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Actualizing a Function


The Actualization process is performed on Function and Room Block records. The process of setting a sales status to Actual occurs after the function is completed or the room block has been used. At that point, the revenue becomes actualized. See Table 50 for a description of the Actual status.

Actualized revenue is the total revenue generated from all sales (transient room, group room, catering, and so on). When the term is applied to sleeping rooms, it refers to the number of sleeping rooms on the property that were actually used. Actual status can also be applied to food and beverage covers and event attendees.

When the function and room block records are actualized, the following actions occur:

  • The function or room block record becomes read only.
  • The Inventory Status field is automatically updated to Actual.
  • The Function is displayed as Actual in the Function Space Diary.

This task is a step in Process of Managing Hospitality Event Inventory.

To actualize a function

  1. Navigate to the Quotes screen, then the List view.
  2. In the Quotes list, query for the quote associated with the function that is to be actualized.
  3. In the Quote record, click the link in the Name field.
  4. In the Quote Functions list, select the completed function record, and update the Function Status field to Actual.
  5. Save the record.

To actualize a room block

  1. Navigate to the Quotes screen, then the List view.
  2. In the Quotes list, query for the quote.
  3. In the Quote record, click the link in the Quote # field.
  4. In the Room Blocks Line Items list, select the Room Block Line Item record, and update the Status field to Actual.
  5. Save the record.
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