Article ID#: K000087
Prior to Version 12, Property Code
was a multi-purpose field used in the following ways:
- As an accounting feature to have
a single transaction code, such as room charges, be disbursed to multiple GL
accounts based on the property code field.
- For determining availability
displays, including 142 (Tape Chart), 143 (Display Group Blocks), 172 (Room
Calendar Report), 173 (Group Master Room Block Report), 360 (Occupancy
Forecast) & 362 (View Current Occupancy Forecast).
- As a "maid zone".
Properties would qualify on a unit's property code in order to print various
housekeeping reports by location.
- Group statuses for Tentative, Definite, and
Verbal Definite were stored in the same table as property codes.
The Version 12 system maintains and enhances the
features described in 1 & 2 above for the property code field. There is a
new field for units called "maid zone" to allow the customer to do
both property code accounting and maid reports independently. The Group
Tentative/Definite status codes are moved to a new look-up table to separate
them from property codes entirely.
Group Tentative/Definite status codes are no
longer verified with Table R2. These codes have been moved to Table GS. The H1
data item codes (HF & HG) used on reports for qualifying groups have not
changed. Data code HG has been modified to use table GS instead of R2 for the
look up the description.
Summary of Property Code
A new switch, #422-12 turns on the property code
features system-wide. Prior to Version 12, the existence of record
"00" in Table R2 activated the property code features. This record is
no longer used.
The property code field has been moved to a new
location in the units file. It is a display only field and cannot be changed
using option "202" - "Change Room Information" on the Unit
Master menu (11). With Version 12, table C2 determines the value of the property
code field displayed in RDP200. A sample C2 sub-record follows. Note field #6 is
now property code. And, all units added to the system with a unit type of
"King Ambassador (KA)" default to a property code of 20.
General Ledger Enhancements
It is now possible to enter a "PC" in
the offset accounts for the B1, B2, B7, and TAX1 - TAX4, as well as all G/L
accounts found in RDP. This allows true
separation of G/L accounts based on property code. When this feature is invoked,
room moves between property codes are NOT allowed.
New Switches for Property
There are two new version 12 switches pertaining
to property codes:
- #422-12 - Turn on Property Code Features
- #422-13 - Display Property Code Instead of
Base in Room Listing
The first switch activates all property code
features in the system, including the ability to add a "PC" account
number to an offset ledger account. The second switch changes all available
rooms display screens in order to show the unit's property code as opposed to
the base number of guests. An example follows.
Switch #422-13 = NO
Switch #422-13 = YES
Room Moves and Property Codes
With the property code features activated in
Version 12, the system automatically determines if room moves are allowed. The
determining factors are the general ledger account numbers assigned to the
offset ledgers (B1 - TAX4). If any ledger accounts contain a "PC", the
system does NOT allow room moves from one property code to another.
Room Moves for Future
If the reservation is type 1-4, and there is no
paid deposit, room moves are processed normally. Because there are no real
transactions associated with the reservation, the general ledger has not been
updated, therefore a room move is allowed between property codes. On a future
reservation, the only possible actual transaction is a deposit. Pre-posted
transactions are realized in the accounting totals upon check-in.
The property code is displayed on the second
reservation screen, in the upper right hand corner.
The following data items have been added or
changed with the new features for property codes and maid zones.
Code & Description: Displays only if using Prop. Code feature and
Table H0, Field #10 is Yes. This data item is put in the header section of
||Property Code: From
the Units File
||Property Code: From
Master Files 71, 73, 74, 76
"Property Code" to "Maid Zone"
"Property Code Description" to "Maid Zone Description"
||Property Code: Uses
unit type on Res. to get the property code from Table C2
||Group Status: Was
Group Property Code
Description: Was Group Property Code Description
||Property Code on
Transaction (Based on Unit Type field)
||Unit Type on
Transaction (We never had this data item before)
Description: Guest History
||Property Code: From
the Statistics. File
Description: From the Statistics File
New Statistical Reports
Two new statistical reports can be printed from
- 396 Revenue by Property Code - Totals
- 397 Revenue by Property Code - Detail
Use the following steps for implementing the
property code features described above. Please contact RDP Support with any
- Set switch 422-12 to "Yes"
- Build the R2 table with the required Property
- Add the Property Code to field #6 for every
Unit Type in the C2 Table
- Run RDP995 to set the PC on all units based on
field #6 of the unit type in Table C2
- Add all GL Account numbers using 182-6,
include accounts for all PC combinations. For example if your room
revenue account is 40200 and your property codes are 01 and 02, you need to
add the GL accounts 4020001 and 4020002.
- Using 182-1 set the offset accounts using the
PC logic for the desired accounts
- Using 182-2 and 182-3 add/change the Transaction
codes and GL accounts as desired. When updating the transaction codes
use the GL account plus PC. For example if you have a movie rental GL
that is 41300, you will want to change the movie transaction component
- If the RN module is installed, the room
revenue GL account is tied to the rate set. To update the rate set go
to menu 98, 186, option 4. Update field 10. When asked to
"Change the G/L Account for the entire rate set 10DC" answer Yes.
Set switch #422-12 to NO
- During conversion to Version 12, the RDP952
conversion program copies all entries in Table R2 (Property Code) to Table
MM (Maid Zones), making any entry in the old property code an entry in the
Maid Zone field.
- If Property Codes are to be used for
accounting or availability, the property codes should be entered for each
unit type in Table C2 after running RDP952 and prior to running RDP995.
- Custom reports should be modified, if needed,
to change field #10 in Table H0 to "Yes" if the prompt for
property code is desired.