Making Reservations under Reservations> New Short Term
New Member Short Term Reservation (under New Short Term)
1. MEMBER RESERVATIONS: Select Reservations Button > Select New Short Term Button > Select Member Reservation Button > Select the Travel Agency and Agent if applicable > Select Find Property Button > Select Office > Select Number of Guests > Populate Dates of Stay > Fill out either Optional A or Optional B > Click Search Button > (to give a price quote for a property click "Desc" in red to the right of a property) Click on the Property Desired from available list.
2. Click Find Member Button > Click New Button > Click Save Button > Populate Required Fields (the email address is required if "Receive Email" box is checked) > Click Save Button> Select Marketing Code > Click Reserve Now
3. Check all tabs on the reservation if accuracy > PRINT AND/OR EMAIL CONFIRMATION: Select Summary Tab > Click Print Confirmation Button > or Select Send Member Confirmation (email) > Select Close Button
If the stay dates are below the minimum and/or the arrival date is not on the specified turn day, remember to click on Ignore Start Day and/or Ignore Min Num Days.
New Guest of Owner Short Term Reservation (under New Short Term)
1. OWNER RESERVATIONS: Select Reservations Button > Select New Short Term Button > Select Owner Reservation Button > Select Find Owner Button > Populate Owner’s Last Name > Click Search Button > Highlight Owner’s Name > Highlight Owner > Highlight Property > Populate Stay Dates > Select Reserve Now Button
2. GUEST OF OWNER NAME: Select Member Info tab > Populate guest name in the middle name field > Click Save Button OR Select General tab > Populate guest name in the comment section > Click Save button
3. OWNER PAYING FOR CLEANING > Select Other Charges tab > Remove Guest Cleaning Charge (if applicable) > Highlight Owner Clean > Click Add > (then) Select Member Info tab > if Guest of Owner needs cleaning check the "Owner Needs Cleaning" box in order for the reservation to appear under Schedule Housekeeping
4. GUEST PAYS FOR CLEANING > Select Other Charges tab > Add Guest Cleaning Charge. (if no guest charge available) > Select Custom Charges tab > Select New Button > Populate Name > Select Account to Credit > Populate Description > Select Tax Type > Populate Price > Select Insurable (if applicable) > Select Distribution Timing > Click Save Button > (then) Select Member Info tab > if Guest of Owner needs cleaning check the "Owner Needs Cleaning" box in order for the reservation to appear under Schedule Housekeeping
5. Check all tabs on the reservation if accuracy > PRINT AND/OR EMAIL CONFIRMATION: Select Summary Tab > Click Print Confirmation Button > or Select Send Member Confirmation (email) > Select Close Button
If the stay dates are below the minimum and/or the arrival date is not on the specified turn day, remember to click on Ignore Start Day and/or Ignore Min Num Days.
New Owner Short Term Reservation (under New Short Term)
1. OWNER RESERVATIONS: Select Reservations Button > Select NEW SHORT TERM Button > Select Owner Reservation Button > Select Find Owner Button > Populate Owner’s Last Name > Select Search Button > Highlight Owner’s Name > Click Select Owner > Highlight Property > Populate Stay Dates > Select Reserve Now Button
2. OWNER NEEDS CLEANING > Go to the Other Charges tab > Highlight Owner Clean > Click Add > (then) Select Member Info tab > if Owner needs cleaning check the "Owner Needs Cleaning" box in order for the reservation to appear under Schedule Housekeeping
3. Check all tabs on the reservation if accuracy > PRINT AND/OR EMAIL CONFIRMATION: Select Summary Tab > Select Print Confirmation Button > Select Send Member Confirmation Button (email) > Select Close Button
When making an owner’s reservation, review the information on the Member Info tab. If the owner requires keys or the owner requires cleaning, check both or one of the boxes. Review other charges for owner cleaning charge.
Making Reservations under Calendar> By Property
New Member Short Term Reservation (under By Property)
1. PROPERTY CALENDAR: Select Calendar Button > Select By Property Button > Select the Office > Select the Property > Select Arrival Month > Double Click on Arrival Date > once the screen populates click on the Departure Date
2. Select Member > Select # of Guests > Select Marketing Code > Select Travel Agency (if applicable) > Populate Mark Up or Discount (if applicable) > Select Recalculate Price Button > Select Price Quote to give guest break down of reservation cost > Select Find Member Button
3. Populate Member First and Last Name > Select Search Button > Highlight Member if found > Otherwise Select New Button > Select Save Button > Populate Required Fields > Select Save Button > Select Reserve Button
4. Check all tabs on the reservation if accuracy > PRINT AND/OR EMAIL CONFIRMATION: Select Summary Tab > Select Print Confirmation Button > Select Send Member Confirmation Button (email) > Select Close Button
New Member of Owner Short Term Reservation (under By Property)
1. PROPERTY CALENDAR: Select Calendar Button > Select By Property Button > Select the Office > Select the Property > Select Arrival Month > Double Click on Arrival Date > once the screen populates click on the Departure Date
2. Highlight Owner > Select Reserve button
3. OWNER PAYING FOR CLEANING > Select Other Charges tab > Highlight Owner Clean > Click Add > (then) Select Member Info tab > if Guest of Owner needs cleaning check the "Owner Needs Cleaning" box in order for the reservation to appear under Schedule Housekeeping
4. GUEST PAYS FOR CLEANING > Select Other Charges tab > Add Guest Cleaning Charge. (if no guest charge available) > Select Custom Charges tab > Select New Button > Populate Name > Select Account to Credit > Populate Description > Select Tax Type > Populate Price > Select Insurable (if applicable) > Select Distribution Timing > Click Save Button > (then) Select Member Info tab > if Guest of Owner needs cleaning check the "Owner Needs Cleaning" box in order for the reservation to appear under Schedule Housekeeping
5. Check all tabs on the reservation if accuracy > PRINT AND/OR EMAIL CONFIRMATION: Select Summary Tab > Click Print Confirmation Button > or Select Send Member Confirmation (email) > Select Close Button
New Owner Short Term Reservation (under By Property)
1. PROPERTY CALENDAR: Select Calendar Button > Select By Property Button > Select the Office > Select the Property > Select Arrival Month > Double Click on Arrival Date > once the screen populates click on the Departure Date
2. Highlight Owner > Select Reserve Button
3. OWNER NEEDS CLEANING > Select Other Charges tab > Highlight Owner Clean > Click Add > (then) Select Member Info tab > if Owner needs cleaning check the "Owner Needs Cleaning" box in order for the reservation to appear under Schedule Housekeeping
4. Check all tabs on the reservation if accuracy > PRINT AND/OR EMAIL CONFIRMATION: Select Summary Tab > Select Print Confirmation Button > Select Send Member Confirmation Button (email) > Select Close Button
When making an owner’s reservation, review the information on the Member Info tab. If the owner requires keys or the owner requires cleaning, check both or one of the boxes. Review other charges for owner cleaning charge.
Creating a Black Out (under By Property)
1. PROPERTY CALENDAR: Select Calendar Button > Select By Property Button > Select the Office > Select the Property > Select Arrival Month > Double Click on Arrival/Start Date > once the screen populates click on the Departure/End Date
2. Select Black Out > Populate Description > Select Reserve Button
Edit/Delete a Black Out After Creating Black Out (under By Property)
1. EDIT BLACK OUT: Select Calendar Button >Select By Property Button > Select the Office > Select the Property > Select Month of the Black Out > Double Click on the Black Out > Select Edit Button > Make changes > Select Save Button
2. DELETE A BLACK OUT: Select Calendar Button > Select By Property Button > Select the Office > Select the Property > Select the Month of the Black Out > Double Click on the Black Out > Select Delete Button > Select OK Button
Making Reservations under Calendar> Tape Chart
New Member Short Term Reservation (under Tape Chart)
1. TAPE CHART: Select Calendar Button > Select Tape Chart Button > Select the Office > Select Location (if applicable) > Select Property Type (if applicable) > Select Number of Guests > Select Month to View > Click View Button
2. Locate Property > Double Click on Arrival Date > once the screen populates click on the Departure Date> Select Member > Select Number of Guests > Select Marketing Code > Select Travel Agent (if needed) > Populate Mark Up or Discount (if applicable) > Click Find Member Button
3. Populate Member First and Last Name > Select Search Button > Highlight Member if found > Otherwise Select New Button > Select Save Button > Populate Required Fields > Select Save Button > Select Reserve Button> Check all tabs on the reservation if accuracy > Select Summary Tab > Select Print Confirmation Button > Select Send Member Confirmation Button (email) > Select Close Button
4. TO VIEW A RESERVATION FROM THE TAPE CHART: Select Calendar Button > Select Tape Chart Button > Select Office > Select Location (if applicable) > Select Property Type (if applicable) > Select Month to View > Click View Button > Double click on the Reservation > Select Edit Reservation > When done Select Close Button
New Member of Owner Short Term Reservation (under Tape Chart)
1. TAPE CHART: Select Calendar Button > Select Tape Chart Button > Select the Office > Select Location (if applicable) > Select Property Type (if applicable) > Select Number of Guests > Select Month to View > Click View Button
2. Locate Property > Double Click on Arrival Date > once the screen populates click on the Departure Date> Highlight Owner > Select Reserve button
3. OWNER PAYING FOR CLEANING > Select Other Charges tab > Highlight Owner Clean > Click Add > (then) Select Member Info tab > if Guest of Owner needs cleaning check the "Owner Needs Cleaning" box in order for the reservation to appear under Schedule Housekeeping.
4. GUEST PAYS FOR CLEANING > Select Other Charges tab > Add Guest Cleaning Charge. (if no guest charge available) > Select Custom Charges tab > Select New Button > Populate Name > Select Account to Credit > Populate Description > Select Tax Type > Populate Price > Select Insurable (if applicable) > Select Distribution Timing > Click Save Button > (then) Select Member Info tab > if Guest of Owner needs cleaning check the "Owner Needs Cleaning" box in order for the reservation to appear under Schedule Housekeeping
5. Check all tabs on the reservation if accuracy > PRINT AND/OR EMAIL CONFIRMATION: Select Summary Tab > Click Print Confirmation Button > or Select Send Member Confirmation (email) > Select Close Button
6. TO VIEW A RESERVATION FROM THE TAPE CHART: Select Calendar Button > Select Tape Chart Button > Select Office > Select Location (if applicable) > Select Property Type (if applicable) > Select Month to View > Click View Button > Double click on the Reservation > Select Edit Reservation > When done Select Close Button
New Owner Short Term Reservation (under Tape Chart)
1. TAPE CHART: Select Calendar Button > Select Tape Chart Button > Select the Office > Select Location (if applicable) > Select Property Type (if applicable) > Select Number of Guests > Select Month to View > Click View Button
2. Locate Property > Double Click on Arrival Date > once the screen populates click on the Departure Date> Check the circle for Owner > highlight the owner> Select Reserve button
3. OWNER PAYING FOR CLEANING > Go to the Other Charges tab > Highlight Owner Clean > Click Add > (then) Select Member Info tab > if Owner needs cleaning check the "Owner Needs Cleaning" box in order for the reservation to appear under Schedule Housekeeping
4. Check all tabs on the reservation if accuracy > PRINT AND/OR EMAIL CONFIRMATION: Select Summary Tab > Click Print Confirmation Button > or Select Send Member Confirmation (email) > Select Close Button
When making an owner’s reservation, review the information on the Member Info tab. If the owner requires keys or the owner requires cleaning, check both or one of the boxes. Review other charges for owner cleaning charge.
Change Dates of Stay Prior to Check In
1. FIND RESERVATION: Select the Reservations Button > Select the Change/Cancel Button> Select Find Reservation Button > Populate Guest First and Last Name or Property > Select Search Button > Highlight the Reservation > Click Select Reservation Button > or Enter the Reservation ID > Click Find Reservation by ID Button
2. ON GENERAL TAB: Select Change Date Button > Select the New Start Date and/or End Date > Click Search Button > Edit New Price, Discount, Security Deposit (if needed) > Click Update Reservation Button > Click Close Button
Change Property Prior to Check-In
1. FIND RESERVATION: Select the Reservations Button > Select the Change/Cancel Button > Select Find Reservation Button > Populate Guest First and Last Name or Property > Select Search Button > Highlight Reservation > Click Select Reservation Button > or Enter the Reservation ID > Click Find Reservation ID Button
2. ON GENERAL TAB: Select Find Property Button > Select the Start Date and End Date > Populate Optional A or Optional B Search Criteria (if needed) > Click Search Button > Click on Property > Edit New Price, Discount, Security Deposit (if needed) > Click Update Reservation Button > Click Close Button
Check-In Individual Reservation
1. FIND RESERVATION: Select the Reservations Button > Select the Change/Cancel Button > Select Find Reservation Button > Populate Guest First and Last Name or Property > Select Search Button > Highlight Reservation > Click Select Reservation Button > or Enter the Reservation ID > Click Find Reservation ID Button
2. ON GENERAL TAB: Click Check In Button > Select Close Button
Batch Check-In / Check-Out
1. Select RESERVATIONS Button > Select Batch Check-In/Out Button > Select the Office > Select Property, Guest, Reservation ID, Date Checking In (sort criteria for the screen) > Click Check In Button (if checking in all of the reservations) > Otherwise, Select Clear All Button > Check the box for Reservations to check in > Click Check-In Button > Select Close Button
2. Select RESERVATIONS Button > Select Batch Check-In / Out Button > Select Batch Check-Out tab > Select the Office > Select Property, Guest, Reservation ID, Date Checking In (sort criteria for the screen) > Click Check Out Button (if checking out all of the reservations) > Otherwise, Select Clear All Button > Check the box for Reservations to check out > Click Check-Out Button > Select Close Button
Change Property on Existing Reservation after Check-In (No Advancing)
e.g. - a reservation that the guest has to be moved to a different property after staying a few nights in the original property
1. ENTER NEW RESERVATION FOR MEMBER: Select the Reservations Button > Select New Short Term Button > Select Member Reservation Button > Select Travel Agency and Agent if applicable > Select Find Property Button > Select the Office > Select the Number of Guests > Populate Dates of Stay (fill out either Optional A or Optional B) > Click Search Button > Click on Property Desired from available list
2. Select Find Member Button > Select New Button or Search button > Click Save Button > Populate Required Fields > Click Save Button > Select Marketing Code > Select Reserve Now > Select Close Button
3. FIND ORIGINAL RESERVATION: Select Reservations Button > Select Change/Cancel Button > Select Find Reservation Button > Populate Guest First and Last Name or Property > Select Search Button > Highlight Reservation > Click Select Reservation Button > or Populate Reservation ID > Select Find Reservation ID Button
4. Select Change Date Button > Highlight the End Date (new check out date) > Select Search Button > Select Update Reservation Button > Select Check Out Button
5. Transfer overpayment money from original reservation to the new reservation > Select Accounting button > Select Transfers button > To Receivable tab 6.2.2 How to do a "To Receivable" Transfer or go into the original reservation> Pay Up> Transfer Balance> enter the amount to be transferred> enter a Description> highlight the new reservation (the new reservation will only show up if the same member profile is used)> finally click Transfer Balance.
6. FIND NEW RESERVATION: Select the Reservations Button > Select the Change/Cancel Button > Select Find Reservation Button > Populate Guest First and Last Name or Property > Select Search Button > Highlight Reservation > Select Select Reservation Button > or Populate Reservation ID > Select Find Reservation ID Button > Check the "Current Balance in Prepay or Damage Deposit" on the Summary tab and under Pay Up that the transfer is showing up
Change Property on Existing Reservation after Check-In (Advancing)
e.g. - a reservation that the guest has to be moved to a different property after staying a few nights in the original property
If an owner’s balance goes into a negative state and you do not allow negative expensing, it is the rental management company’s responsibility to transfer funds to that owner’s account.
1. REIMBURSE ADVANCE: Select the Accounting Button > Select Manual Overrides Button >
Select Undistribute Short Term Tab > Populate Reservation ID > Select Find Reservation Button > Select Reimburse Advance Button > Select OK Button > Select Close Button
2. ENTER NEW RESERVATION FOR MEMBER: Select Reservations Button > Select New Short Term Button > Select Member Reservation Button > Highlight Travel Agency and Agent if applicable > Select Find Property Button > Highlight Office > Highlight Number of Guests > Populate Dates of Stay (fill out either Optional A or Optional B) > Click Search Button > Click on Property Desired from available list
3. Select Find Member Button > Select New Button > Select Save Button > Populate Required
Fields > Select Save Button > Select Marketing Code > Select Reserve Now > Select Close Button
4. FIND ORIGINAL RESERVATION: Select the Reservations Button > Select Change/Cancel Button > Select Find Reservation Button > Populate Guest First and Last Name or Property > Select Search Button > Highlight Reservation > Click Select Reservation Button > or Populate Reservation ID > Select Find Reservation ID Button
5. Select Change Date Button > Highlight End Date (new check out date) > Select Search
Button > Select Update Reservation Button > Select Check Out Button
6. Transfer overpayment money from original reservation to the new reservation > Select Accounting button > Select Transfers button > To Receivable tab. (See Support Article 336) or go into the original reservation> Pay Up> Transfer Balance> enter the amount to be transferred> enter a Description> highlight the new reservation (the new reservation will only show up if the same member profile is used)> finally click Transfer Balance.
7. FIND NEW RESERVATION: Select Reservations Button > Select Change/Cancel Button > Select Find Reservation Button > Populate Guest First and Last Name or Property > Select Search Button > Highlight Reservation > Click Select Reservation Button > or Populate Reservation ID > Select Find Reservation ID Button > Check the "Current Balance in Prepay or Damage Deposit" on the Summary tab and under Pay Up that the transfer is showing up
Update Member Information from Reservation
1. FIND RESERVATION: Select the Reservations Button > Select Change/Cancel Button > Select Find Reservation Button > Populate Guest First and Last Name or Property > Select Search Button > Highlight the Reservation > Click Select Reservation Button > or Populate Reservation ID > Select Find Reservation ID Button
2. Select Member Info Tab > Populate Member Info Fields > If permanent change, Check the box for Update Member Info (this will change the info at the member profile as well as on the reservation) > Click the Save Button
Reservation Post a Payment (Cash/Check)
1. FIND RESERVATION FROM RESERVATION TAB: Select the Reservations Button > Select Change/Cancel Button > Select Find Reservation Button > Populate Guest First and Last
Name or Property > Select Search Button > Highlight Reservation > Click Select Reservation Button > or Populate Reservation ID > Select Find Reservation ID Button
2. ON GENERAL TAB: Select the Payup Button > Select the Pay Receivable Button > Select
Payment Type (cash or check) > Enter the Prepay Amount and/or Deposit amount > Enter the Check Number (if paying by check) > Select Make Payment Button > Select Done/Cancel Button > Select Button
Reservation Posting Batch Payments
1. FIND RESERVATION FROM RESERVATION BUTTON: Select Reservations Button > Select Change/Cancel Button > Select the Find Reservation Button > Populate Guest First and Last Name or Property > Select Search Button > Highlight Reservation > Click Select Reservation Button > or Populate Reservation ID > Select Find Reservation ID Button
2. ON GENERAL TAB: Select the Payup Button > Select Pay Receivable Button > Select Payment Type (cash or check) > Enter the Prepay Amount and/or Deposit amount > Enter the Check Num (if paying by check) > Select Make Payment Button > Select Back Button > Populate Reservation ID > Select Find Reservation ID Button
Reservation Post a Credit Card Payment
(NO Vroooom Pay! or Point of Sales Terminal)
1. FIND RESERVATION FROM RESERVATION BUTTON: Select Reservations Button > Select Change/Cancel Button > Select Find Reservation Button > Populate Guest First and Last Name or Property > Select Search Button > Highlight Reservation > Click Select Reservation Button > or Populate Reservation ID > Select Find Reservation ID Button
2. ON GENERAL TAB: Select Payup Button > Select Pay Receivable Button > Select the
Payment Type (Visa, Mastercard, Discover, AMEX) > Enter the Prepay Amount and/or Deposit amount > Select Make Payment Button > Select Done/Cancel Button > Select Close Button
Reservation Post a Credit Card Payment (Vroooom Pay!)
1. FIND RESERVATION FROM RESERVATION BUTTON: Select Reservations Button > Select Change/Cancel Button > Select the Find Reservation Button > Populate Guest First and Last Name or Property > Select Search Button > Highlight Reservation > Click the Select Reservation Button > or Populate Reservation ID > Select Find Reservation ID Button
2. ON GENERAL TAB: Select the Payup Button > Select Pay Receivable Button > Select the Payment Type (Visa, Mastercard, Discover, AMEX) > Enter the Prepay Amount and/or Deposit amount > Enter the Card Number > Select the Exp Date > Enter the CVV2 number > Click the Make Payment Button > Print Receipt > Close Window > Select Done/Cancel Button > Select Close Button
3. TO SWIPE CREDIT CARD: Select Payup Button > Select Pay Receivable Button > Select the Payment Type (Visa, Mastercard, Discover, AMEX) > Select Swipe > Enter the Amount > Click the Swipe Card Button > Swipe Card > Select OK Button > Select Make Payment Button > Print Receipt > Close Window > Select Done/Cancel Button > Select Close Button
Reservation Post an E-CHECK Payment (PayPal)
1. FIND RESERVATION FROM RESERVATION BUTTON: Select Reservations Button > Select Change/Cancel Button > Select the Find Reservation Button > Populate Guest First and Last Name or Property > Select Search Button > Highlight Reservation > Click the Select Reservation Button > or Populate Reservation ID > Select Find Reservation ID Button
2. ON GENERAL TAB: Select the Payup Button > Select Pay Receivable Button > Select the Payment Type (E-Check) > Enter the Prepay Amount and/or Deposit amount > Enter the Guest's Checking Account Routing Number > Enter the Guest's Checking Account Number> Click the Make Payment Button > Print Receipt > Close Window > Select Done/Cancel Button > Select Close Button
Reservation Authorize Only (Vroooom Pay!)
1. FIND RESERVATION FROM RESERVATION BUTTON: Select Reservations Button > Select Change/Cancel Button > Select Find Reservation Button > Populate Guest First and Last Name or Property > Select Search Button > Highlight Reservation > Click Select Reservation Button > or Populate Reservation ID > Select Find Reservation ID Button
2. ON GENERAL TAB: Select the Payup Button > Select Authorize Only Button > Select the Payment Type (Visa, Mastercard, Discover, AMEX) > Enter the Payor Name > Enter the Card Number > Enter the Street Address > Enter the Exp Date > Enter the Zip Code > Enter the CVV2 number > Select the Country > Click the Authorize Payment Button > Select Done/Cancel Button > Select Close Button
3. TO SWIPE CREDIT CARD: Select Payup Button > Select Authorize Only Button > Select Payment Type (Visa, Mastercard, Discover, AMEX) > Populate Swipe > Select Swipe Card Button > Swipe Card > Select OK Button > Select Authorize Payment Button > Print Receipt > Close Window > Select Done/Cancel Button > Select Close Button
When a credit card is authorized the card information is sent to the credit card gateway and the card is authorized for $1.00 which drops off within up to 10 days and the credit card information is held at the gateway
Reservation Reissue (Vroooom Pay! )
- Find Reservation FROM RESERVATION BUTTON: Select the Reservations Button > Select the Change/Cancel Button > Select Find Reservation Button > Populate Guest First and Last Name or Property > Select Search Button > Highlight Reservation > Click Select Reservation Button > or Populate Reservation ID > Select Find Reservation ID Button
2. ON GENERAL TAB: Select the Payup Button > Select Pay Receivable Button > Select Credit Card Type > Click the Reissue Button > Highlight the Credit Card Payment > Enter the Amount > Select the Account > Click the Reissue Amount Button > Print Receipt > Close Window > Select Done/Cancel Button > Select Close Button
Reservation Refund a Guest’s Credit Card (Portion of Payment)
(Vroooom Pay!)
1. FIND RESERVATION FROM RESERVATION BUTTON: Select the Reservations Button > Select the Change/Cancel Button > Select the Find Reservation Button > Populate Guest First and Last Name or Property > Select the Search Button > Highlight the Reservation > Click Select Reservation Button > or Populate Reservation ID > Select Find Reservation ID Button
2. ON GENERAL TAB: Select the Payup Button > Select Refund CC/Echeck Button >
Highlight the original Payment > Enter the Refund Amount > Click the Refund Credit Card Amount Button > Select Done/Cancel Button > Select Close Button
Reservation Refund a Guest’s Credit Card (Full Amount)
(VroooomPay!)
1. FIND RESERVATION FROM RESERVATION BUTTON: Select Reservations Button >
Select Change/Cancel Button > Select Find Reservation Button > Populate Guest First and Last Name or Property > Select Search Button > Highlight Reservation > Click Select Reservation Button > or Populate Reservation ID > Select Find Reservation ID Button
2. ON GENERAL TAB: Select Payup Button > Select Refund CC/Echeck Button > Highlight the original Payment > Enter the Refund Amount > Select Refund Credit Card Amount Button > Select Done/Cancel Button > Select Close Button
Reservation Refund to a Check
1. REFUND TO A CHECK: Select Accounting Button > Select Accounts Payable Button > Select Expense Member tab > Select the Office > Select Next Button > Select Property (for Short Term) or Long Term > Select Next Button > Highlight Property > Select Next Button > Highlight the Guest > Select Next Button > Highlight Account > Enter a Description > Enter the Amount > Select Expense Button > Select Close Button
2. TO PRINT CHECK: Select Accounting Button > Select Check Queue Button > Check the
Check Box Next to Member > Verify Check Number > Select Generate Check Button > Select Print Check Button > Print Check > Close
Reservation Post NSF Check
1. FIND RESERVATION FROM RESERVATION BUTTON: Select Reservations Button > Select Change/Cancel Button > Select Find Reservation Button > Populate Guest First and Last Name or Property > Select Search Button > Highlight Reservation > Click Select Reservation Button > or Populate Reservation ID > Select Find Reservation ID Button
2. ON GENERAL TAB: Select Payup Button > Select Pay Receivable Button > Populate Prepay
Field with Negative Amount of Check (e.g. -20.00) > Populate Sale Date with Date Check was Returned > Populate Check Num (NSF ck# 1234) > Select Make Payment Button > Select Done/Cancel Button > Select Close Button
3. CHARGE NSF FEE TO GUEST: Select Reservations Button > Select Change/Cancel Button
> Select Find Reservation Button > Populate Guest First and Last Name or Property > Select Search Button > Highlight Reservation > Select Select Reservation Button > or Populate Reservation ID > Select Find Reservation ID Button
4. Select Custom Charges Tab > Select New Button > Enter the Name > Enter a Description > Select the Tax Type > Enter the Price > Enter the Management Fee (if applicable)> Select the Distribution Timing > Select Save Button
5. POST PAYMENT: Refer to Post Payment Cash/Check or Post Payment Credit Card.
Reservation – Cancel (No Money Paid)
1. FIND RESERVATION FROM RESERVATION BUTTON: Select Reservations Button > Select Change/Cancel Button > Select Find Reservation Button > Populate Guest First and Last Name or Property > Select Search Button > Highlight Reservation > Select Select Reservation Button > or Populate Reservation ID > Select Find Reservation ID Button
2. ON GENERAL TAB: Select Cancel Reservation Button > Select Yes Button > To Print Confirmation> go to the Summary tab> Click the Print Confirmation button > Select Close Button
Reservation Cancel – Paid
Holding Deposit for possible Re-rental
1. FIND RESERVATION FROM RESERVATION BUTTON: Select Reservations Button > Select Change/Cancel Button > Select Find Reservation Button > Populate Guest First and Last
Name or Property > Select Search Button > Highlight Reservation > Select Select reservation Button > or Populate Reservation ID > Select Find Reservation ID Button
2. ON GENERAL TAB: Select Cancel Reservation Button > Leave the "Release Property (to re-rent)" box checked > Leave the "Hold Deposit" box checked > Click Cancel Reservation Button > To Print Confirmation > go to the Summary tab > Click the Print Confirmation button > Select Close Button
The following list of items has been accomplished: -
- reservation has been cancelled
- property released to re-rent
- deposit held to see if the property re-rents
Reservation Cancel – Paid
Refunding Deposit at Time of Cancellation
1. FIND RESERVATION FROM RESERVATION BUTTON: Select Reservations Button > Select
Change/Cancel Button > Select Find Reservation Button > Populate Guest First and Last Name or Property > Select Search Button > Highlight Reservation > Select Select Reservation Button > or Populate Reservation ID > Select Find Reservation ID Button
2. ON GENERAL TAB: Select Cancel Reservation Button > Uncheck Hold Deposit Box > Enter the Refund Amount (the check will be for this amount to the guest) > Enter the Cancellation Fee (this amount that will go to managements cancellation fee account) > These two amount must equal the current balance in prepay > Select Cancel Reservation Button >To Print Confirmation > go to the Summary tab > Click the Print Confirmation button > Select Close Button
3. PRINT CONFIRMATION > Select Reservations Button > Select Reports Button > Highlight Reservation Confirmations > Select View Report Button > Highlight Start Date and End Date (reservation was cancelled) > Populate Date Changed > Populate Display Cancelled Reservations (uncheck other boxes) > Select Run Report Button > Close Screen
Revision 1.4