REZSTREAM PROPERTY MANAGEMENT MODULE USER`S GUIDE
Contents
1. 3 Continue assigning owners to units using the steps listed in 2 above To remove an owner assignment highlight the unit in the Assignments table and click the Remove Assignment button Property Management Resources wners Commission Plans Commission Assignment Charge Items Assign Charges Reports U igned Owners Assignments Last First BusinessN ame Unit Unit First BusinessName Ackerman Joseph b 102 Os ell fo Hawaii Kayaking Anderson Jim Eye Level 103 b 1101 Layer Dale Anthony Carmelo Denver Nuggets 104 Barry John 105 Bauer Mario 106 Baxley Brian 107 Bott Louis 109 Braga Bill 110 Braitberg Joy 111 Buffett Jimmy 112 Chesney Kenny 113 Clark Laura 114 Dale Joe 115 DeBerry Fisher 116 DeLay Heath MyRealtor com 117 Doyle Jayleen 118 Ecklund Matt 119 Elway John Denver Broncos 25 12N Add New Owner Assign Unit to Owner gt gt Qe SP zi RezStream www rezstream com Page 9 3800 Gilpin Street Suite 2 1 support rezstream com 303 872 0220 Denver Colorado 80205 Last Update 3 16 2007 RezStream Inc RezStream Property Management Module User s Guide 2 COMMISSION PLANS Commission plans specify how the owner and management company split revenue Commission plans also specify what types of charges are split between the2. e E RezStream www rezstream com Page 22 3800 Gilpin Street Suite 2 1 support rezstream com 303 872 0220 Denver Colorado 80205 Last Update 3 16 2007 RezStream Inc RezStream Property Management Module User s Guide 5 ASSIGN CHARGES The Assign Charges tab in the Property Management Resources screen is used to process reservations POS charges and scheduled charges When necessary unscheduled charges can also be added r Property Management Resources Owners Commission Plans Commission Assignment Charge Items Assign Charges Reports Last Month This Month This Y Last Month This Month _This Year Property Management Fees to Owner Dates 02 01 2006 02 28 2006 Unit 120 Process Reservations Process POS Charges Process Scheduled Charges Unit Description Revenue PM Fee Lock a Description Cleaning Fee Plumbing Repair Snow Removal Homeowners Dues Miscellaneous Maintenance Carpet Cleaning Painting El Add Selected Charge gt Lock All Current Charges Unlock All Current Charges Use the following steps for processing reservations POS charges and scheduled charges 1 Click Tools gt Property Management and click the Assign Charges tab 2 Specify atime period for processing reservations and or charges A time period can be specified in one of two ways a Click one of the preset buttons for Last Month
3. 3800 Gilpin Street Suite 2 1 support rezstream com 303 872 0220 Denver Colorado 80205 Last Update 3 16 2007 RezStream Inc RezStream Property Management Module User s Guide CREATING UNSCHEDULED CHARGES Unscheduled charges are created the same way as scheduled charges As it is impossible to foresee when an unscheduled charge will be necessary these charges are not assigned to a unit like recurring charges are These unscheduled charges are still defined in this step and will be deducted from the owner s revenue as the work is performed and an invoice amount is known To create an unscheduled charge go to Tools Property Management and click the Charge Items tab Click the Add New Item button and add the owner charge item description Plumbing Repair Notice the charge is not assigned to a unit For more information on when unscheduled charges are assigned to a unit please refer to the next section Assign Charges Property Management Resources Cements Commission Plans Commission 4s signaent Change Mem Changes Repos Owner Charge Items Unit ltems Scheduled to Unit Unit 1 Frequency uu __ Dr 102 Ciesring Fee Once per 103 Ciesning Fee Once per 104 Deanna Fee Orce per 105 d 0 parir Fee Once per gae aj j 107 108 109 110 111 12 ni 115 116 117 vid Assn Rem lo Uni gt gt lt lt Remove Scheduled Item
4. 5 is only required for properties that pay owners a portion of point of sale items posted to reservations RezStream www rezstream com Page 24 3800 Gilpin Street Suite 2 1 support rezstream com 303 872 0220 Denver Colorado 80205 Last Update 3 16 2007 RezStream Inc RezStream Property Management Module User s Guide 6 If necessary click the Process Scheduled Charges button Scheduled charges are automatically linked to the selected unit based on the frequency rules defined under the Charge Items tab Cleaning Fees have been defined to be charged once per invoice Property Management Fees to Owner PM Fee Lock hen Description Revenue 2282006 120 Cleaning Fee 0 00 25 00 AE d Suite Comm 2 9 2006 120 120 Suite Comm 2 10 2006 120 Suite Comm Suite Comm a 2 12 2006 120 Cleaning Fee 2 13 2006 2 14 2006 2 15 2006 Step 6 is only required for properties that defined scheduled charges in the Charge Items tab For additional information about scheduled charges please see the section titled Charge Items 7 Add unscheduled charges using the following steps These steps are only required if your property has defined unscheduled charges Charge Items tab gt Owner Charge Items and the unscheduled charge occurred during the selected time frame In our example Unit 120 required carpet cleaning a Highlight the unscheduled charge Carpet Cleaning in the list of charges Description Amo
5. are listed down the left hand side of the PDF file Click a unit to view the corresponding owner statement RezStream www rezstream com Page 30 3800 Gilpin Street Suite 2 1 support rezstream com 303 872 0220 Denver Colorado 80205 Last Update 3 16 2007 RezStream Inc RezStream Property Management Module User s Guide REZSTREAM CONTACT INFORMATION For additional information on any of the topics contained in this guide please contact RezStream Help Desk 303 872 0220 Please contact RezStream Sales at 866 360 8210 for information on RezStream add on modules including e HRezStream Booking Engine e Call Accounting e Credit Card Processing e Global Distribution System Normal business hours are 8AM to 5PM Monday through Friday MST After hours support is available for an additional fee RezStream 3800 Gilpin Street Suite 2 1 Denver CO 80205 Sales 866 360 8210 Support 303 872 0220 Fax 303 297 3233 www rezstream com sales rezstream com SuppOort rezstream com REZSTREAM ADDITIONAL REFERENCES Documents available for download on the documentation download page RezStream Professional http www rezstream com documentation rezstream professional htm e HezStream Professional Front Desk Guide e HezStream Professional User s Manual e HRezStream Professional Credit Card Processing Manual RezStream Booking Engine http www rezstream com documentation rezstream booking engine htm RezStream Book
6. www rezstream com support rezstream com Page 7 303 872 0220 Last Update 3 16 2007 RezStream Inc RezStream Property Management Module User s Guide ASSIGNING OWNERS Once owners are added to the RezStream contact database using one of the two methods described above they can be assigned to units listed in RezStream Professional Use the following steps for assigning an owner to one or more units 1 Click Tools gt Property Management RezStream Professional 2007 The Cliffhanger Resort File Edit Search Navigate TEES Window Help i A First Last Mar 2nd First Last Address 1 Address 2 City St Ip Country Fas Property Management Resources Comers commission Plans Commission Assignment Charge Items Assign Charges Reports A Last First Owners Configure Display Options Letter Design List Edit Pos Inventory Print Options Online Availability Unit and Bate Setup CO a Property Management IA A aa 2 From the Owners tab A highlight the name in the Owners list B highlight the unit from the Unassigned Units list C and click the Assign Unit to Owner button D Unassigned Units BusinessName Unit 101 Reeves Dan 102 Rice Brian 103 Riley Pat Miami Heat 104 Simms Mindy 105 Snider Todd 106 Spence Brian Strait George Strait Enterprises Inc CI t Tu
7. 0 y Depart Letter Standard Total 1 247 63 Length 0 0 00 Tax 122 63 Paid Confirmation 0 00 573 Start Unit MTG1 Charges 1 247 63 Paid 0 00 Due 1 247 63 Last Change Invoice Notes Private Notes Travel amp gent Custom Notes Payments Confirmation 573 AD Group Invoice Check Box Flags Tax Exempt 1 Attention Custom 2 Custom 3 Custom 4 Custom 5 Checkedln Out Custom B Batch Print 59 c Credit Card Hold E Referral Source v Edit Lists In the example above under the Details tab the contact check box flags have been configured to track whether or not this specific contact is an owner These contact check box flags can be easily customized by clicking Tools gt List Edit gt Labels For additional information on customizing the Contact Data screen please consult the RezStream Professional User s Manual available for download at http www rezstream com 7 Click the Add New Contact button again to add another owner Any owners added from the Contact Data screen are available to use in the property management module Page 5 303 872 0220 Last Update 3 16 2007 www rezstream com support rezstream com RezStream 3800 Gilpin Street Suite 2 1 Denver Colorado 80205 RezStream Inc RezStream Property Management Module User s Guide ADDING OWNERS FROM THE OWNERS TAB The second option for adding an ow
8. Management Resources screen which can be accessed by clicking Tools gt Property Management RezStream Professional 2007 The Cliffhanger Resort File Edit Search Navigate ESSE Window Help H x Configure Display Options First Last Letter Design 2nd First Last List Edit da POS Inventory E Print Options Address 2 Online Availability City St Zip Unit and Rate Se Country 7772716 Management PAM Use the following steps for creating charge items 1 Click the Charge Items tab Property Management Resources Owners Commission Plans Commission Assignment Charge Items Assign Charges Reports Owner Charge Items Unit Items Scheduled to Unit Description Amount Type a i Description Frequency gt Cleaning Fee Once per Cleaning Fee Once per Cleaning Fee Once per Cleaning Fee Cleaning Fee Once per Once per Invoice Daily Cleaning Fee Resort Tax Add New Item ges Assign Item to Unit gt gt lt lt Remove Scheduled Item 2 Click the Add New Item button circled in the image above 3 Enter an owner charge item description and amount to be charged to the owner for the charge item Property Management Resources Owners Commission Plans Commission Assignment Charge Items Assign Charges Reports Owner Charge Items Unit Items Scheduled to Unit Description Amount Type a i
9. this can be accomplished using a scheduled charge Please see the section titled Creating and Assigning Scheduled Charges Trigger Value of Days For certain owner management company agreements the owner split percentage changes after a reservation has been in house for a specified number of days For example the owner split for short term stays may be defined as 80 20 However once a reservation is in house for 30 days the split changes to 85 15 In this example the trigger value 30 would be the number of days that triggers a change in the owner split RezStream www rezstream com Page 12 3800 Gilpin Street Suite 2 1 support rezstream com 303 872 0220 Denver Colorado 80205 Last Update 3 16 2007 RezStream Inc RezStream Property Management Module User s Guide FIELD OPTION DESCRIPTION Trigger Value Dollar Amount Another variable in some owner management company agreements is a change in the owner split once the charges on a reservation reach a specified dollar amount For example the owner split for all reservations up to 1000 is 80 20 However once a reservation s lodging charges exceed 1000 the split changes to 85 15 In this example the trigger value 1000 would be the dollar amount that triggers a change in the owner split Commission Value Percentage Enter the percentage that the management company receives for the specified plan step Dollar Amount Enter the dollar amount that the management compa
10. 18 120 122 123 124 125 MTG1 WTR C AssignPlanto gt D lt lt Remove Assignment zl zi RezStream www rezstream com Page 15 3800 Gilpin Street Suite 2 1 support rezstream com 303 872 0220 Denver Colorado 80205 Last Update 3 16 2007 RezStream Inc RezStream Property Management Module User s Guide 4 The unit and plan description are now displayed in the Assignments table Assignments Plan Description Standard 6020 lt lt Remove Assignment 5 Repeat steps A C in 3 above for each rental unit If a unit and commission plan need to be disassociated from one another highlight its line in Assignments table and click the Remove Assignment button Assignments Plan Description Standard 80220 Standard 60 20 100 1507200 357 25 15 Standard 80220 100 1507200 lt lt Remove Assignment 13 RezStream www rezstream com Page 16 3800 Gilpin Street Suite 2 1 support rezstream com 303 872 0220 Denver Colorado 80205 Last Update 3 16 2007 RezStream Inc RezStream Property Management Module User s Guide 4 CHARGE ITEMS Charge items are deducted from revenue on owner statements There are two types of owner charge items in the RezStream property management module scheduled and un scheduled charges Each type is described below 1 Scheduled charges Recurring charges that are for set amounts and tha
11. 598 093 719 593 212 Chem Hils Denver 303 777 77 720 777 77 EE ED PA l A SENT 720 778 99 Lo qu o du E ror 465 in m a ce 4 E cn e e m c oo e gt Lo j mere mi m omma ee a gt 4 list of owners under the Owners tab on the Property Management Resources screen is updated to include the added name Property Management Resources Conners PCommission Plans Commission Assignment Charge Items Assign Charges Reports Last Fredericks Owners First James BusinessName U igned SERT Assignments b 101 Friedman Lenny 102 Guest Demo RezO vation LLC 103 Guida Tracey 104 Harmon Georgia MyBakery com 105 Hartinger Mike 106 Haynes Jeff 107 Helton Todd 108 Herzberg Louis 109 Holland Justin 110 Hurley Ron Giraffe Club Soccer 111 Karl George Denver Nuggets 112 Kleinsmith Julie 113 Kleinsmith Mark eLearning Concepts Inc 114 115 E hrig Layer Dale 116 117 E 20d CANE M x 119 Assign Unit to Owner gt gt lt lt Remove Assignment Unit Unit First BusinessN ame RezStream 3800 Gilpin Street Suite 2 1 Denver Colorado 80 205
12. GA n D UL 3 Enter owner s first name and click the OK button d Hew Contact Enter First Name Ritd Y 4 Enter the owner s last name and click the OK button Mew Contact Enter Last Name Vargas Cancel 5 Enter owner contact information including a 2 contact name i e spouse information b Address 1 c Address2 d City state zip code e Country fax f Home phone work phone g Business name h Email address i additional information that is tracked on your property s Contact Data screen In our example the property has configured the last four data fields of the Contact Data screen to include a 2 email address and car information First Last Mame Ms e lia Mamas 0 nd First Last Johnny Wagas Address 1 3518 North Shore Blvd Address 2 Sute2G City St Zip Lahaina HI e 96761 Country Fax United States of merica 808 547 9989 Ph Work ang 234 0878 808 581 3341 Business Mame Hawaii Kayaking Outfitters Email Address tyargas islandmotion com v end Email vargasikavakhawaii com Car Make Car Model Car License RezStream www rezstream com Page 4 3800 Gilpin Street Suite 2 1 support rezstream com 303 872 0220 Denver Colorado 80205 Last Update 3 16 2007 RezStream Inc RezStream Property Management Module User s Guide 6 Add any additional contact information fo
13. RezStream Inc RezStream Property Management Module User s Guide REZSTREAM PROPERTY MANAGEMENT MODULE USER S GUIDE March 15 2007 RezStream www rezstream com Page 1 3800 Gilpin Street Suite 2 1 support rezstream com 303 872 0220 Denver Colorado 80205 Last Update 3 16 2007 RezStream Inc RezStream Property Management Module User s Guide TABLE OF CONTENTS ee IF ejMi c 4 1 ADDING AND ASSIGNING OWNERS san RR DR RR SR RR SR Ras Res DR 4 ADDING OWNERS FROM THE CONTACT DATA 5 ADDING OWNERS FROM THE OWNERS TAB scssceccececcececcccececcucccceccccececcececauceeuucucucuecueaecataeceuaeseeaeees 9 ASSIGNING OWNER Sissi ei 12 2 COMMISSION 15 CREATING A COMMISSION 16 Commission Plan Steps cccecccccceeeeeceeccaeeeeeeeceeeeseeeeeseeeeeeeeeseeeeeeeesseaeeeeesseaseeeeeseaseeeeessaaess 18 Sample Commission Plans ccccccsseeeceecceeeeeeeeeeeeseeeeseeeeeeeeeeseeeceeessaaeeeeesseaeeeeesaegeeeeessaaess 21 3 COMMISSION ASSIGNMENT eere nnne h enn hu nune n ah RR saa SR Rasa Ress RO su ues u ra 23 4 CHARGE ai eT 26 CREATING SCHEDULED CHARGE TEMS ccccecececcccecececcccececccccececscceacuececseauaeuecseaeauaenecsteusene
14. This Month or This Year b Or specify a start and end date These dates can be entered directly into the blank date boxes or selected from the drop down calendars Last Month This Month This Year Dates 10244 F 2006 02 25 2006 E February 2006 Process Heser 1 2 3 ProcessPO0SO 5 6 7 8 3 10 12 13 14 15 16 17 Process Schedule 19 20 21 22 23 24 26 27 28 Description gt Cleaning Fee 342322006 RezStream www rezstream com Page 23 3800 Gilpin Street Suite 2 1 support rezstream com 303 872 0220 Denver Colorado 80205 Last Update 3 16 2007 RezStream Inc RezStream Property Management Module User s Guide 3 Select a rental unit from the unit drop down list 120 120 Suite 124 Suite 1125 125 King Reservations from the specified time period are automatically linked to the selected unit and listed in the Property Management Fees to Owner table This table details reservation dates nightly revenue and any commission due from the owner to the property management company PM Fee zroperty Management Fees to Owner Date Description Revenue PM Fee Lock 22842006 120 Suite Comm 125 00 25 00 2 9 2096 120 1 2010 2046 120 23 0 271122006 120 0 271222085 120 2 13 2085 120 f120 Suite Comm 2414 2008 120 f 120 Sute Comm 125 00 20 20 20 20 2715720064120 4 120 Suite Comm a 5 If necessary click the Process POS Charges button Step
15. a reservation s total charges are under 1000 the management company receives 209 of that total If a reservation s total charges are 1000 or greater the management company s commission drops to 15 Owner Stay Used when you have a special commission plan for situations where an owner stays in the rental unit For example the management company receives 25 as a cleaning fee every time an owner stays in his or her unit In this example a plan step could be added with the type set to Fixed Per Invoice the trigger type set to Owner Stay and the commission value set to 25 In order for the Owner Stay plan step to be triggered the owner must be the primary contact on the reservation Comp Used when the total charge on a reservation or POS item is 0 however the management company still receives a commission One example is guest of owner reservations If the property only allows 0 reservations when the owner allows a friend or family member to stay in his unit the Comp trigger type would be used POS Items Only used if owners receive a commission on purchased POS items With the trigger type set to POS Items the owner receives a commission percentage or flat fee on ALL POS Items This is not a common practice Clean Fees Use this trigger type if the owner receives a portion of the cleaning fee revenue charged to guests staying in the unit If the owner is charged a cleaning fee based on each reservation that stays in his or her unit
16. e Items Unit Items Scheduled to Unit Description Amount Unit al Description Frequency OE 106 Plumbing Repair 75 00 107 Snow Removal 25 00 108 Cleaning Fee 25 00 109 Miscellaneous Maintenance 100 00 Carpet Cleaning 150 00 du Painting 50 00 Add New Item Assign Item to Unit gt gt lt lt Remove Scheduled Item 2 charge item displays in the Items Scheduled to Unit table Use the frequency drop down list to define when the charge item will be applied to the owner statement and deducted from rental revenue In the example below the cleaning fee is applied once per reservation Items Scheduled to Unit Unit Description 121 Cleaning Fee Invoice Daily Once per Invoice lt lt Remove Scheduled Item RezStream www rezstream com Page 20 3800 Gilpin Street Suite 2 1 support rezstream com 303 872 0220 Denver Colorado 80205 Last Update 3 16 2007 RezStream Inc RezStream Property Management Module User s Guide 3 Repeat steps 1 and 2 and assign the owner charge items to each applicable unit In the example below the cleaning fee will be applied to units 121 125 The 25 cleaning fee will now be deducted once per reservation from the owner s rental revenue ltems Scheduled to Unit Description Frequency Cleaning Fee Once per lt lt Remove Scheduled Item RezStream www rezstream com Page 21
17. each reservation Property Management Resources Owners Commission Plans Commission Assignment Charge Items Assign Charges Reports Owner Charge Items Unit Items Scheduled to Unit Description Amount Type a i Description Frequency Cleaning Fee 25 DLL Amount Cleaning Fee Once per Resort Tax Cleaning Fee Once per Cleaning Fee nce per Cleaning Fee nce per Cleaning Fee Once per Cleaning Fee nce per Resort Tax Invoice Daily zl y 112 Add New Item Assign ltem to Unit gt gt lt lt Remove Scheduled Item 5 Follow steps 2 4 above until all owner charge items have been added to list RezStream www rezstream com Page 19 3800 Gilpin Street Suite 2 1 support rezstream com 303 872 0220 Denver Colorado 80205 Last Update 3 16 2007 RezStream Inc RezStream Property Management Module User s Guide ASSIGNING SCHEDULED CHARGE ITEMS Once owner charge items have been defined using the steps listed in the previous section recurring owner charge items are assigned to rental units using the following steps 1 With the charge item highlighted A scroll through and highlight the unit to which the owner charge item applies B and click the Assign Item to Unit button C 4 Property Management Resources Owners Commission Plans Commission Assignment Charge Items Assign Charges Reports Owner Charg
18. ge so that the item cannot be accidentally cleared To quickly lock all charges on the screen click the Lock All Current Charges button To clear the locked charges click the Unlock All Current Charges button To clear the entire list click Clear Current Charges RezStream www rezstream com Page 26 3800 Gilpin Street Suite 2 1 support rezstream com 303 872 0220 Denver Colorado 80205 Last Update 3 16 2007 RezStream Inc RezStream Property Management Module User s Guide 6 PRINTING OWNER STATEMENTS Owner statements combine reservation revenue with owner charges to provide a consolidated statement for the rental period Once revenue and charges have been assigned owner statements can be printed using the following steps 1 Click Tools gt Property Management and click the Reports tab r Property Management Resources Owners Commission Plans Commission Assignment Charge Items Assign Charge amp Print to PDF instead of printer Last Month This Month This Year Unit y Print Selected Unit Owner Statement Dates 02 23 2002 2 02 23 2002 Print All Units Owner Statement Include Other Hourly Revenue Include Point of Sale Revenue Extra Charges Include Package Item Revenue Clean Fees 2 Specify a date range for the owner statement The date range can be specified using one of the following methods a Click one of the preset buttons for Last Month This Month or This Year b Orspec
19. i Description Frequency Cleaning Fee 25 00 Amount Cleaning Fee Once per Cleaning Fee Once per Cleaning Fee Once per Cleaning Fee Once per Cleaning Fee Once per Cleaning Fee Once per Resort Tax Invoice Daily 4 sj Reoccuring charges made to unit owners Assign ltem to Unit gt gt lt lt Remove Scheduled Item RezStream www rezstream com Page 18 3800 Gilpin Street Suite 2 1 support rezstream com 303 872 0220 Denver Colorado 80205 Last Update 3 16 2007 RezStream Inc RezStream Property Management Module User s Guide 4 Inthe type field specify from the drop down list whether the charge item is a flat dollar amount or a percentage rz Property Management Resources Owners Commission Plans Commission Assignment Charge Items Assign Charges Reports Owner Charge Items Unit Items Scheduled to Unit Description Unit Description Frequency gt Cleaning Fee 101 Cleaning Fee Once per 102 Cleaning Fee Once per 103 Cleaning Fee Once per 104 Cleaning Fee nce per 105 Cleaning Fee nce per 106 Cleaning Fee nce per 107 Resort Tax Invoice D aily 108 103 110 111 112 113 114 115 115 117 y 119 Add New ltem Assign Item to Unit gt gt lt lt Remove Scheduled Item f a An example of a percentage charge item is 1 5 resort fee that is charged on
20. ify a start and end date These dates can be typed in directly to the blank date boxes or selected from the drop down calendars Last Month T his Month This Year Dates 1021 02 28 2006 v Include Other EM Include Point of 3 Include Package 5 E 7 a 12 13 14 15 16 17 13 20 21 22 23 24 b 27 28 3 23 2006 RezStream www rezstream com Page 27 3800 Gilpin Street Suite 2 1 support rezstream com 303 872 0220 Denver Colorado 80205 Last Update 3 16 2007 RezStream Inc RezStream Property Management Module User s Guide 3 Use the checkboxes below the date fields to specify whether or not other hourly revenue point of sale revenue and or package item revenue should be included on the statement a Select Include Other Hourly Revenue if you wish to include hourly revenue in your owner statement Normally hourly revenue is not included b Select Include Point of Sale Revenue Extra Charges if you would like to include any POS charges in your owner statement This is only used if you defined a commission plan with a plan step that includes POS charges c Select Include Package Revenue Clean Fees if your property adds cleaning fees to rate packages and wants to share this revenue with owners Cleaning fees assigned to rate packages are designed to charge the cleaning fee to the guest not the owner The cleaning fees are defined as point of sale charges gr
21. ing Engine User s Guide RezStream Booking Engine Quick Start Guide RezStream Professional Booking Engine User s Guide RezStream Booking Engine Payment Gateway Configuration RezStream also offers training demos on a variety of topics accessed from the following web page http rezstream com software demos htm RezStream www rezstream com Page 31 3800 Gilpin Street Suite 2 1 support rezstream com 303 872 0220 Denver Colorado 80205 Last Update 3 16 2007
22. mount for each day a reservation is in house For example the owner management company agreement specifies that the management company receives 25 each night that a guest stays at the property Fixed per The management company receives a set dollar Invoice amount per reservation For example the owner management company agreement specifies that the management company receives 75 per reservation regardless of reservation length Trigger Type Length of Stay Used when the commission value changes based on the length of the reservation As an example assume an owner management company contract specifies an 80 20 revenue split based on lodging charges However if the reservation is in house 30 days or longer the split changes to 85 15 In this example a second plan step would be added to the commission plan detailing this commission change RezStream www rezstream com Page 11 3800 Gilpin Street Suite 2 1 support rezstream com 303 872 0220 Denver Colorado 80205 Last Update 3 16 2007 RezStream Inc RezStream Property Management Module User s Guide FIELD OPTION DESCRIPTION Trigger Type Total Amount With this option a second plan step can be added to a commission plan based on a reservation s total charges as opposed to the number of nights in house This option would be used if the owner management company agreement states that there is a different breakdown based on a reservation s total charges For example if
23. ner is to add the owner s first and last name in the Property Management Resources screen With this method only the owner s first and last name is entered After adding the owner s name you can then return to the Contact Data screen and enter additional contact information Use the following steps to add an owner through the Property Management Resources screen 1 Click Tools Property Management RezStream Professional 2007 The Cliffhanger Resort File Edit button Search Navigate BESTES Window Help Configure x g Display Options First Last Nar Letter Design 2nd First Last List Edit Address 1 Address 2 Pos Inventory Print Options Online Availability City SE Ip Unik and Bate Setup Bal Country Far 1717097 Management IO A aa 2 From the Owners tab on the Property Management Resources screen click the Add New Owner Property Management Resources Commission Plans Commission Assignment Charge Items Assign Charges Reports Last Ackerman Unassigned Owners Lines Assignments First Joseph BusinessN ame Unit Unit First BusinessN ame b 101 Anderson Jim Eye Level 102 Anthony Carmello Denver Nuggets 103 Barry John 104 Bauer Mario 105 Baxley Brian 106 Batt Louis 107 Bragg Bill 108 Braitberg Joy 103 Buffett Jimmy 110 Che
24. ning owners Creating commission plans Assigning commission plans Creating and assigning charge items Assigning charges Printing owner statements P LE P CONTACT US RezStream Help Desk 303 872 0220 Support Hours 8 00AM to 5 00PM Monday through Friday MST 1 ADDING AND ASSIGNING OWNERS The first step in configuring your RezStream property management module is to add owner information to your contact database This can be done 1 From the Contact Data screen 2 From the Owners tab of the Property Management Resources screen ADDING OWNERS FROM THE CONTACT DATA SCREEN The preferred method for adding owners to the property management module database is through the Contact Data screen The Contact Data screen provides the form for adding all owner information including address phone numbers email addresses and other contact notes Use the following steps for adding an owner via the Contact Data screen 1 Click the Contact Data F5 button on the main left hand toolbar of RezStream Professional RezStream www rezstream com Page 3 3800 Gilpin Street Suite 2 1 support rezstream com 303 872 0220 Denver Colorado 80205 Last Update 3 16 2007 RezStream Inc RezStream Property Management Module User s Guide 2 The Contact Data screen is displayed From the top toolbar click the Add New Contact button H RezStream Professional 2007 The Cliffhanger Resort File Edit Search Navigate Tools Window Help DA
25. nsneeass 28 ASSIGNING SCHEDULED CHARGE TEMS 2ccccecccecccececceccccecuccecucuececucuecueaeceuaucueaeceeacsecauaereuaecass 31 CREATING UNSCHEDULED CHARGES cccsceccececcececcececcecuccucucuecucececuececuuaesueaecscaueueucsecsuaeceuaeseuaeeas 34 B ASSIGN CHARGES dicci n 35 6 PRINTING OWNER 41 REZSTREAM CONTACT INFORMATION 47 REZSTREAM ADDITIONAL REFERENCES 47 RezStream www rezstream com Page 2 3800 Gilpin Street Suite 2 1 support rezstream com 303 872 0220 Denver Colorado 80205 Last Update 3 16 2007 RezStream Inc RezStream Property Management Module User s Guide ABOUT THIS GUIDE RezStream s optional property management module is perfect for vacation rental and condominium management companies The property management module can be used to assign rental units to owners establish commission split plans track scheduled and unscheduled maintenance fees and create monthly owner statements This guide will walk you through configuring the RezStream property management module In addition the guide provides step by step instructions for processing owner revenue and printing owner statements Topics included in this guide are Adding and assig
26. nt All Units Owner Statement button Print All Units Owner Statement Use the radio buttons at the bottom of the screen to specify whether you would like to print all pages or just the current page Copies 1 All Pages Current Page Print Close RezStream www rezstream com Page 29 3800 Gilpin Street Suite 2 1 support rezstream com 303 872 0220 Denver Colorado 80205 Last Update 3 16 2007 RezStream Inc RezStream Property Management Module User s Guide 6 If you plan on emailing owner statements click the checkbox for Print to PDF instead of printer After selecting this option click the Print Selected Owner button Using these steps a PropertyManagement PDF file is created in your C ProgramFiles RezStream folder The PDF file is the owner statement for the selected unit This file can be renamed if necessary and attached to an email By entering a checkmark in the Print to PDF instead of printer box and clicking the Print All Units Owner Statement button a file is created that includes each owner statement Owner Statement 120 02 01 02 28 2006 Hights Hights Seton Gunn Cour Incorre Pani al Facta 52308100 Total Revers 531 151 40 Tox Byres tia Hat Enix Aare 51 031 00 Expensas TAJ Se Coe 3009 0 Capell leaning 0 00 Fue 33 00 Total 335109 Aeon t Dias sure d FAITH ROT ZO EA a Fast Units circled above
27. ny receives either per invoice or per reservation based on the settings in the plan step SAMPLE COMMISSION PLANS Commission plans can be customized through the use of plan steps We will now illustrate how plan step fields are adjusted for the following three sample commission plans 1 The management company receives a 35 of each reservation that is in house up to 15 days b 25 of each reservation that is in house 15 29 days C 15 of each reservation that is in house for 30 days or more Property Management Resources Owners Commission Plans Commission Assignment Charge Items Assign Charges Reports Commission Plan Name Plan Steps Description Type Trigger Trigger Value Commission Value b 35 25 19 gt Percent Length of Stay Percent Lenath of Stay Percent Length of Stay 2 The management company receives a A flat fee of 100 per reservation that is in house up to 5 days b A flat fee of 150 per reservation that is in house from 5 14 days c A flat fee of 200 per reservation that is in house for 15 days or more Property Management Resources Owners Commission Plans Commission Assignment Charge Items Assign Charges Reports Commission Plan Name Plan Steps P 10071502200 Fixed per Invoice Lenath of Stay Fixed per Invoice Lenath of Stay J P Fixed per Invoice Lenath of Stay Description Trigger Trigger Value Commissi
28. on Value RezStream www rezstream com Page 13 3800 Gilpin Street Suite 2 1 support rezstream com 303 872 0220 Denver Colorado 80205 Last Update 3 16 2007 RezStream Inc RezStream Property Management Module User s Guide 3 The management company receives a 25 per day that a reservation is in house up to 10 days b A flat 200 for stays of 10 days or more c A flat 25 per owner stay d A flat 15 per comp stay e Owners receive 5 of all POS Items charged at the property Pro perty Management Resources Owners Commission Plans Commission Assignment Charge Items Assign Charges Reports Commission Plan Name Plan Steps Description Type Trigger Type Trigger Value J Standard Commission Plan Fixed per Day Lenath of Stay Fixed per Invoice Lenath of Stay Fixed per Invoice Owner Stay Fixed per Invoice Comp Percent POS Items O There is no limit to the number of commission plans that can be created in the RezStream property management module 3 COMMISSION ASSIGNMENT Once owners have been assigned to units and commission plans have been created commission plans are linked to units in the Commission Assignment tab Use the following steps for assigning a commission plan to a unit 1 Access the Property Management Resources screen by clicking Tools gt Property Management RezStream Professional 2007 The Cliffhanger Resort Fie Edit Sea
29. ouped as packages and assigned to rate names In this scenario the owner would then receive a split of not only the room revenue but also the cleaning fee charged to the guest Note this is not common at most vacation rental and condominium management companies 4 print an owner statement for a selected unit select a rental unit from the drop down unit list and click the Print Selected Unit Owner Statement button Print to PDF instead of printer Print Selected Unit Owner Statement E eee Print All Units Owner Statement 120 120 Suite RezStream www rezstream com Page 28 3800 Gilpin Street Suite 2 1 support rezstream com 303 872 0220 Denver Colorado 80205 Last Update 3 16 2007 RezStream Inc RezStream Property Management Module User s Guide The owner statement for the selected unit and the selected time period is displayed to the screen Owner Statement 120 02 01 02 28 2006 Item Value Owner Vargas Rita unit 120 120 Suite Nights Occupied 12 Nights Out of Service 0 Owner Nighis 0 Occupancy Guest Count Income Rental Revenue 1 040 00 Total Revenue 1 153 40 Tax Revenue 5112 40 Het Rental Revenue 1 040 00 Expenses 120 Sute Comm 202 00 Carpet Cleaning 595 00 Cleaning Fee 550 00 Total Expenses 353 00 Amount Due Owner 687 00 Click the Print button in the lower right hand corner to print the owner statement 7 5 print all owner statements click the Pri
30. owner and the management company For many properties owners receive a split of revenue only on lodging charges However RezStream s property management module is flexible enough to create commission plans that allow owners to also receive a portion of the revenue on point of sale items and or cleaning fees CREATING A COMMISSION PLAN Commission plans are comprised of two components 1 Commission plan name a descriptive title you assign to the plan 2 steps automatic conditions attached to each plan name Commission plans are created from the Property Management Resources screen This screen is accessed by clicking Tools Property Management RezStream Professional 2007 The Cliffhanger Resort Fie Edit Search Mavigate EC Window Help Configure x Display Options UT Day First Last Nar Letter Design F2 4 i Jnd First Last List Edit Address 1 POS Inventory casi e Print Options Address 2 Online Availability City St ip Unit and Bate Se CO Country Fare MN 77766 Mansgement MEE At the Property Management Resources screen use the following steps for creating a commission plan 1 Click the Commission Plans tab Property Management Resources Owner lt _ Commission Plans ommission Assignment Charge Items Assign Charges Reports Commission Plan Name Plan Steps Description y Type Trigger Type Trigger Value Commission Value Add New Plan Name Add New Ste
31. p RezStream www rezstream com Page 10 3800 Gilpin Street Suite 2 1 support rezstream com 303 872 0220 Denver Colorado 80205 Last Update 3 16 2007 RezStream Inc RezStream Property Management Module User s Guide 2 Click the Add New Plan Name button circled in the image above 3 Enter a commission plan name description Standard 80 20 Property Management Resources Owners Commission Plans Commission Assignment Charge Items Assign Charges Reports Commission Plan Name Plan Steps Description Trigger Type Trigger Value Commission Value Standard 80 20 Many times the description field includes the owner management company split ratio In the example above the management company will receive a 20 commission on each reservation total 4 Enter commission plan steps that define when the commission is paid to the owner and how much commission the owner receives COMMISSION PLAN STEPS There are four commission plan step fields that define how a commission plan works Type Trigger Type Trigger Value and Commission Value These fields then can be used in varying combinations to customize commission plans FIELD OPTION DESCRIPTION Type Percent The management company receives a percentage commission based on lodging charges For example with an 80 20 split the management company would receive 20 on a 100 room charge Fixed per Day The management company receives a set dollar a
32. r the owner The tabs on the lower left hand side of the Contact Data screen can be used to enter notes track interests activities special occasions and even attach a photo of the owner DAGA 4 DG First Last Name 5 Vargas 209 First Last Johnny vargas Address 1 3518 North Shore Blvd Address 2 Suite 2G Mail Ok Iw City St Zip Lahaina JH 96761 Country Fax United States of America 808 547 3989 Ph Work 808 234 8878 808 581 3341 Business Hawaii Kayaking Outfitters Email Address ryargas islandmotion com Email Ok w Rewards vargas kayakhawaiicom Company Name Special Reg tt Special Reg 2 Contact Notes Private Notes Contact Log Photo Interests and Activities Special Occasions o 0772806 E Bins 06 Bay m 0929785 versas a xs A 2 Contact Check Box Flags Custom 4 Special Inv H 573 10 27 2006 11 8 2006 11 8 2006 MTG1 Entered Begins Starts Wed Nov 08 2006 Adult 1 Pets 0 Chid Cars 0 Checked In Checked Out Guest Info Payment Data Swipe Card Credit Card Data QQ X Bo Owner Custom5 Custom 6 Epl Jf z Ends Start Unit Length Departs Wed Nov 08 2006 Daily Reservation Total 0 00 Hourly Reservation Total 1 125 00 Point of Sale Charges Cancellation Adut 1 Child o Pets jo y Cars
33. rch Mavigate EC Window Help Configure Display Options First Last Nar Letter Design Jnd First Last List Edit POS Inventory Print Options Address 1 Address 2 Online Availability City St Zip Unit apd Pate Se Country F axe EN 17 766 Management RezStream www rezstream com Page 14 3800 Gilpin Street Suite 2 1 support rezstream com 303 872 0220 Denver Colorado 80205 Last Update 3 16 2007 RezStream Inc RezStream Property Management Module User s Guide 2 Click the Commission Assignment tab Property Management Resources Owners Commission Plans amp Commission Assignment DCharge Items Assign Charges Reports U igned Plans Assignments Description Unit A Unit Plan Description Standard Commission Plan 101 35 25 15 102 100 150 200 103 Standard 80 20 104 105 106 107 108 109 110 111 112 113 114 115 116 117 119 Assign Plan to Unit gt gt id 4 3 Highlight a commission an unassigned unit and click the Assign to Unit button C Property Management Resources Owners Commission Plans Commission Assignment Charge Items Assign Charges Reports U igned Plans hoi Assignments Description Unit Unit Plan Description Standard Commission Plan 110 35 25 15 111 1 1 2 00 CA gt Standard 80 20 113 114 115 116 117 1
34. rner Tim 4 gt Vargas Rita Hawaii Kayaking 111 y sa 112 110 Walker Larry 113 Ward George 114 Williams Lee 115 Wilson Tony 116 Y avorski Joe Defense Contractors Inc 117 Zallar Chad Add New Owner x 119 Assignments 4 Unit First BusinessN ame zj Assign Unit to Owner gt gt 7 D lt lt Remove Assignment i RezStream 3800 Gilpin Street Suite 2 1 Denver Colorado 80205 www rezstream com Page 8 support rezstream com 303 872 0220 Last Update 3 16 2007 RezStream Inc RezStream Property Management Module User s Guide The unit and owner s name is now listed in the Assignments table Property Management Resources Owners Commission Plans Commission Assignment Charge Items Assign Charges Reports U igned Owners bound Assignments Last First BusinessN ame Unit Last First BusinessN ame Trevor 101 Vargas Rita Hawaii Kayaking Reeves Dan 102 Rice Brian 103 Riley Pat Miami Heat 104 Simms Mindy 105 Snider Todd 106 Spence Brian 107 Strait George Strait Enterprises Inc 103 Turner Tim 110 Van Pelt Bradlee 111 Hawaii Kayaking 112 Walden Chris 113 Walker Larry 114 Ward George 115 Williams Lee 115 Wilson Tony 117 Yavorski Joe Defense Contractors Inc 118 Zallar Chad 119 Add New Owner lt lt Remove Assignment
35. sney Kenny 111 Clark Laura 112 Dale Joe 113 DeBerry Fisher 114 DeLay Heath M wRealtor com 115 Doyle Jayleen 116 Ecklund Matt 117 gl Elway ohn Denver Broncos m 118 Add New Owner Assign Unit to Owner gt gt RezStream 3800 Gilpin Street Suite 2 1 Denver Colorado 80205 www rezstream com Page 6 support rezstream com 303 872 0220 Last Update 3 16 2007 RezStream Inc RezStream Property Management Module User s Guide 3 The RezStream Professional Name Search dialog window displays Enter the owner s last name and first name and click the New button Last Name First Name PezStream Professional Name Search Layer QD Ne 37 Select X Cancel Business Name Last Name First Name Spouse ddress i BI Home Work Flexor i redericks riedman oster qu lt tu 118 fla pl o mes enny r 1 Denver co th St 03 681 32 Ple ellevue 4708RedRockDrive Larkspur CO 303 57 5452 8812 Noth Street Colorado Springs 434 W PraneRoad Ellicott A P J FEES A LO I E dm E 720 546 12 pp 14 765 12 05 661 12 Tst we Aspen CO 970 923 371 506 889 12 e BAftenWay Leah 44234 South 20 57 23 AAA osa 970 476 29 970 476 11 Christy 719
36. t are agreed upon as part of the owner management company contract These charges are deducted from owner revenue based on one of the following timeframes a b C Invoice Daily the charge is applied each night reservation is in house Once per Invoice the charge is applied once per reservation Per Period the charge is applied once per statement period defined for each individual property often monthly Year Start the charge is applied at the beginning of each year January 1 Year End the charge is applied at the end of the year December 31 Biannual the charge is applied twice a year January 1 and July 1 Quarterly the charge is applied four times a year January 1 April 1 July 1 and October 1 2 Unscheduled charges Charges that are not anticipated however they are also deducted from owner revenue based on the owner management company contract An example of an unscheduled charge is plumbing repairs that are made to the unit These repairs are not anticipated but are still the owner s responsibility RezStream www rezstream com Page 17 3800 Gilpin Street Suite 2 1 support rezstream com 303 872 0220 Denver Colorado 80205 Last Update 3 16 2007 RezStream Inc RezStream Property Management Module User s Guide CREATING SCHEDULED CHARGE ITEMS Owner charge items are first defined and then assigned to specific units Charge items are created from the Property
37. unt Cleaning Fee 25 00 Plumbing Repair 75 0 Snow Removal 25 0 Homeowners Dues 25 0 Miscellaneous Maintenance 100 00 Carpet Cleaning 150 00 Painting 50 00 b Click the Add Selected Charge button A calculator is displayed where you can enter a quantity and have RezStream Professional calculate the total charge Set Amount and Quantity and Save m Amount Quantity Cancel RezStream www rezstream com Page 25 3800 Gilpin Street Suite 2 1 support rezstream com 303 872 0220 Denver Colorado 80205 Last Update 3 16 2007 RezStream Inc RezStream Property Management Module User s Guide c Enter an updated price for the unscheduled charge if necessary Property Management Fees to Owner Dae Unt Descriiplom Revenue Fee Lock 2 8 2008 120 Cleaning Fee 50 00 25 00 245 2006 120 120 Suite Lomm 1125 00 25 00 2 4 2006 120 120 Suite Comm 125 00 25 00 21042006 120 120 Suite Comm 145 00 29 00 2 11 2006 120 1120 Suite Comm sM amp 00 92900 1 2 12 2006 120 Cleaning Fee 125 00 2412 2006 120 27372006120 120 Suite Co 812500 241 442006 120 120 Suite 125 00 2715 2006 120 120 Suite 1125 00 ai 2 28 2006 120 Carpet Cleaning Lock All Current Charges Unlock All Current Charges Entering a checkmark in the Lock column locks the char
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