Introducing Non-GDS Hotels

Objective

After completing this lesson, you will be able to access and explain the purpose of Non-GDS Hotels in Concur Travel.

Non-GDS Hotels Overview

Understanding the Non-GDS Hotels Feature

Non-GDS hotels are properties not listed in the Global Distribution System (GDS) and don’t have a direct connection with Concur Travel. The Manage Non-GDS Hotels feature lets you include those hotels in hotel search results. By including non-GDS hotels in your travel program, you can offer travelers more accommodation choices beyond those available through standard channels. This ensures flexibility and broader options for meeting travelers’ needs.

Concur Travel has no built-in connection to non-GDS hotels, so when a non-GDS hotel is selected, a passive segment is created in the Passenger Name Record (PNR) to represent the request. The booking is then required to be sent to the Travel Management Company (TMC) and they are required to take action to contact the hotel directly, request the reservation, and advise the traveler of the status.

The image below summarizes the reservation process for non-GDS hotels in Concur Travel:

Four-step workflow shown as a horizontal blue arrow sequence: 01 Non-GDS Hotel Added to Concur—administrator adds the non-GDS hotel in Manage Non-GDS Hotels; 02 Non-GDS Hotel Selected by Traveler—end user chooses the non-GDS hotel during the travel booking process; 03 PNR Sent to TMC with Passive Segment—Concur Travel adds a passive hotel segment to the PNR and sends it to the TMC; 04 TMC Books Non-GDS Hotel—the TMC contacts the hotel directly to book the passive segment. File reference displayed: “CSC_U3_L1_Process.pptx.”

Accessing the Manage Non-GDS Hotels Feature

To access the configuration area for non-GDS hotels, select Manage Non-GDS Hotels in the Company-Specific Configuration section.

SAP Concur admin page titled “View Non-GDS Hotels” with a left sidebar showing Agency Setup, Company Travel Setup, and Company-Specific Configuration menus. At the top, a dropdown displays “Northely Accounting Inc. / INA India” with a Choose button, and links to “Add Non-GDS Hotel” and “Import Non-GDS Hotels.” A bold note states that only one set of rates and capacity is allowed per property even if it exists as both a non-GDS hotel and a room block. Two tables are shown: “Non-GDS Hotels” and “Meeting Room Block Hotels,” each with columns Property/Name, City, State, Country, and Preference; the Non-GDS Hotels table displays “No records found,” and the meeting room block section is empty.

Summary

Non-GDS hotels are not in the Global Distribution System and lack direct Concur Travel connections
Use Manage Non-GDS Hotels to include these properties in hotel search results
When selected, Concur creates a passive segment and sends the request to the travel management company
The travel management company contacts the hotel, requests the booking, and informs the traveler of status

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