Create merge templates

The following steps outline how to create a basic merge template within Microsoft Word.

1. Open Microsoft Word.
2. Open the document you want to use as your template.
3. Log into the Amadeus Merge Tool.

4. Select the Document Type (for example, Account, Contact, or Advanced Booking) for the template.

The document type you select determines the following:

• Where the template can be merged from. For example, if you create a group contract, select Advanced Booking because you want to merge contracts from a booking. If you create a happy birthday letter, select the Contact document type. The table below lists the different document types and where they can be merged from.

  Document Type	Page
  Account	Account
  Contact	Contact
  Inquiry	Inquiry
  Booking (Contract, Resume)	Booking (see note below)
  Advanced Booking	Booking
  BEO	Booking
  Banquet Check	Booking
  Volume Contract	Volume Contract

  We recommend that you use the Advanced Booking document type for all your booking templates. This document type gives you access to all the tables you'll need to merge information related to packages, guestrooms, events, other income, deposits, and terms and conditions. These tables aren't available for the Booking (Contract, Resume) document type.

• What types of information can be merged into the template. Each document type displays merge fields specific to the kind of template you're creating. The Advanced Booking document type also includes several formatted tables, called template parts, that can be added to your merge documents. For example, you might want your group contract to display guestrooms, events, and terms and conditions. All of this information is merged into your template using tables. If there are some table columns that you don't need, you can remove them using Word's table functionality. You can also insert additional fields, called template part fields, into a table to customize the information that is displayed.

5. If you selected the Advanced Booking document type, you need to manually add the TableStart and TableEnd merge fields to the beginning and end of your document. These fields are required when you're working with this document type. To add the TableStart field - Insert your cursor directly below the document header and press Ctrl + F9. Copy and paste the following between the curly brackets:
   MERGEFIELD TableStart:RootObject To add the TableEnd field - Insert your cursor directly above the document footer and press Ctrl + F9. Copy and paste the following between the curly brackets:
   MERGEFIELD TableEnd:RootObject

   

6. In your Word document, place your cursor where you want to insert a merge field.

In the Merge Tool, locate the merge field you want to add and click the Insert Field button.

• Merge fields that have already been inserted into your document can be copied and pasted into other parts of the document.
• If you can't find a merge field you want to use (such as a custom field), it may need to be added to the Merge Tool by a Corporate Administrator.

7. Within the Insert Template Parts section of the Merge Tool, find the tables you need, like packages, guestrooms, events, terms and conditions, deposits, or other income items, and then click the Insert Template Part button.

A template part is a formatted table that groups related merge fields together. Adding tables to your templates lets you merge information related to packages, guestrooms, menus and items, other income items, deposits, or terms and conditions. For each template part, a variety of table options are provided so you can choose what information you want to merge and how you want it to be displayed in the output document. For example, you can display guestroom information like this:

Or like this:

8. If you have added an other income table to your document, replace the default "Restaurant" other income category with the category you want to display.

Your property may group all other income items into a single category called "Other Income", or you may have separate categories for those items, such as "Golf", "Spa", or "Transportation". If you're using multiple categories, you'll need to create one other income table for each category in your merge template. Additionally, the default tables in the Merge Tool use "Restaurant" as the other income category. After adding one of these tables to your template, you'll need to update "Restaurant" with the category you want to display.

• Right-click <<TableStart:BookingOtherIncome.Restaurant>> and click Toggle Field Codes.
• Replace the current other income category (“Restaurant”) with the name of the other income category you want to display in the table. For example, { Mergefield TableStart:BookingOtherIncome.Restaurant } might become { Mergefield TableStart:BookingOtherIncome.Golf }.

  If your other income category contains more than one word (for example, Outside Vendor), you will need to include the entire phrase in quotation marks after the word Mergefield (for example, { Mergefield “TableStart:BookingOtherIncome.Outside Vendor” } ).

• Right-click the merge field again and click Update Field.
• Repeat these steps for the following three other merge fields:
• {Mergefield TableStart:BookingOtherIncomeDayDetails.Restaurant}
• {Mergefield TableEnd:BookingOtherIncomeDayDetails.Restaurant}
• { Mergefield TableEnd:BookingOtherIncome.Restaurant}

• For each additional income item category you want to include, copy and paste the table (including the «TableStart: » and «TableEnd: » fields before and after the table) and repeat this procedure updating all four fields on each table.

9. If necessary, you have the flexibility to add or remove columns within a table.

Some of the tables in the Merge Tool can be customized using additional fields, called template part fields. For example, the default Transactions table shows deposits with balance due.

If your property tracks each transaction using a unique reference number, you can modify the default table by adding a column and inserting the Reference Number field.

Each table must have a «TableStart: » merge field in the first column and a «TableEnd: » merge field in the last column. If you're inserting a new field at the beginning or end of your table, cut and paste the appropriate merge field into the new column.

If you don't see the field codes in your template, press Alt+F9 to display them. You can also right-click a field and click Toggle Field Codes.

• In your Word document, add a new column to the table. This is where you'll insert the new merge field.
• In the first row of the new column, enter the column name. For example, if you're adding a reference number to the Transactions table, enter "Reference Number".
• Click in the second row of the new column.
• In the Merge Tool, locate the field you want to add under Insert Template Part Fields. For example, select Reference Number from the Transaction Fields picklist.
• Click the Insert Field button.

Each table must have a «TableStart: » merge field in the first column and a «TableEnd: » merge field in the last column. If you inserted a new field at the beginning or end of your table, cut and paste the appropriate merge field into the new column.

10. Feel free to rename table headers in your alternate language and utilize Word's formatting tools to customize the text within the tables. You can also remove unnecessary table columns or include extra information by selecting the relevant template part fields. For further editing options specific to guestroom tables, refer to the additional resources provided here.
11. Save the Word document.

After you create a merge template in Microsoft Word, you need to make it available to users by attaching it to a document template in Delphi. Any time you need to make changes to your Word document, all you have to do is attach the updated file to the document template record, and it will automatically be available to users the next time they merge.

1. Do one of the following to open the New Document Template page:
   • To create a property document template - On the Property page, go to the Document Templates section and click New.
   • To create a corporate document template - Navigate to Document Templates, and then click New.
2. Complete the fields on this page, as needed.

Document Template Detail
Name	The template name must be unique and contain both the document type and language, such as Group Contract, Catering Contract, Wedding Proposal or Group Contract (French),Catering Contract (French), and Wedding Proposal (French). You cannot have two templates with the same name at a single property.
Booking Event Select	None - Booking events are not applicable to the merge document. Single- The user can select only one booking event for the merge document. Multi - The user can select multiple booking events for the merge document.
Room Block Select	None - Guestrooms are not applicable to the merge document. Single - The user can select only one room block for the merge document. Multi- The user can select multiple room blocks for the merge document.
Booking Package Select	None - Packages are not applicable to the merge document. Multi- The user can select multiple packages for the merge document.
Booking Other Income Select	None - Other income items are not applicable to the merge document. Multi- The user can select multiple other income categories for the merge document.
Template Type	The template type you select determines the type of information that can be merged into a document. This should match with the selection you specified when creating the template using the Merge Tool. Use the Advanced Booking template type to create contracts, proposals, and booking checks.
Master Source	Corporate (available to all properties) or Property (available only to the selected property).
Property	If you're creating a property-specific template, find and select the property. For corporate document templates, leave this field blank.
Active	Select to make the template available to users when they are merging.
Share with Delphi Select	Only displays in a multi-module org. Select if this corporate template should be available to all properties using Delphi Select. (Master Source must be Corporate, and Template Type must be Advanced Booking).
Advanced Booking Display Options The following options are available for the Advanced Booking template type only.
Display Cross-Property Events	Includes cross-property booking events from multiple properties in a single contract or proposal. This option requires the Merge Add-In Tool version 3.6.9.4 or later, which includes the Property:Property template part field. Once this field has been added to an event table in the merge template, the document will display the name of the property where each event is being held.
Hide Run of House Rooms Hide Occupancies without Rooms/Rates Hide Room Types without Rooms/Rates	When selected, these options automatically exclude certain guestrooms from displaying in merge documents. This ensures that your customers see only the guestroom details that are relevant to their booking and saves you from having to manually modify every contract. This is especially helpful for properties that do not block ROH rooms or multiple occupancies. A few things to keep in mind: When you select the Hide Run of House Rooms check box, the ROH row will be hidden regardless of whether or not rooms have been blocked in ROH. If values have been entered for an occupancy on one room type, that occupancy will display for other rooms types regardless if rooms or rates have been entered.

3. Click Save.
4. If you are creating a booking check that includes a Booking Check Revenue table, be sure to specify the sections within this table.
   • On the Document Template page, go to the Document Sections section and click New.
   • Enter the Name of the section.
   • If your merge template includes package information, select the Packages Section check box.
   • If you want non-package guestrooms to be included in the document, also select the Guestroom Block Section check box.
   • Click Save.
   • In the Revenue Classifications section, click New.
   • Find and select the revenue classification you want to associate with the section you just created.

We suggest creating at least two sections for booking checks. The initial section should be labeled Guestrooms, with the Guestrooms Block Section check box selected, but without any revenue classifications included. The second section, named Events, should have the Package Section check box selected, and all revenue classifications should be added to the Revenue Classifications section. If you need to highlight particular revenues individually on the booking check, make a separate document section and include the revenue classification only in that section.

5. Click Save.
6. Attach the merge template to the document template you just created.
   • On the Document Template page, go to the Notes & Attachments section to upload and attach your Word template.

After you attach your Word merge template to a document template, you are ready to test. Testing is an important part of the creation process and allows you to identify formatting changes that need to be made. You will want to test your template frequently to ensure there are no surprises in the output Word or PDF document.

1. Open the appropriate record type. For example, if you created a group contract, open a booking.
2. Click Merge and follow the standard merge process.
3. Review the merged document in both Word and PDF.
4. Make the necessary changes to the merge template. For example, you can insert additional merge fields and tables, or use Word's formatting tools to change the appearance of the text or tables. You can also change the default format of the date and number fields.

   If you don't have the latest copy of the Word template, you can download it. On the Document Template page, go to the Notes & Attachments section, and click View next to the most recent version.

5. Save your template.
6. Attach it to the existing document template record.
7. Continue testing as needed.