Overview: Booking documents
The content of this page is specific to the Delphi product type. If you are using the Delphi Core product type, click here to access the Delphi Core-specific online help.
After you merge a BEO or banquet check, the document is automatically added to the Booking Documents section of the Booking page. This section includes all versions of the document. To access those versions, click the BEO or banquet check name to open the Booking Document page. A Notes & Attachments section displays every merged version of the document.
For example, you merged a BEO this morning. A new record was created for this BEO and added to the Booking Documents section of the booking. This afternoon, your customer requests some changes. You update the BEO and then re-merge it. When you open the BEO from the Booking Documents section, you can see both versions of the document listed under Notes & Attachments.
With version R12 or higher, merging is not a requirement to display a BEO record, and the corresponding banquet check, in the Booking Documents section. Instead, a record is created when you assign selected events to a BEO number. This record remains a placeholder until you merge the document.
Additional information
- When you make a change to a BEO that is already distributed, you need to record that change in the Change Log section of the booking. This ensures that change is captured in the Change Log report.
- Other documents merged from the booking also display in the Booking Documents section of the Booking page.
- To view additional information about the document, click the document name.
The Booking Document Detail page includes the following information:
| Field | Description |
|---|---|
| Name | This is the name of the document. 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. |
| Booking | This is the booking associated with the document. |
| Document Template | This is the document template used to create the document. |
| Document Number | This is the unique document number assigned to each BEO. All versions of that BEO display in the Notes & Attachments section of the Booking Document Page, with the most recent version listed first. A banquet check placeholder is automatically created whenever you create a new BEO. This ensures the banquet check and BEO share the same document number. After the event is over and you merge the banquet check, it displays in the Notes & Attachments section for that booking document. |
| Created By | This is the user who first merged the document, and the date and time of the merge. All versions of the document display in the Notes & Attachments section. |
| Booking Document Type | This is the type of the document. |
| BEO Event Date | This is the start date of the first event included on the BEO. |
| Last Sent Date | This is the most recent date that the document was emailed. |
| Distributed | This indicates the BEO has been distributed to the appropriate individuals, and does not apply to banquet checks. |
| Revised BEO | This indicates the BEO has been revised. The printed BEO can include the text 'Revised' along with the corresponding date and time. The Distributed checkbox must be selected before you can mark a BEO revised. |
| BEO Revised Date | This is the most recent date and time that the BEO was marked revised. This time stamp displays on the printed BEO. |
| Banquet Check Batch Printed | This indicates the banquet check has been batch merged and printed. The printed banquet check can include the text 'Batch Printed.' This addition requires an advanced booking merge template and the Amadeus Merge Add-In Tool version 3.6.9.4 or higher. |
| Last Modified By | This is the user who merged the most recent version of the document, and the date and time of the merge. |
| Booking Events | This displays the booking events included on the BEO, and does not apply to banquet checks. To view or manage an event's details, click the event name to open the Booking Event page. |
| Notes & Attachments | This displays all versions of the document, with the most recent version listed first. To open a file, click the file name. |