Helloworld Calypso Supplier Web User Manual · Authorisation to transfer Helloworld allotments is only given to select suppliers and is up to the discretion of the Forecasting and

1 | P a g e

Copyright © 2015 Helloworld Services Limited Pty Ltd

Helloworld

Calypso Supplier Web

User Manual

Version 2: updated June 2015, by Joshua Hewett – Helloworld Forecasting Department

Helloworld Services Limited Pty Ltd is trading as Qantas Holidays, Viva Holidays, GO Holidays

(NZ), The Cruise Team, Rail Tickets & ReadyRooms.com

2 | P a g e


Contents Logging in to Helloworld Supplier Web .................................................................................................. 4

Administration ........................................................................................................................................ 5

Changing your password ..................................................................................................................... 5

Creating new users for Helloworld Supplier Web............................................................................... 6

Logging out of Helloworld Supplier Web ............................................................................................ 7

Inventory Management .......................................................................................................................... 8

Retrieving Inventory Status Reports ................................................................................................... 8

Increasing Allotment. ........................................................................................................................ 10

Decreasing Allotments ...................................................................................................................... 11

Transferring Allotments .................................................................................................................... 11

Closing Freesell. ................................................................................................................................ 12

Booking Management ........................................................................................................................... 14

Retrieving bookings by booking number. ......................................................................................... 14

Retrieving a booking manifest .......................................................................................................... 15

Adding a confirmation number ......................................................................................................... 17

Sending a message to Helloworld for a booking .............................................................................. 18

Hyperlink ............................................................................................................................................... 19

Confirming a request booking .......................................................................................................... 19

Unable a request booking ................................................................................................................. 21

Acknowledging a cancelled booking ................................................................................................. 23

Contact us ............................................................................................................................................. 24

Appendix ............................................................................................................................................... 25

Accounts Payable .............................................................................................................................. 25

Booking Prefixes ................................................................................................................................ 26

Examples of Helloworld booking messages ...................................................................................... 27

3 | P a g e


What is Helloworld Supplier Web?

Helloworld Supplier Web is an internet based system that allows our partners direct access to our

inventory and booking management system.

From Supplier Web you can:

• View bookings and rooming lists.

• View our live inventory on a real time basis (Inventory Status Reports).

• Increase allotments for Helloworld.

• Confirm and unable request bookings.

• Send booking messages.

Advantages of using Supplier Web:

• 24/7 access to our system regardless of where you are in the world.

• Instant updating of our system.

4 | P a g e


Logging in to Helloworld Supplier Web

Helloworld supplier web can be accessed from the URL link www.calypso.net.au/suweb/jtg

To log in to Helloworld Supplier Web you will need an access code and password.

If you do not have an access code or you have forgotten your access code and password please

email [email protected]

From the Helloworld Supplier Web homepage you will need to enter your access code, initials and

password then click login.

Password Tips:

• Passwords are case sensitive.

• Minimum of 6 and maximum of 8 characters.

• Both letters and numbers are acceptable (a combination of both is recommended).

5 | P a g e


Administration

Changing your password

To change your password

1. Click on the “Administration” tab at the top of the screen.

2. Enter your original password.

3. Enter the new password that you would like to change to in both the new password and

confirm password fields.

4. Click update.

Your password has now been changed.

6 | P a g e


Creating new users for Helloworld Supplier Web

You may create multiple usernames and passwords for the different staff at your company. You can

also limit the access that certain staff members have. For example a sales manager would need

access to increase allotments but a reservations team member may be restricted to only updating

bookings.

Only a user with administration access will be able to edit or add new users.

To create a new user, enter your password under “User Administration” and click ok.

A list of all users will appear

1. Click Add.

2. Enter a user name for the new user. “Network address” needs to be left blank.

3. Enter the password for the new user.

4. Tick the controls that the new user will have access to.

5. Click Save.

7 | P a g e


User Controls Defined

Access Enabled: Allows access to Helloworld Supplier Web.

Inventory Maintenance: Allows user access to modify the inventory held by Helloworld.

Confirm Bookings: Allows the user to confirm or unable request bookings via Hyperlink.

Admin Privileges: Allows the user access to add new or edit users. It is recommended that admin

privileges are limited to 2 team members per organisation.

Logging out of Helloworld Supplier Web

Click the “Logout” button at the top right hand corner of your screen.

8 | P a g e


Inventory Management

All functions in this section can be accessed via the “Inventory” tab.

Retrieving Inventory Status Reports

1. Click on the “Inventory” tab.

2. Under “Retrieve Inventory List” enter the required dates for the inventory status report. By

selecting inventory priority as “S”, this will ensure that only room types / products with an

allotment / Freesell will be displayed.

3. Tick mark the required room types (we recommend you tick all room types to capture all

year round and promotional contracts).

4. Click Retrieve.

Tick to select all room types

9 | P a g e


The Inventory status report will be displayed

Definitions:

Allot Type – Current Allotment Status.

None = No Allotment Held.

Sell & Report = Allotments open for sale.

Orig Allot – Original contracted allotment loaded in our database.

Held – Number of allotments currently held in our inventory.

Conf – Number of confirmed booking live in our system.

Avail – Number of allotments available for sale in our inventory.

Not Conf – Bookings on Waitlist/Request in our system.

Above Allotment – After allotment has been utilised.

On Request = Request above allotment.

Not Available/Unable = Not available above allotment.

Freesell = Freesell above allotment.

If Allot Type is “None” and Above Allotment is “Freesell”, freesell is open in our system.

If Allot Type is “None” and Above Allotment is “Not Available / Unable”, allotments have been

released and the dates are closed. No request messages will be sent.

If Allot Type is “None” and Above Allotment is “Request”, allotments have been released and

bookings will be sent on a request basis (subject to availability on the suppliers end).

Totals - Total number by room nights per column.

10 | P a g e


Increasing Allotment.

1. Retrieve the inventory status report as above.

2. Tick mark the dates you would like increase allotment.

3. At the bottom of the screen there will be a “Modify Inventory” box, select operation as

“Increase Allotment”.

4. Enter the amount of rooms to be added in the “Quantity” field.

5. Click Submit.

Please note: multiple dates can be selected at once (this only applies to a single room type, not

available over different room types). If multiple dates are selected, “Modify Inventory” will not show

a date in “From Date” and “To Date” boxes.

The additional rooms have now been added to our inventory.

Important: Only dates with allot type “Sell & Report” can be topped up.

You will not be able to increase allotment for dates with Allot type “None”. This means that one of

the following has occurred.

1. Contracted cut-off date has passed.

2. Dates have been blacked out as per contract.

3. A stopsell has been issued for those dates.

In this case please contact the Helloworld Forecasting department to discuss reducing the cut-off

date or reopening blackout/stopsell dates.

11 | P a g e


If additional rooms are added by error please contact the Helloworld Forecasting department

immediately to remove the rooms. During office hours Monday to Friday 9am to 5pm (Australian

Eastern Standard Time), by phone on +61 2 9317 7447 or via email [email protected]

Decreasing Allotments

Authorisation to decrease Helloworld allotments is only given to select suppliers and is up to the

discretion of the Forecasting and Global Contracts Manager.

To decrease allotments, follow the same steps as you would to add allotments, but the operation

selected will be “Decrease Allotment”.

Note: Tick allow partial decrease if you are decreasing multiple dates (e.g 18 to 23 September), this

will prevent an error ocurring if one of the dates does not have enough rooms left on allotment to

decrease. For example if you want to decrease 3 rooms from 18 to 23 September but 23 September

only has 2 rooms left on allotment, by ticking allow partial decrease, 3 rooms will be decreased from

18 to 22 September and 2 rooms will be decreased on 23 september.

Transferring Allotments

Authorisation to transfer Helloworld allotments is only given to select suppliers and is up to the

discretion of the Forecasting and Global Contracts Manager.

The Transfer Inventory function of Helloworld Supplier Web allows you to transfer allotments from

one room category to another e.g. from Superior room to Deluxe room.

Please note: both the room type that inventory is being transferred from and the room type that

inventory is being transferred to, must be contracted with allotments.

1. Retrieve the inventory list for the room type that the allotments are being transferred from.

2. Select the date that allotments will be transferred.

3. For operation, select “Transfer Inventory”.

4. To Product, will be the room type that allotments will be transferred to.

5. Enter the quantity to be transferred.

6. Click Submit.

See note below

12 | P a g e


Allotment will have now been successfully transferred.

Note: Allow Partial Transfer has the same function as allow partial decrease (see note under

decreasing allotments).

Closing Freesell.

Authorisation to close freesell is only given to those suppliers that have solely a freesell

agreement with Helloworld. Please contact the Helloworld Forecasting department to check if you

are an eligible supplier.

To be able to close out Freesell, “Above Allotment” must be on “Freesell”.

1. Retrieve the inventory list of the room type to be closed.

2. Check that the room type has freesell loaded.

3. Select the dates to be closed.

4. Select Operation as “Change Above Allotment”.

5. You will now have two options, to change the date to request status or to blackout, to

blackout select the “Above Allotment” as “Unable”.

6. Click Submit.

Freesell will now have been closed for the selected dates.

13 | P a g e


After clicking submit the below will show that inventory has been successfully updated.

Change dates to Request

Change dates to Blackout

14 | P a g e


Booking Management

All functions in the section can be accessed via the “Bookings” tab.

Retrieving bookings by booking number.

If you require information on a particular booking you can retrieve the booking by booking number.

1. Click the “Bookings” tab.

2. Enter the two letter booking prefix (AU,QA, GH etc.) followed by the 6 digit booking number.

3. Click Retrieve.

The booking details will now be displayed

15 | P a g e


Retrieving a booking manifest

1. Click retrieve by “Product(s)”.

2. Enter the Start and End date of the booking list that is required.

3. For hotels, the product type will default to “Hotel”, for suppliers that offer multiple product

types e.g. transfers and day tours, you will need to select the product type that you require,

tours will have a product type of “Other”.

4. For an arrival list, select “Bookings that commence between or on the above dates”, this will

show new arrivals only. For a list of all bookings including in-house guests and new arrivals,

select, “Bookings that include any day between or on the above dates”.

5. To view allotment bookings only, keep priority as “S”. For all bookings (inside

allotment/freesell, above allotment and non-allotment contracted room types) change the

priority to “All”. We recommend selecting priority “ALL” when retrieving a booking manifest.

6. Select the room types required.

7. Click Retrieve.

Note: Due to system parameters a maximum of 20 tick boxes can be selected at one time.

16 | P a g e


The booking manifest will be displayed.

Please note: Status “Confirmed Not Reported” (e.g. QA/197892 above) means this booking is

confirmed in our system but we have not sent a booking message to the supplier. Not reported

bookings will be reported at the cut-off date, do not enter not reported bookings in to your system

until you receive the Arrival Notification Report.

For more detailed information on a particular booking, click on the booking number and the booking

details will be displayed.

17 | P a g e


Adding a confirmation number

1. Retrieve the booking.

2. Click Add Confirmation Number.

3. Enter the Confirmation number for the booking and click Accept.

The confirmation number has now been added to the booking.

18 | P a g e


Sending a message to Helloworld for a booking

If you need to contact Helloworld about a booking you can use the booking message function in

Helloworld Supplier Web.

1. Retrieve the booking.

2. Click Additional Comments.

3. Type your message to Helloworld and Click Accept.

If your message requires a reply, Helloworld will be in contact as soon as possible.

19 | P a g e


Hyperlink

Hyperlink is a fantastic tool offered by Helloworld, Hyperlink allows you direct access into our system

to confirm or unable a booking request. You do not require an access code or password for Hyperlink.

Please refer to the Appendix section for examples of the types of booking messages sent by

Helloworld e.g. request booking, allotment/freesell booking, change booking request and

cancellation advice.

Confirming a request booking

When you receive a booking request from Helloworld.

1. Click the Hyperlink at the top or bottom of the email.

2. Click Confirm.

3. Enter the supplier confirmation number and tick mark the box to acknowledge that the

booking is being confirmed at contracted rate. Click Accept.

The booking has now been confirmed.

20 | P a g e


4. To send a message to Helloworld click Additional Comments.

5. Enter your message and click Accept.

21 | P a g e


Unable a request booking

1. Click the Hyperlink at the bottom of the booking email.

2. Click Unable.

3. Enter the reason for not confirming the booking and click Accept

22 | P a g e


The booking has now been updated as Unable.

23 | P a g e


Acknowledging a cancelled booking

1. Click the Hyperlink at the bottom of the booking email.

2. Click Inventory changes acknowledged

3. Add Reference.

4. Enter the cancellation reference number and click Accept.

The cancellation has now been acknowledged, if you would like to send a message to Helloworld

about the cancellation please click Additional Comments.

24 | P a g e


Contact us If you require any assistance with Helloworld Supplier Web please contact the Helloworld

Forecasting Department.

Email (preferred): [email protected] – this email box is monitored Monday to Friday from 9

am to 5pm (Australian Eastern Standard Time). Turnaround time for email replies is 24 to 48

Business hours.

Forecasting Team Phone (Urgent enquires): +61 2 9317 7447 or +61 2 9317 7448 Monday to Friday

from 9 am to 5pm (Australian Eastern Standard Time).

The following are some useful Helloworld email addresses.

For Booking queries: GH bookings: [email protected], all other bookings:

[email protected] (preferred method of contact for booking queries is via supplier

web).

Stopsell / closeout requests: [email protected]

Invoices / Accounts queries: See Appendix “Accounts Payable”.

25 | P a g e


Appendix

Accounts Payable

26 | P a g e


Booking Prefixes

The following is a list of booking prefixes that are used by Helloworld and our resellers.

27 | P a g e


Examples of Helloworld booking messages

Below are examples of the different types of booking messages that you may receive from

Helloworld, these include: booking on request, booking that is part request and part allotment,

change booking advice, freesell booking advice and sell and report allotment advice and a

cancellation message.

Booking on request – you may confirm or unable a request booking depending on your availability.

Please note: Helloworld can only accept confirmation at contract rate, we are unable to accept

bookings at best available rate.

28 | P a g e


Booking that is part on request and part sold from allotment – you may confirm or unable the dates

that are on request, but the dates that are sold from our allotment must be confirmed as per

contract.

29 | P a g e


Change booking advice – this type of booking message is to advise that we have changed previously

confirmed components in our reservations system.

The new arrangements that are

confirmed in our system

30 | P a g e


Freesell booking advice – A booking that has been sold off freesell, this type of booking must be

confirmed by the supplier as per contract.

31 | P a g e


Allotment booking advice – A booking that has been confirmed within Helloworld contracted

allotment; this type of booking must be confirmed by the supplier as per contract.

32 | P a g e


Cancelled booking message – this type of message is to advise that we have cancelled a confirmed

booking in our reservations system. Any cancellation fees will be as per contract conditions.

Documents

Helloworld Calypso Supplier Web User Manual · Authorisation to transfer Helloworld allotments is only given to select suppliers and is up to the discretion of the Forecasting and