Tags for customizing receipts and confirmations

[imagicsupport]

iMagic Hotel Reservation allows you to modify the layout of your receipts and confirmations. You can do this with any Word Processor that supports .RTF files, such as MS Word, WordPad (pre-installed in Windows), OpenOffice Writer, WordPerfect etc.

The files that you'd change are called "Template Files", by default they are located in the "Template File Folder" folder:
Documents\iMagic Hotel Reservation\Templates

The currently available Template Files are:
BookingConfirmation.rtf - guests hotel confirmation (Print Confirmation).
BookingReceipt.rtf - guests receipt (Print Receipt).
BookingList.rtf - booking report (File > Export Room Reservations).
CleaningList.rtf - cleaning list for rooms (File > Export Cleaning List).
CombineBookingReceipt.rtf
GroupBookingReceipt.rtf

In each Template File you can add "Tags", these are replaced by iMagic Hotel Reservation with the appropriate information. Tags are case sensitive so <businessname> will work but <BusinessName> will not.

Example:
A tag might be <homephone> which is replaced with the customer's home phone number when printed.

The tags currently available are:
(for the customer/guest)
<businessname>
<firstname>
<lastname>
<address1>
<address2>
<city>
<state>
<zipcode>
<country>
<homephone>
<workphone>
<email>
<fax>
<cell>

(for the booking)
<confirmationno> - each booking has it's own Confirmation Number.
<fromdate> - of the booking.
<todate>
<CommodityPlural> - the default for this would be "Rooms" but you can use iMagic Hotel to book things other than rooms.
<roomlist>
<noadults>
<nochildren>
<bookedby>
<bookingUDF> - Booking User Defined Field.
customerUDF is the name of the field. ie if you call your UDF "Birthdate" then the tag would be <Birthdate>
<bookingnotes> - any notes added to the booking.
<fromtime> - arrival time in the format set in Windows.
<totime>
<fromtime_AMPM> - arrival time in normal AM/PM format, ie 3:45 PM.
<totime_AMPM>
<fromdate_long> - this is the same as <fromdate> except that it's formatted using Windows "long" date format.
<todate_long> - as for from date above.

(for the chargeable items)
The section that lists the items is a special case since it contains multiple tags for each item (ie price, quantity), as such you need to start it with the tag:
<itemlist>

and end it with the tag:
</itemlist>

Between those two you can use the following tags:
<qty> - quantity of items ordered.
<name> - name of this item.
<saleprice> - sale price before tax.
<isubtotal> - sale price multiplied by the quantity.
<isubtotal_inctax> - same as isubtotal but also includes tax.
<item_date> - when the item was added to the customer's bill.

So a complete example of this section would be:
<itemlist>
<qty> <name> <saleprice> <isubtotal>
</itemlist>

(for the summary payment details)
<subtotal>
<taxname1>
<taxtotal1>
<taxname2>
<taxtotal2>
<tip>
<totalpayable>
<payments> - total payments made by a customer including any deposit.
<payment_total> - same as <payments> above.
<payment_nodeposit> - total payments made without the deposit.
<payment_deposit> - total deposit made.
<balancedue>
<paymentmethod>
<creditcardno> - credit card number, if one was entered.
<creditcardnox> - same as the <creditcarno> accept that most of the numbers are replaced with an "X" for security purposes.
<creditcardexpiry>
<creditcardtype>
<creditcardcsc> - you normally would not want to print this.

(for general information)
<now> - this is the date and time the Receipt/Confirmation was printed.
<now_long> - same as for <now> except that it's in the Windows "Long" format as set in the Windows Control Panel under Regional Settings. An example of a long format might be Thursday, January 26th 2022.

This post applies to the latest version of iMagic Hotel, if you're not using the latest version some tags may not be available. To check, make a note of your installed version number (shown when you launch iMagic Hotel Reservation) and compare it with the latest version number on the update page:
http://www.imagichotelreservation.com/ListUpdates

Regards, Jon

[kanchanaresident]

This topic lists the available tags but does not tell how to link back to the customer details on the reservation so that this information appear on the confirmation letter

[imagicsupport]

Any tags listed in the Confirmation Template File will be added to the Confirmation automatically by iMagic Hotel, when the "Print Confirmation" button is pressed.

Regards, Jon

[kanchanaresident]

I understand that any tag listed in the template will automatically be added by the system.

My question is how do you add a tag to the template so that the system recognizes it. I have added <business name> to the template and when I print the confirmation all the system prints is <business name> and not the information I typed in the business name tag.

thanks


Greg

[imagicsupport]

Try <businessname> rather than <business name>.

Regards, Jon

[kanchanaresident]

Thanks Jon. That worked. Any chance you can add tags for
Flight number
Arrival Time
Booking Source

Thanks

[imagicsupport]

If these are custom fields then you can add them in using the custom field tags.

Regards, Jon

[CarmenChew]

1) I did add Vehicle License Plat in Custom Field, and add <Vehicle License Plat> /<VehicleLicensePlat> doesn't work. Please advice what should I tag in the report?

2) I would like to add night as quantity in the report, however <qty> doesn't work, What should I tag?

3) I would like to identify the current user that take care of guest check out, how to tag in the report? <username> doesn't work.. Help please?

[imagicsupport]

Hi Carmen,

Thanks for the post.

1) Did you add this as a Custom Customer Field? If so, I would expect that to work. Can you email me over your Template File and I'll take a look? You can find my email address on this page - http://www.imagichotelreservation.com/HotelSupport

2) At present we don't have a specific tag for the nights of the booking, you could however add the <fromdate> and <todate> tags to indicate to the guest the length of the booking.

3) If you mean the 'booked by' field (as entered on Step 1) then you can use the <bookedby> tag.

But yes probably best to email me over the Template File you have and I can go through and fix any issues for you.

Regards, Jon

[CRVTP]

I have entered this tag but I don't get the information displayed, just the tag. I have cut and pasted from your page, just incase the format was wrong.

This tag is important as we add items to the bill during their stay.

[imagicsupport]

Hi CRVTP,

Thanks for the post.

I can't think of any obvious reason why the <item_date> wouldn't work for you, it just needs to be between the item tags. If you can email me your template file I can take a look, my email address is on the support page here:
http://www.imagichotelreservation.com/HotelSupport

Regards, Jon

[CRVTP]

Hi Jon

Did you ever add the tag for deposit payment method we discussed several years ago?

[imagicsupport]

Hi Patrick,

Yes, I believe so (I assume you mean the payment method type for the Guest under the payments).

We have added new "payments" section tag that is available in a pre-release update of iMagic Hotel and has been added to the web-based Cloud Edition.

Regards, Jon

[CRVTP]

Hi Jon

Long time no contact but still using the software.

Quick question: "Is there a tag for the Group booking name"? We are using it as a reference for Group booking invoicing rather than confirmation numbers.