Entering content frameProcedure documentation Selecting and Booking Hotel Rooms (Travel Manager) Locate the document in its SAP Library structure

The procedure below describes the standard hotel booking transaction. The individual steps do not necessarily all have to 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 that has been assigned the travel service category 'flight' (see also Customizing R/3 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 Travel Plan: <First Name, Last Name>, Personnel Number screen. <Personnel number> screen. You have entered the data required for the general trip data.

Note

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

  1. Choose This graphic is explained in the accompanying text Hotel (with Quickinfo Add Hotel Request) The Hotel Request dialog box appears.
  2. Enter the data as required.

Note

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

You can use the Name, Hotel chain, and Location entries as search criteria for the hotel availability 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.
  1. 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 This graphic is explained in the accompanying text Preferences.
  2. Choose This graphic is explained in the accompanying text Avail. - with Quickinfo Hotel Availability Query (F8)
    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 This graphic is explained in the accompanying text 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. Note

    You can display details for the selected hotel (such as address, location and conditions) by choosing This graphic is explained in the accompanying text 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 graphic is explained in the accompanying text this indicates that this hotel corresponds to the personal hotel preferences of the traveler.

  2. Choose Continue. Enter a reason for your choice.
  3. Choose Continue. A list of rooms appears. The rooms are sorted by rate.

Note

If a room type has the symbol This graphic is explained in the accompanying text this indicates that it corresponds to the personal hotel preferences of the traveler.
  1. Select the required room type and choose Continue. You are returned 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 This graphic is explained in the accompanying text Book - with Quickinfo Book Travel Plan (CTRL+F11). Once the provider has confirmed the booking, the trip is updated automatically. The status of the individual travel requests is then set to reserved and confirmed.

Note

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 This graphic is explained in the accompanying text Book - with Quickinfo Book Travel Plan (Ctrl + F11) - books all the requested travel services for one trip.

Canceling

You can cancel a reserved hotel room.

 

 

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