Tenancy income & forecast report (tenancy income report)

1. Launch report

From Reports on main menu:

• Click MI Analysis and select Tenancy Income Report
  

  The screen in step 2 will be shown

2. Tenancy Income Report main screen

The Tenancy Income Report main screen is displayed - it allows two types of tenancy report to be run:

• Fees & Commission - this report gives an indication of fees/commission earned and can be broken down by negotiator/office - see guide: Fees & commission report (tenancy income report)

• Tenancy Income & Forecast - this report is covered in this guide, see next section onwards

1. Set report type & output options

Report Type

• Select Tenancy Income & Forecast

  

Output Options

• Include renewal & alteration breakdowns

  • When ticked, includes an additional row per renewal/alteration that fall within the reporting period
    e.g. if there have been 5 renewals on the tenancy in the reporting period, 5 rows will be displayed for each renewal (in addition to any other individual allocations being shown - i.e. negotiator and/or office alterations)

  • When unticked, all renewal/alterations that fall within the reporting period will be displayed in one row
    

• Include landlord fees with no associated tenancy (ticked by default)

  • When ticked, will include landlord fees that are not associated to a specific tenancy within the calculated values providing they fall within the reporting date range
    Being able to apply landlord fees to a property is a configuration option, outlined in more detail here:
    Add landlord fees to a property - configuration option
    

• Show individual negotiator commission allocations

  • When ticked, will narrow down the report results to just show tenancies where the selected negotiator has an allocation

  • When unticked, will show all tenancies regardless of negotiator commission allocation
    Being able to set negotiator fee splits and negotiator fixed commission is a configuration option - click here for more information: Tenancy commission allocation (or fee splits) - configuration option
    

• Show individual office commission allocations

  • When ticked, one row per office with a fee split will be included in the report - the values shown will reflect the fee split percentages
    e.g. if there are 2 office fee splits, 2 rows will be displayed for each tenancy (in addition to any other individual allocations being shown - i.e. negotiator and/or renewals & alterations)

  • When unticked, one row per office will be shown in the report and fee splits will not be visible in the report output
    Being able to set office fee splits is a configuration option - click here for more information:
    Tenancy commission allocation (or fee splits) - configuration option

2. Choose what to include in the report

These options allow you to specify the tenancies that are included in the report to suit your requirements

Tenancy Start

• Specify a date or date range to limit tenancies returned in the report by the tenancy start date - or click Select for predefined options of Last month and This month
  Or, to include all tenancies regardless of start date, leave date fields blank

  

Income Period

• Defaults to the current year - meaning that the forecast will cover the current year, although this can be changed - click Select for predefined options of Last/This month and Last/This/Next year
  Or leave date fields blank to include all tenancies regardless of the income period)

  

Status

• Defaults to Tenancy Current & Arranging Tenancy - meaning that only current & arranging tenancies will be included in the report - although this can be changed - click Select one or more status and select/deselect required option(s)

  

Property Office

• To narrow the report down to properties from one or a selection of offices, click Select one or more office and select required offices
  Or, to include properties for all offices, leave blank
  

Neg. Allocation
Field available when Show individual negotiator commission allocations is selected in Output Options

• To narrow the report down for tenancies according to negotiator commission allocation, click Select negotiator/manager and select required users

• To include all tenancies regardless of negotiator commission allocation, leave blank
  

Office Allocation
Field available when Show individual office commission allocations is selected in Output Options

• To narrow the report down for tenancies according to office commission allocation, click Select one or more fee office and select required office(s)

• To include all tenancies regardless of office commission allocation, leave blank
  

Renewal & Alteration
Field available when Include renewal & alteration breakdowns is selected in Output Options

• Specify a date or date range to limit tenancies returned in the report by the renewal/alteration date
  Or click Select for predefined options of Last month and This month

• To include all tenancies regardless of renewal/alteration dates, leave date fields blank

3. Run report

To run the Tenancy Income & Forecast report:

• Select report type, output options and criteria (as outlined in steps 1 & 2 above) and click Report

• Depending on the amount of data being returned, a prompt is shown detailing the current activity

  

• The Tenancy Income & Forecast report is displayed in Excel - content explained in the next section

  

1. Criteria used for example report

The example report shown in this section was run with the Output Options and criteria set as shown below

2. PivotTable data

The PivotTable is shown on the first worksheet of the Excel spreadsheet - it uses a default format for how it presents its data - to change how the table is presented, see section 2a below

• The report is broken down into two sections, Invoiced data and Pipeline data

  • Invoiced data includes invoices that have already been raised

  • Pipeline data includes invoices that are forecast to be raised in the future

• Both the Invoiced and Pipeline categories could contain sections titled:

  • Initial Tenancy (i.e. a tenancy that has not yet been renewed)

  • Renewal
    If these sections are not displayed, then there is no relevant initial tenancy/renewal data to show

• Within each section is a breakdown of fees that have come in or are due to come in, which could include:

  • Add. Agent Fee - value of additional agent fee
    The additional agent fee is calculated from specific nominal fee(s) - the nominal fee type(s) used for additional agent fees are dependent on business requirements (and are set in configuration)

  • Letting Fee - value of letting fees as set on the tenancy

  • Management Fee - value of letting fees as set on the tenancy

  • Other Fee - value of other fees
    The other fee is calculated from specific nominal fee(s) - the nominal fee type(s) used for other fees are dependent on business requirements (and are set in configuration)

2a. Using the PivotTable

The PivotTable used in this report is standard Excel functionality - if you have used them before, the same principles apply

• To change what the PivotTable contains and how it is displayed, click into a cell within the PivotTable to view the PivotTable Fields options to the right

  • To add/remove fields in the PivotTable tick/untick the field name in the list
    e.g. tick Tenancy status to add a breakdown by status to the table

  • To change how the PivotTable is presented, click and drag fields within Rows to change the priorities of the table and/or move a row to the Filters section
    e.g. in Rows move Type to the top and/or add FeeCategory to the Filters section

• Hover over any figure in the PivotTable for a breakdown of where the figure is coming from
  Example shown below

• Double-click a figure to see a breakdown of it in a new worksheet

3. Income Report data tab

The Income Report worksheet provides the PivotTable with its data

Standard Excel functionality to sort & filter the data can be used (usually via the Home ribbon, click Sort & Filter and select required option)

The columns in the report include:

• Property address & TenCode - the address of the property & the unique 9-digit tenancy reference

• TenStart - the initial tenancy start date

• Office - the property Main Office

• Type -displays Initial Tenancy (i.e. a tenancy that has not yet been renewed), Renewal, Alteration or Periodic as appropriate

• FeeCategory

  • Add. Agent Fee - value of additional agent fee
    The additional agent fee is calculated from specific nominal fee(s) - the nominal fee type(s) used for additional agent fees are dependent on business requirements (and are set in configuration)

  • Letting Fee - value of letting fees as set on the tenancy

  • Management Fee - value of letting fees as set on the tenancy

  • Other Fee - value of other fees
    The other fee is calculated from specific nominal fee(s) - the nominal fee type(s) used for other fees are dependent on business requirements (and are set in configuration)

• Income Type - indicates whether the fee is Invoiced or Pipeline

• Main landlord - name of main landlord on tenancy

• Main tenant name - name of main tenant on tenancy

• Tenancy status - current status of tenancy, e.g. Tenancy Current

• Negotiator name - the tenancy Key Contact

• Date - the date range the figures fall into - what is shown depends on what dates were selected when building the report criteria

Forecast for next month - for one office, including renewals

• Ensure Include renewal & alteration breakdowns is selected

• Include landlord fees with no associated tenancy usually ticked by default (can remove, as required)

• Enter Income Period dates for next month

• Select required tenancy Status options and Property Office

Forecast for next year - for one office, including renewals

• Ensure Include renewal & alteration breakdowns is selected

• Include landlord fees with no associated tenancy usually ticked by default (can remove, as required)

• Enter Income Period date for the current year

• Select required tenancy Status options and Property Office

Office forecast for tenancies starting this month

• Include landlord fees with no associated tenancy usually ticked by default (can remove, as required)

• Dates for next month should be entered in Tenancy Start and Income Period fields

• Select required tenancy Status options and Property Office