Lists

 

System Lists User Guide

1. Overview of System Lists

The System Lists section in the settings tab is used for setting up various lists that are used throughout the system. These lists provide options for categorizing and organizing data that can be referenced in other parts of the system, such as reservations, payments, expenses, and more.

2. Available Lists

The following lists are available to set up in the System Lists section:

    • Vendors – Used in the Payments section in Reservation Details
    • Payment Categories – Used in the Payments section in Reservation Details
    • Expense Categories – Used in the Expense section in Reservation Details
    • Note Labels – For the Notes Bar above the Internal Availability Calendar
    • Availability Calendar – Used to manage calendar-related settings
    • Owners – Used in the Property Manager section of Room/Unit settings

Amenities – Can be shown on Reservation Pages for guest filtering

3. Details of Each List

Here are the details for each of the available lists in the System Lists section:

3.1. Vendors

The Vendors list is used to populate the vendor selection in the Payments section of Reservation Details. You can set the following fields for each vendor:

  • Vendor Name
  • Email
  • Website
  • Phone
  • Default Category (pulled from the Payment Categories list)
  • Selection Default (whether this vendor will be selected by default when adding a new payment)
  • Notes

Note: Setting up vendors is essential as they are used in reports related to payments and financial tracking.

3.2. Payment Categories

The Payment Categories list is used when adding payments to a reservation in the Reservation Details section. Common categories include balance, deposit, and additional payment. For each payment category, you can set the following:

  • Category Name
  • Selection Default (whether this category will appear by default when payments are added)
  • Default Amount (can be a flat amount or a percentage of the total reservation price)

The categories set here are also used in various income reports.

3.3. Expense Categories

The Expense Categories list is used in the Expense section of Reservation Details. When adding an expense to a reservation, you can select a category from this list. These categories are then used in financial reports to classify expenses.

3.4. Note Labels

The Note Labels are used for the Notes Bar above the Internal Availability Calendar. You can set up categories of notes, which will then populate a dropdown menu in the notes field, allowing you to label your notes and categorize them for easy reference.

3.5. Owners

The Owners list is used in the Property Manager section of the Room/Unit settings. The owner’s email address is particularly useful for sending automated emails to property owners. This helps keep owners informed about reservations and updates related to their properties.

3.6. Amenities

The Amenities list is used to add various amenities that can be shown on public reservation pages. These amenities can be filtered by guests when searching for available reservations. Examples of amenities include:

  • Complementary Breakfast
  • Internet Access
  • Pets Allowed
  • Swimming Pool
  • View

Setting up amenities helps guests find the features they want and improves the search experience on your public reservation page.

4. How to Set Up and Manage Lists

To set up or modify a list, follow these steps:

    1. Navigate to the System Lists section in the settings tab.
    2. Select the list you want to manage (e.g., Vendors, Payment Categories, etc.).
    3. Click on the “Add New” button or select an existing item to modify.
    4. Fill in or update the relevant fields for that list item (e.g., vendor name, category name, etc.).

Save your changes once you are done.

5. Notes and Considerations

Here are some key considerations when managing system lists:

      • Ensure that each list is properly set up before using them in reports or reservation details to avoid errors.
      • Make sure that payment categories and expense categories are correctly linked to the appropriate financial reports.
      • Amenities should be clearly labeled to help guests filter search results effectively on the public reservation page.

 

What is the Lists section used for?

In this section you can manage lists of related items that are using through out the system.

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What lists can be configured here?

Lists you can set up here are Vendors, Payment Categories, Expense Categories, Note Labels, Owners, and Amenities.

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Why should I set up a Vendors list?

Vendors are used when entering Expenses. By linking expenses to vendors we can create reports showing total payments to specific vendors.

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What are the most common uses for the Owners list?

Property management users are the ones most likely to use the Owners section. This is mostly used for the Owner’s Report, and to make it easy to select the owner of an individual property, in the Room/Unit settings section.

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