Business Block Search
Note: The Business Blocks feature is available when the Blocks>Business Block application function is set to Y.
The Business Block Search screen appears when you select Reservations>Blocks>Business Block, and when you select the Block button from the profile screen for a company, travel agent, source, contact or potential. When the OPS/OPC<version number> OPERA Sales and Catering license is active, select Business Management>Business Block to access the Business Block Search screen.
The Business Block Search screen allows you to locate and modify existing business blocks and create new ones.
This is also the starting place for importing rooming lists into existing business blocks. See Rooming List Imports for more information.
When you open this screen, business blocks are ordered as follows:
To find a specific business block, enter any of the following search criteria and select the Search button.
Note: OPERA will save certain values by user when this screen is closed and default those values the next time that user opens the Business Block Search screen. The values saved here are: the Property field.
Property. Select the down arrow to choose the property where you wish to search for business blocks. The default is your login property. (This feature is available when either the OPP MHT2 or OPS MHT2 license is active, and when the OPR<version number>ORS license code is active.)
Note: When the General>ORS CM (hidden parameter) and CRO>General>Generic CRO application parameters are set to Y, all of the properties that are attached to the GENERIC CRO that the user is logged into, will be displayed in the property list.
Name. The name of the business block. If you search by business block name and only enter a few letters, OPERA will display the business blocks whose name begin with those letters and who meet the date requirement defined above. If the business block is in the past, searching by name only will not find it.
Start Date. Enter the start date for the business block you wish to find. Business blocks starting on that date or a later date will display. You may enter the date manually or select the date using the calendar tool.
Note: In SFA only, the Start Date field will always default to the current business date. To search for business blocks with a start date prior to the current business date, this field must be adjusted before selecting the Search button.
Block Code. Enter the block code for the business block. This filter will search for business blocks in the past as well as in the future.
Block ID. Enter the system generated Block ID number. This filter will search for business blocks in the past as well as in the future.
Owner. Select the down arrow to choose the sales manager owner of the business block. This filter will return a business block if the Overall Owner, Rooms Owner or Catering Owner is populated with the selected Owner. This feature is visible when the General>Owner application function is set to Y but is always visible in S&C even if the function is set to N.
P (Primary Owner). When checked, this option only returns business blocks where the selected owner is the PRIMARY owner. Left unchecked, this option returns all business blocks where the selected owner is attached as either a Primary or Secondary Overall Owner, Rooms Owner or Catering Owner.
Stay Date. Enter a date to search for business blocks that are in-house on that date (e.g., the date entered falls between the business block start date and end date). Business blocks that include that date will display. You may enter the date manually or select the date using the calendar tool.
Status. Select the down arrow to choose a business block rooms status. The default is all statuses. This filter will query past and future business blocks and will return all that have the selected status as a Rooms/Block status.
Cat. Status. Select the down arrow to choose a catering status. This filter will query past and future business blocks and will return all that have the selected status as a Catering status. This feature is available when the OPS<version number> S&C license is active and the application function Blocks>Catering Events is set to Y.
Incl Master. Select this check box to display master blocks or master allocations in the search grid. This option is checked by default. Master blocks/allocations will have a + sign in the + column. Click on the + sign to display sub-bookings/allocations under the master booking/allocation. Subs have an S in the + column. You must first un-check this option to exclude master bookings/allocations from the search results.
Leads. Available when the Leads>Lead Functionality is set to Y. Includes leads in the list of business blocks. Leads have an L in the + column.
Tour. Select this check box to only search for business blocks that belong to a tour series when the application function Blocks>Tour Series is set to Y. Can be used in conjunction with a specific Tour Code on the Advanced tab, or by itself for business blocks of any tour.
When the Advanced button is selected, additional search fields are made available. These additional search fields include:
Company. Select the ellipsis button to access the Profile Search screen (in PMS) or Account Search (in S&C) with View By already populated with Company or to access. Business blocks with a company profile matching this value will be returned.
Agent. Select the ellipsis button to access the Profile Search screen (in PMS) or Account Search (in S&C) with View By already populated with Travel Agent. Business blocks with a travel agent profile matching this value will be returned.
Group. Select the ellipsis button to access the Profile Search screen (in PMS) or Account Search (in S&C) with View By already populated with Group. Business blocks with a group profile matching this value will be returned.
Source. When the Profiles>Source application function is set to Y, select the ellipsis button to access the Profile Search screen (in PMS) or Account Search (in S&C) with View By already populated with Source. Business blocks with a source profile matching this value will be returned.
Contact. Select the ellipsis button to access the Profile Search screen with View By already populated with Contact (in PMS) or the Contact Search screen (in S&C). Business blocks with a contact profile matching this value will be returned.
Created By. Select a user from this list of user names to filter for business blocks created by a specific user.
Created On. Enter a date or use the calendar tool to search on the business block creation date. Only business blocks created on the specific date you enter here will be displayed.
Rate Code. Select a Rate Code to find business blocks with a specific Rate Code attached. Take note that this field will only search for Primary Rates Codes, and will not query Secondary Rate Codes even if Multi Block Rates (Blocks>Multi Block Rates set to Y) is enabled.
Tour Code. Use this field to search for business blocks by Tour Code when the application function Blocks>Tour Series is set to Y.
Filter. Available if the General>Filter Search application function is set to Y. Select the down arrow to choose a filter to be applied to this search. Filters may be used to return only those business block records that meet certain predefined conditions. Select the ellipsis button to access the Filter Maintenance screen.
When creating and using filters, the following rules apply:
Note: An indicator lamp appears when a filter is selected.
Above the search results grid is a display of the following information related to the highlighted business block.
Important! When the appropriate View and Edit Profile permissions have been granted, it is possible in the Business Block Search screen to open the attached Account, Contact or Business Block record by double clicking on the name. Please Note that a double click is only enabled if there is an actual value in the field.
Account/Contact. Company profile and company contact associated with the highlighted business block.
Agent/Contact. Agent profile and agent contact associated with the highlighted business block.
Source/Contact. Source profile and source contact associated with the highlighted business block. Visible only when the Profiles>Source application function is set to Y.
Master ID. If the highlighted Business Block is a sub block/allocation, the Master Block/Allocation Name, Property and ID for that sub are displayed
Property Indicator. Select the button to access the Property screen. The name of the property where the Business Block is booked will display to the left of this icon. Please note that in SFA this icon is only displayed when a property business block and/or a lead is selected. This icon remains hidden when an SFA booking is selected.
The following information is shown for the business blocks matching your search criteria:
Column. The following indicators may be shown:
Note: When the OPF<version number> SFA license code is active, the + indicates that the business block has associated leads. Click on the + to display the leads (an L appears in this column for leads).
Property. Property for which the business block was created. (This feature is available when the OPP MHOT Multi-property PMS add-on license is active.)
Note: When the OPF<version number> SFA license code is active, an L appears in the + column to indicate a lead associated with a business block. In this case, the property shown is the property for which the lead was created.
Start Date. (Editable) Start date of the business block.
Block Name. (Editable) Name of the business block.
Owner. The Overall owner of the business block.
Rm Nts. For business blocks that have not yet passed, this is the total number of blocked rooms. For business blocks that have passed, this is the total number of picked-up rooms.
Status. Rooms/Booking status of the business block.
Cat. Status. Catering status of the business block.
End Date. Last day of the business block.
Block ID. System generated business block ID number.
Rooms and Catering Decision /Follow Up. Dates for rooms and catering decisions and follow-up. Decision dates may be used as deadlines for changing status to Definite. Follow-up dates may be used to remind sales managers to contact client to confirm details.
Rooms Cutoff. Rooms cutoff date. Rooms not picked up by this date are returned to inventory if the application parameter Blocks>Cutoff is set to Y.
Cat. Only. A Y in this column indicates that the Catering Only check box is checked for this business block.
Rms. Owner. Rooms owner of the business block.
Shoulder Begin/End. Depending on value set in the Blocks>Max. Shoulder Days application setting, shoulder dates may be automatically entered on the business block. Some guests may arrive earlier or depart later than the arrival or departure date for a business block. The shoulder dates control the earliest begin and latest end days that the arrival or departure dates can exceed the group's dates.
Block Code. Block code that identifies this business block.
Cat. Owner. Catering owner of the business block.
Resv Method. The code assigned to this business block identifying how the reservations will come into the hotel.
UDFC01, UDFC02. These Character datatype fields can be customized to display in the grid and configured for Color Definitions.
UDFD01, UDFD02, UDFD03, UDFD04, UDFD05. These Date datatype fields can be customized to display in the grid and configured for Color Definitions.
A right-click on the column headers in the search results grid will allow you to change the sort order of the search results. Options include:
Add this Item to Order By. Use this option to add the selected column to the sort order. For example, if the default order by is start date and user wants to order by start date and then status, right click on status and select this option.
Add this item in order by, descending. Use this option to add the selected column to the sort order, in descending order. The same as above except that the sort on status will be in reverse sequence order.
Order by this item in descending order. Use this option to start the sort order using the selected column.
Remove this item from Order By. Use this option to remove the selected column from the sort order.
Don't Order By Any Column. Use this option to display results without a sort order.
Show Existing Order By. Select this option for a text display of the current sort order.
Save Grid. Select this option to enable the Modify Grid option to change the display of the columns in this grid.
Modify Grid. Opens the Grid Definition screen which allows you to add or remove columns from the grid, edit column headers, change the column width or the column order and color code the grid. If the Modify Grid option is grayed out, you must first select Save Grid.
Right click on a record in the search results grid to display the available options. Options include the following:
Reservations. Display any reservations for the business block.
Copy. Copy the business block and attached information. You will be taken to the Copy Booking screen where you have the choice to copy the room block, events, or both if applicable for the same or different dates. You may also define the block code for the new business block.
Display Master. Available for sub-blocks and sub-allocations. When selected, you can display the master business block/allocation from any sub-booking/allocation. (See Create Master for details.)
Convert to Regular BB. Available for sub-blocks and sub-allocations. When selected, converts the sub-block/allocation to a regular business block/allocation. There is no confirmation prompt when you select this action.
Extract. Select one or several business blocks for a mail merge. The cursor focus moves to the business block Block Name field of the record and highlights it in a new color to indicate it has been selected. When you have made your choice(s), select the Extract button to proceed (see Data Extraction for details).
Contracts. Available when the Blocks>Business Block Contracts application parameter is set to Y. Select this button to send select S&C reports via the fax and email delivery methods. See S&C Contract Sending for details.
Activities. Only available in the modules S&C (OPS/OPC<version number> Sales and Catering) and SFA (OPF<version number> Sales Force Automation). Selecting this button displays the Activity Search screen.
Extract. Create a mail merge based on one or more of the business blocks listed in the search results grid. Right-click on an entry and select Extract to choose the record. The Extract button takes you to the Attachment screen where you can choose a template (or create a new one) for the mail merge. (See Data Extraction for details.)
Agenda. Available when the OPF<version number> Sales Force Automation license is active. Create or edit a meeting agenda. The meeting agenda is a Sales Force Automation feature that provides a fast way for outbound sales organizations to capture clients' high-level meeting and F&B requirements — even if those requirements are vague and subject to change. (See F&B Meeting Agenda for details.)
Events. Display the Event Search screen for the highlighted business block where events associated with the business block are listed. (See Searching for an Event for details.)
Reports. Display the OPERA Reports screen where you may select from a list of reports which are related to business blocks. (See Reports for details.)
Notes. Display the Business Block Notes screen showing any notes that have been entered for this business block or to enter new business block notes. See Business Block Notes for details.)
Options. Access the Business Block Options from the Business Block screen by selecting the Options function.
Note: When the General> Enhanced Options Management application parameter is set to Y, you have another way of quickly accessing options without selecting the Options button to open the Options menu itself. You can press Ctrl+T to display the blue Option field.
To view all the available options in alphabetical order, scroll through the options list by selecting the Up and Down arrow keys. Press Enter to select the displayed option and open the corresponding option screen. Or, instead of scrolling through the options list, type the first three letters of the desired option. The corresponding options screen appears. (For example, type c-a-n for Cancel.)
You may also enter the first letter of the desired option and all options beginning with that letter will appear in alphabetical order as you scroll. To scroll, use the arrow keys or repeatedly press the beginning letter key. For example, if you typed a-a-a-a you might scroll through the options of Accompanying, Add on, Agent/Company, Alerts. Press Enter to open the desired option.
New. Create a new business block. (When the OPP MHOT Multi-property PMS add-on license is active, or when the OPR<version number> ORS license code is active, the property for which you are creating the business block must be selected prior to creating the new business block. If more than one property is selected in the Property field, you will be prompted to choose one property.
Edit. Open the highlighted business block for editing.