Announcing Charge To Site!
With our focus to close the gaps between KampSight and K2, we are proud to announce the release of Charge to Site (a.k.a. CTS). This functionality is similar to the KampSight version, but not the same. Below is an overview of the business rules.
- By definition, CTS allows the guest to charge something to their site and pay for it later. CTS balances must be paid in full before the reservation can be checked out.
- CTS can only be used with On Site (checked in) reservations, either Long Term or Short Term. It is not valid on Up Coming, Checked Out, or Cancelled reservations.
- As was the case with KampSight, royalties are payable when eligible charges are placed on CTS, not when the payment for that outstanding balance is paid.
- The campground must allow CTS functionality for the campground. It’s turned on in the Operation Setup area.
- “Allow Charge to Site for this Operation?”
This Yes/No question turns on CTS functionality for the campground. If a campground decides to turn it on and uses it but then decides to turn if off for some reason, this will not affect any outstanding balances that are unpaid.
- “Default Credit Limit”
This option sets the default credit limit for reservations. It can be changed at the reservation level.
NOTE: With the initial rollout of CTS, we are not providing a credit card pre-authorization. This means the campground must use a card previously used on the reservation or must provide credit card information before check out. Pre-authorization will be considered at a later point in time.
- “Allow Charge to Site” by default at check in”
This allows CTS for every reservation by default. It can be changed at the reservation level.
- “Allow Charge to Site for this Operation?”
Checking In and Permitting Charge to Site for the Reservation
- The check in process provides an easy pathway to allow CTS for the reservation. In the Payments section, there is a Yes/No slider that permits CTS for that reservation. If your campground default is “Yes”, it will be turned on by default.
- The credit limit will be initially determined by the limit entered in setup but can be modified on a reservation by reservation basis by clicking on the dollar amount.
- Site, people, and store charges can be added to the CTS balance through the reservation form at any time the reservation is On Site by clicking the ‘Other’ payment button and selecting ‘Charge to Site’. (Note: The location of the ‘Charge to Site’ payment type may be different for your campground depending on your setup. Additionally, the Charge to Site payment type will only appear if there is an amount Current Due.)
- When charges have been added to the CTS balance, a receipt will print with an additional ‘promise to pay’ message on the bottom for the guest to sign. This signed receipt can be kept by the campground for proof of authorization.
- The CTS balance amount field will be increased in the Payments section so that you can easily see how much is outstanding.
- Each set of charges that are added to the CTS balance will have its own line in the payments section, with the text ‘Charge to Site’ in italics. The outstanding CTS balance at the time the receipt is printed will be shown on the receipt. The receipt can be reprinted or emailed like any other receipt.
Adding charges to an On Site reservation from a standalone KampStore purchase
- Adding a purchase from the KampStore is also quick and easy. Click on the ‘Other’ Payment button and select ‘Charge to Site’. (Note: The location of the ‘Charge to Site’ payment type may be different for your campground depending on your setup.)
- In the Payment modal, there is a field to look up the reservation. You can use the site number, the guest name, or the reservation number. Remember that the guest must be On Site and have CTS turned on for their reservation. Once the site/guest is selected, click ‘Apply Payment’. The charges will be added to the CTS balance on the reservation and a receipt will print with an additional ‘promise to pay’ message on the bottom for the guest to sign.
Paying off CTS balances
- The ‘On Site’ and ‘All’ reservation lists on the main screen as well as the ‘Check Out’ screen will show a ‘$’ on any reservation with a CTS balance. Additionally, the ‘$’ icon willing be visible in the LTS Menu pills for On Site and PYMT Due.
- Clicking on the reservation, the pop-up or ‘peek modal’ will display the Charge to Site balance for quick reference.
- To pay the CTS balance at any time during the stay, click on ‘Edit Reservation’ from the peek modal.
- Navigate to the Payments section in the reservation form.
- Click on the payment button that corresponds with the type of payment the guest is offering. (ex. Cash or credit card).
- A new pop-up will appear that asks if you want to include the CTS in the payment or just the Current Due. Choose ‘Yes, include CTS balance’.
- In the Payment modal, type in the amount that the guest is paying and click ‘Apply Payment’.
Reporting For Charge to Site
- Ops Recap
Charge to Site is considered a payment type for reporting purposes so it will be reported in the Payments section on the Ops Recap
- QuickBooks IIF
Make sure to go to your QuickBooks mapping and map the Charge to Site payment type to the appropriate account in your chart of accounts.
Dual Use Sites
Dual Use was designed for those sites that can be used in two different ways, such as an RV site that can also be used as a Tent site. Previously, K2 rules prevented a site from being in more than one Pricing Group at a time.
- Setup for Dual Use starts at the Site level. Go to Site Setup and edit the site(s) that are dual use.
- In edit screen for each site, there is a new Yes/No slider option titled “Dual Purpose Site”.
- When this option is selected, a secondary Pricing Group option will appear which allows the user to select a Secondary Site Class and Secondary Pricing Group. Make sure to save your changes.
- The Site Definition Attributes for the site will include the attributes from BOTH Pricing Groups. They will be separated in the screen by headings.
- The Pricing Group setup screen has been changed and will show Dual Use sites in orange for easy recognition.
- Based on what site class is requested by the guest on KOA.com or by the staff at the front desk, the site will be included in both Pricing Group lists if it is available for the time period of the reservation.
- Pricing depends on the Pricing Group and are setup as usual in the Rate Plan. For example, a site can be used as an RV site and charged one rate but charged a different rate if it’s used as a tent site.
- Reports are being updated to report revenue by the way the site was used – whether by the primary Pricing Group or by the secondary Pricing Group. These changes are scheduled to be in our final release before season starts.
Business Analysis Charts
- There are three metrics that the charts display: Camper Nights, Net Registration, and Counts. Previously only the metric chosen in the report options would be should in the data table under the pie charts. This has been changed to always include all metrics in the data table.
- The options for the report have been updated to include Region (Local, Regional, National)
Updates for better Excel spreadsheet compatibility
Several reports were updated to improve the look and usability of the reported data when downloaded to Excel.
- Arrivals Report
- Departures Report
- Census Report
- Several updates were made for the QuickBooks IIF file for Canada to handle taxes.
- The Walk In reservation form was updated to NOT allow a future date to be entered for the Arrival date. This was done to prevent a user from checking in a Walk In when they meant for it to be a future reservation.
- Text was added to the Cancellation pop-up window to draw attention to any guest who is a VIP Value Kard holder. The message states “This guest is a Value Kard Rewards VIP. Per VKR program policy, please waive the Cancellation Fee.” The system will not automatically waive the Cancellation Fee but this update will serve as a reminder to the user processing the cancellation.
- An update was made in the Guest Edit pop-up window to fix an error for the Type of Phone (Home, Mobile, Work) not saving after it was chosen.
- An update was made to fix an issue that was reported when refunding a Value Kard with a Cash payment type was selected.
- An update was made in the standalone Value Kard sales menu when the system offers a suggested address instead of the one that the user entered for the guest during the address verification process. This was done to cut down on errors in the Value Kard guest database.
- We are in the process of cleaning up the VKR database. During this last development period, over 85,000 duplicate VKR records were cleaned up.
- French Text for guest receipts
- Direct Bill