Microsoft Word Templates

As well as creating invoices, registration forms and confirmation letters in Adobe PDF format, B&B Manager allows you to use Microsoft Word templates for these documents. To use MS Word templates instead of Adobe PDF, click on the Hotel button on the toolbar then select the Templates tab. In the MS Word section at the bottom, tick the box marked "Use MS Word Letter Template" then click on the Select File button and select the MS Word file (.doc format) that you wish to use as the confirmation letter template. Repeat this process for invoices and registration forms. Then click on the OK button to confirm the changes. Now when you create any of these documents, they will be in MS Word format instead of Adobe PDF.

Setting Up Your Templates

Your MS Word invoices, registration forms and confirmation letters are created from template documents by substituting the appropriate guest and booking details at the specified location. The table below shows the text codes in your MS Word documents that will be substituted for the stated values.

Example Invoice Template | Example Registration Form Template | Example Confirmation Letter Template

Text Code	Value Substituted
[GuestName]	The name of the guest (e.g. "Mr John Smith")
[GuestNameFormal]	The formal name of the guest as used when writing a letter (e.g. "Mr Smith")
[GuestAddress]	The guest's full address, including postcode
[GuestAddressLine1], [GuestAddressLine2], [GuestAddress3], ...	The first, second, third ... lines of the guest address, including postcode & nationality. Up to ten lines are permitted, we would recommend using five or six.
[GuestTelephone]	The guest's telephone number
[GuestMobile]	The guest's mobile number
[GuestEMail]	The guest's e-mail address
[GuestNationality]	The nationality of the guest
[GuestPassportNo]	The guest's passport number
[GuestVehicleReg]	The guest's vehicle registration
[GuestFoundUsBy]	How the guest found the Guest House (e.g. "Internet Search")
[Item1] to [Item10]	A description of items 1 to 10 in the booking, inlcuding VAT amounts
[Item1NoVAT] to [Item10NoVAT]	A description of items 1 to 10 in the booking, excluding VAT amounts
[Price1] to [Price10]	The total cost including VAT of items 1 to 10 in the booking
[TotalCost]	The total cost of the booking, excluding concessions but including special offers
[Concessions]	The total concessions applied to the booking
[AmountPaid]	The amount already paid for the booking (i.e. the deposit)
[AmountOwed]	The balance outstanding on the booking
[VATTotal17.5]	The amount of VAT at 17.5% charged on the total booking value. Other VAT rates can be used (e.g. [VATTotal5.0])
[VATPaid17.5]	The amount of VAT at 17.5% charged on the amount of the booking already paid. Other VAT rates can be used (e.g. [VATPaid5.0])
[VAT17.5]	The amount of VAT at 17.5% charged on the amount of the booking value outstanding. Other VAT rates can be used (e.g. [VAT5.0])
[NetTotal]	The net cost (total minus VAT) of the booking
[NetPaid]	The net value of the amount already paid on the booking
[Net]	The net value of the amount outstading on the booking
[Rooms]	A comma-delimited list of the rooms in the booking
[ChequePayee]	The cheque payee for the Guest House
[InvoiceNumber]	The invoice number
[VATNumber]	The VAT number of the Guest House
[BookingReference]	The booking reference
[InvoiceDate]	The date of the invoice in long format (e.g. Monday 02 June 2008)
[ArrivalDateShort]	The date of the invoice in short format (e.g. 02/06/2008)
[ArrivalDate]	The arrival date for the booking in long format (e.g. Saturday 31 May 2008)
[ArrivalDateShort]	The arrival date in short format (e.g. 31/05/2008)
[DepartureDate]	The departure date for the booking in long format (e.g. Monday 02 June 2008)
[DepartureDateShort]	The departure date in short format (e.g. 02/06/2008)
[CurrentDate]	The current date in long format (e.g. Monday 02 June 2008)
[CurrentDateShort]	The current date in short format (e.g. 02/06/2008)
[Nights]	The number of nights the booking is for
[Guests]	The number of guests in the booking