Purpose
This procedure contains the instructions for obtaining information for end of week report. 

Procedure

End of week stats.doc

Most of the information can be sourced from the white board along with the following instructions:

Type in the previous date period

Properties Let 

Address - 
Type the address
Work out the old rent – 
This information can be obtained by typing the address into system and finding the past tenants name
To the right hand side of the screen you will find the rent amount
To work out the weekly rental take the amount 
e.g. $1,517.00 then x 12 divide by 52 = $350 p.w.
Put that figure into the old rent amount
Work out the new rent – 
This amount can be found using the same method as above under the new tenants name
Type
Under type the following codes should be used – 
Re-Let   = If we currently manage this property
New	  = If it is a new management
L/Break = If the current tenants are breaking their Lease Agreement
Let Fee –
This figure should be inclusive of GST. To find out the amount including GST
Open system
Type in the property address
Go into the owners screen
Click on the transactions tab
Look to the most recent dates and you will see the type as journal debit, date followed by the text Let Fee and an amount  e.g.

 TYPE             DATE         REFERENCE    AUDIT	    DETAILS 		  AMOUNT
 journal debit 17/6/2008     3246                  001.600     Let Fee(SOUS14/1   $463.72
 This figure includes GST (Please note: this figure will only be there if the tenants have paid their first months rent)
Management Fee –
This information can be found in two places:
1. The Authority in the Landlords file
2. On system
In the property screen
Type in the address
Double click 
Click on the details tab
Beside the rent commission (%) is the management fee (excluding GST)
Our figure needs to be including GST
e.g. if the amount is 7.00% it will be 7.7% including GST

New Listings

Property – 
Type in the property address
Management Fee - 
This information can be found in two places:
1. The Authority in the Landlords file
2. In the property screen:
Type in the address
Double click 
Click on the details tab
Beside the rent commission (%) is the management fee (excluding GST)
Our figure needs to be including GST
e.g. if the amount is 7.00% it will be 7.7% including GST
Source – 
Ask the PM where they sourced the listing from

Properties Lost  

Address – 
Type in the address
Reason – 
The reason should be beside the property on the white board or ask PM

Arrears% - 

Open system
On the top tab click on reports
Click on arrears
Click on the customise button
Click on the manager button
Tick all Property Managers names
Beside days – type in 7
Under the report section click on 2 (lines between records)
Click OK
Click OK
Go to the last page
At the bottom on the page will be tenants in arrears and a percentage
This is the figure to enter on the stats report

Vacancy Rate – 

The number of properties vacant can be determined by checking the rental list and cross referencing with the PM
Formula = number of properties vacant divided by the total number of properties managed x 100 = Vacancy rate

Number of Properties Under Management – 

Rental List Update – 
Ask PM’s any information they want added here
Number of applications or any feedback on properties for Lease and opens over the weekend

Commercial Portfolio Update – 
Ask PM for any comments

V.C.A.T. Cases – 
This information can be found on the white board
Type the address and case date

Boards Up/Down -
Type up any boards that need to go up or down and cross reference with the Property Managers

Other business – 
Check with each PM if there is any business matters they would like discussed at the meeting