Merge booking documents
At any point during the booking lifecycle, you can create a proposal, contract, resume, BEO, banquet check, or booking check using the merge feature. The information you have entered in the booking is merged into the document template you select. You can merge the document in Word or PDF format, but to email the document, you need to select PDF as your document type.
After the merge is complete:
- The merged document displays 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.
- After the banquet check is merged, that document is added to the Notes & Attachments section of the banquet check record.
- A task is created on the booking if you emailed the document as part of the merge process.
Amadeus recommends you use the advanced booking document type when merging your contracts. However, if you use the Booking document type instead, your contracts display in the Notes & Attachments section of the booking.
To merge a booking document
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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 Go To Merge (
) . You can also click BEO# in the events grid, and then click Go To Merge () .
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Complete the fields on this page, as needed:
Generate merge document details
Select the document type from the options below.
Booking This is a list of available Booking document templates.
The source of each template, property or corporate, is shown in square brackets.
Advanced Booking This is a list of available Advanced Booking document templates.
The source of each template, property or corporate, is shown in square brackets.
BEO This is a list of available BEO document templates.
The source of each template, property or corporate, is shown in square brackets.
Banquet Check This is a list of available Banquet Check document templates.
The source of each template, property or corporate, is shown in square brackets.
Merge Output Options -
Document type - Select output of document to PDF or Word format. Follow your property's standards.
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Language and Secondary Language - These display when you have access to at least one alternate language.
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To create a single language document, select the appropriate Language and leave Secondary Language set to None.
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To create a bilingual document, leave Language set to Default and select the appropriate Secondary Language.
For additional information, see Merging booking documents in alternate languages.
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Locale - This displays when you have access to at least one alternate language. The locale controls the translation of date text and the currency format 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.
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Include Diagrams - Select this option to incorporate all diagrams in your BEO merge. Options, including diagram exclusion and print orientation, are managed in Delphi Diagramming. For more information, see Delphi Diagramming Online Help.
This field displays when the document type BEO is selected. This feature is available with version R55 and higher. To maintain optimal system performance during a single BEO merge, we have limited the number of diagrams to five per booking event.
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Alternate Currencies - This field is only available if your org has enabled the alternate currencies feature and your merge templates are configured to display another currency. To create a document that displays 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.
Search option details - Booking and Advanced Booking
This displays after a document template is selected.
Event Status Select the current state or phase of an event status to search. By default, Prospect, Tentative, and Definite are selected. Select Booking Package
Select the booking package, if applicable.
Select Booking Other Incomes
Select the booking other incomes, if applicable.
Select Events
This is a list of the booking events for the selected Event Statuses.
Select Room Blocks
This is a list of the room blocks for the booking.
Search option details - BEO and Banquet Check
When Search for specific BEO or banquet check is selected, only the BEO Start # and BEO End # search options display.
Property
Select the name of the property.
Event Status
Select the current event status.
Event Start Date From
Select the event start date to only include events within the specified date range.
Event Start Date To
Select the event end date to only include events within the specified date range.
Event Start Time From
Select the event start time to only include events within the specified time.
Event Start Time To
Select the event end time to only include events within the specified time.
BEO Start #
Select the BEO start number to only include events within the specified BEO range.
BEO End # Select the BEO end number to only include events within the specified BEO range. Function Room
Select the applicable function rooms.
Function Room Setup
Select the applicable setup.
Event Classification
Select the applicable event classifications
Select Events
This is a list of the booking events for the selected Search Options.
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Do one of the following:
- Click Generate. After the merge is complete, the document displays for your review.
- Click Generate and Email to create the merge document and email it. The Send an Email window opens and displays the document as an attachment. Enter the appropriate information in the email fields, and click Send. The document is emailed to the selected recipients. The document does not display before being sent.
- Click Close to leave the page without merging.
Learn more...
Merge booking documents in alternate languages