Your vendor may have installed one or more letters templates. The installed letters may have been created with either MS Word or Amadeus PMpro internal report generator. Below you will see an explanation on how to modify MS Word templates. If you want to modify a letter that is based on a PMpro report, check define reports for more information.
Start the letter you wish to change from the reservation query (F7) on any reservation, preferably a reservation with a standard room (no dummy or conference room). Close the letter and delete it from the documents screen (right click on reservation » Documents).
Go to Setup » Reports » Report Definitions. Enter Documents in reports menu and click on Search.
Select the letter you wish to change and click on Design.
The template will now open, you should see the
name of the template at the top of your screen:
Text and lay-out can be changed here. Anything you change will be a permanent change in the template. If you want to add merge fields, please check the next two chapters.
Additional information: BFWMerge.txt
When a PMpro letter is started, all the fields that are listed in the SQL of the report, are combined with the selected reservation and are added to the CSV datasource BFWmerge.txt. This file is located in the temporary folder (check Setup » Parameters » System » Temporary files folder).
The contents of the file depend on the selected reservation and the selected letter:
CONFIRMATIONNUMBER,EVENTNUMBER,CRSCONFID,ARRIVALDATELONG,DEPARTUREDATELONG,ARRIVALDATE,DEPARTUREDATE,ARRTIME,DEPTIME,ZAALSTATUS,NIGHTS,ROOMS,ROOMTYPE,ROOM,ROOMDESCRIPTION,ADULTS,CHILDREN,PERSONS,NOTE,RATE,RATECODE,RATEDESCRIPTION,RATENOTE,GROUPNAME,ADDRESSLINE1,ADDRESSLINE2,ADDRESSLINE3,ADDRESSLINE4,ADDRESSLINE5,ADDRESSLINE6,ADDRESSLINE7,ADDRESSLINE8,ADDRESSLINE9,SALUTATION,SALUTE,GUESTNAME,FIELD1,FIELD2,FIELD3,USERNAME,USERROLE,METHODOFPAYMENT,CREDITCARDNUMBERMASKED,CREDITCARDNUMBER,CREDITCARDEXPIRATION,DEPOSITAMOUNT1,DEPOSITDATE1,DEPOSITAMOUNT2,DEPOSITDATE2,OPTIONDATE,OPTIONDATELONG,COMPANY,DEPARTMENT,NAME,FNAME,TITLE,STREET1,STREET2,STATE,ZIPCODE,CITY,FAX,PHONE,EMAIL,HOTEL,HOTELCITY 17396,16196,"0","Tuesday 23 November 2021","Wednesday 24 November 2021","23/11/2021","24/11/2021",,,,1,1,"OOTN","217","One Sofa Bedroom",1,0,"1","Part of ABBAS 231121 group. All acc and parking charges to PM ",99.99,"IGCOR","Accommodation","BEST AVAILABLE RATE ","Abbas231121","Waseem Abbas",,,"UNITED KINGDOM",,,,,,"Dear Sir/Madam Abbas,","Dear Sir/Madam Abbas,","Mr B",,,,"_SYSTEM_","_SYSTEM_","Cash",,,,0.00,,0.00,,,,,,"Abbas","Waseem",,,,,,,,,,"Amadeus Test Hotel 4","Breda"
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If you want to add merge fields from the current selection, you’ll need to link to the BFWmerge.txt file again as this doesn’t occur automatically when you open the template.
Follow the steps of the previous chapter.
Open the tab Mailings.
Click
on Select Recipients » Use an existing
list.
Search
for the BFWmerge.txt file
in the Temporary files folder and click on Open.
After
you’ve done this, more buttons become available in the Mailings
Tab. Put the cursor where you would like to add the field and click
on Insert Merge field and
choose a merge field.
Click
on Preview Results to see
what the letter would look like merged.
Please refer to the Microsoft Word documentation for more information regarding mail merge and letter templates.