Front Office. Users Guide. For Permanents

Transcription

1 Front Office Users Guide For Permanents Page 1 of 19

2 Index Staff Member 3 Tenants 4 Inserting a Permanent Booking 5 Bonds 7 Tenant Check In/Out 8 Tenant Accounts 9 Making Rental Payments 10 Unallocated Payments 12 Credit Card Refund 13 Daily Banking 15 Reports 18 Page 2 of 19

3 Staff Member To log into HiRUM, double click on the HiRUM icon on your desktop If your HiRUM is set up for Security Tracking, the following box will automatically pop up and you cannot proceed to use HiRUM until you have logged on Type in your user ID, password then click on Okay If you are using Security tracking, when you move away from your computer you should click on this icon name. so that no one can use HiRUM under your Page 3 of 19

4 Tenants To go to the Tenant area click on the first icon This area lists all bookings which can be sorted by clicking on the appropriate tabs to locate future, past, cancelled bookings etc Click on this tab to locate Archived tenants i.e. tenants that have been checked out To locate a Tenant, simply type their name, alternatively you can type the unit number and a box will pop up detailing all current and future bookings for that unit. Page 4 of 19

5 Inserting a Permanent Tenant From the Tenant screen, click insert & complete the tenant s Lease start and end date & insert the Bond Due date and amount. If your tenant is arriving today and their lease is for 6 months, you can insert the Date of Lease Start; select the calendar box, type in 6 in the field than click on Month. This will take you to six months time on the calendar if you would like to use this date, click the green tick (HiRUM will auto populate the Date of Lease end. Once you have finished entering the above information, click on Tab HiRUM will divert you back to the Current Screen where you can now insert your tenants personal information. Page 5 of 19

6 If you will be sending letters/statements to your tenants during the course of their lease, you are best to insert the unit number and property address into the address fields, along with any other personal information. You need to enter the dates of the first rental charge that you wish to post to the account. I.e. commencing on the lease date for 1 or 2 weeks. Select the unit and the appropriate weekly/fortnightly rental charge. Page 6 of 19

7 Bonds To receipt the bond, highlight the tenant & click on the Bond Register then click on Received from Tenant Complete the date, receipt number, amount and method of payment, and then click ok. When you are ready to send the Bond to the Bond Authority click on Complete the Date, Amount, Payee details and cheque number. When you receive your receipt from the bond authority, you can come back here and record the receipt number Page 7 of 19

8 Tenant Check In To check in a Tenant, highlight their booking and click on the check in icon Tenant Check Out This can only be done if the tenant account balance is zero, the check out icon will not be lit up otherwise Once you have checked them out they no longer appear on the current screen however you can still access their account etc by clicking on the Archived tab. If you there is outstanding amount owing on the account that you will be receiving from the Bond Authority, then make an Agent Payment on their account until these funds are received. Page 8 of 19

9 Tenant Accounts To go into view a tenant account, locate the tenant & click on the account icon To add a charge either click insert on your keyboard or click the insert icon, simply type in the group code that you want to charge or select from the drop down arrow. The description will default to the group name, however you can change the description to what you would like to see displayed on the guest account. If you wish to delete the charge, highlight the transaction and click delete, alternatively, if you wish to change the amount charged, highlight and click change and type in the correct amount. Page 9 of 19

10 Making a Payment Click on the Payment Icon, type the amount the tenant is paying. Select the correct method of payment and todays date, HiRUM will calculate the Period From & To based on the amount paid. Ensure the correct receipt number is displayed, then click okay. If the rental payment has been now paid in full, the next charge will automatically be posted on the account & HiRUM will accurately track the From & To dates If you made an error with the payment you will need to reverse the receipt. Highlight the receipt in the account and click on delete If you have Security tracking set up it will default to your name, if not select your name from the drop down arrow and then select the reason for cancelling the receipt from the next drop down arrow. Then re-issue the receipt. Page 10 of 19

11 To print a statement for a Tenant detailing the transactions on their account, click on There are other statement options you can select when running the tenant ledger, click on, you might only want to view the rental payments, just the sundry components or run the statement for a certain date period. By removing and applying the ticks will change the information displayed on the statement. Once this previews, click on the printer icon to print Page 11 of 19

12 UNALLOCATED PAYMENTS Unallocated payments are used to receipt revenue provided by a tenant where you do not want the monies paid to be allocated to a unit/owner. This option is often used when tenant s part pay their weekly/fortnight rent. You can allocate the part payment to unallocated payments until you have a full weeks rent, which can then be drawn down onto the tenants account. To make an unallocated payment: Highlight the guest & click on the coins Click insert and complete the receipt including the amount received This will then highlight the guest name in green, whilst there is money still to be allocated the guest will highlighted green To use unallocated money, check the guest in then go into the guest account that you wish to pay funds to Click on allocate payment icon From the Unallocated Payments screen, select the guest you wish to take funds from by clicking on that guests surname and then on select. You can amend the amount in the payment dissection as per what you would like allocated at the time. This does not put a receipt number on the guest account If you need to refund an unallocated payment, highlight the guest & click on the pile of coins Click on the Unallocated Payment Refund icon & click ok Complete the amount to be refunded and put in the cheque number Page 12 of 19

13 CREDIT CARD REFUND FOR INHOUSE TENANT Swipe credit card on EFTPOS machine and process refund for appropriate amount. Amend the debit transaction on the Tenant account so that it reflects the amount that should have been charged, eg Rental charge was $ and should have been $ see example This brings the account into credit and lights up the refund icon Click on the and process a negative receipt for ($100.00) selecting method of payment as Credit Card Page 13 of 19

14 Although, cash is available to use as a refund method, this cannot be used in trust account properties. According to the Office of Fair Trading in accordance with Property Agents & Motor Dealers Act 2001 funds can only be refunded via Cheque or Electronic Funds Transfer (Credit Card Refund) not cash. Cash should only be used in non-trust sites, eg Motels. When reconciling, if the refunded amount does not appear on the trust account, please check the bank has not debited it from general or operating account as the two accounts are linked and the bank is not supposed to debit from the trust. When entering your banking for the day, your total EFTPOS will be reduced by the value of the guest refund. If that was the only EFTPOS transaction for that days banking, it will appear with a red cross however the status will show ok on the printed version Page 14 of 19

15 DAILY BANKING Each day at the end of your shift, you should reconcile the banking as recorded in HiRUM. In the top row of icons, click on banking Click on the wizard to enter todays banking Ensure the month shown is the current month otherwise using the arrows click up to the correct month Click on next Collate your receipts for todays banking in numerical order, and check that the range Hirum has allocated agrees with your receipts Click on next Page 15 of 19

16 Click on Do It to print the bank deposit slip. This will print with all items that need to be physically taken to the bank. E.g. cash, cheques etc. Please note the credit card amount shown on this deposit slip is not for credit cards processed via electronic means. It is only for manual swipes of the credit card where you would need to take the slips to the bank for depositing. Check that you are holding the cash & cheques as displayed on the deposit slip. If correct, change the quantity to print two copies. One for the bank to keep, the other for your records When this is printed out, write in your cash breakdown. Sign & date. Page 16 of 19

17 Click on next, then click on Do It to print the cashbook history. The Cashbook History is a summary of all the receipts processed within the receipt range you are banking. Please note that any recorded with an x at either end indicates a receipt that has been reversed. Total of today s receipts The amount listed in the Transfer trust rental & trust sundry columns should equal the sum of credit cards + any direct deposits receipted Click on next, click on Do It to add the entry to the banking register HiRUM will automatically complete this for you. Please check that it is correct. The Amount banked column will be all money that you need to take to the bank and the Amount Transferred is for money that will be automatically deposited Page 17 of 19

18 Click on next, click on Do It to print the banking register Please note that each days banking should have the status OK. If a previous days banking now has an error, cross check the original cashbook history with a current one and correct Please note that even if you do not go to the bank on a daily basis, you should enter the banking daily into HiRUM. Keep each days banking separate so that when you do take them to the bank each days banking will be listed separately on your bank statement which will make end of month reconciling easier. Page 18 of 19

19 REPORTS In the top row of icons click select Daily this will take you to the reports menu, The most common reports are: Guest Leases Inspection Report Staff Diary Maintenance Jobs In the event of a power outage, you can continue working with the aid of these printouts On a daily or weekly basis you may also wish to click on Tab-6 Accounting and print the arrears and advances report. Page 19 of 19