Sending Letters in Batch (Printing)

You can also mark the reservation to produce a confirmation letter by clicking on the Send in Batch option on the Other Information tab of the reservation form. This allows you to print confirmation letters by batch later on, usually the end of the day or the end of the week. All reservations that have the Send in Batch checked and the Letter Sent field date blank will print a confirmation when selecting the batch option in the reports menu. Use the following steps to print confirmation letters in a batch

1. From the reports menu, select Reservations > Confirmation Letters (Batch).
2. Enter a lower check-in date and upper check-in date range. If you want to be sure to select all letters waiting to be printed, enter a full date range of a year. You may also pick a specific Hold Type by clicking on the magnifying lens.
3. Select Choose Confirmation Letter to choose the confirmation letter to be printed. Highlight the letter and press Select.
4. Check Update Reservation as Confirmation Letter Sent to have the individual reservations updated to show the date that the confirmation letter was printed.

If the Update Reservation as Confirmation Letter Sent is checked, the current date is entered in the "Sent On" on the Other Information tab field to stop the confirmation letter from printing again when reselecting the send in batch option.

Any time a confirmation letter or any other letter is produced, it is logged in the Change Journal with the time, type of letter, method set, and email address(s) where appropriate. The Change Journal option must be enabled for this feature to work.

Please see the Letter Setup Wizard for more information on creating, changing or deleting confirmation letters.