What is an Owner Booking Expense?
When the agency covers an expense that is the responsibility of the owner (such as repairs, extra cleaning, or replacement of items), it must be recorded in the system to appear in the corresponding settlement.
Advantages of Properly Recording Them
Accurate control of expenses that are the owner's responsibility.
Automatic inclusion in the appropriate settlement.
Ability to manage recurring or shared expenses among several accommodations.
Steps to Create an Owner Booking Expense
In VRMS, choose one of these paths:
Owners → Expense and Prepayments Control → Owner Booking Expenses → New.Accommodations → Accommodation Profile → Owner Booking Expenses → New Expense(the accommodation is automatically assigned).Bookings → Booking Profile → Actions → New Expense(the expense is linked to that booking).
Complete the "General Data" section:
Expense name: select an existing one or create a new one.
Registration date: the current day appears by default.
Associated accommodations: choose one or more.
Expense description.
Complete the "Charge Data / Amounts" section:
Amount excluding taxes.
Charge date (defines in which settlement it will appear).
Applicable rate.
Payment method.
Payment to supplier (optional).
Options in "Advanced Configuration":
Activate withholding and indicate the percentage.
Set up repetition until an end date for recurring expenses.
Split the amount among several accommodations (if applicable).
Save the expense to have it recorded.
Automatic Expenses in Bookings
If you select the option "Deduct expenses from the owner's payment" in the accommodation contract, the system will automatically generate an expense for each booking and add it to the settlement.
Inclusion in the Settlement
Expenses will appear in the settlement preview according to the charge date. If you want to exclude one, simply uncheck the box next to the item: it will be pending for the next settlement.
Helpful Tip
Define clear expense categories to avoid confusion.
Check the charge date before saving.
Use the recurring expenses option for fixed amounts.
Carefully review the distribution when an expense applies to multiple accommodations.
Frequently Asked Questions
What happens if I make a mistake with the expense charge date?
What happens if I make a mistake with the expense charge date?
It will be included in the wrong settlement. You need to edit the expense and correct the date so it reflects in the appropriate settlement.
Can I modify or delete an expense after creating it?
Can I modify or delete an expense after creating it?
Yes, you can always access the expense record and edit or delete it.
How do I record an expense that applies to multiple accommodations?
How do I record an expense that applies to multiple accommodations?
Select the involved accommodations and the system will automatically split the amount among them.
How do recurring expenses work?
How do recurring expenses work?
The system generates a new expense record periodically until the end date you specify.
What happens if I exclude an expense in the settlement preview?
What happens if I exclude an expense in the settlement preview?
It will not be included in the current settlement and will be pending for the next one.
Can I create my own expense categories?
Can I create my own expense categories?
Yes, you can define the types of expenses you need to better organize your accounting.
What is the difference between an expense and a prepayment?
What is the difference between an expense and a prepayment?
An expense is an amount the agency covers on behalf of the owner and is deducted from their settlement; a prepayment is an advance that can be added or subtracted depending on who makes it.