Property Administration

1.Add New Property

Add New Property
 To add a new property to your Team Real Estate, Inc. EzRez database, click on the Add New Property link located on the Property Administration main page.  The next couple of forms will ask you for information regarding the new property's name, address, country, region, subregion and city.  Click on the Goto Next Step button after you've completed each form.  After entering the property's city, you will encounter many forms asking for the property's description, instructions, rates, payee, owner, property manager, extra cost options, discounts/premiums and calendar information.  Enter all the appropriate information and click the button at the bottom of each form to proceed to the next form.  When you are done with all the forms, you will be returned to the Property Administration main page.

2.Change Personal Profile

Change Personal Profile
 This option is used to change the profile of the system administrator.  If changes need to be made, click on the Change Personal Profile link located on the Property Administration main page.  Enter any information that needs changing on the next form and click the Change Settings button at the bottom of the form.

3.Administrative Tools
 To use the administrative tools, you have to login as the administrator of the Owner Toolbox.  Once logged in, you will be on the Property Administration main page.  Click on the Administrative Tools link in the upper right hand portion of the page.
3.1Add Account
3.2Edit Account
3.3Regenerate Property
3.4Edit Gold List
3.5Make Reservation
3.6Change Property Status
3.7Invoice Search
3.8Upcoming Arrival Report
3.9Change Ownership
3.10Change Manager
3.11Display Golden Properties
3.12Recreate Invoice
3.13Reinstate Canceled Invoice
3.14Owner Information By Property

Add Account
 Adding a new account is necessary when there is a new owner that needs to access our Owner's Toolbox.  The Add Account tool will give the owner a password so that they can log-in to the Team Real Estate, Inc. EzRez database and modify their own property information.  To add a new account to the Team Real Estate, Inc. property database, click on the Add Account link located on the Administrative Tools main page.  The next page contains a form with many fields.  Every field is required except for Fax and Pager.  After entering the new account information, click the Add Account button at the bottom of the form to complete the addition.
    The next step is to add properties to the new owner's account.  If the property already exists in the database, go to the Change Ownership section of this manual.

Edit Account
 To edit an account, click on the Edit Account link located on the Administrative Tools main page.  The next page contains a list of all the Team Real Estate, Inc. property owners in the database.  Click on any of the blue underlined Usernames to edit that owner's account information.  Once you've made your changes, click the Change Settings button at the bottom of the form to complete the changes.

Regenerate Property
 This function is used to refresh any changes that may have been done recently on a property.  To regenerate a property, click on the Regenerate Property link located on the Administrative Tools main page.  The next page contains a list of all the properties with Team Real Estate, Inc..  Click on any property description to regenerate the property.

Edit Gold List
 To edit property owners on the Gold List, click on the Edit Gold List link located on the Administrative Tools main page.  The next page contains all the property numbers in the Team Real Estate, Inc. EzRez database.  To add or remove a property from the Gold List, click on the button next to the property number and click the Submit button.

Make Reservation
 To make a property reservation, click on the Make Reservation link located on the Administrative Tools main page.  This will take you to a page with all the Team Real Estate, Inc. properties listed.  Click on the underlined property name and you'll get another page that asks "What type of reservation?"  The two choices here are 1) an Administrative Reservation and a 2) Normal Reservation.  An administrative reservation differs from a normal reservation in that it enables you to modify the deposit and installment amounts.  In the normal reservation, you will not be given any open fields in which to modify these amounts.  After entering in all the rest of the information on the screen, click the make reservation button on the bottom of the form to complete the reservation.  Note that there are required fields that you must fill in order to proceed with the reservation (name, phone, email, address, and credit card.)

Change Property Status
  This tool allows the user to either activate or inactivate a property.  This will change the status of the property, which will affect whether the property can be booked.  To change a property's status, click on the Change Property Status link located on the Administrative Tools main page.  This will take you to a form that lists all properties that are either activate or inactive.  Click on the property description to change the status of the property.

Invoice Search
 To search for an invoice, click on the Invoice Search link located on the Administrative Tools main page.  The next form allows you to search by invoice code, property code, start date, name of guest or by browsing all invoices.  To do a search, enter the appropriate information and click on the Search button at the bottom of the form. The search function is case-sensitive, so be sure to either enter the name of the guest starting with a capital letter, or some portion of the guest's name in small case (Ex.  John Doe could be searched by John or ohn). If your search results in more than one match, you will be presented with a list of matching entries. If you have only one match to your search, you will go directly to a page that gives you the options to modify, view, or cancel that particular invoice. There is also a Search Again link to return to the Invoice Search main page.
    The modify invoice function allows you to modify most of the characteristics of an invoice, including stay dates, number of occupants, options, guest information, and rates. Certain restrictions may prevent you from having full flexibility in modifying the invoice. An example of this is if you wish to extend the stay dates another week, but this particular property has another booking less than a week away. You will be unable to modify the invoice unless you either change the booking dates of the conflicting invoice or shorten the intended stay days. Other restrictions may be the minimum number of days allowed for a particular booking, the maximum number of guests, or even applying certain options. To bypass these restrictions, you'll need to modify the property characteristics in the database so that the restrictions no longer inhibit your changes.
    The view invoice function simply displays the invoice reflecting the most current changes. The cancel invoice function will cancel the invoice so that it cannot be modified. Invoice search will still find the canceled invoice, but you will only be able to view the invoice. If you need to modify a canceled invoice, you'll need to reinstate the invoice. After reinstatement, the invoice will be modifiable once again.
 To browse through all the invoices, click on the Display All Invoices button located on the Invoice Search main page.  This gives you a list of all the Invoices in the Team Real Estate, Inc. EzRez database, of which you have the option to view or cancel any of the invoices.

Upcoming Arrival Report
 To get a report on any of the guests arriving, click on the Upcoming Arrival Report link located on the Administrative Tools main page.  This will give you a form that allows you to enter a range of dates that you're interested in.  After entering the dates, click on the Continue button to display a list of all guests arriving within the specified dates.  You can also view the next weeks arrivals by clicking on the View Next Week button.

Change Ownership
 The Change Ownership tool allows you to designate new ownership of a property.  To change the ownership of a property, click on the Change Ownership link located on the Administrative Tools main page.  This action displays a list of all the properties in the Team Real Estate, Inc. EzRez database.  If you want to add an existing property to a new owner's list of properties, click on the desired property to display a form where you can enter new information about the owner of the property.  You can change teh owner in two ways: (1) You can use the drop-down box to select an owner already in the system and click the Change Owner button, or (2) you can enter the information on the new owner into the empty text fields and click the Add Owner button.

Change Manager
 There are instances where the property is under the discretion of a property manager instead of the property owner.  This tool allows you to keep information about the property manager separate from the property owner.  To change the manager of a property, click on the Change Manager link located on the Administrative Tools main page.  This action displays a list of all the properties in the Team Real Estate, Inc. EzRez database.  Click on the desired property to display a form where you can enter new information about the manager of the property.  You can either change the manager by entering the new information and clicking the Change Manager button, or add a new manager to the property by clicking the Add Manager button.

Display Instant Online Properties
"Instant Online" properties are properties that Team Real Estate, Inc. EzRez can book without questioning whether the information provided to us is valid or not.  To reward these reliable owners, their properties are designated as "Instant Online" and are given priority whenever a guest searches for properties listed with us.
    To display a list of all the Instant Online properties, click on the Display Instant Online Properties link located on the Administrative Tools main page.  You will see a list of properties sorted by property code.  To add or remove properties from this list, go to the Edit Instant Online List section of this manual.

Recreate Invoice
The purpose of recreating an invoice is if the invoice has been deleted.  The invoice is still stored in the database, so the recreate function will regenerate the invoice and make it viewable as if it was never deleted.
    To recreate an invoice, click on the Recreate Invoice link located on the Administrative Tools main page.  Next, enter the invoice code into the empty text field and click on the Recreate button.  After recreation, you can view the invoice by using the Invoice Search function.

Reinstate Canceled Invoice
    The purpose of reinstating an invoice is to allow you to make changes to the invoice that are not possible when the invoice is in a canceled state.  To reinstate a canceled invoice, click on the Reinstate Canceled Invoice link located on the Administrative Tools main page.  The next page will have an open text field where you can enter the invoice code of the canceled invoice you want to reinstate.  After entering the invoice code, click on the Reinstate Invoice button to complete the reinstatement.

Owner Information By Property
    This administrative tool allows you to view basic information about each owner in a single form.  The kind of information you will see are the property code, property name, property address, owner/payee, owner/payee address, and owner/payee phone.
    To view owner information sorted by property number, click on the Owner Information By Property link located on the Administrative Tools main page.  If you need to see more in depth information about a property, go to the Property Administrative main page and click on the Edit Property button associated with the property you want to view.

4.Updating Property Information
     If you need to change information about a property, first go to the Property Administration main page.  If you are unsure of where you are, click on Main Page icon located on the upper right hand portion of the form.  Once on this page, click on the Edit Property button, which is located on the same row as the property you wish to modify.  This action will take you to a form with ten icons for various actions.  Each of these icons will be discussed next.
4.1Edit Location
4.2Edit Description
4.3Edit Information
4.4Edit Rates
4.5Edit Payee
4.6Edit Owner
4.7Edit Prop Manager
4.8Edit Extra Cost Options
4.9Edit Discounts/Premiums
4.10Edit Calendar

Edit Location
 To edit the location of a property, click on the Edit Location icon.  The subsequent form has several fields that contain information about the property's name, address and country.  You can modify any of the characteristics of the property's location by filling in the appropriate information and clicking the Goto Next Step button at the bottom of the form.  The next form asks for you to specify the region of the country where the property is located.  Again, click on the Goto Next Step button to proceed to forms that ask for the subregion and city where the property is located.  Click on the Goto Next Step button at each form until you return to the form with the ten icons.

Edit Description
 To edit the description of the property, click on the Edit Description icon.  This action will take you to a form with the desired fields to edit the description of the property, number of bedrooms and bathrooms.  Click on the Submit Query button at the bottom of the form to complete the changes and return to the form with the ten icons.

Edit Instructions
 To edit the instructions about check-in and check-out times, directions and emergency information, click on the Edit Instructions icon.  After filling out the desired information, click the Submit Query button at the bottom of the form to return to the page with the ten icons.

Edit Rates
 To edit the rate information of the property, click on the Edit Rates icon.  This action will take you to a form with a number of fields divided into four sections.  The first section contains fields regarding the "Base Rates" of the property.  You can change the daily and weekly rates of the property, as well as the tax rate.  You can also update the Rates Good Until date.
 The next section of the form is labeled "Base Rate Minimums," where you can specify the maximum number of occupants for which the base rates apply.  You can also specify the minimum number of days the occupant must stay in order to book the property.
 The third section of the form is labeled "Rates Per Additional Occupant," where you can list the cost of any additional occupants.  The fields provided allow you to change the daily and weekly rates for the additional occupants, as well as specify the maximum number of additional occupants.
 The fourth section of the form is labeled "Cleaning," where you can specify the cleaning fee.  Once you have entered all the appropriate information, click on the Submit Query button at the bottom of the form to complete the changes.  If there were no errors in the changes, you should be returned to the form with the ten icons.  If there was an error, a message would be generated at the top center of the form indicating what the error was.

Edit Payee
 Payee information pertains to the person and address to which payments will be sent upon booking the property.  To edit the payee information of the property, click on the Edit Payee icon.  This action will take you to a form with a number of fields where you can enter information about the payee's name, address, phone, fax, pager/cell and email address.  This option is provided in case the payee and owner are two different entities.  Once you have entered the appropriate information, click on the Submit Query button at the bottom of the form to complete the changes.

Edit Owner
 To edit the owner information, click on the Edit Owner icon.  This action will take you to a form with a number of fields where you can enter information about the owner's name, address, phone, fax, pager/cell and email address.  This option is provided in case the owner and payee are two different entities.  Once you have entered the appropriate information, click on the Submit Query button at the bottom of the form to complete the changes.

Edit Prop Manager
 To edit the property manager information, click on the Edit Prop Manager icon.  This action will take you to a form with a number of fields where you can enter information about the property manager's name, address, phone, fax, pager/cell and email address.  Once you have entered the appropriate information, click on the Submit Query button at the bottom of the form to complete the changes.

Edit Extra Cost Options
 To edit any additional costs associated with the property, click on the Edit Extra Cost Options icon.  This action will take you to a form with a number of fields divided into two basic sections.  The upper section of the form is where you can add additional cost options to the property.  You can specify the name of the option, the flat charges, tax rate, the daily and weekly extra rate.  Once these fields are completed, click on the Add New Cost Option button just below the aforementioned fields to complete the changes.
 The lower portion of the form contains a list of the additional cost options that have already been entered.  Any new entries should appear in this list immediately.  Click the Delete button to delete any of the additional cost options.

Edit Discounts/Premiums
 To edit any discounts or premiums associated with the property, click on the Edit Discounts/Premiums icon.  At the top portion of the form is a list of all the current discounts/premiums.  The start and end dates, the percentage discount/premium and any other comments are displayed for each of the discounts/premiums listed.  There is a checkbox to the left of each entry that is used in selecting the entry.  The checkbox is used to delete an entry by clicking the checkbox followed by clicking the Delete Selected Discounts/Premiums button.
 To add a new discount/premium to the property, use the drop-down boxes located just below the list of discounts/premiums.  There is a drop-down box to specify whether you want to add a discount or a premium, from what dates you want the special to extend, any comments and what percent discount/premium you want to apply to the property.   Click on the Add Discount/Premium button at the bottom of the form to complete the changes.

Edit Calendar
 To edit the property's calendar, click on the Edit Calendar icon.  This will take you to a form where you can block dates on the calendar and view invoices of bookings already made to the property.  These actions are detailed in the "Calendar Blocking" section of the manual.

5.Viewing and Updating a Calendar
5.1View Calendar
5.2Calendar Blocking
5.3View Invoices

View Calendar
 To view a property's calendar, click on the View Calendar link associated with every property listed on the Property Administration main page.  This takes you to a form with a calendar where you can view all the dates booked, blocked and available.  The dates that are black in color represent available dates, while the dates underlined and blue in color represent the dates booked and the dates with a gold background represent the blocked out dates.

Calendar Blocking
 To update a calendar, you must be on the View Calendar sheet.  The instructions on how to get to this sheet are described in the Viewing Calendar section of this manual.  Once on the View Calendar sheet, simply click on Calendar Blocking, which is located on the upper left hand portion of the form.  The next form you will see is the Block Out Date sheet.  At the top center portion of the form, you will notice a section labeled "Block Out Dates."  This is where you can reserve certain dates on a property's calendar that cannot be booked.  To block a range of dates, just specify the "Check in Date" and "Check out Date" by clicking on the drop-down boxes that are to the right of these labels.  You can also specify who is blocking the property by typing in  a name in the field labeled "Blocked By" in bold lettering.  To finish blocking the dates, click on the Block button.  You will then be presented with a message that will tell you whether you have been successful in blocking the dates or if there is a blocking conflict.
 Just below the "Block Out Dates" section of the form, there is a list of currently blocked out dates.  You have the option of deleting any of these blocked out dates by clicking on the Delete button located to the right of the blocked dates.  Clicking this button will generate a confirmation message at the top center of the form.
 The final list of dates at the lower portion of the form are all the booked dates.

View Invoices
 You can view invoices one of two ways: 1) Click on the View Calendar link from the main page.  Click on any underlined blue date in the calendar to view individual invoices.  2) Click on the View Calendar link from the main page.  Click on Calendar Blocking.  On the lower portion of the screen are all invoices for this property.  Click on View Invoice to view individual invoices.

Team Real Estate, Inc. - 66-250 Kamehameha Hwy, Suite D-103 - Haleiwa, Hawaii 96712 Phone: 1-(808)-637-3507 ext.#10 Fax: 1-(808)-637-8881 Toll Free: 1-800-982-8602 ext.#10 © 2000 Team Real Estate, Inc. Powered by Viata Online, Inc.