This article contains some tips for users with trust accounts who wish to retain OPEX funds in their trust account, rather than pay out all funds collected to the landlord.  The software was not originally designed to handle this situation so some existing users may be using a workaround by creating two separate owner contacts.


Customers not already using the separate owner contact workaround are able to retain OPEX funds by adding additional ledgers to a property and setting the ledger to not disburse funds to the owner.


Disbursement Profiles

OPEX ledgers are never fully disbursed the way a landlord ledger would be, so you can use a disbursement profile to run your fees and statements for the OPEX ledgers separately from the normal landlord ledgers OR you can set an individual ledger to not disburse to an owner (circled below)



Ledgers

A second ledger can be set up in the trust account to hold these funds, and line items on invoices can be pointed at the required ledger. To add the second ledger to a property, go to the desired Property > Ledger tab and select Add/Remove Ledgers. Only ledgers that aren't already assigned to a property will be available to add.


Fees from OPEX 

'Property' and 'Tenancy' fees are deducted from whichever default ledger is set on the property at the time the fee is raised, this ledger is also the default when adding invoices or rent templates for new tenancies. Only one ledger can be set as the default for a property, you can change the default ledger on the Property Ledger page.  If fees are % based and deducted from OPEX the OPEX ledger should be set as the default ledger for the property.  If the fee is a fixed amount, it can be set up as an 'owner' fee rule instead and the ledger linked to the property can be either.


Budget Reconciliation/Wash up

The actuals on the budget VS actuals reporting looks to the default ledger connected with the property.  If the owners rental ledger is the default for the property, but all the expenses are connected to the OPEX ledger the reports will show $0.  You can edit the default ledger on the Property Ledger page to get the correct details on reports, just remember to change it back when you're done so no fees are accidentally charged against the wrong ledger.