This file contains information on each unit (property) in your rental program. Each unit you wish to rent must be entered. Before you can enter a unit you must have created the owner and the units’ section, location and any search fields.
All units must be given a unique unit number. This number can be any number you wish but it is usually best to create some scheme that you can remember. While units can be retrieved via any word in the unit’s property address, some reports only print the unit number; therefore, it is convenient to be able to determine the unit based on the unit number. You may, for instance, use the street number as the first several numbers and then create an extension number, which represents the development or street for the unit. For example you may decide that 01 is to represent Palm Blvd. and 02 is to represent the development Ocean Side Cottages. So, unit 234 on Palm Blvd. would be assigned unit number 23401 and unit 192 in the Ocean Side Cottages would be given unit number 19202. This is only a suggestion; it is to your advantage to create a scheme that works for you.
You must assign each unit an owner number. One owner can be assigned to multiple units.
The Unit added to System field is controlled by the system. After entering a new unit, you must go to the Utilities Menu and run the Add New Units to System option before you can book reservations into the unit. This option creates the date tracking record for the unit and ads the units search fields (see below) to the search matrix. The Unit added to System field is then set to Yes.
The fields Section, Location, Number of Bedrooms, Will accept Packages and User Search Fields are used in searching for availability and are referred to as the search fields. Once a unit has been added to the system, you can only change these fields by using the Change Unit’s Search Fields option on the Utilities Menu. This option will allow you to change the search fields and will then rebuild the search matrix.
The miscellaneous features and description fields can be printed on the reservation confirmation. If you set the control file to not disclose detail unit information on the confirmations, you should enter generic information in these fields. If you disclose the actual unit booked to the renter, then the information in these fields can be very specific to the unit. Remember, this information is printed on the confirmation to the renter so it should be worded accordingly.
Each unit may have rental rates entered and assigned in the unit file or units can share rates. Each unit has, for each season, a weekly rental rate, a daily rental rate and may have as many other rates available to pick from if assigned in the unit file. For example a lower bedroom daily rental rate. Lower bedroom means that a unit is to be rented and used as one bedroom less than is actually in the unit. For example, a unit has 3 bedrooms but one room is locked off and the unit is rented and used as a 2 bedroom unit. When booking this type of reservation the system would automatically use the lower bedroom rental rate. If you do not want to use the lower bedroom feature, it is best to make the lower bedroom rates the same as the normal rates. Monthly rental rates may be stored in the unit file but are entered manually in the tenant file when creating a long term rental.
Each unit can have a unique commission structure or use the structure setup in the Control File. If a unit’s commissions and deposit amount are the same as the Control File, set the Use Ctrl Fees option to "Yes". If you want any fee field for a unit to be different from the Control File settings then you must set the Use Ctrl Fees option to "No" and fill in all of the fee fields.
The number of nights a unit has been booked, and of those the number booked as a referral, is maintained by the system. When searching for available units these numbers are displayed to the operator as an aid to fair rotation. You may change these numbers if needed, for example to increase or decrease their relative weight. The Unit Nights Booked Report can reset these numbers by adding up the reservation nights booked.
See Unit File Menus:
Unit File Details Tab
Unit File Rates and Seasons Tab
Unit File Percents and Charges Tab
Unit File Deposits and Nights Tab
Unit File Letter Controls Tab
Web Options Control Tab
Photos Tab