Billing & Cost Sharing

Reserve Funds

A reserve fund is a named fund for a bill that you know will come (the engine overhaul, the annual, new paint). Resyrv adds money to each fund as the aircraft flies. Resyrv shows each balance, so the group can see that the overhaul has sufficient money before it is due.

How to turn on reserves

Reserve funds are off by default. Turn them on under Settings then Maintenance Billing. If you keep your reserves in your own accounting system, keep them off. If you turn them off later, Resyrv hides the pages but deletes nothing. If you turn them on again, the balances and history come back.

Funds

Each aircraft starts with three funds that Resyrv adds: engine overhaul, annual inspection, and maintenance. You can add any other fund, for example paint, avionics, or new seats. Each organization also has one built-in General fund with no aircraft. Resyrv records card processing fees in this fund, and it is usually the other fund in transfers. Resyrv never deletes funds. If you retire a fund, its history stays attached, and you can restore the fund.

How to set the rate

You do not have to calculate the per-hour number yourself. In the fund editor, describe the bill in simple words (“it costs about $9,000 and comes due every 2,000 flight hours”). Resyrv shows the calculation live: $4.50 per flight hour. Calendar-based funds (“every 12 months”) also ask how much the aircraft flies each month, because the rate depends on it.

The cost that you enter is also the goal of the fund. Thus each fund card shows a progress bar to that goal. If you already calculated your own number, you can set the rate directly.

How reserves get on the bill

One setting for the full organization, under Maintenance Billing, controls how the reserve amount gets to members:

• Added to the rate - a $100/hr aircraft with $27/hr of reserves bills $127, with the reserves on separate lines. This is the default. It is the correct choice if the persons who fly are the persons who own the aircraft.
• Included in the rate - a $127/hr aircraft bills $127, and the reserve amount comes out of that. The member sees one number.
• Included, and shown - the bill is the same as Included in the rate, but the rental line shows what it contains. Members see where their money goes, and they do not pay more.

How to monitor the balances

Billing then Reserves shows all funds, grouped by aircraft. For each fund, it shows the balance, the rate, the progress to the goal, and the amount billed but not paid yet. Reserve money counts only when a member pays. Thus the balance is money that you already collected. If you set the fee rate of your processor under Settings then Payments, each card also shows an approximate after-fees value.

By default, only owners, admins, and managers can open this page. Reserve access has its own permission pair under Settings then Roles & Access. You can give "View reserve funds" to your Member group, so all members can see the funds that they pay into increase. Or you can give it to one treasurer who should not see the rest of the billing section.

Transfers, adjustments, and drawdowns

Finance admins can transfer money between funds (you must add a note). They can add an adjustment for an opening balance from before Resyrv. Each maintenance drawdown goes into a running table. When a repair posts against a fund, the fund pays first. By default, a fund cannot be overdrawn. Thus Resyrv refuses the post until the fund has sufficient money, unless you allow negative balances and settle later.

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