Springer-Miller Systems (SMS) Integration

Web service communication is over HTTPS, and SOAP Headers are used for authentication. All HTNG mandatory message attributes are supported.

• Inntopia receives availability updates from the ^SMS|Host in real time and is notified as soon as a change has been detected. A number of events may occur to affect availability including:
  • reservations being created, modified, and cancelled.
  • notification of manual changes to availability from ^SMS|Channel Manager.
• Changes to a rate code in SMS can affect the availability of the rate including the rate’s begin/end dates and minimum number of nights. Changes to a rate’s value will also trigger notification to your system.
• During the ^SMS|Host end-of day process, an availability update is triggered to the supplier accounts. To ensure your system always has 400 days’ worth of PMS availability, this update includes the dates 393 to 400 days from today.
• ^SMS|Host is the authoritative system for availability, rates, and restrictions. Inntopia is the authoritative system for final price.
• RACK SMS rate code is currently the default for the integration connection.
• Extra Adult and Extra Child charges are supported.
• Inntopia can support multiple rates with additional setup using Inntopia Promotions.
• Group block inventory and reservations are supported.
• RACK rates are sent from ^SMS|Host to the supplier. The lodging package price from Inntopia CRS is applied to the ^SMS|Host reservation in Special Billing using the batch posting code for the RACK rate.
• The Reservation Notes field in ^SMS|Host is populated with the Inntopia Promotion name as well as any supplier notes and other non-SMS products that are booked on the same itinerary.

• The integration requires an SSL Certificate registered against IIS for the LIVE integration.
• Testing the integration against ^SMS|Demo test environment prior to go-live does not require the SSL Certificate.
• Both Production and Test environments require a Type 2-^SMS|Diplomat Server.
• Inntopia does not install any software for the integration, but rather points to the SMS HTNG web service URL installed on the server.
• The Diplomat web service URL must be HTTPS.

• ^SMS|Diplomat – A communications gateway that enables systems to connect with ^SMS|Host.
• ^SMS|Channel Manager – Used to send availability, rates, and inventory to a distribution vendor via the vendor's channel. For the purposes of this integration, Inntopia has its own channel configured by SMS staff on ^SMS|Channel Manager.
• Third-Party Booking Number – The number generated when a reservation is delivered from Inntopia to ^SMS|Host. This number is also referred to as an "Inntopia Itinerary ID."
• Reservation Folio – A list of guest transactions that are associated with a specific reservation.

The integration supports the following features: 

• Guest Matching Logic – Inntopia can match guest contact info collected in a reservation to an already existing guest tile in ^SMS|Host.
• Reservation Delivery – Reservation confirmations, modifications, and cancellations are delivered from Inntopia to Springer-Miller Systems via the integration.
• Multiple Rates (Promotion or Discount Rates) – Your Springer-Miller Systems integration can be configured to transmit multiple rates to Inntopia.
• Payment Postings – Your Springer-Miller Systems integration can be configured to transmit advance deposit payments and customer refunds on lodging products.
• Contact-less Check-in – The product confirmation code is included in guest confirmation emails for SMS-integrated products. Guests can use the confirmation code with the SMS WorldNXT application for contact-less check-in to resorts that use SMS as their PMS.

Inntopia supports the following availability restrictions that are configured in ^SMS|Host:

• Minimum Length of Stay (must set up Yield Controls in ^SMS|Host)
• Closed to Check-In (must set up Yield Controls in ^SMS|Host)
• Close Out
• Advance Booking Requirements
• Booking Limit (^SMS|Channel Manager Hold Back feature)

The following features and availability restrictions are not supported by the integration: 

• Stay Over Change
• Length of Stay Calendar
• Variable Per-Person Pricing
  • Example: Adult 1 = $100, Adult 2 = $150, Adult 3 = $200, etc.
• SMS Suites

In ^SMS|Host, a guest tile is where a guest's personal information is stored (name, address, email, etc.). When a new guest profile is created in Inntopia, the following guest tile fields are automatically populated in ^SMS|Host via the integration:

• First Name
• Last Name
• Address 1
• Address 2
• City
• State
• ZIP
• Home Phone
• Email
• Source Code (many Inntopia source codes can map to a single Source Code in ^SMS|Host via Diplomat correlation tables)

Guest Tile Matching

When a reservation is sent to ^SMS|Host from the Inntopia System, Inntopia looks at the guest contact details and determines whether:

1. a new guest tile should be created in ^SMS|Host and the reservation should be matched (i.e. linked) with that new guest tile

   - OR -

2. the Inntopia reservation should be matched (i.e. linked) with an already existing guest tile in ^SMS|Host.

Guest tile matching is performed based on the following fields:

• First Name
• Last Name

  Optionally, in addition to the two fields above, the partner can choose up to two of the following fields:

• Email
• First Phone Number
• ZIP Code

Note: To allow for guest tiles to be matched on additional fields beyond First Name and Last Name, guest tile matching logic must be enabled and configured on the SMS side.

If no additional fields are selected, guest tile matching is based solely on guest first and last name.

Examples 

Example 1 – Matching based on first and last name and then partner chooses one of the additional fields (email)

Guest First Name: John
Guest Last Name: Smith
Guest Email: JSmith@gmail.com

When Inntopia sends the reservation for John Smith, Inntopia looks in ^SMS|Host to see if a guest tile already exists with that first name, last name, and email address. If those three fields match an existing guest tile, then the reservation is linked to that tile. If those three fields match multiple guest tiles, then the reservation is linked to the first guest tile created based on guest tile number. If those three fields do not match any guest tile, a new tile is created.

Note: The only way this example would create a duplicate is if John Smith already had a guest tile in SMS, but that tile had a different email address than the one provided with the reservation (even though all other information provided, such as address and phone number, may match).

Example 2 – Matching based on first and last name and partner chooses two of the additional fields (email and ZIP Code)

Guest First Name: Tom
Guest Last Name: Jones
Guest Email: TJones@gmail.com
Guest ZIP Code: 90210

When Inntopia sends the reservation for Tom Jones, Inntopia looks in ^SMS|Host to see if there is a guest tile already with that first name, last name, email address, and ZIP Code. If those four fields match an existing guest tile, then the reservation is linked to that tile. If those four fields match multiple guest tiles, then the reservation is linked to the first guest tile created based on guest tile number. If those four fields do not match any guest tile, a new tile is created.

Note: The only way this example would create a duplicate is if John Smith already had a guest tile in SMS but had a different email address or different ZIP Code (even though all other information, such as address and phone number, may match).

In ^SMS|Host, a reservation tile is where a guest's reservation details are stored. When a reservation is sent from the Inntopia System to ^SMS|Host, the following SMS fields are populated: 

• Arrival Date
• Departure Date
• Adults
• Children (if applicable)
• Booking Date
• Reservation Name
• Rate Code
• Unit Type Code
• Market Segment Code (can be correlated in ^SMS|Channel Manager)
• Third-Party Booking Number (Inntopia Itinerary ID)
• Guarantee Code (can be correlated in ^SMS|Channel Manager)
• Travel Agent (if applicable)
• Source Code
• Nightly Rate Value (found on the Special Billing screen shown below that is accessible from the Reservation Tile)

Reservation Delivery Modifications

The SMS integration fully supports the delivery of reservation confirmations, modifications, and cancellations. Once ^SMS|Diplomat receives a successful message, Inntopia receives the ^SMS|Host confirmation number (which is the link between the two systems). This is noted on the itinerary and can be seen by the agent or the guest on the confirmation email (as well as in Agentopia).

Any time a modification is completed in Inntopia, a new message is sent to SMS and any changes made on the SMS reservation tile are overridden. This includes reservations that are hard-blocked on an SMS reservation tile (i.e. already associated with a room number). Modifications completed in Inntopia and sent to SMS will override the hard-blocked reservation.

Modification Examples

• Modified Itinerary – Changes to unit type , arrival/departure dates, number of adults or children, rate overrides, price edits, cancellations, and adding another lodging product.
• Additional Supplier Notes – Information from the supplier related to the reservation, or notes added after the initial confirmation was sent.
• Itinerary Resent to Supplier – Resend Itinerary to Supplier link is selected in Agentopia

Pre-Book Check

To ensure products are available before a lodging reservation is completed, a final pre-book check is performed by ^SMS|Host when the lodging booking is reserved in Inntopia.

Itineraries with Multiple Lodging Products

Inntopia provides a third-party booking confirmation number (Inntopia Itinerary ID) to the ^SMS|Host reservation by linking the Itinerary ID with the Item ID. This approach supports multiple lodging bookings in one itinerary.

Because the Inntopia System allows for multiple lodging products to be listed on one reservation but ^SMS|Host requires a separate reservation for each lodging product, all Inntopia Itinerary IDs contain a decimal place (e.g. 1234567.1). If multiple lodging products are listed on one itinerary in the Inntopia System, multiple Inntopia Itinerary IDs are created, each containing incremental decimal places.

For example, if two lodging products are booked on the same itinerary in the Inntopia System, the corresponding Inntopia Itinerary IDs might look as follows:

• 1234567.1 – Inntopia Itinerary ID for first lodging product reservation
• 1234567.2 – Inntopia Itinerary ID for second lodging product reservation

The default rate code supported is RACK. The rate code can be different if the partner wants to use a different SMS rate code for a specific integration. If using a rate code different from RACK, both SMS and Inntopia must map the new rate code prior to testing.

You can use Per Unit or Per Person plans for the rate code setup in SMS. The pricing for Per Person price plans must remain consistent. Variable pricing structures will not flow to Inntopia. For guidance ion setting up SMS rate codes, contact SMS support.

Per Unit SMS Price Plan	Per Person SMS Price Plan

When the Net Rate Optimizer in Inntopia RMS is used to publish a net rate to a sales channel, Inntopia sends the net rate in the reservation message. When the rate is a standard commissionable rate, Inntopia does not deduct the commission before sending the reservation to SMS. This setup applies to both RACK rates and promotional/discounted rates.

Your Springer-Miller Systems integration can be configured to transmit multiple rates to Inntopia. There are three options available for multiple rate setup:

Rate/Discount Configured in Inntopia

1. Using Inntopia RMS, configure multiple rates and/or discounts in Inntopia to be sent to SMS.
2. Once you configure the discount in Inntopia, the price the guest books for any given promotion is sent to the SMS Special Billing screen under the RACK rate code.

   No additional setup is required in SMS for this option.

   Reservation Tile Screen	Special Billing Screen

SMS Package Rate Configured in SMS – Price Controlled by Inntopia

To send the SMS Package Rate code to Inntopia so that the rate code can then be sent to the Package field in the Reservation tile in SMS:

1. Configure the promotion, pricing, and discount in Inntopia RMS.
2. Link the SMS Package Rate codes to individual promotions in Inntopia using the Promotion Cross-Reference Code field.
3. Coordinate testing by both SMS and Inntopia representatives ensure the multiple rate functionality is working as expected.

   

SMS Package Rate Configured in SMS – Price/Discount Controlled by SMS

To have the SMS package rate code sent to Inntopia so that the rate code can then be sent to Special Billing in SMS:

1. Map all SMS package rate codes in ^SMS|Channel Manager. For assistance with mapping, contact your SMS representative.
2. Create the promotion in Inntopia RMS. Do not set up a discount or price in Inntopia. Once the SMS Package Rate is mapped and sent to Inntopia, the price is determined based on the setup of the SMS Package Rate in Springer-Miller Systems.
3. Link the SMS Package Rate codes to individual promotions in Inntopia via the Promotion Cross-Reference Code field.
4. Coordinate testing with both SMS and Inntopia representatives to ensure the multiple rate functionality is working as expected.

Note: If your team accidentally sends the wrong SMS package rate codes to Inntopia, submit an INNTERACT request for an Inntopia developer to either remove the update or to resend the correct data via the ^SMS|Channel Manager.

The posted taxes associated with a room rate use the PSMS configuration. To ensure the guest is charged the same tax amount between both systems, taxes must be set up for each supplier to mirror the taxes configured in ^SMS|Host.

To have Inntopia accept tax-inclusive data from SMS and then display it to the guest accordingly, contact Inntopia to enable Tax Inclusive.

To reconcile Inntopia with Springer-Miller Systems, you can view a list of SMS itineraries by either Reserve or Start Date in the Remote System Reservations Report within the Inntopia CRS Reports & AR/AP tab.

To request that Inntopia enable this report, contact your Account Manager.

The SMS group block feature sends group block inventory and rates to the Inntopia system, and, with each reservation made in Inntopia, decrements group block inventory in SMS. Restriction updates for the group product are not supported; however, restriction updates can be set manually in Inntopia RMS for either products or promotions.

A group product is a copy of a general availability product that has the same Room Type Code cross reference, but the group product also includes a Group Cross Reference (same as InvBlockCode attribute). The Group Cross Reference allows the Inntopia system to store inventory for the group product separately from the general availability product. Group codes are sent to SMS in the reservation message within the RoomRate/InvBlockCode attribute, which allows the inventory in SMS to be accurately decremented.

Note: For SMS multi-properties that are under one Remote System ID (RSysId) in Inntopia, each property requires its own unique set of group codes.

A dedicated Inntopia promotion is required for each group, and group products must only be sold through these promotions. So that only those guests who have the promotion code can book the promotion, Inntopia suggests setting up a private promotion for the group promotion. For the groups to successfully integrate between Inntopia and SMS, each promotion must have the Promotion Cross Reference Code field set to the Rate Plan Code, and theGroup Code field set to the InvBlockCode.

For large numbers of group products and promotions, an auto-create option is available for groups. After group products and promotions are created in SMS, they can be automatically created in Inntopia. Group products are created in Inntopia as Inactive and with the Package Restriction flag on. Group promotions are created in Inntopia with the Dates Available as they are in SMS, but with the Booking Dates in the past and the Promotion Cross Reference Code field blank. For the Groups to be available, the products must be activated, and the promotions must have updated Booking Dates and a Promotion Cross Reference Code added.

For assistance configuring the Group Code via Promotions, contact Inntopia Partner Services.

When the ^SMS|Host system is unavailable for ^SMS|Diplomat to process an incoming reservation, the transactions is still sent for asynchronous processing and added to the transaction queue. This allows SMS to respond with an asynchronous receipt response letting Inntopia know they have queued the transaction and will process it when the system becomes available again.

When ^SMS|Diplomat is down or asleep, the Status in Remote System displays a null value until Diplomat becomes available for processing again. Once Diplomat has processed the reservation, the status appears as Confirmed (if successfully processed) and the itinerary is updated with the ^SMS|Host reservation numbers for the lodging booking(s).

Your Springer-Miller Systems integration can be configured to transmit advance deposit payments and customer refunds on lodging products via the Deposit/Refunds Posting feature. Deposit payments collected in Inntopia are transmitted and posted to SMS as a credit on the reservation folio according to the deposit policy in place for the supplier at the sales channel level of the reseller. Customer refunds issued in Inntopia are transmitted and posted to SMS as a debit on the reservation folio. When the deposit/refund is sent to SMS, a dated transaction line item appears on the reservation folio.

Note: Collecting funds outside of the specified deposit policy in Inntopia will not trigger a deposit posting to SMS until the due date of the deposit.

The following information is posted to the SMS reservation folio:

• The initial deposit amount and remaining balances (regardless of deposit schedule)
• Deposit amounts and payment types collected prior to guest arrival (posted only at the time they are due and when actually collected)
• Deposit amounts collected upon modifying an itinerary
• Refund amounts and refund types (posted at the time a refund is issued, and only if a refund is due according to the Inntopia System deposit and cancellation policies)
• Multiple deposits/refunds on multiple lodging products from separate accounts (i.e. multi-property codes in SMS). Multiple deposits/refunds on multiple lodging products are sent to SMS with the lead product for one, but not all, multi-property codes. Postings on the additional multi-property codes are manual in SMS.
• Multiple deposits – Multiple deposits on multiple lodging products in the same itinerary are sent to SMS with the full deposit amount(s) on only one product.

Supported Payment Types

The following payment types can be correlated to be sent to SMS via the Deposit /Refunds Posting feature. Partners must provide transaction codes that they want associated with the payment type for posting in SMS.

Credit Card Payment Credit Card Refund Cash/Check Payment Cash/Check Refund Credit Card Split Payment Credit Card Split Refund Supplier Transfer Payment Supplier Transfer Refund (Credit Memo)

Credit Memo Comp Payment Comp Travel Agent Deduction Payment Travel Agent Deduction (Credit Memo) Customer Account Transfer Payment Customer Account Transfer (Credit Memo) Reversal /Adjustment Payment Reversal /Adjustment (Credit Memo)

Process Overview

1. Agent reserves SMS item in Inntopia.
2. A batch-mode reservation delivery process sends the reservation to SMS within one minute.
3. A batch-mode reservation confirmation delivery process is executed in SMS, which sends the confirmation number to Inntopia. Inntopia usually gets the confirmation from SMS within 10 seconds of receiving the reservation from Inntopia.
4. A batch-mode deposit posting process is executed every minute in Inntopia. This process looks for deposits taken on reservations that have been confirmed by SMS. Inntopia sends the deposit to SMS if it hasn’t already done so.

SMS Payment Postings Considerations

• The ^SMS|Diplomat system requires ^SMS|DipHost Hotfix v4.0.0003-0002 or greater.
• To test deposit postings in a stage environment, you must have an active SMS stage environment set up. It is not possible to point SMS production environment to the Inntopia stage environment.
• SMS must complete payment postings correlation prior to testing to ensure that deposit flow down to ^SMS|Host reservation folio correctly.

Note: Deposit/refund amounts processed AFTER the checkout date will not trigger a payment to be sent to ^SMS|Host (if a refund is taken in Inntopia after checkout, the partner must manually post the refund using a Host Transaction code on the reservation folio in ^SMS|Host).

Set Up Deposit/Refund Postings

To request that the Deposit/Refund Postings feature be turned on in your Springer-Miller Systems integration:

1. Submit an INNTERACT request with the following information:
   • Supplier ID of each supplier using the integration
   • Account name of each supplier using the integration
   • A request to complete “SMS Payment Posting” integration setup
   • Specify if you want the feature turned on in both Inntopia Stage and Production development environments.
   • Start Date – specify the date you want the feature to become active
2. Contact your SMS account representative to request they configure the Inntopia Deposit feature for your account.

This process outlines all the steps necessary to complete a successful integration between Inntopia and SMS. This guide will give your team an overview on the current process for new implementations. If you are already live on the SMS Integration and would like to add a new multi-property or room type to your current setup, contact your Inntopia Account Manager for further instructions.

After SMS has been contacted, Inntopia requires a minimum of six to eight weeks to initialize the integration, consult with the partner, perform the product mapping, perform testing, and support the full integration. SMS will contact Inntopia to coordinate testing efforts and schedule accordingly.

1. Partner requests the ^SMS|Host setup lead time (by contacting their Springer-Miller Systems representative).
2. Inntopia Account Manager or Implementation Specialist schedules Inntopia go-live date based on SMS testing date.
3. Partner submits an integration request by sending the following details to their Inntopia Account Manager or Implementation Specialist:
   • Supplier IDs and Names
   • ^SMS|Diplomat Webservice URL (must be HTTPS)
   • SMS Credentials (contact SMS integration specialist for more details)
   • Tax Inclusive: Yes or No? (only if applicable)
   • Default Rate Code (Standard is RACK, however can be different)
     • If using a rate code other than RACK, make sure that SMS is aware for their configuration in ^SMS|Channel Manager.
   • Will SMS use a single Host transaction code for all Inntopia suppliers or an individual code for each supplier?
     • Example: Does the Partner have different tax percentages or fees per supplier in SMS? If so, individual codes must be used for each supplier.
   • Email(s) for integration warnings related to errors
   • SMS testing date (scheduled with SMS)
   • Go-live date
   • Credit Card Details Passed (only if the Partner is NOT on ^SMS|Host v21 or higher; if using a tokenized payment gateway, no credit card details are sent to SMS).
     • Can be disabled even if partner is not using tokenized payment gateway or is on v21 or higher
   • Enable SMS Payment Postings
4. Inntopia submits SMS Integration Setup Case (allow 10 – 12 business days to complete setup).
5. Partner completes supplier setup in preparation for testing (for supplier configuration details, click here).
6. Inntopia audits all setup in preparation for testing.
7. Inntopia works with SMS to ensure configuration and credentials are working in preparation for testing.
8. Inntopia works directly with SMS Integration Specialist to test the following:
   • Rates
   • Availability
   • Restrictions
   • Travel Agent Data
   • Reservation Delivery (confirmations, modifications, cancellations)
   • Itinerary Notes
   • Guest Data
   • Payment Postings (only if enabled)
   • Promotions/Multiple Rates (if enabled in SMS and being sent to Inntopia)
9. Inntopia and SMS provide an update to partner on testing.
10. Inntopia schedules go-live meeting with the partner.
11. Partner goes live on Inntopia and SMS integration.

The following setup items MUST be configured for Inntopia suppliers using the integration: 

• Inntopia supplier account(s) are required (if partner has multi-property setup in SMS, more than one account may be needed).
• Company tab in Inntopia RMS
• Taxes
• Products (SMS Room Types)
• Photos (Company and Product)
• Product Cross-Reference Codes , or SMS Room Type Codes (1 Inntopia product = 1 SMS Room Type Code)

Springer-Miller Systems Support in Las Vegas, NV

Support available 24 hours a day, 7 days a week

Phone: +1 702-560-6900