helloworld calypso supplier web user manual€¦ · calypso supplier web user manual version 3:...
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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
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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
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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.
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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).
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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.
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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.
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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.
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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
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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.
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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.
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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
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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.
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After clicking submit the below will show that has been successfully updated.
Change dates to Request
Change dates to Blackout
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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.
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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.
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Note: Due to system parameters a maximum of 20 tick boxes can be selected at one time.
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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.
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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.
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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.
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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.
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4. To send a message to Helloworld click Additional Comments.
5. Enter your message and click Accept.
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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
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The booking has now been updated as Unable.
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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.
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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).
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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
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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”.
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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
GO HOLIDAYS
Attention: Accounts Payable
Helloworld Group
PO Box 505
Auckland 1140, New Zealand
INSIDER JOURNEYS Attention: Accounts Payable
Insider Journeys
PO Box 7419
Alexandria NSW 2015, Australia
ASIA ESCAPE HOLIDAYS
Attention: Accounts Payable
Asia Escape Holidays
353 Cambridge St
Wembley WA 6014, Australia
VCC CREDIT CARD PAYMENTS
COMPANY QUERIES QANTAS HOLIDAYS [email protected]
GO HOLIDAYS [email protected]
INSIDER JOURNEYS [email protected]
ASIA ESCAPES HOLIDAYS [email protected]
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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
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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.
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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.
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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
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Freesell booking advice – A booking that has been sold off freesell, this type of booking must be
confirmed by the supplier as per contract.
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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.
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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.
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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.
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4. Add the URL to your favourites or bookmarks.
5. Once added, proceed to edit the bookmark.
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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)
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