Property & Statement Configuration Settings

The following article covers how to make certain alterations to your settings in OA. This includes such things as:

  • updating the property's address
  • allowing owners to make booking requests/reservations online
  • selecting what information owners can view on their statements
  • and more

Click Configuration Settings.

Property Detail

All property information will automatically be populated when first logging on to OA. You may change any of the information in these fields if desired by selecting the Edit button.

Property Detail

Settings

Use the Edit button to alter any of the following settings:

  • Fiscal Start Month – Set to the first month of your fiscal year.
  • Pool Revenue – Set to Yes or No based on the property management contract with the unit owners. NOTE: This setting can also be adjusted for each individual unit if necessary (in Configuration Settings > Units).
  • Collect Tax for Owners – Set to Yes or No based on the property management contract with the unit owners.
  • Import Revenue from RoomKey – Set to Yes if using the import functionality to import Room Revenue and Room Occupancy from the PMS to Owner's Accounting.
  • Import Owner Info Only – Used if you are not importing Room Revenue from the PMS, but still want the Owner Occupancy imported to from the PMS to Owner's Accounting.
Settings

Management Fees & Withholding Tax (Room Revenue - Selected Items)

  • Transaction codes need to be set up prior to using this section
  • This formula is used if the management fee or withholding tax is calculated after expenses are deducted from room revenue

Example of how Management Fees & Withholding Tax formula would calculate if the Management Fee or Withholding tax was calculated BEFORE expenses were deducted from Room Revenue:

Room Revenue on Unit = $1000.00
Management Fee is 40% of Total Rm Revenue = 40% of $1000.00 = $ 400.00
Withholding Tax is 25% of Total Rm Revenue = 25% of $1000.00 = $ 250.00
Expense 1 = $ 100.00
Expense 2 = $ 100.00
Amount of Revenue the owner would make after the above Fees = $ 150.00

Example of how Management Fees & Withholding Tax formula would calculate if the Management Fee or Withholding tax was calculated AFTER expenses were deducted from Room Revenue:

Room Revenue on Units = $1000.00
Expense 1 = $100.00
Expense 2 = $100.00
Total after Expenses = $800.00
Management fee is 40% of TTL after expenses $800.00 = $320.00
Withholding Tax is 25% of TTL after expenses $800.00 = $200.00
Amount of Revenue the owner would make after the above Fees = $280.00

Miscellaneous Owner & Statement Settings

Use the Edit button at the top of the screen (by Property Detail) and then scroll down to alter any of the following settings:

Min. Cheque Amount – Use this to set a minimum amount before a cheque is issued, if a minimum is required. A minimum cheque amount should be entered into this field. For example: if the owner only has $5.00 on their payout and this amount is below the Min Cheque Amount then it will roll over to the next month. This setting will apply to all units in Owner Accounting.

Allow Owner Bookings – This will allow owners the ability to make reservations on-line. If set as Yes, another box will appear that allows us to indicate if the owner can make reservations directly into the PMS (select Reservations) or the owner can make a request for a booking (select Request). By selecting Request, the booking will be placed in the Waitlist section of the PMS. A limit may also be set on how many reservations an owner can make in 1 month.

Show Reservation Info – Select Yes to show occupancy information on owner statement. Below we can see the reservation information that makes up the $1165.00 of Room Revenue for this Unit.

Balance Owing – The wording that will show on the owner statement when the owner owes the property management company.

Payout – The wording that will show on the owner statement when the Property Management Company owes the Owner. This amount will be the cheque amount issued to the owner.

Balance in Trust – If a Minimum Cheque Amount was set then this is the wording that will appear on the owner statement. This will be the amount that will be forwarded to the next month.

Show Names on Rev. & Occupancy Report – Select Yes to show the guest names and Res ID numbers associated with the unit’s room revenue on the Revenue & Occupancy Report (Reports > Revenue & Occupancy).

Show Occupancy Info – Select Yes to show what days the unit was occupied on the bottom of the owner statement in a grid format. This grid will indicate if the owner unit was occupied by a guest, owner guest or owner.

Show Expense Detail – Select Yes to not only show the transaction code on the owner statement, but also the reference information for the transaction code. If it is an occupancy expense for cleaning it will give the details of the reservations making up this charge.

Show Payment/Balance Forwards – Select Yes to show the amount that is forwarded from the previous month.

Set Credit Cards for All Bookings? – Selecting  Yes means that all bookings imported into OA will be Credit Card Commissionable bookings (even if the bill was paid in Cash in the PMS).

Show Expense Details YTD? – Selecting Yes means that YTD figures for all individual expenses will appear on the Owner Statement. See example below:

Show Expense Details YTD? – Selecting No means that the YTD figure will appear for the Total Expenses only and not each individual Expense. See example below:

Statement Note

Use the Edit button at the top of the screen (by Property Detail) to adjust the Statement Note. This note is a generic note that will show up on the bottom of each statement, example “Annual General Meeting will be held on July 17th”.

Statement Note

This is what the note will look like on an Owner Statement:

Statement Advisory

Use the Edit button at the top of the screen (by Property Detail) to adjust the Statement Advisory. This will be the note that appears in the emails to Owners once the statements are run for the owners to view on-line.

NOTE: Do not delete the text “{Statement/Month}” as this will automatically fill in the correct month on each statement.

Property Area

You do not have select Edit to access this area. Scroll to the bottom of the Property area to and select the Add button to add a property area.

Reasons you might have different areas:

  • There are different management contracts for certain owners. Example: Building A is pooled with 1 set of revenue/expense factors & expenses that is different then Building B, or maybe in another building the owners only receive the room revenue made on their unit and there is going to be a 60/40 management fee spilt.
  • All revenue is pooled, but there are a few owners that are not part of the pooling and therefore are not partaking in the room revenue being distributed to everyone else. However, they are still going to be responsible for paying the expenses on the unit.
  • There are various different Pools within the Property.
Property Area