Gullivers Travel Associates- WBS User Guide 1

Gullivers Travel Associates- WBS User Guide 1
Last Updated: March 2006
Gullivers Travel Associates- WBS User Guide
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INTRODUCTION ............................................................................................................................. 5
THE HOMEPAGE............................................................................................................................ 6
INDEX PAGE................................................................................................................................. 10
BOOKING SEARCH ..................................................................................................................... 11
Quick Links................................................................................................................................................. 12
Search Criteria ........................................................................................................................................... 13
Booking List ................................................................................................................................................ 14
ITEM SEARCH .............................................................................................................................. 16
‘Quick Links’ .............................................................................................................................................. 16
Search Criteria ........................................................................................................................................... 17
Item List ...................................................................................................................................................... 19
Booking/Item Statuses Explained.............................................................................................................. 21
QUICK ENTRY .............................................................................................................................. 22
Quick Entry: Item Requirements ............................................................................................................. 24
SEARCH FOR A HOTEL (MAKING A NEW HOTEL BOOKING) ............................................... 26
New Booking ............................................................................................................................................... 26
Search for a Hotel....................................................................................................................................... 27
Hotel Search Results................................................................................................................................... 30
Price breakdown......................................................................................................................................... 34
Hotel Information....................................................................................................................................... 34
Passenger Names ........................................................................................................................................ 36
Departure Date/Agent Ref ......................................................................................................................... 37
Special Requests (Remarks) ...................................................................................................................... 38
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Booking Basket ........................................................................................................................................... 40
Before you check out… .............................................................................................................................. 42
Thank You (Booking Process is now Complete) ...................................................................................... 43
Confirmed Bookings / Printing and Emailing Vouchers......................................................................... 44
Modifying a Booking .................................................................................................................................. 52
Cancelling a Booking.................................................................................................................................. 54
Cancelling an Item...................................................................................................................................... 55
Alternate Bookings ..................................................................................................................................... 59
INFORMATION SEARCHES ........................................................................................................ 61
Hotel Information Search Screen.............................................................................................................. 61
Apartment Information Search Screen .................................................................................................... 61
Sightseeing Information Search Screen.................................................................................................... 62
Example Hotel Information Search Results............................................................................................. 63
Sending Hotel Information by email......................................................................................................... 64
TRAVEL GUIDES.......................................................................................................................... 65
HOT DEALS .................................................................................................................................. 67
MANAGEMENT REPORTS .......................................................................................................... 69
Clients Booking Reports Selection ............................................................................................................ 69
Requested Reports...................................................................................................................................... 70
Clients Booking Report.............................................................................................................................. 71
TARIFF REPORTS........................................................................................................................ 73
Hotels - Tariff Report................................................................................................................................. 75
Requested Reports...................................................................................................................................... 78
Hotels - Tariff Report (on Web) ................................................................................................................ 79
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Printing Hotels-Tariff Reports from the Internet ................................................................................... 79
Hotels - Tariff Report (as a File) ............................................................................................................... 80
Hotels - Updates.......................................................................................................................................... 81
SUB-AGENTS ............................................................................................................................... 84
Creating a Sub-Agent................................................................................................................................. 84
Step 1: Creating a Sub-Agent Group ........................................................................................................ 84
Step 2: Sub-Agent Details ........................................................................................................................ 87
Step 3: Creating Sub-Agent Logins.......................................................................................................... 92
Step 4: Creating Client Mark-Ups (optional) ........................................................................................... 94
Step 5: Creating Sub-Agent Commissions (optional)............................................................................. 100
Moving Sub-Agents between Groups................................................................................................. 103
Viewing Commissions in the Client Booking Report......................................................................... 107
LOGIN MANAGEMENT .............................................................................................................. 108
Breakdown of Roles and Authorities ...................................................................................................... 110
BEST BUYS ................................................................................................................................ 114
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Introduction
Welcome to the new gta Wholesale Booking System (WBS). It is one of the most sophisticated
booking systems available for F.I.T. bookings for Hotels, Apartments, Private Transfers, Regular
and Tailor Made Sightseeing. This new site will enable you to book all these items under one
reference number viewable in a user friendly shopping Basket.
Our system enables you to make new bookings, receive confirmations, make changes to
bookings already confirmed and cancel bookings. There is also the facility to email booking
vouchers to your customers.
In this User Guide you will find notes on the various hotel booking web pages. Please read
through this guide in its entirety, as this will enable you to become familiar more quickly with the
various pages of our booking system.
We are interested to hear any comments that you may have in regards to the way the system
works and how we can improve it.
If you have any queries that are not answered in this guide please do not hesitate to contact us.
Details of who to contact in gta can be found by clicking on the ‘Contact Us’ link found in the
footer of every page of our site.
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The Homepage
When you select the URL for the WBS http://clients.gta-travel.com you will be greeted with our
Homepage:
It is from here, via the
our booking system.
link that you can log in to the website and use
There are other useful links that you will see on our homepage:
•
•
Language – from the language links at the top of this page you will be able to use the
entire site translated into the languages available
Useful Links – this section of the homepage provides you with links to:
o Add to Favourites – clicking on this link will enable you to add our website to
your internet favourites
Please use this function to add the WBS site to your Favourites and not
Internet Explorer’s Add to Favourites option as the saved Favourite will not
function correctly.
o
Health Advice – based on your passenger nationality we are able to connect
you your local government’s health advice internet service
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o
o
o
•
•
•
•
Passports/Visa – based on your passenger nationality this link will direct you to
the relevant Passport Office in order to provide information on visas
Travel Advice – this link will guide you to the relevant local foreign office internet
service
Weather – this link will give you up to date 7 day weather forecasts for many
destinations around the world
Travel Guides – once you have logged onto the booking system you will have access to
gta’s extensive range of Travel Guides
Interactive City Maps – this facility will provide you with interactive maps of many cities
around the world where you can see at a glance particular hotels, attractions, trade fair
grounds and transport terminals.
Latest News – this will provide you with up to date news from gta
Local News & Promotions- this will provide you with gta’s latest promotions
At the foot of the homepage (and all subsequent pages) you will find links to our Booking
Procedures and Contact Us. The Booking Terms
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Login
Once you have clicked on
you will be taken to the Secure Login page:
Here you are asked to enter your Agent ID, Login and Password.
The Agent ID is your company’s ID to gain access to the site. This will be a number assigned
to you by gta. This replaces the Web ID used on the GWBS.
The Login and Password should be unique to each user, your staff and (if applicable) your
sub-agents.
If you are your company’s Administrator, your Agent ID, Login and Password will be
assigned to you by gta. Your role as an Administrator will provide you the ability to create
logins for the rest of your staff and sub-agents.
Once you have entered the correct details click on the ‘Continue’ button. If you enter incorrect
details you will see a message:
Your attempt to login was unsuccessful. Please try again.
Attempts remaining: 4
If you cannot remember the password your site administrator will be able to change it.
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There are different roles that can be assigned to users on the system for
security reasons so you may find that some functions on the website are
restricted – for an explanation of the different roles and functions available
please see the Login Management section of this manual
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Index Page
Once you have successfully logged onto the booking system you will see the Index Page. This
page outlines all the functionality of our booking system with brief outlines.
Booking Search
Use this to find your customers bookings using their reference number, personal details or their
date of travel.
Item Search
Use this to search by item status and for those items that require actioning and to find your
customers booking using the details of a specific item combined with their date of travel.
Information Searches
Allows you to perform information searches on our properties and services.
--------------------------------------------------------------------------------------------------------------------------------Quick Entry
Hotels
You can make new hotel accommodation bookings.
Apartments
You can make new apartment accommodation bookings.
Sightseeing Tours
You can make new Sightseeing tour bookings.
Transfers
You can make new private service booking
Car Hire
You can hire a rental car.
Hot Deals
Quick access to our Special Deals and recommendations.
Travel Guides
Use this to access our informative Travel Guides
Interactive City Maps
Use this to access our interactive city maps.
---------------------------------------------------------------------------------------------------------------------------------
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Management Reports
To produce, view, save and print reports with regards to booking data. Additional information
including value and commissions is also available.
Login Management
Allows you the ability to create and maintain Logins.
Sub-Agents
Allows you to set up and maintain your Sub-Agents.
--------------------------------------------------------------------------------------------------------------------------------Tariff Reports
To produce, view and print seasonal tariff reports of new properties and services, and to access
price updates, price enquiries and information reports.
--------------------------------------------------------------------------------------------------------------------------------Booking Terms
Our booking Terms can now be found here. Users that are assigned with any of the sub-agent
roles, will not have access to this.
Best Buys
Select this link to view details of the hotels which we recommend as **Best Buy**
Booking Search
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Booking Search provides the facility in order to find your bookings and there are numerous
search criteria available:
Quick Links
There are three ‘Quick Links’
•
•
•
•
Pending Bookings - this will search for all of your Pending Bookings – this is similar to
the GWBS’s ‘Bookings with GTA’
Departure within 7 days – this will search for ALL bookings that are departing within 7
days regardless of their status
Departure within 30 days – this will search for ALL bookings that are departing within 7
days regardless of their status
Departure within 90 days – this will search for ALL bookings that are departing within 90
days regardless of their status
.
In order for the quick links to you will need to choose either your company or an agent
you have set up (shown in the Sub-Agents section of this manual) from the drop down
menu in the Agent field:
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Once you have chosen your company or sub-agent you can click on the
about your choice.
to show information
Once you have made your Agent choice click on the relevant quick link to reveal yours or your
agents bookings:
Search Criteria
From within the Search Criteria you can search for any booking you or one of your agents has
made. You can search by:
•
•
•
•
•
•
Agent – you can select your company or your sub agents from the drop down menu
Group – here you can choose from the groups of sub-agents you have created (see the
Sub-Agents section of this manual)
Login – this would be the login of a member of your staff/sub-agent
Booking ID – if you enter a booking ID here and click on ‘Search’, no other criteria will be
required
Passenger Name
Booking Status – offers you the choice of searching for a booking in a particular status
(from the drop down menu):
o
o
o
o
o
o
•
Date Type – here you have the choice of searching for a booking by certain date types
(from the drop down menu):
o
o
o
•
All
Confirmed – Voucher Issued
Confirmed – Voucher not Issued
Confirmed
Pending Confirmation – this is the same as Pending Bookings
Cancelled
Departure
Booking Creation
First Service
Date Range – you can search for bookings between certain dates
Our new system has been set up that you can make hotel bookings (and
therefore search) for arrivals from 1st April 2005
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Booking List
Once you have selected your criteria your Search Results will appear in the Booking List:
In the Booking List you will find all your bookings that qualify under the criteria you chose.
By clicking on the Booking ID numbers you can see the booking details and amend accordingly.
The price is for the entire booking.
The ‘Voucher Issued’ column is there for you to help manage bookings so you can tell which
bookings are completed - if the booking has had the voucher issued to your agent, check the box
under ‘Voucher Issued’ and click on the ‘Accept’ button. The booking will then move out of the
Booking List.
There is also the facility to change the sequence order of the results. The site default is “Start”
date order, but you can change this to “Requested Date” or “User Id.” If you select one of these
options, you must then click on the GO button.
An additional Status filter is also available. This will default to “All” (unless a specific status has
been selected within the Search screen). The drop down menu will display all available statuses.
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When a specific status has been selected the results will be filtered accordingly. Please note, this
can only be a filter if “All” has been selected in the original search.
It is possible to adjust the sequence and/or select criteria within the filter. The GO button must be
selected in order to apply the changes to the results.
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Item Search
Item Search is different to Booking Search as this lets you search for individual items (i.e. Hotel,
Transfers, Sightseeing, etc.) within a booking rather than for a whole booking itself. There are
numerous search criteria available:
‘Quick Links’
There are quick ways you can search for booking items – these are done by using the ‘Quick
Links’ at the top of this page.
It is imperative that you check these links regularly as these are the main ways for
monitoring the progress of your bookings
In order for the ‘Quick Links’ to work you need to choose either your company or an agent you
have set up (shown in the Sub-Agents section of this manual) from the Agent drop down menu in
the Agent field:
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Once you have chosen your company or sub-agent you can click on the
about your choice.
to show information
The ‘Quick Link’ options are:
•
Items Pending – these are items that are sent to gta which have not yet been confirmed,
rejected or confirmed as cancelled by gta
•
Items with Alternates to be Actioned – these are items for which gta has suggested
alternative hotels.
It is imperative that you visit this Alternates to be Actioned link regularly as
you either have to Accept or Reject Alternates suggested by gta – if you do not
you will be charged for the item regardless of whether or not you wanted it as it
will be in a confirmed status. You will not be able to print a voucher for any part
of the relevant booking(s) until this has been done
•
New Confirmed - these are all the items newly confirmed by gta
•
Items Unavailable – these are items which are unavailable (rejected) from gta
•
Items with Prices TBA – these are any hotel items were non tariff with a price to be
advised. gta will obtain a price for you. The items, if confirmed, if alternatives are
confirmed or unavailable will then appear within the relevant quick links
•
All Items to be Actioned - these are all the items that require actioning either by
yourselves or gta
Search Criteria
From within the Search Criteria you can search for any item you or one of your agents has made.
You can search by:
•
•
•
Agent – you may select your company or your sub-agents from the drop down menu
Group – here you can choose from the groups of sub-agents you have created (see the
Sub-Agents section of this manual)
Item Type – you may search by the item type:
o
o
o
o
o
All
Apartment
Hotel
Regular Sightseeing
Transfers & Sightseeing
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•
•
•
City Code – you can search for items in a particular city – if you do not know the code
click on the ‘SEARCH for all worldwide destinations’ link
Property Name – you can search by the name of the hotel/apartment
Item Status – you have the choice of searching for an item in a particular status (from
the drop down menu):
o
o
o
All
Pending
Alternative confirmed – please action
It is imperative that you make yourselves aware of this status as you either
have to Accept or Reject Alternates suggested by gta – if you do not you
will be charged for the item regardless of whether or not you wanted it as it
will be in a confirmed status. You will not be able to print a voucher for any
part of the relevant booking(s) until this has been done
o
o
o
o
o
Confirmed – Voucher not Issued
Confirmed
Unavailable
Cancelled
• Date Type – you the choice of searching for a booking by certain date types (from the
drop down menu):
o
o
Arrival
Creation
• Date Range – you can search for items between certain dates.
Our new system has been set up that you can make bookings (and therefore
search) for arrivals from 1st April 2005
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Item List
Once you have selected your criteria your Search Results will appear in an Item list:
In the Item List you will find all your items that qualify under the criteria you chose.
Any items that are Alternates or have remarks for you to action are indicated with a
the relevant column.
symbol in
The price displayed is per item.
The ‘Voucher Issued’ column is there for you to help manage
bookings so you can tell which bookings are completed - if the
booking has had the voucher issued to your agent, check the
box under ‘Voucher Issued’ and click on the ‘Accept’ button.
Once you do the booking will be removed from the relevant
Quick Link, but will always be visible by doing the relevant
search either Booking or Item.
By clicking on the Booking ID numbers this will take you to the booking Basket and show details
of all items in the relevant booking.
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You also have the option to resequence / filter your results. Currently the Item List is returned in
Requested Date order as the default. Resequencing options available are, Service Date and City.
Filters options available are, Item and Status. Both filter options will have the default set as “All”.
You can use the drop down menu to select other available options. Then click the GO button to
apply the changes.
Please note that if you have selected either an Item type or a Status (or both) from the search
selection screen, then the applicable filters will not display on the results page.
To view the specific item details from the Item List click on the item name link to view the Item
Details :
From here you can see the gta tour reference number and booking ID, details of what the item is,
any special requests and the current status. You can also amend, remove, go to the booking
basket and add another request from here.
If this was an item with alternates to be actioned you will see the requested and confirmed hotels.:
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Click on the hotels to see their information. You will also the price of the original hotel (Budget)
compared to the alternative confirmed (Total Price).
Booking/Item Statuses Explained
On the WBS, bookings/items have statuses which change as the bookings pass through the gta
back office system. These can be seen in the Booking and Item Searches and the booking
Basket:
•
•
•
•
•
•
Pending – pending with gta
Pending Confirmation – pending with gta
Awaiting Client Confirmation – pending with you for actioning
Confirmed- this booking/item is confirmed
Unavailable – this booking/item is unavailable
Cancelled – this booking/item is cancelled
The Booking ID numbers are not confirmation numbers – they are unique IDs that are
automatically issued for every request by our in-house reservation system. Only when a
booking/item is displayed as ‘Confirmed’ have we confirmed that booking/item.
Only when all items are confirmed will the entire booking be deemed as confirmed and therefore
you will be able to print the voucher.
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Quick Entry
If you want to book a specific hotel and do not require any information about available space and
prices you may find it more convenient to make your request by using Quick Entry facility
accessible from the Index Page.
For a detailed explanation of many fields and processes
encompassed in the Quick Entry facility please see the
Search for a Hotel (Making a New Hotel Booking) section of
this manual
You have to now enter your criteria:
•
•
•
•
•
Agent – this will default to your company
Sub-Agent – this will only appear if you have set up sub-agents (please see the SubAgents section of this website). Sub-Agents will also have access to Quick Entry but
their company will be the only option available here.
Nationality – this will only show your nationality
Show me prices in – select the relevant currency
Agent Ref – this is an internal reference number for your records.
Although the Agent Ref field is optional, we recommend that you,
your staff and your sub-agent always insert a relevant reference
number as this will help you track and search for bookings. The
Agent Ref will also display on invoices sent to you by gta
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•
•
•
Start Date – this is the departure date to enter. If you leave this blank it will default to the
same as the check in date which you select later
City Code or Select – here you can enter the gta city code (up to 4 characters) or
choose from the drop down menu. Alternatively you can use the Search for another City
link
View Special Events - this link will show you applicable special events, e.g. Trade Fairs,
occurring in the destination you have chosen
We advise you check which special events are occurring in the chosen
destination every time you make a booking as special conditions may
apply – these will be advised to you prior to completing a booking
•
•
•
•
•
•
•
View Interactive City Maps - this link will show you interactive maps of the city you have
chosen
Hotel Code – enter the gta hotel code (up to 4 characters), or click on the Search link
where you will enter the ‘Search for a Hotel’ option
Batch Code – if you have batches created with gta, enter the code here
Check in date – enter the check in date
Nights – enter the number of nights
Check out date – this will show once the check in date and nights have been selected
Room Requirements – enter your room requirements
Once all the criteria has been entered click on the ‘Continue’ button.
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Quick Entry: Item Requirements
From here you can see:
•
Hotel – click on the hotel name to reveal the hotel details (please make sure the hotel is
•
•
•
icon to go straight to the property’s photos
correct). Click on the
Date
Rooms
Total Price – click on the price to get a breakdown
Also here you have to enter more criteria:
•
•
Passenger Names – enter all the passenger names and ages, if applicable
Special Requests –
If we are unable to confirm the hotel you have requested we will always try to supply you
with a suitable alternative. You can, however, specify a booking as being 'Must' on this
page via checking
alternative. :
If this property is unavailable, please do NOT supply me with an
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If we then cannot confirm it, we will reject the request back to you. We will not book an
alternative hotel for an item specified as 'Must'.
Any special requests you check will not stop the booking from giving you instant
confirmation (if shown as ‘Available’ in the Hotel Search Results page)
If you wish to add a free format remarks – click on the Add Free Format Remark link.
You will only have the option to add one free format remark
Any Free Format Remarks you add will stop with gta Reservations and delay you in
obtaining a confirmation
When adding a free format remark you can flag it to:
o
o
Reservations (RS) - this will be sent to gta
Yourselves (YS) – this is only seen by YOURSELVES and will NOT be sent to
gta and therefore we will not see it
Once you have added any requests you have the option to:
•
•
•
Send to GTA – by clicking on this button you will avoid the booking basket and send the
booking straight through to gta. You will be taken back to the Quick Entry screen in
order to do a new booking – you will not be presented with a Thank You page. You will
have to do either a Booking Search or Item Search to discover the status and ID of the
booking
Add Another Hotel – this option will allow you to enter another item for this booking
where many of the criteria chosen previously will already be entered. If you add other
hotels and ‘Send to GTA’ all hotel items will be sent to gta
Basket – this button will take you to the booking basket which will allow you to add
another service to this booking
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Search for a Hotel (Making a New Hotel Booking)
It is from this section of the site that you can make new hotel bookings.
New Booking
The first screen in the booking process will ask what currency you would like to display the hotel
prices in.
The choice of currency you choose to display the hotels in
may necessarily be the same currency you will be invoiced
in. You will be invoiced as per your tariff from gta
Click on the ‘Continue’ button.
If you have created sub-agents (please see the Sub-Agents section of this manual) you will be
presented with the following New Booking Screen:
Here your own staff can make bookings on behalf of your sub-agents which can be chosen from
the ‘Sub-Agent’ drop down menu.
Your sub-agents when they log in will NOT have this facility and will only be able to make
bookings on behalf of themselves.
Click on the ‘Continue’ button.
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Search for a Hotel
Here you will find many options in helping you search for a hotel:
•
Choose – from the drop down menu you will see, in alphabetical order, a quick way to
choose a major city of the world
o
o
o
Search for another city – this link will let you search for another city that is not
in the major city drop down menu
Search for Region – this link will let you search for hotels in regions of the world,
not just cities
View Special Events – this link will show you applicable special events, e.g.
Trade Fairs, occurring in the destination you have chosen:
Icons to represent each of the facilities available also appear, allowing you to filter your search
even further. It is possible to select one or more facilities and only hotels that include the selected
facilities will appear in the search results.For a description of what each icon represents, is
available via a tool tip when you hover your mouse over the icon
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We advise you check which special events are occurring in the chosen
destination every time you make a booking as special conditions may
apply – these will be advised to you prior to completing a booking
o View Interactive City Maps – this link will show you interactive maps of the city
you have chosen
•
•
Check in Date – choose the check in date for the item and the number of nights
Room Requirements – from the drop down menus choose the required room types. You
are able to book the following
o
o
o
o
Twin (sleeps 2)
Twin plus child (over 2
years)
Double (sleeps 2)
Double plus child (over 2
years
o
o
o
o
Single (sleeps 1)
Triple (sleeps 3)
Twin for sole use (sleeps 1)
Quad (sleeps 4)
The link ‘Click here for an explanation of room type’ will provide you with our room type
definitions:
Twin room
Contains two single beds in
the same room. Suitable for
two people.
Double room
Contains one double bed.
Suitable for one or two
people.
Single room
Contains one single bed.
Suitable for one person.
Triple room
Child bed
Three single beds, one of
which may be a pull down or
roll away bed, in the same
room. Suitable for three
people.
Child bed suitable for a child
under the age of 18 years
Twin room for sole use
Cot/cradle or crib
Cot/cradle or crib suitable
for a child under the age of
two years.
Contains two single beds or
one double bed in the same
room, to be occupied by one
person.
Also enter the number of rooms and, if applicable, the number of cots (for infants under 2
years old)
•
Hotel name – if you know the name of the hotel you require enter the first few letters to
speed up the search
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•
Star Rating – If you are looking for hotels with a particular star rating you can choose,
rather than ‘All’ – 1+, 2+, 3+ or 4-5. If you are unsure of the explanation of star ratings
click on the link next to this field ‘Click here for an explanation of star ratings’:
Star ratings are used to symbolise the overall quality, level of service, food standard and range of
facilities available in any given property. The criteria applied within each country will vary depending on
the specific requirements established by the relevant issuing body but the below outlines will give a
general understanding of what can typically be expected within each banding.
Majority will be small, independently
owned properties. There is likely to be a
limited range of meals and facilities.
Varying from small to medium sized
properties offering more extensive
facilities. Reception and staff will aim for
a more professional presentation than at
one star level and a wider range of
services, including food and drink is likely
to be found . Some rooms may be
provided with en-suite facilities but this is
not guaranteed.
At this level there should be a noticeable
difference in the degree of quality in the
furnishings, décor and equipment.
Bedrooms are usually more spacious than
those found in lower starred properties.
Services such as porterage, 24-hour
room service, laundry and dry cleaning
may be available.
These properties should provide spacious
and luxurious accommodation throughout
the Hotel. Formal service and flawless
attention to the guest's requirements
should be provided.
Hotel properties will usually be of a size
to support higher staffing levels and with
a greater quality and range of facilities.
Reception and public areas will be more
spacious. All bedrooms should come with
en-suite facilities and room service may
be available.
•
Location – you can narrow your search further by choosing a location other than ‘All’.
You may choose from – City, Airport or Suburbs. If the chosen city is large enough click
on link within ‘Click here for more locations/districts’ and select specific regions of that
city in order to find the required hotel(s):
There is also the option to narrow your search, by specific facilities. Just check the relevant box,
whether it be for AC (air conditioning) or P (parking).
One you have chosen all your search criteria, click on the ‘Search’ button.
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Hotel Search Results
You will now get the results of your hotel search:
The hotels are displayed in Price – Available and then Price – On
Request order
From this screen you will see a photo, a brief description of our relevant properties, the TOTAL
price (in the currency you have chosen if applicable) and whether it is Available (i.e. gta can give
you instant confirmation) or On Request – where gta cannot obtain instant confirmation but will
give you a response within 48 hours of you sending the booking.
You will also see hotels with ‘To Be Advised’:
These are non tariff hotels which you can still book and gta will obtain a price for you. The
confirmation status will always be On Request.
You may also see the following symbols by some of our contracted properties:
Pictures – by clicking on this symbol you may view photos of the relevant property
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Map – by clicking on this symbol you will find an interactive map pinpointing the location of the
relevant property
Essential Information – by clicking on this symbol you will find essential information
regarding the relevant property. It is vital you click on this symbol (if applicable) as
the information contained is essential for you to be aware of
Hot Deal - this symbol donates that this property’s rate is a Hot Deal – these are
short- lead special offers from gta
Recommended Hotels – This symbol will indicate any hotels that we are
recommending at that particular time.
You will also find the star rating of the hotel on this screen and the Breakfast type included if
applicable (click on the Breakfast type for more information).
Option to both resequence and/or filter results are possible. Resequence options are:
Total Price- which is the default setting. Results will be displayed in price order, cheapest first
based on availability.
Name- results will be sequenced alphabetically by hotel name.
Filter options are:
Star Rating- if selected, the results will display on the star ratings of your choice. The default will
be “All”.
Location- If selected, the results will display only hotels within your requested location.
Available- If selected, only hotels that are “Available” will display.
NB. When using the filter options, you must click on the GO button in order for the search results
to be adjusted.
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The option to search for Apartments and Travel guides is also available from Hotel Search
Results screen. If you wish to search for apartments for the same dates as per the hotel results,
simply click on the Search for Apartments link and the site will automatically do a search for
apartments in the city/area selected.
When viewing apartments, it is easy to return back to the hotel results. Simply click on the “Hotel
Results” link.
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Hotel Search Results
for Amsterdam, Netherlands on Wed, 02 Aug 2006 for 2 nights.
Search again
Search for Apartments
Change your search
Check in date
2
Aug 2006
Number of nights
2
Check out date
04 Aug 2006
Hotel name
Star rating
All
Hotel Type
All
Location
All
Facilities
The panel on the left hand side of the screen gives you increased flexibility when searching. You
can change the dates, nights and refine your search, without going back to the previous page. It
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is only necessary to click on the Search Again link if you need to change the City and/or room
breakdown.
It is possible to also search by Hotel Type, options available include, Spa / Resort / Boutique.
Simply click on the drop down menu and select one of the available options.
A drop down list to search a specific location within a selected city is available. For example, if
your selected city is Amsterdam and you then wish to narrow down your search to see only hotels
in the Schipol area, just use the Location option and select the relevant area from the list. You
must remember to click on the Search button at the bottom of the panel, when changing your
selection criteria.
Price Breakdown
By clicking on the total price you will see the Price Breakdown of the relevant property:
The price will be broken down to show room per night - and a total price.
The price displayed is the net selling price to you from gta. If you have
set up mark ups on the site for your staff and/or sub-agents (see the
Sub-Agents and Login Management Sections of this manual) and they
have been set up to gross prices – they will see the gross price.
The gross price is gta’s net selling price to you plus any mark up rates
you have added on the site (see the Sub-Agents section of this manual)
Hotel Information
By clicking on the property name you will enter the Hotel Information screen:
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From here you can also access the property photos and interactive maps.
For information on sending Hotel Information by email – please see the
Information Searches section of this manual
If you want to book a property, click on the ‘Book’ button either from the Hotel Search Results
screen or within the Hotel Information screen.
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Passenger Names
You will then be asked to enter all the relevant passenger names and child ages (if applicable):
Once done click on the ‘Continue’ button.
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Departure Date/Agent Ref
You can now enter a departure date for your passengers (if different from the first night of the
hotel booking) and an Internal Reference number for your records:
Although the Agent Ref field is optional, we recommend that you,
your staff and your sub-agent always insert a relevant reference
number as this will help you track and search for bookings. The
Agent Ref will also display on invoices sent to you by gta. If you
wish us to make it a mandatory field, let us know and we will do the
necessary changes behind the scenes.
Once you have added all the relevant details click on the ‘Continue’ button to progress with your
booking
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Special Requests (Remarks)
Within the Special Requests screen you can add remarks relevant to the booking:
If we are unable to confirm the hotel you have requested we will always try to supply you with a
suitable alternative. You can, however, specify a booking as being 'Must' on this page via
checking
If this property is unavailable, please do NOT supply me with an alternative.
:
If we then cannot confirm it, we will reject the request back to you. We will not book an alternative
hotel for an item specified as 'Must'.
Any special requests you check will not stop the booking from giving you instant
confirmation (if shown as ‘Available’ in the Hotel Search Results page)
Any Free Format Remarks you add will stop with gta Reservations and delay you in
obtaining a confirmation
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When adding a free format remark you can flag it to:
• Reservations (RS) - this will be sent to gta
• Yourselves (YS) – this is only seen by YOURSELVES and will NOT be sent to gta and
therefore we will not see it
To add any free format special requests you must click on the ‘Add Request’
button – your request will then be added to the section on the screen ‘Special
request added during booking process’:
Once you have added all your requests – click on the ‘Continue’ button.
Once you have added all your requests click on the ‘Continue’ button.
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Booking Basket
You will now be taken to the Booking Basket:
Although you see a Booking number, at this stage the booking has not
been sent to gta – you have to click on the ‘Click to Complete Booking’
button in order to progress your booking
The status of the booking will be ** Not Sent yet **
Here you see your item(s) with a price breakdown where you can:
•
•
•
•
•
•
•
•
•
•
•
Amend – amend the item
Remove – remove the item
Modify Remarks (or Create if you haven’t added any)
View Remarks
Passenger Names – from here you can see which passengers are assigned to each
item
Add Another Item – add more items, e.g. another hotel, apartment, sightseeing or
transfer
Change names
Click to Complete Booking – you must click this in order to progress the booking
Abandon Booking
Change Dept/Agent ref
Booking History – view the history of the booking
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If there are any Special Conditions, e.g. different cancellation deadlines to
our booking terms and conditions, attached to the item this will be shown
via a ‘Special Conditions’ link in the booking Basket prior to sending the
booking to gta:
e.g.
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Before you check out…
Once you have clicked on the ‘Continue’ button you will see:
Before the booking is completed you will see this page which gives you a further opportunity to
add another item, i.e. a hotel, apartment, transfer or sightseeing.
If you do add another item to your booking you will not see a ‘Click to Complete
Booking’ button in the booking Basket as added items are automatically sent to
gta, so you don’t have to.
If you do require adding another item, click on the relevant item choice. If not click on the ‘Click to
Complete Booking’ button
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Thank You (Booking Process is now Complete)
Once you get to this screen your booking is now complete:
In order to see quickly if your booking is confirmed (if it was ‘Available’ from the Hotel Search
Results page), click on the Booking ID. You can also access the booking from the Booking or
Item Search pages which are found on Index Page:
Your voucher is now available for printing and/or emailing.
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Confirmed Bookings / Printing and Emailing Vouchers.
Once the entire booking has been confirmed you will see the ‘Print Voucher’
and the ‘Email Voucher’ buttons. If you have items within a booking that have
not yet been confirmed you will not be able to print the voucher. Therefore it is
essential you check your pending and new confirmed bookings regularly from
the Booking or Item Search screens.
If you have a multi item booking with an unavailable item you have to remove
this item (via the remove link beside it) in order for the entire booking to be
confirmed and therefore you will be able to print the voucher
It is also only from the Booking Basket will you see any remarks that may have been sent to you
from gta.
from gta.
Click on the ‘Print Voucher’ button to view and print the voucher:
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Emailing a voucher
When you click on the Email Voucher button, the below pop up window appears.
From here you can add the name and email address of the sender. The site will automatically put
the name of the person selecting the email.
You can add the name and email address of the sender. The subject field will automatically
have the booking ID displayed with text e.g.“ Voucher(s) for booking 933084”.
The message field will display some standard text, but you can add additional text if you wish.
Once you have added all relevant information, click on the Send button.
NB. Only users with the relevant authority will have access to the Email Voucher Button
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Once the email has been sent, a message will appear as per the example below.
Click on Close to return to the Booking Basket.
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The Booking History logs when the Email Voucher option has been used.
It is possible to view details of sent emails via the Booking History. Once there, click on
Email/Fax History button.
NB. Users with any of the sub-agent roles, do not have access to view Booking History.
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From here, you will see the time and status of emails sent. Click on Details to view the email.
Please ignore the “Received” column.
The Requested column, tells you the date of which the email was sent.
The Status column will tell you the status of the email. This could be Error, Pending, or Sent.
If the email shows in status Error, the system will automatically try to resend the email.
Alternatively a new email should be sent.
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The below screen appears when you click on the Details link.
It is also possible to view the actual voucher, once you click on the link “Voucher.pdf”
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Below is an example of an emailed voucher sent as an attachment.
The voucher itself, is sent as a PDF file. If the user does not have the relevant software, Adobe
Acrobat Reader, they will not be able to access the voucher. A free download is available at
www.adobe.com .
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When the attachment is opened, the voucher is displayed as per the below example.
Modifying a Booking
To modify a booking find the relevant one from the Booking Search (see the Booking Search
section of this manual) or the Item Search (see the Item Search section of this manual) facilities
of the site
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Locate the relevant booking and click on the ID number to bring up the booking Basket:
From the booking Basket you can:
For individual items:
•
•
•
Amend – this will let you amend the item and go through all the relevant amendment
areas (Departure Date, Room, Passenger Names, Special Requests (Remarks)
Remove – this function will cancel the particular item
Modify Remarks – this will let you modify remarks associated with that item
For an entire booking:
•
•
•
•
•
•
•
Print Voucher – only when the entire booking is confirmed
Add Another Item – this will let you add another hotel, apartment or services
Change names – will let you change the passenger names of the booking
Exit Booking – this will take you out of the Basket with no action being taken
Cancel Booking – this will cancel the entire booking
Change Dept/Agent Ref – this will let you change the Departure Date and the Agent
Reference number
Booking History – this will let you see the history behind the booking
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If you make changes to the arrival date, room requirements, passenger names or increase the
number of nights and send this to gta, and we are able to confirm your amendment, the original
booking will be cancelled . We will not hold the original version. Please do not assume that we
can-re-instate what you originally held if the new confirmation is not acceptable.
You are not able to modify a confirmed hotel to another hotel. It is suggested that if you want to
try for an alternative hotel to the one already confirmed to you, you might want to keep the
original version and add a new item to the existing booking. Therefore you may finish with two
hotels being booked on the same stay. It is YOUR responsibility to cancel what you do not require.
If you do not cancel the unwanted item, you will incur non-arrival charges.
Any changes made will change the status of the booking from ‘Confirmed’ to ‘Pending
Confirmation’. You will have to monitor the status of these bookings for an update from us as the
any changes to any booking may make it unavailable even if it was previously confirmed.
To monitor these please check regularly the ‘Quick Links’ in Item Search.
If you amend a confirmed item and this amendment is not possible, in most cases we will
reconfirm the item back to you with the original stay dates. A remark will be added to advise that
your amendment was not possible.
Occasionally, the item might be rejected straight back to you and therefore re-appear in the
“Unavailable Items’ Quick Link. If you wish to try again for the original stay dates, you will need to
amend the item back to the original stay (dates/rooms) with a remark to us asking if we can
reconfirm the old portion.
If you need to advise us of something additional or request more information regarding your item,
it is possible to do this via the remarks. Click on the ‘Modify Remarks’ link. Add your remark and
tick the ‘Reservations’ box. Click on the ‘Add Request’ button and then the ‘Continue’ button.
The item/booking will change status and we will reconfirm back to you with the status reverting
back to ‘Confirmed’.
Cancelling a Booking
To cancel an entire booking click on the ‘Cancel Booking’ button in the booking Basket.
This will take you to the cancellation page:
At this point your booking is NOT cancelled – you have to click on the ‘Cancel Booking’ button
adjacent to the prompt - If you DO wish to proceed with cancellation please click here
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If you decide not to cancel the booking then click on the ‘Do Not Cancel’ button adjacent to the
prompt - If you DO NOT wish to proceed with cancellation, please click here
This page will advise you if any cancellation charges apply.
If you click on the ‘Cancel Booking’ you will get a page to confirm this:
If you cancel a booking/item but fail to send the cancellation to us, we
regret that we would have no choice but to pass on to you non-arrival
charges. Please see our terms and conditions with regards to our
cancellation policies. Bookings at certain hotels may carry in remarks a
different cancellation deadline which you must adhere to or be liable for
charges.
Cancelling an Item
To cancel and individual item (NOT a whole booking), this can be done from either from the
booking Basket (after doing a Booking Search and clicking on the booking ID) and clicking on the
Remove link by the relevant item:
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Or by clicking on the ‘Remove’ button in the Item Details page (after clicking on the item name
link in the Item List page):
Either way you will come to Confirm Cancellation page:
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At this point your item is NOT cancelled – you have to click on the ‘Cancel Item’ button adjacent
to the prompt - If you DO wish to proceed with cancellation please click here
If you decide not to cancel the item then click on the ‘Do Not Cancel’ button adjacent to the
prompt - If you DO NOT wish to proceed with cancellation, please click here
The page will also advise you of any cancellation charges.
Click on the ‘Cancel Item’ button to cancel the item. You will return to the booking Basket with
your cancelled item removed:
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If you cancel a booking/item but fail to send the to us, we regret that we
would have no choice but to pass on to you non-arrival charges. Please
see our terms and conditions with regards to our cancellation policies.
Bookings at certain hotels may carry in remarks a different cancellation
deadline which you must adhere to or be liable for charges.
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Alternate Bookings
If we are unable to confirm your requested hotel we will, whenever possible, confirm an
alternative, taking into consideration the category, location and price of your originally requested
hotel. We will always try your requested hotel first and will only confirm an alternative if the
requested hotel is unavailable.
Whenever we confirm an alternative hotel the relevant hotel item will be placed in the ‘Items with
Alternates to be Actioned’ 'Quick Link' found in Item Search:
Click on this link to see if any alternative hotels have been confirmed:
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Here you can click on the name of the alternative hotel to view the hotel information.
It is imperative that you visit this Alternates to be Actioned link regularly as
you either have to Accept or Reject Alternates suggested by gta – if you do
not you will be charged for the item regardless of whether or not you
wanted it as it will be in a confirmed status. You will not be able to print a
voucher for any part of the relevant booking(s) until this has been done
To Accept or Reject an alternative click on the booking ID number to enter the booking:
You will see the ‘Accept’ or ‘Reject’ links by the item. Click on the relevant one. If you accept the
alternative your booking will become confirmed, and if you reject the alternative, it will be
cancelled.
You can click on the hotel name link to view the details of the alternative. Once you have
accepted or rejected the hotel the link will be removed.
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Information Searches
A facility available to our clients is the ability to view information on our properties and services
without having to go through the booking process. You are able to view information on Hotels,
Apartments and Sightseeing.
Hotel Information Search Screen
Apartment Information Search Screen
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Sightseeing Information Search Screen
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Example Hotel Information Search Results
By clicking on the hotel names – you will find the hotel information as though you were in the
booking process:
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Sending Hotel Information by email
As this information has not been obtained via the booking process, for security reasons (e.g. rate
information), we advise that you send hotel information to your sub-agents from this facility if
required.
At present the only way to do this is to Copy and Paste the information into an email or another
third party application.
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Travel Guides
Available to all our clients are our Travel Guides created by travel experts. These are designed to
give you reliable information and advice for your passengers. Each comprehensive guide has
interactive features such as live weather information, currency converters and exclusive special
offer vouchers.
Each guide has numerous suggestions on where to go, what to see and how to get there in
hundreds of destinations worldwide:
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From the top of the page choose either the city/region or country of interest from the drop down
menus to enter the relevant guide:
In each guide, you will find the following sections:
•
•
•
•
•
•
Introduction
See & Do
Accommodation
Transport
Weather
Shopping
•
•
•
•
•
Restaurants &
Bars
Entertainment
Excursions
Families
Money
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•
•
Communications
Health & Safety
Phrasebook
66
Hot Deals
Here you will find gta’s Hot Deals which are a similar concept to Best Buys but the special deal is
guaranteed for a limited time only. You will also find the information when searching for a hotel:
From the drop down box choose the required country where Hot Deals exist and click on the ‘Go’
button to see the Hot Deals:
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From here you can see Hotel Information (by clicking on the relevant hotel name).
Via the book button you can go straight through to the booking process.
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Management Reports
The Management Reports facility enables you to run reports on your booking Data. From here
you will can view reports on what bookings you or your sub-agents have made and when. The
report will also display the gross value of each booking and applicable commissions along with
totals for all:
Click on the ‘Continue’ button to begin the process of creating a new client booking report, or on
the ‘Requested Reports’ button to enter list of reports already processed or are still waiting to
process.
Examples of other reports you can run can be found in the Tariff Reports section of this manual.
Clients Booking Reports Selection
By clicking on the ‘Continue’ button you will come to this screen:
Here you have many search criteria to choose from:
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•
•
•
•
•
•
•
Agent – you can produce a report on bookings made by your company and/or by your
individual sub-agents. To create sub-agents please see the Sub-Agents section of this
manual
Group – you can produce a report on bookings made by the groups of sub-agents you
have set up. To create sub-agent groups please see the Sub-Agents section of this
manual
Currency – you can see booking prices in the relevant currency
Sequence – you can sequence the bookings displayed in the report by Departure Date
or Creation Date
Date Range – you can choose the date range of the bookings you require
Create As – you can create the report on the Web, i.e. viewable on the Internet or you
can choose to create the report as a File – this will produce a .csv file which you
download from the site and can open in Microsoft Excel
Break on Agent – this will show a clear break between agents in the report
Once you have entered all your criteria, click on the ‘Continue’ button.
Requested Reports
You will now enter the reports ‘Queue’ where your newly requested will be at the top:
In the queue you will see all your requested reports – what type, how you wanted it displayed
(Report Type – File or Web), the requested time you sent it and what time it was started and
finished.
When you initially request a report the status will always be ‘Waiting’ and depending how big the
report is will determine the length of time it will take to be ‘Completed’. Other statuses in between
are ‘Pending’, ‘In Progress’ and ‘Translating’.
In order to get an up to date status, click on the Refresh button and in a short time the report will
be ‘Completed’:
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You can leave this section of the site and continue with other items. The report generation
will run in the background.
Clients Booking Report
Once your report is complete, click on the ‘View’ button to view it:
If you request the report as a File – click on the ‘View’ button and you will get the following prompt:
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You can choose to either open the file or save it locally to your PC.
It will open in Excel (shown with Page Break Preview):
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Tariff Reports
From here you can produce your Tariff Reports:
From the drop down menu you can request the following reports (dependent on your role):
•
•
•
•
•
•
•
•
•
•
•
•
•
•
Apartments – Information Report
Apartments – Price Enquiry
Apartments – Tariff Report
Apartments – Updates
General – Client Mark-Up Report
Hotels – Information Report
Hotels – Price Enquiry
Hotels – Rack Rates
Hotels – Tariff Report
Hotels – Update
Scheduled Sightseeing – Information Report
Scheduled Sightseeing - Price Enquiry
Scheduled Sightseeing – Tariff Report
Scheduled Sightseeing – Updates
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Explanation of the report types:
•
•
•
•
•
Information Report – this report will highlight all of the information for a property
or service
Price Enquiry – this is an enquiry function. You may check prices for a country,
city or item with a specified booking date, check in date and number of nights
Tariff Report – this a report of prices for relevant items. These replace those
previously distributed by gta
Rack Rates – this is a report of rack rates. This is important for checking if any
prices are ‘close to rack’
Updates – these will display tariff changes from gta. These may be run from
yesterday up to 6 months earlier.They will contain new properties/services,
deadlines, price changes, etc. These replace the broadcast messages sent to
you from gta. It is therefore recommended that they are run weekly and they
more time efficient than running another Tariff Report.
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Hotels - Tariff Report
If you choose Hotels – Tariff Report and click on the ‘Continue’ button you will be taken to the
Hotels – Tariff Report screen. Enter your criteria in order to produce the report:
The criteria you can produce a Tariff Report from:
•
Zone – You can choose which zone to include into your Tariff Report. For an explanation
of zones, click on the link next to the drop down menu - Click here for an explanation of
zones:
Zones explained
Zones are groups of countries. The zones which are held on the system are shown below along
with listings of the countries of which they are comprised. THESE WILL CHANGE AS WE ADD
COUNTRIES TO OUR PRODUCT RANGE
Africa
Angola Benin Botswana Burkina Faso Burundi Cameroon Cape Verde Central African Republic Chad
Comoros Congo Djibouti Equatorial Guinea Eritrea Ethiopia Gabon Gambia Ghana Guinea GuineaBissau Ivory Coast Kenya Lesotho Liberia Madagascar Malawi Mali Mauritania Mauritius Mayotte
Mozambique Namibia Niger Nigeria Reunion Rwanda Saint Barthelemy Sao Tome & Principe Senegal
Seychelles Sierra Leone Somalia South Africa Sudan Swaziland Tanzania Togo Uganda Western
Sahara Zaire Zambia Zimbabwe
Australasia (including New Zealand)
American Samoa Antarctica Australia Cook Islands Fiji French Polynesia French Southern Territory
Guam Heard & McDonald Island Kiribati Marshall Islands Micronesia Nauru New Caledonia New
Zealand Niue Norfolk Island Northern Mariana Island Palau Papua New Guinea Pitcairn Samoa
Solomon Islands South Pacific Tokelau Tonga Tuvalu US Minor Outer Isles Vanuatu Wallis & Futuna
Island
Caribbean
Anguilla Antigua Aruba Bahamas Barbados British Virgin Islands Caribbean Cayman Islands Cuba
Dominica Dominican Republic Grenada Guadeloupe Haiti Jamaica Martinique Montserrat Netherlands
Antilles Puerto Rico San Martin (F) St Kitts & Nevis St Lucia St Vicent & Grenadines Trinidad & Tobago
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Turks & Caicos Island
Eastern Europe
Albania Belarus Bosnia Herzegovina Bulgaria CVN Croatia Czech Republic Estonia Hungary Latvia
Lithuania Macedonia Moldova Poland Romania Russia Serbia & Montenegro Slovakia Slovenia Ukraine
Uzbekistan
Europe (excluding Scandinavia)
Andorra Austria Belgium Cyprus France Germany Gibraltar Greece Ireland(Republic of) Italy
Liechtenstein Luxembourg Malta Monaco Netherlands North Cyprus Portugal San Marino Spain
Switzerland United Kingdom Vatican City
Far East (including India)
Bangladesh Bhutan British Indian Ocean Territory Brunei Darussalam Cambodia China Christmas
Island Cocos Islands Hong Kong India Indian Ocean Indonesia Japan Laos Macau Malaysia Maldives
Mongolia Myanmar Nepal North Korea Pakistan Philippines Singapore South Korea Sri Lanka Taiwan
Thailand Timor-Leste Vietnam
Middle East (including Morocco)
Afghanistan Algeria Armenia Azerbaijan Bahrain Egypt Georgia Iran Iraq Israel Jordan Kazakhstan
Kuwait Kyrgyzstan Lebanon Libya Morocco Oman Palestine Qatar Saudi Arabia Syria Tadjikistan
Tunisia Turkey Turkmenistan United Arab Emirates Yemen Republic
North America/Canada
Bermuda Canada St Pierre & Miquelon United States Virgin Islands (USA)
Scandinavia
Aland Islands Denmark Faroe Islands Finland Greenland Iceland Norway Svalbard & Jan Mayen
Sweden
South America
Argentina Belize Bolivia Bouvet Island Brazil Chile Colombia Costa Rica Ecuador El Salvador Falklands
Islands French Guiana Guatemala Guyana Honduras Mexico Nicaragua Panama Paraguay Peru South
Georgia Suriname Uruguay Venezuela
•
•
•
•
•
•
•
•
Country – from here you can choose which country you can include in your Tariff Report
City – from here you can choose which city you can include in your Tariff Report. To help
you search click on the link next to this field - or SEARCH for all worldwide destinations
Item Code – from here you can enter the code of the item you want to produce a Tariff
Report for, i.e. the hotel code, if you know it. If not click on the link next to this field to help
- or SEARCH for all service items
Date Range – you can choose the date range for your Tariff Report
Show prices as – you can choose to view the prices either as net or with the mark-ups
you have created for your sub-agents for that specific zone/country/city/property (please
see the Sub-Agents section of this manual). ‘Gross’ is a field for the benefit of
commissionable services:
Include – in your Tariff Report you can include Rack rates (if applicable), Commissions
(only if the set up on the site with gta has commissions for hotels) and Essential
Information
Sequence – you can choose to sequence the hotels in your Tariff Report by Name, Star
Rating or Distance to Centre
Create as - here you can create your Tariff Report on the Web, i.e. viewable on the
Internet or you can choose to create the report as a File – this will produce a .csv file
which you download from the site and can open in Microsoft Excel
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If you are running a Tariff Report for a Zone this has to be created as a File ,
i.e. a .csv file, and not as web report. This is due to the sheer size of these
reports and the processing time they require
Once you have entered all you criteria click on the ‘Continue’ button to request your Tariff Report.
The larger your search criteria the longer it will take to generate your report.
Therefore if you want to run a Zone Tariff Report, which will take the
longest, and we advise you run these overnight
We further advise that you schedule your reports in advance of when you
need to produce your tariffs so that you are not calling large numbers at
the very last minute and therefore risk delays
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Requested Reports
You will now enter the reports ‘Queue’ where your newly requested reports will be at the top:
In the queue you will see all your requested reports – what type, how you wanted it displayed
(Report Type – File or Web), the requested time you sent it and what times it was started and
finished.
When you initially request a report the status will always be ‘Waiting’ and depending how big the
report is will determine the length of time it will take to be ‘Completed’. Other statuses in between
are ‘Pending’, ‘In Progress’ and ‘Translating’.
In order to get an up to date status, click on the Refresh button and hopefully in a short time the
report will be ‘Completed’:
You can leave this section of the site and continue with other items. The report generation
will run in the background.
Reports will only remain in the Requested Reports queue for 14 days, after
which time they will be deleted
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Hotels - Tariff Report (on Web)
Once the report is completed click on the ‘View’ button to view it:
Printing Hotels-Tariff Reports from the Internet
Printing the Hotels-Tariff Reports from Internet Explorer can be done by changing the page layout
to landscape.
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Hotels - Tariff Report (as a File)
If you request a Hotels – Tariff Report as a file – you will see the Report Type as a ‘File’:
Click on the ‘View’ button and you will get the following prompt:
You can choose either to open the file or save it locally to your PC.
It will open in Excel:
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Hotels - Updates
As stated previously these will display tariff changes from gta. These may be run from yesterday
up to 6 months earlier. They will contain new properties/services, deadlines, price changes, etc.
These replace the broadcast messages sent to you from gta. It is therefore recommended that
they are run weekly and they more time efficient than running another Tariff Report.
To run an Update from the Tariff Reports screen choose Hotels – Updates:
Click on the ‘Continue’ button you will be taken to the Hotels – Updates screen. Enter your criteria
in order to produce the report:
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•
Zone – You can choose which zone to include into your Update. For an explanation of
zones, click on the link next to the drop down menu - Click here for an explanation of
•
•
Country – from here you can choose which country you can include in your Update
City – from here you can choose which city you can include in your Update. To help you
search click on the link next to this field - or SEARCH for all worldwide destinations
Date Range – you can choose the date range and effective from date for your Update
Show prices as – you can choose to view the prices either as net or with the mark-ups
you have created for your sub-agents for that specific zone/country/city/property (please
see the Sub-Agents section of this manual). ‘Gross’ is a field for the benefit of
commissionable services:
•
•
•
zones
Create as - here you can create your Update on the Web, i.e. viewable on the Internet or
you can choose to create the report as a File – this will produce a .csv file which you
download from the site and can open in Microsoft Excel
Once you have entered all you criteria click on the ‘Continue’ button to request your Hotels Update.
Once completed, click on view button beside the relevant entry in the Requested Reports page:
This will open the Update either in the web or as a file dependant on what you requested:
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Sub-Agents
The Sub-Agent facility, together with the Login Management facility (see the Login Management
section of this manual to create logins for your own staff) will allow you to enable your own subagents to sign in to your website (under your Agent ID) and manage their own bookings.
You will be able to create and maintain your own sub-agents as well as group them, assign
commissions and create mark-ups for hotel items (if the user has the correct role):
Here you see:
Sub-Agent Details – to create and maintain sub-agents
Sub-Agent Groups – to create and maintain sub-agent groups
Sub-Agent Commissions – to create and maintain commissions assigned to sub-agents
Client Mark-ups – to create and maintain mark ups for your company
If the ‘Maintain Clients Mark-ups’ link is only visible and you wish to set up sub-agents please
contact gta who will activate the sub-agent facilities for you.
Creating a Sub-Agent
Step 1: Creating a Sub-Agent Group
In order to create sub-agents you have to create a least one Sub-Agent
Group
Click on the Maintain Sub-Agent Groups to get the Sub-Agent Group Search page:
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Here you can search for existing sub-agent groups by entering the Group Code or Group Name.
To create a sub-agent group click on the ‘Create’ button to get to the Create Sub-Agent Group
page:
Give your Sub-Agent Group a recognisable name and then click on the ‘Create’ button. You will
return to the Sub-Agent Group Search page:
To make sure your group has been successfully created, either type the name of your group in
the Group Name field and/or just click on ‘Search’ button to find your group:
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In the Sub-Agent Group Search page leave both fields blank and click on the ‘Search’ button. It
will show all the groups you have set up:
The Group Codes are auto generated by the system when you create a subagent group
If you click on the ‘Amend’ button you have the option to rename the group – you cannot change
the Group Code:
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Change the name and click on the ‘Amend’ button.
To remove a group find the relevant group and click on the ‘Remove’ button.
Step 2: Sub-Agent Details
Now that a Sub-Agent Group has been created you need to create the sub-agent(s) to place in
them.
To do this return to the main Sub-Agents page:
Click on the Sub-Agent Details link to get the Sub-Agent Details page:
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From here you can search for sub-agents you have already created by entering the name, code
and whether they are active or not then click on the ‘Search‘ button. To search for all your subagents leave the fields blank and then click on the ‘Search’ button to get the Sub-Agent List:
To create a new sub-agent leave the fields blank and click on the ‘Create’ button to get to the
Create Sub-Agent page:
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On this page you can add all your sub-agent’s details:
•
•
•
•
•
Name – this is the name of the sub-agent – Mandatory field
Code – this an internal code for your sub-agent which you can create and we advise you
make it recognisable – Mandatory field
Address, City, Postcode or Zipcode, Country, email address, Telephone, Fax –
enter all the details of the sub-agent – Optional fields
Group – from the drop down box you select the group you wish to place this sub-agent in
- Mandatory field :
Active – this is an internal facility for you to mark your sub-agents as Active or Inactive
(Yes or No). Any inactive sub-agent will not be able to log into the site – Optional field
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Once you have entered all the details, click on the create button. Your sub-agent will be created
and you will return to the Sub-Agents Details page:
From here you can search for sub-agents you have already created by entering the name, code
and whether they are active or not then click on the ‘Search‘ button. To search for all your subagents leave the fields blank and then click on the ‘Search’ button to get the Sub-Agent List:
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If you have flagged any sub-agents as inactive, in the Sub-Agents Details page you need to
change the Active field to No.
To amend any sub-agent click on the ‘Amend’ button by the relevant sub-agent where you can
amend details in the Amend Sub-Agent page :
Make your changes and click on the ‘Amend’ button.
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If you wish to delete a sub-agent, click on the ‘Remove’ button in the Sub-Agent List to get to the
Remove Sub-Agent page:
To delete the sub-agent click on the ‘Remove’ button. If they have made any bookings (even
cancelled ones) you will not be able to delete them. You will have to make them Inactive.
To make any sub-agent inactive you must do this within the Amend Sub-Agent screen.
Step 3: Creating Sub-Agent Logins
Now that your sub-agent(s) has been created you can create their logins so that they can log into
the system themselves and make bookings.
Return to the Index Page and click on the ‘Login Management’ to get to the Login Search page:
Once any sub-agents have been created you will see them on the Sub-Agent drop down box.
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The ‘Client Logins only’ checkbox should be checked when you are searching or
creating logins for users within your own company. See the Login Management
section of this manual for more information
By choosing the correct one and clicking on the ‘Search’ button you can see all the logins
assigned to that agent:
To create a new login for you sub-agents you can either click on the ‘Create’ button here in the
Sub-Agent Login List or go back to the Login Search page and find the right sub-agent from the
drop down box:
Click on the ‘Create’ button to get to the Create Sub-Agent Login page:
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Here you see:
• Login – here you can set the login of the user of your sub-agent.
When any of your sub-agents log in they will always use your AGENCY ID
•
•
•
•
First name and Surname - enter the name of the user
Password and Password – create a password for the user- this has to be repeated in
the second password field
Role – within the Login Management facility there are various roles that can be assigned
to users, please see the Login Management section of this manual, however for subagents, it should always be set as CLTSUBAGT: Client Sub-Agent. This will restrict the
rights of your sub-agents
Prices – VERY IMPMORTANT - if you want your sub-agents to only see your marked
up prices (see the Client Mark-Up section of this manual) make sure you check the box:
Please tick if you require this person to view 'marked up' prices only.
Marked-up prices are only applicable to hotel items, all other service types
will be provided as Gross rates
Once all the details have been entered, click on the ‘Create’ button.
Your Sub-Agent user can now login once you have disclosed to them their details.
Step 4: Creating Client Mark-Ups (optional)
Once you have created your Sub-Agents and assigned users to them you may want to use the
Client Mark-Up facility so that if the Please tick if you require this person to view 'marked up' prices
only applies from Login Management they will see your hotel selling prices rather than the net
rates given to you from gta. This can be applied not only to sub-agents but your own staff as well.
To create mark-ups go to the Sub-Agents page from the Index Page:
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Click on the Maintain Client Mark-ups link to get to the Client Mark-up Search page:
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From here you can enter the relevant details in order to search for mark-ups you have already
created. Enter the relevant criteria and click on the ‘Search’ button to get to the Client Mark-up
Search Results:
From here you can create another mark-up or from the Client Mark-up Search page by clicking on
the ‘Create’ button. Either way you will get to the Create Client Mark-up page:
Here you can set:
•
Item Type – from the drop down menu the only item you can set a mark-up for are hotels.
The rates for Transfers, Sightseeing and Apartments, at the moment, are sold to you as
gross and therefore commissionable only to your sub-agents. Price differentials, if you
wish to, may be achieved by setting different commission levels for these services or
sharing the commission with your sub-agents from gta
•
Country – you can choose a country to apply the mark up to (leave blank to choose all)
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•
•
•
City Code – you can enter a city code to apply the mark-up to (leave blank to choose all).
If you are unsure of the code click on the link in ‘or SEARCH for all worldwide
destinations’
Item Code – you can enter a Hotel code to apply the mark-up to (leave blank for all). If
you are unsure of the code click on the link in ‘or SEARCH for all service items’
Effective Date – this will default to tomorrow but can be set for a future date.
The Effective Date for a Mark-up applies to the date you want the mark-up
to apply from and not the arrival date of the booking
Mark-ups you set will apply the day after the day you set them
•
•
•
Expiry Date – here you can set an expiry date when you want the particular mark-up rate
to expire. If you don’t set a date the mark-up will apply indefinitely
Mark-up - here you enter the actual mark-up based on the Mark-up Basis
Mark-up Basis – this can be set as a percentage, per room or per person. If the per
person or per room are selected then a currency drop down menu will also appear so you
can choose the relevant currency
Once you have entered all the details click on the ‘Create’ button and you mark-up will be created.
You will see a message to confirm this:
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To see your mark-up go back to the Client Mark-up Search page and click on ‘Search’ to see your
mark-up:
If you decide not to choose a specific country, city or item you will see ** in the relevant columns.
If you want to expire a mark-up click on the ‘Expire’ button next to the relevant one to get to the
Expire Client Mark-up page:
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Click on the ‘Expire’ button to expire the mark-up. You will return the to the Mark-Up Search
Results page where your expired mark-up will display:
You cannot amend a mark-up. You can only expire one and re-create a new one.
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Step 5: Creating Sub-Agent Commissions (optional)
Another facility on the site is the ability to set your sub-agents varying levels of commissions on
all items available to book.
To set these from the Index Page click on the Sub-Agents link to get to the Sub-Agents page:
In order to set or view sub-agent commissions click on the Maintain Sub-Agent Commissions link
to get to the Sub-Agent Commission Search page:
You can enter all the relevant details and click on the ‘Search’ button to search for commissions
that have been created:
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From here or back in the Sub-Agent Commission Search page you can click on the ‘Create’
button to get to the Create Sub-Agent Commission page:
Here you can set:
•
•
•
Sub-Agent – from the drop down box you can choose from the sub-agents you have
created who to apply this commission to
Item Type – you can choose to apply the commission to Hotels, Apartment, Sightseeing
and Transfers, or you can set to *All which will apply the commission for all service types
Effective Date – this will default to tomorrow but can be set for a future date.
The Effective Date for a commission applies to the date you want the
commission to apply from and not the arrival date of the booking
The commissions you set will apply the day after the day you set them and
then will be visible in the Client Bookings Report
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•
•
Expiry Date – you can set an expiry date when you want the particular commission to
expire. If you don’t set a date the commission will apply indefinitely
Commission – you set the commission percentage you want to apply
Once you have entered your criteria click on the ‘Create’ button to create the commission. You
will now see the Sub-Agent Commission List page where your new commission will be visible:
To amend a commission click on the ‘Amend’ button. This button will not appear against any
commissions that have already been set to expire:
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It is only possible to adjust the amount of commission if the commission is effective for a future
date.
To expire a commission, set an Expiry Date and click on the ‘Amend’ button. The Expiry date will
become visible in the Sub-Agent Commission List page:
The ‘Remove’ button will only appear against commissions which have not yet become effective.
Clicking on this button will delete the record entirely.
Moving Sub-Agents between Groups
It is possible to move sub-agents you have created between groups.
To do this go to Maintain Sub-Agent Groups from the Sub-Agents link in the Index Page:
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You will now come to the Sub-Agent Group Search page:
Here click on the ‘Search’ button to list all your existing Groups:
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Click on the name of the group you want to add the particular sub-agent(s) to. This will open up
the Sub-Agent Group Members Page of that group:
Click on the ‘Add’ button which will bring up a Sub-Agent Search box:
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You can either search for a particular sub-agent from here or click on the ‘Search’ button without
entering any criteria and you will get a list of all your sub-agents:
Select the relevant sub-agent and then click on the ‘Add’ button. The sub-agent(s) selected will
now be added to the relevant group.
This does not remove the sub-agent form it’s previous group. If you don’t want a sub-agent in two
groups you must remove them from their old group. To do this go back to the Sub-Agent Group
List page, click on the relevant group name and then click on the ‘Remove’ button by the relevant
sub-agent(s):
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Viewing Commissions in the Client Booking Report
You can run a Client Booking Report from the Management Reports facility (see the Management
Reports section of this manual). In this report, it will display the commission value against those
items where we give you commission. This does not refer to any commission you might be giving
to your sub-agents.
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Login Management
The Login Management facility exists for you to create user logins for your own staff and your
sub-agents (see the Sub-Agents section of this manual).
To enter the Login Management facility, click on the Login Management link in the Index Page to
get to the Login Search page:
In order to search for logins for your internal staff check the box:
Client Logins Only
(If entered, all other criteria are ignored)
Then click on the ‘Search’ button to get to the Client Login List page:
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You can see the users that have been set up, if they can only see gross prices and what role they
have.
To create a new user, either from this page or the Login Search page, click on the ‘Create’ button
or from the Login Search page click on the ‘Create’ button as long as the Client Logins Only
is checked
(If entered, all other criteria are ignored)
Either way you enter the Create Client Login page:
•
Login – you can set the login of the user.
When any users login they will always use your AGENCY ID
•
•
•
First name and Surname - enter the name of the user
Password and Password – create a password for the user- this has to be repeated in
the second password field
Role – within the Login Management facility there are various roles that can be assigned
to users
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Breakdown of Roles and Authorities
Role/Authority
Create
Bookings
CLTADMIN
CLTADMWEB
CLTSTAFF
CLTSTAFF1
CLTTARIFF
CLTRACK
CLTSUBAGT
a
a
a
a
a
a
a
ALL
ALL
ALL
Own
Bookings
Only
ALL
ALL
ALL
Bookings
within Sub
Agency
ONLY
a
a
a
a
a
a
a
a
a
a
a
a
a
a
a
a
a
a
a
a
a
All Tariff
Reports*
a
Only Rack
Report
a
Only
Rack
Report
Create and
Maintain SubAgents
a
a
a
a
a
a
a
a
a
a
a
a
a
a
a
a
a
a
a
a
a
a
a
a
Booking/Item
Search
Information
Search
Management
Reports
Create and
Maintain
Logins
Client
Booking
Report
Sub-Agent
Mark-up
Report
Maintain SubAgent Markups
View Booking
History
Print and
Email
voucher
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Role/Authority
CLTSUBAGTV
CLTSTAFFNV
CLTSTAFF1NV
Create Bookings
a
a
a
Booking/Item Search
ALL Bookings within
Sub Agency only
ALL
Own Bookings Only
Information Search
a
a
a
Management Reports
a
a
a
Create and Maintain Logins
a
Client Booking Report
a
a
a
All Tariff Reports*
a
a
a
Create and Maintain Sub-Agents
a
Sub-Agent Mark-up Report
a
Maintain Sub-Agent Mark-ups
a
View Booking History
a
Print and Email voucher
a
a= This Role has authority to this function
CLTADMIN= Client Administrator
CLTADMWEB = Client Administrator (On Web Only)
CLTSTAFF= Client Staff Member
CLTTARIFF = Client Tariff Staff
CLTRACK = Client with Rack Report
CLTSTAFF1 = Client Staff Member (Own bookings only)
CLTSUBAGT= Client Sub Agent – No Print Voucher
CLTSUBAGTV= Client Sub Agent + Print Voucher
CLTSTAFFNV= Client staff member- No Print voucher
CLTSTAFF1NV= Client staff member (own bookings) – No Print Voucher
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* All Tariff Reports - New/Information/Price Enquiry – Apartments, Hotels, Regular
Sightseeing and Transfers + Rack Report
If you are using the WBS for the first time, any members of your staff who accessed the
apartments, sightseeing and transfers via our old web system (GWBS) will already be
created but with the role ‘Credit Client - Call Centre’. This must be changed to one of the
roles mentioned above to become valid.
•
Prices – if you want your staff only to see your marked up prices (see the Client Mark-Up
section of this manual) then check the box:
Please tick if you require this person to view 'marked up' prices only.
Marked-up prices are only applicable to hotel items, all other service types
will be provided as Gross rates
Once you have entered all the criteria, click on the create button and the login will have been
created.
To amend any details in the Client Login List, click on the ‘Amend’ button to get the Amend Client
Login page:
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You can amend the name, Role and Prices. You cannot amend the login.
If a member of staff forgets their password an Administrator can only give them another one as
all passwords are protected (with *’s).
Click on the ‘Amend’ button to amend the login.
To remove a login click on the ‘Remove’ button in the Client Login List to get to the Delete Client
Login Page:
Click on the ‘Remove’ button to delete the login.
If the login you wish to delete has made bookings you will not be able to - you can
change the password so it becomes ‘inactive’
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Best Buys
Best Buys are properties the gta deem to be of very good standard, in ideal locations, with
plentiful allocations and at unbeatable prices for a whole season:
To see the Best Buys per country click on the desired location to view them:
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