MyVRZone – Setting up QuotingYou will learn…

How Quoting worksWhat you need to defineHow to set up one or multiple properties

… use this as you are setting up your system.

Setting up Quoting – how it worksSingle and Multiple Properties

Single Property

Property 1

Choose Taxes

Choose Options

Choose Rates

Choose Dates

Taxes List

Options List

Rates List

Dates List

List of accommodation taxes and their rates.

List of available options and applicable taxes.

Accommodation and option rates.

Seasonal date ranges & options included by default.

The lists must be set up first and then assigned to each Property.

Property 1

Choose Taxes

Choose Options

Choose Rates

Choose Dates

Multiple Properties Where everything is the same

Taxes List

Options List

Dates List

Rates List

Property 2

Choose Taxes

Choose Options

Choose Rates

Choose Dates

Re-use the lists already defined.

This would be typical for properties of the same type and size in the same location or destination

Multiple PropertiesWhere the rates and available options are different

Taxes List

Options Sheet

Dates List

Rate Sheet

Property 1

Choose Taxes

Choose Options

Choose Rates

Choose Dates

Property 2

Choose Taxes

Choose Options

Choose Rates

Choose Dates

Rates List

Options List

Re-use the lists already defined for Taxes and Dates and create new ones for Options and Rates.

This would be typical for different types or sizes of properties in the same location or destination

Multiple PropertiesWhere everything is different

Tax Sheet

Options Sheet

Date Sheet

Rate Sheet

Property 1

Choose Taxes

Choose Options

Choose Rates

Choose Dates

Property 2

Choose Taxes

Choose Options

Choose Rates

Choose Dates

Rate Sheet

Options Sheet

Tax Sheet

Date Sheet

This would be typical for different types or sizes of properties in different locations or destinations.

Create new lists for each property.

Create as many lists as needed and choose any one for any property.

Setting up the ListsFor assigning to one or more Properties

Starting webpage - ScreenshotLogin and go to the “Setup>Main >> Quote” tab

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Setting up TaxesTax Lists

All Taxes

All possible taxes.If you have multiple properties with

different taxes then add them ALL here.

These are just the names of the taxes, eg:• Sales• Occupancy

If you have no taxes then leave this blank.

Taxes List

Active taxes and rates.Thinking about your property, choose the tax name(s) that apply for your accommodation

rates and set the rates.

If you have optional items that have different taxes and/or rates then define another Taxes List for them and name it something distinct.

If you have multiple properties with different tax rates or combinations of taxes then

create multiple Taxes Lists for them here and name them something distinct.

If your taxes change over time (eg. a tax increase next Dec 31st) then that schedule should be set for each Taxes List here and

used in your quotes automatically.

Groups of taxes can be applied to the accommodation amounts and each option separately. This is because some locations/destinations charge certain taxes on accommodation but not on expense items like Pool Heating.

Setting up Taxes - ScreenshotTax Lists

All Taxes Taxes List

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Setting up OptionsOptions Lists

All Options

All possible options.If you have multiple properties with

different options then add them all here.

These are just the names of the options, eg:• Pool Heat• Cleaning Fee

If you have no options then leave this blank.

Options List

Options List.Thinking about your property, choose

the set of options (from All Options) that are available here. In addition, set the Taxes List that applies to each option

here.

If you have multiple properties with different available options then create

multiple Options Lists here. Don’t create multiple options if the rates are different

– the rates are set next.

Groups of available options are assigned to each property.

An “Option” can be mandatory (eg Cleaning Fee) or selectable by the guest (eg Pool Heat)

Taxes List

Setting up Options - ScreenshotOptions Lists

All Options

Options List

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Setting up Option RatesOption Rates Lists

Option Rates List

Option Rates List.Thinking about your property, choose

options that are available (from the list of All Options) and assign a rate to it.

The rate can be a fixed amount, a nightly/weekly rate or a percentage of

the total rates.

If you have options that change in value over the year or with different

properties then create multiple Option Rates Lists here and name them

something distinct.

All Options

Rates ListOption Rates Lists are selected later when setting up a Rates List for each season of each year.

Setting up Option Rates - ScreenshotOption Rates Lists

Option Rates List

From the All Options tab

Setting up Option IncludesOption Include Lists

Option Includes

List

Option Include List.From the list of All Options, choose which

should be included by default in any quotation that the system creates - these can be changed manually before sending.

If you change what is included by default over the year then create multiple Lists

here.

You may want to include different options by default at different times of the year. For example, only include Pool Heat during the winter months.

All Options

Dates List An Option Include List defines which options should be included by default and it gets selected later per date range in a Dates List.

Setting up Option Includes - ScreenshotOption Include Lists

Option Includes

List

From the All Options tab

Setting up Seasons

Seasons are assigned to date ranges in a Dates List and given rates for each calendar year in a Rates List.

Seasons

Seasons.Define all season names used here (Low, Mid, High, Holiday are added by default

but you can edit them).

If you have multiple properties that have (some) different seasons then define ALL of them here – you will select from this list later. It’s OK (and recommended) to have the same season names for each

property.

Dates List

Rates List

Setting up Seasons - Screenshot

Seasons

Setting up DatesDates Lists

Dates List

Dates.Define the seasonal date ranges here:

Choose a start and end date and assign a Season. Optionally choose an Option

Include List for the dates too.

If you have multiple properties with different seasonal date ranges then create

multiple Lists here.

Dates Lists define your seasonal date ranges – the dates for Low, Mid and High season, for example.

In addition, you may want to include different options by default at different times. For example, only include Pool Heat during the winter months.

Option Includes

List

Seasons

Setting up Dates - ScreenshotDates Lists

Dates List

From the Seasons tab

From the Option Includes tab

Setting up RatesRates List

Rates List

All Options

Option Rates List

Seasons

Rates Lists define the accommodation and option rates for a property. Rates are set for each season in each year.

When quoting, the system determines the rates from the year of the arrival date and the season(s) that the dates span.

Rates List.Set Monthly, Weekly, Weekday and/or

Weekend accommodation rates for each Season in each year. At the same time,

choose the Option Rates List that should apply for any chosen options.

If you have multiple properties with different rates then add multiple lists

here and name them distinctly.

Setting up Rates - ScreenshotRates List

Rates List

From the Seasons tab

From the Options Rates List tab

For each year

Assigning lists to each PropertyAfter setting up the lists

Starting webpage - ScreenshotSetup>Main >> Property>Quote tab

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3 4Simply choose from the drop-down lists

What is relevant to your setupFor Single Properties

Relevant Quote SetupSingle Property – no options, no taxes

All Options

All Taxes

Option Includes

List

Option Rates List

Seasons

Taxes List

Dates List

Options List

Rates ListJust set up Seasons, Rates

and Dates

Relevant Quote SetupSingle Property – no options, with taxes

All Options

All Taxes

Option Includes

List

Option Rates List

Seasons

Taxes List

Dates List

Options List

Rates List

Just set up Taxes, Seasons, Rates and Dates

Relevant Quote SetupSingle Property – with options and taxes

All Options

All Taxes

Option Includes

List

Option Rates List

Seasons

Taxes List

Dates List

Options List

Rates List

Could have multiple Taxes Lists if some options have different taxes applied to them.

Could have multiple Option Rates Lists if some options change rates over the year.

Could have multiple Option Includes Lists if options that get included by default change over the year.

Taxes List

Option Rates List

Option Includes

List

What is relevant to your setupFor Multiple Properties

Relevant Quote SetupMultiple Properties – with no options or taxes

All Options

All Taxes

Option Includes

List

Option Rates List

Seasons

Taxes List

Dates List

Options List

Rates List Could have multiple Rates Lists if some properties have different seasonal rates.

Could have multiple Dates Lists if some properties are in different destinations.

Rates List

Dates List

Just set up Seasons, Rates and Dates

Relevant Quote SetupMultiple Properties – with no options and with taxes

All Options

All Taxes

Option Includes

List

Option Rates List

Seasons

Taxes List

Dates List

Options List

Rates List

Taxes List

Could have multiple Rates Lists if some properties have different seasonal rates.

Could have multiple Dates Lists if some properties are in different destinations.

Rates List

Dates List

Could have multiple Taxes Lists if some options have different taxes applied to them or if the properties are in different tax districts/areas.

Just set up Taxes, Seasons, Rates and Dates

Relevant Quote SetupMultiple Properties – with options and taxes

All Options

All Taxes

Option Includes

List

Option Rates List

Seasons

Taxes List

Dates List

Options List

Rates ListOption Includes

List

Option Rates List

Taxes List

Could have multiple Rates Lists if some properties have different seasonal rates or they have a different size, aspect, location, quality

Could have multiple Dates Lists if some properties are in different destinations.

Rates List

Dates List

Could have multiple Taxes Lists if some options have different taxes applied to them or if the properties are in different tax districts/areas.

Options List

Could have multiple Options Lists if some properties have different options available or if they are in different tax districts/areas.

Could have multiple Option Rates Lists if some options change rates over the year.

Could have multiple Option Includes Lists if options that get included by default change over the year.

Thank youFind more help at:myvrzone.com/infosupport@myvrzone.com

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