Creating a lease

When a new lease account is created the status displays as New. When saved, the status is set to Tentative, a lease number is generated, a lease account is created with status Pending, Lease Periods are created according to the billing options set, and these are calculated and the values are displayed: Total Lease, Total Rental, Total Fees, Billing Cycle Lease, Billing Cycle Rental, Billing Cycle Fees, Daily Lease, Daily Rental, Daily Fees. A room can be specified, but it is not removed from house availability until the lease status is Definite. An A/R Account is required when the Lease status is Definite.

To create a lease:

Front Desk > Lease > Lease.
Specify this information in the Record View tab:
Start Date

The lease start date. This date is the date the lease charges starts posting.

End Date

The lease end date. This date is included in any amount that is charged, thus the guests departure date is not used for an individual guest lease as this charges are for the guest departure time.

Nights

The total number of nights associated with the guest stay.

Shoulder Start Date

This field displays the earliest shoulder stay date (date before to lease start date) of any of the lease's associated guest stays.

Shoulder End Date

This field displays the latest shoulder stay date (date prior to lease end date date) of any of the lease's associated guest stays.

Shoulder Days Before

This field displays the total number of associated guest stay's nights that are shoulder dates before the lease start date.

Shoulder Days After

This field displays the total number of associated guest stay's nights that are shoulder dates after the lease start date.

Billing Cycle
The billing cycle for the rate. The option selected controls the Billing Cycle Options:
- If the Billing Cycle is set to Days, you can select a billing cycle option of 1-99 days.
- If the Billing Cycle is set to Weekly, you can select the day of arrival, or any particular day of the week.
- If the Billing Cycle is set to Monthly, you can select monthly based on arrival date, or at month end.
Rate Plan

The lease rate plan code.

Room Type

The room type for which the lease upgrade is performed.

Room

The room number which is to be leased.
Note: You can click Room Assignment icon to select the room.

Copy Notes to Guest Stay

Select this check box to populate the note information to the Reservation note field on the Guest Stay screen, when guest stay is created with a lease.

Rental Charge

This is the Calculated rental charge for the upgrade room for the date range.

For example: if the main Lease room rental charge is set to 1000 and the upgrade room has a rental charge of 1250, then the guest is responsible to pay the difference in the amount.

User is allowed to specify this charge

Hire Charge

This is the Calculated hiring charge for the upgrade room for the date range.

User is allowed to specify this charge

Maintenance Charge

This is the Calculated Maintenance charge for the upgrade room for the date range.

User is allowed to specify this charge

Service Charge

This is the Calculated service charge for the upgrade room for the date range.

User is allowed to specify this charge.

Note: The Grand total column displayed in the generated lease invoice is a sum of Rental Charge, Hiring Charge, Maintenance Charge, Service Charge, and Total Taxes.

Invoice Separately

If this check box is selected, separate credit invoices are generated for each type of charge such as hire, maintenance, and service. Separate Direct Bill Payments are posted for each type of charge.
The Invoice Report is displayed for each charge type and the Lease Upgrade Period Status is changed to Charges Posted in the folio for every A/R account.
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Booking Agency

The unique ID and name of the booking agency associated with the lease. You can select the agency from the list of Booking Agencies lookup.
Note: You can include or exclude the fields in dataspy using the Booking Agencieswindow.

Market Segment

The market segment that must be linked to the standard rate plan. The rates that you define are based on the market segment for which you are defining the standard rate plan.

Source

The source of business. The possible values are based on codes created as Source of Business on the Maintain Global Codes screen.

Shoulder Rate Plan

This rate plan is selected based on the room change update for the shoulder hotel dates.

Track

Select the track code that must be associated to the lease.
Note: You can create and modify the track codes using the Create Track Code.

Price Includes Tax

This check box is informational. If the lease rate has inclusive tax, the check box is selected by the application.

A/R Account

You can select the A/R account using the lookup, or you can create a new A/R account by clicking the New A/R Account button which will open the Property A/R Account window. If a new A/R account is created, it must be saved in the Property A/R Account, then click Return Value to enter the newly created A/R account into the lease record. If an existing A/R account is selected, the A/R account fields are filled with information from the A/R account. An A/R account is required on leases in Definite status. The main lease charges are posted to the folio of the A/R account.
Specify the First Name and Last Name in the Contact Information section. You can also use the Guest Search icon to search and select a guest profile from the existing list. Based on the selected guest profile, the guest information is populated in the fields from the Guest Profile screen.
- Last Name
- First Name
e-Invoicing Partner ID

A unique identification code to identify the e-Invoicing Partner.
Click Save.
Optionally you can print a Lease Pro Forma (Lease/Rent Request) by clicking the Actions Print and selecting Lease Pro Forma. If a Lease Pro Forma has already been printed with an invoice number Retrieve Pro Forma Invoice is also available.
When there is a room upgrade, the room upgrade indicator is displayed next to the room type field.
The Lease has an upgrade where the End Date is greater than or equal to the Hotel Date.