Configuring and Emailing Deposit Receipts

This guide covers:

• The configuration required to send receipts via email
• Sending receipts via email

Configuration

Go Configuration/ Financials to set up a template which forms the covering email when sending a deposit receipt. You might already be using this section to email your Invoices. The bookmarks are the same, but a separate template can now be  set up.

After pressing the Email button, select Deposit, this will open the template to free type a covering letter.

Bookmarks available are $$Customer$$ the customers name, $$Hotel$$ your hotel. Please note that username, email and phone are only available if you are full adding the users details into Access/ Users. It can be left blank and a generic signature can be added instead. 

Alternatively, an HTML receipt template can be created in the cloud via Hotel/ Templates/ Deposit Receipt

Within the email tool above the Cloud Import button will pull through this template.

The email address that receipts are sent from is set in Configuration/ Global/ Advanced.

Emailing Receipts

This functionality is currently only available in the room booking screen. 

Once the deposit has been added and saved, the Receipt button must be pressed to generate the deposit receipt. It is not necessary to save the receipt. You can just close the screen and then click on Receipts again and the emailing or printing option comes up. 

Once a receipt has been generated, a Receipt No. is available (visible on the refresh of a booking, although not necessary for the next step).  

It is now possible to email a deposit receipt.  Pressing the Receipt button again chose the email option, followed by Set

Confirm or amend the email address of the recipient, and if require,d add a BCC before pressing the email button to send the receipt