Departure dates and availability are created in the NX Product application. Full details on creating / modifying Allocations and availability dates are in the NX Product Manual, Adding a New Allocation.

Creating Tour Availability

1. Search for and retrieve the product created in Step 2 - Create Product Package Price .
2. On the Product Setup screen, select menu Product Setup > Supplier > Allocations.

   1. Click the Product Setup menu to expand it:

      

   2. Click the Supplier menu option to expand it:

      

   3. Click Allocations to go to the Allocation screen:

      

3. Click Insert Allocation.

   

4. On the Insert Allocation screen (Setup tab), do the following:

   • Set the From and To dates
   • Enter a Name and Description for this allocation
   • Make sure the Allocation Type selected is Product Specific
   • Scroll through the Services available until you find a match for services to include in this allocation - click the right-hand arrowhead to move the product under Services Included.

   NOTE: The Allocation must be specific to the Product.

   

5. Click Save to keep the changes.

   

6. Click Exit to discard any changes.

   

7. If you click Save, the Add Unit Type screen displays automatically. Since the example is a Coach Tour, select ST - Seat in the drop-down Unit Type field. Also do the following:

   • Choose the departure days of the week for which this allocation applies (under Apply To)
   • Check all the Sub Allocations that will apply and set Max and Release values. In this example, the only sub allocation that applies is GENERAL - General Allocation.

   In the screen shot below, the Availability and Dates are being set up for the 6 Day Mountains, Forest & Lakes Tour for the period 08 April 2025 - 30 September 2025. The Tour departs every Wednesday, so the only ‘Apply To’ checkbox selected is Wednesday.

   NOTE: Individual dates can be deleted and/or quantities and/or release dates edited once the allocation is saved to allow for some dates which may not have departures or limited availability etc.

   If there are Seats available for specific Sub Allocations (Splits) then they can be included by selecting the required Sub Allocation(s) on the next line. Select a Unit Type which is Seat (not Room) based. Enter the Maximum seat and Release period values and whether the Tour will be available on request.

   

8. Click Save when done.

9. On the Allocation Detail screen, check that all departure days, quantities and allocation splits for the date range specified are accurate and complete.

   

10. Click Save to keep the changes.

    

11. Click Exit to discard any changes.

    

12. Allocations will also be set up in the same configuration and quantities as above for:

• 12 Day Best of N.Z.
• 4 Day Sails & Sulphur
• 2 Day ZQN - CHC
• 8 Day Super South

Within an Allocation, you can:

1. View and Edit Allocations and identify which bookings are using them on a day-by-day basis (see View or Edit Existing Allocations).
2. Remove or attach products that can use the allocation (see Remove or Attach Subscribing Products).
3. Extend or add additional date(s) (see Extending or Adding to Allocations).
4. If the supplier advises close outs or unavailability, or changes to release periods, this function can be used to change the values (see Change Allocation Quantities / Release Period).
5. Move allocations and sub allocations (see Move Allocations Between Allocations and Sub-Allocations).
6. Remove one or more allocations (see Delete Allocations).

All allocation functions are accessed from the list of allocations currently available from a supplier/product combination, so the first task is to retrieve a list of existing allocations.

NOTE: More information about allocations and maintenance of allocations is covered in the Product User Manual - Allocations.

Retrieve an Allocation

1. Make sure at least one allocation exists for the supplier/product combination (see Add a New Allocation).
2. From the list of allocations, click the one you want to work with to open it.
   

   NOTE: The most recently worked on allocation is highlighted allowing easy identification when maintaining allocations.

   

   

View or Edit Existing Allocations

1. Retrieve an Allocation
2. Enter the affected date range in the Date From/Date To fields and click Filter.

   

   The records for the filtered dates will display or the default filter dates are set at from today's date to the same date next month.

3. Click on the Allocation to View.
4. The Allocation Detail screen with the Days Tab will open, view or edit the Max, Release and RQ columns, per Split Code, per day as in Add a New Allocation.

NOTE: If specific non-consecutive days need to have the values altered, this is the most practical way of doing it.

5. Check the completed screen.
6. Click Exit to discard any changes.

   

7. If changes were made to the allocation.

   1. Click Save to keep the changes.

      

   2. Click Discard to discard all changes.

      

In addition, two buttons at the top of the screen allow a range of days to be Deleted or Altered.

NOTE: Individual dates can be deleted by clicking the X alongside each date within the days tab. Deletion confirmation is required.

Delete a Range of Dates

1. Retrieve an Allocation
2. Enter the affected date range in the Date From/Date To fields and click Filter.

   

   The records for the filtered dates will display.

3. To delete the allocation for a particular day, click the blue X to the left of the Date column. Click as many lines as needed to delete a range of days.

   

4. Alternatively, click Delete Days to specify a Date From and Date To range of days.

   

5. On the Delete Days screen, specify dates in the Date From and Date To fields, and make any other relevant selections in the Apply To and Sub-Allocation checkbox fields.

   

   

   The only fields that can be altered in this screen are the From/To Dates, Day of Week checkboxes and the Sub-Allocation checkboxes to select/de-select the days/Sub Allocations to be deleted.

   Two types of deletion can be done:

   1. Days can be deleted for all, or specific, days of the week; for all, or specific, sub allocations, within the filtered date range.
   2. The entire allocation can be deleted by checking the Delete Entire Allocation checkbox.
   The Delete Entire Allocation checkbox ignores the dates selected and deletes the entire allocation. Allocations which have been used inside the deletion period dates are retained.

6. Click Save to keep the changes.

   

7. Click Exit to discard any changes.

   

Alter a Range of Days

1. Retrieve an Allocation
2. To Alter the range of days, click Alter Days.

   

3. On the Alter Days screen, specify dates in the Date From and Date To fields, and make any other relevant selections in the Apply To and Sub-Allocation checkbox fields.

   

   

   The fields that can be altered in this screen are:

   • The From/To Dates
   • Day of Week checkboxes
   • The Sub-Allocation checkboxes (used to select/de-select the days/Sub Allocations to be deleted)
   • Max, Release and RQ fields
4. Click Save to keep the changes.

   

5. Click Exit to discard any changes.

   

NOTE: Ensure the date that Bookings are to be viewed for is in the filtered range.

1. Scroll to the required dates and click the search icon alongside the Allocation Date.

   

2. The Allocation Usage screen will display

The Booking Name, Reference, Day and Sequence of the service, together with the In Date and Quantity of units used are displayed.

NOTE: All data in this screen is view only and can not be edited. However, the booking reference can be copied and then pasted into a bookings application to retrieve the physical booking.

There may be instances where you need to remove an attached product, perhaps a particular room type is no longer available. Follow the procedure below to remove an attached product.

Remove or Attach Subscribing Products

1. To remove or add Products that are able to use the allocation, select the Allocation from the suppliers allocation list. See Retrieve an Allocation
2. The Allocation will open with the Days tab displaying.
3. Click the Setup tab.
4. The Allocation Description, Allocation Type and Services Includedor excluded can all be edited in this screen.
If the Allocation Type is set to Product Specific and the type is changed to Supplier General, all products in the Services Included column will be removed.
5. To remove a product that is in the Services Included column, highlight it by clicking it and then click the left arrow .

NOTE: If a service is removed and no longer able to be used for the allocation, any existing allocations applying to that service will not be affected.

6. Click Save to keep the changes.

   

7. Click Exit to discard any changes.

   

An Allocation can have it's dates extended. To do this, the ‘Alter Days’ function can be used.

NOTE: If allocations are offered on an annual basis, do not create a new allocation per year – simply extend the existing allocation.

Extend or Add to Allocations

1. Select the allocation to be extended and enter the dates it is to be extended From/To in the Date From/Date To fields and click the Filter button.

   

2. Click the Alter Days button.

   

The procedure for extending the allocation from this point on is exactly the same as setting up a new allocation. The Allocation Splits used in the original allocation default into the Alter Days screen.

Follow the steps shown in Add a New Allocation.

NOTE: If the extended allocation does not appear in the scroll, check the Date From/Date To fields in the Allocation Header or Alter Dates screen to ensure that the newly extended dates are in the date range displayed.

There are two methods of making changes to quantities:

1. Edit the cells individually.
2. Use the ‘Alter Days’ button.

Which method is used will depend on the scope of the changes required. If relatively minor changes are required – e.g., an occasional night closed out, then method 1 would probably be easier. If wholesale changes are required, then method 2 would be appropriate.

Example 1 – Edit Individual Cells

For the purposes of this example, the hotel has advised the allocation is closed out between 01 October and 20 October24 December and 31 December, and rooms will be available on request for some nights within that period.

There are two choices of method to achieve this:

1. Set the values in the cells to 0
2. Delete the lines for 25 Dec–31 Dec01 October and 20 October

Method a. has been used and the allocation has been changed.

1. Edit the 'Max' fields so that all sub allocations will be 0.
2. The Release Days are set to 0 and the RQ checkboxes have been unchecked.





3. Click Save to keep the changes.

   

4. Click Discard to discard all changes.

   

NOTE: The cells in the ‘Total’ column cannot be edited – only the sub-allocation cells are editable, and within those columns, only the ‘Max’ and ‘Release’ and 'RQ' cells can be edited. The Total column values do not update until the changes have been saved.

Delete Allocation by Individual Date

For method b. above, an individual allocation date can be deleted completely by clicking on the button next to the date to be deleted.

NOTE: Dates can only be individually deleted - multiples can not be marked and then deleted. All sub allocations - GENERAL, T1, T2 etc are deleted for each date.

Again, there are 2 methods to do this.

NOTE: If only one allocation is set up on the system for a supplier with different Allocation Splits and a few individual days need to be moved around between sub allocations, then it is easier to reduce the amount on the sub-allocation and then increase the one being moved to. This is done by changing the Max column values in the split being taken from / given to. This is the same procedure as covered in Change Allocation Quantities / Release Period, Example 1 – Edit Individual Cells.

1. To move more than one date at a time between Sub Allocations within the same allocation, use the ‘Move Allocation’ button.
2. To move numbers from one Allocation to another Allocation, click Move Allocation.

   

NOTE: The same screen is used for both methods

The exact number to be moved needs to be known – from which Allocation Split, to which Allocation Split. In the example, for the period 04/08 April, there are 6 rooms loaded against GENERAL Split (of which 4 have been used). The rooms being held against the T1, T2 & T3 splits, are going to be retained, because those rooms are likely to be used. 3 rooms are going to be moved from Small Grps QP allocation the FIT Allocation GENERAL split.

 

NOTE: The system will not move rooms that it does not have. If one of the days in the date range specified if fully booked, no availability, then none will be transferred. Likewise selecting the ‘All’ checkbox will move all the available rooms for the dates selected.

In the 'Move To' section, click in the row of the Allocation Name in the Move From section (Small Grps QP row) that the allocation is to be taken from and select the Allocation Name that the rooms are to be moved to (FIT Allocation). Click in the Sub-Allocation and Unit Type fields to reveal the drop downs and select Sub-Allocation name and Unit type to move to. Enter the quantity to be moved (or if it is All available to be moved, click the 'All' checkbox)

3. Click Save to keep the changes.

   

4. Click Exit to discard any changes.

   

There are several methods to do this, depending on the deletion that is required:

1. Delete one Date only.
2. Delete a range of dates and/or Splits (Sub Allocations)
3. Delete the Allocation completely.
4. Archiving the Allocation

Example 1 – Delete Individual Date

To delete one date only, click on the on the left of the ‘Date’ column. Using this method will delete all Split Code (Sub Allocations) for the date selected.

Confirmation of deletion is required.

Example 2 – Delete Range of Dates and Sub Allocations

For the purposes of the example, the T2 and T3 Splits are to be deleted for the period 28 September - 28 October15 – 31 October for Mondays and Fridays only. everyday, to delete specific days unselect the required days of the week.

1. Set the date filters and click the Delete Days button.

   





2. Set the Date From and Date To fields as required.

NOTE: If only specific days are to be deleted, uncheck the days that are not to be deleted.

3. Check the check-box(es) on the rows of the Sub-Allocation(s) to be deleted.
4. Click OK to keep the changes and save or update the entry.

   

5. Click Exit to discard any changes.

   

Example 3 – Delete Complete Allocation

1. Select Delete Entire Allocation check box.

   

2. Click OK to keep the changes and save or update the entry.

   

3. Click Exit to discard any changes.

   

NOTE: Only unused allocations will be deleted. Any dates where allocation has been used will remain. If the Unit Type still displays in the side bar after the deletion has completed, it means that there are used allocations for the unit type remaining. The date criteria may need to be widened to locate them.

NOTE: This deletion process ignores any dates which may be in the Date From / Date To fields.

This functionality allows existing allocations to remain in place, however the allocation will no longer be able to be sold in bookings. This function is the same as marking a product as deleted where any financial transactions will remain in place. The product allocation will not be able to be sold and existing sold allocations will be able to be viewed.

Archiving an Allocation

1. Open the Allocation.
2. Click on the Setup Tab.
3. Select the Flag as Archived check box.