This article describes the End of Month - Pay On Charges report, which prints the pending Income, Adjustment and Expense transactions for one owner account on the Pay On Charges screen in Owner Accounting.

Overview

The End of Month - Pay On Charges report is a printable breakdown of one owner account on the Pay On Charges screen in Owner Accounting. It lists the pending transactions for that account in three tables (Income, Adjustment and Expense), each with its own total, so you can keep a record of what will be distributed to the owner or review it away from the screen.

Pay on Charge is an Owner Accounting method that calculates owner and manager income from the charges posted to reservation accounts, rather than waiting until the guest departs or pays. At month end, the Pay On Charges screen lists each owner account with pending Income, Adjustment and Expenses amounts, and the Distribute action moves the charges from the reservation accounts to the individual owner accounts. The report is printed from that screen, one owner account at a time, and is normally used by the accounts or trust team during the end of month process.

Please Note! RMS is highly configurable. Some Terminology, User Access & Permissions, Images, Labels, and Functions used in these articles may differ from your setup. CLICK HERE to find out more.

Use Cases

• Checking an owner's breakdown before distributing - before running Distribute on the Pay On Charges screen at month end, the accounts team prints an owner account's breakdown to check the Income, Adjustment and Expense transactions that make up its totals.
• Keeping a record of the month's pay on charge amounts - the trust team prints or exports the breakdown for an owner account so there is a copy of the pending transactions for that month outside RMS.

How to Access

The End of Month - Pay On Charges report is printed from the Account Breakdown window of the Pay On Charges screen, not from the Reports menu.

In the side menu of RMS, go to Owner Accounting > End of Month > Pay On Charges.

1. If the screen shows a property selector, select the property.
2. In the Pending Transaction list, double-click the owner account row. The Account Breakdown window opens, with the Income, Adjustment and Expense tabs.
3. Select Print. The report opens for that owner account.

Report Options

The End of Month - Pay On Charges report has no Report Options panel. The report prints the owner account that was open in the Account Breakdown window, for the property that account belongs to. To print a different owner account, close the report, double-click that account on the Pay On Charges screen and select Print again.

Column Headers

The End of Month - Pay On Charges report has a header that identifies the owner account, followed by up to three tables: Income, Adjustment and Expense. A table that has no transactions for the account is not shown on the report.

Report header

The report header shows the property name, the report name (End of Month - Pay On Charges) and the details of the owner account being printed. The footer shows the page number and when, and by which user, the report was generated.

Income and Adjustment tables

The Income table and the Adjustment table on the End of Month - Pay On Charges report use the same columns. Each table starts with a heading row naming the table (Income or Adjustment) and ends with a Total row.

Expense table

The Expense table on the End of Month - Pay On Charges report lists the expenses calculated for the owner account. It starts with a heading row (Expense) and ends with a Total row.

Data Sources & Calculations

The following concepts govern the figures on the End of Month - Pay On Charges report.

Pending Pay On Charges transactions

The End of Month - Pay On Charges report uses the same list of pending transactions as the Pay On Charges screen. The report's Income, Adjustment and Expense tables match the Income, Adjustment and Expense tabs of the Account Breakdown window. An owner account appears on the screen only when its Income, Adjustment or Expenses amount is not zero.

When you run Distribute on the Pay On Charges screen, the distributed transactions are marked as reported for the current Trust Date, so they no longer appear on the screen or on the report.

Income and Adjustment

Income and Adjustment on the End of Month - Pay On Charges report are built from trust transactions posted to reservation accounts. A transaction is included when all of the following apply:

• The property has Owner Accounting turned on and its Default Pay Owner Method is Pay Owner on Charges.
• The transaction is a charge or a credit note on a reservation account, and it is a trust transaction (or uses a trust sundry charge).
• The transaction date falls in the current trust month, which ends on the last day of the month of the property's Trust Date.
• The reservation's Area belongs to the owner account on the transaction date.
• The transaction has not already been distributed.

Voided transactions, transactions of zero, A/R transfers and hidden package components are not included. The one exception is the trust sundry charge for travel agent commission, which is included even when it is a hidden package component. Where a discount applies to a charge, the discount is deducted from that charge's amount.

Standard credit notes are listed in the Adjustment table. All other included transactions are listed in the Income table. The Income and Adjustment amounts are the transaction amounts themselves, before any EOM Expenses are deducted.

Expenses

Expenses on the End of Month - Pay On Charges report are calculated from the EOM Expenses set up in Owner Accounting > EOM Expenses. Only EOM Expenses of the Rate Commission type are used (the type name uses the property's Rate label), with one of the following sub types:

• Fee On Charges - (Gross) - calculated on the Income or Adjustment amount.
• Fee On Charges - (Nett) - calculated on the Income or Adjustment amount after the Gross fees have been deducted.
• On Departure - (Flat Fee) and On Departure - (Percentage) - calculated only when the reservation has departed and has Income.

Expenses are worked out for each reservation. An EOM Expense applies when it is set up for the reservation's Area or Rate and its effective date range includes the reservation's departure date. When EOM Expenses are set up against the Rate, they are used instead of those set up against the Area. Fee On Charges expenses are calculated separately on Income and on Adjustment, so an Adjustment can produce its own expense line.

Prerequisites

The Pay On Charges screen only has transactions to print when the property pays owners on charges. The following setup is required:

• Default Pay Owner Method set to Pay Owner on Charges in Setup > Accounting > Owner Accounting Options (Owner Accounting tab).
• Pay Owner/Manager as of Trust Date enabled on the Trust Options tab of the same screen.
• An active owner contract for the reservation dates. If no active owner contract exists for the dates, owner income is not calculated.
• Owner Account (Trust) enabled on any sundry charge that is shared with the owner, and Owner Income (Trust) enabled on any tax that is shared with the owner.

CSV export layout

When the End of Month - Pay On Charges report is exported to CSV, the column headings appear once, at the top of the file: Trans ID, Acc No, Res No, Trans Date, the Area column, Description and Amount. The Income rows are listed first, then the Adjustment rows, then the Expense rows.

Please Note! Expense rows in the CSV file use the same column headings as the Income and Adjustment rows. On an Expense row, the Trans ID column holds the EOM No, the Trans Date column holds the G/L Acc Code, and the Acc No and Area columns are blank.

Related Reports

• Owner Statements - produce the statement for each owner after the month is closed.

Related Articles

• End of Month Preparations - Owner Accounting
• Owner Accounting Pre-End of Month Processing
• End of Month Expenses
• Apply bulk owner charges