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iQ-Worldlink Inventory/Rates

Timer Setting - This designates what time a full update of inventory and rate information is sent to the Trading Partner/GDS. It is automatically generated when the default specifications are selected, but can be edited. It is recommended for it to be a slower time of day, between completion of the audit and the beginning of the day. If the Trading Partner does not require inventory or rate updates, leave the Timer Setting to blank. See Global Options to set the time interval to check for inventory updates.

Inventory Selection​

Rate Code - Enter the rate code from roomMaster you want sent to the Trading Partner/GDS. Leaving it blank will default to using the rate code entered in the Rate Type field from the Reservations tab in WorldLink.

Group Code - If you wish to send Allotment inventory to the Trading Partner/GDS, enter a valid group code from roomMaster or leave it blank to send total availability/inventory to the Trading Partner/GDS. Meeting Rooms will not be included in Rates and Inventory when leaving the Group Code blank. If you need Meeting Room inventory to be included, you must use a Group Code/Allotment.

Max Days - Enter the maximum number of days to include when sending inventory. For example, setting this item to 100 will send the next 100 days of availability to the Trading Partner/GDS. Leaving this field blank will send 90 days from the current audit date. The default is 365 days.

Currency Code - A currency code can be entered here to advise the Trading Partner/GDS the currency of the rates being sent. Since only specific Trading Partner/GDS's require this information, leave it blank unless advised by an InnQuest Software representative.

Floor Limit Amount - If a rate falls below this amount, it will NOT be transmitted to the channel and the rate currently at the channel will remain. This allows the hotel to set an amount (ie: 50.00) and if, for any reason, any rate is less than 50.00, it will NOT be sent to the channel. This allows for the system to not transmit an error rate or an incorrect rate by accident, and then having someone book at your property at a very low and incorrect rate. Set this rate to be the lowest rate you will ever accept now and in the future at your hotel, and remember that if the calculated rate falls beneath this rate, it will NOT be transmitted to the channel. (Use something like your lowest discounted rate minus 5.00 or 10.00 -- ie: 40.00)

Close Inventory At - Enter a value that when the Cumulative Inventory of all rooms is at or below this number, that the entire hotel will be closed for this day. All room inventory for that particular day will send as 0 (zero) rather than the actual inventory. This would be that if you enter 3, that if the total rooms available in the hotel is 3 or less, than ALL room type inventory for that day will be sent as zero. This allows you to keep 3 rooms always for your local booking, walkins and other interfaces. This is generally used to keep the last few rooms away from more expensive channels (Expedia for example) or keep your last few rooms to sell locally and not pay a commission. We highly recommend always putting a 1 there so the very last room in the hotel is not sold in a channel.

Send Inventory Updates and Daily Changes - This allows you to send only the changed inventory at regular intervals. The system will monitor the rooms types and dates where the inventory has changed and send an update to the Trading Partner/GDS. How often updates are sent is set in Global Options on theWorldLink main configuration screen. This feature works only if you are sending all inventory (Group code is blank).

Send Rates with Inventory - Checked this option if you wish to send the rates along with the inventory, in a compatible format.

How rates are handled when sending Rates with Inventory
  • If a Rate Code is entered in the Rate Type field, all rates being sent to the Trading Partner/GDS will use this rate code.
  • If the Rate Type field is blank, and there is a Group Code (for an Allotment), then the rate code from the Group Code will be used.
  • If the Rate Type field and Group Code rate code field are both blank, the system Default Rate Code will be used.

Send Hotel Booking Rules (HBR) - Checking this option will send the Trading Partner/GDS the Closed for Arrivals and Closed for Departures dates as set on the Yield Management Modifications Calendar. This function also sends the Minimum and Maximum Length of Stay information. See Setting Up Rate Codes for configuring length of stay options. FOR MIN/MAX LENGTH OF STAY, IF THE GLOBAL MIN AND MAX STAY ARE BOTH SET TO ZERO, THEN NO GLOBAL OR INDIVIDUAL RESTRICTIONS WILL BE SENT TO THE GDS.

Send Hotel Inventory Notification (Sellable Products) - This function forwards the room types, description and the number of each room type to the Trading Partner/GDS, allowing it to be uploaded rather than being manually entered. This only works with certain Trading Partner/GDS's and is configured by the InnQuest Software installer.

Room Type Translations, Exclusions and Controls - This function allows you to create a translation table between the Trading Partner/GDS when their room type code is not the same as the room type in roomMaster and control the inventory of each room type sent to the Trading Partner/GDS. If no room types have been entered, a prompt will appear the first time this option is selected asking to import the room types from roomMaster. Meeting rooms are included with the Exclude Room Type from being sent checked by default.

Convert Rates using Currency - If a Currency Code is entered, and there is an exact match the Foreign Currency Setup, the rates would be converted before being sent to the GDS/Channel.

Convert Reservations using Currency - If a Currency Code entered, and there is an exact match in the Foreign Currency Setup, the reservation Total Stay and Room Rate figures would be converted when being received from the GDS/Channel.

Send Unavailable Counts in Inventory - Send the number of Out of Service/Unavailable rooms count to the GDS/Channel as a separate figure in addition to the Available count. This only works for OTA messages and is not used for Booking.com and Expedia. This should only be checked if the GDS/Channel is requesting this information - and it is sent as a CNT=6 (OTA Code Table) value.

  • Host Room Type - Enter the room type code the Trading Partner/GDS has for your rooms.

  • Actual Room Type - Enter the roomMaster room type code.

  • Description - Enter a description of the room type.

  • Rooms Excluded - Enter the number of rooms of this room type you do not want sent to the Trading Partner/GDS. These rooms can be saved for local bookings or be 'cushion' rooms. For example, if two(2) is entered in this field, the Trading Partner/GDS will receive the number of rooms for this room type in your inventory minus two(2) rooms. To use the Rooms Excluded feature, room types have to be entered in the translation table. If your property and the Trading Partner/GDS use the same room type codes, use the same code for Host Room Type and Actual Room Type, i.e. DLX would be entered in both fields for a Deluxe room type. This will happen automatically if the room types are imported from roomMaster.

  • Exclude Room Type from being sent - Check the box to prevent this room type from being sent to the Trading Partner/GDS. If the room types were imported from roomMaster, this box is automatically checked for room types designated as meeting rooms.

  • Exclude Unfilled Group rooms - Check the box to include any unfilled group rooms in the inventory sent to the Trading Partner/GDS. For example, if a property has a total of 50 STND rooms. On June 15, 3 rooms are out of service, 15 rooms are booked, and 12 rooms are being held for a group, but no reservations have been made. With this option checked, the STND inventory sent for the day would be 32 (50-(3+15)). With the option unchecked, the inventory would be 20 (50-(3+15+12)).

Include Other Rate Codes - Enter additional rate codes to send to the Trading Partner/GDS, such as Corporate and Special Rates. Make sure to check the Use OTA Rate Plan check box on the Reservations tab if you are sending more than one rate.

Rate Code Translations - If the rate codes for the Trading Partner/GDS are not the same as in roomMaster, you can create a translation table. Enter the Trading Partner/GDS rate type code in Host Rate Type and the roomMaster rate code in Actual Rate Code. The Room Type: (Optional) field allows you to link specific rate codes from your Trading Partner/GDS to a specific room type in roomMaster. This field only needs to be used if your Trading Partner/GDS has unique rate codes for each room type, rather than applying a single rate code to all room types.

Example: Lets say your room types are DLX, STD and KING and your standard daily rate code is RACK. Your Trading Partner/GDS might have three different rate codes for your property, RADX for the DLX room type, RAST for the STD room type and RAKG for the KING room type. On the Configuration Parameters screen in Rate Code Translations, you would enter RADX as the Host Rate Type, RACK as the Actual Rate Code and DLX as the Room Type. This would tell roomMaster to use the RACK rate code for any reservations received from this Trading Partner/GDS that have RADX as the rate type. The Room Type option keeps you from having to create a unique rate code for each room type in roomMaster, but still communicate with Trading Partner/GDS's that use base rate codes on room types.