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Siebel eHospitality Guide > Using Siebel eHospitality Before Events > Creating Functions >

Specifying Function Details

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Function records are created in the Events screen, but it is most convenient to specify additional function details using the Functions screen, as described in the following procedure:

To specify additional details about a function

If you have not already done so, navigate to the Events screen.
Select the event that includes the function for which you want to specify additional details.
Click the Functions view tab to display the Functions list.
In the record for the Function that interests you, click the hyperlink in the Function Type field.
In the Function form, click the show more button to display additional fields.
Complete the fields in the Function form; some fields are described in the following table.

Field	Comments
Actual	Number of attendees for which the customer is invoiced. Automatically populated with the higher of the values in the Guaranteed and Served fields.
Banquet Lead	When selected, indicates that the function was added by staff other than the event planning team, usually during the event. For example, an event customer might ask a waitress to arrange an impromptu dinner party during the event.
Comments	Provides a location any information about the function not covered in other fields. Not used in reports.
Cumulative Price	Sum of the allocated prices for line items associated with the function. The value in this field is calculated automatically as line items are added. For more information about line items, see Specifying Function Line Items.
Date	Date and time that the function will be held. You must specify the date. You are not required to specify the time in this field, but if you do not do so, an arbitrary time is automatically assigned. The time value in this field is not used for operations such as reserving assets for the function—instead, the time specified in the Start field is used.
Description	Description of the function. Not used in reports.
Discount %	Discount applied to all line item prices for the selected function. Separate discounts can be applied to each individual line item or to an entire order.
Display Name	Name of the function to be displayed in reports. Defaults to the value of Function Type chosen in the Functions list in the Events screen.
End	Ending time for the function. Automatically populated from the Functions list in the Events screen.
Expected	Initial number of attendees estimated by the customer.
Function Type	Type of function. Available values are stored in the SHM_EVENT_TYPE_CD LOV. By default, available values include Board Meeting, Breakfast, Breakout, Brunch, Cocktail Reception, Coffee Break, Dance, Demo, Dinner, Entertainment, Exhibition, Exhibits, General Session, Keynote Address, Lecture, Lunch, Meeting, Off-Site, Panel Discussion, Presentation, Reception, Registration, Sporting Event, Trade Show, and Workshop.
Guaranteed	Number of attendees the customer commits to pay for. This number is ordinarily agreed upon a certain number of hours before the event.
Objective	Event customer's objective for the selected function.
Order #	The identifying number for the order that lists the goods and services to be supplied for the selected function. Available values are orders associated with the parent event for the function. An order number must be specified before line items can be added to a function. It can be specified either here in the Function form or in the Functions list for the parent Event. If the selected function has subfunctions at the time when the order number is chosen, the function's order number is assigned to all of that function's subfunctions, automatically. (This may not be visible until the display is refreshed.) If the function's order number is changed at a later time, the new order number is assigned to all of the function's subfunctions, automatically, regardless of the previous order number values for the subfunctions. For more information about creating orders, see To create an order. For more information about subfunctions, see Working with Subfunctions.
Projected	Read-only field with value based on the value of the Expected field. Used for calculation of totals for line items that are specified on a per person basis.
Property	Location for the function. Automatically populated from parent event setting.
Room	Room where the function will be held. Automatically populated from the Functions list in the Events screen. Available values depend on the property (location) where the function will be held. For more information on properties and rooms, see Defining Charge Codes, Taxes, and Service Charges.
Served	Number of people actually served during the function.
Set	Estimated number of attendees for the function. This value is used by event operations staff to prepare for and set up the function, but is not used in any calculations. An event manager supplies this value.
Setup Style	Groups of products required for setting up the function. Automatically populated from the Functions list in the Events screen. A value for Setup Style cannot be chosen until an order number has been assigned to the selected function. Available values for Setup Style are administrator-defined complex products with a Type value of Setup Style. For example, a Setup Style called Boardroom might contain the following products: long table, refreshment table, pads, pens, candy, and executive chairs. When a Setup Style is chosen for a function, the Setup Style is automatically included as a line item in the corresponding order for the function. If the Setup Style is changed at a later time, corresponding changes are automatically made to the associated line items.
Start	Starting time for the function.
Status	Status of the function. If a value of Cancelled is chosen, no line items can be added to the function, and reserved line item resources with a status of Booked are released.

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