Vacancy/Occupancy Reports

This section is where you will find reports concerning the vacancy & occupancy of your facility:

Unit Summary (E-S)

This report displays a summary of your unit types.  Units are listed in order by size, including the number of units, floor, location, door type, height, scheduled rent, daily rental rate, total rent possible, total square feet and rent per square foot.  Also listed are the totals for the possible monthly and annual income, average rent per square foot and per unit.

Unit Summary by Unit Type (E-S-1)

The same as the E-S report, except this categorizes the summary by unit type

Unit Type Report (E-U)

This selection brings up a window (see below) showing a breakdown of all unit types in a detailed format. You may search a specific value or print the report.eu

All Unit Types Report (E-U-A)

This report provides a detailed breakdown of each unit type and which tenants are currently renting those unit types.

Rent And Vacancy Schedule (E-F-A)

This report provides a list of all of your unit types, in order of their size.  It also provides the unit type, the monthly rent (basic and with rent tax), the daily rent (basic and with rent tax), the number of vacant units of that size, the floor they are on, the door type, whether they are inside or outside units, and the height of the units.

Unit List by Type Report (E-U-D)

This report shows a list of all units by type, which units fall into that type, and how many are currently available.

Vacancy By Type (E-A)

This shows the number of vacancies, listed by the type of unit.  The columns show the unit size, the type of unit (Storage, Parking, etc.), the scheduled rent, which floor the unit is on, whether the unit has inside or outside access, the type of the door, the height of the unit, total number of such units, the number occupied, the number vacant, and what percentage of that type is vacant.

Vacancy List (E-C and E-D)

This lists the vacant units individually in order by size (E-C) or by unit (E-D) depending on which sort option you choose.  It shows the unit number, size, type, monthly rent, date vacated, days vacant, height, floor, inside or outside, and door type.

Vacancy List with Notes (E-C-N)

This report shows all vacant units as well as any manager notes entered

Three Available (E-E)

Rather than look up the available units in various sizes several times throughout the day, you could choose this report, which will show you up to three vacant units from each type, all at the same time.  If there are only one or two units available in a particular size, then that’s all the report will show.  And, if there are no units available in a particular size, then you won’t see any listing for that size.

The first column shows you the unit size, followed by the type, monthly rent, pro-rated rent, the unit numbers available, floor, door type, and whether the units are inside or outside.

Tenants Who Have Vacated (E-F-C)

This shows tenants who have vacated and any monies still owed.  In unit order, the report lists the unit, full name of tenant, move-in date, move-out date, security deposit, and their balance upon vacating.  At the end of the report are the number of vacancies, the number of vacancies with balance due, and the total amount owed.

Tenants Who Have Vacated With A Balance (E-F-C1)

This report provides a list of tenants who have vacated while still owing you money.  In addition to providing those former tenants unit numbers, it also lists there move-in and move-out dates, the security deposit, and what their balance is.  At the bottom of the report are the total number of tenants who have vacated during that date range, the total number of tenants who vacated owing you money, and the total amount of money owed by those tenants.

Move-in Using Specials (M-S-P)

This report displays all move-ins that used a Special, and which special was used. It displays the move-in date, scheduled rent, amount paid, source, user, and if relevant the vacate date.

Expected Move-Outs (E-F-G)

This report shows current tenants who have given notice that they are vacating.  Information includes date of move-out, unit, name, Paid-to-Date, unit size, balance, and security deposit.

Move-In Analysis (E-L-N)

This report will show the move-ins for a given time frame, listing move-in date, unit number, size, last name, scheduled rent, actual rent, and discount (the difference between the scheduled rent and actual rent).  Several totals are listed at the bottom of the report, including total rents, number moved in, number moved in with discount, and number moved in at scheduled rent.

Move-In Analysis Expanded (E-L-N-1)

This same as the E-L-N, but includes more details on specials and “free stuff” given during a move-in.

Move-In & Move-Out Analysis (E-F-D)

After you select the time period desired, this report will print in unit size order, an analysis of the move-ins and move-outs that have taken place during that date range.  Listed is the number of each unit type, unit size, inside or outside, door type, unit height, rent, number of move-ins, the number of move-outs, and the net by unit, dollar, and square feet.  Totals for the move-ins, move-outs, and each of the nets are at the bottom of the report.

Move-In & Move-Out Analysis Expanded (E-F-D-1)

The same as the E-F-D, provides a detailed breakdown of move-ins and move-outs for a specified time period. Each move-in and move-out includes a row of details pertaining to the transactions to provide an easy-to-read snapshot. Totals are shown at the bottom of each section.

Move-In Using Specials Report (M-S-P)

This report will produce, using a date range, a report showing all move-ins that were completed using a defined Special. The report includes Unit, Name, Unit Size, Move-In Date, Scheduled Rent, Amount Paid, Source, User, and Vacate Date (if the tenant moved-out).

Unit Efficiency Report (E-T)

This report will produce, in unit-type order, an efficiency report for each of the unit sizes.  Included in the report is the location, door type, unit height, floor, total units of this size, vacant units of this size, percent vacant of this size, scheduled rent for size, possible total rent for size, rent for occupied, rent for vacant and current actual rent for size.

Unit Efficency Report by Unit Type (E-T-1)

Same as the E-T but categorized by unit type

Unit Efficency Report by Unit Size (E-T-2)

Same as the E-T but categorized by unit size

Occupany Analysis Report (E-F-E)

This report provides you with a detailed analysis of your occupancy.  It gives you totals for vacant and occupied units and percentages.  The calculations are based on number of units, scheduled rent, square footage, floor, type of door, inside or outside, and units larger than or equal to a 10×10. 

Contribution to Rent by Size (E-R-L)

This report calculates the total rent for each unit type, listing the types in size order.  The report displays the unit size, whether it’s inside or outside, the door type, the floor those units are on, the height, the number of units of that type, the scheduled rent, the total rent for that unit type, and the percentage of your total possible rent provided by that unit type.  At the very top of the report is your total scheduled rent.

Rent Analysis By Square Foot (E-R-C)

This report is used to calculate the rent per square foot for the entire site and for each of your unit types.  The top of the report gives the total square footage, the total monthly rent, and the average rent per square foot.  Below that, the unit types are listed by size.  Also listed is the scheduled rent, unit type, square footage, door type, floor, whether the units are inside or outside, the rent per square foot, the percent of vacant units of that type, the actual deposit per square foot and has the totals on the bottom of the report of each of the fields.

Red Lock and Damaged Checklist (E-Y-I)

When you run this report, a cut off date is displayed.  It will then ask if you want to include damaged units in the report. This report will list the red-locked tenants and/or damaged units on your facility.  Included are their current paid-to-date, rent, balance, size, type, height, floor, inside or outside, door type, door width, and the status.

Vacancy, Red Lock and Damage Checklist (E-B)

Lists all vacant units and all red locked units in order by unit number.  For the red locked units, it shows the tenant’s last name and Paid-to-Date.  For the vacant units, it shows the date the unit was vacated.

Damaged/Reserved Units (E-Y-H)

When you select this report, a sort order menu will come up.  Select either by date or by unit. This report will list all damaged units on site, the date it was marked as damaged and any notes you have entered for that unit. It will then list all reserved units on site, the date they were reserved, who they were reserved by and the amount paid at reservation.

List Of Reserved Units (E-Y-H1)

You can sort this report by reserved date, unit or by last name.  This report will list all of the reserved units in order by unit number.  It also shows the future tenant’s last and first name, date reserved on, date held until, security deposit, and admin fee.

Online Rentals and Reservations (O-R-R)

This report will produce, by date range and source, a report that shows you all reservations and rentals that occurred via online sources, such as eCommerce, an online listing company like Sparefoot.com, etc. You can filter which source you want to display for targeted reports. The report shows the unit, unit size, tenant name, reservation date, move-in date, move-out date, source, and point of entry. A summary at the bottom with the total number of reservations and rentals is included.

Online/Internet Conversions (O-R-R)

This report will produce, by date range and source, a report that shows all online reservations that converted to rentals. The report shows the unit, unit size, tenant name, reservation date, move-in date, move-out date, source, and point of entry. A summary at the bottom with the total number of conversions is included.

Paul Mahoney

Technical Support

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