Selecting and Booking Hotel Rooms (Travel Manager)

The procedure below describes the standard hotel booking transaction. The individual steps do not necessarily have to all be completed by the same person. Who carries out which action depends on the authorizations of the individual user.

Prerequisites

You belong to a user group to which the travel service category Hotel has been assigned (see also Customizing for SAP Travel Planning under Master Data → Control Parameters for Travel Planning →Define User Group-Specific Travel Service Categories).

Procedure

You have chosen Plan Trip or Travel Manager → Create Flight, Hotel, Car Rental, Rail (or: ... with Ref .) from the SAP Easy Access Menu, and are in the screen Travel Plan: <first name, last name>, Personnel Number <personnel number> You have entered the information required for the general trip data.

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If you choose ...with Ref. , you can create the travel service using data copied from a trip that already exists .

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

Request Data

In the Travel Services area, choose Hotel with quick info Add Hotel Request . The Hotel Request dialog box appears.

Enter the required data.

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You can enter the name of a town or an IATA location abbreviation. The system only recognizes cities that are defined as IATA locations or associated with them.

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.

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 .

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). 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 results of the query appear in the Hotel Availability: Hotel List (Hotel Catalog) screen, your company 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 .

Select the required provider.

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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 .

Click on the name of the hotel to display more information about the hotel.

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

Choose Continue . Enter a reason for your choice.

Choose Continue . The system displays a list of rooms, which are sorted by rate.

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

Select the required room type and choose Continue . You return to the overview screen. The requested hotels carry the status prereserved for a certain period of time and can now be booked.

Changing a Hotel Request

To change a hotel request, cancel the requested hotel (see the canceling section below)and create a new hotel request as described in the section above.

Booking

To book the selected hotel room, choose Book with quick info Book Travel Plan (Ctrl+F11). 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 .

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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 one time. The pushbutton Book with quick info Book Travel Plan (Ctrl + F11) books all requested travel services for one trip.

Canceling

You can cancel a reserved hotel room.