If you are a new CiiRUS user who has had their reservations imported, this article is for you!
After the Data Migration Team imports your existing reservations, you should audit them to ensure accurate financial and reservation details. To generate monthly owner statements, you need to enter financial data for each reservation so that the system can calculate the amount due to you as the PMC and each homeowner.
We understand that auditing imported reservations can be time-consuming, but it doesn't have to be. That's why we created the imported reservation audit tool to make the process easier.
With the audit tool, you can track which reservations you've audited or are in progress. You can also make notes about any issues or discrepancies you find so that you can review them later.
Reservation audit checklist
The audit consists of 11 items that must be populated and verified for each imported reservation. It's recommended to sort the reservation by month and audit one month at a time starting with the first month you intend to complete owner statements for in CiiRUS.
Header:
1. Verify the reservation is in the correct unit
2. Edit or add guest contact details
3. Verify the correct reservation source is applied
4. Verify arrival and departure dates
Financials Tab:
5. Add any applicable reservation extras
6. Verify reservation financials/rates are accurate
7. Verify and add reservation payments
8. Add or edit PMC commission (Fixed or percentage)
9. Verify cleaning commission retained by the PMC is correct - Changes can be made to this field by clicking on the magnifying glass icon located to the right of "Clean to PMC (100%)"
Operations Tab:
10. Verify that the Standard (end-of-stay clean) is scheduled and/or add any additional cleans if applicable
Notepad Tab:
11. Input additional comments if applicable (private or general)
Blackout Dates:
The Date Migration Team is unable to import blackout dates.
In addition to the above checklist, please make sure to add any blackouts to the calendar to prevent double-bookings.
Typically blackouts are added for maintenance/repairs or seasons that are not bookable by the guest.
Where to go
To access the audit tool, go to:
Reservations > Imported Reservation Audit
Apply filters
You can use the following filters to specify the reservations you want to audit:
Date range: We recommend starting with a month of reservations at a time, starting with the first month you need to generate owner statements for.
Unit: You can audit reservations for one or more units at a time.
Key: Choose to see only reservations that are in progress, not started, or that you've flagged due to an issue or something you need to review.
Auditing reservations
The grid shows the total number of imported reservations and the reservation details. The reservations are grouped by status: complete, in progress, or not started. Each reservation is color-coded, making it easy to identify which ones you need to audit.
To audit a reservation, double-click it to open the audit tool.
The audit tool is divided into four steps that follow the audit checklist to make auditing reservations as easy as possible.
Follow each step to verify that the details are accurate, paying special attention to the financials, as these are crucial to generating accurate PMC and owner payouts.
Header: Verify the guest information, reservation dates, and check-in/out times.
Financials: Verify the rental rate, additional fees, taxes, and totals. Apply payments if applicable.
Operations: Ensure that housekeeping is scheduled for future reservations.
Notepad: Enter any comments if applicable.
Once you've completed a step, click the red circle to track your progress. You can always return to the audit tool later. Alternatively, if you've finished auditing the reservation, click "Mark Audit as Complete" to mark the reservation as 100% completed.
Flag a reservation
While auditing a reservation, if you find a discrepancy between the original reservation and the imported one that requires further investigation, you can flag it to remind yourself to review it again later if you don't have the time now.
Click the "Flag Reservation" button and enter any notes such as why you flagged the reservation.
