Allotment window

The allotment header contains general allotment information such as the start and end date, release and forecast information.

How to get here?

Choose Allotments option from the Reservations menu.
To create a new allotment, click [New] and the an empty allotment header will appear.
To edit an existing allotment, select the allotment in the upper area of the allotment screen and click [Edit].

Field description

Field	Description	Note
Header
Company	An allotment is always created for a specific company and/or travel agent. Type the first few characters in the company field and press Enter to search for a company.
Travel agent	An allotment is always created for a specific company and/or travel agent. Type the first few characters in the company field and press Enter to search for travel agent.
Begin	Enter the first arrival of the allotment. This is also the first date (night) for which you can allocate rooms to the allotment.	You cannot enter a date before the current business date.
End	Enter the last possible date (night) for which rooms can be allocated to the allotment. This date is the last possible night someone can have a reservation picked from that allotment. In other words, it is the last possible arrival date within that allotment for a one night stay.	You cannot enter a date before the allotment begin date. If the end date is the same as the start date, the allotment will be created for one night. If you create multiple headers for the same allotment code, the start date and the end date must be different, e.g.:
Release days	Use the Release days field to create an allotment with a 'rolling' or 'one day at a time' release of allocated rooms. Enter the number of days before 'arrival' for which the remaining rooms in the allotment must be released. For example: you have an allotment from 1 February to 31 March for 10 rooms with a release of 7 days. During the night audit of 1 March, all unpicked/remaining rooms of 7 March will be released, on 2 March all unpicked rooms of 8 March will be released, etc.	Rooms in allotments, for which no reservations have been made, will generally be released a number of days before arrival. Based on the release settings, PMPRO automatically releases all rooms that are left in the allotment, adding them back to the hotel's availability again. It is not possible to enter a number of release days and a release date. If you enter a release date after you have entered a number of release days, the Release days field will be reset to zero and visa versa. It is not possible to create a reservation within a released allotment anymore.
Release date	Use the Release date field to release all unpicked rooms of all dates in the allotment on the given date. For example: you have an allotment from 12 to 16 June for 25 rooms and reservations can be picked up before June 1. This means you need to release all remaining rooms of the entire allotment on June 1.
Week days	Week days are used to specify for which days of the week the allotment must be created and rooms can be allocated. All days are enabled by default. Remove the check mark for the days for which no allotment must be created. This option can be used for companies who will have an allotment of e.g. 5 rooms from Monday through Friday.	If you create an allotment only for Mondays to Fridays, you cannot allocate rooms for Saturdays and Sundays and you will not be able to create a reservation within the allotment with a Saturday or Sunday in the stay. If you would like to have this flexibility you should create an allotment for every day of the week, and in the room allocation window don't allocate rooms to Saturday and Sunday. This option is only available if you create new allotments. You cannot edit an allotment and change this setting.
C/G Code	Alphanumeric code for the IHG CRS Interface. Usually two letters and one digit. May not be used twice within a week.	Best to use the same code for the C/G code, the code and the description.
Code	The allotment code can be any combination of numeric and alpha numeric characters with a maximum length of 10 characters. The allotment code is used in reservations made within an allotment, to reduce the allotments availability.	It is not possible to change the code once the allotment has been saved. You can use the same code more then once, e.g. to create an allotment for the next season same for the same travel agent. However, a date may only exist once within the same allotment code. Example... Season 2 for allotment XYZ IS allowed if it is created as follows: Season 1: 01-07-2000 to 31-07-2000 and Season 2: 01-08-2000 to 31-08-2000. Season 2 for allotment XYZ is NOT allowed if it is created as follows: Season 1: 01-07-2000 to 01-08-2000 and Season 2: 01-08-2000 to 01-09-2000. In this case 01-08-2000 would not be unique. The 'end' date of an allotment is the last night for which rooms can be allocated to the allotment. It is the last possible night someone can have a reservation picked from that allotment. In other words, it is the last possible arrival date within that allotment for a one night stay.
Description	Long description for the allotments.
Status	Allotment status, Possible statuses ; - PRO = Prospect - TEN = Tentative - DEF = Definite - ALC = Allocation, calculated only by entered reservations	Allotment status, Possible statuses ; - PRO = Prospect: local only, no upload - TEN = Tentative: uploaded to IHG CRS, no reservations possible - DEF = Definite: uploaded to IHG CRS, reservations - ALC = Allocation, reservations possible
Business Awards Event	Field for Business Awards Event
Credit card guarantee	If activated all reservations require a credit card number as guarantee
House sell only	If activated this allotment is uploaded to the CRS IHG interface, but can be sold only locally.
Copy note to reservation	If activated the note field of the allotment will be copied to the note field of the reservations
Disable inventory borrowing	If activated only selected room type can be used. It is not possible to "borrow" from other room types	It is not advisable to activate this option
Housing description	Description of this allotment to be uploaded to the CRS IHG interface
Note	Note field of this allotment

Available allotments tabs

Field	Description
Header
Revenue	Revenue section to select revenue main article, revenue breakdown or rate code and to calculate the revenue.
Room types	Section to select the room types used in the allotments
Rooms	Section to enter the number of rooms per day and per room type
Rates	Section to enter the rates per day per room type per adults
Res. Defaults	Section to enter the reservation defaults to be used for all reservations of the allotment
Release	Section to enter additional releases for this allotment
Breakdown changes	Section to enter rate revenue breakdown changes
Log	Log for this alltment
.Naming Hist.	History of the entries via the names list.

Forecast instructions
By default, PMPRO does not calculate occupancy and revenue for unpicked rooms in it's forecast figures. The forecast instructions allow you to specify how unpicked rooms must be forecasted. Limitations... The following limitation apply to the allotment forecast: A forecast can only be calculated for allotments with allotment rates. Allotments created for '* any rate code' cannot be forecasted. The total revenue is forecasted as room revenue (based on the rate codes main article). The forecasting system does not use the rate code breakdown. The system forecasts the number of occupied rooms, not the expected number of arrivals and departures.
Estimated booking fill %	Enter the average percentage you expect to be picked up from the allotment. Example: enter 80% if you have allocated 10 rooms and expect 8 rooms to be picked up from the allotment.	Calculations are made based on the number of allocated rooms per room type. Example... The following example is based on: 50% estimated pickup 10 rooms allocated to room type SI 10 rooms allocated to room type DO If you have a pickup (= reservations) for 6 SI rooms and 0 DO rooms. 50% of 10 SI allocated rooms = 5 rooms to forecast. Actual pickup is higher so no more SI rooms to forecast. 50% of 10 DO allocated rooms = 5 rooms to forecast. No actual pickup yet, so forecasting with 5 DO rooms. Total rooms to forecast is 0 SI + 5 DO = 5 rooms. If you have a pickup (= reservations) for 0 SI rooms and 10 DO rooms. 50% of 10 SI allocated rooms = 5 rooms to forecast. No actual pickup yet, so forecasting with 5 SI rooms. 50% of 10 DO allocated rooms = 5 rooms to forecast. Actual pickup is higher so no more DO rooms to forecast. Total rooms to forecast is 5 SI + 0 DO = 5 rooms. If the allotment contains 'Booked' rooms, these rooms are forecasted as if it is actual pickup. This means: - If the number of 'Booked' is higher then the rooms to forecast, the forecast is calculated with the number of booked rooms. - If the number of 'Booked' is lower then the rooms to forecast, the forecast is calculated with the number of rooms to forecast.
Average number of adults	Enter the average number of adults you expect to be staying in a room that is picked up from the allotment. This is used if the room rate for 1 adult is different then the room rate for 2 adults.	Enter 1.6 if you expect 60% of the rooms to be occupied by 2 adults. Example... Calculation example for: Average number of adults: 1.6 Room rate for 1 adult (Rev1): € 100,- Room rate for 2 adults (Rev2): € 125,- Forecasted revenue = Rev1 + (Rev2 -/- Rev1) * 0.6 Forecasted revenue = 100 + (125 -/- 100) * 0.6
Revenue spread min./max. %	Enter a 'revenue spread' percentage that should be used when the allotment is created for different rate codes with different rates.	Enter 0 if the system should forecast with the lowest rate or 100 if the system should forecast with the highest rate. The system will only forecast with the lowest and highest allotment rate, never with 'medium' rates. Example... Calculation example for: Revenue spread: 40% Bed & breakfast rate (RevMin): € 75,- Half board rate (not used): € 125,- Full board rate (RevMax): € 150,- Forecasted revenue = RevMin + (RevMax -/- RevMin) * 0.4 Forecasted revenue = 75 + (150 -/- 75) * 0.4

Choose Next to go to the next step if all details are entered.