Reports
The reports page provides access to a number of
useful analyses of the information you have entered:
Financial Reports:
Operational Reports:
Detail Reports:
Detailed Statement
This report allows you to produce a detailed statement for your business -
effectively an extended version of the regular statement that can be accessed
through the Finances menu, but with the following
additional features:
-
If you have enabled account tracking, the report can also display the account
transactions for the selected parameters.
-
The report supports automatic calculation of the starting balance.
See the next section for further details.
-
Tenancy Balances section: A list of tenancies for the selected
parameters, and, for each one, a summary of the opening balance,
payments due, payments made and closing balance.
-
Payment Due Details section: A list of payments due for the selected
parameters.
-
Payment Received Details section: A list of payments received for the selected
parameters.
All the above additional features are disabled by default.
They can be enabled through the
Options link on the left-hand side of the page.
Detailed Statement Opening Balance Calculation
If auto-calculation of the starting balance is enabled, the
system will automatically calculate it from the transactions that have
been recorded prior to the start date of the current view.
There are two additional ways for more explicitly
controlling the opening balance:
- You can record overriding starting balances by editing the Business Setup
and selecting the Statement Settings tab. These overriding
starting balances are saved and reused for any
future statements.
- You can also temporarily change the opening balance by
clicking on it and then typing a new value into the edit
box that appears.
Note that filtering the report by property unit will not change the
calculation of the opening balance. The property unit filter is only applied
to the transactions selected after the opening balance is calculated.
Options
You can use the Options link on the left hand side of the page to
control how the statement is displayed.
The available options are as follows:
| Option |
Description |
|
Summary section
|
| Auto-calculate starting balance |
Determines the default value for the starting balance.
If this is not enabled, then the default value is set to 0.00.
If this is enabled the system will automatically calculate
the starting balance using the latest balance override defined
against the business setup and any transactions up to the balance date.
|
| Include account transactions in closing balance calculation |
Determines whether account transactions are included when calculating
the closing balance of the statement.
|
| Show debits breakdown in summary |
If enabled, the statement will display a breakdown of the debits in the
summary, showing the total for management fees versus the total for other
expenses and outgoings.
|
|
Detail section
|
| Show transaction details table |
Displays a table which includes all transactions.
|
| Show credits details table |
Displays a table which includes credit transactions.
|
| Show management fee details table |
Displays a table which includes management fee transactions.
|
| Show expenses & other outgoings table |
Displays a table which includes expenses and any outgoings which are
not management fees.
|
| Show tenancy balances |
Shows a summary of tenancies relevant
to the statement - for each one, displaying the opening balance, the
amount due, the amount paid and the closing balance.
|
| Show payment due details |
Shows details of the payments due.
|
| Show payment received details |
Shows details of the payments received.
|
| Show account transaction details |
Shows details of bank account transactions.
|
| Sort transactions by |
Controls the order in which transactions are listed in the statement -
either in date order (which is the default) or by property unit and then by
date. |
Expenditure Analysis
This report allows you to perform an analysis of
expenditure for a portfolio, property unit or supplier over a given
date range.
Specifying the scope of analysis
The controls at the top of the page allow you
to choose the information that is displayed in the report:
When you change the criteria, the page is
automatically updated and the summary totals recalculated.
Report sections
The report contains the following sections:
- Transaction Categories - Shows a breakdown of the
expenditure by category, both as a table and a pie
chart.
- Suppliers - Shows a breakdown of the expenditure by
supplier, both as a table and a pie chart.
- Property Units - Shows a breakdown of the expenditure by property unit, both as
a table and a pie chart.
- Expenditure Details - the detailed list of expenditure
transactions for the specified parameters.
Notes:
- You can re-sort the rows in each table by clicking on
column headings.
- Adobe Flash Player must be installed in order for the
pie charts to correctly display.
Financial Summary by Property Unit
This report shows a summary of income, expenditure and other transactions for the
specified
property units and date criteria.
Specifying the scope of analysis
The controls at the top of the page allow you
to choose the information that is displayed in the report:
-
Property Unit: Allows you to restrict the
report to a particular property unit and all its
sub-units.
-
Date Criteria: Allows you to
restrict the report to include just those transactions within the
specified date range or financial period.
-
Include: Controls which types of income charges should be included in the
report.
At least one must be selected.
When you change the criteria, the page is automatically updated.
Report Sections
The report shows a financial summary for the specified property unit and date
criteria.
For each property unit, the report displays the total income, total expenditure and
total
other transactions. The figures are cumulative for the property unit itself along
with all
sub-units (direct or indirect).
On the left-hand side of the page, the Export to Excel link can be used to
export
the report to an Excel worksheet.
Note:
-
The totals for a property unit will include transactions assigned to the
property unit directly as well as transactions assigned to any sub-units.
-
If a total for a property unit is greater than the sum of the figures
for its sub-units then it will be because there are transactions
assigned directly to the parent property unit.
Forecast Report
This report is used to provide a forecast of transactions for a
portfolio or property unit over a specified future period in time. The
report calculates future transactions based upon open tenancies and
recurring expenditure that match the report criteria.
Specifying the scope of analysis
The controls at the top of the page allow you
to choose the information that is displayed in the report:
When you change the criteria, the page is
automatically updated.
Report Sections
The report shows information for transactions that are expected to
occur
within the specified scope of analysis. It also calculates
a running balance based upon the transaction values and the Opening
Balance.
On the left-hand side of the page, the Export to Excel link can be used to
export the forecast report to an Excel worksheet.
Notes:
- The report will not include any actual transactions even if they match the
report criteria.
- When the report is run for <All Property Units>, it will display empty
debit and credit
values for transactions related to property units that are owned by other
landlords.
Occupancy Report
This report shows the list of tenancies for a specified portfolio or property unit
and for a specified date along with key payment and balance details.
Specifying the scope of analysis
The controls at the top of the page allow you
to choose the information that is displayed in the report as follows:
Tenancies:
-
Show overdue only: Restricts the list of tenancies to those that have an
overdue balance only.
-
Show open: Restricts the list of tenancies to those that are considered open
- i.e. have no end date, or have an end date in the future.
-
Show all: Displays all tenancies that have not yet been archived.
Property Unit:
By default the report displays tenancies for all property units. This control can be
used to restrict the list of tenancies to a specific portfolio or property
unit.
Balance Date:
By default the report displays the state of tenancies for the current date. This
field can be used to show the state of tenancies as per a particular point in time.
When you change the criteria, the page is
automatically updated and the totals recalculated.
Report sections
The report will display a separate row for each tenancy with details of key
dates and amounts, as well as the balance as per the specified balance date.
The Management Notes column on the right hand side allows you to annotate each row
with any comments you may have about the tenancy or property unit. To edit the
notes simply click the
icon on the relevant row.
When viewing the report data
for a point in the past, the report will show the
management notes as they were then. Editing historical management notes is also
allowed. However, be aware that when returning to view the data for the current date,
any edits to notes in the past will not be displayed
if there are later notes recorded for the same tenancy or property unit.
Clicking on the Display Options link on the left-hand side of the page displays a
dialog with a number of options which control the level of detail displayed on the
report:
-
The options allow control of which columns are displayed for each tenancy -
Contract Renewal Date, Last Paid date and amount, First Due date and amount,
Next Due date and amount.
-
If the option to Show All Overdue Charges is selected then the report will include
a separate row for each tenancy charge.
-
If the option to Show Properties Without Tenancies has been selected then the report
will include additional rows for any property unit that is rentable but does not
have a tenancy.
-
If multi-currency is enabled and the option to Show the Balance in the Base
Currency is enabled then the report will show an additional column with the balance
in the base currency of your business. In addition, the report will contain a
separate section at the bottom to show the total balance for each currency.
On the left-hand side of the page, the Export as Excel link can be used to export
the report to an Excel worksheet. Similarly, the Email as Excel link can be used
to send the report via email in Excel format.
Void Analysis
This report provides an insight into the levels of
occupancy for a portfolio or property unit over a given
date range. It can be used in two ways:
- Analyze historical performance with respect to
occupancy rates.
- View future availability for property management
businesses such as holiday lets.
Specifying the scope of analysis
The controls at the top of the page allow you
to choose the information that is displayed in the report:
When you change the criteria, the page is
automatically updated and the totals recalculated.
Report sections
The report will display a two-dimensional grid with
property units on the left-hand vertical axis and time
periods on the top-side horizontal axis. Each intersection
cell will display the occupancy percentage and will be
colour coded to make it easy to see occupancy rates.
Notes:
- You can view the precise date range for a column by
hovering the mouse over the column heading.
- You can view the full name of truncated property unit
names by hovering the mouse over the row heading.
- The grid is limited to a maximum of 100 time periods
on the horizontal axis.
Management Item
Report
This report shows the management items
for a portfolio or property unit over a given date range.
Specifying the scope of analysis
The controls at the top of the page allow you
to choose the information that is displayed in the report:
When you change the criteria, the page is
automatically updated.
Report Sections
The report shows a list of the management items that fall
within the specified scope of analysis.
On the left-hand side of the page, the Export to Excel link can be used to
export the report to an Excel worksheet.
Rent Review Report
This report provides a list of tenancies with their rent levels for a selected set of
portfolios or property units.
Specifying the scope of analysis
The controls at the top of the page allow you
to choose the information that is displayed in the report:
When you change the criteria, the page is
automatically updated.
Report Sections
The report shows a list of the tenancies for the selected property units and for
each one shows the current rent details and the next rent details (if there is a
pending change in rent level).
The report will also include entries for property units that are rentable but
do not currently have an active tenancy.
Use the Customize Columns link to change the columns displayed in the report.
Use the Export to Excel link to export the
report to an Excel file.
Tenancy Ending Report
This report shows those tenancies which have end dates within the specified date
criteria.
Specifying the scope of analysis
The controls at the top of the page allow you
to choose the information that is displayed in the report:
-
Property Unit: Allows you to restrict the
report to a particular property unit and all its
sub-units.
-
Date Criteria: Allows you to
restrict the report to those tenancies which have end dates within the
specified date range or financial period.
- Include: Controls whether to include only those tenancies with an end
date matching the
specified date criteria or to also include records that have no end date.
When you change the criteria, the page is
automatically updated.
Report Sections
The report shows details of tenancies that match the specified
criteria. Clicking on the tenant name will navigate to its tenancy
balance page.
On the left-hand side of the page, the Export to Excel link can be used to
export the report to an Excel worksheet.
Tenancy Renewal Report
This report shows those tenancies which have contract renewal dates within the
specified date criteria.
Specifying the scope of analysis
The controls at the top of the page allow you
to choose the information that is displayed in the report:
-
Property Unit: Allows you to restrict the
report to a particular property unit and all its
sub-units.
-
Date Criteria: Allows you to
restrict the report to those tenancies which have
contract renewal dates within the specified date range
or financial period.
- Include: Controls whether to include only those tenancies with a
contract renewal date matching the
specified date criteria or to also include records that have no contract renewal
date.
When you change the criteria, the page is
automatically updated.
Report Sections
The report shows details of tenancies that match the specified
criteria. Clicking on the tenant name will navigate to its tenancy
balance page.
On the left-hand side of the page, the Export to Excel link can be used to
export the report to an Excel worksheet.
Tenancy Deposit Report
This report shows deposits for each tenancy deposits along with their
deposit protection status.
Specifying the scope of analysis
The controls at the top of the page allow you
to choose the information that is displayed in the report:
When you change the criteria, the page is
automatically updated.
Report Sections
The report shows details of tenancies that match the specified
criteria.
On the left-hand side of the page, the Export to Excel link can be used to
export the report to an Excel worksheet.
Alerts Report
This report is used to show which alerts were created within a specified period in
time.
Specifying the scope of analysis
The controls at the top of the page allow you
to choose the information that is displayed in the report:
-
Date Criteria: Allows you to
restrict the report to a particular date
range or financial period.
When you change the criteria, the page is
automatically updated.
Report Sections
The report displays alerts which were created during the specified date criteria
along with the detail for each alert.
On the left-hand side of the page, the Export to Excel link can be used to
export the alerts report to an Excel worksheet.
Transaction Detail Report
This report is used to show and download detailed transaction
information for a portfolio or property unit over a given date range.
Specifying the scope of analysis
The controls at the top of the page allow you
to choose the information that is displayed in the report:
When you change the criteria, the page is
automatically updated.
Report Sections
The report shows detailed information for transactions that fall
within the specified scope of analysis.
On the left-hand side of the page, the Export to Excel link can be used to
export the transaction information to an Excel worksheet.
Property Detail Report
This report is used to show and download detailed
information for all property units.
The report lists a separate row for each property unit and, for each row, includes
all detail
fields for it.
Use the Customize Columns link to change the information displayed.
Use the Export to Excel link to export the
property detail information to an Excel file.
Tenancy Detail Report
This report is used to show and download detailed
information for all tenancies and their charge details.
For each tenancy, the report will include details of all charges - rent charges,
deposit charges
and any one-off charges.
Use the Customize Columns link to change the information displayed.
Use the Export to Excel link to export the
tenant detail information to an Excel file.
|
