Mapping to import shuttle bookings

Overview

When customers send bookings in xls they can be imported to the system

Using the importing process to create bookings

1. Open the shuttle booking screen

2. Select the Booking Entity

   1. Note - The cash debtor entity allows bookings to be imported across Booking Entitities

      1. Must have a Booking Entity column mapped

      2. If the Hotel column mapping does NOT find a hotel

         1. Then it will look for a suburb / postcode combination in the Hotel column

            1. setting the booking as a private address booking if found.

3. Drag and drop the XLS on the screen

4. Edit > Import “name” > Import from Mapped XLS file

   1. If any required columns do not exist

      1. NO bookings will be created

      2. The user will be notified of the columns missing

5. All lines that are successful will create bookings

6. All lines that are not successful will not create bookings > a yellow note with a list of all bookings that failed will be provided

   1. user will need to either

      1. Fix these bookings in the sheet > remove successful bookings > reupload

      2. or enter manually

Mapping the columns in the XLS sheet

Shuttle bookings may be provided in XLS so map the xls columns in the mapping screen.

1. Booking Entities must be Inbound Delegates (flagged on the Debtor)

   1. Booking entities typically have collected money for the booking and must later pay for it.

2. Hotels will typically use their address for all bookings > so will not provide addresses

   1. Tick use inbound delegate address

3. Booking Websites have agreements with different booking entities - this requires a partnership link if addresses are not set

   1. Addresses may be inbound delegate partner address

4. Hotel column

   1. Looks for an exact match on the hotel name (fuzzy not possible)

   2. if none found - will look for a suburb / postcode combination > if found will set the booking as to or from a private address

Partnerships

When a booking entity takes bookings on behalf of another entity - they are a partner. Example a travel agency that handles all the bookings for a hotel.

The Travel Agency is the inbound delegate that will pay for the booking - however the address comes from the linked Partner Address

...

Logical Flow

This is how the system uses the data provided

1. Travel Date provided (is mandatory)

   1. Date is today or in the future

2. Flight time

3. Flight number provided

   1. Yes

      1. Infer other fields > by looking at shuttle booking history (most common in last 180 days)

         1. Destination

         2. Direction of Travel

         3. Flight Time (only if flight time was NOT provided)

   2. No

      1. Destination must be provided

         1. compare with lookup table for this customer

      2. Terminal must be provided

      3. Flight time must be provided

      4. Direction of Travel must be provided

4. PAX

   1. if not provided then use default value (1)

      1. Children will be added to Adults if separate columns

5. Excess Bags

   1. Only if provided

6. Passenger name options

   1. Single field

   2. combine Fname / Lname fields

7. Passenger phone

8. passenger email

9. Address

   1. May be provided line by line

   2. May be provided in a single field > decompose

   3. Hotel name may be provided

      1. Look up in customer name fields (all customers) > use address found

   4. May not be provided = use customer address on the booking

10. External Reference

    1. May not be provided

11. Inbound Delegate company from Booking Entity

12. Pickup time may be provided