Merge booking documents
After you have finished detailing a booking, you can create a contract, BEO, banquet check, or booking check using the merge feature. The information you have entered in the booking will automatically be merged into the document template you select. You can create the document in Word or PDF format; however, if you want to email the document immediately after merging it, you'll need to select PDF as your document type.
Once the merge is complete, the system does the following:
- Displays the document in the Booking Documents section of the booking. The document name consists of the booking post as, the system-generated document number, and the document type (BEO, Banquet Check, or Advanced Booking).
- Creates a banquet check "placeholder" with the same document number as the BEO. Once the event is over and you merge the banquet check, that document file will be added to the Notes & Attachments section of the banquet check record (see Overview: Booking documents).
- Creates a task on the booking if you emailed the document as part of the merge process (you selected PDF as the document type and clicked Generate and Email on the Create Merge Document page).
We recommend you use the Advanced Booking document type when merging your contracts (available in R9 or later). However, if you are using the Booking (Contract, Resume) document type instead, your contracts will be displayed in the Notes & Attachments section of the booking.
You can also batch merge BEOs and banquet checks into a single document for distribution to your customer or teams.
To merge a booking document
- Do one of the following to open the Create Merge Document page:
- On the Booking page, click Merge.
- On the Manage Events page or the Manage Menus and Items page, click BEO
, select Preview & Merge, and then click the Go To Merge 
button. Alternatively, click the BEO# link in the events grid, and then click Go To Merge .
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Select the template you want to use. Templates are grouped by document type (Advanced Booking, BEO, Banquet Check, etc.). The source of each template (property or corporate) is shown in parentheses.
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Select the Document Type (PDF or DOC). Depending on your property's configuration, you may be required to merge to PDF.
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If your property uses alternate languages, do the following:
- Select the language(s) for the merge document using the Language and Secondary Language fields.
- Specify the language for date text and the currency format using the Locale field.
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For more information, see Merge booking documents in alternate languages.
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If your property uses alternate currencies, you can select an additional currency for the merge document using the Alternate Currency field. If you want your document to only display in your property's default currency, leave this field blank.
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Do one of the following:
- If you selected a BEO or banquet check template, search for the events you want to include using the Show All or Search for Specific BEO option.
Show All - Displays all the events on the booking, including those that have not yet been assigned to a BEO. You can filter this list using the standard search criteria (Function Room, Function Room Setup, BEO Start/End #, etc.). For example, you can find all events with a start date between October 1 - October 3 that are assigned to the Grand Ballroom and the Ballroom Foyer. This is the default option when you access the Generate Merge Document page from a booking or event.
Search for Specific BEO - Displays the list of BEOs on the booking. The first event on each BEO is shown along with the total number of events on that BEO. If your booking has a large number of BEOs, you can filter this list using the BEO Start # and BEO End # search fields. This is the default option when you open the Generate Merge Document page from the Manage Events or Manage Menus and Items page.
- If you selected any other template, use the Event Status search field to filter the list of events by status.
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Click Search.
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Select the check box next to each event, room block, and/or other income item you want to include in the document.
Those events that aren't assigned to a BEO are selected by default. In the following example, the Continental Breakfast and Lunch will be placed on a new BEO when you merge the document.
However, you may actually want the Continental Breakfast and Lunch to be on separate BEOs because they're in different function spaces. In that case, simply clear the check box next to one of the events before generating. You can then select the other event and merge again. A unique number is automatically assigned to each BEO.
A few things to keep in mind:
- Any event that hasn't already been added to a BEO can be assigned to an existing BEO number. Select that event along with the events that are already on the BEO and merge again.
- Once an event has been added to a BEO, you cannot reassign it to a different BEO number from the Create Merge Document page. Instead, you must use the Assign BEO# options on the Manage Events page.
- To remove an event from a BEO, click the BEO# link. Click Remove next to the event and then click the Back button to return to the Create Merge Document page. Merge the BEO again to update it. For an easier way to remove an event from a BEO, use the Manage Events page.
- If you're merging package information, you're required to include all the events, room blocks, and other income items associated with each selected package.
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Do one of the following:
- Click Generate. Once the merge is complete, the document is displayed for your review.
- Click Generate and Email to create the merge document and email it to selected recipients. The Send an Email window opens and displays the document as an attachment. Enter the appropriate information in the email fields, and then click Send. The document is emailed to the selected recipients. It is not displayed prior to being sent.
- Click Close to leave the page without merging.
When reviewing the merged document, you may notice that some section headers are not displayed. Sections are hidden when they don'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.
Explore more...
Merge booking documents in alternate languages
Workflow for detailing and merging BEOs