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Copying Function Line Items to a Different Quote

It is common for events to include similar functions with comparable requirements. This is especially true for events held for the same customer. For example, a corporate customer holds an executive board meeting function. That function requires a projector, a television, and basic office supplies. It is likely that other executive board meetings will require the same items. In Siebel Hospitality, these requirements are recorded as function line items associated with the quote.

You can copy one line item or multiple line items from a function to another function, or to multiple other functions. These other functions can be associated with the same quote as the source function, or with any quote for the same property.

This topic is a step in Managing Functions Associated with Quotes.

To copy function line items to a different quote

1. Navigate to the Quotes screen, then the List view.
2. Identify a quote in which to copy function line items, and click the link in the Quote Name field.
3. In the Functions list, select a function from which to copy line items.
4. In the Line Items list, select one or more line items to copy to another function.
5. Click Copy Line Items.

   The Pick Functions dialog box displays other functions and subfunctions that are associated with the current quote. For more information about restrictions on the displayed functions, see Conditions for Copying Function Line Items.

6. (Optional) To select a function of a different quote associated with the current property, perform the following steps.
   1. In the Pick Functions dialog box, click Query All Quotes.
   2. Query for the functions associated with a different quote.

      The Pick Functions dialog box displays the functions associated with the quote returned by the query.

7. In the Pick Functions dialog box, select one or more functions to which to copy the selected line items, and click OK.

   Siebel Hospitality copies the selected line items from the current function to the functions you selected, and redisplays the Functions view.

   NOTE:  Function space records are not copied even if you select them. Also, if you select a child product but not its parent, the child product is not copied. However, if you select the parent record, all the child products of that parent are copied.

8. Navigate to the target functions and, if necessary, update the fields in the copied line items.

   For more information about function line item fields that are not copied, see Conditions for Copying Function Line Items.

Conditions for Copying Function Line Items

To be displayed for selection in the Pick Function(s) dialog box, the functions returned must meet the following conditions:

• Property. The parent property is the property associated with the quote from which the copy function was called.

  If you click Query All Quotes in the Pick Functions dialog box, this condition does not apply.

• Quote status. The parent quote status is other than Lost/Turndown, Cancel, or Actual.
• Function status. The function status is other than Lost/Turndown, Cancel, or Actual.

If you copy line items to a function in the same quote, the line item fields whose values are not copied are listed in Table 30. You might have to update these fields manually in the new line items of the target functions.

If you copy line items to a function in a different quote, the line item fields whose values are not copied are listed in Table 31. You might have to update these fields manually in the new line items of the target functions.

The line item fields that are copied and not copied can be modified through configuration.

Additional validations are as follows:

• Critical items. Critical items are automatically booked. If booking is unsuccessful, the item is double-booked or re-rented.
• Associated orders. If the function to which the line items are copied has an associated order, all copied line items are also associated with that order. In other words, the function items in the quote and the order are synchronized.
• Menus and packages. If the copied line item is a menu or package, all child items are also copied.