Release Allotments :
- Nayan Jadhav
- Sopan Kokre
General :
This functionality is primarily used to release configured allotments according to specific requirements. To release allotments, we need to create release rules.
Release Rule:
It is a configuration that dictates how and when allotments are released based on the defined criteria. In MXTS, release rules can be created at the distribution channel level.
NOTE: Release rules can only be created on allotment-only distribution channels
To create a release rule please refer to the following image :
To create a release rule, some fields are mandatory and are marked with a red box.
NOTE: Selecting a location and accommodation type is optional here, but you must choose one of the following fields: 'Days before arrival' or 'Release on the fixed date.
Example of release rule :
Release rule configurations :
1. If neither a location nor an accommodation type is selected.
In this case, all allotments configured on the particular distribution channel where this release rule is created will be released according to the release rule configuration.
If a particular location is selected but no accommodation type is chosen.
In this case, all allotments configured on the particular location will be released according to the release rule configuration.
If a particular accommodation type is selected but no location is chosen.
In this case, all allotments configured on the particular accommodation type and its child accommodation types will be released according to the release rule configuration.
If both a location and an accommodation type are selected.
In this case, all allotments configured for the particular location, accommodation type and its child accommodation types will be released according to the release rule configuration.
Release rule execution :
To release the allotments, we have a release allotments procedure that is executed daily, and the release rules eligible for that day are selected based on the rule configuration. The eligible release rules are then applied to release the allotments accordingly.
Release rule execution primarily depends on either the 'Days before arrival' setting or a 'Fixed date'. The rule will determine when allotments are released based on the criteria specified. If 'Days before arrival' is selected, allotments will be released a certain number of days before the guest's arrival date. If 'Fixed date' is chosen, the release will occur on the specified date, regardless of the arrival date.
In the case of release on a 'Fixed date' :
In this case, allotments will be released within the timeframe specified between the start date and end date as outlined in the release rule, and this release will be triggered/executed on the specific fixed date as specified in the rule.
Example :
In this example, the release rule is scheduled to execute on 9th Sep 2024. On this date, the rule will release all allotments that have been created for the specified location and accommodation type during the period from 10th Sep to 15th Sep 2024. This means that all allotments associated with the defined criteria within this date range will be released on 9th Sep 2024.
NOTE: All allotments, as per the rule criteria, will be released at once on 9th Sep 2024 for the period from 10th Sep to 15th Sep 2024.
Once the release process is executed, the 'performed date' in the rule will be updated according to this fixed date, i.e., it will be set to the fixed date.
In the case of release on a 'Days before arrival' :
In this case, allotments will be released within the timeframe specified between the start date and end date as outlined in the release rule. The release will be triggered/executed based on the number of days before the start date of the release rule. Allotments will not be released at once for the entire period between the rule's start date and end date; instead, the release will occur in phases. Depending on certain conditions, the system will calculate the period to be released, and only those allotments will be released. This process will continue to execute repeatedly until the current date surpasses the end date of the release rule.
Example :
As mentioned above, the release allotments procedure runs daily and selects which release rules to execute based on the configuration.
In this case, we will determine when and how this rule will be selected to release the allotments.
Let's consider the current date ( Today’s date) =15th Aug 2024.
Days before arrival = 5.
Now, subtract the 'days before arrival' from the start date of the release rule. Here, the start date is 20th Aug and the 'days before arrival' is 5, subtracting 5 days from 20th Aug gives us 15th Aug.
Now, check whether the current date (today's date) falls between 15th Aug and the end date of the release rule. If it does, then this release rule is eligible for processing on that day. In our case, since the current date is 15th Aug, the release will be executed on 15th Aug.
Now, we will determine how the release period will be calculated for release on 15th Aug.
To calculate/ determine the start date of the release period:-
On the first day of executing the release rule, the start date of the release period is the same as the start date of the release rule.
So in this example, on 15th Aug, the release period start date will be 20th Aug.To calculate/ determine the end date of the release period:-
Here, the end date is calculated based on the rentability of the accommodation type for which the release rule is created.
we can see the rentabilities configuration of particular accommodation types in the content manager as well as in the rate manager.
Steps to calculate the end date of the release period :
Add the 'Days before arrival' to the current date.
Check if a departure date is available on that day according to rentability.
If a departure date is available, consider that date as the end date. Otherwise, consider the next closest possible departure date as the end date.
In our example :
current date = 15th Aug 24
Adding 5 days into 15th Aug gives us 20th Aug.
Now we will check whether we have a departure date possible at 20th Aug.
In our example, the accommodation type has both rentability sets and rentability rules configured. We need to check each rentability that can be applied for the current date, 15th Aug.
The following rentabilities can be applied on 15th Aug which are marked in red box.
3. After checking the rentabilities, it was found that 20th Aug falls within the rentability highlighted in yellow, so we are assuming the closest possible departure date is within this rentability. In this rentability, the possible departure days are Thursday and Friday. Therefore, we need to check if the 20th falls on one of these days. If it does, we will consider the 20th as the end date of the release period.
Calendar of Aug 2024 :
On the 20th, we have a Tuesday, but according to the rentability, only Thursday and Friday are possible departure days. So, we will consider the closest possible departure date, which is 22nd Aug.
so the end date of the release period is 22nd Aug 2024.
Hence, in our example, we have the start date as 20th Aug and the end date as 22nd Aug. So, on 15th Aug, when this release rule executes for the first time, the allotments made during this release period, i.e., 20th to 22nd Aug, will be released.
NOTE: If the calculated end date is later than the release rule's end date, then we will consider the release rule's end date as the end date of the release period.
Once the allotments are released on 15th Aug, we will update the rule with the performed date as a current date.
Again, on the next day, i.e., 16th Aug, the same process will be followed as described above to release the allotments.
NOTE: On 20th Aug, when the rule is executed, the performed date will be set as the current date, i.e., 20th Aug. When the rule is executed on 21th Aug, the start date of the release period will be calculated as the performed date(20th Aug) plus 1 day. Therefore, on 21st Aug, the start date of the release period will be 21st Aug, and the end date will be calculated according to rentability.