Fees & commission 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 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)

Open

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)

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

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

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

• Right-click over the column headings

• Select Export to then click Microsoft Excel Spreadsheet

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)