TABLE OF CONTENTS


Introduction 

This guide provides step-by-step instructions for using reporting tools within PropertyBoss, including:

  • Running standard reports
  • Customizing reports using Merlin
  • Creating, editing, saving, exporting, and importing Merlin reports
  • Applying basic and advanced filters
  • Creating and managing report groups
  • Managing report headings, layout, sorting, grouping, and security


Reporting Architecture in PropertyBoss

PropertyBoss reporting is delivered through two core systems.


Standard Reports

Path: Navigator → PropertyBoss Today → Viewing Reports


Standard reports include:

  • Financial reports (A/R, A/P, General Ledger)
  • Tenant reports
  • Property and Unit reports
  • Lease reports
  • Move-in / Move-out reports
  • Utility and Metering reports
  • Taxes and Budget reports


Merlin Report Wizard

Merlin is a customizable reporting tool available within:

  • Rent Roll
  • Transaction Search
  • Owners
  • Prospects
  • Contacts
  • Vendors
  • Work Orders


Merlin allows users to:

  • Add or remove columns
  • Sort and group data
  • Apply filters
  • Define public or private reports
  • Set default views
  • Export and import reports via XML


Opening and Using the Merlin Report Wizard

Each Merlin-enabled screen includes:

  • Current View Name
  • Report dropdown selector
  • Modify Report link
  • Print, Export, and Excel options

Selecting a Report

  1. Open a Merlin-enabled navigator.
  2. Use the report dropdown.
  3. Select a saved or predefined report.
  4. The report loads in the grid automatically.

Modifying a Report

  1. Click Modify Report.
  2. Select an existing report or modify the current view.
  3. The wizard opens with five tabs:
    1. Layout
    2. Group By
    3. Sort
    4. Filter
    5. Save Report


Merlin Wizard Configuration


Layout Tab (Fields and Columns)

Controls which fields appear and how they display.

  • Check/uncheck fields to include or remove
  • Drag columns to reorder
  • Resize columns by dragging edges
  • Click Refresh Layout to load new custom fields


Field limits:

  • 100 text fields
  • 100 number fields
  • 25 date fields
  • 25 checkbox fields
  • 10 time fields


Group By Tab

Allows grouping data into up to three levels.


Examples:

  • Property → Unit
  • Vendor → Transaction Type

Options:

  • Subtotals per group
  • Page break on group (useful for owner packets)


Sort Tab

Allows sorting by up to five fields:

  • Ascending or descending
  • Defaults follow Group By hierarchy if applied

Filter Tab

Supports both basic and advanced filtering.

    
Supported Operators
  • =
  • <> 
  • <, <=
  • , >=
  • Contains
  • Starts With
  • Ends With
Keyword Values (Dynamic)
  • Today
  • ThisMonth
  • LastMonth
  • ThisYear
  • LastYear
  • Empty
Advanced Filtering
  • Combine multiple clauses using AND/OR
  • Use Add Additional Clauses for nested filters
  • Enable Ask for values when run to prompt users at runtime


Save Report Tab

Options include:

  • Report Name (40 character limit)
  • Description
  • Public or Private visibility
  • Set as default report

Actions:

  • Save Changes
  • Save As New Report
  • Rename Report
  • Delete Report
  • Manage Reports (admin only)

Manage Reports includes:

  • Last Used Date
  • Last Used By
  • Execution Count
  • Ability to update or delete shared reports


Printing, Exporting, and Importing Merlin Reports

Printing

  • Use Print from the navigator

Exporting a Report

  1. Go to Save Report tab
  2. Hold CTRL + ALT + SHIFT
  3. Click Set This Report as My Default
  4. Click Export this Report
  5. Save the XML file

Importing a Report

  1. Open the desired navigator
  2. Go to Modify Report → Save Report
  3. Hold CTRL + ALT + SHIFT
  4. Click Import this Report
  5. Select the XML file
  6. Reopen navigator if the report does not appear


Report Groups

Report Groups allow multiple reports to be run together.


Creating a Group

Path: Viewing Reports → Manage Groups

  1. Click Add a New Group
  2. Enter a name
  3. Select Public or Private
  4. Save

Adding Reports

  1. Select the group
  2. Click Add Report to Group
  3. Select reports
  4. Click OK

Editing Report Criteria

  1. Select a report within the group
  2. Right-click → Set Report Options
  3. Adjust criteria such as:
    1. Date ranges
    2. Property selection
    3. Filters

Printing a Group

  1. Open Viewing Reports
  2. Select the group
  3. Select reports or click Select All
  4. Click Print
  5. Choose date range:
    1. Today, Yesterday
    2. Last/This Week
    3. Last/This Month
    4. Custom

Emailing a Group

  • Requires Email Communications module
  • Click E-Mail instead of Print

Restricting Access

Path: Security Settings → Restrict to Report Group


Users restricted to a group can only view those reports.


Report Headings

Report Headings control report formatting and branding.


Includes:

  • Company logo
  • Address and contact information
  • Page number
  • Database name
  • Report title and criteria

Types:

  • Standard Company Headings (Landscape and Portrait)
  • Property-Specific Headings

Editable settings:

  • Position (X/Y)
  • Width and height
  • Font and color
  • Visibility settings
  • Logo image


Filters in Standard Reports

Standard reports include their own filter screens, such as:

  • Property selection
  • Date range filters
  • Transaction filters

These filters operate independently of Merlin filters.


Reporting Security

Security settings control:

  • Access to sensitive data (SSN, Tax ID)
  • Ability to create or delete reports
  • Access to navigation areas
  • Report Group visibility


Common Reporting Use Cases

Owner Packets

  • Group By: Property → Unit → Lease
  • Enable page breaks per group

Delinquency Reporting

  • Balance > 0
  • Last Payment Date < Last Month

Vendor Payables

  • Use A/P standard reports or Vendor Merlin reports

Budget vs. Actual

  • Use Monthly Budget report
  • Compare with Transaction Search filtered by date

Productivity Reporting

  • Use data from:
    • Work Orders
    • Call Logging
    • Inspections