Recording Continuous Occupancy of an Individual Reservation Object

Use

If you want to record continuous occupancy data for individual reservation objects, make the necessary entries directly on the reservation object.

Procedure

In the RE Navigator (RE80), search for the reservation object in which you want to record continuous occupancy.
Enter the occupant on the Occupancy tab page.

It could be that you did not yet define the business partner you want to enter as the occupant, or that the role entered in Customizing is not assigned to this business partner. In those cases, you can make these settings directly from the RE Navigator:
1. Enter the name of the occupant and confirm.
  
  If you did not yet define the business partner you want to use as the occupant, then enter the name of the business partner and choose ( Create Occupant ).
  
  In the dialog box for creating business partners in this role, enter additional details for the occupant and select the Create New Role for Partner checkbox.
2. Choose ( Create ).
  
  The system creates the business partner (if necessary) and assigns the role entered in Customizing to this business partner.
Enter a validity period and a desk assignment for the continuous occupancy.
In the Occup.DegreeText (degree of occupancy) column, enter the degree to which the person occupies the reservation object.
Normally you enter 1 here, which specifies that the person occupies one full desk assignment.

Note
You can use Business Add-In BADI_REOR_PO_OCCQUOTE to define the maximum possible degree of occupancy allowed for certain persons. For example, you can allow employees with a high employee status to occupy two or more desk assignments, while allowing employees with a low employee status to occupy only one desk assignment.

End of the note.
- If a person occupies less than one desk assignment (for instance, because two part-time employees share a desk), then you enter the degree of occupancy in the form of a fraction (numerator/denominator).
  The full occupancy for a desk assignment is not allowed to be greater than 1 at any time.
- If a person occupies more than one desk assignment, then enter a degree of occupancy greater than 1.
  The sum of all degrees of occupancy for a reservation object is not allowed to exceed the overall capacity of the object.
  
  Note
  The degree of occupancy has an effect on these aspects:
  
  - The utilization of the reservation object
  
  - The billing of costs
  
  End of the note.
Enter an account assignment object for allocating costs to Controlling.

If you assigned a cost center to the entered business partner, then the system automatically uses that cost center as the account assignment object.
If the continuous occupancy is for an external employee, select the External Reservat. checkbox.
Enter a price factor.

The system uses the price factor to calculate the actual costs of the occupancy for the occupant. For example, with a price factor of 0.50, the system calculates half of the costs that are specified for the desk assignment.
Save your settings.
Repeat the above steps for all other occupants.

Note
When you record continuous occupancy, the system takes into account the capacity of the room, which you entered in the measurements of the reservation object. If the capacity of the room is exceeded, so that it is no longer possible to enter occupants for it, the system issues a warning message. To display information on the remaining capacity of the object, choose ( Capacity ).

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Result

The system saves the continuous occupancy data for the reservation object. Depending on the overall capacity of the reservation object, it is either no longer available for continuous occupation or available with reduced capacity.

Note Note

You have to post the costs of the continuous occupancy to allocate the costs in Controlling. Simply creating the continuous occupancy data is not sufficient to trigger the allocation of costs.

End of the note.