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Managing Meeting Package Orders

When an order is generated from a quote that includes a meeting package, the quote components that are associated with the meeting package carry over to the order. The meeting package associations of these quote components also carry over to the order.

In orders that have core meeting package components such as functions and line items, these core components cannot be removed. Most fields of these items are read-only and cannot be modified. You can, however, associate noncore components with and dissociate noncore components from an order meeting package. You can also modify noncore meeting package components within an order.

This topic covers the following subjects:

• Adding Functions to an Order Meeting Package
• Adding Function Line Items to an Order Meeting Package

This task is a step in Process of Generating and Managing Event Orders.

Adding Functions to an Order Meeting Package

You can associate noncore functions with a meeting package by following this procedure.

To add a function to an order meeting package

1. Navigate to the Orders screen, then the Event Order view.
2. In the Event Order list, query for and select the required order.
3. In the order record, click the link in the Order # field.
4. Click the Functions view tab.
5. In the Functions list, do one of the following:
   • Select an existing function record.
   • Add a new function record.
6. In the Package field of the function record, select a meeting package with which to associate the function, and click OK.
7. Complete or edit the other fields, as required.

Adding Function Line Items to an Order Meeting Package

You can associate noncore function line items with a meeting package by following this procedure.

To add a function line item to an order meeting package

1. Navigate to the Orders screen, then the Event Order view.
2. In the Event Order list, query for and select the required order.
3. In the order record, click the link in the Order # field.
4. Click the Functions view tab.
5. In the Functions list, select a function record with an associated meeting package.
6. Scroll down and click the Line Items subview tab, if it is not already selected.
7. In the Line Items list, create a new function line item record.
8. Complete the fields, as required.

   Some fields are described in the following table.

   Field	Comments
   Package	When a noncore function line item is added to a parent function that is associated with a meeting package, the Package field of the line item is set to the meeting package of the parent function. You can manually remove the association of the line item with the meeting package, but you cannot associate the line item with a different meeting package. CAUTION:  If a noncore function has line items and you update the Package field on the function, the updated value does not automatically cascade to the Package fields of the associated function line items. You must manually update the Package fields on the line items as necessary.
   Negotiated Price	When a noncore function line item is associated with a meeting package, the Negotiated Price field is set to 0. For more information, see About the Negotiated Price for Noncore Meeting Package Line Items.

About the Negotiated Price for Noncore Meeting Package Line Items

When a noncore function line item is associated with a meeting package, the Negotiated Price field is set to 0. This is because noncore function line items that are associated with a meeting package must not affect the meeting package price per day. There are scenarios in which a customer wants to add an item to the meeting package for only one function in an event in which that function occurs every day.

For example, a Board Meeting function occurs every day of an event. However, on the first day of the event, the customer requests a large HD LCD TV. The TV is not required for the other days of the event. The customer wants this TV included as part of the meeting package. Because it is not guaranteed that a one-time line item will be added to all days of a "per day" function, that one-time line item does not affect the meeting package price.