Once we receive an email from the supplier advising that rooms are closed out for certain dates, we must immediately update the allocation status in our system to reflect this availability.
HOW TO CLOSE AN ALLOCATION
• Once you log in to TourPlan, click the three bars (menu icon) located in the upper left corner of the screen.
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• Click “PRODUCTS”, then select “PRODUCT SET UP” from the menu.
• You will then be redirected the Product Setup screen
• After entering the supplier name, click the three bars (menu icon) in the upper left corner of the Product Setup screen.
• then, select the ALLOCATIONS
• You will then be redirected to the Allocations screen, which displays all products with existing allocations. 
• Click on “Allocations Filter”, then enter the date range you want to view or update.
Based on the closed-out report provided by the property, you must review each product loaded in the system to ensure the following:
• All closed dates are properly released in the system
• Any reopened dates are reallocated accordingly
Select the room, and you will be redirected to the Allocation Detail screen of the product selected.
• If the supplier asks us to close out a date, you need to make the MAX column to “0”.
If there are sold rooms for a certain date, the system will allow you to change max column to "0"
• In this case, check the "USED" column and match the number shown there by entering the same value as the MAX allocation.
• Then, change the release days to 999.
This process will allow you to effectively close the allocation while retaining the sold rooms in the system.
• Once done with all the dates, don’t forget to click SAVE.
Note:
The following suppliers send their closed-out reports to us.
-Quicksilver Cruises
-Great Adventures
-Ocean Spirit Cruises
Once you're finished updating our system, please forward the reports to stopsell@goway.com. No need to add any message on the email. Just click forward and send to the above email address.
For properties where DERTOUR has allotments, please inform Virginia by sending an email to product@acrossaustralia.com whenever an allotment is released or updated. This will allow Product Team to notify the agents so they can update their systems accordingly.