£
31 file folders labeled 1 to 31.
£
12 hanging files labeled January to December.
As you book reservations place a copy of each reservation in
the appropriate month based on their arrival.
As reservations are changed print a new copy and staple it on top of the
original(s). As each new month begins
take the confirmations for that months arrivals and place them into their
corresponding numbered folders for each day of the month. Now each day of the month you have the
copies of the confirmations for the arrivals at your fingertips.
£
12 hanging files labeled January to December
For Daily Cash Drawer, Credit Card batch, Bank Deposit
Detail and Balance Sheet Reports.
£
1 hanging file for each rental unit
£
3 file folders for each rental unit’s hanging folder
File #1 is for information about the rental unit. i.e. The rental contract between you and the owner, any warranty information, owner manuals, or any other documents that you may acquire that have to do with the unit other than financial documentation.
File #2 is for monthly financials, including copies of each
reservation that checks out of the unit, any invoices paid on behalf of the
owner, work orders, etc.
File #3 is the annual file for each unit. It contains the documents from File #2 as
each month is closed out, owner statements generated and checks printed; bundle
the documents from file #2 with a copy of the final owner statement and bind
them together. File #2 is now empty and
ready to begin the new month.
£
1 hanging file for each vendor
£
3 file folders for each vendor’s hanging folder
Vendors will need their own file. This file will hold copies of the detail payables statement for
each time the vendor was paid.
1 File for new bills received that needs to be billed to the
owner accounts. Once bills are entered
mark or stamp then as entered and move to Bills to pay file.
1 File. Once a week
pay your vendor payables in the bills to pay folder.
1 File. Holds the
bills that have been paid and need to be filed in the Rental Unit Monthly
Folders.
£
1 folder for each tax authority you will be paying.
Each month as you pay your lodging taxes file the detail reports
for what you paid to each authority in its appropriate folder.
Bank Statements and Reconciliation reports Folder.
£
1 hanging file for each account.
Each month reconcile your Bank Ledgers with your actual bank
statements from the bank. When you have
successfully reconciled TCS will print a reconciliation report show the
reconciled bank balance and adjust for outstanding checks and deposits to give
you an adjusted bank balance.
Notice there aren’t any owners’ files listed. These are not necessary. Also, you want to be careful to keep escrow
files separate from your operating account and regular office papers.
Vacation
Rental Management Filing System