The Trust Sundry Breakdown report compares, for each GL Acc Code, the manager sundry charges posted in a period with the amounts paid out of trust through General Transfers in the same period.

The Trust Sundry Breakdown report is part of Owner Accounting and is available only on databases that have Trust Accounting enabled. This report shows one row per General Ledger Account Code (GL Acc Code) with two figures: the Posting Value of charges posted in the period, and the amount Paid Out of Trust to the manager through General Transfers in the same period.

Despite its name, the report covers sundries that belong to the manager, not the owner. Posting Value counts sundry charges that are not set up as Owner Income Sundry charges, together with credit card fees and travel agent trust commission. These are the charges that a trust receipt pays on the guest's behalf and that are then transferred from the trust account to the general account.

Run this report at the end of a trust month to check the manager's sundry income by GL Acc Code against what has been transferred out of trust. It is typically run by the managing agent or trust accountant.

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

• End of month review - before closing the trust month, compare the manager sundry charges posted in the month with what has been paid out of trust.
• General Transfers check - after paying General Transfers, confirm the amounts transferred out of trust for each GL Acc Code.
• Accountant reporting - give the property's accountant a GL-level summary of manager sundry income, credit card fees and travel agent trust commission for a month or a custom date range.

How to Access

The Trust Sundry Breakdown report is found in the Owner Accounting reports. Go to Reports > Owner Accounting > Trust Sundry Breakdown.

Please Note! The Trust Sundry Breakdown report only appears when the Owner Accounting module is active and Trust Accounting is enabled. Access is also controlled by the user's Security Profile. In Setup > Users > Security Profiles, the permission is listed under Report Screens > Owner Accounting Reports as Trust Sundry Breakdown. The permission name follows the property's label for Sundry, so it may appear as Sundry Breakdown.

Report Options

The Trust Sundry Breakdown report options set the period and the properties to report on. Choose either By Month or By Date Range, then select Build to generate the report. The report has no More Options.

The month picker offers Last Month, This Month, Next Month and Custom Date. The date range picker offers the standard report presets, such as Last Month, Last Financial Year and Month To Date, plus Custom Range for any From and To dates. Only the picker for the selected option can be changed.

Column Headers

The Trust Sundry Breakdown report output has one row per GL Acc Code and a Total row at the end. Where a figure depends on how the charge was set up or transferred, the Source / Calculation column points to Data Sources & Calculations.

In this example for 1 January to 31 December 2021, GL Acc Code 1-1000 (CC Transaction Fees) has a Posting Value of $1,478.82 and $2,690.32 Paid Out of Trust, and GL Acc Code 4-1002 (Accommodation) has a negative Posting Value of -$111,948.00 with nothing paid out of trust. The figures differ because the two columns use different dates and sources, as explained below.

Data Sources & Calculations

The two figures on the Trust Sundry Breakdown report come from different sources and use different dates, so they are not expected to match for a given GL Acc Code.

Posting Value

Posting Value is the total of the qualifying charges posted with a transaction date inside the report period, grouped by the charge's GL Acc Code. A charge is included when it is one of the following:

• A sundry charge whose sundry does not have Owner Income (Trust) ticked.
• A credit card fee.
• A travel agent trust commission.

Only charges posted to reservation, guest, cash and point of sale (POS) accounts are counted. Charges on owner, manager, travel agent, company, third party and tour operator accounts are not included. Credits reduce the total, so Posting Value can be negative.

Tax affects Posting Value in two ways. GST or VAT that is included in the charge amount is counted, because it is part of the amount posted. Taxes linked to the sundry in its Tax section post as separate tax lines and are not counted, whether the tax is added on top of the price or included in it. When such a tax is included in the price, RMS takes it out of the charge amount first, so Posting Value shows the charge without that tax.

The Owner Income (Trust) option is on the sundry's Owner Accounting section in Setup > Accounting > Sundry. Sundries with it ticked are owner income and are left out of Posting Value. See Owner Income Sundry and Set up a Sundry Charge.

Paid Out of Trust

Paid Out of Trust is the total of the trust receipt amounts that General Transfers has paid out of trust to the manager, where the date paid out of trust falls inside the report period. It is grouped by the GL Acc Code of the charge that was paid. The amounts include tax.

Paid Out of Trust is not limited to sundries. Any charge that General Transfers pays out of trust is counted, so a GL Acc Code can show a Paid Out of Trust amount with no Posting Value, and the other way round. Charges on owner accounts are not included.

The separate tax lines of a sundry are also paid out of trust through General Transfers, under the tax's own GL Acc Code, unless the tax is set as Owner Income (Trust). A tax's GL Acc Code can therefore appear with a Paid Out of Trust amount and no Posting Value.

A charge is only paid out of trust after a trust receipt has paid it and the transfer has been recorded and paid in General Transfers. By default this happens after the reservation has departed, so a charge posted in one month is often paid out of trust in a later month. See General Transfers.

Please Note! When nothing has been paid out of trust in the period, the report shows an extra row at the top with no GL Code and $0.00 in both columns. This row can be ignored.

Related Reports

• Sundry Usage Report - shows the number of sundry charge units sold in a date range.
• Cash/Charge Report - shows revenue by GL Acc Code as monies received (Cash) or charges raised (Charge).
• Print a Trust Cash Transactions Report for the Auditor - how to build the Trust Cash Transactions report for a trust audit.
• Agent Pending History Report - shows outstanding Trust and Non-Trust amounts on each reservation.

Related Articles

• General Transfers
• Owner Income Sundry
• End of Month Preparations - Trust Accounting