Daily Procedures Guide · 2019. 2. 12. · Select Product Group Reservation Products and select the Unit Type. Enter in debit amount in the Price per Unit. Post the charge Select

Daily Procedures Guidefor Permanent Residents

Contents

RENTAL POLICY – Setting up a Resident’s Billing Policy 3PROCESSING ALL RENT – Processing through Rent for all Residents 4PROCESSING FUTURE RENT – Paying Rent in Advance 5PROCESSING PAYMENTS 6AVAILABLE RECEIPTS/STATEMENTS 7PROCESSING METER READINGS 8CHECKING OUT RESIDENTS 10REPORTS – Long Term by Unit Type 11IN CASE OF NO INTERNET 12

Daily Procedures Guide is a useful reference for the Day-to-Day procedures for Managers and staff will handle with Permanent Residents in RezExpert.

Daily Procedures Guide

For more Training and Support: View the Support Website support.rezexpert.com or contact DigitalRez on +61 7 4925 4400

RezExpert Daily Procedures_Perm Jan_2016

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SETTING UP A RESIDENT’S BILLING POLICY

When a new Long Term resident arrives, there is a quicker way to set up their Billing Rental Policy.

1 Creating Reservation

Create the reservation for the length of time the resident is staying for.Enter in the clients details and check in the reservation as normal.Ensure the Balance is $0.00. Change the Rate Group if applicable.If the Permanent reservation is created on a Tourist Unit Type, the Rate Group must be changed from Regular to $0.00. If the reservation is created on a Permanent Unit Type, the Balance should automatically be $0.00Rent Charges are controlled by the Billing Policy, not the Reservation.After checking in the reservation, change to the Charges/Payments tab.In the Billing section, click Setup.

2 Billing Setup

Click Setup will direct you to the Billing Policy Setup panel.A lot of the policy information has already been filled in for you.Billing Policy Type: Ensure the correct Billing Policy Type has been selected.Unit #: Taken from the reservationReservation#: Taken from the reservationStart Date: The reservation’s Check In dateEnd Date: The reservation’s Last day of stay – day before Check Out date. Next Billing Date: Same as the Start Date – reservation’s Check In Date. Time Period/Interval: Ensure the correct Time Period and Interval has been selected.

3 Rental Product

Under the Products/Services tab, click AddProduct Group: Reservations ProductsProduct Label: Select the Unit Type for the selected client i.e. Permanent SiteRate Type: Select User Defined Rate or Pull From Product Rates.User Defined Rate: Used when Rental Rate Groups have not been created, for unique rental amounts. Base Rate: Enter in the Rent Amount charged to the client.

Pull From Product Rates: Used when Rental Rate Groups have been created – one set rate. Allows for yearly rental increase. Tax 1: Select the appropriate Tax i.e. Perm 5.5%Click Add to add the new Rental Product to the policy.Press Submit to finalise the change.

After entering in the Rental Product, click Activate to activate the policy.

RENTAL POLICY – QUICK SETUP

RezExpert Daily Procedures_Perm_April_2016

PROCESSING THROUGH RENT FOR ALL RESIDENTS

The following steps will allow you to process through all the rent due for ALL residents.

1 Processing through Policies

Click Admin on the Menu Bar.In Admin Utilities > 3. Process Periodic Billing, select the Policy Type and press Search to locate all the policies due for billing in the date range selected. Click Sel to select ALL policies.The Batch Label (i.e. Rent or Site Fee entered in Billing Policy setup) will display. This label description will display as a Charge transaction in the Guest’s reservation. Adjust if required.

Click Process to run the policies. The Status column will display each Invoice created.Once processed, the batch is Pending for review.

2 Batch Review

Scroll down and expand the Batch Review panel.Press Search to display the pending batch(s).Select the Batch # that you wish to Process.

Review the batch; if any incorrect charges are found, select Undo in the Status dropdown. This will cancel the selected batch, so it can be run again.Under the Batch Summary, change the Status from Pending Review to Confirm. Press Submit to post the charges to the reservations.

PROCESSING ALL RENT


PAYING RENT IN ADVANCE

Processing future rent payments has been made quicker.Follow these steps to quickly process through future weeks rent for a long term resident

1 Resident’s Guest Folio

Locate the resident’s Guest Folio on the Availability Grid, right click and select Charges/Payments.In the Charges/Payments tab, there is a Billing Panel on the right, below the Payment button.- Clicking Setup will direct you to the Billing Policy Setup panel.- Clicking Process will allow you to process through future weeks.Click Process.

2 Process Rez Billing Policies Panel

The Process Rez Billing Policies panel will open with JUST the selected resident’s billing policy.Click on the Date Calendar to select the number of weeks, the resident wishes to pay, and click Search.Review the Dates displayed in the Next Post column, to ensure the correct dates are going to be processed.Adjust the Date Calendar to display more (or less) weeks, if required.Click Process through the weeks displayed.

NOTE: These Rent Batches will be automatically Confirmed. So ensure you have selected the correct dates.

PROCESSING FUTURE RENT


PROCESSING RENT PAYMENTSWhen a client wishes to pay their rent, it is essential that the Payment are Allocated to the specific Rent charge.This ensures an accurate Paid –To-Dates on Receipts, Statements and Reports.

1 Receiving a Payment

Open up the client’s reservation.Change to the Charges/Payments tab and click Payment.

Alternatively, right click on the reservation and select Make Payment.

2 Processing and Allocating Payment

After pressing Payment button, select the Payment Type of the payment i.e. Cash.Click on the Allocate link. (You do not need to adjust the Payment Amount, RezExpert will automatically calculate from the Allocation selection).NOTE: Clicking the Allocate link allows operators to process through Full Payments or partial payments (restricting the Payment).

Select the appropriate Radio button:Default Option: Do not restrict Payment Amount – this is where you are receiving full payment of the processed charges listed.Restrict Payment Amount - for partial payment where only a portion of a charge listed is to be paid.

Do Not Restrict Payment Amount – tick on the invoices that the guest wishes to pay off. Press Submit. Click Post and then Submit to finalise the payment.

Restrict Payment Amount – select the radio button.Enter in the amount the client wishes to pay.Tick on the invoices from the oldest to the most recent invoice until the entered amount is reached.RezExpert will automatically calculate the payment amount and taxes. Press Submit. Click Post and then Submit to finalise the payment.

3 Printing Receipts

After you have processed through the payment, you are able to print off a receipt or statement with their Charge –to and Paid-to dates displaying.Click Print Other.Select either the Tax Invoice/Receipt – Most Recent Payment or the Perm – Reservation Tax Invoice/Statement.

PROCESSING PAYMENTS


AVAILABLE RECEIPTS & STATEMENTSThere are two options available for the Permanent residents – both will display their current Charge to Date andPaid to Date.

1 Most Recent Payment Receipt

After a resident has made a payment, the Most Recent Payment Receipt will display the charges associated with the last payment made.

2 Reservation Tax Invoice/Statement

The Reservation Tax Invoice/Statement will display all charges and payments associated with the selected reservation.The transactions displayed will be from Check in Date. This can be reduced down in Setup > 1. Business Information – Statement: Balance Forward Begins # of Days in Past.

AVAILABLE RECEIPTS & STATEMENTS

Example of Most Recent Payment Receipt

Example of Reservation Tax Invoice/Statement


PROCESSING ELECTRICITY/WATER CHARGESCharging Power (or Water) to each resident.

1 Meter Readings

From your Menu Bar, click Admin. Expand Periodic Billing, and click 2. Process Meter Readings.

2 Meter Walk Sheet

If you require a Meter Walk Sheet to be printed off for your staff to record the Meter Readings on, while they are walking around reading the Meters: Click Print.Select the required Meter and select the Meter Reading Walk Sheet.

2 Entering Readings

To enter in the Meter Readings, select the type of Meter from the Meter drop down.Enter in the Closing Readings for all Meters used by guests.

Usage will automatically be calculated from the Reading Values entered.

After all readings have been entered, press Submit.A Confirmation message will appear, click Yes.An Utility charge will be added to each reservation balance.

To Print an individual Meter Invoice for each site: Scroll down to the Batch Review panel and search for the batch you just completed – in Batch Completed drop down.Select the Batch # and click on the individual Invoice # that you wish to print out.

PROCESSING METER READINGS


PROCESSING ELECTRICITY/WATER CHARGESCharging Power (or Water) to each resident.

3 Single Guest Processing

To process through a Meter Reading for a single guest, click on the guest’s reservation on the Availability Grid, to access the Guest Folio.In the Guest Folio, the Meter Information is located within the Booking Details section.Enter in the Closing Reading value and press Submit.A Confirmation message will appear stating the Reservation Meter bill has been applied to the reservation.

4 Printing off Meter Invoices

After all of the Resident’s Meters have been processed, you are able to print off all of the Meter invoices.Scroll down and expand the Batch Review panel. Select the Batch displaying.Select All on the left and click Print.The Meter Batch Print will display and click on the Printer to print off all of the meter invoices.

To print off the Meter Posting Report, unselect the invoices and click Print.Select the Meter Posting Report.

PROCESSING METER READINGS


Example of Meter Posting Report

CHECKING OUT A RESIDENTWhen a client wishes to check out, you need to finalise their reservation account before checking them out.

1 Check Out Dates

Open up the client’s reservation.In Rez Details tab, adjust the check out date to the desired check out date.

2 Finalise the Balance Due

The guest balance will not alter and will reflect the amount owing at the last billing.- If you need to adjust the balance (applying a credit or debit for a partial week)Click Sale. - If a Credit: Select Product Group Reservation Products and select the Unit Type.Enter in the credit amount as a negative (-) amount in Price per UnitPost the chargeSelect Payment Type – Guest Folio Transfer to transfer the charge.Press Submit to finalise the sale.

- If a Debit: Select Product Group Reservation Products and select the Unit Type.Enter in debit amount in the Price per Unit.Post the chargeSelect Payment Type – Guest Folio Transfer to transfer the charge.Press Submit to finalise the sale.Press Guest Folio button to return to the Guest Folio.

Apply the final Meter Reading if required.The balance will now reflect your charge/credit.

3 Guest Folio

Change to the Charges/Payments tab to process through any payments to bring the reservation balance to $0.00.Select Print Stmt if the client wishes to have a print off of their Reservation Statement.Go to the Arrivals/Departures panel, select Departures tab and Check Out the reservation.

NOTE: If the client is not going to settle the reservation balance now, you can create an AR Account and transfer the balance. This will allow you to check out the reservation.

4 Cancel the Policy

After the reservation has been check out, you need to cancel the billing policy.Click Admin from the Menu Bar Periodic Billing – 1. Billing Policy SetupSearch for the clientDelete the policy.

The Unit is now available for a new Permanent Resident.

CHECKING OUT A RESIDENT


LONG TERM REPORT

Rez List – Long Term by Unit Type report will display all long term policy reservations with their current balance,Charged to Date, Paid to Date and Date of Last Payment. This report is a good way to quickly see where all theresidents are up to with their rent and payments.

1 Selecting the Report

Click Reports from the Menu Bar.In the Report Categories, select Reservations.Select the report SAAS Rez List – Long Term By Unit Type.Press Submit to run the report.

2 Rez List Report

All Resident’s will display in Unit Type/Unit # order.Billing Rate: Their current Rental amountCharged To: Where they are currently charged up toPaid To: Where they are currently paid up to Last Paid: When they last came in to pay their charges Balance: Current Balance

REPORTS


Example of Rez List – Long Term Report


IN CASE OF NO INTERNET PROCEDURESWhen the Internet in your area goes “Out” or you have been advised of a scheduled temporary outage, yourRezExpert system will not be available. This is beyond RezExpert’s control, however there are procedures youcan follow to get access to RezExpert until your internet service returns.

1 Different Location

Log into RezExpert at a different location that currently has internet service, for example from Home or the other office.

2 USB Modem

Purchasing a USB Broadband Modem device (through a different Internet Provider than your main Provider) will allow you to turn on the Internet on your laptop.

3 Smart Phone Hotspot

Your iPhone or Samsung Smart Phone can be used as a Hotspot. If your Phone has internet, you will be able to either log on to RezExpert on your Phone or set up a Hotspot to your laptop.

How to set up your iPhone Hotspot:- Go to the Settings menu and tap on the Personal Hotspot menu item. - In the Personal Hotspot menu, slide the Personal Hotspot option to On.You’ll note that Apple has allocated the connection a Default Password which is shown on this screen too. - On your Computer’s Wi-Fi menu, you should see your iPhone pop up in the list. The Network Name is the name of your iPhone in iTunes – for example “Dan’s iPhone 4”.- Once the network is selected and you’ve entered in the Default Password, given earlier, you will be able to connect your tablet, laptop etc to the internet via your iPhone’s data plan.

NOTE: Samsung Phone users can follow the same procedure or click on this link for more help http://www.samsung.com/au/support/skp/htg/16390

4 DigitalRez Support Office

DigitalRez will always help you in faxing over any reports you may require. If required, call the DigitalRez office on +61 7 4925 4400.

IN CASE OF NO INTERNET

Documents

Daily Procedures Guide · 2019. 2. 12. · Select Product Group Reservation Products and select the Unit Type. Enter in debit amount in the Price per Unit. Post the charge Select