28Generating and Managing Event Orders
Generating and Managing Event Orders
This chapter describes the tasks that sales representatives, event managers, and sales managers must perform to generate an order for an event, which is a key process in event finalization activities. It includes the following topics:
About Event Orders
When a customer accepts a quote for an event, a Siebel Hospitality user can generate an order for that event from the chosen quote. This topic describes event orders. This topic covers the following subjects:
About Generating Event Orders
When a quote includes all the necessary details, the event manager or sales manager generates an order for that quote. This order contains details of all functions and function line items associated with the quote.
If there are a number of functions associated with a quote, the event manager can add as many details as necessary about a function, and then generate a single order for this function instead of generating a primary order for the entire quote. Thus, a number of orders can be generated for any one quote.
Even though a separate order is usually created for each function associated with a quote, it is possible to generate a single order for all functions in the quote. This capability gives event managers the flexibility to generate orders as they see fit.
When an order is generated from a quote, all functions associated with the quote, line items associated with the functions, and all pricing information are copied to the order. Similarly, when an order is generated from a function, line items and related pricing information are copied to the order.
Different order types exist for different purposes. If there are multiple orders for the event, any combination of order types can be used. The following order types are available:
AVEO (Audio/Visual Event Order). The AVEO might span several days.
BEO (Banquet Event Order). Used as guides to event setup by generating BEO reports. This type is intended for covering one day of an event only.
No BEO. This type indicates that the customer must not be invoiced for any line items on the selected order.
Each order is also associated with a price list. The price list determines the list price of each line item in the order. If there is a price list associated with the property where the parent event is located, that price list is the default price list for all the orders associated with the event.
About Order Visibility
As with quotes, order records have visibility requirements that determine which orders the event user can view. The following table lists the types of users and the type of order records they are able to access.
Table Event Users and Order Record Visibility
| User | Requirement | Visibility Rule |
|---|---|---|
Director of Event Management |
View the orders associated with his or her property. |
View the orders for the property in the All Event Orders for My Property visibility list. |
Corporate Vice President for Event Execution |
Query for all orders across Siebel Hospitality. |
View the orders for the entire Siebel Hospitality instance in the All Event Orders Across Organizations visibility list. |
Regional Event Manager |
Query for all orders in his or her property cluster. |
View the orders for a cluster of properties in the visibility list. |
Event Manager |
Review all orders for his or her Orders Team. |
View the orders for an Orders Team on his or her home page, and on the Orders screen, My Event Orders visibility list. |
About Synchronizing Orders and Quotes
Orders and quotes are separate entities at different stages of the event sales execution. Orders are generated from quotes after the quotes have been detailed as much as possible. Because event managers can modify order functions, line items, and line item attributes, a synchronization process is built into Siebel Hospitality to make sure that any changes made to the order are reflected in the associated quote and also that any changes made at the quote stage are reflected in the associated order. The synchronization process is capable of dealing with both simple and complex products.
Synchronization between orders and quotes operates as follows:
Functions. The function entity is shared between orders and quotes. The same record is used to provide details to both orders and quotes, and so does not have to be synchronized.
Line Items. A two-way synchronization occurs between quote line items and order line items. Whenever an order line item or quote line item is added, modified, or deleted, the associated quote or order line items are updated accordingly. Also, a list of fields, including Product, Quantity, Price, and Discount, are also synchronized for the modified line items.
Line Item Attributes. A two-way synchronization occurs between quote line item attributes and order line item attributes. Whenever an order line item attribute or quote line item attribute is added, modified, or deleted, the associated quote or order line item attributes are updated accordingly. The Value field of the attribute is also synchronized.
About Orders with Meeting Package Components
Meeting package functions and function line items can be associated with orders. For more information about meeting packages, see About Meeting Packages.
When a meeting package is booked, components associated with a meeting package administration record are automatically created as associated objects for that booking. These items are known as core components. Items that are not associated with any meeting package administration record are known as noncore components. A noncore item can be manually associated with a meeting package within an order.
The functionalities that accommodate meeting package functions and function line items in orders are as follows:
Add. You can add noncore functions and associate them with a meeting package that exists in an order. You can add noncore function line items and associate them with the meeting package of the parent function.
Update. In core functions and function line items, most fields cannot be edited.
Delete. Core functions and function line items cannot be deleted. Noncore function line items can be deleted.
Cancel. Core functions cannot be cancelled. Noncore functions can be cancelled.
Scenario for Generating and Managing Event Orders
This topic gives one example of how event orders might be used. You might use the functionality for event orders differently, depending on your business model.
This scenario illustrates a process performed by an event manager to prepare for an upcoming event. The process for generating and managing event orders occurs after the event manager gathers sufficient detail to create the documentation necessary to execute the event.
An event manager generates one or more event orders for a quote. The event manager might generate a primary order for the quote. This information includes all details about function inventory. Alternatively, the event manager might decide to generate a function order for each function associated with a quote.
After the orders have been generated, the event manager continues to modify order line items as necessary to meet billing requirements and other conditions. In addition, the event manager performs other order-related activities such as adding notes or attachments to the order and updating primary orders to function records.
After the order records are created, event managers access different order records according to predefined visibility rules.
Process of Generating and Managing Event Orders
The following list shows tasks event managers typically perform when generating orders and managing order details for a pending event. Your company might follow a different process according to its business requirements.
To generate and manage event orders, perform the following tasks:
Generating Primary Event Orders
The event manager creates the primary order by clicking Generate Order on the quote form. The default value of the primary order record is the BEO type. When the order is generated, the following quote information is copied to the primary order:
Account
Contact
Sales Team
Property
Price List
Billing Account
Billing Contact
Quote #
Sales Manager
Event Manager
The primary order record is automatically associated with each function record in the quote, and each function line item is automatically copied to the order record.
This task is a step in Process of Generating and Managing Event Orders.
To generate primary event orders
Navigate to the Quotes screen, then the List view.
In the Quotes list, query for the quote record.
In the Quote record, click the link in the Quote Name field.
The application navigates to the Quotes screen, Functions view.
From the Quote Functions view, click Create Order.
The primary order record is created and the Order screen, Function Line Items view appears.
Creating Function Orders
Function orders can be generated from individual functions associated with a quote. These function orders are used in place of a primary order for the entire quote. When an order is generated from functions, the following information is transferred from the quote to the function orders:
Header information from the quote, including pricing details
Line items associated with the function, their asset inventories, and their pricing information
Event Manager and Sales Manager details
If an order is created at the quote level after function orders have already been generated, all functions and function line items are automatically associated with the primary order. A dialog box is displayed, however, warning you that an order has already been created at the function level and that if you continue and create the primary order, then all function line items are associated with the new order.
This task is a step in Process of Generating and Managing Event Orders.
To create a function order
Navigate to the Quotes screen, then the List view.
In the Quotes list, query for and select the required quote record.
In the Quote record, click the link in the Name field.
In the quote Functions list, select the required function record or multiselect the required function records.
From the Functions menu, select Create Function Order.
The Orders Functions view is displayed, and an order, of the type BEO, with the following characteristics is displayed:
If you selected one function record, then the order contains one function in the Functions list.
If you selected multiple function records, then the order contains multiple functions in the Functions list.
If a primary order already exists when you try to generate a function order, then a dialog box appears informing you that an order already exists for the selected order.
If you choose to continue, then the line items for the function order are automatically associated with the new function order. The new order also becomes primary for the function.
If you do not want the new order to become primary for the function, click Cancel, and the function order is not created.
Changing an Event Order Associated with a Function
The event manager can change an event order that is associated with a function.
This task is a step in Process of Generating and Managing Event Orders.
To change an event order associated with a function
Navigate to the Service Orders screen, then the Event Order view.
In the Orders list, query for and select the required order record.
In the Order record, click the link in the Order # field.
In the Functions list, query for and select the required function record.
In the Function record, click the Select button in the Order # field.
In the Orders dialog box, perform one or more of the following actions:
In the Selected box, select an old order and click Remove.
In the Available box, select a new order and click Add.
The dialog box displays the orders that have been created from the quote that is associated with the current function.
Click OK to accept the changes.
The function and all its associated line items are removed from the old order and moved to the new order.
Associating Event Orders with a Function Line Item
Function line items can be associated with different orders. When the event manager associates another order with the function line item, the user can select from a list of orders already associated with the function.
This task is a step in Process of Generating and Managing Event Orders.
To associate an event order with a function line item
Navigate to the Service Orders screen, then the Event Order view.
In the Orders list, query for and select the order record.
In the Order record, click the link in the Order # field.
In the Functions list, query for the Function record, and then scroll down to the Line Items list.
Select the line item record that you want to associate with an order.
In the Order # field, select an order to associate with the line item.
Creating Functions on the Orders Screen
New function and function line item records can be created using the Order screen, Functions view. When the event manager creates function records using the Order screen, the selected order automatically becomes the associated order of the new function. In addition, the line items of the function are synchronized with the Quote screen, Functions view. For more information, see About Synchronizing Orders and Quotes.
This task is a step in Process of Generating and Managing Event Orders.
To create a function on the Orders screen
Navigate to the Service Orders screen, then the Event Order view.
In the Orders list, query for and select the required order record.
In the Order record, click the link in the Order # field.
In the Order Functions list, create a new record, and complete the fields.
(Optional) Scroll down to the function Line Items list and create new function line items records.
Save the record.
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:
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
Navigate to the Orders screen, then the Event Order view.
In the Event Order list, query for and select the required order.
In the order record, click the link in the Order # field.
Click the Functions view tab.
In the Functions list, do one of the following:
Select an existing function record.
Add a new function record.
In the Package field of the function record, select a meeting package with which to associate the function, and click OK.
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
Navigate to the Orders screen, then the Event Order view.
In the Event Order list, query for and select the required order.
In the order record, click the link in the Order # field.
Click the Functions view tab.
In the Functions list, select a function record with an associated meeting package.
Scroll down and click the Line Items subview tab, if it is not already selected.
In the Line Items list, create a new function line item record.
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. Note the following 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.
Creating a Hierarchy of Order Functions
You can build a three-level hierarchy of parent functions, subfunctions, and child subfunctions. To build a hierarchy of order functions, follow this procedure.
This task is a step in Process of Generating and Managing Event Orders.
To create a hierarchy of opportunity functions
Navigate to the Orders screen, then the Event Order view.
In the Event Orders list, query for an order.
In the order record, click the link in the Order # field.
In the Functions list, add a function record, and complete the fields.
Some fields are described in the following table.
Field Comments Function Type
Select 24 Hour Hold to make the record a space hold function.
Function Space
Select a function space to associate with the function. Available function spaces for subfunctions are constrained to subdivisions of the parent function space.
Detail
Select to indicate the detailed parent function.
For functions for which the Detail check box is not selected, you can define only one hierarchical level, for example, function, then subfunction.
Select the primary function and click the Sub Function button to build a hierarchy of subfunctions under the detailed function in the Create Agenda Sub Function dialog box. Select a subfunction and click the Sub Function button to add a child subfunction under the current subfunction in the Create Agenda Sub Function dialog box.
Note: Subfunctions are not indented in the Functions list of the order. To see the child functions of an order function, select the function and click Sub Function again.
For more information about building a hierarchy of subfunctions and child subfunctions under a primary, detailed function, see Detailing a Function.
Viewing Line Items for an Event Order
When all necessary line items are included in an order, the event manager views all of the line items in one view. This view provides details of the item quantity, price, discount amount, and so on for each line item. It provides a summary of all items for which the customer is to be charged.
This task is a step in Process of Generating and Managing Event Orders.
To view line items for an event order
Navigate to the Service Orders screen, then the Event Order view.
In the Event Orders list, query for and select the required event order.
Click the link in the Order # field, and then click the Line Items view tab.
All line items associated with the order appear in the Line Items list.
Examine the Revised field to see whether or not the Line Item has been modified since the order was created.
If there is a flag in this field, then the line item has been modified since the order was created. This means that pricing information for the order can be updated using the Reprice button.
Adding Notes to an Event Order
When necessary, the event manager can create specific notes and associate the notes with an event order. These notes can either be designated as internal (shared with the property staff) or external (public notes that can be shared with the staff and the customer). Some notes appear in sequenced order on generated reports. For more information, see About the Banquet Event Order Report.
This task is a step in Process of Generating and Managing Event Orders.
To add notes to an event order
Navigate to the Service Orders screen, then the Event Order view.
In the Orders list, query for and select the required order.
In the Order record, click the link in the Order # field.
Click the Notes view tab, and then select internal or external from the drop-down list.
In the Notes list, add a record and select a value in the Type field.
In the Note field, enter the note text, and save the record.
The Created By and Sequence # fields are automatically populated.
Adding Attachments to an Event Order
Event Managers can attach documents and other media files to an order. For example, the customer menu requirements might be attached to the order for later reference by event operations personnel.
This task is a step in Process of Generating and Managing Event Orders.
To add attachments to an event order
Navigate to the Service Orders screen, then the Event Order view.
In the Orders list, query and select the required order.
In the Order record, click the link in the Order # field.
Click the Attachments view tab.
In the Attachments list, click either New File or New URL, and associate the attachment file or URL.
Viewing the Total Discount for an Order
After the event manager has added all details for an order as necessary, the manager can view the total discount for the order. The total discount for an order is equal to the summation of all the discounts that are applied to the individual order line items.
This task is a step in Process of Generating and Managing Event Orders.
To view the total discount for an order
Navigate to the Service Orders screen, then the Event Order view.
In the Orders list, query for and select the required order.
Examine the value in the Total Discount field.
This is the total discount for the order.
Viewing Orders Associated with a Quote
The following procedure details how to view all orders associated with a quote.
This task is a step in Process of Generating and Managing Event Orders.
To view orders associated with a quote
Navigate to the Quotes screen, then the List view.
In the Quotes list, query for and select the required quote record.
In the Quotes record, click the link in the quote Name field.
Click the Orders view tab.
In the Orders list, review the orders.
The user can see more order detail by clicking the link in the Order # field and navigating to the Order screen.
Viewing Event Checks Associated with an Order
When an event check for an order has been generated, it can be accessed using the Event Checks view tab for the order. From this view, it is possible to navigate to the Event Checks screen, and also to post all event checks for the day. For more information about event checks, see Generating Event Checks
This task is a step in Process of Generating and Managing Event Orders.
To view event checks associated with an order
Navigate to the Service Orders screen, then the Event Order view.
In the Event Orders list, query for and select the required event order.
Click the link in the Order # field, and then click the Event Checks view tab.
The event check associated with the order appears in the Event Checks list.
Viewing Event Order Specifications for Orders
Event order specifications determine the report headers and comments that appear in the line items of Banquet Event Order reports. The Event Order Specifications view includes lists of the following items:
Report headers that are associated with the property for the event order
Comments that are associated with the property for the event order
Comments that are associated with functions for the event order
For information about report headers, see Configuring Headers for Hospitality Reports. For information about adding comments for an event order property or function, see Adding Function-Specific Comments to Quote and Order Report Headers.
This task is a step in Process of Generating and Managing Event Orders.
To view the event order specifications for an order
Navigate to the Service Orders screen, then the Event Order view.
In the Event Orders list, query for and select the required order.
Drill down on the link in the Order number (#) field.
Click the Event Order Specifications view tab to navigate to that view.
Viewing the Audit Trail for an Order Line Item
When line items for an order are created, updated, or deleted, it is possible to view the audit trail for each line item to see how it was modified, when it was modified, and by whom it was modified. Such information is useful for tracking changes to the order between the time that it was created and when the order is frozen.
For information about configuring the Audit Trail for order line items, see Siebel Applications Administration Guide.
This task is a step in Process of Generating and Managing Event Orders.
To view the audit trail for order line items
Navigate to the Service Orders screen, then the Event Order view.
In the Event Orders list, query for and select the required order.
Click the link in the Order # field, and then click the Line Item Audit Trail tab.
Select the required line item in the list, and examine the fields to view changes for the item.
The following table describes some of the fields.
Field Comments Order #
The unique number that identifies this order.
As Of
The date on which the change was made.
Updated By
The User ID of the person who made the change to the line item.
BusComp Name
The name of the business component affected by this change.
Function
The name of the function with which the line item is associated.
Line Item
The line item to which a change has been made.
New Value
This field displays the change that has been made.
Old Value
This field displays the previous value of the line item, prior to the change.