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New/Edit Owner

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Location: App – Accounting – Owners – New

App – Accounting – Owners – (Select existing owner)

Required Setup: In order to view this page, you must be assigned one of the following roles: General Manager, Marketing Manager, or a custom role that includes the permissions for any of these roles.

Scope: This feature is available in all versions of Kigo.

About the New/Edit Owner Page

Kigo supports trust-based accounting. While the precise definition of trust-based accounting varies between localities, most typically adhere to the following guidelines:

  • Rent collected for non-company owned properties is not treated as income (but as a liability that may be partially offset by commission income).
  • Company and rental funds should not be deposited in the same bank account.
  • Complete ledger (records) of all income, charges, and disbursements are available for each owner account.

    Kigo supports trust-based accounting, but it is not a full accounting system. Kigo focuses on collecting and tracking the accounting events revolving around bookings, including but not limited to collecting and tracking financial information related to rents, fees, taxes, and commissions as well as providing property owners with reporting related to their income and expenses from the rentals. You will still need to use another accounting program for P&L reporting, to write checks, to handle tax filings, to pay employees and so on.

From here, you manage the owner records for each property, and you can also create new owner records here. These records are a critical element for maintaining trust-based accounting.

Owner1

Some common actions that can be performed here include:

  • Creating a New Owner.
  • Resetting the Owner Extranet Password for an Owner.
  • Sending or Resending a Welcome E-mail Message.
  • Modifying an Existing Owner Record.
  • Changing the Status of Owner Records.
  • Deleting Owner Records.

Field Definitions

Owner Info Tab

  • Account Name: This is the account name associated with the owner record. This is the name that appears on the owner statements. This can be a company name or an individual's name. This field is required.
  • Reserve: This is the agreed upon amount that will be kept in reserve for this owner.
  • Status: This is the status of the owner record. Possible options include active and inactive. This is required.
  • Contact: This is the name of the primary contact associated with this account. Click the More link to view additional contact information, including phone numbers, the contact's e-mail address, and the contact's address.
  • Enable Login: If this check box is selected, then the owner is able to log into their Owner Extranet to view booking information. Owners can also use the Owner Extranet to make owner bookings.

    This option is only valid if you have selected the Enable 3rd Party Owner Features check box on the Booking Setup page.

  • User Name: This is the user name that the owner can use to access the Owner Extranet. This field can only be modified if you have selected the Enable Login check box. The user name must be between 5-50 characters, and cannot include any spaces.
  • E-mail: This is the e-mail address associated with the Owner Extranet account. This should be the primary e-mail address for the owner, as all communications are sent to this address. If the owner forgets the password, the password reset e-mail with a temporary password is sent to this e-mail address. Owners must use the temporary password sent to them within fifteen minutes. This field can only be modified if you have selected the Enable Login check box.
  • Password: This is the owner's password. When you click in this field, the password requirements box appears to help you create a strong password. If you are editing the owner, this field is called New password.
  • Confirm: This is a confirmation of the owner's password.
  • Notes: This contains any additional notes about the owner or their properties. This information only displays here, and is for internal use.

Units TabOwner-units

This displays a list of all of the property units. Properties associated with this owner are selected. You cannot select a property if it has already been assigned to another owner.

You can also assign properties and units to specific owners from the Units tab of the Property page.

Commissions TabOwner-Commissions

This displays all active commissions. The commissions that the owner has agreed to pay are selected. If a commission has been configured to apply to all owners, then the check box for the commission is selected, and you cannot remove the check mark. If you have created a commission that only applies to specific owners, you must access the Commissions tab for and select the commission for each owner that you want to apply the commission to.

Creating a New Owner

  1. From the Owners page, click New. The Owner page opens and the Owner Info tab is selected.
  2. Enter an Account Name for this owner. This is the name that appears on the owner statements, and is usually an individual person's name, or the name of a company. This field is required.
  3. Enter the Reserve amount. This is an agreed upon amount of money that is held from the owner's first rental and is used to pay for repairs, maintenance, or similar items.
  4. By default, the Status of the owner account is active, but you can choose to make the account inactive here.
  5. Enter the first and last name of the primary Contact for this owner.
  6. Next, click the More link to open the Contact page, and enter additional information for the Contact, such as an e-mail address, contact phone numbers, and a mailing address. When finished, click Save to save the changes, and return to the Owner page.
  7. If you want this owner to have access to the Owner Extranet, where the owner can view existing bookings for their properties and make owner bookings, select the Enable Login check box. This option is only valid if you have also selected the Enable 3rd Party Owner Features check box on the Booking Setup page.
  8. If you have selected the Enable Login check box, you must also complete the Login Details section. These fields are described below.
    • Enter a User Name that the owner will use to access the Owner Extranet. The User Name must be between 5-50 characters long, and cannot include any spaces.
    • Enter the E-mail address associated with the Owner Extranet account. This should be the primary e-mail address for the owner, as all communications are sent to this address. If the owner forgets their password, a password reset message is sent to this e-mail address.
    • Enter a Password for the owner to use when accessing the Owner Extranet. Make sure that you follow the password requirements.
    • Re-enter the password in the Confirm field. This ensures that the password has been entered without errors.
  9. Enter any internal Notes that you want to include about the owner or their properties. This information only displays here.
  10. Select the Units tab.
  11. Click to select any properties or units that you want to associate with this owner. You can only select a property or unit that is not currently associated with another owner. If you haven't created the property records yet, skip this step. You can also choose to associate the owner with the property from the Units tab of the Property page.
  12. Select the Commissions tab.
  13. Click to select any commissions that you want to associate with this owner. Some commissions may already be selected. These commissions are configured to be applied to all owners.
  14. When finished, click Save or Save & Close to save your changes. If you want to discard your changes, click Cancel instead.
  15. A message displays. If you want to send a welcome message, click OK. Otherwise, click Cancel.

Resetting the Owner Extranet Password for an Owner

  1. From the Owners page, use the search filters to locate the owner record that you want to work with.
  2. To make changes to a specific owner record, click anywhere on the row where the owner is displayed in the Owners List. The Owner page opens, and displays detailed information about the owner that you've selected.
  3. Enter the new password in the Password field. This must be a new password that the owner has not previously used, and must match the password requirements that appear when you click in the field.
  4. Re-enter the same password in the Confirm field. The password that you enter here must match what you've entered in the Password field.
  5. When finished, click Save or Save & Close to save the new password information. To discard your changes, click Cancel instead.

Sending or Resending a Welcome E-mail Message

  1. From the Owners page, use the search filters to locate the owner record that you want to work with.
  2. To make changes to a specific owner record, click anywhere on the row where the owner is displayed in the Owners List. The Owner page opens, and displays detailed information about the owner that you've selected.
  3. Click the Send Welcome E-mail button. A status message displays, stating that the message was sent successfully. Passwords sent in the welcome e-mail message expire after they are used or after 24 hours, whichever comes first.
  4. When finished, click Save or Save & Close to save the new information. To discard your changes, click Cancel instead.

Modifying an Existing Owner Record

  1. From the Owners page, use the search filters to locate the owner record that you want to work with.
  2. To make changes to a specific owner record, click anywhere on the row where the owner is displayed in the Owners List. The Owner page opens, and displays detailed information about the owner that you've selected.
  3. Make any necessary updates to the fields.
  4. When finished, save your changes by clicking Save or Save & Close. To discard your changes, click Cancel instead.

Changing the Status of Owner Records

  1. From the Owners page, use the search filters to locate the owner that you want to work with.
  2. Locate the specific owner or owners that you wish to change the status of, and select the associated check box(es).
  3. Click Set Status, and then choose one of the options below:
    • Set Selected Records to Inactive: Choose this option to change the status of the selected owner(s) to inactive.
    • Set Select Records to Active: Choose this option to change the status of the selected owner(s) to active.
  4. The change is effective immediately.

Deleting Owner Records

  1. From the Owners page, use the search filters to locate the owner that you want to delete.
  2. Locate the specific owner or owners that you want to remove and select the associated check box(es).
  3. Click More Actions, and then choose Delete.
  4. A confirmation message displays. Click OK to delete the owner(s), or click Cancel to return to the Owners page without deleting any records.

Additional Information/Related Topics

Owners

New/Edit Property

Commissions

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