optional module - The Marina Program

The Marina Program
User’s Guide
Contents
Section One—Introduction................................................................................................................... 1-14
Starting The Marina Program .................................................................................................................. 1-14
Opening The Marina Program ....................................................................................................... 1-14
Normal Startup ............................................................................................................................... 1-14
NORMAL EXIT ............................................................................................................................ 1-15
OPTIONAL MODULES ............................................................................................................... 1-15
DATE LOGIC VACANCY/OCCUPANCY ................................................................................. 1-16
Date Range ................................................................................................................................. 1-16
Space Assignments .................................................................................................................... 1-16
Space Colors .............................................................................................................................. 1-17
NAVIGATING THE MARINA PROGRAM ......................................................................................... 1-17
USING THE HARBOR GRAPHIC .............................................................................................. 1-17
Space Information Window ....................................................................................................... 1-18
USING THE MAIN MENU .......................................................................................................... 1-19
Selecting Items ........................................................................................................................... 1-19
Commands ................................................................................................................................. 1-19
USING THE COMPUTER KEYBOARD .................................................................................... 1-20
DATA FIELDS .............................................................................................................................. 1-20
Financial Numbers ..................................................................................................................... 1-20
Reserved Characters .................................................................................................................. 1-20
Dates .......................................................................................................................................... 1-21
USING THE DATE VIEW WINDOW ......................................................................................... 1-21
Updating Information ................................................................................................................ 1-21
Calendar ..................................................................................................................................... 1-21
Locating Vacancies by Date ...................................................................................................... 1-21
Date Logic.................................................................................................................................. 1-22
USING THE SELECT/FIND BOX ............................................................................................... 1-22
Finding Existing Records........................................................................................................... 1-22
Index Order ................................................................................................................................ 1-22
Header Indexing ......................................................................................................................... 1-22
Vacancies ................................................................................................................................... 1-23
All Versus Curr+ Records.......................................................................................................... 1-23
View Balance/History ................................................................................................................ 1-23
USING A QUERY/BROWSE SCREEN ...................................................................................... 1-23
Records ...................................................................................................................................... 1-24
Space/Site................................................................................................................................... 1-24
Indexes ....................................................................................................................................... 1-24
Records ...................................................................................................................................... 1-25
USING LIST BOXES .................................................................................................................... 1-25
USING ITEM WINDOWS ............................................................................................................ 1-25
Adding New Items ..................................................................................................................... 1-25
Editing/Deleting Item Data ........................................................................................................ 1-25
Grid Items Windows .................................................................................................................. 1-26
BOOKKEEPING OPTIONS ................................................................................................................... 1-26
ACCOUNTING METHODS ......................................................................................................... 1-26
Balance Forward (Accrual) ........................................................................................................ 1-26
Open Item (Cash) ....................................................................................................................... 1-27
Changing Bookkeeping Systems ............................................................................................... 1-27
TRANSACTION TYPES .............................................................................................................. 1-28
Recurring Charges ..................................................................................................................... 1-28
Revenue Codes .......................................................................................................................... 1-28
Electric Meter Charges .............................................................................................................. 1-28
Deposits/Escrow Accounts Charges, Credits and Refunds ....................................................... 1-28
Payments Cash ......................................................................................................................... 1-28
Payments Credit ......................................................................................................................... 1-28
Special Bank Items .................................................................................................................... 1-28
Cash Accounts ........................................................................................................................... 1-29
USING THE COMPUTER FILES ................................................................................................ 1-29
Period ......................................................................................................................................... 1-29
The Tenant File .......................................................................................................................... 1-29
Space File ................................................................................................................................... 1-30
Transaction File ......................................................................................................................... 1-30
ADJUSTMENTS (CORRECTIONS) AND MESSAGES ............................................................ 1-31
Current Period ............................................................................................................................ 1-31
Previous Period .......................................................................................................................... 1-31
Messages .................................................................................................................................... 1-31
FILE MAINTENANCE ........................................................................................................................... 1-31
BACKUP COPIES ........................................................................................................................ 1-31
PRINTING ............................................................................................................................................... 1-32
PRINT MANAGER ....................................................................................................................... 1-32
VIEW/PRINT ................................................................................................................................ 1-32
Size and Move ........................................................................................................................... 1-32
Export to PDF ............................................................................................................................ 1-32
Print View Top Toolbar ............................................................................................................. 1-33
Changing Printers ...................................................................................................................... 1-33
Exceptions to Print View ........................................................................................................... 1-33
Email .......................................................................................................................................... 1-33
Printing Order ............................................................................................................................ 1-33
ERROR MESSAGES .............................................................................................................................. 1-33
Section Two—Startup........................................................................................................................... 2-34
GETTING STARTED ............................................................................................................................. 2-34
SETUP PARAMETERS ................................................................................................................ 2-34
TIMING ......................................................................................................................................... 2-34
UPDATING ACCOUNTING PERIOD ........................................................................................ 2-34
STEPS TO GETTING THE MARINA ON-LINE ........................................................................ 2-34
Setup Records ............................................................................................................................ 2-34
Enter Transactions ..................................................................................................................... 2-34
Enter Balances ........................................................................................................................... 2-34
Set Startup Routine .................................................................................................................... 2-35
PROGRAM SETTINGS .......................................................................................................................... 2-35
ACCOUNTING YEAR AND PERIOD ........................................................................................ 2-35
Change Period ............................................................................................................................ 2-35
Choosing the Correct Period ...................................................................................................... 2-35
LATE FEE AND BOOKKEEPING .............................................................................................. 2-36
Automatic Late Fees .................................................................................................................. 2-36
Bookkeeping Type ..................................................................................................................... 2-36
STATEMENT DESIGN ................................................................................................................ 2-37
GENERAL SETTINGS ................................................................................................................. 2-38
Security ...................................................................................................................................... 2-39
Password Setting Usage ............................................................................................................. 2-41
Modify Harbor Graphic ............................................................................................................. 2-42
Mail Merge Contracts ................................................................................................................ 2-44
POS/Guest Reservation Defaults (Optional Add-on) .................................................................... 2-45
Hot Berth/Float Check Setup (Optional Add-on) .......................................................................... 2-45
LIST TYPES .................................................................................................................................. 2-45
METER SETTINGS ................................................................................................................................ 2-47
Electric Meters ........................................................................................................................... 2-47
Meter Rate Schedules ................................................................................................................ 2-47
Meter Rate Schedule Rate Tiers ................................................................................................ 2-47
Meter Rate Schedule Optional Settings ..................................................................................... 2-48
Meter Rate Schedule Taxes ....................................................................................................... 2-49
ACCOUNT TYPES ................................................................................................................................. 2-49
RECURRING CHARGES ............................................................................................................. 2-50
Active Recurring Charges .......................................................................................................... 2-50
Adding Recurring Charge Codes ............................................................................................... 2-50
REVENUE CODES ....................................................................................................................... 2-51
Active Revenue Codes ............................................................................................................... 2-51
Adding/Editing Revenue Codes................................................................................................. 2-51
Permanent Codes ....................................................................................................................... 2-51
Sample Revenue Code List ........................................................................................................ 2-51
Default Amounts ........................................................................................................................ 2-52
Code Name Changes .................................................................................................................. 2-52
ESCROW DEPOSITS ................................................................................................................... 2-52
CASH ACCOUNTS ...................................................................................................................... 2-53
Required Accounts ..................................................................................................................... 2-53
GENERAL LEDGER LABELS .................................................................................................... 2-53
TAX ITEMS .................................................................................................................................. 2-54
Tax Cap ...................................................................................................................................... 2-54
More Than One Tax ................................................................................................................... 2-54
COMPLETING THE DATA FILES ....................................................................................................... 2-54
DATA ENTRY ORDER ............................................................................................................... 2-54
RATE AND ZONE SCHEDULE .................................................................................................. 2-54
Multiple Rate Structure .............................................................................................................. 2-55
Single Rate Structure ................................................................................................................. 2-55
Rate Zone ................................................................................................................................... 2-55
Number of Rate Zones ............................................................................................................... 2-55
Rate Ranks ................................................................................................................................. 2-55
Rate Zones, Rate Ranks and Charge Types ............................................................................... 2-56
RATE ZONE INFORMATION .................................................................................................... 2-57
Combination Rates Surcharges .................................................................................................. 2-57
Minimum ................................................................................................................................... 2-57
RATE ZONE SCHEDULE SETTINGS........................................................................................ 2-57
Name the Zones ......................................................................................................................... 2-58
Rank for Rates ........................................................................................................................... 2-58
Time Factor ................................................................................................................................ 2-58
Enter the Rates ........................................................................................................................... 2-58
Footage Rates ............................................................................................................................. 2-59
Next Rate Zone .......................................................................................................................... 2-59
Print and Close ........................................................................................................................... 2-59
SPACES LIST ............................................................................................................................... 2-59
Space Inventory ......................................................................................................................... 2-59
Space Description ...................................................................................................................... 2-60
Rate Zone ................................................................................................................................... 2-61
VIEW/EDIT SPACES ................................................................................................................... 2-61
Editing Data by Column ............................................................................................................ 2-62
Changing Space Names ............................................................................................................. 2-62
Unassigned Spaces ..................................................................................................................... 2-62
TENANT LIST ........................................................................................................................................ 2-62
TENANT RECORD WINDOW .................................................................................................... 2-63
New Records .............................................................................................................................. 2-63
Tenant Data Information Fields ................................................................................................. 2-63
Record Types ............................................................................................................................. 2-64
Historical Date In ....................................................................................................................... 2-65
BOAT/SPACE TAB ...................................................................................................................... 2-65
Boat/Space List Boxes ............................................................................................................... 2-65
Harbor Graphic Tag Colors ....................................................................................................... 2-66
Space Assignment ...................................................................................................................... 2-66
Space Search .............................................................................................................................. 2-66
Space Status ............................................................................................................................... 2-67
Status Comment ......................................................................................................................... 2-68
Space Status Protocol................................................................................................................. 2-68
Space Inventory Rank ................................................................................................................ 2-68
INFO/WAIT TAB.......................................................................................................................... 2-69
License/Lock Box/Key Card/Permits (Items)............................................................................ 2-69
Optional Fields and Check Boxes .............................................................................................. 2-69
Wait List .................................................................................................................................... 2-70
$$ACCOUNT TAB ....................................................................................................................... 2-71
Adding Recurring Charges to a Tenant Record ......................................................................... 2-71
Stop Recurring Charges ............................................................................................................. 2-72
Editing or Deleting Recurring Charges From A Record ........................................................... 2-72
Live-aboard ................................................................................................................................ 2-72
Balances ..................................................................................................................................... 2-73
Automatic Late Fee .................................................................................................................... 2-73
$$$ Alert .................................................................................................................................... 2-73
Credit Hold ................................................................................................................................ 2-73
Remark ....................................................................................................................................... 2-74
Meters ........................................................................................................................................ 2-74
Deposits ..................................................................................................................................... 2-74
SUB ACCOUNTS TAB ................................................................................................................ 2-74
Tickler Date ............................................................................................................................... 2-75
REPORTS FROM COMPLETED TENANT RECORDS ...................................................................... 2-75
RECURRING CHARGES REPORT ............................................................................................ 2-75
RENT ROLL REPORT ................................................................................................................. 2-75
DEPOSIT LIST REPORT ............................................................................................................. 2-75
BACKUP COPIES .................................................................................................................................. 2-76
ACCOUNTING ON-LINE ...................................................................................................................... 2-76
BALANCE FORWARD................................................................................................................ 2-76
Method 1 .................................................................................................................................... 2-76
Method 2 .................................................................................................................................... 2-76
Entering Balances ...................................................................................................................... 2-76
OPEN ITEM .................................................................................................................................. 2-77
Method 1 .................................................................................................................................... 2-77
Method 2 .................................................................................................................................... 2-78
ALL METHODS ........................................................................................................................... 2-78
Receivables Report .................................................................................................................... 2-78
BACKUP TENANT FILES........................................................................................................... 2-78
POS/GUEST RESERVATION DATA ......................................................................................... 2-79
Setup .......................................................................................................................................... 2-79
Receipt Setup ............................................................................................................................. 2-79
Defaults ...................................................................................................................................... 2-80
WORKSTATION ID ................................................................................................................. 2-80
CATEGORIES............................................................................................................................... 2-81
Section Three—General Instructions ................................................................................................. 3-82
FILE MENU ............................................................................................................................................ 3-82
DATE ............................................................................................................................................. 3-82
BACKUP FILES............................................................................................................................ 3-82
Daily/Monthly Backups ............................................................................................................. 3-82
LIST MENU ............................................................................................................................................ 3-83
QUERY MENU ....................................................................................................................................... 3-83
BROWSE RECORDS ................................................................................................................... 3-83
Wait List .................................................................................................................................... 3-83
BROWSE OCCUPANCY/VACANCY ........................................................................................ 3-84
Vacant Spaces ............................................................................................................................ 3-84
Date Range ................................................................................................................................. 3-84
Header Indexing ......................................................................................................................... 3-85
AVAILABILITY LIST.................................................................................................................. 3-85
Footage Range ........................................................................................................................... 3-85
Date Range ................................................................................................................................. 3-86
STATISTICS REPORT ................................................................................................................. 3-86
Statistics Summary .................................................................................................................... 3-86
SPACE ACTIVITY LOG .............................................................................................................. 3-87
ARCHIVES ................................................................................................................................... 3-88
Archived Records ...................................................................................................................... 3-88
TRANSACTION MENU ........................................................................................................................ 3-89
INDIVIDUAL TRANSACTIONS ................................................................................................ 3-89
Find a Record ............................................................................................................................. 3-89
Move to Next or Previous Record ............................................................................................. 3-90
Posting Entries ........................................................................................................................... 3-90
Transaction Types ...................................................................................................................... 3-90
PAYMENTS .................................................................................................................................. 3-91
CHARGES AND CREDITS ......................................................................................................... 3-91
Manually Entered Late Fees ...................................................................................................... 3-91
ESCROW DEPOSITS ................................................................................................................... 3-92
Charging Deposits...................................................................................................................... 3-92
Applying Deposits ..................................................................................................................... 3-92
Crediting/Refunding Deposits ................................................................................................... 3-92
Non-deposit Refunds ................................................................................................................. 3-93
METER—SINGLE READING ..................................................................................................... 3-94
MEMO ........................................................................................................................................... 3-94
EDITING ENTRIES ...................................................................................................................... 3-94
Deleting Transactions ................................................................................................................ 3-95
CLOSING TRANSACTIONS ....................................................................................................... 3-95
CLOSING CHARGES .................................................................................................................. 3-96
Even Payments and Charges ...................................................................................................... 3-96
Charges Greater Than Payments................................................................................................ 3-96
Excess Payments or Credits ....................................................................................................... 3-96
CASH ALLOCATIONS ................................................................................................................ 3-97
Exiting with Open Balances ...................................................................................................... 3-97
Changing Previous Allocations ................................................................................................. 3-97
POS/GUEST & RESERVATION MANAGEMENT TOOLS ..................................................... 3-97
TRANSACTION DATES ............................................................................................................. 3-98
Default Date ............................................................................................................................... 3-98
PAYMENT BATCHES ................................................................................................................. 3-98
Temporary Files ......................................................................................................................... 3-99
EDITING BATCH ENTRIES ....................................................................................................... 3-99
Rollover File .............................................................................................................................. 3-99
New Item.................................................................................................................................. 3-100
Comments and Amounts .......................................................................................................... 3-100
Entering Payments—TMPPPAY.DAT ................................................................................... 3-100
Transaction List ....................................................................................................................... 3-100
CHARGE OR CREDIT BATCHES ............................................................................................ 3-101
Entering Charge/Credit Transactions....................................................................................... 3-101
Revenue Code .......................................................................................................................... 3-101
POSTING BATCH TRANSACTIONS....................................................................................... 3-101
LATE FEES ................................................................................................................................. 3-102
Balance Due ............................................................................................................................. 3-102
Prior To Entering Late Fees ..................................................................................................... 3-102
Charging Late Fees .................................................................................................................. 3-103
Posting Fees ............................................................................................................................. 3-103
Charge Again ........................................................................................................................... 3-104
MANUAL LATE FEES .............................................................................................................. 3-104
METER ENTRY.......................................................................................................................... 3-104
Enter Readings ......................................................................................................................... 3-105
Skipping Spaces ....................................................................................................................... 3-105
Rates......................................................................................................................................... 3-105
CLOSE PERIOD ......................................................................................................................... 3-105
PROCEDURES BEFORE AGING ............................................................................................. 3-106
Daily Backup ........................................................................................................................... 3-106
Print Journals and Statements .................................................................................................. 3-106
AGING PROCESS ...................................................................................................................... 3-106
Warning Messages ................................................................................................................... 3-107
Aging Complete ....................................................................................................................... 3-108
JOURNAL/REPORTS MENU .............................................................................................................. 3-108
JOURNALS ................................................................................................................................. 3-108
Period Selected ........................................................................................................................ 3-109
Transactions Selected .............................................................................................................. 3-109
DAILY CASH SALES ................................................................................................................ 3-109
INDIVIDUAL TRANSACTION JOURNAL ............................................................................. 3-110
Journals and Reports ................................................................................................................ 3-110
View/Print Transaction Report ................................................................................................ 3-111
LONG JOURNAL ....................................................................................................................... 3-111
Settings..................................................................................................................................... 3-112
View/Print Long Journal .......................................................................................................... 3-112
SUMMARY JOURNAL.............................................................................................................. 3-113
TRANSACTION JOURNAL REGISTER .................................................................................. 3-114
Order Entered ........................................................................................................................... 3-114
Payment/Deposit ...................................................................................................................... 3-114
Charges by Type ...................................................................................................................... 3-115
Credit Adjustments .................................................................................................................. 3-115
Meter Charges .......................................................................................................................... 3-116
Deleted Transactions................................................................................................................ 3-116
Category Detail ........................................................................................................................ 3-116
ESCROW DEPOSIT LISTS ........................................................................................................ 3-116
Deposit Activity ....................................................................................................................... 3-116
Deposit Lists ............................................................................................................................ 3-117
Reports Window ...................................................................................................................... 3-117
Deposit List Report .................................................................................................................. 3-117
Audit Summary History ........................................................................................................... 3-118
ACCOUNTS RECEIVABLE REPORTS ................................................................................... 3-118
Delinquency/Balance Due Report ........................................................................................... 3-118
Print Format ............................................................................................................................. 3-119
Payment Cutoff Date ............................................................................................................... 3-119
View/Print Delinquency Report............................................................................................... 3-119
AGED ACCOUNTS RECEIVABLE .......................................................................................... 3-119
Unbilled Charges ..................................................................................................................... 3-120
View/Print Aged Accounts Receivable Report ....................................................................... 3-120
SPECIAL ACCOUNTS RECEIVABLE LISTS ......................................................................... 3-121
Late Group ............................................................................................................................... 3-121
Style Format ............................................................................................................................. 3-121
Late Notices ............................................................................................................................. 3-121
Letter Format ........................................................................................................................... 3-122
OCCUPANCY/VACANCY INVENTORY................................................................................ 3-122
AVAILABILITY LIST................................................................................................................ 3-123
View/Print Availability List..................................................................................................... 3-123
INVENTORY—BY SPACE ....................................................................................................... 3-124
View/Print Inventory By Space ............................................................................................... 3-125
Vacant Only ............................................................................................................................. 3-125
INVENTORY—BY SIZE ........................................................................................................... 3-126
View/Print Inventory By Size .................................................................................................. 3-126
DOCK CHECK/METER LIST ................................................................................................... 3-127
View/Print Dock Check/Meter List ......................................................................................... 3-127
REPORTS .................................................................................................................................... 3-128
TICKLER LIST ........................................................................................................................... 3-128
REGISTRATION # EXPIRATION ............................................................................................ 3-129
INSURANCE RENEWAL .......................................................................................................... 3-129
Labels ....................................................................................................................................... 3-130
View/Print Reports .................................................................................................................. 3-130
QUICK LIST ............................................................................................................................... 3-130
View/Print Quick List .............................................................................................................. 3-131
WAIT LIST.................................................................................................................................. 3-131
List Selection ........................................................................................................................... 3-132
Selection Group ....................................................................................................................... 3-132
Blank Reply Code .................................................................................................................... 3-132
View/Print Wait List ................................................................................................................ 3-132
View/Print In/Out List ............................................................................................................. 3-133
MASTER/SUB-ACCOUNTS ..................................................................................................... 3-134
View/Print Master/Sub Accounts ............................................................................................ 3-134
ITEM LISTS ................................................................................................................................ 3-134
View/Print Items ...................................................................................................................... 3-135
RENTS/MANAGEMENT ........................................................................................................... 3-135
Recurring Charges Report ....................................................................................................... 3-135
Rent Roll Report ...................................................................................................................... 3-136
Management Summary Report ................................................................................................ 3-137
Income By Space Report ......................................................................................................... 3-138
LISTS/LABELS/ROLODEX/EXPORT ...................................................................................... 3-139
Date Selection .......................................................................................................................... 3-140
Range Selection ....................................................................................................................... 3-140
Information List ....................................................................................................................... 3-141
Rolodex Cards and Labels ....................................................................................................... 3-141
ASCII File Export .................................................................................................................... 3-142
Phone List ................................................................................................................................ 3-142
File Record ............................................................................................................................... 3-142
STATEMENTS, NOTICES......................................................................................................... 3-143
Statements Window ................................................................................................................. 3-143
Late Notices ............................................................................................................................. 3-144
Interim Statements ................................................................................................................... 3-145
Invoice Option ......................................................................................................................... 3-145
Statements ................................................................................................................................ 3-145
TENANT RECORDS ............................................................................................................................ 3-146
EDITING TENANT DATA ........................................................................................................ 3-146
Find a Record ........................................................................................................................... 3-146
Canceling Recurring Charges .................................................................................................. 3-146
DELETING TENANT RECORDS ............................................................................................. 3-146
HISTORY .............................................................................................................................................. 3-147
Section Four—Suggested Policies ................................................................................................... 4-148
TRANSACTIONS ................................................................................................................................. 4-148
COMMENTS ............................................................................................................................... 4-148
ENTERING TRANSACTIONS .................................................................................................. 4-148
Batching ................................................................................................................................... 4-148
Journals .................................................................................................................................... 4-148
Aging ....................................................................................................................................... 4-148
DAILY BACKUP ........................................................................................................................ 4-149
ACTIVITY SUMMARY ....................................................................................................................... 4-149
END OF MONTH/PERIOD ........................................................................................................ 4-149
Optional Reports ...................................................................................................................... 4-149
Evaluate Reports ...................................................................................................................... 4-149
Late Fees .................................................................................................................................. 4-150
Statements ................................................................................................................................ 4-150
Required File Backup .............................................................................................................. 4-150
Required Aging—Month-end—Close Period ......................................................................... 4-150
Optional After Aging ............................................................................................................... 4-150
Required Complete Backup ..................................................................................................... 4-150
BEGINNING OF NEW PERIOD................................................................................................ 4-150
DURING MONTH/PERIOD ....................................................................................................... 4-150
Data Entry ................................................................................................................................ 4-150
Printouts ................................................................................................................................... 4-151
As Needed ................................................................................................................................ 4-151
ADDING NEW TENANTS .................................................................................................................. 4-151
Meters ...................................................................................................................................... 4-151
Transaction Entry..................................................................................................................... 4-151
CLOSING OUT TENANTS .................................................................................................................. 4-152
Notice ....................................................................................................................................... 4-152
Closing Tenant Record ............................................................................................................ 4-152
SWITCHING TENANTS' SPACES ..................................................................................................... 4-153
EDIT TENANT RECORDS ........................................................................................................ 4-154
QUICK CHECK OF TENANT STATUS & HISTORY....................................................................... 4-154
BAD CHECKS ...................................................................................................................................... 4-154
REVENUE CODES ..................................................................................................................... 4-154
TRANSACTION OVERFLOW ............................................................................................................ 4-155
DEPOSITS AND REFUNDS ................................................................................................................ 4-155
CHARGING DEPOSITS ............................................................................................................. 4-155
REVENUE CODES ..................................................................................................................... 4-155
TRANSACTION CORRECTION/ADJUSTMENT ............................................................................. 4-156
CREDIT/CHARGE ADJUSTMENTS ........................................................................................ 4-156
Current Period .......................................................................................................................... 4-156
Previous Period ........................................................................................................................ 4-156
Meter Charges .......................................................................................................................... 4-156
Deposit Corrections ................................................................................................................. 4-157
ADJUSTMENTS AFFECTING LATE FEE & DELINQUENCY LISTS ................................. 4-157
Correcting Recurring Charges ................................................................................................. 4-157
LATE FEE NOTES AND ADJUSTMENTS .............................................................................. 4-157
Excluding Previous Late Fees.................................................................................................. 4-157
Definition of Terms ................................................................................................................. 4-158
BILLING AND END-OF-MONTH STATEMENTS ........................................................................... 4-159
MID-MONTH INVOICES .......................................................................................................... 4-159
STATEMENT TIMING .............................................................................................................. 4-159
PRINTING ................................................................................................................................... 4-159
Transaction Journal .................................................................................................................. 4-159
Long Journal ............................................................................................................................ 4-159
Run Statements ........................................................................................................................ 4-160
AGING................................................................................................................................................... 4-160
TENANT NUMBERS ........................................................................................................................... 4-160
DELETIONS/CHANGES ..................................................................................................................... 4-160
TENANT FILE ............................................................................................................................ 4-160
SPACE ......................................................................................................................................... 4-161
TRANSACTIONS ....................................................................................................................... 4-161
$CASH or NON-BERTH or NON-RENTAL INCOME ...................................................................... 4-161
FEW ADDITIONAL ACCOUNTS............................................................................................. 4-161
Cash Accounts ......................................................................................................................... 4-161
ZZ Cash or Dummy Tenant ..................................................................................................... 4-161
Matching Payments/Charges ................................................................................................... 4-161
Cash Register ........................................................................................................................... 4-162
$CASH ACCOUNT CHARACTERISTICS ............................................................................... 4-162
Transactions ............................................................................................................................. 4-162
Treatment ................................................................................................................................. 4-162
GUEST $CASH ACCOUNTS .................................................................................................... 4-162
TENANTS WITH TWO OR MORE SPACES ..................................................................................... 4-163
MASTER ACCOUNTS ............................................................................................................... 4-163
SUB-ACCOUNTS ....................................................................................................................... 4-164
Reassigning Spaces .................................................................................................................. 4-164
TENANTS WHO SUBLET................................................................................................................... 4-164
TENANT STATUS ..................................................................................................................... 4-164
TRANSACTIONS ....................................................................................................................... 4-165
LESSOR/LESSEE ....................................................................................................................... 4-165
TRANSIENT AND GUEST LIST ........................................................................................................ 4-165
DELETING INACTIVE GUESTS .............................................................................................. 4-166
Inactive Records List ............................................................................................................... 4-166
TRANSIENT/GUEST PROTOCOL ........................................................................................... 4-166
WAITING/TRANSFER LIST ............................................................................................................... 4-166
DELETING/SAVING RECORDS & ACCOUNTING PERIODS ....................................................... 4-167
INDIVIDUAL RECORDS .......................................................................................................... 4-167
HISTORICAL FILES .................................................................................................................. 4-167
RESERVATION/GUEST MANAGEMENT .............................................................................. 4-168
Daily......................................................................................................................................... 4-168
Enter Check Ins ........................................................................................................................ 4-168
Add To Reservation ................................................................................................................. 4-168
Enter Reservations ................................................................................................................... 4-168
Prior Tenant ............................................................................................................................. 4-169
Morning Site Walk................................................................................................................... 4-169
End of Day ............................................................................................................................... 4-169
Any Time ................................................................................................................................. 4-169
Periodically .............................................................................................................................. 4-169
Routinely.................................................................................................................................. 4-170
At Month-end ........................................................................................................................... 4-170
Daily or Weekly ....................................................................................................................... 4-170
USING THE RESERVATION SYSTEM AWAY FROM THE COMPUTER.......................... 4-170
Reservations ............................................................................................................................. 4-170
Check In ................................................................................................................................... 4-171
Check Out ................................................................................................................................ 4-171
UNDERSTANDING RATES AND SPACES ............................................................................ 4-171
RESERVATIONS WITHOUT SPACES .................................................................................... 4-172
TRACKING SPACES AND GUESTS BY DATES ................................................................... 4-172
Vacancy Occupancy Overview ................................................................................................ 4-172
Current Period In and Out ........................................................................................................ 4-173
DISCOUNT OPTIONS IN POS .................................................................................................. 4-173
Simple Discounts ..................................................................................................................... 4-174
Discounts Totaling To a Revenue Code .................................................................................. 4-174
Using the Discount................................................................................................................... 4-174
Other Ways of Giving Discounts ............................................................................................. 4-175
CHARGE TO ACCOUNT .......................................................................................................... 4-175
POS—BALANCE DUE DEFAULT ........................................................................................... 4-175
BOOKKEEPERS VIEW OF ACTIVITY IN POS SCREEN ..................................................... 4-175
ZZ CASH Accounts ................................................................................................................. 4-175
Cash/Open Item Accounting .................................................................................................... 4-176
Check Edit POS Transactions .................................................................................................. 4-176
Corrections ............................................................................................................................... 4-177
Daily Check Out ...................................................................................................................... 4-177
Balance Forward Accounting Systems .................................................................................... 4-177
Open Item/Cash Accounting .................................................................................................... 4-177
Open Item/Cash Bookkeeping with the POS/Guest Screen .................................................... 4-177
Allocating Pre-Payments ......................................................................................................... 4-178
Section FIVE—OPTIONAL MODULES ............................................................................................. 5-179
POS/Guest Reservations ........................................................................................................................ 5-179
DATA SCREEN .......................................................................................................................... 5-179
USING POS ................................................................................................................................. 5-180
Handling Cash Customers and Tenants ................................................................................... 5-180
Shortcuts .................................................................................................................................. 5-180
Function Keys .......................................................................................................................... 5-180
Default Amount ....................................................................................................................... 5-181
Categories ................................................................................................................................ 5-181
Units ......................................................................................................................................... 5-181
GUEST RESERVATION ............................................................................................................ 5-181
Fee Calculation ........................................................................................................................ 5-182
Additional Night’s Stay ........................................................................................................... 5-182
Rafting/Linear Spaces .............................................................................................................. 5-182
Multi-Boat Spaces.................................................................................................................... 5-182
Pin ............................................................................................................................................ 5-182
Shortcuts .................................................................................................................................. 5-182
USING SUB-ACCOUNTS FOR ENTERING GROUPS ....................................................... 5-183
REPORTS AND LISTS........................................................................................................... 5-184
ACH – Bank Debit ................................................................................................................................. 5-187
Getting Started ............................................................................................................................. 5-187
Bank Debit Test ........................................................................................................................... 5-187
Bank Debit Report ....................................................................................................................... 5-187
Bank Debit Export ....................................................................................................................... 5-187
Technical Configuration .............................................................................................................. 5-188
DOCKOMINIUM CONDOMINIUM and MULTI-SITE ..................................................................... 5-189
Setup Instructions Group Type .................................................................................................... 5-189
Condominium .............................................................................................................................. 5-189
Multi-Site Marinas ....................................................................................................................... 5-189
Master Accounts .......................................................................................................................... 5-189
Type File List ............................................................................................................................... 5-189
OWNR/MGMT or OWNR/LSSR ............................................................................................... 5-189
Lessee....................................................................................................................................... 5-190
Reports ......................................................................................................................................... 5-190
Bar & Restaurant POS Interface .............................................................................................. 5-191
Dock Check Utility .................................................................................................................. 5-191
Meter Reading Utility .............................................................................................................. 5-191
Section SIX—APPENDICES ................................................................................................................ 6-192
Appendix A—Error Messages ............................................................................................................... 6-192
Appendix B—Purge ............................................................................................................................... 6-193
Appendix C—Journal Accounting & General Ledgers ......................................................................... 6-194
THE MARINA PROGRAM Summary Journal ...................................................................... 6-194
Related to General Ledger Income and Expense Account Codes ........................................... 6-194
Sample Journal ......................................................................................................................... 6-194
General Journal Entries ............................................................................................................ 6-196
Appendix D—Exporting Data ............................................................................................................... 6-198
Sample ASCII Export Files ..................................................................................................... 6-198
From Journals/Reports—Lists/Labels/Rolodex/Export – Ascii File Export ........................... 6-198
From Journals/Reports—Accounts Receivable—Aged Accounts Receivable ....................... 6-199
From Journals/Reports—Journals—Individual Transaction Journal ...................................... 6-199
From Journals/Reports—Reports—Wait List ......................................................................... 6-199
From Journals/Reports—Reports—Rent/Management—Rent Roll ....................................... 6-199
Data Definition File ................................................................................................................. 6-199
Appendix E—Glossary .......................................................................................................................... 6-200
Appendix F—Backup ............................................................................................................................ 6-202
Appendix G—Sliding Month................................................................................................................. 6-204
Appendix H—Increase Rates................................................................................................................. 6-207
Appendix I—Emailing Statements ........................................................................................................ 6-208
Setup ............................................................................................................................................ 6-208
Outgoing Mail Server .................................................................................................................. 6-209
PDF Folder ................................................................................................................................... 6-209
Test SMTP Settings ..................................................................................................................... 6-209
Customer Setup ............................................................................................................................ 6-210
Emailing Statements .................................................................................................................... 6-211
Emails Received .......................................................................................................................... 6-213
Appendix J – Technical Overview......................................................................................................... 6-214
Intended Audience ....................................................................................................................... 6-214
Structure ....................................................................................................................................... 6-214
Watch Captain Objects and Components .................................................................................... 6-214
Third Party Objects and Components .......................................................................................... 6-215
Security ........................................................................................................................................ 6-215
Data .............................................................................................................................................. 6-215
Pervasive Data Files................................................................................................................. 6-215
Period Close Process ................................................................................................................ 6-217
Non-Pervasive Data Files ........................................................................................................ 6-217
Configuration Files .................................................................................................................. 6-218
Maintenance Recommendations .................................................................................................. 6-218
Troubleshooting ........................................................................................................................... 6-219
Path Errors ............................................................................................................................... 6-219
Permission Denied ................................................................................................................... 6-219
Period Closing.......................................................................................................................... 6-219
Status error 0 – some files for this period are already present ................................................. 6-219
Pervasive Errors ........................................................................................................................... 6-219
2 – I/O Error Data Corruption.................................................................................................. 6-219
161 The maximum number of user count licenses has been reached ...................................... 6-219
Index ............................................................................................................................................ 6-221
1
Section One—Introduction
Starting The Marina Program
It is assumed the operator is familiar enough with the computer to navigate, and perform simple file/folder functions using
Windows Explorer. These instructions assume that the program has been installed in the default folder \MARINACC, and
that the data has been installed in the default folder \CCMARINA. If another folder has been chosen during installation,
substitute that name.
Opening The Marina Program
When you install the Marina Program a
shortcut is added to the Windows – Programs
menu and a shortcut is added to your desktop.
To open The Marina Program using the
Programs menu
• click on Start
• click on Programs
• click on
The Marina Program.
To start The Marina Program using the
desktop shortcut
• double-click on The Marina Program
boat icon.
Normal Startup
The date shown should be the current date this
date will be the default date for any transactions
created. When The Marina Program starts this
date is defaulted to the Computer’s system date. If
it is not today’s date check your Computer’s
system date/time.
If there is a Harbor Graphic, to load it
• click on the OK button.
If you do not want the Harbor Graphic loaded
when OK is clicked
• click on the Harbor Graphic Default =
Skip check box.
The graphic may still be loaded later. The Skip
Graphic option applies separately to each
computer on a network.
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Introduction 1-14
If you have your toolbar visible by selecting the Display Toolbar menu item, or selecting the option (see program settings)
to display Toolbar on startup, the following toolbar buttons will display,
NOTE—The Date View and Print toolbar buttons will be disabled until the graphic is
displayed.
The Date View button display the Date View dialog window, the Date View dialog window is also from the menu.
The Date View dialog window is used to change the date range shown on the graphic.
The refresh/redraw graphic button will redraw the graphic to review any changes that may have been made at other
workstations.
The print toolbar button will print the Harbor Graphic to the default printer.
NORMAL EXIT
The program can be shut down by clicking on
• File on the MAIN MENU
• Exit
If the graphic is not loaded, you can exit the program by clicking on the
Cancel button in the Date Frame.
NOTE—Do not turn off the computer before completely exiting the program.
OPTIONAL MODULES
While use of the HARBOR GRAPHIC is optional, and is in no way required for full operation of the program, instructions
for the HARBOR GRAPHIC are included.
Other optional modules, such as POS/GUEST MANAGEMENT (Point of Sale/Guest Management), and
CONDOMINIUM/MULTI-SITE, will be found in Section 5. Optional Modules, and on SPECIALLY MARKED
OPTIONS PAGES.
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Introduction 1-15
DATE LOGIC VACANCY/OCCUPANCY
Date Range
THE MARINA PROGRAM uses date ranges interactively. Records are selected by the date in and/or out of a tenant.
Long-term tenants have no date out and are considered to be occupying a space indefinitely.
THE MARINA PROGRAM is essentially an availability/reservation program as it monitors space assignment by date
range. Even without the HARBOR GRAPHIC, the Occupancy Vacancy Lists and all Information Lists include date range
options.
For those marinas with heavy reservations or transients, and using the HARBOR GRAPHIC, a special Guest Screen with
abbreviated data and a fast charge/payment entry routine can be added (POS/GUEST MODULE).
All dates for THE MARINA PROGRAM are saved as 4 digit year dates (mm/dd/yyyy or dd/mm/yyyy), and are stored as
integers through the year 2065; all date indexing is century independent.
THE MARINA PROGRAM's date input field is a 'type over' field, where just the necessary digits need be typed, 010209
or 01022009 (the date slashes / are implied and are not typed in). The program will receive both a 2 and/or a 4 digit year
entry. Any date entered as four digits will be that date. A two digit date assumes the century for which the computer's date
is set.
Space Assignments
Space assignments will not overlap. A tenant/guest
may have the same date out as the date in for
another tenant/guest, but cannot overlap nights.
The default HARBOR GRAPHIC displays the
occupancy status for the harbor from the current
date to the infinite future.
The Date Range is displayed at the top of the screen in the form of the current date to the infinite future.
If the harbor has few open reservations, the Harbor Graphic provides an accurate picture of where to put a new tenant.
If most of the reservations are already entered, a green space may imply the space is occupied, but the space may actually
be vacant until sometime in the future, and is currently available. In this case, use the Date View window to locate slips
available for a date range, or for after a date.
When a specific Date Range is chosen, the date at the top of the screen will display the beginning date to the ending date.
For instructions on how to use Date View, see SECTION ONE INTRODUCTION, Using The Date View Window.
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Introduction 1-16
Space Colors
Slip Colors can be changed in the Program Settings section, however The Marina Program is initially installed with the
following default colors.
Green
Indicates the space is occupied with a tenant.
White
Indicates the space is vacant.
Several additional default colors and symbols provide further information about an occupant.
Indicates a tenant with a check in the first check box field on the Boat/Info tab in
Dark Green
the Tenant Record. (See SECTION TWO STARTUP, Options and Parameters Check Box
Names)
Indicates a tenant marked Y Notice Given as space status. (See SECTION TWO
Black
STARTUP, Boat/Space Tab)
Indicates a tenant with a number in the live-aboard field (on the $$Account tab in
Blue
the Tenant Record). Guests with a 99 in the # People field in the Tenant Record
will be blue.
Indicates a tenant with dates gone and dates returning where the current Date
Yellow
View encompasses those dates. If the Show Current Gone/Back box is checked,
program settings will display any spaces with a gone/back date range including
the current date. (See SECTION TWO STARTUP, Options and Parameters)
Indicates a tenant with a check in the second check box on the Boat/Space tab in
Red
the Tenant Record and with dates gone and back.
If Show Current Guests is checked, program settings of a current guest will show
Orange
orange. This overrides Dark Green above. (See SECTION TWO STARTUP, Options and
Parameters)
An alert code has been placed on the report.
Hot Pink
Allows second boat in space.
**
Guest has checked in (POS module)
$
Date Out is “Today” Leaving Today
??
NAVIGATING THE MARINA PROGRAM
USING THE HARBOR GRAPHIC
To select horizontal spaces on the Harbor Graphic, click on the upper left-hand corner. To select vertical spaces, click on
the top of a space. A click on a space brings up the SPACE INFORMATION window. If the slip is empty, a blank record
for that space will be displayed. If the slip is occupied, the tenant record will be on the screen.
The upper left-hand corner is the “sweet spot”.
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Introduction 1-17
Moving the mouse slowly over the spaces on the Harbor Graphic displays
the space name and occupant and boat. Multi-boat spaces show ** in front
of the space name, and list only the first boat.
Space Information Window
When a space on the HARBOR GRAPHIC is clicked, a
SPACE INFORMATION dialog box pops up with the
size of the space, and occupancy information.
The bottom of the window lists
• a past occupant
• the current occupant and if the boat is
temporarily out
• those occupants assigned for a future
reservation.
Any of the records can be retrieved by
• clicking on the name of the occupant, and
• clicking on the Select or Guest button.
To bring up a vacant record preassigned to that
unoccupied space
• click on the Select or Guest button.
A click on a linear space shows the
entire list and remaining footage
instead of the Space Information
window.
NOTE—Programs without the POS/GUEST MODULE will show a Select button rather
than the Guest and Tenant buttons
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Introduction 1-18
USING THE MAIN MENU
Program activities begin at the
MAIN MENU.
Selecting Items
To select a menu item
• click on the menu heading with the mouse
• click on an item in the subheading menu.
To change the Date Range Availability Harbor Graphic only
• click on Date View on the MAIN MENU.
• The DATE RANGE AVAILABILITY window will be opened.
To open the Select window boxes, rather than bringing up standard menu items
• click on Select/Find.
• The SELECT window will be opened.
Commands
Throughout the program there will be many command buttons. The most common are:
These command buttons can be selected by either clicking with the mouse, or by using the Alt key and underlined letter.
OK
Complete the transaction, save the changes and return to the previous or next screen, whichever is
appropriate. Typing the Enter key will also activate the OK command button.
Close
Return to the previous screen, changes saved. Typing the Esc key will also activate the Close
command button.
Cancel
Stop the operation, all changes canceled and return to the previous screen.
Abort
For many reports, the Cancel button shows Abort while the report is collecting data. Clicking on
the Abort button will stop the report.
Cursor
The standard arrow shape turns into an Hourglass shape when the program is processing
information. Do not use the mouse or keyboard at this time, but wait for the arrow shape to return.
When an entry field is clicked on once with the mouse, the cursor changes to an I-shaped cursor.
An I-shaped cursor indicates an insertion point for data entry.
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Introduction 1-19
USING THE COMPUTER KEYBOARD
There are some differences between using a typewriter and using a computer keyboard. The following apply to THE
MARINA PROGRAM.
INSERT vs. TYPEOVER
Most of the Data Fields insert characters. In other words, as the letters are typed,
they are added to the existing letters in the field. Some fields have a limited number
of characters allowed. When the limited number of characters has been entered, no
more characters will be accepted. The computer will beep. Existing characters must
be deleted before new characters are entered.
DELETING CHARACTERS
To delete characters, use either the Backspace key, Delete key, or drag the mouse
over the letters. Dragging the mouse over a field is the easiest way to delete
characters. The field then turns color, and all colored characters will be replaced
when the first new character is typed in.
TAB KEY vs. ENTER KEY
Following the Windows paradigm, the Tab key is used to move from field to field,
the Enter key is used for confirmation of messages or indicating a process is
complete.
CAPS LOCK
When pressed defaults all typed characters to upper case
NAMES
A last name must always be entered for each tenant record, or the record will be
ignored.
NOTE—All date and money entry fields use the typeover format; this is indicated by the cursor in
those fields being a rectangle, not a line. Dates and money entry typeover existing characters.
DATA FIELDS
Data fields can be selected by clicking on them with the mouse. Typing either the Tab key or Enter key will move the
cursor to the next appropriate field. If the Tab or Enter key moves to a command button, the Enter key must be typed
again to activate the button. A vertical line indicates the insert entry point in a data field.
Note: Do not use Quotation marks (“) commas (,) or semi-colons (;) in data entry fields.
Financial Numbers
The use of a decimal point to separate dollars and cents is required, but DO NOT USE COMMAS to separate thousands.
When typing numbers, 10,928.45 should be typed in as 10928.45. Always use the number zero (0), not a letter O, and a
number one (1), not a letter l.
NOTE: International options can reverse comma and decimal. Avoid using QUOTATION MARKS, COMMAS or SEMICOLONS. Some fields may interpret commas or semi-colons to indicate a dividing mark between one piece of information
and the next.
Reserved Characters
The characters $, # and @ are used in special situations and should not be used as the first letter in a name or space label
or remark, unless so instructed by this manual. NOTE: International options can set DDMMYY or MMDDYY.
Do not use commas (,), semi-colons (;) or quotation marks (“) in data entry fields.
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Introduction 1-20
Dates
ACCURACY THE MARINA PROGRAM relies on the accuracy of dates to produce financial reports properly and
collect the appropriate transactions for a billing cycle.
FORMAT
When THE MARINA PROGRAM requests a date, type it in with two digits to represent the month, two
digits to represent the day, and two digits to represent the year. This is known as MMDDYY format.
EXAMPLE: 05/21/84. Do not enter the / slash mark. The input screen provides these. When entering a
year for an alternate century, use the full four digits: 1998.
DATE IN
The date used as the program date need not be the actual chronological date. All records require a DATE
IN.
USING THE DATE VIEW WINDOW
The DATE VIEW window is most useful when the
optional Harbor Graphic is installed and is displayed.
Updating Information
To update the date information, click a date option in
the calendar, or re-enter a date range and click on OK.
The HARBOR GRAPHIC will re-paint the harbor
using date information entered.
Clear
After the harbor graphic has been repainted
with a new date view selection clicking the
Clear button resets the Date View to the current date through the infinite future, and restores the harbor graphic
to the current date view.
OK
A click on the OK button, causes the harbor to be repainted.
Refresh
(Multi-user only) Users on a network can periodically click the Refresh button to repaint the graphic to
include changes made at other computers.
The range in effect is shown at the top of the MAIN MENU.
A guest entered when the Harbor Graphic has been repainted with a date range in effect will show these dates for date in
and date out.
Calendar
A click on a calendar square updates the current yellow date field. A click on a white date field sets it to yellow.
Locating Vacancies by Date
Each harbor needs to decide its pattern of occupancy. Open slips can be located by date using the DATE VIEW Calendar
and the Harbor Graphic. THE MARINA PROGRAM searches by date range (either with date in and date out defined, or
just date in for long term tenants). Many reports also show availability by Date Range. (See SECTION THREE GENERAL
INSTRUCTIONS, Reports)
For a vacancy search, a record whose date IN is on the same day the vacancy is covering will be excluded.
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Introduction 1-21
NOTE—A vacancy can be located by size of the new tenant’s boat using the SELECT
box from the Select/Find menu. Either click on the New button, or type in the desired
size in the Size text box, and click on Find.
Date Logic
Different reports and displays will use different date logic, depending on whether the report focuses on who is IN the
marina, or if a space is vacant. All reports have either an ALL option or a date range option. When a date range option is
used, any record whose date in or date out overlaps the date range will be included.
The program will not let two tenants be assigned to the same space for the same (future) date range. Exceptions can be
made when the first occupant of the slip has space status of *, T Y, or L. (See SECTION TWO STARTUP, Boat/Space Tab).
When a date overlap is made for future dates, an "Occupied" message is shown; when the occupant has the above status,
the additional comment, "Enter anyway" is added with the option to go ahead and enter the new occupant.
Expired stays (a Date Out less than today) are not checked against current records for occupancy. Spaces set up with a * at
the end A101*, and spaces starting with ZZ are also exceptions, and not checked for vacancy/occupancy.
USING THE SELECT/FIND BOX
The SELECT box appears by clicking on Select
menu on the MAIN MENU bar. The SELECT
box pops up whenever the bottom of the menu
screen is clicked and when the Binoculars Find
button is clicked.
Records can be scrolled and chosen by name,
space, boat name, boat registration number, or
selected by their tenant record number.
Finding Existing Records
After an index is selected, the quickest way to
find a record is to use the Select/Find box. Only
the first few letters need to be entered in the
Enter Character(s) or # to find box. Click on
the Find button and the closest match will be found.
NOTE: The first display shows 33 lines. Click the More button for each additional 33 to display.
NOTE: Click a column header to redisplay in that column order.
Index Order
The SELECT dialog box has a Choose Index box that can be clicked to change the index.
The data can be searched by Name Order, Space Order, Boat Order, (boat) Registration
Number Order, or Record Number Order.
Header Indexing
Click column header for an instant resort by that column heading.
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Introduction 1-22
Vacancies
The SELECT Box can be used to find a vacant space by size, or to display a new record. To start a new record, click on
the New button.
To search for a vacant space by size, type the numbers in
Enter VACANT SIZE to find box, and the Enter key,
and vacant records of that size or greater will be
displayed. Any of the vacant records can be clicked to
obtain the record assignment. The date range for the
vacancies is today through the infinite future.
NOTE—If the Guest/POS module is installed, the SELECT box will also have a New
Guest button / Find Guest button.
All Versus Curr+ Records
After a year or so, you may want to filter out the records of inactive boats in the database so
you can see who is there now.
By toggling between the All and Curr+ options, either the full database or just the current
database (current for a date range that encompasses
today) can be displayed.
View Balance/History
Notice the History button to the right of the Grid.
Click on the History button to display the history for
this record—the first page of the history showing
abbreviated date and the current transactions
balance. Or, to bring up that record, double-click on
the highlighted line
USING A QUERY/BROWSE SCREEN
Records can be selected either on the RECORDS screen or the SPACE/SITE screen. It may take several seconds to load a
large database. The data will be loaded using the current index (name order, space order, etc.).
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Introduction 1-23
Records
The RECORDS browse screen can be opened by
• clicking on Query on the MAIN MENU bar, then
• clicking Browse Records
• or by clicking on the Browse Records button from
within a record.
Records may be selected from that screen. To select a record
• click on the tenant’s name
• click on the OK button
• or double-click on the tenant’s name.
Space/Site
To access the SPACE/SITE RECORDS browse screen
• click on Query on the MAIN MENU bar
• click on Browse Occupancy/Vacancy
• or click on the Browse Spaces button in a record.
The options can be reset, the index changed, and date
range re-configured.
The browse screens show occupancy and records based
on the current date. However, the date ranges can be
changed to any time period, or to show for ALL.
Indexes
Most search and data
windows have an Index option
in a list box.
Watch Captain, LLC
Introduction 1-24
Records
For TENANT AND GUEST/TRANSIENT RECORDS, the indexes are in Last Name (alphabetic) Order, Space Order,
Boat (name) Order, (boat) Registration Number Order, and (computer) Record Number Order.
To change the index
• click on the arrow to the right of the index
• click on the desired index order.
Once the index is changed, all browse, scroll, next/last scrolls and searches will follow that index, until the index is
changed again.
USING LIST BOXES
Many items are held in a list box to save space on the screen and for easy selection. A list box is
indicated by an arrow on the right of the dialog box.
To change the item in the list box
• click on the arrow, then
• click on the item to be selected in the next pull-down menu box
• use the up / down arrows to scroll through the list items.
USING ITEM WINDOWS
Many setup and data information features use ITEM windows. These windows list several items that have been set up for
use in the program, either for general program operation or a particular tenant record.
Adding New Items
Item windows may have preset items, or the user may add
items, depending on the data to be entered.
To add an item to the item list
• click on the Add button.
Data is entered/edited in the text box.
• Click once in the text box where information is to be
added
• type in the information
• click on the Save button to save the data
• click on the Close button to exit the window.
Editing/Deleting Item Data
To edit existing item data, click on the row and column you want
to edit, and re-enter the information. If the grid does not
automatically go into editing mode (preventing entry) press the F2
key, this will force the grid into edit mode making editing possible.
When finished with the changes
• click on the Save button.
Watch Captain, LLC
Introduction 1-25
Grid Items Windows
This style setup allows direct
entry in the screen to an
existing list.
NOTE—Text boxes are limited in length; existing characters may have to be deleted to
allow for new/different characters. Use the F2 key to put the grid selected cell in edit
mode.
BOOKKEEPING OPTIONS
ACCOUNTING METHODS
Two different accounting methods can be used for tracking income. Some facilities track income through what is earned
or charged (accrual). Others track income through what is paid (cash). The method for handling accounts receivable, how
each payment is posted, is chosen depending on what method for tracking income is used.
• OPEN ITEM is the same as CASH BASIS Accounting.
• BALANCE FORWARD is the same as ACCRUAL BASIS Accounting.
Balance Forward (Accrual)
The standard THE MARINA PROGRAM is a BALANCE FORWARD (accrual) program. Accounts receivable is run by
posting any payments to the balance due, much like a VISA or Master Card bill. This provides for fast posting and lets the
accountant track income based on what has been charged (earned). Charges are credited to income and debited to accounts
receivable in the general ledger. Payments are credited to accounts receivable and debited to the bank.
Watch Captain, LLC
Introduction 1-26
Open Item (Cash)
Some marinas may wish to use an OPEN ITEM (cash) system. An Open Item system's general ledger can post payments
as a credit to berth income and a debit to the bank (cash accounting), or can post charges and make use of accounts
receivable, as does the balance forward system (accrual).
Open Item accounting can provide revenue allocation reports/payment allocation statements, and the ability to know what
particular charges have remained unpaid. The bookkeeper has more responsibility to check accounts and close payments.
Batch posting is not practical, and corrections are more limited.
The Open Item version of THE MARINA PROGRAM ages by period/statement. All open charges and remaining credits
are carried forward into the next period at month-end. When posting payments, the operator closes each eligible charge.
Charges must be paid in full to be closed. Reports reflect which charges are open and closed and any remaining open
credit balances. Payment/revenue allocation reports show totals for types of charges paid, and the open credit carried
forward. Aged accounts receivable reports detail and age open charges and balance due.
NOTE—The balance forward system is recommended for ease of posting.
Changing Bookkeeping Systems
THE MARINA PROGRAM can be set for either Open Item or Balance Forward accounting. The Bookkeeping System
should be decided at the beginning of program use. However, consultation with Watch Captain, LLC can allow a
conversion to be made when the program is in use. If a facility converts bookkeeping systems in mid-operation, the total
balance due is maintained, but the aging detail is lost (until it is rebuilt with the system). The program bookkeeping mode
is toggled in SECTION TWO STARTUP. Several conventions will be used throughout the manual to separate instructions when
necessary.

Balance Forward icon will be used when instructions pertain only to balance forward (accrual) accounting.
Bal Fwd

Open Item icon and text style will be used when instructions pertain only to open item (cash) accounting.
OpenItem

All Methods icon will be used when instructions pick up again for both accounting methods.
All Methods
Watch Captain, LLC
Introduction 1-27
TRANSACTION TYPES
Recurring Charges
THE MARINA PROGRAM can handle up to 40 automatic recurring charges. The names for these charges are user
definable, e.g., SLIPRENT, DRY STORAGE, TRAILER, SERVICE FEE, DISCOUNT, etc. Once the charge is entered in
the Tenant Record, it will be automatically charged each month / quarter / annual period at month-end aging. Statements
will print these charges, and include them in the balance due for the month.
Statements are typically sent near month-end and print recurring charges for the coming month. The actual recurring
charges are posted as real transactions with a date of the first of the coming month, for the month in which they are
charged as part of the month end / close period process. For purposes of late fees, delinquency notices and balance due
reports for delinquency purposes, recurring charges charged at aging for the coming month and entered in the current
period as of the first day of the month, are considered part of the balance due (per statement balance due billed).
Revenue Codes
Revenue Codes are miscellaneous charges charged to tenants. A flexible list of up to 98 revenue codes may be entered.
The first two revenue codes are fixed for Late Fee and Miscellaneous. The next set of five or eight, depending on number
of recurring charges, are used as proration codes for the recurring charges.
Electric Meter Charges
Meter charges occur with manual entry, special meter sequence entry, or in some customized programs, automatic entry.
Meter charges and any taxes are coded and subtotaled separately on the journals.
Deposits/Escrow Accounts Charges, Credits and Refunds
THE MARINA PROGRAM handles deposits in a special manner, creating special audit trails for deposit changes. These
are either charges when the deposit is entered, a credit if the deposit is applied against the balance, or a refund transaction
if the deposit is returned. There is also a non-deposit refund type.
Payments Cash
Payments that "go in the bank" are entered as cash payments. Generally, cash includes actual currency, checks, debit and
credit cards. If the Open Item method is used, an opportunity is given for closing charges with these payments. Credit and
debit cards are treated as cash, but may be coded separately. (See SECTION FOUR SUGGESTED POLICIES, Transactions)
Payments Credit
Credits are given by using CR*Revenue codes (corresponding to the revenue codes above). If the Open Item method is
used, an opportunity is given for closing charges with these payments.
Special Bank Items
BANK DEBIT
A customized option is available that enters bank debits for customers who have signed up for a
bank debit plan. These 'payments' are entered as a 'batch' and tagged with a BD on various deposit
/ payment journals.
BANK FILE
Another customization option automatically posts a batch of payments from a bank file. These
transactions are coded BK.
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Introduction 1-28
Cash Accounts
CASH$ accounts are income buckets for non-tenant (non-billed) monies. These are entered as cash payments.
NOTE—All of the above transaction types are subtotaled uniquely on the journals.
USING THE COMPUTER FILES
Period
The accounting cycle is called a period. It is roughly equivalent to one month. THE MARINA PROGRAM is logged on to
a period in the setup procedure. All transactions, regardless of date, will be in that period and collected where appropriate
for different reports.
At aging, the period is automatically advanced by one. The posted transactions and recurring charge transactions of each
tenant for that period are archived under the period number and year to be accessed in tenant queries and histories. (See
SECTION THREE GENERAL INSTRUCTIONS, Close Period)
The Tenant File
Information stored in this file is referenced by either
• tenant record number
• tenant space designator
• Reg. #
• tenant last name
• zip code
• boat name.
The tenant record number is like the number of a paper record folder, in which the data of one tenant may be kept for a
time. Numbers are assigned automatically by the program, are permanent and are not reused.
Each Tenant Record of the tenant file includes
• tenant name
• address
• telephone number
• space assignment
• boat, wait information, insurance information and other data
• aged balances and other accounting information
• deposit information.
Tenant information is also stored in several places, which are linked by the record numbers.
Recurring charges are kept in a separate file.
Item types, such as key numbers and permit numbers, are in a separate file.
Individual postings or charges and payments are a separate file.
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Introduction 1-29
Space File
Tenants occupy assigned spaces designated on paper by some sort of numbering system using either alphabetic letters or
numerals or a combination of both.
Examples:
Slip B12
Boat berth J2
Trailer space M32
Dry storage 56-Y
Building L-1
Tenants move in and out, but rental spaces are a permanent part of the facility. The list of space designators is separate
from the tenant list.
f
Spaces that do not have numbers that are not counted as occupied or unoccupied, such as a vacant lot where trailers are
stored—are not included in the Spaces file, or assigned specifically to a tenant. They still may be billed monthly, however,
as a recurring charge.
The file that stores this list of spaces for program use is called the SPACES file. It identifies the
• space name
• space dimensions
• the rate zone or type for the space.
NOTE—The tenant record number has no relationship to a space. The link between a
tenant and the space the tenant pays rent for is the space designator kept as part of
the tenant information in the tenant record. If the tenant moves to a different rental,
then the space designator in that tenant’s record is changed, but the tenant record
number remains the same. The tenant number is like a social security number in that it
identifies the tenant rather than the occupied space.
The SPACE list may initially be set up in any order. THE MARINA PROGRAM sorts it automatically in alphabetical
order by the first character of each space designator. The program uses the SPACE list as a reference to check the validity
of a space designator entered for a tenant, and for printing reports in space order.
Transaction File
All the charges and receipts accumulated in the course of business are stored in a transactions file. The transactions are
simply stored in order entered. At aging at the end of each period (month equivalent) the current month’s transaction file is
renamed by the period and year number and stored. These archived files may be saved indefinitely.
TRANSACTIONS
A transaction consists of a meter reading, credit, charge, refund, deposit change or a receipt.
Transactions may be entered and posted individually or as batches.
AUTOMATIC
Each transaction is cross-referenced by tenant number. Automatic recurring charges such as rent
are also transactions, but are entered automatically by the computer at month-end aging.
The transaction file will grow as transactions are added, but start empty after aging each month.
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Introduction 1-30
ADJUSTMENTS (CORRECTIONS) AND MESSAGES
Current Period
Once entered and stored on the Transaction File, transactions should not be altered. To correct a mistake in the same
period, enter a compensating transaction of the same transaction type, but with an opposite sign, and a comment about the
reason. (See SECTION FOUR SUGGESTED POLICIES, Transaction Correction/Adjustment)
Depending on policy, a current period transaction (excluding deposit related items) may also be edited or deleted.
Individual and Batch Transactions may be deleted and re-entered. Batch Transactions may be edited, including comment
and amount. Data Records may be deleted or edited.
Previous Period
CHARGES
Correction for charges made in previous periods should be made as credit adjustments.
PAYMENTS
Correction for payments in earlier periods must be entered as charges, usually using a non-income
account, such as ADJST BAL or AR ADJST.
Messages
Messages to an individual tenant may be printed on the Journal and on the bills by entering message transactions. A
message transaction is a miscellaneous transaction with a zero dollar amount. Any reasonable number of such messages
may be entered for each account. Each message is separate and limited in length to 28 English characters, the comment
part of the transaction line is used for the message.
To code a transaction as a message
• click on the Memo button in the INDIVIDUAL TRANSACTION window.
FILE MAINTENANCE
The TENANT and SPACE files are available to the operator anytime for entering or changing information. Once the
SPACE file is initially set up, the operator should seldom have to change it. However, keeping the TENANT file up to
date will be a more frequent file maintenance responsibility.
BACKUP COPIES
Fire, theft, mechanical breakdown or other mishap may cause the loss of all or part of the information stored on the
magnetic disk. Since this information is built-up over time, and is vital to the operation of the system, a method of
accurately replacing any lost information is necessary. Retyping a large number of transactions would be a prohibitive
amount of labor.
NOTE—Use the computer to make copies of the files and keep these backup copies
in a location away from the computer, preferably in a different building.
The Marina Program has a backup utility for Daily and Monthly types of backups. When using the Marina Program’s
backup function the files backed up are zipped into a zip file called Marina.zip this file can be backed up to a location of
your choice (a zip drive, compact disc, etc).
NOTE—THE IMPORTANCE OF BACKING UP FILES CANNOT BE OVER
EMPHASIZED! BACKUPS of the entire program should be made monthly (after
month-end aging), and backups of daily transactions should be made daily. (See
Appendix H Backup)
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Introduction 1-31
Detailed instructions for making backup copies are in SECTION THREE GENERAL INSTRUCTIONS, Backup Files.
PRINTING
PRINT MANAGER
The Windows Print Manager governs the printer and the print jobs. The user should set the printer selection before starting
a report if several printers are available. The Print Manager will alert the user if the printer is not functioning.
The user should be familiar with operating the Windows Print Manager, know how to check to see if a document is
stalled, or to delete an unwanted document in the print queue.
VIEW/PRINT
Reports are generated by clicking View/Print or Print on
the REPORT window.
If printing a familiar report that has been printed
previously without error, just click on the Print button and
the report will be sent directly to the Windows Print
Manager.
OR
To view the report, print specific pages from it, or change
the Windows= default printer
• click on the View/Print button.
Size and Move
The VIEW/PRINT window will
automatically size to show the largest area
for the screen size. Use the zoom button in
the bottom right corner to adjust page size,
along the horizontal and vertical scroll
bars.
To move around the page and view all
parts of the page
• click the mouse on the document
page, and
• drag the mouse to pull the page.
Export to PDF
Any report in the Preview window can be exported to a PDF document by clicking the button entitled “Export to PDF”
button available on all Print Preview windows. Clicking the Export to PDF button will display the standard windows filesave dialog.
Opening the saved PDF document using Adobe Acrobat Reader will provide the additional ability to email the report.
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Introduction 1-32
Print View Top Toolbar
The print preview window has a toolbar
located on the top left of the window.. With
these buttons you can navigate to specific
pages in the document or select specific
pages to print.
Changing Printers
You can click the printer icon located on the Top toolbar shown above to change the default windows printer.
Exceptions to Print View
The exceptions to the use of the View/Print form are specific tractor feed reports statements, mailer statements, postcard
statements, Rolodex cards and labels, and the receipt using a receipt printer. All these report forms print directly to the
port chosen in the Statement Design window. (See SECTION TWO STARTUP, Options and Parameters). For these statements
and options, the Windows printer driver is ignored. The printer must be attached to the computer workstation being used.
The printer must be set manually through the printer's mechanical controls for print size.
NOTE—The printer should be ready to print, turned on and with the on-line light ready,
before the report is started.
Email
The simplest way to email any report is to choose the Export to PDF function, open the PDF document using Acrobat
Reader and use the “Email a Copy” function of Acrobat reader to email the report.
Printing Order
Many reports and statements can be printed in a
variety of orders, numeric (tenant/account
record number), name, space (slip, trailer, etc.),
and zip code order. Usually an option allows
stopping and starting at a specified name, zip,
number, etc. as well.
NOTE—If Space order is chosen, with start space and end space, accounts without a
space will be omitted. However, for most reports, if the All option is chosen for Space
order, accounts without a space will appear first.
Except receipts and some statement forms, standard reports can be viewed before printing. The report is always created
fully, and then the first page is displayed. The user can scroll pages on screen, or choose to print all or selected pages.
ERROR MESSAGES
The operator should be alert to any error messages, the computer screen displays and should write them down, along with
the program activity in which the message occurred. Messages can be part of the program, or related to the hardware and
operating system. (See Appendix A Error Messages)
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Introduction 1-33
2
Section Two—Startup
GETTING STARTED
SETUP PARAMETERS
THE MARINA PROGRAM can be operated immediately after installing, but for normal operation, the Setup Parameters
must be reviewed.
TIMING
Once the timing and accounting method have been decided upon, the accounting period is set in Lists—Program Settings.
The Balance Forward or Open Item option is also set in Program Settings.
UPDATING ACCOUNTING PERIOD
The accounting period should roughly correspond to the current month. All transactions (charges and payments) for one
period will show on that period’s reports and be included in that period’s billing. The period is updated automatically after
billing, at aging, or when a new accounting period is entered.
STEPS TO GETTING THE MARINA ON-LINE
The smoothest way to get a facility on-line is to use the weeks before month-end to create the Marina database and the
financial records. Each step is covered separately in the manual.
Setup Records
The first steps necessary to get the Marina on-line are
• setup parameters
• enter rate and space information
• enter tenant data
Enter Transactions
Miscellaneous charges and electricity meter readings can be entered as transactions once the tenants= data is loaded. (See
SECTION THREE GENERAL INSTRUCTIONS, Individual Transactions. Also see Meter Entry). Most facilities prefer to include
current transactions as part of the Startup balance.
Enter Balances
Near period-end or month-end, all balances and items can be entered. As most tenants’ balances will be 0 at this time, just
those with amounts due or credits need be entered. Then the journals, statements, etc. can be printed, aging done, etc. (See
SECTION FOUR SUGGESTED POLICIES, Activity Summary)
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Startup 2- 34
Set Startup Routine
Once the data and records are completed, the last step is to choose the correct startup routine. Prior to entering the routine,
the accounting method used by the marina should be determined. (See SECTION ONE INTRODUCTION, Bookkeeping Options)
PROGRAM SETTINGS
NOTE—Review the entire Section Two before beginning Program Settings.
The setup procedures start with the Lists menu, and generally begin at the bottom of the list with Program Settings.
Click on
• Lists
• Program Settings
• appropriate tab for settings
• Close button to save and exit.
ACCOUNTING YEAR AND PERIOD
Change Period
Enter the correct period that will
correspond to your first month of
operation.
NOTE—Before using the program for actual transaction entry and billing, the initial
starting accounting period must be set.
Choosing the Correct Period
If the first statement (period-end) is for rent to be charged for June (09), these statements would be part of the month-end
activity in May (09). Therefore, the startup period should be set for 05. If for some reason the current period is not the
actual starting period, the period can be reset later.
Under normal use, the period is automatically advanced by one at each end-of-month/period closing/aging.
NOTE—If you have already closed a period, this action is disabled. Contact Watch
Captain, LLC for more information.
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Startup 2- 35
LATE FEE AND BOOKKEEPING
Before setting any bookkeeping parameters, refer to
SECTION ONE INTRODUCTION, Bookkeeping Options.
Automatic Late Fees
In the LATE FEE window, click on either the Flat Fee button or the Percentage Fee button.
The late fee can be a
• flat fee, or a
• percentage fee, as
• Percent of CURRENT charges, excluding late fees
• Percent of total charges, excluding late fees
• Charge Percentage Fee on Balance Due
• Charge flat fee or percentage, whichever greater
• Percentage only, no additional flat amount.
Enter the amount of the fee, flat or percentage. If a double method is used—a percentage or flat amount, whichever is
greater—both the flat amount and the percentage should be entered.
When using a late fee that excludes previous late fees in a Balance Forward system, the automatic late fee option saves
the current automatic late fee for next month's calculation, replacing or adding to any previous amounts saved.
Bookkeeping Type
The operator may select Open Item or Balance Forward bookkeeping. A warning will be printed regarding choice of
method. These options are fully discussed at the beginning of this section. (See SECTION ONE INTRODUCTION, Bookkeeping
Options)
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Startup 2- 36
STATEMENT DESIGN
Various statement options can be changed.
Option
Statement Formats
Insurance Reminder Option
Boat Name Option
Facility Return Address Option
User Laser/Jet Printer Option
Message
Email Setup
Statement Layout
Watch Captain, LLC
Description
The program can be set to use 8 ½” wide by either 7” or 11” tall
statement form, either blank or with a pre-printed design, a Post card
or print through mailer, or an ASCII file export for sending statements
digitally to a mailing house for email invoices. Note for email
statements the Statement setting must be set to blank.
When toggled for statements, and a record has an insurance renewal
date older than the period or will expire within two months, then the
insurance reminder will print on the statement. Note if this checkbox is
checked the reminder will also print if a tenant has no insurance date
entered on the Tenant window.
My be included on plain or pre-printed statements
May be printed on pain or pre-printed statements
Check if you are using a Laser or Ink Jet printer for statements (Refer
to Section One Introduction, Printing)
Fill in appropriate message. Some lines may not be available depending
on statement format. The message displays in the upper right hand
corner of the statement.
Statements can be emailed to individual tenants if they are setup
properly see Appendix I Emailing Statements.
Allows you to define the location of various parts of the statement used
when printing on pre-printed forms.
Startup 2- 37
GENERAL SETTINGS
Various program settings regarding editing,
printing and other options can be made in
the GENERAL SETTINGS window.
In the Settings data window
• click on appropriate check box(s).
Option
GL Export
Force CAPITALS in data fields
Track Credit Card/Cash/Checks
Allow Transaction Delete
Use Historical Date In (Leases)
Ask Changes? Before Auto Save
Show Current Gone/Back
Disable CC # Fields
Toolbar Visible on Startup
Turn Email On
Harbor Graphic Default
Default Report Order
International Options
Labels Across Labels
Check Box 1 & 2 Names
Description
Refer to separate instructions for GL Export. Contact Watch Captain’s
TMP Support for more information.
Forces all characters entered to be in CAPS (A not a).
Most facilities segregate checks and credit card charges in their
deposits. When this option is checked a list box for
Check/Cash/Cr.Card is displayed by the payment comment field
allowing payments to be tagged by type as they are entered. The default
is check. The posted payments display a code in the payment register
for type and are subtotaled by type.
Transactions can be deleted and edited using the Individual
Transaction window. Note that deleted transactions are only flagged as
deleted The Marina Program does not delete transaction data.
Facilities that are seasonal have the same tenants returning year after
year, or facilities with rigid lease start and stop dates will want to use
this field to show the original first date in the marina.
Will prompt to save if changes have been made.
Will show the gone/back information.
This will disable the Credit Card entry fields.
Displays the toolbar on the main window when The Marina Program is
started.
Turns the ability to email Statements on. This adds an additional
checkbox field to the Tenant window that if checked lets The Marina
Program know that this tenant’s statement should be emailed. See
Appendix I Emailing Statements for more email instructions.
Skips loading the Harbor Graphic when The Marina Program is
started and the OK button on the main window is clicked. This setting
is workstation specific.
Provides default choice for some reports
While most fields follow the windows regional settings, some fields and
reports will need special formatting to conform to international
conventions.
Choose 2 or 3 across for Laser/Ink Jet style labels
Check boxes assign optional slip colors to spaces occupied on the
harbor graphic. Enter the captions for those check boxes, here and
those captions will display on the tenant window boat/space tab.
NOTE—If you aren’t sure about any of these settings Leaving THE MARINA
PROGRAM with its default settings is generally best. Please contact
[email protected] for specialized training option.
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Startup 2- 38
Security
The following shows the security levels and password options in the standard program. Specific security needs for specific
users can be customized.
NO SECURITY
No security allows entry into program and to most features without
a password. The generic password SUPERBOSS is required for
entry into Program Setup areas and for period/month-end closing.
ADD PASSWORDS OR USER IDS
Click on security method chosen and Maintain button. The
password SUPERBOSS can be replaced by one or more passwords.
USE PASSWORDS
If there is a master password other than SUPERBOSS, then anyone
who enters the program without a proper password will have readonly access or be denied entry based on the chosen option
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Startup 2- 39
USE USER IDs
For those who wish to track particular users and/or give different
passwords with different access levels to different people, a user ID
option can be used instead of passwords. Click the Select the USER
IDs radio button in the SECURITY frame. Then click the Maintain
button.
NOTE—User codes are case sensitive.
Set up a User ID, password and security level for each user. Each
user is assigned an access level, and his user ID defines his
rights.
Up to 40 different user IDs can be used.
Field
Description
If the user access level is set to POS Only, Data Read Only then checking
this checkbox will not allow any customer information modification in the
POS/Guest Reservation window.
Will display the User IDs as ** on reports
Will require the User to Log-in each time a new customer is loaded into the
POS/Guest Reservation window.
Selection here defines The Marina Program’s behavior if an incorrect
password (or User ID/Password combination) is entered.
Read Only will start The Marina Program allowing only the reading of data.
No additions, deletions or modifications.
No Entry will force the Marina Program to exit if an incorrect password is
entered.
For User ID security, when The Marina Program is started,
the user logs in.
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Startup 2- 40
If the user leaves the computer, but doesn't exit the program, he should log out. The user ID is used to tag transactions and
is displayed with those transactions in many reports. The password protects the ID from use by other users.
To log out, type Ctrl+L at the main screen or POS screen or click
• File
• Log Out.
On logging out, the log in screen remains on the screen, ready for the next user. On exiting the program, logging out
automatically occurs. The user code is affixed to all transactions and memos.
Password Setting Usage
The following password options are available for
passwords and User IDs:
Level
Program Feature
Add New Record
ALL
4
3
2
1
5
X
X
X
X
X
Edit Basic Record Data
X
X
X
X
X
From POS
only
From POS
only
Delete Record
Edit/Enter Recur Chgs
Edit Memos
Edit/Enter Wait List
Enter Individual
Transactions
Enter Post Batches
Post Batch Delete
Delete Batch
Print Statements
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
Enter Dock Check
Edit Dock Check
Charge Dock Check
Use POS Screen
Change
Password/Program
End of Month Close
Backup
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
6
Read-only
Individual
only
X
X
X
All Read-only users have access to journals and reports, and to the data screens. Transaction activities are blocked.
POS and Hot Berth password options apply only if appropriate modules are installed.
Use “if POS NO Data / Edit” check box if no new record entry or no edit in POS screen allowed.
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Startup 2- 41
Modify Harbor Graphic
By clicking
the Harbor Graphic’s slip colors and background can be customized.
Harbor Graphic Background
For each page of your Harbor Graphic a background
picture can be added.
•
click the tab representing the page you are
modifying
•
•
•
click the
to locate a picture file to add.
Click the Apply button
Select the next tab (page) if one exists.
NOTE—A background picture does use up system memory, if you are close or right at
The Marina Program’s memory requirements we suggest that you do not use this
feature.
Harbor Graphic Slip Colors
You can modify the Harbor Graphic slip colors used to represent the various following status conditions, by clicking on
the graphic colors button,
The various status conditions are as follows,
• Notice Given
• Vacant
• Occupied
• Temporarily Gone
• Lessor
• Liveaboard
• First Check box Checked
• Guests
• Alert
• Second Check box Checked
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Startup 2- 42
Clicking the Graphic Colors Button will display the Define Harbor Graphic Colors dialog. Clicking on a color will display
a button, clicking that button will display the Window’s standard color dialog.
NOTE—The Apply button must be clicked for each tab changed for any modifications
to take effect.
Hot Berth View (Optional Module: Dock Check Utility)
If the Dock Check Utility is installed the graphic can be shown in two views,
•
•
What The Marina Program shows as being the state of your slips based on the date criteria selected.
The state of your slips based on the Dock Check performed for the date selected
The Hot Berth View is the second view described. Conditions for the Hot Berth View are as follows,
• Dock Check showed Vacant (TT on slip means The Marina Program has a Tenant assigned)
• Occupied
• Temporarily Gone
• Not Read during Dock Check
• First Checkbox on Tenant window (Boat/Space tab)
• Alert (Occupant not in The Marina Program)
• Space Assigned but Not Read during Dock Check
See the Dock Check Utility User’s Guide for more information on the Dock Check Tools available.
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Startup 2- 43
Mail Merge Contracts
By clicking
you can define for the Marina Program any MS-Word created documents you want to print
when the mail merge button is clicked
this button is available on both the Tenant and POS/Guest Reservation
windows. Clicking the Mailmerge Contracts button displays the following dialog,
Use the new
button to add a word document
you created to the grid.
Use the delete
button to delete a word
document from the grid.
The Field Names tab is used to define the variables
used in the MS-Word document that will correspond to
data within The Marina Program.
It is recommended to use the print
button to
print out a list of the available fields and their template
field names prior to creating your word document.
NOTE—The Template Field names cannot exceed 256 characters in length. This is
the reason the abbreviations are short.
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Startup 2- 44
POS/Guest Reservation Defaults (Optional Add-on)
Hot Berth/Float Check Setup (Optional Add-on)
LIST TYPES
Refer to SECTION ONE INTRODUCTION, Using Item Windows for general instructions on setting up data in ITEM windows.
All Lists are created and edited in the same
way, but in the appropriate list window.
• click on Lists
• click on Lists/Types
• click appropriate tab.
To save changes
• click on Apply button.
WAIT LIST CODES
The Wait List codes allow for up to 40 different wait lists. They can be used to separate persons
waiting for transfer within the harbor from persons waiting to enter the harbor.
BOAT TYPE CODES
The TENANT RECORD has a field in the boat information section for type of boat. This is
user definable. Other fields refer to fuel type, power type and hull type and are preset by THE
MARINA PROGRAM.
The settings will be counted in the Statistics Report, and displayed in various reports showing
tenant information.
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Startup 2- 45
ITEM TYPES
Most facilities track keys, cards, lockers or permits, etc. There are options for four item types in
each tenant record. The names for these are user definable and may be set in this screen.
If the facility is integrating with an access control system, Item 2 will be CARDKEYS and
cannot be changed.
ACCOUNTING CODES
Accounting codes are a user-designated item to group records for statements, labels, reports,
etc. Reports can then be printed by account code. For example, print a Summary Journal for
only Account Code 92.
Some marinas use this field to indicate boats gone to foreclosure. Other marinas use this field
to indicate terminating tenants.
Two sets of codes can be used
• 01–12
user defined numbers will print a statement
• 90–99
user defined numbers prohibit statements, unless statements chosen to print
by Accounting Code.
NOTE—The field length for the above codes is 10 characters.
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Startup 2- 46
METER SETTINGS
To create Meter Settings
• click on Lists
• click on Meter Settings.
Electric Meters
The meter schedule may be used for other types of meters, such as gas or water. In these cases, the terminology can be
edited in the Meter Type and Unit boxes. A meter schedule might apply to water (gallons) and propane (cubic feet).
Meter Rate Schedules
Two different rate schedules may be set up. Later, in detailing the tenant record, the tenant may be assigned to either the
standard or the alternate rate schedule. The Meter Definition can be used if some tenants are billed at a different rate than
others, such as non-Live-aboard/Live-aboard or Commercial/Pleasure. To choose a Rate Schedule in the METER
SETTINGS window, click on either
• Standard, or
• Alternate.
The Meter Rate schedule has a section of option buttons
that change the usage of lines in the meter rate schedule
and a list box of the lines for the meter rate schedule.
Meter Rate Schedule Rate Tiers
The simplest rate schedule is the number of kilowatts used times a rate per KW. As some facilities have tiers in their rate
schedule, there are three tiers provided. If there is only one rate, regardless of kilowatt usage, a rate must be entered in
each tier.
TIERS
KW RATE
Rate tier levels are set in lines 1 and 3. To change the range/tiers
• edit the item.
Kilowatt or other unit usage rates are set in lines 2, 4 and 6. Line 6 is the fee charged for KW
usage above the range set in line 3. To change the rate
• edit the item.
All options not used in the rate schedule should have a 0 entered.
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Startup 2- 47
Meter Rate Schedule Optional Settings
THE MARINA PROGRAM has several optional taxes and fees built into the charge structure that a facility might select.
NOTE—If a marina has special KW, gal. or cu. ft. formula needs, please contact
Watch Captain, LLC
FLAT SUM
Some rate schedules include a deducted flat sum at each tier level. If a flat sum is used, enter
the flat sum amount in line 5 and/or line 7 as a whole number, not a negative number. It will be
deducted appropriately from the tier usage. This option is not commonly used, and the line may
be used for special customizations.
FIRST KW FREE
Some facilities give an allowance for a designated amount of KW usage at no charge. To set up
the no-charge KW allowance
• click on the option button Line 5 = MINUS KW
• click on line 5
• edit the number of KW allowance. Use a whole number, not a negative number.
MINIMUM CHARGE
Line 9 provides for a minimum charge amount if the KW usage is zero or less than the
minimum.
Examples:
• If the minimum charge is set at $5.00, and no KWs are used, the charge is $5.00.
• If 51 KWs were used at .10/KW, then the charge calculated is $5.10, and the charge is
$5.10.
• If 45 KWs are used, the charge is $5.00.
MINIMUM FEE
A negative amount entered in line 9 will indicate that no fees are incurred until the charge
reaches this amount.
ADDITIONAL FLAT
CHARGE
Usually, this charge type is set up as a separate recurring charge and separate line item.
To set up the amount of the Flat Charge
• click on the option button Line 10+Additional Flat Charge
• click on line 10
• edit the amount of the charge.
An additional Flat Charge AND a Minimum Charge are not designed to be used together.
0 KW, FLAT FEE
Facilities have different policies on the additional Flat Fee for line 10. Some charge a flat fee
regardless of usage. Others charge a flat fee only if kilowatts have been used.
If using a Flat Fee option either
• click on 0 kw = No Flat Fee, or
• click on 0 kw = Yes Flat Fee.
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Meter Rate Schedule Taxes
TAX/FEE PER KW
This is a tax rate per kilowatt, not a sales tax on the total charge. To set the tax
• click on line 8
• enter the tax
• click on Save button.
TAX/FEE PER KW 2
Occasionally an additional distinct tax per kilowatt is needed. For this additional tax
• click on line 10
• enter the tax
• click on Save button.
SALES/TAX/FEE
This is a percentage tax rate amount charged on the total fee charged, excluding any flat
additional charge. To set this tax rate
• click on line 11
• enter the percentage amount as a whole number
• click on Save button.
TAX ON FLAT
CHARGE
If line 10 indicates an additional Flat Charge is to be used, a box appears showing rather the
Sales/Tax/Fee in line 11 would apply to that Flat Charge or not.
NOTE—Meter Rate Sales Tax is handled outside the Tax Options noted under Tax
Items.
If a facility is set for more than one type of meter, the option will show in the menu,
and a separate Rate Schedule will be used.
ACCOUNT TYPES
There are four types of accounting charge/income codes
• Recurring Charge Codes
• Revenue Codes
• CASH Accounts
• Escrow Deposit Accounts.
These along with related setup items are found
by clicking
• Lists
• Account Types.
GL Labels and TAX Items handles miscellaneous accounting codes and taxes.
Each of these accounts has a label, can have a default amount and can carry a General Ledger style code label. This GL
label is printed on the journal summaries, making journal entries clearer and easier.
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RECURRING CHARGES
Recurring charges are
• charged monthly, quarterly, semi-annually, or annually
• the same amount each time period
• charged to the same tenant.
These recurring charges are charged automatically monthly/quarterly/annually to the tenants to whom they are assigned,
as entered in each tenant's file record. The charges are pre-printed on statements and reports for the coming month, and
charged to the account at period/month-end closing with a date of the first of the coming month.
Each facility may have a different combination of charges, such as
• RENT, SLIPS or BERTHS
• DRY STORAGE
• LIVE-ABOARD
• MAINTENANCE
• DUES
• TRAILER
Only those charges belonging to an individual will be filled in for that individual, and thus charged automatically.
Subtotals for each charge type will show on journal summaries.
Active Recurring Charges
Up to 40 recurring charges may be set, but most facilities use only 4 to 8. The number of recurring charges used should be
entered in the Number of Recurring Charges data box, so the program does not use extra blank fields in printing reports.
To add more Recurring Charges, edit the Number of Active Codes.
Adding Recurring Charge Codes
To add Recurring Charge Codes, after changing
the number of Recurring Charges in the
RECURRING CHARGE LABELS window
• enter the charge code description. The code
names are limited to 10 letters or characters
• enter the matching general ledger
transaction code number (optional)
• enter the amount of the charge (if fixed, it is
not a space rate in the Rate Schedule)
• enter the tax number in the fourth box. (See
SECTION TWO STARTUP, Tax Items)
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REVENUE CODES
Revenue Codes allow for subtotals of miscellaneous charges and credit adjustments, and consistent labeling of charges
and credits.
To create revenue codes click on
• Lists
• Account Types
• Revenue Codes.
Active Revenue Codes
Space for 20 codes is provided, but this number can be expanded to 98. To change the number of Revenue Codes
• double-click on the Number of Active Codes data box
• type in the number of codes desired
• clicking back in the table refreshes the codes.
Adding/Editing Revenue Codes
To add/edit the codes
• click on the number of the code to be added/edited in the lower window box
• click on the first data box, and enter the Revenue Code description.
• click on the second box and enter the matching general ledger transaction code number
• click on the third box to enter the amount of the charge
• enter the tax type number in the fourth box. (See SECTION TWO STARTUP, Tax Items)
Permanent Codes
Two Revenue Codes, Late Fee and Misc. are built into the program as permanent codes. Late charges applied
automatically will automatically total under Late Fee, along with any manually charged late fees.
Any transactions entered without a code will automatically be put under Misc. (miscellaneous).
Sample Revenue Code List
The journal summary will list all revenue codes under both charges and credits for an accounting period.
A sample Revenue Code list might be:
Code
1. Late Fee
2. Misc.
3. Slip Rent
4. Lv/a/Brd
5. Trailer
6. Dry Strge
7. Towing
8. Store Chg
9. Pump Out
10. Bad Debt
11. Gas/Fuel
12. Bad Check
13. Rep Bad Chk
14. Lost Key
15. Forf Dep
16. Adj Bal
GL#
623
624
523
525
526
527
640
635
637
655
636
699
698
687
456
589
AMT
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
45.00
0.00
0.00
10.00
0.00
5.00
0.00
0.00
TAX
1 2
1
2
NOTE—The recurring charges are listed first for giving prorated charges and credits
(adjustments).
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We recommend a Revenue Code for Bad Check Charge, Bad Check Fee, Adjusted Balance, and if deposits, Lost Key and
Forfeit Deposit. Deposit charges should not be setup as revenue codes. (See SECTION TWO STARTUP, Escrow Deposits,
regarding security and key deposits)
Default Amounts
Codes with a default amount can be multiplied by a unit amount, when the charge is entered as a transaction. For example,
if fuel is $1.87 a gallon, enter 11.3 as the unit amount, number of gallons, and total gas will calculate for charging the
transaction.
Code Name Changes
Once THE MARINA PROGRAM is on-line, changes in the names of codes in the Revenue Code list should be made only
immediately after aging, before new transactions are entered. Revenue Code names are labels only. The charge is actually
made as a transaction linked to the code number.
ESCROW DEPOSITS
Security deposit and key deposits considered charges by the program are set up separately as Escrow Items. They are
totaled in a separate journal, and have a separate audit trail.
THE MARINA PROGRAM provides special revenue codes for charging Security and Key deposits that treat these codes
as liabilities in an escrow account.
NOTE—Security and Key deposits should not be set up as revenue codes.
Charges for the forfeit or loss of deposits should be Revenue Codes, in order to charge the fee from the escrow account
into income. (See SECTION FOUR SUGGESTED POLICIES, Closing Out Tenants)
To set up Escrow Deposits, click on
• Lists
• Account Types
• Escrow Deposit Accounts.
THE MARINA PROGRAM will accept up to 6
Escrow Deposits, and provides two preset Escrow
Deposit Accounts
• $$Security
• $$Key Deposit.
To add more deposit types
• click on any deposit line
• click on Number Active Deposit Accounts data box
• type in the number of accounts needed.
To edit an existing Escrow Deposit
• click on the field to change.
NOTE—All Escrow Deposit account names begin with $$.
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CASH ACCOUNTS
Cash accounts are simply cash buckets that hold
income. They do not have charges, and are not linked
to an Accounts Receivable account.
To add cash account codes click on
• Lists
• Account Types
• CASH Accounts.
To create a new Cash Account, click on the Add
button.
• enter the name of the account
• click on the second box and enter the General Ledger account number
• click on the third box and enter the amount.
To edit an existing Cash Account
• click on the field to change.
NOTE—All Cash Account names begin with $. Read about $CASH accounts in
SECTION FOUR—SUGGESTED POLICIES.
Required Accounts
THE MARINA PROGRAM includes three required $ESCROW\CASH accounts
• $$SECURITY DEPOSIT
• $$KEY DEPOSIT
• $$REFUND DEPOSIT MEMO
These are special escrow accounts that handle deposits and refunds. See previous heading regarding security and key
deposits.
GENERAL LEDGER LABELS
This option allows the adding of General Ledger labels for
journal items that are not actual account codes.
To add General Ledger labels, click on
• Lists
• Account Types
• GL Labels and TAX Items.
A thorough discussion of journal options and general ledgers is detailed in Appendix C Journal Accounting & General Ledgers.
The end of the section in the Appendix covers the setup program for entering GL codes. Refer to this section if the facility
wishes GL codes to print on the summary journal pages.
NOTE—All supporting files above do not have to be completed before entering
tenants, but the spaces file must be complete in order to enter space assignments for
the tenants.
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TAX ITEMS
THE MARINA PROGRAM allows settings for three tax types. The taxes are applied to the recurring and revenue charges
when the charge codes are named.
To create tax items, click on
• Lists
• Account Types
• GL Labels and TAX Items.
Click on the tax type in the lower item window. A box will be added at the top of the window with the tax type and
number. NOTE: Meter Rate Schedule taxes are setup with the Meter Rate Schedule, not this window.
• click on the first box and edit the name
• click on the second box and enter the General Ledger account number
• click on the fourth box and enter the percentage
• click on the Apply button to save the settings.
Tax Cap
Some taxes have a provision for a tax cap or maximum amount of tax collected on certain taxes. Tax type 1 is the only tax
item that has a cap allowed. If tax amount is equal or greater than this amount, only the maximum tax will be charged.
• Use tax type one for this kind of tax.
• Set the cap amount in the third box.
More Than One Tax
To use more than one tax number for an item, the number can be a combination of several tax types (1, 2 & 3). Any item
with more than one tax type will two or three line items for taxes as part of the charge, and the tax will total on the
Summary pages for each tax type.
COMPLETING THE DATA FILES
DATA ENTRY ORDER
The spaces file must be input before the tenant file, in order for THE MARINA PROGRAM to assign valid spaces to
tenants. Rate and Zone schedules should be entered before the Spaces file, to verify zones as the spaces are assigned.
To complete the data files, enter the data in this order:
• Rates
• Space Inventory
• Tenant Records.
RATE AND ZONE SCHEDULE
THE MARINA PROGRAM provides a rate schedule so that each space can be assigned to a rate type. Rates can be easily
adjusted universally for the spaces and the tenants assigned to those spaces. The rate schedule is a list of rates for each
type of rental.
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Multiple Rate Structure
A facility's rental units often have different rate structures, such as
• Dry Storage may have just a flat monthly rental fee.
• RV sites may have a daily fee for weekends and another daily fee for midweek.
• Each zone may have several rate ranks, depending on the length of time it is rented.
Single Rate Structure
Many marinas have only one rental rate—a base per foot amount. Thus only one zone and one rank are necessary.
Rate Zone
A rate zone or rate type is an area of the facility where all spaces are charged according to the same scale. Some facilities
may have only one zone or type, where for example, the rate is 5.25 per foot. However, often spaces vary; some have
special hookups, are in a more desirable location, or are of a certain size class.
Number of Rate Zones
Up to 40 zones or rate type areas may be entered and labeled. To eliminate having empty zone screens, the number of
zones in use may be selected. The number of zones can be changed at any time.
Before entering Rate Zones, think about the different rates in the marina. Perhaps some spaces are at 5.25 per foot, some
at 6.25 per foot, and dry storage is a flat $75. In this case, there are three rate zones.
Rate Ranks
In addition to different rate types or zones, each zone can have several ranks or applicable rates. This could be
• a rate for live-aboard
• a rate for normal berthing, or
• an annual rate
• a monthly rate
• and a daily/overnight rate.
Each rank requires a time factor.
Many facilities have only one rate type or zone with just one rate rank, combined with one time factor of
monthly/annual/quarterly. Facilities using the POS/Guest Management module will enter daily and weekly rates as well.
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Rate Zones, Rate Ranks and Charge Types
Rate Zone - Physical
group of spaces that
generally share the
same rate structure
Spaces - Physical
spaces that make
up each group
Rate Rank - Types of rates
for a space in a Rate Zone
Charge Type - A Recurring Charge
or Revenue Code that is a handle for
the charge itself, providing a subtotal of charges of this type; usually
used with a GL label for transferring
to a General Ledger
1. Commercial
All Slips C
Commercial:
1. Monthly per ft. $3.95
2. Daily per ft. $0.75
Recreational:
3. Monthly per ft. $4.95
4. Daily flat per day $25.00
Moorage
Etc.
2. Permanent
All Slips A, B, D,
E, F
Commercial:
1. Monthly per ft. $5.95
2. Annual $59.50
Recreational:
3. Semi-annual $65.45
4. Daily flat per day
Moorage
Guest Rent
Etc.
3. Special Section 1
(covered)
Excepting B2,
C24, C28BC30
1. Monthly per ft. $5.95
2. Annual
3. Semi-annual
4. Daily flat per day
Moorage
Guest Rent
Etc.
4. Guest
G Slips
1. Daily $20.00
2. Weekly $120.00
3. Monthly $500.00
Guest Rent
Etc.
5. Airport
P Hangers
1. Monthly $475.00
Airport
Etc.
Each zone has its own group of rate types. The charge then can use the rate to display a default amount.
When entering the recurring charge for a tenant, the screen will display the suggested
base rate for the space to which the tenant is assigned; then the user can enter the
amount for the recurring charge type to be used. The suggested amount can be
overwritten/changed by the user.
NOTE—Always setup the most common rate type or zone as Zone One, and the most
common rate rank as Rank One. If using the Guest Management module, make the
Daily Rank and other applicable time ranks, the same rank for all zones to correspond
with the default.
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RATE ZONE INFORMATION
To create Rate Zone Information
• click on Lists
• click on Rates
• click on Set up Rates.
In the RATE ZONE SCHEDULE window
• click on the Set Up button, which will open the
RATE ZONE INFORMATION window.
In the RATE ZONE INFORMATION window
• click on the Number of Rate Zones in Use data box
• enter the number of zones needed plus two
• click on the Close button.
Combination Rates Surcharges
Occasionally, a facility may also have a two-part rate. For example, a special surcharge of $20 plus a footage rate in
combination. Sometimes this is set as a combined rate for one recurring charge, or other times it is calculated separately
and subtotaled separately so there are two recurring charges.
Only a few facilities have a special surcharge to add. This might be
• a water district or sewage special fee, or
• a lease fee.
NOTE—If the surcharge does not apply to your facility, after setting the number of
zones, click on the Close button and proceed to set up the rate zones.
The Surcharge field is used only when there is a separate or included, additional, flat or percentage amount per rental unit
that needs to be tracked along with the basic rent for that unit. Normally the surcharge is included in the net rent shown
for each space.
If the net rent is separate from the surcharge, the surcharge can be indicated at this time. Most facilities do not have this
situation, and should ignore the surcharge options.
Minimum
If there is a minimum charge associated with the per foot rate
• click on the MINIMUM line.
RATE ZONE SCHEDULE SETTINGS
Rate zones are physical areas that have the same rate structure. Examples of different rate zones are
• all 20-foot slips
• all trailer parking spaces
• all covered slips.
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NOTE—Set the number of ZONES before setting the rates. See RATE ZONE
INFORMATION.
After each Rate Zone is setup
• click on the Next button.
To create the Rate Zone Schedule click on
• Lists
• Rates
• Setup Rates.
Name the Zones
In the RATE ZONE SCHEDULE window, enter a
name for the rate type or zone.
Typically in a one-zone facility it would be
something like SLIP RENT, or DOCKAGE.
Other facilities might name their zones
• NORTH HARB
• SOUTH HARB
• DRY STORAGE
NOTE—Enter the ZONE with the largest number of spaces as Zone 1, and enter the
most common rate (time-wise, e.g. daily, monthly, seasonal) for that Zone as the first
zone.
Rank for Rates
The first rank for any zone will be the rate reflected on the Rent Roll and other standard reports.
MONTHLY
A year-round facility with year-round tenants billed monthly would set the Monthly rate as the first
rank.
DAILY
A seasonal, destination or recreational facility might enter a Daily rate as the first rank.
Enter the name for the rate rank. Typically this will be simply MONTHLY.
Time Factor
To enter the time factor
• click on the list button next to the Rank label
• click on the desired time factor.
Enter the Rates
THE MARINA PROGRAM will allow either a flat rate or a footage rate, but not both for the same rank. Footage rates can
take up to 3 decimals.
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Footage Rates
If the rate is charged by footage, enter a
• B for boat length
• S for space length, or
• G for whichever is greater of the two, and
• # for square footage using space length and width
• @ for square footage of the boat.
Most facilities use G for whichever is greater, but some areas, such as side ties or end ties where there is no set length, one
would have a B for by boat length.
Next Rate Zone
Click on the Next button to move to the next rate zone screen.
Print and Close
When done with all of the rate zones
• click on the Print button
• then on the Close button.
SPACES LIST
To create the list of spaces
• click on Lists
• click on Space Inventory.
Space Inventory
If a Harbor Graphic has been created for the Marina, a space
file will also have been built. Before continuing, print the
Harbor Graphic=s SPACE LIST by
• clicking on the Print button.
It is easiest to work in the SPACE INVENTORY window in
Space Order. If the order is different, click on the Index list
box arrow, and change the order.
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Space Description
•
•
•
Click on the Space field and enter the space label
click on Description field and add description
fill in the appropriate size fields.
SPACE LABELS
The space label is the standard name of the unit. Some consideration should be given to setting
up first characters for space designations, so that the spaces sort properly. Some special reports
may be called up by first character of the space designator, so this character should be unique
where appropriate.
SPACE SORT ORDER New space designators (such as B1, C2, etc.) may be entered in any order. The Space Inventory
List is automatically sorted in alphabetical first character order of space.
If numbers are used such as A1, A10, A100, etc., these will be sorted as
A100
A10
A1
To obtain an orderly printout, add zeros in front of the numbers
A001
A010
A100
A group such as DD3, D10, DRY5 will all be sorted under D. Sub-groupings in the space list
can be arranged by using designator letters or characters.
SPACE
DESIGNATORS
Some large facilities may have several harbors or berth areas. If some of these areas have
duplicate numbers, the facility may wish to keep these areas distinct in order to obtain separate
reports for each area. Tenants and accounts can be separated by number blocks, and a unique
space designator should be placed in front of the normal space for each harbor or marina area.
For example:
A101
B101
#A101
#B101
1A23
1B24
2A23
2B26
NOTE—Do not use * or $ or @ as a unique character as these characters are
reserved for other functions.
Special designators can be used to
• separate trailers, dry storage, and wet slips within a single marina
• provide distinct reports
• provide vacancy lists for an area.
ZZ SPACES
LIST DESIGNATORS Any spaces starting with ZZ are not checked for occupancy when
assigned to a tenant. These are list designations, and can be used to identify popular weekends
for which a list of guests is being made, and spaces will be assigned as the guests check in.
Thus, a space could be set up as ZZ1, with a description of MemWk, etc. to initially list all those
with a reservation for Memorial Day weekend.
GROUP Alternately, group spots can be designated with the first letters ZZ, such as ZZDOCK
or ZZMOOR, to accumulate guests in a general area, say a guest dock or moorage site. There is
no occupancy limit set for these ZZ spaces, but a list by type is always available.
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BOAT LENGTH Boat length for ZZ spaces are subtotaled on the scroll spaces display (and the
printed Occupancy/Vacancy report) to calculate capacity.
DESCRIPTION
The space description may be optionally used for comments as to space type (e.g. DF = double
finger, C = covered, etc.).
MULTI-BOAT SPACES A * as the first character of the description sets the space as a rafting or linear space—a multiboat space, usually a side tie.
MULTIPLIER
Some facilities may see an additional field. This is an optional field that has been added at the
user=s request. To obtain more information about this field, call Watch Captain, LLC.
WALK ORDER
This is an optional field to allow a different space order, that in which they are walked.
Rate Zone
•
•
Click on the Rate Zone list box button. The first zone is displayed as the default field.
Click on the zone that applies.
If there are some spaces that do not fit the rate schedule, and carry unique rates, enter
• a ZONE of 99.
• The rent for that space in the field after the zone number, may now be entered in the space setup screen.
The base rent for the space will display in the rate schedule below. The first rank is the base rent that will show on the rent
roll report later.
To enter the next space
• click on the New button, and
• enter the information for the next space.
Continue procedure through all of the spaces.
VIEW/EDIT SPACES
To find, view or edit spaces
• click on Browse
• In the SPACE INVENTORY window, double-click
on any field in the line for the space, except SPACE
to enter or edit data.
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Editing Data by Column
The most effective way to edit a lot of data is down a column, not across a row. To select a column
• double-click on the data field
• double-click on the data field a second time and the entire column becomes edit sensitive
• use the down arrow not the Enter key to move within the column and edit each cell in the column.
Changing Space Names
Once a space name is inputted, it cannot be modified. To change it
• select the space from the BROWSE screen
• click on Delete
• enter the correct space name as a NEW space.
If a space is occupied by a tenant, it cannot be deleted and renamed. First, go to the Space Information field in the
TENANT RECORD and delete the space assignment. (See SECTION TWO STARTUP, Boat/Space Tab) Then come back to the
SPACE LIST and change the name.
This space list is intended only for the numbered or specific spaces assigned to tenants.
A printed list might look like this:
SPACE
A1 DF
A2
A3
B1 COV
B2 COV
B3
C1
BOAT FT
20
10
0
55
25
0
25
SLIP FT
50
30
40
50
25
25
25
Unassigned Spaces
Spaces that have no assigned space number, such as for trailers left in a lot, are not set up on the Space Inventory list.
Charges for these unassigned rentals are simply entered directly into the tenant record.
TENANT LIST
To open a new tenant or guest record
• click on Select
• click on New Tenant or New Guest (POS module).
To open a new record window when in an existing tenant or guest record
• click on the New button on the upper right corner of the record.
To create or edit a tenant record using the Lists option
• click on Lists
• click on Tenant Records.
This will open the TENANT RECORD window.
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NOTE—A new tenant record can also be opened by clicking on a white (vacant)
preassigned space from the Harbor Graphic. An existing tenant record can be opened
by clicking on a colored (occupied) space on the Harbor Graphic.
TENANT RECORD WINDOW
New Records
When a new record is saved, a tenant record
number is automatically assigned by THE
MARINA PROGRAM. This is a permanent
number, and will not be issued to any other
tenant. As tenants are input and/or changed, a
date entered and a date changed are
automatically recorded by the program.
If the Tenant List is empty and no records have
been entered, the record will be empty.
• Click on the First Name box and enter the
first name
• type the Tab or Enter key to move to the
next data field (or click on the Last Name
box) and enter the last name
• type the Enter key twice to confirm tenant
status.
At the message Save New Record?
• click on the OK button, or type the Enter key.
THE MARINA PROGRAM automatically asks, “Save this new tenant record?” after the first fields have been entered; the
record is assigned a record number.
NOTE—The new tenant record will be saved after the Last Name is entered. A last
name is required.
Tenant Data Information Fields
To move to the next field, either
• click on the field, or
• type the Tab or Enter key after typing the
tenant data.
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The number of characters allowed in each data box is in parentheses.
Field
Description
First name
First Name (12)
Last Name (This field is required, a new record will be saved after entering this field)
Last Name (20)
Appears as second line on statements can be used for Company Name, Second Owner
Extra (30)
Name, or second Address line.
Mailing street address or PO address
Address (30)
Enter the City
City (18)
Enter the two-letter state abbreviation
State (2)
Enter the zip code
Zip (10)
Home Phone # it is useful to enter the dashes between numbers, this field is not
H Phone (18)
automatically formatted providing the ability to enter “Cell” “Fax” if you choose to
use this field for another type of number.
Work Phone # it is useful to enter the dashes between numbers, this field is not
W Phone (18)
automatically formatted providing the ability to enter “Cell” “Fax” if you choose to
use this field for another type of number.
Other Phone # it is useful to enter the dashes between numbers, this field is not
O Phone (18)
automatically formatted providing the ability to enter “Cell” “Fax” if you choose to
use this field for another type of number.
The Marina Program will automatically enter the program date on a new record, this
Date In
can be typed over with a different date. This is a required field.
Leave Blank until tenant leaves.
Date Out
The default for this field in the list box is Tenant To accept Tenant type the Tab key to
Record Type
change the type;
• click on the list box arrow
• click on the type to be selected (or use the up/down arrow keys to change the
selection)
Record Types
Type
Tenant
Description
Ongoing account information for tenant or member; usually assigned a
space and billed with a recurring chargedd
Individual who is an occasional occupant, visitor or charge customer
Can be used to track authorized service people, additional owners, etc.
This field is often used for commercial fishing vessels in and out of the
harbor.
Individual waiting for permanent space. Tenants can also be on the
“Wait or transfer list” but are still designated as a “T” for Tenant.
Overnight, several day visitor, or advance reservation. The default type
from POS/Guest Reservation window is guest.
Sub-Account, second or more space(s) billed to (Master) Tenant. All
transactions appear on Master Tenant account. Master records with
subs attached cannot be deleted. A record cannot be set a s subaccount. Sub-accounts are created through the new sub-account tool
button
Transient
Wait List
Guest
Sub Acct
NOTE—Tenants may be changed to Guests, to Transients, etc., and Wait List to
Tenants, etc. by changing the type and saving the record. BUT Sub-accounts must
always be created from the master account’s record, using the Sub Account tool
button .
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Historical Date In
If Historical Date In has been checked during Setup, an extra Date In will be displayed in the
TENANT RECORD screen. (See SECTION TWO STARTUP, Options and Parameters Settings)
For many facilities, the Date In is the same as the Historical Date. If so, there is no point in having
this field displayed.
Facilities that are mainly seasonal and have the same tenants returning year after year, or facilities with rigid lease start
and stop dates will want to use this field to track long-term tenants.
BOAT/SPACE TAB
The boat information is entered on the
BOAT/SPACE card. To access this card, click on
the Boat/Space tab.
To move to the next field, either
• click on the field, or
• type the Enter key after typing the tenant
data.
The number of characters allowed in each data box
is in parentheses.
Field
Boat (20)
Length/Beam/Draw/Weight
Info (22)
Reg # (10)
Make/Class (23)
Year
Description
Enter the boat name
Enter the boat length, beam, draw and height
Enter any optional boat information (decal, valuation, exp date, etc)
Enter Boat Registration number
Enter boat information
Enter boat year
Boat/Space List Boxes
For instructions on using list boxes, see SECTION ONE INTRODUCTION, Using List Boxes.
HOLDING TANK
MOTOR TYPE
HULL TYPE
FUEL TYPE
THE MARINA PROGRAM fixes Holding Tank, Motor Type, Hull Type and Fuel Type options.
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Boat Type options can be edited and/or added using the Lists/Types from the Lists Menu.
BOAT TYPE
Harbor Graphic Tag Colors
To assign a tag color to the space occupied on the Harbor Graphic,
click on the optional check box 1 (Commercial) or check box 2
(Club Reciprocal) to turn on the tag color.
Names for each check box can be changed in the setup process. (See SECTION TWO STARTUP, Options and Parameters
Settings)
CHECK BOX 1
Colors the space dark green on the Harbor Graphic.
CHECK BOX 2
Colors the space red instead of yellow on the Harbor Graphic if the dates gone and back
include the current Date View range.
Some customers may have had these check boxes customized for special features.
Space Assignment
The space is usually assigned after the boat size information is entered. If the vacant space
number is already known, type it in the Space data box.
If the space is occupied, the program will alert the operator about the occupant, and not allow
that space to be assigned.
Two tenants may occupy the same space if the first tenant has a T (Temp Gone), Y (Notice
Given), L (Lessor) or * (Extra Boat) status. (See Space Status, below)
When a space is assigned, the space footage is automatically input by THE MARINA
PROGRAM. The screen will automatically display the rates for the space, based on what has
been put in the rate and space schedules.
NOTE—The SPACE INFORMATION space number will be displayed if the space had
been clicked on in the Harbor Graphic or had been selected from the vacant list.
Space Search
If an available space is not known, THE MARINA PROGRAM will search for vacant slips by footage, based on boat
length entered.
NOTE—Before starting a search, enter the boat Length and Date In.
To find an available vacant slip
• click on the Search button next to space field in Space Information to find all vacant spaces meeting the size criteria.
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After the search is complete, the SPACE/SITE
RECORDS window will open with the vacant
spaces that fit the specified boat size. To select one
of the available spaces
• click on the vacant space
• click on the OK button.
The SPACE/SITE RECORDS window will close.
THE MARINA PROGRAM will go back to the
Boat/Space tab on the TENANT RECORD
window.
Space Status
The Space Status list is displayed by clicking on the arrow next to the Current data box.
DEFAULT
The default status is Current tenant.
ONGOING
T
Ongoing tenants may have their status changed to
for Temporarily Gone if the tenant is out of the
harbor for a while and the space is free, or
Y
for 30-day Notice, indicating the tenant is about to vacate.
Spaces with either a T or Y may have a comment entered, and the space and comment will
appear on the vacancy list.
T
will show yellow on the Harbor Graphic when dates extend past Date View.
Y
will show black on the Harbor Graphic.
*
A tenant record may also have the status
indicating that another boat can be put in the slip (where a large slip has been rented to
a boat shorter than the slip).
EXTRA BOAT
Double boat status has no effect on the occupancy or vacancy list. THE MARINA PROGRAM
notifies the program user that the space is occupied and allows the double use of the space.
LESSOR
L
A space designated as held by a lessor has the status
and is considered vacant.
Spaces for all records tagged Lessor are considered vacant until occupied by another Lessee
record. Lessor/Lessee coding allows same assigned space to both Lessor and Lessee records.
LESSEE
S
A space that has been sublet or sub-rented has the status
and is occupied by the lessee when the lessor is absent.
The complementary lessee/lessor name and record number should be entered in the status
message comment field. With this coding, certain reports and journals can be printed in space
order, and include both lessee and lessor.
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NOTE—All lessors must have a date in prior to (not equal to) the date in of the lessee
for proper vacancy checking.
Status Comment
A comment about the tenant's status can be entered for each record. This field displays when posting. Comments generally
are to make a note of
• when tenants are going to leave, or
• who is temporarily in the space.
This comment will appear on the vacancy/occupancy lists for Y and T status tenants. Facilities with lessees/lessors can
use this field to enter the complementary lessee for lessor, and vice versa.
Space Status Protocol
When a new space is entered, THE MARINA PROGRAM will scroll all records with the same space when
• a new space is assigned, or
• a space assignment is changed, or
• dates in/out for a record are changed.
NOTE—A space marked lessor is considered as good as vacant. All records marked
with the space status as lessor are skipped.
Then a date test is done to verify that the date out of the record being checked is earlier or equal to the date in of the record
for which the spaces are being entered or changed.
An option for override is given if a record, which is being checked
• has a Y for Notice Given, or
• has an * for allow double boat, or
• is a sub-account marked as lessee.
THE MARINA PROGRAM will continue to scroll the space list checking spaces. If any other conflict in space vacancy
regarding dates available is found, the user is notified.
Space Inventory Rank
The screen will display the size of the space and boat, and display the appropriate charge for the slip based on the rank
used by the tenant and information from the rate and spaces schedules.
The actual rent for the slip is entered on the $$Account screen, but entering the correct rank for the
tenant for the space here allows the correct amount to be displayed and provides for selecting the
tenant by rank in several reports.
If the tenant is not being charged the first rate rank for a space (usually monthly)
• click on the down arrow in the list box, and
• click on the appropriate rate rank.
• The space charges will adjust accordingly.
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INFO/WAIT TAB
The INFO/WAIT tab displays the user defined item
labels setup in the Item List. (See SECTION TWO
STARTUP, List Types)
To add list information or wait list information to the
tenant record
• click on Info/Wait.
License/Lock Box/Key Card/Permits (Items)
To access any of the user defined labels
• click on the View/Edit button next to the item name.
To enter item number and comment information in the
Item box
• click on Add
• type the item number in the Item column
• type the comment in the Comment column
• type the Enter key
• click on the Save button to save, or
• click on the Add button to enter another item.
To edit an item in the list
• click on the item in the list box, and
• edit the item number and information in the data boxes.
To delete an item in the list
• click on the item in the list box, and
• click on the Delete button.
All items entered are saved with the master record number that is transparent to the sub-accounts. If an item is deleted, it
remains as part of the record with a DEL next to the item. Likewise, if a record is deleted, it remains as part of the database with a DEL next to the record. (See SECTION ONE INTRODUCTION, Using Item Windows)
Optional Fields and Check Boxes
CODE
A letter or character code can be entered here. The use of this field can provide special label
and report sorting.
Character codes are
• user defined, and
• definitions are not saved in the program.
NOTE—If codes are used, the user should keep a list of codes and meanings.
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SOC. SEC. / DR. LIC. # Social security and Drivers License numbers are not required by THE MARINA PROGRAM.
If either number is desired to be part of the tenant record
• type the number in the Soc. Sec. or DR License # data field.
These two fields are checked for duplicates in your database and in your archived files.
EMAIL ADDRESS
This field can be exported to a file or Palm Pilot on the Lists, Labels & Reports screen.
CREDIT CARD
When typed here will show on receipt with all but last four digits hidden.
NOT TAXABLE
Check Not Taxable if the tenant will not be taxed.
DATE
Type in the renewal date for insurance
policy using MM/DD/YY format.
CARRIER
Type in the Carrier Name, policy number or comment. Insurance reminder may optionally print
on statement based on renewal date. Name, phone, etc. of insurance carrier can be entered.
Wait List
Facilities can have many waiting lists, but persons are usually on only one list at a time. Persons entered as Type W for
waiting list are automatically considered on the waiting list, and should also have a date and list code entered in the
record. Tenants already in the harbor are put on the list by entering a date and a code type in the Wait/Transfer code field
and Wait/Tran Date areas of their TENANT RECORD.
Advance reservations are handled best by assigning a pre-assigned space or by using a ZZ space list code in the
TENANT RECORD, not the wait list.
To set up a Wait List record, start with a New Tenant. Then use the record type list box below the last name and set the
record type to Wait List. Enter any other information regarding address, boat type, etc. If they do not yet have a boat, enter
the size space they are looking for as the boat size.
On the Info/Wait tab, enter the date they went on the wait list and the number they are on the wait list. You have to have at
least one wait list set up—it can be just ‘WAITLIST’—any remarks go in the Remark field on the right, such as
preferences, leeward, dock A, etc.
When the wait list person is assigned a space, then just turn the record type into Tenant, enter the space assigned, and set
up the recurring charges. A regular tenant can also be on a wait list. For them, they stay as Tenant, but you fill in the Wait
Date and Wait List and any remarks.
DATE
Type the date the individual is
added to the wait list.
WAIT LIST BOX
Type the code number for type of waiting or transfer list, if any.
Individuals may be on one list at a time. Up to 40 codes are available for
waiting list types. (See SECTION THREE GENERAL INSTRUCTIONS, Wait List)
NOTE—Both a date and a Wait List number must be input for the TENANT RECORD
to be included in any Wait List Report.
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REPLY CODE FIELD This optional field is used after sending renewal or annual notices to record responses received
from tenants. Leave blank, or type Y or N or ?. The Wait List Reports can reset this to blank or
select lists based on the reply code. (See SECTION THREE GENERAL INSTRUCTIONS, Wait List Blank
Reply Code)
REMARK
A remark/comment may be entered here. This field displays on the wait list, and is the same
remark field on the accounting screen.
$$ACCOUNT TAB
To open the tenant ACCOUNT window
• click on the $$Account tab.
Adding Recurring Charges to a Tenant Record
The suggested base rent is displayed above the Recurring Charge list. The base
rent is set in the Rate setup. (See SECTION TWO STARTUP, Rate Zone Information) The
Recurring Charge labels were created during set up. (See SECTION ONE
INTRODUCTION, Transaction Types Recurring Charges)
To change the base rent, it must be added to the Recurring Charges list box with
the appropriate timing codes and charge amounts. (See SECTION TWO STARTUP,
Recurring Charges)
To add recurring charges to a tenant record
• click on the New button.
CHARGE TYPE
To select the charge type
• click on the NONE list box
• click on the Recurring Charge.
TIMING
Click on the list box next to the Recurring Charges
list box
• choose the timing code
Annually or Seasonally
Quarterly
Semiannually
Monthly
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MON
If Annual; Seasonal or Quarterly is used, the month this item is charged has to be entered in
the next field. If renewal is January, enter 1 under Mon.
AMOUNT
To enter the amount of the recurring charge
• click on the 0.00 field
• type in the amount of
recurring charge
• click on Save button.
the
Add additional recurring charges to the tenant record by repeating the steps above.
SAVE
Charges may be saved individually or when all are entered.
The tax setup with the recurring charge will display next to the charge once it is saved.
NOTE—In spite of space and rank assigned, and regardless of Dates In / Dates Out, it
is the amount entered in the recurring charge item box that determines what is
charged automatically.
Stop Recurring Charges
To discontinue automatic billing, the amounts of the recurring charges must be deleted when the tenant vacates the slip.
Editing or Deleting Recurring Charges From A Record
To edit or delete a Recurring Charge from a tenant=s record
• click on the charge in the Recurring Charges grid table.
To delete the charge from the Tenant Record
• click on the Delete button.
To edit
• click on the timing or amount field
• choose a different timing and/or edit month due
• reenter the new number
• click on the Save button.
Live-aboard
If the tenant is a live-aboard tenant
• click on the Live-aboard data box below the Recurring Charges, and
• type the number of people living aboard. (The Live-aboard number must be at least 1 person).
Having a live-aboard tenant does not charge the fee, or link to a live-aboard charge. However, a number in the Liveaboard box will tag the tenant as a live-aboard in terms of printing lists of live-aboards, and also display the space in blue
on the Harbor Graphic.
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Balances

This item in the tenant file is for Balance Forward accounts
only, which is the total of the past month's
charges/payments/credits, and is updated automatically at
Bal Fwd
month-end by THE MARINA PROGRAM. During Account
setup, the operator enters the amount to bring the tenant on-line from the manual books. (See SECTION TWO
STARTUP, Accounting On-Line for timing or entering balances with Open Item or Cash accounting systems)
CREDIT BALANCE
BALANCE DUE
AFTER SETUP
If a tenant has a credit balance, the credit entered as a negative (-) amount. Credit figures
should only be entered in the Curr. field.
If a credit exists, assume no charges in the 30 Days, 60 Days, 90 Days, 120 Days fields.
Charges are entered as whole numbers.
After setup, and once the facility is on-line, the current and aged fields are display only. The
program at month-end updates them.
Automatic Late Fee
Late Fee amounts are established in the setup procedure, and indicate to THE MARINA PROGRAM to charge a
flat/percentage based late fee and the amount. (See SECTION TWO STARTUP, Late Fee and Bookkeeping Options)
Once established, the late fee fields should be adjusted only through the transaction menu using charge and deposit
transactions. Delete or reduce the late fee when a deposit is refunded. Late fees cannot be changed from the tenant record
screen. (See SECTION THREE GENERAL INSTRUCTIONS, Transaction Menu Late Fees)
To tag a tenant=s record for an automatic late fee
• Y for “yes charge automatic late fee” is the default
• N if this tenant is never to be charged a late fee through the group late fee selection
process
• T means no late fee this month only; reset to Y at month-end.
A manual late fee transaction can be charged to any tenant in the Transaction Menu. (See SECTION THREE GENERAL
INSTRUCTIONS, Transaction Menu)
$$$ Alert
This field is used to cause the program to beep whenever this tenant=s record is accessed during
posting. The reason for the beep is based on the user=s own rationale.
• 9, %, or $ causes the computer to produce a beep at posting.
Credit Hold
If a % as the alert code is used, no payments/credits may be made to the account. If using passwords, only the Master
password can edit the Alert Tag %.
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Remark
A comment or remark may be entered here. This field appears on
transaction entry and on journals, and is the same field displayed on the
WAIT/INFO screen.
Meters
LAST READ
Enter last reading for space—the reading against which
the next reading will be subtracted to calculate the
upcoming meter charge. A meter reading worksheet can
be printed at setup to facilitate recording the first round
of current readings, which will be entered as transactions.
(See SECTION TWO STARTUP, Meter Settings)
TYPE
This field is usually Standard. Those tenants with unusual meter rates schedules are
assigned to Alternate. Use Alert to produce a BEEP at meter entry for an alert.
Generally, this is used for a record that would not have its meter read.
Deposits
Enter all historical deposits when tenant record is first set up. After first month of use, these
fields will be read only, and all deposits paid after tenant record setup will be changed through
transactions.
SECURITY DEPOSIT
Fill in amount of security deposit, if applicable.
KEY DEPOSIT
Fill in amount of key deposit, if applicable.
Other escrow deposit items will display if they have been established during setup. (See SECTION TWO STARTUP, Escrow
Deposits)
The deposits entered on startup should be historical deposits already in escrow, for which there is no current charge or
payment. (See SECTION THREE GENERAL INSTRUCTIONS for entering or refunding current deposits)
SUB ACCOUNTS TAB
To open the tenant SUB ACCOUNTS window
• click on the Sub Accounts tab.
A sub-account is used for
• a tenant who has two or more spaces, or to
• link two individuals to one space.
The master account receives the bill, and all accounting information is from each sub-account included on the statement.
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Tickler Date
A tickler date and comment can be added, and a report printed. See MAIN MENU—Journals/Reports—Reports—Tickler
List.
REPORTS FROM COMPLETED TENANT RECORDS
After entering all tenants and non-accounting data, print the following reports to verify that the charges and rents are
properly applied.
RECURRING CHARGES REPORT
The Recurring Charges Report verifies that all of the tenants have been entered, and the proper recurring charges have
been assigned to them. (See SECTION THREE GENERAL INSTRUCTIONS, Reports)
To print the Recurring Charges Report
• click on Journals/Reports on the MAIN MENU
• click on Reports
• click on Rent/Management
• click on Recurring Charges.
In the RECURRING CHARGES window, leave all settings as assigned by THE MARINA PROGRAM defaults.
• click on the OK button.
RENT ROLL REPORT
Print a Rent Roll Report to compare tenant space charges with base space charges.
To print a Rent Roll Report
• click on Journals/Reports on the MAIN MENU
• click on Reports
• click on Rent/Management
• click on Rent Roll.
In the RENT ROLL window, click on any appropriate check boxes such as
• date in
• date out
• security deposit
• key deposit
• click on OK button to send report to printer. (See SECTION THREE GENERAL INSTRUCTIONS, Reports)
DEPOSIT LIST REPORT
To create Deposit Lists
• click on Journals/Reports
• click Journals
• click DEPOSITS
• click on Deposit Lists
• click All Deposits.
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BACKUP COPIES
Be sure to make backup copies using the BACKUP FILES option under FILES on the MAIN MENU after data is entered
in the tenant files. (See SECTION THREE GENERAL INSTRUCTIONS, Backup Files. Also see APPENDIX F—Backup)
ACCOUNTING ON-LINE
Once the data and records are completed, the last step is to choose the right startup routine. Determine which accounting
method is used by the facility. (See SECTION ONE INTRODUCTION, Bookkeeping Options) and select the appropriate
accounting on-line instructions below.
BALANCE FORWARD
Method 1
•
Start at the end of month; many tenants have a balance of $0.
•
Edit tenant account records (click on $$Account tab), entering NET total due in the Current box,
including any current charges or credits. Include late fees, meter charges, etc. in NET. Do not enter the
Bal Fwd
coming month=s rent.
•
First statement will show total amounts from tenant account record as balance forward. It will show
recurring charges, and the total of these will be the balance due.
• Print an optional first statement.
• Close period.
• Begin normal month transactions.

Method 2
•
•
•
•
•
Start at the beginning of the month.
After sending current month's statement (includes rent and recurring charges for coming month, before any charges,
payments or credits are added to tenant account), enter total balance due from statement just sent into Current box
(click on $$Account tab).
Click on $$Enter, and enter all payments, charges and credits as transactions as they occur.
First statement will be a normal, fully detailed statement.
Close the period at end of the month.
NOTE—Method 1 is recommended to get on-line more easily, with less data entry
required.
Entering Balances
This item in the tenant file is normally updated automatically at month-end by the program, and is the total of the past
month's charges/payments/credits.
During Account setup, the operator enters the amount to bring the tenant
on-line from the manual books.
BEFORE BILLING
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If the amount is entered just before
billing, a current tenant would
normally show a past month balance
of zero. (METHOD ONE)
Startup 2- 76
FIRST OF THE MONTH
If the amount is entered at the first of the month, just after the manual statements were
sent and before transactions or payments have been entered, the amount for a current
tenant would normally be the amount charged on the manual statement. (METHOD
TWO)
CREDIT BALANCE
If a tenant has a credit balance, the credit should be entered as a negative (-) amount.
Credit figures should only be entered in this field, not in items 30/60/90/120 day past.
All credit amounts are put in the Current field.
CHARGES & CREDITS
If there are both charges and credit amounts, the net figure should be put in the
Current field.
After setup, once the facility is on-line, the current and aged fields only are displayed. The program at month-end updates
them.
The program at month-end automatically totals aging amounts. If aged balances are known, they can be put in manually to
transfer aging at setup, or aging amounts can be summed into one amount and included with Current figure above to
simplify setup.
OPEN ITEM

Open item bookkeeping methods keep the balance as a result of transaction totals. No balance entry is done
in the Tenant Record $$Account tab.
OpenItem
Use balances at the end of the month, before next month's recurring charges are added to accounts.
Method 1
Enter balances as transactions; no items or aging. (Read about entering batch payments, SECTION THREE GENERAL
INSTRUCTIONS, Batch Transactions)
•
•
Set up a Revenue Code called Balance Forward (Bal Fwd) to use just at this time.
Use MAIN MENU, click on Transactions, Batch Transactions.
ENTER CREDITS
For all tenants that have credits on account
•
•
•
•
ENTER CHARGES
open a Batch Credit File and assign the appropriate Revenue Code
click on New Item button
enter tenant name or number of each tenant with a credit balance
enter credit balance.
Using a method similar to that above for entering credits
•
•
•
open a temporary Batch Charge file and use the appropriate Revenue Code
click on New Item
enter tenant name with a balance, and enter the dollar amount for the balance due.
PRINT LISTS
After entering all the open transactions, print transaction and deposit lists to verify correct data
entry.
POST BATCH
Post the batch transactions in preparation for closing the period.
PRINT STATEMENTS
Optionally print statements.
CLOSE PERIOD
Close the period and start a new period for regular occurring transactions.
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Method 2
Individual items entered.
For each tenant that has a balance (due or credit), use Individual Transactions from the Transactions menu on the MAIN
MENU
•
Use FIND to get each tenant=s record.
•
Enter a payment or any individual charges, using the appropriate revenue code numbers.
•
Do not enter rent for the coming month.
•
Print reports and journals to verify entries.
•
Optionally print statements.
•
Close period.
NOTE—Method 1 is recommended for the smoothest startup.
ALL METHODS

All Methods
•
•
•
Print an Accounts Receivable Report; verify balances.
When balances are correct, verify accounting period.
A Long Journal printed to include recurring charges should also match current system statements
The aging process applies the coming month’s rent and other recurring charges as transactions in the new period, and
carries forward balances, open items and credits.
Receivables Report
After entering all balances (CURRENT and any aged amounts) print the Aged Accounts Receivable Report to verify that
balances have been properly applied. The Aged Accounts Receivable Report shows the balance forward on the books with
which the computer accounting will begin. Check tenant totals to verify all entries. (See SECTION THREE GENERAL
INSTRUCTIONS, Reports)
To print the Aged Accounts Receivable Report
• click on Journals/Reports on the MAIN MENU
• click on Accounts Receivable
• click on Aged Accounts Receivable.
In the ACCOUNTS RECEIVABLE window, leave all settings as assigned by THE MARINA PROGRAM defaults
• click on View/Print or Print.
BACKUP TENANT FILES
Be sure to make backup copies using the Daily/Monthly option on the MAIN MENU after accounting data is entered in
the tenant files. (See SECTION THREE GENERAL INSTRUCTIONS, Backup Files. Also see APPENDIX F—Backup)
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OPTIONAL MODULE
POS/GUEST RESERVATION DATA
POS refers to Point of Sale, where there may be a computer at a counter for charging sales and posting receipts as people
walk in, or where service or sale items need to be charged and paid for quickly. The POS screen is also the Guest
Reservation and Guest Management screen. See section 5 Optional Modules for POS/Guest Reservation General
Instructions.
Setup
Several parameters and defaults may be
set defaults on the POS/Guest
Management screen. To set these options,
click on
•
•
•
Lists
Program Settings
POS/Guest Reservation Defaults.
Receipt Setup
The Receipt Setup button is used to configure a receipt printer that is
attached to the POS workstation. These settings are workstation
specific.
Port
Choose the port the receipt printer is connected to, note that the
receipt printer must be connected to the local workstation. If you
have a cash drawer the cash drawer is connected to the receipt
printer, the receipt printer is connected to the computer.
Setup Receipt Printer Codes
The receipt printer codes should be available within the
documentation provided with the printer. A list of common receipt
printer codes can be found on the TMP Users Portal.
The test button can be used to test whether or not the receipt printer
is setup properly. After entering the codes click the test button and verify that the sample receipt prints correctly.
More Receipt Options
Option
Description
Use Short Receipt for all Customers
When checked the short (POS) format of a receipt will be
used for both guests and tenants.
When checked will automatically print a receipt when the
payment button is clicked.
Tells TMP how many copies of the receipt to print.
Print Receipt on Payment
Number of Copies
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Defaults
GUEST/RESERVATION CHARGE
Click on list box and scroll until the correct charge shows from the Revenue
Code list for normal guest charges. This defines the default Revenue Code
used in quick-charging guests.
POS CHARGE
Click on list box and scroll until the correct charge shows from the Revenue
Code list for the first of the F function keys for POS usage.
RATE RANK
Enter the default Rate Rank for standard guest usage.
PAY TYPE
Click on list box for Pay Type default.
OMIT SIGNATURE LINE
Prints reservation form without signature line.
HIDE CASH SALES ON MENU
Omits menu item for facilities that rarely do ZZ Cash sales.
DISCOUNT OPTIONS
See SECTION FOUR SUGGESTED POLICIES, Discount Options in POS.
WORKSTATION ID
Facilities with a multi-user version and the POS optional module can
make use of a workstation ID to separate transactions by workstation.
Each workstation using THE MARINA PROGRAM can be given a
unique ID number. You can use up to 30 different workstation IDs.
Having a workstation ID allows for separate daily check out reports to
total cash drawers.
If several computers act as POS stations, there needs to be several ZZCASH records as two computers cannot post to the
same record at the same time.
Name the ZZCASH file to be used by
each computer with a number after the
ZZ to match that of the computer ID:
ZZ1CASH, ZZ2CASH, etc. Then the
program will automatically bring up the
correct ZZxCASH file when the menu
item CASH SALES is clicked, or ZZ is
used with the Binoculars Find button.
To access this window, click on
• Lists
• Program Settings
• POS/Guest Reservation Defaults.
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Startup 2- 80
CATEGORIES
Revenue code items can be broken out for pricing convenience.
If you have a number of Store Items, or Fuel types with varied prices, use the Categories button to get to
the CATEGORIES window to enter the pricing levels.
This feature may not be turned on in your program. Check with Watch Captain, LLC for setting up this
option and for further documentation.
NOTE—For inventory control, see THE MARINA PROGRAM CCIV inventory
Program.
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Startup 2- 81
3
Section Three—General Instructions
The General Instructions section covers program usage and activity for each menu item. The Tenant Record window and
POS/Guest Management are included under several headings. Items or instructions that are specific only to the
POS/GUEST MANAGEMENT windows are discussed at the end of Section Three.
Many items in Section Three refer to printing reports. Refer to SECTION ONE—INTRODUCTION, Printing for instructions on
using VIEW/PRINT, selecting reports by group range, and selecting reports by Date Range.
FILE MENU
The File menu includes the basic operating settings of THE MARINA PROGRAM.
DATE
The default date is the date in the computer’s operating system. Usually, if a different transaction date is desired on
MARINA PROGRAM reports, it is changed in the date box when the program is opened. (See SECTION ONE—
INTRODUCTION, Normal Startup) However, if a different date was intended to replace the current date, but the opportunity
was missed during the initial MARINA PROGRAM opening, it can be changed using the Date option in the File menu.
NOTE—The Date View option listed in the various data windows is used to set a
range of dates for the Harbor Graphic only, and does not have any effect on the
current operating date. (See SECTION ONE—INTRODUCTION, Using The Date View Window)
Edit date on program startup, or click on the OK button once in
program to edit date
Χ
Click on File
Χ
click on Date
Χ
type in the desired Edit Date in the date data box.
BACKUP FILES
The Backup Files option creates periodic backup
files on disk.
NOTE—Before beginning the backup, have blank, formatted disks ready.
Daily/Monthly Backups
To backup data files
Χ
click on File
Χ
click on Backup Files
•
click on either Daily Backup or Monthly Backup
•
verify the drive (note first drive letter is for daily and
second for monthly)
•
click on the OK button.
See APPENDIX F—Backup for more backup information
on setting up backup destinations.
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LIST MENU
The List menu includes the options for setting up the data lists needed by THE MARINA
PROGRAM. Each menu option is covered separately in SECTION TWO—STARTUP.
QUERY MENU
The Query menu is used to search the database to find records and lists of data.
BROWSE RECORDS
The RECORDS screen provides a quick
overview of all tenants excluding those on
the Wait List.
To open the RECORDS browse screen,
click on
Χ
Query
Χ
Browse Records.
Double-clicking on a line brings up the
chosen record into view. A record can be
also selected by a single click on a line and
a click on the OK button. (See SECTION
TWO—STARTUP, Tenant Record Window)
Wait List
To view only the records on the Wait List
Χ
Χ
click on the Use Wait List check box
click on the Redo Search button.
To remove the Wait List option
Χ
Χ
click (deselect) the Use Wait List box
click on the Redo Search button.
Make use of STOP and GO buttons to speed up
search.
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General Instructions 3-83
BROWSE OCCUPANCY/VACANCY
The BROWSE OCCUPANCY window
displays the space inventory. The list of spaces
can be setup to view
Χ
only vacant spaces
Χ
spaces occupied in a date range
Χ
vacancies available in a date range.
To open the SPACE/SITE RECORDS window,
click on
Χ
Query
Χ
Browse Occupancy/Vacancy.
In the SPACE/SITE RECORDS window, double-clicking on a vacant space opens a NEW record, in which data for a
tenant may be typed. Double-clicking on an occupied space opens that tenant’s record. (See SECTION TWO—STARTUP,
Tenant Record Window)
Vacant Spaces
To view only the vacant spaces
Χ
click on the Vacant Only box
Χ
click on the Redo Search button.
Date Range
The default date range is the current date to the future. The date range can be changed to be the time between any two
dates. Any tenant with a date in or date out within the date range will be displayed.
To change the Date Range
Χ
click Show All Dates to toggle between “All Dates” and a defined date range.
In the DATE RANGE window
Χ
type in the date FROM:
Χ
type in the date TO:
Χ
click on the Redo Search button.
To select all records
Χ
click on Show All Dates.
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Header Indexing
The INDEX changes the order the records are displayed.
To change the index
Χ
click on the header title. The grid will
sort by any of the headers.
Χ
click on the Print button to print the list.
AVAILABILITY LIST
The Availability List is a printed list that displays
vacant spaces in footage order for the date range
chosen. The printed list is designed to have
enough room to write in information. The
Availability List is commonly used at the counter,
where new tenant assignments are written, which
will be input into the program later.
To open the AVAILABILITY LIST, click on
Χ
Query
Χ
Availability List.
This same LIST SELECTION window can also
be opened and printed by clicking on
Χ
Journals/Reports
Χ
Occupancy/Vacancy Inventory
Χ
Availability List.
Footage Range
In the FOOTAGE RANGE window, select the size range for spaces to be printed by
Χ
clicking on the Print RANGE button, and
Χ
typing in the numbers for the size range.
If a list of all slips is to be printed
Χ
click on the Print ALL button.
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General Instructions 3-85
Date Range
Always bear in mind the difference between the
Χ
current date listed at the top of the menu
Χ
the Date View available only with the
Harbor Graphic option, and
Χ
the Date Range indicating a specified
number of days to search.
To print a list of available spaces in a specified
date range
Χ
type in the date FROM:
Χ
type in the date TO:
To select all the spaces within the date range
Χ
click on the Select All button.
To see the report as it will be printed
Χ
click on View/Print or Print.
STATISTICS REPORT
The Statistics Report is a printed report that provides
Χ
a sketch of occupancy for the current date
Χ
an overview of the number of entering and exiting tenants along with a statistical count of boat types. The
Statistics Report is generated in the STATISTICS SUMMARY window.
Statistics Summary
To open the STATISTICS SUMMARY window, click on
Χ
Query
Χ
Statistics Summary.
If all spaces are to be printed
Χ
click on the Print ALL button.
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General Instructions 3-86
To print a range of spaces
Χ
click on the Print RANGE
button
Χ
type in the range of space names.
To see the report as it will be printed
Χ
click on View/Print or Print.
SPACE ACTIVITY LOG
The Space Activity Log is a separate data file that holds any changes to a space, and all meter readings for a space.
To open the COMMENTS LOG window,
click on
Χ
Query
Χ
Space Activity Log.
It can be sorted and printed in a variety of
ways.
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General Instructions 3-87
ARCHIVES
When tenants are terminated and their records deleted, there is an option to archive the records. Archiving saves data, and
the accounting data can be seen by jumping back to a past period using the Long Journal. The archived data can be viewed
and browsed with the Archived Records item.
NOTE—The archived information is also available in reports. (See SECTION THREE—
GENERAL INSTRUCTIONS, Journal/Reports—Lists/Labels/Rolodex/Export)
Archived Records
To view the archived records, click on
Χ
Query
Χ
Archived Records.
From the ARCHIVED RECORDS window,
archived records can be printed, browsed or
searched for individually.
RESTORE
A record can be added to
the active tenant list by
clicking on the Restore
button.
DELETE
A record can be
permanently deleted from
the Archived Records list
by clicking on the Delete button.
To locate a single record, click on the Find button.
FIND
In the SELECTING A RECORD BY NAME/RECORD
# window
Χ
type in the name to be located, and
Χ
click on the Find button.
BROWSE
To browse through all archived records, click on the Browse button.
To open an archived tenant record
•
click on the line with the tenant’s name
Χ click on the OK button.
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General Instructions 3-88
TRANSACTION MENU
In the standard MARINA PROGRAM there are two methods of
transaction entry—individual or batch. (The POS/Guest Module
window also allows transaction entry.)
INDIVIDUAL TRANSACTIONS
Individual Transaction entry is usually used for adjustments, or in open item accounting for entering payments and closing
charges. These transactions are posted directly to tenant accounts.
Standard transaction entry is done in the INDIVIDUAL TRANSACTIONS window for each tenant. Entries post
individual
• electric meter charges
• correcting entries
• credits
• escrow deposits
• charges
• payments
• memos
NOTE—Always enter charges before payments.
To begin Individual Transactions, click on
• Transactions
• Individual Transactions.
Find a Record
Each Individual Transaction session will begin with the Find
option.
In the SELECTING A RECORD BY NAME/RECORD # window
• enter the first letter or two of the last tenant’s last
name
• double-click on the Name to select.
For more information on using Find, see SECTION ONE—
INTRODUCTION, Using the Find Window.
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Move to Next or Previous Record
Once the first record is selected, the arrows on the INDIVIDUAL TRANSACTIONS window will scroll the records based
on the current index.
PREVIOUS
NEXT
To move to another record use the scroll buttons PREVIOUS [<] and NEXT [>], or
Χ
click on the Find button in the top right of the INDIVIDUAL TRANSACTIONS window.
Posting Entries
The current account information for each tenant is
displayed in the INDIVIDUAL TRANSACTIONS
window. The tenant’s name is listed in the lower
left corner.
Generally, all entries are entered as positive
numbers. THE MARINA PROGRAM will process
the number appropriately, depending on the type of
transaction.
However, in the ledger and receipt and balance due
fields, credits are displayed with a (-) minus sign.
Negative numbers are used primarily to reverse
prior entries. (See SECTION FOUR—SUGGESTED
POLICIES, Transaction Correction/Adjustment)
Transaction Types
All transactions require identification of type. In
most cases, a sub-type must also be clicked.
Transactions record the record number, date, and
type comment and charge amount.
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PAYMENTS
Clicking on Payment allows the entry of a comment and an amount. During setup procedures, some marinas will have
chosen during setup to have payment types coded by check, cash or credit card. (See SECTION TWO—STARTUP, Options and
Parameters—Settings). In this case, an additional list box will appear for payment type.
To post a payment
Χ
click on the word Payment
Χ
click on the type of payment in the first
data box if applicable
Χ
type in a comment (usually the check or receipt number) in the second box
Χ
type in the amount of the payment in the last data box
Χ
click on the Save button.
NOTE—After the Save button is clicked, a confirmation message box will show. Click
the OK button to accept the transaction.
CHARGES AND CREDITS
When a charge or credit type is chosen, the label for that type appears as part of the comment. The charge and credit types
were created in the setup process. (See SECTION TWO—STARTUP, Account Types). An additional short comment can be
added.
To post a charge
Χ
click on the word Charge
Χ
click on the specific charge from the
Revenue Code list
Χ
enter an additional optional comment
Χ
enter the dollar amount
Χ
click on the Save button.
NOTE—Items with a default amount will show # * 1 to allow for unit pricing. The
cursor will land on 1. Overtype with the number of units to multiply charge or credit.
Manually Entered Late Fees
Individual Late Fees are usually entered as a batch file, but can also be entered as an Individual Transaction. Late Fees
entered as Individual Transactions are handled a little bit differently than regular charges. For instructions on entering
Manually Entered Late Fees, see SECTION THREE—GENERAL INSTRUCTIONS, Late Fees.
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ESCROW DEPOSITS
Charging Deposits
To charge a deposit to a tenant
Χ
click on Charge DEPOSIT
Χ
click on the type of deposit
Χ
type in the amount
Χ
click on the Save button.
An escrow deposit is a charge that increases the balance due. Deposit types were created during setup. (See SECTION TWO—
STARTUP, Escrow Deposits)
Applying Deposits
To apply a deposit to a balance due
• click on Apply DEPOSIT
• click on deposit type
• enter the amount of the balance due
• click on the Save button.
When the amount of the deposit held in escrow for the tenant is entered, this will reduce the Balance Due and decrease the
amount of the Deposit on the screen.
Crediting/Refunding Deposits
Escrow deposits are held for refund when a tenant leaves, or applied to the tenant’s account. If there is a balance due on
the account when the tenant vacates, the deposit must be applied to the balance. Any remaining deposit may then be
refunded.
If a deposit is to be credited or refunded, the appropriate deposit type should be chosen. Whether it is to be a credit or a
refund, the deposit will be reduced in the tenant record, the escrow account will be adjusted, and a transaction memo will
be entered showing the original and new deposit amounts.
Credits are entered as credit transactions, and deposit refunds are listed as payable memos.
NOTE—Always enter any closing charges, prorated rents, etc. before crediting or
refunding deposits. Always apply deposit as a credit to the existing balance before
refunding remainder.
After clearing any balance due, to refund the
remainder of any deposit
• click on Refund DEPOSIT option
• click on deposit type
• enter the amount of the remaining deposit
• click on the Save button.
The deposit will be decreased in the window once
the amount is entered.
When finished, the balance and deposits should all show 0.00.
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NOTE—The program will not allow a deposit refund if there is a balance due greater
than the deposit in escrow. Deposits must be applied to the balance first. An exception
is made for sub-accounts. A deposit may be refunded even if there is a balance due
on the master account that is a remaining charge from a sub-account.
The various escrow accounts for $$REFUND, $$SECURITY, and $$KEY are updated as the above transactions take
place. The tenant memo transactions indicating deposit changes will show on all displays, histories, long journals and
statements.
Non-deposit Refunds
Occasionally a vacating tenant will have a
credit balance that must be refunded. This is a
balance that is not related to a deposit, but
simply reflects an overpayment.
To pay a non-deposit refund
• click on Non-Dep. REFUND
• select a charge type
• enter amount to bring the account to zero
• click on the Save button.
THE MARINA PROGRAM will enter a note in the payable memo list, and enter a memo transaction for the tenant’s
statement that a refund has been ordered.
Entering the refund amount—usually the same amount as a positive number showing as a credit for Balance Due—will
adjust the Balance Due (usually to 0.00).
Non-deposit refunds are typically used when an account is overpaid. An account code must be chosen against which to
charge the refund. A Revenue Code such as Bal Adj is usually setup for this use.
NOTE—Before paying any refunds, all charges, prorated rents, deposits, etc. should
be entered.
Depending on individual policies, some facilities apply all escrow deposits to an escrow account, and then give a nondeposit refund for the entire credit balance.
Deposit/Refund related transactions cannot be deleted. (See SECTION FOUR—SUGGESTED POLICES, Transaction
Correction/Adjustment)
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METER—SINGLE READING
Meter readings are entered as an Individual Transaction only when a tenant enters or vacates the marina. The standard
operating procedure is to read meters at regular times each month, and enter the readings as a group. (See SECTION THREE—
GENERAL INSTRUCTIONS, Meter Readings)
To enter a single meter charge from the INDIVIDUAL
TRANSACTION window
• click on METER.
This opens the METER READINGS window
• click on the type of meter
• enter the current reading in Last Read if the tenant is entering
the marina
• enter the current reading in NEW Reading if the tenant is
vacating the marina
• click on the Calculate button
•
click on the Save button to save.
If a tenant is switching spaces after the reading for his old space, use
the set startup reading to enter start reading for the new space.
MEMO
A short memo may be entered for any record. It is like a transaction, but displays no dollar amount on the statement.
A total of 28 characters are allowed in the comment box. Memos entered in the INDIVIDUAL TRANSACTION window
are printed on all Transaction Reports and Journals.
To enter a comment Memo
• click on MEMO
• type in the comment
• click on the Save button.
EDITING ENTRIES
Amounts for Individual Transactions cannot be edited once saved. To maintain an audit trail, edited transactions must be
deleted and re-entered. All deleted transactions are saved, and a list can be printed. (Journals/Reports—Journals—Transaction
DETAIL Journals—Deleted Transactions). The Allow Transaction Delete/Edit setting must be checked for edits or deletions.
(Lists—Program Settings—Options and Parameters). (See SECTION TWO—STARTUP, Setup Parameters)
Comments for standard current open payments and charges may be edited by double-clicking on the comment field.
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General Instructions 3-94
Deleting Transactions
To delete a transaction
• click on the transaction line
• click on the Delete button.
In the Delete Transaction message box
• click on the Yes button.
NOTE—All deleted transactions are saved and may be reviewed.
Deposit/Refund related transactions cannot be deleted. (See SECTION FOUR—SUGGESTED POLICES, Transaction
Correction/Adjustment)

OpenItem
With open item accounting, only open current period items may be edited or deleted. If a current period closed
item needs to be edited, clicking on OPEN can open all items$. CLOSE$ will bring up a screen that presents
items one by one to close against existing credits and payments. (See SECTION THREE—GENERAL INSTRUCTIONS,
Closing Transactions)
Items cannot be deleted in the POS/GUEST MANAGEMENT window.
CLOSING TRANSACTIONS

OpenItem
Open Item (cash) bookkeeping requires allocations for all cash, either by using it to pay current charges or
tagging it as allocated. Allocations for money received in excess of current charges (credit balance) tag it as a
credit to be used for specified charges. THE MARINA PROGRAM will not allow cash balances to remain
unallocated.
Open Item (Cash Accounting) users will have three additional command buttons
at the bottom of the INDIVIDUAL TRANSACTION window. The buttons are used
to close charges and allocate excess payments.
To enter individual transactions
•
enter charges first
•
click on the Save button
•
enter payments, if any
• click on the Save button
•
click on the Close$ button.
NOTE—It is best to close all charges and allocate any extra payments as they are
entered.
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CLOSING CHARGES
Even Payments and Charges
If payments match charges, or are credits greater than the charges, all the charges can be closed at once.
To close all the charges at once
•
click on the Close$ button.
A PAY ALL message dialog box pops up verifying the open charges are to be paid
by the payment received
•
click on the Yes button.
Charges Greater Than Payments
If there are not enough payments for the charges, the user may select which charges, or how much of an outstanding
charge to pay (close).
To close charges
•
click on Close$.
In the PAY CHARGES window, the first open charge is listed.
To pay and close the charge
•
click on the PAY button.
To skip the charge, and pay the next open charge
click on Skip button.
•
If there is not enough credit to pay the full charge, charges may optionally be partially closed, with the charge then split into
a closed, paid portion and an open unpaid portion. Charges thus split are tagged with an "*" at the beginning of the
comment line.
The operator may choose to leave open charges for which there is not enough credit to close completely. These charges
and any remaining credits will then be carried forward into the next accounting period.
NOTE—When entering more than one payment or credit at a time for one tenant, it is
a good policy to enter them all before closing any charges.
Excess Payments or Credits
Any remaining credit balance is carried forward along with any open charges at month-end aging.
Any excess payments must be allocated. THE MARINA PROGRAM will not allow a tenant’s Transactions to be closed until
the balance credit is applied to a charge type.
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CASH ALLOCATIONS
To allocate extra payments
•
click on the Alloc$ button.
In the ALLOCATE EXTRA CASH window
•
choose a charge type from the list of revenue codes
•
click on the Allocate button.
Exiting with Open Balances
THE MARINA PROGRAM will not allow the INDIVIDUAL TRANSACTION window to be closed until all open balances are
allocated.
CHARGES
When exiting with remaining Open Charges, the program will ask, “Close Charges?” (See SECTION THREE—
GENERAL INSTRUCTIONS, Closing Charges—Charges Greater Than Payments). The user may exit without closing
charges.
PAYMENTS
The screen displays an allocation window on exiting if there are excess cash payments. (See SECTION
THREE—GENERAL INSTRUCTIONS, Closing Charges—Excess Payments or Credits) The user may not exit without
allocating the payments.
Changing Previous Allocations
The items closed, or the allocation used, can be changed at any time.
To change previous allocations
•
click on Open$. All previous allocations are removed.
Allocations must be completed before the INDIVIDUAL TRANSACTION window can be closed.
NOTE—If an allocation report is run daily, any changes or re-allocations should be
done as of the original date of payment so that the payment allocation report has
consistent daily totals.
OPTIONAL MODULE
POS/GUEST & RESERVATION MANAGEMENT TOOLS
When using the POS/Guest Management window with Open Item accounting, all items are automatically closed IF there
are sufficient funds. If ZZCASH is the record, a cash over / cash under item will be written to Misc. to close the items, and
force a zero balance. Standard records will simply close up to the amount or cash available. Overpayments will be allocated
to miscellaneous.
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General Instructions 3-97
TRANSACTION DATES

All Methods
All transactions, regardless of date, when entered in the same period, will appear on reports and statements
for that period. When entering transactions, the date can be edited. If a different date is used, that date is the
entry date for that transaction.
BATCH TRANSACTIONS
The batch entry method is used for posting large batches of
payments, or like charges, allowing a preliminary edit
before posting to tenant accounts.
To enter batch transactions, click on
• Transactions
• Batch Transactions.
Default Date
The operator may change the default
date for transactions by editing the
date.
PAYMENT BATCHES
THE MARINA PROGRAM allows entry of two
separate payment batches.
To begin entering a batch of payments
• click on Payment Batch 1.
THE MARINA PROGRAM will ask if the operator chooses to have the balance forward displayed as the default amount
for each tenant. This would speed data entry, as the amount paid would not have to be typed in for each tenant.
NOTE—Choosing the balance due as the default amount assumes the tenants are
paying the balance due in full.
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General Instructions 3-98
Temporary Files
As each Batch Transaction is begun, THE MARINA PROGRAM opens a temporary file to hold the entries.
TMPCHRG.DAT
TMPCRED.DAT
TMPPPAY.DAT
a temporary file that collects batch charges
a temporary file that collects batch credits
a temporary file that collects batch payments
To accept the suggested temporary file by THE MARINA PROGRAM to be created
• click on the OK button.
When a temporary file is open, its name appears
next to the Batch type field.
REOPENING BATCH FILES
The temporary batch files may be used repeatedly by exiting and reopening the
appropriate file. The best bookkeeping practice, however, is to post each batch of
payments after each batch is entered rather than leaving the entries stored in a
temporary file over a period of time.
DELETING BATCH FILES
If an error has been made, the temporary file can be deleted by clicking on the
Delete button. Prior to the file being deleted, THE MARINA PROGRAM will
ask for confirmation that this file is to be deleted. A password will be needed
to delete temporary files if passwords have been assigned to financial
transactions. (See SECTION TWO—STARTUP, Options and Parameters—Password
Settings)
NOTE—Any transaction entries in the temporary files will not show in the tenant
record or statement until the batch has been posted.
EDITING BATCH ENTRIES
Transactions that have been entered into a tenant’s account as part of a batch transaction can be edited as an Individual
Transaction. As such, the same editing procedures are followed as if the transaction were entered as an Individual
Transaction. Individual Transactions cannot be edited. To maintain an audit trail, transactions to be edited must be deleted
and re-entered. (See SECTION THREE—GENERAL INSTRUCTIONS, Editing Entries)
Rollover File
The Rollover file, TMPRECUR.DAT is an ongoing file that can be reused, edited and re-posted month after month. The
rollover file can be used to enter a type of recurring charge, such as slip rent for the same group of tenants each month.
NOTE—These rollover charges will differ from recurring charges as they are not printed “in advance”
on the statements, but “hit the books” when they are posted like any other revenue code charge.
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The rollover file, TMPRECUR.DAT, will always display the date of last posting when the file is shown as available.
Until the charges have been posted, the rollover file will show its origination date. The transactions will show their
origination date on the edit and print out list, but upon posting will carry the date of posting.
New Item
After the temporary file is created, or an existing
temporary file is reopened, THE MARINA PROGRAM
instructs the operator to click on the NEW Item button
to open a record, and begin entering the batch
transactions. Select a beginning record from the FIND
Window. (See SECTION ONE—INTRODUCTION, Using The
Find Window)
Comments and Amounts
Transaction comments and amounts may also be edited by
• double-clicking on the field
• using backspace or delete keys to remove characters
• entering new characters.
Entering Payments—TMPPPAY.DAT
After a record has been selected for a payment
• select the type of payment in the first comment box (check or cash)
• enter a comment in the second box (usually the check number or receipt
number)
• enter the amount of the payment
• click on the Save button.

OpenItem
Batch entering/posting payments to an open item system does not close any charges. If batch payment
posting is used in an open item system
•
each account must be reviewed
•
charges closed, and
•
any pre-payments allocated.
Transaction List
As transaction entries are made, the entries are
listed by record in the top of the BATCH
TRANSACTION ENTRY window along with
the total of the transactions.
Once the batch has been entered, it can be
printed or edited.
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CHARGE OR CREDIT BATCHES
The same TMPCHRG.DAT or TMPCRED.DAT batch may be used for several revenue codes.
Entering Charge/Credit Transactions
To enter charges or credits
• click on the Charge Batch or Credit
Batch button.
THE MARINA PROGRAM creates a temporary file for batch payments and another file for batch
charges or credits. (See SECTION THREE—GENERAL INSTRUCTIONS, Payment Batches—Temporary
Files)
Revenue Code
When entering batch charges or credits, the
revenue code and comment (and amount if
appropriate) can be set for all charges/credits in
batch.
• First, click on NEW Item to get a
record.
To select a revenue code and complete the entry
• click on a code from the Revenue Code list
• enter the amount of the charge
• click on the Save button.
POSTING BATCH TRANSACTIONS
NOTE—Transactions will not be on a tenant’s record until the batch has been posted.
To post the batch
• click on the POST button.
Posting the batch transactions enters each
transaction on the individual tenants’ records,
and deletes the temporary batch file.
THE MARINA PROGRAM provides a warning before deleting the
temporary file in case the POST button has been clicked in error.
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After the transactions have been posted, THE MARINA PROGRAM confirms that the
temporary file has been deleted.
LATE FEES
Late fees are charged independently of printing Late Notices and should
be charged prior to printing late notices.
NOTE—A Daily Backup should be done just prior to posting Automatic Late Fees.
(See SECTION THREE—GENERAL INSTRUCTIONS, Backup Files)
When charging late fees automatically, THE MARINA PROGRAM charges fees according to
what has been entered in the Late Fee data box in the TENANT RECORD. (See SECTION TWO—
STARTUP, $$Account Tab—Automatic Late Fee)
Y LATE FEE
The tenant with the Y option and a balance due greater than 0 (or the
minimum entered) will be charged either a flat fee or percentage
amount, however the program has been setup for the facility.
N LATE FEE
The tenant will not receive an automatic late fee regardless of the balance due.
Balance Due
For purposes of charging late fees, the following are considered part of the Balance Due per statement billed:
• any past charges from a previous period(s)
• recurring charges charged at aging for the coming month, and entered in the current period as of the first day of
the month.
All tenant payments and credits (no debits or unbilled charges) are applied to a tenant’s balance forward before
determining if the tenant has a balance due greater than zero.
Prior To Entering Late Fees
There are several steps that should be completed before entering Late Fees.
POSTING
All open Batch Transactions must be posted.
BACKUP
A DAILY BACKUP should be done.
PRINT BALANCE
DUE REPORT
It is helpful to print a Balance Due (Delinquency) Report in numeric order to verify which
tenants will be charged. (See SECTION THREE—GENERAL INSTRUCTIONS, Accounts Receivable
Reports)
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Charging Late Fees
According to individual marina policy, the late charge can be automatically added to all tenants with a balance greater
than $0 at anytime in the month.
To charge Late Fees
• click on Transactions
• click on Late Fees.
Before the late fee option begins, the screen will
indicate how the charge has been installed in the
setup process.
30 DAYS & GREATER Most facilities will not want to
use the option Limit Balance
Due to 30 days Greater. The
default of this option is OFF.
Those marinas who omit
recent charges from late fees,
or who need to shift the timing
of their late fees should click in the check box to turn on this option. When this option is turned
on, a warning will appear on the screen.
MINIMUM
The operator may enter a balance amount below which no late
charge will be charged. If a late fee is to be charged to all
balances regardless of amount, the operator should enter a 0.
Posting Fees
To post the late fees
• click on the Charge Fees button.
Before the fees are posted to the tenants’ accounts, a MINIMUM warning appears.
If the minimum amount is correct
• click on the Yes button.
When all of the Late Fees are posted, the operator is advised that posting is complete. The late fee transaction will print on
the tenants’ statements along with any other transactions for the current month.
After Late Fees are posted, the operator returns to the opening LATE FEES
window
• click on the Close button to return to the MAIN MENU.
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Charge Again
If late fees have already been posted in the current period, THE MARINA
PROGRAM requests confirmation to charge each tenant again, or cancel the
process.
MANUAL LATE FEES
Manual late fees may also be charged, using the individual transaction entry mode. The Late Fee can be viewed or edited
in the INDIVIDUAL TRANSACTION screen. (For explanation on which charges are included in the balance due against
which late fees are calculated, see the Appendix C Journal Accounting & General Ledger)
CORRECTIONS
Manually entered late fees (entered from Transactions on the MAIN MENU) are added to any
saved late fee calculations. Therefore, to best use the automatic late fee feature, late fee
corrections for previous month's charges should be made before charging automatic late fees
for the current month.
ADDITIONS
Any new, manually charged late fees should be entered after automatic late fees. Only 5 escrow
deposit types are available if an exclude late fee option is used.
To charge a Manual Late Fee
• click on Transactions
• click on Individual Transactions.
In the INDIVIDUAL TRANSACTIONS window
• click on Charge
• click on the LATE FEE label
• type in the amount of the fee
• click on the Save button.
METER ENTRY
Meter readings are almost always taken on one day each month
for all occupied spaces, and charged to the tenants in the spaces.
To enter Meter Readings
• click on Transactions
• click on Meter Entry.
METER READINGS
Meter charges are entered in the METER
READINGS screen. Meter charges can be applied to
active tenant records and are linked to the tenant
occupying a space number.
The METER READINGS window opens with the
first space in the marina. Meter readings for vacant
spaces should be entered as well as those for
occupied spaces. Spaces with zero readings or the
same reading as the prior month may be skipped,
depending on facility policy.
Apply the reading to the space. The METER ENTRY
Window allows a different slip to be charged/tagged
for the reading you are giving. If the current slip
assigned is not the one being charged—if a person
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has switched spaces during the month—this allows catch up readings that can be tagged with the correct space.
Enter Readings
To enter the meter readings
• type in the reading in the Enter NEW
Reading data box
• click on the Calculate button.
The amount of the kilowatts used and the charge is
displayed at the bottom of the window.
To post the charge to the tenants
• click on the Save button.
Prior to saving the charge to a tenant’s record, THE MARINA PROGRAM
requests confirmation. After saving the reading for the current space, THE
MARINA PROGRAM will automatically jump to the next space in the marina.
Skipping Spaces
To start entering readings at a space other than the first space
• click on the Find button
• enter the starting space number in the GET A SPACE window
• click on the OK button.
To skip consecutive spaces, click on the button for
NEXT space.
Rates
The Rates button opens the METER DEFINITION window with the Meter Settings that
were created during setup. (See SECTION TWO—STARTUP, Meter Settings)
CLOSE PERIOD
Month-end aging should be done only after all statements and reports have been
completed and verified for the month. A password is required to commence the aging
process.
The aging procedure closes the current month’s transactions, and sets up empty files
for the new period.
During the aging procedure
• the recurring transactions (rent, etc. for the coming month) are charged to
each tenant as of the first of the coming month
• the current balance becomes the balance forward for the next month
• the current electric meter reading becomes the previous reading in Balance
Foward accounting
• payments and credits are applied to the balance due, starting with the oldest amounts (120 day +)
• current charges are added to the balance due at aging
• the current period files are archived under the period number and year number.
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NOTE—If no password has been entered in the setup process, and if there is no
master password, the password SUPERBOSS should be used to access the aging
process.
PROCEDURES BEFORE AGING
For a detailed explanation on accounting implications of aging and suggested facility policies, refer to SECTION FOUR—
SUGGESTED POLICIES, Billing and End-of-Month Statements.
Daily Backup
BACKUP procedures should be included in month-end activities. A Daily Backup should be done just before aging. A full
program backup should be done after aging. For backup procedures, see SECTION THREE—GENERAL INSTRUCTIONS, Backup
Files
Print Journals and Statements
If statements are sent as invoices before month-end, transactions entered after printing and before month-end will be
reflected in the balance forward, but not detailed on next month's statements. As long as month-end aging has not yet been
done, statements may be printed over again if there is a paper jam in the printer or an operator mistake.
NOTE—Facilities that print mid-month statements (rather than near month-end) will
notice that the statement includes the monthly charge for the coming month, but
QUERY does not. This is because recurring charges are posted at month-end aging.
According to facility policy, printing the following journals may be required to be printed prior to the aging process:
• Long Transaction Journal
• Balance Due Report/Receivables and Credit Report
• Deposit Log
• Recurring Charges Report/Rent Roll.
For instructions on how to print journals, see SECTION THREE—GENERAL INSTRUCTIONS, Journals. For suggested policies
for which journals may be required, see SECTION FOUR—SUGGESTED POLICIES, Activity Summary.
AGING PROCESS
Before aging is started, the screen will indicate what processes will take place, and ask the operator to click on the OK or
Yes button to proceed. The program will display the space used in the previous month's closing and file archiving, and ask
the operator to check that there is enough space on the hard drive to proceed. If aging is being done on the first month of
activity, the message No Files will show instead.
To begin the aging process
• click on Transactions
• click on Close Period.
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Warning Messages
OPEN BATCH FILES
Aging cannot be processed if batch
files remain open, leaving
transactions entered but not posted
to tenants’ accounts. Either post or
delete any batch files. See BATCH
TRANSACTIONS.
SINGLE USER
The program should be closed at all other
workstations before aging.
BOOKKEEPING
Before tenant accounts are aged,
THE MARINA PROGRAM
presents a dialog box stating which
transactions and balances will be
converted. The operator is given
another opportunity to cancel the
procedure. Once a period is closed
and the file archived, the file cannot
be reopened, and the transactions are
forever inaccessible. Closed periods
can be viewed, however, using the
Archived Records option.
OPEN FILES
If tenant data files were being used
recently, files may have been left
open. All files must be closed
before aging can continue. Closing
is best done when entering the
program.
MONTH
To continue the aging process, THE
MARINA PROGRAM requests a
confirmation of the month being closed,
and an acknowledgement that necessary
reports have been printed. Statements should
be printed before closing.
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FILE NAME
Each aged period is stored as a file with a combination of the year and month numbers as its
name. For example, July 2003 would be 200307.
Aging Complete
After the aging process is completed successfully, the operator receives a confirmation that all files are present, empty
files are set up for the next period, and that the program has been advanced to the next period.
THE MARINA PROGRAM requires that the program be exited and restarted after the
aging is complete. When the operator clicks on the OK button, the program will shut
down and return to the Windows desktop.
JOURNAL/REPORTS MENU
JOURNALS
The Journal menu creates several
journal types. Journals may be
printed in long or short form.
Individual Transactions includes
only tenants with activity. The Long
Journal includes detailed
transactions, as well as totals for all
tenants. The Long Journal includes a
summary at the end of the journal,
which may be printed by separately
by choosing the Summary Journal
option.
Both the Long Journal and the
Individual Transaction Journal can be printed to show next month's recurring charges.
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Period Selected
Journals can be printed out at any time for any given time period or for any group of tenants. Information on any posted
transaction is included, and grand totals are shown at the end of the report.
Transactions Selected
Journals may be printed for a date range or a sort order group. Past periods may be selected for any of the journals.
DATE RANGE
For Journals generated for a specified date range, select transactions by entry date.
When a journal is printed choosing a range of dates, only those transactions with a
posting date corresponding to that date will be included. If the program date has
been overridden when posting transactions, that new date is the posting date, and the
transaction will only be listed when a range including that new date is given.
CURRENT PERIOD
Journals created using the current period option, select the transactions for the entire
accounting period.
BATCH FILE OPEN WARNING Before doing accounting reports and journals, the program will give a warning if
any batch files are open. If a batch has been entered, but not posted, the reports will
not include those items. Generally, all batches should be posted or deleted before
printing. Statements will not proceed if there are open batches.
NOTE—Transactions are selected by posting date.
DAILY CASH SALES
Daily Cash Sales can be used with
POS/Guest Management. (See SECTION
THREE—GENERAL INSTRUCTIONS, Optional
Module in the back of this section)
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INDIVIDUAL TRANSACTION JOURNAL
Individual Transactions includes only tenants with
activity for the period selected. This journal is
commonly used to print a list of a single day’s
transactions or transactions during a specific date range
not equal to a whole period.
To create an Individual Transactions journal, click on
• Journals/Reports
• Journals
• Individual Transaction Journal.
Journals and Reports
The parameters for selecting transactions and records are
set in each report window.
Depending on report and criteria, all options may not
show on all reports windows.
ORDER
Select the order in which transactions will be listed in the report
by using the SORT ORDER list box.
PERIOD
The default setting for period is Current. If transactions from prior periods are needed
• click on the Set PAST Period button
• type in the period date in the data box.
SORT RANGE
The default setting for Group Range is Print All. To change the range
• click on the Print RANGE button
• type in the range to be included in the report.
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DATE RANGE
The default setting for Date Range is Select All within the current period. To change
the Date Range
• click on the Select All check box to deselect the option
• type in the range in the FROM: and TO: boxes.
BY ID/USER/WORKSTATION If user IDs or workstation IDs have been set up, an option box allows for sort/selection
by ID.
PRINT ASCII FILE
The Individual Transaction Journal can be
exported to a flat file, or ASCII file to be
picked up in Excel or Access.
• Click on Ascii File.
The program will tell you the default data path for the file, which can be changed.
View/Print Transaction Report
After all the options have been chosen in the
JOURNAL/REGISTER window
•
click on View/Print or Print.
LONG JOURNAL
The Long Journal is a receivables report, showing
the current balances, and includes a Summary
Journal at the end of the report. It is advisable to
print the Long Journal with Recurring Charges
before printing statements to view what the
statements will include.
The Long Journal includes
•
current balance forward
•
detailed transactions
•
optional recurring charges for coming
period
•
current balance forward
•
balance due for each tenant
•
total balance due for the period
The specific categories of totals, which appear at the
bottom of a journal, or are printed in the Summary
only, will depend on what has been entered in the
setup process for recurring charges, and what has
been entered for Revenue Charge Code types.
(Some specially customized programs may also
have different totals on journal summaries).
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To create a Long Journal, click on
• Journal/Reports
• Journals
• Long Journal - All Detail/Billing.
Settings
RECURRING CHARGES
To make sure to
include the
recurring charges
for the following
month, click on
Include Next
Month’s Recurring Charges.
BILLING/LONG
Single Line (Billing) is the default setting, and refers to how the report will be listed.
When Single Line billing is on, the transactions are listed by tenant with the charge
types listed in columns. When All Detail (Long) is selected, each transaction is listed
for individual tenants. This is a useful way to preview what the statements will show.
$$ ITEMS
Include ONLY records with $$ Items refers to records that have had money
transactions during the period, and is usually left off so all records are included.
Facilities with a large number of annual tenants who have little transaction activity
may want to choose this option.
View/Print Long Journal
After all the options have been chosen in the
JOURNAL/REGISTER window
• click on View/Print or Print.
Long Journal—Detailed Format
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SUMMARY JOURNAL
The Summary Journal is included as part of the Long
Journal or can be printed by itself. The Summary
Journal does not include details of the transactions,
just grand totals by transaction type. The Summary
Journal separates the Recurring Charges and
Adjustments from the Current Period Charges. Aside
from the Payment Register, the Summary Journal
may be the most important report generated. It is
usually given to the General Ledger bookkeeper.
To create the Summary Journal, click on
• Journals/Reports
• Journals
• Summary Journal - No Detail
• choose the options to select
transactions.
View/Print Summary Journal
After all the options have been chosen in
the JOURNAL/REGISTER window
• click on View/Print or Print.
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TRANSACTION JOURNAL REGISTER
The Transaction Journal lists entries by transaction code and can be used to answer any questions that may arise on the
Summary Journal.
This list can be used to
• cross check entries against a manual log
• find a particular day's—not an individual’s—entries
• view all entries for a revenue code type
• view all credits.
To create a Transaction Journal Register, click on
• Journals/Reports
• Journals
• Transaction DETAIL Journals
• select the transactions to be included from the
options in the top of TRANSACTION JOURNAL
window.
Some options selected will provide list boxes or check
boxes to further define the transaction selection.
Order Entered
When All-Order Entered is selected, a list box is provided to select the
order the transactions will be printed.
• Prior to creating the report, THE MARINA PROGRAM will request
if Recurring Charges are to be included. Due to the large number of
recurring charges, these can usually be skipped.
Payment/Deposit
The Payment/Deposit REGISTER/JOURNAL option includes a
check box to include transaction details, or print just totals for
each transaction type. This is an important report for reconciling
program computer entries with bank deposits.
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Charges by Type
When the Revenue Codes/Recurring Charges/Deposit Charges option is chosen, list boxes are included to select the
charges to be included by type.
Credit Adjustments
All Credit Adjustments are listed.
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Meter Charges
Meter Charges can be printed with or without tax detail.
Deleted Transactions
Deleted Transactions are never erased from the disk, but rather tagged with a different code so they are no longer included
as part of journals, reports or transaction lists. Deleted transactions can be viewed with the Deleted Transactions option.
Category Detail
Refer to POS/Guest Management. (See SECTION FIVE—Optional Modules)
ESCROW DEPOSIT LISTS
A deposit log that details all transactions in each deposit escrow account and all the deposit change transaction memos can
be printed. Lists that simply report total deposits on hand may be printed or viewed using the DEPOSITS option.
Deposit Activity
To create a log of the deposit
transactions for a specified period,
click on
• Journals/Reports
• Journals
• DEPOSITS
• Deposit Activity.
Deposits for the period are listed by
type and tenant in the Deposit Activity
Log.
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Deposit Lists
The Deposit Lists are totals of deposits by type of deposit.
To create Deposit Lists, click on
• Journals/Reports
• Journals
• DEPOSITS
• Deposit Lists
• choose ALL Deposits or a particular deposit type.
Reports Window
In the REPORTS window, use the list boxes and check boxes to
select the appropriate options to define the transactions included
in the report.
SELECTION GROUP
Selects group from which deposit
transactions will be listed.
SORT ORDER
Displays transactions
by either
ALPHABETIC or
SPACE order.
ALL WITH
An option is
also included
to print the
list for only
those persons within the chosen Group
with deposits, without deposits, or all
regardless of escrow deposit status.
Deposit List Report
After all the options have been chosen in
the REPORTS window
• click on the View/Print button.
All deposits on record are listed by sort
order in the Deposit List.
To see the report as it will be printed
• click on View/Print or Print.
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Audit Summary History
The Audit Summary History report takes all people for any set of contiguous periods on the computer and makes an index
of these people, so that people not in the files in the first months, and people terminated in the later months are all
included alphabetically. It should be noted that this is can be a long process.
ACCOUNTS RECEIVABLE REPORTS
Delinquency/Balance Due Report
The Delinquency Report is based on the statement, and lists the credits and recurring charges in the current month. Since
tenants who have a balance due can be charged an automatic late fee, the Balance Due Report shows who will be charged
an automatic late fee.
Tenants who have made a partial payment, or received a partial credit (but who still have a balance due) are marked with
asterisks ** after the >90 column on the Balance Due Report. Tenants may then be contacted or charged late fees as
policy requires.
The Delinquency List is an AR tool specifically formatted to show who is late, based on their statement. It excludes
current month charges, but includes current month payments and credits.
Since marinas might—in the current month—charge electricity, enter a proration, or add a store charge, these items, until
the statement has been sent, are not late and should not trigger a late fee.
If a credit is to be given to reduce a balance, it should be entered as a credit, NOT as a negative charge.
A facility may have a situation where due to adjustments/corrections, they put on charges in the current month for which
the tenant is delinquent. These will not be added into the balance forward to show on the delinquency list, or receive an
automatic late fee. The late fee must be done manually as the program cannot know which charges are applied to ‘this
month’ and which are adjustments for a previous balance.
To find out what is ‘on the books’ or to flag records that might have had adjustments, print an Aged Accounts Receivable
Report. This report defaults to all charges for current period, but also has the option for only charges as per the
statements. By reviewing this report, a manual late charge can be added to particular tenants that have had adjustments
that would affect their balance forward, or qualify them as late.
NOTE—Transactions posted after aging or entered with a negative charge will not
show on the Delinquency Report.
To create the Balance Due Report, click on
• Journals/Reports
• Accounts Receivable
• Delinquency Report
• select the options in the DELINQUENCY
ACCOUNTS RECEIVABLE window.
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Print Format
NO DETAIL
Lists only the total due by period, but not by who has balances due.
SINGLE LINE
Lists one tenant per line with total balance due broken down into 30-day, 60-day and 90-day
late balances.
EXTRA LINES
Lists each tenant with phone numbers and details on several lines, which include the tenants’
phone numbers. Facilities may wish to print the list in both formats—first for total due and the
second for the phone numbers, so past-due tenants may be easily phoned.
Payment Cutoff Date
The Payment Cut Off date allows a view of delinquencies omitting payments posted after a specified date.
View/Print Delinquency Report
After all the options have been chosen
in the DELINQUENCY/BALANCES
DUE window
• click on the View/Print
button.
All balances due on record are listed by
tenant in the BALANCES DUE
REPORT (DELINQUENCY).
To see the report as it will be printed
• click on View/Print or Print.
AGED ACCOUNTS RECEIVABLE
The Aged Accounts Receivable Report can be selected to
show either ALL the charges on record, the total on the
books at a time regardless of billing, or just those charges
that HAVE BEEN billed—what is "due".
The Aged Accounts Receivable Report may be printed
on any day, until aging is done and the period is closed.
If printed at the beginning of a period, before any posting
to accounts have been made, the report will list a full
record of amounts due (receivables).
To create the Aged Accounts Receivable report, click on
• Journals/Reports
• Accounts Receivable
• Aged Accounts Receivable
• select the options in the ACCOUNTS
RECEIVABLE window.
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Unbilled Charges
Unbilled current charges can be included in or excluded from the Balance Due depending on facility policy.
View/Print Aged Accounts Receivable Report
After the options are selected in the
ACCOUNTS RECEIVABLE
window, click on the View/Print
button.
To see the report as it will be printed
• click on View/Print or Print.
BALANCES
The amounts shown in the 30-, 60- and 90-day past due columns are the aged balances due as of past
month's billing less any receipts posted since the first of the period adjusted by OLDEST (120-day past
due) balance first.
CREDITS
Credits are shown as negative (-) amounts. If a credit (-) appears in any of the aged columns, or any
charges appear in other columns when there is a credit, the credit has been entered incorrectly, and the
tenant record should be adjusted so that the net figure is in the Recent or Last Mo column. The current
column reflects the amount in the Current field in the tenant record.
NOTE—Credits, for proper aging, should appear only in the Current column.

The detailed Aged Receivables report shows each individual transaction that is outstanding and the month to
which it is aged.
OpenItem
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SPECIAL ACCOUNTS RECEIVABLE LISTS
The List Formats and Reports option is used to created
special late lists from tenants on the Balance Due report.
List Formats and Reports can be used to create a late list
in accounts receivable format, but its strongest
advantage is its use to generate payment request letters
and late notices.
To create late lists, click on
• Journals/Reports
• Accounts Receivable
• AR List Formats/Reports
• select the Order and Late Group options from
the list boxes.
Late Group
The Late Group selects tenants’ records by the age of the Balance Due. This option facilitates
sending different payment due notices to tenants based on the lateness of their accounts.
Style Format
The Style Format selects the format in which the late list will be
generated. This option is used to tell the program to create a list, labels,
late notices, or letters.
Late Notices
When the Late Notice option is selected from Select Style FORMAT box, an
additional option box is displayed in the top of the SPECIAL LATE LIST
FORMAT window.
OPTIONS
The Options button opens the design window. (See SECTION
TWO—STARTUP, Options and Parameters—Statement Design)
MESSAGE
The Message button opens the STATEMENT MESSAGE window where the late notice message will
be typed. For instructions on the Message window, see SECTION TWO—STARTUP, Options and Parameters—
Statement Design—Message)
MINIMUM
Enter the minimum balance owed for a tenant to receive a late notice, if any.
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Letter Format
When Letter Format is selected, a LETTER window opens in
which a letter can be typed. This is not a full word processing
program, but a text editor program. Letters may need to be
reformatted to correctly fit the paper when printed.
Short letters can be created in many word processing
programs, and the text imported using cut and paste.
FACILITY NAME
When checked, this option will
print the facility’s return address on
the letter.
LOWER CASE
If this option is not checked, the
typing in the letter will be all
capitals.
After the text of the letter is typed
• click on the Close button to close the text editor
window.
VIEW/PRINT
Prior to printing, the letter is displayed in the VIEW/PRINT window. Typing changes and
editing cannot be done in this window.
To make changes, close this window and make changes in the LETTER FORMAT window.
OCCUPANCY/VACANCY INVENTORY
Several lists of available and occupied
spaces in the marina are printed using the
Occupancy/Vacancy Inventory option.
Additional space, occupancy footage and percent vacant information can be obtained through the Rent Roll reports. (See
SECTION THREE—GENERAL INSTRUCTIONS, Rents/Management—Rent Roll Report)
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AVAILABILITY LIST
The Availability List lists the spaces in
the marina by size and date available,
and is in a simplified vacancy list
format that can be used for manual
tracking. (See SECTION FOUR—
SUGGESTED POLICIES, Tracking Spaces
and Guests by Dates)
To create an Availability List, click on
• Journals/Reports
• Occupancy/Vacancy
Inventory
• Availability List.
This same Report option is accessible
from the Query menu (See SECTION
THREE—GENERAL INSTRUCTIONS,
Query Menu)
In the REPORTS window, use the data
boxes and check boxes to select the
appropriate options to define the spaces
to be included in the report.
FOOTAGE
Type in the size range of the boat spaces.
DATE
The default Start Date is the current date. Type in the End Date.
View/Print Availability List
After all the options have been chosen in the REPORTS window
Χ
click on View/Print or Print.
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INVENTORY—BY SPACE
The Space Inventory can include
• all or one space type
• all spaces, or
just vacant spaces.
A similar list can be printed from the Lists menu where
the operator can also update the spaces list. The list
generated by the Lists menu option does not include
footage for occupied/unoccupied spaces, and is less
flexible. (See SECTION TWO—STARTUP, Spaces List)
The Quick List and the Dock Check (Electric Meter
report) also give good lists for spaces and occupants.
(See SECTION THREE—GENERAL INSTRUCTIONS, Dock
Check/Meter List)
To create the Space Inventory, click on
• Journals/Reports
• Occupancy/Vacancy Inventory
• Inventory—by Space.
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In the REPORTS window, use the data boxes and check boxes to select the appropriate options to define the spaces to be
included in the report.
SORT GROUP Use space designators in these boxes, i.e. A, B, etc.
DATE IN/OUT The default Start Date is the current date. Type in the End Date.
View/Print Inventory By Space
After all the options have been chosen in
the REPORTS window
• click on View/Print or Print.
Vacant Only
To print a list of only vacant spaces
• click on the VACANT
ONLY check box in the
REPORTS window.
Tenants whose status in the Tenant Record is Y for 30-day notice or T for temporarily gone will have their spaces and the
accompanying comment appear on the Vacancy Inventory list. If another tenant sublets the space, both tenants will print
on both Occupancy Inventory and Vacancy Inventory lists.
An alternative vacancy list can also be printed using the Availability List option. (See SECTION THREE—GENERAL
INSTRUCTIONS, Availability List)
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INVENTORY—BY SIZE
The Space List can be printed in footage order using the
Inventory—By Size. To create the Space List by size,
click on
• Journals/Reports
• Occupancy/Vacancy Inventory
• Inventory—by Size.
In the REPORTS window, use the list boxes and check
boxes to select the appropriate options to define the
transactions included in the report.
View/Print Inventory By Size
After all the options have been chosen
in the REPORTS window
• click on View/Print or Print.
The report generated is similar to the
ones generated by Inventory by—
Space.
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DOCK CHECK/METER LIST
The list is intended for use at the docks where meter readings can be penciled in for easy entry into the computer. (See
SECTION THREE—GENERAL INSTRUCTIONS, Meter Readings)
Facilities without meters often use this list as a dock check as it lists concisely the slip, boat name and registration number,
in slip order. It is an excellent dock walk or dock check report.
The report creates the list from the current meter reading in the Last Read field in the tenant record ($$Account tab
screen). All spaces—vacant and occupied—are included in the list.
To create the Dock Check/Meter list, click on
• Journals/Reports
• Occupancy/Vacancy Inventory
• Dock Check/Meter.
In the window, use the data boxes and check boxes to
select the appropriate options to define the readings and
spaces included in the report.
ORDER
The meter reading list is printed in
space designator order similar to the
Space List. The last meter reading, if
any, is shown for reference to help
prevent a gross error in noting the new
reading.
KW USAGE
Total KW usage will print at the
bottom of the list. This figure can be
used from month to month to evaluate
electricity usage.
View/Print Dock Check/Meter List
After all the options have been chosen
in the REPORTS window
• click on View/Print or Print.
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REPORTS
These reports can be printed in list format or label
format for all tenants, and a date range can be
chosen.
To create the Reports, click on
• Journals/Reports
• Reports
and the report choice.
In the REPORTS window, use the data boxes and check
boxes to select the appropriate options to define the
tenants included in the report.
TICKLER LIST
This report is based on the tickler date and comment entered in the
tenant record on the Sub/Memo tab.
This report may print
•
in Tickler Date Order
•
all with (a tickler date)
•
all without (a tickler date)
•
all
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REGISTRATION # EXPIRATION
The Registration Expiration date is on the Tenant Record
Space/Boat Tab, next to the boat registration field. When
printing for a particular month, the month and year are
entered.
This report may print
•
all Expiring for Month
•
all without
•
all with ANY
•
all with ANY expired
•
all with NO Reg and NO Exp. Date
INSURANCE RENEWAL
The Report is generated from the Insurance Fields in the Tenant Record. (See SECTION TWO—STARTUP, Tenant Record
Window)
To create the Insurance Due Report, click on
• Jounals/Reports
• Reports
• Insurance Renewal
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General Instructions 3-129
Labels
Labels or Report button.
View/Print Reports
QUICK LIST
The Quick List prints a double list with tenants in alphabetic order and their spaces next to a list of spaces in space order
and their tenants. This list is a handy, quick reference that can include Tenants only, Transient List only or All.
To create the Quick List, click on
• Journals/reports
• Reports
• Quick List.
In the REPORTS window, use the data boxes and check
boxes to select the appropriate options to define the
readings and spaces included in the report. This report is a
handy summary of tenants in the left-hand column, and
space occupancy in the right-hand column.
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View/Print Quick List
After all the options have been chosen
in the REPORTS window
• click on View/Print or Print.
WAIT LIST
People on the Wait List are either
• not in the harbor and waiting to enter, or
• tenants who are in the harbor, and wish to transfer to a different space.
Tenants on the transfer list are noted in their tenant record as Tenant Type W, as they have a wait list type and date
entered. (See SECTION TWO—STARTUP, Tenant Record Window—Record Types)
To create the Wait List, click on
•
•
•
Journals/reports
Reports
Wait List.
In the window, use the data boxes and check boxes to
select the appropriate options to define the readings and
spaces included in the report.
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List Selection
Use the LIST SELECTION list box to select the print
format for the list. Labels may be printed using this
option.
Selection Group
The list can be printed for All–Alphabetical order, for
just those on the Wait List, for just those on the Transfer
List, or by individual Wait/Transfer list (up to 40 lists
may be maintained). Any of the Wait/Transfer lists may
be printed by Footage Order or Date Order.
Blank Reply Code
This Blank Reply Code button refers to the REPLY field from the tenant
record, which is used to record when tenants on the Wait List have responded
to a notice sent from the marina. The reply will print on the detailed wait list
(by code number and total wait and total transfer).
If the Blank Reply Code button is clicked, a message box is displayed on the
screen before the Reply field is blanked out.
NOTE—Password clearance will be required to reset the Reply Code.
View/Print Wait List
After all the options have been chosen
in the WAIT LIST window
• click on View/Print or Print.
The individual's name, address and
boat information, and any deposits will
be included in the detailed Wait List.
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TENANTS IN AND OUT BY MONTH
When the IN/OUT by MONTH option is chosen, two lists
are printed. The first is a list of tenants with an IN DATE for
the month, and second those with an OUT DATE for the
month. It is a one-line per tenant report, listing number,
name, space, boat registration and date. The total amount of
recurring charges, if any, on the tenant's record will be
printed to aid in entering or removing these charges.
To create the IN/OUT by MONTH list, click on
• Journals/Reports
• Reports
• IN/OUT by MONTH
• select month and year to print.
In the REPORTS window, use the data boxes and check
boxes to select the appropriate options to define the tenants
and dates included in the report.
View/Print In/Out List
A message box will allow a choice of including future
months, or just the current month.
After all the options have been chosen
in the REPORTS window
• click on View/Print or Print.
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MASTER/SUB-ACCOUNTS
This report prints alphabetically by Master account name. The
Master account is first listed, then the sub-accounts, which list
that tenant record number as a master account.
To create the Master/Sub-account lists, click on
• Journals/Reports
• Reports
• Master/Sub Accounts.
In the REPORTS window, use the data boxes and check boxes
to select the appropriate options to define the readings and
spaces included in the report.
View/Print Master/Sub Accounts
After all the options have been chosen
in the REPORTS window
• click on View/Print or Print.
ITEM LISTS
Item lists can be printed for each item type used. The Item lists can be printed for all items, all tenants with the item type,
or all without an item type. The lists can be in sequential order by item or alphabetic by record name. All item lists are
created with the same steps; only one item
type is explained here.
To create an Item type list, click on
• Journals/Reports
• Reports
• ITEMS
• the Item type.
Item types were created during the setup
process and may vary by marina. (See
SECTION TWO—STARTUP, Using List Labels
Windows—Item Types)
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In the REPORTS window, use the data boxes and check boxes to
select the appropriate options to define the readings and spaces
included in the report.
View/Print Items
After all the options have been chosen
in the REPORTS window
• click on View/Print or Print.
RENTS/MANAGEMENT
In both the Rent Roll and Management Summary reports, if the space's rent rank 1 is monthly, and the tenant's rank is an
annual or semi-annual rate, the tenant's rate will be divided by 12 or 6 in order to smooth the calculations.
Recurring Charges Report
The standard Recurring Charges report lists tenants and their recurring charges as setup in their tenant records. (See
SECTION TWO—STARTUP, $$Account Tab—Adding Recurring Charges To Tenant Record). This report is very useful when first
setting up tenant records to check that all recurring charges have been entered.
To create the Recurring Charges report, click on
• Journals/Reports
• Reports
• Rents/Management
• Recurring Charges.
In the RECURRING CHARGES AND RENT ROLL
window, select the order, detail and number of charges to
be printed in the report.
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After all the options have been chosen
in the RECURRING CHARGES AND
RENT ROLL window
• click on View/Print or Print.
The totals on this report should match
the totals for recurring charges on
Journals that include the Recurring
Charge option.
Rent Roll Report
The Rent Roll report prints in space or footage order, with totals at the change in the first letter of the space designator.
The report includes space, space length, space base rental (based on zone and rank one from the rates and spaces
schedules), tenant boat length, and tenant name. Optional columns that can be included are any of the recurring charges,
security deposit, and date in.
Since vacant spaces as well as occupied spaces are included, the report performs a property management function. A
comparison between the total expected income based on 100% occupancy and what is currently being generated is
displayed.
When more than three optional columns are chosen, the reports must either be printed on wide paper or with a condensed
print setting.
To create the Rent Roll report, click on
• Journals/Reports
• Reports
• Rents/Management
• Rent Roll.
In the RECURRING CHARGES AND RENT ROLL
window, select the order, optional detail included, and
number of charges to be printed in the report.
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After all the options have been chosen in the
RECURRING CHARGES AND RENT ROLL
window
• click on View/Print or Print.
Management Summary Report
The Management Summary report lists each group of spaces grouped by the first character of the space designation name.
Each group of spaces includes the group’s
• total rents based on 100% occupancy
• actual rents
• the number of spaces
• the number of vacancies
• the percent vacant, and
• the total.
For this report to be accurate, blank all spaces and
recurring charges/rents for tenants whose boats are gone,
and enter recurring charges/rents on new tenants before
printing.
To create the Management Summary, click on
• Journals/Reports
• Reports
• Rents/Management
• Rent Roll.
In the RECURRING CHARGES AND RENT ROLL
window, select the order and number of charges to be
printed in the report.
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After all the options have been chosen in the
RECURRING CHARGES AND RENT ROLL
window
• click on View/Print or Print.
Income By Space Report
The Income By Space report looks at income on
particular spaces for particular charges.
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The form allows for up to 13 months to be chosen that will print across the top of the report. A range of spaces either in
space order or footage order will print down the report, including for each month the kind of charges chosen—a
combination of recurring and revenue code charges.
The report first creates a cumulative index of all spaces for each month chosen. This can take some time to collect. The
report then continues and collects the data for the spaces and charges selected.
LISTS/LABELS/ROLODEX/EXPORT
Different types of lists begin with the Lists window.
To create Lists, click on
• Journals/Reports
• Lists/Labels/Rolodex/Export.
The LISTS window includes options and list boxes for
selecting a
• format
• tenant type
• record characteristic
• order
• date range.
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LIST SELECTION
Selects the format of the
list.
SORT
ORDER
SELECTION
GROUP
TENANT
TYPE
Date Selection
DATE RANGE
Reports can be printed for all in
the database, or by selecting a date
range for ‘who is there today’,
typically.
SPECIFIC DATE
Some reports use a DATE IN or DATE OUT as the index
with a start date. By entering the Number of days after an *
(for continuous), as many days data as wished can be
collected. This is often used to collect data on incoming
reservations or terminating guests.
Range Selection
A range selection may be used—all slips on
piers A through C, or zip codes from 12300
through 23400.
After all the options have been chosen in the LISTS window
• click on the View/Print button.
When space order is chosen: If one of the first three List Selections is chosen, and if the selection groups are "ALL", the
reports act like a vacancy report showing all spaces, even vacant ones. When a selection group or tenant type is used, only
records with assigned spaces (no vacant spaces) are displayed.
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General Instructions 3-140
Information List
The operator may want to
view/print various lists to see
what spaces are available. In
addition, two summary lists are
available for listing of boat
registration number tracking and
date view.
Rolodex Cards and Labels
ROLODEX
Three by five Rolodex cards are printed on preperforated card stock that is readily available from
many office supplies stores. The card format
conforms to Avery Laser Rolodex form 5386.
LABELS
Labels are generated in page layouts of one across for tractor feed printers and two or three across for
laser printers. Laser labels are set up for Avery forms 5161 or 5261. Label size: 1" x 3-15/16" or 1" x 4".
PRINTER
TYPE
Before Rolodex cards and labels are sent to the
printer, THE MARINA PROGRAM will request
the printer type.
FORM
After the Printer Type is selected, a standard Avery
form is suggested. 300 dpi is required for label and
rolodex formatting.
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ASCII File Export
An ASCII export creates a disk file listing of each tenant record that can be imported into Excel or a word processing
program for mail merge. See Appendix D—Exporting Files.
Phone List
The Phone List lists the tenants' names,
addresses and phone numbers. This is a
good list to have printed out and kept
at the front desk to answer inquiries.
File Record
The File Record lists all the
information included on each tenant,
including tenant data and financial
data.
Most of the selection options are straightforward. Some options will provide an input box or date entry field to narrow the
selection.
The Field Search option
provides a list box of
possible fields to search, and
also a text box to input what
letters in that field to search
for.
Field Search
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STATEMENTS, NOTICES
Before printing Statements and Late Notices, all batch transaction files must be posted or deleted before continuing.
If a batch file is open, the file name will be listed on the screen, and the operator should close the STATEMENTS
window. The open batch file should be eliminated either by posting the transactions or deleting the file. For instructions
on closing batch files, see SECTION THREE—GENERAL INSTRUCTIONS, Batch Transactions.
Transactions for the next period should not be entered until month-end aging has been done, and the period has been
automatically advanced.
Statements Window
All Statements and Notices use the
STATEMENTS window to choose the printing
and record selections.
To create Statements or Late Notices, click on
• Journals/Reports
• Statements/Invoices/Notices
• select statement or notice type.
Select the print criteria in the STATEMENTS
window.
Select the record type to print statements for
ALL will print statements to all record types.
Only Tenants will print statements to those
records defined as type tenant.
Only Non-Tenants will print statements to those
records defined as Guests, or Transients.
Sort Order defines the order the statements will print in.
Sort Order Range
Depending on the Sort Order chosen a Range can be selected. For example, if the sort order is name the range could be
ALLEN to BAKER. If the starting and ending range is the same only one record will print.
SKIP TENANTS
Skip Tenants with no account activity during the period or who have had no transactions.
STATEMENT DATE
The statement date option allows a date to appear on the statement that is different from the program date. All transactions
posted within the current period will appear on the statement, regardless of statement date.
MESSAGE
Opens the MESSAGE window. (See SECTION TWO—STARTUP, Options and Parameters—Statement Design—Message)
Exits (closes) the Statement dialog window
Email statements (emails only those tenants setup to email statements (see Appendix I Emailing
Statements)
Print the statements to the Print Preview window.
Print statements to the printer.
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OPTIONS
Opens the design window to make changes
to the Statement settings
To save any changes click the Apply button.
To close the Options window click the
Close button .
Late Notices
Late Notices can also be created using List Formats and Reports. (See SECTION THREE—GENERAL INSTRUCTIONS, Special
Accounts Receivable Lists)
Late Notices, as with balance due reports for delinquency purposes, are generated based on the balance due after aging.
The Late Notice criteria is calculated from the payments collected for that tenant subtracted from the total Balance Due
from aging information in the tenant record.
Both the Late Fee and Late Notice criteria for balance due apply all payments to date against the past month's balance
forward.
Late Notices differ from other statements in that they do not print any current charges other than the late fee (if charged).
MINIMUM
Sets a minimum balance below as to which tenants will not receive a late notice. If a late notice
is to be sent to all with a balance due regardless, the Minimum should be zero (0).
EXCLUDE BILLINGS The Late Notice Statement
chooses to include or exclude
unbilled charges. The choice
is dependent on Marina
policy. (See SECTION FOUR—
SUGGESTED POLICIES)
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Interim Statements
When the Interim Statements option is chosen, the statements will show the current status of each tenant with all charges
and payments, and similar HISTORY. Interim statements are for reference only, and do not include month-end recurring
charges.
Invoice Option
The Interim Statement has an
option (see the Interim
Statement is Invoice ONLY no
Credits/Balance Fwd check
box) for printing invoices for just
one revenue code, or for all nonRecurring charge types. Invoices
omit payments and any balance
forward.
This allows facilities that may
have annual prepayments
creating a credit balance on the
books to invoice separately for
items like fuel and electricity.
The standard Interim Statement
just prints all transactions on
account, and omits the next
month’s recurring charges, which
the Statement includes.
Statements
Statements are designed to be printed near month-end, but before closing, to bill for the coming month. The coming
month's recurring charges are automatically displayed and totaled on the statements, but are actually charged as
transactions on account at the month-end closing, and appear as transactions as of the first of the coming month.
To simplify the statement for the tenant, the current month's recurring charges (billed with the previous statement) are
summed in the balance forward. Thus, one month's balance due is the next month's balance forward.
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TENANT RECORDS
EDITING TENANT DATA
There are many times when a completed tenant record may need to edited after it has been entirely set up—when a tenant
buys a new boat, moves to a different slip, changes address, or data was entered incorrectly. When tenants are temporarily
vacating the assigned berth on a long-term basis, certain charge information in the tenant record will need to be deleted.
Find a Record
Each search for a specific tenant record will begin with the Find option.
To open the FIND window from the TENANT
RECORD window
• click on the binoculars Find icon
• select the Tenant Record using the Find
option. (See SECTION ONE—INTRODUCTION,
Using The Find Window)
• make the corrections as outlined in the
setup procedures. (See SECTION TWO—
STARTUP, Tenant Record Window)
Canceling Recurring Charges
If tenants are temporarily vacating, the amounts of the recurring charges must be deleted from the tenant record to
discontinue automatic billing. (See SECTION TWO—STARTUP, $$Account Tab)
DELETING TENANT RECORDS
Tenant Records may need to be deleted entirely in the case of a duplicate record or a termination when a tenant
permanently vacates the marina.
BALANCE DUE
Prior to terminating or deleting the record, all charges, credits and payments need to be posted.
Any balance due needs to be collected, and any overpayment or deposit refund needs to be
processed for payment. (See Section Three—GENERAL INSTRUCTIONS, Individual Transactions)
PERMANENT
When tenants permanently vacate the marina (also referred to as terminating), the tenant record
needs to be deleted. To delete a tenant record in the TENANT RECORD window for that
tenant
• click on the Delete button.
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ARCHIVE
Before the tenant record is deleted, several warning message boxes will appear.
• ARCHIVE—Tenant records should be archived
when deleted. Archived records can be printed
in a list. (See SECTION THREE—GENERAL
INSTRUCTIONS, Archives—Archived Records)
Record can also be restored as an active tenant.
(See SECTION THREE—GENERAL INSTRUCTIONS,
Archives—Archived Records—Restore)
• PRINT RECORD—Depending on Marina
Policy, the data including the record should be printed.
NOTE—Archiving Tenant Records saves data information about the tenant only. No
financial information is included when a tenant is deleted and archived.
HISTORY
The History button brings up the current data
information, including
• tenant data
• boat information
• the first month’s account information
• the last four months’ account information.
This history is the same information that is
retrieved with the History button in the
• TENANT window
• TRANSACTION window
• METER window.
If more than four months of data is required, the
operator will need to click on the OK button at the
More? message box.
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4
Section Four—Suggested Policies
TRANSACTIONS
COMMENTS
Establish standard comments to use with each type of transaction. For example, for all Payments, enter
• a comment
• an explanation for the payment
• check number, or if cash, note cash.
ENTERING TRANSACTIONS
Batching
It is a good procedure to batch transactions and enter a batch at a time.
Journals
PRINTING
An Individual Transaction journal is usually printed at the end of each day's posting.
A one-day journal will collect only those transactions posted with date for which the journal is selected.
Transactions are collected by date.
A journal may be printed to show a total of receipts or charges for each day's activities. Select
• short form for summary totals
• select ALL transactions, and
• define both the starting and ending dates as the current date.
EVALUATE
It is suggested that the computer printouts be looked at as work sheets. THE MARINA PROGRAM
carries forward only tenant balances, not receipt or rent totals. All journals should be evaluated and
analyzed to catch operator errors.
CORRECT
Tenant balances must be corrected by entering reversing/adjusting entries in Individual Transactions or
editing in the Tenant Record (CURRENT and aging figures). Journal totals for rent receipts, etc., may
be pencil edited on the printout, or a dummy tenant can be setup to reflect any adjustments in final
totals.
Once the journals are corrected, final totals can be transferred to any desired summary report(s).
Aging
The Billing program is period oriented. Once the month-end aging is done for any particular period, the books are
essentially considered closed for that period. No more transactions should be entered for that period. It is therefore helpful
to check journals and statements at the end of a period to be sure everything is satisfactory before aging and going on to
the next period. Balance forward and aged balances are month-by-month (period-by-period) for each tenant.
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DAILY BACKUP
Before stopping work for the day, make a backup copy of important files using the daily backup option from the File
option on the MAIN MENU.
ACTIVITY SUMMARY
Print statements, do aging, and start new period.
END OF MONTH/PERIOD
NOTE—No more transactions should be entered after the month-end reports are
printed; otherwise reports will have to be reprinted.
Optional Reports
ACCOUNTS RECEIVABLES REPORT Gives total of all credits, overpayments and unpaid balances, and the
total on the books.
IN/OUT BY MONTH REPORT
Verifies new tenants have recurring charges listed, and vacating
tenants have recurring charges deleted.
RENT ROLL
Totals for rents should match recurring charge totals in above
journal. Any differences are usually due to spaces or rents not being
removed from the tenant record when the tenant moved out.
LONG TRANSACTION JOURNAL
Detailed Transaction Journal (month-end) for month-to-date. Choose to
include recurring charges in the printout. Gives TOTAL BALANCE
FORWARD—the total that was billed for that month as of last month's
billing) and TOTAL BALANCE DUE—the total credits and charges on
books at that date, the end-of-month total receivables, and a total of what the
statements or billing will include.
DEPOSIT LISTS
Security and Key Deposit Lists and any other summary reports that may be
appropriate.
NOTE—Some facilities may send mid-month invoices. These may be sent prior to the
above printing of reports, but any transactions entered after the statements are sent
will not show on the next month’s statements. However, the balances will be correctly
reflected.
Evaluate Reports
ERROR CHECK
Check all reports to check for errors or oversights.
CORRECT
Make any corrections necessary to totals by pencil. Adjust any tenant
Balance Forwards in tenant record in computer program. Transfer totals as
required to any monthly reports that may be prepared.
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Late Fees
If late fees are to be charged and have not yet been charged—CHARGE LATE FEES.
Statements
The rent on these statements is for the coming month, due on the first and charged in advance. Printing statements is not
mandatory. For facilities that do not issue statements, the detailed Long Journal may be used to determine tenant amounts
due for walk-in payers. If printing statements—PRINT STATEMENTS.
Required File Backup
Do a Daily Backup.
Required Aging—Month-end—Close Period
Age all Tenant Records. (See SECTION THREE—GENERAL INSTRUCTIONS, Close Period). A password is required to start the
aging process. If passwords have not been assigned in the setup process, THE MARINA PROGRAM password is
SUPERBOSS.
Optional After Aging
TENANT RECORDS
Remove any tenants who are gone, have a balance forward of $0 and no deposits on record.
Required Complete Backup
Do a Monthly Backup to copy the entire data subdirectory, including recent historical month. Go to File on MAIN
MENU.
BEGINNING OF NEW PERIOD
Print final reports for Past Period using Set PAST Period on the report window.
Reports printed for Past Period are the most accurate, as a past period cannot be
edited, and thus these reports are complete for the period.
DURING MONTH/PERIOD
Data Entry
TRANSACTIONS
Enter Receipts, Credit Adjustments, Misc. Chg/Debit Adjustments and Cash Account Receipts.
TENANT RECORDS
Make appropriate changes in tenant deposit records.
Remove rents and spaces from any tenant records of tenants who have moved out. Keep last
name of vacating tenants on record until after month-end.
Enter new tenants, entering rent amount and any deposits received. Charge new tenants
appropriate amounts, and credit appropriate amounts for partial month's rent and payment.
WAIT LIST
Watch Captain, LLC
Enter individuals on Transient List. If on Wait List, enter date in and any deposit.
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LATE FEES
On the date payments are considered late, print Balance Due Report (Delinquency) using the
number order option, to determine who is to receive late charges. If it is policy to use a flat or
percentage late fee and to charge Late Fees to all tenants whose payments have not been
received as of the specified date, use the Automatic Late Fee Option. Only tenants who have a
Y in the LATE FEE field in the Tenant Record will be charged a late fee on any balance due
using the automatic option.
LATE NOTICES
On the date decided by facility, send late notices.
METER READINGS
Print Meter Reading List, and enter meter readings as a batch transaction.
Printouts
DAILY
Print a one-day Short Journal to show activity and totals for that day.
AS REQUIRED
Print Balance Due Report, and contact tenants late in paying according to facility policy.
As Needed
PRINT
Registration Number Lists, Vacancy Lists, etc.
BACKUP
Files regularly.
ADDING NEW TENANTS
In the Tenant Record
• click on New for a blank Tenant Record.
Enter all tenant information including
• name, address, etc.
• date in—date boat is in the space
• space number, and
• recurring charges.
Meters
If using electric meter readings
• read meter at space
• verify and/or enter electric meter readings
• enter/check reading in last read field.
Transaction Entry
Tenants who are assigned spaces before end-of-month, whose recurring charges and rent begin the first of the coming
month, will need prorated charges.
After setting up the Tenant Record data
• click on $ to access the Transaction Entry screen from the tenant record. (Or select the TENANT TRANSACTION
window from the Individual Transactions option).
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PRORATED CHARGES
Enter charges for remainder of month, if any. Click on
• Prorate
• Select the Recurring charge to prorate
• Verify the # of days to be charged
• Click the Calculate button
• Click the Charge button to charge the Tenant’s account.
DEPOSITS
• Click on Charge DEPOSIT
• Click on Security Deposit or Key Deposit
• Enter charge
.
PAYMENTS
Enter any/all payments,
including payment for any
deposits.
HISTORY
The History button in either the transaction screen or tenant record will give a quick
printout that the new tenant may have as a receipt.
CLOSING OUT TENANTS
Notice
As soon a tenant gives notice of an intention to vacate, change the tenant Status to Y for 30-day notice. Enter a status
Comment stating the date notice to vacate was given and date of expected vacancy.
Closing Tenant Record
METER READING
If using electric meters, read the meter (new meter reading). If meters have already been read
and charged for the month, manually update the previous reading to equal the tenant record
current reading.
DEPOSITS
Review facility's policy on 30-day notice, refunding security deposits, and allowing a credit for
unused rent.
TENANT ACCOUNT
Review the tenant's Balance due in the tenant's account. Click on $ in the Tenant Record, or use
Individual Transactions from the MAIN MENU.
• Enter final meter reading and appropriate charge
• verify there are no additional charges
• enter any additional charges, if necessary
• delete the space assigned in the Space field
• delete recurring charges from the record.
PRORATED CREDIT
Enter credit for remainder of month, if any. Click on
• credit
• revenue code for the type of credit (such as Cr*Slip Rent)
• enter credit to prorate unused rent, if any.
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DEPOSIT FORFEIT
If a key has been lost, or a deposit has been forfeited, use a previously setup Revenue Code
called forfeit deposit, or lost key to charge the amount of the deposit to the tenant's account,
before applying the deposit(s) to the Balance Due.
OTHER CREDITS
Use INDIVIDUAL TRANSACTIONS window to enter any additional credits/proration.
REFUND
Click on Apply Deposit or Refund Deposit or Non-deposit Refund to apply and/or
refund any deposits held in escrow or overpayments. (See SECTION THREE—GENERAL
INSTRUCTIONS, Escrow Deposits)
DATE OUT
As soon as the boat has left the harbor, enter the DATE OUT for the date the space is vacant.
NOTE—If there is a balance due, all deposits must be applied to the balance, not
refunded. An exception is made for sub-accounts. The deposits held for sub-accounts
may be refunded even if the Master account has a balance due.
DELETE RECORD
After the month/period has closed in which there was activity that set the tenant's balance to 0,
delete the record.
If the account being deleted is a Master account, and sub-accounts are still present, move one of the sub-accounts into the
Master record number, changing the space and recurring charge information, etc., appropriately. This will allow the
history for that individual to remain contiguous in a scroll-back.
NOTE—Master accounts with sub-accounts cannot be deleted.
ARCHIVING
A vacating tenant can be temporarily added to the Transient List as a method of archiving
tenant data.
SWITCHING TENANTS' SPACES
The new rent in the tenant's record is always a recurring charge that is applied at month-end, regardless of what was
displayed in the statement.
Write down on paper
• who is currently in which space
• what space each tenant is moving to
• date of change
• number of days to end-of-month for any prorations.
NAME
OLD
SPACE
Watch Captain, LLC
OLD
RENT
SWITCH DATE
NEW READING
OLD SPACE
METER
DATE
SWITCH
#DAYS
NEW
SPACE
SWITCH DATE
NEW READING
NEW SPACE
METER
NEW
RENT
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Special attention should be given to three items in each of the tenant=s spaces to be changed
• space
• recurring charges
• electric meters.
If using electric meters, read the meters at all spaces to be switched, and write down new reading on piece of paper next to
space name.
EDIT TENANT RECORDS
DELETE SPACES
Delete spaces in the Tenant Records before entering in the new space assignments in all
switching groups to avoid the OCCUPIED message.
ENTER SPACES
Find the first tenant to be switched. Enter new space. Do not change recurring charges at this
time. Assign all new spaces for all tenants switching spaces.
# PRORATION DAYS If rent prorations are to be made between the two spaces, calculate the number of proration
days. Subtract date of change from number of days in month, and add 1.
CREDIT
Using Individual Transactions, prorate credit based on number of days left based on old rent.
CHARGES
Prorate charges based on number of days in month using new rent.
DEPOSITS
Make any deposit charges and credits that may be in order, by normal deposit transaction types.
NEW BASE RENT
In the Tenant Record, enter new rent for new space, observing rates displayed on screen.
METERS
Tenants leaving one meter mid-month and switching to a new meter will have two electric
meter charges for that month.
METER OLD SPACE
Use the INDIVIDUAL TRANSACTION screen
• click on $
• click on METER
• charge the difference using the new reading just taken for the old space.
METER NEW SPACE Enter the new meter readings for the new space in the Tenant Record. Enter the new reading for
the new space for that tenant into the Last Read field.
QUICK CHECK OF TENANT STATUS & HISTORY
Use the History options when in the tenant screen to print or scroll account information on a tenant. Tenant file
information will show on the screen as well as the current unbilled charges. An interim bill for the tenant may be printed
by using MAIN MENU Journals/Reports Statements, Notices. The bill will show NOT MONTH-END, as rent will not
have been charged.
Operator may scroll through past, months or print a complete history of activity for any tenant as long as the files for that
month are archived on the computer's disk.
Clicking on the $ on the SELECT Window or SPACE INFORMATION Window displays the history quickly.
BAD CHECKS
REVENUE CODES
Most facilities find that having two bad check Revenue Code items tracks the necessary detail for bad checks.
BAD CHECK FEE
Watch Captain, LLC
One Revenue Code, Bad Check Fee, is charged for presenting an insufficient funds check.
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REPLACE CHECK
The other, Replace Bad Check, is used to charge the tenant=s account for the amount of the
check. Using the Bad Check charges, allows the actual Slip charge to remain, as that is an
actual charge, and is included in the income accounts totals under Slip, so it is not doubled by
the charge to replace the check.
TRANSACTION OVERFLOW
A standard statement can list only a certain number of transactions. However, if there are more, a second statement will be
printed and the total due will be on the second statement.
NOTE—If the mailer or postcard formats are used, a second mailer or postcard will be
printed.
DEPOSITS AND REFUNDS
Deposits are treated as a special type of Revenue Code, which is a liability (escrow) account rather than an income
account. Charges for deposits increase Accounts Receivable at the same time they increase the Escrow Account liability.
When any payment is received, Accounts Receivable is decreased and Cash is increased.
All deposits in and out must be entered using the Individual Transaction window and Deposit codes in order to receive the
proper accounting and create the proper audit trail. When THE MARINA PROGRAM is initially setup, current deposits
already received may be entered directly into the tenant record. Once the first month-end closing has occurred and the
program is on line, any new deposits, or any deposit credits or refunds, must be made as transactions.
Deposit/Refund related items cannot be deleted. (See SECTION FOUR—SUGGESTED POLICIES, Transaction
Correction/Adjustment)
CHARGING DEPOSITS
To charge an Escrow Deposit, use Individual Transactions. Select Deposit charges for entering any new deposits or
deposit increases, choosing the correct deposit type options.
To apply a deposit against any Balance Due, use Individual Transactions. Select Apply Deposit or Refund Deposit to
refund any deposits. (See SECTION THREE—GENERAL INSTRUCTIONS, Escrow Deposits)
For every change in a deposit, the program enters a transaction memo, showing the original deposit, the amount of the
change, and the new deposit. This transaction will appear on query and journals, but not on the statement.
Every time a deposit is increased or decreased, a transaction item is entered automatically in the appropriate $CASH
account ($$SECURITY, $$KEY) for that deposit.
There is a Deposit Log in addition to the journal, which gives a full listing of each type of deposit transaction.
REVENUE CODES
THE MARINA PROGRAM sets up automatic Escrow Codes for Security and Key deposits. These act like revenue codes
and total separately on the Summary Journal.
The program sets up an automatic $CASH account to act as an account for deposit refunds - $$$REFUND DEPOSIT
MEMO record #99990, and security and key deposit escrow accounts - $$SEC. DEPOSIT #99991, - $$KEY DEPOSIT
#99992. These special cash accounts will not total into the journal TOT CASH RECEIPTS summary.
There are SECURITY DEPOSIT CREDIT and KEY DEPOSIT CREDIT subtotals on the journal summary, similar to the
revenue code credit adjustment totals. Credits may be applied optionally to these accounts or to a defined revenue code
such as Slip rent.
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TRANSACTION CORRECTION/ADJUSTMENT
Transaction items for normal payments, charges and credits can be edited or deleted by clicking on the transaction in the
Transaction window. Alternately, the procedure below may be used to reverse current charges. Deposit related
transactions must be reversed out using an opposite (negative) entry.
CREDIT/CHARGE ADJUSTMENTS
Credit adjustments that are not simply corrections, but are credits applied in lieu of payment are in effect payments. Credit
adjustments should be entered using the Credit, not the Charges/Debit adjustment option. Likewise, actual charges that are
adjustments should be made as charges.
THE MARINA PROGRAM automatically posts transaction entries for payments as credits. Negative adjustments needed
for corrections can be entered as negative numbers. Adjustments entered this way will be reflected in the journal totals
under receipts. Actual charges or debit adjustments should be entered using the charges/debit adjustment option.

Any correction for a charge should be entered as a credit. Negative charges cannot be entered. The
POS/Guest screen will allow negative entries in ZZ accounts or for simple corrections.
OpenItem
Current Period
Generally, corrections occurring in the same period may be made with an equal and opposite (negative) correcting entry,
using the same transaction type (e.g. payment, misc. charge, etc.). This erases or backs out the entry and still leaves an
audit trail. Corrections can be made by posting adjusting transactions, including an appropriate comment with each entry.
Individual facility policy will determine how to handle these corrections, based on what totals in the journal are affected.
Once policy is established, adjustments should be handled consistently and be thoroughly annotated.
Example:
A payment was incorrectly applied to the wrong tenant
03/05/03 PAYMENT
350.00
To correct this error, again use transaction type Payment
03/05/03 WRONG ENTRY, CORRECT
-350.00
Always check to match correction date to original date.
Previous Period
CHARGES
Corrections made for charges in previous periods or to first-of-month automatic recurring charges
should always be made as Credit adjustments.
RECEIPTS
Corrections for receipts in previous periods should always be made as Charge adjustments, using
appropriate Revenue Codes and including comments.
This allows Journal Summary totals for charges and receipts and credits to accurately reflect account activity.
Meter Charges
Meter charges can be deleted. When this is done the operator must make sure the correct/current reading is re-entered in
the tenant record. The comment may not be edited, but the meter reading charge amount may be edited or the whole
transaction deleted.
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Deposit Corrections
Occasionally, corrections need to be made in the deposits, due to mis-entries, etc. All deposit and refund corrections
should be made by entering an equal, but negative, transaction. Deposit/Refund related items cannot be deleted.
ADJUSTMENTS AFFECTING LATE FEE & DELINQUENCY LISTS
Automatic late fee and delinquency list calculations do not include current month charges entered as Individual
Transactions (as they have not yet been billed), but do include automatic recurring charges such as the current month's
rent, which are included in the statement's Balance Due.
All credits and payments affect the late fee and delinquency list calculations, but negative charges do not. Negative
charges are included in any total Balance Due figures.
Correcting Recurring Charges
To reverse an incorrectly charged automatic rent/recurring charge, the account should be credited with the same amount,
not reversed out using a negative charge if the recurring charge affects late fee/delinquency calculations.
Typically, current period corrections are backed out (the same transaction type with a negative sign), and past period
corrections are credited (or charged if a payment/credit correction).
Automatic rent/recurring charges are entered as real transactions as of the first of the month in which they are due, but
because they appear on the statement printed at the end of the previous month and are included in late fee and delinquency
calculations, they are treated as previous month items, and adjustments typically should be credited.
NOTE—Prorated rent/recurring charges, entered manually in the current period,
should normally be reversed with a negative transaction.
LATE FEE NOTES AND ADJUSTMENTS
Excluding Previous Late Fees

Bal Fwd
Late fee type, percent amount and flat amount are entered in Setup procedures of THE MARINA
PROGRAM using MAIN MENU—Lists—Program Settings.
Two of the Late Fee options specifically exclude the Late Fees in the Balance Due when calculating Late
Fees.
In order to exclude the late fee in a Balance Forward system (where items from past months are not listed specifically, but
saved as a Balance Due), the late fee amount is saved in a field (deposit 6 on tenant account screen) when it is charged or
adjusted. The automatic late fee calculation subtracts this saved amount from the balance due before calculating the
current late fee.
When charging Automatic Late Fees, this saved late fee amount for continuing late tenants is replaced each month. For
any tenants not receiving another late fee during the automatic late fee process, this amount is zeroed.
ADJUSTMENTS
Watch Captain, LLC
Adjustments to the saved late fee can be made by normal charges (and negative charges) using
Revenue Code 1. Credits using revenue code 1 do not adjust the save figure. Thus, current
Suggested Policies 4-157
adjustments should be made using the charge function, and old adjustments should be made
using the credit function. Deleting a late fee with the delete option will also change the saved
late fee amount.
TIMING
The timing of late fee adjustments should also be taken into account in regard to the timing of
the automatic late fees as once a late fee has been entered, the automatic late fee process will
skip the tenant with the adjustment. In normal situations, adjustments should be made after the
automatic late fees have been done, or manually enter the new late fee for the one tenant.
The saved late fee amount is displayed at the bottom of the tenant Individual Transaction posting screen.
Definition of Terms

All Methods
LATE FEE
Automatic or manual fee charged as a penalty or fine for slow/non-payment.
AUTOMATIC LATE FEE
Fees charged using the automatic late fee feature on the MAIN MENU under
Transactions. This fee is applied to each tenant with a Late Fee = Y
and a Tenant Record and with a balance due above 0 or a set amount. Once
the operator has set the routine in motion, a fee is automatically applied to
qualifying accounts. The fee type and amount is determined in the program
Setup.
MANUAL LATE FEE
A late fee of any kind may be applied or credited through the posting of
normal transaction types using revenue code 1.
AUTOMATIC RECURRING CHARGE The rent or charge entered in the tenant account screen. These amounts
appear on the statement that is printed before month-end, are charged
for the coming month, and are actually placed on the tenant
account as transactions as of the first of the coming month when
the accounts are aged.
MANUAL RECURRING CHARGE
The charging of a rent or recurring charge at any time during the month,
usually for proration purposes. Revenue codes that have been setup to
correspond with recurring charge items are used.
STATEMENT
Most recent statement, printed toward the end of a period, including that
period’s current charges and the rents/recurring charges (entered on each
tenant’s account screen) due for the coming period.
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BILLING AND END-OF-MONTH STATEMENTS
MID-MONTH INVOICES
If a facility sends mid-month invoices rather than end-of-month statements, transactions posted after the statements are
printed are not detailed on the next month’s statement, but are included in the Balance Forward. If the statements or
invoices are printed early, a Long Detailed Journal (Type 4—including the recurring charges) must be printed just before
month-end aging so all transactions are shown.
STATEMENT TIMING
If it is facility policy to mail statements, print MONTH-END statements after all transactions for the month are entered.
The month-end closing of books done by the Balance aging should follow statement printing. The statements are printed
near the end of the period, and include the charges and transactions for that period, gathering all transactions within the
current period. Rent charged in advance for the coming month is charged automatically, and appears as a transaction for
the first day of the coming month (month for which it is charged). The statements include the coming month’s recurring
charges in the balance due (but not as a charged transaction).
Once statements are printed, and period books are closed through aging, all further transactions will automatically be
added to the new period. When checks are posted, the comment line may include check number and check date for tenant
reference.
PRINTING
Printing statements is optional. Statements are passive, and do not post the rent to an account. They may be reprinted as
often as necessary. If using statements, they are normally printed before month-end closing. Statements may be printed all
at once or in batches. Statements are printed in number, space, name or zip order.
If printing statements, follow these steps:
Transaction Journal
CHECK FOR LATE PAYMENTS
Just before month-end billing, print a Transaction Journal or Delinquency
Report to check for late payments.
LATE CHARGES
Mark any tenants that are late, calculate the late charge, and determine if this
is added manually or automatically at this time. Automatic late charges are
added on accounts with a balance greater than 0, ONLY if the option Y for
Late Fee has been setup in the tenant’s record.
ENTER TRANSACTIONS
If more items are to be entered, e.g., late charges, return to the MAIN
MENU—Transactions—Individual Transactions, and enter items.
SKIP STATEMENT
If a particular tenant is not to have a statement, enter a code of 90 or greater
as Statement Type in the Tenant Record. All other functions will remain the
same, but statements will be omitted for the tenant. Individuals who are not
the type T for tenant will have a statement printed only if there are charges or
a balance.
Long Journal
Print the Long Journal including recurring charges. The detailed Long Journal including recurring charges can be used as
a master billing list to check off payments for tenants who pay at the front desk.
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Run Statements
ALIGN PRINTER
Test alignment of statements in the printer by printing Interim Statement for one or two tenants,
until alignment is correct. Run a few Statements or Interim Statements to set form alignment.
NOTE—Make sure there is an ample supply of statement forms loaded in the printer
before starting to print.
MENU OPTIONS
To begin actual statements, select Journals/Reports—Statements/Invoices/Notices—Statement.
On month-end billing procedures, select tenant group and order.
START/END
Some facilities may not print and mail statements, or do so only to groups of tenants. The
START NO. and END NO. option on printing statements can be used for printing specific
groups of statements.
AGE ACCOUNTS
Month-end aging closes the books for the period. Month-end aging must be done at the end of
each period. Aging posts the recurring charges to each tenant’s account, and then ages the
balances. Age accounts, using (M) month-end option.
BACKUP
Backup the entire program.
AGING
All statements, journals and reports for the current period should be printed before aging. Aging should be the final
activity in the month/period. Aging takes the Balance Due from each current month statement, and makes it the Balance
Forward for the coming month. Thirty days overdue becomes 60 days overdue, etc. After aging has been done, all
subsequent transactions will be entered in the next period, as aging automatically advances the period.

In open item systems, all open charges are carried into the coming month and any credit balance is entered
as a credit transaction for the coming month.
OpenItem
TENANT NUMBERS
Tenant record numbers are assigned by THE MARINA PROGRAM and are permanent. They cannot be duplicated.
DELETIONS/CHANGES
TENANT FILE
Deletions or changes to the tenant file are made by spacing over or re-entering information in each field, or by deleting the
entire tenant record.
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SPACE
Deleting the space assignment for a tenant releases that space for re-assignment. A space with an expired date out is also
considered vacant.
TRANSACTIONS
Current period transactions can be deleted in the Individual Transaction window if a password has not excluded deleting.
Adjustments are made through a compensating entry with an appropriate comment. (See SECTION FOUR—SUGGESTED
POLICIES, Transaction Correction/Adjustment)
$CASH or NON-BERTH or NON-RENTAL INCOME
Different size facilities have different bookkeeping policies, a multitude of miscellaneous outside income accounts, and
dissimilar General Ledger reporting requirements. There are several ways to handle these monies within THE MARINA
PROGRAM.
FEW ADDITIONAL ACCOUNTS
For simple setups, with few additional accounts other than billed rental income, the $CASH account system should be
used, as described below:
Cash Accounts
Use the MAIN MENU—Lists—Account Types—CASH Accounts to add Cash Accounts. These are records, which can
be setup to hold receipts for miscellaneous monies, and to show totals at the end of the month. The accounts do not carry
over between months, but simply act like ledger columns for various revenue types. Different Cash Accounts can be setup
for ramp fees, day rentals, guest dock fees, telephone and other income.
ZZ Cash or Dummy Tenant
If a facility has a number of revenue areas, and wishes to itemize some of these miscellaneous charges for billed tenant
accounts, and also for occasional individuals who are not billed, a dummy tenant can be setup to track these charges. The
comment line can be used for Record Number or Bill Number or Tenant Name. ZZ Cash is the preset name for Dummy
Tenant in the Point of Sale/Guest screen.
Matching Payments/Charges
The matching payment for each charge to a dummy tenant should be entered at the same time. If this procedure is used, a
$CASH account should not be setup for the same item/code. In this system, $CASH accounts would be used only for nonindividual related income, truly miscellaneous amounts, such as a tax refund or electric credit.
NOTE—Receipts from a dummy tenant will total under tenant/account receipts in the
journal summary. To get an individual summary for the dummy tenant accounts, a
journal for the dummy tenant only can be printed (use the same START ZZCASH and
END ZZCASH).
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Cash Register
Often a facility has a store and an educated cash register with keys that sort charges by type—T-shirts, tax, repair invoices,
sodas, showers, launch, etc. A $CASH account can be setup to match each register key type.
CASH CUSTOMERS
At day’s end, the cash register will print a list of totals on closing, and each item can
be input into the appropriate $CASH account in THE MARINA PROGRAM.
CHARGE CUSTOMERS
Usually, facilities also have charge customers (both slip occupants and nonoccupants). The facility must save a copy of the charge customer’s cash register
receipt or other charge slip. At close out, along with entering all the key totals in the
$CASH accounts, the statement amounts are then entered into THE MARINA
PROGRAM as charges for each individual.
REVENUE CODE
Revenue codes can be setup to match the cash register key items, but the most
practical method is to setup one revenue code called STORE CHARGES, and enter
the total as a charge. Or, each item can be entered individually as a store charge.
The total of cash taken in (from the cash register) and store charges (from individual accounts) should equal the various
$CASH account totals for a given posting period.
$CASH ACCOUNT CHARACTERISTICS
Transactions
PAYMENTS
Transactions to the $CASH accounts can be made only as payments (Transaction
entry item type 3—Credit) to provide for proper totaling in the journal. Negative
amounts can be entered with a minus sign.
JOURNALS
A journal or history can be printed for these accounts to get an individual detailed list
of transactions for any time period.
Treatment
$CASH accounts are treated as follows:
• Only payments are accepted.
• No balance forward or balance due is shown.
• They are excluded from most reports (e.g. tenant lists, receivables and aging lists, meter lists, deposit lists and
statements).
• The monthly accumulation is stored in the file maintenance tenant record in CURRENT item, and is set to 0 each
month at aging.
• The journal summary shows a total for all $CASH account receipts.
GUEST $CASH ACCOUNTS
Some facilities do not assign slips through the program
for guests, do not create a record of the guest name, boat,
address, etc. for a charge and payment, but simply take
their overnight fee and record the slip they are in.
These facilities may still need to credit back or tell
owners who used their slip.
When payments are entered through Batch Transactions,
certain $cash accounts can help do this. These cash
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accounts are simply cash buckets that hold revenue. They do not have charges, and are not linked to an accounts
receivable account.
THE MARINA PROGRAM can have three dedicated cash accounts designed for guests.
When cash accounts are set up with default amounts for accounts starting with the first 5 letters of the name $TRAN,
$OVER, or $GUES, they will each ask the name of the space being occupied so that a record of occupancy is available
and saved with the transactions, but this does not affect occupancy and vacancy and is NOT translated into
occupancy/vacancy on the Harbor Graphic. The guest data (name, address, boat registration number) is not saved and is
not in the database.
A cash account starting with $TRAN or $GUES may be
set up with a default flat rate, and the program will ask
for the number of days and calculate the correct
payment.
A cash account starting with $OVER may be set up with
a default footage rate and the program will ask for the
number of days, and the footage, and then calculate the
correct payment.
The rates and amounts can be edited for each
transaction, and the actual boat or guest name can be
added to the comment line before saving the transaction.
If using a plan to credit back tenants for use of their spaces when gone, the Owner’s Credit report will also list the
dedicated cash account transactions along with any actual charges for use of the space by boats other than the
tenant/owner.
TENANTS WITH TWO OR MORE SPACES
Special handling of Tenants with more than one space is explained below:
Keeping the interactive vacancy list up to date requires that all the assigned spaces are registered, and each tenant is
assigned to a space. A tenant with more than one space assignment would normally have two file records, two tenant
record numbers, and two bills. A sub-account using a secondary record number can be setup to link the spaces, so the
tenant has only one bill.
Sub-accounts must always be setup in the Master record, using the Sub Account tab.
MASTER ACCOUNTS
TENANT RECORD
To link two records, a new record is created using the master tenant’s name; THE
MARINA PROGRAM adds a decimal number to the master tenant’s record number,
such as 123.01, 123.02, etc. Fill in all pertinent tenant information—address, phone,
etc.
SPACE ASSIGNMENT
Under OTHER, a comment can list any other spaces, to which the tenant may be
assigned, etc.
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RECURRING CHARGES
Fill in the normal amount owed monthly by this tenant for the recurring charges
applicable to the space assigned in this sub-account record.
SUB-ACCOUNTS
TENANT RECORD
All other spaces a tenant may occupy are considered sub-accounts to the master space.
Set up a secondary and tertiary, etc. tenant record, (sub-accounts) to reserve the other
spaces(s) the tenant is occupying.
RECURRING CHARGES
Enter the appropriate recurring charges for the sub-account. All charges and payments,
including meter readings and meter charges, made to a sub-account, will automatically
be charged on the primary (master) account.
Electric meter readings and recurring charge amounts should be setup in the subaccount record file. No balances or aging figures are to be entered in the sub-account
record file. The computer will not track any balances for sub-accounts. A number of
reports will show both sub-account and master record numbers on an account.
JOURNALS
Sub-accounts are not shown on the journals. The recurring charges and transaction
entries are shown under the master account record name and number. A SubAccount/Master Account report can be printed. (See SECTION THREE—GENERAL
INSTRUCTIONS, Reports—Master/Sub-accounts)
STATEMENT
Statements are printed only for the master account, with the sub-account charges and
recurring charges included after those of the master account.
SEARCHES
A sub-account may be called up by accessing the master number, name or space
designator, and by scrolling using the previous or next buttons.
ESCROW DEPOSITS
A facility may show security deposits for each sub-account listed with that account or
as a total included with the master account. Sub-accounts, with security/other deposits,
will show on the Detailed Long Journal, and deposits will total into the Summary
Journal.
Reassigning Spaces
SUB-ACCOUNT TENANT
The Master/Sub-account method allows spaces to be re-assigned easily as tenants
move in and out, taking or dropping second spaces, without reconfiguring the spaces
list. Delete sub-accounts from the master account when a tenant leaves. Rearrange
spaces on the primary account first, if the sub-account tenant shifts berths.
MASTER TENANT
When the master account is the one that is deleted, simply move one of the subaccounts into master tenant record number, changing the space and recurring charge
information, etc. Therefore, the histories will remain contiguous.
TENANTS WHO SUBLET
In some facilities, it is common for tenants to remove their boat for a specified period of time, such as for a long-term
cruise, but still pay their rent and remain responsible for the recurring charges. In these instances, an arrangement is often
made, whereby the slip is made available for sublet to transient or guest tenants. When the space is sublet by the marina, a
credit adjustment may be given to the main tenant.
TENANT STATUS
MAIN TENANT
Watch Captain, LLC
If a main tenant keeps a slip, but removes his boat for a time, change his status to T for
temporarily gone on the tenant screen, and enter a comment along with the Date Gone
and Date Back. The space will now show on the Vacancy list, along with the
comment.
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GUEST TENANT
If a transient tenant or guest uses the berth, that information can be entered in the
OTHER field, or in the status comment.
TRANSACTIONS
TENANT SHARES INCOME
Monies from the transient or guest tenant can be split as arranged with the main
tenant, using a $CASH account ($GUEST) to record the guest receipt, and the credit
transaction option for entering the main tenant’s percentage, along with appropriate
comments.
RECURRING CHARGES
Most facilities demand that the original tenant be the responsible party (e.g. have the
recurring charges entered in his record and receive the statement) in a sublet situation.
LESSOR/LESSEE
The Subletting individual can also be entered with a tenant record, type N, without a space assignment and with the status
of L for Lessor. On the other hand, if statement responsibility has been given to the lessor (he receives the bill, has the
recurring charge listed in his record, and the name of the lessee is to be kept active), the lessee can be entered as type N
and with the status of S for lessee. Thus, supplemental lists can be printed for Lessors and Lessees. The status message
should be used to enter the name/number of the lessee/lessor for cross-reference.
When Lessee and Lessors are coded by using L for lessee and S for lessor, this coding allows the same space to be
assigned in both records. The lessee/lessor name and record number should be entered in the status message comment
field. With this coding, certain reports and journals can be printed in space order, and include both lessee and lessor.
Any space with a status of L for lessor is always considered vacant on a space inventory list (thus, it can be assigned to
another tenant/record, typically one that would have the status S for lessee). Lessors can have a recurring charge, say
LEASE CREDIT, with a negative amount to indicate a constant credit along with a recurring charge for, say
MANAGEMENT FEE, for a management charge. The credits can thus accumulate and be refunded quarterly (using
Transaction Entry Non-deposit Refunds).
TRANSIENT AND GUEST LIST
SERVICE PERSONNEL
Individuals who are not monthly tenants, members, or standard charge customers can
be set up on a separate list. Individuals who are additional owners, service people, or
allowed in the marina can be considered Transients, and entered on the Tenant Record
as tenant type N.
TRANSIENTS
Some facilities have groups of boats that are frequently in and out of the harbor.
These individuals and boats can be entered in the Transient List, and thus be available
for call up by registration number, or printed on various lists and a labels.
GUESTS
Individuals who are guests for short periods can be placed on the Guest List by
entering them as type G and be billed for charges. If they have a longer term sublet, it
is normally best to treat them as a regular tenant.
Some facilities prefer not to bother with adding guests to their files, but simply record
guest income under a $GUEST cash account, noting the guest name in the
Transaction Comment field.
SEASONAL WEEKEND
Watch Captain, LLC
Some facilities have seasonal weekends, where guests will make reservations for
overnight space. It is probably best to enter these guests by name in the program, and
then setup a Revenue Code for Advance Payment, entering both the payment and
charge, when the reservation deposit/fee is received (or charged).
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DELETING INACTIVE GUESTS
NOTE—Transient and Guest List should be checked routinely and inactive individuals
removed so that the Tenant File is not overfilled.
Print the Information List using Journals/Reports—Lists/Labels/Rolodex/Export choosing N for Transient or G for Guest
List to check list and see who should be permanently deleted.
Inactive Records List
It is very easy to switch individuals back and forth from the reserve list to active tenant status by changing the tenant type
from T to N or G or back to T in the tenant record. However, space assignment, recurring charges, and dates out should be
checked carefully whenever this is done.
TRANSIENT/GUEST PROTOCOL
Transient and Guest List individuals
• appear on any query or call up
• will only receive statements, be aged or appear on Journal or Receivable and Credit reports if charges have been
made, or there is a balance in their account
• are omitted from deposit lists, unless they have a deposit from the Quick list, or unless they have an assigned space
and the insurance list providing insurance information has been entered.
The various tenant and registration number lists and labels can be printed for tenants only, Transient or Guest List only, or
All.
WAITING/TRANSFER LIST
This list will print all individuals who are either marked as W for waiting list and are not in the harbor and waiting to
enter, or those who are in the harbor and wish to transfer spaces. The waiting list is indicated by a W for tenant type.
Tenants on the transfer list are indicated by a wait list type and date entered in their tenant record.
The list can be printed for
• ALL
• in alphabetical, foot, or date order
• just those on the waiting list
• just those on the transfer list
• each by date or footage, or
• by individual wait/transfer list (up to 20 lists may be maintained).
The design of the tenant record allows a person to be on only one list at a time. If a facility should want to have an
individual on more than one list, if he is a tenant, he can be setup as a sub-account with a second list assignment, or if on
the Wait List, a second record may be entered.
If more than one list is allowed for any individual, be sure to remove that individual from ALL lists (delete all extra
records) once he has his desired space.
Some facilities may have occasional holiday weekends where visitors reserve guest dock spaces or moorings. A temporary
wait list code can be setup for these times in much the same way as for the standard wait lists, and used as a reservation
list.
Some marinas have chosen not to setup the charge because too many wait list people do not respond, and they have to
give too many credits and adjustments. Another option would be to use the ‘reply’ field that is designed just for this
purpose.
Send out a letter (a Xeroxed form, letter style, using labels for the wait list that are in the wait list module), saying you are
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currently on the wait list, etc., and to remain on the wait list there is a fee of $XX per year, due date. If we don’t receive it
by this date, then you are off the list, etc.
As the money comes in, you check the reply code, Y. If someone says no, “take me off the list,” you set it to N. (And, you
can set it to ? if you need to tag them for any other option. Later, you can print special lists of all those with a Y, an N, or a
blank or a ?). After you have done any cross checking, decided who is still on the list, who needs to be contacted a second
time (send a last chance letter to just these people), you delete the wait list people who have not answered, or who have
said no (or archive them, or do whatever you need to for your harbor policies). Then, you reset the wait reply code to all
blanks to be ready for next year.
DELETING/SAVING RECORDS & ACCOUNTING PERIODS
INDIVIDUAL RECORDS
Terminated tenants and cancelled wait list records can be archived once any accounting items have cleared. This archiving
saves the data (not the accounting detail) for current period access to look up names, list past occupants by space, or find
boat names and registration numbers. It can also be used to check for comments about accepting the tenant back into the
marina, or to gather mailing labels of past visitors.
The accounting data is still present, but is now just located within each accounting period in which it occurred, not
contiguously back from the current period as with current tenants. (Otherwise, there would be no point in archiving, and
files would get bigger and bigger).
An archived record can be detected, but there is usually no reason to do this. Archived records can also be restored, but
unless they are restored in the same month in which they were deleted (since it is now not contiguous with the period in
which it was deleted), the accounting data will not show from the past. A restored archived record keeps its original record
number, and restores the address and boat information.
HISTORICAL FILES
Each month at month-end, the current data is saved as a whole to a file of the name of the month and year being closed. So
if this is period 9, year 2003, the first past period would be 200308, then the next 200307, etc. There are 5 files that are
saved: 200XXX.TEN, 200XXX.MTR, 200XXX.RCD, 200XXX.PCL, and 200XXX.RCR. These hold sufficient
accounting and data information to reconstruct any of the journals and accounts receivable reports for past periods.
The past period files can be accessed from any journal or accounts receivable report window by clicking on Past Period
and entering the month and year to be viewed. One can jump to any past period on the computer’s hard disk and retrieve
full period date, or data on any one particular person.
In addition, the Audit Summary History report that can be printed will take all people for any set of contiguous periods
on computer, and make an index of these people, so that people not in files in the first months, and people terminated in
later months, are included alphabetically. Use the MAIN MENU—Journals/Reports—Journals—Audit Summary History.
This report then lists each person in the accounting history present at any time in the period covered, and shows for that
individual, all the month-by-month detail for the period he was in the computer.
All accounting detail for a current tenant is contiguous, and a current tenant can have their history detailed item by item as
far back as they were in the computer, or when contiguous files are shown to be present on the computer. This option for
deleted tenants can be replicated by using the Audit Summary History.
Tenants do not have to have been archived to show on the Audit History. They can be simply deleted. Archiving simply
gives ready access to their name, address, boat information and any comments.
Note that for several reports, the data must be contiguous. This is simply to comply with standard accounting practice to
make the data valid. If there were a missing period, the other information would not be solid. One can, however, for the
Audit History Report, grab any set of periods, as long as the set itself is contiguous. In other words, 200105 to 200109 can
be loaded from floppy disks when all other months are in 2002. A Journal or AR report can also jump to any past period,
as long as it is present.
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The facility can purge and save accounting periods depending on the facility’s own policy. They should decide on how
many months they normally use to research and validate accounts, and then on a program, purge months periodically. (See
SECTION SIX—Appendix B, Purge)
OPTIONAL MODULE
RESERVATION/GUEST MANAGEMENT
Daily
•
•
•
Print Availability List or Month at a Glance Report: MAIN MENU—Journals/Reports—Occupancy/Vacancy
Inventory.
Print CHECK IN (and/or CHECK OUT) Journal for TODAY using Journals/Reports—Journals.
Print SPACE CHECK Journal for TODAY using Journals/Reports—Journals.
Enter Check Ins
Check CHECK IN Journal for TODAY for guest name using Journals/Reports—Journals. (If guests typically pay as they
leave, use CHECK OUT Journal).
• Call up guest on computer screen.
• Use Select menu, Name Order. Enter first letters of name, click on Find or name.
• Enter/Post charges and payments.
• Print Reservation Invoice.
Add To Reservation
If guests want to add to the reservation:
DATE OUT
Edit date out to new date out.
RATE * TIMES
Enter the number of days or time units to charge. A charge will be created for the new
time. Program will verify space is still available.
PAYMENT
Accept additional payment.
SPACE
If space is no longer available for extended stay, set up a sub-account choosing a new
space or use ZZSPACE as a temporary assignment with the new dates of extended
stay only. Do RATE * TIMES above.
Enter Reservations
In preparation for a call for a reservation
• have POS screen up on computer
• have Month At A Glance report handy
• have Availability List for popular weekend ranges handy.
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FROM POS/GUEST SCREEN
Or, when a call comes in for a reservation
• click on New
• enter dates
• enter boat length
• click on Search
• double-click on desired space.
FROM HARBOR GRAPHIC
Optionally reset Date Ranges with Date View
• click on New Guest
• follow the same steps as from POS/Guest screen.
Prior Tenant
USING POS/GUEST SCREEN
If you keep old guests in your records or have many return guests, ask, “Have you
been here before?”
FIND
If the answer is YES, click Find, using first letters of last name.
• If NOT found, click New to start new record.
• If FOUND, click on Name to bring up old record.
ZZ LIST
Guest can be temporarily added to ZZ list to be reassigned to actual space when
reservation date is close.
RESERVATION
Enter guest reservation using Records—Guests.
• Once name, address, boat information and dates in/out and space information
is entered, if correct total is not displayed click on ReCalc. Adjust rate rank if
necessary.
• Enter appropriate charges, etc.
• Print Reservation Invoice.
Morning Site Walk
Use Dock Check List or Journal SPACE CHECK printed for TODAY (see DAILY printouts above). Check sites against
list for occupancy and deposits, etc. Make any notes on the List.
End of Day
TRANSACTIONS
Print Transaction JOURNAL for TODAY using Journals/Reports—Journals—
Individual Transactions, alphabetical order, R for range equal TODAY. Total
payments and total charges are listed.
TOTAL PAYMENTS
Check total payments bank deposit or cash box. Also use Payment Register, Journal
Menu Transactions by type.
Any Time
Print Journal of day’s receipts and charges using Journals/Reports—Journals.
Periodically
Delete and Archive old guests to save old address information for labels, etc.
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Routinely
Usually in batches, up to 2 weeks or so before a particular date, if using ZZLISTs, check availability and re-assign guests
to specific sites.
At Month-end
Print Journal totals of all receipts and charges using Journals/Reports—Journals—Summary Journal – No Detail.
Daily or Weekly
BATCHES
While entering transactions, it is good procedure to batch transactions and enter a batch at a
time. A Short Journal is usually printed at the end of each day’s posting.
JOURNALS
A one-day journal will collect only those transactions posted with the date for which the journal
is selected. Journal entries are collected by date.
You may want to print a journal to show a total of receipts or charges (choose short form for
summary totals) for each day’s activities. Select All and define both the starting and ending
dates as the current date.
It is suggested that the computer printouts be looked at as work sheets. All journals should be
evaluated and analyzed to catch operator errors.
Once the journals are corrected, final totals can be transferred to any summary reports that may
be prepared.
Guest balances must be corrected by adjusting entries.
BACKUP
If stopping work for the day, make a backup copy of data files using File menu—Backup—
Daily Backup.
USING THE RESERVATION SYSTEM AWAY FROM THE COMPUTER
Sometimes the computer is not handy for the staff handling the guests—the check in stand may have no electricity, there
may be too much traffic for one person to handle check in/check out, or the computer is in use for other purposes when
taking a reservation. A bit of preparation in pre-printing reports and receipts can make these operations go smoothly,
either at or away from the computer.
Reservations
Print the Month At A Glance, Availability List, or Space Inventory lists for several weekly ranges. These lists can be
manually edited as reservations are phoned in. Once a day, or once a week, the updates can be entered into the computer
and revised lists printed.
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Check In
Print Check In Journal for specific dates. Cash Receipts may be entered by hand on the journal and posted to the computer
later.
During the day, store transactions, or the charges/credits/changes can be accumulated and entered at day’s end. Use
Journals/Reports—Journals—Space Check Transients/Guests as a dock walk to see who is in or out and who has paid.
Check Out
Print Check Out Journal for specific dates. Hand edit changes as people pay and leave. Enter changes to computer later.
UNDERSTANDING RATES AND SPACES
The information displayed on the screen once a space is assigned comes from the space inventory, entered at setup.
Additional information is carried with the space information based on the rate zone indicated in the space file. Initial
information displayed will be based on a default used in the setup screen. If the rate varies with boat length, the rate will
update when the boat length is entered. If the rate rank is changed, from rank 1 for HOLIDAY to rank 2 for DAILY, the
display will change accordingly. The NET figure is either the same as the figure below it if the rate is flat, or is times the
lower figure if there is a PrFt amount. The TOT figure will change based on the number of days if the rate rank carries a
time factor of daily or weekly. If there is a separately charged surcharge, it will be added in to the TOT.
Space rates are usually recalculated whenever
• dates are entered or changed
• a space is entered or changed
• rate rank is entered or changed
• boat/unit length where rate is calculated by length is entered or changed.
Rates are recalculated and redisplayed automatically, OR click on the ReCalc button to recalculate.
ZONES
Thirty different rate zones may be set up. (Many facilities will have only one standard rate for
all spaces).
RANKS
Within each Zone, there can be up to 9 Rate Ranks. Rate Ranks are flat or per footage
amounts based on a time period. The time periods may be set for daily, weekly, monthly,
quarterly, and basic (seasonal, semi, annual, etc.). The operator may label the Rate Ranks
appropriately and have several rates for one Zone, such as
• daily rate for holidays
• a per foot daily rate for mid-week
• a summer monthly rate, and
• a winter monthly rate.
• Spaces are assigned to the zone that describes that space’s rate structure
The POS setup screen allows a default rank and charge type to be preset.
Rates (NET) and (TOT) are calculated from the rate, boat length if appropriate, and number of
days.
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RESERVATIONS WITHOUT SPACES
Sometimes a facility does not have defined sites or spaces that are reserved. If spaces are chosen by tenants on a firstcome-first-serve basis, but only a certain number can be accommodated, these spaces should be setup as normal spaces.
The spaces are numbered sequentially, and when the numbers are used up for a certain date, the reservations have reached
maximum capacity.
PRE-ASSIGNED
The Reservation Program checks to see that two guests are not assigned the same space for the
same time period, and allows assignment of a space made temporarily vacant by a long-term
tenant. However, sometimes a facility does not have specified spaces for pre-assignments. In
these cases, groups of spaces—called ZZ spaces—can be set up and used either as designated
space areas or for lists by time, such as for a holiday weekend.
ZZ SPACES
Spaces starting with ZZ are not checked for occupancy when assigned to a guest. Thus, a space
could be setup as ZZMEM to initially list all those with a reservation for Memorial Day
weekend.
ZZDOCK
Group spots can be designated with names such as ZZDOCK or ZZPIER to accumulate guests
in a general area, say a guest dock or moorage site, or a general tent camping area. There is no
occupancy limit set for these ZZ spaces, but a list by type and/or date range is always available.
Totals are given when a range of dates is requested for quick analysis of capacity.
ZZLIST
The ZZLIST can be a useful tool for setting up reservations made well in advance. Naturally,
empty spaces are not known when a reservation is made a long time in advance, so simply
enter the person on a ZZLIST as a space.
Special ZZLISTS can be described for each month, or for special weekends, depending on
reservation activity. Then, as the date approaches, print an availability list for the appropriate
week, and transfer the guests from the ZZ list to vacant spaces.
TRACKING SPACES AND GUESTS BY DATES
Finding available spaces for a specific date or finding guests by dates can be done in a variety of ways. All reports
generated print to either screen or printer
Vacancy Occupancy Overview
MONTH AT A GLANCE
Print the Month At A Glance Report using Journals/Reports—Occupancy/Vacancy
Inventory
• Select By month. Prints in space order.
• Include Sites for month.
• Displays each space and date of the month in a grid of squares with an X for
any space that is occupied FOR THAT NIGHT. Thus, any blank square
represents a date a guest may reserve.
When long-term tenants are temporarily vacant, their spaces are marked with an O to
indicate temporarily available for this time out.
AVAILABILITY LIST
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Print using Journals/Reports—Occupancy/Vacancy Inventory
• Select by Date range, usually week or weekend.
• Displays in Footage order, vacant spaces with room to hand write new
occupant.
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SPACES
Print using Journals/Reports—Occupancy/Vacancy Inventory—Inventory – By Space
OR —Inventory – By Size
• Check Vacant box for vacant only.
• Select by All dates or date range.
• AND site range or length range; All or Vacant only.
• Prints in space or length order.
• Include any site with date in or date out for date range.
• Displays space name, guest name, dates in and out, unit and site length.
Current Period In and Out
JOURNAL CHECK IN/OUT
SPACE CHECK
Print using Journals/Reports—Journals—CHECK IN/OUT Specific Dates
• Select by Specific date, or that date plus x days.
• Include only those whose in date or out date matches request.
• Displays all transactions, total due for guest, dates in/dates out.
•
•
•
•
Print using Journals/Reports—Journals—Space Check Transients/Guests
Select by All dates or date range AND site range.
Prints in site order.
Include any site with date in or date out for date range and/or site range.
Displays space, guest name, dates in/out, all transaction detail, balance.
LISTS
Print using Journals/Reports—
Lists/Labels/Rolodex/Export
• Choose Order for specific date in/date out.
ALL
All reports may be printed by date range. Any range chosen includes guests with a
date in or date out for that date or range. Receipts may be printed by date entered, date
in and date out.
DISCOUNT OPTIONS IN POS
THE MARINA PROGRAM has two levels of discount handling:
The first option simply discounts the sales price, leaving the percent amount at the end of the comment to note that a
discount has been taken off the price.
The second option charges the full amount of the price, and leaves an amount and percent on the comment, and ALSO
adds a second transaction, which is the discount (credit). This allows totaling of total discounts. In this method, if there is
a tax, the tax is calculated on the net of the full amount and the discount.
An option for using a discount is available in the POINT OF SALE / GUEST & RESERVATION SETUP OPTIONS
window. Set this on from Lists—Program Settings—POS / Guest Reservation Defaults (some marinas may have
customized discount options and not have this option available).
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To have the Discount option
appear on the POS / Guest screen
Χ
click on Allow Discount
check box.
If Allow Discount is not used, the Use Discount Revenue Code and list box will not display.
If using the Discount option to use a Revenue Code to hold the discount, set up an appropriate revenue code under
Lists—Account Types—Revenue Codes. This should be a NON TAXABLE code with no categories attached.
Simple Discounts
When just the Allow Discount option is chosen, a simple discount is subtracted from the sales price, and the charge is the
net amount of the price minus the discount. The item comment will have an amount and percentage (such as 20%) added
to the comment line in reports so that it is easy to spot discounted sales and see the pattern of discount amounts.
The discount entered will be directly deducted from the calculated price, and the amount of the discount will print at the
end of the transaction comment:
12/02/2003
Store Sales
-20%
28.76
Discounts Totaling To a Revenue Code
When the Use Discounts with Revenue Code option is chosen, the charge or sales amount is the full amount of the price.
A second transaction is entered as a credit to the discount revenue code for the discount amount.
The item comment will have an amount and percentage (such as 20%) added to the comment line. If it is a taxable item,
the tax will be calculated from the full price minus the discount.
12/02/2003
12/02/2003
Store Sales
CR*Discount
-20%
35.95
7.19
Both lines will be shown on receipts and statements and most reports. The Summary Journal will total the discount under
the revenue code chosen.
Using the Discount
The discount MUST BE SET prior to beginning a transaction, before there is any default amount in the 00.00 Charge
field. The discount may be locked for continuing charges; otherwise the discount reverts to a 0 after a charge. The
discount reverts to zero when the record is changed.
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Other Ways of Giving Discounts
Some items, such as Gas and Labor that may be discounted frequently, lend themselves to simple pricing levels, and can
be set up from the Revenue Code Categories or POS Inventory modules to give a discount by choosing a price level.
This method does not provide for totaling to a Discount revenue code, but discount volume can be tracked through the
item listing reports.
CHARGE TO ACCOUNT
Any item charged without a payment is on account. The new pay type CHARGE option makes this easier. Clicking on
CHARGE zeroes any pay amount, and if in receipt mode, clicking on PAY will print a receipt.
POS—BALANCE DUE DEFAULT
For Guests and Transients, the balance due defaults into the pay amount field, allowing an easy click for payment.
For Tenant records in the POS screen, the pay amount field remains blank, requiring entry of any amount paid; tenants
may have large balances, but come in and charge or pay for just a small item. The balance is not defaulted so that
payments are not mistakenly entered for the entire balance.
BOOKKEEPERS VIEW OF ACTIVITY IN POS SCREEN
ZZ CASH Accounts
THE MARINA PROGRAM recognizes with a last name starting with ZZ as special Point of Sale records.
Typically, a record is set up to be the “cash customer”. This record is usually called ZZCASH (as a last name and as a
record type, Guest or Transient).
Facilities with a high number of cash customers may wish to set up several ZZ records, say xZZWEEK1, xZZWEEK2,
xZZWEEK3, etc. Then at the beginning of each week, and temporarily rename the current week’s customer to
ZZWEEKx—remove the leading x to activate the record—for fast access.
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If there are several ‘counter computers’ that do ZZCASH sales, since one record can only be used by one computer at a
time, set up several ZZCASH records where the workstation ID is embedded in the record name. If it is workstation ID 2,
the record name is ZZ2CASH. Thus, the program will default to the correct ZZxCASH account based on the workstation
ID, so call up at each workstation is transparent.
Any record with a last name that starts with ZZ will be treated by the program when in the POS/Guest Reservation screen
as follows:
From the POS screen, even though there may be a month’s transactions already posted to ZZCASH, only the
transactions since the last payment (Transaction Completed = Y) will show on the screen ledger. To see ALL
ZZCASH items or for editing them, access the ZZCASH record through Individual Transactions. Non-ZZ records
scroll all transactions, similar to the INDIVIDUAL TRANSACTIONS window.
After posting a payment, or exiting a record and there still is a balance, a “TRANSACTION COMPLETED?” window
will appear. If the user answers NO, the record will be ready for more entries. If using receipts and the user answers YES,
and there has been a payment or a credit, a receipt will print with all activity since the last receipt. (Optionally, the cash
drawer will open). If the record is a tenant record, only the payment will print.
For ZZCASH records in the POS window upon entering a payment, if the account is out of balance, a CASH
OVER charge or CASH UNDER credit will automatically be given to the revenue code MISC balance the
transactions.
Cash/Open Item Accounting

If using Cash/Open Item accounting, all charges will be closed for ZZCASH records. If there is a remaining
credit for ANY record, an allocation window will pop up for allocating the excess cash.
OpenItem
Check Edit POS Transactions

All Methods
Use the Individual Transactions menu option, calling up ZZCASH as the record, to view/edit all the
transactions. All transactions for the current period will show for ZZCASH, including any CASH OVER or
CASH UNDER adjustments. A History printed for ZZCASH will also list all the transactions.
Bookkeepers should look at the ZZCASH account(s) regularly, using Individual Transactions, not the
POS/Guest windows. In the INDIVIDUAL TRANSACTIONS window, ALL the ZZCASH items are shown; there is no
cash over or cash under compensating entry so that true edits and adjustments can be made. At month-end the ZZ cash
account starts with no transactions as the items are saved in the past period’s history.
The bookkeeper may wish to look at all MISC items by clicking on
• Journals/Reports
• Journals
• Transaction DETAIL Journals
• Revenue/Recur/Deposit Charges
• MISC
• View/Print button.
If running a Cash/Open Item accounting system, also look at PrePaid/Allocations in the TRANSACTION REGISTER
window.
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Corrections
Corrections to ZZCASH entries are best made with credits; deletions will not adjust tax, but simply delete the charge
items, and do not adjust inventory. Credits credit the charge amount and enter the appropriate tax credit, as well as leave
an audit trail. Negative charges may be used, but are less convenient.
Daily Check Out
To review or detail all ZZCASH transactions daily, use the Daily Check Out report, click on
•
•
•
Journals/Reports
Journals
DAILY CHECK OUT.
The last report details all the ZZ transactions. This report should be reviewed to look for cash over and cash under items
that need to be corrected. If there are those transactions, determine for each which part is missing, was the payment not
entered, or the charge. Then in Individual Transactions using the ZZ account, delete the compensating MISC Cash entry
with an actual payment or charge.
Balance Forward Accounting Systems

Bal Fwd
Bookkeepers using a Balance Forward accounting system, but who treat this type of payment as Point of Sale
Cash Revenue, rather than Income (based on charges), will want to subtract the total Tenant Cash Receipts
shown on the Summary Journal pages for ZZ accounts only, from the total Tenant Cash Receipts shown on
the complete marina month-end summary from their total marina accounts receivable totals. (These journals
should cover the same date ranges, or be the entire period).
Open Item/Cash Accounting

Bookkeepers with Cash/Open Item accounting will find the POS ZZCASH total cash received included in the
Allocation reports with all other payments.
OpenItem
Open Item/Cash Bookkeeping with the POS/Guest Screen
Facilities set up for Open Item/Cash bookkeeping should be aware that in the POS screen the program will automatically
close any charges for which there is sufficient money. It will leave open items that are not paid for, or for which there is not
enough money to pay. This will happen also for ZZCASH items. The bookkeeper should thus review all items posted each
day to see if the appropriate items should be closed. This will show in the daily reports printed as part of the Daily Check
Out routine.
Bookkeepers should keep in mind that any time items are closed, the closed items will then appear in the Allocations
reports with the date of that closing. Thus if they open/close any items on a day other than the one in which the money was
received, the allocation will for a particular day be incorrect. The monthly or to-date totals will be fine.
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Suggested Policies 4-177
Occasionally, this can be difficult for the ZZCASH accounts if corrections are made and there are many items to
close/open, such as at the end of the month. In this case, the screen date in the CLOSE window must be changed as each
group of payments are used to re-close the charges so that the charges closed (the payments for those charges) are
allocated to the correct day. For this reason, facilities with a large number of cash transactions do use several ZZCASH
accounts as explained above, renaming them throughout the month so as to keep the number of entries smaller.
Allocating Pre-Payments
The POS screen for Open Item/Cash bookkeeping users will show an ALLOCATION window if money is prepaid—if the
final balance on a NON-ZZCASH account is a credit. The user must then decide where to allocate the money (Moorage,
Ice, Trailer, etc.). The bookkeeper should also review the allocations to see that they were done correctly, and if not, reopen and re-allocate the payment.
Users need to be instructed on how to allocate amounts to the correct revenue code; these amounts can be split between
several revenue codes as well. Reviewing the right hand column (Prepaid by Cash) of the daily Allocation Journal will flag
the amounts that have been prepaid and allocated and may need attention.
Watch Captain, LLC
Suggested Policies 4-178
5
SECTION FIVE—OPTIONAL MODULES
POS/Guest Reservations
The POS/Guest Reservation Module can be used
•
•
•
to enter payments made at the counter right into THE MARINA PROGRAM—when customers come to the
counter to pay their bills, pay for ramp charges, or pay for an overnight.
to assign a space to people who phone or write ahead to make reservations. The Guest Reservation module tracks
vacancy options and who is coming in or leaving on a particular date.
to assign a specific space for inventory tracking to walk-in overnight customers. Guest Reservations are more
than just taking overnighters’ money and giving a receipt. All guest data can be entered into the program.
DATA SCREEN
The special POS/GUEST/
RESERVATION data screen below is a
summary version of the standard data
record, and includes a transaction entry
grid, so that money and data can be
quickly entered on the same screen.
When a customer comes in, you
should typically ask, “Have you been
here before?” If the answer is “yes”, and
the person has been to the facility
recently, the binoculars Find icon allows
a quick search and record retrieval by
Last Name, Boat Name, or boat ID /
Registration Number.
The same combination of data and
transaction screen can be opened directly
from the MAIN MENU, under
Transactions—POS / Guest Reservation. Typically at this point, an existing account is brought up, or a generic cash customer, or a cash account for
OVERNIGHTS. In all cases, current or new accounts can be quickly entered, along with the transactions.
When the POS/GUEST/RESERVATION screen is accessed from
the MAIN MENU’s CASH SALES choice, the default is the
customer ZZCASH.
When the POS/GUEST/RESERVATION screen is accessed from
the MAIN MENU’s POS/Guest Reservation choice, the default is
FIND by Last Name.
When the POS/Guest screen is accessed from a click on the
Harbor Graphic, the default is NEW record, but a click on the
binoculars Find icon begins a search entry from Last Name (or
Boat Name or ID Registration Number).
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Add-on Modules 5-179
USING POS
Handling Cash Customers and Tenants
If the customer isn’t setup with an individual accounting record—whether coming in for guest moorage to pay for fuel or
to buy a bag of ice—a generic cash customer type ZZ should be used.
From the FIND display, type ZZ in the
Last Name field, and then the Enter
key.
The POS screen should be thought of
as a bit like a cash register. First, the
different charges are rung up, then the
payment.
If the tenant is paying on account, there is no payment, just charges.
Always click on the Find button to move between ZZCASH and a tenant or account record.
Shortcuts
The POS screen has several shortcuts to make POS transactions faster.
A generic CASH record, usually named ZZCASH—but always starting with two Z's, i.e. ZZ—is used.
Any record with a last name that starts with ZZ will be treated as a cash account by THE MARINA PROGRAM when in
the POS/Guest Reservation screen.
While there may be a month's transactions already posted to ZZCASH, only the transactions since the last payment
(Transaction Completed = Y) will show on the screen ledger.
Function Keys
Use the function keys to quickly charge the
most common items.
The Revenue Code for the first function key
is set in PROGRAM SETTINGS MENU.
F2–F6
F9
Defaults for the five most common charges.
Places the cursor in the charge amount field. Type the Enter key to complete the charge, or edit the
amount, and then type the Enter key.
F10
Places the cursor in the payment type field. Type the Enter key to move to the payment comment field;
then type the Enter key to complete the payment, or edit the amount and type the Enter key. If no
payment comment is entered, the word PAYMENT will be used as a comment. The type of payment can
be recorded by clicking on the payment type list box.
TAX
The tax is calculated and shown if appropriate.
DUE
The balance due is displayed and entered in the payment amount field.
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Add-on Modules 5-180
Default Amount
If a default amount has been set for the
revenue code (Lists—Account Types—
Revenue Codes), that amount will display in
the charge amount field, and the comment
box will show " # * 1, so that if there are
units for that amount, they can be entered.
Categories
Facilities with a variety of prices for similar
items can set up just one revenue code, but
have a group of options (sub-revenue code
categories) that are easily scrollable for unit
pricing and multiplying. An additional
program, Small Store Inventory, is also
available for true inventory tracing units
received and cost of items. Contact
Computer Consultants for necessary files
and procedures.
Units
If there is more than one unit, enter the number as a whole number (3) or as a decimal (2.6). A short comment may follow.
On either typing the Enter key, or using F9, the amount will be calculated and displayed in the charge amount field.
Typing the Enter key again will charge the amount.
The POS sale screen can be used for accepting tenant account payments, responding to tenant balance due questions, or
adding a charge to a tenant account.
Click on Find to bring up the list box. Enter the first letters of the tenant name, and the tenant account will be displayed.
Charges and payments can be made in the same fashion as for a ZZCASH customer.
The Individual Transaction screen should be used to make tenants adjustments, such as deposit entries and refunds.
NOTE—The balance due for a tenant does not default into the pay amount field as it
does for a Guest or Transient.
(See SECTION FOUR—SUGGESTED POLICIES, Discount Options in POS for handling discounts, and Charge to Account for using
charge accounts).
GUEST RESERVATION
When a space is clicked on the Harbor Graphic, there is a Guest
button on the INFO window.
Clicking on the Guest button automatically sets the space and dates
in a vacant reservation style, record and opens the special
combination data and charge window seen above.
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Add-on Modules 5-181
Fee Calculation
The correct fee can be calculated automatically, using the dates in and out and default space rates. The charge total will
show in the charge field, and once saved, the amount to be paid will display in the pay field so data entry is minimized.
Additional Night’s Stay
If a person has paid for one night, and then decides to stay another, don’t recalculate the charge with the ReCalc button, as
the charge for both nights would be recalculated. Increment the date out, and make sure the space is free for one more
night. Then click on Rate * Times, and enter the number of times you want the net base rent charged.
This can work just as well for someone using the monthly rent. Enter two months, or for slips for which you have a flat
rate and you want to charge that rate for a number of time periods.
Rafting/Linear Spaces
Ranges for Vac= (footage available) and #= (number of boats on dock) will display on the POS
window and from the grid when you click Search, as “today” to the date out if the reservation dates
‘bridge’ today. Boats with a date out of ‘today’ are excluded. Boats with a date in of today are
included.
If the ‘New’ record is not yet saved, is being used to ‘check’ or ‘test’ the date range, the screen
Vac= and #= does include the test boat and size, but that data will not (yet) be included in the
Search.
Multi-Boat Spaces
A * as the first character of the description sets the space as a rafting or linear space—a multi-boat space, usually a side
tie.
Pin
Clicking on the Pin
toolbar button opens the full TENANT RECORD window found in the standard MARINA
PROGRAM, and is used to setup a permanent or long-term tenant with deposits, recurring charges, and other details.
Shortcuts
If many people are looking for reservations or spaces for the same time period, set the Date View to the time period
• click on a white space and click on the Guest button to assign the space to a guest, or
• click on the Find Space from the Select Find Box and enter the boat length.
If guests are asking for many different time periods, skip the Date View
• click on Select Find
• click on New Guest
• enter the dates and boat length
• click on Search to see what is available before saving and entering the rest of the record.
If the GUEST screen is already active
• click on New
• enter the dates and boat length
• click on Search.
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Add-on Modules 5-182
USING SUB-ACCOUNTS FOR ENTERING GROUPS
The Sub Acct button in The POS/GUEST RESERVATION window can be used to add one or more sub-accounts to a
master record.
Sub-accounts are full records in terms of date in, date out, and space assignment,
but are linked to a Master account so that all accounting information is on the
Master account. A Master carries a whole number as a record number; the subaccount record number is a master record number plus a decimal. For example,
123 is a master record number and 123.01 is the sub-account associated with
that master account.
When creating sub-accounts from the GUEST data screen, THE MARINA
PROGRAM will ask about the space.
If the answer is YES, another input box will ask for the number of sub-accounts
to create. If there are already sub-accounts, these will be added to the existing
sub-accounts. There cannot be more than 98 sub-accounts for any one master
record.
Answer NO if adding just one sub-account, as would be done for making an
additional reservation for the same guest.
If one sub-account is being added, the boat name and length will be copied from the Master account. If more than one is
being added, the boat will be blank on the Harbor Graphic.
Data List
As the Guest Record is a short record, to see the full list of sub-accounts, use the detailed record.
• click on the Data button
• click on the Sub Accounts tab in the full Tenant Record.
NOTE—If the sub-accounts are sub-accounts associated with a guest record, the
additional sub-accounts will not list in the pull-down Find box in the SELECT window,
or in the GUEST data screen with the Find button.
EDITING SUB-ACCOUNTS AS A GROUP
If a tenant is a Master account, and has sub-accounts, or is a sub-account, an
additional Edit Subs command button will appear.
This button brings up a grid of all sub-accounts for the same Master account
number. The sub-accounts may be edited individually.
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Add-on Modules 5-183
Some group procedures can
also be done, such as delete
all sub-accounts, or
blanking all spaces. All
spaces may be set to any
valid ZZ space.
To edit a sub-account
•
•
click on the row
click again on the field to edit.
Space vacancy verification is done when actual spaces are input. If date changes are made, the space must be blank or a
ZZ space, as no vacancy verification is done.
REPORTS AND LISTS
Month At A Glance Report
The Month At A Glance option doesn’t create a list but
rather a visual chart of the spaces and occupancy.
To create a Month At a Glance chart, click on
• Journals/Reports
• Occupancy/Vacancy Inventory
• Month at a Glance.
In the REPORTS window, use the check boxes and
date boxes to select the options to define the month and
spaces to be included in the report.
After all the options have been chosen in the
REPORTS window
•
click on View/Print or Print.
Check In/Out
Many reports can be printed by date range, or by specific DATE IN or DATE OUT.
Three reports designed for having a list of guests checking in or out are
• Check-List Summary
• Check-In Report
• CHECK IN/OUT Specific Dates
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Add-on Modules 5-184
In Lists, Labels, and Reports
• choose LIST FORMAT Selection, and select Check-List Summary or
Check-In Report.
•
choose SORT ORDER, and select
DATE IN or DATE OUT and order
and enter Date (In or Out).
Journal Reports for Guests
Two journal accounting reports have been
specially designed for use in guest
management.
The CHECK IN/OUT lists guests and the
amounts they have paid or owe for by day.
In the JOURNAL/REGISTER window
• type the specific date
• select order and group
• click on the View/Print button.
The SPACE CHECK JOURNAL option prints account
records in space order for customers or tenants whose dates
are included in the specified date range. The report facilitates
users doing a dock check with accounting information listed
for each space.
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Add-on Modules 5-185
Date In/Date Out Order Lists
Several lists that assist staff in tracking guests and
reservations are available as additions to the standard
Lists included in THE MARINA PROGRAM. These
lists can be printed for specific DATE IN or DATE
OUT, in Name or Space order. When the POS/Guest
Reservation module is installed, the standard LISTS
window used to create lists, labels, phone lists, etc., will
have an additional list box that includes Date In/Out
options. (See SECTION THREE—GENERAL INSTRUCTIONS,
Journal/Reports Menu)
Use the Check In Report for a list of those coming in, and to print individual check-in forms for each to sign.
NOTE—All Reports and selection routines are date sensitive and will pick up records
depending on the date window in use.
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Add-on Modules 5-186
ACH – Bank Debit
Getting Started
This function is usually performed before statements are printed, from The Marina Program’s menu choose Transactions –
Bank Debit Items,
Bank Debit Test
Bank Debit Test is used to test (with the bank) any new or updated routing and acct #s entered, after running the file
testpay.dat will be created in the Marina’s data folder, this file testpay.dat can be uploaded to the bank to test the validity
of the routing/account #s entered or modified. Transaction amounts are 0 and they need to confirm with their particular
bank whether or not they support this. NOTE: After initial install this should be used to test that the ACH file created can
successfully be imported by the Marina’s bank. Any adjustments needed should be sent to
[email protected]
Bank Debit Report
Bank Debit Report will display the following dialog, this can be used to get a list of all bank ids that are setup to export.
NOTE: That if the Marina’s tenant does not want to be included in the Auto-Debit feature the Marina must NOT enter any
bank id information for them.
Bank Debit Export
Bank Debit Export this options does two things
1. Creates the bank debit file for the bank by looping through all the tenant records, if a tenant has both a bank id and a
balance due their information will be exported to the ACH file which gets created in the Marina’s data folder. This is the
file that should be uploaded using the bank’s website or installed software.
2. For each record that is exported TMP will record a Payment transaction for the balance due, it will look as follows,
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Add-on Modules 5-187
Technical Configuration
The MARINA.INI configuration file needs to be configured to support the ACH export figure. The following defines the
[BANK] section required by this feature.
The Section [BANK] must be created in the MARINA.INI file which resides in the TMP data folder (normally ccMarina).
The items Name=Value required are defined in the table below,
Item
ImmediateDestination
ImmediateOrigin
DestName
OriginName
CompanyName
CheckDigit
DFIAcct
Trace
Class
CompanyID
Add1ToCompanyID
CompanyEntryDesc
OriginatorStatusCode
OriginatorDFI
ReceivingDFI
Include6-22
Filename
Watch Captain, LLC
Value
Routing Number and Check Digit of the Originating Financial
Institution
Routing Number and Check digit of the sending point (usually the
same as ImmediateDestination)
Name of the Institution
Company/Marina Name
Marina Name (DBA) or same as OriginName if no DBA
The checkdigit used as part of the routing number
DFI Account Number used on a record type 6 trans type 22 (see
Include6-22 item)
Trace Number (routing number of the originating financial
institution)
Service Class Code
Marina’s Tax ID
Y or N to determine if a leading “1” should be added to the front of
the company ID
We (so far) always use MARINA PAY
“1”
Routing #
Routing #
Y or N
Name of the File to create the export in.
Add-on Modules 5-188
DOCKOMINIUM CONDOMINIUM and MULTI-SITE
Setup Instructions Group Type
Condominium and multi-site modules both have an
extra field Group Type and list box. Designations in
the list box tag and sort tenants by type or marina subsite. The Site or Group Type should be entered along
with other tenant data during the setup procedures.
Condominium
For condominiums the group type code is linked to a space status so all owner non-occupants are LESSORS.
Multi-Site Marinas
In most marina multi-sites, the harbor type links to a preset group of spaces. The multi-site group site label allows total
separation of reports, including accounts receivable and journals.
Master Accounts
A Master Account must not have sub-accounts in a different group. A tenant moving between groups should be terminated
in one group, and re-setup in another.
Type File List
The optional add-on program comes with a Condominium Type file starting with either
OWNR/MGMT
or
EAST BAY
or
MEMBERS
OWNR/LSSR
VINTAGE
NON-MEMBERS
OWNER OCC
WEST LOT
LESSEE
NOTE—This list is configured when THE MARINA PROGRAM Add-on is sent. When
records are setup in the program, each record will be assigned one of these types.
OWNR/MGMT or OWNR/LSSR
For any record that is an OWNR/MGMT or OWNR/LSSR
• THE MARINA PROGRAM will force a status category of L for Lessor.
• This means that the space the owner has is considered vacant on all lists, unless assigned to another LESSEE or
renter.
• The space, while assigned to the tenant record, is not considered occupied by that record.
• The space will show up as vacant on reports and on the Harbor Graphic, unless occupied by an additional record such
as lessee or renter.
For any record that is kept vacant by an owner, but is not used by lessees or renters, should be marked OWNER
OCCUPIED so that it is not reported as available.
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Add-on Modules 5-189
Lessee
For any record that is a lessee, THE MARINA PROGRAM
will force a status category of S for Lessee.
Reports
Reports are either printed for ALL or by type.
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Add-on Modules 5-190
Bar & Restaurant POS Interface
The Marina Program currently interfaces with Aloha POS and Business Plus Accounting Restaurant POS Software. Each
system’s interface functions a little differently but both provide the following options within TMP.
The Addition of a Member ID field on the Tenant
window
The Member ID field can also be searched for using the select find dialog,
Transactions are imported by choosing Transactions – Import Transactions from XXX where XXX is Aloha or BPA.
Dock Check Utility
For more information regarding Watch Captain’s Dock Check utility for Window’s Mobile please contact
[email protected].
Meter Reading Utility
For more information regarding Watch Captain’s Meter Reading Utility for Window’s Mobile please contact
[email protected].
Watch Captain, LLC
Add-on Modules 5-191
6
SECTION SIX—APPENDICES
Appendix A—Error Messages
Common error messages and their solutions exist on the TMP Users portal. Visit http://www.TMPUsers.com and sign in
to view content. If you haven’t registered on the Portal, click the sign-in and Register link. After registering please send
an email to [email protected] put I’m Registered! in the subject line. After verifying your membership in
our support plan access will be granted.
ALWAYS KEEP IN MIND that in trying to trace and correct a problem, it is most important to know EXACTLY what
was happening at the time the error occurred.
Generally, if THE MARINA PROGRAM has been installed and running for more than a month, file errors and system
errors will be caused by hardware, either a drive failure or bad sector, a memory chip problem, or some damage to files
that occurred due to an electrical aberration. The greatest numbers of problems are either bad sectors, or electrical
problems that cause file records to be cut off. If these problems occur often, a new disk drive and/or a battery backup
system is highly recommended.
A number of diagnostic utility programs are available for checking hardware and disk and file integrity.
Get into the habit of always writing down on paper the error message itself
•
what the screen said just prior to the error message, and
•
what part of which program was being run with which data disks.
•
NOTE—Always reboot computer, restart THE MARINA PROGRAM and retest. Often
clearing Windows’ memory may cure the problem.
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Appendices 6-192
Appendix B—Purge
THE MARINA PROGRAM saves each month’s activity at month-end close into the YYYYMM.* files, so there can be
continuous scroll back in the history or a jump back in reports to see past activity. All detail is saved.
Once a facility has been using the program for several years, they will have developed a lot of historical files.
This can create problems for the user:
During a scroll back history, the program will ask, “4 months history collected, continue? Y/N” and “12 months history
collected, continue? Y/N.” If there are still several years to go, and Y continue is chosen, the history can take a while to
load and display.
If the facility has the Hot Berth module, every time they go to Hot Berth Reports, the program will take a long time to
look back and see what the oldest hot berth inventory date is.
Some users may feel that one year is enough; others will want everything.
If users want to truncate their history, they can move all their older files by determining a cut off date, such as: All before
2008, then MOVE all the 2005*.* and the 2006*.* files and the 2007*.*, etc. files to another folder, and to a CD-ROM
that is stored off site.
Later if necessary, these files can be rejoined (temporarily) to the database in the \CCMARINA folder for specific look up
tasks.
Doing a monthly backup can take longer (more space) if there are several or many years of history in the \CCMARINA
folder. For users backing up to floppy disks this can be an inconvenience.
The historical months do not drain memory or slow down program activity in any way. They are only opened and
used by the program when x Set Past period is used in a report, or during a record history scroll back. The liability in
keeping these files with the current data is small.
Watch Captain, LLC
Appendices 6-193
Appendix C—Journal Accounting & General Ledgers
THE MARINA PROGRAM Summary Journal
Related to General Ledger Income and Expense Account Codes
CHART OF ACCOUNTS
In setting up the income accounts in a chart of accounts, how transactions are to
appear on the Summary Statement from THE MARINA PROGRAM should be
considered. This summary is an accounts receivable recap and can be used to make
journal entries for charges against accounts receivable, to reconcile cash receipts with
bank deposits and the general ledger, and list payments for refunds (deposits and/or
accounts).
INCOME HEADINGS
Depending on the current chart of accounts, income account program headings might
be Recurring Charges, Electric and Revenue, Cash Accounts, and Other Income.
Other Income would be items not coming through THE MARINA PROGRAM
Accounts Receivable, such as interest, or miscellaneous income not directly related to
marina operations.
ESCROW DEPOSITS
Security and key deposits are usually treated as liability or escrow accounts (dedicated
funds) and are not coded as income on a chart of accounts.
NON-TENANT CASH
Some facilities may funnel their cash account receipts (non-tenant/billed income)
directly to a general ledger, omitting THE MARINA PROGRAM cash accounts. This
decision is usually determined by where and how the monies are received, and if the
computer is used by those receiving that money.
Sample Journal
A sample summary journal from THE MARINA PROGRAM might be (choosing General Ledger format option Y).
SUMMARY JOURNAL - WITH RECURRING CHARGES
SUMMARY TOTALS FOR JOURNAL
PAGE 1
ROCKYBOTTOM MARINA
GL JOURNAL ENTRIES
57
59
58
111
64
112
39
40
100
98
57
59
58
Watch Captain, LLC
DEBITS
[ ]= charged this month for next month
BERTH
[
750.00]
SERVICE FEE
[
128.40]
LIVABOARD
[
35.00]
TRAILER
[
0.00]
DRY STORAGE
[
50.00]
ELECTRIC METERS
SECURITY DEPOSITS
KEY DEPOSITS
LATE FEE
MISC.
%BERTH
%SERVICE FEE
%LV/BD
53.69
2.50
1.00
0.00
100.00
0.00
0.00
CREDITS
1,000.00
128.40
35.00
15.00
50.00
24.93
550.00
15.00
7.28
0.00
0.00
0.00
0.00
Appendices 6-194
111
%TRAILER
%DRY STORAGE
PUMP OUT
STORE CHGS
GUEST RENT
PUMP OUT
STORE CHG.
LOST KEYS
FORFEITED DEP.
BAL CR/DB
64
67
99
66
101
63
81
83
5
5
0.00
0.00
0.00
0.00
0.00
25.00
0.00
50.00
0.00
12.59
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
_____________________________
156.19
1,913.20
1,757.01
=============================
1,913.20
1,913.20
ACCOUNTS RECEIVABLE
TOTAL
GL RECEIPT RECONCILIATION
(1)
TOT TENANT CASH RECEIPTS
(5
ACCOUNTS RECEIVABLE
(1)
TOT OTHER CASH RECEIPTS
(various)
TOT OTHER CASH CHARGES
A/R BALANCE FORWARD
Recurring Charges for Period
TOTAL DEBITS (Tenant credits)
TOTAL CASH RECEIPTS
CURRENT CHARGES (non-recurring)
1,331.58
1,331.58
177.00
177.00
288.81
1,228.40
156.19
1,331.58
547.34
__________
A/R ENDING BALANCE
Recurring Charges for Next Month
Account Credits
-74.32
Account Debits
591.10
A/R ENDING BALANCE (per statements)
GL PAYABLE MEMO RECONCILIATION
(39, 40)
DEPOSIT REFUNDS
(57 or XX)
ACCOUNT REFUNDS
(1)
CASH PAYMENTS
516.78
963.00
1,479.78
446.31
0.00
446.31
ESCROW ACCOUNT CREDIT/DEBITS/REFUNDS ACTIVITY TOTALS
REFUNDED
SECURITY DEPOSIT
KEY DEPOSIT

CHANGE
TOTALS
550.00
15.00
50.00
12.50
1,900.00
19.50
Open Item A/R BALANCE FORWARD is replaced by:
PAST PERIOD CREDITS FWD
PAST PERIOD CHARGES FWD
OpenItem

500.00
2.50
CHARGED
GL ENTRIES
All Methods
The items under GL Journal entries are entered in a general ledger as journal
entries. General ledger reference or account numbers are entered (usually a template
has been setup) in the blanks provided by THE MARINA PROGRAM as a guide.
Note that the recurring charge account codes are in two places, at the top for use with
monthly automatic charges (either cash or accrual methods can used) and in the mid
section with codes marked % for prorated amounts for these same charges.
RECONCILIATION
The GL receipt reconciliation should correspond with total receipts for the month and
Watch Captain, LLC
Appendices 6-195
total bank deposits. This figure would include monies deposited for tenant payments
(to accounts receivable) and monies collected for non-tenant items (corresponding to
$CASH account totals in THE MARINA PROGRAM, if they have been used).
PAYABLE MEMO
The GL payable memo reconciliation should correspond with the total of refund
checks or payments that have been expended to a liability (dedicated or restricted)
fund account.
DEBIT ENTRIES
The total of debit journal entries for deposits and deposit refunds should match the
escrow account activity charges for deposits. The total journal entry credits for
deposits should match the escrow account deposit activity receipt totals. (Additional
deposits will be listed for facilities with special customizations for more deposits).
The Deposit Log will also annotate and correspond to these figures.
General Journal Entries
GL JOURNAL ENTRIES
39
40
SECURITY DEPOSITS
KEY DEPOSITS
53.69
2.50
A
550.00
15.00
B
GL PAYABLE MEMO RECONCILIATION
(39, 40)
DEPOSIT REFUNDS
446.31
C
ESCROW ACCOUNT CREDIT/DEBITS/REFUNDS ACTIVITY TOTALS
REFUNDED
SECURITY DEPOSIT
KEY DEPOSIT
500.00
2.50
A+C
CHARGED
CHANGE
TOTALS
550.00
15.00
50.00
12.50
1,900.00
19.50
B
The total amount of escrow deposits charged on record is shown under TOTALS.other general information is displayed on
the summary as well, A/R balances, total account credits and total account debits and escrow activity.
End of Period Journals
The End of Period Journal Summary also shows:
BALANCE FORWARD
Watch Captain, LLC
TOTAL BAL. FWD
TOTAL BAL. DUE
288.81
516.78
ACCOUNT CREDITS
ACCOUNT DEBITS
-74.32
591.10
The Balance Forward is the total of all beginning balances for the month (total of each
tenant's CURRENT/LAST MO, 30 day, 60 day, 90 day and 120 day fields from his
tenant record.) It remains constant until the aging process calculates all payments,
charges and credits, enters the recurring charges and creates new CURRENT/LAST
MO, 30 day etc. figures, moving each category forward 30 days. (See Appendix E —
GLOSSARY). The ending Balance Due becomes the beginning Balance Forward each
month. If all accounts were current each month, the Balance Due would be the same
as the current charges.
Appendices 6-196
BALANCE DUE
The Balance Due is the total of all Balance Forwards and Charges (and recurring
charges) and Credits and Payments:
Balance Forward
Charges
Credits
Payments
Balance Due
ACCOUNT CREDITS
228.81
1,913.20
-156.19
-1,331.58
516.78
Account Credits is the total of all accounts with a credit balance. Account Debits is the
total of all accounts with a debit balance. The total of these two figures is the Balance
Due.
Credits
Debits
-74.32
591.10
Balance Due
516.78
Those wishing a General Ledger format using debit and credits and an accrual
option included, may take that option when printing the journal.
Watch Captain, LLC
Appendices 6-197
Appendix D—Exporting Data
Sample ASCII Export Files
The ASCII file can be used in Palm, Outlook, Excel and Word in a variety of ways, as well with other programs that have
a data import facility.
From Journals/Reports—Lists/Labels/Rolodex/Export – Ascii File Export
ASCII FILE Short/Palm LISTSREP.CSV
Record Number,First Name,Last Name,Home Street 1,Home Street,Home City,Home State,Home Postal
Code,Home Phone,Business Phone,Boat Name,Registration # ,Space,Boat Type,Boat Length,E-mail
Address,Categories
" 1 ","MARY","JONES","","123 LEEWARD RD.","SAN RAFAEL","CA","94950","(415)435-4455","(702)3225678","SEAGULL","CF 234432","A1","LASER
123"," 25","[email protected]","Marina"
" 10 ","JAMES","JOYCE","MARY JOYCE","45 GALLILEO LANE","DUBLIN","CA","95467","415-5679876","510-345-9876","SEA QUEST","CF 9876 IL","","Bertram"," 35","[email protected]","Marina"
ASCII FILE Outlook OUTLOOK.CSV
Record Number,First Name,Last Name,Home Street 1,Home Street,Home City,Home State,Home Postal
Code,Home Phone,Business Phone,Job Title,Department,Company,Boat Type,Boat Length,E-mail
Address,Categories
" 1.01","","JONES","","","","","","","","","","DD102",""," 0","","Marina"
" 1 ","MARY","JONES","","123 LEEWARD RD.","SAN RAFAEL","CA","94950","(415)435-4455","(702)3225678","SEAGULL","CF 234432","A1","LASER
123"," 25","[email protected]","Marina"
ASCII FILE Long LISTLONG.CSV
Record Number,First Name,Last Name,Extra,Address,City,State,Zip,Home Phone,Work Phone,Boat
Name,Registration #,Space,Sp L:,Sp W:,Sp D:,Sp H:,Boat Make,Boat Type,Boat Length,Boat Width,Boat
Draw,Boat Height,Livaboard,Insurance,Insurance date,Wait List,Wait Date,Account code,Date In,Date out,Boat
Info,Boat H Tank,Boat Fuel
" 53 ","TOM","ANDERSON","","","","","","","","","","ENDA*","45","0","0","0","","0","25","0","0","0"," 0","","00-0000","","00-00-00","00","12-29-00","12-30-00"
" 43 ","JAVIER","ARRETOLA","","45 MISSION DRIVE","SAN DIEGO","CA","94956","934-4566789","","REGRET","CF 2345 TT","C1","30","15","8","0","","0","30","10","2","6"," 0","","00-00-00","","00-0000","02","06-11-00","00-00-00",”Blue Trim”,”Y”,”G”
Note: The Boat Type is a number, corresponding to your Boat type file, see Lists, Items, Boat Types
ASCII FILE Posessory LISTSPOS.CSV (designed for County
Accessor’s yearly report)
Space,Registration #,Boat Name,First Name,Last Name,Address,City,State,Zip,First Recurring
Charge,Blank,Date In,Date Out
"A1","CF 234432","SEAGULL","MARY","JONES","123 LEEWARD RD.","SAN
RAFAEL","CA","94950","280.00","","03-31-86","00-00-00"
"A2","CF 543567","SEADOG","WILLIAM","MANNERS","15 ELM ROAD","MILL VALLEY,","CA","94564","","","11-30-86","00-00-00"
"B2","WS 98756","WAVESET","STEVEN","MILLER","87B RIVER
ROAD","PRETORIA,","IL","56432","226.00","","04-15-85","00-00-00"
Watch Captain, LLC
Appendices 6-198
From Journals/Reports—Accounts Receivable—Aged Accounts Receivable
ASCII FILE Accounts Receivable ARLIST.CSV
Bal,Rec # ,Name,Space, Recent,30 day,60 day,90 day ,120 day ,Ac Code,Paid,LFee , Group
"337.08","23","EINSTEIN, ALBER","B4","111.08","226.00","0.00",0.00,0.00,00, ,Y,0
"0.00","30","FOSSELL, SCOTT ","","0.00","0.00","0.00",0.00,0.00,, ,N,0
"4.77","9","HILL, JOHN ","C3","4.77","0.00","0.00",0.00,0.00,, ,Y,1
From Journals/Reports—Journals—Individual Transaction Journal
ASCII FILE Individual Transactions JOURTRAN.CSV
User,WS ID#,Group,Type,Rec # / Name,Space,Date,Comment, Charge,Cr/Payment,Pay Type,Tran Type,Rev
Code,GL Label
dw,10, 2,T, 1081 HARTRIDGE,4B-03,"12-31-01","PAYMENT
","","151.24"," CA ",pay,
dw,10, 1,T, 3291 SMITH,5GW-123,"12-31-01","CHECK #5991
","","160.00"," CK ",pay,10-000-03
From Journals/Reports—Reports—Wait List
ASCII FILE Wait List WAITLIST.CSV
Waitlist Rank,Record Number,Record Type,Last Name,First Name,Date on Wait List,&List Number & List
Name,Reply Code,Boat Registration Nubmer,Boat Name,Remark,Current Space,Address,Boat Length,Boat
Beam,Boat Draw,City,State,Zip,H: Phone,W: Phone,O: Phone,Boat Make
""," 11 ","W","SMITH","BOB","12-10-88","A NORTH BAY","","","","","","","L: 0"," B: 0"," D: 0","","","","H:","
W:","",""
""," 3 ","T","UPDIKE","PETER","12-10-88","A ","","CF 321567","ROWBOAT","EPSOM 32
2345432KK","C2","34 VAN NESS AVE.","L: 36"," B: 13"," D: 7","SAN FRANCISCO","CA","95460","H:(415)3451234"," W:(415)333-3999","","EPSOM 32 2345432KK"
""," 17 ","N","ZZCASH","","12-10-88","A ","","","","","","","L: 0"," B: 0"," D: 0","","","","H:"," W:","",""
From Journals/Reports—Reports—Rent/Management—Rent Roll
ASCII FILE Rent Roll RENTROLL.CSV
"SPACE","LENGTH","RENT","","LENGTH","TENANT NAME","Rank","Timing","BERTH
","RECUR3 ","OFFICE REN","TRAILER ","SEC DEP","DATE IN ","DATE OUT "
"A100"," 0","0.00"
"A101"," 30","177.00"
"A102"," 46","284.74","","38.","MCKINNE, T
","","","247.60","0.00","0.00","0.00","0.00","242.80","11/01/89","00/00/00"
","RECUR2
Data Definition File
Crystal Reports and other ODBC programs can read files with a Data Definition File. The DDF file name is FILES.DDF
in the data subdirectory.
Watch Captain, LLC
Appendices 6-199
Appendix E—Glossary
Term
Definition
Archived Record
Deleted records that have been archived as part of deleting from main
database. These records can be viewed and used in reports.
The tenant Balance Forward as shown on various reports, query and the
statements, is a constant, fixed amount, only changed/updated at aging when it
is replaced with the Balance Due figure.
Balance Forward/Last Mo.
Charge/Balance Due
The tenant Balance Forward is calculated by the program from the total of the
Last Mo. Charge (e.g. the current charges billed just for the preceding period)
and any aging (overdue amounts) as stored in the tenant record. These figures
are updated at aging, as the new period's charges replace those in the Last Mo.
Charge field, any unpaid amounts move to 30 days past due and/or from 30 to
60 days past due, etc.
The tenant Balance Due is a dynamic figure, changing for various reports as
transactions are credited or debited to it. Different reports apply different
transactions. The Balance Due and the Receivables and Credits report apply
only payments, not any unbilled charges. The Long Journal, Histories, Queries
and Statements apply both payments and all charges for the current period to
show the current Balance Due.
At different times in the period, depending on what transactions have occurred,
the Balance Due may be different. At normal billing, the final total is the final
Balance Due charged on the statement, which along with the aging process
then becomes the new Balance Forward for the new period.
Berth/Slip/Space
CURR
Facility
Historical Saved File
The space (trailer, building, boat slip, dry storage, stable) the tenant rents.
Referred to in The Marina Program and the manual as a SPACE
Curr is noted at the bottom of the Query screen and the statements on the
aging line.
In the Que ry and Interim Statement, Curr is the total of LAST MO from the
tenant record and current charges/payments this month. At aging, the
LAST MO drops to the 30-day line, and the new LAST MO shows the total
charges and payments for the most recent last month. As statements reflect an
aged condition, the Curr on the statements shows simply that period's charges
and payments, which will be LAST MO in the tenant record once actual aging
takes place.
The landlord or landlord’s agency that is using The Marina Program for billing
and accounting purposes
An old or stored file. Can refer to current period's when saved on the disk for
later reference through a query/history/journal routine, or to files which are
saved off the computer on disks as backup. At month-end close period, current
month data files are saved to a historical period file.
Also, an old or stored record. The program offers the option to archive deleted
records to a separate file.
File
Current
Watch Captain, LLC
A group of records related to the same thing, such as all tenant records or all
charge and receipt transactions.
This is in the tenant record. It is normally updated automatically at period end
(aging) . The Marina Program enters the total of all charges, payments and
credits for a period in this field. The operators should never adjust this figure
without consideration. At program setup this is normally entered with the
amount a tenant owes at that time. Once the program is on line new tenants are
entered with a 0 for Current
Appendices 6-200
Term
Definition
Period
Refers to an accounting period, roughly equivalent to a month during which
payments are received, charges made, and a billing for the coming period’s
rent is made. All transaction entries, regardless of posting date, are gathered in
the current period’s files for use on reports and statements, and in determining
the Balance Due.
A series of English characters or numbers representing all the information
necessary to uniquely identify a tenant or a transaction.
Person, company, building or cash monitor for which The Marina Program
accumulates charges and/or receipts and produces financial reports, statements,
etc.
Record
Tenant
Tenant Number
Watch Captain, LLC
Each TENANT identifier consists of either the name of a person or company,
or in the case of a building, the building identifier preceded by the at symbol
(@), and in the case of a cash monitor, the identifier preceded by a dollar sign
symbol ($). A cash monitor is simply a tenant identifier which is not a person,
company, or building, but is financially treated like a tenant, in that
miscellaneous charges are accumulated and reported under that cash monitor
identifier (similar to an account in a general ledger).
All tenants as defined above have a record number which locates them in the
tenant records file. The numbers are like numbers on post office boxes. Tenant
numbers stay the same even though different tenant names may have the same
number at different times.
Appendices 6-201
Appendix F—Backup
The backup menu for THE MARINA PROGRAM is found under the File pull-down menu at Backup Files. Use of the
menu simply runs a zip utility program. There are many ways to back up data. As a convenience, THE MARINA
PROGRAM includes a backup up menu item that will zip the files onto a floppy or a hard drive.
Each program supervisor or IT Director needs to decide the best way for his or her facility, but DO IT!! The data folder
\CCMARINA on the server is the file that should be backed up. The program folder on each a workstation,
C:\MARINACC may be backed up as well, but will not serve for installation use. Generally a floppy or zip disk backup is
recommended if there is no timed system backup of the server on an automatic basis.
It is best to backup, as often as enough data has been entered than cannot easily be re-entered. Usually it is wise to back up
a minimum of once a week for a small marina, large facilities should backup daily. Generally, anytime a number of new
tenants are entered, or a large posting of payments is made, there should be a daily backup. Daily backups are for anytime
during the month, and back up the current month’s data files. Monthly backups should be done after each month-end
close; this backs up all the history in addition to the data files.
A zip drive is often the best device to use for backup as the disk will hold all the data and require no special preparation.
CD-ROM drives do not usually work without special software or special disks. Some CD-ROMs can be treated as a
floppy, but the disks should then be tested to be sure any computer could read them.
Backup up to a hard drive should be the last option, as the hard drive cannot be ‘taken off site’ and each backup replaces
the other, so a previous backup cannot be restored. Any time a hard drive is used for backup it should only be used as a
temporary destination, with the backup files moved to a removable device, or to a long term backup destination on a
backup server which will save each day’s backup separately. It is important that there not be just one backup that is
written over each time, backup destinations should be rotated so a past day or two’s backup can be retrieved separately
from the current backup. It is recommended to rotate disks for the backup, at the minimum for a daily backup use an A
disk and then the next time a B disk. Large facilities should have a Monday, Tuesday, Wednesday, Thursday and Friday
disk, reusing them after a week. Periodically backup disks should be stored off-site.
Χ
Χ
Χ
Click on File
click on Backup
click on Daily/Monthly Backup for the backup
window.
All other users must be out of the program. There will be a warning regarding other users in the system.
Choose one backup type and one backup destination.
Watch Captain, LLC
Appendices 6-202
Backup destinations can be set by clicking on the list box line (to the right of the check box) and then on the dialog box to
bring up a browse screen to choose a drive and/or folder destination locally or on the network.
An option to choose a drive or folder is displayed.
Alternately a Drive letter or a path can be typed into the bottom field.
Χ
Click on the OK button to save.
When backing up to disk(s) in drive A:, the backup file will be deleted and then re-written. The backup file can span more
than one disk.
When backing up to a folder or to drives other than drive A:, the backup file is updated (changed or new files are added to
the existing backup file and the files cannot span more than one disk).
The backup file in all cases is named MARINA.ZIP
If passwords are being used, only the Master and level 4 passwords can operate the Backup utility.
The start up password is SUPERBOSS
Contact Watch Captain, TMP Support for restore procedures.
Verify the backup paths for use. Run the program and Use File, Backup and set up appropriate destination drives for the
backup.
Watch Captain, LLC
Appendices 6-203
Appendix G—Sliding Month
Most marinas send their statements on the 20th or 25th of the month and close their period shortly thereafter. The
statements show the detail for that period, much as our credit card or utility statements do, and what happened since the
last statement; previous detail is part of the balance forward. The data rolls over from period to period.
However, some marinas want to use precise month dates to run their transaction data from the 1st to the 30th or 31st.
Sometimes the 30th or 31st comes on a weekend or holiday, and it is hard to do the close or run statements on time.
THE MARINA PROGRAM has an option for a sliding close, where transactions entered after the end of the current
period month date can be included instead of in the next period.
Use a master password and go to Lists—
Program Settings—Late Fee and
Bookkeeping Settings to set the sliding
period.
This option takes affect only when the month of THE MARINA PROGRAM date is greater than the month represented by
the period.
If this is the case, a warning will appear on
entering the program:
If the program date is in the next month from the period, any transactions entered in the new month will not be included on
statements, and at aging/period close, will be deleted from the current period and saved to the new period (the deletions
will appear in the Deleted Transactions report in the past period).

OpenItem
Open Item/Cash bookkeeping systems will have any items closed in the next month moved forward—along
with the payments. These items will not appear on the Allocation Journals when printed for ALL in the current
period.
Journals printed in the current period, when the program date is past the month represented by the period, and when
printed for ALL, will exclude any items for the next month.
But if printed for a date range, will include those transactions.
Watch Captain, LLC
Appendices 6-204
Statements printed in the next month per the period month include only items for the month represented by the period.
The AR Report has a warning that next month items will be moved to the next month, but it does include all items unless
a cut off date is used.
Once the period is closed, and the program is set to the new period, the items that fall in the current month per the period
number will display.
The items that have been moved to the new period can be seen in the past period under the Deleted Transactions report.
NOTE—One type of transaction that has an incomplete transition between the two
months is deposits. The Actual deposit for any record is held in the tenant file (seen on
the $$Accounts tab of the tenant record). This number is used when totaling deposits
on the bottom section of the Summary Journal, and in the Journals/Reports—
Journals—DEPOSITS—Deposit Lists report.
If a deposit was charged or applied in the next month from the current period month number, the transaction will be moved
to the next month, but the deposit total will still include that amount for the current period. Print a deposit list or summary
journal just after closing, at the beginning of the new month, to fully reconcile the total with the charges.
Non deposit refunds move correctly between periods.
Watch Captain, LLC
Appendices 6-205
OPTIONAL MODULE
Dock Check
The dock check charges can best be handled by running the DOCK CHECK MONTHLY CHARGE
BATCH on the last day of the month. If the Dock Check charges are run with a date in the new/next
month, the program will force the last day of the period (month) to be used.
Creating the charges zeroes out the number of days of that month, moves this month to last month,
and zeroes any charge days, so new inventory days do slide over.
The HOTDATA.DAT file is archived at the same time the Dock Check Inventory charges are run, so
the number of hot berth transactions days shown in any period listing of transactions will match the
days per month (and charge days if appropriate) for that same month.
As long as the dock check charge batch is created at the end of the period (month) (on
approximately the last day of that month), new dock check inventories can continue to be taken
normally for the new month; they will appear as charge days in the new/next month, and the
transactions will appear in the new/next month HOTDATA.DAT file, with the current month’s hot
berth inventory transactions already being archived in the YYYYMM.HOT file. (The hot berth
charge batch must be created per above, but it may still be edited and posted at a later date.)
Watch Captain, LLC
Appendices 6-206
Appendix H—Increase Rates
The Increase Rates menu option is accessed from the
MAIN MENU—Lists—Rates—Increase Rates.
Always make sure that there is a current backup before
proceeding.
This is a single user function, and any other users
(network) should be out of the program.
There are several options for ways to raise (or lower) the
rates.
• Choose the appropriate option for your situation.
• Choose the recurring charge rate to be affected.
• Backup files.
If the rate change is for the rent related to a space
assignment and to that space's rate zone and Rate
Schedule
• Print a Rent Roll or Recurring Charge report
before you change the rates with this feature.
• Edit your rate table from the MAIN MENU—
Lists—Rates—Setup Rates.
• View the Rent Roll (Space Base Rent on the
left portion of the report) to see how new rates
have been affected. If correct, proceed:
• Use Increase Rates. Click on the option
Change charge per tenant's Space
RATE/ZONE and Rank.
• If the display (after changing the Rate
Schedule) in each tenant's record for Base
Rent is correct for space rents, then the Increase routine will change the current recurring charge to
the new base rent recurring charge.
If the recurring charge is not linked to a rate
schedule, such as Live-aboard, raising the
amount from say $40 to $50, etc.
• Choose one of the other options.
• Exchange a rate.
• Change the charge by an amount.
• If one of these options are chosen, an
individual window will display to allow
the entering of the amounts to be
changed.
• Check the appropriate groups and
options.
• A message box at the bottom of the
window will calculate and display the
Date Out being used based on the number of days entered.
Occasionally, a facility may change the rates TAXABLE status. The Edit/Update tax to match Recurring
charge setup feature allows the tax (or no tax) tag to be changed on the recurring charge.
Zero all records for one recurring charge. This removes a particular recurring charge from all records.
Watch Captain, LLC
Appendices 6-207
Appendix I—Emailing Statements
Setup
The Marina Program sends email using SMTP your email parameters Server name, User name and
Password will have to setup prior to using the feature. To do so start The Marina Program and choose Lists
– Program Settings. If you have security turned on you will need to enter a master level User ID/Password
or Password. If security is turned off enter the password superboss.
On the tab entitled General Settings, a Turn Email On checkbox has been added, checking the checkbox
(by clicking it) will enable the button entitled Setup Email. NOTE: Be sure and click the Apply button on
this window to save the checked value for the “Turn Email On” checkbox.
Click the Setup Email button to display the Email Setup dialog window,
Watch Captain, LLC
Appendices 6-208
Outgoing Mail Server
Enter the information required by your SMTP server, and click the Apply button to save. You may need to
contact your IT department or network consultant to determine what these values should be for your install.
Watch Captain TMP Support would not know this information for you. If you need IT support to
determine these settings for you Watch Captain does provide these services for an additional fee. Please
contact [email protected] if you are interested in obtaining IT services from Watch
Captain.
PDF Folder
When statements are created for the customers receiving their statements via email the statement will be
created as a PDF document and attached to an email that is sent to the customer’s email address on file.
These statements will be stored in the folder specified here.
To select an existing folder click the
button,
Note At the current time it will be a manual process to delete the statements in this folder should you desire
to do so.
Test SMTP Settings
The Test button will attempt to send an email using the From and To email addresses specified using the
SMTP Outgoing Mail Server settings entered.
If the Outgoing SMTP settings are correct clicking the Test button will display the following status
message,
The To: email address specified should also receive a test email.
If the Outgoing SMTP settings are incorrect you will receive a status message indicating failure. Please
check with your IT or network consultant for proper settings.
Watch Captain, LLC
Appendices 6-209
Customer Setup
To setup each customer to receive an email statement instead of a printed statement you need to perform
the following tasks.
Using the Tenants window, Select/Find each customer to receive an emailed statement, click on the
Info/Wait tab,
Enter the customer’s email address and click the checkbox entitled Email Statement so it displays with a
checkmark as shown above.
To prevent this customer from also receiving a printed statement select the $$ Account tab and set the
accounting code to a number 90 or greater (see Section 2 Startup - Accounting Codes).
Watch Captain, LLC
Appendices 6-210
Emailing Statements
From the Marina Program menu choose Journals/Reports-Statements/Invoices/Notices – Statement
An additional button has been added to the Statement Print dialog window,
Watch Captain, LLC
Appendices 6-211
Click the Email button to email a statement to all customers that have an email address and are flagged by
checking the Email Statement checkbox on the Tenants window.
When clicking the Email Statements button each statement is emailed as a PDF attachment to the email
address listed in the Customer’s record. When the statement email process is complete the following dialog
will be displayed,
The PDFs of the statements created and emailed are stored in the PDF Path specified on the Email Setup
dialog described in the Setup section of this document.
Each PDF document is saved with a file name in the following format
Where 200812 represent the year and month the statement is created, followed by the customer record
number padded with zeros.
This way each period’s statements will not overwrite the prior statements and you can save as a record of
what was emailed in case there are any questions later.
Watch Captain, LLC
Appendices 6-212
Emails Received
The emails received by your customers will look as follows,
Note that the From email address will be taken from your email setup (setup section of this document), the
Subject will contain your marina name and the period that the statement is for.
Opening the email will show the email with the statement attached as a PDF document,
Watch Captain, LLC
Appendices 6-213
Appendix J – Technical Overview
Intended Audience
The intended audience is any technical personnel responsible for the Marina Program, usually an IT or MIS
person, or in a lot of cases a technically skilled Marina Program User.
Structure
TMP uses a Client/Server 3-tier architecture that consists of a Data tier, Business Process tier, and
Presentation tier.
Watch Captain Objects and Components
A number of ActiveX DLLs and ActiveX controls are used by TMP, the table below lists the objects
written by Watch Captain along with the object’s description and requirements in hierarchal order.
Description
Standard Utility Library
Date Control
Backup and Restore Utility
Database Services
Print Utility
Security Services
Barcode Utility
Memo/Notes Service
Global File Storage
File Name
ccUtils.dll
ccDate.ocx
ccBr.dll
ccDB.dll
ccPrint.dll
ccSec.dll
ccBarcode.dll
ccMemos.dll
ccGlobFiles.dll
Requires
ccUtils.dll
ccUtils.dll/Pervasive ActiveX/SDK
ccUtils.dll, ccDB.dll
ccUtils.dll, ccDB.dll, ccPrint.dll
ccUtils.dll, ccDB.dll
ccPrint.dll, ccDB.dll, ccUtils.dll
ccUtils.dll, ccDB.dll, ccSec.dll, ccBarcode.dll,
ccPrint.dll
Rates Library
ccRates.dll
ccUtils, ccDB.dll, ccGlobFiles.dll
Recur Library
ccRecur.dll
ccUtils.dll, ccDB.dll, ccPrint.dll, ccGlobFiles.dll
HandHot Services
ccHand.dll
ccUtils.dll ccDB.dll, ccGlobFiles.dll, ccSec.dll,
ccPrint.dll, ccRecur.dll, ccRates.dll
Items Service
ccItems.dll
ccUtils.dll, ccDB.dll, ccPrint.dll, ccGlobFiles.dll,
ccSec.dll
Lists Utility
ccLists.dll
ccUtils.dll, ccPrint.dll, ccGlobFiles.dll, ccDB.dll,
ccRecur.dll, ccItems.dll, ccRates.dll, ccSec.dll
Card Key Services
CcCards.dll
CcUtils, ccDB.dll, ccGlobFiles.dll, ccSec.dll
ccItems.dll, ccLists.dll, ccPrint.dll
History Service
ccHistory.dll
ccItems.dll, ccGlobFiles.dll, ccSec.dll,
ccPrint.dll, ccDb.dll, ccUtils.dll, ccMemos.dll
Find Service
ccFind.dll
ccHistory.dll, ccSec.dll, ccPrint.dll, ccDB.dll,
ccUtils.dll, ccGlobFiles.dll, ccDate.ocx
*Email Server
wcEmail.dll
ccUtils.dll, ccDB.dll, ccGlobFiles.dll
All Objects listed above require registration using RegSvr32.
*new v4.38
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Appendices 6-214
Third Party Objects and Components
TMP also requires the following third party controls,
Description
Pervasive ActiveX Data Source Control
Component One Videosoft Controls
Sax software Quick Pak controls
Dynazip AX Zipping/Unzipping components used by the
backup option
*Traysoft AddEmail
*new v4.38
File Name(s)
acBtr732.ocx, pBtrvD32.dll,
pcl5eres.dll, Pedtconv.dll, sBtrv32.dll,
w3BIF143.dll, W3MIF145.dll,
w3Mif169.dll
Vsflex grid, vsOcx, vsView
Qpro32.dll, cs*.ocx
DZACTX.DLL, DUZACTX.DLL
AddEmail.dll
Security
Since TMP performs copies, deletes, and reads and writes to data stored in the TMP data and program
paths we recommend that all TMP users have Full Control rights on all TMP folders (Program and Data).
Data
Pervasive Data Files
Pervasive PSQL is the database manager used by TMP Pervasive PSQL is created by Pervasive
(http://www.pervasive.com), Pervasive PSQL is the leader within the accounting market serving small to
mid-sized enterprises. Other Pervasive users include Intuit, Sage Software (makers of Peachtree, ACCPAC,
PFW, Simply Accounting, Timberline, MAS90).
TMP communicates with the Pervasive files through data definition files (also known as DDFs), the DDF
files distributed with TMP are,
FILE.DDF
INDEX.DDF
ATTRIB.DDF
COMMENT.DDF
COMMENTS.DDF
DICT.DDF
FIELD.DDF
FIELDEXT.DDF
The table below lists the Pervasive files used by TMP along with their DDF Table names, and descriptions,
Pervasive Filename
DDF Table Name
Description
*.BTN
H_DAT/H8_DAT
All files ending in .BTN used by Harbor
Graphic. H8_DAT used for customers with 8
character space fields
Accountl.dat
SPACELONG_DATA
Used when more than 2 meters
(customization)
ACCOUNTS.DAT
SPACE_DATA
Space/Slip data
ALIAS.DAT
I_akadata
Used by the small store inventory program
CCIV
ALOHA_DATA.DAT
ALOHA_DATA
Contains Data retrieved from the Aloha POS
system.
ARCTEN.DAT
TENANT_DATA
Archived Tenants
BARCODE.DAT
BAR_CODE
Updated by Categories.exe, CCIV.exe read by
TMP Contains Items categories.
BATCHTRN.DAT
BATCH_DATA
Used by small store inventory CCIV
BPA_DATA.DAT
BPA_DATA
Contains data retrieved from the BPA POS
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Appendices 6-215
system.
Comments entered in various logs
Dummy file used for verifying multi-user
locks
Used to save email addresses entered on
tenant screen. Linked by Tenant Number
Used to store extra tenant information (added
after Tenants.dat) holds Driver’s license, etc.
Linked by Tenant Number.
Export GLs
History Data
Hot berth data (Hot berth inventory add-on)
Hot berth data for customers with 8 character
space fields
COMMENTS.DAT
DUMMY.DAT
COMM_DATA
(various)
EMAIL.DAT
GL_DATA
EX_DATA.DAT
EXTRA_DATA
GLEXPORT.DAT
HISTTEN.DAT
HOTDATA.DAT
HOTDATA8.DAT
Gl_DATA
HIST_DATA
HOT_DATA
HOT8_DATA
KEYCODE.DAT
LAUNCH.DAT
LISC.DAT,KEYS.DAT,
LOCK.DAT,PERMITS.DAT
CARD_DATA
LAUNCH_DATA
ITEM_DATA
Card Key #s & Tenants
Launch Scheduler data
Various accumulation of items (see tenant
window)
LOCATION.DAT
BIN_DATA
LOCKBAR.DAT
MEMO.DAT
METEREL.DAT
MTRANS.DAT
MTRANSX.dat
PMTCTR.DAT
RCODE.DAT
RECUR.DAT
RRATI7.DAT
RRATI.DAT
SPACELOG.dat
SUMMARY.DAT
REVENUE_CODES
MEMO_DATA
METER_DATA
MTRANS_DATA
MTRANSX_DATA
PMTCNT_DATA
REVENUE_CODES
RECUR_DATA
RATI7_DATA
RATI_DATA
LOG_DATA
I_summary
TENANTS.DAT
**TENMEM_DATA.DAT
*TENMORE_DATA.DAT
TENANT_DATA
TENMEM_DATA
TENMORE_DATA
TMPELEC.DAT,TMPHOTB
HAND_DATA
USERCODE.dat
USERIDS.DAT
USERPWDS.DAT
WAITLIST.DAT
WSTACODE.DAT
**New v4.37, *New v4.38
USERIDS
USERPWDS
WAIT_DATA
USERCODE_DATA
Inventory Locations Created/Updated by
CCIV read by TMP
Dummy file used for lock testing.
Memos associated with Tenant record
Meter readings
Transactions
Customization for MTRANS
Customization for Payment Counter
Revenue Codes
Recurring Charges
Card Key Usage (customization)
Card Key Usage (standard)
Space Log data
Summarizations used by small store inventory
CCIV
Tenant information (including POS)
Link table for Tenants & Member IDs
Link Table currently used to hold whether or
not the customer’s statement should be
emailed.
Used to hold batch electric and hot berth
charges
Not Used in ver 4.x
User IDs security type
Passwords security type
Accumulated Wait List information
Workstation IDs
Also distributed with TMP are Pervasive files with a .NEW extension, these are blank pervasive data files,
some of which are used in the Period Close Process defined below.
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Appendices 6-216
Period Close Process
The Period Close process includes the following steps
1. Copy current Marina Program data files to Period Close files.
a. Period Close files are named with the year and month (period) they represent in the
format YYYYMM.EXT where EXT represents the TMP file copied.
2. Copies *.NEW files to replace the Period Close files that are not retained in the new period.
3. Resets data required for the next period.
Period Closed Files (YYYYMM.*) Extensions of Pervasive Files Below
Period Close File Ext
Pervasive Table
Pervasive File Renamed
*.ACT
SPACE_DATA.
ACCOUNTS.DAT
*.CRD
RATI_DATA
RRATI.DAT
*.HOT
HOT_DATA,
HOTDATA.DAT
HOT8_DATA
*.MTR
MTRANS.DATA
MTRANS.DAT
*.RCD
REVENUE_CODES
RCODE.DAT
*.RCR
RECUR_DATA
RECUR.DAT
*.TEN
TENANTS_DATA
TENANTS.DAT
Non Pervasive Files Modified at Period Close
Period Close File Ext
File Renamed
*.PCL
PControl.dat
*.RAT
Rates.Dat
*.RRD
RecurCode.dat
Non-Pervasive Data Files
TMP also uses a number of ascii (or text) based files all saved in TMP’s data path. Their names and
descriptions are shown in the table below,
Filename
Description
ACCCODE.dat
Account Codes defined by user
Altrate.dat
Meter rates
Cardpath.dat
Card key path
Erate.dat
Meter rates
Factura.dat
Factura information
Harbcode.dat
Contains information used to paint the graphic.
MControl.dat
Counter file for Transactions written to
MTRANS.DAT
ParamDat.dat
Data defined by vMarina and Program Settings
Paramets.dat
Program Settings options
pControl.dat
Contains current period, date last used. When TMP
is first installed the user can use the Program
Settings option to set the current period.
PmtControl.dat
Holds last payment count used for the payment
counter customization.
Prntpath.dat
Customization for Factura printing holds device
information (port, etc).
Rates.dat
Used to hold rates
METRDGS.TMP
Another customized meter reading file
RecrCode.dat
Recurring charge codes
sParams.dat
Marina Name, Address, setup with vMarina, and
user defined stuff from Program Settings
tControl.dat
Tenant number counter (used to get the last tenant
number added)
Watch Captain, LLC
Appendices 6-217
Toggles.dat
Various customer switches setup with vMarina also
modified by program settings
Transient rate tables (customized)
Type Codes defined by user
Data defined by vMarina and Program Settings
Meter rates
Alternate Meter rates
Wait codes defined by user
Tranrate.dat
TypeCode.dat
vParams.dat
Wrate.dat
Waltrate.dat
WaitCode.dat
Configuration Files
The Marina Program along with its components use a number of configuration files, the table below lists
those files along with their expected location,
File Name
ccMarina.ini
Location
TMP-Program Path
Used By
TMP-All
Supfiles.ini
TMP-Program Path
TMP
Marina.ini
TMP-data path
TMP-All
ccBr.ini
ccFind.ini
ccSec.ini
TMP-data path
TMP-data path
TMP – data path
ccBR.dll
ccFind.dll
ccSec.dll
mmDataDef.ini
TMP – data path
TMP, ccLists.dll
Description
Contains workstation specific settings
including path to TMP data folder.
Used by Help-About The Marina
Program. Contains list of TMP’s
programs, etc.
Various program wide settings (not
workstation specific)
Saves backup options
Defines find types
Contains descriptions for the various
security levels.
Mail Merge parameters
Maintenance Recommendations
The importance of daily data backups cannot be over-emphasized. TMP provides a backup function
available on the File menu. It is recommended that the daily backups be performed daily and a monthly
backup be performed immediately before closing. Most larger facilities do nightly tape backups, so the
TMP daily backup function is not necessary.
Perform a rebuild of TMP’s pervasive files monthly. A TMP rebuild utility has been created with version
4.2 that wraps around the Pervasive rebuild utility allowing you to select the applicable TMP files. This
utility can be scheduled using Windows Task scheduler, or chosen from the File menu within TMP.
Watch Captain, LLC
Appendices 6-218
Troubleshooting
Path Errors
Path errors are the most common, the path to the Marina Program’s data is stored in the
file ccMarina.ini located in each workstations Marina Program folder (usually
MarinaCC). Within the ccMarina.ini the path is specified in the following section usually
located at the top of the file,
[Paths]
DataPath=M:
If the data is stored on a server the path to the data should be mapped to a network drive.
If a network drive is used the drive letter chosen must be the same on each workstation.
Permission Denied
Full rights for each user are required to the Marina Program’s data path (usually ccMarina) . Note if the SSI
or ALX card key interface is installed TMP needs full access rights to the CardMenu or ACS3000 folder as
well.
Period Closing
Status error 0 – some files for this period are already present
A failed previous close attempt has left period files in the data folder. Period files are in
the format YYYYMM.* where YYYY is the year and MM is the period (or month) that
the files represent. To continue from this error all period files for the period being closed
must be deleted from the Marina Program data folder before the process can continue.
For example if the period being closed was June, 2007 there should be no files named
200706.* located in the data folder.
Pervasive Errors
2 – I/O Error Data Corruption
Signifies your data needs to be rebuilt ASAP see section entitled Maintenance Recommendations.
161 The maximum number of user count licenses has been reached
This error occurs if a permanent license key has not been installed or when the maximum
user count has been exceeded. To install/verify a permanent license key exists or needs to
be installed choose,
Start – Programs – Pervasive SQL.v8 – Other Utilities – License Administrator
The following dialog will be displayed,
Watch Captain, LLC
Appendices 6-219
Note the License Type as Permanent, if yours says Temporary you must enter the
following license key and press the “Apply License Key” button.
5FB92R V2DLPG 9CF3XA QXXA77
Watch Captain, LLC
Appendices 6-220
Index
$
$CASH Accounts
policy ...................... 4-161
A
Account Tab .................. 2-71
Account Types ............... 2-49
cash ........................... 2-53
deposits ..................... 2-52
general ledger ........... 2-53
recurring charges ...... 2-50
revenue codes ........... 2-51
tax items .................... 2-54
Accounting .. 1-26, 1-29, 2-34
balance forward (accrual)
............................. 1-26
changing methods ..... 1-27
open item (cash)........ 1-27
period ........................ 1-29
startup routine ........... 2-76
updating period ......... 2-34
Accounts Receivable Reports
................................ 3-118
Accrual
accounting................. 1-26
Activities
general summary..... 4-149
ADJUSTMENTS ......... 1-31
charge ..................... 4-156
credit ....................... 3-115
delinquency lists ..... 4-157
late fee .................... 4-157
Aged Accounts Receivable 3119
open item ................ 3-120
print......................... 3-120
report....................... 3-119
Aged Amounts ............. 3-120
Aging ........................... 3-105
policy ........... 4-148, 4-160
procedures before.... 3-106
purge ....................... 6-193
Aging Fields
edit ............................ 3-95
Alert ............................... 2-73
Alignment
printing statements .. 4-160
All Methods ................... 1-27
startup routine ........... 2-78
Allocating
Watch Captain, LLC
cash ........................... 3-97
pre-payments........... 4-178
Archive .......................... 3-88
files at month-end ... 3-105
list ............................. 0-88
restore ....................... 3-88
tenant record ........... 3-147
ASCII........................... 6-198
ASCII File Export... 3-142, 6198
Audit Summary History3-118
Automatic
late fees ................... 3-102
Availability ........... 1-16, 1-18
Availability List . 3-85, 3-123,
3-125
policy ...................... 4-170
print 3-87, 3-117, 3-119, 3120, 3-123
meter ....................... 3-104
open item ................ 3-100
payment..................... 3-98
posting..................... 3-101
rollover file ............... 3-99
Blank Reply Code ........ 3-132
Boat Type
codes ......................... 2-45
Boat/Space Tab .............. 2-65
list boxes ................... 2-65
BROWSE...................... 1-23
Browse Occupancy ........ 3-84
Browse Records ... 1-24, 1-25,
3-83
date range .................. 3-84
header indexing ......... 3-85
vacant spaces............. 3-84
wait list...................... 3-83
Browse Spaces ............... 1-24
B
C
backup ........................... 1-31
Backup
utility ....................... 6-202
BACKUP FILES
daily ........................ 3-106
monthly ..................... 3-82
POLICY ........ 1-31, 4-149
Bad Checks
policy ...................... 4-154
Balance Due Default .... 4-175
Balance Due Report ..... 3-118
print ......................... 3-119
Balance Forward ............ 2-76
accounting ... 1-26, 1-27, 4177
late fee adjustments . 4-157
previous charges ....... 2-76
startup routine ........... 2-76
Balances......................... 2-73
credit ......................... 2-73
due ............................ 2-73
entering ..................... 2-76
Bank Items ..................... 1-28
Batch Edit File
statements/closing ... 3-143
Batch Transactions ........ 3-98
charge...................... 3-101
credit ....................... 3-101
default date................ 3-98
late fees ................... 3-102
Calendar ......................... 1-21
Cancel ............................ 1-19
Cash ............................... 1-28
miscellaneous .......... 4-161
Cash Accounts .... 2-53, 4-177
new............................ 2-53
policy ...................... 4-161
Cash Allocations ............ 3-97
Cash Basis
accounting ................. 1-27
Cash Register
policy ...................... 4-162
CASH$ .......................... 1-29
Categories ...................... 2-81
Changes
tenant file ................ 4-160
Characters
delete ......................... 1-20
reserved .................... 1-20
Charge
miscellaneous ............ 2-51
recurring .................... 1-28
types .......................... 2-56
Charge Accounts.......... 4-175
Charge Batch ............... 3-101
Charge or Credit .......... 3-101
adjustments ............. 4-156
Chart of Accounts ........ 6-194
Check In/Out................ 5-184
Close Period................. 3-105
Index 221
sliding month .......... 6-204
Closing
charges ...................... 3-96
tenant record ........... 4-152
transactions ............... 3-95
Codes ............................. 2-45
accounting................. 2-46
boat type ................... 2-45
item types .................. 2-46
wait/transfer list ........ 2-45
Command Buttons ......... 1-19
Commas ......................... 1-20
Comments
transaction entry ..... 4-148
Corrections
current period .......... 4-156
deposit..................... 4-157
policy ...................... 4-155
recurring charges .... 4-157
Credit ....... 1-28, 3-120, 6-197
prorated ................... 4-152
Credit Adjustments ...... 3-115
Credit Batch................. 3-101
Credit Hold .................... 2-73
Cursor
arrow ......................... 1-19
hourglass ................... 1-19
D
Daily .............................. 2-58
Daily Cash Sales .......... 3-109
Data Definition File ..... 6-199
Data Fields ..................... 1-20
Date
entered/changed ........ 2-63
format ....................... 1-21
transaction ................. 3-82
Date In ........................... 1-21
Date In/Out .................. 5-186
list ........................... 3-133
Date Logic ..................... 1-22
Date Range 1-16, 3-86, 3-140
century ...................... 1-16
change ....................... 1-19
Date Range Availability 1-19
Date Selection
date range ................ 3-140
specific date ............ 3-140
Date View ............. 1-21, 3-86
updating .................... 1-21
Debits .......................... 6-197
Deleted Transactions ... 3-116
Deleting
characters .................. 1-20
deposit....................... 3-95
guests ...................... 4-166
Watch Captain, LLC
periods .................... 4-167
policy ...................... 4-160
records .................... 4-167
refund/deposit ........... 3-93
space ....................... 4-161
tenant file ................ 4-160
tenant reserve list .... 4-166
transactions ............. 4-161
Delinquency Report ..... 3-118
Deposit........................... 2-74
applying .................... 3-92
charging ......... 3-92, 4-155
crediting/refunding.... 3-92
delete ................ 3-93, 3-95
escrow ....................... 3-92
forfeit ...................... 4-153
key ................... 2-52, 2-74
list ........................... 3-117
log ........................... 3-116
policy ...................... 4-155
refunds, sub accounts 0-93
revenue codes............ 2-52
security............. 2-52, 2-74
Deposit Activity
log ........................... 3-116
print ......................... 3-116
Deposit Change
transaction memos .. 3-116
Deposit List
all 3-117
Deposit List Report........ 2-75
Discount......................... 2-80
Discounts
options in POS ........ 4-173
other ways of giving 4-175
simple...................... 4-174
totaling to a revenue code
........................... 4-174
using........................ 4-174
Disk Space
used at aging ........... 3-106
Dock Check List .......... 4-169
Dock Check/Meter List
print ......................... 3-127
Dockominium .............. 5-189
Drivers License .............. 2-70
Dummy Tenant ............ 4-161
E
Editing
columns of data ....... 2-62
data............................ 1-25
space names .............. 2-62
tenant record ........... 4-154
Electric Meters
new tenants ............. 4-151
email .............................. 1-32
Email
address ...................... 2-70
Error Messages .............. 1-33
Escrow Accounts .......... 1-28
Escrow Deposits .. 2-52, 3-89,
3-92, 4-155
activity .................... 3-116
lists .......................... 3-116
report ....................... 3-117
types .......................... 2-52
Excel File Export ......... 6-198
EXIT ............................. 1-15
Exporting
data files .................. 6-199
Extra Boat ...................... 2-67
F
Fee Calculation ............ 5-182
File
data definition ......... 6-199
historical ................. 4-167
purging .................... 6-193
space ......................... 1-30
tenant......................... 1-29
transaction ................. 1-30
File Menu....................... 3-82
File Record .................. 3-142
Find ....................... 1-22, 3-89
vacant ........................ 1-23
Footage List ................. 3-126
Footage Range ............... 3-85
Forfeit
deposit ..................... 4-153
Function Keys .............. 5-180
G
GENERAL INSTRUCTIONS,
Close Period ................ 1-29
General Ledger
income/expense ....... 6-194
journal entries ......... 6-196
labels ......................... 2-53
Guest ............................ 4-165
management .............. 1-15
Guest Reservation
add to ...................... 4-168
at month-end ........... 4-170
daily ........................ 4-168
data screen............... 5-179
entering new............ 4-168
fee calculation ......... 5-182
module .................... 5-179
policy ...................... 4-168
procedures ............... 4-168
Index 222
shortcuts .................. 5-182
sub-accounts ........... 5-182
weekly..................... 4-170
H
Harbor Graphic 1-15, 1-17, 121, 2-66
tag colors................... 2-66
HARBOR GRAPHIC .... 1-18
Historical Date In .......... 2-65
Historical Files ............ 4-167
History ................ 1-23, 3-147
Hot Berth Inventory..... 6-206
Hourglass ....................... 1-19
I
In and Out by Month ... 3-133
print......................... 3-133
Inactive Records
policy ...................... 4-166
Income
non-berth................. 4-161
non-rental ................ 4-161
Income By Space
report....................... 3-138
Increase Rates .............. 6-207
Index Order 1-22, 1-25, 3-85
Indexes .......................... 1-24
Individual Transaction ... 3-89
charge ....................... 3-91
credit ......................... 3-91
delete................ 3-94, 3-99
edit ................... 3-94, 3-99
journal ..................... 3-110
late fee ...................... 3-91
memo ........................ 3-94
meter ......................... 3-94
payment .................... 3-91
posting ...................... 3-90
print......................... 3-111
types .......................... 3-90
Info/Wait Tab ....... 2-69, 2-70
Information List ........... 3-141
Insert .............................. 1-20
Insurance Due Report
print......................... 3-129
Insurance Renewal.... 2-70, 3129
Interim Statements ....... 3-145
Inventory
by size ..................... 3-126
by space .................. 3-124
hot berth .................. 6-206
occupancy/vacancy . 3-122
Invoice Option ............. 3-145
Watch Captain, LLC
Item Lists ..................... 3-134
print ......................... 3-135
Item Types
labels ......................... 2-46
Item Windows ............... 1-25
adding new items ...... 1-25
editing data................ 1-25
Items ................... 2-69, 3-112
J
Journal
date range ................ 3-109
end of period ........... 6-196
entries...................... 6-196
payment .................. 3-114
policy ...................... 4-148
register .................... 3-110
sample ..................... 6-194
short form ............... 3-108
transaction entry order .. 3114
types ........................ 3-108
types, menu ............. 3-108
Journal/Reports Menu.. 3-108
K
Key
lost .......................... 4-153
L
Labels .......................... 3-141
Late Charges .................. 2-36
automatic/manual ...... 2-51
Late Fee ..... 1-28, 2-36, 3-102
adjustments ............. 4-157
automatic .... 2-36, 2-73, 3102, 4-158
balance due ............. 3-102
charge........... 3-102, 3-103
definition ................. 4-158
edit .......................... 3-103
flat fee ..................... 3-102
manual ........... 3-91, 3-104
minimum ................. 3-103
notes ........................ 4-157
percentage ............... 3-102
policy ...................... 4-157
Late Letters .................. 3-122
print ......................... 3-122
Late Lists ..................... 3-121
Late Notices ...... 3-121, 3-144
Lessee ................. 2-67, 5-190
policy ...................... 4-165
Lessor ................. 2-67, 5-189
policy ...................... 4-165
List Boxes ...................... 1-25
List Designators ............. 2-60
List Menu....................... 3-83
Lists ............................. 3-139
reservation ................. 2-60
Live-aboard .................... 2-72
Long Journal ................ 3-111
print ......................... 3-112
settings .................... 3-112
short form................ 3-112
Lost Key ...................... 4-153
M
Main Menu ........... 1-19, 3-82
Management Summary
report ....................... 3-137
Manual Late Fees......... 3-104
Master Accounts
policy ...................... 4-163
Master/Sub Accounts ... 3-134
print ......................... 3-134
Memo
deposit ....................... 3-92
refund ........................ 3-92
transaction ................. 3-94
Meter..................... 1-28, 2-74
charges report .......... 3-116
flat sum ..................... 2-48
last reading ................ 2-74
minimum charge ....... 2-48
optional settings ........ 2-48
rate schedules ............ 2-47
rate tiers .................... 2-47
settings ...................... 2-47
taxes .......................... 2-49
type ........................... 2-74
Meter Reading .. 3-104, 3-127
enter ........................ 3-105
individual .................. 3-94
rates ......................... 3-105
skipping spaces ....... 3-105
Miscellaneous Charges .. 2-51
Month At A Glance Report 4172, 5-184
Month-end
aging ....................... 3-105
new period ... 3-105, 4-150
policy ...................... 4-149
statements ............... 4-159
Monthly ......................... 2-58
Multi-site ..................... 5-189
N
Names ............................ 1-20
New Item ....................... 1-25
Index 223
New Period
policy ...................... 4-150
New Tenants
policy ...................... 4-151
Non-rental Income
policy ...................... 4-161
NORMAL STARTUP ... 1-14
Not Taxable ................... 2-70
Notices ......................... 3-143
late .......................... 3-144
print......................... 3-143
Number
fields ......................... 1-20
tenant ........................ 0-30
Number of Rate Zones... 2-55
O
Occupancy ............ 1-24, 3-84
Occupancy/Vacancy
Inventory................. 3-122
Open Item ............. 1-27, 2-77
accounting...... 1-26, 4-177
aged receivables ...... 3-120
batch ....................... 3-100
closing transactions ... 3-95
edit ............................ 3-95
sliding month .......... 6-204
startup routine ........... 2-77
OPENING THE MARINA
PROGRAM ............. 1-14
OPTIONAL MODULES. 115
OWNR/LSSR .............. 5-189
OWNR/MGMT ........... 5-189
P
Partial Payment
balance due report ... 3-118
Password............... 2-39, 2-41
adding/using.............. 2-39
at aging ................... 0-106
master ....................... 2-39
POS only ................... 2-41
program entry only ... 2-40
setting ....................... 2-41
user codes ................. 0-40
with backup utility .. 6-203
Past Period ........ 3-110, 6-195
Payable
memo ........................ 3-92
Payments ....................... 3-91
bank debit ................. 1-28
batches ...................... 3-98
cash ........................... 1-28
credit ......................... 1-28
Watch Captain, LLC
deleting ..................... 3-99
reopening .................. 3-99
temporary files .......... 3-99
Period.................... 1-31, 2-35
accounting ................. 1-29
change period ............ 2-35
choosing correct ........ 2-35
current ....................... 1-31
end of period ........... 6-196
past .......................... 3-110
previous .................... 1-31
startup period ............ 0-35
POS................................ 2-79
balance due default . 4-175
cash customers ........ 5-180
categories ................ 5-181
check edit transactions .. 4176
default amount ........ 5-181
function keys ........... 5-180
module ......... 3-109, 5-179
shortcuts .................. 5-180
units ........................ 5-181
Pre-payments
policy ...................... 4-178
Previous Charges ........... 2-76
Print Manager ................ 1-32
Printing .......................... 1-32
order .......................... 1-33
view/print .................. 1-32
Program Settings ........... 2-35
Proration
number of days ....... 4-154
revenue code ............. 0-51
switching spaces ..... 4-153
Purge ............................ 6-193
Q
QUERY......................... 1-23
indexes ...................... 1-24
Query Menu ................... 3-83
Quick List .................... 3-130
print ......................... 3-131
Quotation Marks ............ 1-20
R
Range Selection
name order .............. 3-140
space order .............. 3-140
Rate Calculation
rate * times .............. 5-182
Rate Ranks ............ 2-55, 2-56
Rate Schedule ................ 2-54
alternate .................... 2-47
meter ......................... 2-47
Rate Structures
multiple ..................... 2-55
rank ........................... 2-55
single ......................... 2-55
zone ........................... 2-55
Rate Zone.............. 2-55, 2-56
information................ 2-57
name ......................... 2-58
settings ...................... 0-58
Rate Zone Information
combination rate ....... 2-57
enter rates ................ 2-58
footage rates .............. 2-59
number active ............ 2-57
rank .......................... 2-58
setup .......................... 2-57
surcharges ................. 2-57
time factor ................. 2-58
Rates ............................ 3-105
increase ................... 6-207
Receipt ........................... 1-30
Receivables Report ........ 2-78
Receivables-Aged Accounts
Report ..................... 3-119
Record
browse ....................... 1-24
Recurring Charges1-28, 2-50,
3-135
adding ....................... 2-71
correcting ................ 4-157
definition ................. 4-158
edit or delete.............. 2-72
number active .......... 2-50
print ......................... 3-136
rollover batch charge 3-99,
0-99
stop/delete ................. 2-72
timing ........................ 2-71
types .......................... 1-28
Recurring Charges Report . 275, 3-135
Recurring Transactions 3-105
Redo Search ................... 3-83
Refunds
delete ................ 3-93, 3-95
deposit ....................... 3-92
non-deposit ............... 3-93
Registration # Expiration ... 3129
Remark ................. 2-71, 2-74
Rent Roll
print ......................... 3-137
report ....................... 3-136
Rents/Management ...... 3-135
Reply Code ......... 2-71, 3-132
Reports ................ 2-75, 3-128
Index 224
availability list .......... 3-85
balance due ............. 3-118
check in ................... 5-184
check in/out............. 5-184
check in/out specific dates
........................... 5-184
check list summary . 5-184
date in/out order lists .... 5186
delinquency............. 3-118
deposit list ................. 2-75
guest reservation ..... 5-185
in and out by month 3-133
income by space...... 3-138
insurance renewal ... 3-129
item lists .................. 3-134
management summary .. 3137
master/sub accounts 3-134
month at a glance .... 5-184
policy ...................... 4-149
print......................... 3-130
quick list ................. 3-130
receivables ................ 2-78
recurring charges . 2-75, 3135
registration # expiration 3129
rent roll ..................... 2-75
rents/management ... 3-135
space activity log ...... 3-87
statistics .................... 3-86
tickler list ................ 3-128
wait list ................... 3-131
Reservations .................. 1-16
add to ...................... 4-168
at month-end ........... 4-170
daily ........................ 4-168
deposit/fee ............... 4-165
entering new ........... 4-168
lists ............................ 2-60
policy ...................... 4-168
procedures............... 4-168
wait/transfer list ...... 4-166
weekly..................... 4-170
without spaces......... 4-172
Revenue Codes ..... 1-28, 2-51
adding/editing ........... 2-51
bad checks............... 4-154
default amounts......... 2-52
deposits ..................... 2-52
name changes ............ 2-52
number active ........... 2-51
permanent ................. 2-51
policy ...................... 4-155
sample list ................. 2-51
Watch Captain, LLC
types .......................... 1-28
Rollover Batch Charge
recurring charge ........ 0-99
Rollover File
batch charge .............. 3-99
recurring charge ........ 3-99
Rolodex Cards and Labels . 3141
S
Saving
periods .................... 4-167
records .................... 4-167
Seasonal Rates ...... 2-58, 0-58
Security .......................... 2-39
Security Deposit
revenue codes............ 2-52
Select/Find ............ 1-19, 1-22
header........................ 1-22
index ......................... 1-22
Semi-colons ................... 1-20
Setup Parameters ........... 2-34
Site Walk ..................... 4-169
Social Security ............... 2-70
Space
assignments ...... 1-16, 2-66
changing names ........ 2-62
check ....................... 4-173
description................. 2-60
inventory ................... 2-59
labels ......................... 2-60
linear .............. 2-61, 5-182
multi-boat....... 2-61, 5-182
policy ...................... 4-153
rafting............. 2-61, 5-182
reassigned ............... 4-164
search ........................ 2-66
side tie ............ 2-61, 5-182
sort order ................... 2-60
status ......................... 2-67
sublet .............. 2-67, 4-164
two per tenant ......... 4-163
unassigned................. 2-62
undefined ................ 4-172
Space Activity Log ........ 3-87
Space Designators ......... 2-60
Space File ...................... 1-30
Space Information ......... 1-18
SPACE INFORMATION .. 118
Space Inventory
browse ....................... 2-61
description................. 2-60
designators ................ 2-60
editing ....................... 2-61
group ......................... 2-60
list ............................. 2-59
list designators .......... 2-60
multiplier................... 2-61
order .......................... 2-60
rank ........................... 2-68
sample list ................. 2-62
unassigned spaces ..... 2-62
walk order ................. 2-61
Space List .................... 3-124
by size ..................... 3-126
print .............. 3-125, 3-126
vacant ...................... 3-125
Space/Site ...................... 1-24
records....................... 2-67
Statement Design ........... 2-37
Statements.................... 3-143
as invoices, mid-month . 3106, 4-159
interim ..................... 3-145
late notices .............. 3-144
month-end ............... 4-159
policy ...................... 4-159
print .............. 3-143, 4-159
settings ...................... 2-38
timing ...................... 4-159
Statistics Report ............. 3-86
Status Message
reference ................. 4-164
Sub Accounts ............... 5-183
deposit refunds ..... 0-93, 4153
group editing ........... 5-183
guest reservation ..... 5-181
policy ...................... 4-164
Sub Accounts Tab .......... 2-74
Sublet
policy ...................... 4-164
spaces ...................... 4-165
Summary Journal ......... 3-113
print ......................... 3-113
Surcharges ..................... 2-57
Switching Spaces
prorations ................ 4-154
tenant....................... 4-153
T
Tax
cap ............................. 2-54
items .......................... 2-54
types .......................... 2-54
Temporary Files ............. 3-99
Tenant ............................ 2-63
adding ..................... 4-151
closing out ............... 4-152
deletions/changes .... 4-160
history ..................... 4-154
Index 225
new records ............... 2-63
prior ........................ 4-169
query ....................... 4-154
record types............... 2-64
status ....................... 4-154
subletting ................ 4-164
switching spaces ..... 4-153
terminating ... 3-146, 4-152
Tenant File ..................... 1-29
Tenant Record ............... 1-25
data fields................. 2-63
deleting ................... 3-146
editing ..................... 4-154
late fee ...................... 2-73
new .................. 2-62, 2-63
recurring charges ...... 2-71
saving ........................ 2-63
Tenants In/Out
list by dates ............. 3-133
Tickler Date ................... 2-75
Tickler List .................. 3-128
Transaction .................... 1-28
automatic .................. 1-30
batch ............ 4-148, 4-170
CORRECTIONS .... 1-31
deleted..................... 3-116
individual .................. 3-89
policy ...................... 4-148
previous period ....... 1-31
types .......................... 1-28
Transaction Entry ... 4-148, 4151
Transaction File ............. 1-30
Watch Captain, LLC
Transaction Journal ..... 3-114
credit adjustments ... 3-115
deleted transactions . 3-116
printing.................... 4-159
register .................... 3-114
Transaction Menu .......... 3-89
Transfer List ................ 4-166
Transient ........................ 2-64
policy ...................... 4-165
Type
transient .................... 2-64
Typeover ............... 1-20, 0-20
U
Unassigned Spaces ........ 2-62
Unique Rates
zone ........................... 2-61
User Codes .................... 0-40
User ID .......................... 2-40
USING THE HARBOR
GRAPHIC ............... 1-17
Utilities
backup ..................... 6-202
V
Vacancies ....................... 1-23
all curr+..................... 1-23
locating by date ......... 1-21
locating by size ......... 1-23
policy ...................... 4-152
Vacancy List ....... 1-16, 3-125
Vacancy/Occupancy . 1-16, 384
VACANCY/OCCUPANCY
.................................. 1-16
View/Print...................... 1-32
exceptions ................. 1-33
W
Wait List .. 2-70, 3-131, 4-166
add tenant .................. 2-70
codes ......................... 2-45
converting to tenant .. 2-70
policy ...................... 4-166
print ......................... 3-132
remark ....................... 2-70
setup record ............... 2-70
tenants on wait list .... 2-70
Wait/Transfer List........ 4-166
Word File Export ......... 6-198
Workstation ID .............. 2-80
Z
Zone
schedule .................... 2-55
unique rates ............... 2-61
ZZ Cash ....................... 4-175
policy ...................... 4-161
ZZ Spaces ........... 2-60, 4-172
codes ......................... 2-70
group ......................... 2-60
ZZDOCK ....................... 2-60
Index 226