22Managing Nonparticipating Properties
Managing Nonparticipating Properties
This chapter describes the procedures that administrators and users, such as sales representatives, sales managers, and event managers perform to manage nonparticipating properties using Siebel Hospitality. It includes the following topics:
About Nonparticipating Properties
Nonparticipating properties (NPPs) are properties that do not use the Hospitality Event Sales Execution, Central Reservation System, or Function Space Inventory processes. However, events for these properties might be sold by a member of the property brand and the National Sales Organization (NSO). Event Booking Centers (EBC) sell space from and pass event opportunities to NPPs.
When you, as the administrator, create property records, you can flag a property as nonparticipating. Flagging a property in this manner has ongoing effects for users when they work with opportunities and quotes for the property. For example, when you create an NPP, it is advised that only one sleeping room, one function space, and one catering product is created, as you do not have full details of what is available at the NPP. This means that only one type of sleeping room, function space, and catering product can be added to a quote for an NPP when it is generated from an opportunity.
When a property is designated as a nonparticipating property, all availability checks (for function spaces and sleeping rooms) and pricing features are disabled. This means that when a quote is generated from an opportunity for a nonparticipating property, the sales representative must manually update line item room nights, functions agendas, status, and revenue for the opportunity and quote. Also, asset checks are not carried out for assets associated with a function.
After a quote for an NPP has been fully created and all the information about the quote has been created, the sales representative can send an email to the NPP so that a representative for the NPP can confirm that the details of the quote are accurate. It is also possible to send a quote evaluation to the NPP by email, so that the quote can be evaluated by the NPP. There are templates present in Hospitality that extract the required information from the quote Summary and Evaluations form. If necessary you can create more templates from the Administration - Communications screen, All Templates, Simple view.
Process of Managing Nonparticipating Properties
This topic lists the tasks typically performed by event managers, sales managers, and sales representatives when managing nonparticipating properties. Your company might follow a different process according to its business requirements.
To manage nonparticipating properties, perform the following tasks:
Setting Up Nonparticipating Properties
Nonparticipating properties are set up by the administrator when the property records are created in the Siebel Hospitality database. For more information about setting up nonparticipating properties, see Setting Up Nonparticipating Properties.
When you have identified a property as nonparticipating, it is advised that you create one function space, one sleeping room, and one catering product, which can be used when an opportunity is generated from a quote. For more information about adding function spaces, sleeping rooms, and catering products to a property record, see Setting Up Function Spaces, Sleeping Rooms, and Suites
This task is a step in Process of Managing Nonparticipating Properties.
Developing Opportunities for Nonparticipating Properties
Opportunities for nonparticipating properties are developed and detailed in the same manner as any other opportunity. The following tasks are carried out:
The sales representative creates the opportunity with all irrelevant details.
The sales representative adds a function agenda.
The sales representative adds room block information and room blocks.
The sales representative adds extra information, such as notes, attachments, activities, billing information, and so on.
The sales representative selects a nonparticipating property for which a quote can be generated.
The sales representative generates a quote.
For more information about each of these tasks, see Process of Capturing Hospitality Opportunities.
Generating Quotes for Nonparticipating Properties
For nonparticipating properties, generic products (line items and room blocks) are not mapped to property-specific products. Instead, the generic agenda is replicated in the Quotes screen, Line Items view. When a quote is generated for a nonparticipating property, the National Sales Organization, Event Booking Center, or whoever creates the quote must provide details to the NPP about the opportunity, and must then request pricing and availability information.
When a quote is generated for a nonparticipating property, the following tasks are carried out:
Function agenda and Room Block Information is copied from the opportunity to the quote.
Notes, attachments, and activities are copied from the opportunity to the quote.
Availability, pricing, average values, and asset inventory checks are bypassed. No revenue rollup occurs.
The sales representative sends the quote information to the nonparticipating property using either fax or email. For more information, see Sending a Quote Summary to the Nonparticipating Property.
A representative at the nonparticipating property then completes the information and returns it to the Event Booking Center or National Sales Organization.
Before the quote is turned definite, it must be evaluated by the NPP. The sales representative sends the quote evaluation information to the nonparticipating property using either fax or email. For more information, see Sending a Quote Evaluation to the Nonparticipating Property.
The nonparticipating property then evaluates the information and returns it to the Event Booking Center or National Sales Organization.
After the quote has been generated for an NPP, the sales representative must be aware of the following facts:
At this stage the sales representative can add one room block and one function space if these items are not already present. The sales representative can also add NPP-specific critical and noncritical products and assets. For more information, see Managing Functions Associated with Quotes and Managing Event Room Block Information in Quotes.
The following buttons are not available for use: Reprice, Reprice All, and Refresh, as pricing and rollup is not available for NPPs.
Clicking the Reserve button for functions switches the function between an inventory status of Reserved and Unreserved.
If you use the AutoBook functionality for quote function line items associated with nonparticipating properties, critical resource switches between a status of Booked and Not Booked.
Clicking the Reserve button for room block line items switches inventory status between a status of Reserved and Unreserved.
Time shifting of Function Spaces and Room Blocks is not supported for NPPs.
If a function time is changed, then no availability check for the function space is started.
If you cancel a function, the line items of that function are automatically unreserved.
If you cancel a room block or line item, then the appropriate items are all unreserved.
The sales representative fills in summary information to the Quote Summary Revenue Form when all other quote details have been completed. For nonparticipating properties, you can fill in the following fields: Total Profit, Total Revenue, Sleeping Room Profit, Sleeping Room Revenue, Function Space Profit, Function Space Revenue, Required Thresholds, and Threshold Profit Variance. You can also edit the Revenue Categories and Negotiation lists.
For nonparticipating properties, the “Update Quote Status - Time Based" and “Update Quote Status - Date Bases" workflows are not triggered.
Sending a Quote Summary to the Nonparticipating Property
A quote summary is sent to an NPP by email when all the details about the quote have been entered. After this information has been sent, a representative from the NPP can send feedback on the quote summary to the sales representative.
To send a quote summary to a nonparticipating property
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 Summary tab.
From the File menu, choose Send Email.
The Send Email window is displayed.
Click the drop-down arrow in the body field, and select Quote Summary (eHospitality).
Enter the email address of the addressee at the NPP, and then click Send.
The email is sent to the specified person.
Sending a Quote Evaluation to the Nonparticipating Property
A quote evaluation is sent to an NPP by email before the quote can be turned definite. After this information has been sent, a representative from the NPP can evaluate the quote and return the evaluation to the sales representative.
To send a quote evaluation to a nonparticipating property
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 Evaluations tab.
From the File menu, choose Send Email.
The Send Email window is displayed.
Click the drop-down arrow in the body field, and select Quote Evaluation (eHospitality).
Enter the email address of the addressee at the NPP, and then click Send.
The email is sent to the specified person.
Finalizing Quotes for Nonparticipating Properties
The process of finalizing a quote for a nonparticipating property is the same as that for any other quote, and the following tasks are performed:
The sales representative generates an agreement from the existing information for the quote.
The customer accepts the quote and sends back the signed contract.
The sales representative turns the quote to a status of Definite. In order to turn the quote to Definite, all function and room block line items must have a status of Reserved. However, if the function or room block has been cancelled, then these line items might have a status of Unreserved.
All other properties for the quote are automatically turned to a status of Lost.
If the sales representative changes the status of the quote to Lost or Turndown, then all inventory associated with the quote is released.
The sales representative completes the turnover checklist.
The sales representative passes the turnover checklist on to the nonparticipating property.
For more information about each of these tasks, see Roadmap for Finalizing a Quote and Managing Turnover.
About Orders and Nonparticipating Properties
Orders for nonparticipating properties are handled in a similar way as other orders. For more information, see Process of Generating and Managing Event Orders. This process is as follows:
The sales representative generates a primary order.
The sales representative generates function orders.
(Optional) The sales representative changes the primary event order associated with a function.
The sales representative associates event orders with a function line item.
The sales representative creates functions from the orders screen.
The sales representative can view all line items associated with an order.
The sales representative adds notes to an order.
The sales representative adds attachments to an order.
However, there are a number of differences when dealing with orders for nonparticipating properties than with orders for participating properties as follows:
Pricing for orders associated with NPPs does not work.
Autobooking of critical resources does not work, as availability checks are not performed.
Event Checks are not generated for orders associated with NPPs.
At the Order stage for NPPs, functions cannot be optioned or overbooked, and cannot use the next fit functionality. This means that the Option, Overbook, and Next Fit buttons are disabled for order functions associated with NPPs.
At the Order stage for NPPs, function line items cannot be double-booked, and it is not possible to reprice items. This means that the Double Book, Reprice, and Reprice All buttons are disabled for order line items associated with NPPs.