This screen allows you to:
Create long term ‘E’ reservations and maintain the tenant information.
Before you begin:
Choose Process Tenant Reservations from the Long-Term Rentals menu. The Long Term Rentals is an option on the Reservations Menu.
You should have already determined, by using the Long Term Rentals Menu Unit Availability by Search or the Reservations Menu Unit Availability option which unit you are going to assign the tenant.
A reservation is made for each month of the tenants’ lease. These reservations are automatically consecutively numbered.
The common method of reservation retrieval for ‘E’ reservations is by name lookup. This is especially helpful during the payment posting process. Using this method will allow you to retrieve the reservations in month sequence without having to know the reservation numbers. Be sure you post payments to the correct reservation, for example the payment for June should be posted to the reservation for June.
To extend an existing tenant’s reservations you must change both arrival and departure dates. The entire time frame between arrival and departure must be available, even if occupied by the same tenant. Retrieve the tenant you want to change. Change the arrival and departure date to the additional days. Most users will return to this screen and change the arrival and departure dates back to the entire lease term. It is not required that this be done, and the system will state that the unit is not available for the requested time frame. Remember the current tenant to whom you are giving the extension is occupying the time frame you are rebooking. You will only be allowed to update the tenant information (which is what you want to do). The tenant information should now be accurate for the duration of the term. The new dates will appear on the Tenant Listing report.
Prompt descriptions...
Enter tenant number, name or click [Exit]:
Each tenant must be assigned a number. You may use any numbering scheme that you wish. Often the unit number is used as the tenant number. To create a new tenant you must enter a number that does not already exist in the system. The name entry is used only for retrieving an existing tenant.
If you enter an existing tenant number the tenant information will be displayed and the system will skip to the modification prompt.
If you enter a number that does not exist the system will prompt you to create a new entry.
If you enter a name, the system will attempt to find a tenant with the same name. If more than one tenant is found, a list of matching tenants will be displayed on a Reference Screen. If one matching tenant is found, the tenant information will be displayed and the system will skip to the modification prompt below. If no matching tenant is found, the error message "Not found during lookup" will be displayed and this prompt will be asked again.
You may click [Exit] or just press <Enter> to exit this screen and return to the long-term Rentals menu.
[Create] new tenant or [Exit]:
Press <Enter> to create a new tenant. A pop up screen will ask you if you would like to create a new entry? Click on [Yes] and begin entering information. The Mail List File Screen will pop up to receive the information.
Click [No] if you do not want to begin creating a new tenant. You will then return to the first prompt.
Enter the tenant name:
Enter the name of the primary tenant as you would want to see it displayed on screens and printed on reports. For example, Mr. John Smith or John Smith depending on how you wish the name to appear. You are allowed a maximum of 30 characters and information is required.
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 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 name and address information and skip to the unit number prompt below. The following prompt would be asked if a name was not selected from the Reference Screen.
(#) matching entries found for entered value. Click [View] list, enter zip 3 or 5, click [New] or [Exit]:
The ‘(#)’ will be replaced by the number of entries found.
Click on [View] or press <Enter> to view all entries listed under the entered last name.
To reduce the number of entries found, you can enter the first three or all five digits of the renter’s zip code. The first three digits of a zip code is the general metropolitan area. This allows you to reduce the list to only those names located in an exact zip code or in the same metropolitan area. Depending on the number of matching entries found, this prompt will be re-displayed or the Reference Screen will be displayed.
Click on [New] to create a new mailing list entry. Then enter the address in the appropriate fields.
Enter address line 1:
Thirty spaces are allowed to enter the guest first address line.
Enter address line 2:
Thirty spaces are allowed to enter the guests 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 guest does not have a second address line, press <Enter>.
Enter city:
Twenty spaces are allowed to enter the city. Information is required.
Enter state, Click [Select] from list, or [Foreign] address:
Enter the two-letter abbreviation for the state.
Highlight your choice and double click to enter the information from the state codes selection list.
If the address is for a foreign country click [Foreign]. The system will then prompt for the country and foreign postal code.
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 the unit # or address:
Enter the unit number the tenant is going to be renting. The unit number must exist in the system and must have its rental status denoted as long term or both short term and long term. You may, if desired, enter the unit address to retrieve the unit.
Enter monthly rental rate:
Enter the rental rate that is to be charged monthly. Information is required. The system will prorate the first and last months’ reservations if they are not full months.
Enter home phone number:
The system automatically fills in this field with the phone number from the unit entered. You may modify this field if needed. A maximum of 14 characters is allowed.
Enter office phone number:
Enter the office number of the tenant. A maximum of 20 characters is allowed. This information is not required.
Enter place of employment:
Enter the name of the company that employs the tenant. A maximum of 30 characters is allowed. You may include a comment if there is room on the line. This information is not required.
Enter the social security number:
Enter the social security number for the tenant. Information is required.
Enter the date of arrival:
Enter the first date of the lease. This date is required. If you are creating a new tenant, this would be the first date of the lease. If you are extending a lease, this date would be the first date for the first month of the extension. In order for the system to make reservations, the entire time frame from arrival to departure must be available, even if the tenant you are working with occupies it.
Enter the departure date:
Enter the last date of the lease. This date is required and must be greater than, but not less than or equal to, the arrival date entered. If you are creating a new tenant, this would be the last date of the lease. If you are extending a lease, this date would be the last date for the last month of the extension. The entire time frame, from arrival to departure, must be available in order for the system to proceed into the reservation making process.
Enter comment:
Enter any desired comment up to 40 characters.
Enter number of adults:
Enter the number of adults occupying the unit. Whether this prompt is asked, and whether information is required is determined by a setting in the control file. If this prompt is not required, pressing <Enter> will default the number to zero. If the prompt is not asked, the number will automatically default to zero. The number of adults is displayed on the view reservation screen and printed on some reports by the system.
Enter number of children:
Enter the number of children occupying the unit. Whether this prompt is asked, and whether information is required is determined by a setting in the control file. If this prompt is not required, pressing <Enter> will default the number to zero. The number of children is displayed on the view reservation screen and printed on some reports by the system.
The requested dates are available, continue to process? Click [Yes] or [No]:
The system has verified that the requested dates are available.
Click on [Yes] or press <Enter> to continue processing the reservations. The following prompt will be skipped. The next prompt asked will be the prorate rent prompt below.
Click on [No] to not proceed (do not make the reservations).
Update changes to tenant? or [Exit]:
This prompt is only asked if the requested dates are not available or you requested to not continue with the reservations.
Click [ok] or press <Enter> to save any changes made to the tenant record. The changes made will be updated into the tenant record. The system will return to the first prompt for this screen.
Click [No] to not change any of the tenant information. If making a new tenant, this option would abandon the tenant information entered. The system will return to the first prompt for this screen.
[Prorate] rent or enter monthly amount:
The system will automatically create a reservation for each month of the lease term. Whole months will automatically use the monthly rental rate entered. Partial months will either use a calculated prorated rent or a fixed entered prorated rent, depending on the answer to this prompt. Only the first and last month of the lease can be prorated, the rest of the months are whole months and will use the monthly rental amount. The prorated rent is calculated by dividing the number of days the reservation is occupying the unit in the month (partial month occupancies only) by the number of days in the month times the monthly rental rate.
Click [Prorate] press <Enter> if you want the system to compute the prorated rent amount.
Enter the prorated rent amount for the system to use for the partial months. This amount will only be used if the first and/or last month’s reservations are partial months.
Enter advertising source:
Enter the abbreviation of the advertising source used by the tenant. Advertising sources are created using the Characteristics File option on the Files Menu.
If you do not know the abbreviation, Click [Select] to see the reference screen, then highlight your selection press <Enter> or double click.to view a listing of the valid advertising codes.
It is required that an advertising code be entered.
Enter response method:
This is the means the guest used to contact you. The default for this prompt is ‘T’ for telephone. Any one character response is acceptable, however; it is usually a good idea to standardize your responses. Typical responses are ‘C’ for magazine coupon, ‘B’ for magazine "Bingo" requests and ‘W’ for walk-in.
Enter your initials:
A setting in the control file determines whether this prompt is automatically asked. The previous operator will be shown in the Prompt Input Area allowing for this to be the default. You would either accept these initials or make any changes needed. This information is printed on the status report for the reservation and is shown on the View Reservation screen, it can be useful if any question arise about the reservations.
Enter Comment:
This prompt allows you to enter a special description or comment about the reservation. Any information up to forty characters can be entered. The special description prints on various reports and is shown when viewing a reservation. Settings in the control file determine which reports will contain this information.
Making Reservation #:
Following the above prompt the system will begin making the required reservations. The reservation number for the reservation being made will be displayed. A reservation is made for each calendar month of the lease. The system will return to the first prompt for this screen when finished.