Expedia Integrator - User Guide

The Expedia Integrator is an application developed by Navitas Solutions using the Expedia Affiliate Network (EAN) technology platform to expose full Expedia hotel content to GDS desktop environments. The solution allows users to search for, retrieve details on and create bookings via Expedia and have the booking details automatically handed off to their GDS as a passive segment and a series of associated remarks.

Accessing Navitas Expedia Integrator

The Expedia Integrator can be accessed via a toolbar icon on the GDS toolbar. The tool can also be found using [Start], [All Programs] then [Navitas Solutions]

Rate Types

The Expedia Integrator gives agencies access to up to three different types of Rates

1) Package Rates (pre-paid)
2) Standalone Rates (pre-paid)
3) Hotel Collect Rates (pay on departure)

If you have an existing booking (with flights) open in your GDS then the tool recognises this and extracts information such as Arrival City, and Check In / Check Out dates based on the flights. The system also returns PACKAGE RATES in the results in this instance.

Expedia Integrator Interface

To complete a search request, enter details as follows:

1 - Enter your desired City e.g. London, Landmark e.g. Houses of Parliament or Airport e.g. LHR. As you type, a list of suggested destinations will be displayed and can be selected from.
2 - Specify the number of rooms required. The maximum allowed on one booking is currently 5 rooms.
3 - For each room you will need to specify the number of adults and if there are children, you need to specify how many children and then provide their ages.
4 - Enter the Check In and Check Out dates for your search.
5 - You can specify a hotel name, or part of a name, if required.
6 - A postcode can be used as part of the search, enter the required postcode and select the relevant country from the drop down list if possible. Note: Entering a postcode into the search will ignore anything selected in the 'City, Landmark or Airport' drop down list.
7 - Once you have completed the screen click the [Go] button.
8 - If at anytime you need support about any EAN content or pricing, or need to amend a booking, the EAN support number is provided in the middle of the screen footer
9 - The system allows users to redisplay the confirmation, cancel or re-sync previous bookings made, to access this feature select the [Edit Exiting] button.

Agencies can now select to have both EAN Affiliate Collect Care and Credit Card payments available on the create booking screen. When this feature is activated the system will ask the user what type of payment method will be used for the booking when doing a Hotel Search.
If presented with this screen select either Expedia Affiliate Collect Card (On Account) or Customer / Corporate Credit Card then Submit.

Postcode Validation

If a search is being performed using the Postcode option and there is no exact match for the postcode entered, a drop down list of possible matches is provided to further refine the search area required.

Search Results Screen

The system responds with a list of hotels that are available and match the search criteria - the list is sorted by distance from the search location by default.

1 - You can further sort your results using other criteria if necessary including Name, Price Ascending / Price Descending, Rate Type, Star Rating, Trip Advisor, Type and Postcode.
2 - The hotel name and address is displayed. Hover your mouse over the name for a one line description of the hotel.
3 - Distance from entered City, Landmark or Airport, plus hotel address and property type.
4 - The hotel star rating and Trip Advisor rating is displayed. (Please note that Trip Advisor reviews will only appear if your agency has signed up to receive them)

Available Filters

You can filter the results using the Available Filters panel at the left of the screen. SImply click on the available features and the list of Available Hotels will update automatically. Selecting multiple filters will only show properties that have ALL of the selected amenities.

Rate Display

1 - Icon (Credit Card) - a Pre Paid rate is available at this hotel (this can either be a Standalone rate of Package Rate)
2 - Icon (Deal) - Special Offer / Promotional Rate indicator (mouse over to see specific offer / package)
3 - Icon (Plane + Hotel) - a Package Rate is available at this hotel
4 - Icon (Wallet) - Pay on Departure / Hotel Collect rate has been returned
5 - Average nightly rate
6 - Total Amount for the hotel stay. The Total Amount will include any surcharges and taxes but may exclude any 'extra person' charges made by the hotel.
7 - Gross Profit Share % and Amount (as per agreement with EAN). Note: Depending on your configuration these values may not appear on the interface.

If rates are returned in another currency, hover the mouse over either the Nightly Rate (5) or Total Rate (6) to show the equivalent in local currency - see below

To get more information about a particular hotel and to see the rooms available click the appropriate [Select] button.

Rate Display

If rate are returned in another currency, hover the mouse over either the Nightly Rate (5) or Total Rate (6) to show the equivalent in local currency

To get more information about a particular hotel and to see the rooms available click the appropriate [Select] button.

Please note: Hotel Collect (pay on departure) rates will always be shown in the local currency of the hotel.

MAPS - new functionality!!

With the latest version of Expedia Integrator we have introduced a new map feature! Powered by MapQuest, this great new enhancement allows you to view your hotel on a map, zoom in and out, scroll to other areas - allowing you to explore the local area and find the perfect hotel!

You can click on the Show On Map icon next to a specific hotel, or view the full list of hotels on a map using the Map tab!

Show On Map

When using the Show On Map icon the current hotel selected is shown with the red pin. Hotel information, including rate details are shown in a box.
Other available hotels located nearby will be shown on the map with a blue pin.
Please note, your search point will be shown on the map with a purple pin - in this instance we have searched for hotels near to Dubai Marina landmark.

Map Tab

When using the Map tab to view available hotels, all hotels will be shown on a map using a blue pin. You can click on any pin to view the hotel and rate information.
The map also allows you to 1) zoom in and out and also 2) view by Map or Satellite format.

You can check full hotel and rate information by clicking the [Select] button.

Hotel Information

A new screen opens providing detailed hotel information.

1 - At the top of the screen is the hotel address and the check in and check out times, and if pets are allowed.
2 - Click through the tabs to find information about the property description info, notifications/fees, location details, driving direction and hotel amenities. Important information is highlighted in RED
3 - The Trip Advisor Rating and reviews will appear if your agency has signed up for them
4 - Photos available for the hotel are displayed here, click the photo to see a large version in the main photo area
5 - Any policy information relating to the hotel is displayed here
6 - A list of the available room types are displayed below the main hotel information section

Please note - it is really important that you read and check the Notifications/Fee tab as this information often outlines additional charges that will be levied by the hotel and are not included in the rates displayed returned by EAN. These can include resort fees, mandatory dinner events or city taxes.

Important!

It is really important that you check the hotel information tabs - especially where the tab is highlighted in red. The data provided could be key to selecting the correct hotel and it is your responsibility to ensure your customer is aware of this information.

Multiple Hotel Information screens

Comparing multiple hotels is made easy using the Expedia Integrator - users are able to select several hotels to display the detailed information on screen (dependant on screen size).

Hotel Information - Available Rooms

Each available room type for the selected hotel is displayed in the lower part of the "Hotel Information" screen. Users can scroll through the various options to see the types of room, cancellation policies, deals available and prices on offer.

1 - The room type and name as returned by the hotel property
2 - If there are any deals offered by the hotel on this room type, they are fully detailed here next to the Deal icon
3 - Any free inclusions offered with the room rate are displayed here if available
4 - Multiple room images are displayed for each room type. Users can scroll through the pictures to see various views of each room.
5 - The full price for the duration of the stay is shown, along with the Package Deal icon if appropriate
6 - The Gross Profit share % and amount for each room is displayed, along with the calculated savings provided from the package rate and promotions on offer. Note: Depending on your configuration the GP Share values may not appear on the interface.
7 - A clear indication if the rate is provided on a Refundable or Non Refundable basis
8 - Each room provides its own description (often including the exact bedding available), along with Cancellation Details. These should be read and understood by the client to ensure they meet their needs. Further details on Price Breakdown and Amenities in the room are available.
9 - Once a suitable room has been found, selecting the [Book] button will take the user through to to "Create Booking" screen

Please note - you should always read and check the Cancellations Details tab as even though a rate may be marked as refundable, some hotels only refund 100% of the rate within a certain time period of booking creation.

Please note - the occupancy tab will advise how many people are included in the rate quoted, and how many people the room is able to accomodate.

Create Booking

The "Create Booking" screen allows a user to double check information supplied during the search process as well as provide additional data required to complete the booking.

1 - A summary of the Hotel selected and Check In/Out dates are provided along with the number of nights the booking is for
2 - For each room requested, the Expedia system requires a unique Name be provided. If names are found in the GDS booking, the First and Surname are automatically populated. On some rooms there is a choice of bedding available and needs to be selected from the drop down list. The Smoking Preferences for the traveller can also be selected (if applicable).
3 - A full breakdown of the total cost is provided, showing the nightly rate plus any Charges and Service Fees that have been applied. If there are multiple rooms, these are shown in separate tabs. A total for each room is provided, plus a grand total for all rooms is shown below the tab area.
4 - The "Payment Details" section is used to specify the type of Payment to be used.
For Package and Standalone Pre Paid hotels, the credit card entered will be used to pay the hotel bill in full immediately.
For Hotel Collect Pay On Departure REFUNDABLE rates, the credit card entered will be used as a guarantee.
For Hotel Collect Pay On Departure NON REFUNDABLE rates, the credit card entered will be charged by the hotel within 72 hours of booking.
Agencies can choose to store a list of commonly used credit cards and provide a 'friendly name' for the consultants to choose from - if this is the case, the names will be listed in the Stored CC drop down. Alternatively the users will just see an option for "Other...." in which case they can enter the rest of the required information, namely

  • Credit Card Type
  • Full Credit Card Number
  • Expiry Month
  • Expiry Year
  • First Name as it appears on the Credit Card
  • Surname as it appears on the Credit Card

In some cases, your agency may have chosen to use a special Credit Card issued by EAN for all bookings. If this is the case, the only option in the "Stored CC" drop down list will be "EAN Affiliate Collect Card". Please note, this card can not be used for Hotel Collect bookings so an actual credit card must be entered to complete these booking types. The credit entered must have a validity date after the checkout date for the booking being created.

In all cases, users need to provide a contact phone number for the traveller, and can choose to provide a work contact number as well.
The email address entered is used to send a confirmation email for the booking, if this option is turned on in your EAN configuration.
Finally a optional company name can be entered to be stored against the booking.

5 - The user has the option to include "Special Request" Information for the hotel. This information is added in to the PNR as an Itinerary Remark and is also displayed on the Booking Confirmation screen. Please note SPECIAL REQ NOT GUARANTEED AND AT HOTELS DISCRETION.
6 - The cancellation details from the specific room selected are re-displayed alongside any specific EAN terms and conditions for the rate or hotel provided
7 - Before the booking can continue, users must indicate that their customer agrees to the cancellation and terms and conditions
8 - Most agencies require bookings to be handed off to a back office or invoicing system. As there is no standard format for the remarks that need to be entered into a PNR for each of these back office system, agents are given up to 5 lines where these lines can be created. They are included on this page as this is where most of the costs, payment, conditions and hotel summary info is displayed at once.
9 - Once all required information has been entered, clicking the [Submit] button to send the booking request to EAN for processing.

NB: Validation is performed on each of the input fields to ensure correct data has been entered, if any field has failed validation an error prompt is shown to the user telling them which fields need to be addressed before the booking can be created.

Important - Hotel Collect, Non Refundable Rate

IMPORTANT - For Hotel Collect (Pay on Departure) Non Refundable rates, as per the text shown in red, the card entered on the Create Booking screen will be charged by the hotel within 72 hours of booking creation

Changes to Rate or Room Availability

When submitting the booking details, the system now performs a check directly with the hotel for any changes to rate or room availability. If a rate change is found, the user is informed and is given the choice to continue to create the booking using the new rate.

Booking Confirmation

Once the booking has been created, the system displays the EAN Itinerary Number on screen for reference.
An Itinerary confirmation is also provided which can be emailed or copied.

The output of this Itinerary confirmation can be customised - please speak to one of our team for further information on this.

1 - The EAN Itinerary Number is clearly displayed, along with the booking status.
2 - The Itinerary Confirmation details - further customisation of this output is available.
Full details about the hotel, check in / check out and any taxes / fees information is displayed.
3 - Enter an email, or multiple email address details (using a ; or , to separate) then click Send. Alternatively you can choose to Copy and then add multiple bookings in to another document or email. Clicking the [Copy] button places the output on the Windows Clipboard ready to be pasted into other documentation.

This confirmation can be redisplayed at a later date if necessary - see section on Amending EAN booking.

IMPORTANT - you must End and Retrieve your booking to save the Expedia segments and associated remarks

Galileo Segment example

For agencies using the Galileo / Apollo GDS from Travelport, a passive segment is created along with several associated remarks.

Segment : (shown on the left above)

On the left of the above screen shot, the segment details are displayed and are broken down as per the following

0HTLKLAK1LONIN22AUG-OUT24AUG/W-WARREN HOTEL*PARK LANE*MAYFAIR*GB*P-SW15 4PG/RT-GBP140/ CF-123123

which is represented by

0HTL{0}AK{1}{2}IN{3:ddMMM}-OUT{4:ddMMM}/W-{5}*{6}*{7}*{8}*P-{9}/RT-{10}{11}/ CF-{12}

where

0 - Vendor Code if known, else YY or ZZ is used
1 - Number of rooms booked
2 - Nearest Airport code as provided by EAN
3 - Check In Date
4 - Check Out Date
5 - Hotel Name
6 - Address Line 1
7 - City
8 - Country
9 - Postcode
10 - Currency
11 - Avg Nightly Rate (including any taxes or surcharges)
12 - Confirmation Number

Associated Remarks : (shown on the right)

There are several associated remarks added against the segment to provide additional information, these are entered as RI.Sx where x is the segment number and take the following format

CHECK IN : {0} / CHECK OUT {1}
ROOM TYPE : {2}
TOTAL : {3}{4}
CANCEL POLICY : {5}
EMAIL : {6}
REF : {7}*{8)

where

0 - Check In Time
1 - Check Out Time
2 - Room Description as provided by EAN
3 - Currency
4 - Total price for stay
5 - Refundable / Non Refundable
6 - Email used on the interface (as Galileo is unable to accept certain characters, a @ is displayed as //, a _ is displayed as * and any - are displayed as a /)
7 - EAN CID used to create this booking
8 - EAN Itinerary Number for the booking

Back Office / Invoice Remarks

The 5 lines from the Create Booking screen are entered into the PNR as DI.FT- fields.

NOTE: You must end and retrieve your booking to secure these segments.

Amadeus Segment example

For agencies using the Amadeus GDS, a ghost segment is created along with several segment related remarks.

Segment :

The segment details are broken down as per the following

HU1AHK1CDG20SEP-21SEP/HN-NOVOTEL PARIS EST,1 AVENUE DE LA REPUBLIQUE,BAGNOLET,FR,93177/RQ-GBP76.40/CF-1234

which is represented by

HU1AHK{0}{1}{2}-{3}/HN-{4},{5},{6},{7},{8}/RQ-{9}{10}/CF-{11}

where

0 - Number of Rooms
1 - Nearest airport code as provided by EAN
2 - Check In Date
3 - Check Out Date
4 - Hotel Name
5 - Address Line 1
6 - City
7 - Country
8 - Postcode
9 - Currency
10 - Avg Nightly Rate (including any taxes or surcharges)
11 - Confirmation Number

Segment Remarks :

Additional RIR remarks are added to the booking and are associated to the new Hotel segment, these take the following format

CHAIN : {0}
CHECK IN : {1} / CHECK OUT : {2}
ROOM TYPE : {3}
TOTAL : {4}{5}
CANCEL POLICY : {6}
EMAIL : {7}
REF : {8}*{9}

where

0 - Vendor code if known
1 - Check In Time
2 - Check Out Time
3 - Room Description as provided by EAN
4 - Currency
5 - Total price for stay
6 - Refundable / Non Refundable
7 - Email used on the interface
8 - EAN CID used to create this booking
9 - EAN Itinerary Number for the booking

Back Office / Invoice Remarks

The 5 lines from the Create Booking screen are entered into the PNR as RM* fields.

NOTE: You must end and retrieve your booking to secure these segments.

Confirmation Emails - Customer Copy example

When a booking is created, the email address entered on the interface (Create Booking screen / payment section) is sent a confirmation email directly from EAN. If required this feature can be disabled by EAN.

Note: most agencies do not send this to the end customer as it has all of the pricing information on it - this can cause problems, especially when dealing with Package rates as the rules are that you are only supposed to provide a full or inclusive price when using Package Rates. No customisation is available for this option.

Confirmation Emails - Agency Copy example

The Agency creating the booking is also sent a confirmation email. The email address used is the one associated to the CID's when they were created. Most users have this email being sent through to their accounts department so they have a record of all bookings created using the Expedia Integrator tool.

Amending EAN Bookings

At this point in time, EAN bookings must be amended by called your agencies dedicated EAN Support Phone Number (as shown on the Expedia Integrator interface). Once the change has been confirmed, the Expedia Integrator can be used to re-syncronise the segment and remarks with any changes. Follow the steps below

Retrieve the GDS booking file holding the EAN segment
Launch the Expedia Integrator application
1 - Click the [Edit Existing] button on the lower right corner of the interface - a list of EAN hotels in the current PNR is displayed
2 - Click the [Re-Sync] button, a confirmation prompt is displayed - click [Yes] to continue or [No] to stop the re sync process

The application will retrieve the latest copy of the EAN hotel booking and update the Segment and Associated Remarks in the booking file.

Cancel EAN Bookings

If a hotel booking needs to be cancelled, the Expedia Integrator interface can be used to perform various actions in one go. Follow the steps below

Retrieve the GDS booking file holding the EAN segment
Launch the Expedia Integrator application
1 - Click the [Edit Exiting] button on the lower right corner of the interface - a list of EAN hotels in the current PNR is displayed
2 - Click the required [Cancel] button, a confirmation prompt is displayed - click [Yes] to continue or [No] to stop the cancellation process

The application will send a cancellation request through to EAN and display a confirmation prompt once complete.

View Confirmation

If you wish to redisplay the Booking Confirmation screen, the Expedia Integrator interface can be used. Follow the steps below:

Retrieve the GDS booking file holding the EAN segment
Launch the Expedia Integrator application
1 - Click the [Edit Exiting] button on the lower right corner of the interface - a list of EAN hotels in the current PNR is displayed
2 - Click the required [View Confirmation] button.

The Itinerary confirmation will display with the EAN Itinerary Number on screen for reference.
This confirmation can be emailed or copied. The output of this Itinerary confirmation can be customised - please speak to one of our team for further information on this.

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