Contract Merge based on REP_CONT_MERGE.DOC with REP_CONT_MERGE.FMX; BI Publisher Contract Merge based on SAMPLE_CONT_MERGE.RTF with REP_CONT_MERGE.FMX

This topic includes 1) Contract Merge based on REP_CONT_MERGE.DOC with REP_CONT_MERGE.FMX and 2) BI Publisher Contract Merge based on SAMPLE_CONT_MERGE.RTF with REP_CONT_MERGE.FMX.

Contract Merge (Immediately below)

Click to go to BI Publisher Contract Merge

Contract Merge

The Sales & Catering Contract Merge report is a sophisticated tool used to communicate group booking and catering details to customers. Even though Contract Merge is mainly used to produce group contracts, there is a much wider scope of possibilities related to this tool. It is possible to link multiple letter templates to the order form and select which template to merge to on a case-by-case basis. The additional options that define which room grid and event template merge into the document, and include the possibility to merge deposit information and billing instructions, make this a truly flexible communication tool.

Prerequisites

• This report requires that the user be granted the BLOCKS > BLOCK PRINT permission in the selected property to run the report. Also, the Property LOV in this report is further limited by the properties to which the user has the appropriate access granted.

  Note: If there is an issue generating this report (i.e. Word opens to a blank gray screen), use the hidden option on the report parameter screen to delete the webutil.properties file from the local workstation. This will force a download of this file from the app server to the workstation. To delete the webutil.properties file, select Ctrl+Shift+Double Click on the bottom left-hand corner of the parameter screen. A message will notify you that the webutil.properties file has been deleted. You must then log out of OPERA, close ALL browser sessions, and relaunch OPERA S&C. Once you access rep_cont_merge, the required files will download so that the report will successfully generate.

Note: When merging the Contract Merge Report (rep_cont_merge) from the main Reports screen, the merged document in MS Word will be named based on the OPERA Template Name. For instance, for a document in OPERA named 'Rooms Contract', the merged document in MS Word will also be named 'Rooms Contract'.

Contract Merge Parameters

Unless noted, these parameters apply to both Contract Merge and BI Publisher Contract Merge. (The BI Publisher Contract Merge parameters screen is displayed in the section REP_CONT_MERGE.FMX for BI Publisher Contract Merge.)

Selection Criteria - Main Tab

Rms Property. Select the business block property by which the results should be filtered.

Block ID. Select the business blocks by which the report should be filtered.

Note: When filtering this report by Block ID and selecting a Master Block, all Sub-Block IDs Room and Event Grids for that Master will be printed; regardless if this report is initiated from this screen or from the Master Block directly.

Event Property. Select event properties from the LOV.

Event Status. Select the event statuses by which the results should be filtered.

Print Account. Print Account will default to the Account marked as PT for the Business Block from the Name Select screen. If a different Account should be printed on the BEO, select the Print Account ellipsis and click the PT column to select another Account already linked to the business block.

Print Contact. Print Contact will default to the Contact marked as PT for the Business Block from the Name Select screen. If a different Contact should be printed on the BEO, select the Print Contact ellipsis to select another Contact already linked to the business block.

Note: When the Contract is printed for more than one Booking, the 'Print Account' and 'Print Contact' are pulled by default. No option will be provided to select a different Account or Contact for Printing. If no 'Print Account' or 'Print Contact' has been selected for a booking, the default hierarchy is used. Additionally, when no relationship exists between the 'Print Account' and the 'Print Contact', the Print Contact will display in red.

Grid Type. (Not available for BI Publisher Merge.) Select the grid type to print Current, Contract, or Pickup.

Template. (Available only for Contract Merge.) The arrow button allows the selection of an existing template. The ellipsis button allows access to template creation or modification if required. The Templates screen displays.

Templates Screen

Copy. The Copy button allows you to copy the selected Contract Template and its field list from the current property to the selected properties for the Merge Contract (the Target properties must already have rep_cont_merge configured). When Copy is selected, the Properties screen appears displaying properties the current user has access to.

• Select properties to copy the template to.
• Select the OK button to copy the templates.

Edit Fields. Select the Edit Fields button from the Templates screen to add or remove fields from the Field List screen.

• Add. Select this button to move fields from the Available Fields grid to the Selected Fields grid. There is a limit as to how many fields can be added based on how much data is within the fields, per business block. For example, if a business block has very long notes that should be passed to the contract, then fewer fields will be allowed than a business block with very few notes. When the field length is exceeded, the Add button is disabled. When generating or editing a contract with field lists that exceed the maximum length, the user receives a message, 'The field list length has been exceeded.'
• Remove. Select this button to move fields from the Selected Fields grid to the Available Fields grid.

New or Edit. See the section on templates below in How to Create a New Contract Template (with new field list).

Delete. Highlight the template in the Templates screen you wish to delete and select the Delete button.

Event Template. Template 1 to template 8 can be selected. See an explanation below of the templates in Available Merge Grids and Fields.

Note: The Event Template LOV is hidden when the application function Catering > Catering Events is set to N. Event Templates #7 and #8 are hidden when any of the following conditions are met:

- The S&C License OPL_<version number> is Active

- The S&C License OPM_<version number> is Active

- The application function Catering > Event Resources is set to N.

Deposit. Indicate if the deposit information should print sorted by deposit type or by due date.

Note Types

• Property. (Available only for BI Publisher Contract Merge) Select from the LOV, Property Note Types to print: Lead Property Note Code, Lead Property Note Title, or Lead Property Notes. If nothing is selected, no Property Notes will print in the document.
• Booking. Select from the Booking LOV business block note types to print. If nothing is selected, no business block notes will print in the document.

Currency. Select the currency in which the revenues on this report will display.

Prompt to Attach Contract. (Access to this option is controlled by the application function General > File Attachments. When set to N, this check box is NOT visible.) Select this check box to attach the contract to the originating \Business Block. Once the contract has been generated and all changes to the merged document have been saved (using the Save option and not Save As in MS Word, so that the document retains the same name and directory as when it was opened by OPERA.), answer Yes to the prompt to attach the document to the Business Block. Or, select No to continue without attaching the document. When the application parameter Blocks > Global Auto Attachments is active (Y), this report will be attached to the Business Block Globally to live properties in the same schema. When set to N, the report will be attached to the Business Block Locally and not be available to other properties in the schema.

Selection Criteria - Advanced Tab

Table Style. (Available only for Contract Merge) A list of standard Microsoft table styles is available for selection. This determines the framework for all grids that are part of the contract merge.

Rev. Values. This LOV provides options to view and print Net Room Rate and Catering Prices, Gross Room Rate and Catering Prices, both the Net & Gross Room Rate and Catering Prices, or the amounts directly as they have been entered in OPERA.

• Gross Rates/Revenue.

  Gross Room Rate is calculated as:

  • Included generates are not deducted
  • Excluded generates are added
  • Excluded packages are not added

  Gross Catering Price is calculated based on the Transaction Codes mapped in Revenue Type Cross Reference configuration (Configuration > Cashiering > Rev Type Cross Reference):

  • Included generates are not deducted
  • Excluded generates are added
  • When Resort Fee is also selected, Resort Fee will not be calculated for a Gross amount but will print as the value entered in the Business Block More tab.
• Net Rates/Revenue.

  Net Room Rate is calculated as:

  • Included generates are deducted
  • Excluded generates are not added
  • Included packages stay included
  • Included generates on included or excluded packages are calculated out

  Net Catering Price is calculated based on the Transaction Codes mapped in Revenue Type Cross Reference configuration (Configuration > Cashiering > Rev Type Cross Reference):

  • Included generates are deducted
  • Excluded generates are not added.
  • When Resort Fee is also selected, Resort Fee will not be calculated for a Net amount but will print as the value entered in the Business Block More tab.
• Gross & Net Rates/Revenue. When this option is selected, both the Gross and Net room rates and catering prices are reported and displayed. When this option is selected, the Resort Fee check box is not available for selection.
• No value selected. If no option is selected, the room rates and catering prices display the way they appear in OPERA, i.e. the rate that is in the Room Grid or attached to the Resource is the rate that will print in the report.

Click here for Rev. Values Calculation Examples.

Revenue Types. This is only necessary (and mandatory) to select if event template style 4 has been selected.

Note: The Revenue Type LOV is hidden when the application function Catering > Catering Events is set to N.

• Food. Select all catering revenue types that should appear in column Food.
• Beverage. Select all catering revenue types that should appear in column Beverage.
• Rental. Select all catering revenue types that should appear in column Rental.
• Other. Select all catering revenue types that should appear in column Other.

Print Options. Select the data you want printed on the report.

• Rooms with Rate and no Inventory. If selected, the contract will also include room types for which no inventory has been booked, provided a rate amount has been assigned to the room type.
• PMS Room Types. If selected, the PMS room types will print on the contract rather than the S&C room types.
• Occupancy. If selected, number or rooms per room type per occupancy level per day will print (if occupancy split is on). If not selected, only total number of rooms per room type per day will print.
• Rate. If selected, room rates will print. If not checked, room rates will not print.
• Room and Rate separately. If selected, the room nights and room rates will print in separate grids. If not selected, they will print in the same grid.
• Inline Currency. Only accessible if Print Rate has been checked. If this check box is selected, the currency symbol will print along with the rate in the grid cells in the room grid and event templates. If no currency symbol has been defined, the currency code will print instead.
• Show Decimals. Only accessible if Print Rate has been selected. If this check box is selected, the rates will print in the room grid and event templates with decimals as setup in the resort details. If the check box is not selected, the rounded rate will print without decimals.
• Resort Fee. This field will draw data from the Resort Fee Amount field of the Business Block More tab. Selecting this option will disable all other Room and Rate print options except for 'Print Rooms with Rate and no Inventory', 'Print Internal Notes' 'Print External Notes', and 'Print Event and Resource Notes'.

Additionally, when the Resort Fee check box is selected, the following conditions apply:

• The room grid only prints the first 5 days. If the room grid contains more than 5 days, the 6th and following days will not print.
• Total Room Nights and Total Revenue only reflect the first 5 days.
• The Room Rate is the highest rate specified for the room type for the block dates.
• Currency and Decimals will always print in the Room Grid only.

• Hide Resort Code. (Available when the S&C OPS_MHOT Multi-Property license code is active) Select this check box if you do not want the Property Code to print in the Room Grid, Rate Grid, or in any of the 8 Event Template Grids. The Property Name will still print, however.
• Internal Notes. Select to display internal business block notes on the report.
• External Notes. Select to display external business block notes on the report.
• Event and Resource Notes. Select to display event and resource notes on the report. A sequential indicator number will be displayed in superscript into the event grid wherever a note is attached to the event or resource. The note text will be displayed in a separate grid immediately below the events grid, and contain the notes and their indicators in sequential order. Depending on the grid format and templates used, the display should look similar to the one below. (The indicator numbers are marked in red for emphasis only.)

Buttons

Note: When generating a contract with field lists that exceed the maximum length, the user will receive a message, 'The field list length has been exceeded.' In this case, remove some fields (see Edit Fields button description, above.)

Available Merge Grids and Fields

Always use the contract_sample.doc of the current version as the basis for template creation to be able to utilize all features that might have been added to the merge document and macros. The contract_sample.doc is delivered with the runtimes of each new version / patch.

<<GRID>>. Will print the room grid. Depending on the check box setting on the screen, this can  contain occupancy levels, rates, decimals in rates, currency symbol or code, or two grids can be printed separately for number of rooms and rates per room type per day.

<<EVENTS>>. Will print the event details. A selection of 8 different template styles is available for selection on the report screen.

Note: When Events belonging to a Sub-Block are printed, all Events will print on one contract - as if they were one booking - not separate contracts.

Template1. Date, Time, Event Name, Space Name, Attendees

Template2. Date, Time, Event Name, Attendees, Function Space Rental

Template3. Date, Time, Event Name, Space Name, Attendees (Double Spaced)

Template4. Date, Time, Event Name, Space Name, Setup Style, Attendees, Food Revenue, Beverage Revenue, Rental Revenue, Other Revenue.

The amounts are calculated from the revenue types that have been selected on the report parameters for each column.

Template5. Date, Time, Event Name, Space Name, Setup Style, Attendees, Function Space Rental.

Template6. Date, Time, Event Name, Space Name, Setup Style, Attendees, F&B Minimum

Template7. Date, Time, Event Name, Space Name, Attendees, Resources, and Price. Price is based on the Total Expected Revenue, even if the Use Forecast Only check box is selected on the Event Search or Event screen (available when the application parameter Catering > Apply Use Forecast Rev Only Change From Event is active).

Template 8. Similar to Template #7, but with less resource details. This template includes the Date, Time, Event Name, Space Name, Attendees, Limited Resources, and Price. Price is based on the Total Expected Revenue, even if the Use Forecast Only check box is selected on the Event Search or Event screen (available when the application parameter Catering > Apply Use Forecast Rev Only Change From Event is active).

Catering Package Events in Template #8:

• Item Rate Codes will NOT print.
• Included Items will NOT print.
• Additional Items and their Rate (but not Rate Code) will print.
• Included Menu Names will print; the ‘Included’ tag will NOT print.
• Excluded Menus and their Rate will print.
• Excluded Menu Container will NOT print.
• Included Menu Items will NOT print (whether attached to an Included or Excluded Menu).
• Excluded Menu Items and their Rate will print (whether attached to an Included or Excluded Menu).
• Excluded Menu Item Containers will NOT print.
• Function Space Rate Code or ‘Included’ tag will NOT print.
• Items with a 0 Quantity will NOT print.

Non Catering Package Events in Template #8:

• Item Rate Codes will NOT print.
• Included Menu Names will print.
• Menu Containers will NOT print.
• Included Menu Items will NOT print.
• Excluded Menu Items and their Rate will print.
• Excluded Menu Item Containers will NOT print.
• Function Space Rate Code will NOT print.
• Items with a 0 Quantity will NOT print.

<<DEPOSIT>>. Will print deposit information. The sort order depends on the selection on the report parameters. If sorted by deposit type, a sub-total for each type will also print. Columns included in this grid are Deposit Type, Percentage, Deposit Amount Requested, Deposit Due Date, Deposit Amount Paid, Deposit Amount Still Due after Payment, Description.

<<BILLINGS>>. Billing Instructions: The information that is printed in this grid comes from the entries made in Business Block Options Contract Billing. The instruction type, instructions for, Routing Code, and Comments will print.

<<NOTE>>. Notes can be placed anywhere within the document. Their tags are <xxx> where xxx is the note code of the note that should print where the tag is placed.

Available Merge Codes: rep_cont_merge (.doc)

How to Create a New Contract Template (with new field list)

1. Select any existing business block header on the report screen.
2. Click on the ellipsis button (...) beside the Template field.
3. Click on New.
4. If you want to base your new document on an existing document and just make some minor changes, select the existing document from the list, leave the Copy Document check box selected and click OK. Enter a name for the new document, add or remove any fields as required, and click OK. Continue at step 11.
5. If you want to base the new document on an existing field list, but create a totally new document, select an existing document that uses the field list you want to utilize. Deselect the Copy Document check box and click OK. Add or remove any fields are required and click OK in the Field List screen. Continue at step 8.
6. If you want to create a completely new document using a totally different field list, leave the cursor on New List and click OK.
7. On the Field List selection screen, select the fields (see detailed list above) that you want in the document by highlighting the fields and selecting the Add button. Then, click OK.
8. In the File Upload screen that comes up next, type the desired document name in the File Description field (e.g., Agent Contract). Then, click on the down arrow to select a file.
9. Search for the newest CONTRACT_SAMPLE.DOC. The path on the app server is: D:\micros\opera\production\runtimes\contract_sample.doc. If you do not have access to the app server files, ask your system administrator to copy the file to one of your local directories and pick it up from there. Once you have found the file in your operating system search box, click on Open. This will transfer the file path into the Select File field.
10. Click on Upload. This will show your new document in the list of available attachments.
11. To edit the document, highlight the entry in the Templates screen and click on Edit.
    

    Note: When editing a contract with field lists that exceed the maximum length, the user will receive a message, 'The field list length has been exceeded.' In this case, remove some fields (see Edit Fields button description, above.)

12. Two documents will open. The first is the template and the second is a merged sample of the document. After reviewing the merged sample, you can close it without saving. In the template, select the required merge fields from Insert Merge Fields on the tool bar and type the desired text around the merge field and grids.
13. Save the document using the SAVE option in MS Word to keep the document name that is defaulted and to exit. Back in OPERA, click on the Update button to upload the new template into the database so it will then be available for merges in the future.

BI Publisher Contract Merge based on SAMPLE_CONT_MERGE.RTF with REP_CONT_MERGE.FMX

The Contract Merge report is also available as a BI Publisher customizable report and uses the following:

Report Name = BI Publisher Contract Merge
File Name =sample_cont_merge (.rtf)
Form to run = rep_cont_merge (.fmx)
Data Template = sample_cont_merge (.odt)

For selection criteria descriptions, see Contract Merge (above).

Note: When rep_cont_merge.fmx is configured with a BI Publisher report, the Templates LOV (Main tab) and the Table Grid LOV (Advanced tab) are no longer available, as those are configured in the customized report template. If different versions of the report are required, each should be created as a separate customized report.

Available Merge Codes: sample_cont_merge (.xml)

See the BI Publisher / Stationery Editor topic for more information on customizing reports using the BI Publisher.

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Creating a Contract Merge Report

See Also

• Customizable Reports
• BI Publisher / Stationery Editor