PropertyBoss includes hundreds of Built In reports designed to help you quickly access financial, operational, leasing, maintenance, owner, and accounting information. These reports provide ready to use reporting without requiring you to build a custom report.


Important: Maestro Reports are intended for environments with multiple PropertyBoss databases. If you use a single PropertyBoss database, standard Report Groups can be used to organize and run your Built In reports.


TABLE OF CONTENTS

How to Access Built In Reports

  1. Open PropertyBoss.
  2. Navigate to PropertyBoss Today from the Navigator menu.
  3. Select Viewing Reports.
  4. Expand the report category that contains the information you need.
  5. Select the desired report.
  6. Configure any report options, filters, date ranges, properties, or other parameters.
  7. Click Preview, Print, or Export, depending on the report.


Understanding Report Categories

Reports are organized into categories based on the type of information they provide. Common categories include:

  • Budgeting (D reports)
  • Deposits (B reports)
  • EFT Payments (E reports)
  • General Ledger (L reports) 
  • Property/Unit (A reports) 
  • Prospects (P reports)
  • Taxes (A, O, and V reports)
  • Tenant (A reports)
  • Owners (A and O reports)
  • Vendors (V reports)
  • Work Orders (A and W reports)

The available categories may vary depending on your modules, security permissions, and PropertyBoss configuration.


Finding the Right Report

With hundreds of reports available, the easiest way to find the right report is to start with the question you are trying to answer.


QuestionSuggested Report Type
Who owes money?Delinquency Reports
Which leases expire soon?Lease Expiration Reports
Which units are vacant?Vacancy Reports
What income was collected this month?Income Statement
Which work orders remain open?Open Work Orders Report
What should owners receive?Owner Statements


Searching for a Report

If you know the report number, such as B310, enter it in the search bar to quickly locate the report. You can also search by entering a keyword related to the information you need. Matching reports will appear as you type.


Tip: Not sure which report you need? Try searching for a word that describes the information you are looking for, such as deposit, vacancy, owner, or delinquent.


Report Permissions

Not seeing a report you expect to find? Report availability may be affected by your PropertyBoss security settings and user permissions. Contact your PropertyBoss Administrator if you need help reviewing your report access.


Organizing Reports with Report Groups

Report Groups allow you to organize related Built In Reports together, making reports that you use regularly easier to access. Report Groups can also be used as part of user security to limit which reports a user can access.


For example, if you regularly run several reports as part of your month end process, you could create a Month End Reports group containing all the reports used during your monthly close.  In this scenario, a group of reports may include:

  • L301 - Income Statement
  • L311 - Balance Sheet
  • L315 - Cash Flow Statement 
  • L325 - Disbursements Report
  • L330 - Trial Balance Report
  • L340 - Reconciliation Report
  • O220 - Total Owner Balances
  • A220 - Property Manager P&L (Summary)
  • A510 - Delinquent and Prepaid Tenant List
  • A530 - Collections and Deposits Activity Report
  • A560 - Total Security  Deposit Held


Important: Report Groups are different from the Group By option available when customizing a Merlin report. Group By organizes the results within a report, such as grouping Rent Roll information by Community or Lease Start Date. Report Groups organize or control access to Built In reports.


How to Create a Report Group

  1. Select Viewing Reports.
  2. At the top of the screen, select Manage Groups > Add a New Group.
  3. Enter a name for the new Report Group.
  4. Choose whether the Report Group should be: 
    1. Public, available to all users
    2. Private, available only to you
    3. Tip: If you are unsure, choose the best option and it can be reclassifed later. 
  5. Select OK.


How to Add Reports to a Report Group

  1. Select Viewing Reports.
  2. Highlight the Report Group name at the top of the screen 
  3. Select Add Report to [Report Group name]
  4. Select one or more reports to include.  
  5. Click OK to add the reports to the Group 


Managing a Report Group

  1. Select Viewing Reports.
  2. Highlight the Report Group name at the top of the screen
  3. Click Manage Groups
  4. Options include:
    1. Rename the Report Group
    2. Delete the Report Group
    3. Change the group between Public and Private
    4. Make the Report Group your default view


Tip: To manage reports within a Report Group, select the group, highlight a report, and right-click. From the menu, you can:

  • Select Remove Report from This Group to remove the selected report.
  • Select Set Report Options to configure options for the selected report.
  • Select Add Report to This Group to open the report list and add more reports.


Running Reports Across Multiple Databases with Maestro

For clients with multiple PropertyBoss databases, Maestro Reports allow selected reports to be run against multiple databases at the same time. Maestro Reports are configured through a Report Group. Once the group is set up, you can select which databases should be included when the reports are run.


Create a Maestro Report Group

  1. Select Viewing Reports from the Navigator.
  2. Select Manage Groups > Add a New Group.
  3. Enter a name for the Report Group.
  4. Choose whether the group should be Private or Public.
  5. Select Maestro: Run Reports against Multiple Databases.
  6. Select OK.

The new Maestro Report Group will appear with your other Report Groups.


Add Reports to the Maestro Report Group

  1. Select the new Report Group.
  2. Select Add Report to [Report Group Name].
  3. Select the reports you want to include. You can scroll through the available reports or use the Find field to locate a specific report.
  4. Select OK.


Tip: You can also add reports directly from within the Report Group. Right-click a report in the group and select Add Report to This Group to open the available report list.


Set Report Options

Each report in the Maestro Report Group can be configured with its own name, description, and default criteria.

  1. Select the report within the Report Group.
  2. Right-click and select Set Report Options.
  3. Update the Report Name or Report Description, if needed.
  4. Select Edit Criteria.
  5. Configure the default criteria for the report.
  6. Select OK when finished.
  7. Repeat these steps for each report that requires predefined criteria.


Run a Maestro Report Group

  1. Select Viewing Reports from the Navigator.
  2. Select the Maestro Report Group.
  3. Select the reports you want to run.
  4. Select Print.
  5. In Step 1, select the databases you want to include.
  6. In Step 2, verify the selected displays.
  7. Select Step 3: Begin Execution.
  8. Select OK to complete the process.
  9. Once the process reaches 100% complete, the reports are processed using your default printer settings. For many PropertyBoss users, reports are saved to the pb_reports folder on the C: drive. However, depending on your printer settings, the reports may be sent directly to a printer instead.


Tip: If you do not see the reports in the pb_reports folder, check your printer settings to confirm where the reports were sent.


Tips for Running Reports

  • Start with the report's default settings if you are unfamiliar with its options.
  • Review date ranges carefully before running financial reports.
  • Use Preview before printing large reports.
  • Export reports to Excel when additional analysis is needed.


Key Takeaway

Built In Reports provide quick access to commonly needed PropertyBoss information without requiring you to build a custom report. Start with the question you need to answer, use report categories or search to locate the appropriate report, and create Report Groups to organize reports you use regularly.


If you need greater control over report content, grouping, filtering, or presentation, Merlin Reports provide additional customization options.

Additional Resources