This subject will take you through each tab/option available on the Area setup screen.
The Area Details tab is outlined below.
Area:
Add a unique unit number. This can consist of alpha and numeric. Unit numbers appear on many lists and reports; thought given to the allocation of numbers may make it easier for staff to identify rooms from lists.
Acc Code:
This field allows you to select an account code for a specific Area.
This feature is generally not used by Accommodation properties as a rule, however it is still an optional field.
Entering an account code in here that differs from the general ledger code you have attached to the actual category would mean that the revenue for this area would be separate from the category group.
Status:
The default status of 'Vacant Clean' is attached to areas as they are added into your system.
If you have chosen to use the Housekeeping module of RMS the system will automatically change status as reservations arrive and areas are cleaned.
Max Occupants:
This field sets the maximum number of occupants per individual room. This field would over-ride the maximum number of occupants on the category and would only need to be completed if the number of occupants in this rooms differs to that of the default set at the category level.
Room Manager:
Select the RMS user who is to receive email notification of internet bookings, if not the generic property email address.
Grouping:
Rooms may be grouped for reporting purposes. Eg: Double Rooms, Powered Sites, in addition to belonging to a Category. Select from the drop down arrow. See also Groupings Overview, Groupings. This would allow you to print your housekeepers report by this grouping.
Res Type:
If you wish a particular res type to appear on the reservation details screen when this room is selected you may select that Res Type from the drop down list .
Travel Agent:
Using the drop down list, this feature enables you to allocate a specific Travel Agent to an area. Each time the area is selected for a reservation the travel agent field on the reservation details screen will populate as per the setup of this area.
Statistics:
This options defaults to be ticked. Leaving this option on allows you to retrieve statistical information including occupancy reports.
InActive areas should be removed from statistics as should Interconnecting Master areas.
Ticking this option makes the area inclusive to the statistical reporting available within RMS and is also one step to making the area available to RMSOnline if you have purchased this module.
Leisure Link:
This option is only selected if you have purchased and activated the Leisure Link Connected option under System Options, General Options.
Suite:
More information coming to RMSWeb
Associated Category:
This option has two (2) key features;
1. It allows you to move an area from one category to another
2. It allows you to associate one (1) room to multiple categories. This feature may appeal to you if you have one area which can be sold in different ways. For Example: Area 01, may be able to be sold as a one or two bedroom apartment by simply locking off a bedroom door. In this case you could associated area to both the one bedroom and two bedroom apartment categories.
Create Owner Income:
For Owner Accounting and Trust Accounting properties only.
By default this option will be set to "Use Global Setting from Account Setup" which means it will read from the option you have chosen under System Options, Accounting Options. You would only change this option if this area differs from that global setting.
The Extras tab allows you to remove additional's from the Reservation screen.
RMSWeb provides a field for Adults, Children & Infants, however we understand that their may be other additional's that you wish to record number of or even charge. The below fields make this possible.
For Example: You may wish to charge for Pets.
The User Fields tab are used to record further information on an area, which RMSWeb does not have a field for by default.
Before you can utilize these fields you will need to name those you wish to use under the System Options, General Options subject.
The Meters tab is used when the Electricity/Gas/Water module is turned on under System Options, General Options.
If you read any of the three (3) meters you will need to complete the below;
1. Tick the meter you wish to read
2. Enter the last read into the field provided
3. Select the Tariff to be charged from the drop down menu.
The Attributes tab is used to identify features of the Area, Air-conditioned, Ocean View, Spa bath etc.
It is possible to search by attribute to locate availability of that feature at the Quote/ Availability screen and on the Reservation Chart. Attributes are established at the Properties/Category/Area, Attributes subject.
Select the Attribute/s which apply to this Area by highlighting it and clicking on the > arrow to move to the right hand box.
Layout File Name:
Allows you to enter a path to an image which can be viewed from the add area screen. The picture can be located anywhere on your network as long as every computer with RMS installed can access that area.
The Description tab is used to record the physical properties of the area.
The Description field can be used to hold a complete description of the area which can then be used in form letters.
The Physical Properties are used to hold the measurements of an area.
The Owner tab is only required for those properties who have chosen the Owner/Trust Accounting Module of RMSWeb.
Here you will add the details of the owner of the area and the date which they own the area from.
More information coming soon to RMSWeb.
The EOM tab is only required for those properties who have chosen the Owner/Trust Accounting Module of RMSWeb.
Here you will add the end of month charges for the owner of the area. For Example: Commission, Departure Clean, Servicing, Foxtel etc.
More information coming soon to RMSWeb.
The Address tab is used to record the physical address of the area and the key numbers.
This is mainly used by Real Estate agents where each area is in a different physical location.
These details will flow through to the maintenance screens of RMS for Jobs Sheets.
The Housekeeper tab allows you to associate specific housekeeper tasks and bed configurations with an area.
If this area is completed it will over-ride the information in the category housekeeper tab.
You may enter a different bed configuration against a specific area within a category.
The Requirements tab allows you to associate specific Requirements with an area.
The requirements attached would then show for each reservation placed into the area.
These requirements may be chargeable or FOC (free of charge) reminders to show on the To Do chart or Housekeeping reports.
The Owner Statement Note tab is only required for those properties who have chosen the Owner/Trust Accounting Module of RMSWeb.
Here you may add a note which will appear on the owners statement. For Example: You may wish to give the owner and update on renovations occurring in their area, or make further explanations on charges which appear on their statement for this month.
More information coming soon to RMSWeb.
