Prerequisites

You are assigned to a sales office that supports hotel booking (see Customizing for Travel Planning under Master Data → Technical Control Parameters for Travel Planning → Feature TRVOF: Access Parameters Per User/Employee Group and Define Travel Service Categories ).

Procedure

You have created a travel request in the Planning Manager

Choose Hotel - with quick info Add Hotel Request .

The Hotel Request dialog box appears.

Enter the required location.

A global reservation system (GDS) providesthe following options:

Enter the full location name of an IATA location.

The IATA location code (such as FRA for Frankfurt)

Enter the start of the location name and*(asterisk) For example,Fra*results in a list of all IATA locations that begin with 'Fra'.To select a location, double-click it.

The system only recognizes cities that are defined as IATA locations or associated with them.

Enter departure and arrival dates.

You can use the Name , Hotel chain and Location entries as optional search criteria for the available hotels query.These options are only visible if you have activated them in Customizing. You do this in Customizing for Travel Planning under Define Price And Availability Strategies → Hotel: Additional Search Criteria.

You can enter several (partial) names in the Name field.The system then searches for all the hotels whose name contains one or more of these terms.

Before you start the available hotels query you can specify or change your hotel preferences . To do this, choose Preferences – with quick info Hotel Preferences (F5) .

Choose Avail . with quick info Hotel Availability Query (F8) .

The system displays the Hotel Availability: Hotel List screen, listing all the available hotels that meet the search criteria (if entered).

A global reservation system (GDS) providesthe following options:

If you did not enter any search criteria the system, due to its provider neutrality, selects approx. 30 available hotels at random.

If you want to extend the list, choose More hotels – with quick info Request Hotels (F8) .

If the system displays the Hotel Availability: Hotel List (Hotel Catalog) screen, then your enterprise has set up and activated a special hotel catalog with selected hotels.

To check the availability of other hotels, not included in the hotel catalog, choose the Standard query .

Select the required provider.

Click on the line to see address and other information. A global reservation system (GDS) also shows the room status.

You can display more details for the selected hotel (such as address, location and conditions) by choosing Hotel information .This information comes directly from the hotels and, therefore, does not require any structure specifications.To return to the hotel list, choose Continue .

The following steps only apply to global reservation systems:

To extend the list, for example, because no hotel is displayed that matches the preferences of the traveler, choose More Hotels – with quick info Request Hotels (F8)

Select the hotel and choose Continue. The system displays a list of roomssorted by rate.

If a room type has the symbol  Traveler Preference, this indicates that it corresponds to the hotel preferencesof the traveler.

Select the required room type and choose Continue . The Create Travel Plan for <...> overview appears again.

The selected hotels carry the status requested for a certain period of time and can be booked.

See also:

Booking Travel Services

Using the Enterprise Hotel Catalog