Standard Daily Procedures Guide · 2019-02-12 · SETTING UP A RESIDENT’S ILLING POLIY When a new Long Term resident arrives, there is a quicker way to set up their Billing Rental

Standard Daily Procedures

Guide

Permanent Residents

RezExpert Daily Procedures_Perm June_2015

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 METER READINGS 6CHECKING OUT RESIDENTS 7REPORTS – Long Term by Unit Type 8AVAILABLE RECEIPTS/STATEMENTS 9ALTERNATE WAYS TO CREATE LONG TERM RESERVATIONS 10

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

Standard Daily Procedures Guide

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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.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 Check Out dateNext 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 RateBase Rate: Enter in the Rent Amount charged to the client.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


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

5


PROCESSING ELECTRICITY/WWATER 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 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.

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.

PROCESSING METER READINGS


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 currentbalance, Charged to Date, Paid to Date and Date of Last Payment. This report is a good way to quickly seewhere all the residents 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


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


ALTERNATE WAYS TO CREATE A LONG TERM RESERVATION

There are different options to creating the reservations’ and billing policies for your residents depending on howthe guest likes to pay.

1 Week by Week- Reduced GST will apply after 28 days and rates will increase for Peak periods.

Create the reservation for the first week, or number of weeks they wish to pay for when checking in.Search for the Client’s details, enter in the number of Occupants and other required reservation information.Press Submit to complete the reservation and take payment, if checking in.On the Availability Grid, create a locked pencil in, starting on the first vacant date and finishing on the last night of their intended stay.

When the resident comes in to pay each week, adjust the Pencil In start date to the new Paid to Date and submit. See Image1Open the guest’s reservation and change the check out date to generate the charges, and take payment.The Check out date on the Tax Invoice is the Paid to Date.

These reservations will display on the regular Rez List reports – located in General tab Print option.

2 Paid-to-Date Required

If the resident wishes to have a Paid-to-Date on their receipt, a Billing Policy needs to be created.Create the reservation for the length of stay, and change the Rate Group to “Long Term” ($0.00 Rate Group) to set the reservation charges to $0.00.Search for the Client’s details, enter in the number of Occupants and other required reservation information.Press Submit to complete the reservation and check in if required.

Click Admin from the Menu Bar and expand Periodic Billing > 1. Billing Policy Setup to create the Billing Policies for the resident.

Two Billing Policies are to be created – the first will have the Tax value of GST 10% and the second will have GST P5.5.%.Create the first Billing Policy for the first four weeks – enter in an End Date of 4 weeks after the Start Date.Billing Cycle limit of 4 will also help.Click Add to add in the Rental Product. Ensure that you select GST 10% in Tax1 and enter the normal weekly rate.After finalising the Billing Policy, press Activate to activate the policy.

Click Add to create the second Billing Policy. Follow the normal steps to create the Billing Policy, as above.Enter in the first policy’s End date as the Start Date for this policy, the End Date will be the Check out date.When entering in the Rental Product, ensure you select the GST P5.5% in Tax1 and set the rate (tax inclusive) as the reduced weekly amount, after the GST reduction to 5.5%. See Image2

Process through the Rent each week, with your regular Billing batches.

These reservations will display on the Rez List – Long Term report.

ALTERNATE WAYS TO CREATE LONG TERM RESERVATIONS

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1

First Billing Policy

Second Billing Policy

ALTERNATE WAYS TO CREATE LONG TERM RESERVATIONS

Documents

Standard Daily Procedures Guide · 2019-02-12 · SETTING UP A RESIDENT’S ILLING POLIY When a new Long Term resident arrives, there is a quicker way to set up their Billing Rental