This guide explains how to set up, preview, and generate Management Fees in SIRE. It is designed for end users who configure fee rules, validate fee calculations, and process billing.
1. Understanding Management Fees
Management Fees allow you to bill property managers or brokers based on charges or payments recorded in Sage Intacct.
Fees can be:
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A flat amount, or
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A calculated amount using formula-based rules applied to eligible transactions (charges or payments).
Each fee is tied to a specific property and manager and generates AP bills (and optionally AR invoices) according to the setup you define.
2. Prerequisites
Before configuring Management Fees, ensure the following is in place:
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The property is active and assigned to a broker/manager.
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Required GL accounts are defined:
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Expense debit
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Payable credit
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An AP vendor, AP description, and base amount are entered.
The base amount is used either as the flat fee or as part of formula-based fee results. -
(Optional) Accounting item and customer IDs if an AR invoice should also be created.
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(Canada only) Vendor tax detail ID is required.
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Fee start date, optional end date, next scheduled date, last transaction date, and frequency (in months).
These details control when the fee runs and how it posts to Intacct.
3. Management Fee Configuration
Each fee includes several options that determine how charges are calculated and billed.
Broker/Manager
The recipient of the management fee.
Fee Type
Choose one:
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Flat Fee
Charges the base amount only. -
Formula-Based Fee
Calculates fees using one of the available formulas, such as:-
All Charges
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Subject Charges Only (GPR-marked items)
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Non-Subject Charges (non-GPR items)
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All Payments
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Subject Payments Only
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Non-Subject Payments
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Calculation Fields
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Percent of Total – Percentage applied to the total eligible amount.
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Fee Percent – Percentage applied after the Percent of Total calculation.
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Minimum Amount – Used if no eligible transactions exist or calculated fees fall below this value.
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Cap Amount – Limits the maximum fee.
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Base Amount – Always added unless the minimum or cap overrides it.
GL Accounts
Required for AP bill creation:
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Expense debit account
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Payable credit account
AP Vendor & Tax Details
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AP vendor ID
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AP description
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(Canada) Vendor tax detail ID
Optional AR Invoice
If configured, the system can create an AR invoice to bill the manager’s entity using:
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Accounting item
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Customer ID
Scheduling
Fee timing is controlled by:
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Start / End Dates
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Next Date (next time the fee is eligible to run)
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Last Transaction Date
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Frequency (in months) – Determines billing cycle
4. How Eligible Transactions Are Selected
When running a preview or generating fees, the system collects invoice line items from Sage Intacct based on:
1. Calculation Period
From the day after the last transaction date (or the start date if none) through the selected transaction date.
2. Property & Charge Matching
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Property must be active.
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Charge controls must match posting configurations.
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Line items must match the property’s location and, when applicable, department.
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Only invoices in these states qualify:
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Paid
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Posted
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Partially Paid
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No Value
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3. Formula-Based Item Filtering
Depending on the formula, transactions may include:
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All items
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Only GPR-subject items
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Only non-GPR items
4. Date Logic
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For charge-based formulas, the GL posting date is used.
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For payment-based formulas, only transactions with payments in the period are included.
All qualifying items will show links back to their corresponding records in Intacct for convenient review.
5. Fee Calculation Logic
Flat Fee
The final fee equals the base amount.
Formula-Based Fee
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Sum all eligible amounts:
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For charge formulas → sum the charge amount
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For payment formulas → sum the total paid
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Apply Percent of Total
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Apply Fee Percent
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Apply minimum or cap if applicable
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Add base amount unless overridden by min/cap
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Group and display results by property and item ID in the preview
The preview indicates whether the cap or minimum was used.
6. Previewing Management Fees
Previewing allows you to validate the results before generating bills.
Steps
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List Eligible Properties & Fees
Use the Management Fees screen to view all active fees for your selected properties. -
Request a Preview
Enter:-
Transaction Date
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Accounting Date
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Property IDs
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Retrieve the Preview
The system returns a preview journal showing:-
Fee totals
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Item-level details
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GL accounts
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Vendor information
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Calculation period
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Cap/minimum flags
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Export to PDF or Excel
Use this for review, documentation, or approval workflows.
journal_management_fee_120225.pdfjournal_management_fee_120225.xlsx
7. Generating Bills (and Optional Invoices)
When you're satisfied with the preview, you can generate bills.
Billing Process
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Run Management Fee Billing
Submit the same inputs used for the preview. -
AP Bill Creation
For each property/fee:-
An AP bill is created using the expense and payable accounts.
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The fee amount is added as a line item.
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A PDF copy of the journal is attached.
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Optional AR Invoice
If configured, an AR invoice is generated to bill the manager’s entity. -
Scheduling Updates
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Next Date advances based on the fee frequency.
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Last Transaction Date updates to the billing date.
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Notifications
The system notifies you of success or failure and includes bill numbers and AR invoice details.
8. Execution Checklist
Use this checklist each time you run Management Fees:
Setup Check
✔ Property linked to a manager
✔ Required GL accounts entered
✔ AP vendor + description provided
✔ Correct start/end/next dates
✔ Proper formula or flat fee selected
✔ Base/minimum/cap values reviewed
Before Preview
✔ Verify GPR settings and charge controls
✔ Confirm transaction date range
✔ Select correct properties
Before Generation
✔ Review preview totals
✔ Review item-level details
✔ Export PDF/Excel if approval is needed
After Generation
✔ Confirm AP bills created
✔ Confirm optional AR invoices created
✔ Check notifications for errors
✔ Validate updated fee schedule dates