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Entering Historical Data in the Histories Screen (User)

The Histories screen lists historical opportunities, quotes associated with a selected opportunity, and functions and room blocks associated with a selected quote. You can enter all this information to create a collection of historical data with which to associate current opportunities.

Historical opportunities are made to appear in this screen in the following ways:

• You can manually enter a new opportunity and, optionally, enter associated quotes, functions, and room blocks. In this case, the historical record is editable.
• When an existing quote has a status of Definite, Siebel Hospitality automatically displays the associated opportunity, the quote, and associated functions and room blocks in the Histories screen. In this case, the historical record is read only.

NOTE:  You can enter only historical opportunities in the Histories screen. You cannot enter future opportunities. For information about entering future opportunities for the Histories and Futures functionality, see Associating Historical and Future Opportunities with a Present Opportunity (User).

To manually enter a new historical opportunity, the quotes associated with the opportunity, and the functions and room blocks associated with the quotes, follow the procedures in this topic.

Entering Historical Opportunities Manually

To manually enter a historical opportunity, follow this procedure.

This task is a step in Process of Managing Histories and Futures Data.

To enter a historical opportunity manually

1. Navigate to the Histories screen, Histories view.
2. In the Historical Opportunities list, add a record.
3. Complete the fields, as required.

   Some fields are described in the table that follows.

   Field	Comments
   Opportunity	Opportunity name from the Opportunity Capture view.
   Intermediary Account	Name of the secondary account, if any.
   Segment	Customer or market category classification for this opportunity.
   Type	Means of classifying the opportunity, for example, Board Meeting, Job Fair, and so on.
   Event Template	Event template that has been applied to this opportunity.
   Peak # Rooms	Calculated field. The sum of the values of the Peak # Rooms fields of all the quotes associated with this opportunity.
   Contracted Rooms	Calculated field. The sum of the Contracted Rooms fields of all the quotes associated with this opportunity.
   Blocked Rooms	Calculated field. The sum of the Blocked Rooms fields of all the quotes associated with this opportunity.
   Picked Up Rooms	Calculated field. The sum of the Picked Up Rooms fields of all the actualized quotes associated with this opportunity.
   Actual Rooms	Calculated field. The sum of the Actual Rooms fields of all the quotes associated with this opportunity.
   Projected Rooms	Calculated field. The sum of the Projected Rooms fields of all the quotes associated with this opportunity.
   Complimentary Rooms	Calculated field. The sum of the Complimentary Rooms fields of all the quotes associated with this opportunity.
   Locked	Select to make this record read only.

About Locking, Unlocking, and Deleting Historical Opportunities

When the Locked field of a historical opportunity record is selected, the record is locked, becoming inactive and read only. In a record that was automatically created in this view when a quote changed to Definite, Locked is automatically selected.

When a historical opportunity record is locked, it remains visible to users. However, only the creator of that record can unlock and edit it. If record was created in the Histories view, only the user who created the record in the Histories view can lock the record, or unlock and edit it. Additionally, depending on the business model of your company, the ability to lock and unlock records might be limited to users with specific permissions or responsibilities.

When a historical opportunity record is locked, only the system administrator can delete the record.

Entering Historical Quotes Manually

To manually enter a quote associated with a historical opportunity, follow this procedure.

This task is a step in Process of Managing Histories and Futures Data.

To enter a historical quote manually

1. Navigate to the Histories screen, histories view.
2. In the Historical Opportunities list, select an opportunity with which to associate a quote.
3. Scroll down to the center of the view.
4. In the Quotes list, add a quote record to the currently selected opportunity.
5. Complete the fields, as required.

   Some fields are described in the following table.

   Field	Comments
   Property	Name of the property in which the quote event occurred. Clicking the link displays the Property screen, Properties view.
   Peak # Rooms	Calculated field. Compiled from the Room Block totals associated with the current quote record.
   Picked Up	Calculated field. Compiled from the Picked Up totals associated with the current quote record.
   Total Revenue	Calculated field. Compiled from the revenue figures (Room Block, Functions, and so on) associated with the current quote record.
   % Double Occupancy	Calculated field. The percentage of Double Rooms against Total Rooms Blocked. The calculation is as follows: (Double Room Percent divided by Total Rooms Blocked) multiplied by 100.0 The Double Room Percent is displayed in the Quote screen, Room Block Info view, in the Double % field under the Occupancy % heading.
   % No Shows	Calculated field. It is compiled from the difference between the Agreed and Actual counts.

Entering Historical Functions Manually

To manually enter a function associated with a historical quote, follow this procedure.

This task is a step in Process of Managing Histories and Futures Data.

To enter a historical function manually

1. Navigate to the Histories screen, histories view.
2. In the Historical Opportunities list, select an opportunity.
3. Scroll down to the center of the view.
4. In the Quotes list, select a quote in which to add a function.
5. In the Functions list, add a function record to the currently selected quote.
6. Complete the fields, as required.

   Some fields are described in the following table.

   Field	Comments
   Room Rental Revenue	Total revenue value for the Room Rental revenue category for this function.
   Food Revenue	Total revenue value for the Food revenue category for this function.
   Beverage Revenue	Total revenue value for the Beverage revenue category for this function.

NOTE:  Grand totals for the numeric and currency fields appear in a row at the bottom of the list.

Entering Historical Room Blocks Manually

To manually enter a room block associated with a historical quote, follow this procedure.

This task is a step in Process of Managing Histories and Futures Data.

To enter a historical room block manually

1. Navigate to the Histories screen, histories view.
2. In the Historical Opportunities list, select an opportunity.
3. In the Quotes list, select a quote in which to add a room block.
4. Scroll down to the bottom of the view.
5. In the Room Blocks list, add a room block record to the currently selected quote.
6. Complete the fields, as required.

   Some fields are described in the following table.

   Field	Comments
   Picked Up	Calculated field. The sum of all room types from all dates associated with the current opportunity.
   30 Day Pick Up	Read only. The number of rooms picked up on the 30th day before the arrival date on the quote.
   60 Day Pick Up	Read only. The number of rooms picked up on the 60th day before the arrival date on the quote.
   90 Day Pick Up	Read only. The number of rooms picked up on the 90th day before the arrival date on the quote.
   Actual vs Contracted	Calculated field. It is derived from the following formula: (Actual divided by Contracted) multiplied by 100.0
   Actual vs Blocked	Calculated field. It is derived from the following formula: (Actual divided by Blocked) multiplied by 100.0

NOTE:  Grand totals for the numeric fields appear in a row at the bottom of the list.

About 30, 60, and 90 Day Pick-Ups

The Room Blocks list is also referred to as the 30-60-90 day snapshot. Siebel Hospitality captures picked-up rooms data associated with event room blocks at 30, 60, and 90 days prior to the arrival date and displays these figures in the 30 Day Pick Up, 60 Day Pick Up, and 90 Day Pick Up fields. The 30, 60, and 90 day counts come from active quote records that are not yet part of the Histories and Futures records.

Siebel Hospitality captures these figures only on the 30th, 60th, and 90th days before the arrival date. For example, if an event is entered on the 75th day before the occurrence of the event, the 30 Day Pick Up, 60 Day Pick Up, and 90 Day Pick Up fields are blank. Only when the event reaches 60 and 30 days before the arrival date are the respective 60 Day Pick Up and 30 Day Pick Up fields populated. The 90 Day Pick Up field remains blank.

If an existing event is rescheduled to a date that is either sooner or later than the original date, Siebel Hospitality clears the fields, recapturing and repopulating them at the new 30th, 60th, and 90th days before arrival. For example, suppose the arrival date of an event is 45 days from today, and the event record has data for the 60th and 90th days before the arrival date. If the event is postponed to 50 days from today, the 60 Day Pick Up and 90 Day Pick Up fields are cleared, and the 30 Day Pick Up field is populated when the new 30th day before arrival occurs (that is, 20 days from today).