MyVRZone – Setting up Quoting

1. MyVRZone – Setting up Quoting You will learn… How Quoting works What you need to define How to set up one or multiple properties … use this as you are setting up your system.

2. Setting up Quoting – how it works Single and Multiple Properties

3. Single Property List of accommodation taxes and their rates. Taxes List Property 1 Choose Taxes List of available options and applicable taxes. Choose Options Options List Choose Rates Choose Dates Accommodation and option rates. Rates List Seasonal date ranges & options included by default. The lists must be set up first and then assigned to each Property. Dates List

4. Multiple Properties Where everything is the same Taxes List Re-use the lists already defined. Property 1 Choose Taxes Choose Options Options List This would be typical for properties of the same type and size in the same location or destination Choose Rates Choose Dates Property 2 Rates List Choose Taxes Choose Options Choose Rates Dates List Choose Dates

5. Multiple PropertiesWhere the rates and available options are different Taxes List Re-use the lists already defined for Taxes and Dates and create new ones for Options and Rates. Property 1 Choose Taxes Choose Options Options Sheet Options List Choose Rates Choose Dates This would be typical for different types or sizes of properties in the same location or destination Property 2 Rate Sheet Rates List Choose Taxes Choose Options Choose Rates Dates List Choose Dates

6. Multiple PropertiesWhere everything is different Tax Sheet Tax Sheet Create new lists for each property. Property 1 Choose Taxes Choose Options Options Sheet This would be typical for different types or sizes of properties in different locations or destinations. Options Sheet Choose Rates Choose Dates Property 2 Rate Sheet Rate Sheet Choose Taxes Choose Options Create as many lists as needed and choose any one for any property. Choose Rates Date Sheet Date Sheet Choose Dates

7. Setting up the Lists For assigning to one or more Properties

8. Starting webpage - ScreenshotLogin and go to the “Setup>Main >> Quote” tab 1 2

9. Setting up TaxesTax Lists 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. All Taxes 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. • 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.

10. Setting up Taxes - ScreenshotTax Lists 1 All Taxes Taxes List 2

11. Setting up OptionsOptions Lists 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 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. All Options Options List • 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.

12. Setting up Options - ScreenshotOptions Lists 1 All Options Options List 2

13. Setting up Option RatesOption Rates Lists 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 Option Rates List Rates List Option Rates Lists are selected later when setting up a Rates List for each season of each year.

14. Setting up Option Rates - ScreenshotOption Rates Lists Option Rates List From the All Options tab

15. Setting up Option IncludesOption Include Lists 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. 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. All Options Option Includes List 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.

16. Setting up Option Includes - ScreenshotOption Include Lists Option Includes List From the All Options tab

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

18. Setting up Seasons - Screenshot Seasons

19. 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. Setting up DatesDates Lists 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. Option Includes List Seasons Dates List

20. Setting up Dates - ScreenshotDates Lists From the Seasons tab Dates List From the Option Includes tab

21. 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. Setting up RatesRates List 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. All Options Option Rates List Rates List Seasons

22. Setting up Rates - ScreenshotRates List For each year Rates List From the Options Rates List tab From the Seasons tab

23. Assigning lists to each Property After setting up the lists

24. Starting webpage - ScreenshotSetup>Main >> Property>Quote tab 1 2 Simply choose from the drop-down lists 3 4

25. What is relevant to your setup For Single Properties

26. Relevant Quote SetupSingle Property – no options, no taxes All Taxes Taxes List All Options Options List Option Rates List Option Includes List Rates List Just set up Seasons, Rates and Dates Seasons Dates List

27. Relevant Quote SetupSingle Property – no options, with taxes All Taxes Taxes List Just set up Taxes, Seasons, Rates and Dates All Options Options List Option Rates List Option Includes List Rates List Seasons Dates List

28. Relevant Quote SetupSingle Property – with options and taxes All Taxes Taxes List Taxes List Could have multiple Taxes Lists if some options have different taxes applied to them. All Options Options List Option Rates List Option Rates List Could have multiple Option Rates Lists if some options change rates over the year. Option Includes List Rates List Could have multiple Option Includes Lists if options that get included by default change over the year. Option Includes List Seasons Dates List

29. What is relevant to your setup For Multiple Properties

30. Relevant Quote SetupMultiple Properties – with no options or taxes All Taxes Taxes List Just set up Seasons, Rates and Dates All Options Options List Option Rates List Option Includes List Rates List Rates List Could have multiple Rates Lists if some properties have different seasonal rates. Seasons Dates List Could have multiple Dates Lists if some properties are in different destinations. Dates List

31. Relevant Quote SetupMultiple Properties – with no options and with taxes All Taxes Taxes List Just set up Taxes, Seasons, Rates and Dates Taxes 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. All Options Options List Option Rates List Option Includes List Rates List Rates List Could have multiple Rates Lists if some properties have different seasonal rates. Seasons Dates List Could have multiple Dates Lists if some properties are in different destinations. Dates List

32. Relevant Quote SetupMultiple Properties – with options and taxes Could have multiple Taxes Lists if some options have different taxes applied to them or if the properties are in different tax districts/areas. All Taxes Taxes List Taxes List Could have multiple Options Lists if some properties have different options available or if they are in different tax districts/areas. All Options Options List Options List Option Rates List Could have multiple Option Rates Lists if some options change rates over the year. Option Rates List Could have multiple Option Includes Lists if options that get included by default change over the year. Option Includes List Rates List Option Includes List Rates List Could have multiple Rates Lists if some properties have different seasonal rates or they have a different size, aspect, location, quality Seasons Dates List Dates List Could have multiple Dates Lists if some properties are in different destinations.

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