Owner Statement Options in Business Setup

Heading Portion of the Owner Statement

Letterhead Options

If you would like to use letterhead for statements, on screen #7 in Business Setup, 5 lines down on the right, HEADER OF STMT should be set to N. This will suppress the business name and address from printing. If more space is needed in the heading area for the letterhead, the field HDR LINES STMT, on screen #7 in Business Setup, 1 line below is where you may designate the number of lines needed for the letterhead. If the standard statement length exceeds the space available enter 40 in LINES NON-STD field on screen #7 in Business Setup. If 40 is still too long, then decrement the number until the statement is the correct length for the paper.

If the statements are not being printed on letterhead, you have a choice on Screen 7, HEADER ON STMT, of printing the business name and address either centered (Y) or left justified (L). HDR LINES STMT should be 0, and LINES NON-STD should be 0.

Column Headings

You have the choice of terminology for the owner statement columns: either Income/Expenses (I) or Credits/Charges (C). The choice is made on screen #7 in Business Setup, 5 lines from the bottom on the right side.

Detail Portion of the Owner Statement

Rent Income Lines

For rent income lines, you have many choices. It is very important that the options be set up in system setup BEFORE you process revenue. If revenue is processed and you would like to change the setup of the rent income lines, you will need to reverse process, make the changes in system set up, and then reprocess the revenue. The different choices available are:

System Set Up Options	How it will Display on Owner Statement
Screen 7, Tenant code name = Y	Rent-description from your revenue costcodes
Screen 10, Replace last name w/folio # = N	Tenant: Last Name Dates

For owner, owner guests and complementary stays, the word "Tenant" is replaced with "Owner", "Guest", or "Comp" respectively. On Screen 7, there is an owner name code, a guest name code or a comp name code to choose different options for different types of stays. The Screen 10 option of replacing names with folio #'s can only be set once - no matter what type of stay.

For seasonal folios, there are two choices available in terms of dates printed. On Screen 8, 6 lines from the bottom, PUT ARR/DEP DATES ON ALL SE REV may be Y= which shows the actual arrival and departure dates, N= will show the dates in month that they were in-house in that month. Example: arr= 01/15 & dep=03/15: On Jan. statement date would print 01/15-02/01, Feb 02/01- 03/01, & March 03/01-03/15.

Subtotal Options

There is a choice to show subtotals or not on the detail portion on Screen 9, 4th line down SHOW SEGMENT SUBTOTALS ON OWNERS' STATEMENT. If Y is chosen, the statement will have a line NET RENTAL INCOME subtotalling all the rental income and management fees, cleaning fees, etc. It will also print an EXPENSE SUBTOTAL LINE, and at the bottom of the detail portion will show NET INCOME AND EXPENSE line showing the bottom line figure. If N is chosen, only a SUBTOTAL line will print at the bottom of the detailed portion, totaling all the debits and credits in each column, followed by a TOTAL line which will display the bottom line figure.

Sales Tax on the Owner Statement

In some states, tax is passed onto the owner and it is the owner's responsibility to pay the tax. In those cases (Hawaii) sales tax needs to show on the owner statement. On Screen 8, 2nd line from the bottom, the SHOW SALES TAX ON OWNER STATEMENT field allows you to make this choice, Y will show on owner statment, and N will not. (This may be overridden at the P-A-P screen.)

Summary Portion of the Owner Statement

The summary portion prints directly under the NET INCOME AND EXPENSE or TOTAL line. It lists up to 10 different categories of income and expenses. These categories are located on the left hand side of Screen 7. Each category corresponds with an annual stats code that is located on a costcode screen. The first category (typically INCOME) has an annual stats code of 1 going down the page with the last item (typically MISC EXP or the one directly above PAYMENT FROM OWNERS) having the annual stats code of 0. Each of these fields are editable to fit the terminology you would like. If you do not use all 10 categories the system will leave blank spaces just as it appears here on Screen 7. When setting up each category your choices for the type of category is I for INCOME (included in 1099 calculation), O for OTHER INCOME (not included in 1099 calculation), E for EXPENSE, C for CAPITAL, B for PAYMENTS FROM OWNERS, and T for PAYMENTS TO OWNERS.

If you would like to supress part or all of the summary portion on the owner statement, the 1st line on the right side of Screen 7 will allow you to do this; PM STATS ON STATEMENT CODE. The choices available are:

• A = All annual and current statistics will print
• Y = Year to Date Income will print, YTD expenses will not print, all current period statistics will print
• C = Only current period statistics will print
• N = No statistics will print

Messages on a Owner Statement

Working Balance Message

If a working balance is requested on the P-A-O screen the message WORKING BALANCE REQUIRED will print directly below the ENDING BALANCE line. This line will not print if the working balance is 0 on the P-A-O screen. This line may be edited, it is located on Screen 7 on the last line on the left side.

If the Owner is Owed a Balance

The message CHECK ENCLOSED FOR will print directly under the PAYMENTS TO OWNER line if you print the summary portion, or below BEGINNING BALANCE if you choose not to print the summary. This line is editable on Screen 7, third line from the bottom on the left side.

If the Owner Owes a Balance to the Property Management Company

The message PLEASE REMIT $XX.XX TO MAINTAIN YOUR ACCOUNT (OR WORKING BALANCE) will print directly under the line WORKING BALANCE REQUIRED (if a working balance is requested), or below the ENDING BALANCE line. The text of this message cannot be be edited, however it may be turned off on Screen 7, 5th line down on the right on the field REMIT MSGS Y - will print message, N - will not.

If you would like a message regarding to when the balance is due, the second line on the right side of Screen 7, BALANCE DUE IN ?? DAYS will print that message with the ?? replaced with the number entered. The message will print directly under the PLEASE REMIT message. If the number entered is 0, then it will not print at all.

If you charge a finance charge, the third line on the right side of Screen 7, STATEMENT FINANCE CHARGE % addresses this. It will print the message MONTHLY SERVICE CHARGE ON UNPAID ENDING BALANCE XX% PER MONTH. This line will print directly under the BALANCE DUE message. It is important to note that this line is only for message purposes. The software will not figure out the amount or post it. This will need to manually be done with a costcode.

There is an additional two lines for a client to put a message to anyone that has a balance due in business setup. The lines are located on Screen 7, at the very bottom. The client may type anything that they would like to print directly under the PLEASE REMIT, BALANCE DUE and SERVICE CHG messages. The line THANK YOU will also print directly under whatever is typed in these two lines.

Comments may be added each month. When printing owner statements (P-S-S), the system will allow you enter 3 lines of comments that will print at the very bottom of the owner statement, below the occupancy statistics. These comments may be defaulted with the CTL & F5 key so they do not have to be retyped each month.

Occupancy Statistics on an Owner Statement

Occupancy statistics will show up on the bottom of the owner statement. If turned on it will print both current and year to date figures. It wll break down the number of nights by Regular Guests, Owners, Owner's Guests, Comp Stays, Other (any other source code beginning with * other than *O, *G, *C), and then provide a Total and an Occupancy Percentage. To show these statistics, Screen 9, 8 lines down SHOW OCCUPANCY NIGHTS ON STATEMENTS.

• Y = Will print all statistics
• N = Will suppress the statistics
• P = Will print all the statistics but the Occupancy Percentage figure