MARINA MATE is the application that helps you manage the assignment of moorage and related invoicing for your marina, yacht club or resort marina for either a single harbor or multiple harbors.
It simplifies the management of charges and invoices for marina clients, yacht club members, and transient guests. Charges associated to long term or short-stay moorage, club membership fees, power usage, rentals, membership fees and special events are automatically generated.
Manage contracts for term moorage and miscellaneous recurring charges such as kayak and dinghy storage, locker rentals and auto parking spots.
It presents an interactive graphic display of your docks' layout, keeps contact information for club members, clients, and guests along with description of their vessels.
The system generates related reports, provides historic inquiry, and interfaces to the Accounts Receivable and General Ledger systems. It is one of the applications belonging to the Series 5 suite of accounting packages.
For your marina, MARINA MATE manages all aspects of dock management and client billing. Details about the vessels and owner contact information is recorded. The generation of new and renewal moorage billing are automated, with optional moorage contracts. Moorage and all related charges are automatically generated. Other user defined charges may be set up and recorded. Client charges contribute to the invoices that are generated.
For your yacht club, MARINA MATE manages all aspects of dock management, member billing and guest sublet moorage. Details about the vessels and member information is recorded. The generation of membership fees, along with new and renewal moorage is automated. Moorage and all related charges are automatically generated based on member and vessel properties. As well, MARINA MATE provides management and billing for special events, outstation visits, reciprocal guests and dining lounge assessments. A members web portal is offered for a number of relevant club oriented functions.
For your resort oriented marina, MARINA MATE manages all aspects of dock management and guest billing. Details about each guest and their vessel is recorded and available for CRM functions and for future visits recall. Reservation may be made for 14 months in advance. Guests are flagged as "Arriving", "Checked-In", "Prepaid" and "Checked Out". As well, MARINA MATE provides controls and billing for special events and rentals. Staff can utilize a Dock Walk application on their tablet or smart phones.
For Harbor Authorities or clubs with marinas in multiple harbors MARINA MATE can manage the assignment of moorage, and subsequent billing in each one. Clients, members, guests, contracts and charges can be maintained either for specific harbors, or all harbors. Vessels can be moved using the interactive graphics utility between harbors.
Define multiple docks for each harbor along with each moorage slip or side-tie regions. A Dock can be defined for traditional slips, side-ties, rafting corridors, harbour buoys or anchorage or even kayak and dinghy storage racks. Different moorage charge basis can be assigned, along with revenue profit centres. Slip dimensions and maxiumum vessel sizes are kept.
Provides an interactive display of the docks in each harbor showing each vessel's assigned moorage on selected dates. With a click of the mouse, moorage can be assigned to available slips, or details about vessels moored can be displayed. Dynamic side-tie moorage vessels can also be assigned or moved.
Moorage Contracts may be generated for yacht club members and marina clients. Based on vessel LOA and power requirements, charges are automatically computed. For renewals, new contracts are automatically generated and, as an option, will be classified as Pending until approved by the vessel owner. (Either verbally, or online through the member or client web portal). Contracts may be printed, or emailed as PDF documents
MARINA MATE can generate Recurring Charges Contracts for services provided, or facilities used repeatidly over a period of time. These might be for kayak and dinghy storage, slip-side storage bins, assigned parking, or even net or trap storage for commercial fishermen. These contracts are managed in the same way as that of the moorage contracts.
For guests to your resort marina, or reciprocals visiting your yacht club, record details of the assigned moorage and applicable charges. Reservations can be made, invoices generated and payments collected. Contact information and boat profile is kept on file for easy retrieval for future visits. Reciprocal club rules may be recorded and are enforced.
Reservations for guest moorage can be made up to 14 months in advance. Optional booking fees and moorage deposits, using credit card credentials can be collected. A screen displays future moorage assignments in a table with columns of moorage slips and rows of dates.
When implimented, owners flag their slips as being temporarily available. They can be rewarded with all or a portion of the collected sublet moorage fees. A number of different methods are available to determine the amount credited. In particular, the concept of "Sublet Pool Groups" has been devised. Owners will automatically be credited, or checks issued.
MARINA MATE will automatically assign moorage rates based on properties associated to each dock the slips belong to. There are standard monthly term rates and daily guest rates for moorage and power. Price and/or discount tables may also be defined with levels of rates depending on quantities of goods or length of vessel. Tables may be created for a variety of criteria where the resulting rates override the standard default rates.
For yacht clubs with a restaurant, MARINA MATE manages the billing of lounge assessment charges, records charges incurred, and maintains member balances for defined assessment periods. Charges are entered directly or imported from spreadsheet.
Members can be emailed with details of their allotment period balances, and they may also view their balances using the member web portal.
MARINA MATE will manage your special events such as parties, dinners, sail-past and other billable gatherings. An event is set up with properties such as date, time, billing methods and different ticket rates. Attendees can be automatically set up from the member or client files, entered individually, or make use of the web portal to register. A member can also record names of their guests and request to be seated with other attendees.
Reminder emails may be sent and charges automatically generated to be invoiced. Assorted items may be sold at the event and charges recorded to the purchaser's account using a web portal app.
A number of functions are available to club members, clients and marina staff that can be launched remotely from computers, smart phones or tablets using web browser applicatiions. For staff, a "Dock Walk", a "Meter Read" and "Remote Sales Entry" functions are provided that can be used. Other functions include:
With MARINA MATE you can define Inventory Items that you have for Sale or Rent. For the rented items, specify quantity available, rental rates, damage deposit and cleaning fees, and rental limits.
When items are rented, record the date and time booked out, an expected return time, rental rate and whether a rental deposit or damage deposit is required. Different rates may apply depending on the duration of rentals. If a Damage or Rental Deposit is needed, it is collected when the items are booked out and returned when items are returned. For Club Members and Marina Clients an invoice will be generated either when Advance Payment or Final Payment is processed and recorded to their accounts. For Guests, charges are recorded to their visit and payment made either in advance or when they check out.
For client and member vessels, record their sizes, types, owners, insurance papers, photos and inspection status.
For clients and club members, record address, phones, emails, emergency contact, privacy options, key-fob and door key codes, and their photo and about their vehicles.
For just yacht club members record their seniority, membership application date/time and if they are members of the board.
For everyone, or their boats, select any of the properties to be exported to spreadsheet.
When charges are accumulated for moorage and other assorted activity, invoices are generated.
For guests, this might be when reservations are made, when they "check-In" after arriving, or when they "check-out". For members or client moorage, this would be when they initially join, or are assigned new or renewal moorage.
Invoices may be generated and printed or created as a PDF and emailed. They may be paid by the client when generated, or recorded "on account". Invoices are posted to the Accounts Receivable system. All invoices are recorded and available for historic inquiry and can easily be reprinted and emailed to the client.
Charges are generated for moorage, and all other activity for which members, guests and clients are to be billed. For guests, this might be when reservations are made or when they "check-In" after arriving. For moorage when initially assigned, or renewed. For yacht club members, applicable initiation and annual membership fees. Charges are also generated for utility charges, special events, and an assortment of other one time or recurringd items which are user defined. Each type of charge defined in MARINA MATE is assigned a Task Charge Code. Properties associated to a charge code includes a unit price, tax exemption flags, units and G/L revenue account. Charges can also be entered directly, or imported from a spreadsheet.
For marinas and yacht clubs, MARINA MATE records a posting announcement when a given moorage berth is available either for assignment or sublet. The dates available, closing date, size of slip, maximum vessel size and estimated moorage rates are all recorded. Using the web portal, members and clients can view the postings and submit their application to have the moorage asssigned to them. Emails may be sent to all members and clients announcing the posting, and an email may be set to all applicants informing them when it is awarded. An email is also sent to the individual awarded the slip.
For marinas and yacht clubs, MARINA MATE records a list of all individuals, and their vessels, who wish to be added to the list waiting for moorage. Their contact information, and vessel details are recorded. Applicants may be listed or reported sorted by a number of relevant criteria.
When space becomes available, you can easily generate an email that is sent describing the moorage dimensions and the date available.
For yacht clubs, MARINA MATE offers the option to record members' visits to club outstations. For each outstation, specify whether power, water, showers are available; and if rooms, cottages and linen is available to be rented.
When members arrive at the outstation, they can register using the Web Portal's Outstation Registration app, recording the number of nights planning to stay, how they will tie up, power using, and if will be renting either a room, cottage or linen. The app also lists those members/vessels that are already visiting the outstation and the number of slips, or dock space available for newcomers.
A Visit Transaction record is recorded in the system, and if fees are collected for the visit, applicable charges are generated ready to be invoiced.
Staff can make their early moring dock walk with the MARINA MATE web portal's "Dock Walk" application. It launches on a smart phone or tablet. For the selected harbor and dock, it presents information about each slip and vessel that is moored. The status of moorage, boat name, size and power used can be updated as applicable. Changes are automatically applied and available to the system.
There is also an app for walking the docks to read and record hydro meters.
With MARINA MATE you can define Inventory Items that you have for Sale or Rent. For the items for sale, specify quantity on-hand, pricing and applicable Task Charge Code.
If you are hosting an event that is held at a remote location, where you don't have a computer, you now can use the Web Portal's new Sales Entry app to record the sale of things to members, marina clients, or guests. When the event is set up, record each item that you will be selling at the event. For each person making a purchase, a transaction record is recorded that is used to record all the items that person purchases. After the event is finished and the Event charges are generated, each purchased item will create a Charge record that will be included the next time invoices are generated.
All charges recorded for billing are associated to a defined Task Charge Code. A G/L Revenue account is defined for each Task Charge Code. Default Task Charge Codes are assigned to membership dues, moorage charges, user defined charges and dock override charges.
When invoices are generated and posted to Accounts Receivable, revenue distributions are generated which may be exported to other accounting systems, or posted to the Series 5 General Ledger systems. These distributions then become journal entries contributing to your financial statements P&L reports.
With MARINA MATE you may define Hydro Meters and assign them to specific moorage slips. Hydro Outlet Pedestals may also be defined and assigned to specific dock locations. Hydro usage can be charged to club members or marina clients either at a fixed monthly rate, or based on kW-hrs used.
Built into the MARINA MATE system is the ability to import and export a variety of different types of data. You can load from or output to MS-Excel, tab-delimited text files, or CSV text files.
Within the MARINA MATE system, assorted functions provide the opportunity to send emails to moorage customer, club members or transient guests. Email content is loaded from user supplied text files and may be sent as simple ASCII text or as HTML text formatted and embedded with images. Within the supplied text files you can insert pseudo variables that are replaced with names, dates or amounts, relevant to the subject of the email.
MARINA MATE is an application of the Series 5 family of accounting systems. The Series 5 system provides the basic management of data directories, printer queues, user signon rights, menu item access and general system wide control. Report generation, data import and export, user logon profiles, email generation, and context sensitive help are standardized for all Series 5 systems.
Included with MARINA MATE are the Accounts Receivable and Web Portal Access Management systems. Also available are the following Series 5 applications that you may wish to install:
Your accountant may particularily be interested in the GL system. It captures all P&L and Balance Sheet distributions generated from each Series 5 system. It provides mature Ledger Management, with flexible Financial Statement reporting based on user defined layouts. Multiple reporting companies can be managed with the option of selected consolidatation.
Sentinel Hill Software was founded in 1999. Sentinel Hill acquired exclusive rights to re-engineer the Series 4 Suite of applications porting them to Windows graphical, (GUI), environment. During this redevelopment the applications were enhanced for ease of use and integration with Microsoft Office Utilities and Windows Systems. The Suite was then renamed and Sentinel Hill Software’s Series 5 Suite of Accounting and Business applications were born. Over the years the applications were continually improved adding new features and functionality based on user feedback and customization requests.
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Phone: 604-837-8354