You use function usages to categorize functions. For example, you can assign all catering functions (Breakfast, Morning Tea, etc.) to a Catering function usage and AV functions (Room Setup) to an AV function usage. In addition, you can use function usages to default the function class, function category, function type and/or background and text color of the function line. They also allow you to create:
- Reports on the various functions screens based on the function usage. In addition, several reports, such as the Event Order Confirmation, Event Resume, Function Schedule and Daily Function Schedule, allow you to filter by function usage so you can create reports for specific functions.
- Views filtered by the function usage and/or sorted and grouped by function usage.
- GL Distribution based on the function usage. For example, Enterprise can determine the GL account for service order revenue based on the function usage the service order is attached to.
Add a Usage
- Click the Usages link from the Main Menu. The Usages screen opens.
- Click the Add button. The Add Usage screen opens.
- Enter the necessary information:
- Description – Name of the usage.
- Code – Unique alphanumeric value.
- Category – Default function category to assign to the function when the function usage is selected. See Function Categories for more information.
- Type – Default function type to assign to the function when the function usage is selected.
- Sort Order – Numeric value to determine the order the usages display in the Usages drop-down.
- Text Color – Color of the text for the function line.
- Background Color – Background color for function line.
- Default Function Class – Default function class to assign to the function when the function usage is selected.
- Performance - If checked, the usage is available for a box office interface. Only check this check box if you are using a box office interface. If this box is checked and you do not use a box office interface, you can receive error messages.
- Select the Bookings tab.
- Verify the Use For Bookings check box is unchecked if the usage is not applicable to space bookings. See Booking Usages for detailed information on the available fields.
-
Click OK.
Change a Usage
You can change the information for a usage after you have created it. When you change the description, category, type or sort order for a usage, it updates wherever the usage is used. If you don't want to update the already existing usage data, then you must add a new usage using the steps in Add a Usage.
- Click the Usages link from the Main Menu. The Usages screen opens.
- Select the usage to edit.
- Right-click and select Edit. The Edit Usage screen opens.
- Update the desired information.
- Click OK.
Inactivate a Usage
If you no longer use a usage but want to keep record of it for reporting or other purposes, you can make it inactive. When you make a usage inactive, it is no longer available for selection in the Usage drop-down.
- Click the Usages link from the Main Menu. The Usages screen opens.
- Select the usage to make inactive.
- Right-click and select Edit. The Edit Usage screen opens.
- Check the Retire check box.
- Click OK.
Delete a Usage
If you no longer use a usage and don't want to keep a record of it, you can delete it. You cannot delete a usage if it is used. You cannot undo the delete process.
- Click the Usages link from the Main Menu. The Usages screen opens.
- Right-click on the usage to delete.
- Select Mark for Delete.
- Click the Save button.
Comments
8 comments
Just wondering how we retire Usages?
0 upvotes
Hi Sean,
There is not currently an option to Retire or inactivate Usages for Functions.
Usages can be deleted. When doing so, you will be warned if the Usage is used for any functions with the number of functions using it, but no details. We do not have the Where Used/Replace feature available. If deleted when in use on functions, the remaining functions will display the code for the deleted Usage. If considering deleting, it would be best to do a search or query to find where the Usage is used and make changes prior to doing so.
Regards,
Wendy Thompson
0 upvotes
Thanks Wendy,
Is there any plans to improve this? I have tried the search / replace method but this is not allowed in the bookings grid. I don't think it is unreasonable to have a way to replace/retire/de-activate these sorts of configuration options.
1 upvotes
I'm not aware of any current plans to make any changes. May I suggest you post to the Venues Product Ideas forum?
You mentioned bookings in your last comment. You can edit the Usage and uncheck the "Use for Bookings" box if you don't want the Usage to be available for Bookings. It will continue to be available for Functions, however.
Wendy
0 upvotes
I will thanks Wendy, but I cannot Edit Multiple on the Bookings to change the usage on existing records. I feel uncomfortable deleting usages that have been used in the past without re-assigning them.
0 upvotes
Please note: The ability to retire Usages is now available in 20.97/30.97. Retiring a Usage will make it unavailable for selection going forward in Usage fields and Usage filter fields throughout the system. It will not affect any existing data.
0 upvotes
What does this definition mean?? More clarification please.
0 upvotes
Nina Dennison. Functions have a Type associated with them. Some Types control other aspects of the function's behaviour and use. The Default Type associated with the Function Usage sets the Type for any functions you create using that Usage.
Most of the Types you will create should probably have a Default Type of "Open"
0 upvotes
Please sign in to leave a comment.