Database Instructions 21:08:2022 PDF

VILLA HENSON DATABASE FILEMAKER PRO INSTRUCTIONS AND USER GUIDE RESERVATIONS - PURCHASES - SALES- VILLA WEBSITE - INTERNET AGENCIES Using Application: Filemaker Pro 15.0.4.400 Click on the FOLDER icon on the iMac bottom bar. (Opening the Database, automatically opens the application) The Database is saved in iCloud: Click on <Villa Henson DB.fmp12 alias> opens “Villa Henson DB” Click on <FILEMAKER VILLA DATABASE> opens the folder with “Villa Henson DB” and backups. This Instruction Document UPDATED 18/08/2022 is saved in iMac Desktop Folder : <_FILEMAKER VILLA DATABASE/ Database Instructions/INSTRUCTIONS Villa Henson DB> Page 1 Back to INDEX

INDEX INDEX Unique booking invoice reference Clients Journal Agents Planning List Ledgers Opening the Database Purchases Using 2 Windows in a Database Revenus Closing the Database Banking Backing Up the Database Journal Backing up Database Immediately Ledgers Backups with Time Machine Find and Sort Syncing Basic details of the Database Database Layout Buttons Editing the Database Our Terms and Conditions Editing Layouts Agencies (All) Editing Value Lists TripAdvisor Reviews Editing Buttons Bookings Deleting Data Updating Calendars and Agents Siteground and Website Annulation of a Booking Domain Names Room Tax - Taxe de Sejour Editing Website Paper Trail Website Images Preparing for Entry Adding Posts FB Opening the Business page FB Page 2 Back to INDEX 


READ FIRST UNIQUE INVOICE NUMBERS All invoices by law have a unique number. We use the date of arrival (DOA) as our unique invoice number. Only one client group can arrive on that day. The DOA is used in various places in the Database and is important. CLIENTS The Database allocates a client name for any person or company that does business with us. It is not solely for paying guests. For a company do not use the First name box. AGENTS PLANNING LIST DO NOT give agents a planning with client’s names. On the Planning page on the right is a button “Planning Agents” Use a pdf printed from this. OPENING THE DATABASE 1. Quickest - FILEMAKER Icon (a blue folder) on the bottom applications bar When “Filemaker Pro” appears next to the Apple Logo (top menu on left) click on File/Open recent or Open Favourite/Click on “Villa Henson DB” 2. Open Desktop Folder _VILLA /Click 2nd item: “ __Villa Henson DB.fmp12 alias” 3. Open Desktop Folder _VILLA / Click 1st Item “FILEMAKER VILLA DATABASE alias” then (Folder) CURRENT DB / Villa Henson DB 4. Finder/Go/iCloud Drive/_FILEMAKER VILLA DATABASE/(Folder) CURRENT DB / Villa Henson DB 5. Finder/Go/Applications/Filemaker Pro Login window opens. Just Click OK. Account Name is “Henry” There is no password. Leave empty. If a small window says that FM can’t connect to something just say OK Page 3 Back to INDEX

USING 2 WINDOWS IMPORTANT: It is possible and very useful to open 2 copies of the database but always close one BEFORE you quit. Use this function when entering data and you want to see another database page but do not want to close the original page. Try it! To do so: Top bar left: Filemaker/Window/New Window Example 1: In the 1st window open the required page (e.g. Booking ) In the 2nd window open another page (e.g. Entry to add a payment for that client) ) Example 2: In the 1st window open the required page (e.g. Ledger and choose a ledger ) In the 2nd window open another page (e.g. Ledger and choose a ledger ) CLOSING THE DATABASE Go to the Home page and click “Quit”. This gives a date and time for the last use. BACKING UP THE DATABASE The Desktop folder “VILLA FOLDER” should contain all files and folders for the Villa. Invoices, bank statements and more. These are stored in the iCloud Drive and is backed up with TIMEMACHINE automatically. NOTE: All the previous years Databases are retained. Backups are done HOURLY by Carbon Copy Cleaner or CCC. To find CCC Open Applications or press Command/Space then enter CCC There are 3 automatic backups. Backup 1. CCC - Copies VILLA FOLDER DB to the External Hard Disk _8 FMP + iTunes Click the folder in the window “Source” Select the VILLA FOLDER on Desktop. Use the option \"Copy Some Files\", check the currently used DB file <CURRENTDB.fmp12> Destination is _8 FMP + iTunes. Automation is hourly. Backup 2.CCC - Copies _8 FMP + iTunes to 3 FMP + iTunes. Automation is hourly. The above Backups OVERWRITE the CurrentDBs every HOUR. If the Desktop File- maker Backup copy is damaged, older versions of it can be found with the iMac's backup, TimeMachine. When a good copy is found it must be copied to VILLA FOLDER /_FILEMAKER VILLA DATABASE alias/Current DB. The next CCC backup will send this \"good\" file to the EX HD and then to the 2nd Backup HD. Page 4 Back to INDEX

Backup 3. Time Machine will keep older versions of the iMac’s HD including the Desktop folder _VILLA FOLDER. Search for older versions of <CURRENTDB.fmp12> BACKUP DATABASE IMMEDIATELY Open CCC and run two tasks. VILLA FOLDER DB to the External Hard Disk _8 FMP + iTunes Select the 1st task (left hand top menu): FMP Cloud to HD6.FMP Backup. Click <Clone> bottom right. Then Select the 2nd task (left hand top menu): _8 FMP + iTunes to 3 FMP + iTunes Click <Clone> bottom right. BACKING UP WITH IMAC’S TIMEMACHINE SYNCING Filemaker DOES NOT Sync. The iCloud version can be opened on any device BUT 2 de- vices cannot have the DB open at the same time. CCC does a backup sequence every hour and TimeMachine runs as well. However should you work on one device and close the DB, ONLY iCloud will have the latest entries. The backups are synced every hour. BUTTONS ON THE DATABASE LAYOUTS The actions on Buttons remains the same on most pages but may be greyed out if not needed on a particular page. On some pages that open up there may be other buttons that perform a required action from that page - as on the Planning page. These are shown below. Home Returns to the HOME page with Quit option. Quit This saves with the time/date you left. Clients Add New, Change or Edit. EDIT CLIENT NAMES HERE. “List all Clients” shows clients in a list Bookings** W1: Add New, Change or edit, Page 5 Buttons left 1. Currency for Bank details on invoice. Buttons left 2. New - Search - Delete Back to INDEX

W2: Calculations from W1 entries. Enter Deposit required (≈30%) W3: Payments received. 5entered in “Entry” W4: Room Tax calculator and Links. W5: Notes to add Enter funds when received the details will appear on W3. For details of how to enter, see 'Revenues’ ff Planning Shows current list or all. Print pdf. Go to Client’s booking (click name) List opens starting with this year. To change the “Find” date of this button: Double Click (r) “Edit Layout” Yellow Button. Click”Perform Find…” bottom window on Button Setup Click “Restore” on Button Action Window Hover over line 1. Click the wheel that appears then “Specify” that drops down. Click the “ Find records” line Click “Edit” Click the line in the window of the Edit Field Request. Turns blue. In the box “Criteria” below, change the date. Leave the > arrow (that means after the date that follows). Close all windows with “OK” bottom right. Close “X” the Button Setup. Exit Layout Top Right. Button “Planning Agents”: Click. Print (pdf) planning with “NO NAMES” On that window “Click “Planning” to return. Button “Revenue” shows planning with rents etc. Clicking \"PDF\" just above the booking details on either the Booking layout or the Invoice layout, the pdf, \"Booking form (temp).pdf,\" will open and a copy will also be sent to he folder <VH Current/Booking forms temp>. If you send another pdf it will OVERWRITE the first. Use this in the email to the client. Website Opens villahenson.com with Availability page Update** 1.Direct links to Internet Agents and calendars. 2.Internet Account and commission details. 3.Shows current weekly and daily rates in $ and € 4.Adjust the dates of updates. 5.ICS codes are for syncing the various Internet Agent calendars and our Website. 6.Only Abritel’s “Villa Henson with 1 or 2 bedrooms” needs to be updated. The others should sync according to the plan. Page 6 Back to INDEX

Entry Enter any financial transaction. Booking Payment received. Bills paid. Bank Transfers. Journal** Lists all transactions. Each transaction has 2 journal entries. Ledgers** Lists all transactions entered for a specific company, bank client etc. Help Shows these instructions DOA Sort a list by Date Of Arrival (DOA is used as our Invoice Number) TRA Not Used Find Enter a find Go Perform a Find Some commands (Find, Sort etc.) are on the Status Bar above the buttons. TERMS AND CONDITIONS (T&C) • *IMPORTANT* ARRIVAL is always P.M. - DEPARTURE is always A.M. • RESERVATIONS: A reservation is a 14-night OPTION and will be marked as CONFIRMED when your deposit is received. If no deposit is received the option will be lapse. • PAYMENT: By bank transfer only. All US clients paying in USD, will be asked to use our US Bank named Wise. We will give other clients paying in Euros or Sterling the necessary Bank details at the time of the reservation. Using a Bank Transfer is the easiest and most secure way to send funds to another bank. • DEPOSIT: A deposit of 30% is required to confirm your reservation. • BALANCE: The balance must be sent to us at least 2 months before your arrival date. This includes the 5% room tax. If we have not received the total balance by then we reserve the right to relet the villa. Your deposit and all funds remitted will be forfeited. The room tax will be refunded if paid. • VILLA RATES: Rates are per week and nights are charged at 1/7th the weekly rate. A booking that spans two seasons is charged at the nightly rates applicable for the season. • ROOM TAX: \"Taxe de Séjour\" or \"Room Tax\" - Which we send to the local government, is payable with the balance. You will be informed of the amount. In case of an annulation, the room tax (if paid in advance) will be refunded. • LAST MINUTE BOOKINGS: A discount is offered for last-minute bookings (20% less than 4 weeks from arrival or 10% less than 8 weeks from arrival) - Payment in is full required at time of booking. • INSURANCE - We strongly advise you to take out HOLIDAY INSURANCE for the following reasons : Page 7 Back to INDEX

• DEPOSIT REFUNDS: We will only refund a deposit if your annulation is more than 6 months from your arrival date. • CANCELLATIONS: Should you have to cancel less than six months from your arrival date, we will only make a refund equal to the amount recovered by us and only if we are able to relet the rooms, less 20%. In case of an annulation (by you or us), the room tax (if paid in advance) will be refunded. You may, of course, change the occupants yourself - to your friends or family etc. at no charge. • SUBSEQUENT CANCELLATIONS: Should you have cancelled once we will gladly relet the villa to you. However, we will insist on the total rental be paid at the time of booking which will be non-refundable. Holiday cancellation insurance is therefore highly recommended. • SECURITY DEPOSIT: No Security deposit is required but we do expect you to pay for any important breakages or damage before leaving. Please contact us or get our housekeeper to do so and we will discuss the problem. Normally minor damage is not counted.             Full Address:        Villa Henson Colombier, St Barthelemy, 97133             Email:                      [email protected]             Villa Telephone:  From the USA or CAN 011 590 590 520 733                                                Local 05 90 52 07 33 Country code +590 (0)... • 1 or 2 BEDROOMS: Both bedrooms are available during your stay.  • PROBLEMS: During your stay, should there be a problem, or where you request a refund for any reason, this will be dealt with after you have left. This is done in order that we can investigate the problem and ascertain the cause and responsibility. It is not possible to come to a decision when the parties concerned live on different continents and when the facts are not verifiable immediately. • REPEAT BOOKINGS : We give all clients a first choice on the same dates for the following year, for example, if your arrival was a Saturday, then even if the following year the date falls on say a Friday or a Sunday, we will expect the period to start with the Saturday. This option is open for 1 month from the date you leave. After this, we will try to accommodate you but cannot promise to give you the exact dates again. NOTE This does not apply to last-minute bookings. • SWIMMING POOL and SPA: Please use the pool responsibly. There is a POOL ALARM which is a FRENCH LEGAL REQUIREMENT. You will be shown how it works but it is your responsibility to ensure that it is SWITCHED ON and WORKING. If there is an accident we, the owners, deny all responsibility. It is your responsibility to ensure that the alarm is turned on. If the alarm is faulty, you must report this to us immediately, again you are responsible. • CHILDREN: Please bear in mind that both bedrooms open directly onto the terrace and it is your responsibility to ensure that the pool alarm is turned on and the Spa or Jacuzzi cover is in place. The alarm is only an aid. The best guardian is you. You are the only people responsible for the children in your care. Page 8 Back to INDEX

• SMOKING: Smoking is not allowed in the bedrooms nor in the lounge (The next guest will certainly know and not be happy) If you have to smoke please do so on the terrace, relaxed in a lounger! AGENCIES (all) 1. Arbitel Arbitel is a no-commission website. They include VRBO They share rental details. We pay for advertising. 250€/an. Renters pay between 4% and 10% of the total rental value (not to exceed $499). Cancellation Policy: Strict = more than 7 days for 50% refund. Their terms of annulation are NOT as strict as ours. If the opportunity arrives during the preliminary message contact from the listing’s inbox, try to suggest they \"look for the signature below\" and sign it <Henry Barnett, Villa Henson, St Barts>. (Googling \"Henry Barnett Villa Henson St Barts\" finds the villa.) • Villa Henson avec 1 ou 2 Chambres. Reference: HDFR 1678660 • Reservation Calendar to be updated. • Villa Henson avec 2 Chambres. Reference: HDFR 1678660 • 2 Chambres synced with Arbitel 1 Chambre Our base rates are in USD. See Euro equivalent rates on Database. Open X Rates and convert them to Euros (X-Rates) to check. Enter weekly rate or any amount. Enter 1st USD and 2nd Euro. Then use Graphs Rates are found Dashboard/Calendriers/Tarifs Choose 1 bedroom or 2 Bedroom Delete old seasons Click: Modifier les tarifs - above list of Rates for seasons. OR Add Season if necessary Do not forget: Save or Save and Continue CHANGING ARBITEL’S CALENDAR In Updates click on Arbitel 1 or 2 bedrooms. Back to INDEX + = New Reservation Click on (1 or 2 bedrooms) Accéder/Calendrier Click on Arrival date (highlighted). Date de Début appears on right. Click on Departure date (highlighted). Date de Départ appears on right. Page 9

Click number of Guests If number of Guests is 0 impossible to Enregistre the booking Email Blank Click ENREGISTRER before doing a second one Check Reservation Nouveau réservation: Villa 1B / Calendrier / trouver date etc. Annuler une réservation: Clique sur GESTION DES RÉSERVATIONS/LISTE.../sur le réservation en bas à G \"Annulé\" 2. Trip Advisor and Flipkey Flipkey is TripAdvisor’s booking platform and the listing is free. We pay a 3% service charge or commission (+TVA?) The guest pays between 8% and 16%. Trying to find out how they calculate that. The villa is on TripAdvisor twice. 2.different usernames (UN) Account No. 182726 UN [email protected] PW jlm+pcf 1.1 bedroom ref 331526 OFF LINE 2.2 bedrooms ref 6968101 synced with Arbitel 1 Chambre Account No. 1492531 UN [email protected] PW jlm+pcf The following calendars must be updated manually 1.bedroom ref 5361013 Update manually 2.bedrooms ref 5373073 Update manually TRIPADVISOR REVIEWS. Open Gmail (HB) Dafts / Use email <Villa Henson. Could you give us a review on Tripadvisor?> for reviews. or Go to the TA Website. HERE. Click 'Reviews' on the top menu bar. Click the tab 'COLLECT REVIEWS' and 'Request review'. Enter the clients email address and send. 1. AirBnb They charge a 3% service charge. They charge the client 6%-12%. The more expensive the subtotal, the lower the percent- age of the service fee. Page 10 Back to INDEX

• Menu bar click <Host*> click \"Listing\" from Drop-down Menu • Both Calendars are synced with Arbitel 1 Chambre 4. Ici et La • All by email or phone. • They have their own \"Planning\" They are NOT allowed to see our planning. • Owner. Patrick Catalan • Sales Manager. Sophie • Sales. Sophie, Valerie, Gwladys (Changes often) • Rentals. [email protected] • Accounts. [email protected] • Telephone. 05 90 27 78 28 5. Marla US. Marla Fr All by email or phone They have no calendar. Manager. Nadine Bayard Rentals. [email protected] [email protected] Telephone 05 90 27 62 02 6. MyVilla in St Barths (Monique) BOOKINGS Reservation, First Steps After contact with the client and an agreed rate, ask for a deposit of about 30% send the client details to send funds to our desired Bank account. Clicking \"PDF\" just above the booking details on either the Booking layout or the Invoice layout, the pdf, \"Booking form (temp).pdf,\" will open and a copy will also be sent to he folder <VH Current/Booking forms temp>. If you send another pdf it will OVERWRITE the first. Page 11 Back to INDEX

For US Clients, ask that they send by Wise to our US dollar bank account. No bank charges demanded from the client. FOR ALL CURRENCIES. The mid-market rate (sometimes called the interbank or middle rate) is the midpoint between the buy and sell prices of any two currencies at any time. Use X-Rates (an X on the bookmarks bar in Chrome) to find the correct mid-market rate. If they wish to send €s to the Credit Agricole St Barths, or to Banque Courtois in France use X-Rates (an X on the bookmarks bar in Chrome) for the rate to quote. Use X-Rates for £s to Barclays Bank UK. The Booking NEW CLIENT add the client’s name to Clients Return to booking. New client or repeat clients will be in the drop-down list Enter booking details “Name” - to - “Date Arrive” and “Depart” and rate etc. Depending on what currency the client is paying, select the appropriate “FACTURE”. Wise is for ALL US clients. CA is for the Agents on St Barth. Barclays £ is for the occasional UK client or ask them to send € to the Banque Courtois. Click: Go to Invoice (above New Reservation button). Choose the Currency/Bank details button. Print as pdf. Save on desktop. Email client with copy of invoice (from desktop) and Bank details are on the Invoice. Add Bank transfer fees on Booking form: None for WISE or $20 (or equivalent) for all other currencies. UPDATING CALENDARS, AGENTS, and ERIC / MARTHA Use “UPDATE” Button on DB for more information. ERIC and MARTHA - Planning <Save as PDF> Saves a pdf as 'Planning.pdf' on the Desktop. The planning is then sent by Messenger to ERIC and MARTHA \"New Planning\" BOOKING ANULATION Change date of arrival to Blank (delete date when highlighted) It will not show on the planning but if a payment has been made and retained (lost deposit) it will show in the journal at the date of transaction. Page 12 Back to INDEX

ROOM TAX / TAXE DE SEJOUR Use Booking form / W4 with links. Pay Collectivité de St Barth in the month following the Client’s departure. Open booking. Check that the TS has been paid or not. Look up and enter the rate “Get Taux” Click Declare opens the Taxe de Sejour official website. Fill “Declared” Drop-down choice Enter date paid. Email: taxesé[email protected] Pay by Credit Card or Paiement BC470 virement SEPA Bénéficiere: Trésor Publique IBAN…0555 273 PAPER TRAIL Place all documents downloaded to the iMac or Mac-air in the Desktop folder “VILLA” Print the paper version when needed. Enter the document into FM using the button ENTER When entered mark the paper version with the rubber stamp ✔ and or “P\" if paid perso (i.e. NOT on the villa bank account BC 470 or CA St B or the company credit card) Incoming invoices, mark all with how paid and date paid. CC slip etc. attached. Invoices paid \"Perso\" mark with 'P' and date paid Internet invoices downloaded and printed, mark with how paid and date paid I nvoice schedules: Actium etc., mark with how paid and date paid. Keep in this file. Download the following documents, open in Preview, make hard copy and file the PDF in the appropriate folder. Bank statements Bank C à C details Bank Vente Devises details Bank Invoices and monthly summary File these documents in the Revenus folder with the clients booking details Avis International (receipt of funds from clients) Client invoices: Open their booking form. click blue button top left “GO TO Invoice”. Print . Sales Invoices from agents. REPEATING OR INTERNET DOCUMENTS Around the 10th of each month, collect the following documents: Place all documents downloaded to the iMac Mac-air in the Desktop folder \"Filemaker DB + invoices” Invoices Page 13 Back to INDEX

Aquagreg (Libeau Greg). Email At the start of the month Aquagreg (Libeau Greg). Email Extras Apple. Email At the start of the month EDF Website. Martha Patino Email At the start of the month Orange 4643 Website 18/m Direct to compte Orange 1193 Website 15/m Direct to compte Orange 0733 Website 18/m Direct to compte Saur Website. UN fr PW auto - compte 2 < -> URSAFF Downloaded list 'Folder To be Entered’ Matmut/Ociane Downloaded list 'Folder To be Entered' Actium €/m 10 du mois. List 'Folder To be Entered' Banque Courtois Loan 701,77/m. 7 du mois Credit Agricole € Invoices Website e-Documents Code Credit Agricole $ Website e-Documents Code Statements Banque Courtois Website Code Credit Agricole € Website e-Documents Code Credit Agricole $ Website e-Documents Code Wise USD Balance Website PREPARING FOR ENTRY Keep all paperwork needed for entry in the 'To be Entered' folder. Do not file any paperwork until the entry is made. Purchase paper invoices Sales Invoices completed Regular Internet invoices (Martha, Aquagreg, Plombier, IdealTv… Payment schedules (Actium, URSSAF, Assurance, Matmut… Banque Statements BC470, CA StB $ et €, TW Banque charges Invoices CA St B € Banque charges resumé mensuelle Invoices CA St B € PURCHASES Purchases 'Achats' Invoice + Banque Date = Date of transaction in Bank. Or date of, CC receipt, Virement ou Cheque (date of Transaction) Client Arrive Date = Client Arrive Date if applicable Back to INDEX Page 14

By Bank account = Bank name: BC470; CA $; CA €; PP or Barnett (Perso) Pay By = CC - Last 4 digits Card in Cheque Number. Cheque - add number, Virement, Prelev, Perso Purchases 'Autres' Invoice + Banque Same as above but allows a different category than 'Achat's Credits Invoice + Banque Same as above but allows a different category than 'Achats' and the amount is automatically a credit (no - sign needed) Enter purchase or credit with Bank details but no invoice Payment is on Bank statement. Create and file a temporary paper invoice and replace it with official invoice as soon as possible. REVENUS Payment for Reservations to Credit Agricole $ The Booking layout (W3) will show the entry you make. The DOA will bring up the Clients details. Only enter a 'Sale paid to CA St B $’ when a Payment has been received. The reservation details are from the 'Booking' layout. Client Arrive Date This will then show: Client’s name, Agency, Gross rent on booking, Commission if any. IMPORTANT: 1. The remittance will be in $ to the account in devises. 2. Enter “$ Amount remitted\" or what the client or agency has sent. 3. Enter the “$ Amount credited\" 4. Enter the amount of any associated € bank charges. On the CA€ statement. Agency commission and $ Bank Charges are automatically calculated. Page 15 Back to INDEX

Save Payment for Reservations to Wise $ 1. Enter “$ Amount remitted\" or what the client or agency has sent. 2. Enter the “$ Amount credited\" Payment for Reservations from Abritel Payments are to Banque Courtois 1. Enter “$ Amount remitted\" or what the client or agency has sent. 2. Enter the “$ Amount credited\" BANKING Bank Details All bank details are saved in 1Password Bank Charges (not associated with a booking): Either from Invoices Credit Agricole (€) or from Statements Banque Courtois Bank Interest received Only for the Credit Agricole. (€) Bank Compte à Compte Only use BC470; CA $ or CA €. Transfers from exterior accounts must be sent to BC500 first and then are transferred (CàC) to the Villa Bank account (BC470) as 'Paid Perso’. Bank Devis Change To find out the market price click X-Rates. From Bank correspondence or statements Bank Opening Balances Click \"New\" or \"New Record\" on Status Bar. Data from Bank statements are entered directly on the \"Journal\". No double-entry. The opening balances total, should equal the box underneath. Page 16 Back to INDEX

JOURNAL NOTE: Is a list of all transactions and each transaction is a unique record. Every credit or debit entry has a corresponding debit or credit entry. It is automatically created on saving an ENTRY. Changes made on the JOURNAL layout must reflect this. They can be sorted by any column/s and you can use find to narrow the listing. Records can be entered, corrected or deleted here. Using Dup (Duplicate can speed up an entry. LEDGERS List of transactions pre-selected by a field. i.e., The ledger BC will show only the Banque Courtois transactions. The totals at the top will then give the total of Credits and Debits and the difference. FIND FINDING PAYMENTS FOR SUPPLIERS (all types) Open (General) Journal 'Find' for column Name 2, supplier. Payment details are in column Name 1. Finding Records in Ledgers and Journals etc. Click 'Find' In the field box where you wish to find matching records, type (or choose from the drop- down list or Calendar etc.) the text to find and press 'Find’. Use operators < (before this date) and > (after this date). For numbers use an amount or a range and/or in ascending or descending order. SORT Sorting Records in Ledgers and Journals etc.:- Click ‘Sort’. The right-hand list has the column used for the current 'Sort’. If this is OK the click the 'Sort’ button. If you wish to change the sort column then, from the left hand, double click the column name you wish to sort. Highlight and 'Clear' the columns you do not wish to include. Check the order: Ascending, decending… Click 'Sort' Page 17 Back to INDEX

BASIC DETAILS OF DATABASE This Database has 3 main 'Tables' : Clients, Booking and Journal. TABLES: ’Clients' contain the names and contact details of all rental clients as well as: all suppliers, agents, and any person or Company that has a financial transaction with us. 'Booking' has all the reservation details, calculates the gross and net rent and room Tax. The Portal (the window under 'Toutes Transactions') on the Booking layout, will fill with that reservation’s financial transactions (stored on the Table 'Journal’) as they are entered, pro- viding the Date of Arrival is the same. *see related records below. 'Journal' has all the financial transactions. Entered via the Button 'Entry'. Each 'Table' has records. DELETION of RECORDS is not recoverable Each 'Record' has any number of Fields. Each 'Field’ has its own data: First Name, Last Name, Telephone, an amount, a date, a calculation… *Related Records: Related Records are pre-set so that one Table’s Field, i.e., Booking::Date of Arrival, is related to another Table’s Field, Journal::Date of Arrival. If the 'Date of Arrival' is the same on both, the data in that Table’s Records fields can be shared and used with the other Table. EDITING THE DATABASE (Read First) Caveat: If this is your first time attempting to edit a Filemaker database or you are a confirmed ex- pert, MAKE A DUPLICATE of “Villa Henson DB” and work on “Villa Henson DB copy”. Only when you have tested each change, should you start to use it live. When the edit is complete and tested. Change the file names 1. From “Villa Henson DB” to “Villa Henson DB old” and then 2.” Villa Henson DB copy” to “Villa Henson DB” It is not recommended to work on a live database but if it is just a small edit and just cosmetic. Then try it on the original BUT make a DUPLICATE nonetheless just in case.. LAYOUTS - Can be edited. Click “Edit Layout” on right of a layout. You can edit on this window. When finished Click “Exit layout” or note the name of the Layout, which is shown on the FileMaker layout bar top left. Go to Mac’s left menu bar. FileMaker Pro - File/Database/Manage/Layouts Page 18 Back to INDEX

Buttons have many functions. A window that opens when you press a button is called a LAYOUT. They may show a list as with Clients Lists, Planning, and Bank reconciliations, or they may show just one record as on the 'Booking Layout'. Some are for looking at data, some for entering data. On the layouts not all fields are shown. Some fields may do a calculation. All data entered in a field on a layout, form part of that unique record, identified by the unique Date of Ar- rival. The rent for example is calculated when enough data has been entered. MOST ENTRIES (Except calculated results) CAN BE CHANGED ON ANY LAYOUT. See DELETE below. A new record can be made or edited on any list (Journal or Bank recon or Planning…) Most Layouts have Buttons to move around records: <Print> or make a <pdf> of ONE record or a list. Choice is in a popup <Duplicate> a record <Delete> a record <Sort> records of a list like: Planning, Journal, all ledgers, List of Clients. <Find> records on any listing. Search by any fields on the search bar Buttons Greyed out are not available. Ledgers have pre-set find requests. All entries into fields are immediately saved the moment you click outside the field. All entries into fields can be changed except those based on a calculation. VALUE LISTS - Can be edited. Go to Mac’s left menu bar. Filemaker Pro- File/Database/Manage/Value lists. The window that opens has all the value list and all can be edited. Just double click on the list to edit and do the edit in the “Edit Value List” that opens. Value lists drop down list. some can be edited easily. Others you have to dig down. BUTTONS - Can be Edited DELETING DATA (CARE NEEDED) DELETIONS can be done on any Layout. DELETION of RECORD/S is not recoverable. REMEMBER that all entries have 2 (or more records): a credit and a debit entry. Some en- tries make multiple records (up to 8). Two ways: Page 19 Back to INDEX

1. Do a FIND in JOURNAL and search for a field that will have common data. In RESERVATIONS that might be the Date of Arrival. 2. Open the JOURNAL in a second window and do one FIND in the first for a field, say Name 1 and then do a 2nd FIND for a field say Name 2 in the second window. If ONE or MORE records in a list are to be deleted: Click the Button DEL or Delete Record on the Status Bar. Only one deletion at a time is allowed. If ALL the records presented (after say a Find) are to be deleted, on the Status Bar click Records / Delete Found Records. Filemaker will ask \"Do you want to?\" and the 'Cancel’ button will be the default option in blue, NOT as in other applications. WEBSITE Siteground and Website SITEGROUND are an excellent Hosting company and their support has always been the best. Check “**HELP is available”, below. Goto Siteground - Use 1PW from Chrome top bar right. Search (+) Siteground. Select with UN henrybarnett.fr Click Autofill and Siteground should open and connect. If not accessed for a long time a code will be sent to the email address. OR Use Bookmark bar/VH/Websites/Siteground. Use 1PW and select with UN henrybarnett.fr Editing and Changing Text. and Uploading Images Click WEBSITES / Click “WEEBLY ADMIN” on the villahenson.com website panel. On the next window click “Edit Site” (top left) Website for editing opens. Most actions follow either a Drag and drop for a new item from the left hand panel in BUILD or editing an existing item on the page. PAGES (top bar) allows you to alter the website’s menu. Clicking the page or sub page will open that page for editing. Example look at MORE. There are 4 sub pages and then Villa Book 19 sub pages as well. This is replicated on the top website menu. BUILD (top bar) Dragging one of the boxes from the left panel and dropping it where you want, allows you to do what the box says! THEME should not be needed; STORE is not used SETTINGS (Click to see what it contains for later use if needed) Page 20 Back to INDEX

1. Go to the page you wish to edit: Either click “PAGES” on top bar or use the real menu on the page that’s open. 2. Click BUILD or just to edit just click on the block of text or an image. 3. To delete a block hover over it and click the ‘X’ in the top right corner. 4. Click on the block of text and edit as in any text editor. Clicking on the text will open a formatting bar. Click on the link icon to add a link. There are several choices. 5. Click on the image and an option box appears. Clicking on the image to resize it by dragging the corner spot. 6. To add images go to the page where you want to place the image. You will have to upload any new images first. 7. Select the image/s on the computer FIRST and open the image/s using PREVIEW. Make a “DUPLICATE” (File/duplicate and then close the original) 8. Select TOOLS/RESIZE If the “was” size is more than 1 MB make smaller (for quick loading for users of the website). Leave “Scale proportionally” and “Resample image” checked. Alter the highest of “Width” or “Height” - not both. The larger the actual size the more it needs to be reduced. So if it is say 10MB half the Width or Height and maybe do that again to get under 1 MB. Do not go below say 750 KB. 9. Change “…copy” in the image name to small and save to VILLA/Images for Web VH 10. Then back to WEEBLY and the website. Drag the Image icon from the left panel and follow the instructions by clicking “Upload” on the block that opened. 11. Click “PUBLISH” top right to complete the update. WAIT until the window “Published” appears. Check the live website to see the real results. You may have to wait 24 hours or more for the changes to appear on your computer due to the cache (which keeps the last copy of the website page so that it loads quicker - I’ve tried but failed to change this). You can clear the Cache with these instructions from Siteground: If changes you are publishing do not appear, this is usually because you are seeing a cached version of your website without the changes. You can easily resolve this by clearing your website cache. To do this, go to Site Tools > Speed > Caching > Dynamic cache and click on the Flush cache icon next to the affected website. If using Chrome you can switch to Safari and load the website there. As each browser has its own cache, you should see the changes. **HELP is available 1PW: Weebly Community - UN AitchB65200 1PW: SquareUP (Weebly’s owner) - UN henrybarnett.fr 1PW Siteground - (?)/VIEW HELP CENTER/ Enter your question here Weebly / Weebly Sitebuilder. If no help is found stay on this page or go back to HELP CENTER and click Contact Us at the top. Scroll down on the page that opens and click on OTHER. Click on “I have other technical issues” select the website. Try the Knowledge Base. If you still haven’t solved the problem, click “The available resources didn't help”. Use Chat. Siteground are very helpful. Page 21 Back to INDEX

Domain names All our Domain names can be found on Siteground/Websites. They should be automatically renewed but do check from time to time. If in need go to HELP (read the last paragraph above) FACEBOOK Opening the Business page On Chrome select F on the bookmarks bar. Click on: and then “Switch Now” Adding Posts After Switching use the “What’s on your mind?” window to post or add Images etc. Page 22 Back to INDEX