Division of Interest
Written by Brandy Burch
Updated at March 13th, 2025
Entering the Division of interest percentages can be performed by selecting the Division of Interest under Master File Maintenance.
To add a DOI, click on the Add button at the bottom of the screen or press the “A” key on your keyboard. Select the Property for the DOI. Assign a Deck / Deck Description if necessary. Tab to the bottom half of the screen to enter the Account, Owner, Interest Type, Suspense Code, and Billing and Revenue Percentages. When finished, click on the Save button at the bottom of the screen and then click on Save Chgs. Enter a short description of why the DOI is being changed and click on the OK button at the bottom of the screen.
You can access the Property Master by clicking the button to the left of the property name. You can also access the Owner Master for any A/R account by double-clicking on the owner.
NOTES:
- You may use the Restore DOI button (in Edit Mode) to cancel any changes.
- Assigning a Deck number is not required UNLESS you need to have multiple Decks. The blank Deck is the default deck and allows you to set up your DOI percentages. Think of it as your first Deck for the property. Having an owner receives one product type directly from the Purchaser, and you distribute to all owners on a different product does NOT require setting up a separate Deck. Use the Deleted Interest column options instead to indicate that they are getting paid directly.
How to edit the DOI
To edit your DOI, select the Chg DOI button at the bottom of the screen. A pop-up box with DOI Edit Options will appear to choose Use Latest DOI or Make Change Effective on. This is based on production date and will affect any new entries made with older dates. It will not affect any entries that have already been made; for example, it will not move suspense or A/R.
Example: Owner A sold his interest to Owner B on January 1, 2023. In February 2023, a revenue check comes in with December 2022 production. Who gets the revenue?
Use Latest DOI?
This option will use the current DOI regardless of when it was changed. So, in the example above, Owner B would get the revenue.
Make Change Effective on
This option indicates clear stop/start dates. When production is entered, the system will check the date and disburse to the owner accordingly. In the example above, since production was before the sale date, Owner A would receive the revenue.
Also documents can be added to each interest owner (line item).
After changes have been made to your DOI, click the Save [F10] button in the Edit Mode. Lastly, click the SaveChgs button to post these changes. After saving and before clicking the SaveChgs button, the DOI can be restored to not save any changes.
***NOTE*** The Extra Suspense Code field is a memo field only and will allow you to select an additional suspense code if the first suspense code is legal suspense. In addition, the code cannot be the same as the first suspense code. This field shows up on the Listing and on the Change Log.
Division of Interest Maintenance Screen
| Division of Interest Maintenance | |
|---|---|
| Property | 1 to 10-character property code. The property code must be previously defined in Property Maintenance. |
| Deck/Deck description |
Enter the Billing Deck number for the DOI being entered. PLEASE NOTE: Bill Decks are an optional part of the Revenue/Billing system. You do not have to use rev/bill decks if they are not applicable to a specific well. Also, you have the option of using rev/bill decks on some wells and not on others. If you choose not to use rev/bill decks on a specific well leave the billing deck number blank. |
| Active | Gives you the option to make your deck active/inactive, yet your history is maintained. |
| Internal Description | When inactivating your deck, it is recommended to place a description in this field. This will only show on internal reports. May be used with both active and inactive decks. |
| Account | Enter the account number of the accounts receivable account the system should use when creating A/R entries for each owner. |
| Owner/Name | 1 to 10-character owner code. The owner code must be previously defined using the Owner Maintenance Function [F12]. |
| Int type |
Choose the1 character code identifying the type of ownership from the drop down list - W, R, O, P, C, N, or S. You can have more than one Working, Royalty, Overriding, Production Payment, or Carried Working Interest for an owner. NOTES:
|
| Extra Susp Code | If an owner is in legal suspense, you have the option to add additional legal suspense codes for additional reasons. The first Legal Suspense code in the "Susp Code" box is the primary code by which all the suspense history is associated with. All the "extra susp" is for documentation purposes to note additional reasons the owner would be in suspense. |
| Susp Code | Enter the suspense code for this interest. If changing the suspense code (edit mode) the system notes any suspended items matching. You will be prompted to change the suspense items that match that criteria and all other suspense percentages. |
| Billing % | Enter the billing percent interest (as a decimal) the owner has in this lease. Supports a zero pct WI owner. Typically used as an additional management report for Pumpers to list a detail of current month charges billed on the well. To utilize the zero percent WI option, be sure to select the Print Detail for Zero % WI owners on the General Tab of the Revenue Billing Extract. |
| Revenue % | Enter the revenue percent interest (as a decimal) that each owner has in the lease. |
| Deleted Interest | Select which product type is NOT distributed to this owner. If you disburse oil to an owner but not gas, then select GAS as the deleted interest product type (while in edit mode). |
| Exemptions | Select which Billing or Revenue G/L accounts are excluded from this owner's distribution cycle (while in edit mode). If an owner is exempt from any charge, the charge will be proportionately charged to all other owners. |
| Overhead | Select which Overhead Maintenance accounts are excluded from this owner's distribution cycle. If owner is exempt from an overhead charge the amount of the overhead charge will be reduced and only the chargeable owners amount will be billed. |
|
Edit Mode: Suspense Records and Amount |
Displays the number of suspense records and net amount payable for the currently assigned suspense status. Only displayed in Edit mode. |
|
Effective Date From/Thru |
Displays the effective dates of the owner's DOI. Blank thru 12/9999 means no date sensitive DOI exists. |
| Roll Group | Gives the option to roll up properties for individual owners on statements and net cash flow reports. See Partnership Groups. |
| Ext Info | Used with the Division Order Process |
| Doc | Right-click on the owner to add/view/delete doc. |
During the save process, you will be given an option to change the existing suspense records as part of this change.
The system will pop up a box for you to select which suspense records should change as part of this DOI change.
- You can select Current Suspense to only change the suspense records that match the NRI of the current ownership change,
- or you can choose to Select All of this owners suspense for this property, regardless of the NRI on the suspense detail,
- or to select None to leave all suspense with this Owner. This is ideal when making a DOI change involving heirs, when the owner has been in suspense and has had many percentages throughout the years, this will allow you to update all of the suspense at once. (Hint: The suspense selection will also be available when doing a Mass DOI change).
List: See DOI Reports.
Utilities: including changes and imports
| Utilities - seven utilities are available | |
|---|---|
| Mass Change | Ability to redistribute an owner's interest for multiple leases. Allows the user to specify the owner's new interest breakout (with each new owner, percent, and suspense code) and the selected leases in which to apply the change. |
| Mass Copy | Ability to copy from one DOI to another. Enter the Property and effective date to copy from and to and select OK. To delete the original DOI after copying, check the instead of copy, move lease/deck instead box. Also have the ability to just copy Working Interest, Royalty Interest and/or Overrides. This enables the user to setup a new deck (i.e. not copy to an existing deck) that excludes WI owners. When copying to, the new lease should already be setup without any existing DOI information. |
| Mass Delete | This utility provides the ability to delete a range of DOIs. |
| Mass Add to Division Orders | This allows owners to be queued up to the pending division order process. This function would be used if an operator acquired new properties and needed to send division order letters to a series of properties. This will allow for a range or multi select of non-sequential properties. |
| Import DOIs |
The import format must be XLS, XLSX, or CSV. This imports supports adding new DOI’s only. DOI changes are NOT supported. In the Import Type Box, select either DOI Only or DOI and Owners (by Tax ID). Refer to the on-screen directions for each Import Type to determine the Required Columns needed and Optional Columns available. Import Type - DOI Only:
Import Type - DOI and Owners (by Tax ID):
|
| Remove Date sensitive owners | Removes all date sensitive owners from the DOI and retains the latest most current owners only. |
| Combine Like interest types | Combines owners with multiple interests in the same property/deck of the same type together. Example: Within a Property/Deck, if an owner has both a W1 and W2 interest types, check to make sure both have everything else exactly the same (except for PctInterest and BillingPct). Also check to make sure owner does NOT have any suspense with that Owner, Property, Deck, Interest Type combination. Combine (add 2 pairs of pcts together) into the lowest of the two sequence numbers; if the zero sequence number doesn't exist for that type of interest, then change the seq to 0 on those that are combined. (i.e. if owner has W1 and W2 and doesn't have a W0, then Combine W2 into W1, then rename W1 into W0.) Any changes made by this utility will be logged to the DOI Change History Log. |
Modified Division Order Letter
After making Owner changes on a DOI, you can print the modified owner’s Division Order Letters right from the DOI screen. It’s simple; just make owner changes like you normally would, after you save you will be prompted to enter a short comment regarding changes. To print the modified Division Order Letter you must select the desired option in the Print DO Letters box. Then, select the DO Letter template to use and print right from the DOI change.