Selecting and Booking Hotel Rooms (Travel Manager) 

The procedure below describes the standard hotel booking transaction. A single person must not necessarily carry out the individual steps. Who carries out which action depends on the authorizations of the individual user.

Prerequisites

You belong to a user group that has been assigned the travel service category 'hotel' (see also Customizing R/3 Travel Planning under Master Data ® Control Parameters for Travel Planning ® Define user group-specific travel service categories).

Procedure

In the Travel Management initial menu, you have chosen Travel manager ® Create travel plan or Plan trip and have entered the required data in the general data area of the travel plan in the view Travel Plan: XXXXXXX, <First Name Last Name>.

For more information about editing the general data, see Creating a Travel Plan: Travel Manager.

Request Data

  1. Open the data area Reserve hotel by choosing .
  2. Enter the required location. You can enter the name of a town or an IATA location abbreviation. The system only recognizes towns defined with an IATA location.
  3. Enter departure and arrival dates.
  4. You can use the Name, Hotel chain and Location entries as search criteria for the available hotels query. 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.
  5. Before you carry out the available hotels query, you can change your hotel preferences (if you have already set up standard hotel preferences), or you can enter your preferences. To do this, choose Preferences.
  1. Choose Query.
    1. The Hotel Availability: Hotel List screen appears listing all the available hotels that meet the search criteria (if entered). If you did not enter any search criteria the system, due to its provider neutrality, selects approx. 30 available hotels at random.

      2. If you want to extend the list, choose More hotels.

    2. If the results of the query appear in the Hotel Availability: Hotel List (Hotel Catalog) screen, then your enterprise has set up and activated a special hotel catalog with selected hotels.

If you want to check the availability of hotels that are not contained in the hotel catalog, choose Standard query.
  1. Select the required provider.

    2. You can display details for the selected hotel (such as address, location and conditions) by choosing Hotel information. To return to the hotel list, choose Continue.

    If a hotel has the symbol this indicates that this hotel corresponds to the personal hotel preferences of the traveler.

  2. Choose the selected hotel with Continue. A list of rooms appears. The rooms are sorted by rate.

 

If a room type has the symbol this indicates that it corresponds to the personal hotel preferences of the traveler. You can display further details about the room types via the plus symbol and the beginning of the room line.
  1. Select the required room type and choose Continue. You return to the Create Travel Plan for <...> overview. The queried hotels carry the status requested for a certain period of time and can be booked.
  2. To edit the hotel request or display details, click on the appropriate request in the overview.

Booking

To book the selected hotel rooms, choose Confirm. Once the booking has been confirmed by the provider, the trip is updated automatically. The status of the individual travel requests is then set to reserved and confirmed.

 

If you want to book further travel services for this trip of the same or a different category, select these first and then book the whole trip at once. The pushbutton Book books all the requested travel services for one trip.

Canceling

You can cancel a reserved hotel room.