TCS Reservations

A List Of Lists (core data set up):

(Hand-Type Only When You Cannot Pick From A List)

System~>Vendors

(NOTE: The Vendor core data needs to be set up first. Everything else asks for the Vendor)

Name

Mailing Address
Phone Numbers
Tax ID Number
These can be added on the fly, as needed.
Your company will be the main Vendor for most expenses (reimbursements) from escrow

System~>Tax Authorities

Name of Authority ~ Such as:

State of X (sales tax),
County of X (sales tax),
City of X (lodging tax),
Any other tax that needs to be collected, reported, and paid.

Tax mil per $100 (e.g. 6% for State of X)
Pay To Account from Vendor’s List (make sure there is a Vendor to match each Tax Group)
Tax Groups are made up of separate Tax Authorities that apply the location of a unit, and each unit will be assigned a Tax Group

System~>Chart of Accounts

Account Name
Header Account (if applicable)
Description (prints out on all reports)
Income or Expense: usually, only these accounts are Income

Ø DAMAGE DEPOSIT,

Ø Point of Sale,

Ø Gift Certificate,

Ø Owner Paid-Ins,

Ø Prepayment and

Ø Rent Received

~ all other accounts are an expense)

Applicable to Vendor, Owner, or Taxes (who winds up with the check?)
Taxable or Not
Default Vendor (This is whom the check is written, and if they are not in the drop-down list, you need to stop, return to the Vendor Set Up and add them)
Here are some possible Expense Accounts you will probably need:

ü Rent Charged (Rent Charged accounts apply to Owners, and do not have a “Pay To”)

ü Cleaning Fee (Applies to Vendors)

ü OWNER Cleaning Fee (Applies to Vendors)

ü DEDUCT Owner Cleaning Fee (Applies to Owners)

ü Guest Package (Applies to Vendors)

ü Individual Tax Groups (Applies to Taxes without a “Pay To”)

ü Credit Card Fees (Applies to Vendors)

ü Cancellation Forfeitures (Applies to Vendors)

ü Pet Fees (Applies to Vendors)

ü Owner Deductions (Applies to Vendors)

ü Guest Deductions (Applies to Vendors)

ü Processing Fees (Applies to Vendors)

ü Pest Control (Applies to Vendors)

ü Commissions (Applies to Vendors ~ Your management company is a Vendor to the escrow account)

System~>Seasons

Name of each Type of Rate Season (e.g. Low, Base, High, Summer, Winter, etc.)
Color Choice on Calendar for each Rate Season

System~>Rate Defaults~>Rate Types Tab

Name of Each Rate Type (1 Basic, 2 Basic, Unit Name, etc.)
Daily Rate for Each Type for Each Season

System~>Rental Types

This can correspond with Rate Type if you don’t need it for accounting purposes
Or, they can be used to differentiate between Condos, Cabins, Chalets, etc.
Or. they can be used to differentiate between Company-Owned and Other-Owned Units
Each Rate Type can be tied to one checking account

System~>Locations

A list of locations customized to your range ~ Locations should be considered for housekeeping purposes

Rental Units~>Unit List~>Guest Deductions Tab

Must be added individually to each property (processing fee, cleaning fee, etc.)
Type in Name, Pick Account, Set the Amount

System~>Owner Deductions (Master List)

The main list is created in Deduction Defaults and then either globally updated or manually assigned to each property in the Unit List
This is a list of recurring charges (e.g. Pest Control, Lawn Care, Marketing Fees, etc.)
Even if only one unit has a certain reoccurring charge, enter it here

System~>Guest Deductions (Master List)

The main list is created in Guest Deduction Defaults and then either globally updated or manually assigned to each property in the Unit List
This list is also used to by Reservations to add Guest Charges on the fly

System~>Guest Packages

Package Name
Package Description and Images
Account to apply to from the Chart of Accounts
Vendor this Package pays to
Package Price

Accounting~>Bank Ledgers~>Accounts

Name of Account of Each Account
Address
Contact
Phone Numbers
Last Check Number and Last Deposit Number
Check Printing Options

Rental Units~>Owners

Last Name/First Name
Full Address
Tax ID Number
Phone Numbers
Email Address
Names of Properties in Notes
Be sure to fill in the “Pay To” box on each owner’s screen
Each Owner needs a unique user name and password for web access
Note the units owned in the Notes section

Housekeeping~>Housekeepers Tab (Vendors/Employees)

Cleaners’ Names and Phone Numbers
User Name and Password for each Housekeeper Vendor for Web Housekeeping
Your in-house cleaners should be listed as Vendors

Housekeeping~>Linen Types Tab

List each type of linen your company uses under the Linens tab in Housekeepers
Flat and Fitted sheets are usually listed as sets
Assign that property’s specific linen requirements to each property under the Housekeeping tab in the Unit List
This will print out on a housekeeping report to help pack a linen bag for each property

Housekeeping~>Hot Tub Cleaners Tab

Hot Tub Vendors (cleaners) Names and Phone Numbers

Rental Units~>Amenities across all properties

Name of Amenity
Number of Each Amenity (e.g. TV’s = 3)
Assigned Points (if you are using a point system)
Toggle off/on Web Site for search function for Online Bookings (see Online Bookings, below)
Even if only one unit has a certain amenity, enter it here

Rental Units~>Unit List

Unit Name
Property physical address
Unit’s phone number
Number of bedrooms, bathrooms
Maximum Number of People Allowed in Each Unit
Commission Charged by your company to that Unit
Description of Unit
Rental Type and Location
Unlimited number of photographs of Unit (at least 1000 pixels wide ~`the system will automatically size your images)
Amenities for that specific Unit
Tax Group
Property Owner(s) from Owners List and their individual percentage of ownership (Sole Ownership=100%, etc.)
Rate Type
Owner and Guest Deductions
Damage Deposit amount for that specific Unit
Linen Requirements for that specific Unit
Unit Inventory Items

Item
Make
Model
Serial Number
Warranted By (if applicable)
Phone Number
Expiration Date

Web description for Online Bookings

Tools~>Work Orders~>Work Order Inventory

Types of Work/Calls (e.g. Fireplace, Plumbing, HVAC, Hot Tub, etc.)
Parts and Materials on Hand
Locations of Inventory

System~>Users

User Name
Password (will be encrypted)
User Initials
Primary Role (Accounting, Reservations, Housekeeping)
Unique Cash Drawer Number
Security Settings within each menu (HIGHLY customizable)
Disable Users when they’re no longer a part of your team; do not delete

System~>Advertising

All Advertising Campaigns
Other sources of business (repeat, friend, walk in, travel agent, etc.)

System~>Rate Defaults~>Specials Tab

Begin Date, End Date, Special Details
Designate which Rate Types each special applies to

System~>Rate Defaults~>Minimum Nights Tab

Begin Date, End Date, Number of Minimum Nights
Designate which Rate Types each minimum applies to

System~>Company Info~>Email Options Tab

SMTP Server, Email Account, Port, User ID, Password (all from Internet Provider)
Email message should be marked up with HTML if “Send in HTML’ box is checked

System~>Company Info~>Online Booking Tab

Ÿ IIS Configured; InetPub folder configured

Ÿ Complete web descriptions in Rental Unit Profile

Ÿ Set a few amenities from the Master Amenities list, such as Hot Tub, Whirlpool, Pool Table, King Bed, Local Channels, Pet-Friendly, Non-Smoking, and any location amenities (view, creek, woods, secluded, down-town, pool, etc.) to “Yes”. These will appear as check boxes on the Search for Availability page; the fewer, the better.

Ÿ Windows 2000 Server or 2003 Server software

Ÿ T-1, cable modem, or DSL Internet connection

Ÿ Static IP address (request this from the Internet provider)

Ÿ Have Webmaster ready headers and footers for online booking templates

CORE DATA CHECKLIST

Vendors

Bank Accounts

Tax Authorities

Owners

Chart of Accounts

Housekeepers

Seasons

Linen Types

Rate Types/Rates

Amenities

Rental Types

Unit List

Locations

Work Order Inv.

Guest Deductions

Users

Owner Deductions

Advertisers

Guest Packages

Web Templates

Email Information

Specials/Minimums

Images

Advanced

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