End of Month Expenses are recurring charges applied to property owners as outlined in their Owner Contract or Owner Agreement.

Overview

These expenses are deducted from the owner's income during Pre-End of Month Processing and can be applied either per Owned Area or via a Rate Table.

Common Use Cases

End of Month Expenses can be used for:

• Management commissions

• Marketing and advertising fees

• Departure cleans and linen services

• Monthly recurring services (e.g., internet or streaming)

• Routine maintenance or service fees

Types of End-of-Month Expenses

Owned Area vs Rate Table

• Owned Area: Apply fixed expenses directly to the Area regardless of rate selection.

• Rate Table: Use when the owner charges vary depending on the Rate Type used in the reservation.

  • If Rate Table expenses are used, they override those set for the Owned Area. All applicable charges must be defined within the Rate Table.

Effective Dates

Effective From & To Dates

• These dates help determine when the expense applies and assist with auditing.

• Percentage-based commissions (for Long Term or "Pay Owner on Receipt") do not require an Effective From Date.

• Monthly flat amount expenses set up during the month (with the From Date as the 1st of the current Trust Month) will apply to all reservations in that Trust Month.

• Modifications made mid-month:

  • Only affects reservations created after the change is saved.

  • For existing reservations, the rate must be voided and recreated for the changes to apply.

• Effective To Date defaults to 100 years in the future unless otherwise set.

Special Configurations

Interconnecting Areas

• End of Month Expenses must be configured for both the Master Interconnecting Area and the individual Areas.

• Reservations in a Master Area will only apply expenses configured at the Master Area level or via the associated Rate Table.

Housekeeping Fees

• Only Departure Clean and Linen Fees are configured under End of Month Expenses.

• All other housekeeping charges must be set up as Housekeeping Task Costs.

Indexed Commission

Indexed Commission is used for Long Term Reservations or “Pay Owner on Receipt” and can be configured to apply either:

• Per Reservation (based on reservation nights), or

• Accumulative Nights Per Year

How it Works:

• Reservation Nights:
  Calculates the applicable tier based on the number of nights for each reservation.

• Accumulative Nights Per Year:
  Tracks total nights stayed across all reservations in the Owned Area for the calendar year to determine the commission tier.

  • Accrual resets on January 1st or when a new Owner Contract begins.

  • Cancelled reservations and Owner bookings (with the owner as the guest and source set to "Owner") are excluded.

  • Same-day reservations count as 1 night.

  • The cumulative total cannot be manually reset.

EOM Expense Configuration

In the side menu of RMS, go to Owner Accounting > EOM Expenses.

1. Select the Add icon.
   
    
2. Select the "Expense For" option — either Rate or Area, depending on how the expense should be applied.
   1. Rate Expense: Select the checkbox for a Rate Table.
   2. Area Expense: Select the checkbox for an Area.
3. Choose the "Effective From" and "Effective To" dates.
   These should typically span 100 years to ensure the ongoing application of the expense.
4. Select a Sundry Charge.
5. Select the Expense Type, then choose the appropriate Sub-Type or Expense Option.
6. Enter the Expense Amount or Percentage.
7. Select Save/Exit.
   

The End of Month Expense will be applied to reservations within the selected Owned Area or those using the specified Rate Table.