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Adding Meeting Packages to a Quote

You can add property-specific meeting packages to a quote.

This topic is a step in Process of Managing Meeting Packages in a Quote.

To add a meeting package to a quote

1. Navigate to the Quotes screen, then the List view.
2. Find a quote to which you want to add a meeting package and click the link in the Name field.
3. Click the Meeting Packages view tab.
4. In the Meeting Packages list, create a new record.
5. In the Name field, select a meeting package to associate with the current quote.

   The selection list is constrained to show only meeting packages associated with the property of the quote, and only those meeting packages that are valid for the Arrival Date and Departure Date of the quote.

6. Complete the other fields, as required.

   Some fields are described in the following table.

   Field	Comments
   Display Name	Name of the package. The default value is the Display Name from the meeting package administration record. Must be unique.
   Action	Specifies the action to apply to this meeting package when you click Apply Package in Step 9. Values are as follows: Add. (Default) Adds the meeting package functions to the quote without changing any existing functions or room blocks carried over from the opportunity from which the quote was generated. Override. Deletes any existing non-meeting package functions and room blocks carried over from the opportunity from which the quote was generated, and then adds the meeting package items. Update. Identifies existing items in the quote that match the items in the meeting package, and associates those items with the meeting package. Items in the meeting package that do not exist in the quote are added to the quote. Existing attendance figures are overwritten by the numbers you enter in the date columns in Step 7.
   Start Date	Along with the Duration (Days) field, this field specifies when the meeting package is applied. The value must be within the valid dates for the meeting package.
   Duration (Days)	Along with the Start Date field, this field specifies when the meeting package is applied. The value must be greater than 0. If the Min Duration or Max Duration field is populated in the meeting package administration record, this field must have a value that is either equal to the Min Duration or Max Duration field value, or between the two numbers. For example, if Min Duration is 2 and Max Duration is 5, then the valid Duration (Days) values are 2, 3, 4, and 5.

   NOTE:  You can add the same meeting package to a quote more than once, even if the dates are the same, if the Start Time field values are different. You can add the same meeting package to a quote more than once for the same dates and times if the Display Name field values are different.

7. Save the new meeting package record.

   When a meeting package is associated with a quote and saved, Siebel Hospitality dynamically creates the rows and columns in the Meeting Package Details list. You cannot manually add or delete records in this list.

   Each SR Type (that is, sleeping room type) in the meeting package generates a row in the Meeting Package Details list with four child rows, one for each of the four occupancies (Single, Double, Triple, and Quad). If the meeting package has components with an Applies To field value of DD, then one Day Delegate record is created.

   Siebel Hospitality adds the day and date columns according to the values in the Start Date and Duration (Days) fields of the current meeting package record. For example, if Start Date is 1/15/2012 and Duration (Days) is 3, then three columns for January 15, 2012 and the next two consecutive days are created.

8. Complete the fields in the rows of the Meeting Package Details list.

   Some fields are described in the following table. In the table, "SR Type" refers to the sleeping room type field value that is set in the meeting package administration record.

   Field	Comments
   Name	Read only. Value is either Day Delegate or an SR Type.
   Room Allocation	Read only. The adjusted price for each room, derived from the meeting package administration record.
   List Pkg Price/Day	Read only. The calculated price per day. This value includes the allocations for all items and rooms.
   (day and date fields)	Enter the expected number of attendees per day in each SR Type occupancy row and Day Delegate row. These values control the quantities for function line items, nonfunction line items, and sleeping rooms. In the child SR Type rows, enter the number of rooms needed for each day of the event. Siebel Hospitality then calculates the total number of rooms of each occupancy for each day. This total is displayed in the parent SR Type row, in which the fields are read only. In the Day Delegate record, enter the number of day delegate attendees for each day of the event.

9. Click Apply Package.

   Siebel Hospitality applies the validations described in About Apply Package Validations. Additionally, Siebel Hospitality validates that, if the Action is Override in the quote record, an event check has not already been posted for the quote.

   If the new record passes the validations, then Siebel Hospitality creates the functions, function line items, nonfunction line items, room blocks, and room block line items for the meeting package according to the value in the Action field of the meeting package. Siebel Hospitality calculates the package price per day for each package type for each SR Type from the number of attendees and rooms, and displays these values in the List Pkg Price/Day fields of the Meeting Package Details list.

10. Display more or less detail in the Meeting Package Details list by doing the following:
    • Click Expand All to display all occupancies for all SR Types.
    • Click Collapse All to display only the SR Types and hide the occupancies.

About Apply Package Validations

When you associate a meeting package with a quote and click Apply Package, Siebel Hospitality validates the following details of the meeting package record:

• The meeting package administration record still exists.
• The meeting package dates on the quote are eligible (that is, the dates on the quote are within the Effective Dates of the meeting package administration record).
• The number of days on the quote is equal to or greater than the minimum duration of the meeting package.
• The number of days on the quote does not exceed the maximum duration of the meeting package.
• The number of attendees on the quote meets the minimum number of DD and CMP attendees specified for the meeting package.
• If the Min Duration is equal to the Max Duration in the meeting package administration record, the number of CMPs and the occupancies for each room on the quote are the same for each day.

If any of these validations fail, then Siebel Hospitality displays a warning or error message, as appropriate, and stops the process.