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Key Statistics report (#RPTKSR01)

Last updated:   Applies to:   In industries:   Of versions:   Special contents:
20151016 (Andy)   Pro, MultiUser, MultiSite, MultiView   Self Storage EditionMarina EditionVault Edition   9.X (and higher)   Report sub-section: Sales & Marketing, Occupancy, Income, Arrears
  • This report is a summary of key business statistics only; it is not intended, or accurate, for accounting purposes.

About the Key Statistics report

This report is accessed via Reports, then Management. The Key Statistics Report (a.k.a. the Key Stats Report, or KSR) is a snapshot of the key indicators of a site. Some information is updated interactively and some is updated for the previous day.

Note: The report should only ever be printed for the previous day and after daily processing has been completed.

 

These definitions describe how each row and column is calculated on the Report. All amounts calculated are for the actual date that is displayed on the second line of the title. This date must always be an earlier date than where Daily Processing has been completed up to (generally today). Daily Processing calculates the Occupancy and Arrears sections of the report.

Note: In the information on this page, where formulae are given in square brackets it assumes that the report is like a spreadsheet with four columns A – D and rows 1 – 48 down the page.

 

Sections of the report are updated in one of two ways:

  • Live - As the data is entered, the Key Data section on the StorMan dashboard is updated in real time. The report can be generated and the data entered will be displayed for the report date (generally yesterday or earlier).

  • Daily Processing - The report fields are updated when Daily Processing is completed. The report will be changed for the day (or more) prior to the daily processing date. The report displays data for a range of days, based upon the following:

  • Today: The count of records occurring on the date of the report.
  • This Week: The count of records occurring from the start of the week up until the date of the report. The start of week is the day after the previous weekend day, which is set in System Setup. Weeks can go from Sun-Sat (Default), or Sat-Fri or Mon-Sun or any other 7 day period. If the weekend day is set as Saturday (Default) then the report will show from the most recent Sunday up until the date of the report.
  • This Month: The count of records occurring from the 1st day of the month until the date of the report.
  • Year to date: The count of records occurring from the 1st day of the financial year until the date of the report. The financial year start date is set in System Setup. If the Report has blank fields in any section that means that the data may not have captured. For example: No Sales enquiry numbers means that no Sales enquiries have been entered. For conversion time and percentages to work the Sales Enquiries and Reservations parts of the program must be used. Converting Sales leads to reservations and to leases in turn will display the conversion time.

 

Can I use the Key Statistics report for end-of-month reporting?

Yes, but only after daily processing for the first day of the new month and the end of the month has physically past. As some transactions are calculated live, but not printed until the day past, some confusion can occur if the report is printed sometime after daily processing on the last of the month but before the end of days trading. No reports can match if the time of the reporting is different.

Schedule the end of month reporting a few days after the end of the month. This will give time to correct data, run daily processing and update all fields. This ensures correct reporting. This report should not be used as substitute for detailed reports. It’s a snapshot of the sites performance.

 


 

Key Statistics report Breakdown

The Key Statistics Report is broken up into a number of categories. These various categories are outlined in summary below, then expanded in detail underneath each heading...

 

Section 1: Sales & Marketing (this data is updated live and is also shown on the StorMan dashboard in the Key Data section in real time).

  • Sales Enquiries: Number of records in the Sales Inquiries and Contacts window based on the Call Date.
  • New Reservations: Number of records in the Reservations window based on the Reserved Date.
  • No of Move Ins: Number of Berths / Units / Vaults added to Agreements based on the Move In date. Note: this is not the same as new Agreements added, as it’s possible to add Berths / Units / Vaults to existing Agreements that are counted as Move Ins.
  • No of Move Outs: Number of Berths / Units / Vaults removed from leases based on the Move out Date.
  • Net Change +/-: The count of the number of Move Ins (described above) minus the count of the number of Move Outs (described above)
  • Conversion Rate: The number of Sales Inquiries where the Outcome has changed to Reserved or Rented, divided by the total number of Sales Inquiries taken. This number is generally a fraction and so is represented as a percentage (i.e. multiplied by 100) and is calculated using the following formula: Number of conversions * 100 / Number of Inquiries taken. Note: The Month column represents the current month (not the last 30 days).
  • Conversion Time: The sum of the number of days between Call Date and Outcome Date divided by the number of Sales Inquiries that have been converted to Rented. In effect this is the Average Conversion Time measured in Days and the result will be more meaningful for the longer periods (i.e. This Month and Year to Date).

 

 

Section 2: Occupancy (this data is updated during Daily Processing).

Note: Currency amounts in this section of the report are adjusted to either include or exclude tax depending on the setting chosen prior to printing.

Note: This section does not take future-dated move-ins into account.

  • Berths / Units / Vaults: The count of the number of Berths / Units / Vaults.
  • Area: The sum of the area of the Units generally in either square feet (United States) or square metres (International) depending on what Units of measure have been entered. The area is calculated by multiplying the Unit Length by the Width as entered in the Units menu item.
  • Full Value: Sum of the monthly list price value as entered in the Types & Rates menu item.
  • Actual Value: The sum of the actual monthly rate charged for each Berth / Unit / Vault when occupied or the list price when vacant.
  • Total: The total of all Berths / Units / Vaults except Berths / Units / Vaults with a status of Unavail.
  • Occupied: The total of Berths / Units / Vaults with a status of either Rented, OnSite or Locked.
  • Vacant: The total of Berths / Units / Vaults with a status of either Vacant, Reserved or ToClean.
  • Company / Repair: The total of Berths / Units / Vaults with a status of either Company or Repair.
  • Rental Discounting: The total of Berths / Units / Vaults which are rented for less than the list price specified. The third column shows the value of the amount of the discounts given. The final column shows a percentage calculated as the value in the third column divided by the Full Value of the occupied Berths / Units / Vaults. [C14 / C11]
  • Occupancy Rate: The Occupied Berths / Units / Vaults divided by the Total Berths / Units / Vaults for each column. [A11 / A10, B11 / B10, C11 / C10, D11 / D10]
  • Yield at Full Occupancy: This row shows the maximum rate per area that can be achieved if total Berths / Units / Vaults were rented at the full rate. The first column is always 100% representing full occupancy. The third column shows the rate per area per month of the Full Value of Total Berths / Units / Vaults divided by the Area of Total Berths / Units / Vaults. [C10 / B10] The fourth column shows the annualised rate of the third column. [C16 x 12]
  • Yield Rented Units Only: This row shows the actual rate per occupied area being achieved for occupied Berths / Units / Vaults only. The first column shows the percentage of the Actual Value of occupied Berths / Units / Vaults divided by the Full Value of the occupied Berths / Units / Vaults. [D11 / C11] The third column shows the rate per area per month of the Actual Value of Occupied Berths / Units / Vaults divided by the Area of Occupied Berths / Units / Vaults. [D11 / B11] The fourth column shows the annualised rate of the third column. [C17 x 12]. The yield can be affected by a number of factors including Berth / Unit / Vault mix and types and sizes rented in any given period.
  • Current Occupancy Yield: This row shows the actual rate per Total area being achieved by occupied Berths / Units / Vaults. The first column shows the percentage of the Actual Value of Occupied Berths / Units / Vaults divided by the Full Value of Total Berths / Units / Vaults. [D11 / C10] The third column shows the rate per area per month of the Actual Value of Occupied Berths / Units / Vaults divided by the Area of Total Berths / Units / Vaults. [D11 / B10] The fourth column shows the annualised rate of the third column. [C18 x 12].

 

 

Section 3: Income (this data is shown on the StorMan Dashboard in the Key Data section and is displayed in real time)

Note: The four columns of this section of the report depend on a setting chosen prior to printing. There are two settings; as outlined below...
  • Method 1: Charges for Today, Week, Month, Year - See the above section on Marketing for descriptions of how the periods are defined. The amounts in all four of these columns are accrual based being the amounts charged / billed to storers, not the amounts actually received from them. Note: Method 1 is generally for Accrual based Self Storage Operators.
  • Method 2: Charges and Receipts for Week & Month - Receipts: The Week and Month definitions are the same as above. The amounts in the first two columns are accrual based being the amounts charged / billed to storers. The amounts in the second two columns are cash based being the amounts received from storers. >Note: Method 2 is generally for Cash Based Self Storage operators.

Each lines definitions are:

  • Gross Rental Fees: Amount of rents charged / received from storers before discounts are given.
  • Discount Variance: Amount of discounts given to storers via Billing Plans, rental credits given, & write-offs.
  • Net Rental Fees: The actual amount of rents charged / received from storers. This is in effect Gross Rental Fees minus the Discount Variance.
  • Deposits: Actual amount of deposits charged / received from storers.
  • Late Fees: Actual amount of late fees charged / received from storers. This is net of (after) any late fees have been waived or discounted (more on tracking Waived Late Fees: #CUSTWLF01).
  • Insurance: The actual amount of insurance charged / received from storers.
  • Merchandise: The amount of merchandise charged / received from storers. The definitions of merchandise (as for each item above) are those Analysis Codes with the Analysis Category set to Merchandise.
  • Other: The actual amount of other items charged / received from storers. Other is also an Analysis Category and should be used for any items which do not fit the above descriptions.
  • Tax: The actual amount of tax charges / received from storers.
  • Total Income: The sum of the above columns. The next rows use the Today, This Week, This Month, and Year to date headings regardless of which heading options were chosen for the report. Deposits are included in this figure, because the Income section of this report represents everything that has been BILLED to Customers.
  • Cash Receipts: The total amount of receipts from storers cheque's and cash.
  • Credit Receipts: The total amount of receipts from storers credit cards.
  • Refunds: The total amount of refunds to storers.
  • Total Receipts: The sum of the above three rows. Only the first column is used for the following rows as the amounts calculated are as at the date of the report.
  • Rent Billed in Advance: The total amount of prepaid rent as at the date of the report. The prepaid rent is calculated on the basis of prepaid charges (accrual basis) rather than receipts. This will be either on the Daily or Monthly Basis as determined in System Setup.
  • Rent Paid in Advance: The total amount of prepaid rent as at the date of the report. This is calculated on the basis of actual prepayments by storers.
  • Deposits Held: The total amount of deposits charged to storers as at the date of the report.
  • Number of Active Leases: Number of current active Agreements as at the date of the report.
  • Number with Insurance: Number of current active Agreements with insurance as at the date of the report.

 

 

Section 4: Arrears (this data is updated during Daily Processing)

Note: Rounding occurs on monetary figures within the Arrears section of the Key Statistics Report. As such, exactly-matching these figures to other reports (such as the Arrears Report [more on this: RPTARSR01]) is not always possible.

  • Number: The number of Agreements in arrears by the days specified.
  • Percentage of Leases: The percentage of Agreements in arrears by the days specified.
  • Amount: The amount of arrears owing for the days specified.
  • Percentage of Rent: The amount of arrears owing divided by the Actual Rent [D11]. The row headings are self explanatory and the default 30,60,90 day breaks are customisable in System Setup. Where a storer owes an amount which consists of several charges going back several months the calculation is as follows:

    Jun / 2004 Rent Owing $150.00
    Jun / 2004 Late Fee $ 10.00
    Jul / 2004 Rent Owing $150.00
    Jul / 2004 Late Fee $ 10.00
    Aug / 2004 Rent Owing $150.00

    Assuming the Key Statistics is being printed for a date in August, it will sum $150.00 into the 1-30 days row, $160.00 into the 31-60 days row and $160.00 into the 61-90 days row. However, in the Number (first) column it will show the Agreement once only in the 61-90 row. In other words it will take the oldest amount owing and include the Agreement once, rather than adding 1 to each of the 1-30, 31-60, & 61-90 rows which would give an incorrect total.

  • Late Fees Waived: The late fee amounts waived for each of the Today, This Week, This Month columns. The fourth column is the percentage of late fees waived for the month calculated on the Actual Rent amount [D11].

 

Other Areas on the Key Statistics report

  • Report footer: The report footer displays date, time and version number of StorMan when the report was printed. A custom message line is also displayed.

  • Income: The Charges total shows a split of the income that has been charged during the week / month / year / as specified and is a summary of the information contained on the Income Charged Report. The Receipts total shows a split of the payments that have been received during the week / month / year / as specified and is a summary of the information contained on the Income Received Report.

  • Arrears: This section of the report is a summary of the information contained on the Aged Receivables List.

 

Are other versions of the Key Statistics Report available?

Yes, MultiView users have access to a Consolidated Key Statistics Report (more on this report: #RPTCKSR01) which allows side-by-side comparison for up to 4 MultiView sites at one time.

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