Knowledgebase
Letters: Merge Fields - Individual Letters
Posted by Erica Johnson on 17 Jul 2014 10:23 PM

Individual Letters: Customize your letters with Merge Fields

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

How to use 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 the 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.

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

Hotel Details - Inserts Hotel details: Entered in SETUP|SETTINGS|SITE DETAILS
Booking Details - Inserts details entered in the Booking Information for each guest.
Guest Details - Inserts the data entered in Guest Information Section of the Booking Data.
Financials - Inserts financial information from the Payment Information and Folio of Booking Data
Travel Agent - Inserts information from Agents. SETUP|RELATIONSHIPS|MY AGENTS
Marketing and Policies - Inserts information from Marketing and Policies. SETUP|SETTINGS|MARKETING AND POLICIES
 
The tables below lists all current Merge Fields that may be used in creating letters.
 
Todays Date
 
Merge FieldIdentifier
Today's Date %%todays-date%%
 

Hotel Details

Entered in SETUP|SETTINGS|SITE DETAILS

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%%

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%%

 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%%

 

 

 

 

 

 

Financials

Click here to see a detailed example of Financials Merge Fields

Merge FieldIdentifier
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%%

Travel Agent

Entered in SETUP|RELATIONSHIPS|MY AGENTS

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%%

 

Marketing and Policies

SETUP|SETTINGS|MARKETING AND POLICIES

Merge FieldIdentifier
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%%

 

 

 

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