Inventories

Inventories hold the relationship between catalogs and trips. This is where you apply pricing and can keep track of space available. The same inventory can be added to multiple trips. The pricing can also be updated/changed between different trips.

Once the inventory has reached the maximum capacity, and you no longer want to sell it, update the Inventory status to Closed.

Inventory needs segment(s) and pricing to function on a trip.

Create an Inventory

  • Click [+] (top right corner)

  • Required to enter Name / Type / Status / Trip Year

  • Type:

    • Flight

    • Transportation

    • Hotel

    • Insurance

    • Other - This will be used for all Events / Excursions / Activities

    • ITC

    • Merchandise

    • Placeholder - (Known bug: This should not appear, and will be removed ASAP)

    • STA - Travel Agent Site - (Known bug: This should not appear, and will be removed ASAP)

  • Contract Date: Date contract was created with supplier

  • Status:

    • Placeholder - An Active inventory that bookings can purchase and add to their records, but will be changed to another inventory before travel

    • Active - An Active inventory that bookings can purchase and add to their records

    • Closed - An inventory no longer available for sale, but is still visible on trips and bookings

    • Cancelled - An inventory not available for sale, not usually on trips or bookings

    • Stopsale - An inventory no longer available for sale, but is still visible on trips and bookings

  • Trip Year: Travel year, should match trips using inventory

  • Brand: Brand using inventory

  • Destination: Destination using inventory

  • Program Period: Should match trips using inventory

  • Travel Week: what week the trip is taking place

  • Cost Currency: Currency paid to supplier

  • Price Currency: Currency charged to passengers

  • Travel Duration:

    • Only visible on Flight / Transportation / ITC

  • Allow Purchase:

    • Always

    • During Booking

    • After Booking

      • Only visible on Insurance

  • Mandatory: If this is selected this Inventory will be added to all bookings on the trips that this is associated to. If left un-selected, bookings will have the option to purchase this item through their My Profile (depending on the type of inventory).

  • Enable Rooming:

    • On a Trip Record: Checking this will allow bookings (travelers) to use the rooming feature in Groupdesk.

    • On a Hotel Inventory: Checking this will allow Groupdesk Users (staff) to use the rooming feature in Groupdesk.

    • On all other Inventories: It does not apply and will not affect anything. (Do not check)

  • Supplier: Supplier providing contract

  • File Number: Confirmation number from supplier

  • Locator: PNR

Inventory Segments

Adding Segments:

Depending on the type of inventory selected, you will be able to add certain segment types. This is where the relationship to the catalog lives.

Inventories are a record type. Inventory records have segments. Segments connect the inventory to the catalog. Inventories populate trips via segments.

If a specific inventory type was selected (ie: Hotel), you would only be able to add that type of catalog (ie: a Hotel Catalog) to the Inventory.

If ITC (Inclusive tour charter) type was selected, then you could add any of the following segments: Hotel / Flight / Transportation / Insurance / Other.

Flight Segment

Each segment represents one flight, which may or may not be connected to another flight.

Required Fields:

When creating flight segments, you need to fill in the following information:

  • Capacity - How many seats do you have available?

  • Departure Gateway - Where is the flight departing from?

  • Arrival Gateway - Where is the flight arriving?

  • Departure Type - Read more below

  • Arrival Type - Read more below

  • Segment Number - What number (order) is this in the total transportation inventory?

  • Route - Is this on the way to the final destination? Or from the final destination?

Best Practices:

Other details that are good to include (if the information is known) are:

  • Airline

  • Ticketing Airline (if different than the Airline)

  • Date (for both Departure and Arrival)

  • Time (for both Departure and Arrival)

  • Flight Number

  • Aircraft

  • Cabin Type

  • Fare Basis* - Letters or numbers that airlines use to define the rules that are associated with different types of airfares or tickets

Departure Type and Arrival Type

These are used to track the entire flight path (to and from the final destination) and how the segments connect together. This helps to visualize the connections and overnights between all flight segments in the traveler's My Profile.

Departure Type:

  • Out

  • Out-Connecting

  • Out-Overnight

Arrival Type:

  • In

  • In-Connecting

  • In-Overnight

Segment Number:

  • Determines the order of transportation on the traveler's My Profile itinerary

  • Must be in the format "001", "002", "003" etc...

Example of a flight path using departure type, arrival type, and segment numbers

Segment: Flight to Connecting City

Departure Gateway: YVR - Vancouver

Arrival Gateway: YYZ - Toronto

Departure Type: Out

Arrival Type: In-Connecting

Segment Number: 001

Segment: Flight to final destination

Departure Gateway: YYZ - Toronto

Arrival Gateway: PUJ - Punta Cana

Departure Type: Out-Connecting

Arrival Type: In

Segment Number: 002

Segment: Flight back home

Departure Gateway: PUJ - Punta Cana

Arrival Gateway: YVR - Vancouver

Departure Type: Out

Arrival Type: In

Segment Number: 003

If there are multiple Fare Basis* then multiple inventories will need to be created to track each in it's own segment.

Transportation Segment

Required Fields:

  • Starting Point - Gateway

  • Ending Point - Gateway

  • Direction

  • Capacity

Best Practices:

Other details that are good to include (if the information is known) are:

  • Date (for both Departure and Arrival)

  • Time (for both Departure and Arrival)

  • Vehicle Number

  • Vehicle Category

Hotel Segment

Required Fields:

  • Segment Type: hotel

  • Hotel

    • Search and select the hotel catalog you are referencing

  • Capacity

  • Occupancies available (select/check all unless you are instructed otherwise)

Best Practices:

Other details that are good to include (if the information is known) are:

  • Check-In Date

  • Check-Out Date

DO NOT attach a hotel catalog to an inventory until you know that the hotel catalog has ALL possible room types you may need that year/ever.

Insurance Segment

Required Fields:

  • Segment Type: Insurance

  • Policy Number - Reference the number given to you by the Insurance company

  • Insurance Catalog

    • Search and select the insurance catalog you are referencing

  • Policy Type

    • Declined - For declined insurance options

    • Medical - The basic medical only coverage available

    • Comprehensive - The basic coverage available (typically includes medical and cancellation)

    • Super Comprehensive - The next level of coverage available

    • Premium - The highest level of coverage available

Best Practices:

Other details that are good to include (if the information is known) are:

  • Group Reference (optional)

If you have a mandatory insurance (ie: an included insurance), you will edit the inventory overview and check Mandatory

Merchandise Segment

Required Fields:

  • Catalog

  • Capacity

Best Practices:

Other details that are good to include (if the information is known) are:

  • Start Date and Time

  • End Date and Time

  • Duration

If you want to create an add on like a hat, or bag (single item with no sizing) you will create the inventory as type "Other" and attach an "Other" catalog, type "Other".

Depending on the item you may need to create a separate inventory per destination or trip.

Other Segment

Required Fields:

  • Catalog

  • Capacity

Best Practices:

Other details that are good to include (if the information is known) are:

  • Start Date and Time

  • End Date and Time

  • Duration

Can be used to add an activity, event, excursion, or additional inclusions/exclusions to the trip.

ITC Segments

For ITC segments, please refer to the Flight / Hotel / Insurance / Other / Transportation for full details.

Best Practices:

ITC Inventories are best used when you when include multiple segment types in once package. An example of this is when Hotel and Flights are sold/purchased together.

Here is an example of and ITC Inventory with multiple segment types:

Oversell

Oversell is a feature to allow inventories to sell over their determined capacity. The Oversell checkbox appears in the top right of all segment pop ups.

  • We recommend that you check the Oversell box when:

    • Inventory is digital (ie: A free download)

    • Inventory is an unlimited capacity event (ie: Camp Capture the Flag Game)

    • Inventory is included for every traveler (ie: Swag that everyone gets)

    • Inventory is not related to capacity or traveler ratio (ie: School Mascot on-site)

Known Bug: Groupdesk does not stop allowing passengers to book or add an inventory if it is currently over capacity. This means that every inventory currently oversells, without having Oversell selected. For the time being, you will need to monitor your inventory manually and set your inventory status to "closed" when you no longer want travelers to be able to book.

Inventory Pricing

Pricing is added into the matrix after at least one segment has been added.

Base Price = Gross amount paid by the Booking

Base Cost = Net amount paid to supplier

Taxes / Discounts / Fees are added as Line Items. There can be more than 1 Line Item.

Pricing Matrix (Everything but Hotel):

  • If you are applying a Tax / Discount / Fee, you can set a description from the drop-down

Pricing Matrix (Hotel Only):

  • Deltas (only applicable to Hotels) are occupancy upgrade fees. This will apply on top of the Base Price / Cost.

Reset Pricing on a Trip

When an inventory is added to a trip, the pricing (as set at that time) is added and stored on the trip record. If you wish to update the price for the trip you can do so by resetting the pricing.

To do this:

  • Select trip on inventory

  • Click Reset Pricing

When adding an inventory to a trip, the trip saves the pricing information at the time it was added. Any updates to the pricing on the inventory after it is added to a trip will not affect the existing trips, it will only be updated on new trips that are added after the change has been made. Only if you reset pricing, will the new price affect existing trips.

This applies to Bookings as well, bookings save the pricing from the trip at the time it is added, if you want to reset that pricing, you will need reset the booking price on the trip record.

Adding Inventories to Trips

Once the inventory is built, it can be added to trips. Please refer to Add inventory to trip.

One inventory can be added to multiple trips.

Searching for Inventories:

Search is a great way to easily get an overview of your inventory without going into each record separately. Please refer to Using Search for help with how to use the search function.

On the Inventory search results page you will see the following values within inventories:

  • Name

  • Type

  • Mandatory Status

  • Contacts (Known bug: This should not appear, and will be removed ASAP)

  • Total Bookings

  • Traveling Bookings

  • Destination

  • Contract Date

  • Supplier

  • Brand

  • Cost Currency

  • Price Currency

  • Status

  • Year