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Statistics & Reports ||| Accounting ||| Sales Agents Expense Statements
Quick Look At Statistics & Report Selections
Statistics ||| Reports|||Top of Page
Ö PRODUCTIVE IDEAS
þ The little box will indicate an idea as to how you can use a Statistic or Report.
Report Selection Switches (For Sales Statistics & Reports)
Ö SELECTIONS
THE FOLLOWING SELECTIONS CAN BE MADE AND SHOULD BE CHECKED PRIOR TO REQUESTING ANY STATISTIC OR REPORT:
Ö Offices: (Multi Branch Offices)
If you are a multiple Branch Office:
- Any or all of any combination of offices can be selected.
Ö Deals Area/Type:
Any or all of the 10 Area/Type codes can be selected 0 through 9 (if used or this code should be left at 'O').
Deal Area Types are used by offices to:
× Credit Deals to specific geographical areas
× Credit Deals to specific types of Sales (e.g. sales for a certain builder, new home sales created by a specific advertising campaign). Note: Deal Area types apply to Deals only!
Ö Select Deals by: (Press # for Pick List)
Completion Date
Firm Date
Agreement Date
Adjustment Date
Ö Referral Deals (Y/N)
u You can include or exclude referral deals in your report or statistic
Ö Completed Deals
u You can include or exclude completed deals
Ö Subject Deals
uYou can include or exclude Conditional Deals in your Stats or Reports
ÖFirm Deals
u You can include or exclude firm deals
Ö Collapsed Deals
u You can include collapsed deals or exclude them in your Stats or Reports
Note: You cannot select Completion Date and Collapsed Deals `Y'es as the system knows that COLLAPSED DEALS DO NOT COMPLETE. You can only get a collapsed deal report reliably by Agreement Date.
Ö Excluded Commission Included
u The switch at the bottom of the Sales Agent's Commission Calculation on Page 4 of Deals can be set to 'N'o to exclude this commission from being included in Commission Calculations. You can include or exclude these figures.
Ö Current Listings By S/A
× This report displays the Current Listings position of all of your Sales Agents showing:
u Number of Current Listings held by each Sales Agent
u A percentage of the total listings held by each Sales Agent
u The total value of the listings held by each Sales Agent
u Percentage of the total value of all listings to the percentage of value for each Sales Agent
þ You can value your Listing inventory. If you know that 50% of your current Listings will sell over the next 120 days and the average commission is, say, 5.5%, you can then multiply the total Listing value by the expected percentage to get an idea of your probable Commission volume
þ Run this report every Friday to closely monitor the listing health of your company and your Sales Agents
Note: Ask for procedure if you wish to value your listing inventory
Ö Monthly Listings By Sales Agent
× This report views the Agent's Listings taken by Month, and the total. The top line shows total listings taken by Office.
þ This report will quickly inform you of trends in Sales Agents activities. A decline in listing activity may warn you that a Sales Agent is about to leave or needs some encouragement to do better.
Ö Listing Status
× Listings in this report are selected by listing date
× This Statistical Report will displays the number of listings taken by month and total for the year and their present status, Cancelled, Expired, Sold, Open, Subject Sold or Firm Sold
× This report is constantly changing as the status of Listings change
× Page 1 is the total company listing disposition
× Subsequent pages give you the present Listing disposition by Sales Agent. The last line indicates the total number of listings for each category
þ What happened to the Listings that were taken in any given month? A large number of Listings expiring would probably indicate that the Sales Agent is not taking quality listings or is losing too many Listings to the competition because he/she is not giving service.
þ Run this report weekly.
Ö Business Sources
× This statistical report indicates the source of your business
u Source of Listings, answers the question, "Where did the Listings come from?"
u Source of Sold Listings, answers the question, "Where did the Listings that Sold come from?"
u Source of Selling Ends, answers the question, "Where did the Sales Come from?"
u Source of Listing Ends, answers the question "Where did the Sales come from for my Listings that have sold?"
× The line directly below the instruction line indicates the number of listings or sales checked for by this report
þ Have you lost Sales Agents to GREENER PASTURES? This report will allow you to sit down with the Sales Agent and point out how much business he is getting from company activities that he/she won't get in a 100% house.
þ This report can indicate where you should concentrate your advertising dollar (e.g. "if I am not getting any response from a certain type of advertising, why continue?").
Ö Gross Calculations
× G>ross-Up
u This selection will permit you to take the Gross Commissions earned by a Sales Agent after MLS and Franchise fees have been deducted and gross it up by a percentage entered by you.
u Formula: 5% Formula, Sales Agent's Gross Commission TIMES percentage entered, MULTIPLIED by 100 = Grossed up Volume.
þ Another excellent contest tool. Gross up Commissions earned by a percentage (normally 5%) and chart progress of contest on a bar graph type chart. Visually see the progress of the contest.
× A>dvertising - From Gross before or after Fees have been deducted
u This selection will permit you to calculate an advertising allowance using the Gross Commissions earned by the Sales Agent before or after deducting MLS and any Franchise fee. You will then be prompted to enter the percent to be used.
u Formula: Gross Commission TIMES percentage entered, DIVIDED by 100 = Advertising Allowance
þ Often an office would like to cap advertising spending by setting a monthly allowance based on production and tracking individual advertising spending. Any excess over allowance can then be charged to the Sales Agent.
Ö Monthly Net Income And Ends
× This Statistical Report will present you with a complete summary of the Net Commission and Ends status by month.
× Page 1 is the total Company Net Commission status listed by month.
× Subsequent pages give you the Agents Net Commission and Ends status "Future" indicates Sales that will be closing in a future year.
× The last line indicates the total of the columns.
þ Quickly get a picture of the Commission Earnings for the office and each Sales Agent, and the present status of all deals selected by Completion, Firm, Agreement of Adjustment Date. (e.g. If we selected Completion Date, the report would show the present status of all Deals completed or completing in each month for the year selected.)
Ö Net Income And Ends Summary
× This Statistical Report will give you the Net Commissions for the office after paying Agents, MLS and Service fees and the amount earned by the Sales Agent to him/herself.
× This report is broken down between Completed, Firm Pending and Conditional Pending with totals.
þ Need a quick report indicating NET Commission earnings for a selected time period and their status for the company and all Sales Agents? This is the one to use.
Ö Office Income/Profitability
× `N'>et
u These reports give the Profitability of each Sales Agent.
u FORMULA, Sales Agent line is the gross Commission MINUS service fee MINUS MLS fee MINUS paid to sales agent EQUALS the profit to the office.
u The office line is the office gross and will include any advertising fee paid by office.
þ Look to the future. Select Completion date AND with Referral, Completed, Subject and Firm set to 'Y'es, find out the status of future deals by selecting next months' dates.
þ Run a Firm Deal Contest: Select firm date AND with Completion & Firm set to 'Y'es, select Statistic '3' Office Income/Profitability, 'G'ross sorted by Firm/Completed Volume. Read the subtotal column.
þ Often it is not apparent that a very high producing Sales Agent on a special split is really not making us any money. This report will show the profitability of all Sales Agents.
þ To find actual profitability by Sales Agent run the Financial Statements for the time period ending for the same time as this report. DIVIDE the Total Expense by the number of Sales Agents in your employ. This gives you your desk cost. Take your desk cost away from the Net Earnings for each Sales Agent. If the number is positive, they are making you money. If the amount is negative they are costing you money.
× 'G'ross
u This report displays the Gross Income to Office.
u FORMULA, Sales Agent line is the gross commission, MINUS MLS fee, MINUS service fee = gross to Office.
u The Office line is gross to the Office after paying service fee but normally prior to paying MLS fee. (This is dependent upon where the MLS fee is deducted.)
þ What commissions did each Sales Agent bring into the Office before splitting with the Office? Often contests are based on Gross Commissions.
Ö Listings by Property Type
uThis Statistical Report displays the number of Listings taken for the different Listing types.
uThe Office total will be on the first line.
u Subsequent lines will give you the Sales Agent Listings by property type.
þ This report should always be compared with Sales by Property type. An Office will take a Listing that it cannot service properly because of the specialities of its Sales Agents. It may be wise to refer to that commercial Listing and get a small piece of the pie rather than taking it yourself and damaging your reputation and not earning anything.
Ö Sales By Property Type
× This Statistical Report will give you the number of sales for the different sales types.
× The Office total will be on the first line. Subsequent lines will give you the Sales Agents sales by property type.
þ Where does the Office make its money? What areas are neglected? Should I hire a speciality Sales Agent? This report, coupled with the Listings by property type, will answer these questions.
Ö Performance Analysis
× Month
u The program will always display the current month first.
u This Statistical Report will give, by Sales Agent, the number of year-to-date:
Listings taken
Listings Ends sold together with the net commissions earned
Selling Ends together with the net commissions earned
Total of all ends and commissions
þ Produces a quick report of the performance by Sales Agent by month for any year.
× Sales Agent
u Page one is Total Office Production by Month.
u Subsequent pages display individual Sales Agent's production performance by month.
þ You want to know what your Listings to sales Ratio is? Report shows Listings taken and Ends earned and dollar volume of the commissions to the Office and to each Sales Agent.
þ DIVIDE the Ends earned by the Listings taken to get a Listing to Sales Ratio.
þ DIVIDE the dollar volume by the Ends earned to get the value of each end.
Ö Commissions By Anniversary Date
× This Statistical Report will give you:
u The Agent's Anniversary date
u The Commission earned towards the Agent's Commission Breakpoint since their Anniversary Date to date selected
u Their Current Split to the date selected
Ö Completed/Collapsed Deals
× This Statistical Report presents a report of Sales made, broken down by:
u Listing Ends, completed and collapsed
u Selling Ends, completed and collapsed
u Double Enders (listed and sold), completed and collapsed
u Total Ends completed and collapsed
u Percentage completed and collapsed
× The first page gives you the Office Statistics.
× Subsequent pages gives you the Agent's performance.
þ This report will give you the Office average collapse ratio. Use this to read warning flags that can tell you if:
The Sales Agent is not qualifying his prospects - has a high collapse ratio.
The Sales Agent is too timid - has none, or an extremely low collapse ratio.
Hey! This is neat stuff!
Ö Commission Breakdown
× This report gives you Deals broken down into lists by the current status of sales for the period selected (Conditional, Firm or Completed) showing breakdown for the office or for a selected Sales Agent including:
u Office Sales Agent
u Sales number Yes Yes
u Completion Date Yes Yes
u Selling Price Yes S/A Share
u Gross Commission Yes to S/A
u Other Broker's Commission Yes No
u Fees paid from Commission Yes Yes
u (Press 'F2' for Fees breakdown) Yes No
u Commissions paid to Sales Agents Yes Gross
u Net Office S/A
u The bottom line gives you the total of all columns Yes Yes
þ This report can be used for setting up your month-end accruals (if the report is to be used for accounting accruals it must be run on the last day of the month when entries are up to date).
þ Check accuracy between completed sales and Income Statement (reconciliation's).
þ Quickly verify accuracy of Commission data.
þ Spot deals that should have completed (subject, missing paperwork? Firm? Missing payment?).
þ Verify accuracy of all sales reports by checking this report.
þ This is where you live, quickly answer the question, how much have I paid to the MLS service, to Service Fees, Advertising Fund, Other Brokers, my Sales Agents for any time period?
Ö Deals
× Deals by S/A
× These reports give you a list of Sales by:
u Office Sales Number
u Sales Type Status (Firm, Subject, Collapsed, etc.)
u Source of Business Seller's Name
u Buyer's Name Agreement Date
u Completion Date Property Address
u Property Type Sales Agents involved
× Report by S/A - YES
Deals by S/A list all deals sorted first by the Sales Agent and then by your selected sort. If the deal has more than one S/A involved it will show up in both S/A lists.
× Report by S/A - NO
If Deals are selected, you can get a list for an individual Sales Agent or for the Office as a whole. The Sales Agent's name will not appear on the list but the Listing Number of any Listing Deal will be displayed.
þ These two reports are your Rolodex or Deal Lists. They can be sorted 11 different ways and then put in binders to be used in place of other lists or cards that have been kept in the past.
Ö Deals Amounts
× These Reports give you a list of Sales by:
u Net
u Gross
u Grossed up Amount
u Advertising Percentage (Before or after Fees)
× The report can be for the office or for a Sales Agent.
× For any selected period, and will be sorted first by Sales Agent and then by your choice of:
u Agreement Date
u Closing Date
u Deal Number
u Status
× Showing:
u Office
u Sale Number
u Deal Type
u Status
u Agreement Date
u Completion Date
u S/A Share of Selling Price
u GST on Selling Price
u Total of Sale Price & GST
u Sales Agent with his/her role in brackets (L)
u Sales Agent's Commission
u Sales Agent's GST
u Total to Sales Agent
u Office Share of Commission
u Office GST
u Total of Office Commission & GST
þ When selecting Deal Amounts, you can then select an Individual Sales Agent and get a report for the time period selected, just for him/her OR you can select ALL Sales Agents and get a comprehensive report of individual deals with Total Sales Price, Total Commissions paid to Sales Agents and the Total retained by the office.
Ö Deals By Anniversary Date for S/A
u This report gives you the Agent's Annual Sales Production for their Anniversary Year-to-Date showing:
u Sales Number
u Status of Sale
u Sale Price
u Sales Agent's share of Commission
u Sales Agent's Name
u Sales Agent's Anniversary Date
u Date --Completed
u --Firmed
u --Written
Note: This report is NOT affected by the Report Selection Switches. The default setup on Page 8 of Defaults will determine what will appear on this report. If you calculate your Commissions on closed business you will only see completed deals in this report.
Ö Pending Sales
× This report will give you Office Net Commissions of Pending Sales sorted first by Firm and then Conditional Sales and by projected closing dates.
þ Can I pay my bills on the 15th of the month? Run this report, it gives you a list of Deals sorted by closing date with a running total of Commissions to the office (Office Net).
Ö Listings
× By Sales Agent
× This Report gives you a list of Listings in the Current file, with separate pages for each Sales Agent, showing:
u Listing number
u MLS or Exclusive
u Status (Open, Conditional Sold, Firm Sold, etc.)
u Property Address
u Price
u Listing Date
u Expiry Date
u Number of Sales Agents involved in the Listing
þ If you want to give each Sales Agent a list of Listings, either current or for a selected time period, run this Report and print each Sales Agent on a separate page.
× Office Total
× This report will give you a list of all Listings taken by the Office for the time period selected, or all current Listings showing:
u Office Listing Number
u MLS or Exclusive
u Price
u Date Listed
u Expiry Date
u Listing Agents (Up to three)
þ Give each Sales Agent a list of Office Listings sorted by price or address or both. Increase your double end business by constantly making your Sales Agents aware of Office Listings.
Ö Agent's Report
× A comprehensive all in one report for the Sales Agent displaying, for the selected time period:
u Current Listings
u Listings taken
u Listing Sold
u Deals Closed
u Pending Deals
u Expense Account
u Payroll Report
× Each item on this report can be selected to be displayed in Detail or as a Summary Report or you can Skip that section.
× This report can be displayed and printed for a single Sales Agent or it can be printed for All Sales Agents.
þ This report can be printed as a summary report for the Sales Agent at the Year end and for those offices that charge for services this report can be a money generating service supplied by you.
Ö Custom Reports
× Don't like the reports in the program or need another? Custom reports make it easy and you save them for continued use.
þ Designing Custom Reports is easy. Remember that the F1 key will always give you contact to sensitive help anywhere in the program.
I'm telling you. I've got this thing aced!
My Competition doesn't stand a chance!
Ö Reading the Financial Statement
× The financial Statements are composed of 2 separate reports
The Balance Sheet
The Income & Expense (Profit & Loss) Statement
Ö The Balance Sheet
× The Balance Sheet displays:
u Assets - things you own
u Liabilities - Amounts you owe
u Equity (What your Company is worth) Book Value
× This is a Statement of things owned by you and amounts owed by you.
× The difference between what you own and what you owe is your Equity. This is sometimes called the Book Value of your business.
× The Balance Sheet has two columns
Current Month
Year-to-Date
Both are totalled in strategic places:
× The month amounts on a Balance Sheet indicate the NET CHANGE for the month (e.g. if the Bank amount for the month is -$1,234.56, it means that you have spent $1,234.56 more than you have received in).
× The year-to-date reflects the Account Balances at the end of the period chosen.
× These figures are cumulative and reflect the total of these Assets or Liabilities and your present worth (Book Value).
Ö The Profit & Loss Statement
× The Profit & Loss Statement displays Income & Expense items.
× The Profit or Loss is determined by deducting Expenses from Income.
× The Profit & Loss figures show the activity from the start of the year to the date selected.
Ö Percentages
× The percentages are a very useful tool for quickly assessing the P & L Statement.
u Income percentages are based on total income
u Direct expense percentages are based on total income
u Expenses are based on Total Income MINUS Direct Expenses (Gross Profit)
× Compare this months' percentage with the year-to-date percentage. Did your percentage rise? Did you spend too much? Or is it an error in input?
× Select the same period for last year and this year. Compare percentages and dollar figures. Have expenses increased? Decreased? Why?
× Your Profit & Loss Statement is broken down into categories:
u Income - Commission Income plus other Incomes
u Direct Expenses - Paid to other Brokers, Sales Agents, MLS, etc.
u Advertising - Broken down into types of advertising then totalled as a category
u Promotion - Broken down as above
u Salaries - Management & Staff, Salary Expenses
u Communication - Telephone, Fax, Courier, etc.
u Accommodation - Rent, Janitor, etc.
u Operating - General Operating Expenses
Ö Budgets
× The person who sits down, prepares a budget and then sticks to it has a road map for success.
× The Budget program permits you to compare actual to budget and the program reports:
u Actual Income or Expense
u Budgeted amount for period
u The difference between Actual & Budget
u The percentage difference
u The report shows current month and Year-to-Date
SALES AGENTS EXPENSE STATEMENTS
× Statements can be printed for any time period, Year, Month or any date range.
Ö Detailed Statements
× The detailed Sales Agent's Expense Statement displays:
u Previous Balance
u Charges detailed by expense category with totals
u Payments on Account
u Balance Owing
× You can also print a Statement that will display all charges and payments sorted by date of the desired period.
Ö Categorized Statements
× These are summary statements that show:
u Balance Forward
u Total Expenses by Category
u Payments made (Total)
u Balance Owing
Ö Summary Report
× This is a management report that lists all Sales Agents and displays:
u Previous Balance
u Current Charges
u Payments on Account
u Balance Owing
Ö Agent's Account Aging Analysis
× Accounts sorted by date of outstanding invoices. This report can be displayed as a detailed report with all outstanding invoices listed by date or as a summary report with the outstanding amounts by month totals.
Quick Look at Statistics and Report Selections
Statistics
Ö Current Listings by Sales Agent
× This statistical report displays the current listing position of all of your Sales Agents.
Ö Monthly Listings by Sales Agent
× This selection views the listings taken by Month and the total per year.
Ö Business Sources
× The source of:
Listings Taken
Sales made by your office
Listings sold
Listing sold by your office (double enders)
Ö Listing Status
× This statistic shows the current status of listings taken in the selected year.
Ö Gross Calculations
× Advertising
You can calculate an advertising allowance by a selected percentage and credit that allowance to your Sales Agents. The allowance is calculated on gross to the office after MLS & other fees.
× Gross-up
By entering a percentage (normally 5%) you can Gross Up the gross to office per Sales Agent. This is normally used to make sales contests fair.
Ö Monthly Net Income & Ends
× This report presents a complete summary of the NET Commissions and Ends by month.
Ö Net Income & Ends Summary
× This report presents the net earnings for the office and the Sales Agents for the selected time period.
Ö Office Income/Profitability
× Net
This report shows the Office profitability per Sales Agent. It displays the office Net per Sales Agent after direct office fees have been paid.
× Gross
This report displays the Gross to Office total and Gross to the Office earned by each Sales Agent after paying MLS & Service Fees.
Ö Listings by Property Type
× This report displays the number of Listings taken by property type for each Sales Agent and an Office Total. (This report is used in conjunction with the `Sales by Property Type'.)
Ö Sales by Property Type
× This report displays the Sales sorted by property type sold with a total for the Office and for each Sales Agent.
Ö Performance Analysis
× Month
-This report gives us the Number of Listings taken for the Month displayed along with the Number of Listings Ends with net dollar volume to the S/A, number of Selling Ends with net dollar volume to the S/A and total ends and net dollar volume to the S/A sorted by Sales Agent. The report always displays the Current Month. `PgUp' & `PgDn' can leaf through the other months in the selected year.
× Sales Agent
-This report gives the Monthly Net Dollar volume, by month, to the Office with separate pages for Each Sales Agent showing their Net Dollar Volume.
Ö Commissions by Anniversary Date
× This report displays the Net Commissions earned and Commission Split Level obtained as at the selected date by Sales Agent from their Anniversary Date. Commission levels reached are for Completed Deals unless your Commissions Splits are based on a date other than Completion Date. This statistic can be confirmed by running "Deals by Anniversary Date by S/A" in Reports.
Ö Completed/Collapsed Deals
× This report displays Completion to Collapse ratios for the different sales types with totals. There is a full page report for the office and one for each Sales Agent.
Reports
Ö Commission Breakdown
This report Breaks the Commission down as per its distribution. The report has three selections, Completed, Condition or Firm Pending. The Firm Pending report is used to establish your month end or year end accruals.
Ö Deals
× This report and the next are Buyer's name and address reports. Use this report when you wish to PRINT a List for each Sales Agent or use this report when you wish a name and address list for the office or an individual Sales Agent. This report can be sorted 10 different ways and can replace all of your Rolodex files.
Ö Deal Amounts
× Use this report when you wish a Sales & Commission report for all Sales Agents or use this report when you wish a Sales & Commission report for an individual Sales Agent or for the office.
Ö Deal By Anniversary Date for S/A (Sales Agent)
× Use this report when you wish to print a report to match the information on the statistical report "Commissions by Anniversary Date". This will list the deals from the Anniversary Date to date that make up the current Commission Breakpoint.
Ö Pending Deals
× This is an office report that lists all pending deals sorted first by Status (Firm) and secondly by closing date. This is the office report that managers use to instantly see their moneys receivable.
Ö Listings
× Use this report when you wish to PRINT a list of either Current Listings or Listings for a Selected date range or use this report when you wish to get a list of Listings for an individual Sales Agent or for the office. Select either Current Listings or a Date Range.
Ö Agents Report
× Use this report when you wish to give your Sales Agent's a comprehensive report of all of their activities.
Ö Custom Reports
× This feature permits you to design and save your own reports. It is easy to use and can be of real benefit. Try setting up a Custom Report, you will find it very easy and very powerful!
With a push of a couple of buttons, you can get anything!
LISTINGS
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reports and statistics
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