Vacation Rental Software Overview
Click on a Topic for More Details
|RDP was founded in 1981 to develop Vacation Rental software for Management Companies and Condo-Hotels. Resort Data Processing has many vacation
rental companies as customers and years of software experience in the complex world of reservations and owner trust
Our Vacation Rental Software for Condo-Hotels are designed for managing individually owned homes
or condominiums that are rented on a short term or long term
basis (daily, weekly, monthly or yearly).
software system for vacation rentals and condo hotel properties is an
affordable software solution. Easy to use features include owner
statement and rental revenue reporting, owner calendars, and management
of units not in the rental pool. Commission-free reservations can be
made directly with the property.
Contact the RDP Sales Department for
more information on our vacation rental software.
|Vacation Rental Topics
|A wide variety of data flows automatically into the owner statement, as represented
by the diagram below. Features include:
- Statement cycles can be monthly, quarterly, or other
- All data automatically flows from work orders, housekeeping, and reservations to the statements
- Adjustments to owner revenue and management fee charges are
quick and easy
- Owner statements can be printed and mailed or e-mailed as an Adobe PDF file
- Additional owner specific attachments can be e-mailed with
the statement such as a copy of an invoice, work order
notification or utility bill
- Checks can be printed and mailed
- Owners can use the Internet to view or print current and past statements with proper password
- Owners can make reservations and check their calendar via the Internet
Owner Statement - Monthly
Owner Statement - MTD/YTD Recap
Data Flow from Reservations,
Work Orders, and Housekeeping to Owner Statement and General Ledger/Trust Accounting
Information flows automatically from
Work Orders and
Housekeeping to the
Owner Statement and
Accounting system as follows:
Chart of Accounts
|Add your general ledger (G/L) account numbers to the
RDP chart of accounts. G/L account numbers are assigned to transaction codes. Transactions are posted to reservations, owners, travel agents,
groups, work orders, and other RDP system entities. Every transaction creates a balanced entry in the RDP Trust G/L
Once a day or once a month, the totals for all RDP G/L accounts are
automatically transferred to any
non-RDP accounting system, which then produces the final income
statement and balance sheet.
of RDP Trust Accounting for more detail.
||Each managed property is entered into the system. Properties
can be made available for any managed rental (short or long term) or non-rental
complete description, pictures, and
inventory are available for each room/property, including virtual tours.
units are allowed.
||Owners are assigned to rental units when appropriate. Each owner
can be paid a different percentage of any reservation revenue. An owner
can own more than one unit, and a unit can be owned by more than one
owner. All owner history is
retained when units are sold, and 1099's can be printed for both the old
and new owners.
In addition to these features for whole ownership,
Reservations can be made for all units: both owned and not owned. The ownership status of a given unit is transparent to the
reservationists. The system can
owner rental revenue. Owners can
reserve units and view calendars on the Internet. All charges, deposits, and payments on
reservations automatically flow to the owner statement and trust
||Guest history and reservation history is stored forever based on storage
History and Marketing and
Rewards Program - Customer Relationship Management.
||Owners can reserve their unit for themselves or guests using
the Internet. They can also inquire on their calendar and other
See Sample Internet
||E-mail confirmations and marketing is fully integrated into the system.
Confirmations can be e-mailed automatically.
|Guest Internet Reservations
||Guests can make direct , commission-free reservations 24 hours a day,
365 days a year using RDP
Internet Reservations system.
reservations can be made using the Internal RDP reservation
system or entered directly with the Internet.
||Group reservations can be made using the Internal RDP reservation system
or entered directly with the Internet. See
Reservation and Billing Overview.
|Rates and Packages
||The system can automatically calculate the rental amount for all
reservations based on the dates, number of people, and many other
factors. Each unit can have different rates. Packages can be
created for the guest that include items other than room rent such as
golf, food, or other activities. See
and Package Overview.
|Additional Reservation Charges
In addition to calculating the rent amount and package components, the
system can calculate Other Charges such as booking fees, security
deposits, travel insurance, cleaning fees, cancellation charges, and
much more. The system can be configured to pay the owner a share of the
rental amount but not additional package activities or reservation
|Guest Itinerary and Activities
||The system can build a complete guest itinerary for activities and
services. Coupons or tickets can be printed and reconciled for each activity. The owner
can receive a portion of some of the charges (room) and not other. See
Activities and Itinerary.
||The system automatically itemizes each reservation on the
each month or billing period. All other charges or payments received
are included on the statement.
Work Orders for
rental and non-rental units can be entered from any workstation or by the
owner using the Internet. Charges and descriptions for work orders
automatically flow to the owner statement. Work order vendors can be
paid using the system.
||Charges to the guest or owner for
Housekeeping are automatically calculated based on unit # and appear on
either the guest rental contract or owner statement. Housekeeping
scheduling and forecasting is available, as well as tracking payment to
outside housekeeping companies.
|Trust Account and General Ledger
||Transactions can be posted to one owner, all owners, or to all owners of a specific unit type.
The system immediately updates the owner's balance due and automatically
Accounting System and General
|Pay Bills for Owners
Bills can be paid for owners such as cable, electric, gas, etc.
The system can print checks to the vendors and bill the owners on the
|Over 300 Reports
||Over 300 reports are available showing reservations, work orders,
housekeeping, accounting, and much more. See
and Crystal Reports Overview.
|Owner Statements and Checks
Owner Statement is created each month. It can be printed and
mailed to the owner. All past owner statements are available for the
owner to view or print via the Internet with a proper password. Other
owner specific attachments can be included with the e-mailed statement
such as a copy of an invoice, work order notification or utility bill.
Checks to owners are printed from the RDP system.
Month-to-date and Year-To-Date
totals per owner are available.
Owner 1099 Statements
can be printed each year or distributed on magnetic media.
||Owner history is maintained forever and is only limited by available disk space. For example,
reprint an owner statement from last month, last year, or
five years ago.
All work orders and housekeeping information is available for historical
inquiry and on various reports.
|Track Sold Units
||When a unit is sold, assign the new owner to the unit while
keeping the old owner's information and history in the system. For
example, when a unit is sold on May 31st (mid-year), the system can print 1099 Statements for the old owner and the new owner.
|24 Hour Support
||RDP Support is available 24 hours a day, 365 days a year.
Equalize Rental Revenue For Owners
RDP software helps equalize rental revenue for all owners and takes into
account reservation length, seasons, property type, property location,
owner use, guest of owner, and reservation cancellations.
Various reports are available to show revenue per unit each month and
year-to-date. Available units are displayed in "turn to be rented
order" but still allow reservationists to select any available unit
based on guest preferences to keep guests happy.
The RDP rental
equalization logic is time tested, as it has now been in use for 26
years. Long standing RDP customers have analyzed the results and
determined rental revenues fall within a few percentage points for
similar units, while still allowing flexibility to select units based on
Other Charges on Reservations
| Increase revenue beyond the management fee with additional reservation charges
that are automatically calculated. These fees can be shared with the owner
based on a unique percentage per owner or held 100% by the management company.
Examples of Additional Reservation charges include:
- Booking fees
- Security deposits
- Travel insurance
- Cleaning fees
- Cancellation charges
- Gift items
- Guest activities (golf, skiing, boat rentals, etc) - See
Guest Activities and
Available Rooms Display in Owner Rotation Order with Additional
This sample screen shows the calculation of additional
reservation charges. The available rooms for the requested time
period are displayed in "owner-rotation order" to help equal any rental
revenue between owners. The unique rental amount and other
reservation charges associated with that unit for the requested dates
are also displayed
Tape Chart - A Powerful Reservation Board
The system includes an online reservation board ("Tape Chart"). All new
reservations, changes, and cancellations made using the internal RDP
Reservation system or by guests/owners using the Internet appear
immediately on the Tape Chart . Dates, room numbers, and other
reservation information can be changed graphically using the Tape
- Display reservations up to four years into the future.
- Filter by property and sort by room number, room type, or a customer-defined
- Filter using the guest preferences (shown above as #BR, LOC, PRC, etc.)
- Enter a number and click Find Room to quickly locate reservations in a particular
- Click the "Find Res" button to search for a specific reservation in the
- Reservations colors help distinguish by category for owners, maintenance,
- Double-click a reservation tape or highlight a reservation and click the
"Change Res" button to open the Change Reservation screen.
- Add reservations from the Tape Chart by just dragging the mouse over an
- Highlight a reservation and review the reservation details in the tabs below
the grid (including the folio, work orders, housekeeping, etc.
Mix of Rental Types: Condos, Houses, Hotels, Timeshare
|RDPWin can make reservations for a wide variety of rental units in the same system.
For example, its possible to manage rental condominiums, non-rental units, hotel rooms, houses, timeshare units
, campsites, and rental boats all in the same system. The reservationists simply make reservations for the
various rental units, and the system tracks the owner payment on individually owned units. All features
in RDP's hotel/resort system are available for use to our vacation / condo rental customers.
See Hotel / Resort Feature Overview (all features
available to condo/vacation rental customers)
See RDP Timeshare
module (more than one owner of each unit)
Owner and Guest Internet Access
RDP hosts a customer conference in Vail, Colorado to plan future
research and development strategy based on customer feedback. In recent
years, the focus has been to answer the question, "How can we use the
Internet to make life easier and more profitable for our customers?Ē.
The answer is three-fold:
|Guest Direct Internet Reservations (IRM)
||Guests can book directly into the RDP system using our
commission free Internet Reservation Module. See
Internet Reservations Module.
|Interface to Global Distribution System (GDS)
||In addition to the commission free Internet
Reservation Module, RDP offers an interface to the
Global Distribution System (GDS) to load reservations from
thousands of websites.
|Owner Internet Access
||RDP's capabilities for Owner Internet Access are
Owner Internet Access
The goal of RDPís Owner Internet access is to identify all requests
from owners that generate calls to management and move these functions
to the Internet. Owner Internet access capabilities include:
- Secure, commission-free owner Internet access 24 hours/day, 365
days a year direct to your database.
- Owner and Guest of Owner Internet Reservations.
- Owner calendar can be viewed, changed, and printed up to four
years in the future.
- View or print all past
Owner statements on Internet in Adobe PDF format.
- Owners can review
orders for their units including complete detail.
- Owners can request
housekeeping and specify requests using the Internet.
- Owner mass
e-mail marketing and newsletters.
- Complete property descriptions with
- Commission free reservations using the
Internet Reservation Module (IRM) for paying guests, groups,
- Charge a Credit Card Service Fee for owner payments made on the
- Sell additional guest services (packages, golf, gift items etc.)
Itinerary and Concierge module.
- Additional reservation charges are allowed (booking fees,
cleaning fees, etc.).
- All Owner Internet Access flows automatically to the
Trust Accounting system.
|Owner Internet Access Capabilities
|Internet Reservations Step 1
Enter dates and
requests and search for available rooms
This sample shows the available two-bedroom
accommodations from 3/23/1998 to 3/25/1998. Up to nine
(9) different search criteria can be configured. The
guest can click the "View Calendar" or "View Details"
for more information on any one room. This example
shows the "View Rates" details.
|Internet Reservations Step 2
Review details of a
particular available accommodation
|The sample screen shows the detail of one of the
available accommodations. IRM.Net can be configured to
show room details in short )as shown in the example
above) or to open a browser window and display a
configured URL as shown below.
E-mail Integration for Guests, Owners, Travel Agents, etc.
E-mail is one of the most powerful and least expensive marketing
tools available and has been fully incorporated into the RDP system at
no additional charge. E-mails can be sent to all owners in a
matter of minutes with either a hand-typed message or an attachment
(such as a Word or Adobe document). E-mail features included:
- Automatically send guest confirmations using RDPWin E-mail
Monitor in Adobe and other formats.
- E-mail Owner Statements. Owners can also print statements
directly from the Internet.
- E-mail marketing databases are created for
groups, wholesalers, and
- Mass e-mails can be sent directly from the RDP System with no
third-party software required.
- Reservationists can easily e-mail guests pictures of the
property, directions, maps, and other attachments.
- RDP abides by all current regulations for anti-SPAM by allowing
guests to "opt out" of mass e-mails.
- Crystal Reports can be created and distributed by e-mail.
- Reservations made by the
Internet Reservation Module (IRM) generate and send e-mail
- Owner newsletters can be automatically sent via e-mail.
Overview of E-mail Marketing for additional information
|Sample Mass E-mail to Owners
|RDPWin E-mail Monitor
Configure to Automatically Send E-mail
Confirmations from RDPWin, IRM, and DOS
|Sample Guest Confirmation
Attach Maps, Policies, etc., as Word or
Email Confirmations, Marketing & Guest Correspondence
|RDPWin and the Internet Reservation Module (IRM) can automatically send emails
to all guests, owners, travel agents and groups who make reservations. These
confirmations can be completely customized for the desired information and
appearance. Any system report can be sent via e-mail to a person or group in your address
book. For example, email the daily managers report to a group of
ten managers with just one process.
Email is one of the most powerful and least expensive marketing tools available
and has been fully incorporated into the core RDP system at no additional charge.
Email features included in the system:
- Fully integrated HTML email capabilities, including confirmations,
folios, guest surveys, and more.
Survey and Communication Module and
IRM.Net Analytics and Campaign Management.
- Email databases are created for
wholesalers, and condo/timeshare
- Email confirmations can be automatically sent to guests, using HTML, Adobe
PDF, or other
formats, complete with maps and other attachments.
- Multiple email addresses can be stored on a reservation in order to
send to a guest's personal and business accounts.
- Mass emails can be sent directly from the RDP System - no third party software
- RDP abides by all current regulations for anti-SPAM by allowing guests to
"opt out" of mass emails.
- Guest confirmations can be printed and mailed or sent via email or fax.
- Crystal Reports can be created and distributed by email.
- Reservations made by the
Reservation Module (IRM) can be automatically sent the email confirmations.
Short and Long Term Rentals
|The system is designed for either short-term or long-term rentals
or a combination of both. Reservations can range from one day to several years.
The reservation process is identical for both, which simplifies training for reservationists.
Rooms can be rented both short term and long term or even removed from the rental
program for selected periods. |
Charge a different management commission based on the length of
the reservation. For example, a three-day reservation may have a management commission
of 35%, while a six-month reservation may be at only 10%. Additionally, the
owner can be paid only once on the three-day reservation and each month on the six-month
The system can automatically adjust the tax rate based on the length
of stay. For example, a three-day reservation may have a 9% tax, while a six-month
reservation is non-taxable.
Lock-off Rooms Supported
The system supports lock-offs (commonly encountered at
condominium and timeshare properties). An example of a lock-off is
a three bedroom unit that can be rented as either three one-bedroom
units, a two-bedroom and a one-bedroom unit, or a three-bedroom unit.
The system calculates rates based on the configuration of the unit. An
34M - The three room condominium that is a combination of 34A, 34B,
and 34C and rents for $280/Night
34D - A two bedroom combination of 34A and 34B and rents for $185/Night
Non-Rental House or Condominium Management
(Owners Not in Rental Pool)
|Many of RDP's customers use the system to manage homes or condominiums that are not in the rental pool. Features include:
- Easily place a unit into or remove from the rental pool.
- Include a unit in the rental pool for only part of the year.
- Owners of non-rental units can still use the Internet Reservation Module to indicate use for themselves or guests.
- RDP's Work Orders & Asset
Management Module can be used to schedule and track all maintenance of rental or non-rental
units as well as any assets in the units themselves.
Extensive Custom Reporting Available with Crystal Reports
RDP software includes much more report writing capability than First Resorts.
RDP uses Crystal Reports as the basis for
over 300 Reports. During
installation, RDP modifies those reports and creates new ones to meet the unique
requirements of each customer. After installation, customers can
create custom reports or modify system reports using Crystal Reports Version 10
Standard Edition. Crystal Reports is a full Windows product and allows the use
of graphics, colors, charts, and fonts that improve the look of all guest
Please use the following links for more
Work Orders & Asset Management
Key concepts of the Work Orders & Asset Management module include:
- Employees can enter work orders from any workstation at the property (front
desk, maintenance office, etc.).
- Owners can view work orders over the Internet.
- New work orders appear immediately on the
Monitor in the maintenance department.
- Employees or third party vendors can be assigned to the work order.
- An e-mail can be automatically sent to the cell phone of the person assigned
to the work order.
- All time and materials used on the work order can be tracked.
- Checks can be generated to Work Order Vendors and owners billed (all from
- All property assets can be entered (pool heater, desk, television, etc.)
- Contents of each owner's unit can be tracked including model and serial
numbers (refrigerator, dishwasher, etc.) .
- Inventory tracking (supplies used to complete repairs).
- Work order history is maintained by vendor, owner, and asset.
- All financial activity related to this module flows into
|Work order, Asset Management and Inventory Control Diagram
Housekeeping Forecast, Scheduling & History
|The RDP system includes a very powerful
housekeeping system which is designed
to forecast housekeeping requirements, provide a daily cleaning schedule, and offers
complete history by housekeeper and room.
The housekeeping module is designed to forecast the
total number of housekeepers needed each day in the future based on
current guests in-house and expected arrivals/departures. For
example the forecast report may indicate that a total of 124 rooms will
be dirty tomorrow for a total cleaning time of 101 hours. The
following day shows 214 dirty rooms with a total cleaning time of 194
hours. Use this information to plan the work schedules for housekeepers
to make sure there are not too few or too many housekeepers each day.
Forecast cleans up to 365 days in advance.
Store individual estimated clean times in user-defined
tables based on room type and clean type (daily clean, checkout
clean, "midweek tidy", etc.).
Reports are available which can be modified as needed.
Assign different "clean patterns" for each guest.
For example, in a condominium rental, one guest can
have "checkout only" cleaning while another can purchase "full daily
|The housekeeping module can automatically create a cleaning
schedule each day for each housekeeper based on the number of dirty
rooms, estimated clean time per room, and number of housekeepers.
A housekeeping status screen is the core element which tracks each
housekeeper and auto-refreshes as rooms are cleaned, inspected, and
other tasks are performed. Features include:
- Automatically assign dirty rooms to housekeepers based on
total cleaning time
- Print daily cleaning schedule for each housekeeper
- Track status from dirty to "ready for inspection" to "clean
and ready for guest"
- Rooms can be marked clean automatically using the in-room phone
|The third major element of the housekeeping module is
historical reporting. It is possible to measure the performance
of each housekeeper by tracking the estimated clean time and actual
clean time, as well as variance. You can also track each time a room
was cleaned and by whom. For example, if a guest checks in to
a dirty room, you can determine which housekeeper erroneously marked
the room as clean. Features include:
- Various Crystal Reports
available for customization.
- Enter actual cleaning time and compare to forecasting time using
the phone in the room. For example, the housekeeper can press
*1 from the phone when they enter the room, which stores the start clean time
in housekeeping history. When done, they press *2 to mark
the room as "ready for inspection." The end clean is
stamped on the room. The system reports the actual clean time per room,
forecasted time, and variance to track housekeeper performance.
- Inspectors can enter comments or notes on each clean.
- Inspectors can use the phone in the room to mark the room as
"ready for guest," which also stored the time the inspector finished.
Reports are available showing how much time elapsed between the
housekeeper marking the room as "ready for inspector" and the the
time the inspector completed the inspection.
- Track all cleans per housekeeper and tracks all cleans per
- Assign a Clean Quality to the room. Run reports that show an
average clean quality by housekeeper.
For more details, see
Housekeeping Forecast, Scheduling, and History.
Quotes, Wait List,
and Denial Tracking
When a guest calls the reservation department at the property or
central reservations office, the reservationist has four choices:
- File the reservation normally as a "real" reservation
- If the room is not available, the guest can be automatically added to the
wait list for the dates and room type requested.
- If the guest elects to not make the reservation, a "denied reservation"
record is created to indicate why the guest did not complete the reservation.
- The reservation can be saved as a "quote". For example, a guest may
call and request prices on a room, along with scheduling three rounds of golf
and a dinner (see RDP
Activity module). The guest may promise to "call back in a few minutes
and book it". This reservation can be saved as a "quote". If the
guest calls back the reservationist can retrieve the "quoted reservation" and
change it to a "real" reservation.
Wait List, and Denial Tracking
Customer Relationship Management (CRM)
with Frequent Guest Program
The Customer Relationship Management (CRM) module is designed to track all
relationships with guests to improve guest service and marketing. All
guest visits are tracked from one or more RDP systems. Points can be
awarded for each reservation. The number of points can be different for
different seasons, room types, total dollars spent, and other variables.
Guests can make reservations by redeeming points. Restrictions can be
applied to control when "point reservations" are allowed. A complete
history is kept of all point reservations. Mass E-mails can be sent with
Relationship Management Overview
RDP Guest History
Travel Agent Commissions Deducted
Travel Agent and Wholesalers system is completely integrated with the owner
billing module. Travel agent commissions are automatically deducted from the
owner statement. Various methods for calculating owner portions of the commission
are allowed, including:
Travel Agent and Wholesalers Overview
- Owner pays entire agent commission
- Owner pays NO agent commission
- Owner splits commission based on management fee. If the management
receives 30% of the rental income, the management also pays 30% of the travel
- Even split, 50% each to management and owner, regardless of management commission.
Pay Bills for Owners and Guests
In addition to paying for work orders, it is possible to pay bills for owners
and guests, such as cable TV, Electric, Gas, etc. The system can print checks
to the vendors and bill either the owners on the owner statement or the guest on
the reservation folio. The types of bills that can be paid for owners and
reservations is as follows:
|Type of Bill
||A work order can pay the vendor who performed the works as well
as generate a charge on the owner statement, including an optional
mark-up. For example, if "Bob's TV Repair" fixes the owners TV for
$100, you can pay the Vendor $100 and bill the owner $120, all from
one screen. Checks can be printed for Vendors.
Work Order Overview
|Recurring Monthly Charge
||Accounts can be set up for recurring monthly charges that you pay
on behalf of the owner. Examples include cable TV, electric bill,
water bill, gas, etc. You can "batch process" the invoices each
month from one screen. For example, if you receive 100 different
electric bills for 100 owners, the system will display a screen of all
100 accounts and all you have to do is enter the amount for each account#.
The system can then pay the electric company for all 100 invoices with
one check AND charge each of the 100 owners.
All from one screen - see sample below.
Post Recurring Charges for details.
|One Time Payment for Owner
||One time bills can also be paid for owners that are not related to a
work order. For example, you may agree to pay an electric bill
one time only for an owner.
Pay Bills for details.
|Tasks for Reservations
||It is also possible to have tasks on reservations, such as "purchase
food and stock the refrigerator", and then charge the reservation and
pay the Vendor.
Tasks for more detail.
|The screen below shows the ability to pay a batch of Owner Electric
Bills at the same time from one screen
Unlimited Charges Per
The system automatically transfers gross reservation revenue and
the management commission to the owner statement. In addition, transactions can
be posted directly to the owner. The total of these charges is then deducted from
the net reservation revenue. Charges can be posted to one owner at a time,
or the system can automatically post the same charge to all owners. Charges can
even be posted to all owners of the same unit type.
Cycles - Monthly, Quarterly, etc.
Most management companies operate on a monthly owner billing cycle.
However, the system can be used for any billing cycle. Owner statements can be printed
once a week, once a month, every two months, once a quarter, etc. You can even mix
billing cycles, so that one owner is paid once a week, another once a month, and
a third only once a quarter.
Split Revenue Across Billing
The system can split room revenue from the same reservation across
two or more months. For example, if a reservation arrives 7/25/2008 and departs
8/6/2008, the owner could be paid July's portion in July and the remainder in August.
Alternatively, all of the revenue can be paid to the owner in the month of checkout.
Long term rentals can pay the owner at the end of each month.
For properties that pool owner revenue to disburse among owners at the end of
the statement period, the RDP system can do this automatically. The Pooled Owner
Accounting features take room revenue that is to be paid to owners, pools it
together, and splits it among owners based on number of rental nights in the
owner's unit. Not only can room revenue be pooled, but credit card fees and
travel agent commissions as well.
and Year-To-Date Totals per Owner
The system produces a month-to-date and a year-to-date recap report
per owner as part of the owner statement process. This report includes a total
of room revenue, management commission, travel agent fees, credit card fees, and
a sub-total for each direct expense category.
Statements Can Be Reprinted Forever
Owner statements can be reprinted for any past month or billing
cycle: forever. For example, if an owner requests a copy of his statement
from last March, it can be reprinted in seconds. Owner reservations, management
commissions, travel agents fees, and all direct charges can also be instantly displayed
for any time period.
Print Checks to Owners
The system can generate and print a check for the net amount due
the owner each billing cycle. However, if the owner has more expenses than
revenue, the system tracks this as an open receivable.
An owner's check may be held "on account" to offset future expenses.
For example, one RDP customer has several owners who live in Mexico. These
owners request that management hold their checks during the busy season to offset
maintenance expenses during the slow season. These owners are marked as "generate
checks=NO" during the busy season, preventing the system from automatically distributing
a check each billing cycle.
Sample RDP Forms
Trust Accounting - Full
One of the most important elements of Vacation Rentals and Condominium
Hotels is Trust Accounting and General Ledger. The RDP system includes a full
trust accounting system, which can be used as the only accounting system or in conjunction
with another accounting system. Please see:
- RDP Trust Accounting for details.
Accounts Receivable with Aging
If the owner statement calculation produces a balance due to the
management company, the system creates an owner accounts receivable (A/R). The A/R
report is aged at 30, 60, 90 and 120 days. This report is available in a "one line
per owner" format, or in a detail format showing each open item.
Print or E-mail Overdue Notices
If owners have not paid the amount due, the system can automatically
post a late charge. Additionally, the system can print overdue notices, either
on paper for mailing or sent to the owners via E-mail.
IRS 1099 and 1042S Reporting
The system automatically generates IRS 1099 reports at year-end.
These reports show total revenue booked for each owner for the calendar year. Year-end
reporting on magnetic media is required for larger properties and is available at
Sample 1099 Report.
Room Moves Pay the Correct Owner
A room move can be performed using RDP's powerful online
Chart. For reservations moving between individually owned units, rental
revenue for each owner is automatically calculated. For example, if a guest
stays three nights in Room 101 and moves to Room 453 for two additional nights,
RDP automatically pays Owner 101 for three days (minus management commission) and
Owner 453 for two days.
Integrated with New Reservations
RDP has integrated yield management with the reservation system.
When combined with a careful study of the property's history and training of employees,
yield management can significantly increases occupancy and average daily rate (ADR).
Small increases in ADR can drastically increase property profit.
Yield Management Overview
Hotel / Resort Feature
Overview (all features available to condo/vacation rental customers)
Sharewith Folios and One Guest with Multiple Folios
RDP supports both sharewith folios and one guest with multiple folios.
A sharewith occurs when more than one guest is in the room and they wish to split
the bill. For example, four guests could stay in a two-bedroom unit, with four different
folios. Up to 99 sharewiths can split the charges for one room. One guest
can also have multiple folios. For example, the room charges can go to Folio
A and incidentals to Folio B. Room charges can be billed to the group master
and incidentals for the guest. Please use the following links for more information:
Front Desk and Night Audit Overview
Sample Guest Folio
RDP Owner Accounting Overview
RDP has the option of automatically sending the guest confirmation to the owner of
a room when it is booked, in order to inform the owner of reservation activity in their unit. While some properties may find this feature extremely useful, others may not want the owner
to know of bookings prior to the guest arrival in case of cancellations or room moves. This feature can be turned on or off based on each property's need.
Taxes Adjusted for Length of Stay and Location
The system can automatically adjust the tax rate based on a variety
of factors, including:
- Length of stay. For example, a three-day reservation may have a 9%
tax, while a six-month reservation is non-taxable.
- Location of property. If the room tax in Breckenridge is 8%, while
the adjoining town of Frisco is 7%, and you rent houses or condominiums in both
locations, the system automatically adjusts the tax.
- Non-taxable reservations, such as a church group.
and Interval Ownership Allowed
The system can handle a wide variety of timeshare / interval ownership
concepts, including "point based", fixed week, floating week, quarter-share,
eight-share, and a wide variety of other ownership situations. Combinations of these
methods are possible, and it is possible to combine timeshare, whole ownership,
and hotel rooms in one system. An example follows:
Timeshare / Interval Ownership Topics
- Fixed Week/Floating/Points and Combinations
- Timeshare Owner Access Using Internet
- High Capacity System with Excellent Performance
- Invoice Owners for Dues and Other Charges
- Auto-Load Owner Reservations
- Rental of Owner Time with Automatic Payment to Owners
- Timeshare Exchange Reservations
- Owner Bonus Time Reservations
- One Owner Statement for Multiple Weeks
- Owner Balance Due Interfaced to Reservations
- Track Available Weeks to Sell
- Owner Dues and Receivables
RDP Timeshare module, where there is more than one owner of each unit.
See Hotel / Resort Feature
Overview (all features available to condo/vacation rental customers).