Room Reservations
Purpose
Using this process, you can reserve rooms or other real estate object for short periods, either for single dates or recurring dates. You can also enter services related to the reservation, such as ordering lunch for the attendees, or requesting additional chairs, or the use of some equipment. In addition, you can allocate any costs to the correct receiver. Using the cost allocation functions, you can monitor your costs situation.
Prerequisites
● You activated the Real Estate (RE_GEN_CI_1) business function.
● You activated the Reservation of Rooms (ORRS) subfunction in Customizing. In Customizing for Flexible Real Estate Management (RE-FX), choose Basic Settings ® Activate Subfunction.
● You made all the settings described in Room Reservations and Long-Term Seating Arrangements.
Process Flow
1. Create master data of the architectural view.
You enter the architectural details of your real estate portfolio in the system using the architectural view. For reservations, create an architectural object of the type Room. You use the function of the room to control whether the room is available for reservations. You can also assign a reservation area to the room, specifying how the object can be reserved. For example, you can specify for a reservation area that the rooms belonging to it are only available at a certain time of day.
2. Generate reservation objects.
Run the program for creating reservation objects.
3. Determine the room prices.
Specify prices for reserving the individual rooms and enter the receiver for the costs (such as, a cost center to which the costs are posted).
4. Create a business partner.
a. Define a business partner role of the type Reservation Requester (TR0817). In Customizing for Flexible Real Estate Management (RE-FX), choose Business Partner ® Relevant Settings for Business Partner in RE Context ® Business Partner Roles ® Define BP Roles.
b. Define the roles an occupant is allowed to have. In Customizing choose Business Partner ® Relevant Settings for Business Partner in RE Context ® Business Partner Roles ® Assignment of Role Categories to Real Estate Applications ® Make Settings for Roles per Object Type. For each of these roles, create an entry for an offered object with the differentiation criterion Can Be Reserved.
c. Create the business partner centrally that you want the system to propose when you create a reservation. Enter the user name of the business partner on the Identification tab page.
Using Organizational Management, you can assign a cost center to a business partner. For more information, see Assigning Business Partner and Cost Center to Each Other.
5. Create individual reservation or recurring reservation.
Create an individual reservation or a recurring reservation. Specify if you want to post additional services.
6. Post reservation to Controlling (CO).
Post the costs for the reservation to Controlling. For calculating the costs that are due, the system uses the account assignment data that you specified when you entered the reservation.
Result