Recording Rental Attendance and Charging for Occupancy by Day
This article outlines methods for tracking occupancy and charging for rental attendance by day.
Table of Contents
With Rentals, you have the ability to record attendance and charge for occupancy for each separate date of a rental reservation. For Example: At Walden Pond Campground, you charge $5.00/night for each Adult and $2.00/night for each Child. Pets are free. When making a reservation, the system can be set up to prompt you with a table showing "Adults," "Children" and "Pets" (if you wish to record the number of pets). You then enter the number of Adults, Children and pets, and the system will record both attendance (based on a Daily Pass Code) and fees. So when the Emerson household (two Adults, two Children and a dog) makes a 3-day reservation, the system will charge $42.00 ($10.00/day for the two Adults, $4.00/day for the two Children and nothing for the dog). Additionally, the system will generate Daily Pass visits for all involved.
The following presents the basic steps required to take advantage of this functionality. If you have additional questions after reading this document, please contact Vermont Systems Customer Service by phone at 887-883-8757 or generate a Support Case through the Customer portal of the Vermont Systems web site using your Customer ID and password.
Required File Maintenance
- Link a Facility Location Code to eachRental Item for which you want to record attendance and charge for occupancy. This is how the system knows the location of the reservation where you will be recording attendance.
- The Facility Location field appears on the Core Settings screen of Rental Item Update.
- Use the Bulk Change program at the bottom of the Rental Item Management DataGrid, if desired, to expedite the process. Select FacilityLocation from the Available Fields DataGrid.
- Establish Fees for your Rental Items and ensure:
- The Fee Type is set to Rental Visit. The Rental Visit Fee Type initiates the Fee Prompt at reservation. If you use tiered pricing, as in the example above, you will want a separate Fee for each pricing option. A separate field will appear on the Prompt for each Fee using the Rental Visit Fee Type.
- A Daily Pass Code is linked in the Rental Visit Daily Pass field, located in the Miscellaneous Settings group. (Use Advanced Fee Add or Update to access this field.) When processing a Rental Reservation, the Daily Pass Code linked here will be added to the Shopping Cart automatically Fees to record the Visit/Attendance. Any Fees linked to the Pass Code, itself, will be stripped upon being added to the Shopping Cart.
- Link Fees as you normally would. Fees can be linked at any level of Hierarchy.
No additional set up is required. Fee Criteria, Rules and Rule Criteria and Questions work as they normally do otherwise. Whether you opt to use Fee Criteria, Rules, and/or Questions is dependent upon your Department's policies.
Processing Example
- The following presents an example of the Fee Prompts you might see when using this feature.
In the example above, the Walden Pond Campground charges $5.00/night for each Adult and $2.00/night for each Child. Pets are free. The Emerson household (two Adults, two Children and a dog) makes a 3-day reservation (25 - 27 July 20xx). The fee prompt will look as follows:
- Click Continue. The fees will move to the Shopping Cart, where the Daily Pass Code you linked to the Rental Visit Type Fee will also be displayed.
- Complete the Sale as you normally would.