Management Company - Manage Owners

Management Company - Manage Owners
Management Company - Manage Owners
The Manage Owners Screen Features Overview:
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View the list of owners and the user names
Search for an owner
View and edit your owners contact details
Reset owners passwords
View the list of properties for each owner
Remove an owner from the list
Request Management rights for a new owner that has property manager installed
Send an owner a welcome email
Action
Management Company > Manage
Owners
Search for an owner:
To search for an owner enter some characters contained in the name or user name in the filter box
Reset an owners password:
To reset an owners password, click the 'Reset Password' button and enter the new password. When the owner next
signs in to property manager the new password must be used to gain access.
Remove Owner:
To remove an owner, click on the 'Remove Owner' button
Updating owner details:
To update owner details type the changes in to the text boxes and press the save button located on the top right of
the screen.
Request Management:
If an owner already has property manager installed and you want to transfer the account for management, you
must first ask permission from the owner and Request Management. This will send an email to the owner asking
them to approve or deny Property manager access to transfer the account. If approved the owner will appear in
your list of owners.
To request management, press the 'Request Management' button
Send Welcome Email:
Sending the welcome email advises your homeowner of the username, password and how to download and access
Property Manager. It is good practice to send the welcome email after the Management Company has entered the
home owner details and the property details.
Each home owner is assigned an individual web site. The home owner web site can be fully customized, however the
availability calendar for a property is shared. When the Management company or homeowner enters a booking all
calendars are updated in real time.
Management Company - Bookings Schedule
Overview
The bookings schedule screen displays the bookings for all managed properties in a timeline format. The timeline
display is best viewed at full screen if you have many properties.
Action
Management Company >
Bookings Schedule
Drag and Drop (moving bookings)
To update a booking to a different date or to move the booking to a different property, click on the booking and
move it to its new location or/and property in the timeline. The transaction will be recorded and displayed in the
'Bookings List'
Contrast Modes
Two display modes are available. Default Contrast and High Contrast.
Scaling the timeline
The timeline can be scaled by adjusting the number of properties per page you would like to display.
Property Name Display
The property name can be displayed by it's given name or the MC reference.
Reading the timeline
Each timeline segment displays the guest name, pool heat requirement and the length of stay.
Printing the booking schedule
To print a booking schedule, press the print button. Further print formatting options are available from the print
screen to change the page layout.
View a single property (tab)
To view all bookings for a single property, select the property name from the list then press the Single Property tab.
Use the scroll bar to view, back and forward buttons to view to a different set of dates.
Color Settings (tab)
Colors can be set for the booking schedule display. Three options are available:
'Use Default Colors'
option uses the default system colors
'Use following colors for owner MC bookings'
option will display the colors specified in the two active color pickers on this screen
'Use colors based on booking category (as defined in the General Settings menu)'
option will set the scheduler colors to the color scheme set from the following screen:
Management Company > General Settings > Booking Categories / Colors
This screen allows you to configure all system colors and add new categories and colors
Management Company - Booking
s List
Overview
The bookings List screen displays an overview of current and upcoming bookings in a list format. The following are
displayed for each booking:
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B2B - indicates a back to back booking
Pool Heat - if pool head has been requested
Cat - booking category (owner, MC, Tour operator, blackout date or user defined)
Property - name of the selected property
Arrive - arrival date
Depart - departure date
Guest - the name of the guest
Booking Requirements - any additional extras the guests has requested, indicated by the letter code set in
general Settings > Booking Requirement
• Next Bookings - next booking arrival date
• T.O. Paid - if a tour operator booking has paid you (booking appears in Sales & Tourist Tax Reports when this
is checked)
Action
Management Company >
Bookings List
Color Indicators
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Green - current guests
Red - guests arriving today
Blue - guests arriving within 1 week
Black - all other guests arriving within a month
Color Key / Filter
Toggles the display to show the bookings listed below:
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Previous Guests
Current Guests
Guests Arriving Today
Guests arriving within a Week
Other Future Guests
Search
Enter either a booking reference, word or part word to search for an item. For example if you were searching for the
word 'richard' typing in 'Ric' would return a list of all rows containing the letters 'ric'
Clear Search
Removed the search term from the list
Date Range
To search for bookings within a specified date rage, enter the from and to dates using the pull down date menu and
press the Refresh button
Go to Booking
Double Click on a booking to view the full booking information for the selected booking.
Refresh
Refreshes the list displayed on screen
Print
To print a booking list, press the print button. Further print formatting options are available from the print screen to
change the page layout.
Also see: How to use Search, Grouping and Filters
Management Company - Cleaning Schedule
Action
Management Company > Cleaning
Schedule
The Cleaning Schedule Features Overview:
The cleaning schedule screen displays a report of cleaning duties. A clean is automatically assigned when a guest
vacates a property. The clean is assigned to the default cleaner you have specified in your contacts as the default
cleaner. The screen view is divided into four main sections
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Property
Previous Booking
Clean
Next Booking
Features for the cleaning scheduler include:
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create/edit custom cleaning schedules view
create/edit, print, email or display custom cleaning reports
set the list view order of the report
set report date range
update: cleaning staff, clean type, clean date, comments
set default cleaning staff
change default report
recall other cleaning reports
View the cleaning schedule by date range
To view the cleaning report by date, enter the 'Start' date and 'End' date then press the 'Refresh' button to update
the screen
Set the list order of the report
To set the view by which the report is ordered, press on a heading. For example, if you wish to view the report by
Property Name, then press the Property column heading. The default is order by Clean Date ascending.
Update Default cleaning staff
The default cleaner is always assigned. To set a new cleaner for a scheduled clean, click on the Cleaner to be
updated and a list of cleaners will appear, select the new cleaner from the list. The available cleaners are maintained
in the contacts.
To add a new cleaner, add a new Contact from the Contacts menu and set the category for the contact to Cleaner.
the new cleaner will appear in the list.
Change cleaning staff for a booking
Select the current cleaner for a booking and a drop down list will appear. Select the new cleaner to be assigned to
the selected booking.
Update the Type of clean assigned
Clean Types include:
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Standard (end of stay clean)
Mid stay clean
Spring clean
Spruce (fluff) clean
Select the current clean Type, a drop down list will appear. Select the new clean Type to be assigned to the selected
booking.
Change the clean date
To enter a new scheduled date for a clean clink on the Clean Date and a drop down calendar will appear. Select the
new scheduled date.
Add comments to a clean
To add a comment to a clean, click on the Comments field marked with an italic A. The comment will appear just
below the scheduled clean. The comments will also appear in the cleaning reports sent to your cleaning staff.
Deleting a clean
To delete a clean go to the booking the clean has been assigned to:
Bookings Manager > Clean (tab) > Delete Clean
Change the view order
The view order can be changed by clicking on a column header. For example if you want to view the list by order of
the 'Property' name, then click on the Property heading. The list will be displayed in ascending order. To display the
list in descending order, click the 'Property' heading again.
Group by Column
To Group a list by column, drag the column name to the blue area just above the column names. The report view
will be grouped by the selected choice. You can add multiple groups views by dragging more column headers to the
blue area.
To remove a group drag the group name from the blue bar back to the column name.
Print, Email or Display a cleaning report
Reports can be formatted and set to your requirements. The formatting options will appear when the Print button is
pressed.
You can also include other data on your cleaning reports. Other data includes but not limited to, lock box and alarm
codes.
To print a cleaning report for the schedule shown on screen, click on the 'Print above schedule' button
To print a cleaning schedule for each cleaner:
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Select the Cleaner from the drop down menu
Select the start, end date and press the Refresh button
Click on 'Print Cleaning Report' button
Select the display or print method from the top menu.
Display and print formats include the following:
Print to a printer, Email, PDF, CSV, Excel, Text, RTF and Image.
Customize a Cleaning Report
A report can be customized and saved for later use. A report can contain additional information and images. A report
can be formatted to display the data in a different view.
For customization options: See Report Writer
Change the default Report
To change the default cleaning report, click on the Right Arrow icon below the Quick Print icon to load an existing
report.
Other Cleaning Reports
More cleaning reports are available from the Report Writer screen. These are standard reports that are included with
Property manager. These reports can be copied, customized and saved.
Also see: How to use Search, Grouping and Filters
Management Company - Tax Reports
The Tax Reports Screen Features Overview:
The Tourist and Sales Taxes screen displays a report of tourist and sales taxes collected for each booking. The tax
rates are set in the Quotes manager screen.
Action
Management Company > Tax
Reports
The Tax reports screen can be viewed in two modes.
Escrow Processing mode:
Escrow Processing mode, displays a list of all taxes including the ones that have been added to the escrow accounts.
Escrow mode
The second mode is the Escrow mode. This mode allows you to add the tax to the esscrow account.
To add one tax booking to the escrow account press Add selected to escrow.
To add all the tax bookings to escrow, select add all to escrow.
Printing Tax Reports
The tax reports can be printed and formatted by pressing the print button
Also see: How to use Search, Grouping and Filters
Management Company - Inventories
Inventories Overview:
The inventory manger maintains a list of items for each home. Information on items can be updated using the
comment box.
Action
Management Company >
Inventories
The Tax reports screen can be viewed in two modes.
Adding Comments:
Comments can be added for each item. For example if an item becomes damaged or missing. To add a comment,
type the text in to the comment text box.
The checkbox can be unchecked if an item is found not to be in working order or missing.
Add or delete an item to the inventory:
To add a new item, press the Add New button.
To delete an item from the list, press the Delete button.
Printing Tax Reports:
To print the inventory, press the print button.
Also see: How to use Search, Grouping and Filters
Management Company - Schedule Reminders
Schedule Reminders Overview:
The Schedule Reminders screen maintains a list of appointments, meetings and reminders. These can be
viewed for all properties or for a single property
Action
Management Company > Schedule
Reminders
Adding an Entry:
To add an entry, double click on the day, the appointment window will open. Enter the subject, start and end time
and description.
You can also check this as an all day event, set a reminder and set it as a recurring appointment.
Viewing and Entry:
To view an entry, click on the event, the event window will open
View Modes:
The following view modes are available: Today - Zoom IN/Out - Day - Week - Month and Timeline (default)
Show All/Selected properties:
Toggle to change the view for All properties to the selected property only
Properties per page:
Use the slider to increase the number of properties that are displayed on each page. If you have many properties,
maximize the window size of Property Manager to view more properties on screen.
Print List
The Print List button prints a report list of the selected entries. You can also format how the page should print.
Management Company - Contacts
Contacts Overview:
The Contacts database contains a list of organizations and contacts. The contacts entered in the database
can also appear in other screens. It's good practice to assign a category for each contact, so when
payments are entered in to escrow, the contacts in the database are used to display who the payments are
made to or received from.
Action
Management Company > Schedule
Reminders
Viewing a contact:
Click on the right arrow to open a record
Search for a contact:
To search for a contact, type the name or part of the name in the filter box
Add a new contact:
To add a new contact click on the Add Contact button
Add delete a contact:
To delete a contact click on the Delete Contact button
Setting the default cleaning company:
If the contact category is set to a cleaning company, you can set the cleaning company to your default cleaning
company by pressing the Set To Current button. When a guest vacates a property the default cleaning company will
be assigned for the clean. You can override the cleaning company for a clean from the Cleaning Schedule menu.
Customizing the display:
To customize the way the contact records appear, press the Customize button. Each field can be turned on or off.
Turning a field off will not delete the record.
Print List
The Print List button prints a report list of the selected entries. You can also format how the page should print.
Management Company - Credit Card Processing
Credit Card Processing Overview:
When a guest submits a payment for a booking, they are directed to a secure web page where they submit credit
card details. All payments can be view in the credit card processing screen. Each payment requires manual
processing. Once a payment is processed it should be marked as approved, authorize only, declined or refunded.
Approved payments are entered in to the escrow account and in the bookings manager guests payments page.
Action
Management Company > Credit Card
Processing
Colors
Red = items that require processing
Green = processed
Italics = Security deposit
Setting the credit card payment options
Before you can enable credit card payments in Property Manager, the credit card Payment Options must be set.
Entering credit card types accepted
Enter a list of all the credit card types your company accepts, and the percentage to charge the owner for credit
card payment handling for each card type you accept.
Payment Currency
Enter the name of the currency you accept and the currency symbol for credit card transactions. These will display
when a guest makes a credit card payment.
Pending Transactions using (manual processing)
When a guest makes a credit card payment, the payment will appear in the list and flagged as Pending in the status
column. After you have manually processed the payment, use one of the buttons to mark the payment as approved,
authorize only, declined or refunded. Approved payments are entered in to the escrow account and in the bookings
manager guests payments page.
Pending Transactions using (Live Merchant Account)
If you have requested the software to be configured to function with your live merchant account, then when a guest
makes a credit card payment, the payment will appear in the list and flagged as Pending in the status column.
To process the payment press the 'Take Payment' button. Approved payments are entered in to the escrow account
and in the bookings manager guests payments page.
Adding a comment
To add a comment press the Add Comment button
Owner Account / Booking Payment record
Enter Guest Payment to a booking: when checked and the Enter button is pressed an amount will be posted to the
booking screen payment section. An amount and description can be entered and date selected.
Enter into owner account: when checked and the Enter button is pressed an amount will be posted to the owner
account. If the 'Deduct card Fees' is checked the card fees will be deducted.
Card Details
Card Details tab will display; the Guest Name, Booking ID, Card Type, Card Number, Card Start date, Card Expiry
date, Card security code, Name on the Card, Card billing address, the amount to be charged or charged and the
type of payment.
More details
To view additional details about a transaction press the More Details tab. This will display the Guest Name, Email,
Arrival Date, Status of the transaction, Date of the transaction and any comments
Printing A Transaction
To print the details of a transaction press the Print button.
Also see: How to use Search, Grouping and Filters
Management Company - Works Orders
Works Orders Overview:
The Work Orders screen manages the work order workflow process. Work orders can be added by the Management
company and the homeowner. The homeowner account can be debited/credited accordingly.
Action
Management Company > Works Orders
Recorded information includes:
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Subject
Start Date
End Date
Owner Comments
MC Comments
Owner Charge
In owner account
Mileage
Time taken
Allocated to
Visible to owner
Work order ID
Management Company Adding A task:
The Management Company can add a task to the works orders list, by selecting the property from the top right
menu and pressing the add work order button. The task will be visible to the home owner. The Management
Company can specify the start and end date for the work, enter a description of the work and any comments.
The task will appear in the list. If the management company has completed the task, the complete box on the right
will be checked.
To make the work order not visible to the homeowner, uncheck the 'Visible to Owner' box
Home Owner Adding A task:
The home owner can request a task by signing to their personal version of property manager and pressing the add
work order button. The task will be visible to the management company. The home owner can specify the start and
end date for the work, enter a description of the work and any comments.
The task will appear in the list. If the management company has completed the task, the complete box on the right
will be checked.
Tasks List
The management company work order screen contains a list of tasks for all managed properties. Tasks are grouped
by property name. You can search for a task by entering part of the search term in one of the filter white boxes in
each column.
Task Indicators:
When a task has been completed, check the Complete checkbox
• Gray task with a line, indicates the task has been completed,
• Red task indicates it's overdue
• Green show tasks to be completed.
Comments
Press the comments box to view the home owner comments. If you want to add a comment for the home owner to
see, click the MC comment box.
Add a charge to the owner account
• Enter the amount to be charged to the owner account.
• Check the complete box when the task has been completed.
• To add the charge to the client account press the Add To Owner Account button.
Works order sheet
Prints a single work order sheet containing the following information:
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Work order ID
Date
Property Name and address
Start / Due date
End Date
Charge
Mileage
Time taken
Description
Owner comments
MC Comments
Complete?
Work orders can be printed or sent by email in a number of formats including PDF
Print / Send a summary list
The summary list displays an ordered list of work orders. The output of the list is based upon the criteria specified.
The Summary list can be printed or sent by email in a number of formats including PDF
Also see: How to use Search, Grouping and Filters
Management Company - Bill Payment and Assets
Bill Payments and Assets Overview:
Overview
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Invoice and batch invoice payment and processing
Asset warranty and information store
Scanning and recall of Documents, invoices and receipts
Check printing for one or multiple invoices
Transaction to owner account transfer
Action
Management Company > Bill Payment and
Assets
Processing a single invoice
Batch invoice processing
Processing a single invoice
Adding an invoice
To add an invoice press the Add button
Select the item or contact from the drop down menu to auto fill the text boxes. If the item or contact does not
appear in the list see note ** below
Available options include
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Invoice number
Category
Item / Asset
Contact
Payment Method
Comments
Amount
Invoice received date
Payment due date
Invoice Paid
Print Check
Include warranty info
To add the invoice the the 'Add' button
Delete an invoice
To Delete an invoice press the 'Delete' button
Using the Filter
The filter can be used to
• display invoices within a specified date range and
• view invoices for one property or all properties.
• View latest batch only (displays the last set of batch payments)
To update the screen press the Refresh button.
View
• View Invoices
• View Assets
Set the display to show either Invoices or Assets.
Reset
Reset will set the columns to the default settings, including group, sorting and visible columns
Print
Print the list.
Scan an invoice, receipt or warranty information
Invoices, receipts and warranty information can be scanned and recalled at a later time. This can be useful if a
receipt is to be sent to a homeowner or to view an existing invoice or warranty information for an item
Press the Scan 'Add' button
if you are uploading an existing image of an invoice then select the 'Browse for existing file' button and select the
file to upload the document
To scan your document, press the 'Scan from Scanner' select the scanner from the list and scan the document. The
document will be uploaded and made available to view.
Viewing a scanned item
Click on the Scan icon located in the grid to view (recall) a scanned item
Allow owner to view Invoice (or document)
To make the invoice visible to the homeowner, check the 'Allow Owner to view Invoice' box located in the grid.
When this feature is active:
• The homeowner can click on the selected row in the owner account and the scan will open in a new window
• When a statement account is sent to the owner as a PDF or saved as a PDF all visible bills are included
together with the statement account
Pay Bills / Invoices by Check
You can pay a single or multiple bills by check.
To pay a single bill select the row that contains the bill by clicking on the blue square on the left of the grid.
To pay multiple bills select the row that contains the bill by clicking on the blue square on the left of the grid and
hold down the Ctrl key then select the other bills
The display will indicate the number of selected bills.
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Enter the name that should appear on the check
Check number and if the check number is to be printed on the check
Memo
Then press the Print Check button
Transferring a payment to the owner account
** Add a contact and item to the auto fill
First add the contact to the contact screen if the contact does not already exist (Management Company > Contacts
> Add Contact) and mark the contact to 'Allow Payments'
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Then go to Manage Properties > MC Specific Property Details
Click on the category (white space)
Select the category from the drop down menu
Enter the item description, for example 'Account Number'
Enter the reference value for example '123456'
Select the contact from the contact drop down menu
Batch Invoice Processing
Overview
This allows you to quickly process a batch of invoices that arrive at the same time from the same vendor. As an
example you might receive an invoice from ‘Bright House Networks’ for all of your properties on the same day.
By having Bright House set up as a contact on the system, and having pre-defined the account number for Bright
House for each of your properties, when the invoices arrive you can quickly load the invoices in to Ciirus, print a
check and optionally assign the payment to Owner Accounts.
Pre-requisites
Before you can use this function you need to add a contact for the vendor, and set the account number for each
property for that vendor.
To add the vendor contact
In Management Company -> Contacts, add a contact for each vendor. Preferably fill in the ‘Check Payable To’ field
to save time later on.
Set the account number for each property for the vendor
Within ‘MC Specific Property Details’ add the account number for each Vendor (make sure the ‘Contact field is set to
the vendor). Then click the ‘Set Default’ button to indicate this is the default account number to use for this property
when adding an invoice for that vendor.
Adding a batch of invoices
Select the ‘Bill payment / Assets’ menu from within the main ‘Management Company’ menu.
Click the ‘Add Batch’ button under the ‘Invoice’ menu at the bottom of the screen.
The ‘Add Invoice batch’ screen will appear, as in the screen shot below:
The screen is split in to 3 main sections.
• To the left is the list of properties that you want to include in the batch.
• To the right is the list of all your properties that are available to add to the batch for the chosen vendor.
• In the middle is a list of default settings to apply to each property that you add to the batch.
Select the vendor from the drop-down box at the top of the screen. Once you choose the vendor, the ‘Property’ list
to the right of the screen will show all the properties that you have set up a default account for that vendor.
If you cannot see all your properties in this list then it will be due to not having added the default account (in MC
Property Specific Details, as outlined above).
You need to move each property, that you require in the batch, from the list on the right in to the list on the left.
You can either drag and drop individual properties, or you can select the property and click the ‘<’ button in the
middle section of the screen. Clicking the ‘<<’ button will move all properties across for inclusion in your invoice
batch.
As you move properties in to the batch, the invoice will take on the default settings that you define in the center
part of the screen. For example, if you have many invoices all for the amount, enter that amount in the defaults.
Similarly, you can enter the default ‘Invoice Received Date’, ‘Payment Due Date’ and whether to include in the
owner account, and on which date to enter the bill in to the owner account.
Once you have moved all the properties required in to the left hand window, you can continue to edit the data
before producing a check or processing the invoices.
Print a check
At the point you can optionally print a check. The ‘Payable To’ field will be populated based on the details you saved
on the contact record for the vendor. You can override this if you need to.
Enter the check number, and click whether you want to include the check number on the check.
Optionally enter a memo to appear at the bottom of the check.
Click the ‘Print Check’ button to proceed.
Process Invoice Batch
This saves the invoices to Property Manager, and sends payments to the Owner Account if you chose to do so.
If you want each invoice to be ticked as paid, then click the ‘Flag as Paid’ button.
Click the ‘Process Batch’ button to process the invoices.
Also see: How to use Search, Grouping and Filters
Management Company - General Settings
General Settings Overview:
The General Settings screen sets default options for Escrow, cleaning charges and bookings requiments
Action
Management Company > General
Settings
Escrow Settings - Minimum Balance:
Escrow accounts have a minum balance amount required for property accounts. When ammounts drop below the
minum balance a green or red text color is displayed on the escrow account.
Enter the minum amount for escrow balances. The defulat is set to 1000.00
Escrow Catagoies:
A list of default catagories is provided. Catagories are used to show
View Modes:
The following view modes are available: Today - Zoom IN/Out - Day - Week - Month and Timeline (default)
Show All/Selected properties:
Toggle to change the view for All properties to the selected property only
Properties per page:
Use the slider to increase the number of properties that are displayed on each page. If you have many properties,
maximize the window size of Property Manager to view more properties on screen.
Print List
The Print List button prints a report list of the selected entries. You can also format how the page should print.
Also see: How to use Search, Grouping and Filters
Management Company - Report Writer
The Report Writer Features Overview:
Create detailed customized reports for your business. This powerful tool allows you to select and display information
that meets certain criteria in rows and columns. We understand that each business is unique, Report Writer will
allow you to create reports displaying the exact information you required for your business needs. The information
can be formatted for screen, for export to another program or sent to the printer. The layout for each report can be
customized
Action
Management Company > Report Writer
Copy data from Server
To view or create a report, you must first copy the data from the server. This ensures the data is current and up to
date. The date of the last data copy can be viewed to the left of the 'Copy data from Server' button.
Customizable Report List
Contains a list of currently available reports. Reports can be copied and customized, renamed, viewed and
deleted using the buttons at the bottom of the screen.
Add a New Report
Click the 'Add' button, enter the name for the new report then press the 'Add' button. The new blank report will
appear in the Report List.
The Full User Manual
Report Writer is a comprehensive fully featured application that has its own dedicated user manual. Below is the
download link for the user manual.
View or Download the Full Report Writer User Manual PDF 6.89 MB
To save the Report Writer User Manual to your computer: Right click on the above link and select 'Save As' from the
menu and save the file to your computer.
Ciirus Custom Report Services
If you would like Ciirus to create a custom report for your business, please contact us.
Management Company - Backup Data Locally
Backup Data Locally Overview:
Property manager provides an off line viewer to display your information if your internet connection is temporarily
unavailable. It is good practice to backup your data at the end of each day.
Action
Management Company > Backup Data
Locally
Note: the information in the Off Line viewer is read only. You cannot save any information to the viewer.
Starting the Offline Viewer:
To Access the Off Line viewer:
Press the Windows Start > All Programs > Ciirus > Off Line Data Viewer
Off Line viewer information displays
The following information can be viewed using the off line data viewer:
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Owner Details
Property Details
Bookings
Cleans
Works Orders
Contacts
Schedule
Management Company - Booking Agents
Booking Agents Overview:
The Booking Agents module allows Booking Agents to provisionally make bookings until approved by the
property manager or make and confirm bookings, based on access type granted by the property manager.
The booking agent can sign in via the web site link located at the bottom of the property manager web site
home page. Discounts can be applied to the booking agent. Pending bookings are displayed in the 'Pending
Agent Bookings' tab.
Action
Management Company > Booking Agents
To add a booking agent
Add a contact in the usual way. Ensure an email address is included. Tick the ‘Booking Agent’ box on the
contact.
To View / Edit Booking Agent’s Details
Click the ‘Booking Agents’ menu within the ‘Management Company’ Menu
Each contact that has been specified as a booking agent will appear in this list. By default the username of
the booking agent will be the Contact ID. You can change this to a more suitable name. Note, the
Username has to be unique across all MCs. Enter a password for each booking agent.
If the booking agent is allowed a discount from the standard rate, slide the marker to the discount level.
The discount is initially set to 0 for a new agent.
Note: Only the rental amount is discounted by the amount specified. Extras such as pool heat are charged
at their usual rate.
You can choose whether each agent must have their bookings approved by you prior to being confirmed. If
you tick the ‘Require Booking Approval’ box then when an agent places a booking they will be informed
that the booking is tentative until you have approved.
Pending Agent Bookings
If there are any bookings from agents awaiting approval, these will be listed in your Dashboard.
If a booking is awaiting approval, it will be possible to make other bookings that overlap with these dates.
To view bookings awaiting approval, click the ‘Pending Agent Bookings’ tab
To approve or deny a pending agent booking, select the booking then click the ‘Deny’ or ‘Approve’ Booking
button. From there you can choose whether to send an email notification to the agent to inform them of
your decision.
Placing an Agent Booking
The agent uses your Ciirus website to place bookings. At the lower right of each web page is an ‘Agent
Logon’ link as in the screen shot below
The agent should click this then enter their assigned username and password when prompted.
Any quotes they obtain from the site will now have any discount applied.
To make a booking the agent should use the ‘Quote / Book’ menu and follow the prompts. Enter the guest
name and gust email where prompted.
When placing a booking as an agent, the booking confirmation emails will go to the agent’s email address
(not the guest email address).
Also see: How to use Search, Grouping and Filters
Management Company - Escrow Account
Escrow Account Overview:
The Escrow account for each property can be viewed and updated. All changes are recorded in real time. Finalized
reports from previous months can be viewed and printed, by the property home owner, Finalized reports are reed
only, no changes can be made.
Action
Management Company > Escrow Account
Home Owner Adding A task:
The report is viewed by month or annually. The view button will refresh and update the screen.
Report Items
Date
The date the transaction was entered.
Contact
The contact, which is the person or the name of the organization. A different contact can be selected by clicking on
the contact, and selecting a different contact from the drop down menu. You can add additional contacts from the
contacts screen.
Description
The description field to enter text about a transaction.
Category
The category to which the transaction belongs too. A different category can be selected by clicking on the category,
and selecting a different category from the drop down menu. You can add additional categories, from the general
settings screen, then selecting Escrow settings.
Credit
Credit displays a payment received from either a guest payment or any other source. A payment can be entered or
adjusted by updating the amount.
Debit
Debit displays any payments made. A payment can be entered or adjusted by updating the amount.
Balance
The balance column displays the updated balance remaining in the account.
If a balance shows green, this indicates that the account has fallen below the minimum balance.
If a balance shows Red, this indicates that the account has fallen below a zero balance.
Each report screen displays:
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The balance brought forward from the previous month.
The last month the report was finalized.
The minimum Escrow balance that has been set for the selected property.
If the account has a positive balance, then the payment due to the owner.
if the account falls below the minimum balance this would show the payment due by owner.
The ending balance for the selected month.
Auto processed transactions
The following transactions are automatically entered to the Escrow account:
• Any works orders that have been processed and added from the works orders screen.
• Recurring payments that have been set and processed from the recurring payments screen.
• Cleans processed from the Processed cleans screen.
• credit card payments received from guests that have been approved and processed from the credit card
payments screen.
• sales and tourist taxes that have been processed for the account.
Manual Transactions
All payments that are not auto processed must be manually entered to the account by pressing, the add transaction
button.
Deleting a transaction
To remove a transaction from the account, press the delete transaction button. Transactions cannot be deleted or
edited from a previously finalized month account.
Viewing Payments by category
To view payments made or received by category, press the annual mode button.
Expand a category to view the list of transactions.
Print
Reports can be printed and formatted for a selected period. Each transaction displays the following information:
Also see: How to use Search, Grouping and Filters
Management Company - Recurring Payments
Recurring Payments Overview:
Regular recurring payments that are of the same amount can be batch processed each month from the recurring
payments screen. These payments will appear in the escrow accounts for the selected month after they have been
processed.
Action
Management Company > Recurring Payments
Adding a payment that is the same each month for all properties:
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Press the Add button, a new row will appear
Select the contact from the first column
Select the category
Enter a description for the payment
Enter the amount for the payment
Check the All Props box
Adding a payment that is the same each month for all properties:
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Press the Add button, a new row will appear
Select the contact from the first column
Select the category
Enter a description for the payment
Enter the amount for the payment
UnCheck the All Props box, this will activate the Property window
Press the Add button
Select a property from the drop down menu
Enter the amount for the selected property
Repeat the previous three steps for other properties
Contact
The contact, which is the person or the name of the organization. A different contact can be selected by clicking on
the contact, and selecting a different contact from the drop down menu. You can add additional contacts from the
contacts screen.
Category
The category to which the transaction belongs too. A different category can be selected by clicking on the category,
and selecting a different category from the drop down menu. You can add additional categories, from the general
settings screen, then selecting Escrow settings.
Description
The description field to enter text about a transaction.
Default Amount
If the same amount is to be debited from escrow for all the properties, enter the default amount
All Props
If the same amount is to be debited from escrow for all the properties, check the All Props box
Also see: How to use Search, Grouping and Filters
Management Company - Process Cleans
Process Cleans Overview:
Cleans that are listed in the cleaning schedule will appear in the process cleans screen after the date for which the
clean was scheduled. Processing the cleans will flag them as done and the cleaning charge will be debited from the
escrow account.
Action
Management Company > Process Cleans
Updating the Fee
If the cleaning fee requires adjusting, enter the new amount in the fee box.
Ignore Clean
If the clean is to be ignored for current batch of processing, click the ignore check box.
Tick Ignore All
Sets all the cleans in the list to ignore. None will be processed
Tick Processes All
Sets all the cleans in the list to be processed.
Process Selected
Processes all the selected cleans. The cleans will appear in the escrow accounts for each property.
Also see: How to use Search, Grouping and Filters
Management Company - Finalize Month
Overview - Finalize Month:
This screen is used to finalize a selected month for Escrow accounts. You can choose to either just finalize the month
for the selected property, or you can finalize the month for all properties you manage that have not yet been
finalized.
Action
Management Company > Finalize
Month
It is important to note that once you have finalized the month, you cannot undo this and you cannot add, delete or
edit any transactions made on or prior to the month end.
To Finalize a month:
Press the Set Month End Button
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