Sales & Marketing

CONFIDENTIAL
IFCA MSC BHD
<Sale and Marketing>
DOCUMENT ID: <XXXX>-<XXX>
VERSION: XX-XX
CONTENTS
Revision History..................................................................................................ii
Glossary .............................................................................................................iii
1. Purpose and Scope ....................................................................................1
2. Responsibility .............................................................................................1
3. Description ..................................................................................................1
4. List of Procedures ......................................................................................1
5. Guest Profile merging ................................................................................2
6. Contract/Allotment Management...............................................................5
5.1 Setting Up of Room Allotments without a Contract ...................................... 5
7. Corporate Account Management...............................................................8
6.1 Setting up a Contract for a Corporate Profile ................................................ 8
6.2 Entering & Maintaining a Corporate Account .............................................. 13
8. Wholesalers/Travel Management ............................................................17
7.1 Setting up a Contract for a Travel Agent ...................................................... 17
7.2 Entering & Maintaining a Travel Agent ......................................................... 22
9. Channel Management...............................................................................26
8.1 Entering & Maintaining a Sale Channel ........................................................ 26
10. Event Management ...................................................................................29
11. Sales and Marketing Related Reports.....................................................29
12. See Also.....................................................................................................29
i
REVISION HISTORY
Version Date of Prepared By Role Remarks and List of Changes

No. Release
Note – Role abbreviations:
C Creator
A Append
M Modify
V Verify
R Review
AP Approve
ii
GLOSSARY
Item Acronym/Abbreviation Description

No.
iii
CONFIDENTIAL DOCUMENTID : <XXXX>-<XXX> <XX-XX>
1. PURPOSE AND SCOPE

This supports your hotel policies and activities in sales and marketing. It enables you to
effectively manage your relationships with the people and the companies such as travel agencies
that help generate the revenue of your hotel. In addition, it allows you to set up, manage and
monitor your sales budget and monthly production for various items.
2. RESPONSIBILITY
To be used by Sale and marketing staff
3. DESCRIPTION
This document describes all processes and windows involved in the Sale and Marketing process
4. LIST OF PROCEDURES
• Guest Profile Merging
• Contract/Allotment Management
− Setting Up of Room Allotments without a Contract

• Corporate Account Management
− Setting Up a Contract for a Corporate Profile

− Entering & Maintaining a Corporate Account
• Wholesalers/Travel Management
− Setting Up a Contract for a Travel Agent

− Entering & Maintaining a Travel Agent
• Event Management
• Channel Management
• Sales and Marketing Related Reports
1
5. GUEST PROFILE MERGING

Steps
1 Click on Sales and Marketing to access options in Sales & Marketing and Select Sale And
Marketing Entry
2 Select the Guest Profile folder, search the guest based on the Guest name, IC and Passport No
then click on the Search button.
2
Steps
3 Select the guest by highlighted and click on Edit button
4 Edit for guest screen open, select the Profile Merger and highlighted the guest name then click on
Merger button.
3
Steps
5 Profile merger screen show and if you wish to save the merger then click on the Save button.
6 Guest Profile merging is now complete.
4
6. CONTRACT/ALLOTMENT MANAGEMENT
5.1 Setting Up of Room Allotments without a Contract

Steps
1 Click on Sales and Marketing to access options in Sales & Marketing and Select Allotment Entry
2 Company Allotment folder displays all allotments that have been set for Corporate Profiles and
Travel Agents with contracts
5
Steps
3 To set up room allotments without a contact, select Allotment folder. If maintenance of an existing
room allotment for a Corporate profile or Travel Agent is required, click on Edit button. Select a Room
Allotment and click on the Edit (Highlighted Red) button. To set up a new Room Allotment, click on
New (Highlighted Black) button
4 Key in relevant details for the new Room Allotment by inputting the Block code, the duration the
room allotment is for and the room types which will be included in the room allotment and also
Number Of Room Per Day.
6
Steps
5 The system will generate a list of block dates with the number of rooms allotted for each room type.
Click on Save Button (Top highlighted) to save to Allotment Entry. Setting up of Room Allotments
without a Contract is now complete
7
7. CORPORATE ACCOUNT MANAGEMENT
6.1 Setting up a Contract for a Corporate Profile

Steps
1 Click on Sales and Marketing to access options in Sales & Marketing and Select Sale and
Marketing Entry
2 Search for a Corporate profile by clicking on the Search icon. Key in the name of the Corporate
searched for either in full or partially by inserting a '}' at the end of the name. Click Retrieve Icon
next to Search to display the profile
8
Steps
3 Click to select the specific Corporate profile and click on Contracts button to insert a contract for the
corporate profile selected
4 Key in particulars of the contract, including information on the duration of the contract, the number of
days for cut off and payment terms, if any. Click on Save Button to save the contact.
9
Steps
5 To assign specific rate codes applicable for the contract, click on the Assign Rate Code button. Tick
on the relevant rate codes chosen to be applicable for the contract.
6 If a permanent instruction of routing transaction to the corporate is required by the contract, set up
this routing instruction in the contract by clicking on the Assign Routing Transaction button.
Select the transactions that are to be automatically routed to the Corporate Account by ticking the
relevant transaction types.
10
Steps
7 Click on Room Allotment button to setup room allotments by room types for the contract. Select the
room types applicable for the room allotment and also specify the number of rooms allotted for each
room type. Specific allotments of rooms for specific dates could be done by editing the number of
rooms for each block date. The system will generate a list of block dates with the number of rooms
allotted for each room type.
11
Steps
8 Un-tick the Active checkbox if a certain allotment is not available on a particular date for a specific
room type. Setting up a Contract for a Corporate Account is now complete.
12
6.2 Entering & Maintaining a Corporate Account

Steps
Marketing Entry
2 Select Corporate folder, a list of existing Corporate Profiles created previously will be displayed
13
Steps
3 If maintenance of the profile is required, select the corporate profile by highlighting it and click the
Edit (Highlighted Red) button. Click New (Highlighted Black) button to create a new Corporate
profile.
4 For new Corporate profile, enter all related information pertaining to the corporate here. For example
Company name, address and etc. If a Corporate is authorized to access the IFCA Web Central
Reservation portal for room reservation, ensure that the Allow Login Via Web checkbox is ticked
and assign a username.
14
Steps
5 If the corporate is allowed credit facility, ensure a debtor account is associated to the corporate
profile created. Double click the column to enter the debtor account. Click on Save Button (Top
highlighted) to save the profile.
6 Search for a Corporate Profile using the Search (Top Highlighted) icon. Any changes made to the
profile of the Corporate Profile can be viewed through the Audit Logs. Key in the name of the
Corporate either in full or partially by inserting a '}' at the end of the name. Click Retrieve Icon next
to Search to display the information
15
Steps
7 Select the Corporate by clicking on the profile. Click Edit button to open the company profile screen
8 Select the Audit Logs folder. All changes made to the Corporate profile including what was changed,
when the changes were made and who made the changes can be viewed here. Entering and
Maintaining a Corporate Profile is now complete
16
8. WHOLESALERS/TRAVEL MANAGEMENT
7.1 Setting up a Contract for a Travel Agent

Steps
Marketing Entry
2 Select Travel Agent folder, search for a Travel Agent by clicking on the Search icon. Key in the
name of the Travel Agent searched for either in full or partially by inserting a '}' at the end of the
name. Click Retrieve Icon next to Search to display the profile
17
Steps
3 Click to select the specific Travel Agent. Click on Contracts button to insert a contract for the travel
agent selected.
4 Key in particulars of the contract, including information on the duration of the contract, the number of
days for cut off and payment terms, if any. Click on Save Button to save the contact.
18
Steps
5 To assign specific rate codes applicable for the contract, click on the Assign Rate Code button. Tick
on the relevant rate codes chosen to be applicable for the contract.
6 If a permanent instruction of routing transaction to the travel agent is required by the contract, set up
this routing instruction in the contract by clicking on the Assign Routing Transaction button.
Select the transactions that are to be automatically routed to the travel agent by ticking the relevant
transaction types.
19
Steps
7 Click on Room Allotment button to setup room allotments by room types for the contract. Select the
room types applicable for the room allotment and also specify the number of rooms allotted for each
room type. Specific allotments of rooms for specific dates could be done by editing the number of
rooms for each block date. The system will generate a list of block dates with the number of rooms
allotted for each room type.
20
Steps
8 Un-tick the Active checkbox if a certain allotment is not available on a particular date for a specific
room type. Setting up a Contract for a Travel Agent is now complete.
21
7.2 Entering & Maintaining a Travel Agent

Steps
Marketing Entry
2 Select Travel Agent folder, if maintenance of the profile is required, select the Travel Agent profile by
highlighting it and click the Edit (Red highlighted) button. Click New (Black highlighted) button to
create a new Travel Agent profile
22
Steps
3 Enter all related information pertaining to the travel agent here. For example Travel Agent name,
address and etc, If a travel agent is authorized to access the IFCA Web Central Reservation portal for
room reservation, ensure that the Allow Login Via Web checkbox is ticked and assign a username.
4 If the travel agent is allowed credit facility, ensure a debtor account is associated to the travel
agent profile created. Click on Save Button (Top highlighted) to save the profile.
23
Steps
5 Search for a Travel Agent using the Search (Top Highlighted) icon. Any changes made to the profile
of the Travel Agent can be viewed through the Audit Logs. Key in the name of the Travel Agent either
in full or partially by inserting a '}' at the end of the name. Click Retrieve Icon next to Search to
display the information
6 Select the Travel Agent by clicking on the profile. Click Edit button to view the Audit Logs
24
Steps
7 Select the Audit Logs folder. All changes made to the Travel Agent profile including what was
changed, when the changes were made and who made the changes can be viewed here. Entering
and Maintaining a Travel Agent Profile is now complete
25
9. CHANNEL MANAGEMENT
8.1 Entering & Maintaining a Sale Channel

Steps
Marketing Entry
2 Select Sale Channel folder, if maintenance of the profile is required, select the Sale Channel profile
by highlighting it and click the Edit (Red highlighted) button. Click New (Black highlighted) button
to create a new Sale Channel profile
26
Steps
3 For new Sale Channel, enter all related information pertaining to the Sale Channel here. For example
Company name, address and etc. If a Corporate is authorized to access the IFCA Web Central
Reservation portal for room reservation, ensure that the Allow Login Via Web checkbox is ticked
and assign a username.
4 If the sale channel is allowed credit facility, ensure a debtor account is associated to the sale
channel profile created. Double click the column to enter the debtor account. Click on Save Button
(Top highlighted) to save the profile.
27
Steps
5 Search for a Sale Channel Profile using the Search (Top Highlighted) icon. Any changes made to
the profile of the Sale Channel Profile can be viewed through the Audit Logs. Key in the name of the
Corporate either in full or partially by inserting a '}' at the end of the name. Click Retrieve Icon next
to Search to display the information
6 Select the Sale Channel by clicking on the profile. Click Edit button to open the company profile
screen
28
Steps
7 Select the Audit Logs folder. All changes made to the Sale Channel profile including what was
changed, when the changes were made and who made the changes can be viewed here. Entering
and Maintaining a Sale Channel Profile is now complete
10. EVENT MANAGEMENT
11. SALES AND MARKETING RELATED REPORTS
12. SEE ALSO

Links to other related topics to the procedure described in this document
END OF DOCUMENT
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CONFIDENTIAL

IFCA MSC BHD

<Sale and Marketing>

DOCUMENT ID: <XXXX>-<XXX>

Version Date of Prepared By Role Remarks and List of Changes

Note – Role abbreviations:

Item Acronym/Abbreviation Description

1. PURPOSE AND SCOPE

− Setting Up of Room Allotments without a Contract

− Setting Up a Contract for a Corporate Profile

− Setting Up a Contract for a Travel Agent

• Sales and Marketing Related Reports

5. GUEST PROFILE MERGING

6 Guest Profile merging is now complete.

5.1 Setting Up of Room Allotments without a Contract

7. CORPORATE ACCOUNT MANAGEMENT

6.1 Setting up a Contract for a Corporate Profile

6.2 Entering & Maintaining a Corporate Account

7.1 Setting up a Contract for a Travel Agent

7.2 Entering & Maintaining a Travel Agent

8.1 Entering & Maintaining a Sale Channel

10. EVENT MANAGEMENT

11. SALES AND MARKETING RELATED REPORTS

12. SEE ALSO

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