Report Generator Screen

The report generator screen is where you can generate reports on either a subset of applicants or properties filtered easily by yourself. You can also send bulk emails to the subset of applicants or to the vendors of the subset of properties.

The Property Search Tab is shown by default and is initially populated with all non-archived properties.

Report Generator Screen

The Property Search Tab can be broken down into 7 separate areas.

Property List

Double clicking on any property will open the properties screen focused to the respective property.

The property status is indicated by a coloured block at the left hand side of the grid. Clicking on the information button on the navigator panel will display a popup window which shows the meaning of the colours. These colours can be configured by your system administrator.

The primary purpose of this screen is to allow you to generate standard reports on the list of properties shown with the Inc(lude) column ticked. As well as unticking this checkbox, the list can be filtered by clicking on the filter button on the navigator panel at the bottom left hand side of the panel. See How do I filter properties? for more information on this.

Columns can be sorted on ascending or descending by clicking the column heading.

This grid has the ability of being grouped by columns. See How do I use grid column grouping and filtering? for further information.

Reports Panel

ReportGeneratorScreenReportsPanel

Standard Reports are displayed by default. Clicking on either of the other buttons will display the list of reports/templates available in that area.

Standard and Whole Database Reports are internal and cannot be changed other than the customisation options available to your system administrator regarding colours used.

Standard Reports

Individual reports can be generated by clicking on them. The reports will only include those properties listed with a tick in the Inc(lude) column. Reports will be generated in the sort order of the screen. They will initially be opened for viewing and can then be printed if so required. All reports can also be emailed.

Standard Reports

Aging details number of days since Instructed or number of days since sale agreed as appropriate, instruction date, age in days and address. Data is also displayed as a pie chart.

Property List details branch, negotiator, type of property, price and basic information on number of rooms.

Vendor/Property details registration date, negotiator, address, vendor, asking & sale prices, sale/rental status and last contact date.

Comparisons details main image or main image plus first 2 additional images, instruction date, asking price, sale agreed date, sale price, advert text and the number of bedrooms and receptions.

Mini Details details main image or main image plus first 2 additional images, asking price or price details, first line of address or advert display address, property reference and advert text.

New Instructions & Reductions shows up to twelve properties per page, detailing: main image, asking price, advert display address and advert text. Please note that it is up to you to filter the property list down to the list of properties that you wish to appear!

Photograph shows the main image of one property per page. There is an option in Admin to superimpose the asking price and full address on the image.

Summary: The first page of the report displays the most expensive property in the selected list beneath a report title set by your system administrator. Subsequent pages display six properties per page, detailing: main image, price or display price, branch and summary details text.

Thumbnail shows up to twelve properties per page detailing: main image, asking price, tenure, number of bedrooms and receptions.

Address Labels: Each page contains up to 21 Names and addresses, suitable for printing on A4 63x38mm 21 per page address labels, such as Avery J8160 or Viking VIJL21.

Adverts details main image, asking price, advert display address, advert text. There is an admin option to record advertisements against individual properties which will also show in the event history when these reports are emailed or printed.

Custom Reports

Individual reports can be generated by clicking on them. Custom reports are those reports created by yourselves or by us for you (charges apply). These reports can consist of anything that is in the Estate Agent Pro database. In order that the system knows that reports are specific to properties they must be in a sub folder called Properties. The reports and folders are defined by your system administrator.

The reports will only include those properties listed with a tick in the Inc(lude) column. Reports will be generated in the sort order of the screen. They will initially be opened for viewing and can then be printed if so required. All reports can also be emailed.

Whole Database Reports

Individual reports can be generated by clicking on them. These reports have nothing to do with the list of properties displayed. They will initially be opened for viewing and can then be printed if so required. All reports can also be emailed.

Whole Database Reports

Agency Agreement lists all current (non-archived) vendors giving details of the date that the agreement was received/signed, the property status and address.

Keys Held lists all current properties giving details of key number, address, number of keys held and if the property has an alarm, the alarm code.

Mortgage Referral lists all vendors who have been referred to a mortgage Advisor. By default the to/from dates are for the previous rolling month. The report gives details of the date referred, client name and address, negotiators initials, initials of person who made the referral, whether a mortgage is required and if client has spoken to the mortgage advisor. The report also displays the individual clients contact details. See the Mortgage Referral Report for more information.

Sale Boards Location lists all current (non-archived) properties that have had a board erected, giving details of the board type, date erected, days erected and property address. It also gives the total number of boards erected and breaks this down into sub totals for each board type.

Sales Progress lists all sale agreed properties giving details of the sale date, address, sale price, exchange dates and the date of most recent 'Sales Chasing' activity, sales chasing note or sales chasing item as appropriate.

Solicitors Instructed lists all instructed properties, grouped by Solicitor's company giving details of the solicitor's company and name, client name and address, property address and date instructed. See the Solicitors Instructed Report for more information.

YTD Statistics displays statistics for the current year, broken down by month giving details of the number of valuations, instructions, viewings, offers, sales and exchanges. Previous years can also be selected. See the YTD Statistics Report for more information.

Response Monitoring produces a dynamic pie chart detailing where your business came from. See the Response Monitoring Report for more information.

Templates

Two types of property templates are supported in Estate Agent Pro both of which can be defined by your system administrator . Templates can be designed for you but additional charges will apply.

Internal EAP templates which are quick to generate and don't require an external application. These are the recommended templates to be used.

Microsoft Word templates were the only templates available prior to this version so are still supported, but not recommended.

The template for the selected property can be generated by clicking on the appropriate template.

Ribbon Bar

The ribbon bar consists of the following buttons:

	Includes/excludes archived properties from the list.
	Opens the Google Maps interface with the focused property displayed. There is an option to show all other properties. Please refer to the Google Map screen for more information.
	Matches applicants against the current list of Inc(luded) properties that have not matched against it before. Before doing so the Matching Screen is opened where you can specify a combination of options for running the match. These options include only matching your applicants, and applicant statuses. Once the matching is complete the Applicant/Property Matching Screen will be displayed where you can choose to communicate the results of the matching process to the applicants by text, email or letter. This could take a long time if the list of properties is large!
	Opens the Communications Screen where you can send bulk mailings of predefined letters to the vendors of the Inc(luded) list of properties by either text, email or post. All letters sent are stored for the respective vendor and are available in the Customer Communications Screen.

Information on the other tabs on the report generator screen is available here:

Applicant Search Tab

Report Defaults Tab