Confirmation Letters |
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After Confirming a Reservation, or possibly after adding a deposit and Guaranteeing a reservation, you may want to print or E-mail a "Confirmation" letter. This is done from the Reservation Transactions dialog -- accessed in various ways such as New/Edit Transactions from Reservation Details, Quote/Confirmation from Reservation Details, or right-clicking on the reservation in the Rack and selecting "Transactions".
If you want to include the charges for the reservation and expected balance on the confirmation letter but they are not yet added a transactions (remember that it is recommended that the charges NOT be added until they check in), then use the Quote/Confirmation function so that you can add the charges temporarily for the letter, but not save them as real transactions.
Printing a confirmation letter
Once in the Transactions dialog, select the desired Confirmation letter format from the receipt format drop-down list (above the "Print Reservation Receipt (All)" button), and then click the aforementioned Print button.
To change the details of the text or amounts shown on the confirmation letter, see Maintenance / Printed notices & text / Confirmation letter text & options. It's also possible to create special Confirmation text specific to certain sites -- see the Site Setup section for details.
E-mailing a confirmation letter
Once in the Transactions dialog, if you have enabled sending E-mail from the SMTP Setup (under Maintenance / E-mail Setup), then there will be an "E-mail Confirmation" button at the bottom of the Transaction dialog (if you don't see it, then you haven't done the SMTP Setup).
When you click the E-mail Confirmation button, if you only have one E-mail Form enabled then it will immediately open an E-mail window with the confirmation letter, where you can make any special changes to it and Send it. If you have more than one E-mail form enabled, then it will show a list of forms to select from first.
To change the details of the text or amounts shown on the confirmation letter, see Maintenance / E-mail Setup / Confirmation E-mail text & options. It's also possible to create special Confirmation text specific to certain sites -- see the Site Setup section for details.