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
Financials (Projections) - Inserts financial information for future bookings. Use for Confirmation Letters. See Booking Details-Folio
Financials (Taxes) - Inserts Tax 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
Digital Signing - Inserts the link to the Digital Signature Document. And, the signature and initials box that the guest will sign. See eSign - Digital Document Signing
Owners - Owner contact details and commission fields to create detailed letters for each Owner.
NOTE:
A merge field that involves payment in the Folio, will appear blank if there aren't any transactions in the Folio yet.
To display a complete folio list of Charges, Rents, and Payments , use 'Display All Folio Items' .
If you have post dated charges such as, a spa or transportation charge, but will let night Night Audit post the RENT charges (most common), then use the 'Display All Folio Items' for the charges posted in the folio. To display the Room Rent Charges use the 'Daily Rate Grid'.
Letters Setup
To start using Merge Fields:
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 "globe" icon in the top left corner of the editor.
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.
To change or edit your Merge fields in the Letter, highlight the field and click on the BookingCenter "globe" icon in the top-left of the editor. Choose the new field from the drop down menu and it will replace the highlighted field.
Example
Merge Field Menu
Merge Field
Identifier
Today's Date
%%todays-date%%
Merge Field
Identifier
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%%
Booking Details
Merge Field
Identifier
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%%
The tables below lists all current variables that may be used in creating letter templates.