PHAEMA manual · Data in and out

Reports

Select Reports in the menu. Any report can be viewed on screen or downloaded as an Excel or CSV file. A report always shows the data as it is now, so run it again to get up-to-date figures.

Ready-made reports

Ready-made reports are grouped by topic. Reports for an optional module (rent ledger, service charges, maintenance, compliance, asset valuation) appear when that module is switched on.

The reports page Ready-made reports grouped by topic.

Property and assets

Report	What it shows
Property terrier	The full property register with identifiers and classification.
Vacant properties	Vacant properties and their floor areas.
Land and building assets (Transparency Code)	The list councils publish under the Local Government Transparency Code: UPRN, name, address, grid reference, tenure and type. Properties marked "exclude from open data" are left out.
Surplus and held for disposal	Property declared surplus or held for disposal, for asset reviews.

Leases and key dates

Report	What it shows
Rent roll	Current agreements let out by the council, with rents, largest first.
Lease expiries in the next 12 months	Agreements ending in the next year.
Overdue lease events	Events past their date with no outcome recorded.
Rent reviews in the next 12 months	Open reviews, with the current rent, to plan negotiations.
Breaks and notice deadlines in the next 18 months	So that no break is missed.
Agreements holding over	Tenants still in occupation after their term ended.
1954 Act protected leases: ended or ending within 2 years	Leases with security of tenure that need section 25 notices or renewal planning, including any already continuing past their term.
Nil and peppercorn rent lettings	Agreements let at no rent, for community lettings and subsidy reporting.
Property leased in by the council	Agreements where the council is the tenant, with the rent it pays.
Rent deposits held	Live agreements with a deposit, where it is held and who the interest belongs to.

Cases

Report	What it shows
Open cases by stage and owner	Every open case.
Cases past their target date	Open cases whose target has passed.
Consent decisions: time to decision	Evidence of deciding consents within a reasonable time under the 1988 Act.
Cases closed in the last 12 months	For annual reporting.
Cases waiting for approval	Recommendations waiting for a supervisor, oldest first.
Approval decisions in the last 12 months	Who approved or returned what, and when: the governance record.
1954 Act renewals: notices and court deadlines	Open renewal and expiry cases with the notice given and the last day to apply to court.
New lettings and renewals: heads of terms	How many of the 16 heads of terms items in the RICS Code each case has covered.

Rents and income

Report	What it shows
Rent arrears (overdue payments)	Every agreement with overdue rent, aged into 1–30, 31–60, 61–90 and over 90 days, with tenant contact details and the last payment date.
Overdue rent invoices	Each unpaid or part-paid invoice past its due date, with days overdue and the amount still owed.
Arrears over 90 days	Agreements to consider for debt recovery.
Charges waiting to go to finance	Invoices and credit notes not yet in a finance export.
Rent received in the last 30 days	Payments received in the past month.

Service charges

Report	What it shows
Service charge budgets to issue	Years starting soon whose budget has not gone to tenants.
Year-end statements to issue	Years ended without statements, with the four-month due date.
Costs not recovered from tenants	Costs the council bore itself in the last 12 months.

Maintenance

Report	What it shows
Repairs past their target	Open jobs past their target date.
Statutory maintenance overdue	Statutory inspections and tests past their due date.
Planned maintenance due in the next 90 days	Planned and statutory tasks coming up.
Repair spending in the last 12 months	Completed jobs, final costs and who paid.
Repairs to recharge to tenants	Completed jobs to be recharged, with any recharge invoice.
Components in poor or bad condition	Condition C and D components, for the capital programme.
Contracts due for re-tender or benchmarking	Within six months.
Contractor insurance expiring	Expired or expiring within 30 days.

Compliance

Report	What it shows
Certificates expired	Required certificates past their expiry.
Certificates expiring in the next 60 days	Inspections to book.
Remedial actions overdue	Actions from certificates past their due date.
EPC rated F or G	Below the minimum energy efficiency standard for letting.

Asset valuation

Report	What it shows
Valuations not yet accepted	Instructed, received or returned valuations, and who they are assigned to.
Valuations accepted in the last 12 months	With the change since the last valuation and whether the valuer was internal or external.
Valuations with material uncertainty	Valuations reported with a material uncertainty statement.
Audit queries not yet closed	Valuations flagged for audit being answered or waiting for the auditor.

Contacts

Report	What it shows
Tenant contacts	Contact details for everyone with a current agreement.

Data quality

Report	What it shows
Properties with no managing surveyor	Nobody is responsible for these, so their lease events are not assigned.
Properties without a UPRN	Properties that cannot yet be linked to GIS and other systems, or published.
Floor areas with no measurement basis	Areas recorded without the RICS measurement standard they follow.
Agreements with no repairing terms	Live lettings without repairing terms, which PHAEMA needs to work out who pays for repairs.

Only administrators can change ready-made reports. Anyone can copy one to their own reports and change the copy.

Building a report

Select Make a new report and choose what to report on:

Start a report by choosing what to report on.

Properties, Leases and licences, Lease events, Tenants and other parties, the Rent schedule (every rent, past and future), Rent charges, Rent receipts and Rent accounts (balances and arrears by agreement, from the rent ledger), Titles, Projects, Project budgets (each budget line's figures by financial year) or the Change log. Confidential projects appear only for their team and administrators, and project budgets only for people who can see them.

Then choose:

Columns: tick the ones you want. To change their order, number them: 1 is the first column. Unnumbered columns follow in the order shown.
Filters: only records that match every filter are included. Open a filter to set it: - lists of choices (such as status or type): tick one or more; - text: records that contain the words you type, or tick Only records where this is blank to find missing information; - money, areas and numbers: at least and/or at most; - dates: in the next or last so many days, up to so many days from now (including past dates), before today, or between two dates. "In the next 90 days" moves with time, so the report stays useful.
Sort by one column, with Largest or latest first if you want.
Show totals to add totals of money and area columns.

Select Save and run. On screen, reports show 200 rows a page; downloads include every row (up to 100,000).

Tick Share this report with everyone to let colleagues run it. They see it under Shared by colleagues. Only you and administrators can change or delete it; colleagues can copy it.

Reports you do not share are private to you, although administrators can see them.

Worked example

To list every Northfield lease paying at least £15,000 a year that expires in the next two years: select Make a new report, choose Leases and licences, tick the reference, tenant, premises, rent and term end columns, filter rent to at least 15,000 and term end to the next 730 days, sort by term end, tick Show totals, and Save and run. Share it with colleagues if they need it too.