Configure Itinerary with Activities and the IRM's Virtual Store

1. Add a transaction code for the activity on the B2 ledger and assign a two-digit code.  The IRM's Virtual Store (not IRM.Net) calculates the tax from the transaction code, so be sure to add a tax category when taxes are to be included.
   1. In RDPWin, go to the Accounting main menu --> Transactions --> Add.
   2. Select B2-In House Guest Ledger from the Ledger drop down.
   3. Enter the 2-digit code for the activity transaction in the Code field. Note: the transaction cannot start with the letters 'D' or 'S.'
   4. Enter the transaction description in the Description field.
   5. In the Bucket field, select the correct Charge from the drop down. The bucket controls whether or not the owners or travel agents receive revenue for the transaction. If it is set to 0-Room Charge, the owner and agent will receive revenue. If it is set to 1-Other Charge 1 or 2-Other Charge 2, the revenue disbursement will be based on the settings in the C7-Rate Codes Table. Click C7 Table for more information.
   6. Select the tax from the Tax Category field. The IRM's Virtual Store (not IRM.Net) calculates the tax from the transaction code, so be sure to add a tax category when taxes are to be included.
   7. Select the correct G/L Account. If the G/L does exist, click the Add G/L Account button.
   8. Save & Close.

   

2. Create the activity component. 
   
   1. In RDPWin, go to the System main menu --> Rates submenu --> Components --> Add.
   2. Enter the 4-character component code in the Component ID field. This code can be alpha numeric but must contain 4 characters.
   3. Enter the description of the component in the Description field.
   4. Click Save.
      
   5. Select the room or type from the Room drop down. Choose 'ALL' if the component pricing is the same regardless of the room/type.
   6. Select the season table for the component in the Season Table drop down.
   7. Enter a G/L Account, Tax Category, Bucket, Daily or Once. Note: Activity Components ignore these fields. The tax, G/L, and bucket will be picked up from the transaction code.
   8. Multiply Times the Number in the People Classification section by checking the appropriate people box. This features is used to charge each person selected on the reservation.
   9. Enter the seasonal amounts in the applicable seasons fields. Click the View button next to the Season Table field to view seasonal letters used. If the prices do not change based on season, click the Change All Rate button and enter the amount.
   10. Click Add & Close.
       
3. Add the vendor type to Table VT using RDPWin Table Maintenance.
   1. In RDPWin, go to the System main menu --> Table Maintenance.
   2. Select table VT - Vendor Type.
   3. Click the Add Vendor button.
   4. Enter a 6-character record in the Vendor field.
   5. Enter the description of the vendor type in the Description field.
   6. Select Y or N to Show on IRM. This will allow guests to add this activity from the Virtual Store at the time of the reservation booking. Note: a blank record in this field = N.
   7. Save & Close.
      
4. Set up Activity Filters. Activity filters can be used to narrow down the activity selection. Examples of activity filters can include, location, price point, cuisine type (for restaurants), age group, etc.
   1. In RDPWin, go to the Reservations main menu --> Configuration --> Activities Tab.
   2. Click the Activities Filter link.
   3. Enter the description of the filter in the Filter Title field.
   4. Click the Add button.
   5. Enter the 3-character or less Value, followed by the full description.
   6. Once all values have been completed for this filter, click Save.
   7. If more filter types are desired, click the next filter tab and repeat steps c-f.
   8. Click Save.
      
5.  Add the Batch Code.
   1. In RDPWin, go to the Reservations main menu --> Configuration --> Activities Tab.
   2. Click the Batch Activities link.
   3. Click the Add Batch Code button.
   4. Enter a 2-character batch code. The batch code links the activities to the vendor. It also serves as a header, so only the 2-character code and the description are needed.  When all the information is completed, the system prompts when adding the batch item to auto-fill from the information just entered.
   5. Save & Close.
      
6. Add the Batch Item.
   1. Select the batch code created in Step 5 above from the Batch Code drop-down.
   2. Enter a four-digit Item# and description. It is recommended to start with code 0001. This will allow for 9999 batch items.
   3. Select the component number created in Step 2 above from the Component Number drop-down.
   4. Select the transaction code created in Step 1.
   5. Select the People Category from the drop down. This field multiplies the activity rate by the number of people in the reservation's people category for the specific people categories selected for the activity.
   6. Check Show on IRM to allow the activity to display in IRM's Virtual Store.
   7. The Show for People makes the item available to only certain people classifications.  Check the appropriate people category if the activity should be available for that classification.
   8. Set any applicable filters.
   9. Save & Close.
      

7. Add the activity vendor master.
   
   1. In RDPWin, go to the Masters main menu --> Activity Vendors --> Add.
   2. Enter a vendor number (up to eight characters).
   3. Complete the contact information.
   4. Check Print on Itinerary.
   5. Check Show on IRM to make the vendor visible on the IRM.
   6. Check Show on Add Activity to make the vendor visible in the list when adding activities for front desk users.
   7. Select the vendor type created in Step 3 using the Vendor Type drop down.
   8. Select the transaction code created in Step 1 using the Tx Code drop down.
   9. Select the batch code created in Step 5 using the Batch Code drop down.
   10. Select from the Batch Ticket Form drop down (a crystal report that can be created to print as a ticket).
   11. Select from the Ticket Quantity Code drop down (defines how many of the tickets are created).
   12. Click Save & Close.
       
8. Confirm that "Show on IRM" is checked to display the activity in the virtual store:
   • Vendor Type (VT table)
   • Vendor master
   • Batch item (VP table)

The Virtual Store

Screen #1

• The Category row pulls from the VT table description and displays the vendor type information
• The Description row pulls from C:\inetpub\wwwroot\IRM\UserHTML\subrecord.HTM  with the "subrecord" name from the VT table for each type of vendor.
• The Picture row pulls from C:\inetpub\wwwroot\IRM\images\subrecord.jpg with the "subrecord" name also from the VT table for each type of vendor.

Screen #2 (After selecting vendor type)

• The Category row pulls from the VT table description (same as the first screen).
•  The Vendor row pulls from the Vendor Master name for each vendor.
•  The Description row pulls from C:\inetpub\wwwroot\IRM\UserHTML\vendor#.HTM with the “vendor number” being the Vendor Number from the Vendor Master for each vendor.
•  The Picture row pulls from C:\inetpub\wwwroot\IRM\images\vendor#.jpg with the “vendor #” being the Vendor Number from the Vendor Master for each vendor.

Screen #3 (After selecting vendor)

• The Vendor row pulls from the Vendor Master name for each vendor.
•  The Activity row pulls from the VP sub record description for each batch activity.
•  The Description row pulls from C:\inetpub\wwwroot\IRM\UserHTML\subrecord.HTM with the “sub record” name from the VP table sub record for each batch activity.
•  The Picture row pulls from C:\inetpub\wwwroot\IRM\images\subrecord.jpg with the “sub record” name from the VP table sub record for each batch activity.
•  The Price and Tax rows calculate from the Component that was set up in RDP Win: under System| Rates| Components that is tied in with the VP batch activity sub record.

Things to Confirm

1. Confirm the virtual store is turned on through the IRM monitor. Typically the “skip virtual store” option is checked in the Virtual Store section of the monitor.
2. Confirm that "Show on IRM" is checked for the appropriate vendor types in the VT table or the virtual store displays nothing.
3. Confirm that "Show on IRM" is checked for the appropriate vendor masters.
4. Confirm that "Show on IRM" is checked in the Batch Item detail in the VP table from Step 6.

 

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03/11/2011