Hotel Forms

Hotel forms are used to update printed guest folios, registration cards, and account receivable statements.

Common elements

From the Common Elements section, you can set the folio header and footer parameters.

Header

Select the checkboxes to enable that option to display in the header.

1. Property name

2. Phone

3. Email

4. Fax

5. Hotel Code

6. Address Country

7. Hotel Logo

Upload image

Set up the parameters for the hotel logo to display:   

1. Select the Hotel Logo checkbox.

2. Click Upload Image.

3. From your File Explorer, click Browse.

4. Navigate to your hotel logo image.

5. Click Open.

6. Click Upload.

Note: Recommended image size is at least 100 X 170 pixels at 150 dpi. SynXis Property Hub accepts JPEG and PNG files with a maximum size of 5 MB.

Footer

Select the checkboxes to enable that option to display in the footer.

1. Page number

2. Printed on: time and date

 

Accounts receivable: Statements

Statements

To update the AR Statement:

1. Click Edit.

2. Enter the name of the document in the Document Title field.

3. Check any account information you want to appear on your statements in the Account section.

4. The Ledger (Always Display) section displays the following information:

   1. Invoice number

   2. Account number

   3. Guest name

   4. Creation date

   5. Last statement date

   6. Amount

5. Click Save to save your changes and exit the editor window.

6. Click AR Statements Emailing to configure emailing settings.

   1. Select the Allow agents to email AR statement information checkbox to allow agents to send statements to the account holders.

      1. Enter the Property Email, or click the Use Property Default Email Address checkbox.

      2. Enter the default Subject.

7. Click Save to save your changes and exit the editor window.

8. Click Statement and Disclaimer(s) to edit or enter any hotel, corporate or long disclaimers.

9. Click Save. Click Preview to view a print sample of your statement.

Custom form

The Custom Form functionality allows you to add a custom template that displays on the accounts you select during assignment. To add a custom form:

1. Click the toggle switch to enable Custom Form. The Statements table displays.

Column	Description
Statements	Displays Statements as type.
Name	Displays the AR statement name.
Default for Print and Email	Displays a checkmark if the statement is the default template for print and email.
Edit	Click the pencil icon to edit the statement details and make any desired changes. Note: You can download existing default templates from the Edit column. A system default template is available to download once Custom Form is enabled: From the Statements table, select the pencil icon from the Edit column. The Statements window displays. Select Download from the Upload Template section to download the system default template.
Delete	Click the trash icon to delete the statements.  Note: Default templates cannot be deleted. They can be set to Inactive.

2. Click Add New. The Account Receivable: Statements window displays.

4. Enter a name for the statement template in the Statement Name field.

5. Select where the forms should display from the Assignment section. Depending on your selection, options are:

   1. Account Receivable: All Accounts

   2. Account Receivable: Single Account

6. Click Choose File to Upload. 

7. From your File Explorer, navigate to your template. The supported file type is .docx.

8. Click Open.

Note: Click Preview to view the uploaded template, or click Download to download the custom template.

9. Select the Active radio button to list the statement as an active template. 

Note: The Active and Inactive radio buttons are only available to select once a template has been uploaded.

10. Click Save. 

Sort order

1. Click the settings icon. The AR Statements Sort Order window displays active templates only.

2. Click the radio option in the Default for Print and Email column to make the desired template the default.

3. Click and drag the sort icon to move the statement templates in the desired order.

4. Click Save.

 

Folios

Folio emailing

1. Click Folio Emailing. The Folio Emailing window displays.

2. Select the Allow users to email folios checkbox.

3. Enter the property email address.

4. Enter the subject of the folio email.

5. Enter a message to go into the body of the folio email.

6. Check Automatically email individual folios (except No Print and Package Add-ons folios) at check-out, if desired.

7. Click Save.

Custom form

The custom form functionality allows you to upload a custom folio template that displays in the Guest Stay Record, Guest Folio, or House Account folio section. To add a folio:

1. Click the Custom Form toggle switch to enable custom folios. The default folio templates for Guest, Group, and House Account display.

Column	Description
Folio Type	Displays the type of folio: Guest Group House Account
Name	Displays the folio name.
Default for Print and Email	Displays a checkmark if the folio is the default folio for print and email.
Active	Displays an Active toggle switch.
Preview	Click Preview to view the folio.
Edit	Click the pencil icon to edit the folio details, and make any desired changes. Note: If there is only one guest folio template set for use, you cannot inactivate the folio, change its assignment, or update the template. To add a new template to the folio, you must first remove the existing one. You can download existing default templates from the Edit column. A system default template is available to download once Custom Form is enabled: From the Folios table, select the pencil icon from the Edit column.  Select Download from the Upload Template section to download the system default template.
Delete	Click the trash icon to delete the folio.  Note: Default templates cannot be deleted. They can be set to Inactive.

2. Click Add New Folio. The Folio window displays.

3. Enter a name for the folio in the Folio Name field.

Note: Alphanumeric and special characters are acceptable in this field. Max length is 40 characters. Folio name must be unique - you cannot save a new folio with an existing folio name. When naming the folio template, the best practice is to enter an identifiable label for the custom form. For example, the name French Folio specifies that the custom form is a folio when it is viewed in the print or email drop-downs from the pages in the Assignment section.

4. Select the Folio Type from the drop-down:

   1. Group

   2. Guest

   3. House Account

5. Select where the forms should display from the Assignment section. Depending on your selection, options are:

   1. Group

      1. Group Master Stay Record

      2. Group Master Folio

   2. Guest

      1. Guest Board

      2. Guest Stay Record

      3. Guest Folio

   3. House Accounts

6. Click Choose File to Upload. 

7. From your File Explorer, navigate to your template. The supported file type is .docx.

8. Click Open.

Note: Click Preview to view the uploaded template.

9. Select the Active radio button to list the folio form as an active template. 

Note: The Active and Inactive radio buttons are only available to select once a template has been uploaded.

10. Click Save.

Note: If Custom Form is disabled after configuring additional templates, the default templates display. 
When Hotel Form Chain Disclaimers (Setup → Property Hub Configuration → Chain Setting - Chain Default Settings) is enforced, the folio template is required to display the corporate disclaimer text.

Folios sort order

1. Click the settings icon. The Folios Sort Order window displays active templates only.

2. Click the chevron down arrow to show the folios for Guest, Group, and House Account.

3. Click the radio option in the Default for Print and Email column to make the desired folio the default.

4. Click and drag the sort icon to move the folios in the desired order.

5. Click Save.

 

Registration card

Registration card

When the Custom Form toggle is disabled:

1. Click Disclaimers. The Hotel Disclaimer and Long Disclaimer fields can be edited within the Disclaimers window for the default template.

   1. Click the Initials checkbox to require the guest to initial. 

2. Click Edit. The Registration Card window displays.

3. Check the boxes by the information you want to display on registration cards (displays on all pages).

4. If you want to display check-in and check-out times, check the box (displays on all pages).

5. Check the box to display Room Rate Section (displays on last page).

   1. Check List Rates per Day to display the rate for each night of the guest's stay.

   2. Check Total Estimated Stay Amount to display in the Room Rate section.

6. Check Vehicle Information to include fields for license plate, make, and model.

7. Check the Guest Signature Line to include a line for the guest to sign.

8. Click Save. 

Custom form

The Custom Form functionality allows you to add a custom template that displays on the pages you select during assignment. To add a custom form:

1. Click the toggle switch to enable Custom Form. The Registration Card table displays.

Column	Description
Registration Card	Displays Registration Card as type.
Name	Displays the registration card name.
Default for Print and Email	Displays a checkmark if the registration card is the default template for print and email.
Edit	Click the pencil icon to edit the registration card details and make any desired changes. Note: You can download existing default templates from the Edit column. A system default template is available to download once Custom Form is enabled: From the Registration Card table, select the pencil icon from the Edit column. The Registration Card window displays. Select Download from the Upload Template section to download the system default template.
Delete	Click the trash icon to delete the registration card.  Note: Default templates cannot be deleted. They can be set to Inactive.

2. Click Disclaimers. The Hotel Disclaimer and Long Disclaimer fields can be edited within the Disclaimers winow for the default template.

   1. Click the Initials checkbox to require the guest to initial. 

3. Click Add New. The Registration Card window displays.

4. Enter a name for the registration card template in the Registration Card Name field.

Note: Alphanumeric and special characters are acceptable in this field. Max length is 40 characters. When naming the registration card template, the best practice is to enter an identifiable label for the custom form. For example, the name French Reg Card specifies that the custom form is a registration card when it is viewed in the print or email drop-downs from the pages in the Assignment section in the next step.

5. Select where the forms should display from the Assignment section. Depending on your selection, options are:

   1. Guest Board

   2. Guest Folio

   3. Guest Stay Record

6. Click Choose File to Upload. 

7. From your File Explorer, navigate to your template. The supported file type is .docx.

8. Click Open.

Note: Click Preview to view the uploaded template, or click Download to download the custom template.

9. Select the Active radio button to list the registration card as an active template. 

Note: The Active and Inactive radio buttons are only available to select once a template has been uploaded.

10. Click Save. 

Note: When Hotel Form Chain Disclaimers (Setup → Property Hub Configuration → Chain Setting - Chain Default Settings) is enforced, the registration card template is required to display the corporate disclaimer text. 

Sort order

1. Click the settings icon. The Registration Card Sort Order window displays active templates only.

2. Click the radio option in the Default for Print and Email column to make the desired template the default.

3. Click and drag the sort icon to move the registration card templates in the desired order.

4. Click Save.

 

Group contract information

Group contract emailing

1. Click Group Contract Emailing. The Group Contract Emailing window displays.

2. Select the Allow users to email group contract information checkbox.

3. Enter the property email address, and if desired, check the Use property default email address checkbox.

4. Enter the subject of the group contract email.

5. Enter a message to go into the body of the group contract email.

6. Click Save.

Custom form

The Custom Form functionality allows you to add a custom template that displays on the pages you select during assignment. To add a custom form:

1. Click the toggle switch to enable Custom Form. The Group Contract table displays.

   Column	Description
   Group Contract	Displays Group Contract Information as type.
   Name	Displays the group contract name.
   Default for Print and Email	Displays a checkmark if the group contract is the default template for print and email.
   Edit	Click the pencil icon to edit the group contract information and make any desired changes. Note: You can download existing default templates from the Edit column. A system default template is available to download once Custom Form is enabled: From the Group Contract table, select the pencil icon from the Edit column. The Group Contract Information window displays. Select Download from the Upload Template section to download the system default template.
   Delete	Click the trash icon to delete the group contract information.  Note: Default templates cannot be deleted. They can be set to Inactive if a default custom template is assigned for the group contract.

2. Click Add New. The Group Contract Information window displays.

3. Enter a name for the group contract in the Group Contract Name field.

Note: Alphanumeric and special characters are acceptable in this field. Max length is 40 characters. When naming the group contract template, the best practice is to enter an identifiable label for the custom form. For example, the name French Group Contract specifies that the custom form is a group contract when it is viewed in the print or email drop-downs from the pages in the Assignment section in the next step.

4. Select where the forms should display from the Assignment section. Depending on your selection, options are:

   1. Group Master Folio

   2. Group Master Rooming List

   3. Group Master Stay Record

5. Click Choose File to Upload. 

6. From your File Explorer, navigate to your template. The supported file type is .docx.

7. Click Open.

Note: Click Preview to view the uploaded template, or click Download to download the custom template.

8. Select the Active radio button to list the group contract as an active template. 

Note: The Active and Inactive radio buttons are only available to select once a template has been uploaded.

9. Click Save. 

Sort order

1. Click the settings icon. The Group Contract Information Sort Order window displays active templates only.

2. Click the radio option in the Default for Print and Email column to make the desired template the default.

3. Click and drag the sort icon to move the registration card templates in the desired order.

4. Click Save.

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