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A Custom Letter : To add a new Letter, follow these steps

go Go to SETUP | PARAMETERS | LETTERS.

• To create a new Letter, click ADD at the bottom right of the list to create a new Letter
• Choose from the Letter Type drop down menu what type of Letter template you are crafting.  For  Letters relating to Bookings, it will be the 'Individual' option.Image Removed. If you chose Letter Type:  SMS, Group, Guest, Incident Report, or Kiosk,  those Letters are stored in their own section and are used specifically for those types of activities.
  
  • Booking Letters: Letters for Individual Bookings and POS Receipt ONLY. See Individual Letters and POS Receipt.
    
  • Group Booking Letters: Letters for Group Bookings ONLY. See Group Letters
    
  • Guest Letters: Letters used for special promotions like birthdays, etc.
    
  • SMS: Use to create SMS Messages.
  • Incident Report: Use to create an Incident Report with the Housekeeping App
  • Kiosk: Letters used for Confirmation, Welcome and Inactive during Kiosk Self Check-in
  • Agent: Use for Letters sent to Agents
  • Owner: Use for Letters sent to Owners.

• The Letter Editor will open to create a Letter. Save your changes and the Letter will appear in the Letters list. You can now use this letter in Booking under Letters and in the Auto Letters function.
• If you chose Letter Type:  SMS, Group, Guest, Incident Report, or Kiosk,  those Letters are stored in their own section and are used specifically for those types of activities.
• To verify your changes: Select any booking, go to the Letters Tab and choose the revised letter. If necessary, make additional edits by repeating the steps above.

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Letter Features

• Name: The text entered here will appear as the Subject Line of the Email if the Letter being created is sent via email.
• Notes: These are internal notes for you and will not be displayed to guests.
• Sort: The sort order entered here will display in the drop-down list in the Letters Tab of the booking.
• CC to Property: Select "Yes" if you want this letter automatically cc'd to the main property email when sent to a guest.
• Show in PMS: Select "Yes" if you want the letter to viewable and selected in the drop-down list of the Letters Tab in the Booking. There may be Letters you use for other functions like Agents, Esign, etc. that you do not need displayed.

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Edit A Custom Letter

To edit any letter in the MyPMS system, go to Setup | Parameters | Letters.

Please note: Letter types cannot be changed after they are created. Therefore, if you want to use an existing letter and it is not set to the Letter Type of your choice, then you must create a new letter.

Follow these steps:

1. Open Letter: choose the Letter you want to edit by clicking on the Letter I.D. or selecting it and choosing 'Edit'. The Letter will open in an Editor which you can use to customize your letter.
2. Editor Toolbar: The toolbar at the top has many features you can use to customize your Letter including adding images, text formatting and other standard features. It also includes a full set of Merge fields used to insert booking, financial and guest information from your records and transactions to appear automatically in the Letter. 
   
   • Merge Fields
     • To see the available list of merge fields, click on the the BookingCenter "globe" icon in the top left corner of the editor.
     • To insert the value of the merge field you want, place your cursor at the location in Letter you want it to appear. Then, click on the desired value from the merge fields list.
     • To change or edit your Merge fields in the Letter, highlight the field and click on the BookingCenter "globe" icon in the top-left of the editor. Choose the new field from the drop down menu and it  will replace the highlighted field
     • To see a list of Merge Fields, see Merge Fields - Individual Letters and Merge Fields - Group Letters
3. Once you have finished editing your Letter, click Update to save your changes.

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