Home

Oracle Hospitality Suite8 Conference and

1. 167 Deleting menu Items 167 Set Change Course Orders 158 Function Spaces AO AR 148 6 ieee are ee eee ee eee 148 Menu Items Add custom menu Item 167 Add pre defined menu item 167 Delete a menu item 167 Edit a menu Item a 167 Miscellaneous Items Aaah kah hahkadk lakad 151 COV aena 151 DOC 1 aan nA aNG 151 6 eee ee a NAAN NAN 151 on the booking master screeN 135 Posting CCM Revenue aa 132 POSNI See eE kaka akaniGOnALA ANAN 187 PROS OUIC AA PAA 119 Standard Menus Aa aa aka batalan aa kaaa kael 158 BO Ea Re ae nn ee tha 158 VW AA 187 Miscellaneous Items Resources 157 Moving an event on the conference diary 37 N Navigation keys Accelerator KOYS 1 cccccseecssecneseeeseeneeees 12 QUICK KEY Siam 17 SNONCUC KOVO AA 12 NEW BOOKING socrii nanira riin 54 New Booking on the booking master search SEEE AA E SET 37 Notes Conference Diary 119 Notes Events aaa 119 p Paribas LIS leeren 136 186 Printing the Conference Diary 49 Q QUICK BOOK aaa 33 QUICK KEY Sanang GAGANA 17 S Shareable function space 39 Adding a standard menu 158 Changing custom menu items 167 Changing MENU items aaa 167 Creating AN eveNt
2. QO S 4 5 GSR __ Guest Service Request Demo GSR Guest Service Request Demo HSK Housekeeping Request m i 8 plws t o NG Note Maintenance functionality is part of the Fidelio Suite8 Small Business Edition feature list Entering a new maintenance task 1 Click the Rooms MANAGEMENT menu or the MEETING PLANNER menu and select MAINTENANCE 2 Click New to enter a new maintenance task 206 Maintenance R Maintenance Edit JE qc Locality Resolve Now Description i UserLog Type Priority Notes Resp Employee Estimated Duration Due Date w 16 08 11 11 51 40 AM Date Time resolved w Status Level 3 In the LOCALITY box click the drop down arrow and select the location of the maintenance task 4 In the DESCRIPTION box click the drop down arrow and select the description The descriptions are dependant on the locality selected 5 In the Type box click the drop down arrow and select the type of maintenance task If the number of minutes needed to complete this task have been defined then the DUE DATE and time are automatically completed In the Notes box enter a description of the maintenance task if required Next to the Resp EMPLOYEE box click the button to select an employee from the Select Employee screen 8 Type the due date for the task in the DUE DATE box or click the drop down arrow
3. aaa 41 View all events a 41 Event Management Options Edit an event 195 Edit Booking Master 195 New Booking Master 195 FROSOUITCES 1 cc scceccseccecceecnecseeseeseesaess 195 Sub Event 195 Resources Function Spaces a asana 148 Menu Items aa 167 Miscellaneous Items 151 FROSOUITCES aaa a aaa wwa naaa naa ana naaaa 146 Standard Menus 158 Search QUGIV enca aaa aa 51 Wildcards aaa 51 SUD EVENS eienen eaei 126 Event Managment Adding to a booking master 86 Adding to a booking master 108 CODY azarae AARON 108 O OPV Q AA PAP PR PSC 108 1812 E 1 e APAPAP AN ENE ST SE RN PPO 108 Deleting anan nananana 108 INOW AAP 108 UPAO aaahhh nataon 108 Closed Periods aman 48 Copy an eveNt a nananana 86 CODYN ee TE TR ER ERNE NT ee 86 Ora Ree mee eRe Ne een ee muna 137 Creating on a booking master 137 Delete an eveN1t 86 1B 2 271 4 0 PAPA AA a 86 Displaying details on the Conference Diary O OI ANLATA E ATEEN AL EEEIEE Fa aNG UOD 27 Edit n VEN eee eee oe 86 FANO ea RY NAPAPA ABA ee eae ee arr a 92 Entering fixed charges 137 Entering Notes aaa 137 Event details oe aA EAA EA EA 86 Event Options Finan
4. aaa 41 Edit Function Space 41 Show ReSOUfrceES a saaan 41 Printing 1cc sec eecceeceeecneecuecseecnessuesaeesens 49 Search dialog box 27 Searching for a function space 27 Shareable function space 39 creating an event Into 39 cAra O 39 IR NEE RE PI 27 Meeting Planner MO NU cc1ccccesseeeseeeees 11 Adding Booking Master Notes 119 Linked Documents 64 183 Attaching a document 64 183 Scanning and attaching a document AA ANA 64 183 Printing Correspondence asaua 74 Function Sheets 74 User Log aaa iE R 135 Adding posting functionality information 132 Adding to events a aaa nnaanaan 119 Conference Diary anna 119 Conference Diary a naasa 119 Deleting Booking Master Notes 119 Editing Booking Master Notes 119 USEF LOG arap Babah ahaha Dawa DAANAN Dahan 135 EVO APAPAP 86 119 Adding a new function space 86 Adding a standard menu 158 Adding miscellaneous items 151 Copying miscellaneous items 151 Deleting miscellaneous items 151 Editing a function space 148 Editing miscellaneous items 151 225 226 Standard menu Changing custom menu items 167 Changing menu items
5. 39 creating an event Into a 39 Deleting menu ItOMS saan 167 Set Change Course Orders 158 Standard menu Changing custom menu items 158 View BOOKINGS ccccceccceenesccescceeneeesenes 39 Shortcut KEYS secicecdsesisisciczacdceicuctscanesensosees 12 Sub Events Convert master event to sub event 126 Convert sub event to master event 126 Copy a master event 126 Copy a sub eveNt a 126 Create a sub event 126 Delete master and sub event 126 Delete sub eveNt 126 T Text Templates aaa 119 Lao o AA PAP PE 119 MDO APP IE 119 U SOP LOG esa Pi Dani ng pangngalan ad na anan 135 W Waitlist a GAAN 101 in an exclusive function space 101 in an shareable function space 101 moving an event existing event is cancelled 101 existing event reduced in numbers 101 waitlisted reduced in numbers 101 NENITA AGANG 101 Index
6. 1 c0ccvecrseecceecensceeess 32 07 on the booking master screen 62 OPON S ornano nAaR 41 Financial ACCOUNIS a 137 Linked Documents 64 183 Manual Postings scccccccsecseecseenees 132 LA 0 2 PAR PAPA PAPA HA PAPA DABPD 119 Participants LISE issiria 186 USEF ole PAA 135 na AA E 49 Quick Book aaa nanana aaaaaaaaaa 32 33 Resources Miscellaneous items 151 Search dialog DOX sccccsecccseeeeseeeeeeeees 27 Searching for a function space 27 Shareable function space 39 creating an event Into 39 UDONG e Oeeperenere reretrtrtererer hte rete rererer 108 VIQWING coaer ET 27 Conference Diary Options Add Sub EveNt aaa 41 Booking Options Billing Instructions a anan anna 175 Financial ACCOUNIS a 137 NOTES nananana Naaapa dha ak ah aka kaisahan 119 Participants LIST vsiwisintccotecniceniccatanabes 186 FOSUNOS morsio onn 132 User LOG aoee 135 Convert Sub EveNt a 41 EOL BOOKIE 41 Edit Company Profile cccccccscccsseeeeees 41 Edit Contact Profile 41 EG EVON Maen eet etre re eee Te eee REE 41 Edit Function Space aaaaa 41 FIRAUN sisa pnaka a 41 Roomplanner 1ccceecceecseecseceeesaeenseseness 41 Show R SOUICES 00cccceccseecceecenseeneees 41 TASKS 8 ACtivities
7. Booking Master Rooms Details Field Name Rooms Status Select the status from the drop down list select that applies Mandatory to the room bookings It is not uncommon that the conference and rooms status are different during the course of the booking life cycle Conference Booking Rooms Mgr Select the responsible manager user for the room bookings Decision Date Select a date from the calendar Used to define a date by which the customer has to decide to book or not The date field will be completed automatically if certain conditions are met The default number of days and the Statuses for which it is valid are defined in the configuration Select a date from the calendar the property would like to follow up with the customer The date field will be completed automatically if certain conditions are met The default number of days and the statuses for which it is valid are defined in the configuration Follow Up Date Individual Reservations No of reservations Displays the number of individual reservations that have been attached to the booking An unlimited number of individual reservations can be linked to a block Press the ATTACHED button to view the reservations that have been attached to a booking master including any cancelled reservations Attached Press the SELECT button to open the reservation navigator select an existing reservation and link it to the booking master Note It is possible to l
8. Miscellaneous items same items are merged and different items are added for example Package I has a flip chart and a beamer Package II has a flip chart and an overhead projector after merging there will be 1 flip chart 1 beamer and 1 overhead projector Conference Booking Same function spaces are not merged Catering items are summarized if defined per person otherwise they are added Miscellaneous items we merge only when booked resource and added resource have the per person flag activated To merge resources we use the ID How to add a new package 1 Click the MEETING PLANNER menu and select CONFERENCE BOOKING to display the Conference Booking screen 2 Search for and select a Booking Master from the grid 3 Click the Events button the Event Details screen is displayed 4 Select an event and click PACKAGES the Packages for booking screen is displayed Any conference packages already attached to the event are listed ER Packages of booking Apex Conference 11 07 11 Booking ID 1272 lo 11 07 11 11 07 11 Conference Package III 5 1215 ET C EE a Copy 5 Click New to add a new conference package the Add new package dialog box is displayed Conference Booking 109 110 Es New Package for booking Apex Conference 11 07 11 Booking ID 1272 lo StartDate 11 07 2011 Wo End Date 111 07 20 li Package Name Price A Edit I Delete The START DAT
9. The FILE box is automatically completed with a file name taken from the reports section but can be changed as required To select a different file click the folders button Click EXPORT the document is generated and exported How to create an easy letter di Select the appropriate booking in the grid click the PRINT button to display the Print dialog box then click EASY LETTER The Compose Easy Letter screen is split into 3 sections Departments lists the available departments ALL DEPARTMENTS lists all available templates Templates lists the available templates templates are displayed according to the selected department Resulting Document lists the templates which are selected by default Conference Booking R Compose Easy Letter Departments emplate Resulting Document Department Name Template Name Template Name All departments Internal Memo Res Address Section Reservations Internal Memo II Reservation Standard Info Reservation Room Info Reservation Guarantee Info Reservation Footer 2 Select the required department from the DEPARTMENTS list the templates belonging to the selected department are displayed in the TEMPLATES list 3 Select the required template from the list of available TEMPLATES click the arrow button to move the template to the RESULTING DOCUMENT window on the right 4 Repeat step 3 for all the required templates The order of the templates may be changed using the Up
10. 1 Select an event then select the resource to be copied on the resource grid 2 Click OPTIONS from the bottom of the event edit screen and select Copy from the short cut menu A message is displayed asking you to select the event to copy the resource to and to press the paste button Information Please select the Event to copy the resources to and press paste button Continue Select Yes to continue 4 Select the event to which the resource is to be copied to click OPTIONS from the bottom of the event edit screen and select PASTE from the short cut menu A confirmation message is displayed 5 Select Yes to copy the resource a processing message and a package status selection screen are displayed Conference Booking 157 BB Resource Copy Package Status Wo JKeepsame If package applicable 5 All Induded If package applicable None induded 6 Select the required package status and if the resource copy should be applied to all events click OK The resource is listed in the resource grid of the selected event Note Multiple miscellaneous items can be selected at the same time from different categories If several items are selected then the default values are taken for each miscellaneous item On the resources grid the QUANTITY and the PRICE can be adjusted directly O The display of the description of standard menu and miscellaneous menu items in booked resources is controlled by the parameter DI
11. 6 In the STATUS box click on the down arrow to open the drop down list and select the room blocking status 7 In the Reason box click on the down arrow to open the drop down list and select the reason for blocking the room In the REMARKS box you can enter relevant comments In the RETURN STATUS box select the status to which you want the room to revert when the Out of Order status is removed 10 Click OK to save the out of order record The out of order record can be viewed via the option OUT OF ORDER on the Rooms MANAGEMENT menu Marking a resolved maintenance task as unresolved 1 Click the Rooms MANAGEMENT menu or the MEETING PLANNER menu and select MAINTENANCE Select the task to be unresolved Click CLEAR RESOLVE the task is now marked as not resolved Maintenance 209 210 Deleting a maintenance task 1 Click the Rooms MANAGEMENT menu or the MEETING PLANNER menu and select MAINTENANCE 2 Select the task to be deleted 3 Click DELETE the task is deleted Print Email SMS or Fax a maintenance task The attendants report lists the room number room category status number of persons in the room guest name if still in house arrival and departure dates of guest and VIP code In addition there is a summary of rooms and credits for each attendant How to print a maintenance task 1 Click the Rooms MANAGEMENT menu or the MEETING PLANNER menu and select MAINTENANCE The Maintenance dialog box
12. A A History as Guest 24 01 11 2 54 09 PM 2 i Details ba Room Type kan Market Code kan Source Code ka Channel Code a user defined attributes E Linked profiles Company Fixed Charges Collapse the HTML tree Click the collapse icon Ld to collapse all folders to the uppermost level Refresh the HTML View Click the refresh icon View information in HTML format In this example we will display information in HTML format on the profile screen 1 Click the CUSTOMER RELATION menu and select PROFILES to display the customer profile screen Introduction 15 This main customer profile screen is called the Navigator and is divided into 3 distinct areas Query basic and advance profile search criteria Query Results the results of the query shown in a grid format Tree Listing and HTML Page m A tree listing of all the details associated with this profile including address communications links reservations or history m A freely definable HTML display which by default has a big format where the details are displayed in a non grid style format or a list format The HTML display can be printed by using the right mouse click 2 Enter the name to search for in the NAME box and click SEARCH Customer Profiles F View Actual Quer Name sm ID w anys a a Query Q Search Exd Sub Companies V PMS Name ace First Name Type y E Show Family Members TICOM Active Only xa Full Search C
13. HTML Functionsheet Bestin Lisa MICROS Fidelio GmbH Organizer Contact on site Mr Ralph Aceti Keith Rodgers Banqueting Dept Europadamm 2 6 Department Head Meeting 21 March 2012 The To box is automatically completed with the email address from the profile this can be changed by clicking the drop down arrow and selecting the email address to which this email should be sent or by selecting the required email addresses from the list of available in the panel on the upper right hand side and clicking the TO button Click the SELEcT ALL button and then the TO button to select all the available email addresses In the CC box click the drop down arrow and select the email address which should be copied on this email or select the required email addresses from the list of available in the panel on the upper right hand side and click the CC button Click the SeLEcT ALL button and then the CC button to select all the available email addresses In the BCC box click the drop down arrow and select the email address which should be blind copied on this email or select the required email addresses from the list of available in the panel on the upper right hand side and click the BCC button Click the SELEcT ALL button and then the BCC button to select all the available email addresses Enter the topic of the email in the SuBjJEcT box If a default email subject has been defined then this will be displayed Click App the Attach documents
14. Configuration Global Settings CCM Conference 1 tab The adding editing or removal of rebate codes on the booking master is controlled by the user right REBATE LINKING under Setup Configuration Users User Definition Rights Booking Master The adding editing or removal of a rebate percentage or flat rate on a resource is controlled by the user right CHANGE REBATE FOR RESOURCES under Setup Configuration Users User Definition Rights Booking Master Note Block Reservation functionality requires an additional license code Conference Booking 61 62 Deposit amp Cancellation This option allows users to enter any deposits the customer has to pay and or any cancellation procedures that may apply if the customer decides to cancel the booking Cancellations Cancellations are defined separately for rooms and conference There are no limitations as to the number of cancellation penalties that can be entered Cancellation policies i e 50 14 days prior to arrival and 100 5 days prior to arrival can be pre defined under Setup Configuration Global Settings Conference tab If pre defined cancellations exist they will be applied to every new booking that will be created If they can not be applied to the booking because the due date has already passed the user will be prompted with a confirm message Click NEW to enter a new cancellation penalty Click EDIT to edit ex
15. The easiest way to move an existing event from one function space to another is to drag and drop it via the conference diary Various messages may be displayed depending on where the event is being moved to How to move an event 1 Click the MEETING PLANNER menu and select CONFERENCE DIARY to display the Conference Diary screen On the Conference Diary screen select the event to be moved 3 Left click and hold the mouse button while you drag the event to the new function space Conference Diary 37 The message Confirm move is displayed 4 Click Yes to confirm the event move 5 If the event is being moved to a shareable function space then the message Allow function space in share mode is displayed 6 Click Yes to allow the function space in share mode and No if the function space Should not be shared 7 If the new function space has the same seating and rate it will be updated automatically If the seating or rate is different in the new function space then the message Seating or Rate differs Do you want to change is displayed Information Seating or Rate differs Do you want to change 8 If changes need to be made to either the rate or seating arrangements select YES If the seating arrangement or rate defined on the original function space is not available on the newly selected function then they will be removed but the amount will be kept 9 If the calendar is being viewed in Week or Mont
16. 1 Select SHOW WAITLIST on the shortcut menu to display the Event Waitlist screen The priority order of the waitlisted events may be changed by pressing the up and down arrows The Booking Event Company or Contact may be edited Conference Diary 45 46 E3 Event Waitlist o mga Gana Ok Event Start Date 02 11 2011 w Q Search Q Search W O Edit Booking Start Time Booking Name _ Company Name__ Contact Name Contact On Site CA Edit Event 3 30 PM 4 00 PM a br Foyer Price Waterh Price Waterh Lincoln Malcolm Malcolm Lin A Edit Company 2 Edit Contact Add Sub Event This option allows the creation of a sub event linked to the selected master event 1 On the Conference Diary select the required event 2 Select ADD SUB EVENT from the short cut menu The New Event screen is displayed with a comment indicating that this is a Sub Event of Event Name 3 The Event Status No of Attendees and Function Space Information is taken from the master event complete the remaining options the start and end times must be within or overlap with the start and end times of the master event 4 Click OK to save the sub event Convert as Sub Event This option prompts the user to convert the selected event into a sub event The option is only available for events which are not sub events and if other events exist in the same time period 1 On the Confer
17. 1 Locate the required booking 2 Click the OPTIONS button to display the short cut menu 3 Click FINANCIAL ACCOUNTS on the short cut menu to display the Financial Accounts Settings dialog box Es Edit FA for booking Sales Training 2011 23 09 11 qD 1200 Financial Account Settings Group PM Accounts Date Range 08 09 2011 16 10 2011 Profile Thomas Cook Account Number 9005 Number Desc Market TOU Tour Serie Description Thomas Cook 100103 Credit Limit CCC Creditlimit for CC payments Limit Value Source code COM Company Channel code INT Internet EUR Euro 4 Click UNLINK the message Unlink CCM Booking is displayed to confirm the unlinking select YES 5 If no postings have been made the Financial Account will be unlinked If postings have been made then a message is displayed to Transfer postings of the selected booking select YEs 6 The cashier folio is displayed click the TRANSFERS button to display the Transfer Posting dialog box 7 In the To Room field select the account to transfer the postings to or create and then select a new financial account 8 The charges may be transferred in the normal manner or transferred by checking the TRANSFER POSTINGS OF SELECTED CCM BOOKING check box This option transfers all postings that have been made via the MANUAL PosT option under the EVENTS menu 9 Click OK to transfer the charges Conference Booking 143 10 Click the C
18. 2 Type the new date in the Date box in the defined format including separators 3 Press the Tab key the date is changed To change a date using the calendar 1 Click the drop down arrow 5 next to the Date box The calendar appears 01 03 2011 4 March 2011 SMTWTFS 2345 6 7 8 9 101112 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 Today None 2 Change the month to a previous month or future month by clicking the horizontal arrows located on the top of the calendar or by pressing the Ctrl Page Up or Ctrl Page Down key 3 Place the cursor on the date and click the left mouse button or move the keyboard arrow keys to locate the date and press Enter the date is changed Introduction 19 20 Customising the HTML display The HTML display may be customised according to the requirements of the property The customization options available when placing the cursor on the HTML display and right clicking are PRINT prints an exact copy of the HTML display The print page margins and the actions to take if the HTML printout is too large for the defined paper size can be defined in the configuration PRINT WITH SETUP displays the printer options and then print the HTML display VIEW SOURCE displays the HTML code no changes can be made EDIT TEMPLATE WITH NOTEPAD opens the relevant htm and qry in notepad Users with HTML programming knowledge can edit these files to meet the
19. 74 Function Sheets aasa 74 User LOG ccccccsseccseecseeccesenssenseesaues 135 POSUAOS sircrinctossedicndiced tnttecsrndrindeteosatdss 132 Adding posting functionality information TE PEATE IETEN ET ETETE SE 132 187 Viewing EE 132 187 Printing oes secceccseccneecneecuecsueceessuessuenenssaess 74 Correspondence aaa nnaaa nanana 74 Function Sheets aaa naaa ann 74 Search 193 B Blue drill down arrow 13 Booking Master Search ACCESSING esnea pa Ah ha 32 NeW BOOKING kagaanan 37 QUICK BOOK r 33 Booking Options Billing Instructions 1 ccccsecceeeeeecaeeeees 175 Financial ACCOUNTS aaa 137 LALA 119 Participants LIS Za 186 FOSUNOS o us tree Cone ete 132 USE ag PA 135 C Changing an event start end time Conference Diary aan 39 Changing the date 19 Typing a new date aan 19 Using the calendar aa 19 Conference Diary Adding to a booking master 108 Booking Master Search 32 QUOI ATAA AE E AAA A 193 Wildcards AYAN 193 Changing event start end time 39 Conference Packages 108 COD AN 108 oj a PAP 108 Creating a new booking or event 54 using booking master search 37 using QUICK DOOK 11ccseecseeecneecaeesaees 33 BC PRANA E AE EA E 108 DCICUING
20. Min Area May be used to search for function spaces that have the minimum area defined Only those function spaces that equal or have more than the entered area will be displayed The area is taken from the function space configuration screen All Availability Determines whether all function spaces or just the available ones should be displayed If the Availability option is selected a time from to screen will be displayed Enter the time from to an available function space should be searched for This option can be used in connection with any other filter Individual If selected only individual rooms will be shown for example room A Combination If selected only combination rooms will be shown for example rooms A B Shareable If selected shareable function spaces will be shown Seldom Seldom only function spaces that have been defined as not to SHOW IN DIARY will be displayed By default individual combination and shareable are selected and are displayed unless defined otherwise Caption This option is displayed on the lower left hand corner of the screen The two options currently available are BOOKING NAME and ComPANY CoNTACt The caption is applied to the event bar so that it either shows the booking name or the company contact name Hide HTML In order to hide the HTML panel select the check box HIDE HTML in the lower left hand corner of the screen Note The selection is stored per user and is automatically select
21. plus set down time This is completed automatically Function Space Information Function Space Filled with the function space selected in the conference diary Seating Arr Select the seating arrangement The seating arrangement defined as default will be filled in Rate Select a pre defined rate or enter a special rate The rate defined as default will be filled in Amount The rate amount will be completed depending on the selected rate but can be changed Dept Code The department code for room rental Special Rate The check box will be selected automatically as soon as a different amount than that defined for the rate code is entered in the amount field This option is displayed and selected automatically only if a shareable function space has been selected but can be changed as required Hourly Rate This option is displayed only if the selected rate is defined as an hourly rate but can be changed as required Setup Time Filled with the setup time defined for the selected seating arrangement but can be changed Setdown Time Filled with the set down time defined for the selected seating arrangement but can be changed Don t move Select this box if the function space should not be moved Shareable Conference Diary New Booking on the Booking Master Search When creating a booking via the NEW booking option first the booking needs to be created and then the booking needs to be selected in order to enter the event
22. 02 12 12 00 PM 08 02 12 2 00PM 322 Banquet Beverage 14 5 00 70 00 0 00 Coffee break in the afternoon 08 02 12 3 30 PM 08 02 12 4 00 PM 321 Banquet Food 14 7 50 105 00 0 00 Dinner 08 02 12 7 00 PM 08 02 12 9 00 PM 321 Banquet Food 14 15 00 210 00 0 00 Non Package Events Postings Meeting 08 02 12 9 00 AM 08 02 12 11 30 AM 14 Beamer 08 02 12 9 00 AM 08 02 12 11 30 AM 323 Banquet Misc 1 50 00 50 00 50 00 4 m r 3R close 5 To post the revenue for an individual resource select the resource and click POST REVENUE In the screen shot below only the revenue for the Beamer was posted Non Package Events Postings Meeting 08 02 12 9 00 AM 08 02 12 11 30 AM 14 6 To post the revenue for all the resources attached select the event in the posting grid and click POST ALL A confirmation message Post all values for selected event is displayed Information 7 Select Yes to post all values for the selected event Additional options are displayed if the parameter POST PACKAGES TO PARTICIPANTS is active and participants have been entered Please select an option to post Select MAIN FINANCIAL ACCOUNT to post all the charges to the financial account of the booking Select EACH PARTICIPANT to post the package to each participant Any remaining packages will be posted to the main financial account If the number of packages is less than the number of participants a message will be displayed to po
23. 02 12 4 00 PM 321 Banquet Food 12 7 50 90 00 90 00 Dinner 03 02 12 7 00 PM 03 02 12 9 00 PM 321 Banquet Food 12 15 00 180 00 180 00 8 All resources for the event are posted click CLOSE to close the manual postings screen Posting Dialog Box Posting This column shows all booked items per event Use the and buttons to open and close the event tree If a menu price split exists this can be viewed by expanding the event tree Period Shows the date and time of the event and the booked resource Dept Code Shows the configured department code Department code can be changed via the EDIT button Description of the selected department code Quantity The quantity of the booked item Unit Price The price per booked item Amount of booked resource Shows posted amount Note Event manual posting is not possible when no default department codes for packages or menus have been defined in global settings Additional posting functionality information If the price of a resource that has already been posted changes it should also be corrected in CCM in order to have the up to date information When the rate is changed the message Catering Item rate changed Update Posting Information will be displayed and if answered with YES the difference will be posted Posted revenue can also be viewed on the revenue forecast tab Resources and events that have posted revenue can not be deleted It is not possible to change the
24. 2 Select the sub event and right click to display the short cut menu UJ Click CONVERT TO MASTER EVENT a message is displayed informing you that the previously selected function space is not available Select either the New FUNCTION SPACE or the WAITLIST button Complete the New Function Space dialog box Click OK you are asked if you want to add default miscellaneous items pl ON oS Select Yes to add the default miscellaneous items The event is converted and displayed in the grid as a master event How to convert a master event to a sub event 1 Click the MEETING PLANNER menu and select EVENT MANAGEMENT to display the Event Management screen Select the master event and right click to display the short cut menu Click CONVERT TO SUB EVENT the Event list of possible master events is displayed 4 Select the required master event and click OK The event is converted and displayed in the grid as a sub event Any default items are automatically removed Note If the master event has existing sub events it can not be converted unless the sub events have been removed or re linked Note Master sub event functionality requires that the parameter USE MASTER SUB EVENTS is active under Setup Configuration Global settings Conference tab 200 Event Management Edit Event An event can be edited and adjustments made such as changing the start end time the number of attendees the seating arrangement or changes to
25. 63 03 11 98 Banquet Food EUR 6 00 300 00 300 00 252 10 47 90 Non Package Items Resources Everything that gets booked to an event is known as a resource Typical resources are Function Spaces See page 147 Miscellaneous Items See page 151 such as decoration technical equipment etc Standard Menus See page 158 food and beverage items Resources are displayed in the order in which they are booked and by default are grouped according to item type all miscellaneous items together and all standard menu items together A red arrow indicates that there are menu items linked to the resource The order of the resources can be changed by moving the items up and down on the resources grid or by clicking the column header The order can be stored by selecting the option ALLOW USER SORTING from the right mouse short cut menu on the resource grid The option RESTORE ORIGINAL SORTING from the right short cut menu on the resource grid removes all customized sorting A resource can be attached to an event with a different date time range then the event itself as resources are often required before an event starts and after the event has finished The following tasks are available on the RESOURCE tab Add anew resource Edita resource Delete a resource Add notes to a resource Access the Roomplanner module Copy and paste resource information Translate resou
26. ACCOUNTS on the short cut menu to display the Financial Accounts Search screen R Financial Account Search Financial Accounts Guest Name lescriptio Account Number Valid From Valid Until Ng Select El NewFa New FA Refresh Refresh Refresh Name Account Number E Show on popup Description 3 Click New FA to create a new financial account The financial account dialog box is displayed The search criteria financial account Name Description and Account Number allow the user to locate the required financial account easily In addition selecting the option Show on pop up will display all available financial accounts This setting is saved for future use until changed by the user Note The financial account can also be displayed via Event Management when selecting Postings However as this option allows postings you must enter a cashier number How to access via Cashiering 1 Click the CASHIER menu and select BILLING The Cashier Login screen is displayed 2 Enter your CASHIER NUMBER and PASSWORD click LOGIN The Billing Search screen is displayed 3 Click New FA to display the New Financial Account dialog box How to create a new financial account 1 Access the New Financial Account dialog box via one of the access methods described above 138 Conference Booking R New Financial Account Financial Account Settings Group PM Accounts 16 10 2011 Profile Account Number Number De
27. DAETA NAA 108 Displaying function space details 27 Editing an event 92 Event MOVE cccccccecseecsecsecceeceeneeseeees 37 223 EVO a eee 86 92 Adding to a booking master 86 Advanced Search 193 BASIC SOI CH ANNA 51 Booking Information aaasa 55 Conference Tabi Ga 55 ROOMS Tarii rrr 55 Conference Packages 108 Copy an eveN1t aaa 86 Delete an eveN1t 86 Deposits amp Cancellations 62 EAN AVEVO ei 86 E E EA E A AAAA AE 86 Financial ACCOUNIS a 137 General Information 63 BIRKCO Hal GC AA 64 Manual Postings aaa aa nanan 132 NO na a ee ene Ene EES 54 NEW CVCNIE sisccvcitsieits aitebsiteveeusisletaueitsliats 86 NO GS aaah kaaa nana naa gana nA 119 Participants LISL anas 136 POSUNGS iiss ievcveussevsrewensvoasvacersvenaaleei 132 Resources FUNCTION Spaces 148 Menu Items 1 ccccccccecnececceceeeeeeees 167 Miscellaneous Items 151 FACS OULINCOS maana UE E TEE 146 Standard Menus a 158 DC ANC aaa A 193 SUD EVEN aaah sa kana EEEa Er e 126 Waitlist Events a 101 Function Space Closed Periods 48 Master and Sub Events 126 Moving an eveNt anna nananana 37 NEW issor EERI 108 New BOOKING
28. Date The start date of the event is completed as it was already selected via the conference diary End Date The end date of the event is completed as it was already selected via the conference diary Start Time The start time of the event is completed as it was already selected via the conference diary End Time The end time of the event is completed as it was already selected via the conference diary Conference Diary 35 Info Board Enter the information that should be placed on the info board outside the function space such as Fidelio Software Dealer Conference Info Board Profile This option allows the property to enter a different name to be displayed on the info board For example the booking was made by Star Conferences for the company IBM so on the info board IBM should be displayed The handling is such that when a company and a contact are entered the entry in the field Info Board Profile replaces the company if only a contact is entered the entry in the Info Board Profile replaces the contact If no entry is made in the Info Board Profile then the company contact name from the booking will be displayed If this event is going to be a noisy one select this option Other users can then see in the conference diary that the event is going to be noisy This is a view only field and shows the start time and the end time of the event or when a function space is booked the setup time plus event start time and event end time
29. Default gt Default EMail Body EN Delete Body Format Text HTML Task 1843 Place 111 Age O day 1 hour 35 minute 10 second Task Can someone please come to my room 111 and check the Ini 6 The To box is automatically completed with the email address from the profile this can be changed by clicking the drop down arrow and selecting the email address to which this email should be sent or by selecting the required email addresses from the list of available in the panel on the upper right hand side and clicking the TO button Click the SELEcT ALL button and then the TO button to select all the available email addresses 7 In the CC box click the drop down arrow and select the email address which Should be copied on this email or select the required email addresses from the list of available in the panel on the upper right hand side and click the CC button Click the Select All button and then the CC button to select all the available email addresses 8 In the BCC box click the drop down arrow and select the email address which Should be blind copied on this email or select the required email addresses from the list of available in the panel on the upper right hand side and click the BCC button Click the SELECT ALL button and then the BCC button to select all the available email addresses 9 Enter the topic of the email in the SUBJECT box 10 Click App the Attach documents dialog box is displayed 214 Maintenance
30. Delete LS Sh Ph Ph PP f f Fi Note Pictures or images may be attached in JPG or BMP format The default setting is JPG but this may be changed via the SCAN OPT button The selected settings will be saved for that user How to view edit a linked document 1 Select the LINKED DOCUMENTS tab 2 Select the document and click VIEW Suite8 opens the relevant application for example Word if the document is a Word document or Crystal Reports if the document is a Crystal Report Note The document may be edited directly from within the opened application How to scan and link a document 1 Select the LINKED DOCUMENTS tab 2 CLICK ADD the attach documents dialog box is displayed 3 In the DOCUMENT GROUPS list click the document group you want 4 In the ALLOWED DIRECTORIES list click the allowed directory you want 5 Click SCAN the select source dialog box is displayed Select Source Sources EPSON CX4300 0 5500 D 4400 3 6 32 Logitech Camera 1 2 32 32 6 Select the source and click SELECT to open the scanner application 7 Scan the document 8 Click ATTACH to link the scanned document Note The scanner needs to be Twain compatible Forecast Revenue The Forecast Revenue tab displays information about the expected forecast and posted amounts of the total booking including room reservations linked to the booking and additional posted amounts on the linked financial accoun
31. ETR 210 Print Email SMS or Fax a maintenance task aa 210 IMIS LO Dana ANAN ANA NA ANAN NANANA ANAKAN KANG 218 Emal AA 220 Gi INO GANA AA AA 223 Preface Preface Audience This user manual is intended for system users and system administrators Customer Support To contact Oracle Customer Support access My Oracle Support at the following URL https support oracle com When contacting Customer Support please provide the following Product version and program module name Functional and technical description of the problem include business impact Detailed step by step instructions to re create Exact error message received Screen shots of each step you take Documentation Oracle Hospitality product documentation is available on the Oracle Help Center at http docs oracle com Revision History Date Description of Change Edition May 2008 e 8 7 Updated for Version 8 7 June 2008 e 8 7 3 1 Updated for Version 8 7 3 1 May 2009 e 8 8 Updates for Version 8 8 Sept 2010 e 8 8 Updates for Oracle 11gR1 Jan 2012 e 8 9 Updated for Version 8 9 Nov 2012 e 8 9 New cover page July 2015 e 8 9 Oracle template applied 1 Introduction About Suite8 Meeting Planner The Suite8 Meeting Planner module automates sales and catering top to bottom It consists of the Conference Diary which is used to check availability and to work on existing bookings and Event Management which allows
32. Ee Select Available Table ees All attributes Atleast one attribute Ignore attributes aan Refresh Reset filter morem ee ee Sm in Jp nanan mh mh OO CO NG Se NS OT om Mm MH Oa Mm la ty co D D 8 Ga Ga BS a Ga a a a a a oa G GOGG 13 Selected capacity Standard O Maximum O Required Ti H Multiple tables can be selected if required and tables can be displayed according to attribute type such as smoking or non smoking The standard and maximum number of available seats is displayed for the selected table or tables Conference Booking 95 96 A table number must be selected if the parameter TABLE NUMBER IS MANDATORY IS active 15 Select the required table and then click SELECT 16 Select the CoLour in which the table reservation should be displayed in the Table Reservation Availability grid 17 Enter any additional information in the DESCRIPTION box 18 Enter information in the TABLE CARD box 19 Click OK to save the table reservation Table Reservation Search Criteria With this information Select a restaurant from the list Date to The dates are completed automatically with the booking arrival and departure dates Start time from to Enter from and to times to limit the search to a specific time period Include history Select this check box to include historical table reservation bookings Not Assigned tables Sele
33. L Maximum Availability Ctrl Shitt M Messages Ctrl M New Reservation CErH N Postings Ctr Profiles Ctrl P Quick Reservation Ctrl Q Rate Query Ctr R Reports Ctr Shit k Room Rack Ctrl L Room Search Ctr s Room Type Availability Ctr Shit D Space Occupancy Ctrl F3 Table Reservation Cor Shitt A Telephone Book Ctrl T Update Reservation Ctrl U Introduction The Date Box The format of the dates and the separators between the dates may vary from one hotel to another The date format is defined in the Control Panel Windows Regional Settings Options Typical date formats include the following dd yy MM dd yyyy yy MM dd yyyy MM dd dd MMM YY You can type the date directly in the date box however it must be typed exactly as per the pre defined format There are many date boxes in the system for example Arrival Date or From Date The date can be either a specific date or an as of date Arrival date 01 03 2011 From 01 03 2011 A specific date is when you need to see what happened on that day For example you need to see which guests have departed 01 01 03 An as of date is when you need to find out information starting from that date For example you need to read the room rack starting from 09 09 03 through 12 09 03 Changing the date The date can be changed by typing a new date or with the use of the calendar To type a new date 1 Place the cursor in the Date box
34. Lisa Bestin ontact on Site Bestin Lisa onference Definitve 14 vents Start End Time Event Name Status Function Space Seating 25 01 12 9 00 AM Meeting 3 DEI Room Boardroom 11 30 AM F The conference booking search screen is divided into four distinct areas Query consists of multiple basic booking master search criteria such as Arrival Date Conf Status Booking ID Company Name Contact Name and an advanced query option Query Results the results of the query shown in a grid format including Conf Mgr Rooms Mer Arrival Date Booking Name Conference Status Rooms Status Number of persons Pax Notes Company Name Contact Name and Function Type Tree View a tree listing of all the details associated with this booking including Profile details for company and contact HTML page free definable HTML display which by default has a list format or a big format where the details are displayed in a non grid style format Entering a conference booking query The query screen is split into two sections The basic search criteria The advanced query options The basic search criteria You may fill in multiple fields to narrow the search criteria The actual query is displayed in a script format in a window on the right hand side of the screen If no data is entered the list of events displayed is in alphabetical order The fields are explained in the Booking Master Search dialog box Conference Booking 51
35. Management Options From the Event Management screen the following options are available New See page 54 to open the Booking Master Search screen and create a new booking master or edit an existing booking master Edit See page 200 to select an event and open the edit event screen Resources See page 146 to open the Event Detail Screen and access resources Booking Master See page 69 to select a booking and open the Edit Booking Master Screen Sub Event See page 195 to open the new event screen in order to add a sub event The option SuB EVENT is controlled by the parameter USE MASTER SUB EVENTS under Setup Configuration Global Settings CCM Conference 1 tab Event Management 195 196 Sub Events via Event Management The sub event option allows users to create events as sub events into the same function space as the master event without double booking Special features of the master and sub event relationship A sub event must be in the same function space as the master event but can have a different seating arrangement or rate The start and end time of a sub event also taking into consideration any setup and set down time must overlap with the start and end time of the master event For example A conference from 09 00 18 00 will be created as the master event and morning coffee from 08 30 09 00 could be created as a sub event The Block box in the event edit screen will always b
36. Sent Error Confirmation Draft 0303904760 16 08 11 5 41 23 PM 0 No 4 Select the required SMS and click the DETAILS button to display the SMS Report screen Maintenance 219 E Send 5M5 oC E Mobile Phones To 0303904760 Task 1513 Place 111 Age 0 day 1 hour 32 minute 22 second Can someone please come to my room 111 and check the Internet access The SMS was not sent Number of attempts 0 5 Click SEND AGAIN to re send the SMS or click CANCEL to exit the SMS report screen 6 Click CLOSE to exit the SMS log SMS Log search criteria Fill in this field With this information The phone number to which the SMS was sent To Selecta date trom the calendar untl which to Ist log entes Email Log This option may be used to display the email log and is accessible via the option MAINTENANCE on the ROOMS MANAGEMENT menu and on the MEETING PLANNER menu The email log lists details regarding the emails which have been sent regarding maintenance tasks How to view the email log 1 Click the Rooms MANAGEMENT menu or the MEETING PLANNER menu and select MAINTENANCE 2 Select EMAIL LOG The Email log screen is displayed The upper part of the screen consists of search criteria The lower part of the screen displays the search results in grid format 220 Maintenance FEJ Email Log seca Subject E Mail Sent From bd To bd Successfully Failed Draft Shaw all Subject Recipient sent__ No
37. Status ig Change Start Time Booking Name Company Name Contact Name 1 Workshop 9 00 AM 5 00 PM MF Germany Suite 8 MICROS FIDELIO Gm Fancourt Martin Edit Contact 8 Point to the event to have its status changed 9 Select a new status from EVENT STATUS list box 10 Click CHANGE to change the status 11 Click CLOSE to close the change event status screen Moving an event from the waitlist when the waitlisted event is reduced in numbers 1 Click the MEETING PLANNER menu and select CONFERENCE BOOKING to display the Conference Booking screen Search for and select the required booking Click the Events button the Event Details screen is displayed Point to the event to be adjusted and click the EDIT button uBR U N Reduce the No oF ATTENDEES if by reducing the numbers the function space has now become available then a message is displayed Information Function space for event Coffee break in the morning no longer waitlisted Change event status ae 6 Select Yes the Event Status change screen is displayed R Event Status change se ho O Cancel 7 Select the Event New Status from the list box Event New Status Neel iiss w 106 Conference Booking 8 Click OK if there are other events on the waiting list the following message may be displayed Event s with higher priority exists Continue 9 Select YES to continue the fol
38. account should be linked to the group Block Name Displays the block name of the attached block Only one block can be attached to a booking master Room Grid Press the Room GRID button to view the room grid of the attached block Select Press the SELECT button to open block navigator select an existing block and link it to the booking master New Press the New button to enter a new block reservation Note The default market source codes and channel codes are taken from the booking master and not from any defaults defined in configuration If a block code format has been pre defined then the block code is automatically created based on the defined setup For example the format CCCDDMMYY is the first 3 letters of the company name and the starting day month year When creating a new block with a starting date of the 17th July 2009 and the company profile BBC linked then the block code field is automatically completed with BBC170709 Conference booking rebates Rebates can be applied globally via a rebate code on the booking master or can be applied per resource as a percentage or as a flat rate Applied rebate codes on the booking can be changed on resource level per attached resource for example you can apply a rebate code for 10 rebate on room rental and apply for one specific resource apply a 20 rebate How do rebates work When selecting a rebate code when editing a booking master rebates are applied according to t
39. adjusting the quantity as required Note Depending on the setup of the item Suite8 will check if sufficient items are available inventory control 7 SELECT A RATE or enter a special PRICE If the rate selected is defined as an hourly rate in the setup then the HouRLy RATE check box is automatically selected but can be changed as required 8 The ORIG PRICE is completed with the amount being charged according to the selected rate code 9 If a discount is to be applied select Yo or FLAT and enter the discount percentage or flat rate amount 10 The PRICE is completed with the amount being charged after the discount has been applied 11 Select any ATTRIBUTES if applicable 12 The DEPT Cope is filled by default select a different department code if required 13 Select the ALTERNATIVE option to reserve an alternative item select a specific alternative item from the list of booked miscellaneous items NOTE This option is only displayed when at least one other miscellaneous item from the same category has been defined 14 The additional description box is only displayed if the parameter DISPLAY STD MENU amp Misc ITEM DESCRIPTION ON RESOURCES is active the description may be changed as required Conference Booking 153 15 Click OK to book the resource 16 If there is not enough of the requested item in stock an availability message is displayed Information 16 Select YES to book the item regardless of the n
40. ala ET 0 O 6 The CoMPANY and CONTACT profile names from the booking are automatically linked in the PROFILES panel 7 If the selected profile has a reservation then a message is displayed asking if the reservation should be attached Confirmation There are reservation attached to the profile Do you want to attach 8 Click Yes to attach the reservation to the table reservation Conference Booking If YES was selected then the reservation is now marked as selected in the RESERVATIONS panel 9 The DATE defaults to the booking arrival date enter the date for which the table reservation is to be made or select a date from the calendar 10 Select the RESTAURANT required from the list 11 In the TEMPLATE box the first available reservation booking time is selected by default Click the down arrow to select the required reservation booking time 12 The TIME FROM and To are completed with the times from the reservation booking template but may be adjusted as required 13 If the reservation is being made using a guest profile the OF ADULTS defaults to No OF ATTENDEES as defined in the booking minus the number for which a table reservation already exists if the reservation is being made using a reservation then the OF ADULTS BABY CHILD and TEENAGER are taken from the reservation but maybe changed if required 14 In the TABLES box click on the down arrow to open the Select Available Table dialog box
41. all the details completed for the selected profile If the financial accounts are to be created manually then selecting the option FIN ACCOUNT opens the FINANCIAL ACCOUNT SEARCH dialog box opens from which an existing financial account may be selected or a new account created for the selected profile CHECK PROFILE If selected and users enter a new profile the profile search screen opens and the profile can be selected if it exists If this option is not activated and users enter a new profile the entered profile gets created regardless of whether it exists or not UNLINK this option is available only via Conference Booking where it can be used to unlink the financial account from the profile 186 Conference Booking POSTINGS this option allows users to directly access the participant s financial account in the cashiering module After entering a valid cashier number and password the financial account of the participant is displayed The user can then carry out all cashiering transactions for which they have user rights IMPORT ROOMINGLIST this option is only available if there are reservations linked to the booking It can be used to import both individual reservations linked to the booking and the rooming list of linked blocks or groups If a reservation from the rooming list has already been imported to the participant list then it is no longer displayed on the import list Reservations with the same profile are only display
42. be filled automatically with the defaults from configuration Select one of the pre defined rates from the drop down list Incl In Package Defines if the miscellaneous item is included in a package Please note that this field can only be accessed if a conference package has been booked for that day Hourly Rate Automatically selected if the rate selected is defined as an hourly rate in the setup Can be changed as required Conference Booking 155 Orig Price Displays the amount being charged according to the selected rate code It is also possible to change this amount with a special rate The special rate field will be checked if this is the case Special Price This box is selected as soon as an amount is entered in the price field Cost Price ee Rebate Flat Defines whether the rebate calculation is by percentage or by flat rate and the percentage or flat rate amount to be used Price Displays the amount being charged after the discount has been applied Total Displays the total amount being charged for the selected quantity Start Date The start date from the event View only field End Date The end date from the event View only field Start Time The start time from the event View only field Please note that a resource can not be booked outside the event start end date and time End Time The end time from the event View only field Please note that a resource can not be booked outside the event start en
43. be applied Price Displays the price of the menu item after the discount has been applied Total Rebate If a FLAT amount rebate is applied then the total amount Food Bev of the rebate is displayed Total Food Beverage Displays the total price to be charged for food beverage for the quantity booked Description Displays a description of the standard menu as defined in the configuration this may be changed as required Note The additional description box is only displayed if the parameter DISPLAY STD MENU amp MISC ITEM DESCRIPTION ON RESOURCES is active Standard Menu Edit dialog box Option Explanation The name of the standard menu Cons Base Defines if the standard menu is charged on a consumption basis such as cocktail receptions or open bars Note If a standard menu is defined and booked as CHARGED ON CONSUMPTION no menu price will be booked as it will be charged according to consumption based on the prices of the individual menu items Incl in Defines if the standard menu is included in a package Package Note This option is only available if a conference package has been booked for that day Gratuity Incl Defines if the gratuity is included in the price Menu Price The price of the standard menu if a discount is applied then the discounted price is displayed Outlet Defines if the menu price is for a specific outlet e g bar restaurant or banqueting This option is view only and shows the sum of all menu
44. be aware of this note In the NoTE box enter the text for the note The day date time and name of the logged in user can be added to the text of the note by pressing F7 Note Guest Viewable Sunday 25 09 2011 17 41 36 Supervisor Demonstration 4 8 Click OK to save the note How to edit an event or resource note 1 On the Event Details screen select the event or resource for which a note is to be edited Click the Notes button on the right hand side of the screen to edit an event note Click the Notes button on the bottom of the screen to edit a resource note 2 All the existing notes are listed in the upper part of the dialog box The text of each note is listed in the lower part of the dialog box Click on the DETAILS button to view details such as the category when the note was entered and the time it was entered 3 Select the note to be edited and click the Epit button to display the Edit Note dialog box 4 Make any changes required and click OK to save the note How to delete an event or resource note 1 On the Event Details screen select the event or resource for which a note is to be deleted Click the Notes button on the right hand side of the screen to delete an event note Click the Notes button on the bottom of the screen to delete a resource note 2 All the existing notes are listed in the upper part of the dialog box The text of each note is listed in the lower part of the dialog box Click on t
45. click OK to save the changes Edit Company Profile This option is only available if a company profile has been linked Via this option any details related to the company profile such as the address notes or marketing information can be viewed added or changed 1 Select EDIT COMPANY PROFILE from the short cut menu The Edit Company Profile screen is displayed 2 Make any changes necessary and then click OK to save the changes Edit Contact Profile This option is only available if a contact has been linked Via this option any details related to the contact profile such as the address notes or marketing information can be viewed added or changed 1 Select EDIT COMPANY PROFILE from the short cut menu The Edit Company Profile screen is displayed 2 Make any changes necessary and then click OK to save the changes Conference Diary 43 44 Show Resources Via this option all resources are displayed resources such as menu details notes and miscellaneous items can be viewed changed or new ones added 1 Select SHow RESOURCES from the short cut menu The Event Details screen is displayed B Event Details of booking SMW Sales meeting worldwide 2008 27 10 11 Booking ID 1206 Company Name Contact Name Contact on site Booking Name Catering Status Event Name Schmidt amp Partner GmbH Schmidt F P H SM W DEF Meeting 4 Resources Forecast Revenue V Sales meeting worldwide 2008 St
46. description defined for this account number is displayed Market If no default market code has been defined click the drop down arrow and select a market code If this field is defined as mandatory then a market code has to be attached When setting up a financial account in meeting planner the market is filled by default with the market segment from the booking master Description Displays the financial account group and financial account number Credit Limit Select a credit limit from the list box Limit Value The credit value associated with the selected credit limit is displayed This may be changed as required Transponder The transponder card number is displayed if the financial account was created upon swiping or entering a transponder card Note This option only displayed if TRANSPONDER functionality is active Select from a list of predefined source codes Channel Code Select from a list of predefined channel codes Tax Exemption Defines if the financial account is tax exempt Contracted Curr Select the contracted currency for the financial account Billing Info Enter any billing information such as Room and Tax to Company The billing information is displayed in the billing screen on the standard HTML file Remarks Enter any additional information Remarks are displayed in the billing screen on the standard HTML file Note If the start date selected equals the system date and the OK button is clicked th
47. displayed asking if you want to change the event status Answering this message with YES will display the Event Status Change dialog box and the required event status for the copied event can be selected Event Copy dialog box Booking Dates On top of the event copy screen the arrival and departure date of the booking master is shown Copies outside those dates are not allowed No of Copies Enter the number of copies that should be made if the booking runs over several days the dates for the copied events can be entered into the date box To exclude a date that has been entered remove the check mark before the date Enter the date required for the event copy Function Space Select the function space required for the event copy Package Options Depending on whether the event should be part of a package or not the appropriate option can be selected Master Sub Events This option is only available if the parameter USE MASTER SUB EVENTS under Setup Configuration Global Settings Conference tab is switched on If it is turned on select whether the event should be created as a master or sub event In case of a sub event the appropriate master event also has to be selected Alternative Defines if an alternative event should be created If selected then an alternative event can be selected from the booked events Event Group Defines if the event is copied without an event group or if a Options new event group should be crea
48. down list select the manager that is responsible for the conference part of the booking No of Attendees Enter the number of attendees If the booking has several Mandatory events with a different number of people enter here the highest amount of attendees Decision Date Select a date from the calendar if the customer has to decide by a certain date The date field will be completed automatically if certain conditions are met The default number of days and the statuses for which it is valid are defined in the configuration Follow Up Date Select a date from the calendar if the property would like to follow up with the customer for example the date when the signed contract has to be returned Conference Booking 57 Cutoff Date This date indicates when the function space should be released Currently no function space is released automatically Select a date from the calendar Info board Enter the text that should be used for the information board Function Type The type of the function such as conference or meeting Select the function type from the drop down list Currency Select a currency from list box By default the currency defined under GLOBAL SETTINGS CURRENCIES tab will be entered Details Confirmed Check this box to indicate that all details for this booking have been confirmed FS distributed Indicates whether the function sheet has already been issued to the respective departments Contract Number Same as bo
49. employee from the profile search screen Due Date The date and time the task is due to be completed This is completed automatically if the number of minutes needed to complete the selected task has been defined in the configuration Entered The date and time the defect was entered Date Time resolved The date and time the defect was resolved Resolving a maintenance task 1 Click the Rooms MANAGEMENT menu or the MEETING PLANNER menu and select MAINTENANCE Select the task to be resolved Click RESOLVE Now the task is now marked as resolved 4 The STATUS LEVEL is automatically updated with the status level defined as For RESOLVE 208 Maintenance Setting a room status to OOO or OOS 1 Click the Rooms MANAGEMENT menu or the MEETING PLANNER menu and select MAINTENANCE 2 Select the task to be placed out of order only maintenance tasks which have been configured as out of order can be selected 3 Click OUT OF ORDER the out of order dialog box is displayed with the room number automatically completed E0 Out of Order Out of Service Rooms rooms 7 AY Clear Fields Date Range 16 08 20 11 to 17 08 2011 Status Reason Remarks Return Status 4 Type the starting date for the out of order block in the DATE RANGE box or click the drop down arrow and select a date from the calendar 5 Type the end date in the To box or click the drop down arrow and select a date from the calendar
50. is displayed all the NoT RESOLVED maintenance records are listed by default 2 Select the maintenance task to be printed and click the PRINT button The Maintenance Task Print dialog box is displayed R Print Maintenance Task EIA Templates print Language 3 In the TEMPLATES box click the drop down arrow and select the template to be used 4 In the LANGUAGE box click the drop down arrow and select the language if no language is selected the default language from the language configuration will be used 5 Click PRINT the maintenance task is displayed in preview mode 6 Click the print button to print the maintenance task or click the close dialog button a to return to the maintenance screen How to email a maintenance task 1 Click the Rooms MANAGEMENT menu or the MEETING PLANNER menu and select MAINTENANCE The Maintenance dialog box is displayed all the NoT RESOLVED maintenance records are listed by default 2 Select the maintenance task to be sent by email and click the PRINT button The Maintenance Task Print dialog box is displayed Maintenance 3 In the TEMPLATES box click the drop down arrow and select the template to be used 4 In the LANGUAGE box click the drop down arrow and select the language if no language is selected the default language from the language configuration will be used 5 Click EMAIL the document is generated and the Email Report dialog box displayed Es Email
51. items Price 164 Conference Booking This can be used to compare the sum of the menu items and the actual menu price especially useful if menu items are exchanged for more expensive ones The menu item price field will always show the revenue margin Quantity Booked quantity of the standard menu the number of attendees defined on the booking master Compl Menus Defines the number of complimentary menus if applicable The cost price of the menu item Menu Price Defines how much of the standard menu price should be charged Split to each department code The price may be split between a food department code and a beverage department code the setup is the same for both codes For example a standard menu may include a glass of wine so 95 of the menu price may be allocated to a food department code and the remaining 5 allocated to a beverage department code When posting standard menus with one menu price split the department code of the split will be displayed in the posting screen When posting standard menus where there are two menu price splits the department code defined via the parameter DEFAULT DEPT CODE FOR MENU is displayed in the posting screen Note The entered menu price split must equal the total menu price Dept Code The first department code for the menu price split is usually a food Food department code and the second one a beverage department Dept Code code Beverage Orig Price Displa
52. linked automatically to the financial account However if a billing instruction was entered before the financial account was created or linked to the booking then the billing instruction is not linked automatically to the financial account Event Manual Postings See Manual Postings See page 132 Financial Accounts See Financial Accounts See page 137 Guest Comments This option may be used to enter guest comments for the duration of the event and is accessible via the OPTIONS menu of Conference Booking screen There is no limit as to the number of guest comments that can be entered the guest comments are displayed in descending date order and the PREVIOUS and NEXT buttons can be used to easily move between the different comments Indicators on the guest comment grid category grid differentiate between profile reservation and meeting planner comments Guest comments are also viewable from room history How to enter a new guest comment 1 Click the MEETING PLANNER menu and select CONFERENCE BOOKING to display the Conference Booking screen Search for and select a Booking Master from the grid Click the OPTIONS button and select GUEST COMMENTS The Guest Comments dialog box is displayed 180 Conference Booking Date User Demonstration Supervisor Category COM Complaints Guest Comments The DATE defaults to today s date but may be changed if required The USER defaults to the signed on user In the CATEGORY box selec
53. name is automatically completed with the profile name If there is both a company name and a contact name then the company name is used otherwise the contact name is used Enter the arrival date or the date of the function If the selected company name has a rebate code linked then a question will be displayed asking if the rebate from the profile should be linked to the booking Note The entering of an arrival date in the past is controlled by the user right ENTERING BOOKINGS IN THE PAST Enter the departure date of the end date of the function Category KA Conference Rooms Both Credit Status Select either option The conference will be selected automatically if the arrival date is the same as the departure date If the arrival date is not the same as the departure date and no rooms are booked this option should be selected as otherwise the application forces the user to enter room booking information Note The Rooms option will not be accessible if the arrival date is the same as the departure date Displays the credit status from the selected profile of the booking It will be filled in automatically depending on the company contact that gets linked to the booking master If a company contact has one of the three credit statuses Conference Booking C Cash R Restricted A Accounts receivable A message indicating which credit status has been applied to the profile will be displayed The credi
54. necessary changes and then click OK to save the changes Edit Event Via this option any details related to the event and function space can be viewed or changed such as the no of attendees the info board the rate or the seating arrangement 1 Select EDIT EvENT from the short cut menu The Edit Event screen is displayed Conference Diary Es Edit Event Meeting 4 03 11 11 11 00 AM Booking ID 1206 Company Name Schmidt amp Partner GmbH Table Res Contact Name Schmidt F P H Contact on site Booking Name SMW Sales meeting worldwide 2008 Event Information Event Status DEF Definitve Info Board z Info Board Profile Event Type MET Meeting Ind in Package F Noisy No of Attendees 480 Min Guarantee Block 03 11 11 10 15 AM 7 15 PP Event Name Meeting 4 Start Date 03 11 2011 End Date 03 11 2011 Start Time 11 00 AM End Time 7 00 PM w E Alternative ad Function Space Information Function Space Ballroom I II Seating Arr Classroom Style Setup Time 45 Rate FUL full day 2750 00 Setdown Time 15 aa 323 Banquet Misc Special Rate F Don t Move Ind in Package tebate A Hat E Alternative 7250 00 Cost Price Expected Forecast Information Fe Department Code Expected Per Pers Expected Flat Rate Expected Total Forecast Banquet Room Rental 1000 00 1000 00 D Techical Eaupnent a BY a 4 pa j 2 Make any necessary changes and then
55. number is normally taken for billing even if less Should turn up for the function Start Date The start date is filled automatically with the system date if it is within the range of the arrival and departure date Future bookings will default to the arrival date of the booking master It is not possible to create an event that is not within the arrival and departure date of the booking End Date The end date is filled automatically with the end date of the booking master It is not possible to create an event that is not within the arrival and departure date of the booking Start Time If the event type has been configured with default start time then it is filled in automatically but can be changed by entering a time or selecting one from list box If the event was booked through the conference diary then the start time is taken from the diary End Time If the event type has been configured with default end time then it is filled in automatically but can be changed by entering a time or selecting one from list box If the event was booked through the conference diary then the end time is taken from the diary Note If an event finished past midnight the end date has to be changed to the next day Info Board Enter the information that should be placed on the info board outside the function space such as Fidelio Software Dealer Conference Info Board Profile Mainly used in conjunction with the doorcard interface this option
56. of menu items select a menu and click on the to list the menu items attached to the menu A hint box displays the full description for menu items with a long description The price displayed in the resource tree is the default price The price for an outlet is displayed when selecting the menu and the specific outlet 4 Select the item by double clicking or dragging the item to the resources grid the Add Resource dialog box is displayed 160 Conference Booking R Add The Fruity for event Meeting 06 07 11 9 00 AM Booking ID 1026 kE Name The Fruity Quantity 14 Price 38 00 Charged on Consumption Outlet Cost Price 3 25 TC Alternative Menu Price Split Orig Price Rebale 322 Banquet Beverage 36 00 Hat Total Food 504 00 Rebate 323 Banquet Misc 2 00 Hat Total Beverage Health breakfast with multi vitamin juices and fruit basket 5 Complete the options as detailed in the Standard Menu Add Resource dialog box table below 6 Click OK to book the resource Note Multiple menu items can be selected at the same time If several menu items are selected then the default values are taken for each menu item and the Add Resource dialog box is not displayed Note When posting standard menus with one menu price split the department code of the split will be displayed in the posting screen When posting standard menus where there are two menu price splits the department code de
57. of the conference package events is displayed all events are selected by default to be merged E Select Events Lope LU StartDate End Date StartTime EndTme EventName Pax 10 07 11 10 07 11 9 00AM 6 00 PM Meeting 10 07 11 10 07 11 10 00AM 10 30AM Coffee break in the morning 10 07 11 10 07 11 12 00PM 2 00 PM Lunch 10 07 11 10 07 11 3 30PM 4 00 PM Coffee break in the afternoon 16 Make any adjustments required to the selection and click OK to merge the events 17 Click CLOSE all events defined in the conference package are listed on the Event Details screen Conference Package dialog box Field Name Start Date Will be completed with the arrival date from the booking master End Date Will be completed with the To date from the booking master Currently no packages can be defined for more than one day Select from list box the defined conference packages Name Will be completed automatically using the package name of the pre defined package The name can be changed Price The configured package price will be filled Pax The number of attendees will be filled with the defined attendees on the event level All package items of the conference package are displayed Conference Booking 111 How to delete a package 1 Click the MEETING PLANNER menu and select CONFERENCE BOOKING to display the Conference Booking screen 2 Search for and select a Booking Master from the grid 3 Click the Events button the Eve
58. of the event are displayed for information purposes at the top of the event copy dialog box They are the arrival and departure dates of the booking master it is not possible to make an event copy outside of these dates Enter the No oF Copies to be made and press TAB an additional line is added to the event copy screen for each copy required E3 Copy Event Meeting 31 01 12 8 00 AM Booking ID 1043 Booking Dates of Original Booking 31 01 12 31 01 12 No of Copies 1 Press tab to create the copies Meeting Booking ID 1242 Arrival Departure 31 01 12 02 02 12 Company MICROS FIDELIO GmbH Conference Status DEF Date Function Space Package Options Master Sub Event 1 31 01 2012 Room II Copy without package Create as Master event Event Group Options Copy without event gro Type the required date in the DATE box or click the drop down arrow and select a date from the calendar If a different FUNCTION SPACE is required click the THREE DOTS button to display the Function Space List and select the required function space If a different function space is selected but as the same seating arrangement then the seating arrangement is also copied this applies also to rates and amounts Note The FUNCTION SPACE cannot be changed if the event being copied is a sub event In the PACKAGE OPTIONS box click the drop down arrow and select if the event Should be copied with the existing package without a pa
59. of the event are displayed for information purposes at the top of the package copy dialog box 7 Enter the No oF Copies to be made package copies are made by day an additional line is added to the package copy screen for each copy required R Copy Package Conference Package I 11 07 11 of booking Apex Conference Bo lo Booking Dates 11 07 11 11 07 11 No of Copies 1 00 Date Package name 1 111 07 20 li Conference Package II E Alternative 8 Type the required date in the DATE box or click the drop down arrow and select a date from the calendar 9 The PACKAGE NAME and ATTENDEES are completed by default 10 Select the ALTERNATIVE option to reserve an alternative conference package select a specific alternative package from the list of booked packages 11 Click OK to save the package copy How to merge a package 1 Click the MEETING PLANNER menu and select CONFERENCE BOOKING to display the Conference Booking screen Search for and select a Booking Master from the grid Click the Events button the Event Details screen is displayed 4 Select an event and click PACKAGES the Packages for Booking screen is displayed Any conference packages already attached to the event are listed 5 Select the conference package to be merged and click MERGE a confirmation message is displayed Conference Booking 6 Click YES to merge the package Depending on the merge package configuration the packages
60. of two or more individual function spaces Combination rooms are automatically blocked as soon as one of the combination rooms is booked The name of the company contact or booking name is shown on the main function Space and again within brackets on the combination rooms Shared Function Indicates that this event is booked as shareable Event Status Each event status has a defined colour Events are displayed in the colour according to their event status Events are displayed in different colours depending on the event status However each booked event displays the Company contact or booking name number of persons and the type of event on the coloured bar Additional icons are displayed as described above and for combination rooms the combination description is also displayed How to search for a function space 1 Click the MEETING PLANNER menu and select CONFERENCE DIARY or press F3 The Conference Diary is displayed Complete the search criteria Click SEARCH The function spaces available according to the entered criteria are displayed Note In order to hide the search criteria panel and display more function spaces select the check box HIDE SEARCH in the lower left hand corner of the screen Conference Diary 31 32 How to display function space details Function space information includes the function space measurements possible seating arrangements and rates This information may be displayed from the confer
61. on the total deposit amount entered Paid Select this option if the deposit has been received General Information This option tracks the status changes and changes to cancellations and reinstatements separately for rooms and conference Select the INFORMATION TYPE from the drop down list Status change detail Cancellation Reinstatement detail Conference Booking 63 Status change details Nae aa Name Rooms Conference Status Old Tracks the old or E status for the rooms and or the conference Status New Tracks the new status for the rooms and or the conference Date Changed Tracks the date the status was changed for the rooms and or the conference Changed by Tracks the user that entered the changes for the rooms and or the conference Cancellation Reinstatement detail Rooms Conference Select a cancellation reason from the drop down list Reason Rooms Conference Lost If known a competitor can be selected from the drop To down list Rooms Conference Shows any cancellation and or reinstate History Information Rooms Conference Additional notes can be entered Description Linked Profiles Linking profiles to the booking master On the booking master edit screen a company and or a contact can be linked to the booking In some cases however additional profiles such as a travel agent and or a source also need to be linked To link additional profiles use the LINKED PROFILES tab In addition to link
62. parameter ENABLE FAMILY WIZARD under Setup Configuration Global Settings Profile Profile 1 tab Print functionality is controlled by the user right PRINT under Setup Configuration Users User Definition Rights Booking Master How to print correspondence 1 Select the appropriate booking in the grid click the PRINT button to display the Print dialog box 2 In the TEMPLATES box click the drop down arrow and select the template to be used 3 In the LANGUAGE box click the drop down arrow and select the language if no language is selected the default language from the language configuration will be used 4 In the PREF DISTRIBUTION box the preferred method of distribution for this profile is displayed If a company profile is attached then the contact profiles preferred method of distribution takes priority over the company s Select the SAVE REPORT check box if the document should be saved in history Select the FAMILY GREETINGS check box if the family letter greetings should be used Select the CONTACT and ADDRESS information to be used in the document Conference Booking 10 11 12 t3 14 LS Click EDIT the document is generated and displayed on the screen Depending on the setup of your system either MS Word or the Fidelio Internal editor application will be used to display the document Make sure that all the entered information is correct any necessary changes can be made
63. pop up menu appears 4 Select CONFERENCE BOOKING if the function space is already occupied then a message is displayed indicating this with the option to continue or not Information Function space not available at this time Continue 5 Select Yes to continue to book the function space a message is displayed confirming that the Event Status will be changed to waitlist Conference Booking 101 102 Information Event Status will be changed to waitlist 6 Click OK the Booking Master Search screen is displayed 7 Search for the required booking and select it in the grid 8 Click the EvENTs button to book the event the New Event screen is displayed 9 Complete the Event Information 10 Click OK a message may be displayed asking if the default misc items should be added Information Do you want to add the default misc tems a 11 Select Yes to add the items and No not to add the items 12 1f there is already an event on the waitlist then the following message is displayed Confirmation Waitlist exists Do you want to adjust priority list 13 Select No if the priority should not be adjusted then the waitlist priority will be set in order of the entered events 14 Select YES to adjust the priority list the Event Waitlist screen is displayed showing all events currently on the waitlist 15 Use the up and down arrows to adjust the event priority click OK to close the Event Wa
64. print the monthly view with two weeks on one page If not selected then all days will be printed on one page Note This option is only displayed if the View Type Month is selected Print Range The defined range date time will be printed If the Full DIARY check box is selected then the default number of days defined in configuration will be printed Note The Full Diary check box is only displayed if the VIEW TYPE Day is selected The number of days to be printed in the conference diary when FuLL DIARY is selected is defined by the parameter DEFAULT LOADED DAYS FOR DIARY under Setup Configuration Global Settings CCM Conference 1 tab Conference Diary 3 Conference Booking Conference Booking Search How to access the conference booking search screen 1 On the MEETING PLANNER menu click CONFERENCE BOOKING The Conference Booking search screen is displayed by default all bookings with today s arrival date are displayed Conference Booking Arriva Date 7 E nd those To ct uy Conf Status x Rms Status Clear Booking ID Conf Manager v Company Name Ga Contact Name Gaa ind Participants Adv Query C Participants only ECO ae st Department Head Meeting aj H E Profile Details Department Head Meeting H E Events amp Resources Department Head Meeting ID 1027 2 Conference onl 95 01 12 26 04 42 ompany Name Demo Hotel Mrs
65. quantity and or rate as soon as a resource and or package have been posted POS systems can post to the corresponding CCM Financial Account Conference Booking When posting standard menus with one menu price split the department code description and rate of the split will be displayed in the main line on the manual posting screen When posting standard menus where there are two menu price splits then Menu Price Split 1 and 2 are listed in the manual posting screen as sub postings and the total listed in the main line of the menu This posting of package to individual participants is controlled by the parameter POST PACKAGES TO PARTICIPANTS under Setup Configuration Global Settings CCM Conference 1 tab User Log The user logs may be used to view all the changes made to a booking an event or a resource How to view the User Log from the Conference Diary 1 Click the MEETING PLANNER menu and select CONFERENCE DIARY or press F3 The Conference Diary is displayed On the conference diary screen highlight an event Right click to display the short cut menu select BOOKING OPTIONS and then select USER LOG All changes recorded are displayed in the user log 4 Click OK How to view the User Log from Conference Booking 1 On the MEETING PLANNER menu click CONFERENCE BOOKING The Conference Booking search screen is displayed Search for and locate the required booking master Click the OPTIONS button and se
66. required If the time period for the standard menu being booked is either before or after the dates and time period of the event then a message is displayed 162 Conference Booking Information Serve Start Time End Time must be within the Start Time End Time of the Event Do you still want to continue ee 4 Select Yes to continue with the standard menu booking the event start and end dates times are extended accordingly 5 Click OK to save the changes Note Resources are often required before an event starts and after the event has finished Standard Menu Add Resource dialog box Field Definition Name The name of the standard menu is completed by default but may be changed as required Quantity The quantity of the standard menu is taken from the number of attendees defined on the event but can be changed if required Price The price of the standard menu if a discount is applied then the discounted price is displayed Charged on Defines if the standard menu is charged on a Consumption consumption basis such as cocktail receptions or open bars Note If a standard menu is defined and booked as CHARGED ON CONSUMPTION no menu price will be booked as it will be charged according to consumption based on the prices of the individual menu items Outlet Defines if the menu price is for a specific outlet e g bar restaurant or banqueting The cost price of the menu item Alternative Select this option if
67. requirements of the property EDIT TEMPLATE WITH ASSOCIATED APPLICATION opens the relevant htm and qry with the program associated with these file types Users with HTML programming knowledge can edit these files to meet the requirements of the property How to use HTML Expressions to customize the HTML display Properties can configure and store customised html files in the Version 8 directory for htm files The files are displayed in Suite8 either by logged in user user language customised htm files for all users or language specific htm files for all users The priority Suite8 uses to determine which file to use is in the sequence as listed Customised htm file by user initials To display a customised htm file by user initials the htm file has to be called USR_USERINTIALS_HTMFILENAME HTM Example For a user with the initials DS the file has to be called usr_ds_quickinfo htm Customised htm file by user language To display a customised htm file by user language the htm file has to be called CUST LANG LANGUAGE SHORT DESCRIPTION QUICKINFO HTM Example If the language short description is F for French the user has to select this language under User Settings Startup Language and the file such as quickinfo htm has to be called cust lang f quickinfo htm Customised version for all users To display a customised version of htm files for all users the html files have to be called CUST HTMLFILENAME HTM Exa
68. saved in the history section of the Correspondence dialog box If the email should be sent now click SEND the document is generated and the email sent A confirmation message is displayed confirming that the message was sent How to email correspondence as an attachment 1 a Ce cae Select the appropriate booking or event in the grid click the PRINT button to display the Print dialog box In the TEMPLATES box click the drop down arrow and select the template to be used In the LANGUAGE box click the drop down arrow and select the language if no language is selected the default language from the language configuration will be used In the PREF DISTRIBUTION box the preferred method of distribution for this profile is displayed If a company profile is attached then the contact profiles preferred method of distribution takes priority over the company s Select the SAVE REPORT check box if the document should be saved in history Select the FAMILY GREETINGS check box if the family letter greetings should be used Select the CONTACT and ADDRESS information to be used in the document Click EMAIL the document is generated and the email dialog box displayed Conference Booking 77 78 10 i 12 13 14 15 16 Fe Email Report Email Addresses Sender hotel 1 pms addmail int 7 Select All To raceti worldwide com CC BCC Subject Send as Attachment To e Bcc Attachments Ea Email B
69. shortcut toolbars on the left to list the options on that toolbar 2 Right click the option that you want to add and then click ADD To FAVOURITES on the shortcut menu The option is now listed on the Favourites shortcut toolbar 3 Repeat Steps 1 and 2 for each option that you want to add Note Options from Web Services cannot be added to the Favourites shortcut toolbar How to delete an option from the Favourites shortcut bar 1 Click the FAvourItTes shortcut toolbar on the left to list the options 2 Right click the option that you want to remove and then click DELETE BUTTON on the shortcut menu The option is removed from the Favourites shortcut toolbar 3 Repeat Steps 1 and 2 for each option that you want to remove How to reorganise the options on the Favourites shortcut bar 1 Click the FAvourItTes shortcut toolbar on the left to list the options 2 Select the option to be moved and then left click and hold the mouse button while you drag the option to its new location on the toolbar 3 Repeat Steps 1 and 2 for each option that you want to move Introduction On the toolbar the Favourites shortcut bar can be listed first by selecting the option FAVOURITE BUTTONS ON TOP under Miscellaneous User Settings Appearance Tab Introduction 25 2 Conference Diary Viewing the Conference Diary The conference diary is a graphical display of all the function spaces It enables users to easily view the avail
70. tab Conference Booking 177 18 Enter the Limit for the selected billing instruction code 19 Click OK to save the billing instructions 178 Conference Booking How to set a billing instruction limit 1 Display the Billing Instructions dialog box Window Depart All Unrouted Postings MICROS Fidelio GmbH MICROS Fidelio GmbH LO MICROS Fidelio GmbH MICROS Fidelio GmbH i Delete kos Manual Card f Edit Profile Conference Booking 179 Enter the Limit for the selected billing instruction Click OK to save the billing instructions Click OK to close the billing instructions screen under Setup Configuration Users User Definition Rights Routing 3 4 5 Billing Instruction functionality is controlled by the user right BILLING INSTRUCTIONS Instructions The start date of the billing instructions defaults to the system date if the parameter DEFAULT START DATE OF BILLING INSTRUCTIONS TO SYSTEM DATE is activated under Setup Configuration Global Settings Billing Billing 1 tab This defines if the billing instructions are independent of the booking dates and allows billing instructions to be applied to postings made on pre arrival bookings If not activated then the start date of the billing instructions will default to the start date of the booking Note When a financial account is linked and a billing instruction has been entered then it is
71. the event type has been configured with default end time then it is filled in automatically but can be changed by entering a time or selecting one from list box If the event was booked through the conference diary then the end time is taken from the diary Note If an event finished past midnight the end date has to be changed to the next day Info Board Enter the information that should be placed on the info board outside the function space such as Fidelio Software Dealer Conference Info Board Profile Mainly used in conjunction with the doorcard interface this option allows the property to enter a different name For example the booking was made by Star Conferences for the company IBM so on the doorcard IBM should be displayed 198 Event Management The handling is such that when a company and a contact are entered the entry in the field Info Board Profile replaces the company if only a contact is entered the entry in the Info Board Profile replaces the contact If no entry is made in the Info Board Profile then the company contact name from the booking will be displayed Incl in Package Check this box to define if the event is included in a conference package The field is only accessible if a conference package has been booked for this day Noisy Select this box to indicate that the event will be a noisy one such as a dinner party with live music playing If the noisy flag has been set users can
72. the first column Clicking the plus sign lists kal all the sub events which are then indicated by Is in the first column The BLock option on the Master Event will be updated where applicable Event dialog box Field Name Explanation Event Information Event Status The event status field will be filled automatically with Required the status entered under conference status on the booking master It can be changed if required by selecting the status for this particular event from the drop down list Conference Booking 127 Event Type Select the event type from the drop down list When Required selecting the event type the event name will be filled in automatically with the definition entered under Setup Configuration Conference Management Event Type It can be changed if required If the event types have been defined with default forecast figures under Setup Configuration Conference Management Event Defaults the forecast revenue information at the bottom of the event edit screen will be filled as well Event Name The name of the event will be filled automatically after Required the event type has been selected It can be changed at any time No of Attendees The number of attendees for the event The number of Required attendees entered will be taken for several checks for example function space and seating arrangement check Min Guarantee Enter the minimum number of guaranteed persons This
73. the function space is selected and this is automatically added to the event resources All other items such as decoration and food and beverage items must be added separately If Alternative functionality is active then alternative events can be defined this enables the customer to reserve alternatives and make a final decision at a later date for example Dinner may be booked and Lunch reserved as an alternative The first booked event cannot be set as an alternative as there are no other events for it to be an alternative to When at least one event exists then the ALTERNATIVE option and the alternative selection box are displayed The Alternative option can be selected without selecting a specific alternative or a specific alternative can be selected from the list of already booked events How to access the event details 1 Click the MEETING PLANNER menu and select CONFERENCE BOOKING to display the Conference Booking screen Search for and select a Booking Master from the grid 3 Click the Events button the Event Details screen is displayed E3 Event Details of booking Department Head Meeting 21 03 12 Booking ID 1031 o a Hs Company Name MICROS Fidelio GmbH Ga New Contact Name Aceti Ralph am 27 Edit Pg Contact on site Bestin Lisa Copy Booking Name Department Head Meeting al Delete Packages Cat
74. the info board How to edit an event 1 Click the MEETING PLANNER menu and select EVENT MANAGEMENT to display the Event Management screen 2 Search for and select an Event from the grid Click EDIT the Edit Event screen is displayed E5 Edit Event Lunch 21 03 12 12 00 PM Booking ID 1031 Company Name MICROS Fidelio GmbH a Table Res Contact Name Aceti Ralph Contact on site Bestin Lisa Booking Name Department Head Meeting Event Information Event Status DEF Definitve w Info Board Info Board Profile Event Type LUN Lunch Ind in Package Conference Package II E Noisy No of Attendees 14 Min Guarantee Block 21 03 12 12 00 PM 2 00 PM Event Name Lunch Start Date 21 03 2012 End Date 21 03 2012 Start Time 12 00 PM End Time CT Alternative Function Space Information Function Space Restaurant a Shareable Seating Arr Setup Time Rate Amount Setdown Time Dept Code 400 Minibar Special Rate F Don t Move Ind in Package Rebate a j Ci Cost Price oe A Hat Orig Amount E Alternative ar Expected Forecast Information E Department Code Expected Per Pers Expected Flat Rate Expected Total Banquet Beverage EUR 5 00 70 00 70 00 58 82 11 18 eur 20 00 280 00 280 00 235 29 44 71 E Cancel 4 Make any changes necessary typical changes would be amending the start end time the number of attendees or the seating arrangement 5 Click OK to save the changes
75. the screen Depending on the setup of your system either MS Word or the Fidelio Internal editor application will be used to display the document In the FoRMAT box select the format for the attachment In the Bopy box enter the text which should be included in the body of the email Click SEND the document is generated and the email sent Note Attachments sent in PDF format are automatically password protected so that no changes can be made to the original PDF How to email a maintenance task with an attachment 1 Click the ROOMS MANAGEMENT menu or the MEETING PLANNER menu and select MAINTENANCE The Maintenance dialog box is displayed all the NoT RESOLVED maintenance records are listed by default Select the maintenance task to be sent by email and click the PRINT button The Maintenance Task Print dialog box is displayed In the TEMPLATES box click the drop down arrow and select the template to be used In the LANGUAGE box click the drop down arrow and select the language if no language is selected the default language from the language configuration will be used Click EMAIL the document is generated and the Email Report dialog box displayed Maintenance 213 By Email Report Email Addresses Sendi LomMsiladc mail ir AA ender hotel 1 pms addmail int F Select Al To hotel1 pms addmail int CC BCC Subject To CE BCC Send as Attachment To ra Add Email Body Templates Oad lt
76. time is taken from the diary Note If an event finished past midnight the end date has to be changed to the next day Alternative Select this option to reserve an alternative event select a specific alternative event from the list of reserved events NoTE This option is only displayed when at least one other event has been reserved Conference Booking 89 Info Board Enter the information that should be placed on the info board outside the function space such as Fidelio Software Dealer Conference Info Board Profile Mainly used in conjunction with the doorcard interface this option allows the property to enter a different name For example the booking was made by Star Conferences for the company IBM so on the doorcard IBM should be displayed The handling is such that when a company and a contact are entered the entry in the field Info Board Profile replaces the company if only a contact is entered the entry in the Info Board Profile replaces the contact If no entry is made in the Info Board Profile then the company contact name from the booking will be displayed Incl in Package Check this box to define if the event is included in a conference package The field is only accessible if a conference package has been booked for this day Noisy Select this box to indicate that the event will be a noisy one such as a dinner party with live music playing If the noisy flag has been set users can also see the
77. to change this amount with a special rate The special rate field will be checked if this is the case Dept Code The department code In order to use the posting Required functionality every resource item has to have a department code assigned This can be done via the configuration part The field is filled automatically with the department code entered on the function space definition Special rate If a different rate has been entered in the amount field this field will indicate the change with a tick mark Event Management 199 Setup Time If the seating arrangements have been defined with default setup time the default values will be filled in automatically but can be changed at any time Set down Time If the seating arrangements have been defined with default set down time the default values will be filled in automatically but can be changed at any time Please note that the function space will be booked from the event start until the event end time including the defined setup and set down time Don t Move This field should be marked if a customer insists on a particular function space If this field is selected users will also see the indicator in the conference diary Incl in Package The field is only accessible if a conference package has been booked for this day How to convert a sub event to a master event 1 Click the MEETING PLANNER menu and select EVENT MANAGEMENT to display the Event Management screen
78. with No will leave the rate blank and the seating arrangement as it was The amount is not changed in either case 7 Click OK to save the changes to the event Waitlist Events If no space is available then events may be added to the waitlist Events are placed on the waitlist in order of entered events and as and when space becomes available the events are moved from the waitlist The waitlist priorities can be adjusted automatically be selecting the parameter CHANGE WAITLIST PRIORITY AUTOMATICALLY under Configuration Setup Global Settings Conference tab If this parameter is selected users will not be prompted with the message to adjust the waitlist priority the priority will be set in order of the entered events As function spaces become available the waitlist priority is adjusted automatically Priorities may be adjusted manually however users will be prompted with a warning if they want to change the status of an event with a lower priority Note A waitlisted sub event which is linked to a master event will take the status of the master event Waitlisting an event in an exclusive function space 1 Click the MEETING PLANNER menu and select CONFERENCE BOOKING 2 From the Conference Diary screen place the cursor on the function space date and time that you want to book 3 Click and drag the mouse by holding down the left mouse button while dragging the mouse to the right until the required date and time the command
79. A By Co Meena arene er ns Teer rennet AA 136 Pac TAC COUN sed ie sat ean cea gees ined yet nia A tg dns etd yoda Min eae 137 Printing a Function Sheet or other Correspondence eeceeeseeeeseeeeesteeeesneeees 145 Forecas AA neta Statens 146 testes aie Slsane tenet OEN 146 Func HON gt PACE AA NAA AA AANO AA 148 Miscellaneous IE MS aaa NANA NA E OEE 151 Standar MENS ict ales acts nea ase NAAN AUG 158 Menu One ere NA NAIA AA NA 167 Activities amp Tasks linked to a Booking Master eeeeeesseeeesneecesneeeeseeeesseeesseaees 175 ODOM Sai ee ee AA AA 175 Ball SMSC ONS wa sieccsucti NAGAGANAP BTANA AN 175 Event Manual TOSUN aaa a tao sastidocd E 180 Pha TN CC OUI i selena ot te aes Steet Abala Nadaan 180 Guere omen AA a aussie ts 180 Linked Bye a AA 183 ALO AA AA aves 185 USOT Oe sor ccee e E E E E A avn 185 Fartein an t E Eee PAA AA 186 GL AA AA oun stated one AA 187 Show Attached Table Reservations senoun orinar ub batee bnNASG 187 T Event Managemen beii S 193 Event Manat ment oca henan aaa T TE 193 Event Management Op 0NG a a e E E NAA 195 SUP Events va Event Manat emeni uero tenn Naa 196 R o AE gL E AA AT ET 201 S MAMENANG sa a AA AA 205 Entering anew maintenance task cic teesa aaa a akan seed 206 Resolving a Maintenance ASK aNG 208 Set ne droom status 10 DOO 0r OOD uma bka AG 209 Marking a resolved maintenance task as unresolved eee eeseeesseeeeeseeeeeseeeenaees 209 Deletine a maintenance ASK ANAK Meme oe age
80. Access the Financial Account Settings dialog box via one of the access methods described above 2 Click PROFILES to display the Profile Select dialog box On the profile type required click the drop down arrow The Profile Search dialog is displayed 4 Search for the required profile click SELECT Conference Booking 141 142 The Profile Select dialog box is displayed with the profile selected 5 Click OK to return to the Financial Account Settings dialog box How to unlink profiles to financial accounts This option is used to unlink Company Agent Source Meeting Planner or Vendor profiles to the financial account 1 Access the Financial Account Settings dialog box via one of the access methods described above 2 Click PROFILES to display the Profile Select dialog box 3 Select the profile to be unlinked 4 Click DELETE LINK 5 Click OK to return to the Financial Account Settings dialog box How to enter notes for financial accounts This option is used to add edit delete and view notes related to the selected financial account 1 Access the Financial Account dialog box via one of the access methods described above 2 Click NoTEs to display the Notes See page 119 dialog box See Suite 8 Reservations manual for more details How to link billing instructions to financial accounts This option is used to link billing instructions to the Financial Account 1 Access the Financial Account Settings dialog box via
81. Booking Master from the grid Click the Events button the Event Details screen is displayed Select the sub event and right click to display the short cut menu Click CONVERT TO MASTER EVENT a message is displayed informing you that the previously selected function space is not available Select either the NEw FUNCTION SPACE or the WAITLIST button Complete the New Function Space dialog box Conference Booking 131 8 O Click OK you are asked if you want to add default miscellaneous items Select Yes to add the default miscellaneous items The event is converted and displayed in the grid as a master event How to convert a master event to a sub event 1 Ore E Click the MEETING PLANNER menu and select CONFERENCE BOOKING to display the Conference Booking screen Search for and select a Booking Master from the grid Click the Events button the Event Details screen is displayed Select the master event and right click to display the short cut menu Click CONVERT TO SUB EVENT the Event list of possible master events is displayed Select the required master event and click OK The event is converted and displayed in the grid as a sub event Any default items are automatically removed Note If the master event has existing sub events it can not be converted unless the sub events have been removed or re linked Note Master sub event functionality requires that the parameter USE MASTER SUB EVENTS is active under Set
82. CLEAR button each additional query will be added to the actual query list Wildcards The search criteria can also be entered using wildcards 6 This is helpful in the company and contact name fields For example M ller will return Miller Muller Bank will return Investment Bank American Bank and Fidelio will return Fidelio Gmbh or Fidelio Inc Activating the search To activate the search the user must click the SEARCH button Clicking the SEARCH button will return the maximum number of bookings defined in the configuration with the question to display more if there are more to be displayed Conference Booking 53 A list of bookings that match the specified criteria is displayed The query criteria can be easily reset by clicking the CLEAR button A full explanation of the conference booking screen search behaviour can be found in the Suite8 Configuration Manual under Setup Configuration Global Settings Miscellaneous Search Screens 2 tab The maximum number of lines displayed is controlled by the parameter MAXIMUM LINES IN LIST under Setup Configuration Global Settings Miscellaneous Search Screens 2 tab New Booking Master How to create a new booking master 1 On the MEETING PLANNER menu click CONFERENCE BOOKING and then click New to display the New Booking screen or Click EVENT MANAGEMENT and then click New 2 The Booking Master Search screen is displayed click
83. Documents Document Name In the DOCUMENT GROUPS list click the document group you want In the ALLOWED DIRECTORIES list click the allowed directory you want Click BROWSE to display the list of documents ge Pe a o Select the required document and click OPEN the Document Name field is filled Document Groups DOCUMENTS Allowed Directories Fidelio Documents Document Name C Fidelio Documents Pocument docx 184 Conference Booking 7 To attach the document click ATTACH the document is shown as linked on the linked documents tab Lo ees E3 Edit Booking Department Head Meeting 25 01 12 ID 1027 Booking Information Deposit Cancellation General Information Linked Profiles Linked Documents Forecast Revenue Linked Documents Document Group Date and Time of Attachment Modified By E Add C FIDELIO DOCUMENTS1D 25 01 12 9 41 40 AM Demonstration Supervisor So View Th Delete PLS ALA SA SA GS SA PS SA hb f ff P f Note Pictures or images may be attached in JPG or BMP format The default setting is JPG but this may be changed via the SCAN OPT button The selected settings will be saved for that user How to view edit a linked document 1 Select the LINKED DOCUMENTS tab 2 Select the document and click VIEW Suite8 opens the relevant application for example Word if the document is a Word doc
84. E DIARY to display the Conference Diary screen From the Conference Diary screen select DAY WEEK or MONTH in the VIEW TYPE box Click PRINT the display print dialog box is displayed 4 Select the print settings For details on the print settings see the Conference Diary Print Options table below 5 Click PRINT to print the conference diary If the view type MONTH is selected then the conference dairy can also be exported to Excel by pressing the ExceL button Conference Diary 49 50 Conference Diary Print Options Field Definition OOOO O Display horizontal If selected horizontal lines will be shown in the printout of lines the diary Horizontal lines type Select the type of horizontal lines that should be displayed Display vertical line If selected vertical lines will be shown in the printout of the diary Vertical lines type Select the type of vertical lines that should be displayed Font Select the font that should be used for the print out Display status If selected the diary will be displayed and printed in the colour original colours In other words it will print in the colours that have been defined in the status definition Default colour Select the default colour in which the diary should be printed Default Colour If selected the diary will be displayed and printed in the default colour defined Row Height Select the height for each row on the printout Print 2 weeks layout Select this option to
85. E is completed automatically with the start date of the booking master 7 The END DATE is completed automatically with the end date of the booking master 10 11 12 eA 14 In the PACKAGE box click on the down arrow to open the drop down list and select a conference package When the package is selected the NAME and PRICE options are automatically completed they can be changed as required The Pax option is also automatically completed with the number of attendees as defined on the event this can be changed as required Select the ALTERNATIVE option to book an alternative conference package select a specific alternative package from the list of booked packages NOTE This option is only displayed when at least one other package has been defined The grid in the lower half of the package dialog box is completed with the conference package breakdown the event name and the start and end times for each event included in the package are detailed Click OK to close the Add new package dialog box If there are already booked packages and merge package functionality is active then a message is displayed asking if to merge the package If there are multiple packages already booked then a selection screen is displayed Conference Booking Merge Package Conference Package I Ys No 15 Click YES to merge the package Depending on the merge package configuration the packages are merged automatically or a list
86. E under Setup Configuration Global Settings CCM Conference 1 tab 166 Conference Booking Menu Items Most properties sell a number of standard or set menus which consist of several courses and have a single price When a customer is selecting a menu for a function they may choose one of the standard menus available and then make changes or add additional menu items For example a customer may choose Menu I but want to include Chocolate Mouse which is part of Menu Il An additional menu item would normally be selected from the pre defined list of menu items however is some cases a custom menu item needs to be added this is a menu item that has not been pre configured Custom menu items are defined as special or one off menu items How to add a pre defined menu item 1 Select an event then select the standard menu resource to be edited on the resource grid 2 Click EDIT from the bottom of the event edit screen the Edit Standard Menu dialog box is displayed 3 On the bottom of the standard menu edit screen the courses of the standard menu are displayed ne Buw 1 0 10 Caesar Salad with Dijon mustard d 10 00 1 50 1 2 10 or 10 00 5 40 1 60 1 3 10 tomato soup 10 00 8 40 1 50 Translate 2 0 10 Red Snapper with red curry and limes 10 00 8 40 160 ii Delete 3 0 10 Parfait of coffee with oranges 10 00 8 40 160 4 Click NEw to add a new menu item A message is displayed asking you are addin
87. EVENUE tab 2 Expand or collapse the grid by clicking on the or buttons or by right clicking and selecting EXPAND or COLLAPSE from the short cut menu Expand Collapse Print 3 Once the grid is displayed as required right click and select PRINT to display the Print dialog box Bal Print Grid Parameters Loko ea Fit Page Width c3 Export 4 To print the report make any required adjustments to the print parameters and click PRINT 5 To export the report select the export type from the Export To box the available export types are Conference Booking ASCII File CSV File Excel Document HTML Document 6 Click EXPORT the document is generated and exported Editing a Booking Master How to edit an existing booking master 1 On the MEETING PLANNER menu click CONFERENCE BOOKING The Conference Booking search screen is displayed or 2 Click EVENT MANAGEMENT and then click NEw The Booking Master Screen is displayed 3 Search for and locate the required booking master then click the EDIT button The edit booking master screen is displayed it consists of six screens each one represented by a tab Booking Information Deposit amp Cancellation General Information Linked Profiles Linked Documents Forecast Revenue See New Booking Master See page 54 Copying a Booking Master The copy option may be used to duplicate a booking master for reoccurring bookings
88. Event Id Search by Event Id The following options are available while searching on event ID Is equal to Is not equal to Is less than Is greater than Note The actual query is displayed in script format in a window on the right hand side of the screen and as long as the filter is not cleared by pressing the Clear button each additional query will be added to the actual query list Wildcards The search criteria can also be entered using wildcards This is helpful in the company and contact name fields For example M ller will return Miller Muller Bank will return Investment Bank American Bank and Fidelio will return Fidelio Gmbh or Fidelio Inc Activating the search To activate the search the user must click the SEARCH button Clicking the SEARCH button will return the maximum number of events defined in the configuration with the question to display more if there are more to be displayed A list of events that match the specified criteria is displayed The query criteria can be easily reset by clicking the CLEAR button A full explanation of the event management screen search behaviour can be found in the Suite8 Configuration Manual under Setup Configuration Global Settings Miscellaneous Search Screens 2 tab The maximum number of lines displayed is controlled by the parameter MAXIMUM LINES IN LIST under Setup Configuration Global Settings Miscellaneous Search Screens 2 tab Event
89. Fill in this Field With this information Arrival Date Search for bookings based on the arrival date By default all bookings for today s date will be Shown Select a date from the calendar list box Include In house If this box is checked all bookings with or without events that match the entered date range and will be in house will be displayed TO Search for bookings based on a date range if an arrival date is entered this will indicate the end of the date range Select a date from the calendar list box Conf Status Select the booking conference statuses from the drop down list If no status is entered bookings with all booking statuses will be shown Rms Status Select the room status from the drop down list If no status is entered all bookings will be shown Booking ID Every booking master has a unique ID that will be assigned by the system If a specific booking id is searched then it can be entered in this field Conf Manager Select a conference manager from the drop down list of available managers Company Name Click on the three dots next to the company name if you would like to search for existing company profiles Contact Name Click on the three dots next to the contact name if you would like to search for existing contact profiles incl Participants If a name is entered in the Contact Name search box then selecting this check box will search for all bookings where this contact has been entered as a bookin
90. HED TABLE RESERVATIONS from the short cut menu The Table Reservation Search screen is displayed any existing table reservations attached to the selected booking are listed 2 Click NEw the Table Reservation Edit screen is displayed 188 Conference Booking EB Reservation Edit Profiles Reservations MICROS Fidelio GmbH Aceti Ralph Quick Profile Last Name Date Restaurant Restaurant w Templates Time from 12 00 to 14 00 ofadults 14 7 Sharable 0 0 O 3 The Company and CONTACT profile names from the booking are automatically linked in the PROFILES panel 4 If the selected profile has a reservation then a message is displayed asking if the reservation should be attached Confirmation ral There are reservation attached to the profile Do you want to attach 5 Click Yes to attach the reservation to the table reservation If Yes was selected then the reservation is now marked as selected in the RESERVATIONS panel Conference Booking 189 6 The DATE defaults to the booking arrival date enter the date for which the table reservation is to be made or select a date from the calendar Select the RESTAURANT required from the list In the TEMPLATE box the first available reservation booking time is selected by default Click the down arrow to select the required reservation booking time 9 The TIME FROM and To are completed with the times from the reservation booking template but may b
91. INT button to display the Print dialog box In the TEMPLATES box click the drop down arrow and select the template to be used Conference Booking 83 2 oe a 10 11 12 13 In the LANGUAGE box click the drop down arrow and select the language if no language is selected the default language from the language configuration will be used In the PREF DISTRIBUTION box the preferred method of distribution for this profile is displayed If a company profile is attached then the contact profiles preferred method of distribution takes priority over the company s Select the SAVE REPORT check box if the document should be saved in history Select the FAMILY GREETINGS check box if the family letter greetings should be used Select the CONTACT and ADDRESS information to be used in the document Click EXPORT the document is generated and the export dialog box displayed R Export Destination File type In the DESTINATION box click the drop down arrow and select if the document is being exported to a file or to an application such as MS Word or MS Excel In the FILE TYPE box click the drop down arrow and select the file type to be used for the export One of the most commonly file types is Rich Text Format as it allows editing of the document whilst keeping the correct formatting This option is only available if TOAPPLICATION was selected as the Destination type Click the drop down arrow and select the application type
92. LE OCCUPANCY IN CONFERENCE DIARY under Setup Configuration Global Settings CCM Conference 1 tab If the parameter is not activated then no indicator is shown on these events Conference Diary Understanding the Conference Diary Conference Diary search criteria Fill in this field With this information Start Time The start time is used as the start time for showing the availability and occupancy of function spaces A default start time can be defined in the configuration Order By Can be used to change the order in which the function spaces are displayed on the left hand side the default is by Name Standard orders are by Name Area Min Capacity and Max Capacity In addition to the standard orders an unlimited number of custom orders can be defined A custom order can also be linked to a login so that the preferred custom order is automatically used when the user calls the conference diary Day View Allows viewing one or multiple days depending on the zoom settings and the default days in global settings The columns are displayed in time slots Week View Allows viewing one or multiple weeks depending on the zoom settings The columns are displayed in date slots Monthly View Allows viewing a single day or a full month depending on the zoom settings The columns are displayed in date slots View Types Used to change the view time slots i e 30 minutes 1 hour or 4 hour slots This can be used in conn
93. LL button and then the BCC button to select all the available email addresses Maintenance 211 212 9 Enter the topic of the email in the SUBJECT box 10 In the Bopy box make sure that all the entered information is correct any necessary changes can be made at this time 11 Click SEND the document is generated and the email sent How to email a maintenance task as an attachment 1 Click the Rooms MANAGEMENT menu or the MEETING PLANNER menu and select MAINTENANCE The Maintenance dialog box is displayed all the NoT RESOLVED maintenance records are listed by default 2 Select the maintenance task to be sent by email and click the PRINT button The Maintenance Task Print dialog box is displayed 3 In the TEMPLATES box click the drop down arrow and select the template to be used 4 In the LANGUAGE box click the drop down arrow and select the language if no language is selected the default language from the language configuration will be used 5 Click EMAIL the document is generated and the Email Report dialog box displayed jaca EA 8 Email Report Sender hotel 1 pms addmail int To hotel1 pms addmail int CC BCC Subject Send as Attachment To CE BCE Altachenents Paa mg Email Body Templates sii lt Default gt Default EMail Body EN i Delete Body Format Text HTML Task 1843 Place 111 Age 0 day 1 hour 35 minute 10 second Task Can someone please come to my r
94. LOSE button to close the cashier screen 11 Click OK on the Financial Account Settings dialog box to complete the transaction Note Financial Accounts will be unlinked only when the OK button on the FA edit screen is pressed If CANCEL is pressed then the FA is still linked even if postings have been transferred Note Postings that have been made via the option POSTINGS on the OPTIONS menu are not linked to the CCM booking and posted directly to the Financial Account These postings have to be transferred individually How to display the user log This option is used to view the changes related to the selected financial account 1 Access the Financial Account dialog box via one of the access methods described above 2 Click USER LoG to display the User Log dialog box The User Log is displayed split into 2 sections The upper section displays the name of the financial account and the arrival and departure dates The lower section displayed information about the changes to this financial account Financial Account log 9090 PM 9090 20 11 11 20 11 11 pae Tet ser Workstation 15 11 11 11 27 43 AM FA created PM 9090 ID 1575 by Supervisor Demonstrat Demonstration Supervisor DE B D XPTEST 3 Once all changes have been viewed click OK to close the user log User Log Display Options Field Heading Gives this information Date The date and time the change was made This is the system date of the computer
95. N box the preferred method of distribution for this profile is displayed If a company profile is attached then the contact profiles preferred method of distribution takes priority over the company s Select the SAVE REPORT check box if the document should be saved in history Select the FAMILY GREETINGS check box if the family letter greetings should be used Select the CONTACT and ADDRESS information to be used in the document Click FAx the document is generated and the fax dialog box displayed E5 Send Fax To 49 30 390 476 55 m Peat 2 Setup The To box is automatically completed with the fax number from the profile To edit the fax click EDIT the document is generated and displayed on the screen Depending on the setup of your system either MS Word or the Fidelio Internal editor application will be used to display the document Make sure that all the entered information is correct any necessary changes can be made at this time To schedule the time the fax should be sent click ADVANCED the Fax Scheduler dialog box is displayed Select when to SEND THE FAX the default is Now to specify a specific date and time select a SPECIFIC TIME IN THE DAY and enter the date and time to send the fax Select the FAX PRIORITY the default is Normal Click OK Click Send the document is generated and the fax sent How to export correspondence di Select the appropriate booking or event in the grid click the PR
96. NEw The New Booking master screen is displayed it consists of six screens each one represented by a tab E3 New Booking ID 1277 PENE CC Company Name Contact Name Contact on site Booking Name ID Category Source Channel Conference Rooms Conference Status Rooms Status Conference Mar DS Supervisor Demonstration Rooms Mgr No of Attendees Decision Date Follow up Date Individual Reservations Cutoff Date No of reservations Infoboard Attached Function Type Groups pinnae FUR Euro Group name Rooming list Blocks Contract Number Block name E Details Confirmed E FS Distributed Room Grid Rebate Creating at Wednesday January 25 2012 9 37 AM Creating by Supervisor Demonstration 54 Ete E hl 5 Booking Information Deposit Cancellation General Information Linked Profiles Linked Documents Forecast Revenu W ok Arrival Date 25 01 2012 Departure Date 25 01 2012 Account Mar Market Segm Decision Date Follow up Date w Select New Select New Select New Conference Booking Master Screen Tabs Booking Information Information about the booking such as arrival departure number of persons and be entered Deposit Cancellation Information about deposit and cancellation policies General Information Information about changes to the status or dep
97. NN 126 UNINKINO osszon aeaa 137 Waitlist Events a 101 F Function Space Closed Periods Oreal AA 48 B 2 arn Ren ER PR PRED PRERER PRCA TRERER ETE 48 Oa ERP Ren ER ENTE PRR ERT REN PRERTRERTR EEEE 48 Function Spaces Resources 148 H HTML Change the HTML display 14 Collapse HTML Tree aaa 14 Expand HTML Tree u aa 14 View HTML lsplay cccccssccsseneeseeeees 14 PME V OW ARABE AA 14 L Linked Documents EGUINO ioeo E 64 183 LINKING sseniscoiesecba naabo d abaka badabakasabaiad 64 183 Scanning and Linking 64 183 VIEWING 72biaasa daka adnada Babala kaha kakaiabn aya 64 183 BOO Lo NAT I ne 10 M Master and Sub Events 126 Conference Diary Changing an event stari end time 39 Creating a new booking or event 54 using booking master search 37 using QUICK DOOK c1ccseceeeceeeceeeees 33 Displaying function space details 27 Event MOVE wicsiiitctedeatanncdicadcacdocacesannes 37 Function Space a anan 48 Closed Periods asaua 48 D1 ONS AAH 41 Add Sub Event 41 Add View Activities 41 Convert as Sub Event 41 Edit BOOK dds saiaa kansanakananaakaanG 41 Edit Company Profile 41 Edit Contact Profile 41 Edit Event
98. OMYBOMSEARCH has to be amended however it must contain the field customybomsearch ybom id Example How to display the function type description The view has to be changed as follows CREATE OR REPLACE FORCE VIEW V8 SYS CUSTOMYBOMSEARCH AS SELECT ybom id customybomsearch ybom id Introduction 23 24 yfty_longdesc from ybom yfty where ybom_yfty_id yfty_id Customization functionality is controlled by the user right EDIT under Setup Configuration Users User Definition Rights Miscellaneous Grid layout Customization Print functionality is controlled by the user right PRINT GRID under Setup gt Configuration Users User Definition Rights Miscellaneous Favourites The Favourites shortcut toolbar allows you to keep your most frequently used options right where you can find them Your most used options can be added to the Favourites shortcut toolbar where they are more noticeable and more easily organized to suit your purposes To make the most of the Favourites shortcut toolbar you need to organize the options in it this can be done using drag and drop In user settings the Favourites shortcut toolbar can be set to be listed first and will then be the default shortcut toolbar opened when logging on to Fidelio Note The Favourites shortcut toolbar cannot be removed from the toolbar How to add an option to the Favourites shortcut bar 1 Click one of the coloured
99. Oracle Hospitality Suite Conference and Catering Management User Manual Release 8 9 July 2015 ORACLE Copyright 1987 2015 Oracle and or its affiliates All rights reserved This software and related documentation are provided under a license agreement containing restrictions on use and disclosure and are protected by intellectual property laws Except as expressly permitted in your license agreement or allowed by law you may not use copy reproduce translate broadcast modify license transmit distribute exhibit perform publish or display any part in any form or by any means Reverse engineering disassembly or decompilation of this software unless required by law for interoperability is prohibited The information contained herein is subject to change without notice and is not warranted to be error free If you find any errors please report them to us in writing If this software or related documentation is delivered to the U S Government or anyone licensing it on behalf of the U S Government then the following notice is applicable U S GOVERNMENT END USERS Oracle programs including any operating system integrated software any programs installed on the hardware and or documentation delivered to U S Government end users are commercial computer software pursuant to the applicable Federal Acquisition Regulation and agency specific supplemental regulations As such use duplication disclosure modification a
100. R Attach Documents Document Groups DOCUMENTS Allowed Directories C Fidelio Documents Document Name 11 In the DOCUMENT GROUPS list select the document group required 12 In the ALLOWED DIRECTORIES list select the allowed directory required 13 Click BROWSE to display the list of documents 14 Select the required document and click OPEN the Document Name field is filled 8 Attach Documents Document Groups DOCUMENTS Allowed Directories C Fidelio Documents Document Name C Fidelio Documents Document docx i 15 To attach the document click ATTACH the document is shown as a linked attachment on the email report dialog box Maintenance 215 216 E5 Email Report Email Addresses Sender info micros com CT Select All To hotel1 pms addmail int cc BCC Subject aJ Eg a Send as Attachment ES Document docx Email Body Templa tes lt Default gt Default EMail Body EN ii Delete Body Format Text HTML Task 1843 Place 111 Age 0 day 1 hour 50 minute 25 second Task Can someone please come to my room 111 and check the Internet access 16 In the Bopy box make sure that all the entered information is correct any necessary changes can be made at this time 17 Click SEND the document is generated and the email sent How to SMS a maintenance task 1 Click the ROOMS MANAGEMENT menu or the MEETING PLANNER menu and select MAINTENANCE The Maintenance dialog box is displaye
101. RNATIVES under Setup Configuration Global Settings CCM Conference 1 tab Editing Events An event can be edited and adjustments made such as changing the start end time the number of attendees the seating arrangement or changes to the info board How to edit an event 1 Click the MEETING PLANNER menu and select CONFERENCE BOOKING to display the Conference Booking screen Search for and select a Booking Master from the grid Click the Events button the Event Details screen is displayed 4 Select an event and click EDIT the Edit Event screen is displayed Es Edit Event Lunch 21 03 12 12 00 PM Booking ID 1031 BEA Company Name MICROS Fidelio GmbH B Table Res Contact Name Aceti Ralph Contact on site Bestin Lisa Booking Name Department Head Meeting Event Information Event Status DEF Definitve w Info Board Info Board Profile Ind in Package Conference Package II w E Noisy No of Attendees 14 Min Guarantee Block 21 03 12 12 00 PM 2 00 PM Event Type LUN Lunch r Event Name Lunch Start Date 21 03 2012 End Date 21 03 2012 Start Time 12 00PM r End Time 2 00 PM E Alternative Function Space Information Function Space Restaurant ve Shareable Seating Arr Setup Time Rate Amount Setdown Time F a E Soe AI ba Special Rate F Don t Move Ind in Package Rebate 3 Gi o Flat Orig Amount Cost Price TC Alternative bd Expected For
102. Report Email Addresses Sender hotel1 pms addmail int F Select All To hotel L pms addmail int cc BCC Subject to cc ecc E Send as Attachment Attachments Pada Email Body Templates Default Default EMail Body EN i Delete Body Format Text HTML Task 1843 Place 111 Age O day 1 hour 35 minute 10 second Task Can someone please come to my room 111 and check the Ini 6 The To box is automatically completed with the email address from the profile this can be changed by clicking the drop down arrow and selecting the email address to which this email should be sent or by selecting the required email addresses from the list of available in the panel on the upper right hand side and clicking the TO button Click the SELEcT ALL button and then the TO button to select all the available email addresses 7 In the CC box click the drop down arrow and select the email address which should be copied on this email or select the required email addresses from the list of available in the panel on the upper right hand side and click the CC button Click the SELECT ALL button and then the CC button to select all the available email addresses 8 In the BCC box click the drop down arrow and select the email address which should be blind copied on this email or select the required email addresses from the list of available in the panel on the upper right hand side and click the BCC button Click the SeLecT A
103. SPLAY STD MENU amp Misc ITEM DESCRIPTION ON RESOURCES under Setup Configuration Global Settings CCM Conference 1 tab Standard Menus Most properties sell a number of standard or set menus which usually consist of several courses and have a single price How to add a standard menu resource 1 Select an event and click NEw Resource from the bottom of the event edit screen 2 The Function Spaces Miscellaneous Items and Standard Menus categories are displayed on the left hand side of the event edit screen 158 Conference Booking Search Value Artide Resource Frice Booked Function Spaces Miscellaneous Items Standard Menus k Select 26 Close Tree 3 Click on the to list the Standard Menu categories all the configured menu categories such as Receptions Buffets Coffee Breaks Lunch and Dinner Menus will be displayed Select the required category and click on the to list the menus and the default price The width of the resource tree can be changed in order to see the full resource description the last setting is saved per user Conference Booking 159 Q Search f Search Value Artide Resource Price Booked Function Spaces Miscellaneous Items Standard Menus Receptions Titles Beverages Canapes Coffee breaks BuffetI 35 00 Buffet 2 40 00 Buffet 3 45 00 Menus Titles Food LEEEL Select SR Close Tree Note Menus consist
104. TEMPLATES box click the drop down arrow and select the template to be used 3 In the LANGUAGE box click the drop down arrow and select the language if no language is selected the default language from the language configuration will be used 4 In the PREF DISTRIBUTION box the preferred method of distribution for this profile is displayed If a company profile is attached then the contact profiles preferred method of distribution takes priority over the company s Select the SAVE REPORT check box if the document should be saved in history Select the FAMILY GREETINGS check box if the family letter greetings should be used Select the CONTACT and ADDRESS information to be used in the document eS oe r Click EMAIL the document is generated and the email dialog box displayed Fe Email Report Email Addresses Select All racet worldwide com Sender hotel 1 pms addmail int To raceti worldwide com CC BCC Subject Send as Attachment To CE BCC Attachments Pad Email Body Templates Paa lt Default gt Default EMail Body EN W Delete Body Format Text HTML Funetionsheet Bestin Lisa MICROS Fidelio GmbH Organizer Contact on site Mr Ralph Aceti Keith Rodgers Banqueting Dept Europadamm 2 6 Department Head Meeting 21 March 2012 4 Q Cancel Conference Booking 10 11 12 13 14 15 The To box is automatically completed with the email address from the profi
105. Table Reservation Availability grid 14 Enter any additional information in the DESCRIPTION box 15 Enter information in the TABLE CARD box 16 Click OK to save the table reservation Table Reservation Search Criteria With this information Select a restaurant from the list Date to The dates are completed automatically with the booking arrival and departure dates Start time from to Enter from and to times to limit the search to a specific time period Include history Select this check box to include historical table reservation bookings Not Assigned tables Select this check box to display only tables which have not only been assigned Room Enter the room number to limit the search to a specific room number Completed automatically with the booking name Event Select an event from the list all events within the selected dates are displayed The last name of the guest The first name of the guest Description Enter the text to search for a table reservation with a specific description The text can be entered using wildcards in order to search anywhere within the description e g highchair will return reservations with the text Highchair required and also Requires a highchair Status Select a table reservation status from the list the status DEFINITE is selected by default Reservation Enter the reservation number to limit the search to a specific reservation Booking Completed automatically w
106. Time End Time Status Event Name Number of persons Pax Function Space Seating Booking Name Company Name Contact Name Contact on Site and ID In order to easily see the events which belong to a specific day events are grouped by day and the days are coloured alternately yellow and white Tree View a tree listing of all the details associated with this event HTML page free definable HTML display which by default has a list format or a big format where the details are displayed in a non grid style format Entering a event management query The query screen is split into two sections The basic search criteria The advanced query options The basic search criteria You may fill in multiple fields to narrow the search criteria The actual query is displayed in a script format in a window on the right hand side of the screen If no data is entered the list of events displayed is in alphabetical order The options are explained in the Event Management Search dialog box Event Management 193 Event Start Date Search for conferences based on the event start date By default all events for today s date will be shown Select a date from the calendar list box TO To enter a date range select a date from the calendar list box until which the event start date should be searched Event Start Time Search for conferences based on the event start time TO To enter a time range the To time can be entered or selected from li
107. Two types of series may be entered Custom this option is used when details such as the arrival date do not follow a set frequency Series this option should be used if the arrival date and interval of each booking is known For example if each booking is for every second week of the month or if between each arrival date there is an interval of 5 days Enter a custom series 1 Click the MEETING PLANNER menu and select CONFERENCE BOOKING to display the Conference Booking search screen 2 Select a booking master in the grid and click Copy the Copy dialog box is displayed Select Custom to display the Booking Copy dialog box 4 Enter the No oF Copies required A row of details to be completed for each copy is displayed on the Booking Copy dialog box Conference Booking 69 70 10 11 EJ Copy Booking Department Head Meeting 25 01 12 ID 1027 Booking Dates 25 01 12 25 01 12 No of Copies Press tab to create the copies Options Conference Status Conference Only DEF Definitve r Type the arrival date for the booking in the DATE box or click the drop down arrow and select a date from the calendar In the OPTIONS box click the drop down arrow and select the type of booking Select the CONFERENCE STATUS from the drop down list Select the Rooms Status from the drop down list this status will be applied to all the bookings This option is only displayed if rooms have been entered on the orig
108. W under Setup Configuration Users User Definition Rights Hotel Maintenance Maintenance Search Maintenance edit functionality is controlled by the user rights New EDIT DELETE and RESOLVE under Setup Configuration Users User Definition Rights Hotel Maintenance Maintenance Edit SMS Sending functionality is controlled by the parameter ENABLE SMS SENDING under Setup Configuration Global Settings Interfaces Misc Interface 4 tab The parameters for short message sending for maintenance tasks are defined via the section MAINTENANCE SMS NOTIFICATIONS under Setup Configuration Global Settings Generic Generic 3 tab Access maintenance Click the Rooms Management menu or the Meeting Planner menu and select Maintenance The Maintenance dialog box is displayed all the Not Resolved maintenance records are listed by default Maintenance 205 Actual Query View Date from x To Al O Search Locality w Employee O Resolved 2 Clear Description Status Level NotResolved Priority T ype All Low Normal High P New YEA Yearly Maintenance 09 09 11 27 07 11 11 19 01 AM SUPERVISOR FI 26 07 11 3 39 06 PM Trent Rebecca 06 08 11 11 11 21 AM 06 08 11 11 10 03 AM ce TG z g ma 27 07 11 Restaurant Fidelio In the Bar Guest Toilette 107 p g of Order
109. Wo Name Napa Valley Reserve Cabernet Sauvignon 98 Quantity 10 00 Spl Price Outlet lt GeneralRate gt E Induded Dept Code 321 BanquetFood w CostPrice 5 00 Orig Price 10 00 Rebate Hat Price 100 00 E Alternative C3 Cancel 9 Enter the COURSE number 10 Enter the CouRSE ORDER for example if there are two starters define the first one with course order 0 and the second one with course order 1 11 The NAME of the item is completed by default but can be changed if required 12 The QUANTITY of the item is taken from the number of attendees on the event but can be changed if required 13 Prices may vary per outlet so select an OUTLET if applicable e g bar restaurant or banqueting 14 Select the INCLUDED option if the item is to be included in the standard menu If not selected then the item will be charged separately 15 Enter the PRICE if applicable 16 Enter the Cost PRICE if applicable 17 The DEPT Cope is filled by default select a different department code if required 18 Click OK the new menu item is added to the course listing on the edit standard menu dialog box 19 Click CLOSE to close the pre defined menu items listing Add Resource dialog box Pre Defined Menu Items Field Definition Defines the menu course of this newly booked menu item Course Order Used to further define the order For example if there are two starters Define the first one with co
110. ability of function spaces and to start the booking process In addition to creating new bookings details of existing bookings and events can be viewed and changed and calendar events and PMS availability are displayed Note Calendar events with the type conference bookings are not displayed in the conference diary How to view the conference diary Click the MEETING PLANNER menu and select CONFERENCE DIARY or press F3 The Conference Diary is displayed The user can scroll up and down within the conference diary by rotating the wheel of the mouse a ees Sa ater coe 00aM_ v Space Type ae z Q search z SMTWTEFS Order By Name w Space Name v 5 Bert Mier FOG AE a ala a Mew Type Tr an v jp Ca z Types 13 14 15 16 17 18 19 View By TEE E aa Fl Individual SR 20 21 22 23 24 25 26 7 Combined PJ Rest Avail 27 28 29 30 Zoom horizontal 4 gt Min Area Z Shareable an Zoom vertical a a gt Floor Seldom cM Tuesday 01 November 2011 7 8 00 AM 9 00 AM 10 00 A 11 00 A 12 00 P 1 00 PM 2 00 PM 3 00 PM 4 00 PM 3all I jallroomI I lt C gt 3all II 5100 25101 5102 oyer lt S gt testaurant lt S gt oom me Aa YA om HI am T a em ne Aa Aa eat E Ta a Ra 4 m j Caption Booking Name E GS wa Le JJH F Hide Search The layout of the diary can be changed by activating the parameter DISPLAY FUNCTION SPACE FOR EACH BOOKING Bookings entered
111. ability of rooms functions space and capacity are performed and will be returned by Suite8 with the relevant messages Note If individual reservations were entered on the original booking then they will be copied with the linked reservation status for the selected room status Deleting a Booking Master How to delete a booking master 1 Click the MEETING PLANNER menu and select CONFERENCE BOOKING to display the Conference Booking search screen 2 Select a booking master and click DELETE a confirmation message is displayed Information i Confirm delete ie 3 Select Yes to delete the booking master 4 The booking master is deleted along with all other details such as events and room block deposit amp cancellations are also deleted Note Deleting a booking master is user right dependent Deletion of a booking master is not allowed if the CCM Info Board Interface is active Conference Booking Cancelling a Booking Master If a booking is to be cancelled then the status of either or both the conference and the rooms must be changed to a cancel status How to cancel a booking 1 Display the Booking Master Booking Information tab 2 Change either or both the CONFERENCE STATUS and the Rooms STATuS to a cancel status the Cancellation dialog box is displayed R Conference Cancellation for Department Head Meeting Conference Rooms Reason Reason Lost to Lost to History History Description Descript
112. allows the property to enter a different name For example the booking was made by Star Conferences for the company IBM so on the doorcard IBM should be displayed 128 Conference Booking The handling is such that when a company and a contact are entered the entry in the field Info Board Profile replaces the company if only a contact is entered the entry in the Info Board Profile replaces the contact If no entry is made in the Info Board Profile then the company contact name from the booking will be displayed Incl in Package Check this box to define if the event is included in a conference package The field is only accessible if a conference package has been booked for this day Noisy Select this box to indicate that the event will be a noisy one such as a dinner party with live music playing If the noisy flag has been set users can also see the indication in the conference diary Block This is a view only field and shows the start time and the end time the function space is blocked for This is setup time plus event start time and event end time plus set down time This is completed automatically if a room block with a block code is attached Function Space Information Function Space Select the function space from the drop down list of Required defined function spaces If a shareable function space is linked to the event type selected this will be displayed automatically but may be changed as r
113. also see the indication in the conference diary Block This is a view only field and shows the start time and the end time the function space is blocked for This is setup time plus event start time and event end time plus set down time This is completed automatically if a room block with a block code is attached Function Space Information Function Space Select the function space from the drop down list of Required defined function spaces If a shareable function space is linked to the event type selected this will be displayed automatically but may be changed as required Seating Arrangement Select the seating arrangement from the drop down list In some cases the seating arrangement might already be filled in i e if the parameter flag MULTIPLE FUNCTION SPACES PER EVENT has been activated under Setup Configuration Global Settings Conference tab Rate Select the rate from list box of defined rates such as full day or half day The rate codes are defined under Setup Configuration Conference Management Function Spaces Rate Codes In some cases the rate might already be filled in i e if the parameter MULTIPLE FUNCTION SPACES PER EVENT has been activated under Setup Configuration Global Settings Conference tab Amount The amount is filled with the rate entered under Setup Configuration Conference Management Function Space Definition Rates tab It is also possible
114. ame Description Status Definitive w Table Reservation Reservation Booking 1242 MICROS FIDELIO Gm Restaurant bolo jee Reset Filter Several search criteria such as the dates the booking name and the booking are completed with details from the booking Complete any other required search criteria by typing information or selecting information from the available lists For an explanation of the search criteria see the Table Reservation Search Criteria table below Click SEARCH to list the table reservations according to the entered search criteria Click CLOSE to close the table reservation search screen How to enter a new table reservation 1 Click the MEETING PLANNER menu and select CONFERENCE BOOKING to display the Conference Booking screen Search for and select a Booking Master from the grid Click the Events button the Event Details screen is displayed Conference Booking 93 4 Select an event and click EDIT the Edit Event screen is displayed 5 Click TABLE RES and then select CREATE NEw The Table Reservation Edit screen is displayed EB Reservation Edit Profiles Reservations E Add MICR OS5 Fidelio GmbH Aceti Ralph dit Edit Quick Prof 1f Availability Last ir Mame n E Scho Date Restaurant Restaurant Templates Time from 12 00 to 1400 ofadults 14 7 Sharable 0
115. an alternative menu is required select the menu from the list of reserved menus NOTE This option is only displayed when at least one other standard menu from the same category menu category has been defined Menu Price Split Defines how much of the standard menu price should be charged to each department code The price may be split between a food department code and a beverage department code the setup is the same for both codes For example a standard menu may include a glass of wine so 95 of the menu price may be allocated to a food department code and the remaining 5 allocated to a beverage department code When posting standard menus with one menu price split the department code of the split will be displayed in the posting screen Conference Booking 163 When posting standard menus where there are two menu price splits the department code defined via the parameter DEFAULT DEPT CODE FOR MENU is displayed in the posting screen Note The entered menu price split must equal the total menu price Department Code The first department code for the menu price split is Food usually a food department code and the second one a Department Code beverage department code Beverage Orig Price Displays the original price of the menu item before any discounts are applied Rebate Defines whether a rebate is to be applied and if the rebate calculation is by or a FLAT rate The percentage or flat rate amount to
116. anc The screen is split into two sections Event participants list lists all the participants included on the participants list Available booking participants list lists booked participants not yet included on the participants list 2 Select a participant from the AVAILABLE BOOKING PARTICIPANTS LIST and click INCLUDE to add a participant to the Event participants list 3 Select a participant from the EVENT PARTICIPANTS LIST and click EXCLUDE to remove the participant from the Events participants list 4 A profile can be edited by clicking PROFILE EDIT 5 Click PRINT to print a list of all attendees 6 Click OK to save the participants list 136 Conference Booking Note It is not possible to have more participants than the number of attendees on the event level or the booking level a warning message is displayed and the participant list has to be adjusted Financial Accounts Financial Accounts are accounts that do not affect the properties availability and are used to post charges to non guest accounts For example permanent accounts such as staff accounts POS Accounts or other internal accounts used to post no show and cancellation fees corrections or charges for non staying guests Financial Accounts are also used for conference bookings and conference telephone charges and internal lost postings such as interface late charges Note In the Meeting Planner module the financial accounts option and postings func
117. and DOWN arrows 5 Click the Compose button to display the Internal Editor screen Efe Letter o JEG fata File View Edit Insert Format Outline ce bed SaveAs 4 QQ GBR we E Wk v fe Pagebreak A EE E E E E B Z U WA Ao E S S BIFF g fookmars LEAN NAN on 317124132114215 16 1T B9 N0 A12 1 13 oaa nN Micros Fidelio Demo Program Europadamm 2 6 41460 Neuss MICROS FIDELIO GmbH k Mer Ralph Aceti 534 N Tallvrand Street a 76206 Wichita TX E 3 Neuss 16 10 11 g Dear Mr Aceti Thank vou for vour reservation at the Micros Fideho Demo Program It is mr pleasure to confirm x vour accommodation details as follows 6 Make any additions or changes to the letter as required 7 To print the letter click FILE then PRINT 8 To email the letter click FILE then E MAIL 9 To save the letter click FILE then SAVE As 10 Allocate a FILE NAME choose the location to save the letter and click SAVE The letter is saved in RTF format Conference Booking 85 12 Click FILE then CLOSE to exit the Internal Editor Events This option is used to add new events to a booking master typical examples of events are meeting conference lunch dinner or coffee breaks Everything that gets booked to an event is known as a resource for example the actual function space miscellaneous items such as decoration and technical equipment and the food and beverage items When a new event is entered
118. and right click to display the short cut menu Customize Restore Defaults Show Defaults Print 2 Select CUSTOMIZE to open the customize screen The fields already used are marked with a green check mark 3 On the grid point to the column to be removed and drag it to the customize screen yellow arrows are displayed at each end of the column name Once the column has been removed the green check mark is removed from the field name on the customize screen 4 Click the in the top right hand corner to close the customize screen A message is displayed asking if you want to store the grid layout Select YES to save the changes or No not to save any changes Column Properties Field Description esses The field name as it is defined in the database table The field caption Defines if the column will be fixed to the left side when scrolling to the right to view additional fields of the grid Columns marked as fixed are highlighted grey Introduction How to create a customised grid view for profile search Users familiar with the Fidelio Suite8 table structure and fields can create a customised grid view for the profile search This functionality is controlled by the parameter CUSTOM VIEW IN PROFILE SEARCH under Setup Configuration Global Settings Miscellaneous Search Screens 2 tab To add fields to the Grid Customization dialog box the view V8_SYS_CUSTOMXCMSSEARCH has to be amended Example Adding the f
119. and select a date from the calendar If the number of minutes needed to complete this task have been defined then the DUE DATE and time are automatically completed 9 In the STATUS LEVEL box select the current status level of this task the status level can be updated at any time 10 Click OK to save the maintenance task record 11 1f the maintenance type selected is configured as OUT OF ORDER then a message is displayed asking if the room should be placed out of order Maintenance 207 Information Do you want to set the room out of order 11 Select Yes to place the room out of order 12 The out of order dialog box is automatically displayed when confirming the out of order message see setting a room status to OOO or OOS See page 209 Maintenance task dialog box Field Definition Locality Select the location of the maintenance task Room Function Space Location or Public Location Description The description selection is dependant on the locality selected Rooms choose a room number from the list of available rooms Function Space choose a function space from the list of available function spaces Location choose from a list of defined locations Public Place a place is not required to be selected Type Defines the maintenance issue select a type from the list of defined maintenance types Additional description about the defect can be entered in this box Resp Employee Select the responsible
120. and the date and time it was printed in the History section of the Print dialog box How to preview a document 1 ga pat oe a Select the appropriate booking in the grid click the PRINT button to display the Print dialog box In the TEMPLATES box click the drop down arrow and select the template to be used In the LANGUAGE box click the drop down arrow and select the language if no language is selected the default language from the language configuration will be used In the PREF DISTRIBUTION box the preferred method of distribution for this profile is displayed If a company profile is attached then the contact profiles preferred method of distribution takes priority over the company s Select the SAVE REPORT check box if the document should be saved in history Select the FAMILY GREETINGS check box if the family letter greetings should be used Select the CONTACT and ADDRESS information to be used in the document Click PREVIEW the document is generated and displayed on the screen Conference Booking 75 9 At this point the document can be printed or saved to be printed at a later time 10 To print the document click the PRINT icon 11 To save the document click the Save icon enter a file name to save the document 12 Click SAVE 13 Close the preview screen How to email correspondence 1 Select the appropriate booking or event in the grid click the PRINT button to display the Print dialog box 2 In the
121. ar Resp Defines the responsible department such as the kitchen Department Required Dept Code Defines the department code which should be used for postings Required for example room rental or a food or beverage department code Portion Defines how the item is portioned Most useful for beverage items to define whether it is by glass or bottle Incl in Menu Defines if the price of the menu item is included in the menu Generally used for food items and mainly used in properties that sell set menus where the food item is always included in a menu and is not priced individually When selecting the menu from the booking it is still possible to change this item to exclude Outlet Defines if the item price is per a specific outlet e g bar restaurant or banqueting The cost price of the menu item The sales price for this item Quantity The quantity this is filled automatically with the number of attendees but may be changed as required A number including decimals may be entered How to edit a menu item 1 Select an event then select the standard menu resource to be edited on the resource grid 2 Click EDIT from the bottom of the event edit screen the Edit Standard Menu dialog box is displayed 3 On the bottom of the standard menu edit screen the courses of the standard menu are displayed 4 Select the standard menu item to be edited click EDIT the resource item edit dialog box is displayed Conferen
122. are merged automatically or a list of the conference package events is displayed all events are selected by default to be merged a aes _ StartDate EndDate Start Time EndTime EventName Pax 10 07 11 9 00 AM 6 00 PM Meeting 10 07 11 10 00AM 10 30AM Coffee break in the morning 10 07 11 12 00PM 2 00 PM Lunch 10 07 11 3 30PM 4 00 PM Coffee break in the afternoon 7 Make any adjustments required to the selection and click OK to merge the events How to unmerge a package 1 Click the MEETING PLANNER menu and select CONFERENCE BOOKING to display the Conference Booking screen Search for and select a Booking Master from the grid Click the Events button the Event Details screen is displayed 4 Select an event and click PACKAGES the Packages for Booking screen is displayed Any conference packages already attached to the event are listed 5 Select the conference package to be unmerged and click UNMERGE a confirmation message is displayed Information Are you sure to unmerge 6 Click YES to unmerge the package Conference Booking 115 116 A list of the conference package events is displayed all events are selected by default to be unmerged R Select Events 9 00 AM Meeti Th oe a Select all 10 00 AM Coffee break in the morning 50 12 00 PM Lunch 50 Unselect all 3 30 PM Coffee break in the after B Select the events to be unmerged and click OK Merge pa
123. art End Date 27 10 11 ko Je fogs E 08 11 11 ID 1206 yF AN Classroom Style 2250 00 Laser Pointer 1 EUR DAY 15 00 15 00 Speakers and Amplifier 1 eur pay 170 00 170 00 Overhead Projector 1 EUR DAY 30 00 30 00 Screen 3 60 x 3 60m 1 EUR HOU 5 00 40 00 4 Ii New Ect Space 7 New Resource 4 Edit S Menu cards tee ome emo gon Everything that gets booked to an event is known as a resource Typical resources are Function Spaces Miscellaneous Items such as decoration technical equipment etc Standard Menus food and beverage items Resources are displayed in the order in which they are booked They are grouped according to item type all miscellaneous items together and all standard menu items together it is not possible to group different item types together but the order can be changed within a group by moving the items up and down on the resources grid The FORECAST REVENUE tab displays information about the expected forecasted and posted revenue of the event the tab is split into two parts Package items Non package items Conference Diary Tasks amp Activities Use this option to view edit delete or create new tasks or activities that are specific to the booking A typical example for a task linked to a booking master would be a follow up on the signed contract 1 Ca Select TASKS a
124. as to be filled in for the booking master Contact on site Enter the name of the contact on site if known Booking Name Enter the booking name Market Segment Select the market segment applicable to the booking Source Select a source code that best defines on how the booking was received Credit Status The credit status option is view only and depends on the company contact profile that was selected C for cash listed R for credit status restricted A if city ledger status has been approved Note Depending on the companies contacts credit status a warning message may be displayed with the option to continue Select a date from the calendar if the customer has to decide by a certain date This will be completed automatically if a default has been defined in global settings Decision Date Select a date from the calendar if the property would like to follow up with the customer for example the date when the signed contract has to be returned This will be completed automatically if a default has been defined in global settings Event Information Event Status Select the event status Event Type Select the event type Event Name Will be filled in automatically depending on the event type selected but can be changed Follow up Date No of Attendees Enter the number of attendees for this event Min Guarantee If agreed with the customer enter the minimum number of guaranteed attendees for this event Start
125. at this time At this point the letter can be printed or saved to be printed at a later time To print the letter click the PRINT icon or select PRINT from the file menu Close the edit screen if changes were made you will be prompted to save the changes If using MS Word as the editor click Exit to close the application If the document was edited and saved but not yet printed then the template name will be displayed with Saved after the name and the date and time it was saved in the history section of the Print dialog box If the document was printed then the template name will be displayed and the date and time it was printed in the history section of the Print dialog box How to print saved correspondence Lk SF vee i Select the appropriate booking in the grid click the PRINT button to display the Print dialog box Select the document to be printed from the list of templates in the History section of the screen Click EDIT HISTORY the letter is displayed on the screen Depending on the setup of your system either MS Word or the Fidelio Internal editor application will be used to display the document Make sure that all the entered information is correct any necessary changes can be made at this time Click the PRINT icon or select PRINT from the file menu to print the letter Close the edit screen If using MS Word as the editor click ExiT to close the application The document template name will be displayed
126. attendees How to create a sub event 1 Click the MEETING PLANNER menu and select CONFERENCE BOOKING to display the Conference Booking screen 2 Search for and select a Booking Master from the grid Click the Events button the Event Details screen is displayed Click SUB EVENT or right click and select ADD SUB EVENT from the short cut menu The New Event screen is displayed with a comment indicating that this is a Sub Event of Event Name 126 Conference Booking R New Sub Event for event Meeting 30 01 12 9 00 AM Booking ID 1242 Company Name MICROS FIDELIO GmbH Contact Name Fancourt Martin Contact on site Booking Name MF Germany Suite 8 Conference Event Information Sub Event of Meeting 1482 Event Status TEN Tentative w Info Board Info Board Profile Ind in Package E Noisy No of Attendees 50 Min Guarantee Start Date 30 01 2012 End Date 30 01 2012 Start Time bal End Time bal TC Alternative Z Function Space Information Function Space Ballroom I Seating Arr Setup Time Rate Amount Setdown Time Dept Code eat doh es Siu ea Special Rate Don t Move Ind in Package aig Flat Orig Amount Cost Price T Alternative Expected Forecast Information Department Code Expected Per Pers Expected Flat Rate Expected Total Complete the options as detailed in the table below Click OK to save the sub event A master event is indicated by in
127. ce Booking Ba Edit Caesar Salad with Dijon mustard dressing for Menu of eve lo Category Beverage Food Course 1 Course order U Menu Item Name 1 Caesar Salad with Dijon mustard dressing Menu Item Name 2 and roasted chicken breast Menu Item Name 3 Menu Item Name 4 Description Origin 1 maa Origin 3 Year Resp Department KIT Dept Code 321 Banquet Food Porton E Ind in Menu Dutet lt General Rate gt CostPrice 5 00 Orig Price 10 00 Quantity 10 Rebate Eyn A Total Rebate Price 100 00 TC Alternative 5 Make any necessary changes and click OK to save the changes Resource Item dialog box Fia oema SS Category Beverage Defines if the item is either a food or a beverage item Food Course Defines the menu course of this customised menu item Course order Used to further define the order For example if there are two starters Define the first one with course order O the second with one Menu Item Name 1 4 Defines the appearance of the item on the function sheet Used to add additional information about the item Origin 1 3 Only used for beverages mostly wines to further define the origin of the wine or vinery Only used for beverages mostly wines to define the year Resp Department Defines the responsible department such as the kitchen Conference Booking 173 Required a Dept Code Defines the department code which should be used for Required po
128. ce dates and or times as required If the time period for the resource being booked is either before or after the dates and time period of the event then a message is displayed Information KO Resource Start Time End Time must be within the Start Time End Time of the Event Do you still want to continue 4 Select Yes to continue with the resource booking the event start and end dates times are extended accordingly 5 Click OK to save the changes Note Resources are often required before an event starts and after the event has finished Edit Miscellaneous Resource Items dialog box Field Name Explanation Item Name The name of the item is completed by default but can be changed if required Attribute If for the miscellaneous item additional attributes have been defined they can be selected from the drop down list Attributes further describe or define the item Quantity Enter the required quantity of the item Per Person External Defines whether or not the item is an external one If the item is defined as an external item the external flag will be set automatically If an item that is not been defined as external needs to be ordered from a third party company for a particular function it can defined here Resp Dep Select a department responsible for the item from the list box Will be filled automatically with the defaults from configuration Dept Code Select a department code from the drop down list Will
129. cial Accounts 12 cc0sceeeeeeeees 137 Participants EIST pasada dada 136 Index Financial ACCOUNIS aaa 137 from the conference diary 37 Linking billing instructions 137 LINKING credit cards 137 LINKING profiles aasa 137 Manual POStING 1 cccccseecsecceecseeneeees 132 Manual POStINGS cccccssccsseeesseeneeens 132 Master and Sub Events 126 CONE OO naaanod kaan 126 Ba sereno 126 OROAUDG srren oe 126 DGICUAG esn nana kaakanaa 126 NG NGA eee 86 NEW VEN Ian aaa 86 NOTES EE 119 SCP LOJ PAA 135 on the booking master screen 63 64 Participants List a anan 136 HESOULCES aasa ies nak e EENEN eer Laba 146 Adding a new function space 86 Adding a standard menu 158 Adding miscellaneous Items 151 Copying miscellaneous items 151 Editing miscellaneous items 151 Function SPACES viccre viise 148 MENUEN anna nba ea 167 Miscellaneous Items 151 NO 119 ACSOUICES 2c 146 Standard menu Changing custom menu items 167 Changing Menu items 167 Deleting menu Items 167 Standard Menus a 158 Set Change Course Orders 158 Search criteria on the Conference Diary 27 Searching for on the Conference Diary 27 SUD EVENS manna A
130. ckage event functionality is controlled by the parameter MERGE PACKAGES under Setup Configuration Global Settings CCM Conference 1 tab Packages can be merged automatically or the user can choose which package events to merge With both the MERGE AUTOMATIC and ASK FOR MERGING options the user is prompted before merging the package events however with the option ASK FOR MERGING the user can select which events to merge Alternatives functionality is controlled by the parameter USE ALTERNATIVES under Setup Configuration Global Settings CCM Conference 1 tab Note If a package is required for 2 days the package should not be booked as start date Day 1 and end date Day 2 as this would block the function spaces for the individual events for the entire time and not just from 09 00 18 00 on both days Note Packages set as ALTERNATIVE cannot be merged and packages already merged cannot be set as ALTERNATIVE Event Groups Event groups can be set up to include all the necessary events and resources for a particular type of event for example a wedding This option allows the user too quickly and easily select and book an event group which means that all the necessary events required are booked in one step and do not have to be entered one by one If an event group has been booked then the Ev GROUP search field displayed on the Event Details screen can be used to display a list of the events belonging to the e
131. ckage or if a new package Should be created If COPY EXISTING PACKAGE is selected then the existing packages are displayed and the user must select the package to copy In the MASTER SUB EVENT box click the drop down arrow and select if the event should be created as a master event or as a sub event Conference Booking 15 Under the MASTER SUB EVENT box an additional box is displayed where users can select under which event the sub event should be copied Original event defines the master event and the New event defines the newly created master event if master and sub event were selected to be copied together 16 If CREATE AS A SUB EVENT is selected then the original events are listed for selection and the user must select the event for which the copied event will be a sub event 17 Select the ALTERNATIVE option to reserve an alternative event select a specific alternative event from the list of booked events 18 In the EVENT GROUP OPTIONS box click the drop down arrow and select if the event Should be copied without the event group or if a new event group should be created 19 Click OK to confirm the copy process a processing message is displayed The required number of events are created Note Checks on the availability of functions space and capacity are performed and will be returned by Suite8 with the relevant messages If the event being copied was waitlisted and there is now space for the copied event then a message is
132. ct the appropriate booking or event in the grid click the PRINT button to display the Print dialog box 2 In the TEMPLATES box click the drop down arrow and select the template to be used 3 In the LANGUAGE box click the drop down arrow and select the language if no language is selected the default language from the language configuration will be used 4 In the PREF DISTRIBUTION box the preferred method of distribution for this profile is displayed If a company profile is selected then the contact profiles preferred method of distribution takes priority over the company s Select the SAVE REPORT check box if the document should be saved in history Select the FAMILY GREETINGS check box if the family letter greetings should be used Creating correspondence for an individual profile requires that only the ADDRESS be selected as the profile is selected by default When creating correspondence for a company profile the primary CONTACT and primary ADDRESS of the company is selected by default but can be changed as required 8 Click EMAIL the document is generated and the email dialog box displayed Conference Booking 79 10 i 12 13 Fe Email Report Email Addresses Sender hotel L pms addmail int F Select Al To raceti worldwide com CC BCC Subject Send as Attachment To CC BCC Attachments aad Email Body Templates ee Default Default EMail Body EN Delete Body Format Text
133. ct this check box to display only tables which have not only been assigned Room Enter the room number to limit the search to a specific room number Completed automatically with the booking name Event Select an event from the list all events within the selected dates are displayed The last name of the guest The first name of the guest Description Enter the text to search for a table reservation with a specific description The text can be entered using wildcards in order to search anywhere within the description e g highchair will return reservations with the text Highchair required and also Requires a highchair Status Select a table reservation status from the list the status DEFINITE is selected by default Reservation Enter the reservation number to limit the search to a specific reservation Booking Completed automatically with the booking number Note The table reservation linked to an event can also be listed via the option SHOW ATTACHED TABLE RESERVATIONS on the OPTIONS menu on the event details screen Restaurants are linked to a function space via the option RESTAURANTS under Setup Configuration Table Reservations Conference Booking Copying Events The copy functionality may be used to create several events for the same booking How to copy an event 1 Click the MEETING PLANNER menu and select CONFERENCE BOOKING to display the Conference Booking screen Search for an
134. ction Space Selection List Field Name Explanation Function Space name Enter the name of the function space if known Available Select this option to show only those function spaces that are available on the booked date during the entered start end times All Select this option to show all function spaces Function Spaces that are not available will be highlighted in red Click this button to select the highlighted function space Details Click this button to view the configuration information such aS measurements rates or seating arrangements If a picture of the function space is available then this can be viewed by selecting the EXTRA INFO tab Miscellaneous Items Everything that gets booked to an event is known as a resource Most events require specific items other than food and beverage be it decoration for a wedding or technical equipment for a presentation Any item which is not a food and beverage item or a function space is known as a miscellaneous resource How to add a miscellaneous item 1 Select an event and click New Resource from the bottom of the event edit screen 2 The Function Spaces Miscellaneous Items and Standard Menus categories are displayed on the left hand side of the event edit screen Conference Booking 151 Search Value Article Resource Price Booked Function Spaces Miscellaneous Items Standard Menus 3 Click on the to list the Miscellaneous Items categories sel
135. d all the NoT RESOLVED maintenance records are listed by default Select the maintenance task to be printed and click the PRINT button The Maintenance Task Print dialog box is displayed In the TEMPLATES box click the drop down arrow and select the template to be used In the LANGUAGE box click the drop down arrow and select the language if no language is selected the default language from the language configuration will be used Click SMS the Send SMS dialog box is displayed Maintenance Fi Send SMS Mobile Phones To Task 1843 Place 111 Age O day 1 hour 1 minute 20 second Task Can someone please come to my room 111 and check the Internet access 6 The To box is automatically completed with the mobile phone number for the employee responsible for this task this can be changed by clicking the drop down arrow and selecting the mobile phone number to which this SMS should be sent or by selecting the required mobile phone numbers from the list of available in the panel on the upper right hand side and clicking the To button In the SMS box make sure that all the entered information is correct any necessary changes can be made at this time 8 Click SEND to send the SMS How to fax a maintenance task 1 Click the ROOMS MANAGEMENT menu or the MEETING PLANNER menu and select MAINTENANCE The Maintenance dialog box is displayed all the NoT RESOLVED maintenance records are listed by default Select th
136. d date and time Setup Time The setup time entered on the configuration of the miscellaneous items If an item with pre defined setup time is booked this field is filled automatically with the defaults but can be changed or added at any time Set down Time The set down time entered on the configuration of the miscellaneous items If an item with pre defined set down time is booked this field is filled automatically with the defaults but can be changed or added at any time Alternative Select this option to reserve an alternative resource select a specific alternative resource from the list of reserved resources NoTE This option is only displayed when at least one other resource from the same category has been reserved The description is taken from the configuration but may be changed as required Note The additional description box is only displayed if the parameter DISPLAY STD MENU amp MISC ITEM DESCRIPTION ON RESOURCES is active How to delete a miscellaneous standard menu item 1 Select an event then select the resource to be deleted on the resource grid 2 Click DELETE from the bottom of the event edit screen a confirmation message is displayed 156 Conference Booking Are you sure you want to delete this Resource mam 3 Select Yes to delete the resource How to copy a miscellaneous standard menu item Booked items can be copied from one event to another but only within the same booking
137. d down the left mouse button 4 Drag the mouse to the right until the required date and time are selected release the left mouse button the short cut menu is displayed Select CONFERENCE BOOKING the share mode message is displayed Select YES to book the function space as shareable this allows other groups to be booked into the same function space Selecting No will book the function space in exclusive mode which will not allow other groups to be booked into the same function space without waitlisting them 7 Select QUICK Book or New to create a new booking or select an existing booking and then the Events button to add a new event to an existing booking Conference Diary How to view shareable function space events To view the list of groups booked into the shareable function space 1 Highlight the event bar in the conference diary the hint bar lists the groups that are sharing the function space 2 Right click to display the short cut menu select VIEW SHARE LIST From here all related information can be accessed There are a variety of options available from the conference diary floor plan screen for viewing or changing information that is related to an event or booking Displaying the conference diary floor plan options 1 Click the MEETING PLANNER menu and select CONFERENCE DIARY or press F3 The Conference Diary is displayed 2 On the conference diary screen highlight an event Right click to display the short cut me
138. d from the list of already booked resources Alternatives functionality is controlled by the parameter USE ALTERNATIVES under Setup Configuration Global Settings CCM Conference 1 tab Additional attributes to collect non standard information about the resource can be added via the option ATTRIBUTE CATEGORIES under Setup Configuration CRM To display the attribute category list box on the resource edit screen the option RESOURCE has to be selected For each attribute category defined a marketing info category is created The elements for each new list box are defined via the option MARKETING INFO under Setup Configuration CRM Rebate functionality is controlled by the parameter ENABLE CARDLESS REBATE HANDLING under Setup Configuration Users User Definition Rights Booking Master The adding editing or removal of a rebate percentage or flat rate on a resource is controlled by the user right CHANGE REBATE FOR RESOURCES under Setup Configuration Users User Definition Rights Booking Master Conference Booking 147 148 Function Spaces The function space details may need to be amended or an additional function space added to an event These types of changes may be made in one of the following ways Select an event and press EDIT Changes such as seating arrangement or rate can be made on the function space information section on the lower part of the e
139. d select a Booking Master from the grid Click the Events button the Event Details screen is displayed 4 Select an event and click Copy a message is displayed asking if you want to copy the event to multiple bookings Information 5 Click No to copy the event to a single booking or click YES to copy the event to multiple bookings if YES is selected then the Booking Master Search screen is displayed E2 Booking Master Search Sc Arrival Date 21 01 2012 _ E ind inhouse T an bury Conf Status Rms Status Booking ID Conf Manager Company Name J baa E ind Participants Adv Query E Participants only Arrival Date Booking Name Conf Stat Rms 5 Pax N Company Name Contact Na KR 31 01 12 Price Waterhouse Presentation Price Waterhouse Lincoln Malc DS D5 31 01 12 MF Germany Suite 8 Conference l MICROS FIDELL Fancourt M 31 01 12 Monthly Staff Meeting o Mansfield Jane 6 Search for and select the check box for each of the bookings the event is to be copied to click the SELECT button The event copy dialog box is displayed Conference Booking 97 98 10 11 12 13 14 Ba Copy Event Meeting 31 01 12 8 00 AM Booking ID 1043 Booking Dates of Original Booking 31 01 12 31 01 12 No of Copies a Press tab to create the copies Enter the No or Copies to be created and press the Tas key to create the copies The BOOKING DATES
140. dialog box is displayed Conference Booking Document Groups DOCUMENTS Allowed Directories C Fidelio Documents Document Name 14 In the DOCUMENT GROUPS list select the document group required 15 In the ALLOWED DIRECTORIES list select the allowed directory required 16 Click BROWSE to display the list of documents 17 Select the required document and click OPEN the Document Name field is filled Document Groups DOCUMENTS Allowed Directories Fidelio Documents Document Name C Fidelio Documents Pocument docx Conference Booking 81 82 18 To attach the document click ATTACH the document is shown as a linked attachment on the email report dialog box 8 Email Report Email Addresses Sender hotel 1 pms addmail int F Select All To racet worldwide com CC BCC Subject Lobo a sa Send Edit Attch Format Adobe Acrobat PDF Te ec Bec Attachments Document docx Pad Email Body Templates lt Default gt Default EMail Body EN i Delete Body Format Text Please enter your default Email Body Text here a G3 Cancel 19 In the Bopy box make sure that all the entered information is correct any necessary changes can be made at this time 20 If the email should be saved and sent later then click SAVE DRAFT the email is saved and the template name is displayed with E Mail Saved after the name and the date and time it was saved in the histor
141. e adjusted as required 10 If the reservation is being made using a guest profile the OF ADULTS defaults to No OF ATTENDEES as defined in the booking minus the number for which a table reservation already exists if the reservation is being made using a reservation then the OF ADULTS BABY CHILD and TEENAGER are taken from the reservation but maybe changed if required 11 In the TABLES box click on the down arrow to open the Select Available Table dialog box Bi Select Available Table Eg All attributes Atleast one attribute C Ignore attributes PA Smoker iy Refresh Reset filter Table 4 Table 5 Table 6 Table 7 Table 8 Table 9 Table 10 Be oe oe ee GG BR Aa Table 13 Table 14 Table 15 Sm in Jp mann Hd Oo C0 ey eS eS MT TF MF OM Oo OF fa ta Es co 7 G D 8 Ba Ga 868 8 a a DOl Gd aQ Ba Ba Ba Ga a a amp 13 Selected capacity Standard OD Maximum O Required 1 Pi Multiple tables can be selected if required and tables can be displayed according to attribute type such as smoking or non smoking The standard and maximum number of available seats is displayed for the selected table or tables A table number must be selected if the parameter TABLE NUMBER IS MANDATORY IS active 190 Conference Booking 12 Select the required table and then click SELECT 13 Select the CoLour in which the table reservation should be displayed in the
142. e event edit screen the Print dialog box is displayed 4 In the TEMPLATES box click the drop down arrow and select the template to be used 5 In the LANGUAGE box click the drop down arrow and select the language if no language is selected the default language from the language configuration will be used 6 Click PRINT to print the menu card or click PREVIEW to display the menu card on the screen 7 Click CLOSE to close the Print dialog box 174 Conference Booking Available Menu Cards The difference between SGL and MPL is the layout MPL reports can be used for buffets long menus or multiple menus Report Name Menu Card C o ense riomsa CARD BEV FOOD SGL rpt FCR CCM 9971 MENU Beverage CARD BEV FOOD MPL rpt FCR CCM 9972 MENU Event Info Food CARD EV FOOD SGL rpt FCR CCM 9973 MENU Event Info Food CARD EV FOOD MPL rpt FCR CCM 9974 MENU Menu Notes Food CARD NOTES FOOD SGL rpt FCR CCM 9975 MENU Menu Notes Food CARD NOTES FOOD MPL rpt FCR CCM 9976 MENU Event Info Beverage CARD EV BEV MPL rpt FCR CCM 9977 MENU Menu Notes Beverage CARD NOTES BEV MPL rpt Activities amp Tasks linked to a Booking Master Use this option to view edit delete or create new activities and or tasks that are specific to the booking A typical example for an activity linked to a booking master would be a follow up activity on the signed contract Click the ACTIVITY TASKS button on the right
143. e event name and the start and end times for each event included in the event group are detailed Click OK to close the Event Groups dialog box Click CLOSE all events defined in the event group are listed on the Event Details screen a blue tick mark indicates that the event is part of an event group Event Groups dialog box Start Date Completed with the arrival date from the booking master End Date Completed with the start date from the booking master Select from list box the defined event groups Group Name Completed automatically using the event name of the pre defined group The name can be changed Conference Booking Pax The number of attendees will be filled with the defined attendees on the event level Alternative Select this option to reserve an alternative event group select a specific alternative event group from the list of reserved event groups NoTE This option is only displayed when at least one other event group has been reserved All items of the event group are displayed Event groups functionality is controlled by the parameter USE EVENT GROUPS under Setup Configuration Global Settings CCM Conference 1 tab Alternatives functionality is controlled by the parameter USE ALTERNATIVES under Setup Configuration Global Settings CCM Conference 1 tab Notes An unlimited number of notes can be added to each booking master event or resource To add view or de
144. e financial account will be checked in If the start date does not match the system date the financial account status will be Expected 140 Conference Booking How to edit financial account settings 1 Select the required financial account and click EDIT to display the Financial Account Settings dialog box In cashiering display the billing screen of the required financial account and click the FA SETTINGS button to display the Financial Account Settings dialog box In Meeting Planner display the Financial Accounts Search screen via one of the access methods described above select the required financial account and click SELECT to display the Financial Account Settings dialog box R Financial Account Settings Financial Account Settings Group PM Accounts E Ea Billing Instr Credit Cards Profile MICROS Fidelio GmbH Ltd Engineerir Account Number 9090 Ha Number Desc Market IND Individual Credit Limit CAS Creditlimit for Cash payments Limit Value 500 00 Source code CON Conference Organisor Channel code INT Internet Contracted Curr FUR Euro Billing Info Remarks Description PM 9090 2 Make any changes necessary and click OK to close the financial account settings How to link profiles to financial accounts This option is used to link Company Agent Source Meeting Planner or Vendor profiles to the financial account 1
145. e invoice a c AVAYA 4 In this instance the HTML view displays a summary of the profile details The tree listing is displayed by default expanded by one level A plus sign next to a folder indicates that it can be expanded to show more folders a minus sign indicates that it can be collapsed 16 Introduction Change the display of the HTML Two additional buttons on the html display allow you to change whether certain details are displayed in a non grid style or in a list format By default the big view is displayed 1 To view in list format click the button Arrival Departure Nights Customer Arrival day Departure day No of Rooms Room type Room Market Rate Code 20 04 11 22 04 11 2 Aceti Ralph 20 04 11 22 04 11 1 Double Room Individual 30 03 11 31 03 11 1 Aceti Ralph 30 03 11 31 03 11 1 Double Room 109 Double Room Individual 2 To view in a non grid style click the button Departure 22 04 11 leparture 31 03 11 Nights 2 Nights 1 Customer Aceti Ralph Arrival day 20 04 11 Customer Aceti Ralph Arrival day 30 03 11 Departure day 22 04 11 Departure day 31 03 11 No of Rooms 1 No of Rooms 1 Room type Double Room Room type Double Room Room Room 109 Double Room Market Individual Market Individual Rate Code Rate Code Copy to clipboard It is possible to copy information from the HTML files to clipboard by selecting items from HTML using right mouse short cut menu and selecting COPY TO CLIPBOARD o
146. e maintenance task to be printed and click the PRINT button The Maintenance Task Print dialog box is displayed In the TEMPLATES box click the drop down arrow and select the template to be used In the LANGUAGE box click the drop down arrow and select the language if no language is selected the default language from the language configuration will be used Click FAx the Send Fax dialog box displayed BS Send Fa Ejes a 7 Edit To 49 30 390 476 55 Setup Maintenance 217 218 10 11 12 13 The To box is automatically completed with the fax number for the employee responsible for this task this can be changed by clicking the drop down arrow and selecting the fax number to which this fax should be sent To edit the fax click EDIT the maintenance task is generated and displayed on the screen Depending on the setup of your system either MS Word or the Fidelio Internal editor application will be used to display the maintenance task Make sure that all the entered information is correct any necessary changes can be made at this time To schedule the time the fax should be sent click ADVANCED the Fax Scheduler dialog box is displayed Select when to SEND THE FAX the default is Now to specify a specific date and time select a SPECIFIC TIME IN THE DAY and enter the date and time to send the fax Select the FAX PRIORITY the default is Normal Click OK Click SEND the maintenance task i
147. e selected or a new profile created if it does not exist 3 When all the participants names have been entered click SAVE The participants list is updated and the financial accounts created if the functionality to create financial accounts automatically is activated a B Participant List of booking Department Head Meeting 21 03 12 ID 1031 a ted Save 1 Hamilt acs i Profile Edit 2 Irwin Michael English 21 03 12 21 03 12 3 Jenson Marc English 21 03 12 21 03 12 O Profile Search 4 Kennedy Patricia English 21 03 12 21 03 12 MA 5 Smith Malcolm English 21 03 12 21 03 12 6 Jones Jennifer English 21 03 12 21 03 12 7 Anderson David English 21 03 12 21 03 12 amp Print q Remove 4 p Check Profile Available options SAVE saves the participants list but also updates any profile information that was changed or creates new profiles if necessary PROFILE EDIT used to edit the selected profile PROFILE SEARCH opens the profile search dialog box entered profiles can be changed by selecting the profile search button and selecting a different profile but only if no financial account for the already entered profile exists FIN ACCOUNT if the system is configured to create the financial accounts automatically the participants list must be saved first then selecting the option FIN ACCOUNT opens the NEW FINANCIAL ACCOUNT dialog box with
148. e template O M eS The Add Note dialog is re displayed click OK to save the text as a note or CANCEL to exit from the Add Note dialog screen 8 Click CLOSE to close the Notes dialog 124 Conference Booking How to import a template 1 Open the Nores screen 2 Click NEw to open the Add Note dialog screen Fs New Note for booking Department Head Meeting 25 01 12 ID 1027 Date Time 25 01 2012 08 55 15 User supervisor Demonstration Category BOO Booking Notes Note E Guest Viewable 3 Place the cursor in the note box and press ALT I to import a text template 4 The Text Template dialog is displayed listing all available templates ER Text Templates Airport Shuttle Info Show Preview Shuttle Service Time Table From Airport on the hour until 10pm To Airport on the half hour untile 9 30pm Conference Booking 125 To search for a template enter a template NAME click SEARCH To edit an existing template click the EDIT button To create a new template click the NEW Button 5 Double click the required template or highlight the required template from the list and click OK The Add Note dialog is displayed with the template in the NoTE box Make any adjustments necessary and click OK to save the note Click CLOSE to close the Notes dialog Note Text template can also be imported in to the body part of the print screen when sending emails Text templates can also be created via
149. e updated with the earliest time of either the sub or master event and with the latest time of either the sub or master event This option always indicates the start and end times the function space is blocked In the event grid H indicates a master event and Is indicates the sub events In addition master sub events are displayed in a tree format and can be expanded and collapsed Easy conversion from a master event to a sub event by vice versa Changing the number of attendees in the master event will prompt the user to change the number of attendees in the sub events The user will be given the option to change all sub events or only the ones with the same number of attendees How to create a sub event i Click the MEETING PLANNER menu and select EVENT MANAGEMENT to display the Event Management screen Search for and select an Event from the grid Click SUB EVENT or right click and select ADD SUB EVENT from the short cut menu The New Event screen is displayed with a comment indicating that this is a Sub Event of Event Name Event Management R New Sub Event for event Meeting 30 01 12 9 00 AM Booking ID 1242 Company Name MICROS FIDELIO GmbH Contact Name Fancourt Martin Contact on site Booking Name MF Germany Suite 8 Conference Event Information Sub Event of Meeting 1482 Event Status TEN Tentative w Info Board Info Board Profile Ind in Package E Noisy No of Attendees 50 Min Guarantee S
150. ecast Information Department Code Expected Per Pers Expected Flat Rate Expected Total Banquet Beverage EUR 5 00 70 00 70 00 58 82 11 18 a ee Cancel 5 Make any changes necessary typical changes would be amending the start end time the number of attendees or the seating arrangement 6 Click OK to save the changes to the event 92 Conference Booking Table Res This option is used to enter a table reservation or list the table reservations which are attached to an event in a function space that is linked to a restaurant How to display attached table reservations il ui BR U N 8 9 Click the MEETING PLANNER menu and select CONFERENCE BOOKING to display the Conference Booking screen Search for and select a Booking Master from the grid Click the Events button the Event Details screen is displayed Select an event and click EDIT the Edit Event screen is displayed Click TABLE RES and then select SHOW LINKED The Table Reservation Search screen is displayed the table reservations attached to the selected booking are listed E Table Reservation Search Restaurant RES v Date Booz to fimo Start time from 12 00 to i400 L Indude history E Not Assigned tables only Room v Booking MF Germany Suite 8 Conference Event Lunch 31 01 2012 12 01 31 01 2012 14 v Date start end Description of adults children 31 01 12 12 00 14 00 10 Last Name First N
151. ect the required category and click on the to list the details The width of the resource tree can be changed in order to see the full resource description the last setting is saved per user _Search Value Article Resource Price Booked Function Spaces Miscellaneous Items Technical Equipment Decoration Table Numbers Candle Sticks Candelabra 5 Branch Candelabra 4 Branch Candelabra 3 Branch Candelabra 2 Branch Flower Arrangement Round Table Flower Arrangement Large Flower Arrangement Medium Staff Entertainment Furniture Incentives F O Items 4 Select the item by double clicking or dragging the item to the resources grid the Add Resource dialog box is displayed eA iy eta 152 Conference Booking R Add Candelabra 5 Branch for event Dinner 11 07 11 7 00 PM Bookin boka Wo Name Candelabra 5 Branch Quantity 1 00 Per Person Rate Orig Price Special Rate W Induded Rebate C Hat Price Total Attribute Cost Price Dept Code 323 Banquet Misc Jl Alternative Candelabra 48rand Large Candelabra only suitable for tables of 10 or more The NAME of the item is completed by default but can be changed if required The QUANTITY completed by default depends on the setup of the item If the item is configured on a PER PERSON basis then the QUANTITY is automatically completed with the number of event attendees this can be changed be clearing the Per Person option and
152. ection with the Day View View By Zoom Horizontal Used to change the zoom settings horizontally of the time date slots to expand the view for example The zoom settings are stored per user After an upgrade or if using them for the first time the zoom settings can be by default set to the minimum but once changed they will be the same every time the user logs on Zoom Vertical Used to change the zoom settings vertically i e enlarge the function space names on the left hand side One of the pre defined space types can be selected for filtering Once a space type has been selected click SEARCH to display only function spaces of the selected space type Space Type From the drop down list select one of the function space names and click SEARCH to display only the selected function space Space Name Select one of the seating arrangements from the list and click SEARCH to display only those function spaces that are defined Seating with the selected seating arrangement This option can be used in connection with minimum capacity in order to find a suitable room May be used to search for function spaces that have the minimum capacity entered Only those function spaces that are defined with the minimum capacity for example 10 or larger will be displayed The minimum capacity is taken from the function space configuration screen and does not consider seating arrangement Min Capacity Conference Diary 29 30
153. ed each time the screen is opened Hide Search In order to hide the search criteria panel and display more function spaces select the check box HIDE SEARCH in the lower left hand corner of the screen In addition to the standard orders an unlimited number of custom orders can be defined via the option CUSTOM ORDERS under Setup Configuration Conference Management Function Spaces When selecting the function space type SELDOM only function spaces that have been defined as not to SHow IN Diary under Setup Configuration Conference Management Function Spaces Function Space Definition will be displayed Conference Diary screen icons Icon Legend Term What it represents ffi Noisy Indicates that this event is a noisy one such as a dinner party with live music Do not move Indicates that this event should not be moved from this function space Master Event Indicates that this event is a master event S Sub Event Indicates that this event is a sub event Conference Diary Shared Function The black triangle indicates that this event Space is in a shared function space Note Only displayed if the parameter DISPLAY FUNCTION SPACE FOR EACH BOOKING iS active Set up time Indicates the set up time for this event Set down time Indicates the set down time for this event Shareable Indicates that this function space is shareable Combination Indicates that this function space is a combination
154. ed once on the rooming import list PRINT prints a list of all attendees REMOVE removes profiles from the participants list However if a financial account has been created for a participant then the participant cannot be removed from the list unless the financial account has been unlinked Note If the PMS license or the sublicense CCM Billing Component is activated it is possible to create a financial account for the participant Functionality to create financial accounts automatically is controlled by the parameter CREATE FINANCIAL ACCOUNT FOR PARTICIPANT LIST AUTOMATICALLY under Setup Configuration Global Settings CCM Conference 1 tab If this option has not been activated then financial accounts may be created manually Postings The posting option allows users to directly access the booking master financial account in the cashiering module After entering a valid cashier number and password the financial account of the booking is displayed The user can then carry out all cashiering transactions for which they have user rights Show Attached Table Reservations This option is used to list the table reservations which are attached to an event in a function space that is linked to a restaurant If there are no table reservations currently attached then the Table Reservation Search dialog box is displayed and a new table reservation can be entered How to display attached table reservations 1 From the Confe
155. eeceeseeeeesaeesssaeeens 37 Change the Event otan Bid NEA AA AA AA nartuans 39 Shareable FUNCHOM Sp aCe tastes tate ea feet eerste OHA 39 Function space Closed Grids a kanga anna basa GA 48 Printing he Conterence Diary paaa rotaie n ANOO naa 49 3 CONnlerence BOONG 51 Conterenca BOOKING Scar aiae AA NAA a a 51 New bre 0 aba MIS le gene ee nee ete er eee An nee ne ner ee erm o Seemed aM oe ree 54 Booking INOMNAUTON ma IAANGAT IDAAN ANAKAN 55 Deposit amp Cancellati onanan AN Alaala Anakan EEE 62 General IMO NAAN e TEE E E TEE 63 Pake d Prone eare e ENO tna EEA E OO S 64 Linked Documente raon na E E E O O S 64 POreCASt 7 REVENU itr aoe Acie a A eee ate A 67 Editie a booking Master cst AKA Daan Kan 69 Cop nea BOOKING Maste Pensioni Ea kataa kalakalan 69 Deleting a BOOK Ine Maste enii aE ETTEN 72 Cancel na Bookine Waster uneseni iusi NANANA S 73 Printing a Function Sheet or other Correspondence ceeeeeeesecesseeeesseeeeeseeeessaeeens 74 AA AA AA Vatias vues E TR 86 ING WEY GM breccia cds star scien AA AA teas anatase ances itachi asa tee nae 87 CLIO EVENS aeri ANA NANA ANAN AA raat aes 92 TapE BRE ra ANNA AA AA aurick shader ales aaa aad 93 OPV INS EVEN AA ANA ANAN AA 97 TA AY 100 MONG EVEN AG AA AA ANAN AA AGA 100 LATENT AUR NA AA AT 101 Conterence Packages nuisance eC E A 108 EVEN GLOUP aa AA a NONA 116 NOS Naa AA aa NAN 119 SUD EVES NANANA AN ANALOG 126 ManalPonINOS AA ANAN AN AA B2 AN AA AA Aine aca 135 Evene gs a G
156. email subject has been defined then this will be displayed Select the SEND As ATTACHMENT check box if the document should be sent as an attachment rather than in the body of the email To edit the document click the Epit ATTACH button the document is generated and displayed on the screen Depending on the setup of your system either MS Word or the Fidelio Internal editor application will be used to display the document In the FORMAT box select the format for the attachment In the Bopy box enter the text which should be included in the body of the email Conference Booking 17 1f the email should be saved and sent later then click Save DRAFT the email is saved and the template name is displayed with E Mail Saved after the name and the date and time it was saved in the history section of the Correspondence dialog box 18 If the email should be sent now click SEND the document is generated and the email sent A confirmation message is displayed confirming that the message was sent Note Attachments sent in PDF format are automatically password protected so that no changes can be made to the original PDF Note When sending correspondence as a PDF attachment the PDF files are stored both in the database and in the Mailing Documents directory defined in the configuration After the correspondence has been successfully sent the PDF files are removed from the database How to email correspondence with an attachment 1 Sele
157. en activated under Setup Configuration Global Settings Conference tab Start Date The start date is filled automatically with the start date as defined in the event End Date The end date is filled automatically with the end date as defined in the event Start Time The start time from the event The function space can not be booked outside the event start end date and time End Time The end time from the event The function space can not be booked outside the event start end date and time Setup Time If the seating arrangements have been defined with default setup time the default values will be filled in automatically but can be changed at any time Set down Time If the seating arrangements have been defined with default set down time the default values will be filled in automatically but can be changed at any time Note The function space will be booked from the event start until the event end time including the defined setup and set down time Rate Select the rate from list box of defined rates such as full day or half day The rate codes are defined under Setup Configuration Conference Management Function Spaces Rate Codes In some cases the rate might already be filled in i e if the parameter MULTIPLE FUNCTION SPACES PER EVENT has been activated under Setup Configuration Global Settings Conference tab Don t Move This option should be marked if a customer insists on a particular fu
158. ence Diary select the event to be converted to a sub event 2 Select CONVERT AS SUB EVENT from the short cut menu A list of all events within the time period is displayed 3 Select the required event and click OK The event is now converted to be a sub event View Sub Events If an event has sub events then this option displays all the sub events linked to the selected master event with the possibility to edit or change the event the function Space the company and or contact as well as displaying or adding new resources tasks or activities 1 On the Conference Diary select a master event 2 Select VIEW SuB EVENTS from the short cut menu A list of all sub events for the selected event is displayed Conference Diary Convert as Master Event This option prompts the user to convert the selected sub event into a master event This option is only available for sub events 1 On the Conference Diary select the event to be converted to a master event 2 Select CONVERT AS MASTER EVENT from the short cut menu Information Function space Ballroom is not available for event Workshop on 30 01 12 Select a new Function Space or change status to Waitlist New Function space aitlist Cancel 3 Select either NEW FUNCTION SPACE to select a new function space or select WAITLIST to keep the existing function space but set the status to Waitlist 4 If NEW FUNCTION SPACE is selected then the New Function Space dialog box is dis
159. ence diary in a view only format 1 Click the MEETING PLANNER menu and select CONFERENCE DIARY or press F3 2 Point to the function space name and right click to display the short cut menu 3 Select VIEW DETAILS The function space detail screen is displayed in view only format Creating a New Booking or Event Accessing the Booking Master Search screen How to access the booking master search screen 1 Click the MEETING PLANNER menu and select CONFERENCE DIARY or press F3 The Conference Diary is displayed 2 Place the cursor on the grid box for the function space name date and time on which the event should start Left click and hold down the left mouse button 4 Drag the mouse to the right until the required date and time are selected release the left mouse button the short cut menu is displayed Conference Booking Close off Function space Clear Selection 5 Select CONFERENCE BOOKING the booking master search screen is displayed displayed by default are all bookings within the date range with the same arrival departure date as the booking event you are about to create Conference Diary E3 Booking Master Search Col o Arrival Date 05 11 2011 7 ind inhouse T Actual Query Conf Status Quick Book Clear Booking ID Company Name Contact Name m nd Paredes Adv Query E Participants only Conf Mgr Arrival Date Departure Date Booking Name onf Stat ms Stat ote i J aag 27 10 11 08 11 11 SMW Sale
160. ent codes to another profile If either the profile selected via NAME or OTHER NAME has default billing instructions defined then a message is displayed asking if the default billing instructions should be added Confirmation O Do you want to add default billing instruction codes of MICROS FIDELIO GmbH 10 Click Yes to add the default billing instructions 11 1f the option SAME FINANCIAL ACCOUNT is not selected then the charges can be routed to another financial account OTHER FIN ACCOUNT Select from a list of available financial accounts or create a new Financial Account 12 1f the method of PAYMENT is known it can be selected from a list of available payment methods and will be default for that window at check out 13 Select the CONTACT from the list of linked profiles If the booking is made for a company and a contact then the linked contact will be selected by default but can be changed as required If the booking is made for a contact only then the contact name will be empty 14 The billing address of the name other name or account is displayed automatically If no billing address exists then the primary address is displayed If more than one address exits for the profile then the required address can be selected 15 Additional information may be added in the Notes box if required 16 The attached profile may be edited by pressing the EDIT PROFILE button 17 To apply a limit to the billing instruction click the Limit
161. ent start and end dates times are extended accordingly The function space is listed in the resource list and the Function Space column on the events grid now shows Multiple to indicate that multiple function spaces are booked for this event Note Resources are often required before an event starts and after the event has finished How to edit a function space 1 Select an event then select the function space to be edited on the resource grid 2 Click EDIT from the bottom of the event edit screen the Edit Function Space dialog box is displayed Es Edit Wintergarden for event Coffee break in the morning 11 07 11 10 Hs Wintergarden seating Arr Start Date 11 07 2011 Start Time 10 00AM Setup Time Rate Dept Code 308 Restaurant Fid Orig Amount Rebate 36 Hat Amount Po T 111 07 2011 10 30 AM End Date End Time Setdown Time Don t Move Ind in Package Special Rate Shareable Cost Price Alternative Foyer 3 Make any necessary changes and click OK to save the changes Conference Booking 149 Function Space dialog box Field Name Explanation Name Select the function space from the drop down list of defined function spaces Seating Arrangement Select the seating arrangement from the drop down list In some cases the seating arrangement might already be filled in i e if the parameter flag MULTIPLE FUNCTION SPACES PER EVENT has be
162. equired Seating Arrangement Select the seating arrangement from the drop down list In some cases the seating arrangement might already be filled in i e if the parameter flag MULTIPLE FUNCTION SPACES PER EVENT has been activated under Setup Configuration Global Settings Conference tab Rate Select the rate from list box of defined rates such as full day or half day The rate codes are defined under Setup Configuration Conference Management Function Spaces Rate Codes In some cases the rate might already be filled in i e if the parameter MULTIPLE FUNCTION SPACES PER EVENT has been activated under Setup Configuration Global Settings Conference tab Amount The amount is filled with the rate entered under Setup Configuration Conference Management Function Space Definition Rates tab It is also possible to change this amount with a special rate The special rate field will be checked if this is the case Dept Code The department code In order to use the posting Required functionality every resource item has to have a department code assigned This can be done via the configuration part The field is filled automatically with the department code entered on the function space definition Special rate If a different rate has been entered in the amount field this field will indicate the change with a tick mark Conference Booking 129 Setup Time If the seating arrangements
163. ering Status DEF Start End Date 21 03 12 21 03 12 ID 1031 Notes Financial Account 11 lix S Km 9 Sub Event Package qa Sub Even Pkg Start End Date Start End Time Status _ Event Name Notes Pax Function Space seating Pko _ 5 Manualpost 21 03 12 21 03 12 9 00 AM 5 00 PM DEF Meeting 14 CP2 a 21 03 12 21 03 12 9 00 AM 11 30AM DEF Meeting 21 03 12 21 03 12 10 00AM 10 30AM DEF Coffee break in the 14 Foyer lt S gt cr2 Options J 21 03 12 21 03 12 12 00PM 2 00PM DEF Lunch 14 Restaurant lt S gt cp2 J 21 03 12 21 03 12 3 30PM 4 00PM DEF _ Coffee break in thea 14 Foyer lt S gt cp2 Resource Flipchart with paper amp pens Screen 1 80 x 180m 1 EUR Overhead Projector 1 EUR Conference paper amp pencils EUR 2 conference drinks 14 14 EUR 4 II P F ew Euncton space CP New Reon D edi EES nots somos pt 3 E Men car The screen is divided into 3 distinct areas The upper section displays information from the booking master As soon as a package and or event group has been booked the option GROUP BY PACKAGE EVENT GROUP is displayed Selecting this option groups the events by package or by event group individual events are still sorted in date order Conference Booking If a conference package has been booked
164. eriod is displayed in the conference diary in the colour defined for closed periods Conference Diary How to edit a closed period 1 Click the MEETING PLANNER menu and select CONFERENCE DIARY to display the Conference Diary screen or press F3 2 Point to the closed period to be edited and right click to display the short cut menu Select EDIT CLOSE PERIOD 4 Make the changes on the closed period dialog box 5 Click OK The closed period is updated on the conference diary Note Closed periods for the past can not be updated How to delete a closed period 1 Click the MEETING PLANNER menu and select CONFERENCE DIARY to display the Conference Diary screen or press F3 2 Point to the closed period to be deleted and right click to display the short cut menu 3 Select DELETE CLOSE PERIOD a confirmation message is displayed 4 Click YES The closed period is removed on the conference diary Printing the Conference Diary You can print the Conference Diary either for a single day for a week for a month or for a selected date range In order to print the conference diary the required VIEW TYPE must be selected before pressing the PRINT button On the monthly view calendar weeks are displayed on both the preview and the print out On all views a legend of the booking statuses is displayed on both the preview and the print outs To print the Conference Diary 1 Click the MEETING PLANNER menu and select CONFERENC
165. es are defined under Setup Configuration Conference Management Function Spaces Rate Codes In some cases the rate might already be filled in i e if the parameter MULTIPLE FUNCTION SPACES PER EVENT has been activated under Setup Configuration Global Settings Conference tab Amount The amount is filled with the rate entered under Setup Configuration Conference Management Function Space Definition Rates tab It is also possible to change this amount with a special rate The special rate field will be checked if this is the case Event Management 203 Dept Code The department code In order to use the posting Required functionality every resource item has to have a department code assigned This can be done via the configuration part The field is filled automatically with the department code entered on the function space definition Special rate If a different rate has been entered in the amount field this field will indicate the change with a tick mark Setup Time If the seating arrangements have been defined with default setup time the default values will be filled in automatically but can be changed at any time Set down Time If the seating arrangements have been defined with default set down time the default values will be filled in automatically but can be changed at any time Please note that the function space will be booked from the event start until the event end time including t
166. f Attendees The number of attendees for the event The number of Required attendees entered will be taken for several checks for example function space and seating arrangement check Min Guarantee Enter the minimum number of guaranteed persons This number is normally taken for billing even if less should turn up for the function Start Date The start date is filled automatically with the system date if it is within the range of the arrival and departure dates Future bookings will default to the arrival date of the booking master It is not possible to create an event that is not within the arrival and departure date of the booking Note The entering of an arrival date in the past is controlled by the user right ENTERING BOOKINGS IN THE PAST End Date The end date is filled automatically with the end date of the booking master It is not possible to create an event that is not within the arrival and departure date of the booking Start Time If the event type has been configured with default start time then it is filled in automatically but can be changed by entering a time or selecting one from list box If the event was booked through the conference diary then the Start time is taken from the diary End Time If the event type has been configured with default end time then it is filled in automatically but can be changed by entering a time or selecting one from list box If the event was booked through the conference diary then the end
167. fined in the parameter DEFAULT DEPT CODE FOR MENU on the CCM tab under global settings will be displayed in the posting screen How to edit a standard menu resource 1 Select an event then select the standard menu resource to be edited on the resource grid 2 Click EDIT from the bottom of the event edit screen the Edit Standard Menu dialog box is displayed Conference Booking 161 R Edit Menu M for event Dinner Meeting 2 08 07 11 7 00 PM Booking ID 1206 Name Menu III TC Cons Base Outlet E Ind inPackage Gratuity Ind Menu Price lt General Re Menu Item Price 20 00 Menu Price Split Orig Price Rebate Quantity 321 BanquetFood 60 00 Hat Compl Menus td Cost Price Total Rebate Food Total Food 28800 01 0 Total Rebate Bev Total Bev Exp 480 Gtd Post Gid Set 480 00 Act start Date 03 07 2011 End Date os o7 2011 Start Time 7 00PM _ End Time ls 00PM Serve Start 7 00PM Serve End 3 00PM 4 380 King prawns with 380 Creamy soup ofc 480 Beef fillet with tru 480 Crepes Suzette a g ii p f 3 Make any necessary changes and click OK to save the changes How to book a standard menu item for before or after the event 1 Select an event then select the standard menu resource to be edited on the resource grid 2 Click EDIT from the bottom of the event edit screen the Edit Standard Menu dialog box is displayed 3 Change the standard menu dates and or times as
168. g a custom menu item Information Select YES to add a menu item that has not yet been defined 6 Click No to select from the list of already defined menu items The menu categories are displayed grouped by food and beverage on the right hand side of the edit standard menu screen Conference Booking 167 Search Value Artide Number O Search Menu Items Softdrinks Champagne Sparkling Wine Beers Aperitifs Bitters Digestifs Cocktails Wine by glass Wine red California Wine red Germany Wine red France Wine red Italy Wine white California Wine white Germany Wine white France Wine white Italy Wine ros Wine Dessert Sweet Miscellaneous Beverages Menu Starters Menu Soups Menu Main Courses Menu Desserts Buffet Starters Buffet Salads Buffet Soups Ruffet Main Courses 7 Click on the next to a menu category to list all the items belonging to that category The price displayed in the resource tree is the default price The price for an outlet is displayed when selecting the item and the specific outlet EELEEbEHEEREEbLEEEEBEELEEL tl 8 Select the menu item by dragging the item to the course listing grid on the edit standard menu dialog box double clicking or clicking SELEcT The Add Resource dialog box is displayed 168 Conference Booking EB Add Napa Valley Reserve Cabernet Sauvignon 98 for Menu I of event D lo Eo Course 0 Course Order O
169. g contact as well as a participant Participants only If a name is entered in the Contact Name search box then selecting this check box will search for all bookings where this contact has been entered as a participant The advanced query options The advanced query consists of three selection fields The first allows you to select from a drop down list of query possibilities The second limits the query to a second level or gives a choice of conditions The third field requires either a free format value or for the user to select a possible value from a drop down list The fields are explained in the Advanced Query dialog box Definition Booking Group The name of the booking group template The following options are available while searching on booking group Is equal to will only display booking masters for the entered booking group name Conference Booking Booking Name Departure Date Creation Date Is not equal to will display all booking masters except for those of the entered booking group name Note This option is only available if the parameter USE GROUP TEMPLATES is active The name of the booking The following options are available while searching on booking name Is equal to will only display booking masters for the entered name Is not equal to will display all booking masters except for those of the entered name The room manager The following options are available while searchin
170. g on rooms manager Is equal to will only display booking masters for the selected manager Is not equal to will display all booking masters except for those where the selected manager is the conference manager Advanced query on the departure date The following options are available while searching on departure date Is equal to will show all booking masters where the departure date is an exact match Is not equal to will show all bookings where the departure date is not equal to the entered one Is greater than will show all booking masters where the departure date is greater than the one entered Is less than will show all booking masters where the departure date is less than the entered one Each booking master is assigned to a creation date The following options are available while searching on creation date Is equal to will show all booking masters where the creation date is an exact match Is not equal to will show all bookings where the creation date is not equal to the entered one Is greater than will show all booking masters where the creation date is greater than the one entered Is less than will show all booking masters where the creation date is less than the entered one Note Note The actual query is displayed in script format ina window on _ actual query is displayed in script format in a window on the right hand side of the screen and as long as the filter is not cleared by pressing the
171. h view then the message Do you want to keep the original function space time is displayed 10 Click Yes to keep the original function space time 11 1f the new function space has default miscellaneous items defined then the message Do you want to add the default misc items is displayed 38 Conference Diary Information i Do you want to add the default misc items 12 Click Yes to add the default misc items 13 If the number of pax on the event is not within the minimum and maximum defined for the selected seating arrangement Then the message Seating capacity Min XX and Max XX Continue is displayed Information Seating capacity Min and Max Continue 14 Selecting Yes will move the event The event is moved on the Conference Diary screen Change the Event Start End Time You may change an event s start and or end time by doing one of the following Change the start end time by moving the event time on the grid Change the start end time via the Edit Event screen How to change an event start end time 1 Click the MEETING PLANNER menu and select CONFERENCE DIARY to display the Conference Diary screen On the Conference Diary screen select the event Right click to display the short cut menu select EDIT EVENT and change the start and or end time on the Edit Event dialog box Or 4 Left click on either the start or end of the event when the cursor appearance changes h
172. ha package already exists then the user will be asked Is this event included in the package Note If the same time is entered for an event start time and end time then the end date of the event is changed to the next day There must be a difference of at least 1 minute between the start and the end time of an event in order to display the function space in the diary and to check the availability of miscellaneous items Co Table Res7 88 Conference Booking Event dialog box Field Name Explanation Event Information Event Status The event status field will be filled automatically with the Required status entered under conference status on the booking master It can be changed if required by selecting the status for this particular event from the drop down list Event Type Select the event type from the drop down list When Required selecting the event type the event name will be filled in automatically with the definition entered under Setup Configuration Conference Management Event Type It can be changed if required If the event types have been defined with default forecast figures under Setup Configuration Conference Management Event Defaults the forecast revenue information at the bottom of the event edit screen will be filled as well Event Name The name of the event will be filled automatically after the Required event type has been selected It can be changed at any time No o
173. hand side of the booking grid to view edit delete or create a new activity or task Note Changing the company contact on a booking will change the company contact on any linked tasks or activities Options Billing Instructions When a financial account is linked then billing instructions can be used to enter instructions to automatically route specific department codes to a different billing window room or financial account For example if the company will pay for the room rental and charges attached to the booking such as lunch and equipment rental then you would enter billing instructions to automatically route these charges to a different billing window If no financial account is linked then the billing instructions are used as general information Conference Booking 175 176 How to enter a new billing instruction 1 di On the conference diary screen highlight an event Right click to display the short cut menu select BOOKING OPTIONS and then select BILLING INSTRUCTIONS Any existing billing instructions are listed Click the New button to display the New Edit Billing Instruction dialog box 8 New Billing Instruction for booking Department Head Meet mE T Billing Instruction Limit Window 3 From Date To Date Department Codes Same Financial Account E Cashflag MICROS5 Fidelio GmbH Aceti Ralph ADR Standard Address Neuss 41460 Europadamn Eu
174. have been defined with default setup time the default values will be filled in automatically but can be changed at any time Set down Time If the seating arrangements have been defined with default set down time the default values will be filled in automatically but can be changed at any time Please note that the function space will be booked from the event start until the event end time including the defined setup and set down time Don t Move This field should be marked if a customer insists on a particular function space If this field is selected users will also see the indicator in the conference diary Incl in Package The field is only accessible if a conference package has been booked for this day How to delete a sub event 1 Click the MEETING PLANNER menu and select CONFERENCE BOOKING to display the Conference Booking screen Search for and select an event from the grid Click the Events button the Event Details screen is displayed 4 Select the sub event indicated by Ls in the first column and click DELETE a confirmation message is displayed Information i Delete selected event and all attached resources Select YES to delete the event The sub event is deleted along with all resources attached to the event The BLock option on the Master Event will be updated where applicable Note Multiple sub events can selected for deletion using the shift and down arrow keys Deleting an event sub event
175. he defined setup and set down time Dont Move This field should be marked if a customer insists on a particular function space If this field is selected users will also see the indicator in the conference diary Incl in Package The field is only accessible if a conference package has been booked for this day 204 Event Management 5 Maintenance Maintenance is helpful in recording and tracing repair service requests for rooms function spaces and public areas The maintenance tool can be accessed via the option MAINTENANCE on the Rooms Management menu Users can enter new maintenance tasks and search for and edit existing maintenance tasks The Maintenance tool allows users to search by locality maintenance status the type of maintenance task and the responsible employees Maintenance types configured as Out of Order will automatically prompt a confirm message answering yes will display the out of order dialog box If a room is assigned to a reservation which has a maintenance record an indicator on the edit reservation screen shows MAINTENANCE the maintenance record can be accessed by clicking the maintenance indicator Short message sending functionality may be used to alert employees about maintenance tasks The maintenance option is controlled by the parameter HOTEL MAINTENANCE under Setup Configuration Global Settings Generic Generic 3 tab Maintenance search functionality is controlled by the user right VIE
176. he DETAILS button to view details such as the category when the note was entered and the time it was entered 3 Select the note to be deleted Conference Booking 123 Click the DELETE button a confirmation message is displayed Click Yes the note is deleted Note Categories are defined via the option NOTES CATEGORIES under Setup Configuration Conference Management Note Categories can be defined to be restricted and then only users with the appropriate user rights can view edit insert or delete a restricted note Note categories can also be defined to pop up when editing the booking master event or resource Restricted notes functionality is controlled by the rights under the user right RESTRICTED NOTES under Setup Configuration Users User Definition Rights Miscellaneous Text Templates Text templates may be created and used where the same text is required very often or where the same basic text can be used and minor adjustments made How to create a template 1 Open any NOTES screen 2 Click NEw to open the Add Note dialog box R New Note for booking Department Head Meeting 25 01 12 ID 1027 Jo Date Time 25 01 2012 08 55 15 User supervisor Demonstration Category BOO Booking Notes Note Guest Viewable Enter the text required for the template Press ALT E to export the text the Text Template dialog is displayed Allocate a FILE NAME for the template Click OK to save th
177. he arrival and departure date Future bookings will default to the arrival date of the booking master It is not possible to create an event that is not within the arrival and departure date of the booking End Date The end date is filled automatically with the end date of the booking master It is not possible to create an event that is not within the arrival and departure date of the booking Start Time If the event type has been configured with default start time then it is filled in automatically but can be changed by entering a time or selecting one from list box End Time If the event type has been configured with default end time then it is filled in automatically but can be changed by entering a time or selecting one from list box Note If an event finished past midnight the end date has to be changed to the next day Info Board Enter the information that should be placed on the info board outside the function space such as Fidelio Software Dealer Conference 202 Event Management Info Board Profile Mainly used in conjunction with the doorcard interface this option allows the property to enter a different name For example the booking was made by Star Conferences for the company IBM so on the doorcard IBM should be displayed The handling is such that when a company and a contact are entered the entry in the field Info Board Profile replaces the company if only a contact is entered the entry in the Info Board P
178. he defined rebate configuration under Configuration Cashiering Rebate Configuration of the linked rebate code If the rebate code is changed when editing a booking the message Recalculate rebates is displayed Information Ea Recalculate rebates Selecting YES recalculates the rebates according to the linked rebate codes Selecting No leaves the existing rebate calculation the message Rebate has changed Please review booked resources is displayed Conference Booking If a rebate code is removed the message Detach all previously calculated rebates is displayed Information Selecting YES removes the rebate codes all manually entered rebates on the booked resources are also removed Selecting No leaves the existing rebate calculation the message Rebate has changed Please review booked resources is displayed Information Rebate has been changed Please review booked resources The possibility to link a group template to a conference booking is controlled by the parameter USE GROUP TEMPLATES under Setup Configuration Global Settings CCM Conference 1 tab The entering of bookings and events in the past is controlled by the user right ENTER BOOKINGS IN THE PAST under Setup Configuration Users User Definition Rights Booking Master Rebate functionality is controlled by the parameter ENABLE CARDLESS REBATE HANDLING under Setup
179. ies the default settings to the current grid view however any customised settings are used the next time the grid is displayed Select PRINT to print or export the existing grid layout the possible export formats are ASCII File CSV Format HTML Document or an Excel Document Note The print or export function should be used before changes to the grid will be saved How to customize a grid 1 Place the cursor in the grid and right click to display the short cut menu Customize Restore Defaults Show Defaults Print 2 Select CUSTOMIZE to open the customize screen Customize Address BONUSCARDNUMBER r City r Communication Country disabledforhc r Display DUPLICATEBESTPOINT DUPLICATECOUNT DUPLICATEEXISTS DUPLICATERECORDS r Mail Manager MASTERCOUNT A A A A A A A A A A A A A A v The fields already used are marked with a green check mark Introduction 21 Click the PENCIL button to view or change the column properties To move a field to the grid select the field and drag it to the required position Click the in the top right hand corner to close the customize screen gn CT a NO A message is displayed asking if you want to store the grid layout Confirmation m Do you want to store the grid layout Yes No 7 Select YES to save the changes or No not to save any changes How to remove a column from a customized grid 1 Place the cursor in the grid
180. iguration dialog box is displayed Conference Booking EB New Menu Item for Menu I of event Dinner 15 02 12 7 00 PM B lo Exe Category O Beverage Food Course Course order 0 Menu Item Name 1 Menu Item Name 2 Menu Item Name 3 Menu Item Name 4 Descripton Origin 1 as Origin 3 Year Resp Department Dept Code Portion Ind in Menu Outlet CostPrice O Orig Price Quantity 10 Rebate oe FH Total Rebate O Price Total 0 E Alternative 6 Complete the options as detailed in the table below 7 Click OK the new custom menu item is added to the course listing on the edit standard menu dialog box Note This item has only been created for this event standard menu and is not part of the pre defined list of menu items Conference Booking 171 172 Custom Menu Item dialog box Field pefiniton OOOO O O Category Defines if the item is either a food or a beverage item Beverage Food Course Defines the menu course of this customised menu item Course order Used to further define the order For example if there are two starters Define the first one with course order 0 the second with one Menu Item Defines the appearance of the item on the function sheet Name 1 4 Used to add additional information about the item Origin 1 3 Only used for beverages mostly wines to further define the origin of the wine or vinery Only used for beverages mostly wines to define the ye
181. ils screen can be used to display a list of the events belonging to the package The display order of the conference packages can be defined by moving the packages up or down on the grid as required The display order can only be defined within the same day If Alternative functionality is active then alternative packages can be defined this enables the customer to reserve alternatives and make a final decision at a later date for example Package I may be booked and Package II reserved as an alternative The first package added to an event cannot be set as an alternative as there are no other packages for it to be an alternative to When at least one package exists then the ALTERNATIVE option and the alternative selection box are displayed The Alternative option can be selected without selecting a specific alternative or a specific alternative can be selected from the list of already booked packages Packages can be merged Already booked packages can be merged and merged packages can be unmerged If unmerged is selected all originally booked events and resources will displayed In addition a new column is displayed to show if package is merged All events which are the same are merged and those which are different are kept Package events will only be merged under the following conditions Events are the same event type and have overlapping day and time Resources have the same function space miscellaneous items standard menu and menu items
182. in the same function space are then listed on a separate line however events of the same booking are displayed in a single line Bookings entered into shareable function spaces are also displayed on individual lines Sunday 06 November 2011 8 00 am 9 00 am 10 00 11 00 AM 12 00 PM 1 00 PM 2 00 PM 3 00 PM 4 00 PM 5 00 PM 6 00 PM 7 00 PM 8 00 PM 2 00 Pm 10 00 Prd 11 00 Prd 12 00 1 00 AM 2 00 AM Ball I ei en Ga a i amit ml eel tl wedi dtl ial Room I Room II Room III Winter Garden lt S gt Conference Diary 27 Note Placing the cursor on a booking displays a hint box with the following details if available The Company Name Contact Booking Dates Decision Date Follow Up Date Cutoff Date Event Type Dates Time Status Number of Persons Seating arrangement and the Rate Note Opening the diary via F3 from the Booking Master edit screen opens the diary on the arrival date of the booking Pressing F3 on the event details or event edit screen the diary will be opened on the selected day otherwise the default is to open the diary on the current date The default start time for the conference diary is defined via the option CONFERENCE DIARY START TIME under Setup Configuration Global Settings CCM Conference 1 tab The default number of days to be displayed on the conference diary is defined via the option DEFAULT LOADED DAYS FOR DIARY under Setup Configuration Global Setting
183. inal booking Select the BLock STATUS from the drop down list this status will be applied to all the bookings This option is only displayed if a block was entered on the original booking Enter the BLock Cope his code will be valid for all copies This option is only displayed if a block was entered on the original booking Click OK to confirm the copy process a processing message is displayed The required number of bookings are created All are exact copies of the original booking with the exception of the criteria entered in the booking copy dialog box the contract number and the block code which is the entered block code plus a sequence number The suffix Copy is added to the booking name Note Checks on availability of rooms functions space and capacity are performed and will be returned by Suite8 with the relevant messages Note If individual reservations have been entered in the original booking then they will be copied with the linked reservation status for the selected room status Enter a fixed series 1 Click the MEETING PLANNER menu and select CONFERENCE BOOKING to display the Conference Booking search screen Select a booking master in the grid and click Copy the Copy dialog box is displayed Select SERIES to display the Booking Copy dialog box Conference Booking Ba Copy Booking Department Head Meeting 25 01 12 ID 1027 Booking Dates 25 01 12 25 01 12 No of Series Conference Status o
184. inancial account long description to the profile navigator The view has to be changed as follows CREATE OR REPLACE FORCE VIEW v8 sys customxcmssearch customxcmssearch xcms id zfac longdesc AS SELECT xcms id customxcmssearch xcms id select zfac longdesc from zfac where zfac actvalidfrom is not null and zfac actvaliduntil is null and xcms xcms id zfac zfac xcms id and rownum 1 zfac longdesc from xcms The fields from the custom view are automatically added to the grid How to create a customised grid view for reservation search Users familiar with the Fidelio Suite8 table structure and fields can create a customised grid view for the reservation navigator This functionality is controlled by the parameter CUSTOM VIEW IN RES NAVIGATOR under Setup Configuration Global Settings Miscellaneous Search Screens 2 tab To add fields to the Grid Customization dialog box the view V8 sys CUSTOMXCMSSEARCH has to be amended Example Adding the housekeeping status to the reservation navigator How to create a customised grid view for booking search Users familiar with the Fidelio Suite8 table structure and fields can create a customised grid view for the event booking search This functionality is controlled by the parameter CUSTOM VIEW IN BOOKING SEARCH under Setup Configuration Global Settings Miscellaneous Search Screens 2 tab To add fields to the Grid Customization dialog box the view V8 sys CUST
185. indication in the conference diary Block This is a view only field and shows the start time and the end time the function space is blocked for This is setup time plus event start time and event end time plus set down time This is completed automatically if a room block with a block code is attached Event Group If this event is part of an event group then the event group name is displayed Function Space Information Function Space Select the function space from the list of defined function Required spaces If a shareable function space is linked to the event type selected this will be displayed automatically but may be changed as required Shareable This option is displayed on function spaces which are defined as shareable Seating Select the seating arrangement from the drop down list In Arrangement some cases the seating arrangement might already be filled in i e if the parameter flag MULTIPLE FUNCTION SPACES PER EVENT has been activated under Setup Configuration Global Settings Conference tab Select the rate from list box of defined rates such as full day or half day The rate codes are defined under Setup Configuration Conference Management Function Spaces Rate Codes In some cases the rate might already be filled in i e if the parameter MULTIPLE FUNCTION SPACES PER EVENT has been activated under Setup Configuration Global Settings Conference tab Amount The amou
186. ing new profiles existing links can be viewed and profile information such as address telephone numbers can be changed Press NEW LINK to link additional profiles the profile search screen will appear and an existing profile can be selected or a new one can be created Select a profile and press EDIT PROFILE to edit a linked profile Profile information such as address telephone numbers can be changed Select a profile and press DELETE LINK to remove the link between the profile and the booking Any additional linked profiles will be visible on the booking master edit screen on the fields LINKED COMPANY and LINKED CONTACT Note That via the booking master edit screen it is not possible to edit or delete the additionally linked profiles These options are only available via the tab LINKED PROFILE Linked Documents This option enables the user to view edit or add different types of documents to a booking master It is recommended to place these documents on a shared network path to which all users have access If a scanner is connected to the workstation you can also scan and attach documents such as contracts letters or pictures The scanner needs to be Twain compatible Conference Booking Document groups and path are defined under Setup Configuration Miscellaneous gt Document Types Note Linked documents can be viewed edited or added via the linked documents tab on the booking master edit screen or via the opti
187. ink reservations which are not within the date range of the booking however only reservations which are not linked to another booking are displayed Select New Press the New button to enter a new reservation and link it to the booking Note The default rate code used in the reservation is the default rate code which is defined under Configuration Global Settings Reservation The default market source codes and channel codes are taken from the booking master and not from any defaults defined in configuration Group name Displays the group name of the attached group Only one group can be attached Rooming List Press ROOMING LIST to view or change the rooming list of attached groups Press the SELECT button to open group navigator select an existing group and link it to the booking master If a financial account is linked to the booking master then a question is displayed asking if the financial account should be linked to the group Select D Press the New button to enter a new group reservation Note The default rate code used in the reservation is the default rate code which is defined under Configuration Global Settings Reservation The default market source codes and channel codes are taken from the booking master and not from any defaults defined in configuration Conference Booking 59 If a financial account is linked to the booking master then a question is displayed asking if the financial
188. ion In the Conference panel select a REASON for the cancellation Select a LosT To location if known Enter a DESCRIPTION if required Repeat steps 3 5 for the Rooms panel If the booking has uncompleted activities or tasks then a message is displayed asking if they should be deleted Information Uncompleted Actrvities Tasks exist Do you want to delete them 2 a BI Click Yes to delete the records automatically If only one status was cancelled then when clicking YES to delete the activities and tasks the Activities amp Tasks dialog for this particular booking is displayed and the user can choose which tasks amp activities to delete 10 Click CLOSE Note Completed activities are always kept Conference Booking 73 74 Printing a Function Sheet or other Correspondence Correspondence can be printed and sent via regular mail or sent via email as an email attachment or by fax from within the Meeting Planner module The PRINT option opens the print dialog window The screen is split into three sections Printing functionality is controlled by the first section is to choose a template from a list of predefined Templates to select a language for the correspondence and to select if the correspondence should be saved Letter and form templates can be created in Miscellaneous Reports with the section role Conference The second section is the PROFILES section and contains information about the profiles lin
189. is user right dependent Deletion of an event sub event is not allowed if the CCM Info Board Interface is active How to delete a master and a sub event 1 Click the MEETING PLANNER menu and select Booking CONFERENCE BOOKING to display the Conference Booking screen 2 Search for and select a Booking Master from the grid Click the Events button the Event Details screen is displayed 4 Select the master event indicated by il or and click DELETE a confirmation message is displayed 130 Conference Booking 9 9 Information Delete selected event and all attached resources Select Yes to delete the event a message is displayed asking if the sub events should also be deleted Select Yes to delete the sub events The master event and sub event are deleted along with all resources attached Select No to delete only the master event and convert the sub event to a master event Information Sub Events will be converted to a Master Event Click OK on the confirmation message The master event is deleted and the sub event is converted to be the master event Note Deleting an event sub event is user right dependent Deletion of an event sub event is not allowed if the CCM Info Board Interface is active How to convert a sub event to a master event 1 UI BR U N P Click the MEETING PLANNER menu and select CONFERENCE BOOKING to display the Conference Booking screen Search for and select a
190. isting cancellation penalties Click DELETE to delete existing cancellation penalties Conference Booking Booking Master Deposit Cancellation tab Cancellation Field Name Explanation Cutoff Date Entered on the booking information tab Displayed here as view only Cancelled by Defines the date by when the booking can be cancelled Percentage Enter the percentage that is due depending on the cancellation date Amount Due Calculated automatically depending on the percentage entered Also works vice versa Enter the amount and the percentage will be calculated Deposits acai are also defined separately for rooms and conference There are no limitations as to the number of deposit payments that can be entered Click NEW to enter a new deposit payment Click EDIT to edit an existing deposit payment Click DELETE to delete an existing deposit payment Booking Master Deposit Cancellation tab Deposit Field Name Booked To Date Filled automatically with the room revenue For future reservations the amount will be taken from the forecast tables Total Deposit By default contains the same as booked to date but in Required case a different deposit amount is requested it can be defined here Sequence number will be generated by the system Enter the due date of the deposit payment Enter the deposit percentage Amount Due If the percentage has been filled the amount due gets filled in automatically based
191. isting notes are listed in the upper part of the dialog box The text of each note is listed in the lower part of the dialog box Click on the DETAILS button to view details such as the category when the note was entered and the time it was entered 3 Select the note to be deleted 4 Click the DELETE button a confirmation message is displayed 5 Click Yes the note is deleted How to add a new note to an event or resource 1 On the Event Details screen select the event or resource to which a note is to be added Click the Notes button on the right hand side of the screen to add a note to an event Click the NoTEs button on the bottom of the screen to add a note to a resource The notes dialog box is displayed any existing notes are listed in the upper part of the dialog box 2 Click the New button to display the Add Note dialog R New Note for booking Department Head Meeting 25 01 12 ID 1027 lo Date Time 25 01 2012 08 55 15 User supervisor Demonstration Category BOO Booking Notes Note E Guest Viewable 122 Conference Booking The DATE TIME and USER are automatically completed 4 Select a NOTE CATEGORY from the drop down list 5 Select the option GUEST VIEWABLE if the guest is allowed to view the note Depending on the definition and setup of any customer correspondence this option is used to control which notes should appear on contracts offers or letters Leave it empty if you do not want the guest to
192. ith the booking number Restaurants are linked to a function space via the option RESTAURANTS under Setup Configuration Table Reservations Conference Booking 191 4 Event Management Event Management Search How to access the event management search screen 1 On the MEETING PLANNER menu click EVENT MANAGEMENT The Event Management search screen is displayed Event Management Event Start Date 09 02 2012 To Q search Ka CJ ear Event Start Time vi To Event Status v Event Type Function Space E New 10 00 AM 10 30 AM CAN Coffee breakin the 25 Foyer lt S gt 09 02 12 12 00 PM 2 00 PM CAN Lunch 25 Restaurant lt S gt Price Waterhouse Pr Price Waterhouse Lincoln Malcolm ir 4 Resources 3 30 PM Coffee break in the a 25 Foyer lt S gt i Taz Booking Master Sub Event 17 02 12 7 00 PM 11 00 PM Dinner Dance cs100 Katie Melua MICROS Fidelio Gmb i q Jil b RE List Start Date Time 09 02 12 8 00 AM vent Status Cancellation Infoboard Price Waterhouse Seating arrangement Classroom Style The event management search screen is divided into four distinct areas Query consists of multiple basic event search criteria such as Event Start Date Event Status Event Type Company Name Contact Name and an advanced query option Query Results the results of the query shown in a grid format including Start Date Start
193. itlist screen 16 The Conference Diary is displayed showing the booked event Waitlisting an event in a shareable function space 1 Click the MEETING PLANNER menu and select CONFERENCE DIARY 2 From the Conference Diary screen place the cursor on the function space date and time that you want to book 3 Click and drag the mouse by holding down the left mouse button while dragging the mouse to the right until the required date and time the command pop up menu appears Conference Booking 4 Select CONFERENCE BOOKING the share mode message is displayed Allow function space in share mode 5 Select Yes to book the function space as shareable this allows other groups to be booked into the same function space Selecting No will book the function space in exclusive mode which will not allow other groups to be booked into the same function space without waitlisting them 6 If the function space is booked to capacity then a message is displayed indicating this with the option to overbook or not Pax exceeds the maximum capacity Overbook Max capacity 196 Booked 25 25 7 A further message is displayed indicating that the function space is not available at this time with the option to continue or not Information Function space not available at the time Continue 8 Select YES to continue to book the function space a message is displayed confirming that the Event Status will be changed to waitlist Infor
194. ity V Active Adv Qry ng v v Cl Inactive Display Z New Profile Aceti Aceti Ralph 534 N Tallyrand Street Wichita USA raceti worldwid 1800 P Edit Profile KE chet Corresp Options 3a Duplicates lt lt Options 2 4 TT p mr RARR E Big List E E Aceti af H E Profile Details Guest Recognition Statistics E Task z 7 i Hi kina Name Aceti Ralph Mr Room Nights 11 Q Reservations as Guest VIP Code VIP 1 Adult Nights 19 W Block Reservations Address 534 N Tallyrand Street Stays 2 amp Group Reservations 76206 Wichita TX Revenue 1785 45 EUR Bookings Communication POS Revenue 8 H History as Guest Email Business Direct raceti worldwide com 2 4 History as Multiguest Notes O HTML View BIL Always fax and phone charges to a separate invoice alc AVAYA 3 The query results are shown in grid format in the middle section of the screen and the tree and HTML formats are shown in the lower section of the screen LE LLL Big list E m Aceti a J Profile Details Guest Recognition Statistics ia Hopia Name Aceti Ralph Mr 3 Room Nights 11 Q AEEA EE VIP Code VIP 1 Adult Nights 19 Q Block Reservations Address 534 N Tallyrand Street Stays 2 R Group Reservations 76206 Wichita TX Revenue 2 1785 45 EUR Bookings Communication POS Revenue 8 tl History as Guest Email Business Direct raceti worldwide com E F Q History as Multiguest Notes E HTML View BIL Always fax and phone charges to a separat
195. ked to the booking The DETAILS section displays all the addresses from all the profiles linked to the booking The primary address of the selected profile and the preferred communication type are selected If there are several profiles attached you can select which profile the correspondence should be sent to You also have the option to select another profile if for some reason you need to send the correspondence to a different address other than the reservation profile or linked profiles click the PROFILE SEARCH button to activate profile search Any profiles linked to the booking can be edited by pressing the EDIT PROFILES button The third section gives information about the History of sent correspondence for this booking The template name and the print date are displayed If a letter was edited and saved but not printed then the template name will be displayed with Saved after the name and the date and time it was saved Default email subjects can be defined via the option DEFAULT EMAIL SUBJECTS under Setup Configuration Miscellaneous Simple Custom Text Default email body text can be defined via the option EMAIL BoDY DEFAULT under Setup Configuration Miscellaneous Simple Custom Text The maximum size for email attachments is defined via the option MAX EMAIL ATTACHMENT SIZE MB under Setup Configuration Global Settings Reports Reports tab Family functionality is controlled by the
196. l on Status Reason Remarks 500 28 03 11 18 04 11 000 HSK Housekeeping Delete Delete 501 28 03 11 18 04 11 000 HSK Housekeeping 502 28 03 11 18 04 11 000 HSK Housekeeping HTML View Suite8 offers the possibility to view information in HTML format HTML is the abbreviation for Hypertext Markup Language This is the system of marking a document so it can be published on the World Wide Web and viewed with a browser The main areas where information can be viewed in HTML format are as follows Reservation Navigator Blocks Profiles Cashiering Tasks and Activities Events Conference Reservation The HTML display on the reservation navigator can be hidden so that the reservation grid is expanded Double click in the blue reservation header bar or right click and select deselect LOWER PART OF THE SCREEN from the short cut menu to view or hide the HTML display This setting is stored per user and remains until the next time it is changed awstats ara v Lower part of the screen Name First Introduction Expand the HTML tree Click the expand icon L Es to show all available folders E Aceti Sirs Profile Details Ses Address ka Standard Address 5 Communication 27 02 12 Birthday in 1 week AT s w 30 01 11 Res Rate Code changed AT E9 Notes 3 Luy Billing Notes 3 rene Q Reservations as Guest T Block Reservations 22 Group Reservations E Bookings
197. ld be served and or until Start End which time Alternative Select this option if an alternative menu is required select the menu from the list of reserved menus NoTE This option is only displayed when at least one other standard menu from the same category menu category has been defined Description Displays a description of the standard menu as defined in the configuration this may be changed as required Note The additional description box is only displayed if the parameter DISPLAY STD MENU amp Misc ITEM DESCRIPTION ON RESOURCES is active Course Display Display of the course order quantity menu item name and price The display of the description of standard menu and miscellaneous menu items in booked resources is controlled by the parameter DISPLAY STD MENU amp Misc ITEM DESCRIPTION ON RESOURCES under Setup Configuration Global Settings CCM Conference 1 tab Alternatives functionality is controlled by the parameter USE ALTERNATIVES under Setup Configuration Global Settings CCM Conference 1 tab When posting standard menus where there are two menu price splits the posting s are displayed on the posting screen with the department code defined via the parameter DEFAULT DEPT CODE FOR MENU under Setup Configuration Global Settings CCM Conference 1 tab The display of the Post Gtd option by default is controlled by the parameter Post STD MENU GUARANTEED VALU
198. le this can be changed by clicking the drop down arrow and selecting the email address to which this email should be sent or by selecting the required email addresses from the list of available in the panel on the upper right hand side and clicking the TO button Click the SELEcT ALL button and then the TO button to select all the available email addresses In the CC box click the drop down arrow and select the email address which should be copied on this email or select the required email addresses from the list of available in the panel on the upper right hand side and click the CC button Click the SELECT ALL button and then the CC button to select all the available email addresses In the BCC box click the drop down arrow and select the email address which Should be blind copied on this email or select the required email addresses from the list of available in the panel on the upper right hand side and click the BCC button Click the SELEcT ALL button and then the BCC button to select all the available email addresses Enter the topic of the email in the SuBjJEcT box If a default email subject has been defined then this will be displayed In the Bopy box make sure that all the entered information is correct any necessary changes can be made at this time If the email should be saved and sent later then click SAVE DRAFT the email is saved and the template name is displayed with E Mail Saved after the name and the date and time it was
199. lect USER LOG Or Click the EveNTs button then click the OPTIONS button and select USER LOG All changes recorded are displayed in the user log 4 Click OK User Log Display Options Field Heading Gives this information Date The date and time the change was made This is the system date of the computer on which the change was made A short description about the changes that were made The name of the user who made the change Workstation The Computer Name on which the change was made The changes which are tracked are defined via the option USER LoG under Setup Configuration Users Conference Booking 135 Events Participants List This option is used to view the list of participants attending an event The participants are entered on the booking master and are automatically transferred from the booking level to each event How to create an event participant list 1 From the Event Details screen click OPTIONS and select PARTICIPANT LIST from the short cut menu The Participant List for the selected event is displayed Es Participant List of event Meeting 31 01 12 8 00 AM Booking ID 1043 Event participants list 1 Jones lan 2 Smith Duncan Available booking participants list Indude aadress Greeting Letter Greeting an 1 Aceti Ralph Mr English 31 01 12 31 01 12 2 Daniels Micky Mr and Mrs English 31 01 12 31 01 12 3 Eagle Frank Mr and Mrs Dear Mr and Mrs English 31 01 12 31 01 12 B
200. lete booking master notes select the booking master click the OPTIONS button and select NOTES from the options menu To add view or delete booking master notes from the conference diary select the event on the conference diary right click to display the short cut menu select BOOKING OPTIONS and then select NOTES To add view or delete event or resource notes from the conference diary select the event on the conference diary right click to display the short cut menu and select VIEW ALL EVENTS to display the Event Details screen Select the event or resource to which a note is to be added Click the NOTES button on the right hand side of the screen to add a note to an event Click the NOTES button on the bottom of the screen to add a note to a resource To add view or delete event or resource notes on the Event Details screen select the event or resource to which a note is to be added Click the NOTES button on the right hand side of the screen to add a note to an event Click the NOTES button on the bottom of the screen to add a note to a resource How to add a new booking master note 1 Click the Notes button to display the notes dialog 2 Any existing notes are listed in the upper part of the dialog box Conference Booking 119 FH list of notes Booking Notes 25 01 12 8 57 444M Supervisor Demonstration Booking Notes Booking Notes 25 01 12 8 57 444M Supervisor Demonstration Guest Viewa Details Booking Notes 3 Click
201. loo DEF Definitve Frequency O Days Weeks Months Next Arrival Last Arrival Decision Date Follow up Date G3 Cancel 4 In the No OF SERIES box enter the number of copies required Leave this field blank if the number of tour series will be determined by the FREQUENCY NEXT ARRIVAL and LAST ARRIVAL dates 5 Select the CONFERENCE STATUS from the drop down list this status will be applied to all the bookings 6 Select the Rooms Status from the drop down list this status will be applied to all the bookings This option is only displayed if rooms have been entered on the original booking 7 Select the BLock STATUS from the drop down list this status will be applied to all the bookings This option is only displayed if a block was entered on the original booking 8 Enter the BLock Cope his code will be valid for all copies This option is only displayed if a block was entered on the original booking 9 Enter the FREQUENCY this is the interval of the series click either DAYS WEEKS or MONTHS for example If the series is every 10 days then enter 10 and select the Day option the booking will be copied to every 10th day If the series is every 5 weeks then enter 5 and select the WEEK option the booking will be copied to every 5th week If the booking occurs every month then a day may be defined If the series takes place every 2nd month on a Monday then enter 2 select the MONTH option and select MONDAY the b
202. lowing message is displayed Confirmation y list Co 10 Select No if the priority should not be adjusted then the waitlist priority will be set in order of the entered events 11 Select Yes to adjust the priority list the Event Waitlist screen is displayed showing all events currently on the waitlist 12 Use the up and down arrows to adjust the event priority click OK to close the Event Waitlist screen 13 The Conference Diary is displayed showing the booked event Viewing waitlisted events Waitlist events may be viewed from the Conference Diary or via the quick key Waitlist Priority Ctrl W Viewing the waitlist via the quick key allows the user to view all events which are currently waitlisted for a particular day 1 Click the MEETING PLANNER menu and select CONFERENCE DIARY to display the Conference Diary screen 2 Place the cursor on an occupied grid square and right click to display the short cut menu 3 Click SHow WAITLIST on the shortcut menu to display the Event Waitlist screen Ee Event Waitlist m Event StartDate 30 01 2012 Q Search Q Search yvy O Edit Booking Prony ar Time End Time vent Name Function Space seating Booking None Company Name Contact Name _ Contact On Site Forecast TA Edit Event 9 00 AM 5 00 PM oo HA I MF Germany MICROS ID Fancourt Ma A Edit Company 4 Edit Contact B cose 4 The priori
203. mation 9 Click OK the Booking Master Search screen is displayed 10 Search for the required booking and select it in the grid 11 Click the EVENTS button to book the event the New Event screen is displayed 12 Complete the Event Information Conference Booking 103 104 13 Click OK a message may be displayed asking if the default misc items should be added Information Do you want to add the default misc tems 14 Select Yes to add the items and No not to add the items 15 If there is already an event on the waitlist then the following message is displayed Confirmation Waitlist exists Do you want to adjust priority list No 16 Select No if the priority should not be adjusted then the waitlist priority will be set in order of the entered events 17 Select Yes to adjust the priority list the Event Waitlist screen is displayed showing all events currently on the waitlist 18 Use the up and down arrows to adjust the event priority click OK to close the Event Waitlist screen 19 The Conference Diary is displayed showing the booked event Moving an event from the waitlist when an existing event is cancelled 1 Click the MEETING PLANNER menu and select CONFERENCE BOOKING to display the Conference Booking screen Search for and select the required booking Click the Events button the Event Details screen is displayed 4 Point to the event to be deleted and click the DELETE button a co
204. mp ACTIVITIES from the short cut menu The Tasks amp Activities dialog box for the selected booking master is displayed B3 Tasks amp Activities for booking SMW Sales meeting worldwide 2008 ID 1206 3 E5 Company Name Schmidt amp Partner GmbH New a Contact Name Schmidt F P H Edit B delete Booking SMW Sales meeting worldwide 2008 posited StartDate Description 18 12 11 a amp Partner GmbH Schmidt F P H Check Details Auto Trace 26 10 11 Schmidt amp Partner GmbH Schmidt F P H Follow up Date Auto Trace DS 23 10 11 Schmidt amp Partner GmbH Schmidt F P H DEC Decision Date Auto Trace DS 17 10 11 Schmidt amp Partner GmbH Schmidt F P H CON Sent Contract yesterday Auto Trace DS 10 10 11 Schmidt amp Partner GmbH Schmidt F P H OFF Sent Offer yesterday Auto Trace 11 no 49 Close Click New to add a new task or activity or select an existing entry and click EDIT and then make any changes necessary Click CLOSE to close the task amp activity screen Show Wait List If waitlist events exist then they may be viewed from the Conference Diary or via the quick key Waitlist Priority Ctrl W Viewing the waitlist via the quick key allows the user to view all events which are currently waitlisted for a particular day Viewing the waitlist via the conference diary shows the waitlisted events of the selected function Space or event
205. mple cust quickinfo htm Customised version by language To display a customised version by language the html files have to be called LANG_SHORT DESCRIPTION OF THE LANGUAGE_HTMLFILE HTM Example lang f quickinfo htm where f stands for the short description of the language If none of these files can be found then the standard htm file is displayed How to hide or show expressions depending on activated features or license The following expression can be used to hide for example Conference Information on the HTM file when working with the small business edition if const isBnB 1 lt if else if feature Meeting Planner Conference runquery 2 Introduction Customization functionality is controlled by the user right HTML source view and edit under Setup Configuration Users User Definition Rights Miscellaneous The print page margins and the actions to take if the HTML printout is too large for the defined paper size are defined via the option HTML PRINTOUT under Setup Configuration Global Settings Miscellaneous Visual Appearance 4 Customising Suite8 Grids Many of the grids in Suite8 may be customised according to the needs of the property The customization options available are CUSTOMIZE opens the customize dialog box so that columns on the grid can be added changed or removed RESTORE DEFAULTS applies the default settings for this grid SHOW DEFAULTS appl
206. nction space If this option is selected users will also see the indicator in the conference diary Dept Code The department code is automatically completed with the department code entered on the function space definition Special rate If a different rate has been entered in the amount box this option will be selected Incl in Package Defines if the function space is included in a package The option is only accessible if a conference package has been booked for this day 150 Conference Booking Orig Amount Displays the amount being charged according to the selected rate code It is also possible to change this amount with a special rate The special rate field will be checked if this is the case Shareable This option is displayed on function spaces which are defined as shareable Hourly Rate Automatically selected if the rate selected is defined as an hourly rate in the setup Can be changed as required Rebate Flat Defines whether the rebate calculation is by percentage or by flat rate and the percentage or flat rate amount to be used Displays the cost price for the function space Amount Displays the amount being charged after the discount has been applied Alternative Select this option to reserve an alternative function Space select a specific alternative space from the list of reserved function spaces NoTE This option is only displayed when at least one other function space has been reserved Fun
207. nd adaptation of the programs including any operating system integrated software any programs installed on the hardware and or documentation shall be subject to license terms and license restrictions applicable to the programs No other rights are granted to the U S Government This software or hardware is developed for general use in a variety of information management applications It is not developed or intended for use in any inherently dangerous applications including applications that may create a risk of personal injury If you use this software or hardware in dangerous applications then you shall be responsible to take all appropriate fail safe backup redundancy and other measures to ensure its safe use Oracle Corporation and its affiliates disclaim any liability for any damages caused by use of this software or hardware in dangerous applications Oracle and Java are registered trademarks of Oracle and or its affiliates Other names may be trademarks of their respective owners Intel and Intel Xeon are trademarks or registered trademarks of Intel Corporation All SPARC trademarks are used under license and are trademarks or registered trademarks of SPARC International Inc AMD Opteron the AMD logo and the AMD Opteron logo are trademarks or registered trademarks of Advanced Micro Devices UNIX is a registered trademark of The Open Group This software or hardware and documentation may provide access to or information on c
208. nfirmation message is displayed 5 Click Yes to delete the event and all attached resources 6 If events exist on the waitlist for this function space then a message is displayed Conference Booking Event in status wartlist exist Do you want to change R Change ewent status eec x Event Status W change Start Ti Company Name Contact Nene 1 Workshop 9 00 AM 5 00 PM MF Germany Suite 8 MICROS FIDELIO Gm Fancourt Martin 7 Edit Contact 8 Point to the event to have its status changed 9 Select a new status from EVENT STATUS list box 10 Click CHANGE to change the status 11 Click CLOSE to close the change event status screen Moving an event from the waitlist when an existing event is reduced in numbers 1 Click the MEETING PLANNER menu and select CONFERENCE BOOKING to display the Conference Booking screen Search for and select the required booking Click the Events button the Event Details screen is displayed Point to the event to be adjusted and click the EDIT button Reduce the No OF ATTENDEES ose S IN If enough space has now become available and if events exist on the waitlist for this function space then a message is displayed Information Event in status wartlist exist Do you want to change Conference Booking 105 7 Select Yes to change event status the change event status screen is displayed R Change ewent status o Event
209. nin an naka L and kaha anan 86 DEINO ham KANA na a 86 EQUI Dapa AA NNNA NANA NANANA NANA KANA 92 Manual Posting nananana 132 Master and Sub Events 126 CONVERSION Of zeren 126 COD VING ar N 126 ChOAUNG KR 126 DGICUNAG eorna eia 126 Options User LOG erena 139 FCSOUICES neta asaan eia 146 Adding a new function space 86 Adding miscellaneous items 151 Copying miscellaneous items 151 Deleting miscellaneous items 157 Editing miscellaneous items 151 NOTES maa Tan aha na 119 Standard menu Changing menu items 167 Deleting menu Items 167 Set Change Course Orders 167 DG DOSIS PAPA AA anced 62 Financial Accounts aaa 137 General Information 63 Linked DocumentS a ana 64 183 LINKED PEO NE Ga nanasa nanamang YNA AA YOA NAG 64 linked to a booking master 175 INOW cra nG Ene 54 on the booking master screen 55 Options Adding Booking Master Notes 119 Billing Instructions aaa nanan 175 Deleting Booking Master Notes 119 Editing Booking Master Notes 119 Linked Documents 64 183 6 Index Attaching a document 64 183 Scanning and attaching a document eee ee ee eee R 64 183 Printing PG RA PAA APAPAP APARAPPEBE RAE ERENBE BARB DE 74 Correspondence anan nanan
210. nked Documents This option enables the user to view edit or add different types of documents to a booking master It is recommended to place these documents on a shared network path to which all users have access If a scanner is connected to the workstation you can also scan and attach documents such as contracts letters or pictures The scanner needs to be Twain compatible Document groups and path are defined under Setup Configuration Miscellaneous Document Types Note Linked documents can be viewed edited or added via the linked documents tab on the booking master edit screen or via the options button on the conference booking grid How to link a document 1 Select the LINKED DOCUMENTS tab E3 Edit Booking Department Head Meeting 25 01 12 ID 1027 EY P l Booking Information Deposit Cancellation General Information Linked Profiles Linked Documents Forecast i Revenue Linked Documents Document Group Date and Time of Attachment Modified By ok kz al Options Created on Thursday July 15 2010 4 06 PM Created by Supervisor Demonstration H Updated on Thursday July 15 2010 4 09 PM Updated by Supervisor Demonstration Q cancel 2 Click App the Attach documents dialog box is displayed Conference Booking 183 Document Groups DOCUMENTS Allowed Directories C Fidelio
211. nt Details screen is displayed 4 Select an event and click PACKAGES the Packages for Booking screen is displayed Any conference packages already attached to the event are listed 5 Select the conference packages to be deleted and click DELETE a confirmation message is displayed Information i Are you sure you want to delete this package 6 Click Yes to delete all events and resources included in this package 7 Click CLOSE all events included in the conference package are deleted from the event edit screen How to update the package price 1 Click the MEETING PLANNER menu and select CONFERENCE BOOKING to display the Conference Booking screen 2 Search for and select a Booking Master from the grid Click the Events button the Event Details screen is displayed 4 Select an event and click PACKAGES the Packages for Booking screen is displayed Any conference packages already attached to the event are listed 5 Select the conference package to be edited and click EDIT the Update Package dialog box is displayed Conference Booking Ba Edit Package Conference Package Ill for booking Apex Conference 11 07 11 Booking ID 1272 Start Date 11 07 2011 End Date 11 07 2011 Package ICP3 Conference Package ITI Name Conference Package III Price Pax TC Alternative Start Date EndDate Start Time Event Name P New g 107 11 11 07 11 9 00AM 6 00PM Meeting o eat Banquet Room Rental Banque
212. nt is filled with the rate entered under Setup Configuration Conference Management Function Space Definition Rates tab It is also possible to change this amount with a special rate The special rate field will be checked if this is the case Conference Booking The amount displayed here is the amount being charged after the discount has been applied Dept Code The department code In order to use the posting Required functionality every resource item has to have a department code assigned This can be done via the configuration part The field is filled automatically with the department code entered on the function space definition Special Rate If a different rate has been entered in the amount field this field will indicate the change with a tick mark Rebate Flat Defines whether the rebate calculation is by percentage or by flat rate and the percentage or flat rate amount to be used Orig Amount Displays the amount being charged according to the selected rate code It is also possible to change this amount with a special rate The special rate field will be checked if this is the case Setup Time If the seating arrangements have been defined with default setup time the default values will be filled in automatically but can be changed at any time Set down Time If the seating arrangements have been defined with default set down time the default values will be filled in automatically but can be changed a
213. nu the pop up menu appears displaying the following options Edit Function Space Edit Booking Edit Event Edit Company Profile Edit Contact Profile Show Resources Tasks Activities Add 5ub Event Convert as 5ub Event View All Events Print Booking Options Roomplanner Conference Diary 41 42 Edit Function Space Via this option any details related to the booked function space can be viewed or changed such as the rate seating arrangement or don t move flag 1 Select EDIT FUNCTION SPACE from the short cut menu The Edit Function Space dialog box is displayed Es Edit Ballroom 1 I for event Meeting 4 03 11 11 11 00 AM Booking L EF pee ex re kac o Yox Seating Arr Classroom Style Start Date 03 11 2011 End Date 03 11 20 11 w Start Time 11 00 AM End Time Setup Time Setdown Time Rate FUL full day CT Don t Move Dept Code 323 BanquetMisc w SpecialRate Ind in Package Orig Amount 2250 00 Rebate l Hat Cost Price Amount 2250 00 F Alternative Resource Attributes 2 Make any necessary changes and then click OK to save the changes Note The start and end time must be within the start and end time of the event Edit Booking Via this option any details related to the booking can be viewed or changed such as the company the decision date or market segment 1 Select EDIT BOOKING from the short cut menu The Edit Booking Master screen is displayed 2 Make any
214. ody Templates Gaa lt Default gt Default EMail Body EN Delete Body Format Text HTML Functionsheet Bestin Lisa MICROS Fidelio GmbH Organizer Contact on site Mr Ralph Aceti Keith Rodgers Banqueting Dept Europadamm 2 6 Department Head Meeting 21 March 2012 The To box is automatically completed with the email address from the profile this can be changed by clicking the drop down arrow and selecting the email address to which this email should be sent or by selecting the required email addresses from the list of available in the panel on the upper right hand side and clicking the TO button Click the SELEcT ALL button and then the TO button to select all the available email addresses In the CC box click the drop down arrow and select the email address which should be copied on this email or select the required email addresses from the list of available in the panel on the upper right hand side and click the CC button Click the SeLEcT ALL button and then the CC button to select all the available email addresses In the BCC box click the drop down arrow and select the email address which should be blind copied on this email or select the required email addresses from the list of available in the panel on the upper right hand side and click the BCC button Click the SELEcT ALL button and then the BCC button to select all the available email addresses Enter the topic of the email in the SuBjJEcT box If a default
215. of atte _ Last Attempt Sent Error Draft 3 Complete the search criteria and click the SEARCH button All emails meeting the search criteria entered are displayed 4 Select the required email and click the DETAILS button to display the Email Report screen 5 Click SEND AGAIN to re send the email click PRINT to print the email or click CANCEL to exit the email report screen 6 Click CLOSE to exit the email log Email Log search criteria aii With this information Subject The text that was entered in subject of the email The email address to which the email was sent Set by default to today s date but can be changed as required TO Set by default to one week later than today s date but can be changed as required Successfully Select this option to view emails which were sent successfully Select this option to view emails which were not sent successfully Maintenance 221 Index A Accelerator KEYS ceii ai 12 Activities amp Tasks Activities amp TASKS 2a AA 175 Adding to a booking master 175 Advanced SearCh maa 193 Booking Information Conterence Tab NG 55 FROOINS VAD ania aaa aL NGA nA Gana saaan 55 Gancellalon8 2 Ka NANNING 62 Cangelling aaa es haces hence ea 73 Conference Packages 108 Copying CUGIOM aaa kaaa Nkaka N 69 NG a 69 DEGUNG AA 72 Adding new events a asana 86 Conference Packages 108 CODING 2na aADA Ka
216. oking ID Create booking as This option is only visible when the global setting calendar event CONFERENCE BOOKINGS AS CALENDAR EVENTS On the CCM tab is active and the status definition of the selected conference status is DEF If the parameter for manual creation is active the option is displayed and can be selected manually If the parameter for automatic creation is active the option is selected by default but may be de selected if not required Saving the booking with the option selected will create the calendar event In the calendar the booking name is displayed in the calendar event description and the company contact and booking ID are displayed in the notes The calendar event will be updated when changing any of these fields or the arrival and departure dates in the booking When changing the conf status to a non definite status or deleting a booking the calendar event will be removed automatically Calendar events will be created when copying bookings if the option was selected in the original booking the status definition of the selected conference status is DEF The date field will be completed automatically if certain conditions are met The default number of days and the statuses for which it is valid are defined in the configuration Defines if a pre defined rebate should be applied to the booking If events exist then a message to check the booked resources is displayed when a rebate is added changed or removed
217. old the mouse button down while you drag the mouse to the left or right or left click on the event and hold the mouse button while you drag the entire event to the new time spot The message Confirm move is displayed 5 Click YES to confirm the event time change Shareable Function Space Certain function spaces such as the main lobby and restaurant may be configured as SHAREABLE this allows users to book these function spaces either in share mode or exclusively Booking a function space in share mode allows multiple groups to be booked into the same function space without double booking or waitlisting events Booking in exclusive mode only allows one event to be booked into the function space any others will be waitlisted Conference Diary 39 40 Function Spaces that are defined as SHAREABLE are displayed in green with lt S gt for shareable on the left hand side of the conference diary Events which are booked as sharing a function space are displayed with a green trellis Shareable Function Space how does it work When only one event is booked into a shareable function space the event status will not be changed to waitlist when the entered no of attendees exceeds the max capacity of the function space When more than one event is booked then event status will not be changed to waitlist as long as the total no of attendees is within the max capacity of the function space When more than one event is booked the e
218. on which the change was made 144 Conference Booking A short description about the changes that were made The name of the user who made the change Workstation The computer name on which the change was made The financial account groups and numbers are defined via the options FINANCIAL ACCOUNT GROUPS and FINANCIAL ACCOUNT NUMBERS under Setup Configuration Cashiering Financial account functionality is controlled by the user rights View EDIT INSERT and DELETE under Setup Configuration Users User Definition Rights Cashiering Financial Accounts Printing a Function Sheet or other Correspondence See Printing a Function Sheet or other Correspondence See page 74 Conference Booking 145 Forecast Revenue The FORECAST REVENUE tab displays information about the posted expected and forecasted revenue of each resource and is split as follows Package items Non package items Merged packages New entries are allowed for non package expected forecast The forecasted and posted figures are displayed both as a gross figure and a net figure with the tax displayed separately a Resources Forecast Revenue Department Code Expected Per Pers Expected FlatRate Expected Total Posted El Total 750 375 00 375 00 315 13 59 88 El Package Items 7 50 375 00 375 00 315 13 59 88 Banquet Beverage EUR 1 50 75 00 75 00
219. one of the access methods described above 2 Click BILLING INSTR to display the Billing Instructions See page 175 dialog box See Suite 8 Reservations manual for more details How to link credit cards to financial accounts This option is used to add edit delete guarantee or get approval for credit cards For example the charges of conference bookings or group members might be routed to a financial account and paid by a company credit card 1 Access the Financial Account Settings dialog box via one of the access methods described above 2 Click CREDIT CARDS to display the financial account credit cards dialog box See Suite 8 Reservations manual for more details This option is only available if the status of the financial account is expected checked in or closed How to enter fixed charges for financial accounts This option is used to enter fixed charges on the Financial Account Fixed charges are used to post daily charges other than room tax or packages for example conference equipment rental from external locations Suite 8 posts fixed charges automatically during night audit or when choosing the option post daily charges in the cashiering module 1 Access the Financial Account Settings dialog box via one of the access methods described above 2 Click FIXED CHARGES to display the Fixed Charges dialog box Conference Booking See Suite 8 Reservations manual for more details How to unlink a CCM financial account
220. ons button on the conference booking grid How to link a document 1 Select the LINKED DOCUMENTS tab E2 Edit Booking Department Head Meeting 25 01 12 ID 1027 a Options Created on Thursday July 15 2010 4 06 PM Created by Supervisor Demonstration Updated on Thursday July 15 2010 4 09 PM Updated by Supervisor Demonstration Q Cancel 2 Click App the Attach documents dialog box is displayed Conference Booking 65 Document Groups DOCUMENTS Allowed Directories C Fidelio Documents Document Name In the DOCUMENT GROUPS list click the document group you want In the ALLOWED DIRECTORIES list click the allowed directory you want Click BROWSE to display the list of documents ge Pe a o Select the required document and click OPen the Document Name field is filled Document Groups DOCUMENTS Allowed Directories Fidelio Documents Document Name C Fidelio Documents Pocument docx 66 Conference Booking 7 To attach the document click ATTACH the document is shown as linked on the linked documents tab acs te fa W ox Ba Edit Booking Department Head Meeting 25 01 12 ID 1027 Booking Information Deposit Cancellation General Information Linked Profiles Linked Documents Forecast Revenue Add go View PA
221. ontent products and services from third parties Oracle Corporation and its affiliates are not responsible for and expressly disclaim all warranties of any kind with respect to third party content products and services Oracle Corporation and its affiliates will not be responsible for any loss costs or damages incurred due to your access to or use of third party content products or services Contents Preface NANANG 7 O AA AA 7 CUNANAN AA AG AALAGA 7 OCUMMCIEATION a ATAT AA AA AA 7 INGVISIONL Stoi Vaea E E AN 7 L INTOdUCON eeraa aaae EEOAE EAE AN AEAEE REEE 9 ADOUE outes Mestne ENNE recriar aa T E A aoe 9 EOSO AA ator 10 Meetine Planner SnOricut Dar susieina a ANN NA AEO 11 NVON INCY S AA ANA TA 12 Usine the blue OWN art OW sirarna ANA AAAANAANG 13 TNU EN TOW E eta toniasuns setasaneageasams SN ANAN AA AA 14 elt Bie CK AA nesa oe oe 17 a BA 19 Chana me the Aa AA AA AA AN 19 Customisine ther IML display dua aan aaa GA 20 CUSTONISING Sueo GIGS ies AA AA AR ABA 21 Payon nA GN NAL Ban BUAN 24 2 COn renee PIGA AA AA AA AAP PA PAP 27 Mewmno the Conference DATA NANANA NAAT agencies 27 Creatine a iNew Bookine Or Ev Crib cnet oleae oan aoe 32 Accessing the Booking Master Search SCree0n cscceesseeessseeeesseeeeeneecesseeeessaeeeeeas 32 Gie AE AA AA AA AA KN meere 33 New Booking on the Booking Master Search eee eeeecessecesseecesseeeesseeeeeseeeeseas 37 Moving an event to another function Space eee eeesceeeseeeeesneeceseeses
222. ooking will be copied to every 2nd month on a Monday the day takes priority which means that the interval may not be exactly two months but maybe 2 months and 2 days If the booking should be copied to every 2nd month exactly then select the day NOT DEFINED this way the booking will exactly one month apart regardless of the day on which it falls 10 Type the arrival date of the next booking in the NExT ARRIVAL box or click the drop down arrow and select a date from the calendar 11 If the No OF SERIES option is not used then type the arrival date of the last event in the LAST ARRIVAL box or click the drop down arrow and select a date from the calendar 12 Type the decision date in the DECISION DATE box or click the drop down arrow and select a date from the calendar The entered decision date is applied to all the booking copies 13 Type the follow up date in the FoLLow UP DATE box or click the drop down arrow and select a date from the calendar The entered follow up date is applied to all the booking copies 14 Click OK to confirm the copy process a processing message is displayed Conference Booking 71 The required number of bookings are created All are exact copies of the original booking with the exception of the criteria entered in the booking copy dialog box the contract number and the block code which is the entered block code plus a sequence number The suffix Copy is added to the booking name Note Checks on avail
223. oom 111 and check the Ini Maintenance 6 10 11 12 LI 14 The To box is automatically completed with the email address from the profile this can be changed by clicking the drop down arrow and selecting the email address to which this email should be sent or by selecting the required email addresses from the list of available in the panel on the upper right hand side and clicking the TO button Click the SELEcT ALL button and then the TO button to select all the available email addresses In the CC box click the drop down arrow and select the email address which should be copied on this email or select the required email addresses from the list of available in the panel on the upper right hand side and click the CC button Click the SeLEcT ALL button and then the CC button to select all the available email addresses In the BCC box click the drop down arrow and select the email address which should be blind copied on this email or select the required email addresses from the list of available in the panel on the upper right hand side and click the BCC button Click the SELEcT ALL button and then the BCC button to select all the available email addresses Enter the topic of the email in the SUBJECT box Select the SEND As ATTACHMENT check box if the document should be sent as an attachment rather than in the body of the email To edit the document click the Epit ATTACH button the document is generated and displayed on
224. osit cancellation Linked Profiles Linked profiles Linked Documents Linked Documents Forecast Revenue Information about the expected forecast and posted amounts of the total booking including room reservations linked to the booking and additional posted amounts on the linked financial account The changing of the account manager on a conference booking is controlled by the user right CHANGE ACCOUNT MANAGER under Setup Configuration Users User Definition Rights Booking Master The entering of bookings and events in the past is controlled by the user right ENTER BOOKINGS IN THE PAST under Setup Configuration Users User Definition Rights Booking Master Booking Information The Booking Information screen is open by default when selecting either NEW or EDIT To create a new booking master either a company or contact profile has to be selected Booking Master Booking Information tab Field Name Company Name If applicable select the company via the three dots next to the company name Use the search criteria provided by the profile search screen to find the company name or create a new company profile If the selected company name has a rebate code linked then at the arrival date field a question will be displayed asking if the rebate from the profile should be linked to the booking Contact Name If applicable select the contact via the three dots next to the contact name Use the
225. played and another function space can be booked 5 If WAITLIST is selected then the event status is changed to waitlist If waitlisted events already exist then a message is displayed asking if you want to adjust the priority list Confirmation Waitlist exists Do you want to adjust priority list 6 Select Yes to view the priority waitlist View Master Event If a master event exists then this option displays the master event linked to the selected sub event with the possibility to edit or change the event the function space the company and or contact as well as displaying or adding new resources tasks or activities 1 On the Conference Diary select a sub event 2 Select View MASTER EVENT from the short cut menu The Master Event Details dialog box is displayed Note Sub events are displayed with a green S and a triangle z and master events with a pink M and pink triangle Sub Event functionality is controlled by the parameter USE MASTER SUB EVENTS under Setup Configuration Global Settings CCM Conference 1 tab Conference Diary 47 48 View all events This option is used to view all events for a particular booking Events and resources can be added edited or deleted in addition all other options can be accessed Print This option is used to print correspondence related to the booking Roomplanner This option opens the Roomplanner module see the Suite8 Roomplanner manual Booking O
226. ptions Notes Billing Instructions User Log Financial Accounts Postings Participants List Function Space Closed Periods Occasionally a function space or combination of function spaces needs to be closed off for a period of time for reasons such as maintenance or refurbishment A function space which already contains an event cannot be closed off You may close a function space via The conference diary Function Space Definition under Setup Configuration Conference Management Function Spaces The colour to display closed periods in the conference diary is defined via the option COLOUR FOR CLOSED PERIOD under Setup Configuration Global Settings CCM Conference 1 tab How to create a closed period 1 Click the MEETING PLANNER menu and select CONFERENCE DIARY to display the Conference Diary screen or press F3 Point to the function space date and time to be closed Left click and hold down the left mouse button 4 Drag the mouse to the right until the required time is selected and release the left mouse button the short cut menu is displayed Note To close more than one day drag the mouse to the right in order to access the short cut menu and then define the dates and times on the Closed Periods dialog box Select CLOSE OFF FUNCTION SPACE the closed periods dialog box appears Complete the dates times and reason for closing the function space Click OK The closed p
227. r short cut key CTRL C This information can then be pasted to any open file by using right mouse menu option PASTE or short cut key CTRL V The menu option Copy TO CLIPBOARD is controlled by the user right Copy TO CLIPBOARD FROM HTML under Users User Definition Rights Miscellaneous The Quick Keys Suite8 allows you to select the Quick Keys main menu from any screen The quick keys are shortcuts to screens searches and desktop tools Using these keys allows rapid access to information without having to leave the section that you are currently working on For example a customer is making a new reservation while at the same time asking questions about restaurants in the area You can use the Telephone Book quick key for restaurant information instead of aborting the new reservation screen looking up the restaurant information closing the Telephone Book and reopening the new reservation screen Introduction 17 To access the Quick Keys main menu Click the QUICK KEYS menu option The Quick Keys menu is displayed Arrivals Ctrl A Availability Ctr D Billing Ctrl B Calendar F4 Conference Diary F3 Conference Floor Plan Shift Alt F3 Currency Calculator Shitt Alt R Event Vacancies Ctr Shit F3 Event Waitlist Priority Corley Hoor Plan Ctrl F Goals Ctr Shitt 6 Group Reservation Ctrl G Hotel Segment Statistics Ctrl Shit s5 House Status CtrHH Inhouse Guests Ctrl I Interface Functions Shift F8 Logbook Shift Alt
228. ration Global Settings CCM Conference 1 tab New Event How to enter a new event 1 Click the MEETING PLANNER menu and select CONFERENCE BOOKING to display the Conference Booking screen 2 Search for and select a Booking Master from the grid Click the Events button the Event Details screen is displayed 4 Click New the New Event screen is displayed Conference Booking 87 EJ New Event for booking Department Head Meeting 21 03 12 Booking ID 1031 Event Company Name MICR OS Fidelio GmbH Contact Name Aceti Ralph Contact on site Bestin Lisa Booking Name Department Head Meeting Event Information Event Status DEF Definitve Info Board Info Board Profile Event Type E Ind in Package E Noisy No of Attendees 14 Min Guarantee Block Event Name Start Date 21 03 2012 End Date 21 03 2012 Start Time EndTime C Alternative w Function Space Information Function Space Seating Arr Setup Time Rate Setdown Time iv a ksi Special Rate E Don t Move E Ind in Package Rebate i oe ex Hat Orig Amount Cost Price E Alternative Expected Forecast Information Department Code Expected Per Pers Expected Flat Rate Expected Total 5 Complete the options as detailed in the Event dialog box table below 6 Click OK to save the event The event is now listed in the event details screen Note If a new event is being entered on a day where an event wit
229. rce information Printing menu cards 146 Conference Booking The FORECAST REVENUE tab displays information about the posted expected and forecasted revenue of each resource and is split into two parts Package items Non package items Note Multiple resources can be selected and booked at the same time from different resource sections and categories If several items are selected then the default values are taken for each resource On the resources grid the QUANTITY and the PRICE can be adjusted directly The PRICE cannot be adjusted if the resource is included in a package or if the selected standard menus are defined as on consumption base or where no or two menu splits have been defined Note Rebates can be applied globally via a rebate code on the booking master or can be applied per resource as a percentage or as a flat rate If Alternative functionality is active then alternative resources can be defined this enables the customer to reserve alternatives and make a final decision at a later date for example Resource I may be booked and Resource II reserved as an alternative The first booked resource cannot be set as an alternative as there are no other resources for it to be an alternative to When at least one resource exists then the ALTERNATIVE option and the alternative selection box are displayed The Alternative option can be selected without selecting a specific alternative or a specific alternative can be selecte
230. rd Profile C E Noisy No of Attendees Min Guarantee Block Start Date 05 11 2011 End Date 05 11 2011 Start Time s30 AM End Time jit iI5AM Function Space Information Function Space Room IT Seating Arr Classroom Style w Setup Time Rate Amount Setdown Time Dept Code 330 Banquet Room Re Rebate Flat ane Special Rate E Don t Move Expected Forecast Information Department Code Currency Expected Per Pers Expected Flat Rate Expected Total 2 Complete the booking screen for a detailed explanation of the options see the Quick Booking table below 3 Click OK to save the new booking Quick Booking dialog box Fill in this field With this information Company Name Enter the company name and press tab if only one company exists with that name it will be filled automatically otherwise the profile search screen is displayed Click on the three dots next to the company name field to open customer profile search screen directly and search for the company profile or create a new one Conference Diary Enter the contacts last name and press tab if only one individual exists with that name it will be filled automatically otherwise the profile search screen is displayed Click on the three dots next to the contact Contact Name name field to open the customer profile search screen directly and search for the contact profile or create a new one Either the company or the contact name h
231. recast figures under Setup Configuration Conference Management Event Defaults the forecast revenue information at the bottom of the event edit screen will be filled as well Event Name The name of the event will be filled automatically after Required the event type has been selected It can be changed at any time No of Attendees The number of attendees for the event The number of Required attendees entered will be taken for several checks for example function space and seating arrangement check Min Guarantee Enter the minimum number of guaranteed persons This number is normally taken for billing even if less Should turn up for the function Start Date The start date is filled automatically with the system date if it is within the range of the arrival and departure date Future bookings will default to the arrival date of the booking master It is not possible to create an event that is not within the arrival and departure date of the booking End Date The end date is filled automatically with the end date of the booking master It is not possible to create an event that is not within the arrival and departure date of the booking Start Time If the event type has been configured with default start time then it is filled in automatically but can be changed by entering a time or selecting one from list box If the event was booked through the conference diary then the start time is taken from the diary End Time If
232. rence 11 07 11 pao ID 1272 gt StartDate EndDate Event Group iE 11 07 11 30 12 12 Event Group Demo 1 5 Click NEw to add a new event group the Event Groups dialog box is displayed Conference Booking 117 118 10 B New Event Group for booking Apex Conference 11 07 11 Booking ID 1272 E e Start Date EndDate 11 07 2011 W ok Group x New Group Name A Edit Pax 50 00 i Delete stertbate endDate Star Tme EndTine Eventname Pac Pe Forecast eRebate _FatRebate org Amount NewResource Edit if Delete cose The START DATE is completed automatically with the start date of the booking master The END DATE is completed automatically with the end date of the booking master In the Group box click on the down arrow to open the drop down list and select an event group When the group is selected the GROUP NAME is automatically completed but can be changed as required The Pax option is also automatically completed with the number of attendees as defined on the event Select the ALTERNATIVE option to reserve an alternative event group select a specific alternative event group from the list of reserved event groups NOTE This option is only displayed when at least one other event group has been reserved 11 The grid in the lower half of the event groups dialog box is completed with the 12 13 event breakdown th
233. rence Booking screen click OPTIONS and select SHOW ATTACHED TABLE RESERVATIONS from the short cut menu The Table Reservation Search screen is displayed any existing table reservations attached to the selected booking are listed Conference Booking 187 Es Table Reservation Search Ho Restaurant WG RES BAR GLF w Last Name Date 18 04 2012 to 18 04 2012 First Name Reset Filter EYA E New Start time from to w Description ca New series C Indude history E Not Assigned tables only Status Definitive Room Table Reservation Reservation Cancel 1033 SS _ CE Copy Booking MICROS5 Fidelio GmbH Booking Event fa Print List Date Stat End Description of adults Children Tables Credo 18 04 12 12 00 13 00 14 Roberts John MICR Winter Garden LE Seated az Pla SOW o rid Taat at 2 Several search criteria such as the dates the booking name and the booking are completed with details from the booking 3 Complete any other required search criteria by typing information or selecting information from the available lists For an explanation of the search criteria see the Table Reservation Search Criteria table below 4 Click SEARCH to list the table reservations according to the entered search criteria 5 Click CLOSE to close the table reservation search screen How to enter a new table reservation 1 From the Conference Booking screen click OPTIONS and select SHOW ATTAC
234. rofile replaces the contact If no entry is made in the Info Board Profile then the company contact name from the booking will be displayed Incl in Package Check this box to define if the event is included in a conference package The field is only accessible if a conference package has been booked for this day Noisy Select this box to indicate that the event will be a noisy one such as a dinner party with live music playing If the noisy flag has been set users can also see the indication in the conference diary Block This is a view only field and shows the start time and the end time the function space is blocked for This is setup time plus event start time and event end time plus set down time This is completed automatically if a room block with a block code is attached Function Space Information Function Space Select the function space from the drop down list of Required defined function spaces If a shareable function space is linked to the event type selected this will be displayed automatically but may be changed as required Seating Arrangement Select the seating arrangement from the drop down list In some cases the seating arrangement might already be filled in i e if the parameter flag MULTIPLE FUNCTION SPACES PER EVENT has been activated under Setup Configuration Global Settings Conference tab Rate Select the rate from list box of defined rates such as full day or half day The rate cod
235. ropadamm 2 6 41460 Neuss f Edit Profile Select the WINDOw the charges should be routed to The default for the new instruction is in sequential order Window 1 is always reserved for all postings which are not routed to another window When entering billing instructions for the first time the default window is 2 Enter the FROM DATE and To DATE the billing instruction is valid for the default dates are the arrival and departure dates Select the DEPARTMENT CODES to be routed from the drop down list of available department codes The will select all department codes Use the EXCLUDE button to exclude department codes and the INCLUDE button to add department codes Select any or all of the following options Conference Booking SAME FINANCIAL ACCOUNT if checked the charge will be routed to the same financial account if unchecked the charge can be routed to another name or financial account CASHFLAG if checked the financial account will be paid after the event in cash and the name and address fields on the billing instructions are then not accessible 8 Select the Name for the billing window from the list of linked profiles If the booking is made for a company and a contact then the linked company will be selected by default If the booking is made for a contact only then the contact name will be selected by default 9 In the OTHER NAME option you can select to route the departm
236. s CCM Conference 1 tab It is recommended to set the default number of days to two The type of availability displayed in the Date column is defined via the option DISPLAY AVAILABILITY IN ROOM RACK under Miscellaneous User Settings Appearance Tab Types of availability available are Maximum Availability Minimum Availability Def Occupied and Def Tent Occupied Linking a view type to a login so that the preferred view is automatically used when the user calls the conference diary is defined via the option FUNCTION SPACE VIEW TYPE IN DIARY under Miscellaneous User Settings Appearance Tab Linking a custom order to a login so that the preferred custom order is automatically used when the user calls the conference diary is defined via the option FUNCTION SPACE ORDER IN DIARY under Miscellaneous User Settings Appearance Tab Bookings entered in the same function space can be listed in a separate line by activating the parameter DISPLAY FUNCTION SPACE FOR EACH BOOKING under Setup Configuration Global Settings CCM Conference 1 tab The event type can be displayed before the name by activating the parameter DISPLAY EVENT TYPE FIRST IN CONFERENCE DIARY under Setup Configuration Global Settings CCM Conference 1 tab Events with the status non deduct inventory using combined rooms are displayed with an indicator on the conference diary by activating the parameter DISPLAY DOUB
237. s generated and the fax sent SMS Sending functionality is controlled by the parameter ENABLE SMS SENDING under Setup Configuration Global Settings Interfaces Misc Interface 4 tab The parameters for short message sending for maintenance tasks are defined via the section MAINTENANCE SMS NOTIFICATIONS under Setup Configuration Global Settings Generic Generic 3 tab SMS Log This option may be used to display the SMS log and is accessible via the option MAINTENANCE on the ROOMS MANAGEMENT menu and on the MEETING PLANNER menu The SMS log lists details for SMS s which have been sent regarding maintenance tasks How to view the SMS log 1 2 Click the ROOMS MANAGEMENT menu or the MEETING PLANNER menu and select MAINTENANCE Select the maintenance task required and click the SMS Loc button Maintenance The SMS log screen is displayed The upper part of the screen consists of search criteria The lower part of the screen displays the search results in grid format Ks SMS Log 1 6 Draft Show al Eika t Details Successfully Failed Redpient sent No ofatte v Last Attempt sent_ Error Confirmation Draft 3 Complete the search criteria and click the SEARCH button All SMS s meeting the search criteria entered are displayed BJ SMS Log Phone Sent i Draft iara CC A i A Show all Successfully Failed Recipient sent No of atte Last Attempt
238. s meeting worldwide 2008 o a E 1 10 11 15 12 11 Booking Request EB f Edit omom honyn POS8 NG mor 135 MICROS Fidelio G FF Copy fi Delete Bi p m Print CF Event Activities Ta ag Options 6 If a new event should be added to an existing booking select the booking and click the EvENT button on the Booking Master search screen 7 If this new event belongs to a new booking the new booking can be created via The Quick Book option See page 33 The New Booking Option See page 36 Quick Book The QUICK BOOK option can be used to create both the booking and the event at the same time The quick booking screen is split into two parts the upper part contains the booking information and lower part the event information Only the main fields are displayed for the booking however once the quick booking screen is completed additional booking information can be entered by editing the booking Conference Diary 33 To create a new booking using quick book 1 On the booking master search screen See page 32 click the Quick Book button to open the Quick Booking screen See Accessing the Booking Master Search screen See page 32 Hal Quick Booking Booki ng Event Information Company Name Contact Name Contact on site Booking Name Market Segm Source w Channel Decision Date w Follow up Date Credit Status Event Information Event Status Info Board Event Type Info Boa
239. sc Market TOU Tour Serie Description Credit Limit CAS Creditimit for Cash payments Limit Value Source code TOU Tour Operator Channel code INT Internet Contracted Curr FUR Euro Billing Info Remarks 2 Complete the financial account details by typing information or selecting information from the drop down lists For an explanation of the fields on the financial account screen see the New Financial Account table below 3 Click OK If the new financial account was created via cashiering then the posting screen is displayed New Financial Account dialog box Fill in this field DD With this information Group Select the type of financial account required from the list of predefined groups Date Range If required select the date range check box and enter the date range from to you would like to keep the Financial Account in your system Usually it is not necessary to enter a date range on a financial account Profile Each financial account must be linked to a profile click the button next to the profile box to open the profile search screen and select an existing profile or create a new one Conference Booking 139 Account Number Each financial account must have an account number before it can be checked into the system Click the drop down arrow and select an account number if the account number was defined with a description then this is updated in the NUMBER Desc box Number Desc The
240. search criteria provided by the profile search screen to find the contact or create a new contact profile Contact on site Enter the name of the contact on site if it differs from the contact name Linked Company If a company profile has been linked via the LINKED PROFILES tab it will be displayed under this option Linked Contact If an individual profile has been linked via the LINKED PROFILES tab it will be displayed under this option Conference Booking 55 56 Group Template Booking Name Arrival Date Mandatory Departure Date Mandatory Defines which if any group template is linked to this group Group templates may be used to link specific groups together Click the button to select an existing template or to create a new template From the Group Templates screen the following options are available SEARCH enter search criteria and press search to activate FULL SEARCH press the Full Search button to return all group template names matching the search criteria CLEAR press clear to clear the search criteria New to enter a new group template EDIT to edit an exiting group template FIND IN GRID to further narrow the group template search SELECT to select the highlighted group template and link it to the booking master Enter the booking name such as Birthday Party Annual Sales Conference or wedding If the parameter COPY PROFILE NAME INTO BOOKING NAME is active then the booking
241. ss the Alt letter keys and the cursor moves into the appropriate box For example on the Profile Search screen the letter A is underlined in the Name box By pressing the Alt A keys the cursor moves into the Name box To use the accelerator keys From the screen or dialog box press Alt letter to move the cursor into the appropriate box Shortcut keys Suite8 has shortcut keys that allow you to perform actions directly from the keyboard without having to use the mouse Using these keys saves you time Introduction Suite8 Shortcut keys Moves the cursor from a data box to the first record on the grid Moves to the next box and confirms the entry Ctrl Shift Moves backward through tabs Tab Escape Cancels the current action Removes a Combo box before a selection has been made Moves the cursor to the beginning of a box Moves the cursor to the end of a box Using the blue drill down arrow Many boxes have a blue drill down arrow next them indicating that there is additional information that can be displayed Housekeeping Total Occupied Vacant Clean Rooms 57 1 56 Dirty Rooms 80 17 63 Total 18 119 Out of Order 0 0 HES Out of Service 0 D 0 Rooms in Queue 0 For example on the House Status screen clicking the blue drill down arrow on the Out of Order line displays the Out of Order Rooms screen Introduction 13 DateFrom 1 03 2011 ae Refresh To 01 04 2011 eat a copy Room Lock From Sel
242. st box Event Status Select the conference statuses from the drop down list If no status is entered conferences with all booking statuses will be shown Event Type Search for bookings by event type Select from list box the available event types Function Space Search for bookings by Function Space Select from list box the available Function Spaces Company Name Click on the three dots next to the company name if you would like to search for existing company profiles Contact Name Click on the three dots next to the contact name if you would like to search for existing contact profiles incl Participants If a name is entered in the Contact Name search box then selecting this check box will search for all bookings where this contact has been entered as a booking contact as well as a participant Participants only If a name is entered in the Contact Name search box then selecting this check box will search for all bookings where this contact has been entered as a participant The advanced query options The advanced query consists of three selection fields The first allows you to select from a drop down list of query possibilities The second limits the query to a second level or gives a choice of conditions The third field requires either a free format value or for the user to select a possible value from a drop down list 194 Event Management The fields are explained in the Advanced Query dialog box Definition
243. st to the main financial account or to select the participants to whom the package should be posted SELECTED lists all the participants If the number of packages is the same as the number of participants all participants are selected by default Conference Booking 133 134 If the number of packages is less than the number of participants none of the participants is selected by default If the number of packages is greater than the number of participants all participants are selected by default and the remaining packages will be posted to the main financial account Note Non package items will always be posted to the financial account of the booking Package Postings Conference Package II 03 02 12 03 02 12 i800 972 00 972 00 Meeting 03 02 12 9 00 AM 03 02 12 6 00 PM 330 Banquet Room Rental 12 10 00 120 00 120 00 Meeting 03 02 12 9 00 AM 03 02 12 6 00 PM 322 Banquet Beverage 12 6 00 72 00 72 00 Meeting 03 02 12 9 00 AM 03 02 12 6 00 PM 335 Technical Equipment 12 10 00 120 00 120 00 Coffee break in the morning 03 02 12 10 00 AM 03 02 12 10 30 AM 322 Banquet Beverage 12 1 50 18 00 18 00 Coffee break in the morning 03 02 12 10 00 AM 03 02 12 10 30AM 321 Banquet Food 12 6 00 72 00 72 00 Lunch 03 02 12 12 00 PM 03 02 12 2 00 PM 321 Banquet Food 12 20 00 240 00 240 00 Lunch 03 02 12 12 00 PM 03 02 12 2 00PM 322 Banquet Beverage 12 5 00 60 00 60 00 Coffee break in the afternoon 03 02 12 3 30 PM 03
244. stings for example room rental or a food or beverage department code Portion Defines how the item is portioned Most useful for beverage items to define whether it is by glass or bottle Incl in Menu Defines if the price of the menu item is included in the menu Generally used for food items and mainly used in properties that sell set menus where the food item is always included in a menu and is not priced individually When selecting the menu from the booking it is still possible to change this item to exclude The sales price for this item Quantity The quantity this is filled automatically with the number of attendees but may be changed as required A number including decimals may be entered How to delete a menu item 1 Select an event then select the standard menu resource to be edited on the resource grid 2 Click EDIT from the bottom of the event edit screen the Edit Standard Menu dialog box is displayed 3 On the bottom of the standard menu edit screen the courses of the standard menu are displayed 4 Select the menu item to be deleted click DELETE a confirmation message is displayed Information Are you sure you want to delete this item 5 Select Yes to delete the menu item How to print menu cards 1 Select an event the resources are listed in the resources grid 2 Select one or more standard menu items to be included in the menu card 3 Click MENU CarRDs from the bottom of th
245. t The forecasted and posted figures are displayed both as a eross figure and a net figure with the tax displayed separately Conference Booking 67 Ei Edit Booking 04 12 12 ID 1289 Booking Information Deposit Cancellation General Information Linked Profiles Linked Documents Forecast Revenue 0 00 0 00 1 00 7350 00 7 500 00 6502 52 amp 5 z 05 09 00 18 00 10 00 10 30 12 00 14 00 15 30 16 00 19 00 21 00 10 00 10 30 12 00 14 00 15 30 16 00 09 00 18 00 Meeting Coffee break Lunch Coffee break Dinner Coffee break Lunch Coffee break Meeting 375 00 1 250 00 375 00 750 00 3 300 00 375 00 1 250 00 375 00 1 300 00 4 050 00 1 300 00 375 00 1 250 00 375 00 750 00 3 450 00 375 00 1 250 00 375 00 1 450 00 3 403 36 1 092 44 315 13 1 050 42 315 13 630 25 2 899 15 315 13 1 050 42 315 13 1 218 49 1 197 48 646 64 207 56 59 88 199 58 59 83 119 75 550 84 59 88 199 58 59 38 231 51 6 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 Created on Sunday December 04 2011 12 42PM Created by Demonstration Supervisor Updated on Sunday December 04 2011 12 42PM Updated by Demonstration Supervisor How to print or export forecast revenue information 1 Select the FORECAST R
246. t status of a booking can only be changed on profile level not on this screen ID Booking Id number automatically assigned by the system Account Manager Indicates the initials of the sales manager defined on the company contact level If no account manager has been filled in a selection can be made but existing filled in account managers can not be changed on the booking level Market Segm Select the market segment from the drop down list The market segment entered here at booking master level is transferred to any attached group or individual reservation Source Select the source segment from the drop down list The source defines how the property got the booking such as airline travel agent central system The source code entered here at booking master level is transferred to any attached group or individual reservation Channel Select the channel from the drop down list Channel codes are attached to a conference booking in order to track how the reservation or booking was made at the property for example via the internet via email or via the telephone The channel code entered here at booking master level is transferred to any attached block group or individual reservation Booking Master Conference Details Field Name Definition Conference Status From the drop down list select the status for the conference Mandatory part of the Booking such as definite tentative or waitlist Conference Mgr From the drop
247. t Beverage il Delete Technical Equipment 11 07 11 11 07 11 E Coffee break in the morninc Banquet Beverage Banquet Food 11 07 11 11 07 11 Banquet Food Banguet Beverage 11 07 11 11 07 11 Banquet Food 11 07 11 11 07 11 Banquet Food 6 Select the package detail to be edited click EDIT the Update package event dialog box is displayed EB Update package event Department Code 322 Banquet Beverage Expected Per Person 6 00 Orig Forecast P Pers 6 00 Total Rebate Flat Total Rebate Forecast Per Person 6 00 7 Update the price in the EXPECTED PER PERSON AND FORECAST PER PERSON boxes 8 Click OK to close the Update package event dialog box 9 Click OK then click CLOSE to return to the Event Details screen Note The package price is calculated based on the package split taking into consideration the revenue entered for each event by department code How to copy a package 1 Click the MEETING PLANNER menu and select CONFERENCE BOOKING to display the Conference Booking screen Search for and select a Booking Master from the grid Click the Events button the Event Details screen is displayed Conference Booking 113 114 4 Select an event and click PACKAGES the Packages for Booking screen is displayed Any conference packages already attached to the event are listed 5 Select the conference package to be copied and click Copy the Package Copy dialog box is displayed 6 The BOOKING DATES
248. t any time Please note that the function space will be booked from the event start until the event end time including the defined setup and set down time Don t Move This field should be marked if a customer insists on a particular function space If this field is selected users will also see the indicator in the conference diary Incl in Package The field is only accessible if a conference package has been booked for this day Displays the cost price for the function space Function Space Selection List Field Name Explanation Function Space name Enter the name of the function space if known Available Select this radio button to show only those function spaces that are available on the booked date during the entered start end times All Select this radio button to show all function spaces Function spaces that are not available will be highlighted in red Click this button to select the highlighted function space Details Click this button to view the configuration information such as measurements rates or seating arrangements If a picture of the function space is available then this can be viewed by selecting the EXTRA INFO tab The entering of bookings and events in the past is controlled by the user right ENTER BOOKINGS IN THE PAST under Setup Configuration Users User Definition Rights Booking Master Conference Booking 91 Alternatives functionality is controlled by the parameter USE ALTE
249. t the category to which this type of comment belongs In the GUEST COMMENTS box enter the guest comment Click OK the new comment is displayed on the Guest Comments list eee 0V Mm Conference Booking 181 182 Es Guest Comments of booking MICROS Fidelio GmbH 18 04 12 ID Category Guest Comments m CP Complaints 12 01 12 Demonstration Su Guest complained abo Guest complained about the noise of the refurbishment work 10 Click CLOSE to close the Guest Comments screen How to edit a guest comment 1 Search for and select the required booking master then select GUEST COMMENTS from the OPTIONS menu of the conference booking screen The Guest Comments screen is displayed 2 Select the guest comment to be edited and click the EDIT button to display the Guest Comments dialog box 3 Make any changes necessary 4 Click OK to save the changes How to delete a guest comment 1 Search for and select the required booking master then select GUEST COMMENTS from the OPTIONS menu of the conference booking screen The Guest Comments screen is displayed 2 Select the guest comment to be deleted and click the DELETE button a confirmation message is displayed Confirmation Are you sure you want to delete quest comment 3 Click Yes to delete the guest comment Guest Comments categories are defined via the option GUEST COMMENTS under Setup Configuration CRM Conference Booking Li
250. tart Date 30 01 2012 End Date 30 01 2012 Start Time bal End Time bal TC Alternative Z Function Space Information Function Space Ballroom I Seating Arr Setup Time Rate Amount Setdown Time Dept Code eat doh es Siu ea Special Rate Don t Move Ind in Package aig Flat Orig Amount Cost Price T Alternative Expected Forecast Information Department Code Expected Per Pers Expected Flat Rate Expected Total 5 Complete the options as detailed in the table below 6 Click OK to save the sub event A master event is indicated by in the first column Clicking the plus sign lists all the sub events which are then indicated by Ls in the first column The BLock option on the Master Event will be updated where applicable Event dialog box Field Name Explanation Event Information Event Status The event status field will be filled automatically with Required the status entered under conference status on the booking master It can be changed if required by selecting the status for this particular event from the drop down list Event Management 197 Event Type Select the event type from the drop down list When Required selecting the event type the event name will be filled in automatically with the definition entered under Setup Configuration Conference Management Event Type It can be changed if required If the event types have been defined with default fo
251. ted Conference Booking 99 100 The entering of bookings and events in the past is controlled by the user right ENTER BOOKINGS IN THE PAST under Setup Configuration Users User Definition Rights Booking Master Deleting Events How to delete an event 1 Ww N 5 6 Click the MEETING PLANNER menu and select CONFERENCE BOOKING to display the Conference Booking screen Search for and select a Booking Master from the grid Click the Events button the Event Details screen is displayed Select an event and click DELETE a confirmation message is displayed Information Delete selected event and all attached resources Select Yes to delete the event The event is deleted along with all resources attached to the event Note Multiple events can be selected for deletion using the shift and down arrow keys Deleting an event is user right dependent Deletion of an event is not allowed if the CCM Info Board Interface is active All packages attached to the event will also be deleted Moving Events How to move an event 1 UI BR U N Click the MEETING PLANNER menu and select CONFERENCE BOOKING to display the Conference Booking screen Search for and select a Booking Master from the grid Click the Events button the Event Details screen is displayed Select an event and click EDIT the Edit Event screen is displayed In the Name field click the three dots button to open the F
252. the NEw button to display the Add Note dialog 25 01 2012 08 55 15 Supervisor Demonstraton BOO Booking Notes 120 Conference Booking 4 The DATE TIME and USER are automatically completed Select a NOTE CATEGORY from the drop down list Select the option GUEST VIEWABLE if the guest is allowed to view the note Depending on the definition and setup of any customer correspondence this option is used to control which notes should appear on contracts offers or letters Leave it empty if you do not want the guest to be aware of this note In the NoTE box enter the text for the note The day date time and name of the logged in user can be added to the text of the note by pressing F7 Note Guest Viewable Sunday 25 09 2011 17 41 36 Supervisor Demonstration a 9 Click OK to save the note Conference Booking 121 How to edit a booking master note 1 Click the Notes button to display the notes dialog 2 All the existing notes are listed in the upper part of the dialog box The text of each note is listed in the lower part of the dialog box Click on the DETAILS button to view details such as the category when the note was entered and the time it was entered 3 Select the note to be edited and click the Epit button to display the Edit Note dialog box 4 Make any changes required and click OK to save the note How to delete a booking master note 1 Click the Notes button to display the notes dialog 2 All the ex
253. the option TEXT TEMPLATES under Setup Configuration Miscellaneous Sub Events The sub event option allows users to create events as sub events into the same function space as the master event without double booking Special features of the master and sub event relationship A sub event must be in the same function space as the master event but can have a different seating arrangement or rate The start and end time of a sub event also taking into consideration any setup and set down time must overlap with the start and end time of the master event For example A conference from 09 00 18 00 will be created as the master event and morning coffee from 08 30 09 00 could be created as a sub event The Block box in the event edit screen will always be updated with the earliest time of either the sub or master event and with the latest time of either the sub or master event This option always indicates the start and end times the function space is blocked In the event grid lindicates the master event and 3will indicates the sub events In addition master sub events are displayed in a tree format and can be expanded and collapsed Easy conversion from a master event to a sub event by vice versa Changing the number of attendees in the master event will prompt the user to change the number of attendees in the sub events The user will be given the option to change all sub events or only the ones with the same number of
254. the users to quickly enter events and to manage them in an effective manner The system consists of the following options Booking Master Conference and Meeting Event Management Resource Management Direct access to financial accounts and postings Overview of Booking Structure amp Terminoloc Booking Master captures information like Arval Departure Date Booking Name etc Rooms Information Conference Information Block eee Rea OCGA Sete m Gi PN Introduction 9 Logging In To use Suite8 you must first log into the system You must have a valid user identification and password Logging into Suites 1 From the desktop click the Fidelio Suite8 icon The Suite8 Splash screen is displayed for several seconds with the Payment Application Data Security Standard PA DSS disclaimer MICroS FIDELIO Hotel Management Solutions Micros Fidelio Ireland Ltd 1987 2011 served The Name and Logo are trademarked its These Non MICROS Products may or may not be sat with the Payment Card Industry Payment Application Data Security Standard PA DSS MICROS strongly recommends that all merchants who are connecting any MICROS payment processing products to any Non MICROS Products ensure that both the MICROS and Non MICROS products are PA DSS compliant The Fidelio V8 Login screen is then displayed Type your user identification case sensitive in the Login name box Tab to the Password box T
255. then the PACKAGE search field is displayed and can be used to display a list of the events belonging to the package If an event group has been booked then the Ev Group search field is displayed and can be used to display a list of the events belonging to the package The middle section displays information about the event such as start and end times event type and seating arrangement An event which is part of a conference package is indicated by a green tick mark in the PKG GRP column and the package name is listed in the PKG column An event which is part of an event group is indicated by a blue tick mark in the PKG GRP column and the event group name is listed in the Ev Grp column In order to easily see the events which belong to a specific day events are grouped by day and the days are coloured alternately yellow and white The lower section displays information about Resources and Forecast Revenue details each represented by a separate tab Note The order of events within the same day can be changed by selecting the event and moving up or down on the grid as required Note The event order cannot be changed if the option GROUP BY PACKAGE EVENT GROUP is activated Event groups functionality is controlled by the parameter USE EVENT GROUPS under Setup Configuration Global Settings CCM Conference 1 tab Alternative functionality is controlled by the parameter USE ALTERNATIVES under Setup Configu
256. therefore the times and function space selected on the conference diary are not automatically completed via this option To create a new booking using the booking master search 1 On the booking master search screen See page 32 click the New button E3 New Booking ID 1286 Booking Information Deposit Cancellation General Information Linked Profiles Linked Documents Forecast Revenue y Ok Company Name Contact Name Contact on site Booking Name ID Arrival Date 05 11 2011 Departure Date 05 11 2011 Account Mar Category Conference Rooms Both Credit Status oR EI Source Channel Conference Rooms Conference Status Rooms Status Conference Mar DS Supervisor Demonstration Rooms Mgr No of Attendees Decision Date Decision Date Follow up Date Follow up Date 7 7 Individual Reservations Cutoff Date No of reservations Infoboard Attached Function Type Groups ea FUR Euro Group name Booming list il ed 2 FS Distributed 7 E Details Confirmed E Blocks Contract Number Block name Room Grid Rebate Creating at Thursday November 03 2011 8 35AM Creating by Supervisor Demonstration 2 Complete the booking screen see the Suite8 Conference amp Catering Management manual for a detailed explanation of the fields and tabs 3 Select OPTIONS and then EvENTSs to enter a new event click OK to save the new booking Moving an event to another function space
257. tionality are available if the PMS license and or the CCM Billing Component license are activated Financial accounts may be accessed via several options in Suite Reservations Front Desk Meeting Planner Cashiering How to access via Reservations The financial account option in reservations may be used to open edit or create a financial account 1 Click the RESERVATIONS menu and select FINANCIAL ACCOUNTS The Reservation Navigator screen is displayed defaulted to the Financial Accounts tab 2 Click New to display the New Financial Account dialog box How to access via Front Desk The financial account menu option in front desk may be used to open a new financial account 1 Click the FRONT DESK drop down menu and select NEW FINANCIAL ACCOUNT The financial account dialog box is displayed An existing account may be edited by selecting the financial account page on the reservation navigator via the Arrivals or Inhouse Guests menu options How to access via Meeting Planner There are several ways to access Financial Accounts from with the Meeting Planner module 1 On the Conference Diary right click on a booking select BOOKING OPTIONS to display the short cut menu or From Conference Booking click EVENTS and select OPTIONS to display the short cut menu or From Event Management select BOOKING MASTER and then select OPTIONS to display the short cut menu Conference Booking 137 2 Click FINANCIAL
258. to the event Event Management 201 Event dialog box Field Name Explanation Event Information Event Status The event status field will be filled automatically with Required the status entered under conference status on the booking master It can be changed if required by selecting the status for this particular event from the drop down list Event Type Select the event type from the drop down list When Required selecting the event type the event name will be filled in automatically with the definition entered under Setup Configuration Conference Management Event Type It can be changed if required If the event types have been defined with default forecast figures under Setup Configuration Conference Management Event Defaults the forecast revenue information at the bottom of the event edit screen will be filled as well Event Name The name of the event will be filled automatically after Required the event type has been selected It can be changed at any time No of Attendees The number of attendees for the event The number of Required attendees entered will be taken for several checks for example function space and seating arrangement check Min Guarantee Enter the minimum number of guaranteed persons This number is normally taken for billing even if less Should turn up for the function Start Date The start date is filled automatically with the system date if it is within the range of t
259. ty order of the waitlisted events may be changed by pressing the up and down arrows 5 The Booking Event Company and Contact may be edited Conference Booking 107 108 Note The Event Waitlist screen may be displayed by selecting WAITLIST PRIORITY CTRL W from the QUICK KEYS menu The following options are available from the event waitlist screen Edit Booking Edit Event See page 86 Edit Company Profile This option is only available if a company profile has been linked Via this option any details related to the company profile can be viewed or changed such as Change add delete address Change add delete communication Enter view delete notes View change the marketing information View delete linked profiles Create new links between profiles Edit Contact Note When deleting a function space from a waitlisted event a message will be displayed to change the event status to the booking status as the event is not waitlisted anymore Conference Packages Conference packages can be set up to include a conference room coffee breaks meals and technical equipment and are usually offered at a fixed price This option allows the user too quickly and easily select and book a conference package which means that all the necessary events required are booked in one step and do not have to be entered one by one If a conference package has been booked then the PACKAGE search field displayed on the Event Deta
260. umber available On the resource grid in the column UNAVAILABLE the number of unavailable items is displayed If the message is answered with No the item will not be booked Note The booked number of items will be shown in function sheets and contracts as the customer does not need to know whether or not certain items are in house or if they need to be ordered from an external company How to edit a miscellaneous item 1 Select an event then select the resource to be edited on the resource grid 2 Click EDIT from the bottom of the event edit screen the Edit Misc Item dialog box is displayed R Edit Candelabra 5 Branch for event Dinner 15 02 12 7 00 PM Bookin E k a i Item Name Attribute Quantity 1 Per Person E External Resp Dept BAN Dept Code 323 Banquet Misc Rate 7 Ind in Package Rebate Hat Price 0 Total Start Date 15 02 2012 v End Date 15 02 2012 Start Time 7 00 PM v End Time 9 00 PM Setup Time Setdown Time E Alternative Resource Attributes Large Candelabra only suitable for tables of 10 or more 3 Make any necessary changes and click OK to save the changes 154 Conference Booking How to book a miscellaneous item for before or after the event 1 Select an event then select the resource to be edited on the resource grid 2 Click EDIT from the bottom of the event edit screen the Edit Misc Item dialog box is displayed 3 Change the resour
261. ument or Crystal Reports if the document is a Crystal Report Note The document may be edited directly from within the opened application How to scan and link a document 1 Select the LINKED DOCUMENTS tab CLICK ADD the attach documents dialog box is displayed In the DOCUMENT GROU Ps list click the document group you want In the ALLOWED DIRECTORIES list click the allowed directory you want wu BR U N Click SCAN the select source dialog box is displayed Select Source Sources EPSON CX4300 C 5500 D 4400 3 6 37 Logitech Camera 1 2 32 32 6 Select the source and click SELECT to open the scanner application 7 Scan the document 8 Click ATTACH to link the scanned document Note The scanner needs to be Twain compatible Notes See Notes See page 119 User Log See User Log See page 135 Conference Booking 185 Participant List This option is used to list the participants attending a booking How to enter a participant list 1 From the Conference Booking screen click OPTIONS and select PARTICIPANT LIST from the short cut menu or From the Conference Diary select the event right click to display the short cut menu select BOOKING OPTIONS and then select PARTICIPANTS LIST 2 Enter the participants name in the NAME box if the CHECK PROFILE check box is selected default then the system checks if the profile already exists The profile search dialog box is displayed and the profile may b
262. unction Space List dialog box Select the new Function Space and click SELECT The Edit Function Space dialog box is re displayed If the new function space has the same seating arrangement and rate then the seating arrangement and rate are updated automatically however the amount is not changed If the original function space had no seating arrangement and rate defined then no seating arrangement and rate are defined for the new function space and the amount is not changed Conference Booking If the new function space does not have the same seating arrangement and rate defined then the message Seating or Rate differs Do you want to change is displayed Confirming this with Yes will fill the default seating arrangement and rate Confirming with No will leave the seating arrangement and rate blank The amount is not changed in either case If the new function space has a different seating arrangement the message Seating or Rate differs Do you want to change is displayed Confirming this with Yes will fill the default seating arrangement but keep the original rate Confirming with No will leave the seating arrangement blank and the rate as it was The amount is not changed in either case If the new function space has a different rate the message Seating or Rate differs Do you want to change is displayed Confirming this with Yes will fill the default rate but keep the original seating arrangement Confirming
263. up Configuration Global settings Conference tab Manual Postings To view posted revenue and to post revenue select the booking and click EVENTS How to post a manual posting 1 132 Click the MEETING PLANNER menu and select CONFERENCE BOOKING to display the Conference Booking screen Search for and select a Booking Master from the grid Click the OPTIONS button and select EVENT MANUAL POSTINGS or Click the Events button and then click the MANUAL PosT button The cashier Login dialog box is displayed Enter a valid Cashier No and Password and then click LOGIN The Manual postings dialog box is displayed Conference Booking B3 Manual Postings for booking Sales Meeting 08 02 12 ID 1028 33 Post revenue Package Postings Conference Package III 08 02 12 08 02 12 14 81 00 1134 00 0 00 3 pastal Meeting 08 02 12 9 00 AM 08 02 12 6 00PM 330 Banquet Room Rental 14 10 00 140 00 0 00 Edit Meeting 08 02 12 9 00 AM 08 02 126 00PM 322 Banquet Beverage 14 6 00 84 00 0 00 Biling Meeting 08 02 12 9 00 AM 08 02 12 6 00 PM 335 Technical Equipment 14 10 00 140 00 0 00 Coffee break in the morning 08 02 12 10 00 AM 08 02 12 10 30 AM 322 Banquet Beverage 14 1 50 21 00 0 00 Coffee break in the morning 08 02 12 10 00 AM 08 02 12 10 30AM 321 Banquet Food 14 6 00 84 00 0 00 Lunch 08 02 12 12 00 PM 08 02 12 2 00 PM 321 Banquet Food 14 20 00 280 00 0 00 Lunch 08
264. urse order 0 the second with 1 The name of the menu item Quantity The quantity default is number of attendees entered on the booking master Spl Price The special price field is checked if an amount is entered in the price field Outlet Defines if the item price is per a specific outlet e g bar restaurant or banqueting Conference Booking 169 170 Included Determines if the newly booked menu item is included in the Standard menu included in the price or if it will be charged separately in addition to the price The price to be charged for this menu item The cost price of the menu item How to add a custom menu item 1 Select an event then select the standard menu resource to be edited on the resource grid 2 Click EDIT from the bottom of the event edit screen the Edit Standard Menu dialog box is displayed 3 On the bottom of the standard menu edit screen the courses of the standard menu are displayed 1 0 Caesar Salad with Dijon mustard d 10 00 8 4 160 1 2 10 or 10 00 8 40 1 60 1 2 10 tomato soup 10 00 8 40 1 60 2 0 10 Red Snapper with red curry and limes 10 00 8 40 160 3 0 10 Parfait of coffee with oranges 10 00 8 40 160 ranslate l T Pag jii T Iz m 4 Click New to add a new menu item A message is displayed asking you are adding a custom menu item Information 5 Select YES to add a menu item that has not yet been defined the custom menu item conf
265. vent group If more than one event group has been booked then selecting the option GROUP BY PACKAGE EVENT GROUP will group the resources per event group The display order of the event groups can be defined by moving the event groups up or down on the grid as required The display order can only be defined within the same day If Alternative functionality is active then alternative event groups can be defined this enables the customer to reserve alternatives and make a final decision at a later date for example Wedding Party Style I may be booked and Wedding Party Style II reserved as an alternative Conference Booking The first event group reserved cannot be set as an alternative as there are no other event groups for it to be an alternative to When at least one event group exists then the ALTERNATIVE option and the alternative selection box are displayed The alternative option can be selected without selecting a specific alternative or a specific alternative can be selected from the list of already reserved event groups How to add a new event group 1 Click the MEETING PLANNER menu and select CONFERENCE BOOKING to display the Conference Booking screen 2 Search for and select a Booking Master from the grid Click the Events button the Event Details screen is displayed 4 Select an event and click Ev GRoups the Event Groups screen is displayed Any event groups already attached are listed B3 Event Groups of booking Apex Confe
266. vent screen Select an event and select the function space from the resource grid and press EDIT On the Conference Diary select the event right click to display the short cut menu and select EDIT FUNCTION SPACE How to add a new function space 1 Select an event and click NEW FUNCTION SPACE from the bottom of the event edit screen If a Conference Package has been reserved then a message is displayed asking if the function space is included in the package Information Is this function space included in the package TET Ce 2 Click Yes if the function space is included in the package otherwise click No The New Function Space dialog box is displayed EB New Function Space for event Coffee break in the morning 11 07 11 lo Name ro ox KG seating Arr Start Date 11 07 2011 End Date 11 07 2011 Start Time 10 00 AM End Time Setdown Time Don t Move Special Rate Ind in Package Cost Price E Alternative Complete the options as detailed in the Function Space dialog box table below 4 Click OK to add the function space to the event If the time period for the function space being booked is either before or after the dates and time period of the event then a message is displayed Conference Booking Resource Start Time End Time must be within the Start Time End Time of the Event Do you still want to continue 5 Select Yes to continue with the resource booking the ev
267. vent status of the last event entered will be set to waitlist if the total no of attendees is more then the max capacity of the function space If the no of attendees from other events is reduced so that the total no of attendees is within the max capacity then the user will be prompted to change the status of any waitlisted events Example If we have a shareable function space such as a restaurant with a maximum capacity of 200 pax Booking an event with 100 pax this is within the 200 limit so there is no need to waitlist the event Booking a second event with 20 pax with both events the total number of pax 120 is within the 200 pax limit so there is no need to waitlist this event Booking a third event with 90 pax this now takes the total number of pax to 210 which is over the 200 pax limit therefore this event will be waitlisted as the total no of attendees exceeds the max capacity of the function space However If the no of attendees of the 1st event is now reduced to 80 the 3rd event will no longer be waitlisted If the no of attendees of the 2nd event is now increased to 110 then this event will be waitlisted and the 3rd event no longer waitlisted How to create an event into a shareable function space 1 Click the MEETING PLANNER menu and select CONFERENCE DIARY to display the Conference Diary screen or press F3 Point to the function space name date and time to be booked Left click and hol
268. y section of the Correspondence dialog box 21 1f the email should be sent now click SEND the document is generated and the email sent A confirmation message is displayed confirming that the message was sent How to email saved correspondence 1 Select the appropriate booking or event in the grid click the PRINT button to display the Print dialog box Select the email to be sent from the list of templates in the History section of the screen Click E MAIL History the email is displayed on the screen Depending on the setup of your system either MS Word or the Fidelio Internal editor application will be used to display the email Make sure that all the entered information is correct any necessary changes can be made at this time Click SEND the document is generated and the email sent The document template name is displayed and the date and time it was sent in the History section of the Correspondence dialog box Conference Booking How to fax correspondence 1 Ste s 10 11 12 13 14 15 16 Select the appropriate booking or event in the grid click the PRINT button to display the Print dialog box In the TEMPLATES box click the drop down arrow and select the template to be used In the LANGUAGE box click the drop down arrow and select the language if no language is selected the default language from the language configuration will be used In the PREF DISTRIBUTIO
269. ype your secret password case sensitive in the Password box se O Click LoGIn the Suite8 main menu screen appears You are now logged into the system Introduction Note If one of the following tables WMLG WLOG ZPOS WDAT SHIS SRPD WRPD has no indices or a missing index an alert is displayed when starting Suite8 with a message to contact support It could happen that a table has no indices in the event that a table was renamed for support purpose Renaming a table carries the indices to the renamed table If an index is missing of one of the above mentioned tables the alert is displayed when starting Suite8 Meeting Planner Shortcut bar The Suite8 main menu screen has nine coloured tabs located on the left of the screen Each coloured tab represents one of the main user modules Reservation Customer Relation Front Desk Meeting Planner Rooms Man Misc Web Services To open the Meeting Planner Shortcut Bar 1 Click MEETING PLANNER from the coloured shortcut bar The Meeting Planner shortcut bar opens Meeting Planner Conference Diary as Event Management 2 Alternatively you can click MEETING PLANNER on the menu bar The Meeting Planner menu screen appears Introduction Conference Diary Conference Booking Event Management Maintenance Navigation Keys Accelerator keys Accelerator keys are used for fast access to a box on a screen or dialog box When a letter is underlined you can pre
270. ys the original price of the menu item before any discounts are applied Rebate Flat Defines whether a rebate is to be applied and if the rebate calculation is by or a FLAT rate a The percentage or flat rate amount to be applied Price Displays the price of the menu item after the discount has been applied Total Rebate If a FLAT amount rebate is applied then the total amount of the Food Bev rebate is displayed Total Displays the total price to be charged for food beverage for the Food Total quantity booked Bev Exp The expected number of people if more than booked the kitchen can prepare Gtd Guaranteed number of people Normally the number of attendees that will be charged even if less will attend Post Gtd Defines if the guaranteed number of persons will be posted The guaranteed number will be posted only if the guaranteed number is greater than quantity If nothing is entered or the guaranteed is less than quantity the value from field QUANTITY will be taken The option can be selected by default through the configuration or set manually as required Conference Booking 165 Set number of people if more than expected or guaranteed Should be set for Displays the actual number of people that attended the event Start End Date View only fields The start end date is taken from the event Start End Time View only fields The start end time is taken from the event Serve Defines at what time the menu shou

Oracle Hospitality Suite8 Conference and

Contents

Download Pdf Manuals

Related Search

Related Contents