Billing & Cost Sharing

Organization Expenses

The member ledger records what people owe the club. The Expenses page is the checkbook of the club: what the club itself spends.

Where expenses come from

Expenses come from three sources. Each row shows its source:

• Entered by hand - an admin adds an expense for something that the club paid for: the insurance bill, a hangar deposit, a subscription.
• Repairs billed to the organization - if maintenance billing is set to “Bill the organization”, a posted service records its cost here. It does not charge a member.
• The monthly fixed-cost schedule - the fixed monthly value of each aircraft posts automatically on the first of the month.

How to add an expense

Open Billing then Expenses. Click Add expense. Enter an amount, a category (hangar, insurance, maintenance, subscription, financing, other, or type your own), a date, and a description. Optionally, select the aircraft that it belongs to. If you leave the aircraft blank, the expense belongs to the full organization. Resyrv groups entries by month and shows a total for each month.

How to correct a mistake

The checkbook, like the member ledger, never erases data. Cancel a wrong entry. Do not edit it. Cancel entry asks for a reason and posts a visible correcting line for the same amount, with the same date. Thus the two lines cancel each other in the total for the month. The original stays on the screen with a line through it, and the reason shows next to its mirror row.

Monthly fixed costs

The Costs tab of each aircraft has a Fixed monthly costs schedule: an effective-from date, a monthly value, and optional notes. One time each month, Resyrv writes one expense row for each aircraft. It uses the value that applies on the first of the month. Thus, if you increase the hangar rent next month, last year does not change. A change in the middle of a month applies from the next month. There is no proration.

How to bill repairs to the club

Under Settings then Maintenance Billing, select who pays for maintenance: split across aircraft partners by ownership share, charge the club owner, or Bill the organization. With the third option, a posted service charges no member. The cost (after a reserve fund draw, if there is one) goes here as an expense. A specific “Billed to” member on a service always has priority over the default.

Where it shows

The profit and loss report makes its expense side from the checkbook, grouped by category. Org-billed repairs show as “Maintenance (organization)”. The monthly schedule shows as “Aircraft fixed costs”.

For months before you started to record expenses, the report uses the older estimate from your aircraft settings, with a clear label. A Notes section on the report shows all gaps, for example a month that the schedule missed or an aircraft with no schedule. Thus an incomplete report tells you that it is incomplete, and does not show a smaller number.

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