TCS Owners Statements

Because of the processes involved in preparing accurate Owner Statements, it is a good idea to file your papers by Unit rather than by Owner.

1. Initial preview of current owner credits and debits

a. Check Disburse screen for un-disbursed reservations

b. Mode: Current

c. Views: All, or by Unit

d. Add Owner Charges

e. Add Recurrent Owner Charges (Owner Deductions Button)

f. Print a set of Trial Statements for worksheets (now, or after reconciliation if you decide to Reconcile)

g. Click Reservation Detail of selected record to check for problems on that Ledger

h. Scan for records to mark "No" in the pay column

2. Adding Owner Charges on the fly

a. "Add" button

b. "Add" screen

c. date is all-important

d. account is all-important

e. debit or credit is all-important

f. the description you type in prints out on the owner reports ~ the better the description, the fewer phone calls you will get from owners

g. make sure correct unit is selected

h. select correct vendor

i. save changes

3. Adding Recurrent Owner Charges

a. System ~>Deduction Defaults

j. use "Add" button

ii. name of deduction and amount or percent

iii. percentage or flat fee

b. Rental Units ~> Unit List

c. double click the unit that deduction applies

d. click on Owner Deductions tab

e. "Add Deductions" button

f. double click on the relevant deduction from the list

g. click the "Add Deductions" button, again

h. close and save

i. you can create a monthly deduction with a value of 0.00 for recurrent owner charges with no set amount (utility bills, lawn care, hot tub fees, etc.)

j. repeat as necessary

k. close Unit List screen and return to Owner Statements

l. use "All" view under Select Rental Unit

m. "Add Owner Deductions" button

n. pick a date near the end of the month

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4. Reconciling Statements with Your Paper Trail

a. use Current mode

b. select single unit from Select Rental Unit

c. "Set All to No"

d. use Reconcile mode

e. use Shift+Y to change No to Yes for records you want to pay (record will disappear from list)

f. use your unit folder of notes and invoices to make sure all charges are listed on the Owner Statement

g. you should still match your paper trail folder with your computer statement, even if you don’t use the Reconcile mode

h. anything marked "No" will not be included on Owner Statement, but will still be included the Balance Sheet (Accounting ~> Balance Sheet)

i. repeat as necessary (note: you must be in Current mode to “Set All as No”)

j. return to Current mode and All under Select Rental Unit

k. print Trial Statements for worksheets and include in your paper trail

5. Printing Owner Checks

a. correct date all-important

b. correct account all-important

c. match beginning check number with your checks

d. from Print view, set configure printer settings (front to back, etc.). it is a good idea to click the radio button next to “Print Pages From To” to make sure all the checks print

e. configure check style from the Accounting ~>Bank Ledger ~>Accounts ~>Edit view

f. you should print these out on plain paper, even if you are not using computer checks

g. click "Yes" to post these checks to the Bank Ledger

h. you can verify this by going to Accounting ~>Bank Ledger

i. close and return to the Owner Statements screen

6. Printing Final Statement and Totals Reports

a. while in All view under Select Rental Unit, click Owners Statements

b. this is the statement that you want to send with your check to the owner showing the real balance

c. optional Totals Report

d. select No when asked to do one report for all

e. some owners think of these as their Profit and Loss Statements

7. Balancing Forward

a. items marked “No” to pay will not get a Period Ending Date, but will be included in Current for the following month

b. set End On Date as the last day of the month

c. set to Current Mode (you can only Balance Forward in Current Mode)

d. click the Balance Forward button and set the Ending date for the last day of your cycle

e. set new Start On and End On dates to see items balanced forward

f. set mode to Period Ending to see previous months’ statements

g. statements with a Period Ending date are eligible for email

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