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Search for an Event
This feature is available when the OPS/OPC <version number> Opera Sales and Catering license is active and the application function Catering>Catering Events is set to Y or when the OPP <version number> Opera PMS license is active and the application function Blocks>Diary is set to Y. From the S&C main menu, select Business Management>Events, select the Events button from the Business Block screen, or select the Events button from the Profile screen for a company, travel agent, source or contact type profile and from the PMS main menu select Reservations>Blocks>Events. The Event Search screen displays. The Event Search screen can also be accessed from various other points within Opera.
Note: The default sort order on the Event Search screen is Event Start Date -->Event Start Time --> Event Insert Date/Time --> Event ID. When events are copied to another date, they will also be copied in this same order.
Enter your search criteria and select the Search button. The following search criteria are available.
Property. Select the down arrow to choose the property where you wish to search for events. The default is your login property. This feature is available when the OPP MHT2 license is active.
From Date. Enter the date from which you want to search for events, or use the calendar tool to select the date. When selecting a From Date, the To Date will be filled in automatically with the same value. If no value is specified the system date will be used as default.
To Date. Enter the date through which you want to search for events, or use the calendar tool to select the date. If you selected a From Date, this becomes the default. Otherwise, the system date will be used as the default.
Status. Enter a status code or a comma-separated list of status codes. Alternatively, select the ellipsis button to choose one or more statuses from the Status LOV.
Note: When the catering status of a block is a return-to-inventory status such as LOST or CANCELED, and the buttons Packages, Templates or Resources are accessed from either the Event Search or Event Edit screens, the corresponding screens for these options will display in VIEW ONLY mode.
Block Name. Enter all or the first part of the name of the business block that is associated with the events you are searching for. Alternatively, select the ellipsis button to open the Business Block Search screen to find the appropriate business block.
Programme. Enter all or part of the programme ID with which the event is associated. A percentage sign (%) may be entered to bring up any wild cards. This option is available when the Catering>Event Programme application function is set to Y.
Time. Enter the start time of the event you wish to access. If you do not know the exact start time, enter an approximate start time and the results will display all events starting within a few hours prior to the actual start time.
Block ID. Enter the business block ID that is assigned to the booking for which you wish to find events.
Event ID. Enter the event ID assigned to the event you wish to find.
Agenda ID. Only accessible when selected from the F&B Agenda, the Agenda ID is displayed here. This ID can be used as a search filter.
To display the advanced search criteria, select the Advanced button. The following advanced search criteria are available:
Event Type. Enter an event type code or a comma-separated list of event type codes. Alternatively, select the ellipsis button to choose one or more event types from the Event Type LOV.
Space. Select the down-arrow to choose the function space associated with the events you wish to find.
Account. Enter the name of the account that is linked to the event for which you are searching. Only part of the account name is required when searching for an event by account. Alternatively, select the ellipsis button to open the Account Search screen to find the appropriate account.
Contact. Enter the last name of the contact that is linked to the event for which you are searching. Alternatively, select the ellipsis button to open the Contact Search screen to find the appropriate contact.
Filter. Select the down arrow to choose a filter to be applied to this search; available when the General>Filter Search application function is set to Y. Filters may be used to return only those records that meet certain predefined conditions. Select the ellipsis button to access the Filter Maintenance screen.
When creating and using filters, the following rules apply:
When an event is selected in the Events Search Results grid, these items display here.
Acct/Com. The name of the Company Account Profile and Communication Method associated with the selected event.
Contact. The name of the Company Contact and Communication Method for the selected event.
Block Name. The Business Block ID and Business Block name associated with the selected event.
The search results grid shows the events that match your search criteria.
E. To expand and collapse master events that have sub-events attached, highlight the event and select the + and - buttons to the left of the grid. If a single Business Block is searched for and the event has sub-events attached to it, the event will display already expanded. Master events have the letter M displayed in the column to the right of the N (Notes) column.
Day. An abbreviated entry for the day the event is to be held (e.g. Mon, Tue, Wed) displays in this column.
Date. Date on which the event is to start.
Ev. Type. Type of event.
Start Time. Time when the event is scheduled to start.
End Time. Time when the event is scheduled to end.
Status. Event status, for example definite, tentative, pending or inquiry.
Name. Event name.
Pk. An X in this column indicates that a catering package is attached to the event. See Adding and Editing a Catering Package for details.
N. An X in this column indicates that notes are attached to the event, see Event Notes for details. The Notes button or the Notes lamp may be selected to access the event notes, see Indicator Lamps for details.
M. Nothing appears in this column if an event has no sub-events or an alternate space attached to it. But if so, the following can be displayed.
Function Space. Function space reserved for the event.
Rental. Displays the Rental amount configured for the Function Space. If the event is using an F&B Minimum, those figures are taken into consideration when the Rental amount displays in the Search Results grid. This field is not editable in the Search Results grid, but can be changed when the application parameter Catering>Event Search Edit is active by selecting the F9 key in the Function Space field. See Event Space Setup for further details.
Setup. Displays the Setup Style selected for the Function Space. This field is not editable in the Search Results grid, but can be edited when the application parameter Catering>Event Search Edit is active by selecting the F9 key in the Function Space field. See Event Space Setup for further details.
Attendees. Number of attendees.
Note: When the number of Attendees is updated on a Master Event, this change is passed to any Alternate Events of that Master and the user is prompted if the changes should be passed to the Sub-Events as well.
End Date. Date on which the event ends.
Event ID. Event ID assigned to the event.
Ev. Property. Property where the event is taking place. This feature is available when the OPS_MHT2 Multi-property S&C add-on license is active.
Programme. Programme to which the event is assigned. See Event Programme Maintenance for details.
D. An X appears in this column when the Display Doorcard option is checked on the Details tab.
Note: The Doorcard column is editable when the application parameter Catering>Event Search Edit is set to Y.
F/O. An X appears in this column when the Use Forecast Value Only flag is checked on the Details tab. See Creating or Editing an Event for more details.
Note: F/O column is not editable when the application parameter Catering>Event Search Edit is set to Y.
Create Event in Grid. Create a new event for this business block, another existing business block, or an entirely new business block directly from the Event Search grid.
Convert Regular Event into a Sub event. This option is only allowed for events that are not master events.
Convert a Sub event into a Master event.
A right-click on the column headers in the search results grid will allow you to change the sort order of the search results. Options include:
Add this Item to Order By. Use this option to add the selected column to the sort order.
Add this item in order by, descending. Use this option to add the selected column to the sort order, in descending order.
Order by this item in descending order. Use this option to start the sort order using the selected column.
Remove this item from Order By. Use this option to remove the selected column from the sort order.
Don't Order By Any Column. Use this option to display results without a sort order.
Show Existing Order By. Use this option to display results with the current sort order.
Save Grid. Save the grid.
Modify Grid. Use this option to add or remove columns from the grid, edit column headers, change the column width or change the column order. If the Modify Grid option is grayed out, you must first select Save Grid.
Templates. Select a catering package template for the highlighted event. See Searching for a Catering Package.
Packages. Assign a catering package to the highlighted event. See Adding and Editing a Catering Package for details.
Resources. Display the Event Resources screen so you can attach new resource items to the highlighted event. If the event highlighted is an Alternate Event, this option is disabled.
Assign Prg. Assign the highlighted event to an event programme. See Assign Programme for details.
Notes. Display the Event Notes screen showing any notes that have been entered for this event. See Event Notes for details.
Copy. The copy process allows you to copy the event you have highlighted in the grid. Events can be copied to another function space, the same or other date, or to another business block. See Copying or Moving Events for details.
Delete. Select this option to delete an event or multiple events. When Delete is selected, you are prompted 'Do you want to select additional Events?'. Choose Yes to select additional events to delete, or No to delete originally selected event.
Note: As a measure to prevent the accidental deletion of an event, once you have clicked the Delete button for the chosen event or events, a prompt displays, asking 'Are you sure you wish to delete?' Select Yes to delete or No to cancel.
Reports. Display the Opera Reports screen where you may select from a list of reports which are related to events. See Reports for details.
Options. Display the Event Options menu for the highlighted event.
New. Create a new event. You are prompted to select from the following options:
Edit. Select this option to edit an Event. See Creating or Changing an Event for more details.
Close. Select this option to close the Event Search screen.
See Also
