Alert reports

The Alert Reports area of Solo/Origin allows the letting agency to generate reports in relation to crucial future occurrences specific to properties, tenants and tenancies.

1. From the main menu select Reports > Alerts.
2. There are a number of alert reports available. Start by ticking the check box of the report you wish to generate, followed by the Next button.

• Rent Alerts - This report details the rent balances for all properties with the alert indicator set. An entry will exist for each tenancy, both current and previous, where the rent balance is in arrears. For properties with current tenancies it is possible to view recent income received by clicking on the rent balance figure.
• Tenancy Alerts - By default and entry will exist in this report for each current tenancy, including periodic tenancies, along with those tenancies that have expired within the last 30 days. The 'Days Remaining' column will detail the number of days until the tenancy expires. A negative figure indicates that the tenancy has already expired.
• Future Dated Tenancies - This report details the number of days remaining until a tenancy starts.
• Deposit Alerts - This report identifies all security deposits which are in a received state within Solo/Origin. The deposit amount and associated deadline for lodgement will be listed. The 'Days Remaining' column will identify the days left to lodge deposits. Any property instances that are to be ignored from this report can be excluded by ticking the ignore box beside that property. A negative figure indicates the deadline date has already passed.
• Tenant Fee Alerts - This report identifies all outstanding fees associated with a tenant instance. It will provide the fee amount along with the description. This report is available for printing.
• Safety Check Alerts - This report identifies all safety inspections. The 'Days Remaining' column will count down to the date when the inspection is required, any negative amounts indicate where an inspection has already elapsed. The safety checks can be sorted by type by selecting from the 'Select Check Type' drop down list. These reports are available for printing.
• Missing Safety Check Alerts - This details properties that do not have any Safety Checks set against them.  You can filter this report by Safety Check type.
• Inspection Alerts - Each property with a scheduled inspection will have an entry listed in this report. The 'Days Remaining' column will detail the number of days until the inspection is due. A negative figure indicates that the inspection is overdue.
• Unscheduled Inspection Alerts - This report identifies all properties where no inspection is currently scheduled.
• Missing EPC Alerts - This details all properties that do not have an EPC against them.
• Notice Alerts - If the most recent tenancy associated with the property instance has the notice alert flag set the property will be listed in the notice alerts report. The 'Days Remaining' column will detail the number of days until the tenancy expires and the property will become vacant. A negative figure indicates that the property is already vacant.
• Rent Review Alerts - This report details the number of days remaining until a review is required for each active tenancy. A tenancy is identified by the property and tenant combination. Negative values indicate that the review is overdue.
• Instruction To Manage Alerts - This report details the number of days remaining until the management agreement with the landlord is due for renewal for a property. (Only properties where the ITM Start and Expiry dates differ will be listed here.) A Negative values indicate that the renewal is overdue.
• Indicator Alerts - This report will detail all active properties where the Alert Indicator field (Summary tab) is not set. Such properties will not be included in other alert reports.
• Landlord Registration Alerts - This report will detail the number of days remaining until a landlord registration expires. Negative values indicate that the registration has already expired.
• Maintenance Allowance Alerts - Particularly for properties which are managed under a Guaranteed Rent Scheme, a letting agent may agree to absorb an agreed value of maintenance works over a specified period. This report details such properties along with the allowance period, maintenance allowance, spend and allowance remaining.
• Right to Rent Alerts - This report lists tenants that have the right to rent a property for a specified period only, along with the number of days until this right expires. Negative values indicate that the right to rent has expired.
• Supplier Balances - This report will detail total monies due to each supplier instance, i.e. the sum of all Trouble Tickets completed by that supplier against payments made.
• Landlord Balances - This report will detail the cumulative landlord balances, i.e. the sum of the landlord balances for all properties associated with a landlord instance, for each landlord defined within Origin.
• Landlord Logins - This report will contain an entry for each landlord login account. The total number of successful logins for each account along with the last login date/time will be detailed.
• Tenant Balances - This report will detail the balance for all tenants. By default only current tenants will be listed but the report filter can be used to display Previous, Prospects or All tenants. Tenant balances are 'clickable', allowing an associated tenant statement to be viewed in a separate browser window. Where the tenant's mobile number has been recorded, along with SMS Consent, a mobile icon will be visible allowing a text message to be sent directly from the report.
• Tenant Fee Balances -The report lists all tenants with outstanding tenant fees, detailing the total value of fees outstanding. Options exist to generate the report in PDF and CSV (Excel) format.
• Vacancy Reports - This report will detail all properties which Solo/Origin deems to be currently vacant or will soon become vacant. A property will be listed in this report if the Marketing Status of the property has been set to 'Advertise - To Let' or 'Advertise - Let Agreed', or the number of active tenancies is less that the Max Tenancies value set in the Details tab of the Property view.
  
  An information icon will appear alongside a property if either of the following conditions exist:

  1. The Marketing Status of the property has been set to 'Advertise - To Let' or 'Advertise - Let Agreed' when the property is currently fully occupied.
  2. The Marketing Status of the property has been set to 'Do not advertise' when the property currently has a vacancy.

• Correspondence - This report details correspondence items associated landlord, tenant and supplier entities, for which follow-up date has been specified and passed. Items can be removed from this list by clicking on the associated 'Clear' button.
• Rent Due Report - This report details the next rent day, along with the associated rental value, for all properties with an active tenancy.
• Benefit Schedule - This report details the next benefit payment due for each tenancy where at least part of the rent is received from a housing benefit authority.
• Prospect List - This details all prospective tenants along with their contact information and registration date.  From this report you can click on the prospective tenants name to update any details or you can print a copy of this report.