You can change the layout of the various template files used by the system as follows:

1. Use the Open option on the File menu to display the Open File form.
2. Select the template you wish to change and click the Open button. The template will then open in Microsoft Word.
3. When you have used Microsoft Word to make the changes you require, save the template and exit from Microsoft Word.

NB. The following instructions are based on Word 2003. If you are using Word 2007 you will need to change any reference to using the Field option on the Insert menu with using the Field option on the Quick Parts command on the Insert tab.

What changes can I make to the layout of a template?

You can change any aspect of the formatting of the template (e.g. fonts, spacing, colours, logos). However, it is strongly recommended that you do not change, add or remove any of the merge codes enclosed by "«»" as this may cause the printing of letters to fail or to print incorrectly.

What should I do if I change a template and it doesn't print correctly?

If a template doesn't print correctly the best option is to revert to it's default layout and to apply your changes again being careful not to change any of the merge codes referred to in the previous question. To revert to the default layout use the Open option on the File menu to open the Open File form, select the template you have a problem with and then click the Use Default button. You can then then use the Open button to open the template and re-apply your changes. If it still doesn't print correctly revert to the default layout again and make sure that it prints correctly using the default layout. If it doesn't then your default template may be corrupt in which case you should contact the Booking Pro helpline.

Can I change the number of lines printed on a booking confirmation, invoice, reminder or statement?

You can change this using Microsoft Word but you should not delete the first row in the table.

Can I show the due date or hirer name (rather than name and address) on an invoice?

You can show these fields on an invoice as follows:

- Use the Open option on the File menu to open the Invoice/Credit Template in Microsoft Word.
- Position the insertion point where you wish to show the due date (e.g. in the Terms paragraph)
- Use the Field option on the Insert menu.
- Select MergeField from the Fieldnames list
- Enter DueDate or Hirername in the Field name entry under Field properties.
- Click OK to insert the new merge field.
- Save the template and exit from Microsoft Word

Can I show the the booking notes or a hirer's address or the name at the end of the booking confirmation?

You can show these fields as follows:

- Use the Open option on the File menu to open the Booking Confirmation Template in Microsoft Word.
- Position the insertion point where you wish to show the notes
- Use the Field option on the Insert menu.
- Select MergeField from the Fieldnames list
- Enter BookingNotes or Address or HirerName in the Field name entry under Field properties.
- Click OK to insert the new merge field.
- Save the template and exit from Microsoft Word

Can I print the receipt reference on statements?

You can print the receipt reference on statements as follows:

- Use the Open option on the File menu to open the Statement Template in Microsoft Word.
- Position the insertion point on the first line of the statement table where you wish to show the reference
- Use the Field option on the Insert menu.
- Select MergeField from the Fieldnames list
- Enter Reference in the Field name entry under Field properties.
- Click OK to insert the new merge field.
- Repeat the above 5 steps for each subsequent line in the statement table.
- Save the template and exit from Microsoft Word

Can I include "Dear Mr Smith" on the Invoice Reminder template?

You can print a salutation on the invoice reminder template as follows:

- Use the Open option on the File menu to open the Reminder Template in Microsoft Word.
- Position the insertion point where you want to include the salutation
- Use the Field option on the Insert menu.
- Select MergeField from the Fieldnames list
- Enter Salutation in the Field name entry under Field properties.
- Click OK to insert the new merge field.
- Save the template and exit from Microsoft Word

To include the date the reminder was printed you will need to replace Word's date code with a new code as follows:

- Use the Open option on the File menu to open the Reminder Template in Microsoft Word.
- Position the insertion point after the current date field and use the backspace key to remove it.
- Use the Field option on the Insert menu.
- Select MergeField from the Fieldnames list
- Enter TodaysDate in the Field name entry under Field properties.
- Click OK to insert the new merge field.
- Save the template and exit from Microsoft Word