Batch merge booking documents

1. Open the booking with the BEOs or banquet checks you want to compile into a single document.

To see a list of the BEOs and banquet checks that have been created for the booking, navigate to the Documents section.

2. Do one of the following to open the Create Batch Merge Document for Booking page:

• Click the Batch Merge button at the top of the Booking page.
• Click the Manage Events button. On the toolbar, click the BEO button and select Batch Merge. This option is applicable to batch merging BEOs only.

3. Under Choose Merge Type, provide the following information:

   Field	Description
   Merge Type	Select BEO or Banquet Check.
   Merge Template	Select the template that is used by the documents you are batch merging. If one of the documents uses a different template, you should omit it from the batch to avoid formatting issues.
   Mark BEO as Distributed	Select this option if you are batch merging BEOs and you want them to be marked as distributed in the Booking Documents section of the booking. This option is usually only selected when BEOs are batch merged for distribution to your banquets team. To do that, you'd use the Batch Merge home page. See below.
   Output File Format	Select Word or PDF. Depending on your property's configuration, you may be required to output to PDF format.
   Language and Secondary Language	These picklists are displayed when you have access to at least one alternate language. To create a single language document, select the appropriate Language and leave Secondary Language set to None. To create a bilingual document, select both a Language and Secondary Language. If you want the document to use your property's default language (for example, English) and another language, leave Language set to Default and select the appropriate Secondary Language. For additional information, see Merging booking documents in alternate languages.
   Locale	This picklist is displayed when you have access to at least one alternate language. It controls the translation of date text and the currency format that is used in the document. Time formats, date formats, and currency symbols are not affected by this field. For additional information, see Merging booking documents in alternate languages.
   Alternate Currencies	This picklist is only available if alternate currencies have been enabled for your org and your merge templates have been configured to display another currency. To create a document that displays menus, items, and function room rental in an additional currency, select the appropriate currency from the list. If you want your document to only display in your property's default currency, leave this field blank.

4. Under Enter Search Criteria, use the criteria fields to search for the BEOs or banquet checks you want to include in the batch.

   Field	Description
   Property	Displays all properties that have BEOs and banquet checks on the booking. For cross-property bookings, this allows you to batch merge for one property after another without having to leave and then re-open the Create Batch Merge Document page.
   Distributed Options	Searches for all BEOs, distributed BEOs only, or undistributed BEOs only. This picklist is only displayed when you are batch merging BEOs.
   Banquet Check Batch Printed Options	Searches for all banquet checks (default), banquet checks that have been batch printed, or banquet checks that have not been batch printed. This picklist is only displayed when you are batch merging banquet checks.
   Done BEOs only	Searches for BEOs where ALL booking events are marked done.
   Records Using Selected Template Only	Searches for BEOs or banquet checks that were merged using the selected merge template.
   Revised BEOs Only	Searches for BEOs that were revised during the specified date range. A BEO must be marked distributed before it can be marked revised.

5. Click Search.

6. Select the check box next to each BEO or banquet check you want to include in the batch. The name of the first event on each BEO is displayed for reference.
7. Click Generate.
8. To view the batch merge document, click the document link at the top of the page, click the Document Path link, and then click View File. You can also open the document from the Batch Merge home page. Click the document name and then click the file. Each BEO or banquet check begins on a new page within the batch merge document.

When reviewing a merged document, you may notice that some section headers are not displayed. We hide a section when it doesn't contain any menus or items or when the Do Not Print on Check option has been selected for all the menus and items in that section. Additionally, any function rooms with a zero rental are hidden in the document.

1. Navigate to Batch Merge.
2. Click Merge.
3. Under Choose Merge Type, provide the following information:

   Field	Description
   Merge Type	Select BEO or Banquet Check.
   Merge Template	Select the template that is used by the documents you are batch merging. If one of the documents uses a different template, you should omit it from the batch to avoid formatting issues.
   Mark BEO as Distributed	Select this option if you are batch merging BEOs and you want them to be marked as distributed, indicating that you have share them with your operations team. After being marked distributed, if you make a change to the associated event, you will be prompted to make an entry into the change log.
   Output File Format	Select Word or PDF. Depending on your property's configuration, you may be required to output to PDF format.
   Language and Secondary Language	These fields are displayed only when your property has enabled the alternate languages functionality. To create a single language document, select the appropriate Language and leave Secondary Language set to None. To create a bilingual document, select both a Language and Secondary Language. If you want the document to use your property's default language (for example, English) and another language, leave Language set to Default and select the appropriate Secondary Language. For additional information, see Merge booking documents in alternate languages.
   Locale	This picklist is displayed when you have access to at least one alternate language. It controls the translation of date text and the currency format that is used in the document. Time formats, date formats, and currency symbols are not affected by this field. For additional information, see Merging booking documents in alternate languages.
   Alternate Currencies	This picklist is only available if alternate currencies have been enabled for your org and your merge templates have been configured to display another currency. To create a document that displays menus, items, and function room rental in an additional currency, select the appropriate currency from the list. If you want your document to only display in your property's default currency, leave this field blank.

4. Under Enter Search Criteria, use the criteria fields to search for the BEOs or banquet checks you want to include in the batch. In addition to the standard search fields (Account, Booking Post As, Event Start/End Date, etc.), the following criteria can be set:

   Field	Description
   Property	Displays all properties where you have booking access. For cross-property bookings, this allows you to batch merge for one property after another without having to leave and then re-open the Create Batch Merge Document page.
   Distributed Options	Searches for all BEOs, distributed BEOs only, or undistributed BEOs only. This picklist is only displayed when you are batch merging BEOs.
   Done BEOs only	Searches for BEOs where ALL booking events are marked done.
   Records Using Selected Template Only	Searches for BEOs or banquet checks that were merged using the selected merge template.
   Revised BEOs Only	Searches for BEOs that were revised during the specified date range. A BEO must be marked distributed before it can be marked revised.

Your administrator can configure the Event Start Date and Event End Date fields to default to your typical distribution schedule. In addition, booking events for all event classifications and function rooms will be automatically included in the search criteria—unless you specify otherwise by selecting a particular option.

5. Click Search.
6. Select the check box next to each BEO or banquet check you want to include in the batch. The name of the first event on each BEO is displayed for reference.
7. Click Generate.
8. To view the batch merge document, click the document link at the top of the page, click the Document Path link. You can also open the document from the Batch Merge Documents section of the Booking page. Click the document name and then click the file. Each BEO or banquet check begins on a new page within the batch merge document.

When reviewing a merged document, you may notice that some section headers are not displayed. We hide a section when it doesn't contain any menus or items or when the Do Not Print on Check option has been selected for all the menus and items in that section. Additionally, any function rooms with a zero rental are also hidden in the document.