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Managing Functions and Function Line Items in a Quote Meeting Package

You can associate noncore functions and function line items with a meeting package that is already associated with the quote.

This topic covers the following subjects:

• Associating Functions with a Quote Meeting Package
• Associating Function Line Items with a Quote Meeting Package

You can also associate noncore nonfunction line items with a meeting package that is already associated with a quote. For more information, see Managing Nonfunction Line Items in a Quote Meeting Package.

This topic is a step in Process of Managing Meeting Packages in a Quote.

Associating Functions with a Quote Meeting Package

Within a quote, noncore functions can be associated with and disassociated from a meeting package. The following restrictions apply:

• You can add a function to a quote meeting package only if the function date falls within the meeting package dates on the quote.
• You can create a new function and add it to a quote meeting package only if the item is a per day item or if the item is a per stay item and the Min Duration and Max Duration in the meeting package administration record are the same.
• A core meeting package function cannot be deleted. A noncore function that is manually added to a meeting package can be edited or deleted.

To associate a function with a quote meeting package

1. Follow the steps of Adding Functions to a Quote.
2. In the Package field, select a meeting package with which to associate this function.

   Selection options are constrained to meeting packages that are already associated with the current quote.

3. Complete the other fields, as required.

   Some fields are described in the following table.

   Field	Comments
   Expected	The default value is the value that was entered before the function was associated with the meeting package. This field is editable for noncore meeting package items.
   Projected	The projected number of attendees for the function. Modifying this field does not initiate or change any calculations; this field is for forecasting purposes only.
   Guaranteed	The number of paid attendees that the customer has guaranteed for the event.
   Actual	The number of attendees that actually attend the event.
   Posting Rhythm	Selection options are Per Day and Per Stay.
   Function Space	The function space in which the event will occur. Selection options include all function spaces for the current property.
   Line Item Sum	If a meeting package is selected in the Package field, then this field is selected by default and is read only.
   Discount %	If a meeting package is selected in the Package field, then this field is read only. A function cannot be discounted if it is part of a meeting package.

Associating Function Line Items with a Quote Meeting Package

Within a quote, noncore line items can be associated with and disassociated from functions that are associated with a meeting package. The following restrictions apply:

• Core line items cannot be deleted. However, noncore line items can be deleted.
• If a noncore function has line items and you associate that function with a meeting package, then you must manually associate the line items with the parent function meeting package.

To associate a function line item with a quote meeting package

1. Follow the steps of Adding Function Line Items to a Quote, selecting a function that is associated with a meeting package.
2. Complete the fields of the function line item, as required.

   Some fields are described in the following table.

   Field	Comments
   Package	The default value is the meeting package associated with the parent function. You can delete the meeting package value, but you cannot select 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. If you want to charge for a noncore function line item, then do not associate it with a meeting package. For more information, see About the Negotiated Price for Noncore Meeting Package Line Items.
   Substitutes	If a substitute is selected, the Negotiated Price remains the same as for the original item.