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 Selecting and Booking Available Flights (Travel Manager)

The procedure below describes the standard flight booking transaction. The individual steps do not necessarily have to all be completed by the same person. Who carries out which actions depends on the user authorization concept at your company.

Prerequisites

You belong to a user group to which the travel service category Flight has been assigned (see also Customizing for SAP Travel Planning under Start of the navigation path Master Data Next navigation step Control Parameters for Travel Planning Next navigation step Define User Group-Specific Travel Service Categories). End of the navigation path

Procedure

You have chosen Plan Trip or Start of the navigation path Travel Manager Next navigation step Create Flight, Hotel, Car Rental, Rail End of the navigation path (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.

Note Note

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

End of the note.

  1. Choose Flight (with quick info Add Flight Request ). The Flight Request dialog box appears.

  2. Enter the required data.

    Note Note

    Departure or Arrival Destination : Here, you can enter the name of a town or an IATA location code (three characters, for example FRA for Frankfurt ). The system only recognizes cities that are defined as IATA locations or associated with them.

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    Note Note

    You can enter a time for both the outbound and return flight. If you do not enter a time, the system determines the best-priced flights for the day specified. If you enter a time, the system determines the cheapest flight for the time specified (plus or minus two hours).

    End of the note.

  3. Choose Availability with quick info Availability Query (Enter).

    The Flight Availability List screen appears and lists all the available flight classes for the flight connections shown. The flight connections are listed according to priorities that were assigned in Customizing for SAP Travel Planning . These priorities help ensure that the travel policy for your company is adhered to.

    Note Note

    You can display further details for the flights by choosing Flight information with quick info Flight information (F5) . However, you cannot yet see the price.

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    Caution Caution

    To determine the price, you must first select all the flight connections you require and then choose Airfare with quick info Determine Airfares (Ctrl+F1) .

    End of the caution.

  4. Select the required flight class and choose Enter . You return to the overview screen. The status of the flights is set to prereserved for about 30 minutes. You have this amount of time to book the flights.

  5. To display the details for a flight, click on the link for the name of the flight.

Changing Flight Requests

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

Seat

You can also select a seat and reserve it.

Specifying Preferences

You can specify further preferences (for example smoking/nonsmoking, seating area, and preferred meal), by choosing Preferences.

Additional Flights

To select additional flights (such as connecting or return flights), choose Flight with quick info Add Flight Request) and repeat the procedure described above.

Booking

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

Note Note

If you want to book further travel services 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. The system creates one booking record (PNR)for the whole trip in which the reservation data is transferred to the reservation system.

Based on the settings in Customizing for SAP Travel Planning (see Define Queues for PNR Resubmission ) the booking is put directly into the processing loop of the appropriate travel agency.

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Determining the Airfare

You can determine the total airfare for the booked flights by choosing Airfare with quick info Determine Airfare (Ctrl + F1) .

Canceling

You can cancel a reserved flight.