Adding an Owner Record

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Select the drop down arrow to the right of clients on the Upper Tool Bar and choose 'Add Client'.

Owners may be added here before attaching them to Areas or Dwellings.

The Owner account is divided into 4, they are;

Income Account - Owners Income

Manager Account - EOM expenses generated against the income

Adhoc Account   - Maintenance Expenses etc.

Suspense Account - When the owner accounting option to create the owner income/managers expenses on Departure has been selected, the EOM expenses will stay on this account until the reservation has fully paid. Once paid, the expenses are moved automatically to the Manager Account.

It is important that care be taken to avoid duplication of owner records as duplication leads to fragmentation and loss of a consolidated record. When entering an owner it is good practice to always select the down arrow in the Surname field to display all existing records of a similar name, as well as saving work!

Client fields are mainly self explanatory.

Note: To ensure that you are adding an Owner and not a Client record, go to the Client Type field in the Client Details column and ensure that it is set to Owner.

CORRESPONDENCE TAB:

Records the form letters sent, correspondence received and also has a capability for notes.

CONTACTS TAB:

Details of people associated with the owner may be added here – eg name and details of PA.

This is a list facility which cannot be used for mail merge, searches etc. Its only function is provide additional information about an Owner.

BANKING TAB:

This tab is used to store the Owners banking details to cater for payments by direct credit.

Under the Pay Owner By area select how the owner is to be paid i.e. EFTPOS or Cheque, if EFTPOS is chosen you will be required to complete the owners bank account details. If you wish to hold payments for the owner until a certain month tick the Hold Payment option, when you are ready to release the owners money you will need to remove the tick. If you wish to print owner statements this option must be ticked .

The Active Direct Debit area is ignored when adding Owners.

ASSOCIATIONS TAB:

If you have entered relationships in the ancillary setup menu, this tab may be utilized to enter the details of clients/owners who are associated to your guest. Mainly used in the college system of RMS, associations may be Brother, Mother, Father, Sister, Uncle etc. but Associations may also be used to link clients - eg. adjoining units, friends,

ADRESSES TAB:

Multiple addresses for a single Owner may be established . These addresses can be transfered from the Addresses Tab to the main Owner details and vice versa as required. eg Postal address and home address, work address etc.

The address shown on the Client Details (Left Hand side) is that which will be used in letters, reports etc.

HISTORY TAB:

Shows a history of all reservations which have been attached to the Owner. If Long Term is selected in the client details you may also elect free nights for the Owner. See Common Procedures, Free Nights for further information on this feature.

HINT: When adding a new client at the reservation screen, always check the drop down box for similar entries. Or use the Enter key after entering part of a surname – a selection of names will appear.

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