Copying allotments

[Reservation > Allotments]

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You can create one or more copies of a selected allotment.

What is copied by default?

When you copy an allotment, the system copies the following data from the original allotment:

What isn't copied by default?

General Information

Open the allotment that you would like to copy in the Reservation > Allotments window and click on the Copy button located at the bottom of the Edit allotment window.

The following window then opens:

The Allotment Copy Options Window

There are various options available for copying.

Copy option

Single copy

When selecting Single copy, the allotment is copied once.

Multiple copy

If the Multiple copy option is selected, several copies of the allotment can be made. This option is useful if, for example, a corporate customer books an allotment of 10 rooms every two weeks from Wednesday to Friday over a period of 6 months.

With Multiple copies, each copy is assigned the same tour code. You can either create a new tour code or select an existing one from the drop-down list (see below: New tour Code / Add to existing).

If you select the Multiple copy option, a new input area appears below in which you can set the number of copies (see Creating a Multiple Copy).

New tour code

Only active in conjunction with the Multiple copy option.

Select this option if you want to use a new tour code for the copy. Entering the desired name of the new tour code in the text field creates a code, and a copy is created to which the new code is assigned.

Add to existing

Only active in conjunction with the Multiple copy option.

Select this option if the copy is to be assigned to an existing tour code. In this case, select the desired code from the drop-down list.

This option is recommended if the new allotment belongs to a tour program that has already been stored in the system.

Copy attributes

Allotment grid

Activate this checkbox if you want the copy to contain information from the allotment grid.

The allotment grid contains the time period, the days, and the number of allotted rooms and room types for which allotments have been set - see the red frame in the following figure:

 

NOTE: Using certain weekdays, when necessary

If the original allotment is only valid on certain weekdays, make sure that you start the copy on a date that corresponds with the first weekday of the original allotment!

Example: An allotment is only valid on Fridays, Saturdays and Sundays. If you want the copy to start on a Friday, make sure that you set the start date so that it falls on a Friday - see the figure below.

Traces

This checkbox is only active if the Allotment grid checkbox has been selected because information from the allotment grid is required to copy traces.

Notes

Activate this checkbox if you want the information contained in the Notes field to be copied from the original allotment.

New date

The date selected here determines when the new allotment is to start. If, for example, the original allotment is for an entire month (e.g., 03/01 - 03/31), the time period for the copy will start with the date you select here.

Creating single copy

  1. Open the allotment that you would like to copy in the Reservation > Allotments window and click on the Copy button located at the bottom of the Edit allotment window.

  2. In the Allotment Copy Options window, select the Single copy option.

  3. In the Copy attributes section, select the attributes to be copied from the original (see previous section): "Allotment Copy Options" window).

  4. Enter the desired start date (New date). This is the date on which the allotment is to start. If the allotment is only valid on certain days, select the date so that it matches the first weekday of the original allotment (see note above): Consider certain weekdays).

  5. To create the copy, click on the Copy button.

The copy then opens in a new window. Make any additional settings there.

Creating multiple copies

  1. Open the allotment that you would like to copy in the Reservation > Allotments window and click on the Copy button located at the bottom of the Edit allotment window.

  2. In the Allotment Copy Options window, select Multiple copy.

  3. If the copy is to be created as part of a new tour series, select the New tour code option. Then, enter the name of the new tour code into the field.
    If the copy belongs to an existing tour program, select Add to existing and select a tour code from the drop-down list.

  4. In the Copy Attributes section, select the attributes to be copied from the original (see section: "Allotment Copy Options" window).

  5. In the lower part of the window, enter the number of copies you want to create.

Example

The data record for the first copy is created automatically- see the following sample screenshot.

No.

The system automatically issues a number which cannot be edited.

New date

Select the start date on which the copied allotment is to start.

By default, the current business date (end of day closing date) is preselected as the New date.

Allotment name

The name of the allotment is automatically entered according to the "Tour code name" scheme (= the tour code entered or selected above) + "New date".

Allotment status

By default, the Enquiry status is always selected as the Status. As need might arise, the status can be adjusted later in the created copy.

  1. To create an additional copy, click on the green plus sign .

  1. Enter the desired starting date for the next copy (New date column).

  2. Click on the green plus sign to make as many copies as you need.

  3. Then, click on the Copy button to create the copies.

A new window opens with a list of the newly created copies - see the following figure (click the magnifying glass symbol to refresh the display):

Hint: Hide unneeded columns or rearrange the order of the columns and save the list view (for more information see here: Column Settings).