Fees & commission report (tenancy income report)

This guide has been reviewed against our global client base and classed as relevant to all regions

Available from version 12.173

Configurable option for Enterprise customers
To request this option to be enabled on your system, click here to contact Reapit Support

The fees & commission report within tenancy income reporting provides the ability to run a detailed report providing an indication of fees/commission earned which can be broken down by negotiator/office

Tenancy income reporting also provides the ability to run a Tenancy Income & Forecast report, click here for more information: Tenancy income & forecast report (tenancy income report)

This guide covers:

1 Launch report & main screen
2 Set up report criteria & run report
3 Fees & Commission report output grid
4 Export report results grid to Excel
5 Example reports

Launch report & main screen

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 is covered in this guide, see next section onwards
Tenancy Income & Forecast - this report gives an indication of expected income from both invoiced and pipeline fees - it can be broken down by negotiator/office - see guide:
Tenancy income & forecast report (tenancy income report)

Set up report criteria & run report

1. Set report type & output options

Report Type

Select Fees & Commission

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
- 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 (ticked by default)
- When ticked, one row per negotiator with a fee split will be included in the report
  e.g. if there are 3 negotiator fee splits, 3 rows will be displayed - one for each allocation (in addition to any other individual allocations being shown - i.e. office and/or renewals & alterations)
- When unticked, one row per tenancy will be shown in the report and fee splits will not be visible in the report output
  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
  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 narrow down what is returned 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

Specify a date or date range to limit tenancies returned in the report by the income period - or click Select for predefined options of Last/This month and Last/This/Next year
This criteria allows you to see the value of a tenancy for the period specified in this criteria and is shown in the Recvd. Fee Within Dates column on the report results grid (see step 6 in the next section titled Fees & Commission report output grid)
Or, to include all tenancies regardless of the income period, leave date fields blank

Status

Defaults to Tenancy Current - meaning that only current tenancies will be included in the report
Or, click Select one or more status and select required option(s)
For a detailed pipeline report, select Arranging Tenancy (removing any other selected status options)

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 to one or a selection of users, click Select negotiator/manager and select required users
To include all users, leave blank

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

To narrow the report down to one or a selection of offices, click Select one or more fee office and select required office(s)
To include all offices, 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 Fees & Commission 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 Fees & Commission report is then displayed in a grid
Each column shown is explained in the next section
When Output Options to show individual negotiator and/or office allocations have been selected, this results in more than one row being shown per tenancy to detail the individual allocations
In the example below, Show individual negotiator commission allocations has been selected via Output Options - therefore two rows are shown for the tenancy to show the two individual negotiator allocations (if the Output Option was not selected, only one row would be displayed)

Fees & Commission report output grid

Usual grid functions can be used (as seen throughout the system)
i.e. click column heading to sort by that column, click to the right of the heading for filter/group options or right-click column headings to export to Excel
Columns included in the grid are fixed and cannot be added to or removed
They can be moved temporarily - although the column order is reset when the grid is re-opened
Right-click over a column showing monetary values for the option to show a total or average
Double-click an entry in the report to display the tenancy record

Each column that is included in the report results grid is covered in sections 1-6 below

1. Basic detail

Tenancy Ref - unique 9-digit tenancy reference
Type - displays Initial Tenancy (i.e. a tenancy that has not yet been renewed), Renewal, Alteration or Periodic as appropriate
Property & Tenant Name(s) - property address & names of tenants are listed
Prp. Off - the property Main Office
Prp. Valuer - the property Key Contact
Ten. Neg. - the tenancy Key Contact

2. Office/negotiator fee splits & fixed negotiator commission

Being able to set negotiator/office fee splits and negotiator fixed commission is a configuration option - click here for more information: Tenancy commission allocation (or fee splits) - configuration option

Off. Split - the name of the office that has been allocated the fee
Off. Split% - the percentage of the split fee that has been allocated to the office
Neg. Split - the name of the negotiator that has been allocated the fee
Neg. Split% - the percentage of the split fee that has been allocated to the negotiator
Fixed Neg Commission - the value of the fixed fee that has been allocated to the negotiator

Data will only show here when you have chosen an Output Option of Show individual office commission allocations and/or Show individual negotiator commission allocations
When choosing either/both of these options, one row will display per office allocation and one per negotiator allocation

2a. Unallocated percentage negotiator/office fee splits (plus configuration option)

When choosing the Output Option(s) to Show individual negotiator commission allocations and/or Show individual office commission allocations (as shown in step 1 in previous section)
and a percentage fee split has not been allocated in full (or at all), this will be indicated in the report as UNASSIGNED
In this example, the Output Option of Show individual negotiator commission allocations has been selected and the tenancy fee split allocation has only been entered to cover 75% - therefore the remaining 25% will display as UNASSIGNED

Configuration option

A configuration option is available which will automatically assign any unallocated negotiator/office percentage fee splits to the Key Contact of the tenancy (for a negotiator split) or Main Office for the property (for an office split) - when this is the case, an asterisk (*) will be displayed beside the negotiator/office name that has been automatically assigned the fee
This configuration results in there being no unassigned negotiator/office fee splits across the system
The example below shows how the above unallocated negotiator fee split will display in the report when this configuration is enabled
Kian Kettlewell is the Key Contact on the tenancy so the unassigned allocation has been automatically assigned to him - the asterisk beside his name indicates the auto-assigned fee
Two configuration options are available - one for unallocated negotiator splits and one for unallocated office splits - to request one/both of these configuration options to be enabled, click here to contact Reapit Support

3. Letting fees, tenancy dates & rent information

Let. Fee % & Let. Fee Fixed - the letting fee as a percentage or fixed fee on the tenancy
Man. Fee Fixed & Man. Fee % - the management fee as a percentage or fixed fee on the tenancy
Start Date & End Date - the tenancy/renewal/alteration start & end dates
Rent Due - calculation of the rent value
Rent Received - the amount of rent received to date

4. More fee information

Ten. Term Fees - calculation of the fees for the duration of the tenancy
Man. Fees Credited - value of any management fees credited
Let. Fees Credited - value of any letting fees credited
Sub Agt. Fee Value - value of any sub agent fees
Net Ten. Fee Value - net tenancy fee value (sub agent fees are deducted from this fee)

5. Break clause information

Brk. Clause Dt. - where break clause(s) exists, displays date of earliest clause added
No Break Clause indicates none added (and following three columns will be blank)
Ten. Fees To Break Clause - value of letting fees up until the earliest break clause
Sub Agt. Fee to Break Clause - value of sub agent fees up until the earliest break clause
Net Agt. Fee to Break Clause - net value of agent fees up until the earliest break clause

6. Agent, additional & other fees

Additional fees & Other fees are shown as two separate options (in addition to the total agent fees)
This assists when an agent pays a negotiator’s commission to some fee items (but not all)
What is classed an ‘additional fee’ or an ‘other fee’ is dependent on configuration, as outlined below

Agent Fee Recvd. - value of agent fee received
Addl. Agt. Fee - value of additional agent fee due
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
Addl. Agt Fee Recvd. - value of additional agent fee received
Other Fee - value of other fees due
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
Other Fee Recvd. - value of other fees received
Recvd. Fee Within Dates - value of fees received within the dates specified in the income period
This can be narrowed down via the Income Period criteria which is selected when building the report
Shown in previous section titled: Set up report criteria & run report, step 2 - Income Period

Export report results grid to Excel

To view the report in Excel, from the results grid:

Right-click over the column headings
Select Export to then click Microsoft Excel Spreadsheet

Example reports

This section contains a selection of reports that could be run

Tenancy pipeline

The example below shows how to run a pipeline report for a specific office
To run the report for all offices, leave the Property Office field blank (or untick)

Individual negotiator allocation

The example below shows how an individual negotiator can run a report to see details of all current tenancies where they will receive a fee allocation for tenancies starting that month

Income for this month

The example below shows how to run a company report that will include renewal and alteration breakdowns for current tenancies for the income period of a specified month
This will impact the grid column titled Recvd. Fee Within Dates (found far right of results grid)

Knowledge Base