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Detailing a Function

The procedures in this topic describe how to create and manage detailed functions and their subfunctions and child functions. This topic includes the following topics:

• Creating a Parent Space Hold Function
• Creating Subfunctions with the Function Hierarchy Buttons
• Creating Subfunctions with the Sub Function Button
• Completing the Detailing of a Function

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

Creating a Parent Space Hold Function

To create a parent space hold function record, follow these steps.

To create a parent space hold function

1. Navigate to the Quotes screen, then the List view.
2. In the Quotes list, query for the quote record for which to create a parent space hold function.
3. In the quote record, click the link in the Name field.
4. Click the Functions view tab.
5. In the Functions list, add a record, and complete the fields as described in the following steps.
   1. In the Function Type field, select any function type.
   2. In the Function Space field, select a function space.

      You can select a specific space or a configured space.

   3. Complete the other fields as needed.

      For more information about creating a function for a quote, see Adding Functions and Function Line Items to a Quote. For more information about assigning a function to a function space, see Assigning a Function to a Specific Space.

6. Reserve the space by clicking the Reserve button.

   The Availability Engine checks for inventory availability according to the availability rules defined in the Property Pricing Admin screen, Inventory Control view. If the space is available, the function record will acquire an inventory status of Reserved.

7. When you are ready to detail the function, select the Detail check box.

   After you select the Detail check box, the Primary, Start, End, and Function Space fields become read only.

   NOTE:  The Detail check box is enabled for parent functions only. You cannot select this check box in subfunction records.

8. Release the reserved inventory by selecting a function clicking the Release button.

   The Release button enables you to release function space inventory after it has been reserved. When you click the Release button, the inventory status of the current function space changes to Unreserved from the previous value. If the function is a parent function (in other words, a detail function or a space hold function), then the inventory of any subfunctions is also released.

Creating Subfunctions with the Function Hierarchy Buttons

A user can create and manage subfunctions and child subfunctions for a function with the function hierarchy buttons. These buttons enable you to indent and unindent functions to create a hierarchy, and to move functions up and down the list. The function hierarchy buttons are described in Table 49.

The following steps assume that a function with the Detail flag selected already exists in the Quote Functions list. Although detailing is typically done at the quote level, you can also create a hierarchy of functions in an opportunity and select the Detail flag at that stage.

To create subfunctions with the function hierarchy buttons, follow these steps.

To create a subfunction with the function hierarchy buttons

1. Navigate to the Quotes screen, then the List view.
2. In the Quotes list, query for the quote record that includes the detail function for which to create subfunctions.
3. In the Quote record, click the link in the Name field.
4. In the Quote Functions list, verify that a function record exists with the Detail check box selected and an Inventory Status of Reserved.
5. In the Functions list, add another record, and complete the fields.
6. Use the Move up and Move down buttons to position the record after the detail function.
7. Click the Demote one level button to make the new function a subfunction of the parent detail function.
8. In the Function Space field, select a function space for the subfunction.

   You can associate function space for subfunction only if the parent function is detailed.

   • If you have selected a specific space for the parent function, you can also reserve a specific space for the subfunction. Only spaces related to the parent function space are available for selection.
   • If you have selected a category for the parent function, you cannot reserve a specific space for the subfunction.
9. Click Reserve.

To create child subfunctions with the function hierarchy buttons, follow these steps.

To create a child subfunction with the function hierarchy buttons

1. In the Functions list, add a record and complete the fields.
2. Use the Move up and Move down buttons to position the new record after a previously created subfunction.
3. Make sure the Detail check box in the parent function is selected.

   The function hierarchy buttons are available for a subfunction only if the parent function is detailed (that is, if the Detail check box of the parent function record is selected). If the Detail check box of the parent function is cleared, the function hierarchy buttons are disabled for the subfunctions of that parent function as well.

4. Click the Demote one level button twice to make the record a child subfunction of the first subfunction record created.

   NOTE:  You cannot reserve a function space for a child subfunction.

Creating Subfunctions with the Sub Function Button

A user can create and manage subfunctions and child subfunctions for a function with the Sub Function button. The Sub Function button calls a dialog box in which you can enter multiple subfunctions. You can also delete or modify the existing subfunctions in the dialog box. This dialog box eliminates the need to manually indent subfunctions, because they will already be associated with the correct parent record as subfunctions.

The ability to create and modify subfunctions with the Sub Function button varies according to the current selection. The Sub Function button is enabled only if the current selection is a parent function or a subfunction of a detailed parent function. If you are not able to modify a function, then you cannot modify the subfunctions of that function. If you are not able to create new functions, then you cannot create new subfunctions.

The following steps assume that a function with the Detail flag selected already exists in the Quote Functions list. Although detailing is typically done at the quote level, you can also create a hierarchy of functions in an opportunity and select the Detail flag at that stage.

To create subfunctions with the Sub Function button, follow these steps.

To create a subfunction with the Sub Function button

1. Navigate to the Quotes screen, then the List view.
2. In the Quotes list, query for the quote record that includes the function for which to create subfunctions.
3. In the Quote record, click the link in the Name field.
4. In the Quote Functions list, select a function for which to create subfunctions.
5. Verify that the function record has the Detail flag selected and an Inventory Status value of Reserved.
6. Click Sub Function.

   The Create Agenda Sub Function dialog box appears.

7. In the Create Agenda Sub Function list, add a subfunction record and complete the fields.

   Some fields are described in the following table.

   Field	Comments
   Day #	The day number of the subfunction. By default, displays the day number value from the parent function.
   Date	The date of the subfunction. By default, displays the subfunction date value from the parent function.
   Day	Automatically calculated from the date of the parent function. Read only.
   Function Name	The name of the subfunction.
   Function Type	The type of subfunction that is planned.
   Start Time	The start time of the subfunction. Does not have to be within the start and end times of the parent function, except if the parent function is detailed.
   End Time	The end time of the subfunction. Does not have to be within the start and end times of the parent function, except if the parent function is detailed.
   Expected	The number of attendees the customer expects to attend the subfunction.
   Projected	The number of attendees the sales representative expects to attend the subfunction. This value is used when projecting revenue.
   Location	Describes where the subfunction will take place.
   Flow	Indicates to the property operations staff whether the attendees are expected to arrive in a flow (selected) or all at once (cleared).
   Function Space	Select a function space for this subfunction. Displays a list of function spaces that are used for detailing. This field is editable only when the parent function has a function space specified and the Detail flag selected. Otherwise, this field is read only.

8. Repeat Step 7 for each additional subfunction to associate with the current parent function.

   You can enter subfunctions in any order.

9. Click OK.

   Siebel Hospitality redisplays the Function List with the new subfunctions indented after the parent function. The new subfunctions are sorted by start time in ascending order.

   NOTE:  If you select the parent function and click Sub Function again, the Create Sub Function pop-up window also displays the associated subfunctions sorted by start time in ascending order.

To create child subfunctions with the Sub Function button, follow these steps.

To create a child subfunction with the Sub Function button

1. In the Functions list, select a subfunction for which to create child subfunctions.
2. Make sure the Detail check box in the parent function is selected.

   The Sub Function button is available for a subfunction only if the parent function is detailed (that is, if the Detail check box of the parent function is selected). If the Detail check box of the parent function is cleared, the Sub Function button is disabled for the subfunctions of that parent function as well.

3. Click Sub Function.

   The Create Sub Function pop-up window appears.

4. In the Create Sub Function list, create a subfunction record, complete the fields, and click OK.

   Siebel Hospitality redisplays the Functions list with the new child subfunctions indented one level after the parent subfunction and two levels after the parent function.

   NOTE:  You cannot reserve a function space for a child subfunction.

Completing the Detailing of a Function

Detailing out a function removes the parent function record, promotes the associated subfunctions to high-level functions, and promotes the child subfunctions to subfunctions. If the parent function is a space hold record, detailing out removes the space hold.

To complete the detailing of a function by detailing out the parent function, follow this procedure.

To complete the detailing of a function

1. In the Functions list, select the parent function.
2. Click the Menu button and choose Detail Out/Remove Space Hold.

   The parent function is deleted, and the subfunctions are promoted to functions along with the spaces in which they are booked. The child subfunctions are promoted to subfunctions. Any space that was part of the larger space hold, and that is not used by the subfunctions, is released and becomes available again.

3. (Optional) After the parent function and associated subfunctions are reserved, you can click the link in the Date field of the function record to navigate to the Function Space Diary.

   In the diary, only the parent function is displayed. After the user details out the parent function, however, the subfunctions become functions and are displayed in the diary. The parent function is no longer displayed. For more information about the Function Space Diary display, see About the Function Space Diary.