A custom letter is assigned in the unit file in place of your standard confirmation letter or your guest license agreement. It can be printed/e-mailed out with other non processed reports or printed/e-mailed out individually to a guest from the reservation view screen.
Before you begin:
The letter must first be created in User Designed Letters, Custom Letters screen. To do this, go to Utilities > User Designed Letters > Custom Letters.
Choose [New] to create a new letter or [Select] to modify an existing letter.
Create new entry? [Yes ] [No]
Choose report type:
Select from the list of available report types. This choice tells RMS what the letter’s assignment is.
The Reservation Form Letter is a versatile custom letter to send to guests from the Reservation View Screen. When designing the Reservation Form Letter you may want to identify what it is for in its description.
The Owner Form Letter may also be designed here and is sent from the Owner Reports>Owner Custom Letters option >which to print>Custom Letter>Letter to print: Choose from the list of owners memos or custom letters listing.
Description:
The description may be viewed along with the report letter and letter type in the select list.
Email subject:
Type in what you want to display in the email subject line when the custom letter is sent as an email.
Choose Report Body:
To begin creating the letter in RMS, choose Report Body. If the letter was created and uploaded choose Source File and browse to the letter within your RMS directory.
A Custom letter that is written for a specific unit must be assigned to RMS in the Unit File. When assigning a Custom Letter, go to the Letter Controls tab in the Unit File and then look for the type of letter you are working with, confirmation or guest license agreement. Choose "seasonal assignment" in the text box for the appropriate letter. You must then assign the letter to a season record for each year your system is tracked. If the same letter is used all year and does not change seasonally you would choose the "ALL YEAR" season record for each year tracked by the system.