Configuring property forms

Use the Property – Forms tab to indicate the names of the forms that are used for printing different HMS activities. This form is used by the General Manager, Operations Manager, and Reservation Manager of the property.

To configure the property forms:

  1. Select Administration > Property > Property Configuration
  2. Select a Property on the Record View tab.
  3. Click the Forms tab.
  4. Specify this information in the RESERVATIONS section:
    Registration Card Terms
    The text included in the Registration Card that is signed by the guest.
    Proforma Folio Terms
    The text included in the Proforma Folio.
    Show Folio Parameters
    If this check box is selected, the parameters are included in the Folio.
    Folio Terms
    The information related to the Folio.
    Batch Folio
    The Folio that is printed in a batch.
    Use Folio Terms for Batch Folio
    If this check box is selected, the Folio Terms are included in the selected Batch Folio.
    Folio E-mail Subject
    The email subject line customized for the folio.
    Folio E-mail Body
    The email content customized for the folio.
    Folio Package Inclusion Header
    The generic description for the packages. This is displayed as the header in the package inclusion section of the report if a specific header for the package is not available.
    Note: The application displays the text if the header is not specified in the Rate Plan or the Non-Room Items.
    Confirmation E-mail Subject
    The email subject line of the confirmation email.
    Confirmation E-mail Body
    The email content of the confirmation email.
    Cancellation E-mail Subject
    The email subject line of the cancellation email.
    Cancellation E-mail Body
    The email content of the cancellation email.
    Pro Forma E-mail Subject
    The email subject line for the pro forma.
    Pro Forma E-mail Body
    The email content customized for the pro forma.
    Activate Terms and Condition
    If this check box is selected, the guest must accept the terms and conditions that are specified by the property.
    Terms and Condition
    The variables for which the related data is substituted. The variables include:
    • <GUEST NAME>
    • <HOTEL NAME>
    • <CONFIRMATION NUMBER>
    • <ARRIVAL DATE>
    • <DEPARTURE DATE>
    • <RATE AMOUNT>
    • <TAX AMOUNT>
    • <TOTAL AMOUNT>
    Note: 

    For example, for <GUEST NAME> the Primary Guest name from the Guest Stay screen is substituted.

    Note: 

    You can click to preview the Terms and Conditions.

  5. Specify this information in the Booking Agency section:
    T/A Check
    The report for which the check performed.
    T/A Check Max items
    The maximum number of items included in the check.
    Note: 

    This field is enabled only when the value is specified in the T/A Check field.

  6. Specify this information in the INTERNATIONAL section:
    Invoicing for Checkouts
    If this check box is selected the guest is allowed to invoice on checkouts.
    Guest Invoice
    The receipt for the credit card transaction.
    Invoice Max items
    The maximum number of items included in the invoice.
    Note: This field is enabled only when the value is specified in the Guest Invoice field.
  7. Specify this information in the Credit Cards section:
    Credit Card Receipt
    The receipt for the credit card transaction.
    Print on Decline
    If this check box is selected, the declined transactions are printed.
    Print on Verification
    If this check box is selected, the verified transactions are printed.
  8. Select the foreign currency receipt in the Credit Card Receipt section for the Foreign Currency Receipt field.
  9. Click Save Record.
    Note: 

    • The text specified in the Guest Opt-in Terms is displayed as part of the Registration Card Term check boxes in the Registration card.

    • The text specified in the Tax Invoice Footers section is displayed on the Hungary Information tax invoice, Deposit Invoice, and Final Tax Invoice.
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