To edit any letter in the MyPMS system, go to Setup | Parameters | Letters.
- 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.
In this section
Merge Fields
- To see a list of merge fields, click on the the BookingCenter "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 of Merge Fields in Letter
Date
| Merge Field | Identifier |
|---|---|
Today's Date | %%todays-date%% |
Hotel Details
| 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%% |
Example of Merge Fields in Letter
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%% |
Financials
| Merge Field | Identifier |
|---|---|
| Display all Folio Items | %%write-folio%% |
| 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%% |
Marketing and Policies
| Merge Field | Identifier |
|---|---|
| Cancellation Policy | %%cancellation-policy%% |
| Deposit 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%% |
Example of Merge Fields in Letter
Guest Details
| Merge Field | Identifier |
|---|---|
| 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%% |
Travel Agent Details
| Merge Field | Identifier |
|---|---|
| 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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