Change Property Prior to Check-In
1. 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. 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.
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> 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.
OR
Go to Accounting> Select Transfers button> To Receivable tab.
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 and/or Current Balance in 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.
Note: 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> 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.
OR
Go to Accounting> Select Transfers button> To Receivable tab.
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 and/or Current Balance in Damage Deposit” on the Summary tab and under Pay Up that the transfer is showing up.
Revision 2.0