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Section
Column

To create or edit any letter: Go to Setup | Parameters | Letters. See Add Letters and, Customize and Edit Letters. To set up Automated Emails, see Auto Letters Setup.

 Merge Fields available for Individual Letters. See below for details on each field.

  • Today's Date - Inserts the date of the current day.
  • Hotel Details - Inserts Hotel details: Entered in SETUP|SETTINGS|SITE DETAILS. See Site Details
  • Booking Details - Inserts details entered in the Booking Information for each guest. See Booking Details
  • Guest Details - Inserts the data entered in Guest Information Section of the Booking Data. See Booking Details  
  • Financials - Inserts financial information from the Payment Information and Folio of Booking Data See Booking Details-Folio
  • Travel Agent - Inserts information from Agents. SETUP|RELATIONSHIPS|MY AGENTS See Agents
  • Marketing and Policies - Inserts information from Marketing and Policies. SETUP|SETTINGS|MARKETING AND POLICIES See Marketing and Policies
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borderColor#559ADE
bgColor#F0F0F0
titleColor#ffffff
titleBGColor#559ADE
borderWidth1
titleLetters Setup
Page Tree
rootLetters Setup
startDepth0


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  • Open Letter: choose the Letter you want to edit by clicking on the Letter I.D. The Letter will open in an Editor 
  • Editor Toolbar: The toolbar at the top has many features you can use to customize your Letter including Merge fields used to place booking, financial and guest information from your records and transactions. 
  • BookingCenter "globe" icon: To see a list of merge fields, click on the the  in the top left corner of the editor.

Image RemovedImage Added

  1. To insert the value of the merge field you want, place your cursor at the location in Letter you want it to appear. Then, click on the desired value from the merge fields list.

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Section

The tables below lists all current variables that may be used in creating letter templates.

Click on each title to see Merge Field details:

Column

 

Section
Expand
titleDate and Hotel Details
Section
Column
width25%
Panel

Example of Merge Field in Letters

Column
width50%

Date                                            Hotel Details

Merge FieldIdentifier

Today's Date

%%todays-date%%

 

 

 

 

Merge FieldIdentifier

Hotel Name

%%hotel-name%%

Hotel Address

%%hotel-address1%%

Hotel Address2

%%hotel-address2%%

Hotel City

%%hotel-city%%

Hotel State

%%hotel-state%%

Hotel Zip

%%hotel-zip%%

Hotel Country

%%hotel-country%%

Hotel 800 Phone

%%hotel-tollfree-phone%%
Hotel Main Phone%%hotel-main-phone%%
Hotel Fax%%hotel-main-fax%%

Hotel Email

%%hotel-email%%
Expand
titleBooking Details
Section
Column
width25%
Panel

Example of Merge Fields in Letter

Column
width65%

Booking Details

Merge FieldIdentifier

Confirmation Number

%%reservation-identifier%%

Arrival Date

%% reservation-arriving-date%%
Arrival Time%%arrival-time%%

Departure Date

%% reservation-departing-date%%

Departure time%%departure-time%%

Arrival Date - Long Format

%% reservation-arriving-date-long%%

Departure Date - Long Format

%% reservation-departing-date-long%%

Number Nights

%% reservation-number-nights%%

Room Number

%%reservation-room-number%%

P.O Number%%po-number%%
Folio Number%%folio-number%%
Room Type Description%%room-type-description%%
Room Description%%room-description%%
Room Number%%room%%

Number Adults

%%reservation-number-adults%%

Number Children

%% reservation-number-children%%

Number Infants

%% reservation-number-infants%%

Package Name

%%package-name%%

Source%%source%%
Company Name%%company-name%%
Booking Comments%%booking-comments%%
Cancellation Number%%cancellation_number%%
Expand
titleGuest Details
Section
Column
width25%
Panel

 

Example of Merge Fields in Letter

 

 

 

Column
width65%

Guest Details

Merge FieldIdentifier
Guest First Name%%guest-first-name%%
Guest Last Name%%guest-last-name%%
Guest Title%%guest-title%%
Guest Address%%guest-address1%%
Guest City%%guest-city%%
Guest State%%guest-state%%
Guest Zip%%guest-zip%%
Guest Country%%guest-country%%
Guest Phone%%guest-phone%%
Guest Mobile%%guest-mobile%%
Guest Fax%%guest-fax%%
Guest Email%%guest-email%%
Guest Comments%%guest-comments%%
Name on Credit Card%%name-on-credit-card%%
Credit Card Number%%credit-card-number%%
Expand
titleFinancials
Section
Column
width25%
Panel

 

Image Modified

Column
width65%

Financials

Merge FieldIdentifier
Display all Folio Items%%write-folio%%
Folio Transactions%%folio-transactions%%
First Night Rate%%reservation-firstnightrate%%
Average Daily Rate%%average-daily-rate%%
Folio Balance%%folio-balance%%
Folio Charges Total%%folio-charge-total%%
Folio Payments Total%%total-payments%%
Projected Income%%total-cost%%
Project Income & Charges%%projected_income_charges%%
Projected Accommodation Cost%%projected-accommodation-cost%%
Projected Accommodation Tax%%projected-accommodation-tax%%
Accommodation Subtotal (less tax)%%total-accommodation-cost%%
Total Accommodation Tax%%total-accommodation-tax-cost%%
Payments%%folio-charge-payments%%
Balance due upon arrival%%balance-due%%
Payment Type%%payment-type%%
Tax 1 Rate % (Primary)%%main-tax%%
Tax 2 Rate % (Secondary)%%main-tax2%%
Tax 1 Total%%tax1-total%%
Tax 2 Total%%tax2-total%%
Sum of all additional Taxes%%additional-tax-total%%
Tax Totals%%total-taxes%%
Rate Grid Complete%%full-daily-rate-grid%%
Rate Grid Only Room Numbers%%full-daily-rate-grid-w-room-number%%
Rate Grid Only Room Numbers and Plans%%full-daily-rate-grid-w-room-number-rate-plan%%
Expand
titleProjected Financials
Section
Column
width25%
Panel

 

Column
width65%

Financials

Merge FieldIdentifier

 

Projected Deposit: %%deposit-quote-value%%

Projected Income plus Charges: %%projected_income_charges%%

 

Project Acomodation Cost: %%projected-accommodation-cost%%

 

Projected Balance: %%projected-balance%%

 

Projected Tax1 Total: %%projected-tax1-total%% 

Projected Tax 2Total:%%projected-tax2-total%%

 

Projected Additional Tax Total: %%projected-additional-tax-total%%


 
Folio Transactions%%folio-transactions%%
First Night Rate%%reservation-firstnightrate%%
Average Daily Rate%%average-daily-rate%%
Folio Balance%%folio-balance%%
Folio Charges Total%%folio-charge-total%%
Folio Payments Total%%total-payments%%
Projected Income%%total-cost%%
Project Income & Charges%%projected_income_charges%%
Projected Accommodation Cost%%projected-accommodation-cost%%
Projected Accommodation Tax%%projected-accommodation-tax%%
Accommodation Subtotal (less tax)%%total-accommodation-cost%%
Total Accommodation Tax%%total-accommodation-tax-cost%%
Payments%%folio-charge-payments%%
Balance due upon arrival%%balance-due%%
Payment Type%%payment-type%%
Tax 1 Rate % (Primary)%%main-tax%%
Tax 2 Rate % (Secondary)%%main-tax2%%
Tax 1 Total%%tax1-total%%
Tax 2 Total%%tax2-total%%
Sum of all additional Taxes%%additional-tax-total%%
Tax Totals%%total-taxes%%
Rate Grid Complete%%full-daily-rate-grid%%
Rate Grid Only Room Numbers%%full-daily-rate-grid-w-room-number%%
Projected Additional Tax Total%%projected-additional-tax-total%%Rate Grid Only Room Numbers and Plans%%full-daily-rate-grid-w-room-number-rate-plan%%
Expand
titleMarketing and Policies
Section
Column
width25%
Panel

Column
width50%

Marketing and Policies

Merge FieldIdentifier
Deposit and Confirmation Policy 
Cancellation Policy%%cancellation-policy%%
Privacy Policy%%deposit-policy%%
Marketing Message%%marketing-message%%
Retrictions%%restrictions%%
Site Description%%description%%
Location Description%%location-description%%
Customer Reviews%%customer-reviews%%
Registration%%registration%%
Thank you Message%%thank-you-message%%
Driving Directions%%driving-directions%%
Expand
titleTravel Agent Details
Section
Column
width25%
Panel

Column
width50%

Travel Agent Details

Merge FieldIdentifier
TA Name%%ta-name%%
TA Contact%%ta-first-name%%
TA Address%%ta-address1%%
TA City%%ta-city%%
TA State%%ta-state%%
TA State Code %%ta-state-code%%
TA Zip%%ta-zip%%
TA Country%%ta-country%%


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