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Moving Objects in the Function Space Diary

Based on your user preferences or your Function Space Administration settings, the Confirmation dialog will be displayed. You can perform many move operations in any view of the Function Space Diary. When you select and (without releasing the selection) move a booking or extend and shrink a booking in the diary, the booking falls onto the nearest 15 minute mark.

The descriptions in this topic illustrate typical move operations, as follows:

• Moving a Booking to a Different Time or Function Space
• Converting Between Specific Space Bookings and Category Bookings
• Optioning and Overbooking a Specific Space
• Moving Space Hold Bookings
• Problems Moving Bookings with Backup Spaces to New Times
• Exchanging Specific Space Bookings
• Extending or shrinking Bookings
• Restrictions on Moving Bookings

This task is a step in Process of Managing the Function Space Diary in Siebel Open UI.

Moving a Booking to a Different Time or Function Space

Users can select and (without releasing the selection) move a booking to a different time, select and (without releasing the selection) move a booking within the same time period to a different function space, or select and (without releasing the selection) move a booking to a new function space at a different time.

To move a booking to a different time or function space

1. Navigate to the Function Space Diary screen.
2. In the Properties form, query for the property record.
3. Click the appropriate view tab from one of the following: Sales/Execution, Revenue Management, Compact Diary, or Total Availability.
4. In the selected view, click Date.
5. In the Date text box, enter the date, and click Enter.
6. The Time Scale set in User Preferences will be displayed in Diary views.
7. Select the booking that you want to move to a new location within the diary and, without releasing the selection, then move the booking to the new location (and release the selection).

   While moving the booking, you can scroll horizontally or vertically at the same time.

8. Drop the booking on the new location.

   The Add/Update dialog box appears.

9. In the Add/Update dialog box, complete the fields, as required.

   The Add/Update dialog box enables you to fine-tune and confirm the move operation. Some fields are described in the following table.

   Field	Comments
   Quote #	Function Information. Predefaulted with booking quote and cannot be changed.
   Setup Style	Function Information. The setup style will be predefaulted with booking function's setup style. Setup styles that have been defined as universally available appear in the list. For more information about setup styles, see Chapter 5, "Setting Up Function Spaces, Sleeping Rooms, and Suites," and Chapter 9, "Defining Day Parts, Status Indicators, and Setup Style Translations."
   Quote Name	Function Information.The name of the quote. The quote name will be predefaulted with booking quote and cannot be changed.
   Function Name	Function Information.The name of the function. The function name will be predefaulted with booking function.
   Function Status	Function Information. Predefaulted with the selected quote status.
   Function Space	Function Information. The type of function space that is planned. The options include the function spaces configured for the current property. Predefaulted with the function space which the booking has been dropped.
   Function Type	Function Information. The function type will be predefaulted with booking's function type. The options include the Function Type LOV values defined for the current property.
   Inventory Status	Function Information. Predefaulted with the booking status and cannot be modified.
   Function Date	Function Timing. The date of the function. By default, displays the date which the booking has been dropped and you can modify this date.
   Start Time	Function Timing. Starting time of the function. By default, displays the beginning time on which the booking has been dropped. You can modify the new starting time of the booking by changing this time.
   End Time	Function Timing. Ending time of the function. By default, displays the end time on which the booking has been dropped. You can modify the new ending time of the booking by changing this time.
   Expected	Attendees. The expected number of attendees for the function, from the estimates provided by the customer. Expected will be predefaulted with booking's function expected quantity
   Set	Attendees. The set number of attendees for the function, from the estimates provided by the customer. Set will be predefaulted with booking's function set quantity.
   Guaranteed	Attendees. The Guaranteed number of attendees for the function, from the estimates provided by the customer. This field is prepopulated with the booking's function Guaranteed quantity.

10. Click OK to confirm the changes to the booking.

Converting Between Specific Space Bookings and Category Bookings

This topic describes how to convert a specific space booking into a category booking.

To convert a specific space booking into a category booking

• Select and (without releasing the selection) move the specific space booking to the category bar.

  The booking is temporarily assigned and shown against the specific space if possible. If the booking is not assigned, then it still appears under the category bar.

Temporarily assigned category bookings can be converted to specific space bookings by selecting and (without releasing the selection) moving the category bookings to the specific space. Category Overflow bookings that are moved to a specific space are automatically converted to specific space bookings.

Optioning and Overbooking a Specific Space

This topic describes how to option or overbook a specific space.

To option or overbook a specific space

• Select and (without releasing the selection) move a specific space booking to another booking, such as a specific space or a dependency

  The Add/Update Bookings dialog box appears. Verify the information displayed and click OK. If a Booking Conflict dialog box appears, notifying you that the selected a function space time that conflicts with an existing booking, then you can either click OK, Option, Overbook, or Cancel.

Optioning and Overbooking a Specific Category

This topic describes how to option or overbook a specific category.

To option or overbook a specific category

• Select and (without releasing the selection) move a booking to the category bar

  The Add/Update Bookings dialog box appears. Verify the information displayed and click OK. The booking is automatically reserved and assigned if possible. If the booking cannot be reserved, then a dialog box appears notifying you that a conflict exists.

  In both of these cases, you can change the booking to an option, overbook, or cancel the change by clicking the appropriate buttons (Overbook, Option, Cancel) in the dialog box. You can also click OK to acknowledge that the booking was unsuccessful and allow it to be unreserved.

Moving Space Hold Bookings

You can select and (without releasing the selection) move bookings within a detailed function or a space hold function. For example, Salon ABCD has been detailed, and it has a booking in Salon A. The booking in Salon A can be moved to a different salon within Salon ABCD or to a different time within the start and end times of the detailed function. You can also select and move existing bookings out of a space hold or into a space hold.

You can promote a subfunction to a function by selecting and moving it out of a space hold, which breaks the child-to-parent dependency of the subfunction. Conversely, you can select and move a function onto a detailed function to make it a subfunction of the detailed function.

Restrictions That Apply to Moving Space Hold Bookings

The following restrictions apply to selecting and (without releasing the selection) moving space hold bookings:

• Select and move works only for subfunctions. You cannot select and move a parent detailed function.
• The entire function must be within the time period of the space hold for it to be part of the space hold.
• If a function is moved into or out of a space hold, then the corresponding relationships (that is, parent and child) are reflected in the function lists. For example, if you select and move a subfunction out of a detailed function, the subfunction is no longer part of that detailed function. Consequently, in the Quote screen, Functions view, any subfunction you selected and moved in the diary is no longer displayed under the detailed function.
• A space hold function holds space for a specific quote. Therefore, you cannot select and move functions belonging to a different quote into a space hold. If you can successfully option or overbook the function space time for the active booking, then the backup space is also moved to the new time. All functions within a space hold must belong to the quote for which the space hold was created.

Problems Moving Bookings with Backup Spaces to New Times

When you move an active booking to a new time period, the backup space must also be able to move to the new time for the booking to be successful. When you successfully select and (without releasing the selection) move an active booking to an available time period, the backup booking moves with it. However, if the move is not successful, then one of the following might have occurred:

• Active booking cannot be moved due to conflicts. If the active booking cannot move to the new time period due to conflicts, then a dialog box appears allowing you to option, overbook, cancel, or unreserve the booking. If you click OK, then both the active and the backup bookings are unreserved.
• Conflict with the backup booking. If a conflict occurs when you try to move the backup booking, then you can try overbooking or optioning the backup space time in the dialog box that appears. However, if this attempt is unsuccessful, then you must unreserve the backup booking or cancel the change.

Exchanging Specific Space Bookings

This topic describes how to exchange specific space bookings.

To exchange specific space bookings

• To exchange specific space bookings, for example exchange Space A and Space B, select and (without releasing the selecction) move Space A onto Space B.

  Space A becomes either optioned or overbooked. You can then select and (without releasing the selection) move Space B to the place previously occupied by Space A.

Extending or shrinking Bookings

This topic describes how to extend or shrink a booking.

To extend or shrink a booking

1. Select and then move either end of the indicator bar of the booking to extend or shrink the booking into a later or an earlier time period as required.
2. Use the pop-up dialog box to check the precise time period to which you have extended or shrunk the booking.

Restrictions on Moving Bookings

You cannot perform the following operations with bookings:

• Select and (without releasing the selection) move a booking to a position that has no resource.
• Select and (without releasing the selection) move a booking to a specific space that does not accommodate the setup style of the booking.
• Select and (without releasing the selection) move a booking to an ineffective specific space or category.
• Select and (without releasing the selection) move a backup booking to a different time period.
• Select and (without releasing the selection) move a Function that has the Do Not Move Flag option selected.
• Select and (without releasing the selection) move a Function that has the Detail Flag option selected.