This article describes the Owner List report, which exports a CSV file listing each owned Area with its owner's contact, banking and Owner Contract details.
Overview
The Owner List report is an Owner Accounting report that lists each owned Area and the owner attached to it, together with the owner's contact details, banking details and the details of the Owner Contract. Optional columns add the Statement details from the Owner Contract and the owner's Owner Stays and FOC Stays. The report has no on-screen output: selecting Export to CSV downloads the results as a CSV file.
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.
Tip! The Owner List report is available on databases with the Owner Accounting module active.
Use Cases
- Owner records review - before End of Month, the accounts team exports the Owner List to check that every owned Area has an owner, banking details and a current Owner Contract.
- Trust accounting audit - an auditor needs a list of owners and contracts for a period, including Areas that have since been made inactive. Select Owned Between with a date range and tick Include Inactive Areas.
- Unowned Areas - after a change of ownership, the team ticks Include Area without an attached owner to find Areas that still need an Owner Contract.
How to Access
In the side menu of RMS, go to Reports > Owner Accounting > Owner List.
Report Options
Tip! Report build screens default to a common use configuration, and selections can be made as required.
| Report Option | Type | Default | Description |
|---|---|---|---|
| Property | Multi-select dropdown | All Selected | Limits the report to the selected properties. |
| Category | Multi-select dropdown | All Selected | Limits the report to the selected Categories. |
| Report For | Dropdown | Current Owner |
Selects which owners are reported. Options:
The date range below this option is only available when Owned Between is selected. |
| Date range | Date range | Today | The period used when Report For is set to Owned Between. |
| Guest Type | Dropdown | Owner |
Selects the type of profile reported. Options:
|
| Include Area without an attached owner | Checkbox | Off | Adds a row for each Area that has no owner attached. |
| Show RV | Checkbox | Off | See the verification note below this table. |
| Include Inactive Areas | Checkbox | Off | Includes Areas that have been made inactive. |
| Show Owner Contract Statement Details | Checkbox (More Options) | Off | Adds the Statement tab fields from the Owner Contract as extra columns. |
| Include Owner Stays/ FOC Stays | Checkbox (More Options) | Off | Adds the Owner Stays and FOC Stays columns. |
Column Headers
The Owner List CSV file always contains the standard columns below, in this order. Each row is one owned Area and its owner. If an Area has more than one owner on its Owner Contract, each owner may appear on a separate row.
Standard Owner List columns
The standard Owner List columns come from the Owner profile, the owner's banking details and the Owner Contract attached to the Area.
| Column | Description | Source / Calculation |
|---|---|---|
| Guest No | The owner's profile number. | Owner profile |
| Account No | The owner's account number. | Owner profile |
| Owner | The owner's name, Surname first. | Owner profile |
| Address | The owner's address. | Owner profile |
| Category | The Category of the owned Area. | Setup > Category/Area |
| Area | The owned Area. | Setup > Category/Area |
| Mobile | The owner's mobile number. | Owner profile |
| BH | The owner's Phone BH number. | Owner profile |
| AH | The owner's Phone AH number. | Owner profile |
| The owner's email address. | Owner profile | |
| Bank Account Name | The account name of the owner's bank account. | Owner profile Banking tab |
| Bank Name | The owner's bank. | Owner profile Banking tab |
| Branch | The bank branch. | Owner profile Banking tab |
| BSB | The bank BSB number. | Owner profile Banking tab |
| Bank Account No | The owner's bank account number. | Owner profile Banking tab |
| Payment Type | How the owner is paid, for example Cheque. | Owner profile Banking tab |
| Owner Stay Conditions | The Condition entered for Owner Stays. | Owner Contract > Owner Stays / Letting |
| Permanent Let | Y if Permanent is ticked under Letting, otherwise N. | Owner Contract > Owner Stays / Letting |
| Holiday Let | Y if Holiday is ticked under Letting, otherwise N. | Owner Contract > Owner Stays / Letting |
| Date Joined | The Date Joined entered under Letting. | Owner Contract > Owner Stays / Letting |
| Last Refurb Date | The Last Refurbishment Date. | Owner Contract > Owner Stays / Letting |
| Contract Type | The Contract Type, for example Standard. | Owner Contract > Contract |
| Contract No | The Owner Contract number. | Owner Contract > Contract |
| Owned From | The From date of the Owner Contract. | Owner Contract > Contract |
| Owned To | The To date of the Owner Contract. | Owner Contract > Contract |
Statement detail columns
The Owner List adds the following columns after GuestSpare9 when Show Owner Contract Statement Details is ticked. Each column shows the field of the same name on the Statement tab of the Owner Contract.
| Column | Description | Source / Calculation |
|---|---|---|
| Agreement Commencement Date | Agreement Commencement Date under Agreement Details. | Owner Contract > Statement |
| Rent Upon Commencement Date | Rent Upon Commencement Date under Agreement Details. | Owner Contract > Statement |
| Rent Review Date | Rent Review Date under Agreement Details. | Owner Contract > Statement |
| Rent Review Details | Rent Review Details under Agreement Details. | Owner Contract > Statement |
| Agreement Expiry Date | Agreement Expiry Date under Agreement Details. | Owner Contract > Statement |
| Options | Options under Agreement Details. | Owner Contract > Statement |
| Termination Notice Received | Y if Termination Notice Received is ticked, otherwise N. | Owner Contract > Statement |
| Termination Notice Date Received | Termination Notice Date Received. | Owner Contract > Statement |
| Termination Notice Notes | Termination Notice Notes. | Owner Contract > Statement |
| Authorised Spend Limit Inc GST | Authorised Spend Limit inc GST. | Owner Contract > Statement |
| Deduct From Income Electricity | Y if Electricity is ticked under Deduct From Income, otherwise N. | Owner Contract > Statement |
| Deduct From Income Water | Y if Water is ticked under Deduct From Income, otherwise N. | Owner Contract > Statement |
| Deduct From Income Gas | Y if Gas is ticked under Deduct From Income, otherwise N. | Owner Contract > Statement |
| Deduct From Income Body Corp Levies | Y if Body Corp Levies is ticked under Deduct From Income, otherwise N. | Owner Contract > Statement |
| Deduct From Income Strata Levies | Y if Strata Levies is ticked under Deduct From Income, otherwise N. | Owner Contract > Statement |
| Contribution | Contribution under Body Corporation. | Owner Contract > Statement |
| Lot No | Lot No under Body Corporation. | Owner Contract > Statement |
| Proxy Held | Y if Proxy Held is ticked under Body Corporation, otherwise N. | Owner Contract > Statement |
Owner Stays and FOC Stays columns
The Owner List adds the following four columns at the end of the file when Include Owner Stays/ FOC Stays is ticked. If Show Owner Contract Statement Details is also ticked, these columns follow the Statement detail columns.
| Column | Description | Source / Calculation |
|---|---|---|
| Owner Stays | The number of Owner Stays allowed on the Owner Contract. | Owner Contract > Owner Stays / Letting |
| Used Owner Stays | The number of Owner Stays used for the Area. | Owner Stays and FOC Stays |
| FOC Stays | The number of FOC Stays allowed on the Owner Contract. | Owner Contract > Owner Stays / Letting |
| Used FOC Stays | The number of FOC Stays used for the Area. | Owner Stays and FOC Stays |
The Owner List report has no on-screen output, so there is no report screenshot: open the downloaded CSV file in a spreadsheet application to view the columns above.
Please Noter! The report will show the GST-free and ABN No columns when the selected property is in New Zealand.
Data Sources & Calculations
The Owner List columns come from three places in RMS: the Owner profile, the Owner Contract on the Area, and reservations made against the Area.
Owner profile
The owner's name, profile number, account number, address, phone numbers and email come from the Owner profile. The bank and payment columns come from the Banking tab on the Owner profile, where the bank details and the Pay Owner By option are entered.
Owner Contract
The contract, letting and Statement columns come from the Owner Contract attached to the Area. To view an Owner Contract, go to Setup > Category/Area, edit the Category, select the Area menu, edit the Area, select the Owner Accounting menu and then the Owners tab, and edit the contract. The Owner Contract has these tabs:
- Contract - Contract No, Contract Type, From and To dates. See Set up a new owned area.
- Owner Stays / Letting - Owner Stays and FOC Stays, each with a Period and a Condition, and the Letting fields Permanent, Holiday, Date Joined and Last Refurbishment Date.
- Statement - the Deduct From Income, Body Corporation and Agreement Details fields used by the Statement detail columns.
Owner Stays and FOC Stays
The Owner Stays and FOC Stays columns show the number of stays allowed on the Owner Contract. The Used Owner Stays and Used FOC Stays columns count the stays used for the Area. On the Owner Stays / Letting tab, each allowance has a Period of Month, Calender Year or Financial Year.
Related Reports
- Owner Statements - Reports > Owner Accounting > Owner Statement.
- Owner Ledger - Reports > Owner Accounting > Owner Ledger.
- Owner Income Summary - Reports > Owner Accounting > Owner Income Summary.
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