Introduction to Forms in the Hotel Module

The 'Forms' function allows you to print particular records or documents in batches.

Each separate document that you can print contains two elements, the "Form" and the "Form Template". The Form element extracts the relevant information from the database and places it in printable fields, while the Form Template is the graphic layout design of the printed output i.e. it determines where on the page the printable fields will be placed.

To begin printing, first ensure you are in the Hotel module. Then, if you are using Windows or macOS, click the [Forms] button in the Navigation Centre or use the Ctrl-D (Windows and Linux)/⌘-D (macOS) keyboard shortcut. If you are using iOS or Android, tap the [Routines] button in the Navigation Centre and then tap [Forms]. A window similar to the one illustrated below appears, listing the forms that you can print from the Hotel module.

To print a form, follow this procedure:

1. If you are using Windows or macOS, double-click the form name in the list or highlight it and press the Enter key. If you are using iOS or Android, tap the form name. In both cases, a specification window will then appear, where you can determine the records that you want to be printed (e.g. which Reservations are to be printed). The specification window for each document is described in detail on the pages describing each form.
   

2. Click or tap [Run] to print the forms.
   

3. Close the 'Documents' window using the close box (Windows/macOS) or by tapping < (iOS/Android).

In some cases, you can also print a form from an individual record by clicking the Printer icon (Windows/macOS) or selecting 'Print' from the File menu (all platforms). You can also print a record to screen by clicking the Preview icon (Windows/macOS only).

Before you can print a form, you must connect it to a Form Template. The Form Template contains the layout of the printed output. If necessary you can connect a form to more than one Form Template: for example, you might need a particular form to be able to produce printed output in different Languages determined by the Language of the Customer. To connect a form to a Form Template, follow this procedure, which you must carry out using Windows or macOS:

1. For each option, design a Form Template using the Form Template register in the System module. A file containing samples of each Form Template is supplied with Standard ERP: if you want to use these samples as the basis for your own designs, import the "UKForms.txt" file as described on the Importing Set-up Data page.
   

2. Change to the Hotel module and open the 'Forms' window by clicking the [Forms] button in the Navigation Centre or using the Ctrl-D/⌘-D key combination.
   

3. Highlight each item in the list in turn and for each one select 'Define Form' from the Operations menu. In the subsequent 'Form Definition' window, assign a Form Template (or more than one Form Template) to each form. The 'Form Definition' window is fully described here.
   

4. You only need use the 'Define Form' function once. Afterwards, Form Template selection will be automatic.

The selection process for each form is described on the pages describing each one. Except where specified, leave all the fields in the specification window blank if you want forms to be printed from every record in the relevant register. If you need to restrict the number of forms printed, use the fields as described.

You can often print forms from a range of records, such as a range of Reservations. To do this, enter the lowest and highest values of the range, separated by a colon. For example, to print Reservations 001 to 010, enter "001:010" in the Reservation Number field. Depending on the field, the sort used might be alpha or numeric. In the case of an alpha sort, a range of 1:2 would also include 100, 10109, etc.

Please follow the links below for details about each form:

• Introduction
  

• Guest
  

• Reservation Check Outs
  

• Reservation Confirmations
  

• Reservation Enquiries
  

• Reservation Quotations
  

• Reservations
  

• and please refer here for a list of standard fields that you can include in almost every Form Template

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Guest

This page describes the Guest form in the Hotel module.

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The Guest form prints information about Guests, taken from the Contact register. A separate page will be printed for each Guest. You can use this form to print Guest Registration Cards that each Guest should sign when checking in.

You can also print Guest forms from an individual Reservation by opening the record in a record window, pressing the [Print Form] button, selecting the Guest Registration Cards option and pressing [Run].

Guest

Paste Special    Guests in Guest/Contact register

Range Reporting    Alpha

To print a form for an individual Guest, enter their Contact Number here. You can also enter a range of Contact Numbers, separated by a colon (:).

Res. No.

To print forms for the Guests in a Reservation, enter the Reservation Number here.

If the Reservation is a Group Reservation, forms for the Guests in any Sub Reservations will also be printed. Forms for Guests in Sub Reservations that have been cancelled will not be printed.

Check In Date

Paste Special    Choose date

To print forms for the Guests who checked in or are expected to check in on a particular date, specify that date here.

Note that these fields do not interact in the usual way. For example, if you specify a Guest and a Reservation, a form will first be printed for the Guest and forms will then be printed for each Guest in the Reservation.

You can use the fields listed below when you design the Form Template to be used by the Guest form.

Field in Form Template	Prints (from Contact record for the Guest)
Address 1	First line of Invoice Address
Address 2	Second line of Invoice Address
Address 3	Third line of Invoice Address
Address 4	Fourth line of Invoice Address
Age	Age (calculated from the Birthday)
Contact Person Phone	Telephone
Date of Birth	Birthday
Document Type	Doc. Type
Email	Email
Gender	Prints "F" or "M"
Group	Category (Customer Category)
Guest	No.
Guest Name	Name
Marital Status	Prints "Single", "Married", "Divorced" or "Widow"
Mobile	Mobile
Name	Name
Nationality	Nationality
Passport	ID
Profession	Profession
Text	Fifth line of Invoice Address

Please refer here for details of the standard fields that you can also include in the Form Template.

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Reservation Check Outs

This page describes the Reservation Check Outs form in the Hotel module.

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The life of a Reservation will usually see it pass through several stages. As it does so, its Status will be changed automatically, to signify the stage it has reached. For example, a Reservation may begin as an enquiry, then be confirmed, then the Guests will check in and finally the Guests will check out. Alternatively, from being an enquiry or being confirmed, a Reservation might be cancelled.

One implication of this classification is that you may need a Reservation to be printed using different Form Templates, depending on its current Status.

The primary purpose of this option is to allow you to specify the Form Template that will be used when you print Reservations when the Guests have checked out. To do this, highlight 'Reservation Check Outs' in the 'Forms' list and select 'Define Form' from the Operations menu. In the subsequent 'Form Definition' window, specify a Form Template using 'Paste Special' if necessary. The 'Form Definition' window is fully described here.

You can also print an individual Reservation using the Check Out form by opening the record in a record window, pressing the [Print Form] button, selecting the Check Out option and pressing [Run].

Reservation No.

Range Reporting    Numeric

Enter a Reservation Number to print a single Reservation, or a range of Reservation Numbers, separating the first and last number with a colon (:). You must specify a Reservation Number or range of Numbers: if you leave this field empty, no forms will be printed.

Every Reservation in the range will be printed using the Reservation Check Out Form Template, irrespective of the Status of the Reservation.

Although you can design different Form Templates for use with Reservations depending on status, the fields that you can use are the same as the ones you can use in the Form Template for the Reservation form. Please refer here for a list.

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Reservation Confirmations

This page describes the Reservation Conformations form in the Hotel module.

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The life of a Reservation will usually see it pass through several stages. As it does so, its Status will be changed automatically, to signify the stage it has reached. For example, a Reservation may begin as an enquiry, then be confirmed, then the Guests will check in and finally the Guests will check out. Alternatively, from being an enquiry or being confirmed, a Reservation might be cancelled.

One implication of this classification is that you may need a Reservation to be printed using different Form Templates, depending on its current Status.

The primary purpose of this option is to allow you to specify the Form Template that will be used when you print Reservations after confirmation, before the Guests have checked in. To do this, highlight 'Reservation Confirmations' in the 'Forms' list and select 'Define Form' from the Operations menu. In the subsequent 'Form Definition' window, specify a Form Template using 'Paste Special' if necessary. The 'Form Definition' window is fully described here.

You can also print an individual Reservation using the Confirmation form by opening the record in a record window, pressing the [Print Form] button, selecting the Confirmation option and pressing [Run].

Reservation No.

Range Reporting    Numeric

Enter a Reservation Number to print a single Reservation, or a range of Reservation Numbers, separating the first and last number with a colon (:). You must specify a Reservation Number or range of Numbers: if you leave this field empty, no forms will be printed.

Every Reservation in the range will be printed using the Reservation Confirmation Form Template, irrespective of the Status of the Reservation.

Although you can design different Form Templates for use with Reservations depending on status, the fields that you can use are the same as the ones you can use in the Form Template for the Reservation form. Please refer here for a list.

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Reservation Enquiries

This page describes the Reservation Enquiries form in the Hotel module.

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The life of a Reservation will usually see it pass through several stages. As it does so, its Status will be changed automatically, to signify the stage it has reached. For example, a Reservation may begin as an enquiry, then be confirmed, then the Guests will check in and finally the Guests will check out. Alternatively, from being an enquiry or being confirmed, a Reservation might be cancelled.

One implication of this classification is that you may need a Reservation to be printed using different Form Templates, depending on its current Status.

The primary purpose of this option is to allow you to specify the Form Template that will be used when you print Reservations that are enquiries. To do this, highlight 'Reservation Enquiries' in the 'Forms' list and select 'Define Form' from the Operations menu. In the subsequent 'Form Definition' window, specify a Form Template using 'Paste Special' if necessary. The 'Form Definition' window is fully described here.

The Reservation Enquiry form will be used when users print Reservations that they have created online through the Online Reservation App.

You can also print an individual Reservation using the Enquiry form by opening the record in a record window, pressing the [Print Form] button, selecting the Enquiry option and pressing [Run].

Reservation No.

Range Reporting    Numeric

Enter a Reservation Number to print a single Reservation, or a range of Reservation Numbers, separating the first and last number with a colon (:). You must specify a Reservation Number or range of Numbers: if you leave this field empty, no forms will be printed.

Every Reservation in the range will be printed using the Reservation Enquiry Form Template, irrespective of the Status of the Reservation.

Although you can design different Form Templates for use with Reservations depending on status, the fields that you can use are the same as the ones you can use in the Form Template for the Reservation form. Please refer here for a list.

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Reservation Quotations

This page describes the Reservation Quotations form in the Hotel module.

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The Reservation Quotations form allows you to print Reservation Quotations in batches.

You can also print an individual Reservation Quotation by opening the record and clicking the Printer icon (Windows/macOS) or selecting 'Print' from the File menu (all platforms). To print a Reservation Quotation to screen, click the Preview icon (Windows/macOS only).

Number

Range Reporting    Numeric

Enter a Reservation Quotation Number to print a single Reservation Quotation, or a range of Quotation Numbers separated by a colon (:).

You can use the fields listed below when you design the Form Template to be used by the Reservation Quotation form. If you do not want to print the decimal places in numeric fields, choose the Cut Decimals option in the record in the Values in Text setting for the Language specified in the Company Info setting.

Header Fields

These fields will be printed once per Reservation Quotation.

Field in Form Template	Prints (from Reservation Quotation)
Address	Name (if you are using the Organisation name option in the Form Settings setting) and Invoice Address from the Contact record for the Customer. This information will be printed on separate lines, so you should specify a Line Height for this field. Use the Form Settings setting to set the format of this field (e.g. to specify whether blank lines will be printed, whether parts of the address will be printed on the same line, etc.)
Address 2	First line of the Invoice Address from the Contact record for the Customer
Address 3	Second line of the Invoice Address from the Contact record for the Customer
Address 4	Third line of the Invoice Address from the Contact record for the Customer
Address 5	Fourth line of the Invoice Address from the Contact record for the Customer
Address 6	Fifth line of the Invoice Address from the Contact record for the Customer
Address with Attention	Name, Primary Contact and Invoice Address from the Contact record for the Customer. This information will be printed on separate lines, so you should specify a Line Height for this field
Agent	Agent
Agent Name	Agent Name
Agent Price List	Reserv. Pr. List
Agent Total	Total for Agent
Check In Date	Check In date
Check Out Date	Check Out date
Comment	Comment
Contact Person	Primary Contact from the Contact record for the Customer
Customer Fax Number	Fax from the Contact record for the Customer
Customer Name	Customer Name
Customer Number	Customer
Customer Telephone Number	Telephone from the Contact record for the Customer
Email	Email from the Contact record for the Customer
End Date	Check Out date
End Time	Check Out time
Name	Agent Name
Number	No.
Payment Terms	The correct translation for the Language of the Customer of the Sales Payment Term Text from the Payment Terms setting, or the Payment Term Text itself
Reservation Number	Reserv. Number
Start Time	Check In time
Sum	Total for Guest
Text	Prints the text entered on the 'Information' card. This information will be printed on separate lines, so you should specify a Line Height for this field
Total Persons	Persons
Transaction Date (transdate)	Check In date
VAT	VAT

Row Fields

Row fields will be printed once for each Reservation Quotation row, but note that a row will not be printed if the Comment field on flip D is empty (by default the Comment from the Room Type will be copied to this field). You should specify a Line Height and set the Format to "Matrix" in these fields.

Field in Form Template	Prints (from Reservation Quotation)
Check In Date, row	Check In date (from flip C)
Check Out Date, row	Check Out date (from flip C)
Comment 2	Comment (from flip D)
Number of Guests	Guests
Package Description, row	Description from the Room Package record
Packages, row	Package
Quantity	1
Quantity 2	Qty.
Resource Usage	Package
Sum, Price	Agent Price / Guests
Transaction Number	Row number on the printed document (as a row will not be printed if the Comment field on flip D is empty, this is not necessarily the row number in the matrix)
VAT Value, row	VAT

Please refer here for details of the standard fields that you can also include in the Form Template.

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Reservations

This page describes the Reservations form in the Hotel module.

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The Reservations form allows you to print Reservations in batches.

You can also print an individual Reservation by opening the record and:

• Clicking the Printer icon (Windows/macOS) or selecting 'Print' from the File menu (all platforms). To print a Reservation to screen, click the Preview icon (Windows/macOS only).
  

• Pressing the [Print Form] button, selecting the Reservation option and pressing [Run].

The Reservation Form is unusual in that it will not necessarily be printed using the Form Template specified in the 'Form Definition' window as described here. If a Reservation has a Reservation Status which you have specified a Form Template, this Form Template will be used instead.

Reservation No.

Range Reporting    Numeric

Enter a Reservation Number to print a single Reservation, or a range of Reservation Numbers, separating the first and last number with a colon (:). You must specify a Reservation Number or range of Numbers: if you leave this field empty, no forms will be printed.

You can use the fields listed below when you design the Form Template to be used by the Reservation form. If you do not want to print the decimal places in numeric fields, choose the Cut Decimals option in the record in the Values in Text setting for the Language specified in the Company Info setting.

Header Fields

These fields will be printed once per Reservation.

Field in Form Template	Prints (from Reservation)
Agent	Agent
Agent Contact	Primary Contact from the Contact record for the Agent
Agent Name	Agent Name
Agreed Discount	Agreed Discount
Agreed Price	Agreed Price
Booking Origin	Booking Origin
Check In Date	Check In date
Check Out Date	Check Out date
Comment	Comment (from the 'Guest' card)
Currency	Currency or, if blank, Base Currency 1
Customer Name	Customer Name
Customer Number	Customer
Document Type	Type of the Reservation (prints "Reservation Enquiry" with the Reservation Enquiry form or "Reservation" otherwise)
End Date	Check Out date
End Time	Check Out time
Note	Prints the text of the first Note attached to the Reservation. If you specify a Field Argument, the Note whose Comment is the same as the Field Argument will be printed
Number of Adults	No. of Adults
Number of Children	Children
Number of Guests	Number of Guests (i.e. Adults + Children)
Number of Nights	Number of Nights (calculated from the Start and End Dates and Times)
Order Total	Total
Package Description, row	Description from the Room Package record
Packages, row	Package
Partner Contact	Contact
Pax	No. of Adults. If the Reservation is a Group Reservation, the Numbers of Adults in any Sub Reservations will be included. The No. of Adults from any Reservation that has been cancelled will not be included
Price	Avg Price
Price List	Price List
Print Date	Current Date
Rate	Exchange Rate, expressed as a ratio
Reference	Reference
Reservation Rooms	Number of Rooms (one per Reservation). If the Reservation is a Group Reservation, Rooms for any Sub Reservations will be included. Rooms for any Reservation that has been cancelled will not be included
Reservation Status	Status
Resource	Room
Resource Name	Description from the Room record
Resource Type	Room Type
Resource Usage	Package
Salesman Name	Name from the Salesman's Person record
Serial Number (Number Series)	Reservation No.
Signature	Salesman
Start Date	Check In date
Start Date (startdatum)	Check In date
Start Time	Check In time
Sum	Total Stay
Sum, Price	Total / Number of Guests
Tag/Object	Tags/Objects (from the 'Other' card)
Text	Text from related Standard Text record (quoted in the Std. Text field on the 'Check In/Out' card). This information will be printed on separate lines, so you should specify a Line Height for this field
Transaction Date (transdate)	Created date
VAT	VAT on the Total (i.e. on the Room charge and the Package Items)
VAT Value, row	VAT on the Total Stay (i.e. on the Room charge)
Visit Purpose	Visit Purpose

Branch Information

The following fields print information from the record in the Contact register for the Branch specified in the Reservation (on the 'Check In/Out' card):

Field in Form Template	Prints (from Branch)
Branch Account Operator	Account Operator
Branch Address	Name and Address. This information will be printed on separate lines, so you should specify a Line Height for this field
Branch Bank Account	Bank Account
Branch Bank Account 2	Bank Account 2
Branch Email	Email
Branch Fax	Fax
Branch IBAN	IBAN Code
Branch Phone	Telephone
Branch Primary Contact	Primary Contact
Branch Registration No. 1	Reg. No. 1
Branch Registration No. 2	Reg. No. 2
Branch WWW Address	Web Site

Customer Information

The following fields print information taken from the record in the Contact register for the Customer

Field in Form Template	Prints (from Customer)
Address	Name (if you are using the Organisation name option in the Form Settings setting) and Invoice Address. This information will be printed on separate lines, so you should specify a Line Height for this field. Use the Form Settings setting to set the format of this field (e.g. to specify whether blank lines will be printed, whether parts of the address will be printed on the same line, etc.)
Address 2	First line of Invoice Address
Address 3	Second line of Invoice Address
Address 4	Third line of Invoice Address
Address 5	Fourth line of Invoice Address
Address 6	Fifth line of Invoice Address
Address with Attention	Name, Primary Contact and Invoice Address. This information will be printed on separate lines, so you should specify a Line Height for this field
Contact Person	Primary Contact
Customer Fax Number	Fax
Customer Telephone Number	Telephone
Customer Web Site Address	Website
Email Customer	Email
Mobile	Mobile
Payment Terms	The correct translation for the Language of the Customer of the Sales Payment Term Text from the Payment Terms setting, or the Payment Term Text itself

Guest Services

The following fields print information about Guest Services connected to the Reservation. You should specify a Line Height in these fields, and set the Format to "Header".

Field in Form Template	Prints (from Guest Service)
Guest Service Comment	Comment
Guest Service Date	Date
Guest Service Guest	Person
Guest Service Type	Prints "Front Desk", "Message", "Housekeeping" or "Wake Up Call", depending on the Type of the Guest Service

Sub Reservations

If the Reservation being printed is a Group Reservation, the following fields print information about the connected Sub Reservations. You should specify a Line Height in these fields, and set the Format to "Header".

Field in Form Template	Prints (from Sub Reservation)
Sub Customer Code	Customer
Sub Customer Name	Customer Name
Sub Resource Code	Room
Sub Reservation Number	Reservation Number
Sub Reservation End Date	Check Out Date
Sub Reservation End Time	Check Out Time
Sub Reservation Invoice Item Name	Description of the Item specified in the Invoice Item record that sets the pricing for the Sub Reservation
Sub Reservation Number of Guests	Number of Guests (i.e. Adults + Children)
Sub Reservation Start Date	Check In Date
Sub Reservation Start Time	Check In Time
Sub Reservation Status	Status
Sub Reservation Status Text	Comment from the connected Reservation Status record

Row Fields

Row fields will be printed once for each Reservation row i.e. once for each Guest listed on the 'Guest' card. If the Reservation being printed is a Group Reservation, these fields will also print the rows i.e. the Guests in the Sub Reservations. You should specify a Line Height and set the Format to "Matrix" in these fields.

Field in Form Template	Prints (from Reservation)
Guest	Guest (i.e. Contact Number of the Guest)
Guest Age	Age of the Guest (calculated from the Date of Birth in the Contact record for the Guest)
Guest Name	Name from the Contact record for the Guest
Guest Nationality	Nationality from the Contact record for the Guest
Ordering Customer Name	Guest Name
Ordering Customer Number	Guest (i.e. Contact Number of the Guest)
Price List, row	Price List
Room Number	Room (from the Reservation header)
Transaction Row	Row number (will start again from 1 for each Sub Reservation)

Please refer here for details of the standard fields that you can also include in the Form Template.

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