Learn how to add custom fields to your templates so information merges onto your document from your Quotes and Bookings.
Custom fields can be added to your HTML Documents so that information merges onto your document from your Quote or Booking.
To Insert a Custom Field into your Document Template in either a PDF or E-Document version, please follow the below steps:
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Navigate to: Setup > Template > Document Templates.
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Add Template (or can edit a existing one).
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Select the Template you would like - Generic Templates are a great place to start as it has already pre-populated key element to assist you.
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In the tool bar select the button 'Options Available' button. This icon is a keyboard with a hand typing.
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The pop up box will allow you to insert the Custom Fields to a HTML Template.
Note: You will need to click the cursor where you want to insert the field before selecting your Custom Field.
The fields available to you to add to a Quote or Contract in a PDF or E-document version are as follows;
General Fields:
General fields are just a singular input into the document.
The following custom fields are included:Current Date/Time
Current Date
Date of Issue
Currency Symbol
Event Name
Reference Code
Purchase Order Number
Start Date
Start Date Full
Start Time of Booking
End Date
End Date Full
End Time of Booking
Event Dates
Event Date Description
Total Delegates
Package Name
Package Description
Package Large Description
Package Cost (Per Person)
Total Package Cost
Total Package Cost Ex Tax
Booked By
Booked By Email Address
Booked By Job Title
Booked By Phone Number
Sales Person Full Name
Sales Person Email
Sales Person Job Title
Sales Person Phone
Contact/Company Name
Venue Name
Venue Description
Venue Phone
Venue Fax
Venue Email
Venue ABN
Venue Website
Venue Address Line 1
Venue Address Line 2
Venue Address Line 3
Venue Address Line 4
Venue Address City
Venue Address State
Venue Address Country
Venue Address Postal Code
Event Dates
Accommodation Room Nights
Accommodation Start Date
Accommodation End Date
Accommodation Dates
Accommodation Cut Off Date
Accommodation Cancellation Date
Accommodation Charging Method
Accommodation Guarantee Required
Event Number Days
Deposit Amount
Deposit Due Date
Package Estimate
Accommodation Total
Space Hire Total
Space Hire Total Ex Tax
Space Hire Package Total
Catering Total
Catering Total Ex Tax
Resource Total
Resource Total Ex Tax
Product Total
Product Total Ex Tax
Event Total
Event Total Ex Tax
Total
Total Ex Tax
Campaign Name
Campaign Code
Campaign Description
Company Cancellation Policy
Accommodation One in X Complimentary
Accommodation Max Complimentary Rooms
BEO #
IATA Number
Expiry Date
Reservation Method
Accommodation Reservation Cancellation Date
Accommodation Arrival Method
Block ID
Average ADR (Blocked)
Average ADR (Forecast)
Average ADR (Contracted)
Average ADR (Actual)
Min Spend Food
Min Spend Beverage
Min Spend Audit Visual
Min Spend Room Hire
Min Spend Food & Beverage
Min Spend Food, Beverage & Room Hire
Min Spend Sessions
Min Spend Booking
Block Fields:
Block fields create a table of information based around the block of information you are selecting.
The following custom fields are included:Sessions
Catering
Resources
Products
Estimated Totals
Invoices
Package Inclusions
Accommodation Days
Estimated Budget Outline
Estimated Budget Outline Ex. Tax *Payment Terms Room Descriptions Release Schedule Food Beverages Venues **Signature **Dual Signature Summary Items Summary Items Ex Deposit Campaign Discount % amounts Multi Accommodation Rooms (Blocked) Multi Accommodation Rooms (Actual) Multi Accommodation Rates (Blocked) Multi Accommodation Rates (Actual) Reservations Note: The * shows for Contracts only / ** shows for E-Documents only
Booking Note Block Fields:
Booking Note Block fields create a table of information based around the block of information you are selecting.
The following merge fields are included:All Departments Note
Audio Visual Note
Bellman / Van Service Note
Billing Instructions Note
Booking Note
Car Parking Note
Couriers Note
Dietary Requirements Note
Engineering Note
Food & Beverage Note
Front Office Note
Group Profile Note
Housekeeping Note
Internet Note
Lead Note
Luggage Services Note
Onsite Contact Note
Onsite Contractors Note
Reservations Note
Room Drops Note
Sales Office Note
Security Note
Set-up Note
Signage Note
Signatories Note
Suppliers Note
Transfers Note
VP Guest Note
Booking Contact Fields:
Booking Contacts are a singular input of detail about a contact into the document.
The following merge fields are included:Find out more about Creating Custom Fields for Contacts and Contact Descriptions.
Main Contact Organisation business Number
Main Contact Organisation
Main Contact Full Name
Main Contact Email
Main Contact Phone
Main Contact Organisation Address
Main Contact Organisation Address Multiple Lines
Main Contact Organisation Address Line 1 Main Contact Organisation Address Line 2 Main Contact Organisation Address Line 3 Main Contact Organisation Address Line 4 Main Contact Organisation Address City Main Contact Organisation Address State Main Contact Organisation Address Country Main Contact Organisation Address Postal Code Main Contact First Name Main Contact Last Name
Main Contact Fax
Main Contact Company ABN
Main Contact - Address Main Contact - Address Multiple Lines ***Custom Contact Fields **Custom - Contact Organisation business Number **Custom - Contact Organisation **Custom - Contact Full Name
**Custom - Contact Email
**Custom - Contact Phone **Custom - Contact Organisation Address **Custom - Contact Organisation Address Multiple Lines **Custom - Contact Organisation Address Line 1 **Custom - Contact Organisation Address Line 2 **Custom - Contact Organisation Address Line 3 **Custom - Contact Organisation Address Line 4 **Custom - Contact Organisation Address City **Custom - Contact Organisation Address State **Custom - Contact Organisation Address Country
**Custom - Contact Organisation Address Postal Code **Custom - Contact First Name **Custom - Contact Last Name **Custom - Contact Fax **Custom - Contact Company ABN Note: The ** shows that you can add in your additional custom contact fields. *** shows custom Contact Descriptions.
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