such as government or club. Rental company Select a vendor from the drop-down menu Corporate Discount Enter any applicable corporate discount code for the selected vendor Frequent Renter Number Enter the member’s frequent renter number for selected vendor. Tour Number N/A Click the plus icon next to rental company drop-down menu to add multiple vendors to the search. • Enter corporate discount, frequent renter number and promotional code for each vendor. A- 40 November 2019
Selling Hotel and Car Appendix I Car Search Calendar Search Function Car availability searches can be launched from the calendar function. • Launch the calendar from the tools menu. • Select required rental dates. • Right click and select cars A-41 November 2019
Selling Hotel and Car Appendix I Car Search Pre-populated PNR information • The car search form is pre-populated with data held in the PNR, such as corporate discount (CD), frequent renter number (ID), and rate code (RC) information from the PNR. • The Reset button enables you to reset the additional search options • The Reset All button resets the entire search form. • When a car rental screen is displayed, the remarks populate the form: A- 42 November 2019
Selling Hotel and Car Appendix J Car Rates Car Availability Rates Once you have entered the member’s search criteria the interactive availability results screen will display. Car Availability Search Results Screen FM Components Free mileage or kilometers: 1 • UNL= Unlimited mileage. Line number • Numeric display (ex. 5) = Specific mileage allowance. + Approx Total Inside Availability participant Estimated applicable car rental charges including base rate, taxes, surcharges, mandatory fees, any applicable drop charges for car rental Vendor duration. Car company name and link to more +TQ information Not used by ACG LOC Location of the car rental company: • T = Terminal • O = Off-terminal • C= City • Hover to see exactly how a customer may get to the counter and vehicle. S or N • Availability status: • S = Available to sell • N = On request G or Q or Rate guarantee indicator: • G = Rate guaranteed • Q = Quoted rate subject to change • = Rate converted from currency originally displayed (estimate only) Type Car type code (click or hover to decode) Rate • Shown in local currency can be weekly or daily rate depending on the length of rental • Hover over the text for the Rate Detail to see one-way restrictions and the type of rate, such as daily or weekly. A-43 November 2019
Selling Hotel and Car Appendix K Car Rate Rules Car Availability Rate Rules Car Rate Rental Restrictions To display rate rules, click on the interactive rate. Display rate rules to verify that you can sell a rate. The confirm details with the customer. • Rental requirements (e.g. minimum and maximum days) • Age requirements • Guarantee or deposit requirements • Cancellation policies Details of Car type or similar, total cost, extra hour and extra day can be found here. Rate Rules Screen Components Inside Availability Rules Display Rules display header line and sell prompt. Summary Information • Confirmation of car rental pickup/return date, times, and location. • Includes car type description and approximate total. Rate Detail • Day/hour charges • Recap of unit rate • Breakdown of approximate total amount • Drop charge • Rate guarantee period, rate code, rate type and category. Taxes All applicable taxes and amounts. A-44 November 2019
Selling Hotel and Car Appendix K Car Rate Rules Scroll to review additional details. Surcharges, Fees and Other Required Charges All applicable mandatory charges. Coverage Types of insurance coverage. Advance Booking and Pick-up/Return Rules Rules for advance booking and pickup/return. Special Equipment Information will display for selected vendors, car sizes and location. Pick-up/Return Location Summary Address, hours, telephone number Credit Cards Accepted Cards accepted for guarantee and payment. Reservation/Guarantee/Deposit/Prepay Requirement Requirements for reservation guarantee, deposit, and prepay. Special Text Comments Freeform text of additional rules Once you have displayed the Rate Rules screen, you can redisplay availability before selling. • To redisplay availability, enter: CAL*R A-45 November 2019
Selling Hotel and Car Appendix L Car Booking Selling Car Advanced Sell • Always select the Advanced Sell option. • The PNR must be populated in Smartpoint. A new window will open, Please complete the following fields: Guarantee Reservation guarantee, e.g. credit card Name override Main driver name if more than 1 passenger in reservation. Special service Special Requests, e.g. Red car Agent Hertz AGR number Frequent Flyer Number Special equipment Request for special equipment such as child seats or satellite navigation systems Frequent User Number Vendor loyalty number Drop off location If different from the pick up Flight Number The arrival flight number is displayed. A-46 November 2019
Selling Hotel and Car Appendix L Car Booking Car Delivery • For participating vendors only. • The customer may wish for the car to be delivered to a specific location for example a hotel or home address Car Collection • For participating vendors only. • The customer may wish for the car to be delivered to a specific location for example a hotel or home address . Car Sell Response Car Booking Information PNR will display: • Dates • Guaranteed rates • Pick-up and drop-off locations • Confirmation number Stabilize the PNR. • Type ER in the terminal window A-47 November 2019
Selling Hotel and Car Appendix M Car Scripts Scripts • Select Car(Apollo) in the bottom JAVA Script Menu All ACG Scripts for Cars are on one page. • Select your car / segments • Check boxes, and complete fields that pertain to the trip. • Insert any additional Remarks. • When finished select “Y” for Yes and send to AXIS. • Select Insert Remarks when finished. A-48 November 2019
Selling Hotel and Car Appendix N Modifying or Cancelling a Reservation Modifying a Hotel Segment • To modify all fields within an existing hotel booking, use ‘Create / Modify’ PNR from the reservations menu. • Select Hotel • Select the pencil icon to edit. • The user can then modify the hotel segment by updating the new details on the screen. A-49 November 2019
Selling Hotel and Car Appendix N Modifying or Cancelling a Reservation Cancelling a Hotel Segment • Open Smartpoint • Select retrieve pnr • Type in customer’s name and click ok • Itinerary will open • Select segment to be cancelled • Enter X and segment number to cancel. i.e., X1 or X2 • Message will appear stating product was successfully cancelled • Enter ER in flex window to save changes • Cancel in axis A-50 November 2019
Selling Hotel and Car Appendix N Modifying or Cancelling a Reservation Modifying a Car Segment It is possible to modify the following information using the Car Modify screen: • Car types • Pickup and/or drop-off dates • Booking source number • Guarantee information • Special equipment, or add them to a booked segment Select CCR The Car Modify screen will appear, giving you the option to modify data within the Reservation, Payment and Other tabs. Click Modify to save changes. A-51 November 2019
Selling Hotel and Car Appendix N Modifying or Cancelling a Reservation Cancelling a Car Segment When a customer no longer wants to rent a car or changes an itinerary and needs a different car rental, you can cancel the rental car. The function identifier to cancel a car segment is: X To cancel a car segment, use the following steps. • Display the PNR. • Enter X followed by the segment number, e.g. X2 • Add a Received field and end transaction the PNR. A-52 November 2019
Selling Hotel and Car Appendix O Car Formats Car Formats To update availability by: Use this format: Update Car Availability Car type CAU.FCAR Add CD number CAU/CD-ZE-00014 Add PC number CAU/PC-ZE12345 Specific rental company CAU/ZE Redisplay Availability CAL*R Display Rules from a Sold Components Example Segment CAVS3 CAV, S and Segment Number Delivery and Collection Components Example . S*, CAR, XX (vendor code) S*CAR/ZE Cancel a Car Segment Components Example S, Segment number X2 Save Changes Components Meaning ER End Receive Display Location Description from a PNR Components Example CAD, S, category code CADS1 A-53 November 2019
Selling Hotel and Car Appendix O Car Formats Components Example Display Corporate Menu Description CAD, Rental company code CADZE Redisplay Last Keyword Description Components Example CAD, *R CAD*R Display Car Rental Company in Components Example Specific City CAD, Rental company code CADZETPA , Airport code (CAD, Hertz, Tampa) Display Car Index of Locations Near Components Example Airport CAI, Airport code. Rental CAITPA/ZE Company Code (CAD, Tampa, Hertz) Display Car Index of Locations by City Components Example CAI, City Code, Rental CAINYC/ZE Company Code (CAI, New York City, Hertz) Reference Point List Components Example Specific Reference Point Search HOR, Airport Code, Rental HORTPA/ZE Company Code (HOR, Tampa, Hertz) Components Example CAI, Reference Point CAIFLORIDAAQUARIUM/ZE Name, Rental Company (CAI, Florida Aquarium, Code Hertz)) A-54 November 2019
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