TCS Reservations

A List Of Lists (core data set up):

(Hand-Type Only When You Cannot Pick From A List)

System~>Vendors

(NOTE: The Vendor core data needs to be set up first. Everything else asks for the Vendor)

• Name

• Mailing Address
• Phone Numbers
• Tax ID Number
• These can be added on the fly, as needed.
• Your company will be the main Vendor for most expenses (reimbursements) from escrow

System~>Tax Authorities

• Name of Authority ~ Such as:
• State of Tennessee (sales tax),
• City of X (lodging tax),
• Any other tax that needs to be collected, reported, and paid.
• Tax mil per $100 (e.g. 2.25% for Gatlinburg)
• Pay To Account from Vendor’s List (make sure there is a Vendor to match each Tax Group)
• Group Tax Authorities according to what applies to your taxed locations

System~>Chart of Accounts

• Account Name
• Header Account (if applicable)
• Description (prints out on all reports)
• Income or Expense: usually, only

Ø DAMAGE DEPOSIT (we suggest naming this account DD),

Ø Point of Sale,

Ø Gift Certificate,

Ø Owner Paid-Ins,

Ø Prepayment and

Ø Rent Received

accounts are income ~ all other accounts are expensed)

• Applicable to Vendor, Owner, or Taxes (who winds up with the money?)
• Taxable or Not, and if so, what Tax Group
• Default Vendor (This is whom the check is written, and if they are not in the drop-down list, you need to stop, return to the Vendor Set Up and add them)
• Here are some possible to-be-expensed Accounts you will probably need:

ü Rent Charged: Tax Group (Rent Charged accounts apply to Owners, and do not have a “Pay To”)

ü Cleaning Fee: Tax Group (Applies to Vendors)

ü Package: Item: Taxed or No Tax

ü Individual Tax Authorities (There must be an account applied to taxes to match each tax authority)

ü Credit Card Fees

ü Cancellation Forfeitures: Tax Group

ü Pet Fees: Tax Group

ü Owner Deductions

ü Guest Deductions

ü Processing Fees: Tax Group

ü Pest Control

ü Commissions

System~>Seasons

• Name of each Type of Rate Season (e.g. Low, Base, High)
• Color Choice on Calendar for each Rate Season

System~>Rate Defaults~>Rate Types Tab

• Name of Each Rate Type (1 Basic, 2 Basic, etc.)
• Daily Rate for Each Type for Each Season

System~>Rental Types

• This can correspond with Rate Type
• Or, they can be used to differentiate between Condos, Cabins, Chalets, etc.
• Or. they can be used to differentiate between Company-Owned and Other-Owned Units
• Each Rate Type can be tied to one checking account

System~>Locations

• A list of locations customized to your range

Rental Units~>Unit List~>Guest Deductions Tab

• Must be added individually to each property (processing fee, cleaning fee, etc.)
• Type in Name, Pick Account, Set the Amount

System~>Owner Deductions (Deduction Defaults)

• The main list is created in Deduction Defaults and then either globally updated or manually assigned to each property in the Unit List
• This is a list of recurring charges (e.g. Pest Control, Lawn Care, Marketing Fees, etc.)
• Even if only one unit has a certain reoccurring charge, enter it here

System~>Guest Packages

• Package Name
• Account to apply to from the Chart of Accounts
• Vendor this Package pays to
• Package Price

Accounting~>Bank Ledgers~>Accounts

• Name of Account of Each Account
• Address
• Contact
• Phone Numbers
• Last Check Number and Last Deposit Number
• Check Printing Options
• Include an additional account named DAMAGE DEPOSITS to hold these in suspense

Rental Units~>Owners

• Last Name/First Name
• Full Address
• Tax ID Number
• Phone Numbers
• Email Address
• Names of Properties in Notes
• Be sure to fill in the “Pay To” box on each owner’s screen
• Note the units owned in the Notes section

Housekeeping~>Housekeepers Tab (Vendors/Employees)

• Cleaners’ Names and Phone Numbers
• User Name and Password for each Housekeeper for Web Housekeeping

Housekeeping~>Linen Types Tab

• List each type of linen your company uses under the Linens tab in Housekeepers
• Flat and Fitted sheets are usually listed as sets
• Assign that property’s specific linen requirements to each property under the Housekeeping tab in the Unit List
• This will print out on a housekeeping report to help pack a linen bag for each property

Housekeeping~>Hot Tub Cleaners Tab

• Hot Tub Vendors (cleaners) Names and Phone Numbers

Rental Units~>Amenities across all properties

• Name of Amenity
• Number of Each Amenity (e.g. TV’s = 3)
• Assigned Points (if you are using a point system)
• Toggle off/on Web Site for search function for Online Bookings (see Online Bookings, below)
• Even if only one unit has a certain amenity, enter it here

Rental Units~>Unit List

• Unit Name
• Property physical address
• Unit’s phone number
• Number of bedrooms, bathrooms
• Maximum Number of People Allowed in Each Unit
• Commission Charged by your company to that Unit
• Description of Unit
• Rental Type and Location
• Unlimited number of photographs of Unit (TCS recommends 250 pixels wide)
• Amenities for that specific Unit
• Account from the Chart of Accounts to use when charging rent for that specific Unit
• Property Owner(s) from Owners List and their individual percentage of ownership (Sole Ownership=100%, etc.)
• Rate Type
• Owner and Guest Deductions
• Damage Deposit amount for that specific Unit
• Linen Requirements for that specific Unit
• Unit household items that are under warranty
• Item
• Make
• Model
• Serial Number
• Warranted By
• Phone Number
• Expiration Date
• Web description for Online Bookings (if applicable)

Tools~>Work Orders~>Work Order Inventory

• Types of Work/Calls (e.g. Fireplace, Plumbing, HVAC, Hot Tub, etc.)
• Parts and Materials on Hand
• Locations of Inventory

System~>Users

• User Name
• Password
• User Initials
• Primary Role (Accounting, Reservations, Housekeeping)
• Cash Drawer Number
• Security Settings within each menu (HIGHLY customizable)

System~>Advertising

• All Advertising Campaigns
• Other sources of business (repeat, friend, walk in, travel agent, etc.)

System~>Rate Defaults~>Specials Tab

• Begin Date, End Date, Special Details
• Designate which Rate Types each special applies to

System~>Rate Defaults~>Minimum Nights Tab

• Begin Date, End Date, Number of Minimum Nights
• Designate which Rate Types each minimum applies to

System~>Company Info~>Email Options Tab

• SMTP Server, Email Account, User ID, Password (all from Internet Provider)
• Email message should be marked up with HTML if “Send in HTML’ box is checked

System~>Company Info~>Online Booking Tab

Ÿ 250 pixel-wide pictures with captions (unlimited number) with relevant and properly spelled captions

Ÿ Complete web descriptions

Ÿ Set a few amenities from the Amenities list, such as Hot Tub, Whirlpool, Pool Table, King Bed, Local Channels, Pet-Friendly, Non-Smoking, and any location amenities (view, creek, woods, secluded, down-town, pool, etc.) to “Yes”. These will appear as check boxes on the Search for Availability page; the fewer, the better.

Ÿ Windows 2000 Server or 2003 Server software

Ÿ T-1, cable modem, or DSL Internet connection

Ÿ Static IP address (request this from the Internet provider)

Ÿ Have Webmaster ready headers and footers for online booking templates

CORE DATA CHECKLIST

Vendors	Bank Accounts
Tax Authorities	Owners
Chart of Accounts	Housekeepers
Seasons	Linen Types
Rate Types/Rates	Amenities
Rental Types	Unit List
Locations	Work Order Inv.
Guest Deductions	Users
Owner Deductions	Advertisers
Guest Packages	Online Booking
Email Information	Specials/Minimums