Adding Custom Fields to a Quote/Contract Template

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:

1. Navigate to: Setup > Template > Document Templates.

2. Add Template (or can edit a existing one).

3. 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.  

   

4. In the tool bar select the button 'Options Available' button. This icon is a keyboard with a hand typing.  

   1. 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.