RFP - Business Data Tracking report

The RFP-Business Data Tracking report lets you track all incoming and outgoing RFPs. This report goes one step further than the RFP tracking report to include business data, which allows you to compare the revenue requested in the original RFP to the actualized revenue.

determine if you can create the report and the type of information you can view in the report.

Subscription Admin

May view the report only if you also have Director or Supervisor access.

Location Admin

May view the report only if you also have Director or Supervisor access.

Director

May view RFPs for the locations where you have access.

Supervisor

May view RFPs for the locations where you have access.

Sales Manager

May view only RFPs that you have sent or received.

To run the report

  1. Click the Reports tab.

  1. Select RFP-Business Data Tracking Report from the list.

  2. For the Report Type, select whether you want to view sent RFPs or received RFPs.  

The Sender option includes both new and redirected RFPs.

  1. In the Start Date boxes, enter the range of arrival dates (the first day of the meeting) or click the calendar button to select dates.

  1. Select one or more statuses for the RFPs you want to include in the report.  

RFPs with Draft status do not appear because they have neither been sent nor received.

  1. Select how you want to sort the information in the report.

  1. Select the currency to which you want to convert the budget figures in the report.

Converting RFP data:

  • The currency for RFP data is converted using the exchange rate associated with the date closest to the first sent date of the RFP.

  • If an exchange rate is not available for the first sent date, the RFP data is converted using an exchange rate associated with the closest date prior to the first sent date.

  • If an exchange rate is not available for the closest date prior to the first sent date, the RFP data is converted using an exchange rate associated with the closest date after the first sent date.

Converting business data:

  • The currency for business data is converted using the exchange rate associated with the date closest to the status change date of the business data.

  • If an exchange rate is not available for the status change date, the business data is converted using an exchange rate associated with the closest date prior to the status change date.

  • If an exchange rate is not available for the closest date prior to the status change date, the business data is converted using an exchange rate associated with the closest date after the status change date.

  1. If you selected the Receiver report type, select the channel.

Channels appear when they are configured for at least one location the user has access to.

  1. Click the Search button Icon of a magnifying glass to select a location:

All locations within the subscription that you have access to are displayed.

  1. Do one of the following:

All users within the subscription are displayed.

  1. Select whether you want to print the report in HTML or Microsoft Excel format.

  2. Click Create Report.

Report details

Receiver

Displays the receiver and receiving location of the RFP.

Sender

Displays the sender and sending location of the RFP.

RFP ID

The unique identifier of the RFP in MeetingBroker.

Meeting Name

The name of the meeting in MeetingBroker.

Primary Contact

The contact person for the account (company or agency).

Organization

The company associated with the contact.

Number of Bookings

The number of RFPs created from a meeting.

First Sent Date

The first sent date of the RFP.

RFP Start Date

The start date for the meeting.

RFP Status

The status of the RFP.

RFP Total Room Revenue

The total room revenue generated for the RFP.

RFP Total Rooms

The total number of sleeping rooms reserved for the meeting.

Owner Name

The business owner of the business data.

Business Start Date

The start date of the business data.

Business Status

The status of the business data.

Business Total Room Revenue

The actual business data. If there is no actual business data, the report displays the blocked business data, or "best number".

Business Total Rooms

The "best number" of sleeping rooms for the meeting.