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Lock Financials
The first thing you should do when cleaning up your files, is "Lock Financials" of all the reservations who are paid up & departed. This step will only have to be done once. If you have already done this, you can skip to the next step. This process is made easy with some simple step. You can find this feature under Utilities, Data Utilities, Guest Utilities, Optimize Files.
From the "Past Guest Financials" tab, enter in your start and end dates and press "OK". Note: You will only be able to run this utility for one year at a time. You should go through and lock all years.
There is a setting that will automatically lock a departing guests financials if they are paid up. Go to Utilities, Configuration, General Information, Preferences tab. In the system preferences, you should have a check next to If you would like to have the financials locked automatically, you can change the setting called Mark paid & departed guests financials as locked. This is the 7th option under system preferences. Be sure you click save to keep your changes.
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Log Data
Deleting your log data will save the most room on your computer. Feel free to put in the date of your choice, however, we feel that you do not need to keep your log data any farther back than January 1st of this year. You can remove both the reservation logs and the daily logs older than that date.
If there are a few log files that you wish to keep, we have the option to save them. By going into the reservation and clicking the Log button. Place a check in the box marked Save Log Data After Guest Has Checked Out. Any reservation log with this box checked will not be deleted.
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Cancelled Reservations
At some point, you might want to remove past years cancelled reservations. The Cancelled Reservations tab allows you two options.
- Remove Last Years and Before
- Remove Two Years Ago and Before
After selecting the appropriate option, click OK.
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Credit Cards
There is an increasing concern with compromising credit card information. It might be a good idea for you to remove your credit card information you no longer need.
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Phone Calls
It might also be a good idea to delete your no-charge phone calls. This will reduce your phone call list tremendously. To do so, go to Utilities, Data Utilities, Phone Utilities.
Click to select Remove Zero Charged Phone Calls. Click OK. |
