What are the steps needed for an Agent to connect to eRes via an API?

What are the steps needed for an Agent to connect to eRes via an API?

In order for an Agent to connect to eRes via the API the below steps need to be followed:
1. Source Code
The first step is to create a new Source Code specific to the API Channel in NebulaCRS. Access NebulaCRS and navigate to Channels -> Source.
  1. Click on the "Add" button and complete the new Code and Name of the Source for example Thompsons. (For codes no special characters or spaces)
  2. Select the Channel "API" from the drop-down list.
  3. Thereafter a Market Code can be added to the Source Code although this is not compulsory.
  4.  Lastly activate the "Show" tick to ensure the Source is visible.
2. Agents
The second step is to create the Agent Profile/s in NebulaCRS. Access NebulaCRS and navigate to Profiles -> Agents. 

Click on the "Add" button and complete the following details:
  1. Code: Provide the Agent with a Code. This code should be uppercase and can be alpha-numeric. 
  2. Name: Provide the Agent Name.
  3. Show: Should the Agent be shown on the reservation front end this tick needs to be activated.
  4. Telephone: Enter the Agents Telephone number.
  5. Fax: Enter the Agents Fax number.
  6. Email: Provide the Agents email address here. This email address may be used to notify the Agent of automatic Allocation release if instructed to do so by the administrator.
  7. Web Address: Enter the Agent's website address here.
  8. Postal Address:  Use this field to enter the Agent's postal address.
  9. City: Enter the Agent's postal address city.
  10. Postal Code: Enter the Agent's postal address city here.
  11. Physical Address: Enter the Agent's physical address.
  12. Postal Code: Enter the Agent's postal address city here.
  13. Province: Select the Agent's province from the list provided by selecting F4 in the Province field.
  14. Contact Name: Enter a name of a contact at the Agent.
  15. Region: Select the Agent's region from the drop-down menu provided.
  16. Country: Select the Agent's country by first selecting the Region (previous field) and then the Country. Select from the drop-down list provided. The Country field is used for: Statistical reporting and Tax Exemptions Agent mode.
  17. Group: If the Agent belongs to a parent company, click on the drop-down menu and select a Group. These Groups have to be built under the Agent's menu before they will appear here.
  18. Type: The Type field is where we assign an Agent Type to the Agent master file. Click on the drop-down menu and select Travel Agent, Tour Operator, Wholesaler, or Corporate.
  19. Currency: Set the default currency for the Agent in this field. Click on the field and select the F4 key to access the "Search for Currency" screen. The reservation will be conducted in this default currency once the Agent is assigned to the reservation.
  20. Source: The Source Code created in the previous step may be added here.
  21. Origin: You may assign a default Origin code here. When this particular Agent is assigned to the reservation, the Origin field will automatically populate with this Origin code.
  22. Market: Enter a default Market here, this market default will take preference on the Guest Details page.
  23. Deposit Policy: If this Agent will always be on the same Deposit Policy, you may link that Deposit Policy here in order for it to default to the reservation once this Agent is assigned to the reservation. Use the override function on the reservation front end to facilitate the override.
  24. Commission: Commission is not applicable to API Agent profiles.
  25. Payment Type: Select a default Payment type here. When this Agent is assigned to the reservation, this Payment type would default to the reservation client details screen. The account is used for API configurations as the appropriate Payment type.
  26. Account: This field only becomes active when the Payment type has been set to Account. The Agent account number will be entered here, which defaults to the Account number field on the Client details page of the reservation. Method of Payment "Account" and a value in the "Account" field will guarantee a reservation made by this Agent (if "Voucher required to guarantee"  is selected, then a voucher number on the reservation will be the final step before the reservation is guaranteed).
  27. Voucher Required to Guarantee: Not used in API configurations. 
  28. Use Electronic Voucher: Not used in API configurations. This field is hidden by default. Only visible when the Voucher required to Guarantee is selected above. 
  29. Electronic Voucher Agent Code: Not used in API configurations. Electronic Voucher Agent code is used to identify the Agent in the Voucher Procurement Gateway.
  30. Credit Card Number: Not used in API configurations. 
  31. Credit Card Expiry: Not used in API configurations. 
  32. Rep: Not used in API configurations.
  33. Allow Login: Not used in API configurations. If this Agent has been authorized to log into the system to either make their own reservations or to check inventory availability, you will tick this box to indicate that this Agent may log into the system remotely. The Agent's Contact should be set up under "Contacts" on the Agent module.
  34. VAT number: Enter the Agent VAT number here. This number could be displayed on the Proforma Invoices to comply with Tax legislation.
  35. Display client contact details: Select this tick box if you prefer the client details to be displayed on the Confirmation Vouchers. If unchecked, the Agent's contact, address, and VAT details will be displayed on these documents.
  36. Alert Messages: Not used in API configurations. You may enter free format text here which will be displayed in the form of an Agent Alert message every time this Agent is assigned to a reservation or when the Agent's contacts log into the system.
  37. Display Alert message: Not used in API configurations. When selected the Agent Alert message will be disabled.
  38. Custom Field: Not used in API configurations. This is a free format text field.
3. Contracted Rates
If the agent or channel will use public rates such as BAR or Rack rates and not a contracted/negotiated rate, then this step is not applicable.
  1. In order for the API to receive their Negotiated rates, these rates are created as "Contracted Rates". 
  2. Contracted Rates as the name suggests, are contracted Rates for a Property between an Agent and the Central Reservation Office. No member of the public or another Agent has access to another Agent's contracted Rates. The same Rate Code may be contracted to various Agents or API's.
  3. These rates are created as normal with the difference being that the Rate Type is defined as "Contracted".
4. Contracts
Contracted Rates are made effective by loading them against Agent Profiles. Contracts can be Property specific or generic meaning they are valid at all properties. Contracts can be room-specific, or if this field is left blank, the contract is generic across all room types.

Furthermore, contracts are date-driven with a clearly defined start and end date. Only contracts that are active within the occupancy date range are made available for reservations.

Every contract that is loaded requires currency. Without a currency specified the contract is invalid and cannot be saved. When loading the contract against a specific Agent, we can indicate whether the Rate code on the contract is commissionable and the relevant commission percentage.

Please also ensure that the Agent Profile has access to the relevant Properties.

To access Contracts navigate to Profiles -> Contracts.
 Loading Contracts

Select the "New" button, thereafter the Contracts screen will be displayed and the below details need to be completed.
  1. Start and End Date: Specify the Contract start and end date, these are the dates during which the Contract will be valid.
  2. Room Category: Should this Contract only apply to one Room Category, it can be specified by selecting the Room Category below the dates. Alternatively leave this field blank and it will apply to all Room Categories at the selected hotels. 
  3. Currency: A currency needs to be assigned to the Contract. Click the drop-down menu option to select the Currency. 
  4. Commissionable: Indicate here whether this Contract is commissionable.
  5. Last Room Availability:  If ticked, the last rooms available in Inventory will be honored at the Rate specified on the Agent contract, irrespective of any yielding parameters (Restrictions, Closeouts or Opportunity Cost) defined.
  6. Levy Included: Is there a levy included in this Contracted rate, if so select the box.
  7. Fixed: Fixed Contracts will be added at a later stage.
  8. Rate Codes: Next specify which Rate Codes the Agent will receive by ticking the Rate Codes. These are the Rate codes that were negotiated by the Agent. Please also ensure the Rate Codes contracted to the Agent are valid. Please note that should this field be left blank (without any ticks) All Rate Codes will be selected and thus contracted to the Agent.
  9. Hotels: The Contracts may be Hotel specific or it may be valid at all hotels. Select the Hotel/s where the Contract should be applied by ticking them. Please note that should this field be left blank (without any ticks) All Hotels will be selected and thus Contracted to the Agent.
  10. Agents: Lastly select the Agent that will receive the Contracted Rate. Multiple Agents can be selected to receive the specified Rate, making adding Contracts much simpler.
Once the information has been completed select the "Save" button. The newly created Contract will now be listed on the Contracts screen. 
  • Existing Contracts created in eRes will be not be visible in NebulaCRS. Only NebulaCRS Contracts will display here.
  • Contracts are supported on both platforms with NebulaCRS created contracts available in eRes, but eRes contracts (although valid) are not visible in NebulaCRS.

5. Further Configuration
  1. Once the Source Code, Agent Profile, Contracted Rates and Contracts have been created you can contact your HTI Client Success Agent to further configure the API on eRes.


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