Working with Non-GDS Hotels

Importing Non-GDS Hotels

Objective

After completing this lesson, you will be able to import non-GDS Hotels using a Template in Concur Travel.

Import and Geocode Non-GDS Hotels

You can use the Import Non-GDS Hotels option to add non-GDS properties in bulk. It’s recommended to use this option when you need to add multiple hotels at once. Let’s look at the import process.

Steps

  1. On the View Non-GDS Hotels page, select the appropriate configuration from the Choose a company travel configuration drop-down list, and then select Import Non-GDS Hotel.

    Instructional image explaining bulk import of Non-GDS hotels. It describes using the “Import Non-GDS Hotels” option and shows Step 1: on the “View Non-GDS Hotels” page, choose a company travel configuration from the dropdown (example: “Northbay Accounting Inc / ANZ” with a Choose button) and then select “Import Non-GDS Hotels.” The screenshot includes a note that only one set of rates and capacity is allowed per property, a Non-GDS Hotels table listing “Golden Guitar Motor Inn” in Tamworth, NSW, AU and “Supabite Hotel” in Prague, CZ, a “Meeting Room Block Hotels” section with no records, and a left navigation menu for agency and company travel setup options.

  2. Select Download Sample CSV or Excel.

    Web portal page titled “Import Properties” for adding non-GDS hotel properties. Left sidebar lists navigation under Agency Setup, Company Travel Setup, and Company-Specific Configuration. Main content shows a company selector with example “NorVetty Accounting Inc.; IN / US,” buttons “Export Hotels for this company” and “Delete all Hotels for this company,” a file upload control labeled “Choose File – No file chosen” with “Upload Hotels for this configuration,” links to “Download Sample CSV” and “Download Sample Excel,” and a note defining preference values (10 = Most Preferred, 5 = Preferred, 4 = Less Preferred, 0 = Not Preferred).

  3. Complete the file and save to your device.

    Screenshot of a spreadsheet application displaying an empty worksheet with columns A–M and rows 1–28 visible; the top toolbar shows font set to Arial size 10 with formatting options such as bold, italic, underline, text color, fill, and alignment; the sheet tab at the bottom is labeled “hotel_non_gds_imports-1.”

  4. Select Choose File and locate the file that you saved.

    Screenshot of a web portal page titled “Import Properties” showing navigation menus on the left and, in the main area, a “Choose File” upload control with “Upload Hotels for this configuration,” plus links to “Download Sample.” A file picker dialog is open in front, displaying the Demo Downloads folder with a single selected file named “hotel_non_gds_import.xlsx,” size 10 KB, kind Microsoft Excel Workbook (.xlsx), and buttons “Cancel” and “Open.”

  5. Select Upload Hotels for this configuration. Immediate results appear on-screen for review (usually within 20 seconds). An email is also sent to you with errors listed in red font.

    Screenshot of a web portal page titled Import Properties with a left navigation menu. The main area shows a company selector with buttons Export Hotels for this company and Delete all Hotels for this company, a file field displaying hotel_non_gds_import.xlsx, and an Upload Hotels for this configuration button. Below are links to Download Sample CSV and Download Sample Excel, followed by a note defining preference values (10 = most preferred, 5 = preferred, 4 = less preferred, 0 = not preferred).

  6. If you didn’t enter the Latitude and Longitude value(s) on the import file, you need to manually geocode the hotel(s) after import. Select the imported hotel and then select the Geocode button.

    Form titled “Modify Non-GDS Hotel” showing fields to edit a hotel: Property Name set to “Sample Hotel,” Hotel Chain “Independent / Not in list,” Address “1439 Chestnut St,” City “Philadelphia,” State/Province “Pennsylvania,” Postal Code “19102,” Latitude and Longitude with a “geocode” button next to Latitude, Country/Region “United States of America,” Phone, Toll Free, Fax, Email, Website Address, and a “Description and characteristics” section with Description, Rate range, Star Rating, and Preference set to “Not Preferred.”

Summary

  • Use Import Non-GDS Hotels to bulk add properties for a selected configuration
  • Download the sample CSV or Excel, complete it, save, choose file, and upload
  • Review on-screen results and the error email; errors appear in red
  • Enter accurate hotel details; Concur Travel does not validate the data
  • If latitude and longitude are missing, manually geocode using the Geocode button
Learning

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