Expedia Integrator - User Guide - 1

Expedia Integrator - User Guide

The Expedia Integrator is an application developed by Navitas Solutions us ing the Expedia A ffiliate Network (EAN ) technology platform to expose full Expedia hotel content to GDS desktop environments . The solution allows users to search for, retrieve details on and c reate bookings via Expedia and have the booking details automatically handed off to their GDS as a pass ive segment and a series of assoc iated remarks .

Accessing Navitas Expedia Integrator

The Expedia Integrator can be accessed via a toolbar ic on on the GDS toolbar. The tool can also be found us ing [Start], [A ll P rograms ] then [Navitas Solutions ]

Rate Types

The Expedia Integrator gives agenc ies access to three different types of Rates

1) P ackage Rates

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2 ) Standalone P re P aid rates3) V enere P ay O n Departure rates

I f you have an exis ting booking (with flights ) open in your GDS then the tool recognises this and extrac ts information such as A rrival C ity, and C heck In / C heck O ut dates based on the flights . The sys tem also returns PA C KA GE RA TES in the results in this ins tance.

Expedia Integrator Interface

To complete a search reques t, enter details as follows :

1 - Enter your des ired City e.g. London, Landmark e.g. Houses of P arliament or Airport e.g. LHR. A s you type a lis t of sugges ted des tinations will be displayed and can be selec ted from.2 - Spec ify the number of rooms that you need. The maximum is currently set to 5 rooms. 3 - For each room you will need to spec ify the number of adults and if there are children, you need to spec ify how many children and then provide their ages . In this example we have 2 adults and 2 children, aged 3 years and 9 months .4 - Enter the C heck In and C heck O ut dates for your search.

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5 - You can spec ify a hotel name, or the s tart of a name if required.6 - A pos tcode can be used as part of the search, enter the required pos tcode and selec t the relevant country from the drop down lis t if poss ible.7 - O nce you have completed the sc reen c lick the [Search] button.8 - I f at anytime you need support about any EA N content or pric ing, or need to amend a booking, the EA N support number is provided in the middle of the sc reen footer9 - The sys tem allows users to cancel or re-sync previous bookings made, to ac cess this feature selec t the [Edit Exiting] button.

Postcode Validation

I f a search is being performed us ing the P os tcode option and there is no exac t match for the pos tcode entered, a drop down lis t of poss ible matches is provided to further refine the search area required.

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Search Results Screen

The sys tem responds with a lis t of hotels that are available and match the search c riteria - the lis t is sorted by dis tance from the search location by default.

1 - You can further sort your results us ing other c riteria if necessary inc luding Name, P rice A scending / P rice Descending, Rate Type, Star Rating, T rip A dvisor, Type and P os tcode.2 - The hotel name and address is displayed. Hover your mouse over the name for a one line desc ription of the hotel.3 - Dis tance from entered C ity, Landmark or A irport.4 - The hotel s tar rating and T rip A dvisor rating is displayed. (P lease note that T rip A dvisor reviews will only appear if your agency has s igned up to receive them)

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Rate Display

1 - Icon (C redit C ard) - Standalone P re P aid rates are available at this hotel2 - Icon (Deal) - Spec ial O ffer / P romotional Rate indicator (mouse over to see spec ific offer / package)3 - Icon (P lane + Hotel) - P ackage Rates are available at this hotel4 - Icon (Wallet) - P ay on Departure / V enere rate has been returned5 - A verage nightly rate6 - Total A mount for the hotel s tay. The Total A mount will inc lude any surcharges and taxes , and will be added in to the pass ive segment that is c reated.7 - Gross P rofit Share % (as per agreement with EA N ). Note: Depending on your configuration these values may not appear on the interface.8 - Gross P rofit Share amount. Note: Depending on your configuration these values may not appear on the interface.9 - I f rate are returned in another currency, hover the mouse over either the N ightly Rate (5) or Total Rate (6) to show the equivalent in local currency

To get more information about a particular hotel and to see the rooms available c lick the appropriate [Selec t] button.

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Hotel Information

A new sc reen open providing detailed hotel information.

1 - A t the top of the sc reen is the hotel address and the check in and check out times , and if pets are allowed.2 - C lick through the tabs to find information about the property desc ription info, notifications /fees , location details , driving direc tion and hotel amenities .3 - The T rip A dvisor Rating and reviews will appear if your agency has s igned up for them4 - P hotos available for the hotel are displayed here, c lick the photo to see a large vers ion in the main photo area5 - A ny policy information relating to the hotel is displayed here6 - A lis t of the available room types are displayed below the main hotel information sec tion

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Multiple Hotel Information screens

C omparing multiple hotels is made easy us ing the Expedia Integrator - users are able to selec t several hotels to display the detailed information on sc reen (dependant on sc reen s ize).

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Hotel Information - Available Rooms

Each available room type for the selec ted hotel is displayed in the lower part of the "Hotel Information" sc reen. Users can sc roll through the various options to see the types of room, cancellation polic ies , deals available and prices on offer.

1 - The room name2 - I f there are any deals offered by the hotel on this room type, they are fully detailed here next to the Deal icon3 - The full price for the duration of the s tay is shown, along with the P ackage Deal icon if appropriate4 - The Gross P rofit share % and amount for each room is displayed, along with the calculated savings provided from the package rate and promotions on offer. Note: Depending on your configuration the GP Share values may not appear on the interface.5 - A c lear indication if the rate is provided on a Refundable or Non Refundable bas is6 - Each room provides its own desc ription (often inc luding the exac t bedding available), along with C ancellation Details . These should be read and unders tood by the c lient to ensure they meet their

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needs . Further details on P rice Breakdown and A menities in the room are available.7 - O nce a suitable room has been found, selec ting the [Book] button will take the user through to to "C reate Booking" sc reen

Create Booking

The "C reate Booking" sc reen allows a user to double check information supplied during the search process as well as provide additional data required to complete the booking.

1 - A summary of the Hotel selec ted and C heck In/O ut dates are provided along with the number of nights the booking is for2 - For each room reques ted, the Expedia sys tem requires a unique Name be provided. I f names are found in the GDS booking, the Firs t and Surname are automatically populated. O n some rooms there is a choice of bedding available and needs to be selec ted from the drop down lis t. The Smoking P references for the traveller can also be selec ted (if applicable).Note - O n V enere bookings the Bed T ype and Smoking are often not required.3 - A full breakdown of the total cos t is provided, showing the nightly rate plus any C harges and Service Fees that have been applied. I f there are multiple rooms, these are shown in separate tabs . A

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grand total for all rooms is shown below the tab area.4 - The "P ayment Details " sec tion is used to spec ify the type of P ayment to be used. For P ackage and Standalone P re P aid hotels , the c redit card spec ified will be used to pay the hotel bill in full immediately. For V enere P ay O n Departure rates , the c redit card entered will be used to hold a depos it on the booking. A genc ies can choose to s tore a lis t of commonly used c redit cards and provide a 'friendly name' for the consultants to choose from - if this is the case, the names will be lis ted in the Stored C C drop down. A lternatively the users will jus t s ee an option for "O ther...." in which case they can enter the res t of the required information, namely

• C redit C ard Type• Full C redit C ard Number• Expiry Month• Expiry Year• Firs t Name as it appears on the C redit C ard• Surname as it appears on the C redit C ard

In some cases , your agency may have chosen to use a spec ial C redit C ard is sued by EA N for all bookings . I f this is the case, the only option in the "Stored C C " drop down lis t will be "EA N A ffiliate C ollec t C ard".

In all cases , users need to provide a contac t phone number for the traveller, and can choose to provide a work contac t number as well.The email address entered is used to send a confirmation email for the booking, if this option is turned on in your EA N configuration.Finally a optional company name can be entered to be s tored agains t the booking.

5 - The cancellation details from the spec ific room selec ted are re-displayed alongs ide any spec ific EA N terms and conditions for the rate or hotel provided6 - Before the booking can continue, users must indicate that their cus tomer agrees to the cancellation and terms and conditions7 - Mos t agenc ies require information to be handed off to a back office or invoic ing sys tem. A s there is no s tandard format for the remarks that need to be entered into a PNR for each of these back office sys tem, agents are given up to 5 lines where these lines can be c reated. They are inc luded on this page as this is where most of the cos ts , payment, conditions and hotel summary info is displayed at once.8 - O nce all required information has been entered, c lic king the [Submit] button sends the booking reques t to EA N for process ing.

NB: V alidation is performed on each of the input fields to ensure correc t data has been entered, if any field has failed validation an error prompt is shown to the user telling them which fields need to be addressed before the booking can be c reated.

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Booking Confirmation

O nce the booking has been c reated, the sys tem displays the EA N I tinerary Number on sc reen for reference.A n I tinerary confirmation is also provided which can be emailed or copied.

The output of this I tinerary confirmation can be cus tomised - please speak to one of our team for further information on this .

1 - The EA N I tinerary Number is c learly displayed, along with the booking s tatus .2 - The I tinerary C onfirmation details - further cus tomisation of this output is available.3 - Enter an email, or multiple email address details (us ing a ; or , to separate) then c lick Send. A lternatively you can choose to C opy and then add multiple bookings in to another document or email.

This confirmation can be redisplayed at a later date if necessary - see sec tion on A mending EA N booking.

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Galileo Segment

For agenc ies us ing the Galileo / A pollo GDS from T ravelport, a pass ive segment is c reated along with several assoc iated remarks .

Segment : (shown on the left above)

O n the left of the above sc reen shot, the segment details are displayed and are broken down as per the following

0HTLKLA K1LO NIN22A UG-O UT24A UG/W-WA RREN HO TEL*PA RK LA NE*MA YFA IR*GB*P -SW15 4PG/RT -GBP140/ C F-123123

which is represented by

0HTL{0}A K{1}{2}IN{3:ddMMM}-O UT{4:ddMMM}/W-{5}*{6}*{7}*{8}*P -{9}/RT -{10}{11}/ C F-{12}

where

0 - V endor C ode if known, else YY or ZZ is used1 - Number of rooms booked2 - Neares t A irport code as provided by EA N3 - C heck In Date4 - C heck O ut Date5 - Hotel Name6 - A ddress Line 17 - C ity8 - C ountry9 - P os tcode10 - C urrency11 - A vg N ightly Rate (inc luding any taxes or surcharges)12 - C onfirmation Number

Associated Remarks : (shown on the right)

There are several assoc iated remarks added agains t the segment to provide additional information,

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these are entered as RI .Sx where x is the segment number and take the following format

C HEC K IN : {0} / C HEC K O UT {1}RO O M TYPE : {2}TO TA L : {3}{4}C A NC EL PO LIC Y : {5}EMA IL : {6}REF : {7}*{8)

where

0 - C heck In T ime1 - C heck O ut T ime2 - Room Description as provided by EA N3 - C urrency4 - Total price for s tay5 - Refundable / Non Refundable6 - Email used on the interface (as Galileo is unable to accept certain charac ters , a @ is displayed as //, a _ is displayed as * and any - are displayed as a /)7 - EA N C ID used to c reate this booking8 - EA N I tinerary Number for the booking

Back Off ice / Invoice Remarks

The 5 lines from the C reate Booking s c reen are entered into the PNR as DI .FT - fields .

NO TE: You must end and retrieve your booking to secure these segments .

Amadeus Segment

For agenc ies us ing the A madeus GDS, a ghos t segment is c reated along with several segment related remarks .

Segment :

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The segment details are broken down as per the following

HU1A HK1C DG20SEP -21SEP /HN-NO V O TEL PA RIS EST ,1 A V ENUE DE LA REPUBLIQ UE,BA GNO LET ,FR,93177/RQ -GBP76.40/C F-1234

which is represented by

HU1A HK{0}{1}{2}-{3}/HN-{4},{5},{6},{7},{8}/RQ -{9}{10}/C F-{11}

where

0 - Number of Rooms1 - Neares t airport code as provided by EA N2 - C heck In Date3 - C heck O ut Date4 - Hotel Name5 - A ddress Line 16 - C ity7 - C ountry8 - P os tcode9 - C urrency10 - A vg N ightly Rate (inc luding any taxes or surcharges)11 - C onfirmation Number

Segment Remarks :

A dditional RIR remarks are added to the booking and are assoc iated to the new Hotel segment, these take the following format

C HA IN : {0}C HEC K IN : {1} / C HEC K O UT : {2}RO O M TYPE : {3}TO TA L : {4}{5}C A NC EL PO LIC Y : {6}EMA IL : {7}REF : {8}*{9}

where

0 - V endor code if known1 - C heck In T ime2 - C heck O ut T ime3 - Room Description as provided by EA N4 - C urrency5 - Total price for s tay6 - Refundable / Non Refundable7 - Email used on the interface8 - EA N C ID used to c reate this booking9 - EA N I tinerary Number for the booking

Back Off ice / Invoice Remarks

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Back Off ice / Invoice Remarks

The 5 lines from the C reate Booking s c reen are entered into the PNR as RM* fields .

NO TE: You must end and retrieve your booking to secure these segments .

Confirmation Emails - Customer Copy

When a booking is c reated, the email address entered on the interface (C reate Booking sc reen / payment sec tion) is sent a confirmation email direc tly from EA N. I f required this feature can be disabled by EA N.

Note: most agenc ies do not send this to the end cus tomer as it has all of the pric ing information on it - this can cause problems, espec ially when dealing with P ackage rates as the rules are that you are only supposed to provide a full or inc lus ive price when us ing P ackage Rates . No cus tomisation is available for this option.

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Confirmation Emails - Agency Copy

The A gency c reating the booking is also sent a confirmation email. The email addres s used is the one assoc iated to the C ID 's when they were c reated. Mos t users have this email being sent through to their accounts department so they have a record of all bookings c reated us ing the Expedia Integrator tool.

Amending EAN Bookings

A t this point in time, EA N bookings must be amended by called your agenc ies dedicated EA N Support P hone Number (as shown on the Expedia Integrator interface). O nce the change has been confirmed, the Expedia Integrator can be used to re-syncronise the segment and remarks with any changes .

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Follow the s teps below

Retrieve the GDS booking file holding the EA N segmentLaunch the Expedia Integrator application1 - C lick the [Edit Exis ting] button on the lower right corner of the interface - a lis t of EA N hotels in the current PNR is displayed2 - C lick the [Re-Sync] button, a confirmation prompt is displayed - c lick [Yes] to continue or [No] to s top the re sync process

The application will retrieve the lates t copy of the EA N hotel booking and update the Segment and A ssoc iated Remarks in the booking file.

Cancel EAN Bookings

I f a hotel booking needs to be cancelled, the Expedia Integrator interface can be used to perform various ac tions in one go. Follow the s teps below

Retrieve the GDS booking file holding the EA N segmentLaunch the Expedia Integrator application1 - C lick the [Edit Exiting] button on the lower right corner of the interface - a lis t of EA N hotels in the current PNR is displayed2 - C lick the required [C ancel] button, a confirmation prompt is displayed - c lick [Yes] to continue or [No] to s top the cancellation process

The application will send a cancellation reques t through to EA N and display a confirmation prompt once complete.

View Confirmation

I f you wish to redisplay the Booking C onfirmation sc reen, the Expedia Integrator interface can ube used. Follow the s teps below:

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Retrieve the GDS booking file holding the EA N segmentLaunch the Expedia Integrator application1 - C lick the [Edit Exiting] button on the lower right corner of the interface - a lis t of EA N hotels in the current PNR is displayed2 - C lick the required [V iew C onfirmation] button.

The I tinerary confirmation will display with the EA N I tinerary Number on sc reen for reference.This confirmation can be emailed or copied. The output of this I tinerary confirmation can be cus tomised - please speak to one of our team for further information on this .