Sample Contract Report (SAMPLE_CONTRACT.REP with REP_CONTRACT.FMX)
This comprehensive report combines room and catering elements and details into one customer facing document. The items that can print here are:
This report is ideal for communication with customer/clients having booked guest rooms and catering events in the same booking. It is similar in functionality to the 1 Column BEO with the additional benefit of showing the guest room grid and details in the same document.
Note: When printing this Report help topic, we recommend printing with Portrait page orientation.
Note: This report requires that the user be granted the 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.
Date Range. Enter a date range to use as a filter for this report.
Business Block. Select the down arrow to search for a particular business block from the Business Block Search screen. If this report is called from the Business Block screen, the Business Block ID is already defaulted here.
Event. Use the down arrow to search for an event (from the Event Search screen) associated with the selected Business Block. Multiple events can be selected here.
Event Type. Use the down arrow to select a specific event type or types to use as a filter for this report.
Block Status. Select one or multiple block statuses to use as a filter for this report.
Block Code. Use the down arrow to search for an associated Block Code for the selected Business Block or, if no Business Block ID is selected, use this filter to search for a particular Business Block by Block Code.
Original. Select this option to print the room grid as it was originally blocked.
Current. Select this option to print the current room grid.
Pickup. Select this option to print the picked up rooms grid.
Contract. Select this option to print the contract rooms grid.
External. Select this option to print external note types.
Print Cover Letter. Select this option to print a cover letter along with this document.
Print General Conditions. Select this option to print general conditions along with this document.
Copies. Enter a numeric value for the number of copies to print.
Currency. Select the currency type in which to display revenue type values on this report.
Item Class. Item classes will default from the selected events on the Main Tab. Use the down arrow to include or exclude any of the available item classes from this report.
Bus-Block Note Type. Use the down arrow to select a business block note type to print on this report.
Cover Letter Note Type. Use the down arrow to select a cover letter note type to print on this report.
Event Status. Use the down arrow to select an event status or statuses to filter this report by.
Hide/Show Rates. Select either the Hide Rates or Show Rates radio buttons to display (or not) rates on any of the selected room grids.
Note: When the application parameter Use Forecast Value Only is set to Y and an Event has an F&B Minimum Rate Code attached, forecasted revenue will not be reported or recorded for the Revenue Types that are configured to contribute to the F&B Minimum. If the Rate Code is changed to one that does not require a minimum and expected revenue has not been added to those revenue types, the forecasted revenue for revenue types configured to contribute to the F&B Minimum will be reported.
Print Deposit. Check this option to print deposits for the selected booking.
Sort Deposit. Use the down arrow to determine how deposits should be sorted, either by type or by date.
Address Format. Use the down arrow to select an address format to use when printing this report.
Address Type. Use the down arrow to select an available address type (e.g., home, business, billing, etc.) to use when printing this report.
Print Address of. Use the down arrow to select the address of either the account or the account contact to print on this report.
Room Header Selection. Use the down arrow to determine if the room code, the room description or both of these items should print in the Header Section.
Event Printing Method. Use the down arrow to determine the event printing method. The options here are one event per page, master and sub-events per page,
Print Summary Section. Select this option to print a summary of this report at the end of this document.
Increase Contract Prompt. Select this option to receive a prompt to increase the contract revision number each time this report is printed.
Suppress Account Name. Select this option to prevent the account name from being printed on this report.
Print Agent Info. Select this option to print the information of the agent responsible for this contract.
Print Decimals. Select this option to print decimals for numeric values.
Preview. Use the preview option to view the generated output of this report in PDF format.
Print. Use the Print button to print the report to the selected output.
File. Prints the generated report output to an *.rtf file.
Close. Closes this report screen.
This first page of this report is typically the cover letter, provided the Print Cover Letter check-box is selected on the General tab of the report form. The Cover letter contains the Name and Address of the account or contact (depending upon the options selected on the Advanced tab) and block of text explaining the documents contained within. Finally, the cover letter will conclude with the name and title of the attending agent, if the Print Agent Details checkbox is selected on the Advanced tab. The second page of this report, or the contract, displays details of the selected filters on this report. In this example, the contract portion contains the Business Block name, Account name, Contact name, Account address, Function Type, Business Block dates and a summary of the corresponding section.
The next section contains the Room information, Arrival and Departure dates, summary information such as whether breakfast is included or not and if so, what times it is available daily. The next section contacts Food & Beverage information, Event start/end times, function type, setup, attendees expected/guaranteed, rental amount, individual totals for catering and rooms revenue, combined catering and rooms revenue, tax information for F&B and rooms, a general conditions section, and at the end of the contract document, a space for a signature.