MONTH END OWNER STATEMENT PROCESSING

Transcription

1 MONTH END OWNER STATEMENT PROCESSING Purpose: To define the steps necessary for processing Owner Statements at Month End Scope: Escapia Vacation Rental Suite (VRS) Reservation & Accounting systems with regards to Owner Statements Topics: Review the Reservations for accuracy and completeness Process the Booking Revenue Enter Bills Generate Bills TEST Owner Statements for accuracy and completeness o Review the statement o Cut checks Process the real owner statements o Process, print and publish Pay Owners Escapia Consulting and Professional Services: Month End Process Consulting is available upon request Please contact your Sales Rep Escapia Technical Support: Technical Support is available 24/7 to assist with VRS functionality issues and questions. Technical Support can be reached at: Knowledge Base: Phone: Located in VRS ADMIN tab support@escapia.com ext3 When calling please provide: Agency Name, Phone Number Contact name Details of issue or error What is happening vs. what should be happening

2 1 Review the Reservations for accuracy and completeness Reviewing the Reservations for the period does not have to be a long process that involves opening all the reservations However, the more complete a review performed the easier it will be to locate any issues. The Grid displays all reservation statuses for a period at a glance Check in and Check Out are not required for month end processing

3 2 Process the Booking Revenue ACCOUNTING > PROCESS BOOKING REVENUE First Click on the ACCOUNTING tab Then select the PROCESS BOOKING REVENUE option The First Night and Last Night should encompass the month period Select the Processing Method First Night, Last Night or Departure Day Click the SEARCH button Select all the transactions for the month by placing a check mark in the box next to the desired records Click the POST SELECTED BOOKINGS button The process confirmation screen displays the number of bookings processed - Verify that all the selected transactions have been processed. o If there are any that did not determine the reason and re-run the process - for example when a booking spans between months.

4 3 Enter Bills ACCOUNTING > ACCOUNTS PAYABLE > ENTER BILLS First Click on the ACCOUNTING tab Then select the ACCOUNTS PAYABLE menu Then select the Enter Bills option Select the Entity type Vendor, Owner, Business Then select the Entity Vendor name, Owner name, etc Enter the Posting Date Select the Terms Enter the Due Date Enter the Amount Enter the Unique Reference Number or check the box labeled Automatically Generate Enter the Bill Memo Select the Accounts Payable Account

5 3 Enter Bills - Continued ACCOUNTING > ACCOUNTS PAYABLE > ENTER BILLS Now click on the ADD EXPENSE button on the right side From the pop up window enter the EXPENSE AMOUNT o You can enter one expense that balances to the Total Amount or o Enter in several Expenses that balance to the Total Amount Then select the Expense To target General/Owner/etc Select the EXPENSE ACCOUNT Enter a memo Click the APPLY button Again if needed enter another Expense by clicking the ADD EXPENSE button Once all Expense entries are entered verify that the total expenses balances to the Total Bill Amount Click the SAVE button to complete the task Please Note: If the BILL BALANCE does NOT match the AMOUNT the Bill will not save

6 4 Generate Bills ACCOUNTING > ACCOUNTS RECEIVABLE > GENERATE BILLS Select the ACCOUNTS RECEIVABLE menu Select the GENERATE BILLS option Enter the PROCESSING DATE Click the SEARCH button From the list of records Select the Bills to generate by placing a checkmark in the box next to the Contact Name Enter a POSTING DATE Enter a BILL DUE DATE Click the GENERATE BILLS button

7 5 TEST Owner Statements for accuracy and completeness Review the statement: ACCOUNTING > STATEMENTS > GENERATE OWNER STATEMENTS Select the STATEMENTS menu Select the GENERATE OWNER STATEMENTS option STEP 1 select the Start, End and Process Date Click the NEXT button STEP 2 Place a check mark in the box next to the owner name to select an owner for testing purposes select only a small batch of owners Click the NEXT button STEP 3 click on the link labeled OWNER STATEMENT located next to the owner name In the Escapia Correspondence Editor window review the Owner Statement for accuracy o Verify the name and address o Verify the totals and balances If the statement is correct close the pop up window and restart the Generate Statement Process. This time select all the statements Select the Actions by placing a checkmark in the box next to each action: o o Publish o Save o Mark Reconciled 5 TEST Owner Statements for accuracy and completeness Cut checks: ACCOUNTING > ACCOUNTS PAYABLE > PAY BILLS AND REFUNDS Select the Accounts Payable menu Click on the PAY BILLS AND REFUNDS option Select the Bills to Pay by placing a checkmark in the box next the Bill Due Date Enter the Payment Posting Date Enter the Pay Account From Place a checkmark in the PRINT CHECKS box Click on the PAY SELECTED ITEMS button By clicking on this button the system will process all checks selected into the PRINT CHECKS module. The system will then navigate you to ACCOUNTING > BANKING > PRINT CHECKS Ass this is part of the Month End process and the Owner statement Process we will print checks just yet. First we have to run the final batch of the Owner Statements

8 6 Run Final Draft of Owner Statements: Before printing the checks we will run the final draft of the owner statements and also and publish (owner web) them as well. The steps for the Owner Statement Final Draft are similar to the rough draft steps. By this point the statements have already been verified for accuracy and correctness. ACCOUNTING > STATEMENTS > GENERATE OWNER STATEMENTS Select the STATEMENTS menu Select the GENERATE OWNER STATEMENTS option STEP 1 select the Start, End and Process Date Click the NEXT button STEP 2 Place a check mark in the box next to the owner name to select an owner for testing purposes select only a small batch of owners Click the NEXT button STEP 3 , Publish, Print and Reconcile Select the Actions by placing a checkmark in the box next to each action: o o Publish o Save o Mark Reconciled Please Note: At the very least the SAVE option must have a check mark. If you are publishing the statements to Owner Web at least PUBLISH and SAVE must have a check mark Click the PRINT button In the Escapia Correspondence Editor window click the PRINTER icon at the top left Once the final draft is run then the checks can be printed.

9 7 Printing Checks: ACCOUNTING > BANKING > PRINT CHECKS With the final draft of the statements printed, all that is left is to cut the checks. Click on the BANKING menu Select the PRINT CHECKS option BANK ACCOUNT select the account to print the checks from (the default account is Trust Select the Items to print by placing a check mark next to each item o o This will automatically calculate the FIRST and LAST check# If the check number in the FIRST CHECK# field is incorrect (it does not match your physical document then change the number in the FIRST CHECK # field Once all checks for printing have been selected click the PRINT SELECTED CHECKS button This will launch Adobe Acrobat the screen will display all checks in the format they will print Place your check stock in the printer and click on the PRINT icon in the Acrobat window Verify the print job completed correctly Click the PRINT SUCCESSFUL button to exit the Adobe window and remove the items from the print queue