Overview: Booking documents
After you merge a BEO or banquet check, it is automatically added to the Booking Documents section of the Booking page. This record is a container for all iterations of the document. To access those iterations, click the BEO or banquet check name to open the Booking Document page. There you'll see a Notes & Attachments section with every version of the document that has been merged to date.
For example, you merge a BEO on August 17 at 8:52 AM. A new record is created for this BEO and added to the Booking Documents section of the booking. Later that afternoon, your customer requests some changes to the BEO, so you update it accordingly and then re-merge it. When you open the BEO from the Booking Documents section, you'll see both versions of the document listed under Notes & Attachments. This list provides you with a central location for tracking the history of a BEO or banquet check.
If you're using R12 or later, merging is not a requirement to display a BEO record (and its corresponding banquet check) in the Booking Documents section. Instead, a record is created when you assign selected events to a BEO number. This record will remain a "placeholder" until you merge the document.
Additional tips:
- When you make a change to a BEO that has already been distributed, you should record that change in the Change Log section of the booking. This ensures that change will be captured in the Change Log report that you give to your operations staff.
- Other documents that are merged from the booking (for example, contracts) are displayed in the Documents (Notes & Attachments) section of the Booking page.
- To view additional information about the document, click its name.
Learn more.
| Field | Description |
| Name | When you merge a BEO or banquet check, a name is automatically assigned. This name consists of the booking post as, the system-generated document number, and the document type (BEO or Banquet Check). |
| Booking | The booking associated with the document. |
| Document Template | The document template used to create the BEO or banquet check. |
| Document Number | The unique document number that is assigned to each BEO. All iterations of that BEO are displayed in the Notes & Attachments section of the Booking Document Page, with the most recently merged version listed first. You'll notice that a banquet check "placeholder" is automatically created whenever you create a new BEO. This ensures the banquet check and BEO will share the same document number. Once the event is over and you merge the banquet check, it will be listed in the Notes & Attachments section for that booking document. |
| Created By | The user who first merged the BEO or banquet check, as well as the date and time of the merge. All iterations of the document are displayed in the Notes & Attachments section. |
| Booking Document Type | BEO or Banquet Check |
| BEO Event Date | The start date of the first event included on the BEO. |
| Last Sent Date | The date the BEO or banquet check was most recently emailed. |
| Distributed | Indicates the BEO has been distributed to the appropriate individuals (not applicable to banquet checks). Once a BEO has been distributed, any future changes to its details should be logged in the Change Log section of the Booking Event page. This ensures the change is captured in the Change Log report. When you batch merge multiple BEOs or banquet checks into a single document, you can automatically mark them as distributed at that time. |
| Revised BEO | Indicates the BEO has been revised. The printed BEO can include the text "Revised" along with the corresponding date and time. The Distributed check box must be selected before you can mark a BEO revised. |
| BEO Revised Date | The date and time the BEO was most recently marked revised (read-only). This time stamp will appear on the printed BEO. |
| Banquet Check Batch Printed | Indicates the banquet check has been batch merged and printed. The printed banquet check can include the text "Batch Printed" (requires an Advanced Booking merge template and the Amadeus Merge Add-In Tool version 3.6.9.4 or later). |
| Last Modified By | The user who merged the most recent version of the BEO or banquet check, as well as the date and time of the merge. All iterations of the document are displayed in the Notes & Attachments section. |
| Booking Events | Displays the booking events included on the BEO (not applicable to banquet checks). To view or manage an event's details, click it to open the Booking Event page. |
| Notes & Attachments | Displays all iterations of the BEO or banquet check, with the most recently merged version listed first. To open a file, click its name. |