Hotel
Main Content
The Hotel Supplier system allows the management of Hotel suppliers.
7. Quotes
Statistics of Quotes related to that supplier in case that Supplier acts as a customer who wants to buy tour, the tab displays the number of quotes for the Supplier on the required tour.
- 
is the number of Quotations generated for the Supplier
- Click 
to add new quote
- Click 
at the Quote you want to edit, then change the necessary information.
- Click 
to add a new Bank Account. Information to be entered includes:
+ Account number: Bank account number
+ Account name: Bank account name
+ Bank name: Name of the bank registered to open the account
+ Open at a branch: Branch opens a bank
+ Swift code: Bank-specific codes are used in global interbank transactions. Usually, Swift Codes need to be provided when making foreign transactions.
Note: The information fields when adding a new account are required to be filled in, cannot be left blank otherwise it is not possible to add a new account.
- After adding all information, click 
to save the added information.
- Click at the bank account you want to edit, then change the necessary information.
at the Bank Account you want to delete to delete the Bank Account in the list.9. Contract
Manage the list of Contracts signed between the enterprise and the Hotel Supplier
Image: Contract tab in Hotel details
- Click to add a new Contract. Fill in the necessary information about the Contract, attach the file if necessary, then press 
to finish. Any fields that are not necessary can be omitted.
- Click at the contract which you want to change information.
- After editing, click to finish.
- Click to detele the contract.
to view the contract10. Task
Image: Tasks tab in the details of a Hotel Supplier.
- Click to add new task. The information to enter includes:
+ Task name: Title of working
+ Estimated Time: Suggested time to do the job, deadline
+ Operate by: Select the recipient of the working, the system displays a list of all user accounts in the system. Multiple people can select at the same time. When clicking Save job, the job recipient will be notified through Email
+ Task: Categorize work
+ Priority: The importance of the working so that the recipient can arrange a reasonable time to finish the work
+ Description/ Note: Detailed content of the working, notes of the Assignor to the Recipient
+ Attachment: Attach files related to the assigned work. After adding the information, click to finish
Image: Add new task
- Click at the task which you want to change information.
- After editing, click to finish.
to detele the Task. to view the Task
- Click to add a new appointment, the information to enter includes:
+ Content: Appointment content. This is a required field to be filled in.
+ Location: Working place, working exchange
+ Type of work: Choose how to handle work
+ Starting date - Finishing date: Date of appointment
+ Description/ Note: Explain the content, outline through the content, the purpose of the appointment
- Click at the Appointment which you want to change information.
- After editing, click to finish.
to detele the Appointment. to view the Appointment
- Click
to view or delete email content booked with the Suppliers. - To resend the email to Suppliers, click
to top up the Supplier's prepayments. Including:
to correct the amount of the deposit added. to Remove additional deposited funds.More Information
Method 1: Import
Download the sample excel file on the right corner of the screen
Add the following minimum data requirements:
Image: Minimum data when import data
Note:
Data format & notes when adding data and uploading to the system, view here
If duplicate data: Supplier Name, Short Supplier name, Country name, City, Address, Rank, Email, Phone already available in the system, after Uploading the Import file, the system can't import (except for the case of ticking the box Allow to overwrite existing suppliers)
Method 2: Add new suppliers
Add 01 hotel supplier on TravelMaster software
Step 1: Click 
to add 01 new supplier Hotel, add a minimum of fields marked with *. Then, click 
to save the basic information of a hotel.
Image: Add basic information for 01 hotel
Step 2: In the list of Hotel suppliers, click on the name of the Hotel or left-click on the menu bar 
and then select Edit to continue adding data according to the Tabs shown below:
Including:
Code: To distinguish it from other providers, this code is automatically generated when add new, can be changed accordingly. Supplier codes can't be the same
Status: The status of the hotel in relation to the business
Hotel name: Name of hotel
Type of Hotel : Select Hotel Type (boutique, bungalow, cottage,..)
Star: The star class of the hotel (the number of hotel stars can be changed at Menu > Catalog > Services > Hotels > Hotel class)
ClassHotel: Hotel class (can change hotel classes at Menu > Catalog > Services > Hotels > Hotel Type)
Address: Address of the hotel, including 3 fields Country - City - Address
Email: Contact email of hotel (When the Operator makes a booking with Supplier, this email is automatically used by the system)
Phone number/Fax/Hotline: Contact
Website: Website of Hotel
Services: Types of services that this Supplier provides in addition to hotel services (tickets, restaurants, cruises, ..)
Hotel description: Description, general introduction of the hotel
File: Attach files related to the hotel such as contracts, business licenses, ...
a) Supplier Status: There are 5 statuses, which are shown in a colored square in front of the provider name:
New: New supplier cooperates with business
Active: The supplier has cooperated with the business for a certain period of time
Failed: Stop cooperating
Urgent: Preferred supplier
Closed: Supplier has stopped working
If one of the 4 fields: Supplier Name, Abbreviation, Bussiness License (or Tax ID) is added with other Suppliers in the system, the system will warn "Duplicate data error" as shown in the picture below. The system allows you to choose Continue saving or Cancel.
Image: Warning when data is duplicated with other Supplier in the system
b) COD: It is a function to set up a payment schedule between businesses and suppliers based on the date of service use
Including:
- COD Before: Pay for Supplier before the date of service use
- COD After: Pay for Supplier after the date of service use
Payment reminder email sending time will be based on COD time set here and payment reminder start time set in Cronjobs
Example of how it works:
- Service date is August 24, 2022.
- COD Before: 3 days => Payment date is August 21, 2022.
- Debt Supplier notification date: 7 days before => The system will send a reminder email to pay Supplier's debt on August 14 - 20, 2022.
- The system will send a reminder email to the Accountant's mailbox within the set time until the Accountant completes the payment to this Supplier.
c) Weekend: Is the function to set the weekend according to the policy of each different hotel supplier and make it easier to calculate the hotel room price.
When calculating tour price, the system still defaults to using weekday prices because it is not known when the guests will go. When transfering to booking and quotation (knowing the EXACT time the guests will go) the system still defaults to showing weekday prices to avoid errors in case guests book hotels on both weekdays and weekends. At this time, the seller needs to re-add the weekend price according to the hotel's price based on previously added hotel Supplier. To review hotel prices, select 
to review price list.
Manage the list of created supplier contacts such as Director, Sales, Accountant,...
Image: Contact tab in Hotel Supplier details
- Click 
to add a new contact, then fill in the required information
- Click 
at the contact want to change the information. After editing, click 
to finish
- Click to delete
to view
Image: Add new/ Edit a contact
Image: Name of rooms, Number of rooms of each room type, Maximum number of people/room
Click to Add information about Room class. The system opens the Popup interface allowing to fill in data according to the form:
Including:
Room class: Select the class of the room type you added in the Category Menu > Services > Hotel > Room Type
Total room: Number of rooms/room types in the whole hotel
Number of people/room: The maximum number of people that can stay at room/type of room. (The system always defaults to 02/room)
FOC (Free Of Charge): is a policy of free to use the service when a guest makes a reservation that reponses the number of rooms previously set out. For example: Deluxe room type: 10 Rooms + 01 FOC means that when guests book 10 Deluxe rooms, they get 01 room for free.
Room size, Notes (If any), Room Utilities: Check the room utility services according to the added data at: Category
The price of each room class in the hotel.
Image: List of room price
The system to manage detailed data of each room class includes:
Room Class/Room Name
Type of room. For instance, Single / Double / Twin
Application period (from ... to ...): The time to apply the price according to the contract agreed/signed with Supplier.
Nett Price: FIT, GIT, ROH, Extra Bed and Sale Price: FIT, GIT, ROH, Extra Bed. There are 2 columns "Workday Price" and "Weekend Price".
Including:
Net price is the price signed between the Travel Agency and the Supplier.
The sale price is the price the Travel Agency offers to the customer.
The system uses Nett FIT and Extra Bed prices (if any) in the tour's calculation table, GIT and ROH prices are for reference only, so can add or not.
Applicable currency: Various currencies can be selected from the list.
Method 1: Add a new room rate with the Import file
Download the sample excel file of hotel room service
Click 
display a pop-up table as shown below:
Image: Updating hotel room data by uploading files to the system
Step 1: Click 
to download the sample file
Step 2: Add data into the file and then upload it back to the system
to finishNote:
Button Important: Overwrite all old room data has the function of overwriting existing data in the system at the respective Supplier. The system will check the service code to override.
When adding the data to the Excel file, you need attention, view here
For example: Service A has code 123, the system checks correctly this code 123 to overwrite data on the service. All remaining services won't be affected.
Method 2: Add new directly on TravelMaster
Click to add new room rates for each room type
Image: Add new the price of room
Add the required information in the table, then click 
to complete
Note:
Fields marked with * are required fields, cannot be left blank otherwise the information cannot be saved.
To view the price update history to catch the price increase or decrease after each change, click
, the system displays Price change history.To customize the room rate list (For each user), select
then uncheck the fields you want to hide.
Other services except hotel room service (cars, restaurants, sightseeing tickets, etc.) which this Supplier providers
To add ohter services except Hotel to the Hotel provider, click 
, then click on the desired service and click to the selected service.
To add other service click , add the information in the pop-up panel and click
Image: Booking tab in Hotel details
displays the total number of bookings/tours using the supplier's servicesSelect the time period from... to... then click
to search for bookings/tours within the filtered periodClick
to print the list of bookings/tours in the filtered periodClick
to download the tour/booking list in the filtered period (format: Excel)Click
at each service to view its details
Statistics of Quotes related to that supplier in case that Supplier acts as a customer who wants to buy tour, the tab displays the number of quotes for the Supplier on the required tour.
- is the number of Quotations generated for the Supplier
Click
to add new quoteClick
at the Quote you want to edit, then change the necessary information.
Click to add a new Bank Account, information to be entered includes:
- Account number: Bank account number
- Account name: Bank account name
- Bank name: Name of the bank registered to open the account
- Open at a branch: Branch opens a bank
- Swift code: Bank-specific codes are used in global interbank transactions. Usually, Swift Codes need to be provided when making foreign transactions.
Note: The information fields when adding a new account are required to be filled in, cannot be left blank otherwise it is not possible to add a new account.
Image: Add a new bank account
After adding all information, click
to save the added information.Click
at the bank account you want to edit, then change the necessary information.Click
at the Bank Account you want to delete to delete the Bank Account in the list.
Manage the list of Contracts signed between the enterprise and the Hotel Supplier
Image: Contract tab in Hotel details
- Click to add a new Contract. Fill in the necessary information about the Contract, attach the file if necessary, then press to finish. Any fields that are not necessary can be omitted.
Click
at the contract which you want to change information.After editing, click
to finish.Click
to detele the contract.Click
to view the contract
Image: Tasks tab in the details of a Hotel Supplier.
Click
to add new task. The information to enter includes:- Task name: Title of working
- Estimated Time: Suggested time to do the job, deadline
- Operate by: Select the recipient of the working, the system displays a list of all user accounts in the system. Multiple people can select at the same time. When clicking Save job, the job recipient will be notified through Email
- Task: Categorize work
- Priority: The importance of the working so that the recipient can arrange a reasonable time to finish the work
- Description/ Note: Detailed content of the working, notes of the Assignor to the Recipient
- Attachment: Attach files related to the assigned work. After adding the information, click to finish
Image: Add new task
Click
at the task which you want to change information.After editing, click
to finish.Click
to detele the Task.Click
to view the Task
Manage a list of scheduled appointments with Hotel Suppliers.
Image: Appointment tab in Hotel Supplier
Click to add a new appointment, the information to enter includes:
- Content: Appointment content. This is a required field to be filled in.
- Location: Working place, working exchange
- Type of work: Choose how to handle work
- Starting date - Finishing date: Date of appointment
- Description/ Note: Explain the content, outline through the content, the purpose of the appointment
Image: Add new Appointment
- Click at the Appointment which you want to change information.
After editing, click
to finish.Click
to detele the Appointment.- Click to view the Appointment
This tab statistics of all emails booked with Hotel Providers. Bookings with the Supplier are performed in the Operations.
Image: Tab Email in the Hotel Supplier
Click to view or delete email content booked with the Suppliers.
To resend the email to Suppliers, click
Image: View the email content sent to the supplier
Manage the amounts paid to Hotel Suppliers but not yet used, deduct payment for the next service
Image: Credit Management of Hotel Supplier
Click to top up the Supplier's prepayments. Including:
- Description: Explain the reason for the deposit
- Amount: Additional recharge amount
- Currency unit: Select the appropriate currency.
Click to correct the amount of the deposit added.
Click to Remove additional deposited funds.
Note:
Amounts in parentheses () are those that have been used, then the system deducts from the total amount deposited and display in the Balance section.
If the Balance shows the amount in parentheses, the deposit amount is negative and businesses need to Top-up to use it for the next service of the Supplier.
