This article explains how Owner Stay Debits and Credits are calculated in the Trust Pooling Breakdown report, and how to record owner stays so they calculate correctly.

Overview

The Trust Pooling Breakdown report is the most comprehensive report for reviewing how RMS calculates Trust Pooling distributions, including Owner Stay Debits and Owner Stay Credits. It provides the transaction-level detail behind each figure, so you can see how the pooled income and owner stay values were shared across the owners in the pool.

An owner stay is a period where an owner occupies their own area rather than letting it to a paying guest. Because the areas in a trust pool share income, an owner stay affects every owner in the pool, not just the owner who stayed. RMS records this as a debit to the occupying owner and matching credits to the other owners.

How Owner Stay Debits and Credits work

When an owner has an owner stay during a settlement period:

• The owner who occupied the area receives an Owner Stay Debit for that period.
• The remaining owners in the trust pool receive an Owner Stay Credit, distributed across all pooled areas based on each owner's Days in Pool.

This distribution balances the shared income and expenses within the trust pool, so that the cost of one owner using their area is spread fairly across the pool.

How the calculation works

At a high level, RMS performs the following for each settlement period:

1. Calculates the pooled income for the period.
2. Determines the applicable owner stay value using the trust pooling rules, by Unit or Total.
3. Applies the debit to the owner who occupied the area.
4. Distributes the corresponding credits to the other owners in the pool according to their Days in Pool allocation.

The calculation is complex: it is derived from the Trust Pooling Units and Totals set against the number of owner stays, in order to achieve a fair income distribution between owners. The Trust Pooling Breakdown report shows the detailed transaction-level calculations used to arrive at these figures.

How owner stays are recorded

Owner stays are managed from the Owner Contract screen, under the Owner Stays/Letting tab. To open an owner contract, go to the area's contract from the Booking Chart or via the owned area setup.

If an expected Owner Stay Debit is not appearing on the report, it is usually related to how the owner stay was recorded, or how owner stay debits are configured in your environment.

Recording owner stays so they calculate correctly

To ensure owner stay debits and credits calculate correctly:

• The Booking Source on the reservation must be set to Owner.
• If an owner stay spans two settlement months, split the reservation at the month boundary so RMS can correctly prorate the debits and credits for each settlement period.
• The From and To dates on the Owner Contract must accurately reflect the ownership and settlement periods. These dates are used in the trust pooling calculations and cannot be amended once they have been saved.

Related Articles

• End of Month Preparations - Trust Pooling
• Set up a new owned area
• Record a change of ownership