Run Report – Property
Property Reports allow you to view and print a variety of reports about properties. Your security rights determine whether you can run a property report. If you do not have the required security rights, contact your system administrator.
To run Property reports:
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Access the Property module by clicking the Property link at the top of the page.
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Select the Run Report tab.
By default, the Standard Reports are displayed.
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If you do not want to run standard property reports, click the Custom Report or Property Billing Reports link to access additional reports.
You must have the required security rights to access custom reports and billing reports.
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In the Select a report field, select the report you want to run.
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Specify report criteria.
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Click OK to run the report.
Standard Reports
Property Listing Report
The Property Listing report provides a summary of all properties, listed by property name, and provides basic information about each property, including the total area of the property and purpose of the property areas.
Report Criteria
To refine your results, specify any of the following criteria. If no criteria are specified, the report will be run for all values.
Property Name – Click the Select link to run the report for a particular property. You can select either a property or a region, but not both.
Region – Select a value to run the report for a particular region. If a property is selected, the Region drop-down menu is not displayed.
Property Type – Select a value to run the report for a particular type of property (for example, Industrial or Retail).
Property Status – Select a value to run the report for All, Active, or Inactive properties.
Include Warehouse – Select Yes to include the name of the warehouse associated with this property in the report.
Report Type – Select a report type: Excel (Microsoft Excel .xls file), HTML (displayed in a browser window) or CSV (comma separated variables).
Report Output
The generated report contains one row for each property. The results include:
Property Name - the name of the property
Type - the type of property (for example, office or retail)
Address 1 – the first line of the property's address
Address 2 – the second line of the property's address
City – the city where the property is located
State – the state where the property is located
Zip Code – the zip/postal code of the property's address
Country – the country where the property is located
External Property ID 1 – a property ID used in conjunction with an external system
External Property ID 2 – an additional property ID used in conjunction with an external system
Total Sq Ft – the total area of the property
Office Sq Ft – the area of the property used as office space
Warehouse-Industrial Sq Ft – the area of the property used as warehouse or industrial space
Retail Sq Ft – the area of the property used as retail space
Manufacturing Sq Ft – the area of the property used for manufacturing
Residential Sq Ft – the area of the property used as residential space
Other Sq Ft- the area of the property used for other purposes
Status - the status of the property, either Active or Inactive
Create Date – the date on which the property was created
Inactive Date – the date on which the property was inactivated; N/A if the property is active
The Property Master Listing report provides a list of all properties, and provides detailed information about each property, including account information, default contact, and managers.
Report Criteria
To refine your results, specify any of the following criteria. If no criteria are specified, the report will be run for all values.
Property Name – Click the Select link to run the report for a particular property. You can select either a property or a region, but not both.
Region – Select a value to run the report for a particular region. If a property is selected, the Region drop-down menu is not displayed.
Property Type – Select a value to run the report for a particular type of property (for example, Industrial or Retail).
Property Status – Select a value to run the report for All, Active, or Inactive properties.
Worker Availability – Select On to use any defined Worker Availability rules to select the user whose information is displayed in the Default Contact fields.
Report Type – Select a report type: Excel (Microsoft Excel .xls file), HTML (displayed in a browser window) or CSV (comma separated variables).
Report Output
The generated report contains one row for each property. The results include:
(missing or bad snippet)
Property – the name of the property
External Property ID 1 – a property ID used in conjunction with an external system
External Property ID 2 – an additional property ID used in conjunction with an external system
Address 1 – the first line of the property's address
Address 2 – the second line of the property's address
City – the city where the property is located
State – the state where the property is located
Zip Code – the zip/postal code of the property's address
Country – the country where the property is located
Property Type – the type of property (for example, office or retail)
Create Date – the date on which the property was created
Last Updated – the date on which the property was lasted updated
Inactive Date – the date on which the property was inactivated; N/A if the property is active
Status - the status of the property, either Active or Inactive
Size – the total area of the property in square feet
COA Primary – the primary chart of accounts used with this property
COA Customer – the customer chart of accounts used with this property
Sales Tax Group – the sales tax group associated with the property, indicating the type of sales tax to charge
Remit To – the address that payments due to the property should be sent to
Default Contact – the name of the person to contact at this property
Default Contact Phone – the default contact's phone number
Default Contact Mobile – the default contact's mobile phone number
Default Contact Email – the default contact's email address
Manager 1 – the name of the primary manager of the property
Manager 1 Phone – the primary manager's phone number
Manager 1 Mobile – the primary manager's mobile phone number
Manager 1 Email – the primary manager's email address
Manager 2 – the name of the secondary manager of the property
Manager 2 Phone – the secondary manager's phone number
Manager 2 Mobile – the secondary manager's mobile phone number
Manager 2 Email – the secondary manager's email address
The Property Occupancy and Area report provides a list of properties, and for each property, lists the aggregate reportable space information fields (which indicates how the area contained in the property is classified) as well as occupancy information.
Report Criteria
To refine your results, specify any of the following criteria. If no criteria are specified, the report will be run for all values.
- Property Name – Click the Select link to run the report for a particular property. You can select either a property or a region, but not both.
- Region – Select a value to run the report for a particular region. If a property is selected, the Region drop-down menu is not displayed.
- Property Type – Select a value to run the report for a particular type of property (for example, Industrial or Retail).
- Property Status – Select a value to run the report for All, Active, or Inactive properties.
- Report Type – Select a report type: Excel (Microsoft Excel .xls file), HTML (displayed in a browser window) or CSV (comma separated variables).
Report Output
The generated report contains one row for each property. The results include:
- Property Name - the name of the property
- Type - the type of property (for example, office or retail)
- Address 1 – the first line of the property's address
- Address 2 – the second line of the property's address
- City – the city where the property is located
- State – the state where the property is located
- Zip Code – the zip/postal code of the property's address
- Country – the country where the property is located
- External Property ID 1 – a property ID used in conjunction with an external system
- External Property ID 2 – an additional property ID used in conjunction with an external system
- Total Sq Ft – the total area of the property
- Office Sq Ft – the area of the property used as office space
- Warehouse-Industrial Sq Ft – the area of the property used as warehouse or industrial space
- Retail Sq Ft – the area of the property used as retail space
- Manufacturing Sq Ft – the area of the property used for manufacturing
- Residential Sq Ft – the area of the property used as residential space
- Other Sq Ft- the area of the property used for other purposes
- Status - the status of the property, either Active or Inactive
- Create Date – the date on which the property was created
- Inactive Date – the date on which the property was inactivated; N/A if the property is active
- Gross Floor Aggregate – the sum of the gross floor area for all floors in the property
- Total Area 1 Sq.Ft./M. – the total area that can classified as Area 1 (used in calculating the aggregate reportable space), measured in square feet and square meters
- Total Area 2 Sq.Ft./M. – the total area that can classified as Area 2 (not used in calculating the aggregate reportable space), measured in square feet and square meters
- Exterior Gross Sq.Ft./M. – the total of all areas, measured in square feet and square meters
- Interior Gross Sq.Ft./M. – the total area that is enclosed or considered to be part of the finished interior, measured in square feet and square meters
- Rentable per Contract Sq.Ft./M. – the total area that can be rented including leased spaces as well as pro-rated common areas, measured in square feet and square meters
- Building Rentable Sq.Ft./M. – the total area that is used to calculate base rent, measured in square feet and square meters
- Usable Area Sq.Ft./M. – the total area of enclosed space that is available for the exclusive use of a building occupant, measured in square feet and square meters
- Interior Planning Area Sq.Ft./M. – the total usable area minus encroachments and expansions, measured in square feet and square meters
- Assignable Area Sq.Ft./M. – the total area that can be assigned to an occupant, measured in square feet and square meters
- Non-Assignable Sq.Ft./M. – the total area that cannot be assigned to an occupant but is necessary for general building operation, measured in square feet and square meters
- Non-Measurable Portfolio Sq.Ft./M. – the total of areas, such as off-site workspaces, that are tracked but are not part of the property's real estate portfolio, measured in square feet and square meters
- Other Area Sq.Ft./M. - up to five values indicating the total amount of area designated as "Other" in both square feet and square meters
- Capacities – the sum of the occupant capacities for all spaces in the property
- Assigned Occupants – the total number of assigned occupants for all spaces in the property
- Unnamed Occupants – the total number of unnamed occupants (such as students or clients) for all spaces in the property
- Total Calculated Occupancy – the total number of occupants in all spaces in a property, calculated by adding the assigned occupants and the unnamed occupants
- Vacancies – the total number of vacancies in a property, calculated by subtracting the total occupancy from the capacity
- Day Time Occupants (EP) – the number of occupants that are in the property during the day (used for emergency preparedness)
- Night Time Occupants (EP) – the number of occupants that are in the property during the night (used for emergency preparedness)
- Total Occupants (EP) – the total number of occupants as calculated by adding the number of daytime occupants and nighttime occupants (used for emergency preparedness)
The Property Geo Location report provides a list of properties with associated spatial data such as latitude and longitude.
Report Criteria
To refine your results, specify any of the following criteria. If no criteria are specified, the report will be run for all values.
Property Name – Click the Select link to run the report for a particular property. You can select either a property or a region, but not both.
Region – Select a value to run the report for a particular region. If a property is selected, the Region drop-down menu is not displayed.
Property Type – Select a value to run the report for a particular type of property (for example, Industrial or Retail).
Property Status – Select a value to run the report for All, Active, or Inactive properties.
Report Type – Select a report type: Excel (Microsoft Excel .xls file), HTML (displayed in a browser window) or CSV (comma separated variables).
Report Output
The generated report contains one row for each property. The results include:
COA Customer – the customer chart of accounts used with this property
Property Name - the name of the property
Type - the type of property (for example, office or retail)
Address 1 – the first line of the property's address
Address 2 – the second line of the property's address
City – the city where the property is located
State – the state where the property is located
Zip Code – the zip/postal code of the property's address
Country – the country where the property is located
Total Sq Ft – the total area of the property
Latitude – the geographic coordinate that specifies the north-south position of the property
Longitude – the geographic coordinate that specifies the east-west position of the property
Custom Reports
The Custom Reports page allows you to create a Property Listing report that contains only the columns you select. You can include standard fields and User-Defined fields in the output
To create a custom report:
In the Select your Report Criteria pane, specify any of the following criteria. If no criteria are specified, the report will be run for all values.
- Property Name – Click the Select link to run the report for a particular property. You can select either a property or a region, but not both.
- Region – Select a value to run the report for a particular region. If a property is selected, the Region drop-down menu is not displayed.
- Property Type – Select a value to run the report for a particular type of property (for example, Industrial or Retail).
- Property Status – Select a value to run the report for All, Active, or Inactive properties.
In the Standard Fields pane, select the fields you want to include in the report.
Click the FIND button to open a dialog box that allows you to select the fields you want to include in the report.
The
- Address 1 – the first line of the property's address
- Address 2 – the second line of the property's address
- City – the city where the property is located
- Country – the country where the property is located
- Create Date – the date on which the property was created
- External Property ID 1 – a property ID used in conjunction with an external system
- External Property ID 2 – an additional property ID used in conjunction with an external system
- Inactive Date – the date on which the property was inactivated; N/A if the property is active
- Property Description – a short description of the property
- Property Disposition – the reason for inactivating a property
- Property Name - the name of the property (this field cannot be removed from the report)
- Site Region – the region the property is located in
- SQ Ft – the total area of the property
- State – the state where the property is located
- Status - the status of the property, either Active or Inactive
- Zip Code – the zip/postal code of the property's address
To include a field, select the field name in the Available Fields list, and click the >button.
To remove a field, select the field name in the Selected Fields list and click the < button.
To include all fields, click the >> button.
To remove all of the selected fields, click the << button.
To change the position of a field in the report, select the field in the Selected Fields list, and then click the Move Up or Move Down button.
All of the selected fields are displayed in the pane.
In the UDF Fields pane, select the custom User-Defined fields created for this property that you want to include in the report.
Click the FIND button to open a dialog box that allows you to select the user-defined fields you want to include in the report. The available UDFs will be different for each installation.
In the UDF Group field, select a value to display only those UDFs included in a particular group. You can select UDFs from multiple UDF groups.
In the Property Type field, select a value to display only those UDFs appropriate for a particular type of property.
To include a field, select the field name in the Available UDFs list, and click the >button.
To remove a field, select the field name in the Selected UDFs list and click the < button.
To include all fields, click the >> button.
To remove all of the selected fields, click the << button.
To change the position of a field in the report, select the field in the Selected UDFs list, and then click the up or down arrow button.
All of the selected user-defined fields are displayed in the pane.
If you want standard fields or a UDF field to be excluded from a custom report, clear the check box to the right of the field name before running the report. The Clear All, Select All, and Un-Select All links can assist you in this process.
Click OK to run the report.
- To save your custom report, click the Save button.
Property Billing Reports
The Property Billing List report lists all properties by name and includes their associated cost information for billing labor costs. This report is most often used when Property Billing is in use.
Report Criteria
To refine your results, specify any of the following criteria. If no criteria are specified, the report will be run for all values.
Property Name – Click the Select link to run the report for a particular property. You can select either a property or a region, but not both.
Region – Select a value to run the report for a particular region. If a property is selected, the Region drop-down menu is not displayed.
Property Type – Select a value to run the report for a particular type of property (for example, Industrial or Retail).
Property Status – Select a value to run the report for All, Active, or Inactive properties.
Date Range – Enter two date values to run the report for labor costs that were entered within the specified date range.
Report Output
The generated report contains one row for each property/billing rate rule that applies. The results include:
Property – the name of the property
External Property ID 1 – a property ID used in conjunction with an external system
External Property ID 2 – an additional property ID used in conjunction with an external system
Address 1 – the first line of the property's address
Address 2 – the second line of the property's address
City – the city where the property is located
State – the state where the property is located
Zip Code – the zip/postal code of the property's address
Country – the country where the property is located
Property Type – the type of property (for example, office or retail)
Create Date – the date on which the property was created
Last Updated – the date on which the property was lasted updated
Inactive Date – the date on which the property was inactivated; N/A if the property is active
Status - the status of the property, either Active or Inactive
Size – the total area of the property in square feet
Default Account # – the number associated with the default Charge To account used when billing work orders at this property
Default Account Desc – a description of the default Charge To account
COA Primary – the primary chart of accounts used with this property
COA Customer – the customer chart of accounts used with this property
Sales Tax Group – the sales tax group associated with the property, indicating the type of sales tax to charge
Remit To – the address that payments due to the property should be sent to
Rate Schedule – the name of the Property Billing rate schedule associated with the property
Rate Schedule Rule ID – the rate schedule rule used for this cost item
Flat Rate Amount – the flat rate dollar amount defined for the rate schedule rule
Quantity – the quantity defined for the rate schedule rule
Quantity UOM – the property type UOM defined for the rate schedule
Unit Cost – the unit cost defined for the rate schedule rule
Taxable Labor – the total number of taxable labor hours entered for the property
Non-Taxable Labor – the total number of taxable labor hours entered for the property
Sales Tax Rule – indicates whether sales tax is included in the cost, added to the cost, or not calculated
Sales Tax Adj Method – indicates how sales tax is adjusted, for example, adjusted based on labor cost
Sales Tax % – the percentage sales tax charged
Base Cost – costs before taxes
Tax Cost – calculated tax cost based on the sales tax percentage
Total Cost – total cost calculated as base cost plus tax cost
