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Owners Statement

Owner statement versus Commission Statement​

The Owner Statement displays all revenue and charges made from the room. Expenses, fees, and travel agent commissions, if applicable, are then deducted to calculate a total amount due to the room owner. The Commission Statement displays all revenue or charges and calculates a percentage (based on the room record) of that total. The Commission Statement does not deduct expenses or fees like the owner statement can.

If you are only paying the owner a percentage or just the Room Revenue, it is probably better to use the Commission Statement and set the commission amount on the room number. Click here for more information on configuring owners commissions.

Owner's Statement

Select Financial Basis​

The Owner's Statement allows you to pay owners based on revenue or payments received for the room during a specific time frame. Clicking the information icon next to the drop down box displays the account codes included for the financial basis selected.

  • Payments Received - Includes all account codes with a category of Payment or Refund plus any Deposit Transfers (001) and amounts that affect the City Ledger. If you are paying on Payments Received, it is important to enter a deduction of 100% for all tax accounts and other revenue accounts you do not wish to pay on such as telephone, laundry, etc. if you are responsible for these expenses.

  • Room Revenue Posted - Includes all account codes with a category of Room Revenue accounts. Taxes are automatically removed when using this option.

  • All Revenue Posted - Include all account codes with a category of Room Revenue and Charge accounts as well as all Transfer accounts. The only transfer accounts excluded would be Deposit Transfers (001) and any account code marked to Affect City Ledger. Taxes are automatically removed when using this option.

To deduct any Discount or Adjustment accounts, you must add each account you wish to include as a [Deduction].

  • Show and Adjust for City Ledger Transfers and Payments - This option is only available when using Payments Received. When selected, any amounts going in to the City Ledger for the period will be subtracted. This is recommended because you would not want to pay an owner for revenue made on a room when it really hasn't been paid by the guest yet and is still in City Ledger. When the payment is received, the system will automatically include the amounts paid on the next owner's statement. When left unchecked, all payment amounts are included in the owner's statement with the expectation that all payments will be received. It is highly recommended if you pay based on Payments immediately, without any regard to the City Ledger, that you manually deduct for any write-off's which may occur in the City Ledger. You can do this by processing write-off's directly on the guest (history) folio by doing voids/write-off's rather than processing the write-off directly in the city ledger.

  • Only include items on Folio A(Ignore Incidentals) - Select this option to only include revenue or payments received on Folio A for the owners commission.

Setup and Deductions​

This is where you configure commissions, deductions and fees, including commissions on room revenue. Use commissions and deductions to determine the amount you will be reducing from the gross revenue or payments, usually as a percentage. Fees are items you are charging the owner and holding back from their amount due.

Note: Account codes set as deductions will only print when Payment Received is selected as the financial basis. When Room Revenue or All Room Revenue is used, the deductions will appear in the Payment Breakdown section of the report. Also, if no deductions are included in the report, the deductions section will not print.

Click on Setup and Deductions and enter all Account Codes which you would like to deduct from the owner's commission due. For example, if the owners should receive 75% of the room revenue, enter all account codes with the account type Room Revenue (usually 100, 101 and 102). Select Percent as the Deduction Type and enter 25 in the Percent/Amount. If you want to remove all revenue (such as Telephone), enter a percentage of 100%. Some clients deduct the Credit Card Fee's from the credit card charges (example would be to enter a deduction percentage for account 202, for 2.50%).

Housekeeping Fees​

Housekeeping Fees can be added as Work Orders when Owner or Commission statements are printed. These are setup for each room in Setup > Configuration > Reservation > Room Numbers > Owner Information tab. However, housekeeping fees can be overridden on the folio level, for example if housekeeping fees are reduced when an owner stays in their own room.

The housekeeping fees display on the report in the format of number of occurrences during the time frame selected, then time frame of the fee, Per Stay, Per Week, or Per Night.

Select Options​

Hide Guest Name on Statement - When checked, the guest names do not appear on the owners statement

Skip rooms without Owner Information - Skips printing commission statements for rooms without a Name/Address entered on the Room record in Rooms Setup.

Show Out of Order History Detail - Check this option to include the dates and Room Note reasons the room was placed Unavailable during the statement period.

Deduct Work Orders as Fees - Once the commission statement is created for each room, the system will go to the Work Orders file and print any Work Order created during the Lower/Higher Date range of the owner statement and deduct each from the final due amount. This is usually for fees associated with maintaining the room such as maintenance and care.

Deduct Travel Agent Commissions - If any Travel Agent Commission is associated with the room stay revenue, the system will deduct this amount from the statement. Usually, if the hotel is responsible for paying the commission to the travel agent for the room stay, the owner should not get credit for the entire revenue on the room because the travel agent commission is an expense towards the revenue generated from it. Since different commission percentages and amounts are deducted based on each account type, it is impossible to deduct the proper adjustment, which is why there is a TA Commission Adjustment %. You should enter the common percentage revenue deduction percent so the owner does not end up responsible for all of the travel agent commission.

Example: Assuming commission revenue is Based On "Room Revenue Posted", and the Room Revenue is split 75/25 between owner and hotel, the TA Commission Adjustment % should be 25.00 ---

If the Room Revenue were $100.00 and the Travel Agent Commission were $10.00 (10% of $100), and you did not enter a TA Commission Adjustment %, then the following would occur:

Room Revenue: $100.00 Owner Commission: (75%) $75.00 Subtract Travel Agent Commission $10.00 Amount Due Owner: $65.00 Amount Due Hotel: $25.00

In the above example, this would not be fair, as the owner pays ALL of the TA commissions. By entering 25 in the TA Commission Adjustment % (the percentage of the T/A Commission the hotel is responsible for) the following would happen - which is correct:

Room Revenue: $100.00 Owner Commission: (75%) $75.00 Subtract Travel Agent Commission $7.50 Amount Due Owner: $67.50 Amount Due Hotel: $22.50

Commission Statements

Selection​

Enter the date and room parameters for the Commission Statements

  • Skip rooms with zero Commission - Select this option to only print statements for rooms that a commission due to the owner.

  • Skip rooms with no owner information - Select this option to only print rooms that have owner information entered. Use this when you have a mix of owned and non-owned rooms at your property.

  • Print days with no activity - When selected all days will print for the time frame entered. Unchecked, only dates that have postings for the account types requested are printed.

  • Deduct Work Orders - Any work orders or housekeeping fees entered for the room are displayed in the Owners Charges section and deducted from the commission amount.

  • Include Guest History Detail - This option creates a second page for the statement that includes guest stay information for the time frame of the report.

Report Type​

If your owners own more than one unit, or a unit which is made up of two connecting units, you can connect them in the room record and print the Commission Statement and select the Connecting Rooms together option . All connecting rooms will print on one sheet instead of two.

Account Types to Include​

Select the account types to include as part of the commission calculation. All postings for the selected account types to obtain a net total, Total Debits - Total Credits. If owner's commissions are based on a percentage, the percentage is calculated from the net total.

Commission Percentage​

  • Override commission from room record - When selected, the percentage entered here will be applied to all rooms selected for the time frame selected.

  • Deduct commission after Work Orders instead of before - Check this option to deduct any work orders or housekeeping fees from the net total the owner's commission should be calculated from rather than deducting it from the commission amount to be paid.

Example: For the month of October, the owner's net total is $1000 with a 10% commission percentage. There is also $40 in work orders. With the option off, the owner would receive $60 ($1000 x 10%= $100 - $40= $60). With the option on the owner would receive $96 ($1000 - $40 = $960 x 10%= $96)

Note: This option is only available when Override commission from room record is selected and Deduct Work Orders must be selected for the commission amount to appear on the statement.

Message​

Enter a message to be included on all the commission statements.

Reprint​

When selected, a duplicate copy of the last set of commission statements is printed.

Modify​

This option allows you to modify the amounts entered by room, date and category to be included in the commission statements. You MUST use Reprint to include modifications in the printed statements. Pressing OK to print compiles the information from the room records in roomMaster and will remove any modifications.