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About Property-Specific Quotes

After the event sales representative generates a quote for each property, the opportunity phase of event planning ends, and the quote phase begins.

The opportunity is used to capture customer information about the event that might be applicable to a number of properties. From the customer information, quotes are generated, and the generic information is transformed to property-specific information. Quotes incorporate the availability and pricing response from each property, given the generic requirements captured during the opportunity stage.

Creating a property quote from the Opportunity screen, Properties view starts several system processes. Figure 10 shows an example of a typical process flow.

Figure 10. Generate Quote Processes

As shown in Figure 10, when a quote is generated, the following processes occur:

• Opportunity information is transferred to the quote. This includes notes, billing information and macro estimates.
• The generic products detailed in the opportunity are mapped to property-specific products, if the product mapping has been defined. For more information about product mapping, see Mapping Property-Specific Products to a Generic Catering Product.
• Room block information, room blocks, and line items from the opportunity are transferred to the Quote screen, Room Block views. In addition, the property availability check is started to determine the availability of specified rooms. As part of this process, generic sleeping rooms are mapped to specific sleeping room types. A best-fit algorithm is also applied for function space availability. This algorithm translates the generic requirements for functions and maps them to property-specific function spaces.

  NOTE:  If the Bypass flag has been set for any of the properties, Siebel Hospitality skips the function space availability check and the sleeping room availability check.

• After the availability check is completed, the pricing process occurs.
• An asset inventory check for critical catering products is performed.

Quotes and the Best Fit Process

When you generate a quote, several process are started as shown in Figure 10. One part of the reservation of function space inventory is the best fit process. The best fit process attempts to match a function space at the property with the most suitable function space by taking into account the size of the function room required, the amount of people attending, and the product features associated with the function space. If a function space is not found by the best fit process, then it is possible to simply associate a function with a function space manually.

Quotes and Nonparticipating Properties

For nonparticipating properties, generic products (line items and room blocks) are not mapped to property-specific products. Instead, the generic agenda is replicated in the quote line items view.

Pricing information is not associated with room blocks, and the availability check for both room blocks and function space is not performed. Also, the critical asset inventory check is not performed.

NOTE:  It is recommended that you create one sleeping room for NPPs, and map this sleeping room to a generic sleeping room. This is so that when the quote is generated, a line item from the opportunity can be mapped to the sleeping room at the NPP. For more information, see Setting Up Nonparticipating Properties.

When a quote is generated for a non-participating property, the NSO, EBC, or whoever creates the quote must provide details to the NPP about the opportunity, and must then request pricing and availability information.

For more information about nonparticipating properties, see Managing Nonparticipating Properties.

Quotes and Property Dates

To generate quotes for specific associated properties, an opportunity record must have an arrival date and a departure date. In addition, you can specify one or more sets of arrival and departure dates for each property associated with an opportunity. These dates can be different from the opportunity dates. When you generate quotes for the opportunity, Siebel Hospitality performs the following actions:

• For each property that does not have its own arrival and departure dates, Siebel Hospitality generates one quote that uses the opportunity dates.
• For each property that has one arrival date and one departure date of its own, Siebel Hospitality generates one quote that uses the property dates.
• For each property that has multiple arrival and departure dates of its own, Siebel Hospitality generates one quote for each set of property dates.