CBW advanced: Using Inventory
Contents
1. Res Card Manager lient Booking Report Global Close Ratio Report OJ Active Res Cards C Departed Res Cards en Mo fu de Statistics gt 5 1 Inventory Manager Reports Several reports are available specifically for inventory bookings To run the reports first query forthe inventory Once you ve found the inventory on which to report use the Reports Inventory Reports to generate the individual reports i E39 ww 8 our y gt v Profile Reports Activity Reports Res Card Reports Inventory Reports Current Query Results Client List gt Res Card List Traveler List 5 2 Trams Crystal Reports TCR Trams Crystal Reports TCR isa free add on to ClientBase By default it s installed at the Same time as ClientBase Windows Thought it is installed automatically there is some configuration that needsto be made Details on setting up and using TCR are on our web site www sa bretra velnetwork com trams Click on the Products and Servicestab then Trams Crystal Reports TCR Once TCR is fully set up on your computer you can download an run any of the reports available on ourweb site There are a series manifests available To find them visit our web site www sabretravelnetwork com trams Click on Products and Services Trams Crystal Reports TCR Click here to access our Library of download able ClientBase Windows Crystal Reports On that page click on the sign next to ClientBase G2. Miscellaneous Railand Tour Choosing a category altersthe rest of the screen Forexample a cruise will prompt forthe name of the ship while an air inventory record will prompt for airline information Vendor The vendor profile associated with the inventory The vendor profile must exist in C lientBa se before itcan be used Service Provider Ship in illustration The service provider isthe name of the ship property airline etc Description A free flow description forthe inventory Duration Number of days or nights Start Date End Date The beginning and ending datesforthe trip Can be manually entered unless detailed itinerary is used see below If itinerary details are tracked the datesare greyed out Utilization Date Another user defined field Agenciescan use this to track any date that is helpful such asthe date the inventory Is up for review or release m Expiration Date The date after which the inventory will no longer be active By default expired inventory ishidden from quenesand agents will not be able to book into tt m Region Destination Tracksthe region and destination for tra vel E Confimation Number If each individual reservation sharesa confirmation number enter it here It will cany overasthe confirmation in each rescard reservations Group ID The vendor s group ID orcontract number Payment Due Dates ltin Invoice Remarks Agent Remarks Groups Date Reserved Inventory ID Travel Category V
3. be any combination of letters and numbers but we recommend keeping short yet descriptive Users will be including this information on each res card that is associated with this group and foragenciesusing TBO the bookkeeper will include the name on each payment and voucher Ata minimum the group name should be assigned asan Invoice Payment Res Card and Inventory Group This setting controls in which group drop down lists the name appears Group namescan be setup in both ClientBase and Trams Back Office and some agencies preferthat the bookkeepercreate group names Group Entry RCCOASIS16 V Active Show Group Name in the following group drop down lists Client Vendor Agent Other J Invoice VY Payment V Res Card V Inventory Linked Inventory Group IDs 43210 2 Overview of the Inventory Record Once the group name isadded we can add inventory records Each inventory record holds the details for specific block of space Forexample a Cruise inventory records will hold the details abouta particular sailing vendor ship name itinerary etc along with each component such ascabinson a cruise ship oomsata hotel oropeningson a tour that is blocked An inventory record consists of two sections the headerand the details The header consists of basic information about the blocked space Forexample a cruise would include details such asthe ship name itinerary and payment due dates Fora hotel the property lo
4. retum or stops Aswith all quenes in ClientBase the more cntena that are entered the more refined results will be As mentioned earlier expired inventory isnot included in the results of most quenes If expired inventory isdesired check the box Include Expired Inventory Level 1 Level 2 Level 3 Filters EE Columns Service Provider INVENTORY Start Da3 End Date RCCOASIS16 8 Royal Caribbean International Oasis of the Seas 4 30 2016 5 7 2016 7 Cruse RCCOASIS16 12 0 12 Royal Caribbean Intemational Oasis of the Seas 4 30 2016 5 7 2016 7 Cruise RCCOASISTE 12 0 12 Royal Caribbean International Oasis of the Seas 4 30 2016 5 7 2016 7 Cruise RCCOASISI6 6 0 6 Royal Caribbean International Oasis of the Seas 4 30 2016 5 7 2016 7 Searching for Inventory by Utlization Date As mentioned earlier the Utlization Date is an unidentified field to ClientBase It doesn t have any specific meaning and can be used forany reason the agency finds helpful Many agencies use it to keep track of the date they need to release unused inventory If that s the case It s helpful to create a saved query for inventory that is coming upon that date TEEN a a a a lm Travel Category Cruise Utilization Dace hs Er om i Ne M5767 20s Using a level two query enter the following criteria Using a date formula ensures that date Is always relative to the current date More detailson date formulas and savings queries is In the help file and user s manua
5. if using Live Connect to book into group space E Pncing The pncing information is recorded here Forair rail and miscellaneous there isone price available foreach category and pricing iscalculated a a per person basis Pric ing can be itemized if desired m Cruise tourand hotel inventory has more advanced pricing options General ltin Invoice Remarks Agent Remarks Qty Sold Available Description Rate Code be HE S Pricing Commission Total 1 012 00 temize Additional Pric ing Options for Cruises Tours and Hotels Inventory for cruises tours and hotels is based on each room orcabin booked If three travelers are booked ona Single reservation only one cabin willbe deducted from inventory To account forvaned pncing based on number of travelers ClientBase uses the formulas shown E Qty Isthe numberof rooomsorcabinsofa particularcategory and price blocked The Sold and Available quantities are based on this number E Description Category and Deck cruise only Used to descnbe the inventory Fill in whatever applies Detailsthat are not blocked such asdeck number can be left blank E Rate Code Enterthe vendorsupplied rate code if applicable This code is used during Live Connect with Sabre Cruises and informational for other bookings When selling into inventory ClientBase countsthe number of adults children and infants included on the reservation The first line of pric ing is Per Person Based on Double Occupanc
6. 1d 4th 5Sth Adult Supple OK Cancel Child Rate Rate Code ai i iif EVE lt ft ADN 2 2 Inventory Details The inventory details track the quantity description and pricing details Each inventory record will have at least one details line but may include an unlimited number of categories The details screen is divided into three tabs 1 General The basic information such asthe number of units blocked their description and pric ing ltin Invoice Remarks and Agent Remarks Much like the remarks at the inventory header these cary over to each rescard reservation but only when the particular category is sold gt a A General ltin Inyoice Remarks Agent Remarks Details The generaltab for air rail and miscellaneouscategoriestracksthe quantity of units blocked their descnption and price These categories of inventory are based on the number of people booked Each traveler countsasone unit of inventory E Quantty The number of roomsorcabins blocked with the supplier Thisnumbercan be modified if additional inventory is made available or if it hasbeen recalled The Sold and Available fields are calculated automatically based on the number blocked E Description Category Deck Room Type Etc The caption for these fields changes based on travel category but the information is used to descnbe the inventory E Rate Code For cruises a cruise line assigned rate code can be entered This is important
7. If the reservation iscanceled ordeleted the quantity is retumed to inventory The details entered in the inventory record are copied to the new reservation and the fare Is computed based on the information entered in inventory The information can be updated at the reservation level Note that any changes made are reflected on the particular reservation and do not affect other group bookings Reservation General More Taxes Expanded F are Info Payment Due Date Ibn Invoice Remarks Loam Remarks MoreFields Edit History Date Reserved Booking Status Vendor Travel Category j 1 Qty Pulled Group ID Rate Code Live x Royal Caribbean Intern R Cruise v ec Lid iRP54321 invoiced Outside CB Confirmation Record Locator Promo ID Booking Method Reservati a Issued through ARC Inventory 7 2 1 Dom intt x Charged v ltemize Travelers Base Tax Compression Total Fare Logsden Gerald Logsden Jeannie 1 798 00 226 00 000 17980 000 2024 0 Service Provider eservation Totals General tmeray Traveler Details lun Invoice Remarks Agent Remarks Allocated Pricing 7004 00 Travel Category Ship Start Date End Date Insert AER Cruise v Oasis of the Seas lt 4 7201 v 9 7 2016 y Update Tax 226 00 Category Deck Cabin Room Dning omn 179 80 x New Smoki Description Bedding v Interior v PTR Type Start Date End Date Service Provider Code b Cruise 4 30 2016 5 7 2016 Oasis of the Seas 4 OK Ca
8. Travel ClientBase Windows Sabre e CBW advanced Using Inventory C lientBa se Windows Inventory Manager provides an effective and efficient tool for the agency to intemally manage blocked and group space Sharing the details and selling from this easy to accessarea increasesthe success of selling into agency blocked space Class coversan In depth review of the key features m Review benefits and advantages of tracking Inventory m Setting up Inventory Records including details Query blocked space and create saved query folders for easy detail access Creating ResCards and importing details from Inventory Use of Inventory Managerreports Instructor Tom Sycko Benefits and Advantages of Using Inventory Manager The ClientBa se Inventory Manager helps agencies more effectively manage group space by Easily keeping track of what space the agency has blocked Knowing who s booked into the blocked space Quickly creating rescard reservations from inventory Printing reports such astraveler manifests and payment reports 1 Setting Up Group Inventory There are two stepsto create inventory The first isto create a group name and the second is to create the inventory record Creating Group Name The first step to setting up group inventory isto create a unique group name foreach group you ll be tracking Group namesare used throughout ClientBase and Trams Back Office to link all transactions res cards invoices payments and vouchers
9. cation would be tracked The details consists of the individual blocked units and their related pricing Fora cruise ClientBase would tracka detail line foreach category of cabin available Each inventory record can have an unlimited number of detail records attached It is possible to have multiple inventory records linked to the same group name and to have more than one group name linked to inventory record That way userscan track all of the components such as cruise transfersand pre stay hotel together or use a single block of space to book multiple groups such as both a Kwanis and a Lion s Club on the same Sailing 38 Bt Itinerary Payment Due Dates ltin Invoice Remarks Agent Remarks Groups Date Reserved Inventory ID Travel Category ndor Ship 9 18 Cruise Qasis of the Seas Description Duration Start Date Utilization Date Expeation Date 7 Night Eastern Caribbean 7 4 30 2016 v 57722016 v 12 31 2015 3 1 2016 Destination Confirmation Group ID v Caribbean Eastern 543210 ltin Invoice Remarks Agert Remarks Sold Available Description Category Rate Code a i Interior ix GRP543210 EE ee ee Total Per Person Based on Double Occupancy 3 00 1 012 00 Itemize _ Single Supplement 3 30 31d 4th 5th Aduk Supplement Det a 662 00 Chid Rate j 662 00 8 Interior 12 Outside Stateroom 12 Deluxe Balcony Stateroom 2 1 The Header The header includes details for tra vel Much like a rescard reserva
10. endor Ship 9 18 2014 v Royal Caribbean International Oasis of the Seas v Description Duration Start Date End Date Utilization Date Expiration Date Night Eastern Caribbean 7 4 30 2016 v 57772016 v 12 31 2015 v 3 1 2016 v Region Destination Confirmation Group ID Bermuda amp Caribbean v Caribbean Eastern v 543210 ltinerary Address m Forairreservations this section holdsthe flight details such as departure and anival cities and flight number m Forcruisesand tours details foreach port or stop along the way can be entered m Forothertraveltypes the service provideraddresscan be added When the information is added to inventory it camesoverthe each rescard Spending a little time entenng the details here will save a lot of time in the long run and ensure travelers have all of the details of their tnp Insert Depart City Depart Date Depart Time Update SXM v StMaarten 5 4 2016 lt 530PM v Arrive City Arrival Date Arrival Time FLL v FtLauderdale 5 7 2016 v 7004M v Start Date Time Start City Code Start City 4 30 2016 4 30 00 PM FLL Ft Lauderdale 5 1 2016 5 30 00 PM NAS Nassau 5 3 2016 5 30 00 PM STT St Thomas 5 4 2016 5 30 00 PM SXM St Maarten Payment Due Dates The dates entered here will carry overasdefaultsto each rescard reservation Instead of hard coding dates usersare prompted to entera formula Due datescan be based on the Current date the date the reservation is created oreitherthe date travel beginsor end
11. hat group A benefit to searching this is that ClientBase will display all categories of inventory so agents can sella cruise cabin pre stay hotel and transfers in just a few clicks nP Jes Card H r ots Inmoded nl Inverced Lt Apply Addo ans Dient Sho To dders VY Use Profile ShpTo Clert S To dders J Use Profile Bil To Reservations irons Aga Remake Clert eedbact More Fride Edt Hao 4 2 Choosing and Pulling Inventory Space Once the inventory has been found agents can review the details and choose which option s to pull from inventory As each line is highlighted the details are shown below To choose an inventory item check the box next to it then click Pull From Inventory When booking cruises two options are available Pull From Inventory or Pull Fom Inventory and Launch Live Connect Pulling from inventory will create a ClientBase reservation and attach it to the inventory record but it doesnot create a reservation with the vendor The agent would need to do that by calling the vendor booking online or using whatever other method that would be typically used Some cruise lines are integrated with Sabre Cruises so that the live booking can be made using Live Connect If the the Rate Code is specified in the inventory record ClientBase will attempt to launch Sabre Cruises and take agents directly to the booking for that specific soace Res Total invoiced Total Balance E Res Card Inventory Pu
12. l 4 Creating Res Card Reservations from Inventory Inventory reservations start as any other reservation in ClientBase There must already be a client profile and rescard Be sure to include all of the travelers who are booking and to note whether they are adults children or infants Once in the rescard the next steps vary slightly based on the circumstances Travelers peo P 1 l Modify Search p Last Name First Name 4 1 Searc hing for Inventory While Booking Sometimes an agent may try to booka client into an existing group There are benefits to both the client and agency to do this whenever possible the client will likely receive some sort of perk such aslowerfare oron board credit and the agency eamsthe additional group bonus The inventory manager makes it easy to search existing group space to find appropnate options To search click on the Inventory shopping card button An inventory query screen appears where users can nanow down by travel category destination dates and so on If the inventory record has detailed itinerary users can search by departure retum or stop Often clients will request to book into a specific group If the group is known beforehand users can skip the step of querying for group space by enterthe group name in the rescard header Then when the inventory button is clicked ClientBase will automatically display inventory related to t
13. ll Pul ffiventoy ID Description Blocked Sold Avalable Travel Category Vendor gt X tern 8 Cruse yal Canbbean Inter iia Qutude Stateroom 12 0 12 Cruse Royal Canbbean Intem dhl Delu Baicory Stateroom 12 0 12 Cruse Royal Canbbean Intem Pull from Inventory 3 Juror Sute 6 0 6 Cruse Royal Canbbean Intem i Pull From Inventory and Launch Live Connect Details for the highligted line Travel Category Vendor Ship itinerary Cruse Royal Carbbean Intemational Oasis of the Seas Depart Ft Louderdale 473072016 i j Amve Nassau 5 1 2016 nvanoy Se Vere Dapat Nassau 5 1 2016 t 7 Night Eastern Carbbean Asive St Thomas 5 3 2016 Durston Stat Date _ End Date Group ID Depart St Thomas 5 3 2016 7 18 20 2016 1577 2016 543210 Aurive St Maatten 5 4 2016 Paste e Depart St Maarten 5 4 2016 Fee i Fr r BJ a 1 gt Desc igi Rate Cod Arnve Ft Lauderdale 5 7 2076 Intenor x GRP543210 Blocked Sold Available 8 0 J6 Vew Inventory Record 4 3 Working with Inventory Reservations A reservation booked through the inventory managerretainsa link to the inventory record A usercan easily tell which reservations are pulled from inventory by the message at the top of the screen Clicking on the message will display a read only view of the inventory record details Further if the reservation is marked canceled ordeleted the useriswamed that it is an inventory reservation
14. ncel Important Note about Group Names Once the reservation is pulled into the rescard itactsasany other reservation Trip documentscan be printed invoices generated and so on Important Note If the res card group was not completed earlier in the booking process it must be entered before invoices are generated This ensures that the invoice and payment group information is passed onto Trams Back Office and makes it easier to run groups reports in ClientBa se Il Res Card Res Total Invoiced Total Balance 7 T No 26 2 024 00 0 00 2 024 00 Invoice Proposal Itinerary Statement Rem Create Date Agent Status Reservation Cycle Fanch No 490 v Sharon Meyer Lead Prepared for Trip Name Locator No Region Del Start Date Trip End Date Logsden Jery v v 5 Inventory Reports C lientBase offers several reportsthat are of particular use for managing groups By tracking the group name on each rescard group rescardscan be queried and reports generated forall of those trips Particularly useful for groups management are the final payment report client booking report and agent booking report Keports Merge 10 Workstation Vetaults GlobalVvetauits Profile Reports gt Activity Reports m m Res Card Reports Current Query Results Inventory Reports gt Reservation Cycle Report Service Provider Activity h es ResCards Inventc Res Card Manac Vendor Booking Report agent Booking Repo
15. roup Reports Group Hotel Rooming List Vi m Download Group Miscellaneous Passenger List View Sample Download Group Passenger Cruise Manifest View Sample Download Group Passenger Cruise Manifest Group Tour Passenger List Vi m Download Group Birthday List for Selected Profile Groups Vi m Download Group Birthday List for Selected Res Card Groups Vi m Download
16. s In this example a deposit is due 120 days before departure Altematively userscan add a number of days using the plus minus option lf one or both due datesare unneeded leave the drop down blank Inventory Total Blocked Sold Available General tineray Payment Due Dates ltin Invoice Remarks Agent Remarks I Groups Deposit Due Date Final Payment Due Date Default Date Using plus minus Number of Days Default Date Using plus minus Number of Days B ResoveinSit Dai aar Current Date Reservation Create Date Reservation Start Date __ Reservation End Date ltin Invoice Remarks and Agent Remarks Both tabs are used to track remarks associated with the inventory record These remarks Cary overthe respective remarks tabsin the rescard reservation General Itinerary Payment Due Dates ltin Invoice Remarks Agent Remarks Groups Groups This is one of the most important pieces of information On this tab users attach each group name associated with this blocked space The group names were created in an earlier step To associate a group name click on Add and select the group name from the drop down General Itinerary Payment Due Dates ltin Invoice Remarks Agent Renai Groups poe ED Add OK gt RCCOASIS16 Cancel SO Group Details No1 ee eee General ltin Invoice Qty Sold Available O E o 3 RCCOASIS 16 Pricing Per Person Based on Do Single Supplement 3
17. tion it is divided into separate tabs 1 General Include the basics forthe inventory such astravel category service provider name and dates of travel 2 Winerary For cruises and tours agencies can enter segment by segment details Entering this information makes it possible to search by port of call and it populatesthe information in rescards 3 Payment Due Date Entenng information here will automatically add due date information to each rescard reservation 4 tin Invoice Remarks Remarks entered here will print by default on the trip documents for anything booked into this space 5 Agent Remarks These are notes for intemal use and do not print on trip documents 6 Groups Afterthe General tab this isthe most important piece of information It s where the group names created earlier are linked to the group space o 00 Payment Due Dates ltin Invoice Remarks Agent Remarks Groups General The general tab holdsthe basic information about the sailing hotel tour etc The fields are similar to those in rescardsand cany overto the rescards when booked m Date Reserved Date inventory space was blocked orcontracted Defaultsto the curent date m Inventory ID A user defina ble field It can be used for any purpose the agency decides It doesnot affect ClientBase otherthan offering another way to search for inventory m Travel Category The category that the inventory falls into Available options are Air Cruise Hotel
18. together for easy reporting Group namescan be created in ClientBase Windows or Trams Back Office To create a group in ClientBase click on Global Defaults General Setup Group List Utilities Windows Help ry General Setup Header and Footer P Profile Defaults p Res Card Defaults ki Merge to PNR Defaults Manager Defaults Settings Document Templates GCS Labels Include Expired Inventory Required Fields E mail Signatures Reviewing Group List and Group Name Settings From the Group List userscan add new groups modify existing group names and change free flow settings We highly recommend unchecking the box Allow Free Flow For Invoice Payment Res Card Inventory By unchecking this box agents will be forced to choose a valid group name Also from this screen userscan choose to display only active group namesorto include those that have been marked inactive as well To add a new group name click on Add gt D Group List Allow Free Flow For Groups Z Agent Client ABCCORP Yes x J Other ALLURE 2015 Yes Fl Vendor ALPHACDRP Yes x CCLFANTASY R es Invoice Payment DDP ves Res Card Inventory DISNEYCRUISE Yes OMEGACORP Yes x PCLROYAL2014 Yes RCCFREEDOM Yes RCCOASIS Yes SCOTTSGROUP Yes ome Only Display Active Groups Adding a Group Name x X x XX x y Each group that you ll be tracking in ClientBase must have a unique name The name can
19. y If there are two or more travelers ClientBase will ta ke this figure and multiply it by two Enterthe base fare taxes and the agency scommission Optionally use the itemize button to create more detailed pncing The total fare is displayed based on base fare and taxes If only one one adult ison the reservation ClientBase addstogetherthe amounts in Per Person Based on Double Occupancy and Single Supplement In the illustration the cruise line chargesa considerably higher fare for singles but there no additional taxes Foreach additional adult after the first two ClientBase addsthe amount in the 3rd 4th 5th adult supplement If any of the travelers are marked aschildren in the reservation the amounts in Child Rate are used Details No1 General _ tin Invoice Remarks Agent Remarks Qty Sold Available Description Category Deck Rate Code ma d 4 Aten I BR GrPsssa0 Pricing Base T ax Commission T otal Per Person Based on Double Occupancy 1 012 00 temize Single Supplement 1 499 00 31d 4th 5th Adult Supplement 30 662 00 Child Rate 590130 5430 3 Finding Inventory Using Quenes Inventory Manager makes it easy to find and manage space youragency has blocked Advanced quenescan be saved for future use The more information that is stored in an inventory record the more waysthat agenciescan search Forexample if detailed itinerary information is stored in the inventory record userscan search by specific departure
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