welcome to the jac travel ltd extranet! all...

Version 5, November 2013

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Dear Partner!

WELCOME TO THE JAC TRAVEL LTD EXTRANET!

ALL DATES ARE AVAILABLE FOR SALE

IN ORDER TO AVOID AN OVERBOOKING SITUATION PLEASE UPDATE CLOSED DATES AS SOON AS POSSIBLE

Thank you for using our JAC TRAVEL LTD Extranet. You now have the opportunity to work closer with JAC TRAVEL LTD by offering discounted rates, extra availability, special offers and by managing your freesale on-line! We also offer you the

opportunity to view our allocation utilization, view all confirmed and cancelled bookings and upload supplier invoices for your hotel.

Below are the access details for your hotel to use our extranet-

Internet address: www.Jacextra.net Login Name: Password:

Our contact details for assistance with the extranet are:

E-mail: [email protected] Telephone:

If connecting via channel manager you must inform us in advance with an email to [email protected], you remain responsible for the rates delivered to

JacTravel via channel manager.

We look forward to working closer with you and using this facility for our mutual benefit.

Best wishes

Your Contracting Team,

JAC TRAVEL LTD Ltd.

Sunjit.Basra

Typewritten Text

Sunjit.Basra

Typewritten Text

Sunjit.Basra

Typewritten Text

Sunjit.Basra

Typewritten Text

+44 20 3376 6600


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JacTravel Supplier Extranet Manual

Page Number Subject

1 Welcome to JacTravel Ltd Extranet

2 Index

3 Login Page

4 Home Page

5 Availability Tab - Manage Rooms

8 Availability Tab - See Allocation

9 Rates - Change Rates

11 Tax – Tax applied to rates

12 Reports - Booking Reports

14 Special Offers

16 Miscellaneous - Change Password

17 Miscellaneous - Contact Information

18 Finance - Supplier Invoices

19 Finance - Submitting a CSV file

21 Finance - Submitting a supplier Invoice using the extranet

22 Logout


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LOGIN PAGE

• Go to www.Jacextra.net where you will see our login page

• Enter the system using the ‘Login Name’ and ‘Password’ issued to you from

our operations team (above).


4

HOME PAGE

• To navigate around the site choose from the options along the menu bar at the top of the screen. The page shown below is the ‘Home’


5

AVAILABILITY TAB

• Click on ‘Availability’ and chose either ‘Manage Rooms’ or ‘See Allocation’

Manage Rooms

• Use the ‘MANAGE ROOMS’ tab to increase or decrease the number of

rooms available on either a freesale or BAR contract and also to closeout

dates.

NB please note JAC TRAVEL LTD offers two varieties of freesale as outlined on the Terms & Conditions. Please ensure you are familiar with what has contractually been agreed.

- Uncapped freesale is defined as the ability to sell a specified number of rooms

(as indicated on max rooms) until the date is closed out by the hotelier. For absolute clarity, if 2 rooms are entered, 2 rooms is the maximum number of rooms per booking but we can continue to sell 2 rooms until the hotel closes that date for

sale.

-Capped freesale is defined as the ability to sell a specified number of rooms which are reduced on a per booking basis. For clarity, if 2 rooms are entered and 1

room is booked, there is only 1 room remaining to sell.


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• Adjust the number of BAR contract and freesale rooms using grid below:

• Choose the relevant contract using the ‘Freesale selection’ drop down

menu.

• It is possible to update individual days using the grid above or you can

select a date range using the ‘Manage Room For Date Range’. (If manually updating days you can select the month by using the ‘previous’

or ‘next’ button or by using the drop down arrow.)


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• Closeout dates entered on ‘manage rooms’ via extranet are ONLY

valid for freesale and NOT our contracted allocation, which will remain open for sale. These can be managed on a day by day basis or for

a date range as above.

• Contracted room types are outlined above the availability grid and these cannot be amended via the extranet

• Release period can be amended via the extranet

• ‘Booked’ row indicates how many rooms we have booked from freesale on any given travel date as shown in the screenshot on page 4.

• To close out a date, click on the box under the relevant date as indicated

on the sample below, 15 December 2013, and click ‘SAVE’ button. The number of ‘MAX ROOMS’ automatically decreases to 0.

• To re-open a date, enter the number of max rooms under the relevant date and click ‘SAVE’ button. The tick in the closeout box will

automatically disappear.

• Dates already past cannot be amended via the extranet and ‘max rooms’

will be shown in grey.

Remember to click on “Save” before leaving this screen or all your changes

will be lost!


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SEE ALLOCATION

• This screen is for information only and cannot be amended!

• Choose the relevant contract period using the ‘Select Allocation’ drop

down menu. This will then update the ‘valid from’ and ‘valid to’ dates shown.

• It shows our total contracted allocation with you, the release period, what

we have booked and how many rooms we have remaining on allocation


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RATES

CHANGE RATES

• Click on the ‘Rates’ button and select ‘Change Rates’ option and select the Nett contract for the correct contracted period (This will then update the

‘valid from’ and ‘valid to’ dates shown.)

Nett Contract Example:

• Select the date range you wish to amend using the ‘from date’ and ‘to date’ buttons. Keep the format of 19-Sep-2013 (as above) or use the calendar

next to the ‘from date’ option. Click ‘REFRESH’ button to update the dates

• Rate box will show either Nett rate or BAR rate

• The screen automatically displays 15 dates. This can be extended or reduced

by changing the dates as above. Clicking the ‘NEXT’ button will display the next 15 days.

• BAR Contracts will always show rate PER ROOM PER NIGHT

• Net FIT Contracts will show rates PER PERSON PER NIGHT, or PER ROOM PER NIGHT please ensure you enter rates accordingly.


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Change Rates continued:

Select the room type you wish to update:

• Rates displayed depend on the selection of NETT contracts and are Per

Person per Night, including all contracted taxes and meal plans. (Currency is also as per contract)

• Rates can be amended on a day-by-day basis updating each grid entry

manually or alternatively can be amended by fixed % decrease or increase using ‘CHANGE PRICES USING A FIXED PERCENTAGE’ option across a specific

date range. (to calculate the changes select button above and the new rates will be displayed

• To change rates by day, enter the new rate in the box beside the relevant

room type and click ‘SAVE’ button. Multiple dates can be lowered or

increased and then ‘SAVE’ button used to save all changed dates.

• To change rates using ‘CHANGE PRICES USING A FIXED PERCENTAGE’ option, you can choose to update the dates currently displayed on screen by selecting the ‘Save Displayed Rates’ option, or you can chose different dates

by selecting ‘Save Rates for Date Range’ option and choosing the ‘from’ and ‘to’ date range.

• Enter the % amount you wish to decrease or increase rates by, tick the box

beside the relevant room types you wish to change, click ‘CALCULATE’ and

the screen refreshes showing you the new rates. Click’ SAVE’ to save changes. Remember to save all changes before going to another screen!

Rate Change Restrictions

• NETT RATES: Rates can be decreased or increased back up to contract level ONLY!

Remember to click on “Save” before leaving this screen or all your changes

will be lost


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Tax Tax Applied to rates

• Tax applied to a room rate is viewable by clicking on the tax link next to the relevant room type. A pop up box with the details will appear

once this is clicked:

• It is not possible to change the tax amounts, this is done at contract

level, any changes should be advised to your contracts manager.


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Reports Booking Reports

• Go to ‘Reports’ tab and click ‘Booking Information’

• Select the ‘City’ and ‘Hotel’ if your hotel does not appear automatically

• You can search using the ‘Booking Status’ drop down menu for all bookings or you can chose to search for ‘Cancelled’ or ‘Confirmed’ bookings only

• Tick ‘Reference’ if you wish to search by the JacTravel booking reference

number eg JCAP123456


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Booking Information Continued:

• Tick ‘Passenger Name’ and type the guest name in the box provided if you

wish to search by guest name

• ‘Exact Search’ is if you know the exact spelling of the passenger name. Use the ‘Like Search’ to find the passenger name if you only know the first few letters. Example-to find passenger ‘Anne Smith’ using ‘like search’, you can

type ‘SMI’ in the passenger name box and this will show all bookings containing these 3 letters in the same order

• You can find bookings by ‘Booking Date’ or by ‘Travel Date’ and selecting the

‘from’ and ‘to’ dates using the calendar buttons provided

• Once you have selected your search criteria, click ‘Search’ to show the results

• Please note that all reservations under ‘confirmed’ status (e.g. freesale/allocation, reconfirmed) are confirmed reservations from Jac Travel

Ltd and need to be honoured under our terms and conditions with the hotel.

• You can click on the printer icon to print your results

• The results are automatically shown in order of soonest travel date. To change the order to view the results by ‘Booking Date’ or ‘Booking Status’,

use the ‘Sort Results By’ option shown below


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SPECIAL OFFERS Special Offers

• Select the ‘City’ and ‘Hotel Name’ if not automatically shown

• Select the special offer you wish to give using the drop down menu beside

‘SELECT SPECIAL OFFER’

• Select the relevant contract period using ‘Select Contract Period’ drop down

menu. The ‘valid from date’ and ‘valid to date’ will automatically update to show the date range of this contract.

• The ‘Price Type’ and ‘Booking Type’ will always have the ‘apply’ button

ticked.

• To change the date range for the special offer, use the ‘From Date’ and ‘To

Date’ calendars

• Tick box under ‘Apply’ to the room types you wish to apply the special to and

click ‘SAVE’

Special Offers Continued:

• You can search for special offers that are already valid (please note you cannot apply more than one offer for the same dates) by using the ‘Search

Special Offers Applied for the Service’ option.

• Use the calendar buttons to select the ‘start date’ and ‘end date’ and then

click ‘search’ to see the offers that already exist.


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Early Bird Offers

• Once you have set up a special offer you are also able to apply it as an Early Bird special offer - specify booked by date or minimum days prior to booking:


16

MISCELLANEOUS

CHANGE PASSWORD

• Go to ‘Miscellaneous’ on the menu bar at the top of the screen and click ‘Change Password’

• The password for the extranet is your responsibility. Jac Travel Ltd can accept no responsibility for fraudulent use of the extranet password. Jac

Travel Ltd recommends that the password be changed on-line using ‘Change Password’ function for security reasons and changed regularly thereafter.

• Type the current password, then enter the new password and finally reconfirm new password in the relevant box provided. Click ‘CHANGE’ to save

the new password.

• Please ensure that you make a note of your password, as it is encrypted and

not accessible by JAC TRAVEL LTD. In the event of a forgotten password, Jac Travel Ltd will re-issue you with a new password.


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CONTACT INFORMATION

• Go to ‘Miscellaneous’ on the menu bar at the top of the screen and click

‘Contact Information’

• This information is for our internal use only. Please note that any

amendments made to this screen will not affect where we send our invoicing, reservations etc., it is purely information only. Should you wish to change

any information regarding reservation phone/fax/e-mail or any accounting details, please contact the relevant contracts manager at Jac Travel Ltd or e-mail [email protected]


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Supplier Invoices

• Use this tab to upload supplier invoices to the extranet using either a csv file to upload multiple invoices at one time or alternatively entering

each invoice manually.

• Click on ‘Finance’ and chose ‘Supplier Invoices’ The screen below will appear:

• Select the relevant city and hotel name (NB that only invoices relating to

bookings for the hotel selected can be processed. Invoices for a different hotel

or service must be submitted separately after selecting the relevant hotel) • You will have two methods of submitting your invoices:

1. Supplier invoice by CSV file (Uploading a CSV file)

2. Supplier invoice by extranet (By completing the fields on the extranet)


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Submitting via a CSV file

• You will be provided with a template to complete. If you do not have a template

please email [email protected] with a brief message ‘please send invoice template’

• Complete the templates 3 fields:

Invoice Number JACOB Reference Supplier Invoice Value

• The invoice number must be a unique number and not have been used in the

past and no longer than 15 characters. • The Jacob booking ref number including the JCAP, JCEF, JCFT and JCJA

followed by a 7digit number e.g. JCEF1234567.

• Supplier invoice value must be in the currency of the contract and not contain the currency symbol. Full stops & not commas to be used between

dollars and cents e.g. 100.50 and not 100,50 • Once complete save the template as a CSV file on your local computer (See

instructions below)

• To import the file click on the ‘Browse’ button to locate your file • The email address we have in the system will be displayed; you will be given

an option to add a cc email. • Click on submit.

Saving as a CSV file

• Click on file, select save as


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Saving as a CSV file continued:

• The box below will appear. Click on ‘save as type’ and select CSV

• Click on Save - The file has now been saved as a CSV file Should any bookings within the file be incorrect the screen below will appear

showing the bookings which were unable to be submitted along with a comments / ‘Errors box’ telling you the reason. All correct bookings within the file will be

submitted. You can either edit and correct the editable fields and click on ‘submit’ once corrected. If you do not wish to submit the booking/s click on ‘Ignore’ and then ‘submit’ and this will remove it from the screen.

Should any bookings contain the incorrect rate an email will be sent to the email

address displayed along with the cc email address if this has been entered. An email will be sent advising the correct rate as per the contracted rates and any special offers/extranet changes at the time of the booking. This is the same rate

displayed on the booking re-confirmation.


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Submitting via ‘Supplier invoice by extranet’

The screen below will appear

• Enter the invoice number which must be a unique number and not have been

used in the past and no longer than 15 characters. • The Jacob booking ref number including the JCAP, JCEF, JCFT and JCJA followed

by a 7digit number e.g. JCEF1234567.


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Submitting by ‘Supplier invoice by extranet’ continued:

• Supplier invoice value • You are able to enter up to 10 bookings a time

• The email address we have in the system will be displayed; you will be given an option to add a cc email.

• Click on submit.

• Should any bookings within the file be incorrect the screen below will appear showing the bookings which were unable to be submitted along with a

comments / Errors box telling you the reason. All correct bookings within the file will be submitted. You can either edit and correct the editable fields and click on ‘submit’ once corrected. If you do not wish to submit the booking/s click on

‘Ignore’ and then submit and this will remove it from the screen.

Submission is complete!

LOGOUT

• Click to logout!!

We hope you enjoy using the JAC TRAVEL LTD Extranet system and that this will result in extra bookings for both you and JAC TRAVEL LTD!

Best wishes

Your Contracting Team, JAC TRAVEL LTD.

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