Enter any reservation requests received during the day in the Reservations Menu. Short-term reservations are entered by using the Reservation by Search option or the Reservation by Unit option, the Unit Calendar or the Tape Chart on the Reservation Menu. Owner reservations are entered by using the Reservation by Unit option because you know what unit needs to be booked. The Tape Chart Screen and the Unit Calendar both take you to the Reservation by Unit Screen. Guest phone-in, write-in and walk-in reservations are normally made by using the Reservation by Search method because you do not have a specific unit in mind. You may use either method to book these standard reservations. Use the Process Tenant Reservations option on the Long Term Rentals Menu to enter long-term reservations.
Reservation/ Mail Entry / Inquiries:
Enter any requests for information made during the day by using the Mailing List option on the Files Menu.
Reservations Menu / Payments Received:
Enter any payments received during the day for short or long term reservations. Use the Payments Received option on the Reservation drop-down menu or the Reservation payments icon to enter your payments. You may also post any credits or debits to reservations using this screen. Use Debit to reverse a payment put on wrong. Reverse the FULL amount of the incorrect payment and post back correctly (with a payment)or transactions can be deleted/edited if they have not yet been deposited.
A credit is used on a reservation to "give" a reservation "money": when there is no money (i.e. they are mad and you knock $100 off their bill, when asked the GL account it might be XXX=discounts given or 302=commission income if you want to take it out of commissions).
Reservations Menu / Reservation Changes or Cancellations:
If any reservation changes or cancellations have been requested or are required, use the Change or Cancel Reservation option on the Reservation Menu. To add or change a check-in time, ad source or gate pass information then use the Change Reservation Information button located on the Reservation Maintenance Sub-Menu of the Reservation Menu. Use the Mail File entry screen to change/edit the name of the guest. To add names to a reservation, go to the Reservation Maintenance menu and choose Edit reservation guest list.
Reservations Menu / Equipment/Guest Charges:
Enter any request for equipment rental or any additional reservation charges by using the Equipment Ordering option or Other Charges or the Reservation Charges Icon on the Reservation Menu. You can also add charges or order equipment from the Reservation View screen using the ‘Equipment’ button or the ‘Charges’ button. These buttons from the View screen allow you to show or order charges or equipment items.
Maintenance / Block Unit for Maintenance / Schedule Unit Maintenance:
If any units must be scheduled for repair work or something similar, you may prevent the unit from being booked by using Block Unit for Maintenance option on the Maintenance Menu.
Accounting Menu / Credit Owner:
Post any work orders, credits or debits to owner accounts by using the appropriate option from the Accounting Menu. Select the Owner Payment option to post owner payments received. Money the owner sent to pay towards his statement. The GL Debit account is 99 (cash to be deposited),that way it will show up on the deposit report.
Use credit owner to post money paid by a tenant for utility bills, reimburse owner, etc. The GL Debit would be to account 99 (cash to be deposited).
Use credit owner to "give" owner money. For example, owner was overcharged for cleaning on his last month’s statement. When posting the entry the GL account to Debit would be the account to charge back, such as cleaning income for our cleaning example.
Accounting Menu / Debit Owner:
Select Debit Owner to post owner miscellaneous charges, such as electric bills, water bills, etc. This option is used to charge the owner (unit) statement for charges that are not workorders. A vendor is used in this process. The process that occurs in the general ledger due to posting an owner debit is 1) a charge is posted to the miscellaneous section of the owner statement (debit owner liability 210, which is automatic) and 2) it sets up a payable for the entered vendor (gl account is gotten from the vendor file). Use Accounting Menu | Payables Menu to deal with paying a vendor.
Accounting Menu / Enter Work Order:
Use the Enter work order option to post work orders to the owner account (owner statement). Charges such as repairs are posted using this option. A vendor is used in this process. The process that occurs in the general ledger due to posting an accounting work order is 1) a charge is posted to the work order section of the owner statement (debit owner liability 210, which is automatic) and 2) it sets up a payable for the entered vendor (gl account is from the vendor file). Use Accounting Menu | Payables Menu to deal with paying a vendor.
Accounting Menu / General Ledger Menu / Create Journal Entry:
Use to post miscellaneous money received, such as a repayment of money we paid out on someone's behalf. Entry is Debit to 99 (because will be part of bank deposit) and Credit to appropriate account (in case of cleaning reimbursement was 303).
Use to post bank charges/adjustments, such as monthly bank fees or interest income. To increase the amount of money in the bank, you need to DEBIT the cash in bank account (100). To decrease the amount of money in the bank (bank fee), you will need to CREDIT the cash in bank account (100). To post a bank fee, Debit 100 and Credit the Bank Charges GL account (xxx, an expense account). To post bank interest income, Debit the Interest Income GL account (314) and Credit the cash in bank GL account (100).
(A check is a Credit (a negative number) to the GL cash account and a deposit is a Debit (a positive number) to the GL cash account.)
Accounting Menu / General Ledger Menu / Create Check Entry:
Use to post miscellaneous hand-written checks. When you come into this screen you are asked to enter the cash account, it is 100. You will be asked this only once (all checks you are putting in are from the same account).
When asked for the Debit account, enter the GL account that represents the reason for the check. For example, if the check were used to pay a vendor the debit account would be the vendor's GL account. A debit to a vendor account makes the amount you owe the vendor go down. So the GL transactions are Credit cash (reduce cash in bank) and Debit vendor (reduce how much you owe the vendor).
Accounting Menu / Deposit Menu / Credit Card Charges:
The Credit Card Charges option on the Deposit Menu of Accounting will lets you know which reservations did not pay their deposit. You can extend "grace" period via the Reservations Menu, Reservation Maintenance, Extend Check Deposit Grace Period.
Accounting Menu / Deposit Menu / Print Deposit Report:
The print deposit report option can aid you in balancing the bank deposit to what you put in the system. Typically, your cut-off is no limit. After you print the report, balance it to your bank deposit. If needed correct payment entries using Reservations Menu | Payments received (debit reservation, etc.).
Accounting Menu / Deposit Menu / Process Deposit Report:
Processing the Deposit Report moves the money from the clearing accounts (cash clearing is GL acct# 99) to the bank account. Tags the entries so they will not be "deposited" again.
Reports / Reservation Reports / Non-Processed Reports:
NonProcessed Reports prints the confirmations for new and changed reservations since the last time you finalized these reports. Choose non-processed and all as your options. If you want two copies, when finished printing the first time, answer "no" to finalize question and print again (to get two copies, unless you have set the printer to print two copies). RMS will e-mail letter to guests whose primary method of contact is e-mail (established in the mail file and designated with a p beside the e-mail address) when the nonprocessed reports are finalized.
Reports Menu / Reservation Reports:
Print any reservation reports needed for the day or upcoming days. These normally would include the Arrival Listing, Departure Listing, Unconfirmed Reservation Listing, Final Instructions Letter, Cleaning Work Orders and Equipment Delivery and Pickup Reports.
Print the Non-Processed Reservations Reports, which is located on the Reservations Report Menu. Change notifications, cancellation notifications, guest confirmations, owner confirmations, guest license agreements, credit card charge report, and reservation status reports will be printed for all reservations that have occurred since the last time this option was run. This report should be printed at the end of the day or the beginning of the next day.
Print a trial balance requesting at least the net change in your cash accounts. It is preferred to print the entire trial balance for the day. The cash received for the day should match the change in your cash accounts.
Reservation / Reservation Maintenance Menu / Assign Reservations a Sales Agent:
If your company uses the Sales Agent Contact Report feature, assign the upcoming reservations a sales agent by using the Assign Sales Agents to Reservations in Reservation Maintenance on the Reservation Menu.