Last Updated on March 18, 2014

Extranet Manual

2

Index

1. Getting Started Slide 3

2. Room Category Management Slide 9

3. Accommodation Plan Management Slide 26

4. Property Information Registration Slide 47

5. Finance Controls Slide 59

3

Getting Started 1

TIP:

System maintenance and other important notifications will

be displayed in this area.

Step 1:

Enter User ID

and Password

Step 2:

Click “Log In”

Reminder: You must reissue

your password

each month.

Click here if you

forgot your

password.

4

Forgotten Password 1

Enter User ID

and E-mail for

password

retrieval

5

When you log into the Extranet for the first time, please go to ‘Property Information’ and set an e-mail

address to be used for password recovery. This information will be required to reset a lost password.

Forgotten Password 1

6

Main Menu Display 1 To change ‘For Sale’

status

Main Menu Tabs To change language

To log out

7

STEP 1:

BEFORE editing any

information, please set to

“All Close”

STEP 2:

After all edits are made, please click here

to resume selling your property

CLOSE=STOP SELL

OPEN=FOR SALE

Important: Changing “For Sale” Status 1

8

Room Category

Management

Extranet Basics

9

How to Create a New Room Category 2

On the Room Control tab

click “Create New Room

Category”

TIP:Note: Room Types are not sold to users but are linked to Accommodation Plans

Room Types can be linked to both “PACKAGE” and “HOTEL ONLY’ Accommodation Plans

10

Setting Basic Information 2

STEP 1:

Set Room ID

Code

STEP 2:

Add

description of

room types in

English

Filling in the

English fields

is mandatory

11

Setting Basic Information 2 STEP 3:

Set Bed Type

for PACKAGE

plans

STEP 4:

Set minimum

and maximum

PAX + child

settings for

HOTEL ONLY

STEP 5:

Set PAX, Extra

Bed Charges,

and child

settings for

PACKAGE

STEP 6:

Click

“Save” Next: Extend Allotment

12

Setting Initial Allotment 2 Step 1: Pull down to select the Room Type to set

allotment

Step 2: Press “Show”

Step 3:

Choose until which month and year the Room Type will

be sold

Step 4:

Set number of rooms that can

be sold

After editing, press “Save”

13

2 Edit Allotment and Set Black Outs

In order to change the allotment and availability of existing, on sale room categories.

“Allocation & Black Out” -> Edit for one Room Category

“Allocation & Black Out (All Room Categories)”-> Edit for all Room Categories

14

2 Editing One Room Category

STEP 1:

Choose the Room Category to edit

STEP 2:

Click “Enter Allocation & Black Out”

15

2 Editing One Room Category

STEP 1: Choose whether to edit on a “Daily” basis or a bulk

STEP 2: If daily, check the dates you want to change, edit the inventory

level or set the Black Out to “Apply”/”Not Apply”

STEP 3: Press “Update” to save changes

For bulk changes click, “Weekly-Bulk Amendment” and see next slide

16

2 Editing One Room Category (Bulk)

STEP 1:

Choose date range

for edits

STEP 2:

Choose days within

range to edit

STEP 3:

Change allocation

and/or Black Out

Status STEP 4:

Click “Update” to save changes

17

2 Editing All Room Categories

STEP 1:

Confirm room you

want to edit

STEP 2:

Make allocation and/or

Black Out status changes

STEP 3:

Press “Update” to

save changes

Note:

White/blue/pink box =

“For Sale”

Grey box = “Stop Sell”

18

2 Edit Allotment and Set Black Outs

In order to extend the allotment of an existing Room Category please go to “Extend Allotment”

19

2 Extend Allotment of Room Categories

STEP 1:

Pull down the menu to select the room category to extend and click “Show”

STEP 2:

Select sell through date, number of rooms for sale, and click “Save”

20

2 Base Rates for Room Categories

Room Categories are not sold independently but are linked to Accommodation Plans.

By setting the “Base Rates” for Room Categories, you can use the Auto Calculation function to

control the rates of the Accommodation Plans.

21

2 Base Rates for Room Categories (Daily)

STEP 1:

Pull down the menu to select the Room Category you want to set rates for

STEP 2:

Choose the dates and Pax you want to update and press “Save” to make changes

To edit a range of dates please press “Weekly-Bulk Amendment”

Note: You must press “Save” to record the changes

22

2 Base Rates for Room Categories (Bulk)

STEP 1:

Confirm room

you want to

edit

STEP 2:

Set date range

and dates in

that range you

want to edit

(ex: Fri/Sat

only)

STEP 3:

Set to “Amend”

and input rates

STEP 4: Press

“Save”

23

2 Room Category Quick Review

To quickly review and edit the allocation and rate information for Room Categories, go to “MENU

(Plan/Room List)”

24

2 Room Category Quick Review

STEP 1: Click the Room Category tab

STEP 2: Pull down the Category menu to select a registered Room Category and press “Search”

STEP 3: From here you can change “For Sale/Stop Sell” status and go to edit Base Rates and Allotment

25

Accommodation Plan

Management

Extranet Basics

26

3 Creating Accommodation Plans

There are two types of Accommodation Plans:

HOTEL ONLY – means the guest is only paying for their stay at the hotel

PACKAGE – means the guest is buying both their hotel and airfare in the same package

27

3 HOTEL ONLY Accommodation Plans

STEP 1:

Set the dates the plan is

available to book

STEP 2:

Set the dates the guest can

stay

STEP 3:

Set cut off date for check-in

STEP 4:

Set minimum or maximum

Length of Stay

STEP 5:

To set the Accommodation

Plan rate based on the

Room Category “Base

Rate”, use this function

STEP 6:

Talk to your ITC about

adding additional Super

Points

28

3 HOTEL ONLY Accommodation Plans

STEP 7:

Choose which websites to

sell through

STEP 8:

Talk to your ITC about

creating a “Secret Plan”

STEP 9:

Select the payment

conditions for the plan

STEP 10:

Check and apply the

desired Cancellation Policy

Save and choose contents

input method

Freeword = ITC translates plan for you

Multilingual set phrases = description database

29

3 Freeword Accommodation Plan Description

STEP 1:

Enter the Plan Title and

Plan Description in English

Filling in the English fields is

mandatory

STEP 2:

Press “Save” and move to

“Link Room Types to Plan”

30

3 Set Phrase Accommodation Plan Description

STEP 1:

Choose the Plan

Title and

Catchphrase

STEP 2:

Choose plan details

STEP 3:

Press “Save” and

move to “Link Room

Types to Plan”

31

3 Link Room to Accommodation Plan

Step 1:

Use pull down menu to select the Accommodation Plan and the Room Category to link and press “Show”

Step 2:

Set the meal and children conditions for the combination of room and plan then press “Save” and move to

“Accommodation Plan Rate”

32

3 Accommodation Plan Rates (Daily)

STEP 1:

Confirm room type and plan

combination or change from

drop down menu

STEP 2:

Update Rakuten Rate per

PAX for the dates to change

Note: Rakuten Rate is the

rate displayed on the

website that the customer

will pay to reserve the room

STEP 3:

Press “Update” to save

changes and move to

“Accommodation Plan

Availability Control”

To update a range of dates please press “Weekly-Bulk Amendments”

33

3 Accommodation Plan Rates (Bulk)

STEP 1:

Confirm room type and plan

combination or change from

drop down menu

STEP 2:

Choose date range to edit

and which days within that

range to change (i.e. only

Friday/Saturday)

STEP 3:

Rakuten Rate: displayed on

the site as the rate the

customer will book

STEP 4:

Edit meals setting

STEP 5:

Press “update” to save and

move to availability controls

34

3 Accommodation Plan Availability

STEP 1:

Use drop down menu to pick Accommodation Plan and Room Category combination and press “Show”

STEP 2:

Decide whether to control availability by Daily Amendment or by Weekly Bulk Amendment

35

3 Accommodation Plan Availability (Daily)

STEP 1:

Confirm combination of

Accommodation Plan and

Room Category or change

by “Show”

STEP 2:

“Allocate Plan Inventory” –

sets limit to the amount of

bookings this plan can get

“Stop Sell” – stop the plan

from being the sold for that

day

“Closed to Arrivals” – allow

no check-ins on this day

“Closed to Departures” –

allows no check-outs on

this day

STEP 3:

Press “Update” to save

changes

36

3 Accommodation Plan Availability (Bulk)

STEP 1:

Confirm combination of

Accommodation Plan and

Room Category or change

by “Show”

STEP 2:

Set date range and dates in

that range you want to edit

(ex: Fri/Sat only)

STEP 3:

“Allocate Plan Inventory” – sets a

limit to the amount of bookings

this plan can get out of the total

number of rooms

“Stop Sell” – stop the plan from

being the sold on a particular day

“Closed to Arrivals” – allow no

check-ins on this day

“Closed to Departures” – allows

no check-outs on this day

STEP 4:

Press “Update” to save changes

37

3 PACKAGE Accommodation Plans

For creating a PACKAGE (AIR + Hotel) Accommodation Plan, choose either:

Freeword Description – enter plan details in English

Multilingual Set Phrase – use a database of phrases that can be automatically translated

38

3 PACKAGE Plan (Freeword + Multilingual)

STEP 1:

Choose Room Category to

be sold with airfare

STEP 2:

Set the dates the guest can

book

STEP 3:

Set the dates the guest can

stay

STEP 4:

Set minimum or maximum

Length of Stay and limit to

number of Package plans to

be sold

STEP 6:

To set the Accommodation

Plan rate based on the

Room Category “Base

Rate”, use this function

STEP 5:

Set days before check-in to

stop sale

STEP 7:

Press “Enter Rate” to save and move on

39

3 PACKAGE Plan (Freeword)

STEP 1:

Enter the Plan Title and

Plan Description in English

Filling in the English fields

are mandatory

STEP 2:

Press “Enter Rate” to save

and move forward

40

3 PACKAGE Plan (Multilingual Set Phrase)

STEP 1:

Choose the Plan

Title and

Catchphrase

STEP 2:

Choose plan details

STEP 3:

Press “Enter Rate”

and move to rate

information

41

3 PACKAGE Plan (Freeword + Set Phrase)

STEP 1:

Set Meal Conditions

and Child Policy for

room

STEP 2:

Press “Start for Sale”

to enter rates

42

3 PACKAGE Plan (Freeword + Set Phrase)

STEP 1:

Choose Daily

Amendments or

Weekly-Bulk

Amendments

STEP 2:

If Daily, set the

NET rate for each

day and the meal

settings

STEP 3:

Press “Start For

Sale”

Note: The NET rates for Package Plans are never shown to the user and are paired with airfare sold by Rakuten Travel

43

3 PACKAGE Plan (Freeword + Set Phrase)

STEP 1:

Set date range

and dates in that

range you want to

edit (ex: Fri/Sat

only)

STEP 2:

Set NET rate and

meal availability

STEP 3:

Click “Update”

and start sale

44

3 Accommodation Plan Quick Review

To quickly review and edit the allocation and rate information for Accommodation Plans, go to “MENU

(Plan/Room List)”

45

3 Accommodation Plan Quick Review

STEP 1:

Search for a registered Accommodation Plan by using the functions below or viewing all from “Plan List” and pressing search

Linked Room

Types

For Sale/Stop

Sell Change

Link additional

Room Types

Change Rates,

Allocation,

Child Policy

46

Hotel Information

Registration

Extranet Basics

47

4 Hotel Information

The functions on the Hotel Information tab are used to set general information about the property and manage

some of the unique property functions of Rakuten Travel.

48

4 Cancellation Policy

In order to set a Cancellation Policy please go to the “Cancellation Policy (For Japanese Website)”

49

4 Cancellation Policy TOP

50

4 Cancellation Policy (Basic Policy)

This section is for any additional notes. If

you use it, please enter the information in

English.

Use these controls to set the standard

Cancellation Policy for all bookings made at

the property.

Note: Each Accommodation Plan can have

its own specific cancellation policy

These general cancellation policies will be

automatically translated into Japanese

Press “Update” to save the changes

51

4 Cancellation Policy (Card payment / Plan basis)

In order to set Cancellation Policy for online card payment or plan basis policy, please go to the “Add New

Cancellation Policy”.

52

4 Changing Passwords

Your account has two passwords, one for the Extranet and one to access customer credit card information.

Note: Extranet passwords expire after 1 month

Customer credit card passwords expire after 14 days

53

4 Changing Password

Changing Passwords 【Extranet】 Changing Passwords 【Customer Credit Card】

【NOTE】：Extranet

Extranet passwords expire after 1 month.

Please change your password before it expires.

【NOTE】：Credit Card

Extranet passwords expire after 14 days.

Please log in from this screen to change your password.

【Tip】

Create 3 passwords and rotate them every 14 days. Do not forget them!

If you forget your password, please contact your ITC

54

4 Facility and Amenities Description

In order to set a description of the facilities and amenities at your property, use the ‘Facility & Amenity’ option

from the ‘Hotel Information’ tab

55

4 Facility and Amenities Description

Fill in descriptions in English and press ‘update’ at the bottom of the page to save

56

4 Hotel Information

Use the ‘Property Information’ function to review the initial information provided at registration

Note: If you need to change this information, please contact your ITC

57

4 Review Booking Data

To review a historic record of your bookings on a monthly or daily basis, please select either of these options

Note: This does not confirm outstanding reservations, please follow the instructions from Slide

58

Finance Controls

59

5 Finance Tab / Sales Reports

From the Finance tab you can monitor sales reports and update your bank account information

Step 1: Choose HOTELONLY or PACKAGE

REPORT

Step 2: Run report for future or past month

NOTES:

If you have any changes in booking rates, cancellation or

no-show, please change the record from "Booking

Controls" on Room Cotrol tab by 15th of this month(JST).

See next page.

60

5 Adjusting Commission Report

A: If the Rate is incorrect:

Enter the correct rate and

click “Update”

B: If there is a cancellation:

Click “Cancel”

C: If there is a no-show

Click “No-Show”

A B C

61

3 Enter Bank

Account

Information

4 Enter

Accounting

Manager

Information

5 Click

HERE

1 Click

HERE

2 Click

HERE

CAPITAL letters only, no small letters

1234567890 are okay to use

( ) + , - . / : ? are okay to use

Set up your bank account if you are selling Dynamic

Package (Air + Hotel) or Online card payment products.

Rakuten will collect payment from the guest and

forward payment to this account.

Setting Bank Account Information 5

62

Thank you for using

Rakuten Travel!

For questions, please contact your ITC