Administer Wholesaler Parameters> RESERVATIONS AND AFFILIATIONS PARAMETERS

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Wholesaler Parameters Window

The Wholesaler Parameters window stores default information for Wholesaler Masters. Some information copies to a new Wholesaler Master when created, like Room Post To folio selection, and Availability Borrow parameters. The six panels each focus on a different aspect of a Wholesaler.

The top left of the Wholesaler Parameters window has a Jump To drop down menu. Select which panel to visit from the menu. LightSpeed will automatically expand that panel and place the cursor in the first field.

The (expand/collapse) appear on the right side of the Wholesaler Parameters window.

• Click the Plus icon to expand all panels of this window.

• Click the Minus icon to collapse all panels of this window.

Each panel of the Wholesaler Parameters window has a Plus icon or Minus icon next to its title.

• Click the Plus icon to expand only this panel.

• Click the Minus icon to collapse only this panel.

When complete, click the Save button to save all changes, or the Cancel button to close the Wholesaler Parameters window without saving.

NOTE: Free Sale Allocation is not to be used. Free Sale Allocation does not communicate with MARSHA and the hotels inventory in the PMS will be incorrect.

Administer Wholesaler Parameters> RESERVATIONS AND AFFILIATIONS PARAMETERS

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Master Defaults Panel

The Master Defaults Panel defines the default values that will copy to each new Wholesaler Master.

• Exceed Gross Rooming List - Check the check box to allow the Wholesaler to reserve more rooms that the assigned Gross Rooms value while using the Rooming List Entry Tab. Uncheck the check box if the Wholesaler cannot exceed the Gross Rooms number.

• Exceed Net Rooming List - Check the check box to allow the Wholesaler to reserve more rooms that the assigned Net Rooms value while using the Rooming List Entry Tab. Uncheck the check box if the Wholesaler cannot exceed the Net Rooms number.

• Room Post To - check the check box to set the default value for the Room Posting folio for the Wholesaler. If the check box is checked, select the Room Posting folio from the drop down menu. Uncheck the check box if the Room Post To folio should default to A folio (guest folio).

• Borrow Availability From - Select one of the options.

- General Availability - when setting available rooms, the Wholesaler will select from the availability of the entire hotel for that day.

- Free Sale - When determining available rooms, the Wholesaler can only select from an allotment of rooms set aside for all Wholesalers of the same Wholesaler Type for that day. All Wholesalers of the same type select from the same allotment pool. This limits the total number of rooms that can be used by Wholesalers. A Free Sell allotment can be created for each Wholesaler Type.

• Delegate Name Change Default - Some hotels make generic delegate reservations for a Wholesaler prior to knowing the name of the guest who will occupy the room. When updating the generic name to the actual Guest’s name, determine the behavior of the Guest Profile/Reservation link.

- Update Name on Profile. Select this to change the Guest Profile name to the name of the Guest.

- Break Link to Profile - Select this to break the link from the properly named reservation and the generically named Guest Profile.

- Prompt - Select this for LightSpeed to ask the associate which option to use each time a name is changed on a delegate reservation.

- Do Not Allow Name Change - Select this to restrict the ability to change the name on a Wholesaler reservation.

Administer Wholesaler Parameters> RESERVATIONS AND AFFILIATIONS PARAMETERS

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Purge Parameters Panel

The Purge Parameters panel defines the frequency of Wholesaler purging. The length of time a Wholesaler is kept in the database is defined here, along with when the Wholesaler purge process takes place.

Notification Panel

When certain criteria are met in regards to Wholesaler availability, LightSpeed can send an email to one or more associates, alerting them to the situation.

• Purge Frequency - How often should Wholesaler purge process take place. Use the drop down menu to select. Usually, Wholesalers who are set to PURG status are purged weekly (7 – every week).

• Purge Day - Which day of the week should the Wholesaler purge process take place. Once the Next Purge Date is reached, the purge process will take place on this day. Example: if the Next Purge Date is a Tuesday, and the Purge Day is set to Thursday, the Wholesaler purge process will take place on the Thursday after the Next Purge Date (Tuesday).

• Next Purge Date - Which date should the Wholesaler purge process take place next. The date is originally defined, and LightSpeed will automatically change this date according to the Purge Frequency value.

• Last Purge Date - The last date which the Wholesaler purge process took place. LightSpeed updates this field automatically; it cannot be changed manually.

• Number of Months to Keep Inactive Wholesaler Masters - How long must a Wholesaler remain in the database without any reservations associated with it before it is automatically set to PURG status. This number represents months of time.

• Number of months to store Wholesaler Parameters Change Logs - How long should LightSpeed store the change log (changes to the Wholesaler Parameters window). This number represents months of time.

• Number of months to store Wholesaler Master Change Logs - How long should LightSpeed keep the change logs of each Wholesaler Master. This number represents months of time.

• Purge Report Output - How much detail should be reported when a Wholesaler is purged from the database. Usually, this is set to Detail - the most information is reported.

• Send notification when the number of rooms left in the total net block are less than __ per day - check the check box to have LightSpeed email one or more associates of the net block of rooms falling below a pre-determined value. Enter the number of rooms to be the threshold of the email notification. Uncheck the check box to not be notified of the net block availability.

Administer Wholesaler Parameters> RESERVATIONS AND AFFILIATIONS PARAMETERS

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• Emails will only be sent between the chosen date range from Today Plus __ to Today Plus __ - set the parameters for how far into the future should LightSpeed monitor the net block of rooms and send an email. Enter a Start value and an End value.

• Enter an email in the Email field below the Email table and click the Add button to add the email to the table.

Click in the table. A new line appears for a Rate Plan entry.

• Suppressed - Check the check box to suppress the rate. uncheck the check box to make the rate unsuppressed, visible to the guest.

• Wholesaler Type - Select a Wholesaler Type to which the rate plan pertains from the drop down menu. A Wholesaler Type can be added by clicking the green plus sign to the right of the drop down menu.

Allotment Blackout Configuration Panel

There are times when a hotel may choose to not accept Wholesaler reservations. These times can be blocked using the Allotment Blackout Configuration panel.

Click in the left table. A new line appears for value entry.

• Code - enter a code to define this Blackout period. The code must be unique, and can use up to four numbers or letters.

• Description - A free text field. Add verbiage to describe the Blackout period.

• Start and End Dates - use the calendar to define the Start Date and End Date of the Blackout period.

Highlight a Code in the left table. Click in the right table. A new line appears to define which Wholesaler Type is affected, and which rooms are available to the Wholesaler Type during this Blackout period.

• Wholesaler Type - Select a Wholesaler Type that is restricted from the drop down menu. A Wholesaler Type can be added by clicking the green plus sign to the right of the drop down menu.

• Restricted to - Select all room types from the drop down menu that this Wholesaler Type can select from during this Blackout period.

Rate Plans Panel

Sometimes all wholesalers of the same Wholesaler Type will use the same Rate Plan. This Rate Plan can be defined in the Rate Plans panel.

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Administer Wholesaler Parameters> RESERVATIONS AND AFFILIATIONS PARAMETERS

LightSpeed

• Rate Plan - Select the rate plan from the drop down menu.

• Class - Define whether the rate plan will be the standard rate or the forecast rate. Make the selectionfrom the drop down menu.

Cutoff Codes Panel

Rooms in a Wholesaler allotment can be automatically released using a Cutoff Code. The Cutoff Codes are defined in the Cutoff Codes panel. It is required to have at least one built as a Wholesaler Master requires a Cutoff Code.

Click in the left table. A new line appears for value entry.

• Code - enter a code to define this Cutoff Code. The code must be unique, and can use up to fournumbers or letters.

• Description - A free text field. Add verbiage to describe the Cutoff Code.

• Wholesaler Type - Select a Wholesaler Type to which the Cutoff Code pertains from the drop down menu.A Wholesaler Type can be added by clicking the green plus sign to the right of the drop down menu.

Highlight a Code in the left table. Click in the right table. A new line appears to define the parameters of the Cutoff Code.

• Days in Advance – How many days in advance of today’s date should this rule be enforced. A CutoffCode could have more than one cutoff.

• Cutoff Condition – What action should be taken in regards to cutting off rooms. The options in the dropdown menu are:

- Reduce to Rooms – Reduce the allotment of rooms to the amount of rooms entered. Enter the amountof rooms to retain.

- Reservation Reduce by Rooms – Reduce the allotment by a certain number of rooms. Enter thenumber of rooms to remove from the allotment. Example: Entering 12 rooms will reduce the allotmentby 12 rooms.

- Reduce by Percentage – Reduce the allotment size by a certain percent. Enter the percent amount.Example: Entering 25% will reduce the allotment by 25%.

- Reduce to Reservation – Release all rooms not booked. The number of rooms in the allotment is equalto the number of reservations.