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Using Function Agenda Buttons When Defining an Opportunity Function

Using function agenda buttons, you can copy existing functions for an event opportunity and edit the details, as well as create a hierarchy of nested functions within functions. The Bypass button allows you to skip automatic availability checks for the selected function.

This task is a step in Process of Capturing Hospitality Opportunities.

Creating a Hierarchy of Functions

You can build a hierarchy of functions and subfunctions, using the Move Up, Move Down, Indent and Outdent menu options from the Function Agenda view. For example, you might want to define a two-hour board meeting which includes a breakout session.

To create a function hierarchy

1. Navigate to the Opportunities screen > Opportunity List view.
2. In the Opportunities list, query for the opportunity.
3. In the Opportunities record, click the link in the Opportunity Name field.
4. In the Function Agenda list, add a number of related agenda records, and then complete the fields.
5. Select a subfunction record and from the menu, choose Move Up and Move Down to position the subfunction under the primary function record.
6. From the menu, choose Indent to indent the subfunction under the primary function.

Using Copy to Create Multiple Related Functions

Copy function speeds up the event agenda creation process by allowing the user to use the work completed for previous functions. If another function has many of the same characteristics as the newly desired function, the user can duplicate a function and then edit it to reflect the new function's unique needs (for example keeping some of the function's line items, adding new line items, and deleting line items that do not apply).

The user can select multiple function records and create multiple copies of a selected function, and then associate subfunctions and line items across a selected date range.

To copy a single function

1. Navigate to the Opportunities screen > Opportunity List view.
2. In the Opportunities list query for the opportunity record.
3. In the Opportunity record, click the link in the Opportunity Name field.
4. Select the function in the list and click Copy.
5. In the Copy Function form, complete the fields, and then click Copy.

   In the Copy Function form, if you select the subfunction check box, the subfunctions are automatically copied. If the subfunction check box is not selected, only the function and the line items associated with the function are copied.

   If then you select the Line Item check box, the line items associated with the original function are copied to the new function. By default, the subfunction and line item flags are selected. The function is associated with the original function's opportunity. You can choose another opportunity if desired.

   You can create multiple records by selecting a value greater than 1 in the #of Copies/Day field. You can also change the function timing by changing the values in the Start From (date), Duration, Start Time or # of Days fields.

To copy multiple functions at the same time

1. Navigate to the Opportunities screen > Opportunity List view.
2. In the Opportunities list, query for the opportunity record.
3. In the Opportunity record, click the link in the Opportunity Name field.
4. In the Function Agenda list, select the functions:
   • To choose contiguous functions, select the first function, press SHIFT, and then select the last function to be copied.
   • To choose nonadjacent functions, select the first function, press CTRL, and then select another function.
5. Click Copy, complete the fields in the Copy Function form, and then click Copy.
6. Update the fields in the new record.

Using the Bypass Button Flag to Skip Availability and Mapping to Function Space

When defining a tentative function agenda, the sales representative can use Bypass to skip the following automatic processes:

• Function space availability and mapping to property-specific function space
• Sleeping Room availability

In the Function Agenda view, Bypass can be used to skip the availability process at the individual function level.

When Bypass is used, the following pricing processes do not occur:

• The function space room rental is not determined for the function.
• The required threshold is not calculated for the function.
• The required threshold for the quote is not calculated.

Average values are only calculated when the function type and average values are defined for the property.

If generic products have been mapped to specific products, such as specific catering items, the correct product prices appear.