Managing Hospitality Inventory

This chapter includes information that can be used and procedures that can be performed when working with hospitality inventory. It includes the following topics:

Process of Managing Hospitality Event Inventory

The following list shows topics and procedures that event managers typically perform to manage inventory for an event. Your company might follow a different process according to its business requirements.

To manage inventory for an event, perform the following tasks:

About Managing Function Characteristics at the Opportunity Stage

The sales representative can use a number of function parameters to manage and detail functions at the opportunity level. Management at the opportunity level typically occurs before the sales representative associates properties with the opportunity and generates quotes. Some controls and parameters that can be used to manage opportunity functions are as follows:

Noise flag. The Noise flag indicates that a function might generate noise which can inconvenience other guests at the property. The noise flag helps sales representatives identify noise-producing functions and manage other functions that occur during the same time.
Spacious Set flag. At the opportunity stage, the user can create a new function (or edit an existing function), specify the setup style and expected number of attendees, and then set the Spacious Set flag. During the create quote process, the Best Fit step takes the Spacious Set flag into account when reserving a function space. See Flagging a Function for a Spacious Setting for more information.
Bypass flag. The Bypass flag allows the sales representative to bypass the best-fit step of the create quote process for functions requiring very specific locations. Instead, the sales representative can select the function space at the quote stage.
Best Fit Suite Only flag. The Best Fit Suite Only flag is used to book suites as function spaces. The sales representative sets the Best Fit Suite Only flag so that only suite function spaces are selected during the create quote best fit process.
Feature drop-down list. The Feature drop-down list is used to specify particular product features, which the create quote best fit process must take into account when selecting the most appropriate function space for the booking. See Setting Up Function Space Product Features for more information.

Subfunctions at the Opportunity Stage

The sales representative can build a hierarchy of functions and subfunctions at the opportunity level. For example, a board meeting function takes place for the entire business day in which smaller breakout sessions are held, such as a coffee break and dinner. These breakout sessions, which occur throughout the board meeting, are defined as subfunctions under the Board Meeting Function record. See Detailing a Function for more information.

About Managing Room Block Characteristics at the Opportunity Stage

During the opportunity capture process, the sales representative can add detailed information about room blocks and room block line items. Room block line items represent the sleeping room types that are booked as part of a room block. One of the attributes that characterizes the room block line item is the room block type. The user can select only generic sleeping rooms at the opportunity stage. The administrator creates the generic sleeping room line items using the Product Administration screen. There are several types listed under the Room Type field, including:

Generic Standard
Generic Deluxe
Generic Suite
Generic Upgrade

During the create quote process, Siebel Hospitality maps the generic room type to the property's sleeping room. This mapping process uses generic room block records, and each generic room block record has a list of actual property sleeping rooms associated with it. For more information about creating generic room block records, see Creating Generic Room Blocks and Adding Room Block Information to an Event Opportunity.

About Managing Property Characteristics at the Opportunity Stage

There are several property attributes that affect how the quote records are handled during the generate quote process. Two such attributes are the NPP flag (Non Participating Property flag) and the Bypass flag. When either of these two attributes flags set for property records, Siebel Hospitality skips the best fit and pricing steps during the create quote process.

Nonparticipating properties are identified as properties that do not use the Hospitality Event Sales, Execution or Function Space Inventory processes. The function spaces and sleeping rooms in nonparticipating properties, however, can still be sold by a member of the Brand and National Sales Center.

Similar to the function's Bypass flag attribute, the Bypass flag that is set in the Opportunity Property record indicates that the best fit step is suppressed for all functions records associated with that property record. After the quote is generated, the sales representative can manually assign specific function spaces to the functions of the quote. For more information about associating property records with an opportunity, see Selecting Properties for an Event Opportunity.

Overview of Quote Generation

When function, room block, and property information is captured at the opportunity level, an automated process is triggered to generate quote records for each property associated with the opportunity record. The Generate Quote process takes many factors into account when generating quote records that meet all the specified requirements.

The Generate Quote process calls the following inventory and pricing subprocesses:

Function Space and Suite Best Fit Reservation
Sleeping Room Reservation
Mapping generic products to property specific products
Calculating the room rental price of function space
Calculating the quote threshold value

The application uses attributes such as the Bypass and Non Participating Property flags to determine which subprocesses are started for the agenda created during the opportunity capture stage. For example, the Bypass flag set on the property record suppresses several subprocesses including function space reservation.

It is critical that the sales representative validates each attribute on the Function, Room Block, and Property records. These attributes dictate which automated subprocesses are started during the generate quote process.

Overview of Function Space Reservation

The function space reservation process uses a combination of attributes to select and reserve a function space. During the sales and event execution processes, users call methods to check for function space availability. During the availability checks, Siebel Hospitality determines if the function space can be reserved by examining the existing reservations, effectivity dates, predefined authorization levels, and function space configurations for the time and space requested.

When the user changes certain attributes (for example the start time) that can affect the inventory, Siebel Hospitality prompts the user to verify that the function space is available with the changed attributes. For more information, see About Inventory-Critical Fields at the Function Level.

About Space Holds

A space hold is a temporary or permanent hold placed on a function space to reserve it for an event during a future time period. When a space hold is temporary, the function is referred to as being detailed. For more information about detailing, see About Function Detailing.

Typically, when a space hold is applied, the space must be held regardless of whether or not it is used. The length of time during which a space hold is active is usually, but not always, 24 hours.

For example, a customer wants to use Salon A from 9:00 a.m. to 5:00 p.m. for two days. The customer plans to bring multiple items of complex equipment into Salon A. This equipment would take a long time to remove and set up again. To accommodate the customer, the hotel creates a space hold on Salon A for the time between 5:00 p.m. and 9:00 a.m., so that the room cannot be booked by any other customer during those time spans.

When booking an event, a customer does not always know the complete function agenda for that event. In such a case, the customer wants to reserve space now and decide later how to divide the reserved space and time to meet the function agenda. Siebel Hospitality supports space hold functionality that allows you to book space to hold it for a future event. To activate a space hold, you create a space hold record that is, in effect, a virtual function.

For example, a property might hold all the meeting space at a hotel for a customer for three days. During those days, the customer plans to hold functions using some, but not necessarily all, of the space for most, but not all, of the time. While the space hold is active, all the meeting space at the hotel for the entire three days, including the time periods and spaces that might not be used, is reserved for the customer and unavailable to others.

The Siebel Hospitality functionalities that support space holds are as follows:

Create a space hold, that is, block out a set of function spaces that might range from all the function spaces in the hotel to a smaller set of function spaces. Held spaces can be individual spaces or configured spaces.
Keep the space hold active for up to 24 hours.
Schedule functions and subfunctions for an event in the held spaces.
Either release the space hold or keep the space hold in place.
Create event orders and banquet event orders (BEOs), and display the revenue correctly at a function level whether or not a space hold is active.
Display blocked space and function bookings for a space hold in the Function Space Diary.
Remove a space hold by detailing out the functions.
The process of dividing a function into many smaller functions is called detailing. For more information about detailing, see Detailing a Function.

Users can apply a space hold to any space that is set up in the Siebel Hospitality inventory as a function space. The space might be a specific space or a configured space. For example, if a user wants to apply a space hold to the function spaces on the first floor of a hotel, then a configured function space that corresponds to the first floor of the hotel, made up of the indivisible function spaces on that floor, must exist in inventory.

Space hold bookings follow the availability rules for function spaces that are set up in your Siebel application. In other words, booking a space hold is the same as booking a non-space hold from an availability standpoint.

For more information about setting up function spaces and availability rules in inventory, see Defining Function Space Inventory Controls.

Scenario for Managing a Space Hold

This topic gives one example of how a space hold might be used. You might use the space hold functionality differently, depending on your business model.

A corporate client contacts a hotel sales representative with a request to book all the function spaces and sleeping rooms in a hotel during a specified week for an annual conference.

The sales representative creates an opportunity and fills out the opportunity details including the property that the customer wants to reserve. The sales representative then generates a quote for that property and secures the inventory. To secure the function space (which in this case comprises the entire hotel), the sales representative creates a function space hold record and selects a configured space that represents the whole hotel. The sales representative then reserves this space.

After securing the space, the sales representative obtains specific event details from the client, including the functions and subfunctions that might be held during the event. The sales representative enters the event details, creating functions and subfunctions within the space hold.

At this time, all the space in the hotel is reserved by the space hold. To see what spaces are actually used and not used, the sales representative goes into the Function Space Diary. The diary displays what spaces are reserved by the space hold, and which of those spaces have functions planned in them. The diary also displays any conflicts, such as functions in the same space, overlapping functions, or empty time slots.

The corporate client insists on excluding other groups from the hotel during the conference, so that all the space in the hotel remains blocked for use by the corporate client. The sales representative therefore decides to keep the space hold active so that Siebel Hospitality continues to show all the space in the hotel as booked.

Subsequently, the sales representative follows the standard group sales process to complete the event booking and conduct the event. The sales representative might then turn this event over to an event manager at the property. The event manager reviews the details of the event and continues to work with the corporate client to fine-tune the details. During this time, the space hold remains in place so that Siebel Hospitality continues to show all the space in the hotel as booked.

About Managing Functions at the Quote Stage

The sales representative can manage function details for a quote using the Quotes screen, Function view and Line Items view, or by navigating to the Functions screen and querying for the function in the Functions list.

In addition to updating function field information, the user can perform a number of tasks from these screens and views by using the following functionality:

Reserve and Next Fit. For more information, see Hold Function Space with Reserve and Next Fit.
Option. For more information, see Optioning Function Space.
Overbook. For more information, see Overbooking Function Space.
Cancel. For more information, see Canceling a Function.
Copy. For more information, see Copying a Function.
Assign. For more information, see Assigning a Function to a Specific Space.
Detail. For more information, see Detailing a Function.
Reprice and Reprice All. For more information, see Function Line Item and Revenue Data Repricing.
Refresh. For more information, see Function Line Item and Revenue Data Repricing.

Hold Function Space with Reserve and Next Fit

The sales manager can use the Reserve button on the Quote Function view to reserve a specific space or category. The manager uses the Next Fit button to find available function space that meets the event requirements.

Reserve Button Functionality

The Reserve button is typically used under the following conditions:

If availability checks for the function were bypassed at the opportunity stage, the user updates the availability information in Quote screen, Functions view. This update includes any changes to information about the function space, setup style, expected number of attendees, date, start time, and duration of the event. The user then clicks Reserve to hold the function space, if available.
If the user adds a new function to the quote, selects a function space, and completes the rest of the fields for the function record. The user then clicks Reserve, and the specific space, if available, is reserved.
If the user wants to change the function space category or specific space, the user can select a different function space and then click Reserve to start the availability check for the new function space.
If a quote has been generated from a nonparticipating property, this button initially changes the value in the Inventory Status field from a null value to Reserved. The user can then use the button to switch between Reserved and Unreserved as information is supplied from the NPP.

Next Fit Button Functionality

When the Next Fit button is clicked, the best available function space is selected, and the inventory status is set to Reserved. The function space selection is based on the number of attendees, the setup style, any specified features, and the physical area specified in the function record.

For example, after an opportunity is created and a quote generated, the user reviews the function space availability in the Quote screen, Function view. At this point, the user clicks Next Fit to start the process of finding and reserving the best available function space.

Note: Users can only click the Next Fit button if a function space has not already been selected and reserved for the function.

In some circumstances, the Next Fit process might not locate any available spaces. In this case, Siebel Hospitality returns the best-fit function space with a status of Unreserved.

Note: The user cannot use the Next Fit option when managing NPPs.

Optioning Function Space

When the authorization level value for the function space is reached, the user can maintain an option on the function space in case a cancellation occurs. The authorization level is an inventory control for the function space, which allows the administrator to specify a value for the number of times the function space can be booked. This value is usually set higher or equal to the capacity level. For more information about defining authorization levels, see Setting Up Inventory Controls.

The function space can be optioned as many times as allowed by the option limit. The option limit is entered as part of the inventory control setup. You cannot option function space when managing NPPs.

The Option button can only be used when the inventory status is unreserved, or when no status appears for the inventory. During the process of optioning function space, users can select multiple functions and click the Option button. Each time Option is used, a new availability check is started.

If the function space is available because of a cancellation, then the function space is reserved. If the function space is not available, then the inventory status is set to Optioned.

If the function space becomes available, then the following actions occur:

The optioned function holds the function space.
An email is generated and sent to the owner of the quote. The quote owner with the option must reserve the function space within three hours.

Note: The time stipulation can be configured using the TNT SHM Optioned Booking Expiry workflow. When the time has been changed, the workflow must then be redeployed. See Activating Hospitality Workflows for more information.
The inventory status changes from Optioned to Option Reserved.
If the sales representative does not respond within the stipulated time, then the Option Reserved inventory status changes to Unreserved.
When the inventory status changes to Option Reserved and the function space selected is a specific space, the sales representative can choose to accept the option. To accept the option, click the menu button in the Function Space list, and select Accept Option button. The inventory status changes to Reserved.

Overbooking Function Space

If the function space authorization level has been reached, the user can choose to overbook the function space, overriding the authorization level. The function space can be overbooked as many times as allowed by the overbook limit. The overbook limit is entered as part of the inventory control setup.

If the function space is available because of a cancellation, then the function space is reserved. However, if the function space is still not available, then the inventory status is changed to Overbooked. A new availability check is started each time the user clicks Overbook. If the function space becomes available, then the overbooked function automatically becomes reserved. If an optioned and overbooked function exists and function space become available, the overbooked function receives first priority.

Canceling a Function

If plans change and an event no longer includes a particular function, an event manager can cancel the function using the Function screen, More Info view or from the Quotes screen, Functions list.

Canceling the function automatically releases single asset bookings for the function, critical and noncritical assets, as well as other inventory such as the function spaces. If an asset is double-booked, the second request for the asset remains in the Siebel Hospitality database, but does not automatically convert to a regular booking. The record for a canceled function remains in the Siebel Hospitality database along with the function line items. However, the function is not included on a Schedule of Events (SOE), and the function line items do not appear on an invoice.

The Cancel Function option cancels both parent functions and subfunctions. It also cancels both primary and backup function spaces.

To cancel a function

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 Quote Name field.
In the Functions list, select the required function, click the menu button, and then click Cancel Function.
The function status is changed to Cancel and the inventory associated with the function is released.
Enter the reason for the function cancellation, and save the record.

Processing Backup Spaces with the Inventory Buttons

The inventory buttons on the Quotes screen, List, Functions, Function Space view (Reserve, Option, Overbook, and Next Fit) can be used on backup and active spaces. However, these inventory buttons on the Quotes screen, List, Functions view apply only to primary active spaces.

The Reprice and Reprice-all buttons take backup spaces into account when calculating revenue totals.

Users can use inventory buttons on backup function space only if the primary function space for the function has been either reserved, overbooked, or optioned. This is because there is no point in holding backup space if the primary space has not been held for use.

Releasing function space inventory for the primary space after switching to a backup space has no effect on the inventory for reserved, optioned, or overbooked backup space.

Copying a Function

The user can copy a function from the Quote Functions and the Functions More Info view. When a function is copied, the user can specify the function details to copy, such as number of days, number of copies per day, and whether to copy subfunctions.

Users can also copy a function to quotes with the same property and quotes with a different property. If a user copies a function to a quote with a different property, the best fit process is started to find a function space.

When a user copies a function to a quote with a different property, the function line items are initially mapped to the generic product. A property-specific product is then selected from the new property. If there is no such product, the generic line item is copied. If no mapping between the original line item and the generic line item can be performed, the line item is not copied.

Also, when users copy a function with line items and change the date, Siebel Hospitality verifies whether the item is still available by checking catalog visibility. If the item is not available, it is not copied.

To copy a function

Navigate to the Quotes screen, then the List view.
In the Quotes list, query for and select the required opportunity record.
In the Quote record, click the link in the Name field.
In the Functions list, select the required function and click Copy.

In the Copy Function form, complete the fields, and then click Copy.

The following table describes some of the fields.

Field	Comments
Quote #	The number of the quote with which the function is associated.
Order	The order with which the function is associated (if any).
Date	The date on which the function is due to be held.
# of Days	The number of days for which this function is copied. For example, if you enter 2 to this field, a copy of the function is made for the date specified in the Date field, and a copy is made for the date following the date specified in the Date field.
Start Time	The time at which this function is due to commence.
Duration	The duration in minutes of this function.
Day #	The day number of the function.
# of Copies/Day	Specify the number of copies of the function to be made each day. For example, if you enter 2 to this field, copies of the function are made for every day specified in the # of Days field.
Subfunctions	If you select this field, all subfunctions associated with this function are copied to the new function or functions.
Line Items	If you select this field, all line items associated with this function are copied to the new function or functions.
Backup Spaces	If you select this field, all backup spaces associated with this function are copied to the new function or functions. For more information about backup space, see Managing Functions That Require Backup Space.

About Function Status Values

The status of a quote and the function associated with the quote changes throughout the sales cycle. The quote and function statuses are defined by the administrator and affect inventory business logic. The following table describes quote and function status values, and the corresponding Inventory states.

Table Function Status and Inventory State

Status	Description	Inventory State
Prospect	Represents an initial inquiry by a customer (opportunity). Inventory might or might not be protected depending on whether a reservation request has been initiated.	Potentially holding
Hold	Represents a quote that has secured inventory for a short period of time.	Holding
T2 (Tentative 2)	Represents a quote that has secured inventory. This state is initiated by user action. A verbal Definite has been granted, but a contract has not been sent to the client.	Holding
T1 (Tentative 1)	Represents a quote that has secured inventory. This state is initiated by user action. A verbal Definite has been granted, and a contract has been sent. The sales representative is awaiting the signed contract.	Holding
Definite	Represents customer acceptance by means of a signed contract.	Holding
Lost/Turned Down	Represents a quote that is rejected. Inventory is not held.	Cannot hold inventory
Cancel	Represents a quote that has been declined after initial customer acceptance. Inventory becomes available for sale.	Cannot hold inventory
Actual	Represents an event that has been executed and inventory used. Only functions that have already taken place have this status. The booking remains in the Siebel Hospitality database as an actual booking.	Holding

Assigning a Function to a Specific Space

Users can assign a function to a specific space using the Quotes screen, List, Functions, Function Space view. When the function is being assigned to a specific space, Siebel Hospitality checks any values that are entered for Feature, Suite, Room Area, Setup Style, and Expected Attendees. The specific space within the selected category, which meets the requirements, is selected for the function.

To assign a function to a specific space

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 Name field.
In the Functions list, query for the function record.
Click the Function Space view tab.
Create or select a function space record, choosing a category as the function space value.
Reserve the function space by clicking the Reserve button.

Note: If you do not reserve the function space, the Assign Specific Space option on the menu button remains unavailable.
Click the menu button, and select Assign Specific Space.
- If a specific space that meets all the requirements is available, the category value changes to a specific space for the booking. The specific space selected will be one of the spaces belonging to the category.
- If no such specific space is currently available, the following message appears, and the function remains assigned to a category:
  No specific space is available for assignment. This might be because of invalid function space/setup style combination, invalid function space/feature combination, authorization beyond capacity or function space effective dates.

About Function Detailing

Customers often block a large, configurable function space in which multiple, smaller breakout sessions are held. When the space is initially blocked, the detailed agenda of the breakout sessions is typically not known, and the space is blocked with a high-level agenda consisting of large contiguous blocks of time. This process is known as a space hold. For more information about space holds, see About Space Holds.

As the event date approaches, sales representatives or event managers detail the function by creating subagendas in smaller time increments for the breakout sessions (within the start and end dates of the original function), and assigning breakout sessions to portions of the larger function space that is already blocked.

A user can book detailed subagendas into a space that is already held without double-booking the inventory by creating subfunctions for a function. A function that has associated subfunctions is known as a parent function. A user can also create subfunctions of a subfunction, known as child subfunctions. However, users cannot select a function space for a child subfunction.

In the case of a space hold, the parent function is a space hold record. The subfunctions associated with the space hold record represent the functions for the space hold. These subfunctions must use space that is part of the space hold and take place within the time frame of the space hold. These subfunctions can also have another level of child subfunctions (grandchildren of the space hold) that represent the subfunctions for the space hold. The child subfunctions do not hold space and can take place at any time.

When the detailing is complete, a user can detail out the parent function. All subfunctions become functions, all child functions become subfunctions, and the parent function is deleted.

Characteristics and Constraints of Detailing and Space Holds

This topic describes characteristics and constraints for detailing and space holds, as they apply to parent functions, subfunctions, and child subfunctions.

Parent functions. In parent function records, the following characteristics and constraints apply:

Undetailed functions can have only two levels of hierarchy: function and subfunction. However, detailed functions can have three levels of hierarchy: function, subfunction, and child subfunction.
If you select the Detail flag on a function and reserve it, you cannot clear the Detail flag until the function is released.
You cannot change the primary function space for a function that is detailed and reserved, while the Next Fit, Option, and Overbook buttons are disabled.

Subfunctions. In subfunction records, the following characteristics and constraints apply:

You can detail both category space functions and specific space functions.
If you select a category as the Function Space value for a parent function, you cannot select and reserve a function space for a subfunction. However, if you select a specific space for the parent function, you can select an associated function space for a subfunction.
For example, if you select Salon AB as the function space for a detailed parent function, you must select either Salon A or Salon B for the subfunction.
In a subfunction record, the Function Space field lists only those function spaces included in the parent function space for selection.
You can reserve function spaces for subfunctions if the primary function space for the parent function is reserved. If the primary function space for a parent function is released, all the function spaces for the subfunctions are also released.
The date and time of a subfunction are constrained by the date and time of the parent function. A subfunction must have the same date as its parent function, and the start and end times of the subfunction must be within the start and end times of the parent function.
If a function becomes a subfunction, the subfunction loses previously held inventory.

Child subfunctions. In child subfunction records, the following constraint applies:

The Detail check box in the parent function must be selected for you to be able to create a child function for a subfunction. If the Detail check box is cleared in the parent function, when you select a subfunction, the Create Sub Function button and the Indent to child button are disabled.

Detailing a Function

The procedures in this topic describe how to create and manage detailed functions and their subfunctions and child functions. This topic includes the following topics:

This task is a step in Process of Managing Hospitality Event Inventory.

Creating a Parent Space Hold Function

To create a parent space hold function record, follow these steps.

To create a parent space hold function

Navigate to the Quotes screen, then the List view.
In the Quotes list, query for the quote record for which to create a parent space hold function.
In the quote record, click the link in the Name field.
Click the Functions view tab.
In the Functions list, add a record, and complete the fields as described in the following steps.
1. In the Function Type field, select any function type.
2. In the Function Space field, select a function space.
  You can select a specific space or a configured space.
3. Complete the other fields as needed.
For more information about creating a function for a quote, see Adding Functions and Function Line Items to a Quote. For more information about assigning a function to a function space, see Assigning a Function to a Specific Space.
Reserve the space by clicking the Reserve button.
The Availability Engine checks for inventory availability according to the availability rules defined in the Property Pricing Admin screen, Inventory Control view. If the space is available, the function record will acquire an inventory status of Reserved.
When you are ready to detail the function, select the Detail check box.
After you select the Detail check box, the Primary, Start, End, and Function Space fields become read only.

Note: The Detail check box is enabled for parent functions only. You cannot select this check box in subfunction records.
Release the reserved inventory by selecting a function clicking the Release button.
The Release button enables you to release function space inventory after it has been reserved. When you click the Release button, the inventory status of the current function space changes to Unreserved from the previous value. If the function is a parent function (in other words, a detail function or a space hold function), then the inventory of any subfunctions is also released.

Creating Subfunctions with the Function Hierarchy Buttons

A user can create and manage subfunctions and child subfunctions for a function with the function hierarchy buttons. These buttons enable you to indent and unindent functions to create a hierarchy, and to move functions up and down the list. The function hierarchy buttons are described in the following table.

Table Buttons Used to Detail Functions

Button	Description	Comments
	Forward arrow button	Demote one level. Demotes the function by one level in the detailed function hierarchy.
	Back arrow button	Promote one level. Promotes the function by one level in the detailed function hierarchy.
	Up arrow button	Move up. Moves the function up the function list.
	Down arrow button	Move down. Moves the function down the function list.

The following steps assume that a function with the Detail flag selected already exists in the Quote Functions list. Although detailing is typically done at the quote level, you can also create a hierarchy of functions in an opportunity and select the Detail flag at that stage.

To create subfunctions with the function hierarchy buttons, follow these steps.

To create a subfunction with the function hierarchy buttons

Navigate to the Quotes screen, then the List view.
In the Quotes list, query for the quote record that includes the detail function for which to create subfunctions.
In the Quote record, click the link in the Name field.
In the Quote Functions list, verify that a function record exists with the Detail check box selected and an Inventory Status of Reserved.
In the Functions list, add another record, and complete the fields.
Use the Move up and Move down buttons to position the record after the detail function.
Click the Demote one level button to make the new function a subfunction of the parent detail function.
In the Function Space field, select a function space for the subfunction.
You can associate function space for subfunction only if the parent function is detailed.
- If you have selected a specific space for the parent function, you can also reserve a specific space for the subfunction. Only spaces related to the parent function space are available for selection.
- If you have selected a category for the parent function, you cannot reserve a specific space for the subfunction.
Click Reserve.

To create child subfunctions with the function hierarchy buttons, follow these steps.

To create a child subfunction with the function hierarchy buttons

In the Functions list, add a record and complete the fields.
Use the Move up and Move down buttons to position the new record after a previously created subfunction.
Make sure the Detail check box in the parent function is selected.
The function hierarchy buttons are available for a subfunction only if the parent function is detailed (that is, if the Detail check box of the parent function record is selected). If the Detail check box of the parent function is cleared, the function hierarchy buttons are disabled for the subfunctions of that parent function as well.
Click the Demote one level button twice to make the record a child subfunction of the first subfunction record created.

Note: You cannot reserve a function space for a child subfunction.

Creating Subfunctions with the Sub Function Button

A user can create and manage subfunctions and child subfunctions for a function with the Sub Function button. The Sub Function button calls a dialog box in which you can enter multiple subfunctions. You can also delete or modify the existing subfunctions in the dialog box. This dialog box eliminates the need to manually indent subfunctions, because they will already be associated with the correct parent record as subfunctions.

The ability to create and modify subfunctions with the Sub Function button varies according to the current selection. The Sub Function button is enabled only if the current selection is a parent function or a subfunction of a detailed parent function. If you are not able to modify a function, then you cannot modify the subfunctions of that function. If you are not able to create new functions, then you cannot create new subfunctions.

The following steps assume that a function with the Detail flag selected already exists in the Quote Functions list. Although detailing is typically done at the quote level, you can also create a hierarchy of functions in an opportunity and select the Detail flag at that stage.

To create subfunctions with the Sub Function button, follow these steps.

To create a subfunction with the Sub Function button

Navigate to the Quotes screen, then the List view.
In the Quotes list, query for the quote record that includes the function for which to create subfunctions.
In the Quote record, click the link in the Name field.
In the Quote Functions list, select a function for which to create subfunctions.
Verify that the function record has the Detail flag selected and an Inventory Status value of Reserved.
Click Sub Function.
The Create Agenda Sub Function dialog box appears.

In the Create Agenda Sub Function list, add a subfunction record and complete the fields.

Some fields are described in the following table.

Field	Comments
Day #	The day number of the subfunction. By default, displays the day number value from the parent function.
Date	The date of the subfunction. By default, displays the subfunction date value from the parent function.
Day	Automatically calculated from the date of the parent function. Read only.
Function Name	The name of the subfunction.
Function Type	The type of subfunction that is planned.
Start Time	The start time of the subfunction. Does not have to be within the start and end times of the parent function, except if the parent function is detailed.
End Time	The end time of the subfunction. Does not have to be within the start and end times of the parent function, except if the parent function is detailed.
Expected	The number of attendees the customer expects to attend the subfunction.
Projected	The number of attendees the sales representative expects to attend the subfunction. This value is used when projecting revenue.
Location	Describes where the subfunction will take place.
Flow	Indicates to the property operations staff whether the attendees are expected to arrive in a flow (selected) or all at once (cleared).
Function Space	Select a function space for this subfunction. Displays a list of function spaces that are used for detailing. This field is editable only when the parent function has a function space specified and the Detail flag selected. Otherwise, this field is read only.

Repeat the preceding step for each additional subfunction to associate with the current parent function.
You can enter subfunctions in any order.
Click OK.
Siebel Hospitality redisplays the Function List with the new subfunctions indented after the parent function. The new subfunctions are sorted by start time in ascending order.

Note: If you select the parent function and click Sub Function again, the Create Sub Function pop-up window also displays the associated subfunctions sorted by start time in ascending order.

To create child subfunctions with the Sub Function button, follow these steps.

To create a child subfunction with the Sub Function button

In the Functions list, select a subfunction for which to create child subfunctions.
Make sure the Detail check box in the parent function is selected.
The Sub Function button is available for a subfunction only if the parent function is detailed (that is, if the Detail check box of the parent function is selected). If the Detail check box of the parent function is cleared, the Sub Function button is disabled for the subfunctions of that parent function as well.
Click Sub Function.
The Create Sub Function pop-up window appears.
In the Create Sub Function list, create a subfunction record, complete the fields, and click OK.
Siebel Hospitality redisplays the Functions list with the new child subfunctions indented one level after the parent subfunction and two levels after the parent function.

Note: You cannot reserve a function space for a child subfunction.

Completing the Detailing of a Function

Detailing out a function removes the parent function record, promotes the associated subfunctions to high-level functions, and promotes the child subfunctions to subfunctions. If the parent function is a space hold record, detailing out removes the space hold.

To complete the detailing of a function by detailing out the parent function, follow this procedure.

To complete the detailing of a function

In the Functions list, select the parent function.
Click the Menu button and choose Detail Out/Remove Space Hold.
The parent function is deleted, and the subfunctions are promoted to functions along with the spaces in which they are booked. The child subfunctions are promoted to subfunctions. Any space that was part of the larger space hold, and that is not used by the subfunctions, is released and becomes available again.
(Optional) After the parent function and associated subfunctions are reserved, you can click the link in the Date field of the function record to navigate to the Function Space Diary.
In the diary, only the parent function is displayed. After the user details out the parent function, however, the subfunctions become functions and are displayed in the diary. The parent function is no longer displayed. For more information about the Function Space Diary display, see About the Function Space Diary.

Booking Suites for Functions

The sales user can book a suite for a function using the Quote Functions view by selecting the Best Fit Suite Only flag in the function record and then clicking Next Fit to only return specific spaces of type suite or suite category.

The user can also select a specific space suite or a suite category by clicking the single select button in the Function Space field of the function record and then clicking Reserve.

As with other specific spaces, the user can option suite-specific space by clicking Option, and Overbook the suite space by clicking the menu button and choosing Overbook.

After booking a suite, the user can click the link in the Date field of the function record to navigate to the Function Space Diary.

About Inconsistent Setup Styles and Function Space

When working with quote functions, the user might select an inconsistent setup style and function space combination. This inconsistency typically occurs when a setup style has not been created for the selected function space.

When the user attempts to save the combination, a message appears alerting the user that the combination of function space and setup style are inconsistent, and the record is not saved.

About Unit of Measure Conversions for Function Space Area

Using the Quote Functions view, the user can create a function and enter the area information in either square feet or square meters. If the user enters a value in either the Room Area (Sq. Ft.) field or the Room Area (Sq. M.), the value for the other field is automatically calculated. This conversion is also performed on the Opportunity screen, Function Agenda view.

Flagging a Function for a Spacious Setting

A customer might request a larger space for the function than is typically allocated for the number of expected attendees. For example, a customer might want to hold a function that includes a dance. The expected number of people for the function might suggest a smaller room be booked; however, if a dance is planned, a more spacious function set is required.

This requirement can be met by setting the spacious set flag at the following levels:

Opportunity stage
Quote stage

At the quote stage, the user can create a new function (or modify an existing function), specify the Setup Style, remove the room area requirements and the value in the Function Space field, select the Spacious Set flag, and then click Next Fit.

When the Next Fit process is started with the Spacious Set requirement, Siebel Hospitality multiplies the expected number of attendees by 1.5. The resulting number is then used in the Best Fit/Next Fit algorithm. See Next Fit Button Functionality for more information about the Next Fit process. The value for Spacious Set can be configured, and is only applicable for an availability check. Changes to this flag after function inventory is reserved have no effect.

Configuring the Spacious Set Flag Multiplier

You can configure the multiplier that is used for the Spacious Set flag. Perform the steps in the following procedure to adjust the multiplier value.

To configure the Spacious Set flag multiplier

Log in to Siebel Tools as an administrator.
In the Object Explorer, navigate to Business Component.
Query for the TNT SHM Function.
From the Tools menu, choose Tools, Business Component, and then the Business Component User Prop menu item.
Query for the Spacious Set Multiplier.
Under Value, enter the new multiplier value.
Recompile the SRF.
Restart the client.

Managing Functions That Require Backup Space

There are two ways in which function spaces can be mapped to different functions:

Using the Best Fit/Next Fit process. The Best Fit/Next Fit process is performed on the basis of information captured during the opportunity stage and a function space is automatically selected. For more information about Best Fit, see About Property-Specific Quotes.
Manually adding a new function space. You can manually add a new function space to the quote if necessary. For more information about manually adding function spaces, see Adding Functions and Function Line Items to a Quote.

When you add a new function space to a quote, you must determine whether or not it requires backup space. This is determined by examining the read-only Back Up Required field for the function or function space. If this flag is checked, add extra backup spaces as required.

Note: You cannot delete the Active Primary space for a function. If you want to remove the active primary space for a function, you must make another space the active primary space, and then delete the space that is no longer the active primary space.

This task is a step in Process of Managing Hospitality Event Inventory.

To manage functions that require backup, you must do the following:

Identifying Function Spaces That Require Backup Spaces

The following procedure describes how to identify function spaces that require backup spaces following automatic addition by the Best Fit process. For more information about Best Fit, see About Property-Specific Quotes.

This task is a step in Managing Functions That Require Backup Space.

To identify automatically added function spaces that require backup spaces

Navigate to the Quotes screen, then the List view.
In the Quotes list, query for and select the quote.
In the quote record, click the link in the Name field.
In the Functions list, select the function.
Examine the read-only Back Up Required field.
If this field is checked, then the function space associated with this function requires a backup space.
Scroll down, and click the Function Space view tab.
Examine the Back Up Required field for the function space.
This field is automatically selected if the Back Up Required field is selected for the function.

The following procedure describes how to identify function spaces that require backup spaces after you have manually added the function space as line items to a function. For more information about manually adding function line items, see Adding Functions and Function Line Items to a Quote.

To identify manually added function spaces that require backup spaces

Navigate to the Quotes screen, then the List view.
In the Quotes list, query for and select the quote.
In the quote record, click the link in the Name field.
In the Functions list, select the function.
Scroll down, and click the Function Space view tab.
Examine the Back Up Required field for the function space.
If this field is checked, then the function space requires a backup space.

Adding and Reserving Backup Function Spaces

When you have identified a function space that requires a backup, you can add an extra space to the function, and reserve it for use for the particular function. You can add as many backup spaces as you want for a function space that requires backup space. This capability can provide the customer with a greater amount of choice if it is not possible to hold the function in the space that requires backup space.

You cannot reserve a backup space for a function unless one of the active spaces for the function has been reserved. Also, if you unreserve all active spaces, all backup spaces also become unreserved.

This task is a step in Managing Functions That Require Backup Space.

To add and reserve a backup function space

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 Functions list, select the function.
Scroll down, and click the Function Space view tab.

In the Function Spaces list, create a new record, complete the fields, and save the record.

The following table describes some of the fields.

Field	Comments
Primary	Indicates whether or not this space is the primary space for the function. This field is used if a number of function spaces of booking type Active have been added for the quote. The primary function space appears in the Function Space field of the function. Do not select this field for a backup space.
Function Space	Select a function space to add as backup to the primary function space. Note: Before selecting a function space, it is recommended that you set the Booking Type field to Backup. This precaution prevents any function spaces that require backup from being displayed in the selection dialog box.
Back Up Required	Read only. Indicates whether a backup space for this backup space is required. The value of this field is derived from the value of the selected function space.
Booking Type	Select Backup. Active is selected by default.
Inventory Status	Indicates whether or not the inventory for this function space has been reserved.
Set-up Style	This field is automatically populated with the same setup style as the primary function. Users can change this value as appropriate.
Setup Durations Minutes	This field is automatically populated when the Function Space field is completed.
Teardown Duration Minutes	This field is automatically populated when the Function Space field is completed.
Function Space Parent Name	The category to which the space belongs. This field is automatically populated when the Function space field is completed.
Function Space Usable Area	Usable area for the function space. This field is automatically populated when the Function Space field is completed.
Property Unit of Measure	The Unit of Measure used with the property to which the function space belongs. This field is automatically populated when the Function Space field is completed.

Note: It is also possible to add a backup space using the Function Space multi-value group field for the function in the Functions list.

In the Function Spaces list, select the required backup space.
Click Reserve.
The backup space is reserved.

About Booking Types for Function Spaces

When you add a new function space, the default Booking Type is Active. The type that is selected in this field is important because it drives other operations for the function. The effects of the Booking Type are:

Only the rental price of active function spaces is taken into account for the quote price. Therefore, the rental price of a backup or switched space is not rolled up to the Quote Revenue. The customer is not charged for both the primary function space and the backup space. However, if a customer were to add an extra Active space instead of a backup space, then the user would be charged for both active function spaces.
Threshold calculations are only performed for active function spaces. Backup and switched spaces do not contribute to the threshold calculations. However, if there are more than one active function spaces, then threshold calculations for all active spaces are performed.
If the function space is either of type Backup or Switched, then function space is not added as a line item in the Function Line Items view. Only active function spaces appear in this view.
If the Booking Type field is changed, the Need Refresh flag for the function is checked. This means that the function must be repriced, as the price of the functions might have changed.
Function Spaces of booking type Active are added as line items to the BEO report. For more information about this report, see Managing Hospitality Reports.

This topic is a step in Managing Functions That Require Backup Space.

Switching a Function to the Backup Space

Before the function begins, the event manager might decide to switch from the original function space to the backup space. This switch causes the following changes to booking types:

The booking type of the active booking space changes to Switched.
The booking type of backup function space changes to Active.

When you switch the active and backup functions spaces, their booking types are updated accordingly, as is the pricing information for the function line items. Inventory for the previously active functions spaces is also released.

This task is a step in Managing Functions That Require Backup Space.

To switch a function to the backup space

Navigate to the Quotes screen, then the List view.
In the Quotes list, query for and select the quote.
In the quote record, click the link in the Name field.
In the Functions list, select the function.
Scroll down, and click the Function Space view tab.
In the Function Spaces list, select the primary function space, and click Switch.
A dialog box appears, prompting you to either Retain Rental or Clear Rental for the active function space.
Click the appropriate button to make the switch you want:
- To switch to the backup space and also retain room rental information for the primary function space, click Retain Rental.
  - The Item name in the Line Items view remains the same as does the room rental information.
  - The rental information for the backup space is not shown.
- To switch to the backup space and also clear room rental information for the primary function space, click Clear Rental.
  - The Item name in the Line Items view changes to the name of the backup space.
  - The rental information for the backup space is shown.
After you click the appropriate button, the booking type of all active function spaces changes to Switched, and the booking type of all backup function spaces changes to Active. Inventory for the previously active function spaces is released.
Reserve function space inventory for the newly active function spaces by selecting the function space, and clicking Reserve.

Note: If you switch to the backup space, and the backup becomes the active space for this function, and has the Backup Required flag selected, then you cannot change the booking type of this space to Backup, because spaces that require backup cannot have a booking type of Backup.

Managing Room Blocks at the Quote Stage

A sales representative can create and reserve new property-specific room block line items for a quote record, and then drill down to the inventory display views to confirm reservation information as follows:

If a generic sleeping room type has been specified for the opportunity, during quote creation, a check is performed to determine whether sleeping rooms are available and effective on the specified dates. Effectivity dates can be defined for a room to prevent it from being considered when booking before or after certain dates. If the room is ineffective, it cannot be booked.
If sleeping rooms can be booked, the generic sleeping room type is converted to property-specific sleeping rooms. However, if not, the generic sleeping room type is copied to the quote.
If, after attempting a room block reservation, the sales representative finds that a room type is not available, the sales representative can overbook the room.

If rooms have been overbooked, the sleeping room total group availability will appear as a negative value in the Total Availability view. For more information, see Checking Inventory Availability.

This task is a step in Managing Room Blocks at the Quote Stage.

This topic includes the following information:

Reserving and Overbooking Room Blocks

Perform the steps in the following procedures to reserve and overbook room blocks.

This task is a step in Process of Managing Hospitality Event Inventory.

To create and reserve a new room block

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 # field.
Click the Room Blocks view tab.
In the Room Blocks list, select the room block, and then scroll down to the Room Block Line Items list.
In the Room Block Line Items list, add a record and complete the fields.

Note: When you select a value for the Room Type field, only those sleeping rooms that are effective up to one day before the specified date are shown in the Pick Room Type dialog box. Room block line items can only have one record with the same Day # and Room Type.
Click Reserve.
The Inventory Status field is automatically updated to Reserved, if the room block is available.
In the Room Block Line Item record, click the link in the Date field.
The Total Availability view appears.
Navigate back to the Quote Room Blocks list.
In the Room Block Line Items list, select a record and click the link in the Room Type field to navigate to the SR Type Availability view.

To overbook a room block

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 # field.
Click the Room Blocks view tab.
Scroll down to the Room Block Line Items list, and select the room block record for which the room type is not available.
The Inventory Status field shows a value of Unreserved.
Click Overbook.
The Inventory Status field is updated to Reserved.

Sleeping Room Availability Logic

A room block line item for a particular sleeping room type on a particular day is reserved or unreserved using the following logic:

If the requested room block line item is less than or equal to the total available group rooms, then the Function Space Inventory engine reserves the room block.
If the requested room block is greater than the total available group rooms, the Function Space engine returns a status of Unreserved.

These availability checks are performed for each room type.

The Total Group Availability for a sleeping room type on a particular date is determined using the following formula:

Total Authorized - [Max (Transient Optimal, Transient Sold) + Max (Group Room Blocked, Group Room Picked Up)]
where:
- Transient Optimal is equal to Capacity - Group Optimal
- Total Authorized is equal to Group Authorized + Transient Optimal

Capacity, Group Optimal and Group Authorized numbers are set up in the Property Pricing Admin Inventory Control view.

Transient Sold and Group Rooms picked up values are derived from the Central Reservation System (CRS). Integration with CRS is the responsibility of the system integrators.

Copying Room Blocks

If necessary, you can copy room blocks. This can help when entering numerous room blocks for a quote. When you copy a room block, the room block details and existing line items are copied to the new room block.

This task is a step in Process of Managing Hospitality Event Inventory.

To copy a room block

Navigate to the Quotes screen, then the List view.
In the Quotes list, query for and select the required record.
Click the link in the Name field, and then click the Room Blocks tab.
In the Room Blocks list, select the required room block, and then click Copy.
The new room block appears in the list.

Parceling Room Block Inventory from One Room Block to Another

Parceling inventory is the transfer of reserved sleeping rooms from one room block to another room block. For example, if there are 100 sleeping rooms reserved as part of a room block, and only eighty of these rooms have been picked up by customers, then the other twenty can be transferred to another room block. As these sleeping rooms have already been reserved, they will not have to be reserved after the transfer.

This functionality can be used when reserving rooms for different types of people attending a function. For example, if the customer reserves 100 rooms, it might be necessary to create a separate room block for VIPs after the initial room block has been created.

This task is a step in Managing Room Blocks at the Quote Stage.

To parcel room block inventory from one room block to another

Navigate to the Quotes screen, then the List view.
In the quotes list, query for and select the required quote.
Click the link in the Name field, and then click the Room Blocks tab.
In the Room Block list, select the room block from which to transfer sleeping rooms.
Scroll down to the Room Block Line Items tab, select the type of sleeping rooms to transfer, and click Parceling.
The Reservation Transfer selection dialog box is displayed.

Complete the fields, and click OK.

The following table describes some of the fields.

Field	Comments
Existing Reserved Rooms	Shows the amount of rooms of this type that have already been reserved for the selected room block. This field is read only.
Room Type	The type of room to be transferred between the room blocks. This field is read only.
From Room Block	The name of the room block from which the rooms are to be transferred. This field is read only.
To Room Block	The name of the room block to which the rooms are to be transferred. Click the single select button, select the room block to which to transfer rooms, and click OK in the To Room Block selection dialog box.
# Transferred	The number of rooms to be transferred between the room blocks. This value is calculated as the Blocked value minus the Picked up value.

The required number of rooms are transferred between the room blocks, and this is reflected in the Contracted field for the room block line items.

Note: Parceling works primarily on the blocked numbers and it is this number that is transferred between room blocks. However, for ease of use the contracted and projected numbers are also decreased by the same amount as the blocked numbers. If the contracted number becomes negative in the process, an error message is displayed.

Identifying the Room Block Inventory Buttons

The following inventory buttons can be used in the Room Blocks view tab:

Release. Click this button to release the inventory associated with the whole room block.
Reprice. Click this button to recalculate the price of the room block.
Reprice All. Click this button to recalculate the price of all room blocks.
Reserve. Click this button to reserve the selected room block.
Calculate Rates. Click this button to calculate the rates for all room blocks.
Equalize. Click this button to convert all blocked values to picked up values. A user clicks this button after a cutoff date has passed, when all blocked numbers for all line items become equal to the picked-up numbers.

Canceling Room Blocks

The event manager uses the Room Blocks view to confirm and update occupancy information and reservation details. If the particular room block is no longer required, the event manager can cancel the room block.

This task is a step in Process of Managing Hospitality Event Inventory.

To cancel a room block

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 # field.
Click the Room Blocks view tab.
In the Room Blocks list, select the room block record, and then scroll down to the Room Block Line Items list.
In the Room Block Line Items list, select one or more room block line items.
Click Cancel Room Block.
The Inventory Status field is updated to Unreserved, and the Status field is updated to Cancel.

Reserving Suite Categories

A sales representative can book a suite (category) for use as a sleeping room. After the booking process is complete, the sales representative can navigate to the Function Space Diary view and confirm the reservation information.

The Function Space Diary shows the availability and event function schedule information in a Scheduler format, and users can view the schedule of bookings against a function space category or specific space. In the diary views, the user can specify a start date or time scale to view booking information, and change bookings by selecting and (without releasing the selection) then moving the booking to another time or date.

When booking a suite category, the sales representative can see the suite category displayed in the Function Space Diary with bars extending across the Scheduler for the entire length of time between check-in and check-out times for the suite sleeping room.

This task is a step in Process of Managing Hospitality Event Inventory.

To reserve a suite category

Navigate to the Quotes screen, then the List view.
In the Quotes list, query for the quote.
In the Quote record, click the link in the Quote # field.
Click the Room Blocks view tab.
In the Room Block Line Items list, create a new record, select a room type of Suite Category, and complete the remaining fields.

Note: When selecting a value for the Room Type field, note that only those sleeping rooms that are effective up to one day before the specified date are shown in the Pick Room Type dialog box.
Click Reserve.
The Inventory Status field is updated to Reserved if the room block is available.
Navigate to the Function Space Diary screen, and query for the property.
From the Property form, scroll down to the Function Space Diary Scheduler.
If necessary, update the Start Date and Time Scale fields, and then click Go.

Reserving Specific Suites

The sales representative can reserve a specific suite within a suite category reservation. In this instance, the user first selects the suite category as a room block line item, and then in the specific suites list, selects a specific suite related to the suite category. After the specific suite record is saved, the reservation process automatically starts.

This task is a step in Process of Managing Hospitality Event Inventory.

To reserve a specific suite

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 # field.
Click the Room Blocks view tab.
In the Room Block Line Items list, add a record.
In the record, select Suite Category in the Room Type field, and then complete the remaining fields.
Click Reserve.
The Inventory Status field is updated to Reserved if the room block is available.
Drill down on the Room Block Name value.
The Room Blocks screen, Line Items view appears.
Scroll down to the Specific Suites list.
In the Specific Suites list, create a new record, and select a room from the Room dialog box.
Save the record.
The reservation processes automatically.

Canceling a Suite Category

The event manager can confirm and update occupancy information and reservation details using the Room Blocks view. If the particular suite category is no longer required, the event manager can cancel it.

This task is a step in Process of Managing Hospitality Event Inventory.

To cancel a suite category

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 # field.
Click the Room Blocks view tab.
In the Room Block Line Items list, select a room block line item of room type Suite Category.
Click Cancel.
The Inventory Status field is updated to Unreserved and the Status field is updated to Cancel.

Scheduling a Function in a Specific Suite

The sales representative can schedule a function in a reserved specific suite used for sleeping. After entering function information for the specific suite, the sales representative clicks Reserve for the function.

Caution: Do not attempt to schedule a function for an unreserved specific suite, even if the Function Scheduling button is enabled.

This task is a step in Process of Managing Hospitality Event Inventory.

To schedule a function in a specific suite

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 # field.
Click the Room Blocks view tab.
In the Room Block Line Items list, select a room block line item of room type Suite Category.
Drill down on the Room Block Name value.
The Room Blocks screen, Line Items view appears.
Scroll down to the Specific Suites list.
In the Specific Suites list, select the reserved specific suite record, and then click Function Scheduling.
Clicking this button creates a new function record and takes the user to the Functions screen, More Info view. Only the record the user creates is displayed in the Functions list. The user must specify a start and end time for the function before reserving it. The user can change the function type.
In the function record, update the fields, and then click Reserve.

Background Processes at the Quote Level

Two background workflow processes are used to set the entire inventory of a quote to unreserved. The administrator must verify that these workflows are activated. For more information on activating workflows, see Activating Hospitality Workflows.

The two background processes that run against the quote are as follows:

Process 1. After the procedures in About Managing Functions at the Quote Stage are completed, the first background process begins:
1. A background process is activated that monitors the quote. This process is always available.
2. The Inventory Status field is set to Reserved for Function records and Sleeping Room records associated with the quote.
3. After a predefined amount of time passes, Siebel Hospitality checks the Status field on the quote record.
4. If the Status field is still set to Prospect, the workflow process updates the Inventory Status to Unreserved for both Functions and Sleeping Rooms associated with the quote, and the inventory is released. However, the status for each function and sleeping room remains as Prospect.
Process 2. When the Decision Date field of the quote is completed, the second background process begins:
1. A background process is activated that monitors the Decision Date. This process is always available.
2. When the Decision Date passes, Siebel Hospitality automatically releases all inventory, which includes Function Space Inventory and Room Block Inventory.

Note: Sample workflows are available, but the workflows can be changed to conform to the requirements of your company.

Changing Inventory-Critical Reservation Attributes

The sales representative can continue to update the function, room block, and quote records throughout the sales process. If inventory is not reserved, the updates do not affect the status of the records. However, if inventory is being held, updates might affect the status of the inventory.

For example, if an existing function that has an arrival date of March 14 must be postponed until April 23, the date change on the function record might affect the Reserved status for the identified function space. If the inventory is not available on the new date, users can undo their changes before losing the inventory on the original date.

This task is a step in Process of Managing Hospitality Event Inventory and includes the following topics:

About Inventory-Critical Fields at the Function Level

Modifications to several fields in the function record can affect inventory. If multiple updates are made to a reserved function, Siebel Hospitality alerts the user that additional actions must be performed.

Overview of Date and Time Changes for Functions

Whenever the user changes the values for Start Time, Duration, Date, and Day #, and attempts to save the function record, a message provides a suggested course of action.

Users can configure the application to eliminate the reminder dialog box, or they can set up a process that automatically checks availability. See the procedure to configure availability status checking later in this topic for more information.

When the user sees the following message, the user can proceed with the reservation by clicking OK.

Function parameters have changed. Would you like to check availability with new parameters?

Two results are possible after the availability check:

The function space is still available with the updated parameters (Date, Start Time, or Duration) and the function space is automatically reserved with the new value. The Inventory Status is set to Reserved, and the updated parameters are saved.
The reservation is not possible, and the user sees the following message:
```
The availability check has failed. Click OK to save, or Cancel to undo.
```

If the user clicks OK, the updated parameter remains, and the Inventory Status becomes Unreserved. If the user selects Cancel, the original parameters are restored and the Inventory Status remains as Reserved.

To configure availability status checking

Log in to Siebel Tools as an administrator.
In the Object Explorer, navigate to Applet.
Query for the appropriate function or room block applet (for example TNT SHM Functions List Applet or TNT SHM Room Blocks List Applet).
From the Tools menu, choose Tools, Applet, and then the Applet User Prop menu item.
Query for the Check Availability Status User.
In the Value field, enter the appropriate information.
- If you do not enter any value for this field, the reminder dialog box is displayed to the user.
- If you enter Yes as the value, the automatic availability check is performed and no reminder dialog box is displayed.
- If you enter No as the value, no reminder dialog box is displayed and no automatic availability check is performed.
Recompile and replace the SRF.

About Combining a Function Space and a Setup Style

The user can see the setup styles associated with the specific space on a particular property from the Property Administration screen, Specific Space view, which includes a Setup Style list. Setup Styles are created by the administrator during property administration. For more information, see Associating Setup Styles and Packages with Properties.

The user can update either the function space or setup style fields using the Quote Function view. When the user updates either of these fields, Siebel Hospitality attempts to validate the Setup Style-Function Space combination. If the combination is invalid, the following message appears:

Invalid combination of function space and setup style.

If the Setup Style is changed and the Setup Style-Function Space combination is valid, the value selected in the Setup Style field is saved.

If the function space is changed for a reserved function and the Setup Style-Function Space combination is valid, the selected values are saved.

About Function Status and Released Inventory

When the user changes the Function Status field value to a value that releases inventory, the Inventory Status field is updated to Unreserved. The function status values that result in released inventory are:

Cancel
Lost/Turndown

Note: If the user changes the Function Status value to Lost/Turndown, inventory is released for all function spaces.

About Inventory-Critical Fields at the Room Block Level

Inventory critical fields also exist at the room block level. In a process similar to that which occurs at the function level, Siebel Hospitality monitors for changes and verifies that the records are valid after each update. If multiple updates occur for a reserved room block record, a message appears that provides a suggested course of action.

About Date and Time Changes

When the user updates either the Date or the Day # field for a reserved room block, the same process occurs as when changes are made at the function level. For more information, see About Inventory-Critical Fields at the Function Level.

About Room Block Changes and Availability Checks

When the user increases the room block for a reserved room block record, a message alerts the user that an availability check must be performed. The standard reservation process is followed, and the user can either save the changes with a Reserved or Unreserved Inventory Status, or click Cancel to restore the original Blocked values.

About Inventory-Critical Fields at the Quote Level

Changing the values in certain fields in the quote record can also impact the status of inventory.

Overview of Arrival Date Updates

If the user updates the Arrival Date in the quote record, a message alerts the user that the new date might result in the loss of reserved inventory. Siebel Hospitality attempts to perform a reservation for the new date and automatically updates the Date field for the Room Block Line Item and Function records. If the inventory is available, Siebel Hospitality rebooks the inventory against the new arrival date. If the availability check fails, the Inventory Status field is set to Unreserved for the Room Block Line Item and Function records and Not Booked for the Function Line Item records.

If the user updates the arrival date and nothing changes for the selected sleeping rooms, check that the sleeping room is effective on the new date. If the sleeping room is not effective, the change will not be taken into account.

Time Shifting Event Quotes and Event Quote Items

As part of managing hospitality event inventory, you can shift booking times for functions and sleeping rooms. To shift nonfunction line items, you must shift the quote that includes those items. You can perform time shifts as well as review details and summaries using the subviews that are available from the Quotes screen, Time Shift view.

This topic addresses the following subjects:

Note: The property associated with the functions or room blocks that a user wants to time-shift must have both profit series and day parts defined. If no profit series or day parts are defined, an error message appears when the user attempts to perform a time shift.

This task is a step in Process of Managing Hospitality Event Inventory.

Time Shifting Event Functions and Room Blocks

When a user attempts to time shift a function, nonfunction line item, or room block, Siebel Hospitality verifies whether the function space, category, or sleeping room is still effective for the date to which the booking is being shifted. For example, the effective end date for Salon A is January 15, 2009. A function is reserved for January 14, 2009 in Salon A. If the user time-shifts the function to a date on which the function space is no longer effective (for example, January 16), the function space is not copied to the revised quote and the inventory status for the booking changes to Unreserved.

Performing a Time Shift of Event Functions

To perform a time shift of an event function, follow this procedure.

To perform a time shift of event functions

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 # field.
Click the Time Shift view tab, and then click the Function Shift view link.
In the Original Quote Functions list, select one or more functions, and then click Time Shift.
In the Time Shift Functions dialog box, perform one of the following steps:
- Select the Shift by Time check box, and then enter the hours and minutes.
- Select the Shift by Day check box and enter the number of days. A negative day value shifts the function back, and a positive day value shifts the function forward in time.
- Select the Shift by Date check box, and select a date.
Click Shift Functions.
In the Revised Quote Functions list, click Accept to accept the revised function or Reject to reject the revised function.
Click the Date field in either of the Function lists to navigate directly to the Function Space Diary and review the original or revised function in the context of other bookings. Users can also click on the Start Time value to navigate directly to the Functions screen, Line Items view.
When a user time shifts a function, an attempt is made to reserve both the active and backup spaces for the function. If it is not possible to reserve the active space, then the backup space is not reserved. However, if the active space is reserved, it is not necessary for the backup spaces to be reserved in order to time shift the function.

Performing a Time Shift of Event Room Blocks

To perform a time shift of an event room block, follow this procedure.

To perform a time shift of event room blocks

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 # field.
Click the Time Shift view tab.
In the Time Shift view, click the Room Block Shift link.
In the Original Room Blocks list, select one or more room block records.
Click Time Shift.
In the Time Shift Room Blocks dialog box, select the option appropriate for your requirements:
- Select the Shift by Day check box, and then enter the number of days.
  A negative day value shifts the room block back, and a positive day value shifts the room block forward.
- Select the Shift by Date check box, and then choose a date.
Click Shift Room Blocks.
If necessary, click the single select button in the Room Type field, and choose a different room type for any of the records.
In the Revised Room Blocks list, click Accept to accept the revised room block or Reject to reject the revised room block.

Note: If the sleeping room is not effective during the new dates, the change will not be taken into account.

Reviewing Time Shift Information at the Quote Level

Use the Quotes screen, Time Shift, Summary view to review details of both functions and room blocks that have been time shifted. This summary information is only based upon the active function spaces for a function, and does not take backup spaces into account.

After time shifting functions, you can compare the revenue estimates for both the original and revised functions. This comparison can be made using the Quotes screen, Time Shift, Function Shift (Revenue) view.

If one or more meeting packages are applied to the quote, then any nonfunction line items associated with the meeting packages are also shifted during a quote-level time shift. In this case, you can use the Quotes screen, Time Shift, Summary view to review details of nonfunction line items that have been time shifted.

Note: Revenue is calculated at the time of the quote, from the defined average value. For more information about average values, see Setting Up Average Values and Function Types. However, if the revenue is to be calculated from the line items, then select the Line Item Sum check box on the Quotes screen, Functions view.

To review the time shift summary

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 # field.
Click the Time Shift view tab, and then click the Summary link.
Use the Original Quote Summary and the Revised Quote Summary forms to compare the details.

To compare time shift revenue estimates

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 # field.
Click the Time Shift view tab, and then click the Function Shift (Revenue) link.
Use the Original Revenue Estimates and the Revised Revenue Estimates lists to compare the estimated revenue.

Event Shifting at the Quote Level

During the event planning process, customers often change the start and end time of an event that affects a series of function space bookings. For example, a customer might schedule an event that spans three days, Monday through Wednesday, and each day has an agenda that corresponds to function space bookings. The customer decides to start the event on Tuesday instead of Monday, keeping the same three-day agenda.

When shifting the time of a series of bookings, the Function Space Inventory engine can reschedule bookings into time slots that are occupied by other bookings in the same series. For example, Monday bookings are moved to Tuesday time periods that were occupied by Tuesday bookings; Tuesday bookings are moved to Wednesday time periods that were occupied by Wednesday bookings, and so on.

When bookings are shifted to different dates, inventory might be lost or not secured for the desired dates. Inventory might be available but priced too high for the customer. In these situations, the event and day shifting process helps the sales user evaluate a change to the quote by viewing the room block pricing on the new date without losing the previous inventory.

To perform an event shift at the quote level

Navigate to the Quotes screen, then the List view.
In the Quotes list, query for the quote record.
Click Time Shift.
In the Time Shift Event dialog box, perform one of the following steps:
- Select the Shift by Day check box, and enter the number of days.
  A negative day value shifts the event back, and a positive day value shifts the event forward.
- Select the Shift by Date check box, and choose the new date.
Click Event Shift.

About Run of House Room Types

A run of house (ROH) room type is the most common or standard room category in a hotel, featuring basic amenities. When you select a run of house room, the actual room is determined by the hotel, according to availability, at the time of check-in. Run of house is a virtual room type that can be any associated, available room type at a hotel. This enables a property to maximize the potential number of rooms being sold.

Run of house bookings are generally used for groups and not for transients. When a hotel is working with a group, the group might not care what room type is assigned, as long as a certain number of rooms is reserved. In this case, the hotel can sell the ROH room types to the group. The actual rooms that are given can range from all standard rooms to all luxury rooms, depending on availability.

The Siebel Hospitality functionalities that support run of house room types are as follows:

Differentiate ROH room types from sleeping room and suite room types.
Create multiple ROH room types.
Associate generic room types with run of house room types at a property.
Map run of house room types to specific room types at a property.
Take run of house room types into account when checking for availability.
Display run of house room types availability in the Availability views.
Display ROH room types in the quote process, rather than the individual room types that make up the ROH room types.

A property can have multiple ROH room types. The property might, for example, have a ROH Standard room type and a ROH Deluxe room type. ROH room type names are user-defined and can be any group of characters. Availability checks take into consideration the number of ROH room types and display the correct room counts.

Scenario for Managing Run of House Rooms

This topic gives one example of how a Run of House room type might be used. This topic describes an instance of one generic run of house room type with multiple associated property-specific room types. You might use the Run of House functionality differently, depending on your business model.

A corporate client contacts a hotel sales representative and requests to book an event requiring 100 sleeping rooms of any kind. The client does not care what rooms are booked, and asks only the best price for the 100 rooms.

The sales representative creates an opportunity in Siebel Hospitality and enters the details including properties, function spaces, and sleeping rooms. When entering the sleeping room details, the sales representative selects a run of house sleeping room type and specifies 100 rooms on a specific date.

The sales representative then generates quotes for the properties that are attached to the opportunity and checks the results for sleeping room availability. When the quote is generated, Siebel Hospitality maps the generic ROH room type to a property-specific ROH room type and checks the availability of the property-specific ROH room type.

The results appear as either reserved or unreserved. If the sleeping room availability is unreserved for the run of house rooms, the sales representative can decide to overbook the rooms. At any time, the sales representative can view the sleeping room availability. The sales representative might also decide to change a run of house room type to another room type.

Subsequently, the sales representative follows the standard group sales process to complete the event booking and conduct the event.

About Inventory Availability for Run of House Rooms

If sleeping room types at a property include ROH room types, the following processing occurs in the Total Group Availability views:

Before an ROH booking occurs, the ROH count appears as 0 (zero) in the counts for each day and date.
When a booking for ROH rooms is requested, the Availability Check verifies the counts against the Total Group Availability totals. Availability is checked against the overall Total Group Availability count of the ROH room type and the property-specific room types that are mapped to that ROH room type. If the requested number of ROH rooms is less than or equal to the overall Total Group Availability count, then the booking occurs and the ROH rooms are reserved.
After an ROH booking occurs, the ROH count appears as a negative number in the counts for each day and date. The property-specific room types that are mapped to the ROH room types are not decremented. However, the overall Total Group Availability counts are decremented, thus keeping the totals accurate.

For more information about availability checks, see Checking Inventory Availability.

As the day of arrival approaches, you must manually convert the reserved ROH room types into actual property-specific room types. This conversion typically occurs in the Quote screen, Room Blocks view. It is recommended that you perform this conversion several days before the day of arrival to the day of arrival. During manual conversion, the counts of the property-specific room types are decremented to reflect the new totals, and the counts of ROH rooms are incremented from negative numbers to 0.

Caution: When you change the room type from an ROH room type to a property-specific room type, the first price (that is, the ROH room type price) remains in place. However, if you click the Reprice button or the Reprice All button, Siebel Hospitality resets the pricing and applies the price of the property-specific room type. Consequently, if you enter a ROH room type price (or any negotiated price) and do not want that price to change, do not click Reprice or Reprice All.

Scenarios for Reserving Run of House Rooms

This topic describes scenarios for using Run of House room type reservations.

Scenario for One Run of House Room Type

This topic gives one example of how Run of House room type reservations might be used. You might use the Run of House reservation functionality differently, depending on your business model.

A property has a total of 20 sleeping rooms of two room types, Standard and Deluxe. The property has defined one ROH room type, ROH 1, which is associated with both property-specific sleeping room types. The property-specific room types, their associated ROH room types, and their numbers of rooms are shown in the following table.

Table One ROH Room Type Mappings

Type	Associated ROH Type	Number of Rooms
Standard	ROH 1	10
Deluxe	ROH 1	10
Total Group Availability	Not applicable.	20

For one specific day, no bookings have yet occurred. Availability totals for that day are therefore at maximum for all room types, as shown in the following table.

Table One ROH Room Type Availability, Before Bookings

Type	Availability
Standard	10
Deluxe	10
ROH 1	0
Total Group Availability	20

At maximum availability with no bookings, the ROH room shows as zero (0) availability, while the component property-specific room types show at their maximum availability numbers.

Then, a group books three ROH 1 rooms for that day. The new availability totals for the day are shown in the following table.

Table One ROH Room Type Availability, After Bookings

Type	Availability
Standard	10
Deluxe	10
ROH 1	-3
Total Group Availability	17

The availability totals for property-specific room types associated with the ROH room types are not decremented. Instead, the ROH room types show their availabilities as the negatives of the numbers booked, and the total group availability for that day is decreased by the three ROH bookings, to 17.

When the day approaches for which the ROH room reservations have been made, the revenue manager of the property moves all three ROH 1 rooms to the Standard and Deluxe room types.

For the purpose of this scenario, assume that the ROH bookings are the only reservations at that property for that day. The final availability totals for the day are shown in the following table.

Table One ROH Room Type Availability, Before Check-In

Type	Availability
Standard	8
Deluxe	9
ROH 1	0
Total Group Availability	17

The property-specific room type numbers are decremented, while the ROH room type number is incremented from a negative number to 0. The Total Group Availability remains at 17, because the total of reserved rooms has not changed; only modifications to the room type assignments have occurred.

Scenario for Two Run of House Room Types

This topic gives one example of how Run of House room type reservations might be used. You might use the Run of House reservation functionality differently, depending on your business model.

A property has a total of 500 sleeping rooms of several types. The property has defined two ROH room types, each associated with two property-specific sleeping room types. The property-specific room types, their associated ROH room types, and their numbers of rooms are shown in the following table.

Table Two ROH Room Types Mappings

Type	Associated ROH Type	Number of Rooms
Standard	ROH 1	200
Deluxe	ROH 1	100
Upgrade	ROH 2	75
King Size	ROH 2	125
Total Group Availability	Not applicable.	500

For one specific day, no bookings have yet occurred. Availability totals for that day are therefore at maximum for all room types, as shown in the following table.

Table Two ROH Room Types Availability, Before Bookings

Type	Availability
Standard	200
Deluxe	100
Upgrade	75
King Size	125
ROH 1	0
ROH 2	0
Total Group Availability	500

At maximum availability with no bookings, ROH rooms show as zero (0) availability, while the component property-specific room types show at their maximum availability numbers.

Then, a group books 100 ROH 1 rooms and 50 ROH 2 rooms for that day. The new availability totals for the day are shown in the following table.

Table Two ROH Room Types Availability, After Bookings

Type	Availability
Standard	200
Deluxe	100
Upgrade	75
King Size	125
ROH 1	-100
ROH 2	-50
Total Group Availability	350

The availability totals for property-specific room types associated with the ROH room types are not decremented. Instead, the ROH room types show their availabilities as the negatives of the numbers booked, and the total group availability for that day is decreased by the 150 ROH bookings, to 350.

When the day approaches for which the ROH room reservations have been made, the revenue manager of the property performs the following tasks:

Moves all 100 ROH 1 rooms to the Standard and Deluxe room types.
Moves all 50 ROH 2 rooms to the Upgrade and King Size room types.

For the purpose of this scenario, assume that the ROH bookings are the only reservations at that property for that day. The final availability totals for the day are shown in the following table.

Table Two ROH Room Types Availability, Before Check-In

Type	Availability
Standard	150
Deluxe	50
Upgrade	50
King Size	100
ROH 1	0
ROH 2	0
Total Group Availability	350

The property-specific room type numbers are decremented, while the ROH room type numbers are incremented from negative numbers to 0. The Total Group Availability remains at 350, because the total of reserved rooms has not changed; only modifications to the room type assignments have occurred.

Checking Inventory Availability

There are three inventory display views that can be accessed using the Property Screen. These views are used to display available inventory for sleeping rooms, allowing the user to assess the availability of different sleeping room types on a daily basis for a seven-day period. The views and related topics are:

Total Group Availability. For more information, see Reviewing Total Group Availability.
SR Type Availability. For more information on sleeping room type availability, see Reviewing Sleeping Room Type Availability.
Total Availability. For more information, see Reviewing Total, Group, and Transient Availability.
Group Projected/Blocked. For more information, see Reviewing Group Projected and Blocked Availability.

Two additional views help the user locate quotes and opportunities associated with the property. The two views include:

Property screen, Quotes view
Property screen, Opportunities view

Reviewing Total Group Availability

The Total Group Availability view shows the group sleeping room availability information for a particular property. The availability numbers are displayed by type and date, with the default date equal to the current date spanning across an eight-day period.

The information displayed on the view includes:

Group Authorized. Displays values for each room type (Deluxe, Standard, and Upgrade).
Group Optimal. Displays values for each room type.
Group Blocked. Displays total values for the function statuses Prospect, Hold, T1, T2, and Definite. A separate total value is also shown for function statuses Definite and Hold.
Group Projected. Displays total values for the function statuses Prospect, Hold, T1, T2, and Definite. A separate total value is also shown for function statuses Definite and Hold.
Total Group Availability. Displays values for each room type.

Use the Date form to query for a different start date and view the group availability numbers for an eight-day range, starting with the specified date.

This task is a step in Process of Managing Hospitality Event Inventory.

Dates/Notes Button

The Dates/Notes button displays information about any special dates or sell notes for a particular property. When the user clicks the Dates/Notes button, a list of Sell Notes/Special Dates corresponding to the date range shown for inventory appears.

Go to Diary Button

The Go to Diary button allows the user to navigate directly to the Function Space Diary. The date shown in the diary is the first date in the date range of the Total Group Availability view.

With Tentative/Without Tentative Button

The With Tentative/Without Tentative button switches the display to show or exclude records with a tentative status (T1, T2).

To review total group availability

Navigate to the Property screen.
In the Properties list, query for the property record.
In the Property record, click the link in the Property Name field.
Click the Total Group Availability view tab.
(Optional) Enter a date, and click Search.

Note: Users can also use the paging buttons to move forward and backward one week or one day at a time.

Reviewing Sleeping Room Type Availability

The SR Type Availability view shows the availability information for a specified sleeping room type at a particular property. The availability numbers are broken down by room type and date. When users navigate to this view, they can see the sleeping room availability for the current date as well as for the next eight days.

Using the Date form, users can query for different sleeping room types and date combinations to display the appropriate availability numbers.

A Dates/Notes and a Go to Diary button are available in this view. See Reviewing Total Group Availability for more information on these buttons.

This task is a step in Process of Managing Hospitality Event Inventory.

To review sleeping room type availability

Navigate to the Property screen, then the Properties view.
In the Properties list, query for the property record.
In the Property record, click the link in the Property Name field.
Click the SR Type Availability view tab.
(Optional) Enter a date and sleeping room type in the fields, and click Search.

Navigating to the Sleeping Room Type Availability View

Users can navigate to the Property SR Type Availability view by clicking the Room Type field in any Room Block Line item record in the Quotes Room Blocks view. Using this method, they navigate to the SR Type Availability view and see availability information beginning with the date assigned to the Room Block Line Item record.

Reviewing Total, Group, and Transient Availability

The sales representative, event execution user, and the revenue manager can use the Property screen, Total Availability view to gain a better understanding of the total sleeping room availability information for a property. The Total Availability view contains a Property form, a Date query form, and three read-only lists.

A Dates/Notes and a Go to Diary button are available for the Total Transient Availability and Total Group Availability lists. See Reviewing Total Group Availability for more information on these buttons.

The Property form provides high-level information about the property in the Key Property Information, Property Classification, Capacity Information, Systems Information, Units Information, and Rating Information sections of the form.

Use the Date form to query for a different start date and view the availability numbers for an eight-day range, starting with the specified date. The start date specified in the query is displayed synchronously across the three lists. Under the Date form, three lists show availability figures by total, group, and transient availability. By default, all three lists show availability counts, by type, starting with the current date. The date fields in the various sections of the view interact in the following ways:

In the Date form, when you complete the Date field and click Search, the first dates in the three lists change to match the Date field value in the form.
In the Total Availability list, when you run a query with a date or click the arrow buttons, the dates in the lists that follow change to match the dates in the Total Availability list.
In the last two lists, when you change the dates either by querying or by clicking the arrow buttons, the dates in the Total Availability list do not change to match.

The Total Availability list shows the total for the transient and group information. It provides a snapshot view of the total number of available sleeping rooms.

The following table describes the information that appears in the rows in the Total Availability list.

Table Total Availability Row Description

Field	Comments
Capacity	A calculated field that displays a sum of the all the sleeping rooms for the property.
Group Picked Up	Total number of sleeping rooms that were actually picked up from blocked group rooms.
Total Authorized	Calculated value. The total number of sleeping rooms available for the property.
Total Booked	Calculated value. The sum of blocked group and transient rooms.
Total Available	Calculated value. The number of rooms available for booking.
Occupied%	The ratio of the total booked to capacity.
Actual Available	The difference between capacity and total booked.
Sell Notes	Revenue managers can flag days as high priority for event sales and add sell notes to describe the sales strategy the property is implementing. This row shows the number of sell notes that are applicable on that given date.

The Total Group Availability list available from these screens is identical to the list that appears in the Property screen, Total Group Availability view.

The Total Transient Availability list shows the number of transient sleeping rooms available for a particular property. The numbers are broken down further into types that include:

Transient Booked
Transient Available
Transient Optimal
Sell Notes

Transient availability information is typically populated by system integrators.

This task is a step in Process of Managing Hospitality Event Inventory.

To review total availability

Navigate to the Property screen, then the Properties view.
From the Properties list, query for the property record.
In the Property record, click the link in the Property Name field.
Click the Total Availability view tab.
(Optional) Enter a date and click Search.

Navigating to the Total Availability View

Users can navigate to the Property screen, Total Availability view by clicking the Date field in any Room Block Line item record. For example, a user can click the Date field in the Quotes screen, Room Blocks view. Using this method, the user can navigate to the Total Availability view and see availability information beginning with the date assigned to the Room Block Line Item record.

Users can also navigate to the Total Availability view from the Function Space Diary screen. The following procedure describes this method.

To navigate to the Total Availability view from the Function Space Diary

Navigate to the Function Space Diary screen, then the Function Space Diary view.
Query for a property record.
Click the appropriate diary view tab.
In the selected view, enter the required start date and time scale, and click Go.
Click the date shown on the major time axis in the Function Space Diary.
The Total Availability view appears showing a start date that corresponds to the date entered in the Start Date field in the diary.

Reviewing Group Projected and Blocked Availability

The sales representative and the revenue manager can use the Property screen, Group Projected/Blocked view to gain a better understanding of what is projected or blocked for each quote for the property across the time period.

The Group Projected/Blocked view contains a Property form, a Date form, and two read-only lists. A Dates/Notes and a Go to Diary button are available for the Total Group Availability list. See Reviewing Total Group Availability for more information on these buttons.

The information displayed on the view includes:

Quote Name
Quote Status
Sales Manager
Event Manager
Blocked and projected values for each day in the date range
Total blocked and projected values for the date range

The date fields in the various sections of the view interact in the following ways:

In the Date form, when you complete the Date field and click Search, the first dates in the following lists change to match the Date field value in the form.
In the Group Projected / Blocked list, when you run a query with a date or click the arrow buttons, the dates in the Total Group Availability list changes to match the dates in the Group Projected/Blocked list.
In the Total Group Availability list, when you change the dates either by querying or by clicking the arrow buttons, the dates in the Total Availability list do not change to match.

The Total Group Availability list available from these screens is identical to the list that appears in the Property screen, Total Group Availability view.

This task is a step in Process of Managing Hospitality Event Inventory.

To review group projected and blocked availability

Navigate to the Property screen, then the Properties view.
From the Properties list, query for the property record.
In the Property record, click the link in the Property Name field.
Click the Group Projected / Blocked view tab.
(Optional) Enter a date, and click Search.
Scroll down to the end of the page to view the total values for each day.
Scroll across the page to view the total values for the date range.

Actualizing a Function

The Actualization process is performed on Function and Room Block records. The process of setting a sales status to Actual occurs after the function is completed or the room block has been used. At that point, the revenue becomes actualized. See the table in About Function Status Values for a description of the Actual status.

Actualized revenue is the total revenue generated from all sales (transient room, group room, catering, and so on). When the term is applied to sleeping rooms, it refers to the number of sleeping rooms on the property that were actually used. Actual status can also be applied to food and beverage covers and event attendees.

When the function and room block records are actualized, the following actions occur:

The function or room block record becomes read only.
The Inventory Status field is automatically updated to Actual.
The Function is displayed as Actual in the Function Space Diary.

This task is a step in Process of Managing Hospitality Event Inventory.

To actualize a function

Navigate to the Quotes screen, then the List view.
In the Quotes list, query for the quote associated with the function that is to be actualized.
In the Quote record, click the link in the Name field.
In the Quote Functions list, select the completed function record, and update the Function Status field to Actual.
Save the record.

To actualize a room block

Navigate to the Quotes screen, then the List view.
In the Quotes list, query for the quote.
In the Quote record, click the link in the Quote # field.
In the Room Blocks Line Items list, select the Room Block Line Item record, and update the Status field to Actual.
Save the record.

About Out of Order and Unavailable Spaces

Out of Order and Unavailable records are defined at the property level. Both record types prevent any bookings against the specific space. For more information about creating Out of Order and Unavailable records, see Marking Function Spaces as Unavailable or Out Of Order.

The Out of Order and Unavailable records are referenced when the user creates bookings against a specific space. If the user tries to book a function against a specific space at the date or time the specific space has an Out of Order or Unavailable record associated with it, the Inventory Status is set to Unreserved.

Note: Out of Order and Unavailable bookings cannot be changed by selecting and (without releasing the selection) then moving the booking to another time or date in the Function Space Diary.