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If any configuration settings are directly connected to a system switch, that switch number is displayed on the Configuration screen.

Other Charges Tab

Click Other Charges for information.

VRS Switches Tab

The switches listed on this page are considered Vacation Rental System (VRS = "Check-in, Totals Not Reset") switches within RDPWin.  Any and all RDPWin customers may utilize them at any time.  The most significant changes in the way the system works are affected by Switch 426-06 detailed below.

Main Vacation Rental System Switches ("Check-in, Totals Not Reset")

Vacation Rental System Features (426-06)

When checked, "Check-in, Totals Not Reset" features throughout the system are available to vacation rental systems.  The major element of these features is to reset reservation totals to zero at check-in. The default for this switch is "No".  Features included are (1) reservation totals not reset at check-in, (2) hold deposits on cancelled reservations, (3) late check-in, early check-out, and direct check-out with no change to the reservation, (4) close of day activates charges and mark rooms as dirty, (5) no nightly post required.  When this switch is checked, RDP-DOS 996 can never be used by RDPWin, RDP-DOS, or combination customers.  RDP996 does not support Daily Charges for each day.  System Administrators: click converting to a "Check-in, Totals Not Reset" system for steps.

RDPWin "Check-in, Totals Not Reset"  (Switch 426-06=Yes)	RDPWin "Check-In, Totals Reset"  HCS/CCS (Switch 426-06=No)	RDP-DOS (Switch 426-06=Yes)
Nightly Post Not Allowed	Nightly Post of Room and Tax   - Change Room Status   - Update Rate Plan and Room Rate fields on res	Nightly Post Not Allowed
Reset Res From Folio	Reset Res From Folio	Utilities 996/995
Explode Transactions	Explode Transactions	-
	Balance Ledgers	-
Close Day   - Change Date   - Change Pay Codes   - Clear flags on Activities for the new date   - Clear flags for all transactions for new date and prior   - Change Room Status   - Update Rate Plan and Room Rate Fields on Res   - Generate Statistics and Forecast	Close Day   - Change Date   - Change Pay Codes   - Clear flags on Activities for the new date   - Generate Statistics and Forecast	Close Day Not Allowed

Check-in | Reservation Totals Not Reset at Check-In

RDPWin: "Check-in, Totals Not Reset" customers should set this switch to Yes, which tells the system to never zero out the totals at check-in. The reservation totals always include all future charges regardless of the reservation status. This allows a "rental contract" to be printed at any time showing all charges.

RDP-DOS: If this switch is set to Yes, do not allow check-in. Issue a message that check-in must be done with RDPWin.

Close Day

Close Day activates charges and marks the room s dirty (since no nightly posting is required when running in "Check-in, Totals Not Reset" mode).

Daily Charges

Daily charges on a future reservation are normally on the folio as one charge with the quantity adjusted for the number of nights and the number of charges. At check-in, these charges are removed from the folio.

RDPWin: Daily charge transactions are created for each day of the stay. At check-in, only the current day's transaction has the pre-post and 900 post flag removed. All other transactions remain the same and are part of the totals. Nightly Post clears the pre-post and 900 post flag each night.

RDP-DOS: If Vacation Rental System Features (426-06) is set to Yes, do not allow access to the Daily Charge field on reservations.

Early Check-Out

The system prompts to change the departure date and post today's room charge. With Vacation Rental System Features (426-06) set to Yes, this prompt no longer exists. The dates remain the same. All transactions have the pre-post flag and the 900 post flag will be cleared.

RDP-DOS: If this switch is set to Yes, do not allow check-out. Issue a message that check-out must be done with RDPWin.

Late Check-In

RDPWin: The system prompts to change the arrival date on a late check-in. With Vacation Rental System Features (426-06) set to Yes, this prompt no longer exists. The check-in can happen at any time, even if the departure date is in the past, and the dates are not changed. All transactions from the current system date and prior have the pre-post flag and the 900 post flag removed. This will back date the transactions into the GL.

RDP-DOS: If this switch is set to Yes, do not allow check-in. Issue a message that check-in must be done with RDPWin.

Other RDP-DOS Changes

RDP100K: Add the new Vacation Rental System Features (426-06) switch
RDP212: If Vacation Rental System Features (426-06) is set to Yes, then RDP212 cannot be run.
RDP900: If Vacation Rental System Features (426-06) is set to Yes, then RDP900 cannot be run to close the day.
RDP902: The new Other Charges field in the stat file (249,4) is the total of Other Charges 4-7.
RDP995: Initialize the new buckets to zero for file 80.
RDP910: Initialize the new buckets to zero for File 90 in RDP910 Option 2.
C1VRS: Turn off the "direct check-out Bart feature" if Vacation Rental System Features (426-06) is YES.
Other Charges Fields: This field is the total of Charges 1-7 (reservation screen & look screens).

Post Charges with Buckets 4-B Only with RDPWin

Direct charges with the new buckets can only be posted with RDPWin. IN RDP-DOS, test for Buckets 4, 5, 6, A, and B when charges are posted and issue a warning "posting bucket 'X' not allowed in DOS - Use RDPWIN".

Reset Res from Folio

RDPWin customers with Vacation Rental System Features (426-06) is set to yes cannot 996 from RDP-DOS.  Use Reset Res from Folio to deal with transactions appropriately.

VRS: Hide Total Rate Override Fields (Switch 414-36)

Enabled when Vacation Rental System Features (426-06) is checked, this checkbox is not checked by default.  The Total Rate Override fields are controlled by the VRS Switch 414-01.  By default, Total Rate Override fields are shown when Switch 414-01 is set to Yes until the setting for Switch 414-36 is checked.  Switch 414-36 allows VRS customers to turn off the fields.  This checkbox can also be maintained from the Reservation | Configuration screen.

Non-VRS: Show Total Rate Override Fields (Switch 414-37)

Enabled when Vacation Rental System Features (426-06) is not checked, this checkbox is not checked by default.  The Total Rate Override fields are controlled by the VRS Switch 414-01.  By default, Total Rate Override fields are not shown when Switch 414-01 is set to No until the setting for Switch 414-37 is checked.  Switch 414-37 allows non-VRS customers (hotel, condo-hotel, and timeshare) to turn on the fields.  This checkbox can also be maintained from the Reservation | Configuration screen.

Use 'Direct Check-Out'. No Reservations Will Be Checked In (RDPWin only) (414-01)

When set to yes, check-out is allowed without checking in a reservation.  Check-In is NOT allowed when this switch is checked.  See Check-Out for more information.  System Administrators: click converting to a Direct Check-Out system for steps.

Process Owner Revenue at Check-Out (414-02)

Enabled only when Use Direct Check-Out is checked, if "Process Owner Revenue on Check-Out" (414-02) is checked on the VRS Configuration screen and when Check-Out is selected from Reservations, a summary of the reservation charges and a grid displaying owner payments and charges is displayed for review. Click the Accept button to continue with check-out or Close to cancel the process.

Skip the Print Folio Option During Direct Check-Out

Enabled only when Use Direct Check-Out is checked, see Skip for details.

At Close-of-Day Only Mark Rooms Dirty That Are Checking Out (Never Mark at Check-out Time)

Enabled only when Use Direct Check-Out is checked, check this box to mark occupied rooms dirty during the Close Day process only when the Departure Date is equal to the new system date (the date that the system is rolling toward - tomorrow's date).  When not checked, all occupied rooms are marked dirty during the Close Day process regardless of Departure Date.  Customers using direct check-out that wish to schedule check-out cleans only and not a daily service should check this box.

Pay Owner Based On... (Switch 414-13)

For customers using direct check-out, owners can be paid differently for short-term (Switch 414-13) and long-term reservations (Switch 414-21).  Select "Arrival Date" or "Departure Date" (default setting).  If the Arrival Date is selected and a reservation is checked out, the charges on the reservation and the payment to the owner are processed in the arrival month of the reservation.  If the reservation is checked out prior to the departure date, the system first determines if the current system date is within the arrival month.  If so, then the system uses the current system date for the charges and the owner payment.  If not, the system uses the last date of the arrival month.

For Long Term Reservations, Pay Owner Based on...(Switch 414-21)

For customers using direct check-out, owners can be paid differently for short-term (Switch 414-13) and long-term reservations (Switch 414-21).  Select "Arrival Date" or "Departure Date" (default setting).  The dates used to pay the owner for long term reservations are determined at check-out in the same manner as the Pay owner based on setting.

Rates

Rates by Room Type Only or Room Number then Room Type (421-08)

Set to Room Type by default, select Room Type to calculate rates based solely on Room Type or select Room Number to calculate rates by Room Number and then Room Type.  Calculation by Room Number is utilized by properties who have unique rates for specific unit numbers.

Calculate Rates for Owner Reservations (319-09)

Set to No by default and only relevant for condominium and timeshare properties, this controls whether or not a room rate can be assigned to an owner reservation.

Calculate Rates for Guest of Owner Reservations (319-10)

Set to No by default and only relevant for condominium and timeshare properties, this toggles the ability to assign a rate to a guest of owner reservation.

Billing & Statements

Always Process Owner Statements on Calendar Month Only (912-01)

See Owner Configuration for information on this switch.

Pay Owner All Revenue in the Departure Month

See Owner Configuration for information on this switch.

Split Owner Revenue Across Months (912-02)

See Owner Configuration for information on this switch.

Calculate Owner Portion Net of Travel Agent and Credit Card Fees (425-15)

See Owner Configuration for information on this switch.

Use Hawaii Tax Feature for Owner Statements

See Owner Configuration for information.

Reservations

Allow Inventory Reservations

See Reservation Configuration for information.

Allow Preassign Reservations

See Reservation Configuration for information.

Use Individual Folios A & B

See Reservation Configuration for information.

Ignore Min/Max for Owner and Guest of Owner Reservations (425-17)

When checked, the system makes reservations without regard to the min/max settings on the room.

Use Owner Rotation for Maintenance Reservations (423-12)

When checked, the system puts the room at the bottom of the rotation when a maintenance reservation is made for that room. The result is seen in the Available Rooms screen if Switch 109-08 (Display availability in room number sequence) is "No".

Transfer Owner Reservation Balance to Owner Master (423-06)

When checked, if a balance is due when an owner checks out, that amount is transferred to the owner master.  When owner statements are processed and printed, that balance due is included in the statement.

Maximum Number of Nights Owner Can Use Units in a Calendar Year

Use the up and down arrows to set the highest number of nights an owner can use their own unit.  When owner reservations are made, The Days Used button is enabled to display the total room nights used by the owner for the current and following year.

Display "Held Deposit" Option on Cancellation Screen.

See Prompt for information.

Default "Held Deposit" as Selected

See Default for information.

Optional Password for Checking Out a Reservation with Balance Due (Not Required)

Enter text to require a password for checking out a reservation with a balance due.  If the password is left blank, no password is required.

Allow Prior Dates on Transactions (414-08)

When checked, the Date field is available when Posting Charges to in-house and checked-out reservations.  The Date field allows for the entry of a past system date on in-house and checked-out reservations. The date must be from the arrival date to the departure date on in-house reservations.  On checked-out reservations, the date must be the system date or a date from the arrival date to the departure date.  See chart for setting combinations.

Allow Future Dates on Reservation Transactions (414-15)

When checked (set to yes), then posting a date to other than the system date (or arrival) is allowed.  The date must be from the arrival date to the check-out date on all reservation types other than cancelled.  Switch 414-08 allows back-dated transactions and is also available.  The allowed dates for the reservation being posted to are also shown under the Charge Date drop-down.  The default setting is unchecked. 

The following table shows the results of Switches 414-08 and 414-15 for each reservation status:

Res Status	414-08	414-15	Allowed Dates
Future	N/A	Yes	Arrival Date to Departure Date
N/A	No	Arrival Date Only
In-House	Yes	Yes	Arrival Date to Departure Date
	Yes	No	Arrival Date to System Date
	No	Yes	System Date to Departure Date
	No	No	System Date Only
Checked-Out	Yes	N/A	System Date or Arrival to Departure
No	N/A	System Date Only

Rooms & Owners

Limit Room Numbers to Six Characters to Calculate Rates by Room Number (420-06)

When checked, the number of characters is limited to six when entering in room numbers. If switch 421-08 (calculate rates by room type or room number) is set to Room Number, then 420-06 should be set to yes. If unchecked and a room number exists that is greater than 6 characters, the phone actuator and voicemail interfaces will not work for these rooms. If unchecked and a room number exists that is greater than 6 characters, a room number minimum and maximum people should not be set on the room mast. This is due to the six character size of the subrecord in the Tablefile for the CR and S1 tables.

Allow Alternate Owner Number (425-10)

When checked, a 14-character owner number is allowed to access the owner record.

Check Contract Dates (414-03)

Switch 414-03 Check Contract Dates is now set to Yes when using VRS Demo files.  It can be configured from both the VRS and Reservations Configuration.  When set to yes, the system checks that the reservation dates are not past the Owner Master Ending Contract Date.  If so, the system does not allow the reservation to be made.  Check to enable the Check Contract Dates feature (only if module R3 is installed).   When enabled, the following occurs:

• When making a new reservation or changing room numbers, if Contract Start and End dates exist for a room and the check contract dates feature has been enabled, the available rooms listing does not include rooms that have a rental contract outside the reservation date range. If no contract dates are
  specified at all for a room, it is included in the available rooms list.
• When changing a reservation date or adding a sharewith, if Contract Start and End dates exist for the room and the check contract dates feature has been enabled, the reservation dates are verified to confirm they are within the rental contract dates.
• When making a reservation on the Tape Chart, if you choose dates outside the room’s rental contract dates and the check contract dates feature is enabled, the system prompts with a message indicating that the reservation dates are not within the contract dates. If no contract dates are specified at all for a room, all dates are open for reservations.

Click these links for Frequently Asked Questions or Troubleshooting assistance.

11/14/2012

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