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Converting Existing Customers to VRS & Direct Check-out

Added 10/6/2005 (Updated 04/06/06) - Article ID#: KWin0013

Overview

New customers can use the new VRS switch and Direct Check-out switch at installation. 

For current customers, a conversation program is available for both Vacation Rental Systems without direct check-out and those with direct check-out.  The conversion process converts in-house reservations to future reservations and adjust the folios accordingly.  Any RDPWin version prior to 1.174 does not allow Switch 414-01 (direct check-out) to be set if there are any in-house reservations.

Solution

Convert to VRS w/o Direct Check-Out


  1. Make sure RDPWin is revision 1.176 or higher.
  2. Back-up the system and check to make sure the back-up worked without any errors.
  3. Exit everyone from RDPWin and RDP-DOS systems.
  4. From RDPWin's System | Configuration | Vacation Rental Systems, check the Vacation Rental System Features (Switch 426-06) on the VRS Switches tab.
  5. Run "Reset Res from Folio" found in the Day End menu for all in-house reservations. If using Daily Charges, then this must also be run on all future reservations.  This changes the buckets to include pre-posted transactions.  Once Reset is complete, print any reports desired.
  6. Review the display. Reservation totals will normally increase since all charges (future and past) are included in the totals.
  7. Compare previous Night Audit procedures with the new Day End procedures and discuss with customer.

Convert to VRS with Direct Check-Out


  1. Make sure RDPWin is revision 1.176 or higher.
  2. Back-up the system and check to make sure the back-up worked without any errors.
  3. Exit everyone from RDPWin and RDP-DOS systems.
  4. From RDPWin's System | Configuration | Vacation Rental Systems, check the Vacation Rental System Features (Switch 426-06) on the VRS Switches tab.
  5. From the System main menu | File Utilities, run the Convert To Direct Check-Out function. This conversation program automatically sets the "Use 'Direct Check-out'. Reservations will not be checked in." Switch 414-01, and requires a password which can only obtained by speaking with RDP Support (970) 845-7108.
  6. Run "Reset Res from Folio" found in the Day End menu for all future reservations.  This changes the buckets to include pre-posted transactions.
  7.  Once Reset is complete, print any reports desired.
  8. From RDPWin's System | Configuration | Vacation Rental Systems, review the switch settings for using direct check-out.  There are other options available based on customer need.
  9. Review the display. In-House displays reservations that should be in-house based on arrival and departure dates.  Reservation Type status should display as ("4" - advance reservation with changes).  Reservation totals will normally increase since all charges (future and past) are included in the totals.
  10. Compare previous Night Audit procedures with the new Day End procedures and discuss with customer.
  11. If using the VRS feature to process owner revenue at checkout, advise the customer that for the month during which the VRS conversion takes place, any reservation that checked out prior to the conversion date needs to be processed MANUALLY.
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