The Reservations Module is for researching availability of accommodations; creating or editing reservations, holds, and blocks; and viewing or printing reservation, arrival and departure lists.
The Guests Module is for view and editing guest information created in the Reservations Board and processing guest financial transactions.
The Homes Module is for creating the home listings which appear on goTDY.com and on the Reservation Board. The Homes Module also allows for the grouping of accommodations based on property manager (a.k.a. “complex”), type (“groups”), and regions. The Homes Module also tracks expenses
The Other Module contains a common appointment calendar for all users and credit card processing functions.

Reservations Module

The Reservation Module contains the following functions.

The Reservation Board is for researching home availability for a prospective guest or client, making or changing reservations, holds, or blocks.
The Reservation List creates a list of all active and canceled reservations, holds, and blocks for a particular time period. Depending on your level of access, you can see all reservations or only the ones you created.
The Arrivals function creates a list of arrivals for a specified time period. Depending on your level of access, you can view all arrivals or just arrivals for your guests.
The Departures function creates a list of departures for a specified time period. Depending on your level of access, you can view all departures or just departures for your guests.

Reservation Board

To access the Reservation Board from the Main Menu, click on .

Reservation Preferences

When you click on the , the “Reservation preferences” page will appear. You can either click to open the entire furnished Reservation Board or you can specify selection criteria to narrow the results.

Reservation begin date – (M/D/YY or MM/DD/YYYY) Enter the beginning date for the Reservation Board. You may enter the date in M/D/YY format, or use the drop-down calendar. If you are searching for available accommodations more than 30 days in advance, you may want to enter a date a week or two before the desired reservation start date. This will allow you to see any prior reservations and ensure there is enough time to complete turn-over services after the previous guest departs.
Bedrooms – (#) Leave blank to view all available properties or enter the desired number of bedrooms (in whole numbers, no partial bedrooms). Keep in mind if a guest is asking for a certain number of bedrooms and there are no matching accommodations available, suggest one bedroom larger or one bedroom smaller as a possible alternative.
Max rent – (####) NOT WORKING ON 8/26/07—DO NOT USE UNTIL FIXED. LEAVE BLANK. Leave blank for ALL or enter the maximum rent specified by the guest. Recommended adding 20 percent to the amount the guest specifies except for government personnel receiving reimbursement for lodging expenses; then enter the exact amount.
Showing rates – Default selection shows daily rates. Use this for government personnel and cost-reimbursable contractors regardless of their length of stay. TDY Housing normally bills by the night (daily rate not charged for date of departure) and only bills weekly or monthly by exception.
Home code filter – Leave blank to view all available properties or enter as much of the Home Code desired to limit the results displayed. For example, if you just want to see homes in the Legends of Valiente subdivision near Fort Huachuca, AZ, enter AZHUALEG.
Manager – Leave on ALL MANAGERS to view all available properties or select the desired Manger to limit the results displayed.
Region – Select the desired region from the drop down list or leave on ALL REGIONS to view all available properties. Recommend you select the region for the area in which the guest is interested to avoid confusion.
Home Group – Leave on ALL GROUPS to view all available properties or select the desired type of accommodations from the drop-down list. For example, if the guest is interested in only apartments, then select “APARTMENTS.” You can also select a particular group to reduce the number of results displayed.
Board Extension – Default is 45 days or select a longer time period. The Reservation Board will being on the “Reservation begin date” and continue the selected number of days. Recommend selecting 90 days or less.
Neighborhood – Leave blank to view all available properties. This is not a drop down list so you have to enter the text exactly as it is in the database. This leaves too much room for error. We do not recommend entering text in this field unless you are sure every home listing has the neighborhood spelled exactly the same way.
City - Leave blank to view all available properties. This is not a drop down list so you have to enter the text exactly as it is in the database. This leaves too much room for error. We do not recommend using this field.
State – (XX) Leave blank to view all available properties or enter the U.S.P.S. approved two-digit state abbreviation. We recommend leaving blank. The region code will limit results to only those in the area of the prospective guest’s interest.
Zip – (#####) Leave blank to view all available properties or enter the five-digit zip code for the accommodations. This is not a drop down list so you have to enter the text exactly as it is in the database. This leaves too much room for error. We do not recommend using this field.
Country – Leave blank for all. This not a drop down list so you have to enter the text exactly as it is in the database. This leaves too much room for error. We do not recommend using this field.
Additional Criteria – Leave blank to view all available properties or select additional criteria based on the prospective guest’s needs. “Pets (accepted)” is the most used and is important to ensure you only see accommodations which are pet friendly.

When you have entered all of the desired Selection Criteria, click on .

Recommended Reservation Preferences

We recommend specifying a “Reservation begin date” one week prior to the guest’s stated arrival date; the “Region” and the desired “Home group”. If the guest is brining pet(s), select “Pets (accepted)” and click .

Reservation Board

AAXSYS dynamically creates the Reservation Board based on your “Reservations preferences” specified on the previous screen. The Reservation Board table consists of the following columns-

Code – This column contains the unique identification number for the home.
Address – This column contains the street address of the home.
RET/X – This column contains the rental rate per month (M), per week (W) or per day (D). TDY Housing uses the daily rate as its default rate.
BB – This column contains the number of bedrooms and bathrooms in the home. For example, “21” is a two-bedroom, one-bathroom home. “22” is a two-bedroom, two-bathroom home.
Dates – The remaining columns specify the month and day.

The main part of the Reservation Board indicates the reservation status of the home on a particular day based on the following legend:

	The home is available for reservation.
R	The home is reserved for a guest by a company employee.
H	The home is on hold for a guest by a company employee.
R	The home is reserved for a guest by an external reservation agent.
H	The home is on hold for a guest by an external reservation agent.
*	The listing is blocked off for a sub or co-listing reservation.
O	The home is blocked off for owner’s guest or use.
M	The home is blocked off for maintenance.
A	A reservation, block or hold begins; click to view reservation details.
D	A reservation, block or hold ends; click to view reservation details.
B	One reservation ends and another one begins on the same day.

Make a Reservation, Hold, or Block

To make a reservation, hold or block, click on the underlined code of the desired home.

To make a reservation, click on .
To create a hold, click on .
To make a block, click on .
To view the listing for this home as a prospective guest would see it, click on .
To view the home’s reservation calendar as a prospective guest would see it, click on .

Make a Reservation

To make a reservation, click on .

Note minimum stay requirements at the top of the page. You cannot make a reservation with a length of stay less than the minimum stay requirements. A manager will have to approve the exception and make the reservation from his/her AAXSYS account.

Do NOT make a reservation meeting the minimum stay requirements and then shorten the reservation to less than the minimum stay requirements for a particular home. AAXSYS will allow you to do this but it is against company policy. The provider (owner/manager of the home), home owners association CCR’s, and/or local ordinances may prohibit shorter stays. Shorter stays may also have different tax liabilities.

Complete the “Reservation Information” form

Client Last Name – (Last) Enter the Guest’s last name. Ask the guest to spell the name for you and confirm the spelling with the Guest. People do not like to have their names misspelled.
Client First Name – (First) Enter the Guest’s first name. Ask the guest to spell the name for you and confirm the spelling with the Guest. People do not like to have their names misspelled.
# of People – (#) Enter the number of people who will be living in the home under this reservation ONLY. Do NOT include housemates who will be invoiced separately under separate reservations.
Company – (Company) For government personnel, enter the name of the course they are attending or the name of the unit or activity to which they will be assigned. For third-party billing (employer, insurance company, other corporate housing company), enter the name of the company paying the rent on behalf of the guest. For other clients (vacationers, snow birds), leave this blank.
Contact – (First Last) For government personnel and private clients (clients paying the bills directly), leave this field blank. For corporate clients, enter the full name of the billing point of contact for their company.
Rent Type – (X) When in doubt, choose “D” and “/Night.” For government personnel and cost-reimbursable contractors, always choose “D” and “/Night.” For corporate personnel and private clients, choose the rent type based on what you quoted them.
Rent – AAXSYS will automatically query the appropriate rental rate. Do not change this rate without manager approval. Otherwise, you could be paying the difference. If no rate appears, refer to the current rate schedule for the size and type of unit.
Deposit - AAXSYS will automatically query the deposit amount for the home. Do not change this rate without manager approval. Otherwise, you could be paying the difference.
Fixed charges - AAXSYS will automatically query the fixed charges amount for the home. Do not change this rate without manager approval. Otherwise, you could be paying the difference.
Tax (%) – AAXSYS will automatically query the transient occupancy tax rate for the home. This tax only applies to reservations of less than 30 days. Additional taxes may apply and, if so, will be added to the invoice. Do not change this rate without manager approval. Otherwise, you could be paying the difference. Always keep in mind the tax rate is based on the city, county, and state in which the home is located and the length of stay. Taxes are in addition to the Federal Government’s Maximum Lodging Rate. If the Federal Government is reimbursing their personnel for lodging, they will reimburse them for taxes IN ADDITION to the cost of the lodging.
Additional rates: Clicking on allows you to see any additional rates which apply to the reserved property. Additional rates may include additional taxes, seasonal rate adjustments, or cleaning fees. These additional rates will appear, if they apply, on the Guest’s invoice.
Address information
- This address is – Always select “Personal.” Ask the Guest for “the billing address of the credit card s/he will be using to guarantee the reservation.” For Guest who have a third party paying the rent, this credit card is also for charges not paid for by the third party. You can enter third party billing on the Guest Main Page later.
- Use for billing – If the personal address will be used for billing, select “Yes.” If a third party, such as the guest’s employer or insurance company, is paying the bill directly, select “No”.
- Address 1 – Enter the first line of the billing address. Include apartment numbers or unit numbers on the first line. See U.S.P.S. section for proper format.
- Address 2 – Enter the second line of the billing address.
- City – Enter the city of the billing address. For Guest’s with an APO/FPO address, enter either “APO” or “FPO” here.
- State – Enter the state of the billing address. For Guest’s with an APO/FPO address, enter “AA”, “AE”, or “AP” as appropriate.
- Zip – Enter the five-digit zip code of the billing address.
- Country – Enter the country of the billing address--almost always this will be “USA” even if the Guest provides an APO or FPO address.
- Phone – (555-555-5555) Enter the number of the cell phone the Guest will be brining with him in 555-555-5555 format.
- Email – Enter Guest’s e-mail address. Confirm this with the Guest. If even one letter is incorrect, the Guest will not receive our e-mails.
- Credit Card – Enter Guest’s credit card number without spaces or dashes. TDY Housing currently accepts Visa, MasterCard, American Express and Discover Card.
- Holder – Ask the Guest for the name as it appears on the credit card—no punctuation. Enter the names EXACTLY as it appears on the card. If the name on the card is not the same as the Guest, tell the Guest we will need written confirmation from the cardholder or issuing financial institution that the Guest is authorized to make charges on the card. Authorization can be faxed or scanned and e-mailed to us. Just an e-mail or phone call is not sufficient.
- Expiration Date – Enter the card’s expiration date.
- CVV2 (CSC) – For Visa, MasterCard, & Discover, this is the three digits which appear at the end of the signature block on the back of the card. For American Express, this is the four printed numbers which appear above the last four raised numbers.
- Note about this reservation –

Charge Card Type - Enter one of the following three-letter codes for the type of credit card:
- GTC – Government Travel Card; a Visa card which always starts with “44861200”.
- CCC – Corporate Charge Card; you will have to ask when taking the reservation.
- PCC – Personal Credit Card; you will have to ask when taking the reservation.
- PDC – Personal Debit Card; you will have to ask when taking the reservation. Debit card charges come directly out of bank account.
Other Guests - Enter the names, ages (for minors), and relationships of additional occupants. For no additional occupants, type in “NO OTHER GUESTS”. Do NOT enter the names of housemates who are under separate reservations.
Pets - Enter the type (“Dog”, “Cat”), breed, sex (“Male”, “Neutered”, “Female”, “Spayed”), age, weight for each pet. Verify the particular pet is allowed under TDY Housing’s and the particular home or complex’s “Pet Policy.” Please note no dangerous dog breeds and un-neutered male cats are permitted in any TDY Housing properties. For no pets, type in “NO PETS.”

Client Type –
- Corporate – If the Guest is an employee of a company and on company business, then select “Corporate.”
- Private – If the Guest is not receiving any reimbursement for his expenses, then select “Private.” “Private” normally includes snow birds, vacationers, and house hunters.
- External – If the Guest is a client of an external sales agent or third party corporate housing company, select “External.”
- Government – If the Guest is a military Service Member or civilian federal, state, or city employee, select “Government.”
Confirmation Code – TDY Housing does not use this field. Leave it blank.

One you have completed the form, click .

If there is a conflicting reservation, you will receive the following message-

Reservation date range already booked! Offending reservation begins: 2007-05-08

If this happens, click the <Back> button your browser to go back to the “Reservation information.” Ensure you have the reservation dates correct. If so, then you will need to determine what is causing the offending reservation.

If the desired home is available for the entire reservation period, you will receive the following page:

You will be asked to confirm guest billing period. This is normally for one month or the length of stay, whichever is less. Click to continue

To create an invoice with the reservation, leave the “Create an invoice” option selected and click . ALWAYS create an invoice with the initial reservation. While you can manually create an invoice later, this creates some reoccurring billing issues in AAXSYS with initial fixed charges.

To make a reservation without creating an invoice, choose “No thanks, just make a reservation without creating invoice” and click . Do NOT make an initial reservation without creating an invoice.

If you are successful, you will receive the screen below.

Provide the Guest with his/her reservation confirmation number which in this case is “Reservation No: 51126.”

If you need to enter third-party billing information, establish Master/Dependent relationships to other clients, or add additional notes, click on .

To view the Guest’s invoice, click on

Edit, Cancel, or Copy Reservations

To edit, cancel or copy a reservation, click on an underlined “R” or the underlined “A” or “D” in the row of the desired home.

Edit Reservation

To edit the reservation, make the desired changes and click . You will receive a confirmation message that the reservation is updated. Close that window. You will need to click the <Refresh> button on your browser to see any changes.

Cancel Reservation

To cancel the reservation, select radio button and click . You will receive a confirmation message that the reservation is canceled.

Close that window. You will need to click the <Refresh> button on your browser to see any changes to the Reservation Board.

Copy Reservation
The “Copy Reservation” feature is useful when a Guest’s reservation will extended over multiple homes and/or multiple visits. This feature is also useful when creating several individual reservations with common third party billing.

To copy a reservation, select radio button and click . The Reservation Copy page will appear.

Make the necessary changes and click . You will receive the trial invoice page-

To create an invoice with the copied reservation, leave the radio button selected and click . Create an invoice if this is for a new Guest.

If this is a follow-on reservation, the make a reservation without creating an invoice by selecting radio button and clicking .

If you are successful, you will receive the screen below.

Create Hold

To hold a home for a prospective guest (up to 24 hours), click on

Change the Home Code if needed, enter the hold begin date and hold end date; enter any notes including the prospective Guest’s name. Click when finished.

NOTE: Holds automatically expire after one full day on the reservation board.

If the hold is successful, you will receive the following confirmation-

Reservation posted: Reservation No: 51130

Email notification sent to info@gotdy.com,jagent@gotdy.com

Create Block

To create a block, click on .

There are three types of blocks-

Offline block – an offline block is used to indicate a particular home listing is not available for reservation. This is mainly used to block a parent, child, or sibling listing is when another dependent listing is reserved. In the Reservation note field, enter an explanation for the block, such as “Rented by the Room.”
Provider block – a provider block is used to indicate a particular home listing is not available for reservation because the owner of the home is using it for some purpose. In the Reservation note field, enter the date/time, person’s name, and means of communication used to convey the block, and the reason. For example—“08/26/2007, Joe Provider, e-mail, house is rented to Provider’s guests.”
Maintenance block – a maintenance block is use to indicate a particular home listing is not available for reservation due to maintenance or housekeeping. In the Reservation note field, enter the type of work we are performing, such as “Turn-over Services.” Use Maintenance blocks only for work TDY Housing is performing or having performed. If a Provider is doing the work, use a Provider Block.

Blocks are created the same way as holds. Click on to finish. If you are successful, you will receive the following screen-

Upgrade Holds to Reservations

Ensure the hold begin date and hold end date are correct. Once you click , you will not be able to change the dates. Click to proceed.

Complete this form in the same manner as you did under “Make Reservation”.

Edit, Cancel, or Copy Holds

To edit the hold, select “Edit Hold” and change the desired fields and click .

To cancel the hold, select “Cancel Hold” and click button.

To copy the hold, select “Copy Hold” and click button.

Enter the new Home code; adjust the begin and end dates as required; change the “Note about this reservation:” if required. Click .

Edit, Cancel, or Copy Blocks

Editing, canceling or copying blocks works the same way as editing, canceling or copying holds. See Edit, Cancel, or Copy Holds for details.

Reservation List

The Reservation List is used to view reservations made within in a certain time period. The default dates are one month prior up to today. At the beginning of every shift, print off a reservation list to cover the period from the last shift to your shift. This will normally be the day prior to today.

You may view individual reservations by clicking on the underlined reservation number. Review any reservation made the a “Guest” (Look for “Guest” in the “Agent” column) to ensure all data is entered correctly.

Print this list at the beginning of each shift for later use.

Arrivals

The Arrival (all for member) shows arrivals for the specified time period. Enter your region code (i.e. “AZHUA” for Ft. Huachuca) so you see only the arrivals in your area.

Print this list at the beginning of each shift for later use.

Departures

The Departure (all for member) shows arrivals for the specified time period. Enter your region code (i.e. “AZHUA” for Ft. Huachuca) so you see only the arrivals in your area.

Print this list at the beginning of each shift for later use.

Guests Module

The Guests Module contains the following functions.

The View and Edit Guest Information is for viewing and editing guest information and detailed, balance, and aggregated statements. View and Edit Guest Information is also used to generate new billing cycle statements. statementresearching home availability for a prospective guest or client, making or changing reservations, holds, or blocks.
The Reservation List creates a list of all active and canceled reservations, holds, and blocks for a particular time period. Depending on your level of access, you can see all reservations or only the ones you created.

View and Edit Guest Information

Use the “View and Edit Guest Infomation

Guest main page

The “Guest Main Page” consists of guest/client, financial, and rental information. At the top of the page are additional menu choices for-

Client Invoice (Full) displays a complete history of financial transaction for the displayed client.
Client Invoice (Last Balance) displays the most recent client financial statement.
Edit Invoice Records displays current client expenses and allows you to add, edit, and delete transactions.
Edit Payment Records displays current client payments and allows you to add, edit, and delete payments.
Add Invoice Record allows you to add an invoice record directly.
Add Payment Record allows you to add a payment record directly.
New Billing allows you to start a new billing period.
Re-calculate rental charges allows you to update current invoices with new expenses.
Alerts allows you to add alerts for this client.

Guest financial statement

You may e-mail a copy of the statement to the Guest, print a copy for the statement or print/view the text version. Close this window when finished.

Homes Module

Detailed Information on HOMECODE

Online Preference

The “Online preference” field is used to control the order in which home listings are displayed in response to a prospective Guest’s query. The higher the number in the “Online Preference” field, the higher the listing will appear in the query. TDY Housing uses a five-digit number for the Online Preference.

First digit - Relationship

90	Specials
80	Lease from owners
70	Lease, fixed, 3^rd party
60	Lease, mirror, exclusive
50	Lease, non-exclusive
40	Listing, percentage
30	Listing, fixed-price
20	Listing, trial
10	Promotional

Second digit – Identical Listing Sequence, 80 (first) to 10 (last).

80	First in series
70	Second in series
60	Third in series
50	Fourth in series
40	Fifth in series
30	Sixth in series
20	Seventh in series
10	Last in series

Third Digit – Daily Net Income Amount

Other Module

Web Site User’s Manual

Home Page

Find & Reserve

QuickBooks Users Manual

Sign into QuickBooks

Double-click on the TDY Housing QuickBooks short-cut on your desktop.

Make sure “TDY Housing” is displayed.
Enter your user name (first name dot last name) and press <TAB>.
Enter your password and click on <OK>.

Transfer Guests/Reservations to QuickBooks

Open your web browser, go to http://www.gotdy.com/, click on “Agent Sign In” and Sign into AAXSYS and run a “Reservation Listing” report for today only (or since the last day new guests/reservations were transferred).

Click on a reservation number. This will pull up the Reservation Information page.

Switch windows to QuickBooks and open the Customer Center with from the menu bar or on the <Customer> button. Scroll down the “Customer & Jobs” list to see if the new guest has already been entered into QuickBooks. If not, click on <New Customer & Job> and then on “New Customer” from the drop-down menu.

New/Edit Customer (Guest = Client)

Address Info Tab

Customer Name – Do NOT enter anything here yet.
Company Name – Do NOT enter anything here yet.
Mr./Ms./… - Enter the Guests military rank abbreviation, or other title (i.e. Dr., Rev., etc) if known. If not, enter either “Mr.” for males or “Ms.” for females. Do NOT leave blank.
First Name – Copy the Guest’s first name from the “Client First Name” field of the “Reservation Information” page. Capitalize the first letter of the name.
M.I. – Enter the Guests middle initial, if known. This can usually be found in the “Holder” field of the “Reservation Information” page. Capitalize the initial(s). No punctuation.
Last Name - Copy the Guest’s last name from the “Client Last Name” field of the “Reservation Information” page.
Addresses -

Bill To – This should be the billing address of the credit card the Guest will be using to secure the reservation.
- Re-type the Guest’s full name in all capital letters.
- Copy the street address from AAXSYS into the Address Lookup Tool.
- Copy the results into the QuickBooks “Bill To” window.
Ship To – The “Ship To” address is the address of the TDY home where the Guest will reside.

Address Name - enter in the Master Home code for the TDY home where the Guest will stay in ALL CAPS.
Address -
- Enter the principal Guest’s full name in ALL CAPS. This should be the Service Member or sponsored employee or insured.
- Enter the full names of all other adult guests in ALL CAPS under the same bill. Do NOT enter the names of other housemates who will receive separate invoices.
- Use the Address Lookup Tool to obtain the full standard address. Copy and paste it into the address block.
City – If you did not enter the city in the address field, enter it here. If you did, QuickBooks will put it in the correct field.
State / Province - If you did not enter the state in the address field, enter it here. If you did, QuickBooks will put it in the correct field.
Zip / Postal Code - If you did not enter the zip code in the address field, enter it here. If you did, QuickBooks will put it in the correct field.
Country / Region – Leave blank or enter the name of the country.
Note – Type in the words “HOME CODE:”, space, and the 12-digit sub-home code from AAXSYS. Be sure to include the final sub-listing designator.
Ensure the boxes next to “Show this window again when address is incomplete or unclear” and “Default shipping address” are checked.

Contact – QuickBooks will auto-fill this field based on the information you entered in the name fields.
Phone – Copy the phone number from the AAXSYS Reservation Information page and paste it here in 555-555-5555 format. Try to use the cell phone number the Guest will be bringing with him/her.
Fax – If the guest/client has a fax number, enter it here in 555-555-5555 format.
Alt. Phone – If the guest/client has an alternate phone number, such as the cell phone number of another adult occupant, enter it here in 555-555-5555.
Alt. Contact – Enter the QuickBooks will auto-fill this field based on the information you entered in the name fields.
E-mail – Copy the e-mail from the AAXSYS Reservation Information page and paste it here.
Cc – Enter an alternate e-mail address for the Guest or the e-mail address for the alternate contact.

Back at the top of the Edit Customer window-

Customer Name – Enter the Guest’s name in “Last Name, First Name, MI” format.
Company Name – For military and government employees, enter the name of the course and class number (if known) they are attending or the organization to which they are assigned. See Military Unit Abbreviations, if needed.

Additional Info Tab

Categorizing and Defaults –

Type – Select the client type from the drop-down list based on what was entered on the AAXSYS reservation page.
Terms – Select the appropriate payment terms based on the following:
- Add Terms
Rep – Select the representative (TDY Housing employee or agent) from the drop-down list based on the based on the AAXSYS Agent code.
Preferred Send Method – Select “E-mail” from the drop-down list if an e-mail address was provided, else select “Mail.”

Sales Tax Information –

Tax Code – Select “Tax” from the drop-down menu.
Tax Item – Select from the drop-down menu:
- Rent Tax - If the Guest is staying longer than 30 days and the TDY home is located in Sierra Vista city limits, choose “Rent Tax.”
- Non Taxable – If the Guest is staying longer than 30 days and the TDY home is NOT located in the Sierra Vista city limits, choose “Non Taxable.”
- Lodge Tax – If the Guest is staying less then 30 days and the TDY home is located in Sierra Vista city limits, choose “Lodge Tax.”
Resale Number – Leave blank.

Price Level – Select the price level which matches the daily rental rate from the AAXSYS Rental Information page.
Custom Fields –

Start Date – Enter the “Reservation begin date” from the AAXSYS Rental information page in MM/DD/YYYY format.
End Date - Enter the “Reservation end date” from the AAXSYS Rental information page in MM/DD/YYYY format.
# of Guests – Enter the total number of Guests under this reservation. Do NOT include housemates who will receive separate invoices. Write out the number in ALL CAPS and enclose the numeral in parenthesis, i.e. “THREE (3)”.
Pets – Enter the total number of pets listed in the “Note” field of the AAXSYS Reservation Information page. Write out the number in ALL CAPS and enclose the numeral in parenthesis, i.e. “THREE (3)”. For no pets, write “NONE (0)”.
Housemates – For Guests renting a room in a shared house, enter the total number of housemates required for the house. This is usually one less than the total number of bedrooms in house with a minimum of one. For Guests renting the entire house, enter “NONE (0)”.
Parking – Enter the choice from the list below which best describes the parking available. If you are unsure, check the “Home information” page in AAXSYS.
- “GARAGE” for TDY homes with a garage.
- “COVERED” for TDY homes with a car port or TDY apartments with reserved, covered parking.
- “RESERVED” for TDY homes without a garage or a car port and for TDY apartments with reserved, open parking.
- “OPEN” for TDY apartments without reserved or covered parking.
- “STREET” for TDY apartments or homes without off-street parking.
Utility Cap – Enter a dollar amount at ten percent (10%) of the Price Level amount. For example, a price level of $66.00 would equal a utility cap of $6.60.

Online Banking Alias Management – Do NOT use.

Payment Info Tab

Account No. – Enter the Client # from AAXSYS Client Information page.
Credit Limit – Enter an amount equal to the daily price level multiplied by 31. Do NOT use currency symbols.
Preferred Payment Method – TDY Housing policy requires all guests to maintain a valid major credit card on file in the event of non-payment of rent, damage charges, or other charges per the Lease Agreement.

Payment Method - Select the credit card type from the drop down list. American Express card begin with “3”. Discover Cards begin with “6”. MasterCards begin with “5”. Visa cards begin with “4”.
Credit Card No. – Enter the 16-digit credit card number (15-digits for America Express) from the AAXSYS Reservation Information page.
Exp. Date – Enter the expiration date from the AAXSYS Reservation Information page.
Name on card – QuickBooks will auto-fill the name from the first line on the Bill To: address block. Type over with the name on the card, if different.
Address - QuickBooks will auto-fill the address from the second line on the Bill To: address block. Type over with the card billing address, if different. Do NOT enter City and State.
Zip Code - QuickBooks will auto-fill the zip code from the last line on the Bill To: address block. Type over with the card billing zip code, if different.

Job Info Tab

Job Status – Select the appropriate choice from the drop-down menu:
- Add definitions
Start Date – Re-enter the reservation begin date.
Projected End – Re-enter the projected reservation end date.
End Date – Leave blank for now; enter the actual departure date when the guest checks out.
Job Description – Re-enter the master home code.
Job Type – Select the appropriate choice from the drop-down menu:
- Add definitions

Notes

Click on the <Notes> button.

CSC – Type in the letters “CSC” and enter the CSC code from the AAXSYS Reservation Information page
Copy the Note field from the AAXSYS Reservation Information page and paste in the QB “Notes section. Separate each section on a separate line to make it easier to read. Ensure the notes contain the following information.

Enter one of the following three-letter codes for the type of credit card:

GTC – Government Travel Card; a Visa card which always starts with “44861200”.
CCC – Corporate Charge Card; you will have to ask when taking the reservation.
PCC – Personal Credit Card; you will have to ask when taking the reservation.
PDC – Personal Debit Card; you will have to ask when taking the reservation. Debit card charges come directly out of bank account.

Enter the names, ages (for minors), and relationships of additional occupants. For no additional occupants, type in “NO OTHER GUESTS”.
Enter the type (“Dog”, “Cat”), breed, sex (“Male”, “Neutered”, “Female”, “Spayed”), age, weight for each pet. Verify the particular pet is allowed under TDY Housing’s and the TDY homes “Pet Policy.” Please note no dangerous dog breeds and un-neutered male cats are permitted in any TDY Housing properties. . For no pets, type in “NO PETS.”

Appendices

U.S. Address Lookup

For each address entered into AAXSYS and QuickBooks, it is important to verify that the address is valid and formatted correctly. The U.S. Postal Service provides an online tool to do this.

Open an Internet browser and go to http://zip4.usps.com/zip4/welcome.jsp.

From the AAXSYS “Reservation Information” page, copy the street address and paste it into the “Address 1” field of the “Find a ZIP Code” form.
Enter any apartment or unit number in the “Address 2” field.
Copy the zip code and enter it into the “ZIP Code” field of the “Find a ZIP Code” form.
Click <Submit>.

If the address is not found in the U.S.P.S. database, you will receive the following screen.

Verify you have copied the information correctly. Make any changes and click <Submit>.

If the address is still not found, contact the Guest to confirm the address.

If the address is found, the Zip code lookup will return “Full Address in Standard Format.” Copy and paste the address into the application.

US Military Rank Abbreviations

JUMP TO:
ARMY | MARINE CORPS | NAVY | AIR FORCE | COAST GUARD

Army

Grade	Rank	Abbrev.	Grade	Rank	Abbrev.
E-1	Private	PVT	O-1	Second Lieutenant	2LT
E-2	Private	PV2	O-2	First Lieutenant	1LT
E-3	Private First Class	PFC	O-3	Captain	CPT
E-4	Specialist	SPC	O-4	Major	MAJ
E-4	Corporal	CPL	O-5	Lieutenant Colonel	LTC
E-5	Sergeant	SGT	O-6	Colonel	COL
E-6	Staff Sergeant	SSG	O-7	Brigadier General	BG
E-7	Sergeant First Class	SFC	O-8	Major General	MG
E-8	Master Sergeant	MSG	O-9	Lieutenant General	LTG
E-8	First Sergeant	1SGT	O-10	General	GEN
E-9	Sergeant Major	SGM	O-10	General of the Army
	Command Sergeant Major	CSM
	Sergeant Major of the Army	SMA

W-1	Warrant Officer	WO1
W-2	Chief Warrant Officer 2	WO2
W-3	Chief Warrant Officer 3	WO3
W-4	Chief Warrant Officer 4	WO4
W-5	Master Warrant Officer 5	WO5

Marine Corps

Grade	Rank	Abbrev.	Grade	Rank	Abbrev.
E-1	Private	Pvt	O-1	Second Lieutenant	2ndLt
E-2	Private First Class	PFC	O-2	First Lieutenant	1stLt
E-3	Lance Corporal	LCpl	O-3	Captain	Capt
E-4	Corporal	Cpl	O-4	Major	Maj
E-5	Sergeant	Sgt	O-5	Lieutenant Colonel	LtCol
E-6	Staff Sergeant	SSgt	O-6	Colonel	Col
E-7	Gunnery Sergeant	GySgt	O-7	Brigadier General	BGen
E-8	Master Sergeant	MSgt	O-8	Major General	MajGen
E-8	First Sergeant	1stSgt	O-9	Lieutenant General	LtGen
E-9	Master Gunnery Sergeant	MgySgt	O-10	General	Gen
	Sergeant Major	SgtMaj
	Sergeant Major of the Marine Corps	SgtMajMC

W-1	Warrant Officer	WO-1
W-2	Chief Warrant Officer 2	CWO-2
W-3	Chief Warrant Officer 3	CWO-3
W-4	Chief Warrant Officer 4	CWO-4
W-5	Chief Warrant Officer 5	CWO-5

Navy

Grade	Rank	Abbrev.	Grade	Rank	Abbrev.
E-1	Seaman Recruit	SR	O-1	Ensign	ENS
E-2	Seaman Apprentice	SA	O-2	Lieutenant Junior Grade	LTJG
E-3	Seaman	SN	O-3	Lieutenant	LT
E-4	Petty Officer Third Class	PO3	O-4	Lieutenant Commander	LCDR
E-5	Petty Officer Second Class	PO2	O-5	Commander	CDR
E-6	Petty Officer First Class	PO1	O-6	Captain	CAPT
E-7	Chief Petty Officer	CPO	O-7	Rear Admiral (Lower Half)	RDML
E-8	Senior Chief Petty Officer	SCPO	O-8	Rear Admiral (Upper Half)	RADM
E-9	Master Chief Petty Officer	MCPO	O-9	Vice Admiral	VADM
E-9	Master Chief Petty Officer of the Navy	MCPON	O-10	Admiral	ADM
			O-10	Fleet Admiral	FADM
W-1	Warrant Officer First Class	WO1
W-2	Chief Warrant Officer Second Class	CWO2
W-3	Chief Warrant Officer Third Class	CWO3
W-4	Chief Warrant Officer Fourth Class	CWO4
W-5	Chief Warrant Officer	CWO5

Air Force

Grade	Rank	Abbrev.	Grade	Rank	Abbrev.
E-1	Airman Basic	AB	O-1	Second Lieutenant	2d Lt
E-2	Airman	Amn	O-2	First Lieutenant	1^st Lt
E-3	Airman First Class	A1C	O-3	Captain	Capt
E-4	Senior Airman	SrA	O-4	Major	Maj
E-5	Staff Sergeant	SSgt	O-5	Lieutenant Colonel	LtCol
E-6	Technical Sergeant	TSgt	O-6	Colonel	Col
E-7	Master Sergeant	MSgt	O-7	Brigadier General	BrigGen
E-7	First Sergeant	1stSgt	O-8	Major General	MajGen
E-8	Senior Master Sergeant	SMSgt	O-9	Lieutenant General	LtGen
E-8	First Sergeant	1stSgt	O-10	General	Gen
E-9	Chief Master Sergeant	CMSgt	O-10	General of the Air Force
	First Sergeant	1stSgt
	Command Chief Master Sergeant	CCMSgt
	Chief Master Sergeant of the Air Force	CMSAF

Coast Guard

Rate	Rank	Abbrev.	Rate	Rank	Abbrev.
E-1	Seaman Recruit	SR	O-1	Ensign	ENS
E-2	Seaman Apprentice	SA	O-2	Lieutenant Junior Grade	LTJG
E-3	Seaman	SN	O-3	Lieutenant	LT
E-4	Petty Officer Third Class	PO3	O-4	Lieutenant Commander	LCDR
E-5	Petty Officer Second Class	PO2	O-5	Commander	CDR
E-6	Petty Officer First Class	PO1	O-6	Captain	CAPT
E-7	Chief Petty Officer	CPO	O-7	Rear Admiral (Lower Half)	RADM (LH)
E-8	Senior Chief Petty Officer	SCPO	O-8	Rear Admiral (Upper Half)	RADM (UH)
E-9	Master Chief Petty Officer	MCPO	O-9	Vice Admiral	VADM
	Command Master Chief Petty Officer	MCPOC	O-10	Admiral	ADM
	Master Chief Petty Officer of the Coast Guard	MPCO-CG

W-2	Chief Warrant Officer CWO-2	CWO-2
W-3	Chief Warrant Officer CWO-3	CWO-3
W-4	Chief Warrant Officer CWO-4	CWO-4

Military Unit Abbreviations

Army unit abbreviations:

Platoon: Plt.

Company: Co.

Battery: Btry.

Troop: Do not abbreviate

Squadron: Sqdn.

Battalion: Bn.

Brigade: Bde.

Armored Cavalry Regiment: ACR

Regiment: Regt.

Task Force: TF (if followed by number or name. Hyphenate if used with a number; e.g., TF-111.)

Division: Div.

Command: Cmd.

Corps: Do not abbreviate

Army (as in Fifth Army): Do not abbreviate

Infantry: Inf.

Armored: Do not abbreviate

Cavalry: Cav.

Field Artillery: FA

Air Defense Artillery: ADA

Division Artillery: DIVARTY

Special Forces Group: SFG

Mountain (as in 10^th Mountain Div.): Mtn.

Glossary

AAXSYS
Agent, External
Agent, Internal
Average Daily Rate (ADR)	The average daily rate is calculated by dividing the total month’s rental revenue by the total number of occupied unit night of the month. The following definitions are used: Occupied Unit- A unit that is rented to a guest or client is considered occupied if there is a signed lease for it during the dates being reported. This includes all reservations at full rate, discounted rate or having complimentary rate code. The number of guests or reservations assigned to the unit during the month is not considered. Rental Revenue- The Revenue charged to the guest for unit rent. The rental revenue is the rate charged each guest times the number of nights the guest stayed in the unit during the month. Rental Revenue is shown in local currency (US $, Canadian $ UK )
Block
Client	The person or company who is securing the lease on behalf of the guest. A client may also be the guest.
Client Master Agreement	An agreement with client that encompasses one or multiple units combined with a reservation confirmation.
Close Out Procedures	The process that includes all of the steps required to transform a corporate apartment to a vacant unit including: giving the required notice to vacate, removal of all furniture and housewares, as well disconnecting all of the utilities.
Complex
Deposit	A deposit that is paid to the property to be applied towards damages beyond normal wear and tear. Corporate housing companies may also require a refundable deposit to be used in the event of damages from their clients.
Turn Clean Final Cleans Apartment Set-up Turnover	The housekeeping procedure that is performed between clients. The housekeeping procedure that is performed once the corporate housing company removes al of the furnishing and is preparing to return the unit back to the property management company. The process that includes all of the steps required to transform a vacant unit to a corporate apartment including securing the unit with a lease, setting up utilities, delivery of furniture and housewares. The process of preparing an apartment between occupants.
Gross Profit Gross Profit %	Gross Profit is calculated by subtracting all direct expenses from the total revenue billed for the month. Total revenue includes all sources of revenue, including long distance telephone calls and any other extra charge posted to a guest or client account. Total revenue is calculated by adding all charges billed for each unit during the month. This includes all rental revenue, telephone revenue, revenue from extra services, etc. This also includes any fees paid by guests, including early departure, pet cleaning, etc. However, deposits are not to be included in this number. Cost of services includes apartment rent paid to landlords, furniture rental, operating stock expense, housekeeping labor, housekeeping supplies, and utility expense (including electric, gas, water, and sewage, local telephone, cable television). In addition, unit repairs and maintenance, and other fees (referral fees and commissions, parking expenses, key expense, auxiliary warehouse rent expense, consumable expense, welcome bag expense, etc) are included in this figure. The gross profit percentage (%) is calculated by subtracting direct expenses cost of services from the total revenue, the dividing number by the total revenue. (Total Revenue-Cost of Services)/Total Revenue=Gross Profit%
Guest(s)	The individual or family that is occupying the unit.
Fair Housing	A federal law, passed in 1968, that protects the 7 protected classes against discrimination in regards to access to housing. The seven protected classes are race, national origin, color, religion, familial status, and handicapped.
Fee
Lease Agreement	The lease document that is signed between the corporate housing provider and the property, as well as between the corporate housing provider and the client.
Lease Matrix	A report that illustrates lease expiration dates. Also known as a lease expiration report.
Master Community Lease	An agreement with community that encompasses one or multiple units.
Neighborhood
Net Profit $ Net Profit %	The Net Profit dollars is obtained by calculating Total Revenue minus Total Expenses (including overhead). The Net Profit dollar is obtained by calculating Total Revenues minus Total Expenses (including overhead) divided by the Total Revenue.
Net Profit Variance	The Net Profit Variance is calculated by subtracting the budgeted net profit from the actual net profit, then dividing that amount by the budgeted net profit. (Actual Net Profit $-Budgeted Net Profit $) = Net Profit
Permission to Enter (PTE)	Written permission from the occupant or lessee authorizing others to enter an apartment. Also called a key release.
Pet Deposit	A deposit that is paid to the property to be applied towards damages as a result of the pet. Pet deposits may be non refundable or refundable.
Pet Rent	Additional rent due to the property on a monthly basis as long as a pet is in the apartment.
Provider
Region
RevPar	Revenue per available unit. RevPar is calculated as “Gross revenue divided by number of units rented.” It is a component of rate and occupancy.
Set-up, Apartment or Home
Statement of Deposit Account (SODA)	A written accounting of the status of a deposit once a unit is vacated. Any charges as a result of damages or unpaid rent are itemized.
TDY Home
Terms, payment
Third-Party Client	A business (example: a relocation consulting company) that facilitates all or part of corporate transferees relocation. They are the go between the client corporation (the transferee’s employer) and the corporate housing company.
Deposit	A deposit that is paid to the property to be applied toward damages beyond normal wear and tear. Corporate housing companies may also require a refundable deposit to be used in the event of damages from their clients.
Request for Quotation (RFQ)	A formal document used to procure serves or goods, which includes pricing.
Request for Information (RFI)	A formal document requesting general information on a company and/or its services.
Unit Inventory Management	The process of managing unit inventory to minimize vacancy loss.
User
Utility Cap
Vacancy Loss	The period in which the corporate apartment is set up and no rental income is recognized.
Vendor	Companies that provide goods and services to corporate housing providers.
Wholesaling	The process of a corporate housing company renting a corporate apartment from another corporate housing company.
Work Orders	A request to the property to complete maintenance in the unit or common area of the community. May also be called a maintenance request.
Notice to Vacate	A written notice to inform of intent to vacate the unit. Could be completed by the client to give notice to the corporate housing company or completed by the corporate housing to give notice to the apartment community.
Branding	The process of creating and maintaining a consistent imagine of a product or service.
Service Level Agreement	Agreement used to ensure the performance of service providers.
Referral Fee	A sum received by the referring party for a lead that results in a booked reservation or the completion of a transaction.
Mirroring a Lease	The policy in which the individual who is receiving the product must sign or is obligated in writing to the same length of lease that the service provider is required to commit in order to obtain or solidify the transaction.
Intranet	An internal website that is only accessible by employees of the host company.
Property Profile	Description of the property and amenities.
Utility Allowance	The maximum amount budgeted for utilities in a corporate unit. A utility expense larger than the utility allowance may result in additional expense for the client.
Request for Proposal	A formal document used to procure services or goods, which may or may not include pricing. A RFP can include: scope of work, service level agreements, length of agreement, company backgrounds, audited financial statements and references.
Long Distance Block	A process that prohibits access to long distance services on the telephone.
Credit Card Authorization Form	A written authorization giving the corporate housing company permission to charge a credit card, from the person responsible for payment, including rent, deposits, damages, or utilities. The authorization may be recurring or one time.
Quality Assurance (QA)	Process in inspecting of a unit prior to guest move-in to insure that unit is ready.
Bi-Weekly Service Rotation	A service that occurs on a routine basis every other week.
Bi – Monthly Service Rotation	A service that occurs on a routine basis every other month.
Outsourcing	To obtain goods and or services from a supplier outside of your current companies primary function.
Benefit Period	A specified duration of time in which the client or guests parent company agrees to cover charges of good and/or services provided by a supplier.
Lump Sum Relocation Coverage	A relocation package that provides an employee with a specified dollar amount to cover the relocation needs of the employee and their family that they are free to use at their discretion.