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Modules R3 Condominium Owner Accounting and R6 Timeshare & Interval Ownership are required.
| Owner Configuration Tabs | |
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Timeshare Topics |
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Configuration |
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Overview
If any configuration settings are directly connected to a system switch,
that switch number is displayed on the Configuration screen. Configuration
for timeshare owners is divided into the following Tabs:
General
- Use Timeshare Contract File to Create Weeks
- When checked, the Contracts tab is enabled and using RDP-DOS is no longer allowed. Reservations and intervals are based on the owner's contract and not the Owner Type as in prior RDP-DOS timeshare software. The Owner Weeks tab allows weeks to be added and changed; however, when adding a week, a contract must exist in order for the week to be added to the owner file. Weeks are automatically added when contracts are entered using the Contracts tab. Contracts are held in the Contracts.dat file. Using contracts (instead of weeks), the system automatically generates the weeks and potentially creates the owner reservation and updates the cross-reference table based on the contract type (annual, biennial, fixed, float, etc.).
- Enable Point Ownership
- When checked, the timeshare system is point-driven instead of currency driven. Timeshare owners own points instead of weeks and use points to book and pay for reservations.
- Ignore Room# Owned When Owner is Added to Cross Reference File (Switch 414-34)
- When both "Use Timeshare Contract File to Create Weeks" and "Enable Point Ownership" are not checked, the "Ignore..." checkbox is enabled. When checked, adding an owner to the cross reference file, and the selected room number is not equal to the room number owned on the owner master; a warning "Owner ### does not own room ###. Continue?" is displayed. If "Yes" is clicked, the system continue with the add process. Otherwise, the process is cancelled. When this configuration setting is not checked (default setting), the system does not allow an owner to be added to the cross reference file unless the room owned on the owner master is equal to the room selected. In that case, an error message "Owner ### does not own room ###. Please re-enter" displays.
- Week Starts On
- Specify the default day of the week a timeshare owner's week should start on using the "Week Starts On". The value sets the default for the same field on the "Add Week" and "Add Room" screens.
Contracts
- Default Split Use on Contracts to Checked
- When checked, the Split Use checkbox on the Owners | Contract tab is checked by default. Properties with primarily split use contracts should check this box during installation to avoid having to check the box each time a contract is entered into the system.
- Future Years to Update Weeks, Reservations, and Cross Reference Files from the Contracts
- Use the up/down arrows or enter the number of years into the future that
the weeks, reservations, and cross-reference files are updated/created based on
Contract information. These functions are initiated by "Generate Weeks
from Contracts" and adding an active contract to an owner master.
The current year is always created/updated. This setting is for future years.
When Create weeks and reservations from contracts or when you add a new
contract, this setting indicates how many future years are calculated.
If the current year is 2008 and this setting is set to 2, then the weeks, reservations, and cross-references files are updated/created into 2009 and 2010 as well. - Start Creating Weeks, Reservations and Updating Cross Reference Files from the Contract Starting _______
- Select the date using the calendar function or enter the date from which weeks, reservations and the cross-reference files are to be created. Weeks, reservations, and cross-reference files are not updated until this date. The main purpose is to prevent this processing during installation preparation when owner masters and contracts are first being entered into the system. Once all entries are made, confirm all the settings are correct and check the week/reservation creation process for errors. Once the set-up is correct, update this date to the current system date to create all the weeks and reservations at once. This avoids a larger clean-up during installation should entry errors be made.
Weeks
- Allow Rotation of Owner Weeks
- When both "Use Timeshare Contract File to Create Weeks" and "Enable Point Ownership" are not checked, the "Allow Rotation..." checkbox is enabled. When checked, owner weeks follow a rotation schedule. The owner of Week 1 in 1998 will own Week 2 in 1999 and so on. The rotated calendar must be manually created.
- Prompt for New Res When Adding Timeshare Week
- When both "Use Timeshare Contract File to Create Weeks" and "Enable Point Ownership" are not checked, the "Prompt for New Res..." checkbox is enabled. When checked and a week is added to an owner record, the system prompts users to make a new reservation for the new week. When not checked, the week is added and any reservations must be added through a separate, manual process.
- Password for Override of Room Type When Adding Weeks _______
- When blank, the Room Type drop-down on the Week Maintenance screen cannot be overridden when changing a week. When owners can use a different room type than specified in the contract, create a password to allow the Room Type selection on the Week Maintenance screen to be changed and saved.
- Do Not Make Exchange Reservations From Weeks
- When checked and a timeshare owner calls to exchange a week, an exchange reservation is not made. Any reservations created from the week are cancelled and marked as an exchange.
- Exchanges Must Be Made in Increments of ___ Nights
- Set the default number of nights (default is 7 nights) for exchange reservations (up to 99). This applies only to properties that allow split use.
- Do Not Allow Banking of Weeks
- When checked, the Bank Week option is not available on the Week Maintenance screen disallowing weeks to be banked.
- Require Reservation Dates When Week is Marked as a Rental
- When the week is marked as rental, the system assumes the owner is going to rent the remaining time of their interval. Float, float properties allow dates to be maintained. When someone comes in during that week, the owner's information is known so the revenue can be allocated. A paying guest reservation is made for the rental time. This assigns dates to a floating room, floating week contract so the dates can be maintained and revenue allocated appropriately for the contract/owner that originally booked the week and then marked his week for rental.
- Allow Owners to Use Future Weeks for Current Use Year Reservations (Switch 416-01)
- When checked, timeshare owners can borrow from next year's use. The system only allows borrowing from one year in advance. For example, a timeshare owner has used the current use year's week (2008) and wishes to use another week. When Switch 416-01 is checked, the timeshare owner can book an additional week in 2008 by borrowing from the 2009 use year.
Reservations
- Do Not Prompt for Owner When Making Exchange Reservation (415-69)
- When checked and an exchange reservation is requested, the system does not prompt for the owner. When not checked, an owner must be selected prior to accessing the reservation screens.
- Calculate Rates for Bonus Time Reservations (319-11)
- When checked, rates are automatically calculated for bonus time reservations which includes Deposits, Other Charges, Rate Plan, Daily Rate, etc. When not checked, Other Charges, Deposits, etc., are not calculated or charged to the owner.
- Calculate Rates for Exchange Reservations (319-12)
- When checked, rates are automatically calculated for exchange reservations which includes Deposits, Other Charges, Rate Plan, Daily Rate, etc. When not checked, Other Charges, Deposits, etc., are not calculated or charged to the owner.
- Calculate Rates for Timeshare Reservations (319-13)
- When checked, rates are automatically calculated for timeshare reservations which includes Deposits, Other Charges, Rate Plan, Daily Rate, etc. When not checked, Other Charges, Deposits, etc., are not calculated or charged to the owner.
- For Timeshare Owner Reservations, Ignore Timeshare Cross Reference (Switch 414-16)
- Enabled when not using contracts and when checked (default setting), then Timeshare Owner reservations require an entry into the Timeshare Cross Reference file. When unchecked, a timeshare owner can be placed in any room for any available dates. Timeshare Cross Reference information can be entered using the Owner Cross Reference option.
- Allow All Owners to Book into Room Types Not Contractually Owned (415-37)
- When checked, "Allow Owner to Book Reservations into Sub-units" is disabled, and "...create a bonus week for the related sub-unit" is enabled. Check this box to allow timeshare owners to reserve rooms outside of ownership contracts. For example, George owns a 2BR week. Check the box to allow George to make a reservation for a 1BR week instead.
- If Master Unit is Owned, Allow Owner to Book Reservations into Sub-units (415-35)
- When "Allow Owners to Book into Room Types Not Contractually Owned" is
not checked, this checkbox is enabled "...create a bonus week for the
related sub-unit" is disabled.
When checked, "...Booked into Sub-unit, Create a Bonus Week for the Related Sub-unit" is enabled, and timeshare owners can reserve the master unit or any of the sub-units of a lock-off room. For example, Jenny owns a 3BR week. Jenny can book a week in the 3BR room or into any of the 1BR child units that make up the 3BR master instead. - If Master Unit is Owned and Reservation is Booked into Sub-unit, Create a Bonus Week for the Related Sub-unit (415-36)
- Enabled only when "Allow Owners to Reserve Room Types Not Contractually
Owned" is checked, the system makes an extra week reservation for any
timeshare owners that book into a child lock-off unit of a master lock-off.
For example, when a 2BR week is owned but the owner only needs a 1BR room, book the 1BR room for the week and the system automatically creates an extra week of use to make up for the lesser reservation (i.e., two 1BR weeks equals one week in a 2BR room). - Default Source of Business When Making Timeshare Res
- Timeshare properties tracking the source of business on reservations can select a default source of business code to be used on new timeshare reservations. The list contains SOB codes from Table CD.
- Default Group...
- The default group settings are for float/float properties to require
timeshare and exchange reservations to pull from a group block since the
property must guarantee the availability for its owners and contracted
exchange company. Create both a timeshare and an exchange group
master, set the group blocks based on the number of room types (58 - 1BR
unites, 42 - 2B units, and 8 - 3BR units). When a week is exchanged,
move the week from the timeshare group block to the exchange group block to
secure the availability throughout the year.
This also passes the source of business and market code from the group master to all timeshare and exchange reservations together under the same group master. When not using group blocks, this can also be used for fixed/fixed properties to get the default source of business and market code on each timeshare and exchange reservation.- Default Group When Making TS Res
- When a timeshare group has been created, set the default group master to select when making timeshare group reservations.
- Default Group When Making Exchange Res
- When a exchange group has been created, set the default group master to select when making exchange reservations.
- Do Not Allow Reservations to be Made Beyond ________
- Restrict the entire system from making ANY type of reservation beyond the indicated date. The system generates reservations from "today" through the number of years set on the Future Years to Update Weeks... located on the Contracts tab. In order to guarantee availability for timeshare use, restricting the ability to manually enter reservations past a certain date is necessary. This date is automatically increased by one year when "Generate Weeks from Contracts" at the beginning of each year.
Week Patterns
Use the Week Pattern tab to define the property's use week patterns (stored
in Table TY). Properties can offer owners multiple weeks that may or may
not be grouped together have many configurations of use such as certain months
of the year, certain weeks of the month, etc.
- Add Pattern Definition
- Click "Add Pattern Definition" to access the Week Patterns Add/Change screen.
- Copy
- Copy patterns from one year to another and also allow patterns be rotated. When rotating years, the system takes the information from one pattern and copies it to another. For example, select a year with defined patterns A through D. When copying the information to the new year, the system copies the weeks from Pattern A to Pattern B, Pattern B to Pattern C, Pattern C to Pattern D, and Pattern D to Pattern A.
Click the Copy button on the Week Patterns tab to access the Copy Patterns screen. Patterns can be copied from an existing defined year to an undefined year. When the "Copy To Year" field contains a year that has already been defined, a error message notifies the user.
- Week Patterns Add/Change
- Since patterns can vary by year, enter the year to
be defined, select the Pattern Group (A - Z) to serve as the pattern title,
and enter the description. Check the box for each week to be included in
the pattern. Properties with whole ownership (owns all 52 weeks of a
timeshare) should check "All Weeks Excluding Maintenance Weeks" box which
automatically checks each box on the screen.
Double-click any existing pattern to access the Week Patterns Add/Change screen and update a pattern.
Note: Patterns must be defined for each and every year. Patterns may remain the same each year, however; some properties may wish to rotate weeks which requires individual yearly patterns.
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