Reports

Report Selection

You have a number of options available whenever you select a report to print.

Select Buildings

Most reports will give you the option to print:

• ALL buildings (default), or

• a Portfolio of buildings, and/or

• Selected individual building(s).

To select individual buildings you can Search for the tenant name by entering the first few characters of the name. If the cursor goes immediately to the name, just press . Or you can double click on the building name or click on the building name and then click on the Add button.

Also, you can hold down the key on your keyboard while selecting various buildings or select the first building and then hold down the while selecting the last building to choose all buildings between the first and last names. Then, click on the Add button to move the selected buildings to the bottom box. The selected buildings will display in the box at the bottom of the screen

To deselect specific buildings, double click on the building name in the Selected Buildings box or just click on the name in the Selected Buildings and select the Remove option.

Remove All will remove all names from the Selected Buildings box to enable you to start over.

Select Tenants

• Default: The tenants come up in alphabetical order of Tenant Name, or

• Building: To sort by Building Name in Unit order, or

• Building ID/Unit: To sort by Building ID in Unit order.

• Status: To sort by Status alphabetically by Tenant Name.

Deselect the Include "Moved Out" option to remove Moved out Tenants from the list.

Use the same selection procedure for tenants as outlined above for buildings.

Report Options

• You can select as many options as you wish just by clicking in the corresponding boxes. To deselect an option, just click in the box again and this will remove the checkmark.

• Most reports give you the option to determine the sorting order of the selected report.

• Most reports also give you the option to page break by building or tenant.

Defaults

You have the option to save your report selection defaults for all reports based on the name that you log onto SPECTRA with. Once you have entered your default selection options, use the "Save Defaults" button to save this selection as your default. When you later return to this report, use the "Load Defaults" button to restore your previous selection options.

Remember that these options are saved with the sign-in name and password, so each person should have a unique name and password to sign into SPECTRA.

Watch Video Tutorial

Preview

The Preview button will enable you to preview the report to screen.

Preview Options:

• Click Preview Report to preview the report.

• This option creates a text file that you can then import into another program, e.g. Excel.

• Use the Office Links button to select Publish It with MS Word or Analyze It with MS Excel. Most SPECTRA reports can be exported to Word or Excel. If you encounter difficulties exporting to Excel, a solution is to export to Word. When the report is in Word, click on Edit – Select All, then click the Copy button. Next open Excel and click on the Paste button. Your report should be placed into Excel in columns ready for formatting.

• Output to Notepad

• Send the previewed report by email. Select the format. If in doubt, use Rich Text Format.

• Save as Snapshot. If you have installed the Snapshot Viewer, you can send it in that format, but the recipient of the email would also need the program Snapshot Viewer to be able to read the report.

Print

The Printer button will send it directly to your default printer instead of previewing it first.

Condominium Reporting

If you have a condominium complex and your reports are showing Tenants and Rent rather than Owners and Maintenance fees, from the Navigation pane – Find – Buildings – drill down on the building – Accounting – Building, and change the Building Type to Condominium.

Please note that this has to be Condominium, not Strata or anything else, because the program only looks for the building type Condominium in order to change the report titles.

Now, when we print the building rent roll for this condominium, it will show Owners instead of Tenants and Maintenance Fee Schedule instead of Rent Roll.

The other reports affected by this change of Building Type are:

Rent Reports - Rent Schedule, and

Tenant Receivables, the Aged Trial Balance, the Aged Trial Balance Historical, the Monthly A/R Summary, the Monthly A/R Summary Spread, the Monthly A/R Collections Report, and the Tenant Ledger.

Watch Video Tutorial - Condominium

Report Headings

Some reports will allow you to define your own columns - headings and contents. The following reports are examples of this: Monthly A/R Summary – Spread, Tenant Billing Information and Rent Reports – Custom: Rent Increases – Devon, Rent Roll-David Buxton, Rent Roll – Greenarm, Rent Roll – Landmark Property Mgmt, Rent Roll – RMA, Rent Roll – Towle, and Tenancy Schedule – Transworld.

Report Heading

You can have a number of different report headings. To set up the first one, select Update Entries from that report’s selection screen:

Click on the Add New button.

Enter "Default" (without quotation marks) as the first reporting heading, and click on the Close Window button. You will see now under Report Headings we have one called Default.

Column Names (Group Headings)

Next, we have to our specify column names, otherwise known as group headings. To do that double click on your new Report Heading and then the Add New button.

Enter the column heading and hit the key. Repeat for all column headings. Different reports have different number of columns that you can define. This screen will always tell you how many columns can be user-defined.

Charge Code Groupings

Once the column headings have been defined, you need to tell the system what to include in each column. Double click on the first Group Heading. Select the Regular Charge Codes to be included in this column. Click the Save record then Close the Window. Repeat for all Group Headings.

Finish

When you have defined the contents of each column, click on the Close Window button twice. This Report Heading is now available for your use.

Watch Video Tutorial - Report Headings

Export to PDF

Have you ever wanted to email several reports to one email address? When you tried to accomplish this, you discovered that you didn’t have an easy way to accomplish this, because the email reports option was set to email each report individually? Now you can create PDF* files that can be attached to the email.

* PDF stands for "Portable Document Format". Adobe’s software is familiar to most and if you are reading this document, you are already using it. SPECTRA’s reports can be easily "captured" and shared with anyone who has Adobe software loaded. If one of your recipients doesn’t already have this useful software, it can be downloaded from Adobe’s website. here

How are PDF files produced in Spectra?

You’ll find an option on the Preview menu, namely the Export to PDF button.

The procedure would be as follows:

1. Go to the menu item for the report and select your various options.

2. Click on the Preview button.

3. When the report displays on the screen, click on the Export to PDF button.

4. The Adobe Reader will open to display the report.

5. Click on File > Save As to save this report in a PDF format.

6. Select the file location to save your report.

7. All reports sent from SPECTRA in the PDF format are automatically named SPECTRA.pdf. You will want to rename the report before saving.

8. When you have renamed the document, click on the Save button.

9. Close Adobe Reader by clicking on the "X" in the upper-right hand corner

10. Repeat the above process for all the reports to be attached to the email.

11. Start your email. The procedure in Microsoft’s Outlook is to click on Attach File, if the files were recently created they may appear on the drop down list and can be attached to the email by clicking on the files that you wish to add. If the files that you are looking for are not on the drop down, click Browse This PC– find the directory where the PDF files are stored. Highlight the files to be attached to the email and click on the Insert button.

12. Your reports will be attached to the email.