Lauren Bonilla Entech Rental Management Software

1. End of Year Procedures Lauren Bonilla Entech Rental Management Software Navigate ’08: Charting Your Course for the Future

2. End of Year Procedures What is the most important part of running the End of Year Procedures? Backing up your data!!

3. End of Year Procedures What needs to be backed up? Let take a look…

4. EOY Procedures – Back Ups 1. Open Entech 2. Go To Maintain and Setup Database Connections. 3. Look at the Path to the Data. C:\condonet\ Your data may be in a different location. Please be sure to back up the correct database.

5. EOY Procedures – Back Ups The files in this directory can not be replaced by Instant Software. Make sure ALL users are out of Entech when you are backing up. You must back up the database, before you start the End of Year Functions. Do not overwrite this back up, label as EOY back up and keep in safe place.

6. EOY Procedures – Prep Prep Work • You will get a message on January 1st to remind you to update the calendar. • Important Note: Once you run the calendar update you will no longer be able to view the past year’s calendar from the tape chart or property info calendar. • You will not be able to run a Daily Revenue report (Reports, Forecasting, Daily Revenue) for the previous year. So, if you think you may want Daily Revenue reports for the previous year, print them before you update the calendar. • Make sure all guests who arrived in the previous year are checked in and any guests who departed in the previous year are checked out. • Update Rates for New Calendar Year – always make sure that you have new rates in for the second calendar year.

7. EOY Procedures – Reports Reports to Pull: Daily Revenue Property Info Sheet Reservation Reports Occupancy Reports These reports will be affected by updating the calendar.

8. EOY Procedures – Reports Reports to Pull: Daily Revenue Reports, Forecasting, Daily Revenue

9. EOY Procedures – Reports Calculate for dates that you will want to pull the reports for. For instance you may want to pull the report for the whole year but may also want month to month calculations.

10. EOY Procedures – Reports January - December Calculated Then pull the reports – Daily Revenue and Average Rental by Bedroom

11. EOY Procedures – Reports Reports to Pull: Daily Revenue Select the units you would like to print for.

12. EOY Procedures – Reports Reports to Pull: Daily Revenue

13. EOY Procedures – Reports Reports to Pull: Average Rental by Bedroom

14. EOY Procedures – Reports Reports to Pull: Average Rental by Bedroom

15. EOY Procedures – Reports January 2007 Calculated Repeat for the other calculations. Month to Month.

16. EOY Procedures – Reports Reports to Pull: Daily Revenue Select the units you would like to print for.

17. EOY Procedures – Reports Reports to Pull: Daily Revenue

18. EOY Procedures – Reports Reports to Pull: Average Rental by Bedroom

19. EOY Procedures – Reports Reports to Pull: Average Rental by Bedroom

20. EOY Procedures – Reports Reports to Pull: Property Info Sheet

21. EOY Procedures – Reports Reports to Pull: Property Info Sheet Top half of report shows MTD/ YTD totals

22. EOY Procedures – Reports Reports to Pull: Property Info Sheet Bottom half of report shows occupancy statistics

23. EOY Procedures – Reports Reports to Pull: Property Info Sheet Next page shows Rental information

24. EOY Procedures – Reports Reports to Pull: Reservation Reports Reports, Diagnostics, Reservation List

25. EOY Procedures – Reports Reports to Pull: Reservation Reports All Reservations on this report are arriving in 2007. So… What are you looking for?

26. EOY Procedures – Reports Reports to Pull: Reservation Reports Look at the status columns for all Reservations and make sure there are no zeros. What does that mean? The internal reservation statuses for Entech are numbered: 0 = Not Checked In 1 = Checked In 2 = Checked Out 3 = Cancelled We want to make sure any reservation on this report is at least checked in so there should be no zeroes. Statuses here indicate reservations are checked out.

27. EOY Procedures – Reports Reports to Pull: Reservation Reports Select the date range starting January 1 and ending December 31. Mark Yet to Arrive. This will report any reservations that have not been checked in for the year you are closing. You DO NOT want any reservations showing up. Reports, Reservation, Due in

28. EOY Procedures – Reports Reports to Pull: Reservation Reports Reports, Reservation, Due in

29. EOY Procedures – Reports Any reservations on these reports that have not been checked in pose a problem. • They may not have processed revenue correctly for the year you are closing. • They need to be checked in and out before running the calendar update. • Revenue should be processed for these reservations.

30. EOY Procedures – Reports Reports to Pull: Reservation Reports Select the date range starting January 1 and ending December 31. Mark Not Checked Out This will report any reservations that have not been checked in for the year you are closing. You DO NOT want any reservations showing up. Reports, Reservation, Due out

31. EOY Procedures – Reports Reports to Pull: Reservation Reports Reports, Reservation, Due out

32. EOY Procedures – Reports Any reservations on the Due Out report that have not been checked out must be checked out. • They need to be checked out before running the calendar update. • Go to Front Desk and check out the reservations.

33. EOY Procedures – Reports Reports to Pull: Occupancy Reports Report pulls for 1 month at a time.

34. EOY Procedures – Reports Reports to Pull: Occupancy Reports

35. EOY Procedures – Reports Reports to Pull: Occupancy Reports

36. End of Year Procedures OK – Now you can proceed with EOY. • You have backed up your data. • You have pulled the reports that will not be available once the calendar is updated. • You have pulled the reports so that you can find reservations that need to be checked in and out. • You have checked in and out reservations that arrived or departed in the year you are closing out.

37. End of Year Procedures Starting January 1 of the new year you will begin to receive a reminder message. This is not an “error message”. This information message means that Entech’s Calendar needs to be updated. This message will display until the calendar is updated.

38. End of Year Procedures Entech allows users to book reservations for a 2 year period. For instance, you will be able to book for the current year and 1 year out. (January 2008 through December 2009) The Software requires the user to update the calendar once a year. When the calendar is updated the user will be resetting the current year (2008 to 2009) and the second year (2009 to 2010). Updating the calendar will NOT affect any of the year end accounting functions for 1099’s. This is strictly used for reservation calendar purposes. Once the calendar is updated the replaced year (2008) will not be accessible on the calendars. You will still be able to access reservations for previous years. In order to book for the next year (2010), the calendar must be updated. DO NOT update the calendar more than 1 time per year.

39. EOY Procedures – Rates Updating the Calendar will allow users to book for 2009. You MUST make sure that Seasonal Rates are entered for 2009 before reservations are booked in 2009. This is VERY important!!

40. EOY Procedures – Rates You must verify that you have rates entered into Entech for 2010. Go to Reports and Rate Tables

41. EOY Procedures – Rates If rates have not been added for 2010, the rent will not calculate correctly for reservations booked in 2010. Go to Maintain, Databases and Rate Table to enter Rates.

42. EOY Procedures – Rates If rates have not been added for 2010, you can also copy existing rates. Go to Maintain, System Utilities, Property Utilities and Adjust Rate Tables.

43. EOY Procedures – Rates Maintain, System Utilities, Property Utilities and Adjust Rate Tables. You can copy the rates from one year to another.

44. EOY Procedures – Rates OR… you can increase/ decrease the rates from one year to another.

45. End of Year Procedures The End of Year Procedures have been consolidated in one area of Entech. There are 2 layers of closing out the year: Calendar Updating and Financials After backing up your data, open Entech and go to: Accounting, End of Year Procedures

46. EOY Procedures - Calendar End of Year Calendar Save / Update • The following slides will walk you through saving and resetting your calendar. • These first 2 steps should be done on January 1st or as soon after the 1st as possible. • Procedure: • 1. Click the Save Year button to save the current calendar. • 2. Click the Calendar button to activate the next year’s calendar. • Important: DO NOT RUN THE UPDATE PROCEDURE MORE THAN ONCE. • Month end does not need to be completed in order to do the calendar update. • This function is run on Calendar year only – not fiscal year.

47. EOY Procedures - Calendar Be sure all users are out of Entech. Also be sure that you do not have any other Entech screens open. The first step on this screen should be Save Calendar Year. This will allow you to print out Occupancy reports for previous year.

48. EOY Procedures - Calendar Click Yes to save the Previous Year’s calendar for Occupancy reports with Calendar. Failure to complete this step will impact the occupancy reports. If you update the calendar in error before completing this step – please contact Entech Support we can set you back.

49. EOY Procedures - Calendar Be Sure all Users are out of Entech Also be sure that you do not have any other Entech screens open. Go to Accounting, End of Year Procedures. Check the date for Last Performed. If it has already been run this year (2008) – Do NOT run it again.

50. EOY Procedures - Calendar Please click yes to confirm that every user is out of Entech. This is very important so that the calendar will update properly.