Documentation: Admin - Allocation

The TORS tour-operator reservation system supports a variety of ways of counting allocation for hotels/tours/excursions/etc.

Once allocation is created, it cannot be edited; if needed it can be manually released, and new (corrected) allocation put in its place.

See the Holiday Allocation instructions for understand how the sales teams will use the created allocation (it is not applied automatically).

1. You must have Admin rights
2. Select the Admin from the Application Menu Bar
3. In the Allocation group box, press the "Add" button
4. Complete the Allocation screen according to the field descriptions below
5. Press Save

To create allocation based on an existing entry

1. You must have Admin rights
2. Select the Admin from the Application Menu Bar
3. In the Allocation group box, enter the supplier ID to create allocation for. A list of suppliers can be given seperated with a comma: id1,id2,...
4. Press the "View / Edit" button
5. Existing allocation will be displayed
6. Find the existing allocation on which to base the new allocation and click the "Copy" button on that row
7. Alter the allocation data as required
8. Press Save - the new allocation will be created when the save is successful

To Manually Release allocation

Allocation can be manually released, even if an automatic release has also been set. 

1. You must have Admin rights
2. Select the Admin from the Application Menu Bar
3. In the Allocation group box, select the supplier to create allocation for
4. Press the "View / Edit" button
5. Existing allocation will be displayed
6. Find the allocation which is to be fully or partially released and click the "Release" button on that row
7. From and To indicates the dates for which the allocation is to be released
8. Release is the amount of allocation that is the be released
9. Press Release
10. The allocation table will be updated with a "[Release]" row below the allocation selected in step 5 (the [Release] rows can be hidden/shown using the expander in the first column)

The Allocation Fields

Supplier, Supplier Type : Supplier code and type code, to select the distinct supplier 

Service Type, Services Allocated : Allocation is checked/counted when a holiday includes any of the selected services of the selected type, provided by the selected supplier. Select multiple services if the allocation is to cover  any one been booked (grouped allocation). If each service (e.g. room type) has its own allocation, then instead create a distinct allocation for each one.

From, To : The dates between which this allocation will be checked/counted.

Allocation Type : One of Daily, start or Any:-

• Daily : For each day a holiday includes a service that uses this allocation, the allocation must be available, and a booked holiday will use the allocation on each day of the service. This is usual for hotels and tours (where each element of the tour is booked separately)
• Start : For each service that uses this allocation in a holiday, the allocation must be available on the start date of that service, the holiday allocation use the allocation only on that date. This is usual for Excursions, tours pre-packaged by your supplier, and travel (e.g. flights).
• Any : For any service that uses this allocation on a holiday within the allocation dates, the allocation must be available regardless of the service date (the service start date is checked against the allocation dates). This is usual for stock based services.

Allocation : The amount of allocation available

Release Type : One of Manual, On Date, Rolling:-

• Manual : The allocation set is only decreased by booked holidays or by using the "Manual Release" instructions above
• On Date : The allocation will no longer be available for us after the fixed date given in "On Date"
• Rolling : The allocation will not be available within the set number of days before arrival. The number of days is set in "In Days". 

In Days : The number of days, for Rolling allocation release. Not required for other release types.

On Date : The date for Fixed allocation release. Not required for other release types.