TABLE OF CONTENTS



Owner Notebook Overview 

Owners are managed in the Owners Navigator.


Owner Notebook stores:

  • owner contact information,
  • statement preferences,
  • EFT setup,
  • owner transactions,
  • rent split allocations,
  • owner revenue and distributions.

Owners must be “approved” (accounting file not blank) before AP activity or remittance can occur.


Ownership Percentages & Rent Splits 

Owner and management allocations are set in the Owner Notebook’s transaction definitions.


Rent splits determine how income is distributed between:

  • the owner
  • the management company

Rent split reporting includes:

  • A350 Rent Splits on Leases
  • A351 Rent Splits on Units
  • A352 Rent Splits Paid
  • A353 Rent Splits Billed (Accrual)


Management Fees, Leasing Fees, Surcharges 

Management and leasing fees are processed via scheduled EFT or periodic billing.
 

Surcharges:

  • Maintenance Paid by Owner transactions can include a maintenance surcharge automatically calculated based on percentage settings.
  • Surcharge can be overridden or removed per transaction.

Example: $325 invoice + 5% surcharge = $341.25 billed to owner.

  • $325 to vendor
  • $16.25 to management company income


Owner Statements 

Owner statements reflect:

  • owner revenue,
  • charges to owner,
  • distributions,
  • property income/expense detail (A220, A222).

Owner statement reports include:

  • A165 Income/Expense 12‑Month Report
  • A166 Property Revenue Report
  • A220 PM Profit/Loss Statement
  • A222 PM Profit/Loss by Property

Delivery method:

  • Print or Email;
  • owner email address stored in Owner Notebook.


Owner Portal 

Owner emails stored in Owner Notebook; If Web Services and the Owner Portal are active:

  • owners may log in to view statements,
  • view deposits and charges,
  • manage scheduled payments (if enabled),
  • receive email notifications.

Scheduled drafts may be managed online if the E‑Payment Account Setup option “Allow Owners to Manage Scheduled Payments on Portal” is enabled.


Owner EFT / Distributions 

Owner EFT setup: Owners Navigator → Owner Notebook → Transactions tab → Setup EFT;

Uses same workflow as tenant EFT setup.


Owner payments include:

  • owner distributions,
  • management/leasing fees,
  • rent splits;
     processed via scheduled EFT; allocations set in Def‑Terms/Owners tabs.


Owner Accounting: Revenue vs. Property Revenue 

PropertyBoss distinguishes:

  • Owner Revenue — income that belongs to the owner
  • Property Revenue — income that belongs to the management company

Owner Revenue examples:

  • laundry collections
  • facility usage fees
  • common area income

Property Revenue examples:

  • vending machine income
  • guest fees
  • revenue retained by management company


AP & Owner Interaction 

Bills to owners:

  • Maintenance Paid by Owner transaction used when billing owner for repair costs.
  • Surcharge auto‑calculates if configured.

Charge Tenant for Repair may be used to prevent misbilling owners when damage is tenant‑caused.


Owner AP reporting appears through:

  • A160
  • A175
  • A220
  • A222


AP History for Owners 

AP History supports internal audits and vendor dispute resolution and displays:

  • journal activity,
  • bank details,
  • void flags,
  • user timestamps.

Owner‑related AP activity is included in:

  • A578 Accounts Receivable
  • A576 Open Charges Detail Report
  • A574 Open Transactions Report


Reports Related to Owners 

Owner and Owner‑Accounting Reports include:

  • A165 Income/Expense 12‑Month Report
  • A166 Property Revenue Report
  • A220 PM Profit/Loss Statement
  • A222 PM Profit/Loss by Property
  • A530 Collections & Deposits Activity
  • A535 Subsidy Activity Report
  • A540 Collections Recap
  • A541 Recap Journal Entries
  • A542 Cash‑Basis Recap Journal Entries


Security & Permissions 

Security: Permissions control whether a user can:

  • update owner info,
  • modify EFT settings,
  • access statements,
  • update accounting data.

Setup Preferences → Security Settings

 

Additional Notes 

  • Owner distributions are processed through scheduled EFT or manual transaction entry.
  • Owner Portal requires Web Services and Payment Portal access.
  • Reporting supports compliance and owner communication.