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Responding to a Quote Evaluation

As part of the quote evaluation process, the revenue manager can create and assign quote evaluation activities to other individuals. At the conclusion of the evaluation, the revenue manager decides whether or not to approve the event quote. If the quote is rejected, the revenue manager can provide response details in the response record.

Specifying Evaluation Activities

The revenue manager can specify prioritized evaluation activities with due dates, and assign the activities to sales team members associated with the property.

This task is a step in Process of Revenue Management.

To assign evaluation activities

1. Navigate to the Evaluations screen.
2. In the Evaluations list, select the quote evaluation and click the link in the Evaluation Status field.
3. In the Evaluation Response list, select the response record and scroll down to the Activities list.
4. In the Activities list, create a new record and complete the fields.
   • The Due date, Planned Start, and Last Updated fields default to the current date.
   • The Activity Type, Status, Assigned To, and Created By fields are also automatically populated.
5. In the Assigned To field, select the individual to whom the activity is assigned.
6. (Optional) In the Last Name field, select the contact person.

Creating an Evaluation Response

When the revenue manager responds to the sales representative, the Evaluation Status field is updated with either Rejected or Approved. After responding, the revenue manager creates an evaluation response record to communicate additional details about the response.

Perform the steps in the following procedure to create a quote evaluation response for the sales representative.

To create an evaluation response

1. Navigate to the Evaluation screen.
2. In the Evaluations list, query for the evaluation record.
3. In the Evaluation record, click the link in the Evaluation Status field.
4. In the Evaluation Response list, add a record and complete the fields.

   The following table describes some of the fields.

   Field	Comments
   Suggested Alternates	Suggested alternatives to the quoted items.
   Response	Used by the revenue manager to summarize the response.
   Required Release Date	The required date by which the status of the booking must be Definite or Released.
   Required Cut Off Date	The date by which quoted items must be picked up or made available to others.
   Room Attrition	Fee charged to the customer if the room block pickup is below a certain number. The fee is typically based on a scale.
   Contract Approval Required	This check box indicates whether the contract for the event must be formally approved.
   Date	Automatically populated with the current date.
   Contract Clauses	Specific clauses or conditions that need to be included in the contract.
   Catering Attrition	Fee charged to the customer if the catering revenue or attendance for the functions falls below a certain value. The fee is typically based on a scale.

Revenue Manager Approval of a Quote with a Negative Profit Variance

In some instances, when the sales representative generates a quote, the quote profit variance is negative, and the quote is typically sent to the revenue manager for approval.

The sales user cannot change the status of the quote from Prospect to Hold without getting the revenue manager's approval. When approval is received, the sales user can change the quote status to Hold or higher, such as T1, T2 or Definite.