Keeping the listing and sales records up-to-date is important to all in the company. Managers, staff, agents and assistants rely on timely and accurate lists of recent listings, pending sales, and closings. The listings and sales details reports can help the central and branch administrative staff verify their data entry completeness and then provide reports to all in the company who needs to know. These are the main ways the reports are offered:

• By Level: Companywide, branch, agent. one-agent.
• Business: Listing written, listings active, sales written, pending, closed.
• Formats: Short or detail.
• Specialized: MLS closed reports and Marketing Followup reports.

If your company is keeping listings up to date, you can use this handy front desk report, orw1-1, to assist at the phone/duty desk. The report is sorted by street name. Included for each "on-the-market" property is the:

• MLS#
• Property Address
• Status – to indicate availibility
• Property Type
• Current List Price
• Listing Agents

The same report is also available for the branch listings.

To help track listing contracts there are companywide and branch expiration reports as shown above with orw1-5. The report includes all active listings printed in expiration date order.

The "Just Listed" reports are used to inform agents and staff of the company’s and branch’s new listings under contract. The just listed reports, e.b. orw1-7 above, include the listing agent names, property address, current list price, the property type, the MLS number, list date and the number of days so far on the market.

To help verify and keep records of sales data a number of transaction detail reports are included in the warehouse. Above is an example of the closed sales detail companywide report. Branch level as well as written sales reports are also included. A fair amount of detail is listed for each sale within three sections:

Section 1 items:

• Transaction ID
• MLS number
• REAL/Easy or reference ID
• Property address
• Sale Price
• Gross commission income total, list side income, and sell side income
• Gross commission income percentage, list side percentage, and sell side percentage
• Property type
• District (market area)
• Current list price
• Transaction type and status
• Pending date and close date

Section 2 items – contacts:

• Contact type (e.g. seller, buyer, closing location, buyer’s mortgage company)
• Contact source
• Contact name and address
• Contact’s home phone

Section 3 – commission and fee payees

• Office/Branch ID represented
• Role (e.g. list side, sell side, referral, franchise)
• Payee code (co-broker table code or agent ID)
• Payee name
• Allocated AGCI – adjusted gross commission income (agent’s only)
• Allocated NAGCI – net adjusted gross commission income (agent’s only)
• Commission earned (1099 amount)
• Company dollar allocated (agents only = NAGCI less commission earned)
• Units/sides (agents only)
• Volume (agents only)
• Check number
• Check date
• Check net amount

For convenient companywide or branch sales lists, the short report format is offered as shown above with orw1-14 branch level closed report. Key items include:

• The transaction ID (BOS ID)
• MLS number
• Property address
• The seller and buyer names and sources
• Sale price
• Gross commission income and percent of sales price
• List side gross commission income and percent of sales price
• Sell side gross commission income and percent of sales price
• Transaction/Sale type and Status
• Pending date and close date
• Names of list and/or sell side agents, and co-brokers if a co-op sale

The short reports also have totals (above) for the sales prices, the gross commission income and average percentage, the list side gross income total and sell side gross income total.

Many companies have a buyer follow-up program for feedback and marketing purposes. The orw1-17 above is a list of buyers from the company’s buyer controlled, or FL-FS and CL-FS, sales. The report includes:

• the buyer name and address
• the close date
• the sell (buyer side) agents
• the property type

To assist company and branch staff with MLS updates and verifications, the operations reports warehouse includes a number of MLS reports. The report above helps with the closed sales MLS updates for branch staff. The items include:

• The MLS number,
• the list associate name(s),
• the property address,
• the sale type,
• the sell associate name(s)
• close date
• co-broker name (if any)

MLS pending reports can assist the staff with keeping the MLS in sync with the BOS system’s pending sale records. The MLS Pending reports include the MLS number, property address, pending date, list and sell associates, and the seller and buyer names. The above report, orw1-20, prints companywide pending sales and orw1-21 (same format) is for branch use.

To help report and update cancelled sales, the orw1-22 report can be used. The report lists all cancelled transactions within a specified cancel date range.

For companies who enter written offers and record them as "Backup Order" status, the offer written report helps keep tabs on this activity. The report above, orw1-23, lists all transactions that currently have the backup offer status and have offer written dates within a specified date range.

Items reported for the offer written sales include the Transaction ID, the MLS number, property address, the seller and buyer names, the offer written date, list and sell associate names and the co-broker name (if any).