RMS 5 Users Enjoy New Custom Designed Letters
RMS 5 Users can now create letterswith pictures, custom fonts and special
formatting for their system. RMS 5 allows custom layout so that vacation rental
managers can design better letters that reflect the quality and character of their resort.
Over 25 types of letters are included within RMS from the standard confirmation letter to the after reservation letter.
These can be found on the User Designed Letters option of the Utilities Menu.

 Previous versions of RMS have always allowed for the body of the letter to be written within the system. A text editor has always been included with the system. As technology has changed, what was formerly a printed letter designed to mail has become an item that could be printed on paper and mailed or emailed electronically to guests and owners.

 The new update allows users to use any html editor they want. If they do not already have one, RMS may assist in making one available, however no technical support will be available for any software product other than the Resort Management System. The html format will allow pictures and graphics to be inserted into letters. Merge fields will be generated by RMS and can be inserted into the letter by the user during the layout process to place data where you want it rather than where it was in previous versions, usually hard coded after the body of the letter. Setting up these new dynamic letters may take time and creativity. If you are not ready to make changes in your letter do not install this update as it will delete your old letters. This update is not required. Once you are ready to create new letters, the time and effort put
towards a beautiful new letter will be worth it!

Owners Can View Statements Online

RMS users can give owners the option to view their statements online. The method is similar to the option banks offer for clients to view bank statements by logging in to a secure website. This convenient service is owner specific depending on their preferences and is determined by a simple setting in the Owner file of RMS 5. If an owner prefers online
statements, they may receive an email notification stating that their statements are available for viewing online. This option assures them privacy and cuts down on mailing and paper products from the management company, not mention ink and wear and tear on the printer.

These new owner statements will be in html format which gives the resor creative flexibility and option to design owner statements that better relflect the image of their resort. Give RMS a call if you have any questions .

Resort Management System Offers Tutorials on the Web
A growing list of self-run tutorials are now available on the web for RMS 5 users to view or download. The current library is geared towards
new users of the system. Some tutorials are targeting first time users of RMS who are just
getting started and setting up their system:

Creating Owners File, How to Create Seasons and Rates, How to Create Sections and Locations, The Unit File and Basic Reservations.

As the Library of tutorials grows, more advanced tutorials will be published. Some titles currently available include ones on: the Tape Chart, How to
create an Accounting Work Order, Owner Credits, How to Create Miscellaneous Charges along with How to Print Owner Statements and How to Finalize Owner Statements and Print Checks.

New users are encouraged to visit this site and long time RMS users may find it helpful for new staff training purposes. If you have any questions or wish to purchase a CD of tutorials please let us know at This e-mail address is being protected from spambots. You need JavaScript enabled to view it. "> This e-mail address is being protected from spambots. You need JavaScript enabled to view it.

RMS Hot Tip

Owners will be expecting their 1099’s by the end of January, so now is the time to make sure you have prepared any annual reports for owners. The 1099 form must be issued to any person that you have paid at least $600 in rents services or other income payments throughout the past year. Typically, you should issue the form to any independent contractor that you paid
$600 to during the tax year. RMS has the ability to print both owner and vendor 1099’s.

The recommended list of Annual Procedures for RMS includes printing 1099’s for owners and vendors, as well as printing a Unit Totals report for you and your owners. These reports are found on the Owner Reports menu.

The 1099 and Unit Totals option on the Owners Report Menu will open a menu of choices for these reports, allowing you to print summary and detailed versions and copies for your company, your owners and your vendors. RMS will also create an IRS magnetic media file. The 1099s should be printed AFTER the statements for the last month of the year have been
finalized and prior to finalizing any current year owner statements.