Merge 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 have detailed 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 is merged into the document template you select. You can create 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.
- A banquet check placeholder is created with the same document number as the BEO. 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 (Contract, Resume) document type instead, your contracts display 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 Go To Merge (
) . You can also click BEO# in the events grid, and then click Go To Merge () .
-
Select the template to use. Templates are grouped by document type. The source of each template, property or corporate, is shown in parentheses.
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Select the Document Type. Depending on your property's configuration, you might be required to merge to PDF.
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If your property uses alternate languages, do the following:
- Select the languages 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.
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.
-
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 - This option displays all the events on the booking, including the events that have not yet been assigned to a BEO. You can filter this list using the standard search criteria.
Search for Specific BEO - This option displays the list of all BEOs on the booking. The first event on each BEO is shown along with the total number of events on that BEO. You can filter this list using the BEO Start # and BEO End # search fields.
- If you selected any other template, use the Event Status search field to filter the list of events by status.
- 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.
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Click Search.
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Select the checkbox next to each object to include in the document.
The events that are not assigned to a BEO are selected by default and are placed on a new BEO when you merge the document. However, you could want the unassigned events to be on separate BEOs. In that case, clear the checkbox next to one of the events before generating the merge. You can then select the other event and merge again. A unique number is automatically assigned to each BEO.
Additional information:
- Any event that has not 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.
- After an event is added to a BEO, you cannot reassign it to a different BEO number from the Create Merge Document page. Instead, you need to 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 Back 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 are merging package information, you need to include all the objects associated with each selected package.
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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.
When you review a merged document, some section headers do not display. Amadeus hides a section when it does not contain any menus or items. A section is also hidden when the Do Not Print on Check option has been selected for all the menus and items in that section. Any function rooms with a zero rental are also hidden.
Learn more...
Merge booking documents in alternate languages