EAME Opera SC Config Function Spaces V4

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    Opera Hotel Edition

    EAME Opera S&C Configuration

    Function Spaces - Version 4.0.4.xx

    June 2007

    Author: Gabriele Weierich

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    TABLE OF CONTENTS

    1. Overview Conf igurat ion Steps ______________________________________________________________32. Set-Up Application Settings ______________________________________________________________33. Catering Revenue Groups and Revenue Types ______________________________________________44. Catering Catering Codes / Code Translation_________________________________________________6

    Setup ___________________________________________________________________________________7Rate ____________________________________________________________________________________8Container ________________________________________________________________________________8Serving __________________________________________________________________________________9Item Rate ________________________________________________________________________________9

    5. Catering Event Type Set-Up _____________________________________________________________106. Profile Preferences Floor Preferences ___________________________________________________127. Profile Geographical Data Languages ___________________________________________________128. Reservations Function Space Classifications Function Space Types _________________________139. Reservations Function Space Classifications Function Space Locations ______________________1410. Reservations Room Classifications Room Class / Room Type_______________________________1511. Reservations Function Space Classifications Function Space _______________________________16

    General Logic ____________________________________________________________________________16Function Space Main Tab __________________________________________________________________17Function Space Set-ups____________________________________________________________________19Function Space Rates _____________________________________________________________________19Function Space Combo ____________________________________________________________________20Function Space Details Tab _________________________________________________________________21

    12. Hotel Rooms which are used as Function Spaces too__________________________________________22

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    1. OVERVIEW CONFIGURATION STEPS

    SET-UP Application Settings (turn on all relevant Application Parameters / Functions / Settings)

    CATERING Revenue Groups / Revenue Types

    CATERING Catering Codes / Code Translation(Set-up, Room Rates, Item Rates, Container, Menu Servings - Event, if only Set-up and Ratesare used for Function Spaces, you will find an explanation, examples and hints for all CateringCodes in the Catering Code section)

    CATERING Event Type Set-up (if Alternate Space Functionality will be used)

    PROFILE Floor Preferences

    PROFILE Geographical Data -> Languages (normally done by PMS, but check that the languages havebeen configured in order to be able to add translations)

    Please keep in mind that you have to enter all configuration data in Opera Base Language first(Set-up -> Application Settings Group General -> Settings) with the possibility to translate itafterwards into any other language which is set-up in the Opera.

    RESERVATIONS Function Space Classification -> Function Space Types

    RESERVATIONS Function Space Classification -> Function Space Locations

    RESERVATIONS Room Classification - Room Class (if in use) and Room Type for S&C Function Spaces

    RESERVATIONS Function Space Classification - Function Spaces

    - Please keep in mind that we should not use Special Characters in Codes (execptions are e.g. Floor Preferences)

    2. SET-UPAPPLICATION SETTINGS

    We would activate all possible Parameters and Functions before we start with Function Space configuration in order toexplain the functionality to the key users on site.

    If the Property decides that they will not use some functionality we would turn them off at a later stage.

    Group Section Name / DescriptionCatering Functions Alternate Space

    Activates Alternate Space checkbox on Function Space set-up screenCatering Parameters Function Space Seasonal Rates

    Activates Seasonal Rate Functionality for Function Space RatesCatering Settings Default Revenue Type for Room Rentals

    To be set after Revenue Groups and Types are createdCatering Settings Event Start Time Rooms - if hotel rooms are set up as Can be Meeting

    Room - Rooms will be removed from inventory the previous night forEvents starting prior to this value.

    Catering Settings Event End Time Rooms - if hotel rooms are set up as Can be MeetingRoom - Rooms will be removed from inventory the next night for Eventsending after this value.

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    3. CATERING REVENUE GROUPS AND REVENUE TYPES

    Revenue Groups and Revenue Types are only associated with Catering / Events Revenue and should reflect the currentbudget and forecast groupings. While Revenue Groups are not displayed in the Application, Revenue Types willdirectly affect the forecast reports so this should somewhat match what detail the hotel wants to show on the CateringForecast.

    PLEASE BE AWARE- Revenue Types and Revenue Groups are global in a multi property environment.- Once created you will neither be able to change the Code given to a Revenue Group / Type nor to delete thecode. The Revenue Groups and Types can only be marked as inactive.- Do not forget to translate the Revenue Types if your site prints reports in any other language than the definedBase Language- Once Revenue Groups and Types are created Appl ication Sett ing Group Catering -> Sett ings -> Default

    Revenue Type to be set- If the property would like to be able to forecast per F&B Outlet or Restaurant and Banqueting Revenue separatelyit is recommend configuring different Event Types, rather than different Revenue Types, as experience shows thatthis is complicated to handle.

    Revenue Groups Configuration Screen Revenue Types Configuration Screen

    Revenue Group: This is the code that you allocate to Revenue Group: The group codes that you defined inthe Revenue Group, ensure that you follow any naming the Revenue Group section.conventions specified by the hotel.

    Revenue Type: The code that you allocate to theDescription: The description of the Group Code. Revenue Type

    Display Seq.: The sequence number that denotes the Description: The description of the R. Type Code.order in which this code will appear in the List of Values. The Globe Button is used for translation to other

    languages.

    Inactive: To be checked if this Revenue Group should VAT %: Enter VAT % applicable for this Revenue Type.(Used to calculate Net or Gross figures on rep_daily_forecast +other reports. This is Application setting driven)

    be inactive (Sequence would change to 99 automatically.)Display Seq.: The sequence number that denotes theorder in which this code will appear in the List of Value.

    F&B Flag: To be checked if this is a Food & Beveragerelated Revenue Type.

    Inactive: To be checked if this Revenue Group shouldbe inactive (Sequence would change to 99).

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    A very simple version how Revenue Type and Group set-up can be done is shown below.

    All Forecast Reports use the Revenue Types to calculate Revenue / Forecasts on the Books. There is only oneReport which would use Revenue Groups instead of Revenue Types (Account Ranking Report Catering rep_account_rank_cat.rep / fmx). Therefore if the site would like to be able to have separate figures for Food andBeverage on this specific specific report as well, it is recommend to set-up 2 Revenue Groups instead of onegeneric for F&B

    Below a more advanced example of a Revenue Group and Type set-up.

    A Revenue Group Accommodation Day Delegate Rate could be created whenever the property has ResidentialCatering Packages containing Meeting as well as Accommodation.

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    - Revenue Type set-up above breaks down Food into Normal Food and Coffee/Tea and in addition Beveragesinto alcoholic and nonalcoholic ,this might be usefull for some Countries in our region.- Equipment can be broken down into Revenue for internal and external Equipment, if the property would rent a lotof technical equipment on a regular basis.- Keep in mind that we can define only one VAT percentage per Revenue Type.

    4. CATERING CATERING CODES / CODE TRANSLATION

    We have 5 different, hard coded Catering Codes in Opera. Please find below a brief description of each code, examplesand hints.

    PLEASE BE AWARE- Catering Codes are global in a multi property environment.- Do not forget to translate the Catering Codes if your site prints reports in any other language than the defined

    Base Language

    Code Translation Configuration Screen Code: This is the code that you allocate to the CateringCode.

    Description: The description of the Catering Code. TheGlobe Button is used for translation to other languages.

    Display in Directory: Displayed for Catering Code SETUPonly to be checked for the Set-up Styles to be displayed onthe Convention Meeting Tab on Property Details be awarethat you need to attach a Sequence to those set-up stylestoo.

    Sequence: The sequence number that denotes the order in

    which this code will appear in the List of Values.

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    Setup

    Setup is used to create the master table for all meeting room setup styles irrespective of, which function space they are

    used in.The Styles will, on a later stage, be assigned to function spaces.The description of the Set-up Stypes will be printed on all Event Reports and the BEO.

    - A Set-up Style As existing, As it is or similar should be created and attached to every Function Space, to beused for Function Spaces with predefined set-up styles e.g. F&B outlets.- A Set-up Style See Notes, See attached Roomplan or similar should be created and attached to every FunctionSpace, to be used to indicate Special set-ups- A Set-up Style To be defined or similar should be created and attached to every Function Space - to be used ifthe client has not made the final decision about the set-up style yet (choosing a set-up style is a mandatory if afunction space is booked on events level).

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    Rate

    Rates are used to create the master table for all meeting room rates irrespective of which function space they are

    assigned to at a later stage.The description of the Rates will be printed on Event Reports and the BEO.

    - It is absolutely essential that the Rate Code CUSTOM is created as shown above Code = CUSTOM in uppercase, Description up to property- A Rate Code Complimentary or similar should be created and attached to every Function Space to be choosenif no room rental is charged.- A Rate Code Inclusive or similar should be created and attached to every Function Space to be choosen ifroom rental is included in Day Delegate Rate.

    Container

    Containers are used on the menu items to define how the item is priced. Per Dozen, Per Piece etc.The description of the Containers will be printed on Reports and the BEO.

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    Serving

    Serving is used on the composed menu to say how the menu will be served. You can not add items here this is

    hardcoded in the application.

    Item Rate

    Item rate is the master table for all rates used for Non Food Items (such as technical Equipment, Flowers ).The description of the Item Rates will be printed on Event Reports and the BEO.The Item Rates will, at a later stage, be assigned to Non Food Items.

    - DO NOT SET-UP an Item Rate Code called CUSTOM The Custom Rate on Items is a programmedfunctionality. Even if the code is not created in configuration and not attached to any Item it will be available withinthe application creating the CUSTOM code will cause major problems. This is supposed to change in 4.0.04.03but please follow instruction above until further notice.

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    5. CATERING EVENT TYPE SET-UP

    Event Type Set-Up should include all valid event types that are going to be used by this property. Forecast figures canbe linked to event types to warrant easy forecasting without having to complete resource details directly when booking anevent. You can set default Start and End times for each Event Type and attach Catering Meal Types at a later stage.Event types are used in other parts of the catering configuration, for example when defining menus and menu items andFunction Spaces (if Alternate Space Functionality is used).

    - Event Types are global in a multi property environment.- If the site would like to pull e.g. Restaurant and Banquet Revenue separately, Event Types can be used toseparate the Revenue on the Forecats Reports.- Do not forget to translate Event Types if your site prints reports in any other language than the defined BaseLanguage

    Event Type Configuration Screen

    Event Type: Enter the code for this event type; for example, MTG for meeting, LUN for lunch, etc. Codes will appear onthe Menu Items and Menu Classes displays, as well as reports and the event management screens of Opera.

    Description: Enter a description of this event type. This description is displayed when the event type LOV is used. Thisdescription will also appear on the Banquet Event Order and contracts. The Globe Button is used for translation to otherlanguages.

    Start Time: Enter the default start time for this event type. It will automatically populate in the Events screen when thisevent type is chosen.

    End Time: Enter the default end time for this event type. It will automatically populate in the Events screen when thisevent type is chosen.

    Meal Type: (Available when the OPS Opera S&C license code is active.) Can be configured at alater stage.

    Order By. Enter a sequence number for this event type in displays and reports. Event types without an order number arelisted by alphabetical order by event type code following event types that have a sequence number.

    Examples:

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    6. PROFILE PREFERENCES FLOOR PREFERENCES

    Floors are attached to PMS Accommodation Rooms as well as to S&C Function Rooms to indicate where they arelocated. Check configuration PMS entered to assure that all floors where Function Spaces are located have beencreated (e.g. Mezzanine, Ground Floor and Conference Floor)

    - Floors can be Global or Property specific in a multi property environment.

    Preferences Type Configuration Screen

    Preference Group: Select the down arrow to choose a preference group from the list of values.

    Preference: Code that identifies the preference item in the preference group. Note: Preference Codes can be configuredwith special characters.

    Description: Word or phrase that explains the preference item in the preference group.

    Display Sequence: Enter a number that controls the position of the preference in listings. Preferences without asequence number will display in alphabetical order following those preferences that have a sequence number.

    Global: Select this check box if this preference option is to be available for selection at all properties (visible if the OPPMHOT Multi -Property add-on license code is active).

    7. PROFILE GEOGRAPHICAL DATA LANGUAGES

    Languages codes are necessary for translation of your item into other languages. Languages would normally beconfigured by PMS but please check that all required language codes are configured.

    - Languages are Global in a multi property environment.- Do not forget to set ISO Language and Report Date Language as this is imperative if you print BEOs andcontracts in any other languages than the Opera Base Language.

    Language Configuration Screen

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    Language Code: Enter a language code that easily identifies the language.

    Description: Enter the name of the language.

    ISO Language: Select the ISO language code and description from the list of values. If no ISO code is entered, Operainternally defaults to English for that language.

    Report Date Language: Select the report date language from the list of values. This list of values contains baselanguages that vary across different countries and/or regions. The report date language is essential for any reports orword merge documents which are extracted in any other language than the base language.

    Address Doctor Language: Select the address doctor language from the list of values. This list of values contains sixoptions. If no address doctor language is selected, Opera will default to PFL_LATIN_SCRIPT, English.

    8. RESERVATIONSFUNCTION SPACE CLASSIFICATIONSFUNCTION SPACE TYPES

    Function space types are general categories to which function spaces belong. Categorizing function spaces allows youto search for these types of rooms in the Diary and on the Event Space Setup Screen. The assignment of a functionspace type is mandatory in function space configuration.

    - Function Space Types are global in a multi property environment.

    Function Space Type Configuration Screen

    Code: Code for this function space type.

    Description: Description of the function spacetype.

    Display Seq.: Sequence or order number of thecode. This number controls its position in lists.

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    Examples:

    9. RESERVATIONS

    FUNCTION SPACE CLASSIFICATIONS

    FUNCTION SPACE LOCATIONS

    Function space locations are buildings or facility areas (for example, Main Building, East Wing, Pool Area) where functionspaces can be set up. Alternatively we would enter the Floors where Function Spaces are located as we can search forthese locations in the Diary (Floors which were configured earlier are attached to function spaces too but we cant usethem to search in the Diary). The assignment of a function space location is mandatory in function space configuration.

    - Function Space Locations are property specific in a multi property environment.

    Function Space Location Configuration Screen

    Building: Code for this function space location.

    Description: Description of the function spacelocation.

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    Examples:

    10. RESERVATIONSROOM CLASSIFICATIONSROOM CLASS / ROOM TYPE

    In order to configure function spaces we have to follow the PMS Logic meaning that we have to configure a room class (if

    function is active) and a room type to which we attach our function spaces.

    Room Class Configuration Screen

    Room Type Configuration Screen

    Room Class: Attach the Room Class you created before

    Room Type: Create the Code for the Room Type

    Description: Enter the Description for the Room Type

    Pseudo Room Type: We have to check this check box as S&C Function Spaces should not be counted as physicalrooms included in inventory. If this is flagged at the template level, then it cannot be changed at the property level.

    Can be meeting room: Make sure that this Checkbox is checked! If this is flagged at the template level, then it cannotbe changed at the property level. Please see scenarios outlined below which Room Type requires which settings.

    Housekeeping: The Housekeeping check box signifies that this room type is a room type in which guests can occupyand thus require the Housekeeping services of the property. If the site would like to be able to set Function Spaces out oforder / out of service this checkbox should be checked.

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    Send to Interface. Select this check box to send a check-in message to the various property interfaces for this roomtype. For example, you may wish to activate the phone interface or the in-room movie system.

    11. RESERVATIONSFUNCTION SPACE CLASSIFICATIONSFUNCTION SPACE

    General Logic

    All Meeting/Function Rooms in a property that should be visible in the graphical function diary must be configured. Exactmeasurements of the rooms can be added but the information is not mandatory. Any special details that should becaptured regarding the room can be added too.

    Attached to each room are the various room rental rates that are applicable and the various Set-up Styles that each roomcan accommodate. Ensure that all Set-up Styles are entered; as to attach a set-up style is mandatory when booking aFunction Space.

    Opera works with Individual and Combination Rooms. Areas that can be broken down into more than one room arecalled Combination Rooms. The individual areas that make up the Combination Room are called Individual Rooms. AllIndividual Rooms must be created first, before you can create a Combination Room. The configuration of combinations isnecessary as we can only assign one space per event within the application.

    Example Individual / Combination Room:

    Ballroom A Ballroom B Ballroom C

    The Grand Ballroom

    Function Spaces to be entered in Opera taking above example in consideration:Individual Function Rooms: Combination Rooms:Ballroom A Ballroom A & BBallroom B Ballroom B & CBallroom C The Grand Ballroom

    In addition to be an Individual Room or a Combination Rooms a function space can be marked as:

    Sharable: Sharable function spaces are those areas where we would book more than one group within the same timeframe (e.g. we would book the Restaurant for two different groups for Lunch). We would mainly mark Restaurants, Bars,Public Areas (e.g. Foyers) as sharable.

    and / or

    Force Alternate: Force Alternate would mainly be used for Outside Venues and would force the user within theapplication - to block one additional space as backup space in case of e.g. bad weather conditions.

    - Function Spaces are Property specific in a multi property environment.- Rooms can be both combinations and shareable. Be very careful when you configure these, as once they havebeen combined/shared these cannot be changed easily as soon as we have existing events in the application (if atall)- Start with all of the single spaces first. Combination / shareable rooms should be configured last.- Do not forget to translate the Space Name if your site prints reports in any other language than the defined BaseLanguage.

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    Function Space Main Tab

    Room: As we have to configure our function spaces following the same logic applicable for Rooms in PMS each spaceneeds to have a unique Room Number assigned which identifies the space. Use an abbreviation of the space name. Ifthe site has a lot of function spaces they should decide for the abbreviations / structure before you start configuration.

    Space Name: Enter the name of this function space. This name will be used to identify this function space on theFunction Diary screen and on other Opera screens and reports. Select the globe icon if you wish to provide translationsof this space name in other languages.

    Description: Enter a description of the function space, for example, historical significance or physical features. Ifnecessary, the field will scroll.

    Space Type + Location + Floor: Choose from the LOV you configured in a previous step.

    Short Name:An abbreviated or alternate function space name.

    If a Short Name is provided, it will be used instead of the Space Name on the Function Diary screen.

    Min Cap: Enter the minimum number of guests for which the site would like to sell this function space (normally 0 fornormal rooms for very large rooms min. capacity could be e.g. 50 or higher).Max Cap: Enter the maximum number of guests the room is able to accommodate.

    Minimum and Maximum number of guests for a specific set-up style are defined in a later step but please be awarethat the number there can not be higher or lower than the general min. / max. capacity defined here on the mainscreen.

    Combo: If this check box is selected, this function space is a combination of more than one individual room. Please seeGeneral Logic to make sure that the functionality is fully understood before you configure function spaces.

    - The assignment of the individual rooms which are joined together to this combination is mandatory and done onthe Rate / Combo Tab (please see Function Space Combo for details)- If the room you are configuring is already an element of a combination room, it may not itself be made acombination room and this check box may not be selected.

    Force Alternate. Select to force the user to select a backup space, when this function space is booked for an event.

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    - In the field behind force alternate we would be able to define the exceptions (e.g. if the site would like to book abackup space for Dinners but not for Receptions the event type reception would be chosen and added to the field) AllEvent types which are not chosen in this LOV will force the User to block a backup space.

    Shareable: Select this check box if the room is shareable (that is, if two or more events can simultaneously utilize thespace).

    Max # Groups:(only available if this function space is marked as sharable). Specify the number of events that mayshare this function space.

    Handicap Facilities. Select this check box if this room has handicap facilities. Information only.

    Display in Diary. Select this check box if the function space will be shown in the Function Diary by default. If this checkbox is not marked, the space will appear in the Function Diary only if the advanced search criteria Include Hidden flag ischecked.

    Custom Order: When you are working with the Function Diary, three "custom orders" are available for sorting thefunction space display. (The three custom orders are included as radio buttons in the advanced search options on theFunction Diary screen.) Each custom order represents a group of selected function spaces, displayed in a specificsequence. Use these two fields to identify the Function Diary custom order (or orders) to which the current functionspace should belong, and the position of the function space in that custom order.In the first field, select the down arrow to choose the custom order to which this function space will belong: 1, 2, or 3. Inthe following field enter the sequence number of this function space in the custom order. You may specify up to 3 customorder/sequence number combinations for each function space.

    100% Occ. Defaulted to 1440 minutes (24 Hours) with the creation of a space, can be modified to more or less, but thisrepresents the amount of time that the function space would be considered at 100% utilization.

    Information which is entered here will influence the Data printed on the rep_fs_utililization.rep

    Images: We have two possibilities to attach images to our function in configuration

    Images attached here are visible in configuration only while images attached to specific function space set-ups arevisible in the Diary and the Event Space Setup screen

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    Function Space Set-ups

    Min.Max: Minimum and maximum number of persons that can be accommodated by the function space when set up inthis style.

    Up: Number of minutes required to set up this function space in the associates setup style (e.g., time needed to bring infurniture, position and drape tables, and arrange chairs). This amount of time is indicated by plus signs (+++) precedingthe actual start-time of the event on the Function Diary.

    Down. Number of minutes required for dismantling this function space when configured in the associates setup style.This amount of time is indicated by minus signs (---) following the event end-time on the Function Diary.Select the Set Up button to configure new setup styles for this function space. See Setup Styles for details.

    Function Space Rates

    The Function Space Rates screen shows the following information.

    Space Name: View-only field showing the name of the function space to which the rates configured on this screen apply.

    The uppergrid, Selected Space Rates, shows the rates that are available for this function space. Information includes:

    Code. Name of the rate.

    Description. Description of the rate.

    RT. Rate type. Rate basis: per room (PR) or per person (PP).

    H. An X in this column indicates that the rate is computed per hour. For example, if the rate is $100 per hourand the function space is booked for 8 hours and the rate type is PR (per room), the total price would be $800.

    Rev. Type. Revenue type.

    Rate. Rate amount.

    X. An X in this column indicates that this rate is the default for the function space.

    http://gweierich/operahelp/rooms_set_up.htmhttp://gweierich/operahelp/rooms_set_up.htm
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    The lower grid, Master Space Rates, shows the rates and associated codes that are available for the property. (SelectingSystem Configuration>Catering>Catering Codes to display the Catering Codes screen can configure master space rates.

    In the Code Type field, select RATE.)

    Seasonal Rates to be configured if Function is active in Application Settings.

    Seasonal Rates functionality would give the site the possibility to configure different standard rates for high or lowseasons.

    Dates for the same rate code cannot overlap.

    Function Space Combo

    The left tree shows the combo function spaces for the property, with the current combo room expanded to show itsindividual room elements. The right tree shows the list of individual function spaces at the property that are available tobe included in a combo function space.

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    Function Space Details Tab

    The following information may be recorded on this screen.

    Note: The screen supports distance measurements in feet or meters and weight measurements in pounds or kilograms.As you add dimensions or weights in one unit, Opera will automatically compute the measurement in the other unit.

    Area: Area of the room (length x width). Opera will automatically compute this value when the Length and Width areprovided.

    Length: Length of the room.

    Width: Width of the room.

    Min. Height: Minimum height of the room. Minimum height may not necessarily be dictated by ceiling height. Ifchandeliers, etc., are low-hanging, you will need to note this.

    Max. Height: The maximum height of the room.

    Weight: The maximum load that can be supported by the floor in this function space.

    Doors. The dimensions of the largest door and/or the number of doors to this function space.

    Notes: Select the button to open a memo field for any additional information.

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    12. HOTEL ROOMS WHICH ARE USED AS FUNCTION SPACES TOO

    In Reservations Rooms Classifications Room Types

    Create the PMS Room Type and check the Can be Meeting Room flag right away!

    In Reservations - Rooms Classifications Rooms

    Create the PMS Room and check the Meeting Room Checkbox Three new Tabs would appear as soon as Meetingroom is checked

    Dont forget to discuss / set the Application setting - Set-Up ( Application Settings)