Vacation Unit Tracker

Record important information on all of your rental units

The Vacation Unit Tracker component contains information about each of your rental units including a Unit Identification (1), a photo (2) and the street Address (3).

The Unit History field (4) displays a list of all the Reservations for the Unit, including: Arrival and Departure dates, the Reservation status (Reserved, Checked In, etc.), the Reservation #, the Guest's name, Total Charges and Amount Paid.

The Amenities tab (5) is where you specify the unique features of each unit.

The Notes tab (6) shows the Notes field where you can record any other information about the Unit.

The Unit Cost tab (7) shows information about the purchase, mortgage, and sale of the unit. This information can be password protected.

The Tax Info tab (8) shows the Kind of Property and Owner information that is required on some income tax forms.

In the top right corner of the Vacation Unit Tracker window are six menu buttons. Four of these have Change buttons above them so you can customize the name and purpose of the menu.

The default names are Complex (9a), Type (9c), Location (9b), and Category (9d). You can also specify the number of Bedrooms (10), and how many people the unit Sleeps (11).

You can sort the records in Vacation Unit Tracker, the lines in the Unit Report or the columns in the Unit Chooser in Reservation Tracker by these menus.

Manage your Housekeeping staff by clicking this button (12). Assign Units, specify times and print schedules.

You can Expand (13) the History field so you can see the last two colums easier. Use the Add Line button (14) to add Housekeeping or Maintenance notes to the Availability Checker.

Click Check for Conflicts (15) to check to see if any scheduling conflicts exist. You can save the History field as a text file by clicking the Export button (16).

Open the Availability (17) or Schedule (18) checkers by clicking these buttons.

The Unit Report (19) displays information about any or all of the units.

For information on the unmarked navigation and common buttons, click here.

In the Amenities section you can specify what amenities the unit has. These appear on the Unit Chooser screen to make unit selection easier. Use the Add/Select Amenity button (2) to add amenities to the Amenities field (3).

Use the four checkboxes (4) to indicate which of these four things apply to the Unit. These can be displayed and sorted on in the Unit Chooser in Reservation Tracker.

You can change the labels for these options if they do not apply to you, by clicking the Change Above Labels button (5). Enter a Description of the Unit (6) that you can use in advertisements, etc.

The Notes tab (1) shows the Notes field (2) where you can record any amount of information about the Unit.

The Rates field (4) allows you to specify specific rental Rates for the Unit. Click the Add/Select Rates button (3) to add new rates. You can add any number of rates to a Unit.

The Note to add to Confirmations field (5) can hold information such as directions to the Unit or policies specific to the Unit.

The First possible occupancy date field (6) is used to calculate occupancy rates in the Unit Report. Enter later of either the date you start using the software or the first day the unit was available for rent.

You can Assign a Housekeeper (7) to a unit on this screen, or in the Housekeeping window.

The Unit Cost tab (1) shows the Purchase Date (2), Cost of the Unit (or building) including Reconditioning (3), Sale Date (4), Sale Amount (5), Mortgage Payment (8), Balance Due (9), and Mortgage Holder (10).

You can also enter specific loan information such as Interest Rate (10), the length of the loan in months (11) and the months Left to Pay (12).

There is also a button you can click to easily add a mortgage payment for this unit or building to Rental Expense Tracker (7).

This information can be password protected by clicking the Password Protect button (6).

In the Tax Info tab (1) you can specify the Kind of Property (2), the Owner(s) and the % owned (3) and set the Tax Types and Rates. If the taxes are the same for all units then click the Set or Clear All Tax Rates button (4).

Use the Tax Type and Rates fields (5 to 12) on the Unit records to specify exceptions to the rules you set up in the Set Tax Rates window.

Taxes in Vacation Rental Tracker Plus are divided into two categories, Unit Rental Tax Type (5) and Other Charges Tax Type (11). This is because many vacation rental businesses need to apply one or more kinds of tax to their rental charges and another kind of tax to other charges.

You can now apply up to three different taxes to the Rental Charges. Just specify a tax type (5, 7 and 9) and a Rate (6, 8 and 10) in the fields provided.

Click the Set or Clear All Tax Rates button (4) to continue.

In the Set Tax Rate window you can specify up to four different tax types and rates for both Unit Rental charges and Other Charges. For either of these you can choose to add No Tax (1), or to add Tax A, B, C or D.

After selecting a tax to add (1) use the Tax Type menu (2) to specify your local tax type.

Then specify the Tax Rate (3) for each Tax Type.

You can have a tax type added to either (or both) Unit Rentals or Other Charges. For example, you might have a Room Tax for your Unit Rentals and a Sales Tax for your Other Charges. So you would click Add Tax A for unit Rentals (1) and Add Tax B for Other Charges (4).

If you also need to add VAT, GST or some other tax on top of one of these taxes then you could specify that tax type and rate by using the Tax C (5) and Tax D (6) buttons.

Once these types and rates are set in this window, they will automatically be added to charges in Reservation Tracker.

You can also specify which tax (Unit Rental or Other Charges) applies to individual charges on the Description screen of the Add Charges window.