Helloworld Calypso Supplier Web User Manual€¦ · Calypso Supplier Web User Manual Version 3:...

1 | P a g e Copyright © 2016 Helloworld Services Limited Pty Ltd

Helloworld

Calypso Supplier Web

User Manual

Version 3: updated May 2016, by Joshua Hewett – Helloworld Inventory Department

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

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


ContentsLogging 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

Management .......................................................................................................................................... 8

Retrieving 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 ......................................................................................................... 18

Sending a message to Helloworld for a booking............................................................................... 19

Hyperlink ............................................................................................................................................... 20

Confirming a request booking .......................................................................................................... 20

Unable a request booking ................................................................................................................. 22

Acknowledging a cancelled booking ................................................................................................. 24

Virtual Credit Card (VCC) ................................................................................................................... 25

Contact us ............................................................................................................................................. 27

Appendix ............................................................................................................................................... 28

Accounts Payable .............................................................................................................................. 28

Booking Prefixes ................................................................................................................................ 28

Examples of Helloworld booking messages ...................................................................................... 30

Helloworld Supplier Web Permanent Redirect URL Instructions ..................................................... 36


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 on a real time basis ( 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.


LoggingintoHelloworldSupplierWeb

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

page 35 for instructions on setting up a permanent redirect for this URL).

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).


Administration

Changingyourpassword

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.


CreatingnewusersforHelloworldSupplierWeb

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.


User Controls Defined

Access Enabled: Allows access to Helloworld Supplier Web.

Maintenance: Allows user access to modify the 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.

LoggingoutofHelloworldSupplierWeb

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


Management

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

RetrievingStatusReports

1. Click on the “” tab.

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


The 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 .

Conf – Number of confirmed booking live in our system.

Avail – Number of allotments available for sale in our .

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.


IncreasingAllotment.1. Retrieve the 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 ” 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” will not show a date in

“From Date” and “To Date” boxes.

The additional rooms have now been added to our .

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 stop sell has been issued for those dates.

In this case please contact the Helloworld Inventory department to discuss reducing the cut‐off date

or reopening blackout/stop sell dates.


If additional rooms are added by error please contact the Helloworld Inventory 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 7448 or via email [email protected]

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

discretion of the Inventory 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.

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

discretion of the Inventory and Global Contracts Manager.

The Transfer 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 is being transferred from and the room type that is being

transferred to, must be contracted with allotments.

1. Retrieve the 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 ”.

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


Allotment will have now been successfully transferred.

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

decreasing allotments).

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

agreement with Helloworld. Please contact the Helloworld Inventory 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 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.


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

Change dates to Request

Change dates to Blackout


BookingManagement

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

Retrievingbookingsbybookingnumber.

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

Retrievingabookingmanifest

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.


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.


Addingaconfirmationnumber1. 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.


SendingamessagetoHelloworldforabookingIf 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.


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.

ConfirmingarequestbookingWhen 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.


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

5. Enter your message and click Accept.


Unablearequestbooking1. 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


The booking has now been updated as Unable.


Acknowledgingacancelledbooking1. Click the Hyperlink at the bottom of the booking email.

2. Click 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.


VirtualCreditCard(VCC)Select suppliers/products may be set up to access virtual credit cards, this eliminates the need for a

supplier to bill Helloworld accounts payable and wait for payment.

If VCC is available a comment will be on the booking message to indicate that credit card details are

available

To access the credit card details click the Hyperlink

The credit card details will display and the credit card can be charged for the passengers stay, this is

generally done after check out (except for instant purchase product which will be charged at time of

booking), the credit card details will be available for up 14 days after check out, the validity date of

the VCC is listed with the credit card details (see next page).


If a product is on request status, confirm the booking via the Hyperlink, the page will then refresh

and the credit card details will display.

For any issues with charging the virtual credit card please email:

[email protected] – all booking companies except GH

[email protected] – GH bookings


ContactusIf you require any assistance with Helloworld Supplier Web please contact the Helloworld Inventory

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.

Inventory 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).

Stop sell / closeout requests: [email protected]

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


Appendix

AccountsPayableAll Companies are covered by the Helloworld Travel Services Contracts.

Qantas Holidays, other Wholesale Brands and Resellers

Bookings Prefixed by: SD, AG, AU, AT, BB, RW, CA, HK, JC, ND, NM, QJ, SG ,TG, TH, TK, TO,

TS, TU, UA, UE, UU, US, IN

Go Holidays

Bookings Prefixed by: GH, GO

Asia Escape Holidays

Bookings Prefixed by: AE

Insider Journeys

Booking reference with a six‐digit number beginning with 2 (eg 288300)

COMPANY MAILED INVOICES EMAIL INVOICES & QUERIES

QANTAS HOLIDAYS

Attention: Accounts Payable Helloworld Wholesale

Helloworld Travel Limited

Locked Bag 4

Mascot NSW 2020, Australia

[email protected]

GO HOLIDAYS

Attention: Accounts Payable

Helloworld Group

PO Box 505

Auckland 1140, New Zealand

[email protected]

INSIDER JOURNEYS Attention: Accounts Payable

Insider Journeys

PO Box 7419

Alexandria NSW 2015, Australia

[email protected]

ASIA ESCAPE HOLIDAYS

Attention: Accounts Payable

Asia Escape Holidays

353 Cambridge St

Wembley WA 6014, Australia

[email protected]

VCC CREDIT CARD PAYMENTS

COMPANY QUERIES QANTAS HOLIDAYS [email protected]

GO HOLIDAYS [email protected]

INSIDER JOURNEYS [email protected]

ASIA ESCAPES HOLIDAYS [email protected]


Helloworld Services PTY LTD Wholesalers (as of April 2019)

COMPANY BRAND COMPANY CODE

HELLOWORLD SERVICES PTY LTD

Qantas Holidays Australia AU

Viva Holidays Australia AU

ReadyRooms B2B (Australia) BB

ResWorld RW

Go Holidays New Zealand GH

ReadyRooms B2B (New Zealand) GO

Cruise Team JC

Asia Escapes AE

Insider Journeys IJ

Qantas Vacations US

Qantas Vacations / Travel2 CA

Travel2 / Islands in the Sun AT

Travelscene NM

RESELLERS BRAND COMPANY CODE

STA Travel SD

Golfers Escapes QJ

Travel On‐line QJ

Dream Escapes QJ

HOLIDAY TOURS AND TRAVEL PTY LTD (ASIA)

Bangkok TH

Hong Kong HK

Kuala Lumpur MY

Singapore SG

TOUR EAST GROUP (ASIA)

Bali TU

Hong Kong TK

Singapore TS

Thailand TB

Malaysia TO

TOUR EAST AUSTRALIA GROUP

Tour East Australia – (AUD) UA

Tour East Australia – (EUR) UE

Tour East Australia – (NZD) ND

Tour East Australia – (GPB) TG

Tour East Australia – (USD) UU

Tour East Australia ‐ Worldwide AG


ExamplesofHelloworldbookingmessagesBelow 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.


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.


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


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

confirmed by the supplier as per contract.


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.


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.


HelloworldSupplierWebPermanentRedirectURLInstructionsWhenever a new version of Helloworld Supplier Web is released, the URL of the current application changes and any bookmarks to the current version will be broken. To avoid this problem users should use the permanent redirect URLs in any bookmark. The following advises how you can correctly save the permanent redirect URL to your bookmarks in your browser.

1. Open your IE / Crome browser, which will open on your homepage (eg: www.google.com.au)

2. Paste the following URL into the address bar: www.calypso.net.au/suweb/jtg

3. Hit Enter. You will be taken to the Supplier Web homepage. Note that the URL automatically changes to the current version. E.g.


4. Add the URL to your favourites or bookmarks.

5. Once added, proceed to edit the bookmark.


6. As you will see the version redirect will have saved to the bookmark. Amend this URL and replace it with the original URL from step 2

(www.calypso.net.au/suweb/jtg) and hit save. This will ensure whenever you access the web page from your bookmarks, it will redirect you to the latest version of the application. (See next page)

Helloworld Calypso Supplier Web User Manual€¦ · Calypso Supplier Web User Manual Version 3:...

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