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EMS Software, LLC

Generating a Single Confirmation at a Time

You can generate a confirmation for all the bookings in a reservation, or just for a selected booking in a reservation. In the default implementation of EMS, when you request to generate a confirmation for a reservation or a booking, the Confirmation dialog box opens. The Confirmation dialog box has the same tabs as the Confirmation Settings dialog box. (Remember, the values that you specified on the Confirmation Settings dialog box determine the information that is included in a confirmation. See Specifying your Confirmation Settings”.) It also contains options for generating a print preview of the confirmation and for manually printing or emailing an EMS-generated confirmation. If you want to automatically generate a printed or emailed confirmation according to your confirmation settings, then you must edit the Confirmation setting on the General tab of the Navigator Options dialog box.

To manually generate a single confirmation at a time

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The following procedure details the generation of a single confirmation at a time. To generate multiple confirmations in a single step, see Generating Multiple Confirmations”.

1. Open the reservation in the Navigator. See:

Opening a reservation directly in the Navigator”.

Opening a reservation through the Reservation Book”.

Opening a reservation through a group”.

Search Tools”.

2. In the left pane of the Navigator, do one of the following:

• Select the reservation for which you are generating the confirmation.

• Select the reservation for which you are generating the confirmation, and then in the Bookings (lower right) pane, select the booking for which you are generating the confirmation.

3. Do one of the following:

• If you are generating a confirmation for a reservation, then open the Reservation Summary tab or Properties tab in the upper right pane of the Navigator, and then click Confirmation.

• If you are generating a confirmation for a selected booking, then open the Booking Summary tab in the upper right pane of the Navigator, and then click Confirmation.

The Confirmation dialog box opens. The dialog box has the same tabs as the Confirmation Settings dialog box with one exception, the Date Range tab. (Additional options are available on the Date Range tab that you can use to limit the confirmation to specific bookings and/or specific booking times.) It also has options for saving, or memorizing, the displayed confirmation settings so that you do not have to adjust the settings every time you generate the confirmation. When the dialog box first opens, the Setup is set to (user-specified). 

Confirmation dialog box, Date Range tab

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4. Do one of the following:

• Review the selections on this dialog box, and optionally, make any needed modifications.

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If you use specific times, then you must also click Options and indicate how the confirmation is to be limited—to bookings that start within the range or to bookings that occur within the time range.

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If needed, you can always save, or memorize, these settings. See Working with Memorized Reports”.

• On the Setup dropdown list, select a saved, or memorized, confirmation.

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If you select a memorized confirmation, then the only changes that you can make are to the dates and/or times on the Date Range tab.

5. Do one of the following:

• To manually generate a printed confirmation, edit the number of copies to print as needed in the Copies to Print field (the default value is 1), and then click Print.

A Print dialog box opens in which you can specify information such as the printer to use, the page range, and so on. Click Print in this dialog box to manually generate the printed confirmation.

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Before you print the confirmation, you can click Print Preview to open an onscreen preview of the printed confirmation. A variety of options are available from this preview, including the options to email the confirmation, to export the confirmation to a .pdf, and to print the confirmation.

• To manually generate an emailed confirmation, click Email.

See Sending Email from EMS”.

emsum_Confirmations_small_reminder.png

SMTP email window for a confirmation

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To automatically generate a confirmation

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The following procedure details the generation of a single confirmation at a time. To generate multiple confirmations in a single step, see Generating Multiple Confirmations”.

If you want to always automatically generate a printed or emailed confirmation based on your confirmation settings, then you must edit the Confirmation setting on the General tab of the Navigator Options dialog box.

1. Open the reservation in the Navigator. See:

Opening a reservation directly in the Navigator”.

Opening a reservation through the Reservation Book”.

Opening a reservation through a group”.

Search Tools”.

2. In the upper corner of the Navigator window, click Settings > Options. The Navigator Options dialog box opens. The General tab is the active tab.

Navigator Options dialog box, General tab

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3. Under Confirmation, select one of the following:

• Email—To always automatically generate an emailed confirmation based on your confirmation settings.

• Print—To always automatically generate a printed confirmation based on your confirmation settings.

4. Click OK to close the dialog box and return to the Navigator. The next time you select any reservation or booking in the Navigator and click Confirmation, the following happens:

• If your Navigator Options are set to Print, then a Print dialog box opens in which you can specify information such as the printer to use, the page range, and so on. Click Print in this dialog box to generate a printed confirmation that is based on your confirmation settings.

• If your Navigator Options are set to Email, then see Sending Email from EMS”.

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SMTP email window for a confirmation

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