This screen allows you to:
Add, change or delete owner information.
Before you begin:
Choose the Owners File option from the Files Menu.
The owner must exist before a unit can be created.
An owner is only entered once regardless of the number of units owned. The owner can be assigned to as many units as needed.
Prompt descriptions...
Search:
Enter an owner to search for and click "Go". Select from a list of matching entries.
Show all:
This option displays a list of existing owners on file. Choose from the select list displayed when choosing the Show all option. Highlight the item and press <Ente>r or double-click to retrieve the record.
New:
Click this option to create a new Owner. Enter the ID or use the number RMS automatically assigns.
Units:
Click this button to display all units for this owner. A list displays only if more than one unit is owned.
Details Tab
Enter the owner name:
Enter the name of the owner. This should be the full owner name as you want to see it on owner correspondence. Owner checks will be made out to this name. You are allowed to use up to 30 characters.
Enter last name:
The system will automatically capitalize and display in the prompt entry area what it believes to be the last name. The last name is defined as the last word on the name line that is greater than three characters. This allows for prefixes to be entered, such as Jr. or Sr. If the last name displayed is not correct, use your movement keys and correct the last name.
After entering the last name the system will search the mailing list file for an exact match on the last name entered. If no exact match is found, the following prompt will be skipped and the system will be begin prompting at the ‘Enter the owner salutation’ prompt below. If more matches are found than the number defined in the control file (usually 15, 1 screen full), the following prompt will appear. If fewer matches are found, the matching name information will be displayed on a Reference Screen and you would then scan the list to see if the person already exists in your mailing list file. If the name is found on the Reference Screen and chosen from the list, the system will display the mailing list information and skip to the ‘Enter social security number...’ prompt below. The following prompt would be asked if a name was not selected from the Reference Screen.
Enter the owner salutation:
Enter the salutation you wish the system to use when printing the memo to the owner. This salutation, prefixed by ‘Dear’, will be printed on the owner memo. The name field will be placed in the prompt entry area to assist your entry. You may want to modify the name or accept it as shown.
Pay to the Order of:
Enter the name or company name the owner check should be made payable to. If this field is left blank the owner name will be used.
E-mail address:
Enter the e-mail for the owner.
Primary contact method:
Choose if e-mail or Post Office will be the primary method of contact for this owner.
Email will be the default when an email is entered.
Enter address line 1:
Enter the first address line. A maximum of 30 characters is allowed. Information is required.
Enter address line 2:
Thirty spaces are allowed to enter the owner second address line. Do not enter the city, state or zip code on this line. This line would be used for a suite or apartment number. If the owner does not have a second address line press <Enter>.
Enter city:
Twenty spaces are allowed to enter the city.
Enter state, or ‘F’oreign address:
Enter the two letter abbreviation for the state. If the state code is not known, you can click [Select] to select from a list of state codes. If a state code is entered, the following prompt will be skipped.
If the address is for a foreign country click [Foreign]. The system will prompt for the country and foreign postal code.
Enter country & zip:
This prompt is only asked if the foreign option was selected from the enter state prompt.
Twenty spaces are allowed to enter the foreign country & zip code. The following prompt is skipped.
Enter zip code:
Ten spaces are allowed to enter the zip code. Valid formats are five numbers or five numbers a dash and four numbers. For example, 12345 or 12345-1234.
Enter home phone number:
Fourteen spaces are allowed to enter the home phone number. This information is required.
Enter office phone number:
Twenty spaces are allowed to enter the office phone number. This information is required. If no office number is applicable a zero may be entered in this field, or the home number may be copied and pasted by right-clicking the mouse and selecting copy.
Fax telephone:
Enter the fax number for the owner. This information is not required.
Other telephone:
Enter the any other number you would like to have on file such as a cell. This information is not required.
Advanced Tab
Tax Information
Tax ID
Enter the social security number or the federal tax id of the owner. This information will be used when printing the 1099 to the owner. Do not enter dashes in the tax ID number. Restricted users such as RMS will not see this entry. The number will display as xxxxxxxxx to restricted users.
Type:
Choose Social Security or Federal ID to indicate the number entered.
1099 Address:
Enter the address information for the 1099 form.
State Tax?
Check if you are required to withold tax for this owner. The percent held is set in the Control File, Commissions Taxes and Charges Screen 1.
Print 1099?
Check this box if you want RMS to print a 1099 for this owner.
Miscellaneous Options
Fulfillment:
Enter yes for an owner. The fulfillment code determines what will be placed in mail outs to inquiries. Owner labels do not print with a fulfillment code.
Comment:
Use this field to store another phone number, quick note, other family members names or whatever comment desired. A maximum of 60 characters is allowed: Information is not required.
Mailing:
Indicate whether or not it is okay send promotional mail to this owner.
Enter sales agent for this owner:
Enter the sales agent number you wish to assign this owner. If you are not using sales agents, or do not want to assign this owner an agent, press <Enter>.
The sales agent assigned would always receive this owner on the sales agent contact report. By assigning an agent to the owner you ensure that the same agent will be contacting the owner for all owner reservations. Refer to the Assign Sales Agents To Reservations option on the Reservations Menu, Reservation Maintenance, or the Sales Agent Contact Report on the Reservation Reports Menu for further information.
Sales agents are created using the Sales Agent File option on the Files Menu.
Enter the number of units owned:
Enter the number of units owned. This is for information purposes only. The system does not verify the accuracy of this information.
Allow Export?
Check this box if you allow one of our listing partners to access information from this Owner file.
Time Share
Finance Charge?
Charge time-share overdue finance charges:
This option is only available with the time-share module.
Click [No] if from the owner does not get charged for overdue payments.
Click [Yes] if the owner is charged a finance charge for payments that are overdue.
Owner fee?
This option is only available with the time-share module.
Select from the list of user-defined types to assign what kinds of recurring fees the owner will be charged. The fee types are created in the Control File, Time Share Information. Each recurring fee in the recurring fees file must be given a type.
Direct Deposit:
RMS support assists with the set-up of all direct deposit settings.
Use Direct Deposit?
Check box if you would like this owner set for direct deposit.
Bank Name:
Enter the name of the owner’s bank.
Bank Route #
Enter the routing number for the bank account.
Bank Acct #
Enter the bank account number.
Account Type:
Enter the type of account such as checking or savings.
Bank Branch:
Enter the Branch information or location
Bank Address:
Enter the address for the owner’s bank.
[OK], [Cancel], [Delete], [Notes] or [Show Units]:
Click [Cancel] to abandon any changes made to this owner. If a new owner was entered it will not be placed into the system if this option is chosen. The system will return to the first prompt.
Click [OK] to update any changes made to this owner. This option saves a new owner or any changes made to an existing owner. The system will return to the first prompt.
Click [Delete] to delete the owner. This option will delete the owner from the system. Do not delete the owner if he still owns a rental unit. Refer to the File Maintenance section of the Concepts chapter for more information on deleting an owner. The system will return to the first prompt after deleting the owner.
The [Note] option allows you to view, create, modify, delete, or reconcile notes for the owner being viewed. Refer to the Notes section or the Concepts Chapter for additional information