Condominium Management Overview

The CSS Resort Condominium software is designed to perform the accounting functions in a Condominium Rental Management as well as a Timeshare environment. The Condominium System, originally designed and installed beginning in 1988, uses the CSS Front Office software for reservation, guest accounting and rental revenue capture.  These applications are fully integrated and avoid redundancy and duplication of effort. This reduces personnel requirements and costs.

• Multiple Contract Agreements for different Associations within a resort, or each unit, can be set up with different management fee percentages and miscellaneous charges.
  
  

• Condo Owner Account Partners – management can set up multiple partners that own a single unit.  Partners can be at different percentages and the CSS System will apply the appropriate percentage to rental revenue commission splits, management and maintenance fees, as well as the generation of 1099s.
  
  

• Square footage of owner's units, as well as Common areas (lobby, hallways), can be factored as a percentage of the total square footage and generate appropriate management/maintenance fees and assessments to the owner accounts.
  
  

• Unit Owner's Accounts Receivable can, if you choose, be transferred to his Owner's Account and deducted, along with other fees, from the Owner's Revenue. The Owner's Statement will reflect charges, fees and revenues.
  
  

• Credit Card Processing Fee percentages can be split between the Condo Mgmt and the Owner as either a Gross or Net Assessment; Travel Agent Commissions can be handled in the same way.
  
  

• Condo Owner Account “Hold Back”.  When rental commission is paid to owners, the CSS System will hold back a user-defined set amount ($500.00) so there is always a credit on the owner’s account in case of unexpected repairs, etc.
  
  

• Unit Owner reporting can be broken out by location within a single property. Example: all Units in the Villas can be reported separately from the Units in the Tower.
  
  

• Flags delinquent owner accounts during reservation entry
  
  

• The condominium management software provides 1099 Statement and Magnetic Media reporting for commissions paid to condominium owners.
  
  

• Keeps full Guest History of each Owners’ Usage, Expenditure, Factors to allocate Fees, Preferred Special Requests and/or Amenities, Intervals, Points, etc. and appends each stay to the previous stay data.
  
  

• Various levels of Housekeeping can be scheduled, such as: Light Clean, Towel Drop, Heavy Clean, etc.
  
  

• If applicable, a Housekeeping Charge can be applied to the guest account, or owner’s account.  The frequency can be user-defined; for example as a daily charge, or a one time charge that can be applied the last night of the stay.
   
  

In addition to the Features and Functions listed above that apply to both Condominium Rental Management and Timeshare, the following are additional functions of Rental Management:

• Rental Revenue paid to owners can be actual revenue generated by his unit or averaged by like unit
  
  

• Daily Capture of Condominium Revenues
  
  

• Distribution of revenues between owner and management company
  
  

• Automatic Allocation of Fees (cleaning, clubs dues, etc.)
  
  

• Month-End Average Rate Computations
  
  

• Automatic Posting of Revenues to Condominium Owner’s Account
  
  

• Print Owner’s Statements including Allocated Fees and Commissions due
  
  

• Check Writing of Owner’s Commissions Due 
  
  

• The Front Office Routines provide multiple ways to do automatic condominium unit rotation.  The most common for Rental Management is equal rental, or equal revenue, opportunity for each condominium in that Unit category.  
  
  

• Rotation can be further categorized at multiple levels.  The CSS System will rotate all units within a room type (DLX 1 Bedroom), and also within levels of quality.  DLX 1 Bdrm – A has been refurbished with new furniture and carpet.  DLX 1 Bdrm – B hasn’t been refurbished for some time, DLX 1 Bdrm – C is more worn than B.  The CSS System won’t sell the B category until A category is sold, nor C category until B is sold.  This is an incentive to owners – more revenue if their unit is kept up. 
  
  

• The Rotation functions also allow new units to be added  in the proper sequence at any time – that is, a new unit is added to the rotation with an equal number of room/nights usage so as not to collect an unfair number of room/nights until caught up.  Management can choose to include Owner Nights in the rotation computation, or not allow them to be included since they are complimentary and not producing revenue. 
  

Timeshare Management, Vacation, Fractional or Interval Ownership, and Owner Accounting are fully integrated modules within the CSS Resort Condominium software. The CSS System can handle the unique needs of Interval Ownership in a set of programs integrated to the Front Office and Accounting applications. This encompasses the functional needs of any major resort - the proper handling of groups and packages, and the accounting of these revenues, for example, as well as Timeshare Management. Timeshare Management has its own set of requirements and CSS provides the functionality to properly operate this type of resort.

• Generates interval reservations for all unit owners automatically at the beginning of the fiscal year
  
  

• There is no limit to the number of intervals an owner can have.
  
  

• Units can be sold Annually or Biannually. Some resorts choose to have different owners for even versus odd years.
  
  

• Unit owner types can be Deeded/Unit Interval or Vacation Club Points System.    
  
  

• Deeded contracts can be set up with an expiration date or perpetual life.  
  
  

• The System will track Accelerated Usage against a contract.  
  
  

• Vacation Club Points are tracked and allow points to be added and subtracted.
  
  

• System does automated generation of Vacation Club Points.
  
  

• Points can be carried over from year to year, however, the number of years can be limited.
  
  

• Intervals can be set up as Days or Dates and can be scheduled to start on the same day of the week or date each year. 
  
  

• Floating Owners will be required to make a reservation either within the property, within the management group of resorts or put into an exchange bank.
  

Few management systems available are strong in all areas, Front Office, Accounting and Ownership Management. The CSS Resort Condominium Management System is one of the few that is.