Reservations and Leases

Now let’s move this tenant into their unit!

 

C on New Reservation on the right side of the calendar.

1. Type the first letter of the leasing agent (if no agent is in the system take the default agent HOUSE  by typing the letter H).  The fields of Unit, Owner, Move in Date and Move out Date chosen in the Availability screen will now automatically fill in!

2. Move with the TAB Key to Tenant and type the first letter of the tenant’s name as entered on the tenant screen (Example: Tony Test, type the letter T) If more tenants with the same first name are in the system, use the scroll function on the tenant field to find the right tenant.

Let’s call short term tenancies Reservations!

Move with the mouse to the Date field in Charges. (Note: Charges are all amounts that the tenant has to pay for this reservation) (Attention: You must enter the charges with the date when they are due to allow the system to issue the Rent Due report) (Example: Short term tenants who make their reservation in June for the following January and their rent is due in December, you must enter in the date field of charges December 1,  12 01 02 for 2002. ) Enter the due date and move with the TAB Key to the next field. Type the description of the charge (Example: Rent January or Cleaning) move with the TAB key to type of charge (Escrow or Rent/taxable accessories) (All non refundable components of a taxable reservation are also taxable!)  Put a check mark by pressing the space bar in either the Escrow or Rent box. The system will calculate the Sales Tax and the Tourism Tax according to the length of stay you have already input into the requested dates.

If the tenant is supposed to pay a security deposit, refundable pet fee or utility deposit you must check the Escrow box with the space bar or mouse click.

 Let’s call long term tenancies Leases!

Enter manually the security deposit amount by checking the Escrow box with the space bar of your keyboard.

C on the Long Term Button on the top part of the reservation screen. Enter the first date on which a rent payment is due in the Start Date field. Give the description of the charge (Example: Rent or Cable contribution, etc) In the field Charge enter the amount of rent or accessories. In the field Months enter the number of months the tenant has to pay the charge (One year rent enter A12").  C on OK and a window saying Charges added will appear. C OK and your charges at the right due date will be entered in the reservation.

If the tenant pays some or all charges enter the payment in the payment screen. You must use the date in which you receive the payment and move from one field to the other with the TAB key on your keyboard.

Enter the description of the payment, move with the TAB to payment method. PMM comes with  pre-set payment methods like cash, check or credit cards. The system can process credit cards but is not able to require funds to the issuer!

Move with the TAB key to Payment number and enter the check number, Credit Card number or leave blank if paid in cash.

Move with the TAB Key to expiration field and enter the expiration date of any credit card. Leave blank if paid with cash or check.  Move with the TAB key to amount and enter the gross amount paid (including taxes). Move with the TAB key to escrow and check the box with the space bar on your keyboard if the amount paid is security deposit or refundable deposits. Move with the TAB key to rent if the amount paid is taxable or is rent or taxable rent accessories. Move with the TAB key to the field commission if the amount generates commission for your company. (Cleaning or non-refundable pet fees are normally not subject to commissions).

At this point you have an unconfirmed reservation marked with a yellow line on the top. If you wish to confirm this reservation and at the same post the payment to your owner’s account C on the Confirm button located on the yellow field.

The field will become green and a window with the number of payments you have entered will open. C on OK and your reservation is now confirmed and the payments are posted to the owner’s account and the security deposit is posted to the escrow account of this unit.

 Kinds of reservations

 A reservation is one of four Status'.

 Unconfirmed Reservation:

This reservation is shown by the yellow bar located at  the top of the reservation screen. The unit will continue to show as available but in the U/R column will be a “U” that alerts you to the unconfirmed reservation. Normally you would leave a reservation unconfirmed until receipt of a security deposit.  From this screen, you will not be able to print tenant confirmations or owner confirmations. You will also not be able to change the move-in and move-out date. To confirm a reservation you must C on the Confirm button in the yellow space of the screen.

Note: If you have entered payments on an unconfirmed reservation, by C on the confirm button the payments will be posted in the Unit Transaction section and will show up on the Owner’s Statement

Confirmed Reservation:

This reservation is color coded with a green bar at the top of the screen.

From this type of reservation, you can change the move-in and move-out dates as far as available. Also from this kind of reservation, you can generate all reports concerning confirmed reservations. You can cancel this reservation by returning to the Main Menu.  C on Leases and Reservations, C on Close / Cancel a reservation and with the Find function go to the desired reservation, C on the Cancel button.

Canceled Reservation:

This reservation is shown with the red field at the top of the screen.

Closed Reservation:

This reservation is shown with a blue banner at the top of the screen. The Rents Due report has an option to show / not show Closed Reservations. By closing Reservations you can make your Rents Due report more accurate and easier to manage.