How do I Add, Update or Remove PDF or Word Templates in NebulaCRS?

How do I Add, Update or Remove PDF or Word Templates in NebulaCRS?

1. Word Templates
1.1 Adding
  1. In order to add an additional template whether this is for a new property or a new format create a copy of an existing template already on your eRes.
  2. To create a copy go to documents, select the template and then view the template
  3. Once the template has opened you will be able to change/update any details or information you require. If it is a whole new layout please consult your client success team so that they may advise what can or cannot be changed on the templates.
  4. Take note there are Bookmarks on these templates which will pull through information from the reservation. if you need details to pull through advise the client success team so they can ensure the Bookmarks are in place and alignments are correct.
  5. Once you have saved the template, please send this to your client success team so that they may upload the template.
  6. Once they have uploaded the template, they will advise you that the template has been uploaded, please open a reservation and check the details and alignments are correct, if any adjustments need to be made, please highlight them and advise the agent. (You will need to close and re-open eRes to see the changes).
1.2 Updating
  1. Download the template which needs to be changed, make the changes on the template and send it to the client success team to replace the existing template.
  2. Take care that Bookmarks are not removed, advise your client success team what changes were made so they can ensure the Bookmarks will pull through the reservation details and are correctly aligned.
  3. Once uploaded the client success agent will contact you and advise, please open a reservation and check the details and alignments are correct on the templates. If any adjustments need to be made, please highlight them and advise the agent. (You will need to close and re-open eRes to see the changes).
1.3 Removing
  1. If a template needs to be removed, please contact your client success team and request the template to be removed.
  2. Once the template has been removed, the agent will advise you. (You will need to close and re-open eRes to see the changes)

2. PDF Templates
Please Note:
  1. PDF templates are per whole reservation and not per itinerary line. For instance if the booking is for 3 different properties,  the document will list all 3 properties itineraries in one document but cannot generate for each property.
  2. Does not support multi currency bookings - if a booking has 2 different currencies, the figures in the output are going to come out wrong. A warning message appears when generating the template if it has multi currencies.
2.1 Adding
  1. Nebula CRS: To add a PDF template log into NebulaCRS navigate to Content and the Documents.
  2. eRes: Log into eRes and navigate to Tools -> System Administration -> System Codes -> Documents.
  3. Click on the "New" button.
  4. Enter the details required.
  5. Once the template has been saved, log into eRes, go to a reservation and view the PDF template.  (You will need to close and re-open eRes to see the changes).
2.2 Editing
  1. Nebula CRS: To edit a PDF template log into NebulaCRS navigate to Content and the Documents.
  2. eRes: Log into eRes and navigate to Tools -> System Administration -> System Codes -> Documents.
  3. Select the template you wish to edit and then update as necessary.
  4. Once the template has been saved, log into eRes go to a reservation and view the PDF template.  (You will need to close and re-open eRes to see the changes).
2.3 Removing
  1. Nebula CRS: To remove a PDF template log into NebulaCRS navigate to Content and the Documents.
  2. eRes: Log into eRes and navigate to Tools -> System Administration -> System Codes -> Documents.
  3. Select the PDF template to be removed and then click on the "Delete" button.
  4. Log into eRes, go to a reservation and you will see the PDF template no longer displays (You will need to close and re-open eRes to see the changes).
PDF Template Fields
  1. Title - Provide a name for this document. This name also appears in the documents dialogue.
  2. Heading - Heading is the title that appears on the PDF template eg. Cancellation Voucher, Proforma Invoice, etc.
  3. Logo - Upload a logo or leave blank this will use the logo from BookNow or one loaded on the Brand/Group. The field for the logo will display in a block size of  340px X 160px. Format JPG. Ensure the logo is not larger than this. Recommended Size is 299px X 131px
  4. Group - Enter the Brand/Group
  5. Address and Contact Information will pull through from Property if left blank - if you wish to override these details then input the information. If book multiple properties on a reservation, the first itinerary lines' property details will display on the voucher if this field is left blank. 
  6. Input Terms and Conditions:
    1. NebulaCRS will allow you to do formatting whereas eRes is basics.
    2. Tables and Bullet points are not supported. 
    3. Banking Details and deposit Policy will pull through according to what has been assigned to the property and reservation respectively. 
    4. Examples of content include; Deposit policy information, Cancellation policy information, Promotional information, General Terms and Conditions.
  7. Signature - displays a sign off at the end of the template - if wish to display the reservationist details enter the following Bookmark - <%username%>
  8. Include Signature - Indicate whether wish to include the signature as defined above.
  9. Include Legend - displays the legend for property code, room code.
  10. Include Commission - Includes commission information to be displayed.
  11. Include Total NettTaxes - Specify here whether Total Nett Taxes line should be included.
  12. Total Nettcommission -Specify here whether or not the Total Commission Nett Taxes line should be included.
  13. Cancellation Template - This template is used for cancellation vouchers or invoices and will display cancellation fees.  Cancellation templates are made available on the documents dialogue at the time of saving a (cancelled) reservation; as well as on the documents dialogue when viewing a cancelled reservation, or when ‘Print cancellation voucher’ button is selected on the reservation open screen (whilst a cancelled reservation is selected). Cancellation templates are programmed to only display the cancellation fees applicable per itinerary line, as opposed to the regular templates which display the total amount due per itinerary line.
  14. Web Template -  eRes will email PDF templates for reservations made through the API. These templates can be defined per reservation status. eRes will email PDF cancellation vouchers to clients that cancel a booking through the API. A Documents template must be set up with Web Template and Cancellation template options enabled. All other configurations are exactly the same as the normal Web Confirmation Voucher. If you wish to have PDF templates include the formatting as defined under terms and conditions it is recommended that we template is enabled.
  15. Include Total TaxExcl - Select this box when you require the PDF template to display a section where ‘Total Tax Exclusive’ entries on the voucher are totalled up. This will only be a requirement where Tax Exclusive Properties are in operation.
  16. Include Total TaxIncl -  Select this box when you require the PDF template to display a section where ‘Total Tax Inclusive’ entries on the voucher are totalled up. This will only be a requirement where Tax Inclusive Properties are in operation.
  17. Include Total TaxExcl Breakdown - Enables or disables the display of the Total Tax Exclusive section which provides a breakdown of the taxes applicable on the reservation.
  18. Include Total TaxIncl Breakdown - Enables or disables the display of the Total Tax Inclusive section which provides a breakdown of the taxes applicable on the reservation.
  19. Include RateCode - Displays Rate code, name and meal plan assigned to the itinerary.
  20. Include Rate Breakdown- Display Rate Breakdown per day.
  21. Include Property Details - If multi-property reservation and wish to display the contact details and address details for each property on the reservation.
  22. Round rates - Round rates.
  23. Show Full Property name - Display full property name and room type instead of code
  24. Show Full Service - Display full-service details such as from location and time and to location and to time
  25. Show Memo - Display Memo on template
  26. Show Namelist - Display Namelist on template.
  27. Show Footer Logo on Last Page - Footer will only display on the last page or template instead of every page.
  28. Show Fax  No. - Enable or Disable Fax number on reservation details.
  29. Show Voucher No. - Enable or Disable the voucher number to display under reservation details.
  30. Show Loyalty Member No. - Show Loyalty number field on the template.
  31. Mail to Reservation User - Copy of this template will be emailed to the reservation user. An email address must be defined on the user's login details.
  32. Footer logo block dimensions 930px X 70px, ensure the logo is no larger than this.
PDF Templates cannot be amended on the eRes front end when sending the template to a guest or agent, thus making them more secure.


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