Adding Owners and Owners Units
GemaPark allows units to have owners. Owners can then be invoiced for bills and meters. This document details how to create an owner, assign an owner to a unit and manage the unit setup.
Please see other supporting documentation for how to bill and invoice meters and how to do invoicing for owners.
Create the Owner
An owner is added to the system as a new customer record. Go to customers and select ‘+ New’
When adding the customer tick the owner tick box to indicate this customer is an owner.
If your customer already exists you can find the owner tick box in the customer Summary, click ‘Edit’ from the summary panel on the right-hand side of the customer summary page to update it.
Save the record and this customer is now set up to be an owner of a property.
Adding an Owner to a unit
This section assumes the unit is already set up in GemaPark. If it is not go to the next section ‘Create the Owned Unit’ to see how to add it.
Navigate to the 'Units' section from the top menu. Your list of owned units are displayed and any owners that are assigned to the units are shown on the list. If no owner has been assigned to the unit the Owner/Resident column will be blank.
Clicking the yellow pencil next to a unit will take you into the unit details. To assign a new owner click ‘Sales History’ from the right-hand menu.
The Sales History shows you the list of all the owners of the unit, past and present.
Click the '+New' icon to add a new record to record you new owner.
You can create record showing the transfer of the unit back to the park and then to the new owner, or you can show a transition from the old owner to the new owner. You should add a new record each time the unit changed hands with the date of the transition.
Enter the date sold as the date the owner took over the unit.
Using the purchaser dropdown, your owners list should show the new owners you created. Find them in the list and select their name.
You can also add the seller if you want to retain the history of who had the unit before the new owner. Press save, and your owner is now assigned to the unit.
‘Park’ is a default entry in both drop downs, choose this option if the seller or purchaser is the Park.
Create the Owned Unit
If you need to add the unit to GemaPark, you may already have a plot setup or you may need to add a unit and a plot. To add a unit and a plot:
Navigate to Admin>Park Name>Unit/Pitch Types>Name of unit type and then choose Plots from the side menu.
Using the green +NEW button at the top of the list, you can create the new units and plots on this page:
Click ‘+ New’ then complete the boxes on the pop up form and Click ADD. You must at least complete the boxes highlighted below. This form will create the plots and the units and assign the units to the plots created.
If you are only adding 1 unit, or are adding several with numbers out of sequence, do a new form for each one. If you are adding sequential numbers, add the number of units in the Quantity field and the first number in both Suffix Start No boxes. The system will create however many you have asked for, numbering sequentially. The names of the new plots and units will be the plot name or unit name followed by the sequential number. When setting up the new unit you should complete as much detail as possible.
Selling on behalf of owners
If you Sell holidays on behalf of your owners and you have owners that are VAT registered you will find a similar section to that for the park under the owners customer settings. These are accessed by clicking the edit button on the customer summary panel. Use this to record the VAT Registration period of the customer and the default Tax point to use.
Note each booking can only work off one Tax Point. The default Tax Point used will be the one set for the Park if it is set. The owners Tax Point is only used if the park’s is not set.
This only applies if the owner is VAT registered and should not be set if they are not.
Edit the customer summary and select a start date for the VAT registration to commence. Note this cannot be backdated so if it needs to be set it is important to be set at the beginning so that bookings made on the unit are charged correctly.
The system supports the following Tax Points:
ArrivalDate – The arrival or start date is used for tax calculations
DepartureDate – The departure or end date is used for tax calculations
AverageForStay – The tax calculations are based on the daily rate for the duration of delivery
PaymentDate – The tax calculations are based of the payment date. Note for these bookings and invoices the amount of vat is not known until the payments have been made. Consequently VAT figures are only available in reports and not in booking documents.
InvoiceDate – The invoice or booking date is used for tax calculations.
Owners Commission
If you take a commission on bookings made in the owners holiday unit you should also set this on the sales history page:
Enter the value of the commission as a number and press save. This will calculate as a % of the booking and will show on the booking page as a value.
