This screen allows you to:
Enter a new unit or edit an existing unit’s information.
Before you begin:
Enter Owners in the Owners File. Each Owner will have an ID number that is required in the Unit File.
Choose the Unit File option from the Files Menu.
Refer to the Concepts Chapter, Unit File information for assistance in establishing your unit numbers.
The unit file is used to store the units that you wish to book reservations into. Before a reservation can be made into a new unit, the unit must be added here and then from the Utilities Menu, Add New Units to System option must be run. This option places the unit’s search information into the search matrix and sets up the availability tracking information. Refer to this option in the Concepts chapter for additional information.
Note: Units cannot be deleted using this option. To delete a unit you must use the Utilities Menu, Delete Unit from System option.
Screen description...
Unit added to system:
This information cannot be directly changed. A ‘Y’ means the unit has been merged into the system via the Add New Units to System option on the Utilities Menu. The unit is ready to receive reservations. A ‘N’ means the unit has not been added to the system and reservations cannot be booked into this unit.
Prompt descriptions...
Enter the unit number, property address click "Go", or Select from "Show all" list:
Enter the number of the unit you wish to view or the number or address of the unit whose information you wish to change. If you enter an existing unit number the unit information will be displayed.
Click [New] unit, or [Exit]:
Click [New] to create the new unit.
RMS automatically assigns an ID number you may use this number or create your own way to quickly ID your units.
Enter [Exit] to not create a new unit and return to the first prompt.
Enter unit’s rental status: Short Term, Long Term, Both:
This prompt is asking for the rental status of the unit. The rental status of the unit controls multiple events in the system. Refer to the Concepts chapter for more information on the unit’s rental status’.
Select the Short Term option if the unit allows only short-term reservations. This is the most common option.
Select the Long Term option if the unit is to be used in the long-term rental section only. Units that are exclusively booked for long periods (annual leases) would use this option.
Select the Both option if the unit is available for both long and short-term reservations.
The system will proceed to the section prompt below.
Enter the address of the property:
Enter the street address of the unit. This address text field may also be used to enter the “name of the property”. You are allowed up to 30 characters.
Each word (group of letters separated by spaces) is referenced for look-up. This means you can retrieve the unit by any word in the property address. If you have a house name or lettered unit, such as 214B, you should include these in the address line. Sometimes the system will "cut off" some of the right portion of the address when printing on reports or displaying on the screen. This is done to conserve print space on the print line. Due to this it is best to put the most identifying information in the left portion of the address line. For example, if you managed unit 201 in the Pelican Towers Building, you would want to enter the unit address as 201 Pelican Towers Building verses Pelican Towers Building 201.
Additional address information […]
The full physical address of the property may then be entered by clicking on the ellipsis, (the three dots…), at the end of the text box, and entering the information in the pop up window.
Enter the I.D. number assigned to the Owner or select from list:
Enter an existing owner ID number. The owner assigned will be used for all owner reservations booked in this unit and the owner statements/reports. If you have not created the owner for this unit, you must exit this screen and create the owner first.
Click [Exit] to exit this screen and return to the first prompt.
This prompt is not asked for time-share type units. Owner assignment for time-share units is done using the Time Share Owners File option on the Files Menu.
Enter the phone number for the unit:
Enter the phone number of the unit. You should always include the area code first. If the unit does not have a phone you may want to enter ‘NONE’. You are allowed up to 14 characters.
Enter the Type of Unit:
Enter the type of the unit, i.e.. Villa, Condo or House. This information is not controlled by the system and you are allowed up to 15 characters.
Enter the Level:
Enter the physical level of the unit, i.e.. ground floor, second floor, 2 stories, etc. This information is not controlled by the system and you are allowed up to 15 characters.
Does the Unit have a deck:
The ‘deck’ label may be changed in the Miscellaneous data file, screen 2
Enter a ‘Y’ or press <Enter> if the unit has a deck.
Enter an ‘N’ if the unit does not have a deck.
Any one character entry is allowed.
Does the unit have a porch:
Enter a ‘Y’ or press <Enter> if the unit has a porch.
Enter an ‘N’ if the unit does not have a porch.
Any one character entry is allowed.
Enter the View:
Enter the view of the unit. You are allowed up to 2 characters for this entry.
The view will be displayed on the reservation search screen and is not disclosed to the guest. The purpose of this field is to assist the operator when making a reservation by search. For example, you may have many ocean front units but some of them have a restricted view. For the restricted view units you could set the view to RO for restricted ocean. If the view is not restricted you would simply set the view to O for ocean. The operator would be aware of this and know to tell the guest their view will be restricted. This information is not controlled by the system; however, it is usually best to establish a standard set of views.
Max parking:
Enter the number of cars allowed to park at the property.
Pets
Choose Yes if pets are allowed on the property and No if pets are not allowed. This field is used by integrated listing sites. When ‘Yes’ is selected the note entered in the Lodging Information of the Control File will display.
Enter the maximum number allowed to rent unit:
Enter the maximum number of people the owner will allow in the unit. This information is displayed on the reservation search screen. You are allowed up to 2 numbers.
Does the Unit have a sleeping sofa:
Enter a ‘Y’ or press <Enter> if the unit has a usable sleeper sofa.
Enter an ‘N’ if the unit does not have a usable sleeper sofa.
If the unit has more than one sleeper sofa, enter the number.
Any one-character entry is allowed.
What are the Sleeping Accommodations:
Enter the type of beds in the unit. Most common usage of this item is a ‘K’ for a king bed, a ‘Q’ for a queen bed, a ‘T’ for a twin bed, a ‘D’ for a double bed, and an ‘S’ for a single bed. If the unit had 4 bedrooms the information may look like this ‘K,2Q,2T’. This information is displayed on the reservation search screen. This information is not controlled by the system; however, it is best to establish standard abbreviations. A maximum of 7 characters is allowed.
Enter the number of bedrooms:
This field is one of the search fields that can be used when using the Reservation by Search option on the Reservations Menu.
Enter the number of bedrooms in the unit.
Enter the number of bathrooms:
Enter the number of bathrooms in the unit. You can enter a number or a number with a decimal point and a number, i.e.. ‘2.5’.
Allow Lock off?
This option is not frequently used.
Allow this unit to lower bedrooms?
Sometimes, if the owner and unit permit, a bedroom in the unit can be physically locked off. This reduction or lowering of the number of bedrooms available to the guest usually results in a reduction of the rental rate. If this unit is to allow such rentals enter a ‘Y’.
If the owner does not permit lower bedroom rates or the unit cannot be locked off enter an ‘N’.
Status
This prompt will only be asked if the unit is allowed to lower bedrooms. The bedroom status denotes when a unit may be rented using the lower bedroom rental rate. This field is displayed on the reservation search screen. Any one-character entry is allowed; however, it is best to establish a standard set of codes. Some typical codes are an ‘O’ for off-season only, an ‘A’ to allow this option always and an ‘N’ to never allow this option.
Enter the Section or [Exit]:
This field is one of the search fields that can be used when using the Reservation by Search option on the Reservations Menu. Refer to the Sections File in the Concepts section for more information on search fields.
Enter the section characteristic ID you wish to assign to this unit. The section must exist in the sections file.
Click [Exit] to exit this screen and return to the first prompt.
Enter the Location or [Exit]:
This field is one of the search fields that can be used when using the Reservation by Search option on the Reservations Menu. Refer to the Locations File in the Concepts chapter for more information on search fields.
Enter the location characteristic ID you wish to assign to this unit. The location must exist in the Locations file
Enter User Defined Search Values:
These field labels are defined in the control file. The values that you will select from to enter in the text box will be entered in the User Defined Search File
Will the unit accept packages, [Yes] or [No]:
Packages can affect the gross rental amount. If you use packages that change the rental amount, you would normally have in your contract with the owner the right to reduce the rental rates due to the booking of a package. This field denotes whether you have such permission. If you do not use packages or the packages you use do not effect the rental rate, then you should set this option to ‘Yes’.
This field is one of the search fields that can be used when using the Reservation by Search option on the Reservations Menu.
Click [Yes] if the owner allows the unit to be rented using packages.
Click [No] if the owner does not allow the unit to be rented using packages. The following prompt will be skipped.
Enter the Package Status:
This prompt is only asked if the previous prompt, allow package, is answered ‘yes’. The package status denotes when a unit may be rented using a package. The package status field is displayed on the search screen. Any one character entry is allowed; however, it is best to standardize your entries. Some typical entries are an ‘O’ for off season only, an ‘A’ to allow this option always and a ‘N’ to never allow this option.
Is the unit under management:
Any one-character entry is allowed for this field. It is not required that this field be used. This field is printed on the Master Schedule Property Listing. The most common response to this prompt is ‘Y’.
Enter the (user distance 1):
Enter the value for the user defined distance one. The description for this value is set in the Control file, Miscellaneous Data. You should be consistent in the unit of measure you use. This information can be displayed on the reservation search screen, depending upon your search display control file setting. You are allowed up to 4 characters.
Enter the (user distance 2):
Enter the value for the user defined distance two. The description for this value is set in the control file. You should be consistent in the unit of measure you use. This information can be displayed on the reservation search screen, depending upon your search display control file setting. You are allowed up to 4 characters.
Enter the Lock Box 1:
If you have a lock box on the unit you can enter the combination here. If your system is set to use lock boxes, which is controlled by the control file, the combination to the lock box will be printed on the Final Instructions Letter. If your system does not use lock boxes, you may press <Enter> for the three lock box combination entries.
Enter the first digit of the lock box combination. Information is not required.
Enter the Lock Box 2:
Enter the second digit of the lock box combination. Information is not required.
Enter the Lock Box 3:
Enter the third digit of the lock box combination. Information is not required.
Enter Misc. Features :
The miscellaneous features are printed on the renter confirmation. If your company does not print detail unit information on the confirmation, which is controlled by a control file setting, this information should be entered as generic as possible. If your system is set to print detail information, specific information about the unit may be entered.
The two miscellaneous features lines will always be printed and displayed together. This allows you to treat them as a paragraph, you can continue sentences on to the next line.
Enter any miscellaneous features about the unit. You are allowed up to 20 characters for each line.
Enter Special Description 1:
The special descriptions are printed on the renter confirmation. If your company does not print detail unit information on the confirmation, which is controlled by a control file setting, this information should be entered as generic as possible. If your system is set to print detail information, specific information about the unit may be entered.
The three special description lines will always be printed and displayed together. This allows you to treat them as a paragraph, you can continue sentences on to the next line.
Enter any special descriptions about the unit. You are allowed up to 30 characters per line.
Unit lat and Unit long:
Enter the unit’s latitude and longitude if needed. These coordinates, when entered correctly integrate with a map that may be displayed online when a property is selected.
Internal comment:
Enter any internal comment desired for this unit. This comment will not be printed on any external report and can be viewed when additional unit information is requested during the reservation process. You are allowed up to 55 characters.
Owner Cleaning Charges:
Go to Files on the Details tab of the Unit File to enter variable owner cleaning charges unique to the unit. These charges may be selected when using the Post Cleaning Charges option on the Reservation Maintenance menu. For example, a schedule may be entered to select from that would reflect hourly owner cleaning charges. Multiple entries may be listed. Type “One hour” cleaning in the description and 15.00 into the amount text box for example, “Two hours” in the description and $$ in the amount. Use the remove button to delete a value entered for owner cleaning.
Owner Complimentary Nights
Go to Files on the Detail tab of the Unit file to enter the number of complimentary nights available for the unit. These are the nights the owner gives to the management company to use at it’s discretion. A standard reservation is changed to complimentary status using the Reservation Maintenance option Make reservation to complimentary.
[OK], [Cancel], [Notes] :
To change any information click on the text box beside the item you wish to change and re-enter the information.
Click [OK] to update any changes made to this unit. This option saves a new unit or any changes made to an existing unit.
Click [Cancel] to abandon any changes made to this screen. If new information was entered it will not be placed into the system if this option is chosen
The [Notes] select option allows you to view, create, modify, delete, or reconcile notes for the unit being viewed. Refer to the Notes section of this chapter or the Concepts Chapter for additional information