PeopleSoft FSCM 9.2: Real Estate Management

PeopleSoft FSCM 9.2: Real Estate
Management
March 2013
PeopleSoft FSCM 9.2: Real Estate Management
CDSKU fscm92pbr0
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Contents
Preface........................................................................................................................................................xiii
Understanding the PeopleSoft Online Help and PeopleBooks........................................................... xiii
PeopleSoft Hosted Documentation............................................................................................... xiii
Locally Installed Help...................................................................................................................xiii
Downloadable PeopleBook PDF Files......................................................................................... xiii
Common Help Documentation..................................................................................................... xiii
Field and Control Definitions....................................................................................................... xiv
Typographical Conventions...........................................................................................................xiv
ISO Country and Currency Codes................................................................................................. xv
Region and Industry Identifiers......................................................................................................xv
Access to Oracle Support..............................................................................................................xvi
Documentation Accessibility.........................................................................................................xvi
Using and Managing the PeopleSoft Online Help.............................................................................. xvi
PeopleSoft FSCM Related Links.........................................................................................................xvi
Contact Us...........................................................................................................................................xvii
Follow Us............................................................................................................................................xvii
Chapter 1: Getting Started with PeopleSoft Real Estate Management............................................... 19
PeopleSoft Real Estate Management Business Process....................................................................... 19
PeopleSoft Real Estate Management Integrations................................................................................21
PeopleSoft Real Estate Management Implementation......................................................................... 21
Related Product Documentation........................................................................................................... 22
Common Elements Used in Real Estate Management.........................................................................22
Chapter 2: Navigating in PeopleSoft Real Estate Management........................................................... 25
Navigating in PeopleSoft Real Estate Management.............................................................................25
Pages Used to Navigate in PeopleSoft Real Estate Management..................................................25
Chapter 3: Understanding PeopleSoft Real Estate Management Implementation Issues..................29
PeopleSoft Real Estate Management Implementation......................................................................... 29
Mapping Enterprise Data Flow............................................................................................................ 29
Recognizing Your Business Structure.................................................................................................. 29
Defining an FTP Server for Document Attachments........................................................................... 30
Generating Site Acquisition Requests.................................................................................................. 31
Creating and Administering Leases......................................................................................................31
Chapter 4: Integrating with Other Applications....................................................................................33
Understanding Product Integration....................................................................................................... 33
Integrating with PeopleSoft General Ledger........................................................................................33
Integrating with PeopleSoft Asset Management.................................................................................. 34
Integrating with PeopleSoft Contracts..................................................................................................34
Integrating with PeopleSoft Payables...................................................................................................35
Integrating with PeopleSoft Billing......................................................................................................35
Integrating with PeopleSoft Asset Lifecycle Management Portal Pack...............................................35
Integrating with PeopleSoft Project Costing........................................................................................ 35
Chapter 5: Establishing Real Estate Management Business Units and Accounting Rules.................37
Understanding PeopleSoft Real Estate Management Business Units.................................................. 37
Understanding PeopleSoft Real Estate Management Accounting Rules..............................................38
Creating Real Estate Management Business Units.............................................................................. 39
Pages Used to Establish Real Estate Management Business Units............................................... 40
Prerequisites.................................................................................................................................... 40
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Contents
Lease Administration Business Unit Definition - General Page................................................... 40
Lease Administration Business Unit - Transaction Settings Page................................................. 46
Lease Administration Business Unit Definition - Options and Critical Dates Page...................... 51
Establishing Real Estate Management Accounting Rules for Lease Administration........................... 51
Page Used to Establish Accounting Rules.....................................................................................52
Accounting Rules for Lease Administration Page.........................................................................52
Chapter 6: Securing Your PeopleSoft Real Estate Management System.............................................55
Understanding PeopleSoft Real Estate Management Security.............................................................55
Setting Up Basic Security.....................................................................................................................55
Setting Up Roles and Permission Lists................................................................................................ 57
Setting Up Row-Level Security............................................................................................................58
Setting Up Real Estate Management Security..................................................................................... 59
Chapter 7: Setting Up Property Site Acquisition...................................................................................61
Understanding Property Site Acquisition Setup...................................................................................61
Setting Up Site Types........................................................................................................................... 62
Page Used to Set Up Site Types....................................................................................................62
Site Type Page................................................................................................................................62
Setting Up Attributes............................................................................................................................ 63
Pages Used to Set Up Attributes................................................................................................... 63
Site Attributes Page........................................................................................................................63
Unit of Measures Page................................................................................................................... 71
Setting Up Supplemental Data............................................................................................................. 72
Pages Used to Set Up Supplemental Data.....................................................................................72
Register Record Page..................................................................................................................... 73
Register Component Page.............................................................................................................. 74
Record Page....................................................................................................................................75
Fields Summary Page.....................................................................................................................76
Fields Detail Page.......................................................................................................................... 76
Define Display Group Page........................................................................................................... 78
Assign Display Group Page........................................................................................................... 79
Creating Sites........................................................................................................................................ 80
Pages Used to Create Sites............................................................................................................ 81
General Information Page.............................................................................................................. 82
Location Page................................................................................................................................. 84
Operation/Maintenance Page..........................................................................................................86
Physical Attributes Page.................................................................................................................87
Schedule Page.................................................................................................................................88
Value Page...................................................................................................................................... 90
Supplemental Data Page.................................................................................................................91
Contacts Page................................................................................................................................. 92
Search for Contacts Page............................................................................................................... 93
Site Map Page................................................................................................................................ 94
Chapter 8: Structuring Leases................................................................................................................. 95
Understanding PeopleSoft Real Estate Management Structure............................................................95
Common Elements Used in Structuring Leases................................................................................... 95
Defining Lease Abstract Sections to Print........................................................................................... 95
Page Used to Define Lease Abstract Sections to Print..................................................................96
Understanding Lease Abstract Sections to Print............................................................................96
Defining Lease Abstract Sections to Print.....................................................................................96
Defining Amendment Types................................................................................................................. 98
Page Used to Define Amendment Types....................................................................................... 98
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Contents
Understanding Amendment Types................................................................................................. 98
Amendment Types Page.................................................................................................................98
Defining Lease Types........................................................................................................................... 99
Page Used to Define Lease Types............................................................................................... 100
Understanding Lease Types..........................................................................................................100
Lease Types Page......................................................................................................................... 100
Defining Region Codes.......................................................................................................................101
Understanding Region Codes.......................................................................................................101
Defining User-Defined Fields.............................................................................................................101
Page Used to Define User-Defined Fields...................................................................................101
Understanding User-Defined Fields............................................................................................. 102
User Defined Fields Page.............................................................................................................102
Defining Transaction Routing Codes................................................................................................. 103
Page Used to Define Transaction Routing Codes........................................................................103
Understanding Transaction Routing Codes..................................................................................103
Transaction Routing Codes Page................................................................................................. 103
Defining Operating Expense Categories............................................................................................ 105
Page Used to Define Operating Expense Categories...................................................................105
Understanding Operating Expense Categories.............................................................................106
Defining Sales Categories...................................................................................................................106
Page Used to Define Sales Categories.........................................................................................106
Understanding Sales Categories...................................................................................................106
Defining Miscellaneous Rent Types...................................................................................................106
Page Used to Define Miscellaneous Rent Types......................................................................... 107
Understanding Miscellaneous Rent Types................................................................................... 107
Defining Security Deposit Types........................................................................................................107
Page Used to Define Security Deposit Types..............................................................................107
Understanding Security Deposit Types........................................................................................ 107
Security Deposit Types Page........................................................................................................108
Defining Manual Fee Types............................................................................................................... 108
Page Used to Define Manual Fee Types..................................................................................... 108
Understanding Manual Fee Types................................................................................................108
Defining Economic Index Values....................................................................................................... 109
Page Used to Define Economic Index Values............................................................................. 109
Understanding Economic Index Values....................................................................................... 109
Economic Index Values Page.......................................................................................................109
Defining Clause Types........................................................................................................................111
Page Used to Define Clause Types..............................................................................................111
Understanding Clause Types........................................................................................................ 111
Clause Types Page........................................................................................................................111
Defining Real Estate Options............................................................................................................. 112
Pages Used to Define Lease Options...........................................................................................113
Understanding Real Estate Options............................................................................................. 113
Lease and SAR Options Page...................................................................................................... 114
Lease and SAR Option Mail Template Page............................................................................... 114
Copy Mail Template Page............................................................................................................115
Insert Mail Fields Page................................................................................................................ 116
Defining Critical Date Templates....................................................................................................... 118
Pages Used to Define Critical Date Templates............................................................................118
Understanding Critical Date Templates....................................................................................... 118
Define Critical Date Template Page............................................................................................ 119
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Contents
Define Option Notifications Page................................................................................................ 120
Defining Role Types........................................................................................................................... 121
Page Used to Define Role Types................................................................................................. 122
Understanding Role Types........................................................................................................... 122
Role Types Page........................................................................................................................... 122
Defining Lease Administration Roles................................................................................................ 123
Page Used to Define Lease Administration Roles.......................................................................123
Understanding Lease Administration Roles.................................................................................123
Lease Administration Roles Page................................................................................................ 123
Chapter 9: Generating Site Acquisition Requests................................................................................125
Understanding Site Acquisition Request Generation......................................................................... 125
Uploading Sites Under Consideration................................................................................................ 126
Generating Site Acquisition Requests................................................................................................ 126
Pages Used to Generate Site Acquisition Requests.....................................................................127
SAR Details Page......................................................................................................................... 128
Comparison Matrix Page..............................................................................................................130
Options and Critical Dates Page.................................................................................................. 133
Critical Dates Details Page.......................................................................................................... 135
SAR Analytic Page...................................................................................................................... 137
Approving Site Acquisition Requests.................................................................................................138
Pages Used to Approve SARs..................................................................................................... 138
Manage SAR Approval Page....................................................................................................... 139
Site Acquisition Request Approval Page.....................................................................................139
Finalizing Site Acquisition Requests..................................................................................................140
Page Used to Finalize Site Acquisition Requests........................................................................ 140
Finalize Site(s) Acquired Page.....................................................................................................140
Chapter 10: Creating Lease Abstracts.................................................................................................. 143
Understanding Lease Abstracts...........................................................................................................143
Prerequisites........................................................................................................................................ 143
Creating and Printing Lease Abstract Worksheets............................................................................. 144
Page Used to Create Lease Abstract Worksheets........................................................................ 144
Lease Abstract Worksheet Page................................................................................................... 144
Reviewing Lease Abstracts.................................................................................................................151
Page Used to Review Lease Abstracts........................................................................................ 152
Understanding Reviewing Lease Abstracts..................................................................................152
Lease Abstract Page..................................................................................................................... 152
Chapter 11: Creating and Maintaining Leases.....................................................................................159
Understanding Leases......................................................................................................................... 159
Payables Leases............................................................................................................................ 159
Receivables Leases....................................................................................................................... 160
Process Flow Overview for Creating a Lease............................................................................. 161
Prerequisites........................................................................................................................................ 161
Common Elements Used in Leases.................................................................................................... 162
Defining General Lease Information.................................................................................................. 163
Pages Used to Define General Information................................................................................. 164
Understanding General Lease Information.................................................................................. 164
Create New Lease - General Information Page........................................................................... 169
Defining Lease Financial Terms.........................................................................................................171
Pages Used to Define Financial Terms........................................................................................172
Understanding Lease Financial Terms......................................................................................... 173
Create New Lease - Financial Terms Page..................................................................................175
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Contents
Financial Terms - Base Rent Details Page.................................................................................. 177
Financial Terms - Miscellaneous Rent Details Page................................................................... 183
Accounting Distribution Page...................................................................................................... 184
Defining Lease Clauses...................................................................................................................... 185
Pages Used to Define Lease Clauses...........................................................................................186
Understanding Lease Clauses.......................................................................................................186
Prerequisite....................................................................................................................................187
Create New Lease — Clauses Page.............................................................................................187
Clauses - Clause Details Page......................................................................................................187
Adding Notes and Attachments..........................................................................................................189
Pages Used to Add Notes and Attachments................................................................................ 189
Create New Lease - Notes page.................................................................................................. 190
Notes - Note Detail Page............................................................................................................. 191
Reviewing Basic Lease Information...................................................................................................192
Pages Used to Review Basic Lease Inquiries..............................................................................193
Basic Lease Information Page......................................................................................................193
Managing My Lease Portfolio............................................................................................................194
Page Used to Manage My Lease Portfolio.................................................................................. 194
My Lease Portfolio Page..............................................................................................................194
Add to My Portfolio Page............................................................................................................195
Chapter 12: Managing Straightline Accounting...................................................................................197
Understanding Straightline Accounting..............................................................................................197
Prerequisites........................................................................................................................................ 201
Generating Straightline Accounting Schedules.................................................................................. 201
Page Used to Generate Straightline Accounting Schedule.......................................................... 201
Performing Manual Straightline Adjustments.................................................................................... 202
Pages Used to Perform Manual Straightline Adjustments...........................................................202
Manual Straightline Adjustment Page......................................................................................... 202
Accounting Distributions Page.....................................................................................................204
Posting Straightline Entries................................................................................................................ 206
Page Used to Post Straightline Entries........................................................................................ 207
Understanding Posting Straightline Entries................................................................................. 207
Post Straightline Entries Page...................................................................................................... 207
Viewing Posted Straightline Accounting Entries............................................................................... 208
Pages Used to View Posted Straightline Accounting Entries...................................................... 208
Understanding Posted Straightline Accounting Entries............................................................... 208
Posted Straightline Accounting Page........................................................................................... 209
Review Journal Entries Page........................................................................................................210
Chapter 13: Amending Leases................................................................................................................213
Understanding Lease Amendments.................................................................................................... 213
Understanding Amendment Status..................................................................................................... 214
Prerequisites........................................................................................................................................ 215
Working with Amendments................................................................................................................ 215
Pages Used to Work with Amendments...................................................................................... 215
Amendments - Amendment History Page................................................................................... 217
Amendments - Edit Amendment Details Page............................................................................ 218
Amending Lease Details.............................................................................................................. 220
Amendments - Review Amendment Details Page.......................................................................222
Chapter 14: Setting Up Operating Expenses........................................................................................ 225
Understanding Operating Expenses....................................................................................................225
Understanding Catch Up Payments............................................................................................. 225
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Contents
Prerequisites........................................................................................................................................ 225
Establishing Operating Expenses for a Lease.................................................................................... 226
Pages Used to Establish Operating Expenses for a Lease........................................................... 226
Financial Terms - Operating Expenses Details Page................................................................... 227
Accounting Distributions Page.....................................................................................................232
Prorata Share Details - Basis Page.............................................................................................. 234
Cap/Minimum Details Page......................................................................................................... 236
Operating Expense Approval Page.............................................................................................. 238
Performing Operating Expense Audits for a Payables Lease............................................................ 239
Pages Used to Audit Operating Expenses................................................................................... 239
Understanding Operating Expense Audits................................................................................... 239
Prerequisites.................................................................................................................................. 240
Audit Operating Expenses - Operating Expense Audit Page...................................................... 240
Audit Operating Expenses - Compare Operating Expenses with Previous Audit Page............... 245
Reconciling Operating Expenses for Receivables Leases.................................................................. 247
Pages Used to Reconcile Operating Expenses.............................................................................247
Understanding Operating Expense Reconciliation.......................................................................247
Reconcile Operating Expenses - Operating Expense Statement Page......................................... 248
Reconcile Operating Expenses - Compare Operating Expenses with Prior Statement Page........249
Chapter 15: Setting Up and Calculating Percent Rent........................................................................251
Understanding Percent Rent Terms.................................................................................................... 251
Prerequisites........................................................................................................................................ 273
Setting Up Percent Rent Terms.......................................................................................................... 273
Pages Used to Set Up Percent Rent Terms..................................................................................274
Financial Terms - Percent Rent Page...........................................................................................274
Reporting Sales and Calculating Percent Rent...................................................................................279
Pages Used to Report Sales and Calculate Percent Rent.............................................................279
Understanding Sales Reporting and Percent Rent Calculation.................................................... 280
Report Sales - Sales Reports Page...............................................................................................282
Report Sales - Find Missing Sales Reports Page........................................................................ 284
Report Sales - Create New Sales Reports Page...........................................................................285
Report Sales - Sales Report (import) Page.................................................................................. 287
Process Sales Reports Page..........................................................................................................288
Chapter 16: Setting Up Security Deposits.............................................................................................291
Understanding Security Deposits........................................................................................................291
Setting Up Security Deposits..............................................................................................................292
Pages Used to Set Up Security Deposits..................................................................................... 292
Financial Terms - Security Deposit Page.....................................................................................293
Security Deposit Accounting Distributions Page.........................................................................295
Refunding Security Deposits.............................................................................................................. 297
Page Used to Refund Security Deposits...................................................................................... 297
Understanding Security Deposit Refunds.................................................................................... 298
Refunding Security Deposits........................................................................................................298
Accounting Distributions Page.....................................................................................................301
Chapter 17: Setting Up Options and Critical Dates............................................................................ 303
Understanding Options and Critical Dates......................................................................................... 303
Prerequisites........................................................................................................................................ 304
Setting Up Options and Critical Dates............................................................................................... 305
Pages Used to Set Up Options and Critical Dates.......................................................................305
Defining Lease Options and Critical Dates................................................................................. 306
Critical Date Detail Page............................................................................................................. 308
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Contents
Running the Critical Date Notification Process...........................................................................311
Reviewing Critical Dates............................................................................................................. 312
Managing Your Critical Dates............................................................................................................ 312
Pages Used to Manage Your Critical Dates.................................................................................312
Understanding the My Critical Dates Page................................................................................. 312
My Critical Dates Page................................................................................................................ 313
Chapter 18: Defining Contacts for Real Estate Management.............................................................315
Understanding Real Estate Management Contacts.............................................................................315
Prerequisites........................................................................................................................................ 317
Establishing Contacts for Sites and SARs......................................................................................... 317
Pages Used to Set Up Contacts Repository.................................................................................317
General Information Page............................................................................................................ 317
Establishing Contacts for a Lease...................................................................................................... 318
Pages Used to Set Up Supplemental Contacts............................................................................ 319
Contacts Page............................................................................................................................... 319
Chapter 19: Processing Invoices for Receivables Leases.....................................................................323
Understanding Invoices for Receivables Leases................................................................................ 323
Prerequisites.................................................................................................................................. 324
Working with the Transaction Generator........................................................................................... 324
Page Used to Manage the Transaction Generator........................................................................324
Understanding the Transaction Generator....................................................................................324
Prerequisites.................................................................................................................................. 325
Manage Transaction Generator Page........................................................................................... 325
Managing Transactions for Invoice Processing..................................................................................325
Pages Used to Manage Transactions for Invoice Processing.......................................................326
Understanding Invoice Processing............................................................................................... 326
Prerequisites.................................................................................................................................. 327
Selecting and Approving Transactions for Invoice Processing................................................... 327
Creating Receivable Manual Fees................................................................................................330
Creating Manual Invoice Transactions............................................................................................... 331
Pages Used to Create Manual Invoice Transactions....................................................................332
Understanding Manual Invoice Transactions...............................................................................333
Creating Manual Invoice Transactions........................................................................................ 334
Overriding Accounting Distributions........................................................................................... 338
Running the Interface to AP/Billing Process..................................................................................... 340
Page Used to Run Manage Interface to AP/Billing.....................................................................340
Understanding the Interface to AP/Billing Process..................................................................... 340
Accessing Billing Information..................................................................................................... 342
Prerequisites.................................................................................................................................. 342
Manage Interface to AP/Billing Page.......................................................................................... 342
Viewing Pending Lease Receivables.................................................................................................. 344
Pages Used to View Pending Lease Receivables........................................................................ 344
Pending Lease Receivables Page................................................................................................. 344
Chapter 20: Processing Payments for Payables Leases....................................................................... 347
Understanding Processing Payments for Payables Leases................................................................. 347
Prerequisites.................................................................................................................................. 348
Working with the Transaction Generator........................................................................................... 348
Page Used to Manage the Transaction Generator........................................................................348
Understanding the Transaction Generator....................................................................................348
Manage Transaction Generator Page........................................................................................... 349
Managing Transactions for Payment Processing................................................................................349
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Contents
Pages Used to Manage Transactions for Payment Processing.....................................................349
Understanding Payment Processing............................................................................................. 351
Prerequisites.................................................................................................................................. 351
Selecting and Approving Transactions for Payment Processing................................................. 351
Creating Manual Payment Transactions............................................................................................. 354
Pages Used to Create Manual Payment Transactions..................................................................355
Understanding Manual Payment Transactions.............................................................................356
Creating Manual Payment Transactions.......................................................................................357
Overriding Accounting Distributions........................................................................................... 361
Creating Payable Manual Fees.....................................................................................................363
Running the Interface to AP/Billing Process..................................................................................... 365
Page Used to Manage Interfaces to AP/Billing........................................................................... 365
Understanding the Interface to AP/Billing Process..................................................................... 365
Prerequisites.................................................................................................................................. 366
Manage Interfaces to AP/Billing Page.........................................................................................366
Viewing Pending Lease Payables....................................................................................................... 367
Page Used to View Pending Lease Payables............................................................................... 367
Pending Lease Payables Page...................................................................................................... 367
Appendix A: Configuring Batch Processes........................................................................................... 371
Configuring Temporary Tables for Batch Processing........................................................................ 371
Appendix B: Scenarios for PeopleSoft Real Estate Management.......................................................375
Understanding Troubleshooting.......................................................................................................... 375
Scenario: Set up for Creating a Contract from a Lease..................................................................... 375
Bill Cycle Page.............................................................................................................................375
Real Estate Management Business Unit Setup............................................................................ 376
Contracts Business Unit Setup.....................................................................................................377
Customer Validation..................................................................................................................... 379
Contract Status Setup................................................................................................................... 380
Unit of Measure Setup................................................................................................................. 380
Appendix C: PeopleSoft Real Estate Management Reports............................................................... 381
PeopleSoft Real Estate Management Reports: A-Z........................................................................... 381
xii
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Preface
Understanding the PeopleSoft Online Help and PeopleBooks
The PeopleSoft Online Help is a website that enables you to view all help content for PeopleSoft
Applications and PeopleTools. The help provides standard navigation and full-text searching, as well as
context-sensitive online help for PeopleSoft users.
PeopleSoft Hosted Documentation
You access the PeopleSoft Online Help on Oracle’s PeopleSoft Hosted Documentation website, which
enables you to access the full help website and context-sensitive help directly from an Oracle hosted
server. The hosted documentation is updated on a regular schedule, ensuring that you have access to the
most current documentation. This reduces the need to view separate documentation posts for application
maintenance on My Oracle Support, because that documentation is now incorporated into the hosted
website content. The Hosted Documentation website is available in English only.
Locally Installed Help
If your organization has firewall restrictions that prevent you from using the Hosted Documentation
website, you can install the PeopleSoft Online Help locally. If you install the help locally, you have more
control over which documents users can access and you can include links to your organization’s custom
documentation on help pages.
In addition, if you locally install the PeopleSoft Online Help, you can use any search engine for fulltext searching. Your installation documentation includes instructions about how to set up Oracle Secure
Enterprise Search for full-text searching.
See PeopleTools 8.53 Installation for your database platform, “Installing PeopleSoft Online Help.” If you
do not use Secure Enterprise Search, see the documentation for your chosen search engine.
Note: Before users can access the search engine on a locally installed help website, you must enable the
Search portlet and link. Click the Help link on any page in the PeopleSoft Online Help for instructions.
Downloadable PeopleBook PDF Files
You can access downloadable PDF versions of the help content in the traditional PeopleBook format.
The content in the PeopleBook PDFs is the same as the content in the PeopleSoft Online Help, but it has
a different structure and it does not include the interactive navigation features that are available in the
online help.
Common Help Documentation
Common help documentation contains information that applies to multiple applications. The two main
types of common help are:
•
Application Fundamentals
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xiii
Preface
•
Using PeopleSoft Applications
Most product lines provide a set of application fundamentals help topics that discuss essential information
about the setup and design of your system. This information applies to many or all applications in the
PeopleSoft product line. Whether you are implementing a single application, some combination of
applications within the product line, or the entire product line, you should be familiar with the contents
of the appropriate application fundamentals help. They provide the starting points for fundamental
implementation tasks.
In addition, the PeopleTools: PeopleSoft Applications User's Guide introduces you to the various
elements of the PeopleSoft Pure Internet Architecture. It also explains how to use the navigational
hierarchy, components, and pages to perform basic functions as you navigate through the system. While
your application or implementation may differ, the topics in this user’s guide provide general information
about using PeopleSoft Applications.
Field and Control Definitions
PeopleSoft documentation includes definitions for most fields and controls that appear on application
pages. These definitions describe how to use a field or control, where populated values come from, the
effects of selecting certain values, and so on. If a field or control is not defined, then it either requires
no additional explanation or is documented in a common elements section earlier in the documentation.
For example, the Date field rarely requires additional explanation and may not be defined in the
documentation for some pages.
Typographical Conventions
The following table describes the typographical conventions that are used in the online help.
Typographical Convention
Description
Bold
Highlights PeopleCode function names, business function
names, event names, system function names, method names,
language constructs, and PeopleCode reserved words that must
be included literally in the function call.
Italics
Highlights field values, emphasis, and PeopleSoft or other
book-length publication titles. In PeopleCode syntax, italic
items are placeholders for arguments that your program must
supply.
Italics also highlight references to words or letters, as in the
following example: Enter the letter O.
xiv
Key+Key
Indicates a key combination action. For example, a plus sign (
+) between keys means that you must hold down the first key
while you press the second key. For Alt+W, hold down the Alt
key while you press the W key.
Monospace font
Highlights a PeopleCode program or other code example.
. . . (ellipses)
Indicate that the preceding item or series can be repeated any
number of times in PeopleCode syntax.
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Preface
Typographical Convention
Description
{ } (curly braces)
Indicate a choice between two options in PeopleCode syntax.
Options are separated by a pipe ( | ).
[ ] (square brackets)
Indicate optional items in PeopleCode syntax.
& (ampersand)
When placed before a parameter in PeopleCode syntax,
an ampersand indicates that the parameter is an already
instantiated object.
Ampersands also precede all PeopleCode variables.
⇒
This continuation character has been inserted at the end of a
line of code that has been wrapped at the page margin. The
code should be viewed or entered as a single, continuous line
of code without the continuation character.
ISO Country and Currency Codes
PeopleSoft Online Help topics use International Organization for Standardization (ISO) country and
currency codes to identify country-specific information and monetary amounts.
ISO country codes may appear as country identifiers, and ISO currency codes may appear as currency
identifiers in your PeopleSoft documentation. Reference to an ISO country code in your documentation
does not imply that your application includes every ISO country code. The following example is a
country-specific heading: "(FRA) Hiring an Employee."
The PeopleSoft Currency Code table (CURRENCY_CD_TBL) contains sample currency code data. The
Currency Code table is based on ISO Standard 4217, "Codes for the representation of currencies," and
also relies on ISO country codes in the Country table (COUNTRY_TBL). The navigation to the pages
where you maintain currency code and country information depends on which PeopleSoft applications
you are using. To access the pages for maintaining the Currency Code and Country tables, consult the
online help for your applications for more information.
Region and Industry Identifiers
Information that applies only to a specific region or industry is preceded by a standard identifier in
parentheses. This identifier typically appears at the beginning of a section heading, but it may also appear
at the beginning of a note or other text.
Example of a region-specific heading: "(Latin America) Setting Up Depreciation"
Region Identifiers
Regions are identified by the region name. The following region identifiers may appear in the PeopleSoft
Online Help:
•
Asia Pacific
•
Europe
•
Latin America
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
xv
Preface
•
North America
Industry Identifiers
Industries are identified by the industry name or by an abbreviation for that industry. The following
industry identifiers may appear in the PeopleSoft Online Help:
•
USF (U.S. Federal)
•
E&G (Education and Government)
Access to Oracle Support
Oracle customers have access to electronic support through My Oracle Support. For information, visit
http://www.oracle.com/pls/topic/lookup?ctx=acc&id=info or visit http://www.oracle.com/pls/topic/
lookup?ctx=acc&id=trs if you are hearing impaired.
Documentation Accessibility
For information about Oracle's commitment to accessibility, visit the Oracle Accessibility Program
website at http://www.oracle.com/pls/topic/lookup?ctx=acc&id=docacc.
Using and Managing the PeopleSoft Online Help
Click the Help link in the universal navigation header of any page in the PeopleSoft Online Help to see
information on the following topics:
•
What’s new in the PeopleSoft Online Help.
•
PeopleSoft Online Help acessibility.
•
Accessing, navigating, and searching the PeopleSoft Online Help.
•
Managing a locally installed PeopleSoft Online Help website.
PeopleSoft FSCM Related Links
Financial and Supply Chain Management information for Secure Enterprise Search (SES) can be found
in PeopleSoft Application Fundamentals documentation. For application specific information, see the
"Understanding Search Pages within Components (PeopleSoft FSCM 9.2: Application Fundamentals)"
topic.
My Oracle Support
PeopleSoft Information Portal on Oracle.com
PeopleSoft Training from Oracle University
PeopleSoft Video Feature Overviews on YouTube
xvi
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Preface
Contact Us
Send us your suggestions Please include release numbers for the PeopleTools and applications that you
are using.
Follow Us
Get the latest PeopleSoft updates on Facebook.
Follow PeopleSoft on Twitter@PeopleSoft_Info.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
xvii
Chapter 1
Getting Started with PeopleSoft Real Estate
Management
PeopleSoft Real Estate Management Business Process
The following graphic lists the PeopleSoft Real Estate Management business processes including site
acquisition, lease administration, financial processing and space management:
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
19
Getting Started with PeopleSoft Real Estate Management
Chapter 1
We discuss these business processes in the business process sections in this documentation.
Image: PeopleSoft Real Estate Management site acquisition, lease administration, financial
processing, and space management business processes
The following graphic lists the PeopleSoft Real Estate Management business processes.
20
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Chapter 1
Getting Started with PeopleSoft Real Estate Management
PeopleSoft Real Estate Management Integrations
Image: PeopleSoft Real Estate Management integration flow with other PeopleSoft applications
The following graphic illustrates how PeopleSoft Real Estate Management integrates with other
PeopleSoft applications.
We discuss integration considerations in the implementation topics in this documentation.
Supplemental information about third-party application integrations is located on Oracle's My Oracle
Support website.
PeopleSoft Real Estate Management Implementation
PeopleSoft Setup Manager enables you to review a list of setup tasks for your organization for the
products that you are implementing. The setup tasks include the components that you must set up, listed
in the order in which you must enter data into the component tables, and links to the corresponding
documentation.
PeopleSoft Real Estate Management also provides component interfaces to help you load data from your
existing system into PeopleSoft Real Estate Management tables. Use the Excel to Component Interface
utility with the component interfaces to populate the tables.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
21
Getting Started with PeopleSoft Real Estate Management
Chapter 1
Component
Component Interface
References
Region Code (REGION_CD)
REGION_CD_CI
See "Establishing Regions and
Region Codes (PeopleSoft FSCM 9.2:
Application Fundamentals)".
Establish Business Units AP (BUS_
UNIT_TBL_AP)
EM_BUS_UNIT_AP
See "Understanding PeopleSoft Payables
Business Units (PeopleSoft FSCM 9.2:
Payables)".
Other Sources of Information
In the planning phase of your implementation, take advantage of all PeopleSoft sources of information,
including the installation guides, table-loading sequences, data models, and business process setup maps.
A complete list of these resources appears in PeopleSoft Application Fundamentals for Financials,
Enterprise Service Automation, and Supply Chain Management documentations with information about
where to find the most current version of each.
PeopleTools: PeopleSoft Component Interfaces
Related Product Documentation
The PeopleSoft Real Estate Management provides you with implementation and processing information
for your PeopleSoft Real Estate Management system. However, additional, essential information
describing the setup and design of your system resides in companion documentation. The companion
documentation consists of important topics that apply to many or all PeopleSoft applications across the
Financials, Enterprise Service Automation, and Supply Chain Management product lines. You should be
familiar with the contents of these documentations:
The following companion documentations apply specifically to PeopleSoft Real Estate Management .
•
PeopleSoft Application Fundamentals
•
PeopleSoft Global Options and Reports
•
PeopleSoft Order to Cash Common Information
•
PeopleSoft Asset Lifecycle Management Fundamentals
Common Elements Used in Real Estate Management
22
Business Unit
Identification code that represents a high-level organization of
business information. Use a business unit to define regional or
departmental units within a larger organization.
Effective Date
Date on which a table row becomes effective; the date that an
action begins. For example, if you want to close out a ledger on
June 30, the effective date for the ledger closing would be July
1. This date also determines when you can view and change the
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Chapter 1
Getting Started with PeopleSoft Real Estate Management
information. Pages or panels and batch processes that use the
information use the current row.
See PeopleTools: PeopleSoft Applications User's Guide
Effective Status
Indicates whether a row in a table is Active or Inactive. You
cannot display inactive rows on transaction pages or use them
for running batch processes. Inactivate rather than delete data
you no longer use in order to maintain an audit trail.
Fund
An accounting entity established for the purpose of carrying on
specific activities or attaining certain objectives in accordance
with special regulations, restrictions, or limitations. This is
a delivered PeopleSoft ChartField, specific use of which is
typically defined by your organization during implementation of
PeopleSoft General Ledger.
Fund Affiliate
ChartField used to correlate transactions between funds when
using a single intraunit account.
Landlord
An entity that owns and rents land, buildings, or dwelling units.
Language or Language Code
The language in which you want the field labels and report
headings of your reports to print. The field values appear as you
enter them.
Language also refers to the language spoken by an employee,
applicant, or non-employee.
Lease
Legally binding agreement between a landlord and a tenant
where the tenant rents all or part of a physical property from the
landlord.
Operating Unit
ChartField used to identify a location, such as a distribution
warehouse or sales center.
Payee
The entity to whom a payment must be made.
Payor
The entity who is required to make a payment.
Process Frequency
Select the appropriate frequency from the drop-down box:
Process Once: Executes the request the next time the batch
process runs. After the batch process runs, the process frequency
is automatically set to Don't Run.
Don't Run: Ignores the request when the batch process runs.
Always Process: Executes the request every time the batch
process runs.
Process Monitor
A link that accesses the Process List page, where you can view
the status of submitted process requests.
See PeopleTools: PeopleSoft Process Scheduler
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
23
Getting Started with PeopleSoft Real Estate Management
Chapter 1
Product
ChartField that captures additional information useful for
profitability and cash flow analysis by product sold or
manufactured.
Program
ChartField that identifies groups of related activities, cost
centers, revenue centers, responsibility centers, and academic
programs. Tracks revenue and expenditures for programs.
Project
ChartField that captures information for project/grants
accounting.
Report ID
Unique identification code for a report.
Report Manager
A link that accesses the Report List page, where you can view
report content, check the status of a report, and see content
detail messages (which show you a description of the report and
the distribution list).
See PeopleTools: PeopleSoft Process Scheduler
Request ID
A request identification that represents a set of selection criteria
for a report or process.
Run
This button takes you to the Process Scheduler request page,
where you can specify the location where a process or job runs
and the process output format.
See PeopleTools: PeopleSoft Process Scheduler
24
Run Control ID
An identification code that identifies the run parameters for a
report or process.
Select All
Click this button to select all options on the page.
SetID
An identification code that represents a set of control table
information or TableSets. A TableSet is a group of tables (
records) necessary to define your company's structure and
processing options.
Short Description
Any text up to 15 characters.
Tenant
An entity that pays rent to use or occupy land, a building, or
other property owned by another.
User Defaults
User preferences and defaults used for PeopleSoft Real Estate
Management.
User ID
The system identifier for the individual who generates a
transaction.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Chapter 2
Navigating in PeopleSoft Real Estate
Management
Navigating in PeopleSoft Real Estate Management
PeopleSoft Real Estate Management provides custom navigation pages that contain groupings of folders
that support a specific business process, task, or user role.
Note: In addition to the PeopleSoft Real Estate Management custom navigation pages, PeopleSoft
provides menu navigation and standard navigation pages.
Pages Used to Navigate in PeopleSoft Real Estate Management
This tables lists the custom navigation pages that are used to navigate in PeopleSoft Real Estate
Management:
Real Estate Management Center
The Real Estate Management Center custom navigation pages provide access to real estate management
setup as well as real estate management acquisition business processes and reports:
Page Name
Navigation
Usage
Real Estate Management Center
Main Menu, Real Estate Management,
Real Estate Management Center
Access primary Real Estate menu
options as well as pages pertinent
to administering leases from other
PeopleSoft applications.
My Information
Click the My Information link on the
Real Estate Management Center page.
Access the My Lease Portfolio, My
Critical Dates, and My Preferences
pages.
Payables Leases
Click the Payables Leases link on the
Real Estate Management Center page.
Access the Lease Inquiry, Create New
Lease, Maintain Lease, Enter Sales
Report, and Audit Operating Expenses
pages.
Receivables Leases
Click the Receivables Leases link on the
Real Estate Management Center page.
Access the Create New Lease, Maintain
Lease, Enter Sales Report, Reconcile
Operating Expense, and Refund Security
Deposits pages.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
25
Navigating in PeopleSoft Real Estate Management
26
Chapter 2
Page Name
Navigation
Usage
Contact Repository
Click the Contact Repositorylink on the
Real Estate Management Center page
Access the Contacts page to manage or
add new contacts.
Manage Payments
Click the Manage Payments link on the
Real Estate Management Center page.
Access the Process Payments, Manage
Transaction Generator, Create Manual
Payables, and Maintain Manual
Payables pages as well as the interface to
Payables.
Manage Billing/AR
Click the Manage Billing/AR link on the
Real Estate Management Center page.
Access Process Invoices, Manage
Transaction Generator, Review Invoices,
Create Manual Receivables, Maintain
Manual Receivables, and Review
Outstanding Receivables pages.
Manage Accounting
Click the Manage Accounting link on the Access Allocation, Accounting Rules,
Real Estate Management Center page.
and Straightline Accounting pages.
Reports
Click the Reports link on the Real Estate
Management Center page.
Lease Administration Setup
Click theLease Administration Setup link Access all the setup pages necessary
on the Real Estate Management Center
for PeopleSoft Lease Administration
page.
across the applications: Transaction
Routing Codes, Amendment Types,
LA Business Unit Definition, Clause
Types, Economic Index, Lease Options,
Lease Abstract, Critical Dates Templates,
Customer Setup, Lease Administration
Roles, Lease Types, Supplier Setup,
Manual Fee Types, Market Rate Index,
Miscellaneous Rent Types, Region
Codes, Role Types, Sales Categories,
Security Deposit Types, Operating
Expense Categories, and Schedule pages.
Asset Repository
Click the Asset Repository link on the
Real Estate Management Center page.
Access the Add/Maintain Property,
Space Utilization, Property Tax, CAFM
Property Integration, CAFM Department
Integration and CAFM Employee
Integration pages.
Site Repository
Click the Site Repository link on the
Real Estate Management Center page.
Access the Create Site and Manage Sites
pages.
Access the Lease Abstract, Critical
Dates, Property/Asset Inquiry, Pending
Lease Payables, Pending Lease
Receivable, Reported Sales, Minimum
Lease Obligation, Lease Abstract
Worksheet pages, Rent Variance and
Leased Property reports.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Chapter 2
Navigating in PeopleSoft Real Estate Management
Page Name
Navigation
Usage
Site Acquisition Request
Click the Site Acquisition Request link
on the Real Estate Management Center
page.
Access the Site Acquisition Request,
Manage SAR Approval pages and
critical dates pages.
Site Acquisition Setup
Click the Site Acquisition Setup link
on the Real Estate Management Center
page.
Access all the setup pages necessary for
PeopleSoft Site Acquisition including
supplemental data.
Options and Template Setup
Click the Options and Template Setup
link on the Real Estate Management
Center page.
Access the pages necessary to manage
options and critical data templates.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
27
Chapter 3
Understanding PeopleSoft Real Estate
Management Implementation Issues
PeopleSoft Real Estate Management Implementation
To implement PeopleSoft Real Estate Management, you first need to design the business structure of the
system and put that structure in place. You must determine the best way to map your new system to your
organization's business structures, practices, and procedures.
PeopleSoft Real Estate Management provides the ability to acquire sites and the functionality for
management of the leasing life cycle.
Mapping Enterprise Data Flow
You need to determine the flow of data into and out of PeopleSoft Real Estate Management. Mapping
which applications integrate with PeopleSoft Real Estate Management and how to carry out that
integration helps you with setup decisions.
Here are some questions to help with this mapping:
•
What applications which integrate with PeopleSoft Real Estate Management do you want to utilize?
See Understanding Product Integration.
•
Are these applications currently implemented?
If not, when are they scheduled for implementation?
Both PeopleSoft General Ledger and PeopleSoft Asset Management need to be implemented prior
to or at the same time as the implementation of PeopleSoft Real Estate Management. Additionally,
PeopleSoft Payables must be used for processing of transactions to the landlords, and the Transaction
Billing Processor and PeopleSoft Billing must be used for processing transactions to subtenants.
•
What do you want to track in your PeopleSoft Real Estate Management system?
•
Do you want to create projects or assets from acquired sites?
Recognizing Your Business Structure
Implementing PeopleSoft Real Estate Management requires an iterative method of examining your
business processes and investigating the software. When designing your system, take into account your
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
29
Understanding PeopleSoft Real Estate Management Implementation Issues
Chapter 3
policies, procedures, and existing structures. Assess how they can be incorporated into PeopleSoft Real
Estate Management. Ask questions such as:
•
How do you acquire your properties?
•
How do you control lease management?
How does this relate to your legal and financial organizational structure?
Is it centralized or decentralized?
•
To what extent do you want to take advantage of the hierarchical structure afforded by using a
combination of leases and subleases?
•
How do you want to control the security of your system?
Will you want the leases to be automatically approved or will someone in the management
organization have to review and approve the leases?
Which users can create, approve or finalize site acquisition requests.
•
Who is involved in the real estate management processes at your company?
Defining an FTP Server for Document Attachments
PeopleSoft Real Estate Management uses an FTP server to store document attachments. You must
establish an FTP server with adequate disk storage to store your documents. The RE_ATTACHMENTS
URL and RE_ABSTRACT are delivered with PeopleSoft Real Estate Management, but you must update
the data in the URL field so that the path to the appropriate FTP server is specified. To designate the path
to the FTP server, use the URL Maintenance page.
The syntax for this URL is ftp://<username>:<password>@<machinename>.
<username>
Name of the user account under which you want all users to
connect to the FTP server for adding, updating, viewing, and
deleting documents.
<password>
Password associated with the user account under which you
want all users to connect to the FTP server.
<machinename>
The name by which the FTP server is identified on your
network. You may want to create a directory on the server where
your documents are stored. If you create an optional directory,
then include this directory name when citing your path. You
can also store the attachments in the root directory of the FTP
server.
Warning! The user name and password specified here are critical. The system uses these to connect all
users to the FTP attachment server.
30
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Chapter 3
Understanding PeopleSoft Real Estate Management Implementation Issues
Generating Site Acquisition Requests
The following is a high-level overview of the steps involved in generating site acquisition requests:
•
Setup Site Types
Site types enable the user to predefine the types of sites which are to be acquired. Site types can be of
Retail, Commercial, Residential etc.
•
Create attributes for each site type.
•
Create supplemental data for each site type.
•
Create or upload sites under consideration.
•
Enter contact address book information for quick retrieval of contacts.
•
Create a site acquisition request (SAR). Attach sites, contacts, and documents relevant to this
transaction. Generate the Comparison Matrix.
•
Approval to select the finalized list of sites.
•
Approval to select site(s) from the finalized list.
•
(optional) Create an asset, lease or project from the final site(s) selected.
Creating and Administering Leases
The following is a high-level overview of the steps involved in creating and administering a lease:
•
(Optional) Create a lease abstract for a lease.
Before you create a new lease, you must extract the terms and conditions of that lease to be captured
and administered in the system. A lease abstract provides a work template and/or summarization of
those terms and conditions, thus streamlining lease entry.
•
Create a lease in PeopleSoft Real Estate Management.
Each lease you add, whether it is a payables or receivables lease, enables you to define the timetable
of the lease commencement and termination date along with the term of the lease. Each lease can
include one or multiple properties. You also can designate the administrator, portfolio manager and
other operational information such as region.
•
Capture base rent, operating expenses and other financial terms for a lease.
As a lease administrator, you define the base rent and operating expenses for a lease. Operating
expenses can be defined for shared maintenance costs. These costs are for the common area
maintenance of the property such as: landscaping, cleaning, lobby staff, and so on, and these operating
expense categories can be predefined in setup.
Once you have defined theses terms, PeopleSoft Billing can generate an invoice or a payment can be
made through PeopleSoft Payables, depending on the lease type.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
31
Understanding PeopleSoft Real Estate Management Implementation Issues
•
Chapter 3
Define rent escalations for a lease.
You can associate a financial index or assign a periodic stepped increase for escalation of rents in a
lease.
•
Setup periodic billing and payments according to lease terms.
Recurring monthly rent can be setup for periodic billing according to lease terms. The information is
sent to PeopleSoft Billing or PeopleSoft Payables on a periodic basis, simplifying the administration
of that lease.
•
Define percent rent terms.
You can establish leases with variable rent payments based on reported periodic sales. Lower rent
payments can be negotiated in exchange for a portion of sales. As sales reach specified thresholds
(breakpoints) the percentages change, thus altering the final rent amount. You can predefine these
sales categories in setup.
•
Select clause types and clause subtypes to be associated to the lease.
You can predefine clause types and clause subtypes to associate to a lease. Leases can have multiple
clauses defining the terms of conditions of that lease.
•
Define options and critical dates in a lease.
Leases can have many events, options and key milestones dates that may be of significant importance
and might require reminders of actions that need to be taken. The options and critical dates feature
acts as a early warning of when these dates become due so you can take the appropriate action.
Additionally, templates can be setup to expedite entry and enforce consistency in notification rules.
•
Manage notes and contacts.
Enter notes to serve as a contact history of the lease, with optional attachments, if desired. From the
defined Landlord or Tenant in the general information, customer or supplier contact information can
be accessed from the customer or supplier master and referenced on the lease. You can also set up
either internal or external real estate management contacts specific to that lease.
•
Manage lease changes through amendment processing.
Amendment processing enables you to make changes to an active lease while keeping a historical
record of the original lease and any prior amendments to that lease.
See Understanding Leases.
32
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Chapter 4
Integrating with Other Applications
Understanding Product Integration
To fully take advantage PeopleSoft Real Estate Management, you should understand the points of
integration between PeopleSoft Real Estate Management and the other PeopleSoft applications that
you have purchased. Because applications share information, you must plan to work closely with the
implementation teams that install other PeopleSoft applications to ensure that the PeopleSoft applications
provide the full functionality and efficiency that your company requires.
PeopleSoft Real Estate Management is designed to fully integrate with PeopleSoft Asset Management
(through the Asset Repository Manager), Payables, Billing (through the Transaction Billing Processor),
and General Ledger. PeopleSoft Real Estate Management does not require the installation of some of
these products; however, you cannot take advantage of asset management, real estate management, and
financial processing functionality unless you have installed the corresponding PeopleSoft applications.
PeopleSoft Real Estate Management also integrates with third-party Computer Aided Facilities
Management (CAFM) applications through the centralized asset repository in PeopleSoft Asset
Management and enables you to manage the facilities maintenance and moves using PeopleSoft
Maintenance Management also through the centralized asset repository in PeopleSoft Asset Management.
See "Understanding How to Integrate with Real Estate Management (PeopleSoft FSCM 9.2: Asset
Lifecycle Management Fundamentals)".
Integrating with PeopleSoft General Ledger
As with all financial applications, PeopleSoft General Ledger provides the foundation for how
information is processed financially. As a result, you must define the general ledger ChartFields and
other standard PeopleSoft General Ledger setup, such as general ledger business units, for reference in
PeopleSoft Real Estate Management. Additionally, because organizations are required to account for lease
obligations based on compliance standards, PeopleSoft Real Estate Management provides straightline
accounting that integrates directly with PeopleSoft General Ledger to facilitate entries for compliance.
You can set up straightline accounting defaults when you create your real estate business units or it can
be performed manually when you create a lease. After the straightline amounts are calculated and staged,
the system assigns predefined general ledger ChartFields, such as account and department, to the accrual,
deferral, and adjustment amounts. After the adjustments are complete, you can apply the accrual or
deferral into the general ledger.
See "Understanding Journal Generator (PeopleSoft FSCM 9.2: Application Fundamentals)".
Related Links
Understanding Straightline Accounting
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
33
Integrating with Other Applications
Chapter 4
Integrating with PeopleSoft Asset Management
The integration between PeopleSoft Asset Management and PeopleSoft Real Estate Management is
through the centralized asset repository in PeopleSoft Asset Management. The asset repository enables
you to set up properties manually or through the CAFM integration. These properties are generated into
the repository in a controlled manner: through the capitalization processes between PeopleSoft Project
Costing and PeopleSoft Asset Management, through the asset manager's entry as a new acquisition, or
through the third-party CAFM integration.
The property data in the asset repository enables PeopleSoft Real Estate Management to create and
manage a lease between a landlord and a tenant by pulling the property asset data within the centralized
asset repository. The asset repository store property data in this hierarchical order: site, building, floor,
area, and space. For example, when you create a lease is for a building, the floor, area, and space are
unavailable for another lease after that lease is activated. The same is true when a floor of the building is
leased, the areas and spaces in that floor are unavailable. The only exception to this is when a sublease to
the parent lease is created. Additionally, you cannot select properties that are designated as owned in the
repository on payables leases. This minimizes chances of error as well as simplifies lists of properties for
selection. However, you can select owned properties and subleases on receivables leases.
Other data stored in the asset repository includes: location of the property assets, measurement of site,
building, floor, area or space, location of assets, and the department or employee assignments as well as
property tax information on sites. This data is used for tracking and statistical reporting.
During the finalization of sites, users have the option of creating an asset in Asset Management. Any data
that can be transferred from the Site record (in the site repository), or from the SAR will be copied to the
asset definition.
See "Understanding General Ledger Standard Budgets (PeopleSoft FSCM 9.2: General Ledger)",
"Understanding How PeopleSoft Asset Management Integrates with Other Applications (PeopleSoft
FSCM 9.2: Asset Lifecycle Management Fundamentals)".
Related Links
"Adding and Maintaining Asset Information (PeopleSoft FSCM 9.2: Asset Management)"
Integrating with PeopleSoft Contracts
PeopleSoft Real Estate Management uses the Transaction Billing Processor to integrate with PeopleSoft
Contracts to automatically generate invoices in PeopleSoft Billing for rents, operating expenses and
specific maintenance fees on a predefined lead-time. The Transaction Billing Processor interface sends
invoice requests from PeopleSoft Real Estate Management to PeopleSoft Billing with the appropriate
customer, tax, and accounting information in the right structure to display in the right grouping and format
on the invoice.
See "Understanding Integration Messages for Transaction Billing (PeopleSoft FSCM 9.2: Contracts)".
34
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Chapter 4
Integrating with Other Applications
Integrating with PeopleSoft Payables
Recurring rent, security deposits, operating expense reconciliations, percent rent sales reports, and manual
fees are sent from PeopleSoft Real Estate Management to PeopleSoft Payables for payment. PeopleSoft
Payables then generates vouchers for the payments and sends information regarding the payments back
to PeopleSoft Real Estate Management. To make this integration seamless, you must establish PeopleSoft
Payables setup information such as payables business units, withholding tax codes, and suppliers in the
Supplier Information component (VNDR_ID) for use in PeopleSoft Real Estate Management setup and
lease creation.
See "Understanding the PeopleSoft Payables Payment Interface (PeopleSoft FSCM 9.2: Payables)".
Integrating with PeopleSoft Billing
In PeopleSoft Real Estate Management, a tenant is also known as a customer. You must set up customers
in the Customer Information component (CUSTOMER_GENERAL) before they can be attached to a
lease and billed for their leases.
Recurring rent, security deposits, operating expense audits, percent rent sales reports, and manual fees
are sent from PeopleSoft Real Estate Management to PeopleSoft Billing through the Transaction Billing
Processor. PeopleSoft Billing then generates invoices for these payments and provides information
regarding the invoices to PeopleSoft Real Estate Management. Similar to the PeopleSoft Payables
integration, PeopleSoft Billing setup information such as billing business units, bill type, bill by, and tax
codes must be established for use in PeopleSoft Real Estate Management setup.
Note: A Bill Cycle of ON-DEMAND needs to be setup in PeopleSoft Billing prior to activating a
receivables lease.
See "Understanding the Billing Interface Data Structure (PeopleSoft FSCM 9.2: Billing)".
Integrating with PeopleSoft Asset Lifecycle Management Portal
Pack
The PeopleSoft ALM portal pack provides a series of pagelets that reside on the portal and reference
summarized data from PeopleSoft Real Estate Management, the asset repository, and other financial
applications for visibility to pertinent property and lease information.
See "Setting Up PeopleSoft Real Estate Management for the PeopleSoft ALM Portal Pack (PeopleSoft
FSCM 9.2: Financials, ESA, ALM, and SCM Portal Packs)".
Integrating with PeopleSoft Project Costing
During finalization users have the option of creating a project with basic information in Project Costing.
Any data that can be transferred from the Site record (in the site repository), or from the SAR will be
copied over to the project.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
35
Chapter 5
Establishing Real Estate Management
Business Units and Accounting Rules
Understanding PeopleSoft Real Estate Management Business
Units
To define PeopleSoft Real Estate Management business units, use the LA Business Unit Definition
component (RE_BUS_UNIT).
PeopleSoft Real Estate Management defines a business unit as an operational subset of your organization
that enables you to plan your operations around the way that you work. You can use a business unit to
define regional or departmental units in an organization.
Before you begin the day-to-day operation of your PeopleSoft Real Estate Management system, you
must create a real estate management business unit which is the backbone of your PeopleSoft Real Estate
Management system. You associate each lease to a real estate management business unit, and the system
populates many lease attributes by default from the values that you define for that business unit.
As you plan the optimal structure for your PeopleSoft Real Estate Management system, keep in mind
its position in Oracle's PeopleSoft suite of applications. A real estate management business unit reads
property data from the asset repository based on the asset management business unit and supplies
payment data to PeopleSoft Payables based on the payables business unit, invoice data through the
Transaction Billing Processor to PeopleSoft Billing based on the contracts business unit, and accounting
information to the general ledger based on the general ledger business unit. Therefore, you must establish
business units for PeopleSoft Asset Management, Payables, Contracts, and General Ledger before you
establish real estate management business units.
After you establish business units for the other PeopleSoft applications, PeopleSoft Real Estate
Management can map to the applications. Be careful when selecting the appropriate business units.
Make sure that all of the mappings make sense within the suite and that the other products map to the
same business units in their respective setup components. For example, assume that you establish a real
estate management business unit of US001 and map it to a general ledger business unit of US001 for
straightline accounting entries. Most likely the payables business unit and billing business unit match the
same general ledger business unit of US001 because PeopleSoft Payables and PeopleSoft Billing also
post accounting entries to PeopleSoft General Ledger for lease commitments in the Lease Administration
feature.
PeopleTools: PeopleSoft Applications User's Guide
See "Understanding Asset Management Business and Cash Generating Units (PeopleSoft FSCM 9.2:
Asset Lifecycle Management Fundamentals)".
See "Defining General Ledger Business Units (PeopleSoft FSCM 9.2: General Ledger)".
See "Understanding PeopleSoft Payables Business Units (PeopleSoft FSCM 9.2: Payables)".
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
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Establishing Real Estate Management Business Units and Accounting Rules
Chapter 5
Understanding PeopleSoft Real Estate Management Accounting
Rules
To define PeopleSoft Real Estate Management accounting rules, use the LA Accounting Rules Definition
component (CA_ACCT_RULES).
Accounting rules for PeopleSoft Real Estate Management are essential for providing lease transactions
with appropriate accounting entries sent to PeopleSoft Payables, Billing, and General Ledger. PeopleSoft
Payables and Billing provide the offsetting entries to the expense or revenue accounting passed over.
You must specify default accounting rules for each transaction destination with an option of providing
defaults for each transaction group. You can further define accounting for specific transaction codes
within a transaction group that requires its own set of accounting rules. For example, you can set up a
standard accounting rule for the transaction group of operating expenses with a transaction destination of
PeopleSoft Payables.
When operating expense transactions are generated and are sent to PeopleSoft Payables the defined
standard accounting rule for those transactions are applied and sent as well. If a specific operating
expense such as janitorial services has a unique account requirement, you can set up an accounting rule
for the transaction destination of PeopleSoft Payables, transaction group of operating expenses, and a
transaction routing code for janitorial services with the accounting specific to janitorial services.
Three sets of debit/credit pairs are defined in the lease administration accounting rules for PeopleSoft
Real Estate Management:
•
Transactions sent to the PeopleSoft Billing (BI) destination contain accounting rules that credit the
revenue.
The offset of Accounts Receivable is determined in PeopleSoft Billing setup.
•
Transactions sent to the PeopleSoft Payables (AP) destination contain the debit to expenses.
The offset of Payable is determined in PeopleSoft Payables setup.
•
Transactions sent to the PeopleSoft General Ledger (GL) destination contain both the debit and
credit accounts as these are the straightline accounting entries generated from PeopleSoft Real Estate
Management.
The following table shows the valid and invalid combinations that can exist in the accounting rules
for PeopleSoft Real Estate Management. Edit checking is added to the Accounting Rules for Lease
Administration page to ensure that only valid combinations are saved:
38
Transaction Destination
Transaction Group
Valid Combination?
AP
Base Rent
Yes
BI
Base Rent
Yes
GL
Base Rent
No
AP
Security Deposit
Yes
BI
Security Deposit
Yes
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Chapter 5
Establishing Real Estate Management Business Units and Accounting Rules
Transaction Destination
Transaction Group
Valid Combination?
GL
Security Deposit
No
AP
Straightline Accounting
No
BI
Straightline Accounting
No
GL
Straightline Accounting
Yes
AP
Operating Expense
Yes
BI
Operating Expense
Yes
GL
Operating Expense
No
AP
Percent Rent
Yes
BI
Percent Rent
Yes
GL
Percent Rent
No
AP
Miscellaneous Rent
Yes
BI
Miscellaneous Rent
Yes
GL
Miscellaneous Rent
No
AP
Manual Fee
Yes
BI
Manual Fee
Yes
GL
Manual Fee
No
Creating Real Estate Management Business Units
After you determine how many business units that you use and how to organize them, you must define
PeopleSoft Real Estate Management-specific business unit definitions. A business unit definition
specifies the transaction processing defaults and configuration options associated with the business unit.
Two pages are used to define real estate management business units:
•
The Business Unit Definition General page.
•
The Business Unit Definition Transaction Settings page.
This section lists prerequisites and discusses how to:
•
Define real estate management business units.
•
Define real estate management business unit transaction settings.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
39
Establishing Real Estate Management Business Units and Accounting Rules
Chapter 5
Pages Used to Establish Real Estate Management Business Units
Page Name
Definition Name
Navigation
Usage
Lease Administration
Business Unit Definition General
RE_BU_CFG1
Set Up Financials/Supply
Chain, Business Unit Related,
Real Estate Management,
LA Business Unit Definition,
General
Create or update a Lease
Administration business
unit definition. This page
enables you to set various
configuration options, such
as the mappings to other
business units, the autostraightline option, the general
limits and measures, and lease
expiration notifications.
Lease Administration
Business Unit Definition Transaction Settings
RE_BU_CFG2
Set Up Financials/Supply
Chain, Business Unit Related,
Real Estate Management,
LA Business Unit Definition,
Transaction Settings
Define transaction processing
options, such as processing
lead time and default
transaction routing codes.
Prerequisites
You must establish at least one assets, billing, contract, payables, and general ledger business unit in each
of those respective applications to map to the Real Estate Management business unit when it is created.
You must also set up a PeopleSoft calendar to define the term calendar ID and percent rent calendar ID to
define the proration method.
Lease Administration Business Unit Definition - General Page
Use the Lease Administration Business Unit Definition - General page (RE_BU_CFG1) to create or
update a Lease Administration business unit definition.
This page enables you to set various configuration options, such as the mappings to other business units,
the auto-straightline option, the general limits and measures, and lease expiration notifications.
40
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Chapter 5
Establishing Real Estate Management Business Units and Accounting Rules
Navigation
Set Up Financials/Supply Chain, Business Unit Related, Real Estate Management, LA Business Unit
Definition, General
Image: Lease Administration Business Unit Definition - General page
This example illustrates the fields and controls on the Lease Administration Business Unit Definition General page. You can find definitions for the fields and controls later on this page.
Business Unit
When you add a business unit, you must provide a description
and specify a value in the Default SetID field.
Business Units
General Ledger
Select a general ledger business unit. This general ledger
business unit defines the accounting processing for the
associated real estate management business unit for straightline
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41
Establishing Real Estate Management Business Units and Accounting Rules
Chapter 5
accounting entries. All leases with straightline accounting
entries created for this real estate management business unit post
to the general ledger business unit specified here.
Note: Transactions generated through the PeopleSoft Payables
and PeopleSoft Billing interfaces are posted through those
respective applications.
Asset Management
Select an asset management business unit. Properties are
considered assets and are contained within the master asset
repository. The asset management business unit (AMBU)
defines the property asset information associated with this real
estate management business unit.
All leases created use the PeopleSoft Asset Management
property information to manage the life cycle of the lease for
the property specified on the lease from the AMBU. Because
PeopleSoft Asset Management might post accounting entries to
the general ledger for its own purposes (such as capitalization),
properties selected on leases under this real estate management
business unit are restricted to only the property assets under the
business unit mapped here.
Accounts Payable
Select a payables business unit. All payments made for leases
under a real estate management business unit are sent to
Payables for processing using this business unit.
Contracts
Select a contracts business unit. When creating a lease in the
real estate management business unit, a contract header and line
is also created in the contracts business unit. This initiates the
transaction billing processor within the contracts business unit
to determine the routing of the rent to be billed.
Journal Template
General Ledger
Select the general ledger template to be associated with the real
estate management business unit. Accounting entries created
for this real estate management business unit use this general
ledger accounting template to generate the journal in PeopleSoft
General Ledger.
Auto Straightline
PeopleSoft Real Estate Management provides the ability to support the accounting and reporting for
operating leases by allowing you to enable or disable the straightline processing at the business unit level.
For example, let's say that a tenant agrees to rent a space from the landlord. Under FASB-13 Operating
Lease provisions, if the rent amount or recurring expense amount for the rented space is not evenly
termed across periods, or free rent (zero rent) is applicable for certain periods, those amounts must be
reported in the PeopleSoft General Ledger on a straightline basis (an even distribution).
See Understanding Straightline Accounting.
42
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Chapter 5
Establishing Real Estate Management Business Units and Accounting Rules
Rent & Miscellaneous Rent
Select to enable base rent and miscellaneous rent transactions
to use the straightline accounting process by default for this real
estate management business unit. This mechanism assists with
lease entry. When a new lease or recurring rent term is added,
the straightline check box is automatically selected or cleared
based on the setting defined here. You can deselect the check
box on the lease from the default value defined on the business
unit to enable or disable straightline processing on specific
financial terms on a specific lease.
Operating Expenses
Select to enable operating expense transactions to automatically
perform straightline accounting processing for this real estate
management business unit. When a new lease or an operating
expense is added, the straightline check box is selected or
cleared by default based on the setting defined here. You can
deselect the check box on the lease from the default value
defined on the business unit to enable or disable straightline
processing on specific financial terms on a specific lease.
Limits and Measures
Unit of Measure
Select the default unit of measure for referencing the space
measurement of a property in a lease for this real estate
management business unit. Values are: Square Feet and Square
Meters .
Base Currency
Select the default base currency for this real estate management
business unit. Lease transactions created in this real estate
management business unit automatically inherit this base
currency, although you can override the base currency on the
lease.
The currency specified on the lease is the currency used for
invoicing or payment by PeopleSoft Billing and PeopleSoft
Payables, respectively.
Percent Rent Calendar ID
Select the detail calendar ID. Percent rent sales reporting uses a
specific calendar with distinct periods and start and end dates.
The detail calendar that you select provides the system with the
appropriate information to understand the frequency with which
you report or receive sales reports. In addition, this calendar
structure enables the system to search for and determine when
sales reports are missing, as well as to prevent duplicate sales
reports for the same period.
See "Defining Detail Calendars (PeopleSoft FSCM 9.2:
Application Fundamentals)".
Rate Type
Select the currency exchange rate type to be used when the
system must perform currency translations for this business unit.
Note: The most commonly used rate type is CRRNT (current).
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Establishing Real Estate Management Business Units and Accounting Rules
Chapter 5
Percent Rent
Define the percentage tolerances for a sales category amount
for this real estate management business unit. This value is used
for visual purposes on the sales report only. If a sales report
category amount has changed significantly over the previous
month, the system displays a warning message on the sales
reporting entry worksheet to indicate that it has exceeded the
tolerance.
Operating Expenses
Define the percentage tolerance for operating expense amounts
for this real estate management business unit. This value is
used for visual purposes on the operating expense audit page
only. If an operating expense category amount has changed
significantly over the previous year, the system displays an
icon on the operating expense audit/reconciliation worksheet to
indicate that it has exceeded the tolerance.
Proration Method
Defines the rule that the system uses to determine how much
to apportion to the recurring rent based on the term calendar
and the proration method that you define on the lease. The
term calendar determines the start and end date of the billing
period. If the term start date does not correspond with the
calendar period start date, the payment for the first period will
be for the prorated period. For example, if you use the normal
monthly calendar, January to December, and base rent starts
on 01/12/2005, then the first payment must be for the prorated
amount for the time frame 01/12/2005 to 01/31/2005. The
system also performs proration when the term end date does not
correspond to the calendar period end date.
The selection drives the default while setting up the recurring
terms on the lease. You can override the default. Available
methods for proration are:
360 Days: Select to prorate on monthly frequencies, where each
month has only 30 days.
365 Days: Select to prorate according to a standard 365 day
Gregorian calendar using each of the 12 months as the start
and end dates (31 days in January, 28 or 29 days in February,
31 days in March, and so on). This method supports weekly,
monthly, quarterly, and annual frequencies.
No Proration: Select if you do not want the proration method
for the rent provided by default. You can define the proration
method at the lease level.
Lease Calendar
44
Define the lease calendar, which the system populates on all
financial terms of the lease by default for this business unit.
The lease calendar determines the start and end date of billing
periods for recurring financial terms. You must select a calendar
with a 12 period monthly allocation type.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Chapter 5
Establishing Real Estate Management Business Units and Accounting Rules
See "Setting Up Calendar Builder (PeopleSoft FSCM 9.2:
Application Fundamentals)".
Lease Expiration Notification
The Transaction Generator Application Engine (RE_GENTRANS) includes a process that automates
lease expiration. The automated lease expiry process sets the status of any active lease to expired
when the lease end date precedes the execution date of the transaction generator. The Lease Expiration
Notification option determines how the automated lease expiry process treats leases attached to the
current business unit.
Notify Only
Select to have the lease expiry process send an email
notification when a lease is due to expire. The status of the
lease is not changed. The notification email is sent to the Lease
Administrator and Portfolio Manager named on the lease.
Update Only
Select to automatically set the status of a lease to Expired when
the lease end date has passed. No notifications are issued,
however, a system generated note is added to the lease to record
the expiration.
Notify and Update
Select this option to automatically set the status of a lease to
Expired when the lease end date has passed. A notification email
is sent to the Lease Administrator and Portfolio Manager named
on the lease. In addition, a system-generated note is added to the
lease to record the expiration.
See Define Option Notifications Page.
Automated Workflow
Lease Transactions
Select this check box to enable workflow for lease transactions
based on events setup on the workflow configuration. Tasklists
will be created for the Lease Administrator or Portfolio manager
based on the role which would enable them to review the lease.
Critical Dates
Select this checkbox to enable workflow for critical dates. The
reviewer of the critical date notification will be directed to the
Lease Abstract worksheet to review the cause of the notification
and take appropriate action based on the upcoming event.
Transaction Queue Monitoring
Select this checkbox to enable workflow for transaction queue
monitoring. A batch process will identify all the transactions
in the queue which are beyond a threshold setup in BU level
and send notifications to the Lease Administrator or Portfolio
Manager about the pending approval.
TQM Outstanding Days
If Transaction Queue Monitoring is enabled, the outstanding
days has to be entered.
Sales Amount Monitoring
Select this checkbox to enable workflow to create tasklists if
the sales billing amount exceeds tolerance. The approver will be
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45
Establishing Real Estate Management Business Units and Accounting Rules
Chapter 5
directed to an approval page from the tasklist. The transactions
will only be sent to the Transaction Queue after approval.
Operating Expense Monitoring
Select this checkbox to enable workflow to create tasklists if
the operating expense for a category exceeds tolerance. The
approver should be directed to an approval page from the
tasklist. The transactions should be sent to the Transaction
Queue only after approval.
Lease Administration Business Unit - Transaction Settings Page
Use the Lease Administration Business Unit Definition - Transaction Settings page (RE_BU_CFG2) to
define transaction processing options, such as processing lead time and default transaction routing codes.
46
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Chapter 5
Establishing Real Estate Management Business Units and Accounting Rules
Navigation
Set Up Financials/Supply Chain, Business Unit Related, Real Estate Management, LA Business Unit
Definition, Transaction Settings
Image: Lease Administration Business Unit Definition - Transaction Settings page
This example illustrates the fields and controls on the Lease Administration Business Unit Definition Transaction Settings page. You can find definitions for the fields and controls later on this page.
Billing Options
Lead Time (Days)
Specify the billing default transaction lead time for
automatically generated transactions for this real estate
management business unit. The date specified determines
the number of days before the billing date that you want the
automatically generate process to occur. If the invoice due
date is the end of the month and it takes your organization
approximately 10 days to process the invoice, then set the lead
time to 10. This setting is used to compensate for processing
times needed for invoices to reach the tenant before the due
date. Then, on each lease, the Transaction Generator picks up
any recurring transactions based on the lease due date, less the
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
47
Establishing Real Estate Management Business Units and Accounting Rules
Chapter 5
lead time established here. Each recurring rent page includes
an Anticipated Process Date field, which takes this setting into
account.
Auto Approve
Select to automatically approve transactions in the transaction
queue. The system sets the transactions to Pending status if
nothing is selected. You need to approve each transaction before
the transactions can be processed.
Billing Options - Straightline Accounting Routing Codes
Accrual
Enter the transaction routing code for the system to use as a
default for straightline accruals in this real estate management
business unit. The routing code for accruals determines the
processing for receivables lease transactions in the general
ledger.
Deferral
Enter the transaction routing code for the system to use as a
default for straightline deferrals in this real estate management
business unit. The routing code for deferrals determines the
processing of receivables lease transactions in the general
ledger.
Adjustment
Enter the transaction routing code for the system to use
as a default for straightline adjustments in this real estate
management business unit. The routing code for adjustments
determines the processing of receivables lease transactions in
the general ledger.
Accounts Payable Options
48
Lead Time (Days)
Specify the payables default transaction lead time for autogenerated transactions for this real estate management business
unit. The date specified determines the number of days prior
to the due date that you want the auto-generate process to
occur. If the due date is the end of the month and it takes
your organization approximately 10 days to process (from
vouchering to mailing), then set the lead time to 10. This
setting is used to compensate for processing times needed to
ensure that a payment reaches the landlord by the due date.
Then, on each lease, the Transaction Generator picks up any
recurring transactions based on the lease due date, less the lead
time established here. Each recurring rent page includes an
Anticipated Process Datefield, which takes this setting into
account.
Auto Approve
Select to automatically approve transactions in the transaction
queue. The system sets the transactions to Pending status if
nothing is selected. You need to approve each transaction before
the transactions can be processed.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Chapter 5
Establishing Real Estate Management Business Units and Accounting Rules
Accounts Payable Options - Straightline Accounting Routing Codes
Accrual
Enter the transaction routing code for the system to use as a
default for straightline accruals in this real estate management
business unit. The routing code for accruals determines the
processing for payables lease transactions in the general ledger.
Deferral
Enter the transaction routing code for the system to use as a
default for straightline deferrals in this real estate management
business unit. The routing code for deferrals determines the
processing of payables lease transactions in the general ledger.
Adjustment
Enter the transaction routing code for the system to use
as a default for straightline adjustments in this real estate
management business unit. The routing code for adjustments
determines the processing of payables lease transactions in the
general ledger.
Item Routing Codes
Base Rent
Select the routing code for base rent transactions for this real
estate management business unit. All rent transactions generated
for this real estate management business unit use this routing
code to generate entries that are interfaced into the general
ledger.
See Understanding Transaction Routing Codes.
Security Deposit
Issue
Enter the routing code to be used for standard security deposit
transactions.
Deduction
Select the routing code for security deposit deductions. Security
deposit deduction transactions that you create use this default
to generate entries that are interfaced into the general ledger.
Deductions are used only in the security deposit refund process.
Any deductions for damages also use this code.
Interest
Select the routing code for security deposit interest. Security
deposit transactions that you create use this routing code to
generate entries that are interfaced into the general ledger.
Interest is used only in the security deposit refund process. Any
interest earned on security deposits held use this code.
Refund
Select the routing code for security deposit refunds. Security
deposit refund transactions that you create use this default to
determine processing in the general ledger. Refund is used only
in the security deposit refund process to reverse the initial issue
amount.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
49
Establishing Real Estate Management Business Units and Accounting Rules
Chapter 5
Group Routing Codes
The Real Estate Management application uses transaction groups to link certain classes of transaction.
The transaction groups—Operating Expense, Percentage Rent, Manual Fees and Miscellaneous Rent are
collections of transaction categories. The Group Routing Codes field enables you to define the default
routing code for each transaction group if you elect not to specify a routing code at the transaction
category level. For example, let's say that you have defined an Operating Expense category called
Garbage Removal and you choose not to provide a specific routing code for Garbage Removal. When
an Operating Expense transaction is generated for Garbage Removal, the transaction generator attempts
to locate the category's routing code. Since the routing code is not specified at the category level, the
transaction generator looks for a routing code specified at the transaction group level, and the system
picks up the default routing code for Operating Expenses.
Note: Transaction Group default routing codes are all required fields. A transaction cannot be processed
unless a routing code exists and the transaction group is the top level of the defaulting chain.
Operating Expense
Select the default routing code for all operating expenses. The
system provides this routing code by default when a specific
routing code is not defined for an operating expense.
Percent Rent
Select the default routing code for all percent rent transactions.
The system provides this routing code by default when a
specific percent rent routing code is not defined for percent rent
transactions.
Miscellaneous Rent
Select the default routing code for all miscellaneous rent. The
system provides this routing code by default when a specific
routing code is not defined for miscellaneous rent transactions.
Manual Fees
Select the default routing code for all manual fees. The system
provides this routing code by default when a specific routing
code is not defined for manual fee transactions.
Billing Defaults
Bill Type
Select a default bill type for leases created under this real estate
management business unit. The bill type represents a category
of activity being billed.
This is prompted from Billing Setup. This is not a required field
in RE BU setup. If this is left blank, this will be defaulted from
the Contracts BU setup. If this is null for that BU in Contracts
also this will raise an error on Lease Activation.
Bill Source
Select the default billing source. The billing source is used
to identify where the billing activity came from and to then
associate default billing information with that billing activity.
This is prompted from Billing Setup. This is not a required field
in RE BU setup. If this is left blank, this will be defaulted from
the Contracts BU setup. If this is null for that BU in Contracts
also this will raise an error on Lease Activation.
50
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Chapter 5
Establishing Real Estate Management Business Units and Accounting Rules
Bill By
Select a default bill by for leases created under this real estate
management business unit. The Bill By field enables you to
group bill lines on invoices.
This is prompted from Billing Setup. This is not a required field
in RE BU setup. This can be blank in the Contracts side also.
Lease Administration Business Unit Definition - Options and Critical Dates
Page
Access the Lease Administration Business Unit Definition - Options and Critical Dates page (Set Up
Financials/Supply Chain, Business Unit Related, Real Estate Management, LA Business Unit Definition,
Options and Critical Dates)
Image: Lease Administration Business Unit Definition - Options and Critical Dates page
This example illustrates the fields and controls on the Lease Administration Business Unit Definition Options and Critical Dates page. You can find definitions for the fields and controls later on this page.
The options setup here will be defaulted onto the lease. Users can add additional lease-level critical dates
to the lease that are in addition to the business unit defined defaults.
Establishing Real Estate Management Accounting Rules for Lease
Administration
This section discusses how to define real estate management accounting rules for lease administration.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
51
Establishing Real Estate Management Business Units and Accounting Rules
Chapter 5
Page Used to Establish Accounting Rules
Page Name
Definition Name
Navigation
Usage
Accounting Rules for Lease
Administration
CA_ACCT_RULES
Set Up Financials/Supply
Chain, Business Unit Related,
Real Estate Management, LA
Accounting Rules
Define accounting rules for
transaction destinations and
transaction groups for lease
transactions.
Accounting Rules for Lease Administration Page
Use the Accounting Rules for Lease Administration page (CA_ACCT_RULES) to define accounting
rules for transaction destinations and transaction groups for lease transactions.
Navigation
Set Up Financials/Supply Chain, Business Unit Related, Real Estate Management, LA Accounting Rules
Note: When you add a new accounting rule for a lease administration business unit, you should use the
same general ledger business unit that you selected on the Lease Administration Business Unit Definition
- General page in the General Ledger field for that lease administration business unit.
Image: Accounting Rules for Lease Administration page (partial)
This example illustrates the fields and controls on the Accounting Rules for Lease Administration page
(partial). You can find definitions for the fields and controls later on this page.
When you define the real estate management accounting rules, you must keep in mind that the real
estate business unit can only be mapped to a single general ledger business unit. PeopleSoft Real Estate
Management does not support interunit accounting, therefore, only the accounting rules defined for the
real estate business unit and general ledger business unit combination can be used to generate accounting
entries. For example, the real estate business unit of US001 mapped to general ledger business unit US001
uses only those accounting rules that are defined by this business unit combination. Accounting rules
defined for any other business unit combination cannot be used for processing.
52
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Chapter 5
Establishing Real Estate Management Business Units and Accounting Rules
Transaction Destination
Enter the destination where the transaction is sent. The value
that you enter determines the accounting rules for an expense or
revenue transaction. Values are:
AP (PeopleSoft Payables): If the transaction destination is AP,
then PeopleSoft Payables uses the accounting rule that you
define. When the transaction goes to PeopleSoft Payables,
the accounting rule specifies the expense debit side of the
accounting entry.
BI (PeopleSoft Billing): If the transaction destination is BI, then
PeopleSoft Billing uses the accounting rule that you define.
When the transaction goes to PeopleSoft Billing, the accounting
rule specifies the revenue credit side of the accounting entry that
the transaction needs to offset the PeopleSoft Receivables side
of the entry that they create.
GL (PeopleSoft General Ledger): If the transaction destination
is GL, then PeopleSoft General Ledger uses the accounting
rule that you define. When the transaction goes to PeopleSoft
General Ledger, the accounting rule specifies the expense debit
side of the accounting entry.
Transaction Group
Select the transaction group to define the type of transactions
being sent to create the proper journal entries. Possible values
for this field are Base Rent, Security Deposit, Straightline
Accounting, Operating Expense, Miscellaneous Expense,
Manual Fee and Percent Rent.
Transaction Routing Code
Select the transaction routing code. You can define unique
accounting rules by specifying the transaction routing code for a
specific transaction group.
Copy Account Entries To
Click to copy accounting rules to create a new accounting rule.
Accounting Entries
Use the fields in this group box to define your accounting entries for your lease transactions. By using the
% (wildcard), the system accepts the default entries for that field.
Debit/Credit
Displays whether the accounting entry is a debit or credit.
This field corresponds with the value that you selected in the
Account Type field.
Account Type
Select the account type for this accounting entry.
Account
Enter the account number for the account type.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
53
Chapter 6
Securing Your PeopleSoft Real Estate
Management System
Understanding PeopleSoft Real Estate Management Security
PeopleSoft applications use the capabilities and flexibility of multilevel security to provide a solution to
security issues. PeopleSoft Real Estate Management provides security at the row level, lease approval,
and roles and permission lists.
Security rules enable you to establish which security events can be performed on transactions independent
of any specific user until such time as you apply the rules to a user or users. For example, you can create
one security rule to enable access to payables or receivables leases, lease entry, amendments, and inquiry.
You can create a different security rule that enables only lease entry and maintenance for a particular user
(lease entry clerk). After you define your security rules, you can assign these rules to a specific user ID or
all the users and roles assigned to a permission list.
Note: The content of this section is only a part of what you need to know to secure your system. Other
relevant information is located in the PeopleSoft Application Fundamentals documentation.
Setting Up Basic Security
PeopleSoft applications provide basic access and data security. Access to PeopleSoft applications is
implemented through the use of user IDs, roles, and permission lists. Data security is implemented
through SetIDs. To learn more about access and data security, refer to the relevant section in the
PeopleSoft Application Fundamentals documentation.
In addition to the basic security infrastructure, the PeopleSoft Real Estate Management product provides a
number of extra security features that enable you to limit certain activities to specific job roles. PeopleSoft
Real Estate Management provides two features to help you manage roles and responsibilities: role types
and lease administration roles.
Role Types
Role types enable you to define any number of job roles. These job roles are categorized as either internal
or external roles:
•
An internal role is assigned to users who can sign in to the application enter and update lease
information.
•
An external role is assigned to users who perform a task within the lease administration process.
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Securing Your PeopleSoft Real Estate Management System
Chapter 6
These users do not have sign-in access. An external role can be a service employee, supplier, tenant,
and so on.
The four role type categories are:
•
Internal Administrator: A person who performs day-to-day operational activities associated with
adding, updating, and maintaining lease information.
•
Internal Manager: A person who performs day-to-day operational activities, in addition to general
operational duties, and might be required to approve certain activities such as activating a lease or
approving a transaction.
•
External Contact: A person, such as a service employee, whom you want to track as a contact.
•
Principal Contact: A person or organization that is associated with a lease.
When you define a new role type, you can use any name for that role type. However, you must assign a
category to that role type. For example, the person who performs lease maintenance in your organization
in one region might be known as a lease administrator while another region might refer to this job role as
a contract manager. You can define both role types and designate them as internal administrators.
Lease Administration Roles
Lease administration roles associate application users defined by the base PeopleSoft security architecture
with specific real estate management job roles. After you define your lease administration roles, you can
modify the PeopleSoft Real Estate Management application to limit certain activities based on the role
type category of the user who is signed on.
Automated Workflow Engine Roles
With release 9.1 the users can also define their own roles and define workflows based on the Approval
Workflow Engine. The users need to change the Approval definitions provided to add their own roles
based on their business process These are the list of features supported by AWE:
•
Lease state changes
•
Sales amount monitoring
•
Operating expense monitoring
•
Transaction Queue monitoring
•
Clause monitoring
•
Critical date monitoring
•
Site acquisition request approvals
•
Site acquisition finalization
PeopleSoft Real Estate Management delivers the following predefined roles and associated members for
the Automated Workflow Engine process:
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Chapter 6
Securing Your PeopleSoft Real Estate Management System
Role
Default Member
RE_APPROVER - This role is provided for the Lease
Management Review and Approval Process.
SVP1
SITE_ADMIN - This role is provided for Site Acquisition
approvers.
SVP1
SAR_FINALIST - This role is provided for Site Acquisition
finalists.
CUST
Automated Workflow Engine Process Definitions
PeopleSoft Real Estate Management delivers the following predefined process definitions for the
Automated Workflow Engine process:
Process Name
Process Definition
Roles
Default User
Event
Lease state changes
RE_LEASE_TRANS
RE_APPROVER
SVP1
Route for Review
Sales amount
monitoring
RE_SALES_REPORT
RE_APPROVER
SVP1
Route for Approval
Audit expense
monitoring
RE_AUDIT_OPEX
RE_APPROVER
SVP1
Route for Approval
Transaction queue
monitoring
RE_TRAN_QUEUE
RE_APPROVER
SVP1
Route for Review
Lease clause
monitoring
RE_CLAUSE_COMP
RE_APPROVER
SVP1
Route for Review
Critical date monitoring RE_CRDT_NOTIFY
RE_APPROVER
SVP1
Route for Review
SAR approval
RE_SAR_DETAIL
SITE_ADMIN
SVP1
Route for Approval
Finalist sites
RE_SAR_FINALIZE
SAR_FINALIST
CUST
Route for Approval
Setting Up Roles and Permission Lists
PeopleSoft applications enable you to control user access on a feature-by-feature basis, using the roles
and permission lists. This list shows the basic structure of access security:
•
System users can be assigned one or more roles.
•
A role can be allocated to one or more permission lists.
•
A permission list identifies the features accessible to the role.
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Securing Your PeopleSoft Real Estate Management System
Chapter 6
Note: A more detailed explanation of roles and permission lists can be found in the PeopleSoft
Application Fundamentals documentation.
PeopleSoft Real Estate Management delivers the following predefined roles:
•
RE_ADMIN - Real Estate Administrator
This role enables users to perform the general day-to-day operations involved in creating, updating,
and administering leases. This also includes the management and processing of all lease-based
financial transactions.
•
RE_SUPER - Real Estate Super User
This role is designed to be used by a super user for setting up and configuring the PeopleSoft Real
Estate Management application. The super user also has access to all of the permissions available to
the role of RE_ADMIN.
PeopleSoft Real Estate Management delivers the following predefined permission lists:
•
EPRE1000 - Real Estate Configuration
Provides access to all of the Real Estate Setup components.
•
EPRE2000 - Lease Administration
Provides access to all operational lease administration features.
•
EPRE3000 - Real Estate Portal Administration
Provides access to administering the PeopleSoft Real Estate Management portal pagelets.
•
EPRE3500 - Real Estate Portal User
Provides views to the PeopleSoft Real Estate Management portal pagelets.
Permission List/Roles
RE_SUPER
RE_ADMIN
EPRE1000 - Real Estate Configuration
Yes
No
EPRE2000 - Lease Administration
Yes
Yes
EPRE3000 - Real Estate Portal
Administration
Yes
No
EPRE3500 - Real Estate Portal User
Yes
Yes
Setting Up Row-Level Security
To establish security within PeopleSoft Real Estate Management, you must decide which level of security
to establish throughout your system, which key fields to secure, and whether security is handled through
user IDs or roles. You can implement security to restrict individual users or roles to specific rows of data
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Chapter 6
Securing Your PeopleSoft Real Estate Management System
that are controlled by such key fields as SetIDs or business units. You can also limit users to access only a
specific subset of rows.
Setting Up Real Estate Management Security
When a user approves the lease, the financial processing of that lease, such as billing and payments
processing, begins. Consequently, you can limit the list of users who can activate a lease. These are the
three key elements to setting up Lease Administration security features:
•
Role Types: Specify the different types of job role used by your organization.
A role type represents a job role. The Lease Administration feature uses job roles to associate specific
details with leases and, in some cases, determine which roles may perform certain operations.
•
Lease Administration Roles: Specify the internal job roles you use and associate the roles with
specific system users.
The lease administration role associates system users with the various job roles that are associated
with adding, updating, and maintaining leases.
•
Lease Activation Policy: Specifies how and by whom a lease can be activated.
When you create a new lease, financial processing such as billing and payments processing does not
begin until the lease is activated. To protect the integrity of your financial processes, the PeopleSoft
Real Estate Management application enables you to prevent a lease from being activated until a
manager approves it. This approval step is controlled by the automatic lease approval option on the
Installation Options - Lease Administration page. When you disable the automatic lease approval
option, only users who are assigned the Lease Administration role based on the Internal Manager role
type category can activate a lease. If automatic lease approval is enabled, any lease administration role
can activate a lease.
Note: This application is delivered with the automatic lease approval feature enabled.
The Automated Workflow Engine can be configured for the following:
•
Sales Amount Approval: Using AWE, users can setup their own roles and set of users who are
authorized to approve sales amounts that have surpassed the tolerance limit setup at the business unit
level.
•
Operating Expense Approval: Using AWE, users can setup their own roles and set of users who are
authorized to approve operating expense amounts that have surpassed the tolerance limit setup at the
business unit level.
•
TQM Monitoring: Transaction Queue approvals can be used to notify specific user roles setup in the
AWE configuration.
•
Clauses Monitoring: Lease clauses can be monitored for compliance based on specified user roles
setup in the AWE configuration.
•
Critical Dates Monitoring: Critical date notifications can be sent to user defined roles setup in the
AWE configuration.
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Chapter 6
•
SAR Approval Policy: SAR approvers can be defined as user roles and setup in the AWE approval
definitions.
•
SAR Finalization Policy: User roles, who can finalize the SAR, can be setup in the AWE
configuration.
See Understanding Role Types.
See Understanding Lease Administration Roles.
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Chapter 7
Setting Up Property Site Acquisition
Understanding Property Site Acquisition Setup
Supplemental data is valuable when you want to capture information about a subset of object instances
with fields that are relevant only to these particular object instances. Objects include records, pages, and
components, which you must configure specifically to accept supplemental data. Supplemental data may
be in a field that is embedded in the page or appears on a secondary page. Oracle defines and registers
both the supplemental data store records associated with a base record and the components to be used
for supplemental data. Be aware that adding any additional objects is regarded as a customization and
requires familiarity with PeopleTools.
When you set up supplemental data, you define records and fields and map them to a data storage record.
These definitions are not stored in the PeopleTools metadata tables but in the metadata tables for the
supplemental data. You define supplemental data page elements to appear on the page in two columns.
You must also group supplemental data fields within a display group for display purposes. You assign
display groups to pages that are enabled for supplemental data. Once you have made this designation,
you can define the conditions under which the application should use the supplemental data. You can
perform a search on one display group. The pages within the Supplemental Data component enable you to
accomplish these tasks.
Considerations and Limitations
The decision to add supplemental data to your application should be based on how applicable the data
objects are to instances of the object. If the data objects apply to a significant number of instances of the
object, then it may want to add a field to the table using Application Designer instead of using attributes
to capture the data. If the data elements apply to a much smaller percentage of the objects, then attributes
may be the solution. While supplemental data provides a large amount of flexibility in terms of adding
data elements without changing the underlying data model, you should consider the following limitations
when you are evaluating whether to implement supplemental data:
•
Supplemental data does not fall under the normal upgrade capabilities that are provided with
PeopleTools.
Because supplemental data records are not a type of PeopleTools object, you cannot use the standard
upgrade facilities that are provided by PeopleTools, such as the Upgrade Copy or Upgrade Compare
process, to upgrade supplemental data from one database to another. The mechanism for migrating
supplemental data is to extract the data from the source database and move the data to the target
database, which you can accomplish, for example, by using Data Mover or a similar tool. Oracle does
not deliver any utilities, such as data mover scripts, for migrating supplemental data.
•
Because supplemental data records are stored in separate tables (distinct from the base table),
incorporating supplemental information into reports may be difficult.
•
Supplemental data can be displayed only in a two-column format.
•
Performance issues can occur if you have too many supplemental data records in the system.
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Setting Up Property Site Acquisition
Chapter 7
Use supplemental data only if the data elements are truly dynamic in nature or if they apply to certain
instances of an object. Never use supplemental data simply because creating it is easier than using
standard PeopleTools fields.
Setting Up Site Types
Site types are effective-dated and SetID-driven. You can define as many types as your business needs.
This section discusses how to set up site types.
Page Used to Set Up Site Types
Page Name
Definition Name
Navigation
Usage
Site Types
RE_SITE_TYPE
Set Up Financials/Supply
Set up site types for use when
Chain, Product Related, Real defining sites.
Estate Management, Site
Acquisition, Site Type
Site Type Page
Use the Site Type page (RE_SITE_TYPE) to set up site types for use when defining sites.
Navigation
Set Up Financials/Supply Chain, Product Related, Real Estate Management, Site Acquisition, Site Type
Image: Site Type page
This example illustrates the fields and controls on the Site Type page. You can find definitions for the
fields and controls later on this page.
Enter a site type and description for use when defining sites and site acquisition requests.
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Chapter 7
Setting Up Property Site Acquisition
Setting Up Attributes
You must set up site types before you can define site attributes.
For each site type and business unit combination, users can access a setup page where they can select
among the delivered site acquisition fields for inclusion in the SAR Comparison Matrix chart.
This section discusses how to:
•
Set up attributes.
•
Set up site attribute units of measure (UOMs).
Pages Used to Set Up Attributes
Page Name
Definition Name
Navigation
Usage
Site Attributes
RE_SITE_ATTR
Set Up Financials/Supply
Chain, Product Related, Real
Estate Management, Site
Acquisition, Maintain Site
Attributes, Site Attributes
Define attributes for sites
and assign weightings to be
used to display values on the
comparison matrix.
Unit of Measures
RE_SITE_ATTR_UOM
Set Up Financials/Supply
Define the units of measures
Chain, Product Related, Real to be used when defining
Estate Management, Site
sites.
Acquisition, Maintain Site
Attributes, Unit of Measures
Site Attributes Page
Use the Site Attributes page (RE_SITE_ATTR) to define attributes for sites and assign weightings to be
used to display values on the comparison matrix.
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Setting Up Property Site Acquisition
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Navigation
Set Up Financials/Supply Chain, Product Related, Real Estate Management, Site Acquisition, Maintain
Site Attributes, Site Attributes
Image: Site Attributes page (1 of 6)
This example illustrates the fields and controls on the Site Attributes page (1 of 6). You can find
definitions for the fields and controls later on this page.
64
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Chapter 7
Setting Up Property Site Acquisition
Image: Site Attributes page (2 of 6)
This example illustrates the fields and controls on the Site Attributes page (2 of 6). You can find
definitions for the fields and controls later on this page.
Image: Site Attributes page (3 of 6)
This example illustrates the fields and controls on the Site Attributes page (3 of 6). You can find
definitions for the fields and controls later on this page.
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65
Setting Up Property Site Acquisition
Chapter 7
Image: Site Attributes page (4 of 6)
This example illustrates the fields and controls on the Site Attributes page (4 of 6). You can find
definitions for the fields and controls later on this page.
Image: Site Attributes page (5 of 6)
This example illustrates the fields and controls on the Site Attributes page (5 of 6). You can find
definitions for the fields and controls later on this page.
66
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Chapter 7
Setting Up Property Site Acquisition
Image: Site Attributes page (6 of 6)
This example illustrates the fields and controls on the Site Attributes page (6 of 6). You can find
definitions for the fields and controls later on this page.
By default, all fields are selected. When selected, the weighting field enables users to assign a numerical
value, which will be used in the calculations for the total weighted score of each site.
The page is broken into grids that match the Site Repository pages and the SAR Comparison Matrix grids.
The page contains a status field and has three fields per row:
Attribute
The particular field attribute (location type, manager rating, and
so on)
Compare
Select to include this attribute on the Comparison Matrix
Weighting
Entering a weighting is required if you select the Compare
check box. The weightings defined here will be entered by
default in the grids on the SAR Comparison Matrix page, based
on business unit and site type.
The general attributes are listed here:
•
Manager Rating
•
Occupant Name
•
Landlord/Tenant
•
Name
•
Description
•
Property Owner
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67
Setting Up Property Site Acquisition
•
Property Manager
•
Ownership Type
•
Priority Use
•
Offered By
•
ADA Compliant
Chapter 7
The location attributes are listed here:
•
Location Rating
•
Visibility
•
Neighborhood Quality
•
Adjacent Uses
•
Address Line 1
•
Latitude
•
Longitude
•
Region Code
•
County
•
Country
•
Postal Code
•
Tax Authority
•
Tax Group
•
Parcel Number
•
Location Type
•
Anchor 100 Feet
•
Anchor 250 Feet
•
Anchor 500 Feet
•
Nearest Company Office
•
Nearest Competitor
•
City
The maintenance attributes are listed here:
•
68
Property Age
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Chapter 7
Setting Up Property Site Acquisition
•
Property Condition
•
Risk Category
•
Site Access
•
Construction Type
•
Construction Year
•
Operating Days
•
Operating Hours
•
HVAC Condition
•
Utilities Condition
•
Wire Condition
•
Renovation Year
The physical attributes are listed here:
•
Maximum Occupancy
•
No. of Stairs
•
No. of Elevators
•
Floor Levels
•
No. of Floors
•
Plot Size
•
Ceiling Height
•
Total Area
•
Property Rentable Area
•
Property Usable Area
•
No. of Parking Spaces
•
Space Divisible
The schedule attributes are listed here:
•
Availability Date
•
Signed Date
•
Lease Start Date
•
Lease End Date
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Setting Up Property Site Acquisition
•
Lease Term (Periods)
•
Occupancy Date
•
Date Opened
•
Audit Report Date
•
Option to Renew
•
Surrender Date
•
Construction Date
•
Follow-up Date
•
Allowance Due Date
•
Allowance Received Date
•
Construction Approval Date
•
Month to Month Lease
Chapter 7
The value attributes are listed here:
70
•
Construction Cost
•
Current Selling Price
•
Closing Costs
•
Remodel Costs
•
Original Selling Price
•
Unit Price
•
Rent Amount
•
Annual Operating Expenses
•
Deposit Amount
•
Estimated Annual Sales
•
Tax Amount
•
Estimated Annual Utilities
•
Estimated Annual Maintenance
•
Estimated Annual Insurance
•
Tenant Allowance
•
Commission %
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Chapter 7
Setting Up Property Site Acquisition
•
Sale Price (Clean)
•
Appraised Value
•
Admin Fee Percentage
Unit of Measures Page
Use the Unit of Measures page (RE_SITE_ATTR_UOM) to define the units of measures to be used when
defining sites.
Navigation
Set Up Financials/Supply Chain, Product Related, Real Estate Management, Site Acquisition, Maintain
Site Attributes, Unit of Measures
Image: Unit of Measures page
This example illustrates the fields and controls on the Unit of Measures page. You can find definitions for
the fields and controls later on this page.
Space Unit Of Measure
The UOMs set here will be entered on the site page based on the
business unit and site type. Select a unit of measure:
•
Acres
•
Hectares
•
Square Feet
•
Square Meters
Length Units
Enter the number of units in length.
Height Units
Enter the number of units in height.
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Setting Up Property Site Acquisition
Chapter 7
Width Units
Enter the number of units in width.
Distance Type
Select a distance type:
•
Kilometers
•
Meters
•
Miles
Setting Up Supplemental Data
To set up supplemental data, use the following components:
•
Register Record (FS_SD_REG_REC).
•
Register Component (FS_SD_REG_COMP).
•
Define Record (FS_SD_RECDEFN).
•
Define Display Group (FS_SD_GRPDEFN).
•
Assign Display Group (FS_SD_PAGE_GRP).
This section discusses how to:
•
Register records.
•
Register components.
•
Define records.
•
Enter fields summary information.
•
Enter field detail information.
•
Define display groups.
•
Assign display groups.
Pages Used to Set Up Supplemental Data
72
Page Name
Definition Name
Navigation
Usage
Register Record
SD_REG_REC
Set Up Financials/Supply
Chain, Product Related,
Real Estate Management,
Site Acquisition, Site
Supplemental Data, Register
Record
Register the supplemental
database record and optionally
register the record that saves
the search criteria for the base
record.
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Chapter 7
Setting Up Property Site Acquisition
Page Name
Definition Name
Navigation
Usage
Register Component
SD_REG_COMP
Set Up Financials/Supply
Chain, Product Related,
Real Estate Management,
Site Acquisition, Site
Supplemental Data, Register
Component
Register and enable the
component and the pages for
supplemental data.
Record
SD_RECDEFN
Set Up Financials/Supply
Chain, Product Related,
Real Estate Management,
Site Acquisition, Site
Supplemental Data, Define
Record, Record
Define the supplemental
data record to associate with
the base record and identify
where to store this record.
Fields Summary
SD_RECFLD
Set Up Financials/Supply
Chain, Product Related,
Real Estate Management,
Site Acquisition, Site
Supplemental Data, Define
Record, Fields Summary
Map fields to the data storage
fields.
Fields Detail
SD_RECFLD_DTL
Set Up Financials/Supply
Chain, Product Related,
Real Estate Management,
Site Acquisition, Site
Supplemental Data, Define
Record, Fields Detail
Define detail information for
a field.
Define Display Group
SD_GRPDEFN
Set Up Financials/Supply
Chain, Product Related,
Real Estate Management,
Site Acquisition, Site
Supplemental Data, Define
Display Group
Define a display group and
associate any records and
fields, as well as identify
the order in which the fields
appear on the page.
Assign Display Group
SD_PAGE_GRP
Set Up Financials/Supply
Chain, Product Related,
Real Estate Management,
Site Acquisition, Site
Supplemental Data, Assign
Display Group
Assign one or more display
groups to a supplemental dataenabled component and page.
Register Record Page
Use the Register Record page (SD_REG_REC) to register the supplemental database record and
optionally register the record that saves the search criteria for the base record.
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Chapter 7
Navigation
Set Up Financials/Supply Chain, Product Related, Real Estate Management, Site Acquisition, Site
Supplemental Data, Register Record
Image: Register Records page
This example illustrates the fields and controls on the Register Records page. You can find definitions for
the fields and controls later on this page.
Base Record
Select a base record on the Define Record page to associate with
this supplemental data record.
Data Store Record
Select one of the data store records that you previously
registered that you want to use to store this supplemental data
record.
Register Component Page
Use the Register Component page (SD_REG_COMP) to register and enable the component and the pages
for supplemental data.
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Chapter 7
Setting Up Property Site Acquisition
Navigation
Set Up Financials/Supply Chain, Product Related, Real Estate Management, Site Acquisition, Site
Supplemental Data, Register Component
Image: Register Component page
This example illustrates the fields and controls on the Register Component page. You can find definitions
for the fields and controls later on this page.
You can enter components on this page.
Record Page
Use the Record page (SD_RECDEFN) to define the supplemental data record to associate with the base
record and identify where to store this record.
Navigation
Set Up Financials/Supply Chain, Product Related, Real Estate Management, Site Acquisition, Site
Supplemental Data, Define Record, Record
Image: Record page
This example illustrates the fields and controls on the Record page. You can find definitions for the fields
and controls later on this page.
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Setting Up Property Site Acquisition
Chapter 7
Status
Select either In Design or Activated.
Data Store Record
Select one of the data store records that you previously
registered that you want to use to store this supplemental data
record.
Fields Summary Page
Use the Fields Summary page (SD_RECFLD) to map fields to the data storage fields.
Navigation
Set Up Financials/Supply Chain, Product Related, Real Estate Management, Site Acquisition, Site
Supplemental Data, Define Record, Fields Summary
Image: Fields Summary page
This example illustrates the fields and controls on the Fields Summary page. You can find definitions for
the fields and controls later on this page.
Values must be entered on the Fields Detail page before you can map the field to a value.
Fields Detail Page
Use the Fields Detail page (SD_RECFLD_DTL) to define detail information for a field.
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Chapter 7
Setting Up Property Site Acquisition
Navigation
Set Up Financials/Supply Chain, Product Related, Real Estate Management, Site Acquisition, Site
Supplemental Data, Define Record, Fields Detail
Image: Fields Detail page
This example illustrates the fields and controls on the Fields Detail page. You can find definitions for the
fields and controls later on this page.
Field Name
Enter a name for the supplemental data field and a description of
the field.
Field Label
Enter the a label to display on the page for this field.
Use Type
Values selected here affect the display of columns on the Fields
Summary page and values displayed on this page. Values are:
Field Length
•
Code
•
Date
•
Number
•
Signed
•
Text
•
Time
•
Y/N
Depending on what value you select as a use type, this field
becomes editable or is populated with predefined values.
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Setting Up Property Site Acquisition
Chapter 7
If you select the Number or Signed use type, select either 15.4,
7.2, or 9.
If you select the Text use type, select 20, 4, or 50.
Mapped To:
Select the data store field to which you want to map this field.
Codes
If you select the use type of Code, the Codes group box appears.
Sequence
Enter a number to represent the order in which you want to see
these codes listed in a drop-down list box or lookup page.
Field Value
Enter each valid code in this list.
Translate Long Name
Enter the text that you want to appear on the list when the dropdown list box appears.
Define Display Group Page
Use the Define Display Group page (SD_GRPDEFN) to define a display group and associate any records
and fields, as well as identify the order in which the fields appear on the page.
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Chapter 7
Setting Up Property Site Acquisition
Navigation
Set Up Financials/Supply Chain, Product Related, Real Estate Management, Site Acquisition, Site
Supplemental Data, Define Display Group
Image: Define Display Group page
This example illustrates the fields and controls on the Define Display Group page. You can find
definitions for the fields and controls later on this page.
Label
Enter a label for the display group data group box.
Occurs
Enter the number of rows of data to display in the group box.
Sequence
Enter a sequence number to determine the order in which the
fields appear on the page for each column.
Field Name
Don't forget to provide a definition.
Label
Enter a label that you want to appear on the page for the field
name for each supplemental data field.
Assign Display Group Page
Use the Assign Display Group page (SD_PAGE_GRP) to assign one or more display groups to a
supplemental data-enabled component and page.
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Navigation
Set Up Financials/Supply Chain, Product Related, Real Estate Management, Site Acquisition, Site
Supplemental Data, Assign Display Group
Image: Assign Display Group page
This example illustrates the fields and controls on the Assign Display Group page. You can find
definitions for the fields and controls later on this page.
Sequence
Enter the sequence you want the group to display.
Display Group
Add a supplemental data display group that you want to
associate with this component and this page.
Edit
Select whether you want the text associated with the display
group to be Editable or Read-only.
Creating Sites
This section discusses how to:
80
•
Enter general information.
•
Enter location information.
•
Enter operation and maintenance information.
•
Enter physical attributes.
•
Enter schedule information.
•
Enter value information.
•
Enter supplemental data.
•
Enter contacts.
•
Search for contacts.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Chapter 7
Setting Up Property Site Acquisition
•
View the site map.
Pages Used to Create Sites
Page Name
Definition Name
Navigation
Usage
General Information
RE_SITE_GENERAL
Real Estate Management,
Site Acquisition, Site
Repository, Create Site,
General Information
Enter general information
about the site.
Location
RE_SITE_LOCATION
Real Estate Management,
Site Acquisition, Site
Repository, Create Site,
Location
Enter location information
for this site. You must enter
a value for the longitude and
latitude fields to view the map
on the Site Map page.
Operation/Maintenance
RE_SITE_OPERATION
Real Estate Management,
Site Acquisition, Site
Repository, Create Site,
Operation/Maintenance
Enter operation and
maintenance information
about this site.
Physical Attributes
RE_SITE_ATTRIBUTES
Real Estate Management,
Site Acquisition, Site
Repository, Create Site,
Physical Attributes
Enter physical attributes, such
as size.
Schedule
RE_SITE_SCHEDULE
Real Estate Management,
Site Acquisition, Site
Repository, Create Site,
Schedule
Enter information such as
site schedules or construction
schedules.
Value
RE_SITE_VALUE
Real Estate Management,
Site Acquisition, Site
Repository, Create Site,
Value
Enter value information for
the site.
Supplemental Data
RE_SITE_SUPPLEMENT
Real Estate Management,
Site Acquisition, Site
Repository, Create Site,
Supplemental Data
Enter additional site data.
Notes
RE_SITE_NOTE
Real Estate Management,
Site Acquisition, Site
Repository, Create Site,
Notes
Enter notes about the site.
Contacts
RE_SITE_CONTACT
Real Estate Management,
Site Acquisition, Site
Repository, Create Site,
Contacts
Select contacts from
suppliers, customers, or the
address book. You can add
supplemental contacts on this
page.
Search for Contacts
RE_CNTCT_SRCH
Click the Search and Add
Contacts button on the
Contacts page.
Search for or add contacts.
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Setting Up Property Site Acquisition
Chapter 7
Page Name
Definition Name
Navigation
Usage
Site Map
RE_SITE_MAP
Real Estate Management,
Site Acquisition, Site
Repository, Create Site, Site
Map
View the site map.
General Information Page
Use the General Information page (RE_SITE_GENERAL) to enter general information about the site.
Navigation
Real Estate Management, Site Acquisition, Site Repository, Create Site, General Information
Image: General Information page
This example illustrates the fields and controls on the General Information page. You can find definitions
for the fields and controls later on this page.
Action
82
The values available in the drop-down list box depend upon the
status of the site and your authorization level. Select:
•
Validate Site: Select to have the system validate that all the
required fields are populated.
•
Activate Site: Select to have the system run the Activation
process. This process sets the Site status to Open. Other than
the Contacts and Notes pages, the fields on the other pages
are now read-only.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Chapter 7
Setting Up Property Site Acquisition
Site Status
•
Archive Site: Select to archive the site when the asset is
archived during the Asset Management Archive process.
•
Dispose Site: Select to dispose of the site.
Displays the status of the site. Values are:
•
New: A pending site that has not been activated by a user
with appropriate access. Sites with this status cannot be
selected for use in a SAR.
•
Open: An active site that has not been acquired. Sites with
this status can be used in any combination of SARs.
•
Evaluating: The status changes to this status after it is added
to any SAR for evaluation. Sites with this status can be
added to additional SARs.
•
Negotiating: The status changes to this status after the site
is selected as a SAR finalist and the SAR is submitted or
approved. Sites with this status can be added to additional
SARs.
•
Operating: The status changes to this status after it is
selected as the final site to be acquired and the SAR is
finalized (closed). Sites with this status cannot be selected
for any future SARs. Existing SARs that have this site
selected for evaluation will no longer allow the site to be
selected as a finalist. You create assets, leases, or projects at
this point.
•
Disposing: The status changes to this status when the lease
has expired. (If the lease is renewed, put into holdover, and
so on, then the site status changes to Operating.) Sites with
this status can be added again to SARs.
•
Archive: The site changes to this status when the lease is
closed or the asset is archived. Sites with this status can be
added to SARs. Sites with this status can never can go back
to Open to illustrate that it was previously owned or leased
by the organization.
Site Type
Displays the site type selected on the Add a New Value page.
The value selected here determines the supplemental data fields
that will appear.
Name
Enter the name of this site. This field is required.
Offered By
Enter the name of the entity offering this site for sale or lease.
Ownership Type
Select how this property is being offered:
•
Leased
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Setting Up Property Site Acquisition
Chapter 7
•
Owned
Landlord/Tenant
Enter the name of the current landlord or tenant of this site.
Occupant Name
Enter the name of the current tenant.
Primary Use
Select a primary use for this site:
•
Apartment
•
Commercial
•
Individual
•
Mixed Use
•
Other
•
Residential
•
Retail
•
Serviced Apartments
•
Warehouse
Property Owner
Enter the name of the property owner.
Property Manager
Enter the name of the property manager.
ADA Compliant
Select this check box if this site is ADA-compliant.
Manager Rating
Select a rating for this site from these values: Excellent, Good,
Avg., Fair, or Poor.
Location Page
Use the Location page (RE_SITE_LOCATION) to enter location information for this site.
You must enter a value for the longitude and latitude fields to view the map on the Site Map page.
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Chapter 7
Setting Up Property Site Acquisition
Navigation
Real Estate Management, Site Acquisition, Site Repository, Create Site, Location
Image: Location page
This example illustrates the fields and controls on the Location page. You can find definitions for the
fields and controls later on this page.
Location Type
Enter a type for this site location.
Location Rating
Select a rating for this site from these values: Excellent, Good,
Avg., Fair, or Poor.
Latitude
Enter the latitude of the site. This value is used to render the site
map.
Longitude
Enter the longitude of the site. This value is used to render the
site map.
Accessibility
Select an accessibility rating for this site from these values:
Excellent, Good, Avg., Fair, or Poor.
Nearest Competitor
Enter the distance of the nearest competitor from this site.
Visibility
Select the visibility for this site from these values: Excellent,
Good, Avg., Fair, or Poor.
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Chapter 7
Nearest Company Office
Enter the distance of the nearest company office.
Neighborhood Quality
Select the quality of the neighborhood for this site from these
values: Excellent, Good, Avg., Fair, or Poor.
Adjacent Uses
Enter any adjacent uses for this site.
Tax Authority
Enter the tax authority that governs this site. This value is
informational only. Values entered here are not used for any
processing.
Tax Group
Enter the tax group for this site. This value is informational
only. Values entered here are not used for any processing.
Parcel Number
Enter the parcel number for this site.
Anchor 100 Feet. Anchor 250 Feet.
and Anchor 500 Feet
If this property is in a retail location, enter the number of
anchors within the respective distances.
Operation/Maintenance Page
Use the Operation/Maintenance page (RE_SITE_OPERATION) to enter operation and maintenance
information about this site.
Navigation
Real Estate Management, Site Acquisition, Site Repository, Create Site, Operation/Maintenance
Image: Operation/Maintenance page
This example illustrates the fields and controls on the Operation/Maintenance page. You can find
definitions for the fields and controls later on this page.
Property Age
Enter the property age in months.
Construction Type
Select the construction type of the site:
•
86
Other
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Chapter 7
Setting Up Property Site Acquisition
•
Steel
•
Wood
Construction Year
Enter the year the site was constructed.
Renovation Year
Enter the year the site was last renovated, if any.
Site Access
Select a site access time:
•
24 Hours
•
Business Hours Only
Operating Hours
Enter the hours the site operates.
Operating Days
Enter the days the site operates
HVAC Condition
Select the condition of the HVAC for this site from these values:
Excellent, Good, Avg., Fair, or Poor.
Utilities Condition
Select the condition of the utilities for this site from these
values: Excellent, Good, Avg., Fair, or Poor.
Wire Condition
Select the condition of the wires for this site from these values:
Excellent, Good, Avg., Fair, or Poor.
Risk Category
Select any potential risks for this site.
Property Condition
Select the condition of the property for this site from these
values: Excellent, Good, Avg., Fair, or Poor.
Physical Attributes Page
Use the Physical Attributes page (RE_SITE_ATTRIBUTES) to enter physical attributes, such as size.
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Chapter 7
Navigation
Real Estate Management, Site Acquisition, Site Repository, Create Site, Physical Attributes
Image: Physical Attributes page
This example illustrates the fields and controls on the Physical Attributes page. You can find definitions
for the fields and controls later on this page.
Plot Size
Enter the size of the plot.
Ceiling Height
Enter the ceiling height of the site.
Usable Area
Enter the usable area of the site.
Rentable Area
Enter the rentable area of the site.
Total Area
Enter the total area of the site. This field is required.
Space Divisible
Indicate if this space can be divided into multiple spaces.
Maximum Occupancy
Enter the maximum occupancy of the site.
No. of Floors(number of floors)
Enter the number of floors for this site.
Floor Levels
Enter the number of sub-levels for each floor of this site.
No. of Parking Spaces(number of
parking spaces)
Enter the number of parking spaces for this site.
No. of Elevators (number of
elevators)
Enter the number of elevators for this site.
No. of Stairs(number of stairs)
Enter the number of stair cases for this site.
Schedule Page
Use the Schedule page (RE_SITE_SCHEDULE) to enter information such as site schedules or
construction schedules.
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Chapter 7
Setting Up Property Site Acquisition
Navigation
Real Estate Management, Site Acquisition, Site Repository, Create Site, Schedule
Image: Schedule page
This example illustrates the fields and controls on the Schedule page. You can find definitions for the
fields and controls later on this page.
Availability Date
Enter the date the site is available for lease or purchase.
Signed Date
Enter the date the contract was signed.
Occupancy Date
Enter the date the site is available for occupancy.
Surrender Date
Enter the date that the current tenants vacate the property.
Date Opened
Enter the date when the site officially opens.
Date of Audit
Enter the date of any required audits.
Option to Renew
Indicate if tenants are given the option to renew leases at the end
of the term.
Construction Date
Enter the date construction is set to start.
Follow-up Date
Enter the date for the follow-up.
Allowance Due Date
Enter the date any allowances are due.
Allowance Received Date
Enter the date the allowance was received.
Construction Approval Date
Enter the construction approval date.
Lease Start Date
Enter the lease start date. This value is informational only. The
system does not use the date entered here when creating a new
lease.
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Setting Up Property Site Acquisition
Chapter 7
Lease End Date
Enter the lease end date.
Lease Term (Periods)
Enter the number of periods for the lease.
Month to Month Lease
Select this check box if this is a month-to-month lease.
Value Page
Use the Value page (RE_SITE_VALUE) to enter value information for the site.
Navigation
Real Estate Management, Site Acquisition, Site Repository, Create Site, Value
Image: Value page
This example illustrates the fields and controls on the Value page. You can find definitions for the fields
and controls later on this page.
Site Value
90
Currency Code
This value populates from the site type attributes setup.
Sale Price
Enter the sale price of the property.
Appraised Value
Enter the appraised value of the property.
Original Selling Price
Enter the price the original selling price of the site.
Current Selling Price
Enter the current selling price of the site.
Closing Costs
Enter any closing costs for the site.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Chapter 7
Setting Up Property Site Acquisition
Unit Price
Enter the per unit price.
Rent Amount
Enter the rent amount.
Construction Cost
Enter the cost of construction for this site.
Remodel Costs
Enter the amount of costs to remodel.
Estimated Annual Expenses
This information is not required and is informational only.
Deposit Amount
Enter the deposit amount for this site.
Annual Operating Expenses
Enter the estimated operating expenses amount for this site.
Estimated Annual Sales
Enter the estimated annual sales amount for this site.
Tax Amount
Enter the estimated annual tax amount for this site.
Admin Fee
Percentage(administration fee
percentage)
Enter the administration fee percentage for this site.
Estimated Annual Maintenance
Enter the estimated annual maintenance amount for this site.
Estimated Annual Utilities
Enter the estimated annual utilities amount for this site.
Estimated Annual Insurance
Enter the estimated annual insurance amount for this site.
Tenant Allowance
Enter any predetermined amount provided by the landlord to
cover certain costs, like remodeling or construction.
Commission %
Enter the commission percentage for this site.
Supplemental Data Page
Use the Supplemental Data page (RE_SITE_SUPPLEMENT) to enter additional site data.
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Chapter 7
Navigation
Real Estate Management, Site Acquisition, Site Repository, Create Site, Supplemental Data
Image: Supplemental Data page
This example illustrates the fields and controls on the Supplemental Data page. You can find definitions
for the fields and controls later on this page.
The fields that appear on this page depend upon the Site Type selected on the Add a New Value page.
Supplemental Data Weightings
Enter the weighting amount to be applied to the supplemental
data.
Airport Distance
Enter the distance to the nearest airport.
School Distance
Enter the distance to the nearest school.
Contacts Page
Use the Contacts page (RE_SITE_CONTACT) to select contacts from suppliers, customers, or the
address book.
Navigation
Real Estate Management, Site Acquisition, Site Repository, Create Site, Contacts
Image: Contacts page
This example illustrates the fields and controls on the Contacts page. You can find definitions for the
fields and controls later on this page.
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Chapter 7
Setting Up Property Site Acquisition
This page displays the contacts associated with this site. You can delete contacts or add contacts by
clicking the Search and Add Contacts button.
Search for Contacts Page
Use the Search for Contacts page (RE_CNTCT_SRCH) to search for or add contacts.
Navigation
Click the Search and Add Contacts button on the SAR Contacts page.
Image: Search for Contacts page
This example illustrates the fields and controls on the Search for Contacts page. You can find definitions
for the fields and controls later on this page.
Source
Select the source of the contact to search for:
•
Supplier
•
Customer
•
My Contacts
Supplier
If you selected Supplier as the source, you can enter the supplier
ID here to search for contacts related to this supplier. If you do
not enter a value here, all suppliers will be returned.
Supplier Name
If you selected Supplier as the source, you can use this field to
search for suppliers by name. You can enter partial names if
you are unsure of the complete supplier name. For example, if
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Setting Up Property Site Acquisition
Chapter 7
you enter BUY% and select the begins with search type, then all
suppliers whose name begins with BUY will be returned.
Supplier Contact
You can add a specific contact here if you know which contact
you want to add. You must complete the supplier field before
you add a value in this field. Leave this field blank if you want
the system to return all contacts associated with the supplier.
Contact Name
If you know part or all of the contact name, you can add it here
to search for contacts based on contact name.
Select
Select this check box next to the contacts you want to associate
with the site and click the Add button to add these contacts to
the site.
Site Map Page
Use the Site Map page (RE_SITE_MAP) to view the site map.
Navigation
Real Estate Management, Site Acquisition, Site Repository, Create Site, Site Map
Image: Site Map page
This example illustrates the fields and controls on the Site Map page. You can find definitions for the
fields and controls later on this page.
This page displays a map of the site location.
Note: You must define the longitude and latitude on the Location page before you can view a map on this
page.
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Chapter 8
Structuring Leases
Understanding PeopleSoft Real Estate Management Structure
Before you can enter or process a lease for billing or payment, you must set up the tables that form the
foundation of the PeopleSoft Real Estate Management system.
All tables and setup information specific to PeopleSoft Real Estate Management are discussed in this
section.
Common Elements Used in Structuring Leases
Effective Date
The date on which a table row becomes effective; the date that
an action begins. For example, if you want to close out a ledger
on June 30, the effective date for the ledger closing would
be July 1. This date also determines when you can view and
change the information. Pages and batch processes that use the
information use the current row.
SetID
An identification code that represents a set of control table
information or tablesets. A tableset is a group of tables (records)
that are necessary to define your company's structure and
processing options.
Status (effective status)
Indicates whether a row in a table is active or inactive. You
cannot display inactive rows on transaction pages or use them
for running batch processes. You should inactivate data that you
no longer use rather than delete it to maintain an audit trail.
Defining Lease Abstract Sections to Print
To define the lease abstract sections to print, use the lease abstract sections component
(RE_ABST_SECT).
This section provides an overview of lease abstract sections and discusses how to define the lease abstract
sections to print.
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Structuring Leases
Chapter 8
Page Used to Define Lease Abstract Sections to Print
Page Name
Definition Name
Navigation
Usage
Lease Abstract
RE_ABST_SECT
Set Up Financials/Supply
Specify the lease sections that
Chain, Product Related, Real you want to view or print.
Estate Management, General
Definitions, Lease Abstract
Understanding Lease Abstract Sections to Print
PeopleSoft Real Estate Management enables you to use a lease abstract worksheet to assist in quick entry
of the terms and conditions of the lease. You can also print the lease abstract when you have completed
lease entry to provide you with a summary.
The lease sections on the Lease Abstract page are specific pages from the Maintain Lease pages. You can
specify all sections or only the sections that you choose to use.
Defining Lease Abstract Sections to Print
Use the Lease Abstract page (RE_ABST_SECT) to specify the lease sections that you want to view or
print.
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Chapter 8
Structuring Leases
Navigation
Set Up Financials/Supply Chain, Product Related, Real Estate Management, General Definitions, Lease
Abstract
Image: Lease Abstract page
This example illustrates the fields and controls on the Lease Abstract page. You can find definitions for
the fields and controls later on this page.
Print
Select the check box to enable printing of a section. You cannot
view or print sections if you do not select the check box.
Lease Section
Displays the sections within a lease that you can view or print
on the lease abstract worksheet.
Description
Describes the content to be printed within the lease section.
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Structuring Leases
Chapter 8
Defining Amendment Types
To define amendment types, use the Amendment Type and Reasons component (RE_AMND_TYPE).
This section provides an overview of amendment types and discusses how to define amendment types.
Page Used to Define Amendment Types
Page Name
Definition Name
Navigation
Usage
Amendment Types
RE_AMND_TYPE
Set Up Financials/Supply
Chain, Product Related, Real
Estate Management, General
Definitions, Amendment
Types
Define an amendment type
and amendment reason. Use
amendment reasons that are
defined for this amendment
type only to further categorize
this amendment type.
Understanding Amendment Types
PeopleSoft Real Estate Management requires that any changes you make to active lease terms and
conditions be processed through an amendment. When you create an amendment, the system creates a
copy of the current lease details and preserves this as a historical record. The system then creates a new
amendment, whereby you can define the changes.
Amendment types work with amendment reasons to provide the lease viewers with a quick explanation
as to why an amendment is being made. A parent-child relationship exists between the amendment type
and amendment reason. For example, you might have an amendment type of Financial Terms Increase
and a reason of Increased Parking Fees. You must define the amendment reasons that are specific to the
amendment type to view the amendment reason for that type. Before you can create amendments to a
lease, you must define amendment types and amendment reasons.
Note: The amendment type is informational only—no processing occurs.
Amendment Types Page
Use the Amendment Types page (RE_AMND_TYPE) to define an amendment type and amendment
reason.
Use amendment reasons that are defined for this amendment type only to further categorize this
amendment type.
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Chapter 8
Structuring Leases
Navigation
Set Up Financials/Supply Chain, Product Related, Real Estate Management, General Definitions,
Amendment Types
Image: Amendment Types page
This example illustrates the fields and controls on the Amendment Types page. You can find definitions
for the fields and controls later on this page.
Amendment Type Name
Enter an amendment type name to categorize the amendment
activity.
Amendment Reasons
Amendment Reasons
Further identify the reason that you are creating an amendment.
Add Reason
Click to insert a new row to capture additional amendment
reasons.
Remove Reason(s)
Select the amendment reason that you want to remove and click
the button to delete that row.
Defining Lease Types
To define lease types, use the Lease Types component (RE_LEASE_TYPE).
This section provides an overview of lease types and discusses how to define lease types.
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Chapter 8
Page Used to Define Lease Types
Page Name
Definition Name
Navigation
Usage
Lease Types
RE_LEASE_TYPE
Set Up Financials/Supply
Define lease types.
Chain, Product Related, Real
Estate Management, General
Definitions, Lease Type
Understanding Lease Types
Lease types enable you to categorize leases for processing and reporting purposes. You may have many
lease types, such as operating leases, warehouse leases, and subleases. You can also use lease types for
statistical reporting. You can select a sublease type for a lease and run a report to track all subleases
associated with a lease.
When you create a lease type, you associate it with a lease category. The lease category determines the
processing of that lease type. For example, if you have a lease type of Reporting, the system recognizes
that the lease associated with this lease type is for analytical reporting. No further processing occurs.
Lease Types Page
Use the Lease Types page (RE_LEASE_TYPE) to define lease types.
Navigation
Set Up Financials/Supply Chain, Product Related, Real Estate Management, General Definitions, Lease
Type
Image: Lease Types page
This example illustrates the fields and controls on the Lease Types page. You can find definitions for the
fields and controls later on this page.
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Chapter 8
Structuring Leases
Lease Category
Select the lease category for the lease type. The category
determines how to sort or report the various lease types. Values
are:
Reporting: No processing occurs.
Sub Lease: When you create a sublease, you must enter the
associated parent lease number. The system validates the Parent
Lease field to ensure that a parent lease is associated with the
sublease.
Defining Region Codes
To define regions, use the Region Codes component (REGION_CD).
This section provides an overview of region codes.
Understanding Region Codes
Regions can be physical entities or geographical areas. When a region represents a physical entity, the
region code has the same characteristics as a business, that is, address and language. In PeopleSoft Real
Estate Management, you must associate a region with a lease to enable cost reporting by the various
regions with which your organization does business. For example, you may require a report for all leased
properties in the Midwest region and in the Northeast region. By assigning a region to your lease, you can
capture the data as required.
When creating or updating an existing region, be sure to select the category of Reporting as the default
category. After you define the region, you can select the region for your lease and begin capturing the data
for your reports.
See "Establishing Regions and Region Codes (PeopleSoft FSCM 9.2: Application Fundamentals)".
Defining User-Defined Fields
To define user-defined fields, use the User Defined Fields components (RE_USER_DEF_FLDS).
This section provides an overview of user-defined fields and discusses how to define user-defined fields.
Page Used to Define User-Defined Fields
Page Name
Definition Name
Navigation
Usage
User Defined Fields
RE_USR_DEF_FLD
Set Up Financials/Supply
Chain, Product Related, Real
Estate Management, General
Definitions, User Defined
Fields
Define user-defined fields.
Create a new user-defined
field to capture additional
reporting data as required by
your organization.
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Structuring Leases
Chapter 8
Understanding User-Defined Fields
Because not all businesses have the same reporting needs, PeopleSoft Real Estate Management enables
you to define additional fields (up to 10) to meet your reporting requirements. When you establish a userdefined field, the field is populated on your Clauses page in the PeopleSoft Real Estate Management
system, enabling you to enter the information that you want to track.
Note: User-defined fields are used for information or reporting purposes only.
User Defined Fields Page
Use the User Defined Fields page (RE_USR_DEF_FLD) to define user-defined fields.
Create a new user-defined field to capture additional reporting data as required by your organization.
Navigation
Set Up Financials/Supply Chain, Product Related, Real Estate Management, General Definitions, User
Defined Fields
Image: User Defined Fields page
This example illustrates the fields and controls on the User Defined Fields page. You can find definitions
for the fields and controls later on this page.
102
Field Name
Identify the label name that should appear on the Clauses page.
Description
Enter the description for your user-defined field. The description
defines how the field is used.
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Chapter 8
Structuring Leases
Defining Transaction Routing Codes
To define transaction routing codes, use the Transaction Routing Code components (RE_TXN_ROUTE).
This section provides an overview of transaction routing codes and discusses how to define transaction
routing codes.
Page Used to Define Transaction Routing Codes
Page Name
Definition Name
Navigation
Usage
Transaction Routing Codes
RE_TXN_ROUTE
Set Up Financials/Supply
Chain, Product Related,
Real Estate Management,
Financial Terms, Transaction
Routing Codes
Define transaction routing
codes.
Understanding Transaction Routing Codes
Use transaction routing codes to define the routing of transactions to PeopleSoft Billing, Payables, and
General Ledger. The transaction routing codes also provide the default ChartFields and taxation rules
to be used by each financial application. You can associate a transaction routing code with one or more
transaction types or transaction groups, providing default handling for any transaction item that belongs to
a group that does not have an explicit routing code assigned.
Transaction Routing Codes Page
Use the Transaction Routing Codes page (RE_TXN_ROUTE) to define transaction routing codes.
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Structuring Leases
Chapter 8
Navigation
Set Up Financials/Supply Chain, Product Related, Real Estate Management, Financial Terms,
Transaction Routing Codes
Image: Transaction Routing Codes page
This example illustrates the fields and controls on the Transaction Routing Codes page. You can find
definitions for the fields and controls later on this page.
Details
Billing Charge
Select a billing charge. PeopleSoft Billing uses the billing
charge code to process transactions for PeopleSoft Real
Estate Management. The billing charge classifies real estate
transactions.
Note: Billing charges apply only to receivables lease
transactions.
Withholding Code
Withholding Applicable
Select whether withholding is applicable. The withholding
applicable determines whether the voucher that is generated in
PeopleSoft Payables is applicable to tax withholding. Values
are:
Yes: Select if withholding applies on transactions associated
with this transaction routing code. Withholding does not apply
if the supplier on the lease does not withhold. Withholding from
PeopleSoft Real Estate Management overrides the withholding
in PeopleSoft Payables.
No: Select if withholding does not apply.
Note: Withholding applies only to payables lease transactions.
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See "Understanding the Withholding Process (PeopleSoft FSCM
9.2: Payables)".
Withholding Code
Select the withholding code for the associated withholding
applicable. The system applies the withholding code to the
voucher in PeopleSoft Payables to determine the withholding
amount for the lease transaction. If Withholding Applicable is
set to Yes, and no value is selected for the withholding code,
PeopleSoft Payables applies the standard default when the
supplier is set up for withholding.
Note: Set up supplier information accordingly on the Procurement Control - Withholding page for proper
withholding defaults.
See "Understanding the Withholding Process (PeopleSoft FSCM 9.2: Payables)".
Sales & Use Tax Default
Tax Applicability
Select the tax that is applicable to payables transactions. Use
this field to determine the excise duty and sales tax applicability
details. Values are Direct Pay, Exempt, Exonerated, Sales Tax,
and Use Tax.
Note: Tax applicability applies only to payables lease
transactions.
Tax Code
Select the tax code to determine the tax percentage for a county.
If Tax Applicability is set to Yes, and no value is selected for the
tax code, PeopleSoft Payables applies the standard default from
supplier.
See "Establishing PeopleSoft-Only Sales and Use Tax Processing (PeopleSoft FSCM 9.2: Payables)".
Defining Operating Expense Categories
To define operating expense categories, use the Operating Expense Categories component
(RE_EXP_CLASS).
This section provides an overview of operating expense categories and lists the pages used to define
operating expense categories.
Page Used to Define Operating Expense Categories
Page Name
Definition Name
Operating Expense Categories RE_EXP_CLASS
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Navigation
Usage
Set Up Financials/Supply
Chain, Product Related,
Real Estate Management,
Financial Terms, Operating
Expense Categories
Create an operating expense
category.
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Understanding Operating Expense Categories
When landlords lease properties to tenants, terms for recoverable expenses that are incurred on general
operations and maintenance of the building are written into the lease. Operating expenses is also
commonly referred to as common area maintenance (CAM). You can identify the different recoverable
expenses incurred by assigning them to an operating expense category. Operating expense categories
enable you to associate a transaction routing code to ensure that financial processing occurs to handle the
expense.
Defining Sales Categories
To define sales categories, use the Sales Categories component (RE_SALE_CAT).
This section provides an overview of sales categories and lists the pages used to define sales categories.
Page Used to Define Sales Categories
Page Name
Definition Name
Navigation
Usage
Sales Categories
RE_SALES_CAT
Set Up Financials/Supply
Chain, Product Related,
Real Estate Management,
Financial Terms, Sales
Categories
Define sales categories.
Understanding Sales Categories
Use sales categories to identify merchandise classifications for percentage rent calculations. Tenants
can negotiate a lower monthly base rent in exchange for a percentage of their sales, broken down by
categories. For example, a tenant may lease a building for retail sale for a set base rent, selling items
such as clothing, shoes, and accessories. These items are set up as sales categories, enabling the tenant to
provide the landlord a monthly report of sales by category and amount of sales. The amount or percentage
of the sales paid to the landlord is determined during lease negotiations.
After you define the sales categories and percentage sales terms are negotiated, you can enter the percent
rent terms specifying the breakpoints for each category. Use breakpoints to determine the percentage or
amount to bill. Landlords can calculate or recalculate the billable amount by using the percent rent sales
feature.
See Understanding Percent Rent Terms.
Defining Miscellaneous Rent Types
To define miscellaneous rent types, use the Miscellaneous Rent Types component (RE_MISC_FEES).
This section provides an overview of miscellaneous rent types and lists the pages used to define
miscellaneous rent types.
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Page Used to Define Miscellaneous Rent Types
Page Name
Definition Name
Navigation
Usage
Miscellaneous Rent Types
RE_MISC_FEES
Set Up Financials/
Supply Chain, Product
Related, Real Estate
Management, Financial
Terms, Miscellaneous Rent
Types
Define miscellaneous rent
types.
Understanding Miscellaneous Rent Types
Define miscellaneous rent types for miscellaneous recurring payments, such as monthly parking fees and
storage fees on your lease. You can define miscellaneous rent types with a date range, schedule, amount,
billing frequency, and any potential escalations.
In addition, to separate a miscellaneous rent type as a distinct bill line on an invoice, you can associate
miscellaneous rent types with a transaction routing code that is specifically defined with a unique bill
code.
Defining Security Deposit Types
To define security deposit types, use the Security Deposit Types component (RE_SECURITIES).
This section provides an overview of security deposit types and discusses how to define security deposit
types.
Page Used to Define Security Deposit Types
Page Name
Definition Name
Navigation
Usage
Security Deposit Types
RE_SCTY_DEP_TYP
Set Up Financials/Supply
Chain, Product Related,
Real Estate Management,
Financial Terms, Security
Deposit Types
Define security deposit types.
Understanding Security Deposit Types
Using the security deposit type enables the system to track whether the security deposit is a bank
guarantee, cash, or prepaid. Security deposit types enable you to track the deposits received and also the
interest that is generated by security deposits.
Security deposit types facilitate the processing of security deposits received or paid. By selecting the
appropriate category for each security deposit type, the PeopleSoft Real Estate Management system
determines how the security deposit is handled. There are three security deposit categories: Charge,
Guarantee and Prepaid. You can create and assign a deposit type to categories.
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Security Deposit Types Page
Use the Security Deposit Types page (RE_SCTY_DEP_TYP) to define security deposit types.
Navigation
Set Up Financials/Supply Chain, Product Related, Real Estate Management, Financial Terms, Security
Deposit Types
Category
Select a category from this list of values:
Charge: The security deposit has been received for a receivables
lease or paid by for a payables lease and the status of the deposit
is pending .
Guarantee: Bank guarantee or letter of credit issued by a bank.
No processing occurs; cash is not collected.
Prepaid: Tracks prepaid security deposits paid through
PeopleSoft Payables prior to lease activation. These deposits are
treated as cash during deposit refund.
Defining Manual Fee Types
To define manual fee types, use the Manual Fee Types components (RE_SUNDRY_CHG).
This section provides an overview of manual fee types and lists the pages used to define manual fee types.
Page Used to Define Manual Fee Types
Page Name
Definition Name
Navigation
Usage
Manual Fee Types
RE_MISC_FEES
Set Up Financials/Supply
Chain, Product Related,
Real Estate Management,
Financial Terms, Manual Fee
Types
Define manual fee types.
Understanding Manual Fee Types
You create manual fee types to classify ad hoc payments for things such as repair of a broken window,
rekeying a lock for an office, or items not related to the monthly operating expense fees. When creating
manual fee types, you can link these manual fee types to specific transaction routing codes for processing
in PeopleSoft Billing or PeopleSoft Payables.
Use manual fee types to create ad hoc payments for transactions that are one-time only payments.
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Chapter 8
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Defining Economic Index Values
To define economic index values, use the Economic Index Values component (RE_INDEX).
This section provides an overview of economic index values and discusses how to define economic index
values.
Page Used to Define Economic Index Values
Page Name
Definition Name
Navigation
Usage
Economic Index Values
RE_IDX_VALUE
Set Up Financials/Supply
Chain, Product Related,
Real Estate Management,
Financial Terms, Economic
Index
Define the economic index
values. Rent increases are
based on the economic index
values defined.
Understanding Economic Index Values
You set up the economic index values so that the lease rent amounts or miscellaneous fees increase from
time to time or from year to year. Some leases are set up so that the rent amounts increase regularly, based
on an index such as the Consumer Price Index (CPI), Porters' Wage, or a user-defined index.
Note: You cannot set up the economic index without first setting up the market rate index and market
rates. Perform maintenance of the index values based on the frequency defined by your organization.
See "Defining Market Rates (PeopleSoft FSCM 9.2: Global Options and Reports)"
Economic Index Values Page
Use the Economic Index Values page (RE_IDX_VALUE) to define the economic index values.
Rent increases are based on the economic index values defined.
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Navigation
Set Up Financials/Supply Chain, Product Related, Real Estate Management, Financial Terms,
Economic Index
Image: Economic Index Values page
This example illustrates the fields and controls on the Economic Index Values page. You can find
definitions for the fields and controls later on this page.
View Index Definition
Click to view the Market Rate Index. This page provides the
highest level of organization for market rates in the PeopleSoft
system. These indices define general categories of market rates,
such as exchange rates, interest rates, and commodity exchange
rates.
Index Values
110
Date From
Select the start date.
Date To
Select the end date.
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Value
Enter the current index value for the period. These values are
based on monthly updates received from an index subscription.
Defining Clause Types
To define clause types, use the Clause Types component (RE_CLAUSE_STYPE).
This section provides an overview of clause types and discusses how to define clause types.
Page Used to Define Clause Types
Page Name
Definition Name
Navigation
Usage
Clause Types
RE_CLAUSE_TYPE
Set Up Financials/Supply
Chain, Product Related, Real
Estate Management, Clauses
and Options, Clause Type
Define the clause type. From
this page, you can define
specific clauses that you want
to track.
Understanding Clause Types
You can capture and classify pertinent lease information, such as right to assign the lease, first right of
refusal, parking privileges, number of parking spaces, and so on. Clause types enable you to categorize
and store this information in a logical format, which can be shared with other leases. After you establish
the parking privileges clause type, you can further define the clause subtype with the corresponding detail
of number of parking spaces.
Clause Types Page
Use the Clause Types page (RE_CLAUSE_TYPE) to define the clause type.
From this page, you can define specific clauses that you want to track.
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Navigation
Set Up Financials/Supply Chain, Product Related, Real Estate Management, Clauses and Options,
Clause Type
Image: Clause Types page
This example illustrates the fields and controls on the Clause Types page. You can find definitions for the
fields and controls later on this page.
Clause Subtypes
Enter corresponding names and descriptions that further define
the clause types. You can add multiple clause subtypes for the
clause type.
Defining Real Estate Options
To define a real estate option definition and mail template, use the Option Definition
(RE_LEASE_OPTION) and Mail Template (RE_OPTION_MAIL) components.
This section provides an overview of real estate options discusses how to:
112
•
Define real estate options.
•
Define real estate option mail templates.
•
Copy mail templates.
•
Insert mail fields.
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•
Review real estate option mail samples.
Pages Used to Define Lease Options
Page Name
Definition Name
Navigation
Usage
Lease and SAR Options
RE_LEASE_OPTION
Set Up Financials/Supply
Enter the option name.
Chain, Product Related, Real
Estate Management, Options
Lease and SAR Option Mail
Template
RE_OPTION_MAIL
Click the Mail Template
link on the Lease and SAR
Options page.
Enter a message to be
associated with the option.
Copy Mail Template
RE_CPYMAIL_TMPLT
Click the Copy from Option
button on the Lease and SAR
Option Mail Template page.
Select the option that you
want to copy into the mail
template.
Insert Mail Fields
RE_OPT_TAG
Click the Insert Mail Fields
button on the Lease and SAR
Option Mail Template page.
Select the template marker for
values that you want to insert
into your option description.
Lease and SAR Option Mail
Sample
RE_OPTION_MPRV
Click the View Sample button Preview a sample of your mail
to preview the message.
message.
Understanding Real Estate Options
Lease and SAR (site acquisition request) options are used to identify clauses. Real estate options can
be the same as a clause with a critical date as a reminder to take action for that option. You can define
whether you receive a reminder when an action is required. Options are usually associated with critical
dates (dates by which the option is exercised). Lease renewals, terminations, and early terminations are
options that may require an action that is defined in the lease.
When you define your real estate options, you can also create a mail template with standard messaging to
notify a user when an action is to take place. The mail template enables you to enter your own message,
copy from an existing option message, or combine your message with field inserts.
Click the Copy From Option button to select a message from an existing option. For example, you can
have multiple termination options; however, the message that you have associated with each option can be
the same. Copying from an existing option eliminates data entry redundancy.
Note: Critical dates cause the system to send email notifications to specified users, as well as generate
entries in a user's tasklist. However, do not confuse a tasklist with the worklist in PeopleSoft Workflow.
Critical dates do not use standard PeopleSoft Workflow. When entries are created in My Tasklist, they are
there for informational purposes only. They do not initiate any further downstream processing, nor does
any rerouting or validation indicate that specific tasks are completed. Users can choose to mark entries in
their tasklists as complete; however, this is for their own information. The system does not use the data
in the same way that PeopleSoft Workflow might. Email notifications are generated through the Critical
Dates Template - Template Option Details page setup.
See Understanding Critical Date Templates.
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Lease and SAR Options Page
Use the Lease and SAR Options page (RE_LEASE_OPTION) to enter the option name.
Navigation
Set Up Financials/Supply Chain, Product Related, Real Estate Management, Options
Image: Lease and SAR Options page
This example illustrates the fields and controls on the Lease and SAR Options page. You can find
definitions for the fields and controls later on this page.
Mail Template
Click to access the Lease and SAR Option Mail Template page.
Option Name
Enter the option name that describes the option.
Lease and SAR Option Mail Template Page
Use the Lease and SAR Option Mail Template page (RE_OPTION_MAIL) to enter a message to be
associated with the option.
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Navigation
Click the Mail Template link on the Lease and SAR Options page.
Image: Lease and SAR Option Mail Template page
This example illustrates the fields and controls on the Lease and SAR Option Mail Template page. You
can find definitions for the fields and controls later on this page.
Lease and SAR Option
Click to return to the Lease and SAR Options page.
Mail Template
Enter the mail message that you want to associate with the
option. Using the template keeps email formats consistent and
also reduces data entry redundancy.
Copy from Option
Click to view a list of predefined values to copy into the mail
message. To obtain a list of lease and SAR options template
values, enter partial values and click the Search button.
Insert Mail Fields
Click to view a list of predefined values to insert into the mail
template.
View Sample
Click to view a sample of the predefined mail message.
Copy Mail Template Page
Use the Copy Mail Template page (RE_CPYMAIL_TMPLT ) to select the option that you want to copy
into the mail template.
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Navigation
Click the Copy from Option button on the Lease and SAR Option Mail Template page.
Image: Copy Mail Template page
This example illustrates the fields and controls on the Copy Mail Template page . You can find definitions
for the fields and controls later on this page.
Option Name (begins with)
Enter a partial name or the name of the option that you want to
search for and click the Search button.
Lease Option Name
Displays a list of available lease options to copy into a new
message. Select the lease option to insert message text.
View Sample
Click to view the message text associated with that option.
Insert Mail Fields Page
Use the Insert Mail Fields page (RE_OPT_TAG ) to select the template marker for values that you want to
insert into your option description.
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Navigation
Click the Insert Mail Fields button on the Lease and SAR Option Mail Template page.
Image: Insert Mail Fields page
This example illustrates the fields and controls on the Insert Mail Fields page. You can find definitions for
the fields and controls later on this page.
Name
Select the name fields to be inserted into the mail template.
When you create a lease, you select the lease options to
associate with that lease. The fields that you select insert
specific field data into the message template.
For example, if you select Lease Number as the marker in the
message, the lease number from the lease that you associate
with the lease option replaces the marker in the message field.
Marker
Display the place holder for specific text on the message
template. Whether you select Lease Number, Lease Title, Action
Date, and so on, the associated information is supplied by
default onto the message template when the option is used on a
lease.
For example, by inserting the marker in your message (This is a
notice to inform you that the %LSNBR% will expire in 30 days),
your message will read This is to inform you that the lease
number A30178 will expire in 30 days.
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Description
Displays the description for each marker.
Defining Critical Date Templates
To define lease critical date templates, use the critical date template component (RE_CRDT_TMPLT).
This section provides an overview of critical date templates and discusses how to:
•
Define critical date templates.
•
Define option notifications.
Pages Used to Define Critical Date Templates
Page Name
Definition Name
Navigation
Usage
Define Critical Date Template RE_TMPLT_NM
Set Up Financials/Supply
Enter the critical date option
Chain, Product Related, Real definition.
Estate Management, Critical
Date Templates
Define Option Notifications
Click the Define Notifications Define a notification schedule
button on the Define Critical
and the recipients for the
Date Template page.
notification. An email
notification goes out to the
role defined here.
RE_TMPLOPT_DTL
Understanding Critical Date Templates
A lease may have a variety of events that occur throughout the lease life cycle. Some of these events may
require intervention by various interested parties associated with the lease. These events are usually, but
not always, associated with an option clause contained in the lease.
You can use lease events to track key milestones (such as security deposits and lease termination), lease
options (such as renewals and right of first offer), or other activities (such as lease activation approval).
Because each interested party needs to have early warning when these dates become due, the critical date
template enables you to set up alerts to remind you to take the appropriate actions.
When you need to be alerted of dates for an event that requires an action or decision, you can do so by
associating the critical dates template with that lease. You must define the critical date template and
schedule the template to alert you once, on a specific date, or using a timetable. You can also select the
lease options and the recipients that are to receive the alerts.
For example, if you want to be notified when a lease is up for renewal before it expires, you can set
the critical date notification to notify you six months in advance, again every month for the final three
months, once a week in the final month, and then every other day in the last two weeks.
This table describes how to set up the critical dates notification from the example above:
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Enable
Notification
Recurring
Every
On
Y
6 Months Prior
Never
Y
3 Months Prior
Month
1 Month
15th of the Month
Y
4 Weeks Prior
Weekly
1 Week
Monday
Y
14 Days
Daily
2 Days
Define Critical Date Template Page
Use the Define Critical Date Template page (RE_TMPLT_NM) to enter the critical date option definition.
Navigation
Set Up Financials/Supply Chain, Product Related, Real Estate Management, Critical Date Templates
Image: Define Critical Date Template page
This example illustrates the fields and controls on the Define Critical Date Template page. You can find
definitions for the fields and controls later on this page.
Template Name
Enter the name that best defines this critical date template.
Option Name
Select the option for which you want to define notifications.
Define Notifications
Click to access the Define Option Notifications page.
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Define Option Notifications Page
Use the Define Option Notifications page (RE_TMPLOPT_DTL ) to define a notification schedule and
the recipients for the notification.
An email notification goes out to the role defined here.
Navigation
Click the Define Notifications button on the Define Critical Date Template page.
Image: Define Option Notifications page
This example illustrates the fields and controls on the Define Option Notifications page. You can find
definitions for the fields and controls later on this page.
Schedule Details
Enable Notifications
Select to enable the notification.
Send initial notification
prior to Option Date
Enter the number, and then select days, months, or years prior to
the option date that you want to receive the notification.
Enter a number in the blank field and select one of these values:
Days
Months
Years
On the Lease Start Date
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Select if you want to receive the notification upon the date that
the lease is activated.
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Chapter 8
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Specific Date
Enter or select a specific date.
Recurring
You can send recurring notifications based on the following criteria:
Never
Select to never send recurring notifications.
Daily
Select to send daily notices. You can enter a number in the blank
field in the Daily row to indicate the notification frequency. For
example, if you enter 2, the system sends a notification every
two days until the option date occurs.
Weekly
Select to send notices weekly. You can enter a number in
the blank field in the Weekly row to define the notification
frequently and you can specify which day or days of the week
to send the notifications. For example, if you enter 2 for the
notification frequency and select Monday and Friday, the system
sends notifications on Monday and Friday every two weeks until
the option date occurs. If you specify a day of the week, you
must enter the notification frequency.
Monthly
Select to send notices monthly. You can enter a number in
the blank field on the Monthly row to define the notification
frequency and you can specify on which day of the month the
notification is sent.
Yearly
Select to send notices yearly. Select from the Month list and
define the number in the On Day field for a specific day within
that month. For example, notifications can be sent in January on
the fifth day of the month until the option date occurs.
Role Type
Select the role type or recipient to receive notifications.
Notification are sent out to any individual in your organization
who is assigned to this role type.
See Understanding Role Types.
Defining Role Types
To define role types, use the role types component (RE_PARTY_TYPE).
This section provides an overview of role types and discusses how to define role types.
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Page Used to Define Role Types
Page Name
Definition Name
Navigation
Usage
Role Types
RE_PTY_TYPE
Set Up Financials/Supply
Define role types.
Chain, Product Related, Real
Estate Management, User
Roles, Role Types
Understanding Role Types
Role types enable you to define the many contacts stored within your PeopleSoft Real Estate Management
system. They are also used to identify critical date recipients. You can set up a role as a role type. Role
types can be a lease administrator, portfolio manager, landlord, tenant, billing clerk, payables clerk, bank
contact, and so on.
After you set up the role type, you associate the role category to determine approval processing. When
auto-approval is enabled, roles that are assigned the role type of Internal Administrator and Internal
Manager can activate leases. If auto-approval is disabled, only the role that is assigned to the Internal
Manager role type can activate leases.
Note: You must define at least one role type for your PeopleSoft Real Estate Management system.
Note: Role types are not used as a security feature in PeopleSoft applications.
Role Types Page
Use the Role Types page (RE_PTY_TYPE) to define role types.
Navigation
Set Up Financials/Supply Chain, Product Related, Real Estate Management, User Roles, Role Types
Role Category
Your selection determines the actions for each role that you
define. Four role categories are available:
External Contact: A contact that is not an employee of your
organization. A contact can be a supplier or service personnel,
such as a sale representative from a janitorial supply company
or a repair man.
Internal Administrator: An employee of your organization who
has access to the PeopleSoft Real Estate Management system to
enter or maintain a lease. A lease administrator or a lease entry
clerk is an example of an internal administrator.
Internal Manager: A manager of your organization who has
access to the PeopleSoft Real Estate Management system
to validate a lease. A portfolio manager is an example of an
internal manager.
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Lease Principal: A landlord or tenant for a lease.
Defining Lease Administration Roles
To define lease administration roles, use the Lease Administration Roles component (RE_LA_ROLES).
This section provides an overview of lease administration roles and discusses how to define lease
administration roles.
Page Used to Define Lease Administration Roles
Page Name
Definition Name
Navigation
Usage
Lease Administration Roles
RE_LA_ROLES
Set Up Financials/Supply
Define a lease administration
Chain, Product Related, Real role.
Estate Management, Users
Roles, Lease Administration
Role
Understanding Lease Administration Roles
Lease administration roles enable you to associate individuals in your organization with a particular role
type within the PeopleSoft Real Estate Management system. You can associate multiple individuals in
your organization with one role type. For example, several individuals may be able to create and maintain
a lease. By assigning a role type of Lease Administrator to each of them, each individual can perform the
tasks associated with a lease administrator.
Note: You must set up role types before you set up lease administration roles.
Lease Administration Roles Page
Use the Lease Administration Roles page (RE_LA_ROLES) to define a lease administration role.
Navigation
Set Up Financials/Supply Chain, Product Related, Real Estate Management, Users Roles, Lease
Administration Role
User ID
Select the User ID of the individual in your organization who
generates a transaction.
Role Name
Displays the long description from the Role Types page.
Approve Transaction
Select to allow the user to approve transactions for payables,
put them on hold, unhold them or cancel them on the Payment
Transactions page. If you do not select this option, those buttons
will be unavailable for clicking and users will not be able to
approve any transaction in the Transaction Queue Manager.
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Create Transaction
Chapter 8
Select to allow the user to create payables manual fees and to
update selected manual fees on the Payment Transactions page.
If you do not select this option, those buttons will be unavailable
for clicking. If this option is not selected, the user will not be
able to create any manual transactions.
Note: If you inactivate a lease administration role, the user will no longer be able to be added to the
Create Lease page. If this user is already added on a lease, it will remain unchanged, but they will not be
able to add this user to another lease.
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Chapter 9
Generating Site Acquisition Requests
Understanding Site Acquisition Request Generation
The typical flow to generate a site acquisition request (SAR) is:
1. The project manager (PM), after approving that a new site acquisition project be undertaken, assigns
team members to execute the project.
2. The PM or Real Estate Specialist creates a new SAR and enters beginning data.
3. After sufficient SAR data is entered, a Specialist attempts to activate the SAR.
•
If a Specialist does not have the appropriate security level to activate the SAR, then she or he can
only validate and correct errors; she will need to submit the SAR to the PM for activation.
•
If a Specialist has the appropriate security level to activate the SAR, then he can do so
immediately.
After activation, a SAR is still open for editing. Users can add to or delete sites from the SAR
until the approval submission stage, when the final list of candidates is selected.
4. During finalization, a user can create an asset in Asset Management, a lease with basic information in
Lease Administration, and a project with basic information in Project Costing.
Any data that can be transferred from the site record (in the site repository) or from the SAR is copied
to the asset definition, lease, or project.
Comparison Matrix
After a SAR is Active, the user can check which sites in the Comparison Matrix are proposed as finalists.
The list of sites populates the columns, and the attributes populate the rows. The user can rate each
attribute on a scale of 1 to 5; 1 being the least suitable and 5 being the most suitable. After the user
enters the ratings for all the attributes, the system calculates the most suitable site by multiplying the
score with the weighting for that row, and then summing the attributes for each site (total score). Each
grid (category) lists an individual total as well as a final summarization box at the bottom of the page
providing grand totals.
The system calculates a total possible score for each grid. Essentially, this value is the sum of all the fields
in the grid with the weighting value multiplied by 5 (the highest score possible for each attribute).
SAR Submission and Approval Processing
The approval step allows the project team to proceed with acquiring the sites under consideration based
on rankings in the Comparison Matrix. You use the Approval Workflow Engine for this approval, and
you can configure it to require one or many approvers based on customer needs. Both the PM and the
individual selected as the Requestor/Approver can approve the SAR for acquisition.
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Chapter 9
After the finalists are researched and documented, you can adjust the rankings of the sites to be acquired
in order to identify the final order. Based on the Adjusted Ranking and the comments field below it, the
Approver can identify the order in which the sites are to be acquired and whether the team should acquire
one or all of the sites.
All fields at the Evaluating Finalists status remain open for editing. In addition, the Approver can override
the finalists proposed by the submitter.
Finalization of Sites Acquired
After sites are selected for acquisition, the project team attempts final negotiations and acquires one or
many sites, as defined in the SAR. The negotiation and final acquisition processes occur outside the
system. When confirmation is received that a site or sites were actually acquired, then the finalization
process takes place.
When you click the Confirm and Finalize Acquisition button, the following actions are triggered:
•
The status of the acquired sites changes to Operating.
•
The status of the SAR changes to Finalized.
•
The actual completion date is updated to the current date.
•
The duration changes to reflect the new duration based on the change in the actual completion date.
•
If you select to create an asset, it is created in PeopleSoft Asset Management with the Asset Type of
Property and the Property Class of Site. The system copies the asset description and name from the
Site. The Asset ID created appears on the integration tab of the Comparison Matrix.
•
If you select to create a lease, the system validates that the asset was created before the lease was
created. The lease is created with the basic information at a Pending status. The site acquired is
populated in the property details.
If a lease is to be created, you must provide the Lease Commencement date, Termination date, and the
Lease Obligation date.
•
If you select to create a project, the system uses the project template defined at setup to define a basic
project shell with activities and resources.
Uploading Sites Under Consideration
To upload sites under consideration, use the Excel to CI utility. Users are provided with a template
to fill in the Site data. The upload process is similar to any Excel to CI run. If Supplemental data is
being uploaded, then users must know which database field maps to which Supplemental data field. For
example, in the sample data provided, the Airport Distance field maps to the SD_NUM9_1 database field.
You define this mapping under Site Supplemental Data, Define Record.
Generating Site Acquisition Requests
This section discusses how to:
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Chapter 9
Generating Site Acquisition Requests
•
Enter SAR details.
•
View the Comparison Matrix.
•
Add options and critical dates.
•
Set up critical dates details and notification recipients.
•
View the SAR analytic.
Pages Used to Generate Site Acquisition Requests
Page Name
Definition Name
Navigation
Usage
SAR Details
RE_SAR
Real Estate Management,
Site Acquisition, Site
Acquisition Request(s), SAR
Details
Enter SAR detail information
Comparison Matrix
RE_SAR_METRICS
Real Estate Management,
Site Acquisition, Site
Acquisition Request(s),
Comparison Matrix
View the comparison matrix.
Options and Critical Dates
RE_SAR_OPTIONS
Real Estate Management,
Site Acquisition, Site
Acquisition Request(s),
Options and Critical Dates
Enter options and critical
dates.
Critical Date Detail
RE_SAR_CRDT_DTL
Real Estate Management,
Site Acquisition, Site
Acquisition Request(s),
Options and Critical Dates
Enter schedule details and
recipient information for
critical date notifications.
Click the Critical Date icon on
the Options and Critical Dates
page.
SAR Notes
RE_SAR_NOTES
Real Estate Management,
Site Acquisition, Site
Acquisition Request(s), SAR
Notes
Add notes to the SAR.
SAR Analytic
RE_SAR_ANALYTIC
Real Estate Management,
Site Acquisition, Site
Acquisition Request(s), SAR
Analytic
View the SAR analytic
graphic.
SAR Contact
RE_SAR_CONTACT
Real Estate Management,
Site Acquisition, Site
Acquisition Request(s), SAR
Contact
Add contacts to the request.
Search For Contacts
RE_CNCT_SRCH
Click the Search or Add
Contacts button on the SAR
Contact page.
Search for contacts to add to
the request.
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Chapter 9
SAR Details Page
Use the SAR Details page (RE_SAR) to .
Navigation
Real Estate Management, Site Acquisition, Site Acquisition Request(s), SAR Details
Image: SAR Details page
This example illustrates the fields and controls on the SAR Details page. You can find definitions for the
fields and controls later on this page.
Action
128
After completing the SAR, select the appropriate action:
•
Activate SAR: If you have the security ability to activate,
then do so. Otherwise, an appropriate user must open the
SAR, review the data, and activate the SAR. The status of
the SAR will change to Active. The SAR can still be edited.
All the Sites attached to the SAR will be in the Evaluating
state. This action is only available for SARs in a Pending
status.
•
Submit for Approval: Change the SAR status to Evaluating
Finalists. Submit the SAR for approval. Make the SAR read
—only. This action is available only for SARs in an Active
status.
•
Approve SAR: Change the status to Sites Selected. This
action is available only for SARs in an Evaluating Finalists
status.
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Chapter 9
Generating Site Acquisition Requests
Status
•
Cancel SAR: Change the status back to Active. This action
is available only for SARs in an Evaluating Finalists status.
•
Validate SAR: Check for all required fields before activating
a SAR. This action is available only for SARs in a Pending
status.
•
Finalize SAR: Close the SAR and confirm the sites were
acquired. This finalization process creates assets, leases,
projects, and so on. Change the status of the site to
Operating, and the. SAR status to Finalized. This action is
available only for SARs in a Site(s) Selected status.
Displays the current status of the SAR. Values are:
•
Pending: Newly created SARs have this status. You can
save the SAR at this point without any validation. The
validation of the data entered will be done when the SAR is
validated or when the SAR is activated.
•
Active: At least one site must be attached to the SAR in
order to become Active. The SAR is editable even after
activation.
•
Evaluating Finalists: The SAR will be in this status after it
is submitted for approval with a smaller subset of candidates
for further negotiation, analysis, and so on. Data can still
be modified by the approver before approval or denial. A
denial will return the SAR to an Active status so that it can
continue to be modified by the submitter. The approver can
enter comments before denial so the submitter knows what
additional information is needed.
•
Site(s) Selected: SARs have this status when the SAR is
approved for acquiring the sites. The site status changes to
Negotiating.
•
Finalized: SARs have this status when the finalization
process has run. The site acquired status changes to
Operating. Any sites in an Evaluating or Negotiating
status on this SAR change back to Open or Archive (based
on previous history) unless they are under evaluation or
negotiation on another SAR.
Site Acquisition Request Name
Enter a unique name for this request.
Commencement
Enter the commencement date of the site acquisition process.
This field is required.
Estimated Completion
Enter the date you anticipate this request will be complete. This
date must be later than the commencement date.
Real Estate Specialist
Select the real estate specialist assigned to this request.
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Generating Site Acquisition Requests
Chapter 9
Portfolio Manager
Select the portfolio manager assigned to this request.
Add Site
Click this button to insert a new row and add more sites to the
Sites Under Consideration grid. You can add up to 50 sites to
each request. Users can select any sites from the Site Repository
that are not in a New or Operating status. At least one site must
be attached to the SAR to activate it.
Site Name
Select the sites you want to consider for this request.
Comparison Matrix Page
Use the Comparison Matrix page (RE_SAR_METRICS) to view the comparison matrix.
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Chapter 9
Generating Site Acquisition Requests
Navigation
Real Estate Management, Site Acquisition, Site Acquisition Request(s), Comparison Matrix
Image: Comparison Matrix page (1 of 2)
This example illustrates the fields and controls on the Comparison Matrix page (1 of 2). You can find
definitions for the fields and controls later on this page.
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Generating Site Acquisition Requests
Chapter 9
Image: Comparison Matrix page (2 of 2)
This example illustrates the fields and controls on the Comparison Matrix page (2 of 2). You can find
definitions for the fields and controls later on this page.
The Comparison Matrix grid displays all of the generic and supplemental fields defined for a site. The
attributes appear in individual grids categorized based on functionality, as they were defined in the site
repository. The categories and individual grids are:
•
Location Details
•
Physical Attributes
•
Site Value
•
Operation/Maintenance
•
Schedule
•
Supplemental Data
The site comparison matrix displays all the sites and the attributes for the given SAR in the form of
multiple grids, categorized according to the Site Repository component. Any fields that are defined in
Supplemental Data will appear in the Comparison Matrix, regardless of site type.
You can assign a score (1 through 5, 5 being the best) for each of the site comparison data fields. The
individual scores, combined with the weighting listed for each field (defined at setup), determine a total
score summarized at the bottom, with a rank listed based on the highest to lowest scores. The approver
can specify their own rankings, which override system-generated, score-based rankings.
Although you are required to set up the weightings and field selection by site type page, the use of the
weightings to generate the scores is optional. If you do not assign weightings, then the default weighting
value for all fields is 1.0, which essentially means no additional weight.
The Calculate button sums all of the weighted ratings and alters the Overall Rank field based on the score
attained by each site. The site with the maximum rating usually is the site best suited for acquisition.
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Chapter 9
Generating Site Acquisition Requests
However, the Adjusted Rank field is open to the approver or PM for override of the order with which the
sites should be pursued, despite the scoring that generated the system rank.
Comments can be entered against each row, as well as in a large comments box at the bottom of the page.
Weighting
Displays the weighting assigned when setting up the site
attributes.
Rating
Select a rating for each attribute.
Calculate
Click this button to recalculate the scores based on the rankings
entered in the Rating fields.
Activate Site Acquisition Request
When the SAR is in a Pending state, all of the data fields are
open and this button is available. This button duplicates the
Activate functionality in the Action drop-down list box on the
SAR Details page.
Overall Rank (Score Based)
Displays the ranking of each site based on this system
calculation: the weighting × the rating + the value for each
attribute
Select Site Acquisition Finalists
Select the check box under the appropriate sites to select these
sites as finalists for review. While in a Pending status, you
cannot update which sites should be finalists.
Options and Critical Dates Page
Use the Options and Critical Dates page (RE_SAR_OPTIONS) to enter options and critical dates.
Navigation
Real Estate Management, Site Acquisition, Site Acquisition Request(s), Options and Critical Dates
Image: Options and Critical Dates page
This example illustrates the fields and controls on the Options and Critical Dates page. You can find
definitions for the fields and controls later on this page.
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Generating Site Acquisition Requests
Add Option
Chapter 9
Click this button to insert a new row and add another option to
this request.
Note: You must complete the Option Date and Option Name
fields before you can insert a new row.
134
Apply Template
Click this button to apply a predefined critical date template
to the page. Option and critical date information within the
template is copied into the SAR.
Option Date
Enter the date that this option occurs or expires. The date that
you enter must occur on or after the current date and cannot
occur before the commencement date. This field is required.
Option Name
Select the option for which you want to establish a critical date.
Option Status
Displays the status of the option. The values are:
•
Inactive: The critical date schedule for the option is inactive.
•
Active: Critical date notifications are processed when
you run the critical date notification process. The options
becomes active after you enable notifications on the Options
and Critical Dates - Critical Date Detail page.
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Chapter 9
Generating Site Acquisition Requests
Critical Dates Details Page
Access the Critical Dates Details page (click the Critical Date icon on the Options and Critical dates
page).
Image: Critical Dates Details page
This example illustrates the fields and controls on the Critical Dates Details page. You can find definitions
for the fields and controls later on this page.
Option Name
Select the option for which you want to establish for a critical
date. This field is required.
Option Date
Enter the date that this option occurs or expires. The date that
you enter must occur on or after the current date and cannot
occur before the site commencement date. This field is required.
Message Text
Enter the text to insert into the email notification.
Email Text
Click to display a sample of the email content that is generated
and sent to recipients. You cannot edit the email text from this
view. The email text is specified when you define the option
during setup. You may, however, tailor the Message Text field to
customize the message for a specific request.
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Chapter 9
Schedule Details
Enable Notifications
Select to enable email notifications.
Send initial notification
Select the option for sending initial notifications. Critical date
notifications operate within a date range. The options in this
group determine the timing of the start date. Options include:
Prior to Option Date: Use this option to begin notifications on
a specific number of days, months, or years before the option
date.
On the Lease Start Date: Use this option to begin sending
notifications from the request Commencement Date field that is
specified on the SAR Details page.
On a Specific Date: Use this option to begin sending
notifications on a specific date. The date that you select must
precede the option date.
Recurring - Send Recurring Notifications
Never
Use this option if the notification is not recurring. For example,
only one notification is sent on the date that is specified by
selecting Send Initial Notification.
Daily
Select this option to generate notifications daily. For example,
setting the number value to 1 generates a notification every day
from the initial notification until the option date occurs.
Weekly
Select this option to generate notifications weekly or at regular
intervals on specific days of the week. For example, specify a
value of 2 and select Mon and Wed for the system to generate
notifications on Mondays and Wednesdays, every other week,
between the start date and the option date.
Monthly
Select this option to generate notifications every month on a
specific day of the month. For example, you can generate a
notification every three months on the 31st day of the month
between the start date and the option date. If you select the 29th,
30th, or 31st and the notification date occurs within a month that
has fewer days, then the notification is sent on the last day of the
month.
Yearly
Select this option to generate notifications annually on a specific
day within a specific month. For example, you can generate
notifications every two years on June 30.
Recipients
This section enables you to specify the interested parties to whom critical date notifications are sent.
The recipient list is role based. Notifications are sent only when a specific person is assigned to that role
within the context of the site.
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Chapter 9
Generating Site Acquisition Requests
You use the Contacts section of the request to specify the roles and specific users who are assigned
to those roles. You can select a role to which no one is currently assigned; however, no notification is
actually sent. Conversely, if someone is assigned to that role and they are removed from the contact list,
the system displays the role as the recipient; however, the person assigned to the role no longer exists and
no notification is generated.
See Understanding Real Estate Management Contacts.
Role Name
Select the role for whom you want to receive notifications. You
can select from any of the predefined Real Estate Management
roles. If no one is assigned to this role, then the Name field is
blank.
Email Notify
Indicates that email notifications are sent to the roles that are
defined.
Note: This field does not indicate whether the recipient's email
address is configured correctly. The system assumes that all
email recipients are able to receive mail.
SAR Analytic Page
Use the SAR Analytic page (RE_SAR_ANALYTIC) to view the SAR analytic graphic.
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Generating Site Acquisition Requests
Chapter 9
Navigation
Real Estate Management, Site Acquisition, Site Acquisition Request(s), SAR Analytic
Image: SAR Analytic page
This example illustrates the fields and controls on the SAR Analytic page. You can find definitions for the
fields and controls later on this page.
This analytic is a graphical display of the sites and their respective total scores for each section of the
Comparison Matrix.
Approving Site Acquisition Requests
This section discusses how to:
•
Manage SARs.
•
Approve SARs.
Pages Used to Approve SARs
138
Page Name
Definition Name
Navigation
Usage
Manage SAR Approval
RE_SAR_MANAGE_APPR
Real Estate Management,
Site Acquisition, Manage
SAR Approval
Manage the approval of
SARs.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Chapter 9
Generating Site Acquisition Requests
Page Name
Definition Name
Navigation
Usage
Site Acquisition Request
Approval
RE_SAR_APPR
Real Estate Management,
Site Acquisition, Manage
SAR Approval
Approve or deny SARs.
Click a SAR ID on the
Manage SAR Approval page.
Manage SAR Approval Page
Use the Manage SAR Approval page (RE_SAR_MANAGE_APPR) to manage the approval of SARs.
Navigation
Real Estate Management, Site Acquisition, Manage SAR Approval
Image: Manage SAR Approval page
This example illustrates the fields and controls on the Manage SAR Approval page. You can find
definitions for the fields and controls later on this page.
SAR ID
Enter the SAR ID to search for a specific request.
Site Type
Enter a site type to search for requests with specific site types.
Search
Select the requests you want to search for:
SAR ID
•
Pending My Approval
•
Approved By Me
•
Denied By Me
Click a SAR ID to access the Site Acquisition Request Approval
page to add ratings and approve or deny a SAR.
Site Acquisition Request Approval Page
Use the Site Acquisition Request Approval page (RE_SAR_APPR) to approve or deny SARs.
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Generating Site Acquisition Requests
Chapter 9
Navigation
Real Estate Management, Site Acquisition, Manage SAR Approval
Click a SAR ID on the Manage SAR Approval page.
The approver can add his or her own ratings and then view the Comparison Matrix with these new ratings
applied. The ratings entered here update the values in the SAR. The ratings fields become read-only after
the SAR is approved.
Select Site Acquisition Finalists
Select check boxes to select one or more sites as finalists.
Adjusted Rank (Approver Selected)
Approvers can change the ranks manually for each site.
Approve
Click this button to approve this SAR. The SAR will be in an
approved status and a user with appropriate access will finalize
the property selection.
Deny
Click this button to deny this request and send it back to the
creator. You can enter comments that will help explain the
updates needed to approve this request.
Approval Map
This group box displays a graphical map of the approval
process. You can click links to view more information about
the persons assigned to the request or send emails requesting
information.
Finalizing Site Acquisition Requests
This section discusses how to finalize SARs and create assets, leases, or projects from sites.
Page Used to Finalize Site Acquisition Requests
Page Name
Definition Name
Navigation
Usage
Finalize Site(s) Acquired
RE_SAR_FINALIZE
Real Estate Management,
Site Acquisition, Manage
SAR Approval
Finalize SARs and create
assets, leases, or projects from
sites.
Click a SAR ID on the
Manage SAR Approval page.
Finalize Site(s) Acquired Page
Use the Finalize Site(s) Acquired page (RE_SAR_FINALIZE) to finalize SARs and create assets, leases,
or projects from sites.
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Chapter 9
Generating Site Acquisition Requests
Navigation
Real Estate Management, Site Acquisition, Manage SAR Approval
Click a SAR ID on the Manage SAR Approval page.
Image: Finalize Site(s) Acquired page
This example illustrates the fields and controls on the Finalize Site(s) Acquired page. You can find
definitions for the fields and controls later on this page.
Note: This page is visible only when a SAR is in a finalized status.
Acquired
Select this check box to acquire this site.
Acquisition Date
If you selected the Acquired check box, you must enter an
acquisition date.
Confirm and Finalize Acquisitions
Click this button to finalize the request and have the system
create the required IDs. At least one site must be selected
as acquired and have a value in the Acquisition Date field
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Generating Site Acquisition Requests
Chapter 9
before you click the Confirm and Finalize Acquisition button.
Otherwise, the system displays an error.
Integration Details
This tab displays the asset ID, project ID, or lease ID that the system created if you selected to have the
system create these values before you clicked the Confirm and Finalize Acquisition button.
Integrations
This group box enables you to create an asset, project, or lease ID from the acquired sites.
Create Asset, Create Lease, or Create Select one or all of these check boxes to enable the system to
Project
create the required IDs in the system.
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Chapter 10
Creating Lease Abstracts
Understanding Lease Abstracts
The lease abstract provides a method to capture and present lease information in a summarized, at-aglance format. Because leases are usually lengthy and difficult to read, the lease abstract provides lease
administrators with a short reference that is referred to more frequently. The sections printed vary by
SetID and are based on the setup on the Lease Abstract component (RE_ABST_SECT). The layout of the
lease abstract matches with the online entry flow of the lease in the system to assist with faster data entry
(after the handwritten lease abstract worksheet is completed and is ready for input).
These are the two versions of lease abstracts:
•
Lease abstract worksheet.
•
Lease abstract.
A lease abstract worksheet is a blank template that you can print and use to record data from a paper
lease. The lease abstract worksheet has fields and sections that are similar in order and logical grouping as
in the Lease Maintenance component. This enables you to read the worksheet in a linear fashion and enter
the information into the Lease Maintenance component. Although the lease abstract worksheet is meant
to assist with the typical lease abstraction process done by lease administrators, it is an optional step and
depends on the lease administration procedures or your organization.
The Lease Abstract page is a system-generated summary of the lease. After you enter a lease in the
system, you can review the lease data by looking at the lease abstract. You can view the lease abstract
online or print it for your records.
To transfer lease details from the lease to the PeopleSoft Real Estate Management system, you perform
these tasks:
1. Print the lease abstract worksheet.
2. Manually enter the lease information on the worksheet.
3. Use the lease abstract worksheet to enter lease information in the Lease Maintenance component.
4. Review the lease abstract on the Lease Abstract page.
Prerequisites
Before you can print a lease abstract, you must first set up the sections to print in the lease abstracts for
each SetID through the Lease Abstract setup component. For each SetID used in PeopleSoft Real Estate
Management, you can choose which sections appear on the lease abstract.
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Creating Lease Abstracts
Chapter 10
Creating and Printing Lease Abstract Worksheets
This section discusses how to print lease abstract worksheets.
The lease abstract worksheet provides you with spaces between fields to enable you to hand write lease
information on the worksheet. The flow of the worksheet is designed so that you can quickly extract
the information from a hard copy lease and input the data into the PeopleSoft Real Estate Management
system.
Page Used to Create Lease Abstract Worksheets
Page Name
Definition Name
Navigation
Usage
Lease Abstract Worksheet
RE_ABS_WRKSHEET
Real Estate Management,
Lease Administration,
Reports, Lease Abstract
Worksheet
Print a worksheet used to
record lease information for
entry in the PeopleSoft Real
Estate Management system.
You can print the worksheet
from your web browser.
To maximize viewing and
printing of the worksheets,
you should use the user
interface standard of 800 ×
600 screen resolution.
Lease Abstract Worksheet Page
Use the Lease Abstract Worksheet page (RE_ABS_WRKSHEET) to print a worksheet used to record
lease information for entry in the PeopleSoft Real Estate Management system.
Navigation
Real Estate Management, Lease Administration, Reports, Lease Abstract Worksheet
144
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Chapter 10
Creating Lease Abstracts
Note: These screen shots display the standard lease abstract worksheet with all options selected on the
Lease Abstract setup page.
Image: Lease Abstract Worksheet page (1 of 11)
This example illustrates the fields and controls on the Lease Abstract Worksheet page (1 of 11). You can
find definitions for the fields and controls later on this page.
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Creating Lease Abstracts
Chapter 10
Image: Lease Abstract Worksheet page (2 of 11)
This example illustrates the fields and controls on the Lease Abstract Worksheet page (2 of 11). You can
find definitions for the fields and controls later on this page.
Image: Lease Abstract Worksheet page (3 of 11)
This example illustrates the fields and controls on the Lease Abstract Worksheet page (3 of 11). You can
find definitions for the fields and controls later on this page.
146
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Chapter 10
Creating Lease Abstracts
Image: Lease Abstract Worksheet page (4 of 11)
This example illustrates the fields and controls on the Lease Abstract Worksheet page (4 of 11). You can
find definitions for the fields and controls later on this page.
Image: Lease Abstract Worksheet page (5 of 11)
This example illustrates the fields and controls on the Lease Abstract Worksheet page (5 of 11). You can
find definitions for the fields and controls later on this page.
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Creating Lease Abstracts
Chapter 10
Image: Lease Abstract Worksheet page (6 of 11)
This example illustrates the fields and controls on the Lease Abstract Worksheet page (6 of 11). You can
find definitions for the fields and controls later on this page.
Image: Lease Abstract Worksheet page (7 of 11)
This example illustrates the fields and controls on the Lease Abstract Worksheet page (7 of 11) . You can
find definitions for the fields and controls later on this page.
148
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Chapter 10
Creating Lease Abstracts
Image: Lease Abstract Worksheet page (8 of 11)
This example illustrates the fields and controls on the Lease Abstract Worksheet page (8 of 11). You can
find definitions for the fields and controls later on this page.
Image: Lease Abstract Worksheet page (9 of 11)
This example illustrates the fields and controls on the Lease Abstract Worksheet page (9 of 11). You can
find definitions for the fields and controls later on this page.
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Creating Lease Abstracts
Chapter 10
Image: Lease Abstract Worksheet page (10 of 11)
This example illustrates the fields and controls on the Lease Abstract Worksheet page (10 of 11). You can
find definitions for the fields and controls later on this page.
150
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Chapter 10
Creating Lease Abstracts
Image: Lease Abstract Worksheet page (11 of 11)
This example illustrates the fields and controls on the Lease Abstract Worksheet page (11 of 11). You can
find definitions for the fields and controls later on this page.
See Defining Lease Abstract Sections to Print, Create New Lease - General Information Page, Create
New Lease - Financial Terms Page, Financial Terms - Base Rent Details Page, Create New Lease —
Clauses Page, Financial Terms - Operating Expenses Details Page, Financial Terms - Percent Rent Page,
Understanding Security Deposits, Understanding Options and Critical Dates.
Reviewing Lease Abstracts
This section provides an overview of reviewing lease abstracts and discusses how to review lease
abstracts.
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Chapter 10
Page Used to Review Lease Abstracts
Page Name
Definition Name
Navigation
Lease Abstract
RE_SUMMARY_INQ
•
Usage
Real Estate Management, Displays a summary of the
Lease Administration,
lease.
Payables Leases,
Maintain Lease
Select View Lease
Abstract in the Action
field and click the Go
button.
•
Real Estate Management,
Lease Administration,
Receivables Leases,
Maintain Lease
Select View Lease
Abstract in the Action
field and click the Go
button.
•
Real Estate
Management, Lease
Administration, Reports,
Lease Abstract
Understanding Reviewing Lease Abstracts
PeopleSoft Real Estate Management enables you to review the lease abstract in any lease status,
including pending leases prior to activation. You can review the summary of the lease online or you can
print a copy. This feature also enables you to view all the terms and conditions for typographical and
miscellaneous errors in the lease before you activate it. Any changes to the terms and conditions of the
lease, after it is activated, requires a lease amendment.
Lease Abstract Page
Use the Lease Abstract page (RE_SUMMARY_INQ) to displays a summary of the lease.
Navigation
•
Real Estate Management, Lease Administration, Payables Leases, Maintain Lease
Select View Lease Abstract in the Action field and click the Go button.
•
Real Estate Management, Lease Administration, Receivables Leases, Maintain Lease
Select View Lease Abstract in the Action field and click the Go button.
•
152
Real Estate Management, Lease Administration, Reports, Lease Abstract
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Chapter 10
Creating Lease Abstracts
Note: The screen shots display the lease abstract of a completed lease.
Image: Lease Abstract page (1 of 6)
This example illustrates the fields and controls on the Lease Abstract page (1 of 6). You can find
definitions for the fields and controls later on this page.
Image: Lease Abstract page (2 of 6)
This example illustrates the fields and controls on the Lease Abstract page (2 of 6). You can find
definitions for the fields and controls later on this page.
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Creating Lease Abstracts
Chapter 10
Image: Lease Abstract page (3 of 6)
This example illustrates the fields and controls on the Lease Abstract page (3 of 6). You can find
definitions for the fields and controls later on this page.
154
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Chapter 10
Creating Lease Abstracts
Image: Lease Abstract page (4 of 6)
This example illustrates the fields and controls on the Lease Abstract page (4 of 6). You can find
definitions for the fields and controls later on this page.
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Chapter 10
Image: Lease Abstract page (5 of 6)
This example illustrates the fields and controls on the Lease Abstract page (5 of 6) . You can find
definitions for the fields and controls later on this page.
156
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Chapter 10
Creating Lease Abstracts
Image: Lease Abstract page (6 of 6)
This example illustrates the fields and controls on the Lease Abstract page (6 of 6) . You can find
definitions for the fields and controls later on this page.
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Chapter 11
Creating and Maintaining Leases
Understanding Leases
PeopleSoft Real Estate Management is an integrated solution that effectively manages the entire life cycle
of a corporate real estate lease, from lease execution and financial processing through lease expiration and
termination.
A lease is an agreement between a lessee (tenant) and a lessor (owner, landlord, or property manager)
that defines terms of the rental, such as the period of time and rent amount for a property or multiple
properties. The lease is the basis for invoices or vouchers and receipts or payments. You create a lease to
enable processing for an invoice or payment for recurring rent and operating expenses for that lease.
You can process everything from a single invoice or payment to the most complex recurring invoices
or payments as required by the lease. You can perform cost allocations, rent escalations, and capacity
planning for your organization, and establish critical date alerts to notify you when you must take action
on or make a decision about a particular lease.
Before you create a lease, you must determine the type. There are two types of leases: payables leases and
receivables leases. Your role—landlord or tenant—determines the type of lease that you create.
This section discusses:
•
Payables leases.
•
Receivables leases.
Payables Leases
Payables leases enable a tenant (lessee) to manage and report on rent, operating expenses, and
miscellaneous rents. You can set up recurring payment schedules to facilitate the lease. You can set up
percent rent terms based on sales reported by tenant. You can capture specific lease clauses and lease
options, and set up critical date alerts for important events related to the lease, such as lease expiration.
You can also audit operating expenses, comparing with previous years to ensure continuity of spending.
You create a payables lease when your organization is the tenant (or lessee) and you are issuing rent
payments to a landlord (or lessor) for space that you are occupying. You enter the lease terms from your
signed lease agreement as a payables lease and set it up for payment processing through PeopleSoft
Payables. As a result, the majority of your transactions are payables transactions or payments that you are
issuing through PeopleSoft Payables to be paid to your landlord.
When you enter the lease, you can establish recurring rent payments that the system processes on a
periodic basis of your choosing. When processing rent payments, the system generates transactions with
PeopleSoft Payables as the transaction destination. Even manual payments, which include ad-hoc entries,
security deposits, operating expense audits, and percent rent sales reports, can be sent through PeopleSoft
Payables with their associated accounting ChartFields, as determined by the transaction routing code and
accounting rule setup. You can also send through PeopleSoft Payables (first as a negative reversal entry
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
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Creating and Maintaining Leases
Chapter 11
of the originating transaction and then as a new entry for the revised payment amount) any adjustment
entries caused by changes in security deposits, operating expense audit adjustments, or percent rent sales
reports.
For payables leases, the integration points to consider for processing are PeopleSoft General Ledger (for
straightline accounting), Payables, and Asset Management (for the Asset Repository). Since PeopleSoft
Billing integration is not needed for payables leases, any adjustment transactions are sent through
PeopleSoft Payables as negative voucher entries.
See Transaction Routing Codes Page.
See Understanding PeopleSoft Real Estate Management Accounting Rules.
Receivables Leases
Corporate real estate management sometimes requires landlord billing capabilities for leasing owned
property and subleasing leased property. Accounting for all costs and lease income associated with lease
management is critical to a landlord (lessor). Receivables leases enable you to collect rent, manage your
expenditures, and allocate them proportionately to the departments or other entities.
When you create a receivables lease, you set up recurring invoices that generate automatically in the
frequency defined in the lease. You can track lease clauses and options, and set up critical dates to remind
you of important events related to the lease, such as lease expiration. You can also set up simple to
complex rent terms, track percent rent schedules, and upload percent rent sales reports to determine the
percent increase to bill for monthly rent.
You create a receivables lease when your organization is the landlord (or lessor) and you are submitting
rent bills to a tenant (or lessee). For a receivables lease, you enter the lease terms from your signed
lease agreements and set up the terms for processing as the landlord. As a result, the majority of your
transactions are billing transactions or bills that you are issuing through PeopleSoft Billing to your tenant.
When entering the lease, you can establish recurring rent bills that the system processes on a periodic
basis of your choosing. When processing rent invoices, the system generates transactions with PeopleSoft
Billing as the transaction destination. Even manual bills, which include ad hoc entries, security deposits,
operating expense reconciliations, and percent rent sales reports, are sent through PeopleSoft Billing with
their associated accounting ChartFields, as determined by the transaction routing code and accounting
rule setup. You can also send through PeopleSoft Billing (first as a negative reversal entry of the
originating transaction and then as a new entry for the revised payment amount) any adjustment entries
caused by changes in security deposits, operating expense audit adjustments, or percent rent sales reports.
Security deposit refund processing, which is available on receivables lease processing (outside of the
lease component) can potentially divert the security deposit refund to PeopleSoft Payables if, during
lease expiration, the refund has not been depleted by sufficient deductions to cover the remaining amount
outstanding and money is owed back to the tenant.
For Receivables leases, the integration points to consider for processing are PeopleSoft General Ledger
(for straightline accounting), Billing, and Asset Management (for the Asset Repository). Although, for
the most part, any adjustment transactions are sent through PeopleSoft Billing as negative invoice lines,
a PeopleSoft Payables integration is also available (and potentially necessary) to handle security deposit
refund processing during lease expiration.
See Understanding Transaction Routing Codes.
See Understanding PeopleSoft Real Estate Management Accounting Rules.
160
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Chapter 11
Creating and Maintaining Leases
Process Flow Overview for Creating a Lease
The high-level business process flow for creating a lease consists of these steps:
1. Define the general lease information.
2. Enter the lease timetable and lease administration information.
3. Add the property information.
4. Define the financial terms of a lease.
5. Add base rent.
6. Add the operating expenses.
7. Add miscellaneous rent.
8. Define percent rent information.
9. Enter security deposits.
10. Add lease clauses.
11. Establish options and set critical dates.
12. Add and attach pertinent notes.
13. Define internal and external contacts for the lease.
14. Validate and activate lease.
See Establishing Operating Expenses for a Lease, Setting Up Percent Rent Terms, Setting Up Security
Deposits, Setting Up Options and Critical Dates, Understanding Real Estate Management Contacts.
Prerequisites
Before creating leases, you must:
•
Set up schedules and calendar IDs.
•
Structure lease component setup.
•
Set up supplier and customer (landlord and tenant)
See "Entering Supplier Identifying Information (PeopleSoft 9.2: Source to Settle Common Information)"
Related Links
Understanding Leases
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Common Elements Used in Leases
Commencement
Enter the begin date that the lease goes into effect.
Lease Actions
A lease can change significantly throughout the course of its
typically long life cycle. With the Lease Administration feature,
you can change the lease status throughout this life cycle using
lease actions within the lease component. The list of available
actions changes based on the current state of the lease and what
can be processed against the lease. For example, you can put an
active lease into a dispute status if there is a dispute between the
landlord and tenant. If a lease is in dispute, you can hold it from
any financial processing. Any transactions in the transaction
queue is also put on hold. When the dispute is resolved, you
must manually approval the transactions put on hold to enable
processing.
Select from the list of values below:
•
Activate Lease
•
Add to My Portfolio
•
Cancel Lease
•
Close Lease
•
Copy From Existing Lease
•
Delete Lease
•
Dispute Lease
•
Expire Lease
•
Holdover Lease
•
Manage Amendments
•
Resolve Dispute
•
Submit for Review
•
Validate Lease
•
View Lease Abstract
See Understanding Leases.
Go to Error
Landlord and Tenant
162
Click to view and resolve validation and/or activation error. The
icon works in conjunction with the highlighted field for visual
clue.
Select the name of the landlord or tenant.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Chapter 11
Creating and Maintaining Leases
This field changes depending on your role (landlord or tenant)
and the navigation that you use.
Note: The landlord must be set up as a supplier on the supplier
table, and the tenant must be set up as a bill to customer on the
customer table with the Primary Bill-To check box selected.
See "Entering Supplier Identifying Information (PeopleSoft 9.2:
Source to Settle Common Information)"
Lease Type
Select the Sub Lease or Reporting lease type. If you select Sub
Lease, you must enter the parent lease number associated with
that sub lease.
See Lease Types Page.
Location
Select the geographical site identifying a city, state, or office.
This location code is based on the supplier or customer master
and is not established in the Lease Administration feature.
Payables Lease or Receivables Lease Displays the lease number. This field is dynamic and changes
depending on the type of lease (payables or receivables) and the
navigation you use. You can either enter a lease number when
you create a new lease or let the system generate it from the next
available number. If you enter a lease number, it can both letters
and numbers.
Region
Select the geographical site that identifies a group of locations,
such as Midwest or Northeast. You must enter a region before
you validate or activate a lease.
Reference
Specify sections within a lease where the term of the lease is
defined. For example, when adding a base rent, you can use the
Reference field to specify the section in the lease where the rent
terms are located.
Straightline Accounting
Select to specify straightline accounting for rent. When selected,
the system applies straightline accounting rules to the rent.
See Understanding Straightline Accounting.
Termination
Enter the end date of the lease. The end date is used to define
when the lease expires.
Defining General Lease Information
This section provides an overview of general lease information and discusses how to define general
information for a lease.
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Chapter 11
Pages Used to Define General Information
Page Name
Definition Name
Navigation
Create New Lease - General
Information
RE_LS_GENERAL
•
Real Estate Management, Select to create a payables
Lease Administration,
lease or receivables lease.
Payables Leases, Create
New Lease, General
Information
•
Real Estate Management,
Lease Administration,
Receivables Leases,
Create New Lease,
General Information
•
Real Estate Management,
Lease Administration,
Payables Leases,
Maintain Lease, General
Information
•
Real Estate Management,
Lease Administration,
Receivables Leases,
Maintain Lease, General
Information
•
Real Estate Management, Select to maintain a payables
Lease Administration,
lease or a receivables lease.
Payables Leases,
Maintain Lease, General
Information
•
Real Estate Management,
Lease Administration,
Receivables Leases,
Maintain Lease, General
Information
Maintain Lease - General
Information
Property Search
RE_LS_GENERAL
RE_LS_PPTY_SRCH
Click the Select Property
button on the General
Information page.
Usage
Search for and select
properties from a hierarchical
display to associate with
leases.
Understanding General Lease Information
Defining lease terms and property information is the first step in setting up a new lease. You can create a
new lease or copy from an existing lease.
You can associate a one-to-many relationship between a lease and leased properties. For example, a lease
can include multiple properties or a single property with multiple floors, areas, or space. To define the
property information, populate the property grid. The property summary provides the calculation for total
area for all properties listed on the lease.
Note: After the lease is activated, you must create an amendment to change the property information.
164
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Chapter 11
Creating and Maintaining Leases
Before you create a lease, you need to understand the underlying actions of some of the fields and how
they affect the overall processing of the lease. This section provides an overview of:
•
Lease actions.
•
Lease statuses.
•
Proration method.
Lease Actions
You can specify various actions for a lease. The Action field is dynamic and works in conjunction with
the lease Status field, enabling you to change the status of a lease at various stages.
For example, to activate a lease, you select Activate Lease from the Actions field (if you have user
authority). After the lease status is Active, the only available actions are Cancelled, Expired, and Dispute.
The available values are:
•
Activate Lease: You can activate leases if all the necessary lease information is correctly entered and
validated by the system. Once a lease is activated, you can begin financial processing, make rent
payments, and generate invoices. Activation of the lease validates the lease to ensure that all of the
data entered is accurate. If errors are encountered, the system provides information for each error. You
must correct these errors before you can reactivate the lease.
Validation errors, when detected, appears in a list towards the top of the page, showing all the errors
the system detected. The system also highlights the fields that contain invalid data as a further visual
clue. To view and resolve the error, you click the Go to Error link. Errors found on other pages have
the Go to Error icon with the page name displayed. Clicking on the icon takes you to the named page.
•
Add to My Portfolio: Select to add the lease to your portfolio page. This action is only available if the
lease is not currently in your portfolio.
•
Cancel Lease: Select to cancel a lease if the lease was entered in error. This action is only available
if the lease status is in pending or active status, and the lease does not have any existing financial
transactions generated.
•
Close Lease: Select to close a lease that has expired and for which all final closing transactions are
complete. When a lease is closed, you cannot process any financial transaction for that lease. Before
closing a lease, we recommend that you leave a lease in expired status for a period of time to allow
for ad-hoc transactions, such as security deposit refunds, final bill payments, end of the year operating
expense reconciliations, and so on.
Note: You may consider keeping the lease in expired status for one year to ensure that all transactions
for that lease are completed.
•
Copy From Existing Lease: Select to copy from an existing lease. You can copy from another lease
only if your lease is in pending status.
•
Delete Lease: Select to delete a lease. You must be in update mode and the status of the lease must be
pending.
•
Dispute Lease: Select to set a lease to dispute. The status of the lease must be in either active or
holdover before you can set the status in dispute. Once a lease is in dispute, all financial transactions
are put on hold. You cannot process recurring or ad hoc transactions until the dispute is resolved.
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•
Chapter 11
Expire Lease: Select to set the lease status to expire. To expire a lease, the status must be active, in
dispute, or holdover. Once a lease expires, all recurring rents are no longer automatically generated.
However, you can still issue ad hoc transactions, such as security deposit refunds, percent rent sales
reports, and operating expense reconciliations.
Note: If a lease, with straightline accounting specified, is manually expired, under straightline
accounting rules, the accrual or deferral must be written off during the termination period. A one-time
adjustment is made to end the general ledger entry and balance out the lease for all paid amounts.
•
Holdover Lease: Select to set a lease to holdover. When the lease is set to holdover, the lease has
already expired. You can complete negotiations or enable the tenant to continue to occupy the
property for a short time beyond the expiration date. To extend the lease you need to create an
amendment. If the lease's termination date is 6 months beyond the date on which the amendment is
activated you are given the option to set the lease back into an active state.
•
Manage Amendments: Select to create an amendment on the lease or view past amendment history.
Creating an amendment changes the terms and conditions of a lease, storing new terms along with
historical terms. To create an amendment, the lease status should be Active or Holdover.
•
Resolve Dispute: Select this value after the dispute is resolved. The lease is set to the original status
before the dispute.
•
Submit for Review: Select this action to submit the lease for review. If workflow is setup for Real
Estate Management, the system will send an email with a link to the lease abstract.
•
Validate Lease: Select to validate the lease to ensure that all required fields are populated. Because
you can enter the lease in pending status with little required information, the system must perform an
extensive validation of all lease data entered to ensure that all of the appropriate entries are correct.
During validation, if any errors are encountered, the system provides information on each of them.
Validation errors, when detected, appears in a list towards the top of the page, showing all the errors
the system detected. The system also highlights the fields that contain invalid data as a further visual
clue. To view and resolve the error, you click the Go to Error link. Errors found on other pages have
the Go to Error icon with the page name displayed. Clicking on the icon takes you to the subsequent
pages.
•
View Lease Abstract: Select to view the lease abstract. You cannot view the lease abstract if the lease
status is cancelled.
Lease Status
The lease status is a system-defined value that provides a visual indicator of the lease status within the
lease life cycle. The lease status also controls what processing can occur against the lease. When creating
a lease, the status is set to Pending. You can save a lease with only the description; however, you cannot
activate the lease until you enter and validate all fields. Use lease amendments to create changes against
an active lease.
The available values are:
•
166
Pending: Initial entry point in a lease life cycle. You must enter only the description of the lease. No
financial processing occurs at this state. Leases can be set to Activate in the Action field if all the data
is complete and successfully validated.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Chapter 11
•
Creating and Maintaining Leases
Active: You can change the status of the lease from pending to active based on an installation option
and your role. If auto approval is enabled at the installation level, then any user with the Lease
Administrator role can activate a lease. If auto approval is disabled at that installation level, then only
users with the Lease Administrator role can activate the lease. If any other user activates a lease, then
the system presents the user with an option to send an email message to the portfolio manager of the
lease to request lease activation. When a lease is activated, financial processing of the lease begins.
See "Setting Up Application-Specific Installation Options (PeopleSoft FSCM 9.2: Application
Fundamentals)".
•
Cancelled: You can cancel a lease in pending or active status if there are no transactions associated
with the lease. After the lease is cancelled, the lease is stored for future reference only.
•
Expired: A lease can expire if the end date on the lease lapses.
•
Holdover: You can manually move an expired lease into holdover status if negotiations are in process
or the tenant requests an extension for a short period of time to occupy the property beyond the
expiration date.
If the tenant requests an extension, the lease term becomes a month-to-month obligation. To change
the status, you must either renew the lease or let the lease expire.
•
Dispute: You can put a lease in dispute status if it is in litigation or negotiation. No financial
processing occurs until it is resolved.
•
Closed: You can close an expired lease. Once a lease is closed, no financial processing can occur. The
lease is stored in the system for historical reference only.
As the lease moves through various stages and as the status is updated, it triggers certain events in other
areas of the application. Lease statuses determine the financial progress of a lease. Statuses also determine
the various actions that you can take on a lease.
This table lists available actions and statuses that you can select for a lease based on the lease's current
status listed in the left column:
Current Lease Status
Available Actions
Available Lease Statuses
Pending
Activate
Active: All data entry is complete and
successfully passes validation edits.
Add to My Portfolio
Cancel Lease
Copy From Existing Lease
Cancelled: You can cancel a lease if
there are no existing manual Payables
payments associated with the lease.
Delete Lease
Submit for Review
Validate Lease
View Lease Abstract
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Current Lease Status
Available Actions
Available Lease Statuses
Active
Add to My Portfolio
Cancelled: You can cancel a lease if
there are no existing manual payments
associated with the lease.
Manage Amendments
Cancel Lease
Expired: A lease can expire through
the course of the normal lease cycle
Note: You cannot cancel a lease if active where the end date lapses. You can
transactions exist.
also manually expire a lease for early
termination.
Dispute Lease
Dispute: Stops all processing until a
Expire Lease
lease amendment is created.
View Lease Abstract
Cancelled
Delete
None: You can only delete the lease.
Expired
Manage Amendments
Holdover: The lease administrator
can manually set a lease to holdover
status if negotiations are in process or
a tenant extends the lease term beyond
the expiration date at a higher previously
negotiated rent.
Close Lease
Dispute Lease
View Lease Abstract
Closed: A lease has expired and has not
been renewed.
Dispute: A lease can go into dispute
if holdover terms are unclear or
negotiations are in process.
Holdover
Manage Amendments
Expire Lease
Dispute Lease
View Lease Abstract
Dispute
Manage Amendments
Expire Lease
Resolve Dispute
View Lease Abstract
Active: If a lease in holdover status is
amended so that the lease termination is
more than 6 months into the future it can
be set to active.
Dispute: A lease can go into dispute
if holdover terms are unclear or
negotiations are in process.
Active: You can set the lease back
to active status when the dispute is
resolved.
Expired: A lease can be expired if the
dispute is resolved.
Holdover: A lease can be in holdover
status only if it was previously in
holdover status and the dispute is
resolved.
168
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Chapter 11
Creating and Maintaining Leases
Current Lease Status
Available Actions
Available Lease Statuses
Closed
Manage Amendments
None: No further processing allowed.
View Lease Abstract
Create New Lease - General Information Page
Use the Create New Lease - General Information page (RE_LS_GENERAL) to select to create a payables
lease or receivables lease.
Navigation
Real Estate Management, Lease Administration, Payables Leases, Create New Lease, General
Information
Image: Create New Lease - General Information page
This example illustrates the fields and controls on the Create New Lease - General Information page. You
can find definitions for the fields and controls later on this page.
Note: This page displays an example of validation and/or activation errors the system detected. To view
and resolve the error, click the Go to Error link. Resolve by entering or replacing the values highlighted in
red.
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Creating and Maintaining Leases
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Lease Timetable
Commencement
Select the lease start date. Any changes to this date after lease
activation requires an amendment. Any financial term start date
must not be before this date.
Termination
Select the lease end date. Any changes to this date after lease
activation requires an amendment. Any financial term end date
must not be after this date.
Lease Signed
Select the lease signed date. This date must occur on or before
the commencement date.
Lease Term
Displays the total number of months for this lease.
Remaining Term
Displays the number of months remaining on this lease.
Lease Administration
Lease Administrator
Enter the individual who manages and administers this lease.
The lease administrators available in this list are set up under
Lease Administration User Roles.
See Defining Role Types.
Portfolio Manager
Select the manager of the lease administrator. Depending
on your organization, this role may be the same as the lease
administrator. The portfolio managers available in this list are
set up under Lease Administration User Roles.
See Defining Role Types.
Parent Lease
Select the lease number. If the value in the Lease Type field is
Sub Lease, select the parent lease number associated with the
sub lease.
Note: If the lease type is sublease then you must enter the value,
otherwise it is optional.
Property Information
170
Unit of Measure
Displays the unit of measure (UOM) for the property. This value
defaults from business unit setup, but you can override it for a
specific lease.
Change UOM (change unit of
measure)
Click the button to change the unit of measure for the property.
This toggles between square feet and square meters.
Prorata Share
Displays the proportion of the property that the tenant is
occupying. You can also use this field to assist with calculating
the share of operating expense for the tenant, which you can
enter on the Financial Terms page.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Chapter 11
Creating and Maintaining Leases
Select Property
Click to access the Property Search page where you can search
for and select properties to associate with this lease. You should
enter the commencement and termination dates before you
select properties. The properties available for selection on the
lease depends on these dates.
Property List
The Property List grid lists the properties that you select on the Property Search page.
Total Area
Displays the total size of the property, including all open and
shared space. The property information is stored in the Asset
Repository.
Usable Area
Enter the usable size of the property. This does not include
shared and open space. This cannot be greater than the total
area.
Rentable Area
Enter the rentable size of the property for the lease. This field
controls what gets billed or paid for this lease. This cannot be
greater than the total area.
Occupancy Date
Enter the date which the property will be occupied.
Primary Property
Select the property address for this lease. This field is used only
for display purposes when viewing a lease.
Combined Total Area
Displays the total combined size of the properties listed on this
lease.
Combined Usable Area
Displays the total sum of combined usable size of the properties
on this lease.
Combined Rentable Area
Displays the total sum of combined rentable size of the
properties on this lease.
Defining Lease Financial Terms
This section provides an overview of the lease financial terms and discusses how to:
•
Define financial terms.
•
Add base rent
•
Add miscellaneous rent.
•
Override accounting distributions.
See Understanding Security Deposits.
See Understanding Operating Expenses.
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See Understanding Percent Rent Terms.
Pages Used to Define Financial Terms
172
Page Name
Definition Name
Navigation
Usage
Create New Lease - Financial
Terms
RE_LS_TERMS
•
Real Estate Management, Define lease financial terms.
Lease Administration,
Payables Leases, Create
New Lease, Financial
Terms
•
Real Estate Management,
Lease Administration,
Receivables Leases,
Create New Lease,
Financial Terms
•
Real Estate Management,
Lease Administration,
Payables Leases,
Maintain Lease,
Financial Terms
•
Real Estate Management,
Lease Administration,
Receivables Leases,
Maintain Lease,
Financial Terms
Financial Terms - Base Rent
Details
RE_LS_TRM_SEC
Click the Add Base Rent
button on the Financial Terms
page.
Enter base rent details, rent
escalation, and escalation
schedules for the lease.
Financial Terms - Operating
Expense Details
RE_LS_TRM_SEC
Click the Add Operating
Expense button on the
Financial Terms page.
Enter operating expense
details, select operating
expense categories, and
establish billing frequency.
Financial Terms Miscellaneous Rent Details
RE_LS_TRM_SEC
Click the Add Miscellaneous
Rent button on the Financial
Terms page.
Enter miscellaneous rent
details, rent escalations, and
escalation schedules for the
lease.
Financial Terms - Security
Deposit
RE_DEPOSIT_SEC
Click the Security Deposit
Details link on the Financial
Terms page.
Enter the security deposit
type, amount, and guarantor
for the lease.
Financial Terms - Percent
Rent
RE_LS_PCT RENT_SEC
Click the Percent Rent Details Enter the sales estimation
link on the Financial Terms
method, sales categories, and
page.
breakpoints.
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Chapter 11
Creating and Maintaining Leases
Page Name
Definition Name
Navigation
Usage
Accounting Distribution
RE_LS_TRM_DST_SEC
•
Click the Accounting
Distribution link on the
Base Rent Details page.
•
Click the Accounting
Distribution link on
the Operating Expense
Details page.
Override business unit
accounting distribution values
for the specific financial
terms. If the financial term
follows the business unit
default accounting rule, this
page can be ignored.
•
Click the Accounting
Distribution link on the
Miscellaneous Rent
Details page.
•
Click the Accounting
Distribution link on the
Percent Rent Details
page.
•
Click the Accounting
Distribution link on the
Security Deposit Details
page.
Understanding Lease Financial Terms
Setting up the financial terms on a lease is critical to the overall processing of the lease. You can define
the billing or payment frequency of rent, operating expenses, and miscellaneous rent. Establish recurring
payments or invoices and specify the specific date that payments or invoices should be processed.
You can establish rent escalations that increase at specific date intervals throughout the life cycle
of the lease. When adding base rent, you can set up a recurring invoice or payment. You can create
rent escalations using a predefined index or standard stepped increase. The index escalation method
typically can use the Consumer Price Index (CPI) or any other index to help determine the rent increase.
Escalations usually occur on an annual basis with an optional defined maximum limit capacity.
With operating expenses, you can set maximum increases by amount or percent. As a tenant, you can
audit those expenses annually to ensure continuity of spending. As a landlord, you can reconcile the
operating expenses and bill or credit the difference to your tenants.
You can also set up a recurring schedule for miscellaneous rent. Recurring miscellaneous rent can include
such items as monthly parking fees, administrative fees, and storage fees. You can establish a recurring
schedule to reduce data entry redundancy.
You may have leases that are set up on a percent rent schedule, where the monthly rent is reduced in
exchange for a portion of the tenant's sales. With percent rent schedule, you can upload tenant sales
reports to determine the variable monthly rent the tenant pays.
See Understanding Percent Rent Terms.
Proration Methods
PeopleSoft Real Estate Management enables you to calculate the prorated amount for recurring charges
when the start date or end date of the recurring charges do not coincide with the calendar period start date
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Creating and Maintaining Leases
Chapter 11
or end date. PeopleSoft Real Estate Management supports two proration methods: 365 Days and 360
Days.
•
365 day proration:
This method is based on the number of days in the calendar period, where the period can be weekly,
monthly, quarterly, or yearly.
•
360 day proration:
This is a 30 day month proration where the billing frequency can only be monthly with 30 days in
each month.
The system applies these rules to the proration methods:
•
The system uses the PeopleSoft calendar for all lease terms.
You create calendars at the SetID level by using the menu navigation Setup Financials/Supply Chain,
Common Definitions, Calendars/Schedules.
See "Understanding Accounting Calendars Based on Open and Close Periods (PeopleSoft FSCM 9.2:
Application Fundamentals)".
•
The system uses the calendar to determine the start date and end date for the recurring transaction.
•
The schedule and calendar frequencies must be the same.
For example, if base rent starts on January 11, 2011, the calendar is monthly and the schedule for payment
is monthly (starting on the 15th each month). The term start date (January 11, 2011) does not correspond
with the calendar period start date (January 1, 2011). The system performs proration for a period of 21
days (January 31 – January 11 = 21 days). The systems generates a bill for 21 days on January 15, 2011.
At the end of the lease term for that recurring rent, if the end date also does not correspond with the
calendar, then the system prorates the last payment.
The proration method applies to all recurring terms of the lease. The proration method defaults onto the
lease from the business unit setup and you can change the method when the lease is in pending status.
After you activate the lease, you must create an amendment to change the proration method.
When calculating the prorated amount at end date of the financial term, the system first calculates the
term schedule amount including any escalation and related boundaries, and then applies the proration ratio
to deduct the prorated amount.
The calculation of the financial term schedule dates and related amounts is essentially the same as for
activating a new term as it is for an amendment. The difference is in assessing what constitutes the true
start date of the term. When an amendment is activated, the system finds the date of the last schedule
generated to the transaction queue, deletes all existing schedules whose date is greater than that last
generated date, and if the start date of the amended version of the term is greater than the end date of the
calendar period for which transactions are already generated, then the new schedule is generated exactly
like for a new term with possible application of the proration rule at term start date and term end date. If
the start date of the amended version of the term is less than the end date of the calendar period for which
transactions are already generated, the real start date of the amendment is the first day after the calendar
period for which transactions are already generated schedule date greater than the last generated schedule
date. Proration at start date is not applied but proration for the end date may be applied. If both the start
and end dates of the amended term are prior to the last generated schedule date, then no new schedule is
generated.
174
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Chapter 11
Creating and Maintaining Leases
The system also supports the proration of mid-period lease escalations. This enables the proration of a
rent increase amount for the number of days applicable in the current period. This applies to both index
and stepped escalation types. For example, if a lease with a base rent of $100 has a stepped escalation of
$15 starting on July 15th, the July rent is prorated and calculated as $107.74 = 100 + 15 * (16/31).
Create New Lease - Financial Terms Page
Use the Create New Lease - Financial Terms page (RE_LS_TERMS) to define lease financial terms.
Navigation
Real Estate Management, Lease Administration, Payables Leases, Create New Lease, Financial Terms
Image: Create New Lease - Financial Terms page
This example illustrates the fields and controls on the Create New Lease - Financial Terms page. You can
find definitions for the fields and controls later on this page.
Financial Summary
Lease Currency
Enter the lease currency for this lease. Invoices and payments
are processed using this base currency. The default currency
comes from the business unit level.
Warning! This field cannot be changed after the lease is
activated.
Prorata Share
Enter the prorata share, which is a percentage indication of how
much space the tenant is occupying in the building. Prorata
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Creating and Maintaining Leases
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share can assist with calculation of operating expenses and what
share each tenant should bear. This field is informational only.
Combined Rentable Area
Displays the total sum of the combined rentable size of the
properties on this lease. The information is calculated from the
property information on the General Information page.
Current Est Monthly Payment
Displays the estimated monthly payment or invoice amount. The
(current estimated monthly payment) system calculates the estimated monthly payment by totalling
the amounts defined in the Schedule of Recurring Billing and
Schedule of Recurring Rent fields.
Exclude Base Year
Select to indicate if operating expenses for a base year should
not be charged. You can specify the base year and the base year
amount to exclude. This is informational only; these fields are
used to record the base year exclusion terms from your lease,
but the system does not include these terms in the operating
expense reconciliation/audit processes.
Proration Method
Select from three available values: No Proration, 365 Days, or
360 Days. The system populates these values by default from
the business unit level, but you can override them here. If you
select 365 Days, then the system prorates the base rent for the
first and last transaction if the start and end dates do not match
the frequency start and end dates. The 365-Day method supports
weekly, monthly, quarterly and annual frequencies. The 360Day method supports only monthly frequency
See Lease Administration Business Unit Definition - General
Page.
Max Op.Ex. Increase/Year
(maximum operating expenses
increase/year)
Select Amount or Percent, and enter the maximum amount or
percent that operating expenses can increase per year.
Max Lease Rent Escalation
Select Amount or Percent, and enter the maximum amount or
percent that the rent can escalate over the life span of the lease.
These options are for information only, the system does not
perform any processing based on these options.
Note: The Amount and Percent fields are used as a guideline
and for information only; there is no system processing behind
them.
See Understanding the Transaction Generator.
Add Base Rent
Click to add base rent for the lease. You must have at least one
base rent defined before you can activate the lease.
Add Operating Expense
Click to add operating expense details for the lease.
See Understanding Operating Expenses.
Add Miscellaneous Rent
176
Click to add miscellaneous rent details for the lease. You must
enter the rent type, which appears on an invoice or payment.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Chapter 11
Percent Rent Details
Creating and Maintaining Leases
Click this link to enter percent rent details, such as sales
categories and breakpoint amounts.
See Understanding Percent Rent Terms.
Security Deposit Details
Click this link to enter security deposit details.
See Setting Up Security Deposits.
Schedule of Recurring Rent
Rent Type
Displays the rent type for miscellaneous rent.
Note: This field applies only to miscellaneous rent; otherwise, it
is blank.
Amount
Displays the current amount for the recurring payment or
invoice.
Frequency
Displays the recurring frequency for payment or invoice.
Indicates that straightline accounting applies to the schedule
or recurring rent for the financial term row on which the icon
appears.
Indicates that a rent escalation applies to the schedule of
recurring rent for the financial term row on which the icon
appears.
Financial Terms - Base Rent Details Page
Use the Financial Terms - Base Rent Details page (RE_LS_TRM_SEC) to enter base rent details, rent
escalation, and escalation schedules for the lease.
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Chapter 11
Navigation
Click the Add Base Rent button on the Financial Terms page.
Image: Financial Terms - Base Rent Details page
This example illustrates the fields and controls on the Financial Terms - Base Rent Details page. You can
find definitions for the fields and controls later on this page.
178
Start Date
Enter the date on which the base rent becomes effective. You
must enter a date that occurs after the lease commencement
date and before the end date. The default date is the lease
commencement date.
End Date
Enter the date on which the base rent expires. You must enter
a date that occurs after the start date and before the lease
termination date. The default date is the lease termination date.
Payee
Enter the entity who receives the rent payments. The default
value is the landlord from the lease. This field appears for only
payables leases.
Ship To
Enter the supplier ship to location. This location will be used
for VAT and SUT calculations by PeopleSoft Payables Voucher
Build application. Applicable only for payables leases. If this
is left blank, Voucher Build will populate the default ship to
location for the supplier.
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Chapter 11
Creating and Maintaining Leases
Payor
Enter the entity who makes the rent payments. The default
value is the tenant from the lease. This field appears for only
receivables leases.
Accounting Distributions
Click this link to access the Accounting Distributions page and
override the business unit accounting rules distributions.
Amount
Enter the base rent amount that is charged periodically. You
cannot enter a value that is 0.
Schedule
Select a value to specify how frequently rent transactions are
generated. If the start and end date of the selected frequency
differ from the start and end date of the base rent transaction,
the system can optionally calculate a prorated transaction for
the beginning and end of the term. The values that you have
to select from, such as Monthly and Weekly, come from the
Schedule component.
See Understanding General Lease Information.
Terms Calendar
Enter the terms calendar, which determines the start date and
end date of billing periods for the base rent. The calendar ID
from the business unit definition appears by default. You can
override this value, but the frequency of the schedule and terms
calendar must be the same. This is a required field.
Rent Escalation
PeopleSoft Real Estate Management enables you to establish a lease with a base rent and rent escalations
using two different calculation methods: stepped or index. The stepped method refers to the autogeneration of escalations based on a fixed escalation percentage/amount and a predefined calendar
frequency. You can also manually enter the escalation. The index method is based on the CPI or any other
indexes that you define. By selecting these fields, you can establish the maximum amount or percentage
that the base rent can escalate. Usually on a monthly basis, you can update the actual index values when
the index reporting authorities change the values, thus affecting the variable index escalation.
The system calculates the escalation starting with the base rent amount that is valid for the date the
calculation is being run. Then searches for any escalations on this base rent row. Then the system takes
the most recent non-future row based on the escalation date, which provides which index to use. Lastly,
the base rent amount is added to the percentage value of the index (Base Rent + (Base Rent × Index)).
If the escalation (Base Rent × Index) exceeds the minimum and maximum specified for that row, then
substitute those values (use Minimum if it has not been reached, use Maximum if it has been exceeded).
Escalation Type
Specify the escalation type for rent increases. The options are:
Index: Specifies rent increases based on a particular index.
These increases are variable and can change depending on the
values established during product related setup.
See Understanding Economic Index Values.
"Defining Market Rates (PeopleSoft FSCM 9.2: Global Options
and Reports)"
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Chapter 11
Stepped: Specifies a fixed rent increase. Escalations can be
auto-generated throughout the lease period. Manual entry of
escalation is also allowed.
Note: The fields in the Rent Escalation Schedule grid vary
based on your selection.
Base Index
Select the index to use as the first reference point for rent
escalations when using the escalation type of Index. This index
compares the subsequent index values entered in the escalation
schedule.
Add Escalation
Click to insert a new escalation schedule.
Rent Escalation Schedule – Escalation Type: Index
When you select Index in the Escalation Type field, define the following fields:
Index
Specify an alternate index to use in lieu of the base index.
Calc Method (calculation method)
Select the calculation method for the rent escalation schedule.
The available methods are:
Base: Specifies this escalation schedule to use the base index
as the calculation method for the rent escalation. This method
compares index values on the escalation date and the start date
of the lease term and applies the escalation amount to the actual
base rent amount.
Last: Specifies this escalation schedule to use the prior index
defined on the previous row. If there is no previous escalation
row then it applies it to the index on term start date. This
method compares index values on the escalation date and the
last (prior) escalation date and applies the escalation amount to
the prior escalated rent.
180
Minimum Amount
Enter the minimum escalation amount for base rent. The system
allows users to enter negative values or zero values (no value)
for a negative rent escalation when there is a decrease in the
index values when compared to Base Index.
Maximum Amount
Enter the maximum escalation amount for base rent.
Min Percent (minimum percentage)
Enter the minimum percentage escalation for the base rent. The
system allows users to enter negative values or zero values (no
value) for a negative rent escalation when there is a decrease in
the index values when compared to Base Index.
Max Percent
Enter the maximum percentage escalation for the base rent.
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Chapter 11
Creating and Maintaining Leases
Rent Escalation Schedule – Escalation Type: Stepped
In Stepped method you can opt for either manual entry or auto generation of escalations. For auto
generation of escalations you have to specify the escalation frequency, the start date for the escalation and
the amount or percentage to escalate by. The escalation amount is added to the base rent upon the new
start date; the escalation amount is not cumulative.
For example, the base rent is $5000.00, and the stepped rent escalations for 5 years is set at $500.00 per
year. To set up the rent escalation schedule, you insert 5 rows: the first row escalation amount is $500.00;
the second row beginning the second year is $1000.00 (first year $500.00 + second year $500.00 = second
year escalation amount $1000.00); the third year, the amount is $1500.00; and so on (see table below).
Here's an example of a stepped rent escalation (base rent = $5000.00, rent increase $500.00 per year for 5
years):
Start Date
Escalation Amount
Base Rent
01/01/2011
$500.00
$5500.00
01/01/2012
$1000.00
$6000.00
01/01/2013
$1500.00
$6500.00
01/01/2014
$2000.00
$7000.00
01/01/2015
$2500.00
$7500.00
Warning! The Escalation Amount is not cumulative. You must adjust the amount incrementally for every
year.
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Chapter 11
When you select Stepped in the Escalation Type field, define the following fields:
Image: Financial Terms - Base Rent Details - Rent Escalation: Stepped page
This example illustrates the fields and controls on the Financial Terms - Base Rent Details - Rent
Escalation: Stepped page. You can find definitions for the fields and controls later on this page.
Escalation Frequency
Select suitable frequency for the escalation to be generated.
Escalate By
Enter the amount or percentage for escalation to be generated.
If amount is entered then corresponding percentage will be
calculated and displayed in the Rent Escalation Schedule grid.
This escalation amount is applicable all through the lease term.
If percentage is entered then the equivalent amount is calculated.
Start Date
Enter the start date to indicate from when the escalation will be
effective.
Escalation Amount
Enter the fixed escalation amount for base rent.
After providing the escalation amount/percentage, click on Generate Schedule button to generate the
Rent Escalation Schedule. Start Date in the Rent Escalation Schedule grid corresponds to the escalation
frequency. All the dates between the escalation start date and lease end date are fetched from the Calendar
table. These dates serve as the escalation start date in the Rent Escalation Schedule section. Schedules can
be generated throughout the lease period.
If the schedule is re-generated for a lease, two scenarios can be considered for the escalation start date as
follows:
182
•
The escalation start date being lesser than the escalation schedule start dates: A warning message is
displayed indicating whether you want to continue with the modification. If you choose to continue
then all the escalation schedules that were generated after the new escalation start date will be deleted
and a new schedule created.
•
The escalation start date being greater than the last escalation schedule start date and the escalation
start date being lesser than the term end date: No warning message is displayed. New schedule is
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Chapter 11
Creating and Maintaining Leases
generated for the period between the last start date of the existing schedule and the new term end date.
This scenario is applicable where there is an extension in the term end date.
Escalation amount in the schedule is added to the base rent as and when the Schedule date is reached.
Escalation Percentage is display only in the Rent Escalation Schedule grid. For manual entry of escalation
you should provide the escalation amount in the schedule and based on this the corresponding escalation
percentage is calculated.
Financial Terms - Miscellaneous Rent Details Page
Use the Financial Terms - Miscellaneous Rent Details page (RE_LS_TRM_SEC) to enter miscellaneous
rent details, rent escalations, and escalation schedules for the lease.
Navigation
Click the Add Miscellaneous Rent button on the Financial Terms page.
Image: Financial Terms - Miscellaneous Rent Details page
This example illustrates the fields and controls on the Financial Terms - Miscellaneous Rent Details page.
You can find definitions for the fields and controls later on this page.
Many of the fields on the Miscellaneous Rent Details page are the same as the fields on the Base Rent
Details page This section contains the additional field.
Rent Type
Enter the type of miscellaneous rent. You can select from only
active miscellaneous rent types.
See Defining Miscellaneous Rent Types.
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Creating and Maintaining Leases
Chapter 11
Accounting Distribution Page
Use the Accounting Distribution page (RE_LS_TRM_DST_SEC) to override business unit accounting
distribution values for the specific financial terms.
If the financial term follows the business unit default accounting rule, this page can be ignored.
Navigation
•
Click the Accounting Distribution link on the Base Rent Details page.
•
Click the Accounting Distribution link on the Operating Expense Details page.
•
Click the Accounting Distribution link on the Miscellaneous Rent Details page.
•
Click the Accounting Distribution link on the Percent Rent Details page.
•
Click the Accounting Distribution link on the Security Deposit Details page.
Image: Base Rent Details – Accounting Distribution page
This example illustrates the fields and controls on the Base Rent Details – Accounting Distribution page.
You can find definitions for the fields and controls later on this page.
The Accounting Distribution pages for each of the financial terms are identical.
The fields on this page differ depending upon the distribution selected. When you select a value other than
None, the ChartField values become available for edit.
Distribute By
184
Select either:
•
Percentage: Select this value to change the accounting
distribution by percentage for each financial term.
•
Area: Select this value to change the accounting distribution
by area for each financial term.
•
Amount: Select this value to change the accounting
distribution by amount for each financial term.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Chapter 11
Creating and Maintaining Leases
•
Add Distribution
None: Select this option to use the accounting distribution
set up at the business unit level.
This button appears if you select Percentage, Area or Amount
for the distribute by value.
Click this button to insert a new distribution row.
Delete Distribution
This button appears if you select Percentage, Area or Amount
for the distribute by value.
Select a row and click this button to delete it from this page.
Select
This check box appears if you select Percentage, Area or
Amount for the distribute by value.
This check box is used to delete the distribution rows. Users can
select all the distribution rows that they want to delete and click
the Delete Distribution button to delete them.
Percentage
This field appears if you select Percentagefor the distribute by
value.
Enter a percentage amount for this distribution line.
Area
This field appears if you select Areafor the distribute by value.
Enter the area for this distribution line.
Amount
This field appears if you select Amountfor the distribute by
value.
Enter the amount for this distribution line.
Valid
Select this check box to validate this row.
Defining Lease Clauses
This section provides an overview of lease clauses, lists a prerequisite, and discusses how to define lease
clauses.
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Creating and Maintaining Leases
Chapter 11
Pages Used to Define Lease Clauses
Page Name
Definition Name
Navigation
Create New Lease - Clauses
RE_LS_CLAUSES
•
Real Estate Management, Define lease clauses.
Lease Administration,
Receivables Leases,
Create New Lease,
Clauses
•
Real Estate Management,
Lease Administration,
Payables Leases, Create
New Lease, Clauses
•
Real Estate Management,
Lease Administration,
Receivables Leases,
Maintain Lease, Clauses
•
Real Estate Management,
Lease Administration,
Payables Leases,
Maintain Lease, Clauses
•
Click the Add Clause
button on the Clauses
page.
•
Click the link under
Clause Type on the
Clauses page.
Clause Details
RE_LS_CLAUSES_SEC
Usage
Add or maintain lease clauses.
Understanding Lease Clauses
A lease agreement contains an enormous amount of data that is relevant to the lease administrator, such
as financial terms, special clauses, options, and legal terms. Because of the numerous varieties of data,
efficient capture of these important terms is difficult.
Lease clauses typically represent legal terms in the lease agreement that provide certain rights to either the
tenant or the landlord. You must keep this information easily accessible because you are likely to use it
frequently over the course of the lease. Although clauses are meant to capture all of your lease agreement
information not otherwise stored in the Lease Administration feature, there is no processing on any of the
data that you enter here. It is provided for reporting purposes. Changes to a clause or additional clauses on
an active lease require an amendment.
With lease clauses, you can select the clause types and clause sub types to capture and track this
information and enter additional related information in a free-form text field. Clause types and sub types
enable you to reduce data entry redundancy and also logically categorize the information that you capture.
For example, if you have a clause type of Parking and a clause sub type of Allocated Spaces, you can
further define the clause with the actual number of parking spaces allocated to the lease. You can also
incorporate specific sections of a lease in the Reference field for each clause that you enter, enabling
quick reference to the actual terms within a lease.
Note: User defined fields appear on this page to capture additional information unique to your
organization. You must first set up these field in the setup component.
186
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Chapter 11
Creating and Maintaining Leases
See Understanding User-Defined Fields.
Prerequisite
Before adding lease clauses, you must set up the clause types.
See Defining Clause Types.
Create New Lease — Clauses Page
Use the Create New Lease - Clauses page (RE_LS_CLAUSES) to define lease clauses.
Navigation
•
Real Estate Management, Lease Administration, Receivables Leases, Create New Lease, Clauses
•
Real Estate Management, Lease Administration, Payables Leases, Create New Lease, Clauses
•
Real Estate Management, Lease Administration, Receivables Leases, Maintain Lease, Clauses
•
Real Estate Management, Lease Administration, Payables Leases, Maintain Lease, Clauses
Image: Create New Lease - Clauses page
This example illustrates the fields and controls on the Create New Lease - Clauses page. You can find
definitions for the fields and controls later on this page.
Clause Type
Click the link under Clause Type to display the clause details
previously defined in lease maintenance.
User Defined Fields
Enter the data you want captured for reporting purposes. These
fields are defined during implementation to enable you to
capture additional information specific to your organization.
See Understanding User-Defined Fields.
Clauses - Clause Details Page
Use the Clause Details page (RE_LS_CLAUSES_SEC) to add or maintain lease clauses.
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Creating and Maintaining Leases
Chapter 11
Navigation
•
Click the Add Clause button on the Clauses page.
•
Click the link under Clause Type on the Clauses page.
Image: Clauses - Clause Details page
This example illustrates the fields and controls on the Clauses - Clause Details page . You can find
definitions for the fields and controls later on this page.
Clause Type and Clause Subtype
Enter the clause type and subtype. You can select only the
subtype associated with the clause type that you define.
Note: The clause type and clause subtype has a parent-child
relationship. You cannot enter a clause subtype without first
entering a clause type.
188
Track Compliance
Select this checkbox to track the compliance of this clause.
Status
Specify the status of this clause:
•
Complete
•
In Progress
•
Incomplete
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Chapter 11
Creating and Maintaining Leases
Deadline
Enter the deadline for terms to be met.
Action
Select what action should be taken if terms are not met:
•
Notify Only
•
Notify and Dispute Lease
•
Notify and Hold Transactions
Adding Notes and Attachments
Over the life of a lease, there may be many conversations and correspondences that relate to the lease.
The Notes tab within the lease provides a mechanism to record activity history on this lease, similar to a
call log. You can record notes at anytime against a lease, except when the lease is cancelled or closed .
When adding notes, you can optionally attach files into the database. You can use this feature to attach a
soft copy of the lease agreement itself, an amendment, and other related documentation. After you save a
note, you cannot amend it.
This section discusses how to add notes and attachments to a lease.
Pages Used to Add Notes and Attachments
Page Name
Definition Name
Navigation
Create New Lease - Notes
RE_LS_NOTES
•
Real Estate Management, Add notes and attach
Lease Administration,
document files, such as letters,
Receivables Leases,
spreadsheets, or drawings,
Create New Lease,
or view or delete already
Notes
attached files.
•
Real Estate Management,
Lease Administration,
Payables Leases, Create
New Lease, Notes
•
Real Estate Management,
Lease Administration,
Receivables Leases,
Maintain Lease, Notes
•
Real Estate Management,
Lease Administration,
Payables Leases,
Maintain Lease, Notes
•
Click the Add Notes
Enter a new note for a lease or
button on the Notes page. view an existing note.
•
Click the link under
Show Note Details on the
Notes page.
Notes - Note Detail
RE_LS_NOTES_SEC
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Usage
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Chapter 11
Create New Lease - Notes page
Use the Create New Lease - Notes page (RE_LS_NOTES) to add notes and attach document files, such as
letters, spreadsheets, or drawings, or view or delete already attached files.
Navigation
•
Real Estate Management, Lease Administration, Receivables Leases, Create New Lease, Notes
•
Real Estate Management, Lease Administration, Payables Leases, Create New Lease, Notes
•
Real Estate Management, Lease Administration, Receivables Leases, Maintain Lease, Notes
•
Real Estate Management, Lease Administration, Payables Leases, Maintain Lease, Notes
Use the Notes page ( RE_SITE_NOTE) to enter notes about the site.
Navigation
Real Estate Management, Site Acquisition, Site Repository, Create Site, Notes
Image: Notes page
This example illustrates the fields and controls on the Notes page. You can find definitions for the fields
and controls later on this page.
Search for Notes
You can add new notes to a lease or use the Search for Notes group box to locate a specific note already
recorded against this lease. This is because over the life of a lease there is a chance that there could be
hundreds of notes recorded.
Note: You cannot use the search fields when creating a new lease.
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Creating and Maintaining Leases
Date Range From and To
Enter a from date and a to date to search for a lease note within
the time range defined.
Title
Select from the list of values and enter a full or partial lease title
in the adjacent field to limit the volume of values returned. The
values are:
Begins with: Select to search by the beginning of a lease title.
Contains: Select to search for a lease title that contains the text
that you enter.
Is equal to: Select to search for the exact lease title that you
enter.
Created By
Enter the name of the user whose note you want to view. You
can sort the notes by user. For example, you can enter your
name to search for notes that you created.
Note Type
Select the note type that you want to view. The values are:
All: Select to view all notes entered in the lease.
System Note: Indicates that the note are recorded automatically
by the system, such as when a lease is auto-expired.
User Entered Note: Select to view notes that are user defined.
Search
Click to search for notes matching the search criteria that you
entered in the search fields.
Notes Group Box
Displays notes that you entered throughout the lease life cycle. You can only view the list of notes
previously created.
Date
Displays the date that the note was created.
Created By
Displays the user name that created the lease note.
Notes - Note Detail Page
Use the Notes - Note Detail page (RE_LS_NOTES_SEC) to enter a new note for a lease or view an
existing note.
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Navigation
•
Click the Add Notes button on the Notes page.
•
Click the link under Show Note Details on the Notes page.
Image: Notes - Note Detail page
This example illustrates the fields and controls on the Notes - Note Detail page. You can find definitions
for the fields and controls later on this page.
Load Attachment
Click this button to upload documents, letters, or drawings
associated with this note. Once an attachment is loaded you can
delete it or view it.
See Defining an FTP Server for Document Attachments.
Reviewing Basic Lease Information
This section discusses how to review leases.
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Creating and Maintaining Leases
Pages Used to Review Basic Lease Inquiries
Page Name
Definition Name
Navigation
Usage
Basic Lease Information
RE_LEASE_INQ
•
Real Estate Management, Review basic lease
Lease Administration,
information such as lease
terms, lease administration,
Receivables Lease,
and financial summary.
Lease Inquiry
•
Real Estate Management,
Lease Administration,
Payables Lease, Lease
Inquiry
Basic Lease Information Page
Use the Basic Lease Information page (RE_LEASE_INQ) to review basic lease information such as lease
terms, lease administration, and financial summary.
Navigation
•
Real Estate Management, Lease Administration, Receivables Lease, Lease Inquiry
•
Real Estate Management, Lease Administration, Payables Lease, Lease Inquiry
Image: Basic Lease Information page
This example illustrates the fields and controls on the Basic Lease Information page. You can find
definitions for the fields and controls later on this page.
This page provides a simple online inquiry of basic lease information for a reviewing a lease. This inquiry
page provides you with a summary of the lease terms and financial summary of that lease.
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Chapter 11
Managing My Lease Portfolio
This section discusses how to manage my lease portfolio.
PeopleSoft Real Estate Management provides a personalized page for viewing all leases assigned to you,
as lease administrator or portfolio manager. You can add additional leases, not assigned to you, to your
portfolio by clicking on the Add to My Portfolio link.
Page Used to Manage My Lease Portfolio
Page Name
Definition Name
Navigation
Usage
My Lease Portfolio
RE_MYPRTFL
Real Estate Management,
Lease Administration, My
Lease Portfolio
Use to review or manage your
leases.
Add to My Lease Portfolio
RE_PRTFL_ADD
Click the Add to My Lease
Portfolio link on the My
Lease Portfolio page
Add additional leases, not
assigned to you, to your
portfolio.
My Lease Portfolio Page
Use the My Lease Portfolio page (RE_MYPRTFL ) to use to review or manage your leases.
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Chapter 11
Creating and Maintaining Leases
Navigation
Real Estate Management, Lease Administration, My Lease Portfolio
Image: My Lease Portfolio page
This example illustrates the fields and controls on the My Lease Portfolio page. You can find definitions
for the fields and controls later on this page.
Add to My Lease Portfolio
Click to add additional leases to your portfolio. You can add
additional leases that are not assigned to you to your portfolio to
help in managing workload for the other lease administrators or
portfolio managers.
Remove from My Lease Portfolio
Click to remove a selected lease from your portfolio.
Note: You cannot remove a lease from your portfolio if you are
named the Lease Administrator or Portfolio Manager on the
lease.
Add to My Portfolio Page
Use the Add to My Lease Portfolio page (RE_PRTFL_ADD ) to add additional leases, not assigned to
you, to your portfolio.
Navigation
Click the Add to My Lease Portfolio link on the My Lease Portfolio page
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Go Back to My Lease Portfolio
196
Chapter 11
Click to go back to your lease portfolio page.
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Chapter 12
Managing Straightline Accounting
Understanding Straightline Accounting
The Financial Accounting Standards Board (FASB) controls the accounting standards in the United States
for financial statements to be in accordance with Generally Accepted Accounting Principles (GAAP).
FASB–13 states that the revenue (recurring rent) from operating leases must be recognized evenly (as a
straightline) over the life of the lease.
GAAP states that accruals and deferrals must be recognized in the financial statements.
•
An accrual is a positive difference when the system subtracts the actual rent from the straightline rent.
The system generates an accrual entry to debit the account for accrued/deferred rental income and
credit the account for rental revenue.
•
A deferral is a negative difference when the system subtracts the actual rent from the straightline rent.
The system generates a deferral entry to debit the account for rental revenue and credit the account for
accrued/deferred rental income.
•
The net sum of the accruals and deferrals over the life of the lease should be zero.
PeopleSoft Real Estate Management enables you to straightline recurring rent and operating expenses
during setup and also apply the straightline values and accrual or deferral into the general ledger. When an
amendment is created to adjust the term of the lease, you can make straightline adjustments to the unpaid
remaining periods of that lease. In the event of an early termination on a lease, the accrual or deferral
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Chapter 12
must be written off during the termination period. A one-time adjustment is made to end the general
ledger entry and balance out the lease amounts for all paid periods.
Image: Straightline accounting process flow for lease maintenance
This diagram provides an example of the straightline process flow during lease maintenance
To initiate the straightline accounting process for a lease, you must:
•
Create or amend an operating lease with straightline accounting terms.
If you amend a lease for early termination, the accrual or deferral must be written off during the
termination period. A one-time adjustment is made to end the general ledger entry and balance out the
lease amounts for all paid periods.
•
Activate the lease.
The system automatically generates the transaction schedule, which is the source information for both
the transaction generator and straightline accounting schedule generator.
•
Run the Straightline Schedule Generator Application Engine process (RE_FASB_GEN).
When you run this process, the system builds out the straightline schedule for the lease. The proposed
straightline amounts, actual billed amounts, and accrual or deferral amounts are listed for review.
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Chapter 12
Managing Straightline Accounting
The proposed straightline values are stored on a staging table and cannot take effect until the lease
administrator applies the values to the General Ledger. The total straightline must balance out with the
total actual billed. The net accrual or deferral is equal to zero, if not the system generates an error.
•
(Optional) Edit or perform manual adjustments.
You can overwrite the straightline amount. The system provides an error message if the changed
straightline amount causes an out of balance between total actual rent and total straightline value.
•
Post straightline accounting entries to the General Ledger.
After reviewing the proposed straightline values, run Post Straightline Entries process to post
straightline entries to the journal staging table. General Ledger must run the Journal Generator process
to post the entries from the staging table.
•
Review posted entries to General Ledger.
After the entries are posted to the general ledger, you can view the posting status online.
Typically the straightline accounting process is performed as a part of the month-end close process. You
can post straightline accounting on a monthly basis because the process of straightline operates only
monthly. The system can accept any frequency of recurring rent, such as monthly, quarterly, annually,
however, the straightline generator always bring straightline entries back to monthly. The system sums
up the total of the recurring rent term for that lease's entire life span, and dividing the total recurring rent
term by the total number of months.
Month
Period Ratio
Month
Actual Rent
1
.4667
Apr-03 (14 days only)
$1,633.00
2
1
May-03
$3,000.00
3
1
Jun-03
$3,500.00
4
1
Jul-03
$3,500.00
5
1
Aug-03
$3,500.00
6
1
Sep-03
$3,500.00
7
1
Oct-03
$3,500.00
8
1
Nov-03
$6,000.00
9
1
Dec-03
$8,500.00
10
1
Jan-04
$4,000.00
11
1
Feb-04
$3,500.00
12
1
Mar-04
$3,500.00
13
1
Apr-04
$3,500.00
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Chapter 12
Month
Period Ratio
Month
Actual Rent
Total
$51,133.00
From the above schedule, the Actual Rent payment changes within the lease term. At this point, the
system must straightline the Actual Rent. The mathematical formulas are as follow:
1. Total Contract Rent Amount = Sum (Actual Rent Amount)
Total Contract Rent Amount = $51,133.00
2. Lease Period = Total Leased Days/Total Days in a Month.
In the above example, notice that only 14 days were leased in April-03; therefore, the period is .4667
= 14/30 days
3. Total Periods in the Lease = Sum (Lease Periods)
Total Periods in the Lease = 12.4667
4. Straightline Amount = Total Rent Amount/Total Periods in the Lease
Straightline Amount = $51,133.00 divided by 12.4667 = $4,101.58
5. Straightline Amount Per Period = Straightline Amount × Lease Period
Straightline Amount Per Period for Month 1 = $4,101.58 × .4667 = $1,914.07
6. Accrual or (Deferral) Per Period = Straightline Amount Per Period – Actual Rent Amount Per Period
For the month of April: $1,914.07 - $1,633 = $281.07 Accrual
For the month of November: $4,101.58 - $$3,500.00 = ($1,898.42) Deferral
For the month of December: $4,101.58 - $8,500.00 = ($4,398.42) Deferral
200
Months
Month
Actual Rent
Straight Line Per
Period
Difference Accrual/(
Deferral)
1
Apr-03 (14 days only)
$1,633.00
$1,914.07
$281.07
2
May-03
$3,000.00
$4,101.58
$1101.58
3
Jun-03
$3,500.00
$4,101.58
$601.58
4
Jul-03
$3,500.00
$4,101.58
$601.58
5
Aug-03
$3,500.00
$4,101.58
$601.58
6
Sep-03
$3,500.00
$4,101.58
$601.58
7
Oct-03
$3,500.00
$4,101.58
$601.58
8
Nov-03
$6,000.00
$4,101.58
($1898.42)
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Chapter 12
Managing Straightline Accounting
Months
Month
Actual Rent
Straight Line Per
Period
Difference Accrual/(
Deferral)
9
Dec-03
$8,500.00
$4,101.58
($4,398.42)
10
Jan-04
$4,000.00
$4,101.58
$101.58
11
Feb-04
$3,500.00
$4,101.58
$601.58
12
Mar-04
$3,500.00
$4,101.58
$601.58
13
Apr-04
$3,500.00
$4,101.58
$601.58
$51,133.00
$51,133.00
$0.00
Total
Note: Free Rent – Where rent amount is zero (0) must be included in the straightline calculations. Zero
rent amounts must be reported and spread evenly across periods.
Prerequisites
Before you can use straightline accounting, you need to:
•
Establish a real estate management business unit.
•
Set up accounting rules for straightline accounting entries.
•
Create an accounting entry template for posting to General Ledger.
•
Create a lease with financial terms that require straightline accounting processing.
Generating Straightline Accounting Schedules
This section lists the page used to generate straightline accounting schedules.
After you create and activate a lease with transactions for straightline accounting, you must run the
Generate Straightline Schedule Application Engine process (RE_FASB_GEN).
Warning! This process overwrites any manual adjustments made prior to the lease amendment.
Page Used to Generate Straightline Accounting Schedule
Page Name
Definition Name
Navigation
Usage
Generate Straightline
Schedule
RE_FASB_RUNCNTL
Real Estate Management,
Lease Administration,
Integrations, Generate
Straightline Schedule
Enter the run control
parameters to generate
straightline accounting
schedule for a business unit or
a specific lease.
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Managing Straightline Accounting
Chapter 12
Performing Manual Straightline Adjustments
This section discusses how to:
•
Perform manual straightline adjustments.
•
Override accounting distributions.
Pages Used to Perform Manual Straightline Adjustments
Page Name
Definition Name
Navigation
Usage
Manual Straightline
Adjustments
RE_FASB_ADJUSTMENT
Real Estate Management,
Lease Administration,
Integrations, Manual
Straightline Adjustments
Review or adjust the
generated straightline
schedule. You can optionally
adjust the straightline
schedule prior to posting to
the general ledger.
Accounting Distributions
RE_FASBADJ_DST_SEC
Click the Accounting
Distributions link on
the Manual Straightline
Adjustments page.
Override the business
unit accounting rules by
percentage or area.
Manual Straightline Adjustment Page
Use the Manual Straightline Adjustments page (RE_FASB_ADJUSTMENT ) to review or adjust the
generated straightline schedule.
You can optionally adjust the straightline schedule prior to posting to the general ledger.
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Chapter 12
Managing Straightline Accounting
Navigation
Real Estate Management, Lease Administration, Integrations, Manual Straightline Adjustments
Image: Manual Straightline Adjustment page (partial)
This example illustrates the fields and controls on the Manual Straightline Adjustment page (partial). You
can find definitions for the fields and controls later on this page.
Note: Specific months posted to the general ledger are shown as display-only and cannot be adjusted.
Period
Displays the accounting period that the straightline accrual or
deferral is in.
Period Ratio
Displays the period ratio. This is the number of days in a lease
period (to the total number of days for the accounting period).
Status
Displays the status of the of the transaction. Transactions posted
to the general ledger are display-only and cannot be modified.
Actual Amount
Displays the actual monthly rent amount prior to the straightline
process. This amount is the recurring amount scheduled from
the lease financial terms.
Straightline Amount
Displays the calculated straightline amount. The calculation
method is (Total Lease Amount – Total Paid Amount) divided
by (Sum of Unpaid Period Ratio).
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Accr/Defer (Accrual/Deferral)
Displays the amount to be accrued or deferred in the general
ledger. The amount is the Actual Amount – Straightline Amount
= Accrual or Deferral (negative value).
Adjustment Amount
Enter the amount to adjust the straightline value. The calculation
method used is (Total Paid Amount) divided by (Total Unpaid
Period Ratio).
Calculate
Click the button to recalculate the amounts after entering the
adjustment amount.
Reset
Click to return all values on the page back to the original values
from the database. This page can be used as a worksheet for
what-if processing that you might want to undo later. If you
have not saved your changes to the database yet, clicking on this
button resets the values.
Accounting Distribution
Click this link to access the Accounting Distributions page and
override to override the business unit accounting rules.
Accounting Distributions Page
Use the Accounting Distributions page (RE_FASBADJ_DST_SEC) to override the business unit
accounting rules by percentage or area.
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Managing Straightline Accounting
Navigation
Click the Accounting Distributions link on the Manual Straightline Adjustments page.
Image: Manual Straightline Adjustment - Accounting Distribution page
This example illustrates the fields and controls on the Manual Straightline Adjustment - Accounting
Distribution page. You can find definitions for the fields and controls later on this page.
If you want to keep the accounting distributions defined on the business unit, you can ignore this page.
The fields on this page differ based on the distribute by method chosen.
When you select Percentage or Area as the distribution method, the ChartField values become available
for edit.
Distribute By
Add Distribution
Chose a distribution method:
•
Percentage: Select this value to update the accounting
distributions by percentage.
•
Area: Select this value to update the accounting distributions
by area.
•
None: Use the default accounting distribution for the
business unit.
Click this button to insert a new row in the distribution lines.
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Managing Straightline Accounting
Chapter 12
This button appears only if you select Percentage or Area as the
distribution method.
Delete Distribution
Select the Select checkbox and click this button to delete the
distribution row.
This button appears only if you select Percentage or Area as the
distribution method.
Select
This checkbox is used to delete the distribution rows. Users can
select all the distribution rows that they want to delete and then
click the Delete Distribution(s) button to delete them.
This checkbox appears only if you select Percentage or Area as
the distribution method.
Percentage
Enter the percentage to apply to this distribution line. The total
percentage for all debit entries must equal 100 and the total
percentage for all credit entries must be 100.
This field appears only if you select Percentage as the
distribution method.
Area
Enter the area to apply to the distribution line.
This field appears only if you select Area as the distribution
method.
Valid
This checkbox indicates whether the combination of ChartFields
selected for the distribution row is valid or not. The Combo Edit
check is performed when you exit the accounting distribution
page. If the distribution line has a valid combination, then the
checkbox for that row will be checked. If there are accounting
distributions with invalid combinations, then an error will be
displayed when you exit the page, save the lease or activate the
lease.
This checkbox appears only if you select Percentage or Area as
the distribution method.
Posting Straightline Entries
This section provides an overview of posting straightline accounting entries and discusses how to post
straightline entries.
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Chapter 12
Managing Straightline Accounting
Page Used to Post Straightline Entries
Page Name
Definition Name
Navigation
Usage
Post Straightline Entries
RE_STGL_RUNCNTL
Real Estate Management,
Lease Administration,
Integrations, Post Straightline
Entries
Enter the run control
parameters and run the
process to insert data into the
journal interface tables for the
selected period.
You must run the Journal
Generator in PeopleSoft
General Ledger to post the
transactions to the ledger.
Understanding Posting Straightline Entries
To post straightline entries to the journal staging table, you must run the Post Straightline Entries
Application Engine process (RE_STGL_POST). The posting process uses the general ledger journal
template defined at the Real Estate Management business unit setup and loads a Journal Generator staging
table in preparation for the Journal Generator process. You can post only one period at a time. Once the
posting process is complete, the accounting entries are loaded into the Journal Generator staging table
(RE_STLINE_GL). You need to run Journal Generator so the data can be posted into the general ledger.
See "Understanding Journal Generator (PeopleSoft FSCM 9.2: Application Fundamentals)".
Post Straightline Entries Page
Use the Post Straightline Entries page (RE_STGL_RUNCNTL) to enter the run control parameters and
run the process to insert data into the journal interface tables for the selected period.
Navigation
Real Estate Management, Lease Administration, Integrations, Post Straightline Entries
Image: Post Straightline Entries page
This example illustrates the fields and controls on the Post Straightline Entries page. You can find
definitions for the fields and controls later on this page.
LA Business Unit (Lease
Administration Business Unit)
Select the Real Estate business unit to post your transactions.
If you do not select a business unit, the system will process all
business units.
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Managing Straightline Accounting
Chapter 12
Accounting Date
Select the date of the accounting entry recognized in the general
ledger (system date or the run date).
Fiscal Year
Select the fiscal year you want to post your transaction.
Accounting Period
Select the accounting period (period in which transactions can
be posted) of the transactions you want to post to the journal
staging table.
Viewing Posted Straightline Accounting Entries
This section provides an overview of posted straightline accounting entries and discusses how to:
•
View posted straightline accounting entries.
•
Review straightline accounting journal entries.
Pages Used to View Posted Straightline Accounting Entries
Page Name
Definition Name
Navigation
Usage
Posted Straightline
Accounting
RE_STGL_VIEW
Real Estate Management,
Lease Administration,
Integrations, Posted
Straightline Accounting,
Posted Straightline
Accounting
View transactions posted to
the staging tables and also
transactions posted to the
general ledger through the
Journal Generator.
Review Journal Entries
RE_GL_DRILL
Real Estate Management,
Lease Administration,
Integrations, Review Journal
Entries, Review Journal
Entries
Inquire about the details of
each journal entry after you've
run the Post Straightline
Entries process and your
accounting entries have gone
through the Journal Generator
process and have posted to the
general ledger.
Journal Lines
JOURNAL_LN_FS
Click the GL Journal link on
the Review Journal Entries
page.
View the details of the
journal.
Understanding Posted Straightline Accounting Entries
PeopleSoft Real Estate Management enables you to view all transactions posted to the RE_STLINE_GL
table, which is a staging table. When PeopleSoft General Ledger runs the Journal Generator process, the
system picks up the transactions on the RE_STLINE_GL table and sends the transactions to PeopleSoft
General Ledger.
Although transactions are posted to the staging table, not all transactions are generated to the general
ledger until PeopleSoft General Ledger runs the Journal Generator process. You can view the transaction
status as well as the general ledger distribution status. The transaction status displays whether the
transaction has been picked up by the Journal Generator in PeopleSoft General Ledger and any
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Managing Straightline Accounting
outstanding transactions that is still in pending status. You can also view the accounting distribution
information related to the transaction.
Posted Straightline Accounting Page
Use the Posted Straightline Accounting page (RE_STGL_VIEW) to view transactions posted to the
staging tables and also transactions posted to the general ledger through the Journal Generator.
Navigation
Real Estate Management, Lease Administration, Integrations, Posted Straightline Accounting, Posted
Straightline Accounting
Image: Posted Straightline Accounting page
This example illustrates the fields and controls on the Posted Straightline Accounting page. You can find
definitions for the fields and controls later on this page.
Fiscal Year From and Fiscal Year To Select the fiscal year range for transactions that you want to
view. The Journal Generator process populates the fiscal year
after it distributes the accounting entry to a general ledger
journal based on the journal date.
Accounting Period From and
Accounting Period To
Enter the range for the accounting period you want to view. The
Journal Generator process populates the accounting period after
it distributes the accounting entry to a general ledger journal
based on the journal date.
GL Distribution Status (general
ledger distribution status)
Select the status of transaction you want to view. Values are:
Journal ID
Enter the journal ID for the entries that you want to view.
Debit/Credit Indicator
Displays whether the transaction is a debit or a credit.
Accounting Date
Displays the date of the accounting entry recognized in general
ledger (system date or the run date).
Creating Journals, Distributed, Generated, Hold, Ignored,
Modified, None, and To Be Processed.
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Managing Straightline Accounting
Chapter 12
Amount
Displays the transaction currency amount (straightlined amount
from the lease).
Journal Template
Displays the journal generator template ID. Identifies the journal
defaults and summarization options for the accounting entry.
GL Business Unit (general ledger
business unit)
Displays the general ledger business unit for the entry.
Distribution Status
Displays the status of the straightline entry.
Journal ID
Displays the journal ID which is populated by the Journal
Generator process after it distributes the accounting entry to a
general ledger journal.
GL Journal Line Number (general
ledger journal line number)
Displays the general ledger journal line number which is
populated by the Journal Generator process after it distributes
the accounting entry to a general ledger journal.
Journal Date
Displays the journal date which is populated by the Journal
Generator process after it distributes the accounting entry to a
general ledger journal.
Journal Line Reference
Displays the journal line reference used to track the source of
the transaction. This reference line is populated by the Journal
Generator after distribution of the accounting entries to a
general ledger.
Journal Line Description
Displays the description populated by the Journal Generator
after distribution of the accounting entry to a general ledger
journal.
See "Understanding PeopleSoft ChartFields (PeopleSoft FSCM 9.2: Application Fundamentals)".
Review Journal Entries Page
Use the Review Journal Entries page (RE_GL_DRILL) to inquire about the details of each journal entry
after you've run the Post Straightline Entries process and your accounting entries have gone through the
Journal Generator process and have posted to the general ledger.
210
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Chapter 12
Managing Straightline Accounting
Navigation
Real Estate Management, Lease Administration, Integrations, Review Journal Entries, Review Journal
Entries
Image: Review Journal Entries page
This example illustrates the fields and controls on the Review Journal Entries page. You can find
definitions for the fields and controls later on this page.
Unit
Displays the general ledger business unit.
Journal
Displays the general ledger journal ID.
Line Descr (line description)
Displays the journal line description, if you entered a line
description when you created the line.
GL Journal
Click to access the Journal Lines page to view the details of the
journal for this accounting line.
Statistic Amount and Stat
Displays the statistical amount and statistical code if you created
statistical entries for the line.
Base Amount DR (base amount
debit) or Base Amount CR (base
amount credit)
Displays the debit or credit amount for the journal in the base
currency of the ledger.
Transaction Amount DR
Displays the debit or credit amount in the transaction currency.
(transaction debit amount) or
Transaction Amount CR (transaction
credit amount)
Lease Number
Click to access the Posted Straightline Accounting page on
which you can view the transactions posted to the general ledger
for this lease.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
211
Chapter 13
Amending Leases
Understanding Lease Amendments
A lease amendment is any change made to an active lease for which you alter the fundamental obligations
and entitlements of the lease; that is, you change or add to the lease values that you specified in the
Maintain Lease component. Use the Management Amendment feature to amend a lease. Before you
create an amendment to a lease, you must first understand the difference between maintaining and
amending a lease.
Maintaining Leases
Maintaining a lease consists of changing certain fields on an active lease—such as lease name, lease
administrator or portfolio manager, and options and critical dates notifications—without an amendment.
Any changes that do not affect the fundamental obligations and entitlement of the lease can be made
through the Maintain Lease component.
Amending Leases
Fields that require an amendment can be edited only through the amendment pages. The edits that you can
make through amendment processing include changing the landlord or tenant, lease timetable, property
list, financial terms, clauses, and so on. You can amend the details of the lease as long as an amendment
is in pending status. Before you can create an amendment, the lease must be in active or holdover status.
You can create a new amendment or retrieve an existing pending amendment to edit, activate, or delete.
To amend a lease, select Manage Amendments in the Action field. The Action field appears on all pages
within the Maintain Lease component. You must enter the amendment details that include the amendment
type and reason. After you save the details, you can amend the lease. The system allows you to modify
fields on these pages: General Information - Editing Pending Amendment, Financial Terms - Editing
Pending Amendment, and Clauses - Editing Pending Amendment in the Amend Lease component. When
you save the amendment, the system saves the new data in separate amendment tables and assigns an
amendment number to the amendment. Just one amendment can be in pending status at a time.
Lease amendments do not affect the originating active lease until the amendment is processed, reviewed,
and activated because the amendment processing and review can potentially take a significant amount of
time. As a result, an amendment should not affect the normal processing of an existing active lease until
you activate it. When you activate an amendment, the system sets the amendment status to active, and the
values that you specified for that amendment become the current active lease values.
You can review current or previously replaced amendments on the Amendments - Amendment History
page. For example, when you amend a lease with multiple amendments, you can view a change log to
see what terms were changed on a particular amendment. This log summarizes the changes by the lease
sections and displays the original values and the new revised values.
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213
Amending Leases
Chapter 13
Understanding Amendment Status
The amendment status controls when you can enter data into the system for an amendment, when the
system can process an amendment, and when an amendment becomes active. These are the status values
for an amendment:
•
Pending: Default status when you first create an amendment.
You can edit many fields on a lease for amendment processing. A lease can have only one pending
amendment at any given time. You can edit and save pending amendments until you activate or delete
the amendment.
•
Active: The system processes only active amendments.
After you activate an amendment, the system incorporates the changes that you specified within that
amendment to the lease. The system sets the status of any previous active amendment to Replaced
because this new active lease is the latest record. When you activate the amendment, the system also
validates the amendment to ensure that all required fields are populated.
•
Replaced: After you activate an amendment, the system changes the existing active amendment status
to Replaced.
Note: When the amendment status is Replaced, you can no longer edit that amendment.
Amendment Status Flow
Image: Status flow for lease amendments
This diagram shows the flow between amendment status values and the functionality for each value.
214
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Chapter 13
Amending Leases
Prerequisites
You must have a lease in Active or Holdover status in the system before you can create an amendment.
Working with Amendments
This section discusses how to:
•
Manage amendments.
•
Add lease amendments.
•
Amend lease details.
•
Review amendment details.
Pages Used to Work with Amendments
Page Name
Definition Name
Navigation
Usage
Maintain Lease - General
Information
RE_LS_GENERAL
•
Real Estate Management,
Lease Administration,
Payables Lease,
Maintain Lease, General
Information
Create or edit an amendment
by selecting Manage
Amendments in the Action
field on any page within the
Maintain Lease component.
•
Real Estate Management,
Lease Administration,
Receivables Lease,
Maintain Lease, General
Information
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Amending Leases
Chapter 13
Page Name
Definition Name
Navigation
Usage
Amendments - Amendment
History
RE_LS_AMND_SUMM
•
Add, edit, or view amendment
summary and history. View a
list of all amendments made
to a lease by clicking on the
amendment number link to
navigate to the details of those
amendments.
Real Estate Management,
Lease Administration,
Payables Lease,
Maintain Lease, General
Information
Select Manage
Amendments from the
Action field on any page
within the Maintain
Lease component and
click the Go button.
•
Real Estate Management,
Lease Administration,
Receivables Lease,
Maintain Lease, General
Information
Select Manage
Amendments from the
Action field on any page
within the Maintain
Lease component and
click the Go button.
Amendments - Edit
Amendment Details
RE_LS_AMND_DTL_SEC
Amend Leases - General
RE_LSA_GENERAL
Information - Editing Pending
Amendment
Amendments - Review
Amendment Details
216
RE_LS_AMND_DTL_SEC
•
Click the Add button
on the Amendments Amendment History
page.
•
Click an amendment
number for a pending
amendment on the
Amendments Amendment History
page.
•
Click the Continue button Edit the values in the lease
on the Amendment sections on all pages of the
Edit Amendment Details Amend Leases component.
page.
•
Click the Edit button
on the Amendment Amendment History
page for a pending
amendment.
Click an amendment
number for active or
replaced amendments on the
Amendment - Amendment
History page.
Enter the amendment details.
View detailed changes of an
amendment. Displays the
changes by lease section with
current and previous values on
the lease.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Chapter 13
Amending Leases
Amendments - Amendment History Page
Use the Amendments - Amendment History page (RE_LS_AMND_SUMM ) to add, edit, or view
amendment summary and history.
View a list of all amendments made to a lease by clicking on the amendment number link to navigate to
the details of those amendments.
Navigation
•
Real Estate Management, Lease Administration, Payables Lease, Maintain Lease, General
Information
Select Manage Amendments from the Action field on any page within the Maintain Lease component
and click the Go button.
•
Real Estate Management, Lease Administration, Receivables Lease, Maintain Lease, General
Information
Select Manage Amendments from the Action field on any page within the Maintain Lease component
and click the Go button.
Image: Amendments - Amendment History page
This example illustrates the fields and controls on the Amendments - Amendment History page. You can
find definitions for the fields and controls later on this page.
Add
Click to access the Amendments - Edit Amendment Details
page on which you can enter details and save a new amendment.
The Add button appears only if you do not have an existing
pending amendment.
Amendment
Displays the amendment number for this lease.
For active and replaced amendments, click the amendment
number link to access the Amendments - Review Amendment
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Amending Leases
Chapter 13
Details page on which you can view a summary of the changes
to the lease for that particular amendment.
For pending amendments, click the amendment number link
to access the Amendments - Edit Amendment Details page on
which you can change the details of the amendment.
Edit
Click to access the Amend Lease component to amend the lease
details. The Edit button appears only for pending amendments.
Activate
Click to activate the amendment. The system validates the
amendment for errors. You must correct all of the errors before
you can activate the amendment. The Activate button appears
only for pending amendments.
Delete
Click to delete the amendment. The Delete button appears only
for pending amendments.
Note: You cannot delete active or replaced amendments.
Amendments - Edit Amendment Details Page
Use the Amendments - Edit Amendment Details page (RE_LS_AMND_DTL_SEC ) to enter the
amendment details.
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Chapter 13
Amending Leases
Navigation
•
Click the Add button on the Amendments - Amendment History page.
•
Click an amendment number for a pending amendment on the Amendments - Amendment History
page.
Image: Amendments - Edit Amendment Details page
This example illustrates the fields and controls on the Amendments - Edit Amendment Details page. You
can find definitions for the fields and controls later on this page.
Amendment
Displays the amendment number. The system increments the
number by one for each new amendment.
Amendment Type
Select the amendment type to categorize your amendments
for reporting. This is a required field. You can select only
amendment types that are active as of the effective date on the
amendment type.
See Defining Amendment Types.
Reason
Select the amendment reason to further categorize your
amendments for reporting. This is a required field.
Note: The amendment type and reason have a parent-child
relationship.
Status
Displays the status of this amendment.
Activation Date
Displays the date you activated the amendment.
Continue
Click to save the amendment. The system automatically
transfers you to the Maintain Lease component where you can
edit the values that need to be amended in each lease section.
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219
Amending Leases
Chapter 13
Cancel
Click to exit the page without applying any of the changes
that you may have made. The system displays the Amendment
Summary page.
Activate
Click to activate the amendment. The system validates the data
in the amendment before it activates the amendment.
Amending Lease Details
Use the Amend Leases - General Information - Editing Pending Amendment page
(RE_LSA_GENERAL ) to edit the values in the lease sections on all pages of the Amend Leases
component.
Navigation
•
Click the Continue button on the Amendment - Edit Amendment Details page.
•
Click the Edit button on the Amendment - Amendment History page for a pending amendment.
Amend Leases - General Information page - Editing Pending Amendment
You can change these fields when the amendment status is Pending:
•
Landlord or Tenant and Location.
Note: If you change the landlord or tenant, the system provides you with the option to change the
payor or payee information for all financial terms to the new landlord or tenant.
•
Commencement and Termination
•
Lease Signed Date
•
Property Information
You can add new properties, delete properties, change existing properties, or select a new primary
property. For each property, you can change these fields:
•
Usable Area
•
Rentable Area
•
Occupancy Date
Note: You can edit certain fields on an active lease without an amendment, such as Lease Administrator
or Portfolio Manager. You must access the amendment pages to change any fields that require an
amendment.
Amend Leases - Financial Terms page - Editing Pending Amendment
You can change these fields only when the amendment status is Pending:
•
220
Prorata Share.
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Chapter 13
•
•
•
Amending Leases
Exclude Base Year.
•
Base Year
•
Base Year Amount
Max Op. Ex. Increase/Year (maximum operating expense increase per year).
•
Amount
•
Percent
Max Lease Rent Escalation.
•
Amount
•
Percent
•
Add Base Rent button.
•
Add Operating Expense button.
•
Add Miscellaneous Rent button.
•
Financial Term links in the Schedule of Recurring Rent grid.
Note: You must click one of the financial term links to access the Financial Terms - Base Rent,
Miscellaneous Rent, or Operating Expense Details pages to update the financial term details. If you
change the payee or payor on one of these pages, then the system creates invoices or vouchers for the
new payee or payor for all of the future transactions that have not be transferred to the transaction
queue for approval. The transactions which are already generated in the transaction queue will not be
affected by lease amendments.
•
Percent Rent Details link.
Note: If you change the payee or payor for the percent rent terms, then the system uses the new payee
or payor for all of the pending sales reports and all of the new pending sales reports.
See Understanding Percent Rent Terms.
•
Security Deposit Details link.
Note: If you change the payee or payor for the security deposit terms, then the system uses the new
payee or payor to process refunds.
Note: You can change all of the fields on the financial terms pages that you access from this page while
the amendment status is Pending. Any changes to the terms will be reflected in the transaction queue for
future dated items.
Amend Leases - Clauses page - Editing Pending Amendment
You can change these fields on this page when the amendment status is Pending:
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221
Amending Leases
•
Add Clause button.
•
Delete Clause icon.
•
Clause details in the Clauses grid.
Chapter 13
Note: You must click one of the clause type links to access the Clauses - Clause Details page to
update the clause details.
Amendments - Review Amendment Details Page
Use the Amendments - Review Amendment Details page (RE_LS_AMND_DTL_SEC ) to view detailed
changes of an amendment.
Displays the changes by lease section with current and previous values on the lease.
Navigation
Click an amendment number for active or replaced amendments on the Amendment - Amendment
History page.
Image: Amendments - Review Amendment Details page
This example illustrates the fields and controls on the Amendments - Review Amendment Details page.
You can find definitions for the fields and controls later on this page.
222
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Chapter 13
Amending Leases
Change Log
Lease Section
Displays the lease section where the terms were amended. You
can expand and collapse the sections to view additional fields
within that section.
From Value
Displays the original value of the lease before the amendment.
To Value
Displays the amended value that replaced the original value.
Amendment History
Click to return to the Amendments - Amendment History page.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
223
Chapter 14
Setting Up Operating Expenses
Understanding Operating Expenses
The cost of maintaining a property or a building, commonly referred to as Common Area Maintenance
(CAM) or operating expenses, is typically considered a shared expense between a landlord and a
tenant. These expenses can include utilities, taxes, insurance, maintenance, cleaning, advertising, and
promotions. The actual expenses are normally based on the percentage of the space that is occupied (pro
rata share) and is detailed in the actual lease. The PeopleSoft Real Estate Management system enables you
to set up recurring invoices or payments for estimated operating expense charges and also perform end-ofyear audits and reconciliation for those shared expenses.
Typically, on an annual basis, the landlord breaks down all estimated operating expenses for the year
and passes those charges through to the tenants on a monthly basis based on how much of the building
that they are occupying. Since the monthly amount that is invoiced or paid is based on an estimate, the
system tracks all invoices and payments that are made. At the end of the year, the landlord reconciles
the estimated expenses with actual costs. A credit is issued to the tenant for overpayment or an invoice
for underpayment. After the reconciliation is complete, the landlord uses that data to better estimate
the upcoming year's expenses and provide a new budget and estimated bill amount. Tenants can hold
CAM audits in situations where they believe that the costs are inaccurate or if they just want to verify the
estimates against actuals.
Understanding Catch Up Payments
Catch up payments are the adjustment payment for the first months of the new year. Catch up payments
are the difference between the estimated payment amount paid to date in a new lease year (which has been
paid at the prior year estimated payment amount) and the amount due per the new estimated payment
amount. It may be possible for this to be a negative number, which would be treated as a credit. During
the revision of the annual expenses through an amendment, the catch up amount should be recorded at
the category level. This catch up payment will be added to the first transaction that will be sent to the
transaction queue after the amendment is activated.
Prerequisites
Before you can set up operating expenses, you must:
1. Set up the routing code.
2. Set up the operating expense categories.
3. Associate the routing code with the operating expense categories.
4. Add accounting rules for those operating expense categories/routing codes.
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225
Setting Up Operating Expenses
Chapter 14
5. Define the Prorata Basis.
See Understanding Operating Expense Categories.
Establishing Operating Expenses for a Lease
This section discusses how to:
•
Establish operating expense details.
•
Establish prorata share details.
•
Enter cap/minimum details.
•
Approve operating expenses.
Pages Used to Establish Operating Expenses for a Lease
Page Name
Definition Name
Navigation
Usage
Financial Terms - Operating
Expenses Details page
RE_LS_TRM_SEC
•
Define an operating expense
for the lease. When you
establish your operating
expense details, you can set
up categories and minimum
and maximum amounts for
that operating expense.
Real Estate Management,
Lease Administration,
Payables Leases, Create
New Lease, Financial
Terms
Click the Add Operating
Expense button.
•
Real Estate Management,
Lease Administration,
Receivables Leases,
Create New Lease,
Financial Terms
Click the Add Operating
Expense button.
•
Real Estate Management,
Lease Administration,
Payables Leases,
Maintain Lease,
Financial Terms
Click the Add Operating
Expense button.
•
Real Estate Management,
Receivables Leases,
Maintain Lease,
Financial Terms
Click the Add Operating
Expense button.
226
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Chapter 14
Setting Up Operating Expenses
Page Name
Definition Name
Navigation
Usage
Accounting Distributions
RE_LS_TRM_DST_SEC
Click the Accounting
Distributions link on the
Financial Terms - Operating
Expenses Details page.
Override the accounting
distributions defined at the
business unit level.
Prorata Share Basis
RE_LS_PRTA_SEC
•
Use this page to enter prorata
basis information for this
operating expense.
•
Real Estate Management,
Lease Administration,
Payables Leases,
Maintain Lease,
Financial Terms
Click the Add Operating
Expense button.
Click the Prorata
Detailslink.
Caps/Minimum Details
RE_LS_OPX_CAP_SEC
•
•
Real Estate Management,
Lease Administration,
Payables Leases,
Maintain Lease,
Financial Terms
Click the Add Operating
Expense button.
This link is available only if
you select Gross Leasable
Area, Occupied area, or
Occupied Area with Floor as
the Prorata Share Basis.
Use this page to enter caps
detail information for this
operating expense.
This link is available only if
you select Apply as the CAP/
MIN.
Click the Caps
Detailslink.
Operating Expense Approval
RE_LS_OPX_APP
Select a task item from your
worklist.
Approve operating expenses
that exceed tolerances.
Financial Terms - Operating Expenses Details Page
Use the Financial Terms - Operating Expenses Details page page (RE_LS_TRM_SEC) to define an
operating expense for the lease.
When you establish your operating expense details, you can set up categories and minimum and
maximum amounts for that operating expense.
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227
Setting Up Operating Expenses
Chapter 14
Navigation
Real Estate Management, Receivables Leases, Maintain Lease, Financial Terms
Click the Add Operating Expense button.
Image: Financial Terms - Operating Expense page
This example illustrates the fields and controls on the Financial Terms - Operating Expense page. You can
find definitions for the fields and controls later on this page.
228
Start Date
Enter the begin date for the operating expense. The start date
must occur on or after the lease start date. The system uses the
lease start date as the default.
End Date
Enter the end date for the operating expense. The end date
should occur on or before the lease termination date. The system
uses the lease end date as the default.
Payee
Enter the entity who receives the operating expense payments.
The default value is the landlord from the lease. This field
appears only for operating expenses that are associated with
payables leases.
Ship To
Enter the supplier ship to location. This location will be used
for VAT and SUT calculations by PeopleSoft Payables Voucher
Build application. Applicable only for payables leases. This is
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Chapter 14
Setting Up Operating Expenses
not a required field and if this is left blank, Voucher Build will
populate the default ship to location for the supplier.
Payor
Enter the entity who is responsible to make the operating
expense payments. The default value is the tenant from the
lease. This field appears only for operating expenses that are
associated with receivables leases.
Accounting Distribution
Click this link to access the Accounting Distribution page and
to override the operating expense details accounting distribution
rules defined at the business unit level.
Add Expense Line
Click to add a new row to the Operating Expense Categories
grid.
Operating Expense Details
Prorata Share Method
Prorata Details
This is the basis on which the tenant's share of expenses is
calculated. Generally, it represents the ratio of the area of the
tenant's premises to that of the building or property as a whole,
or an appropriate part thereof. Select either:
•
Fixed Percentage: Select this value if the tenant's prorata
basis is stated in the lease as a percentage.
•
Gross Leasable Area: Select this value if the tenant's prorata
basis is calculated as a ratio of the tenant area over the total
area, whether the tenant occupied the entire area or not.
•
None
•
Occupied Area: Select this value if the tenant's prorata basis
is calculated as the ratio of the tenant area over the occupied
area.
•
Occupied Area with Floor: Select this value if the tenant's
prorata basis is calculated as the ratio of the tenant area over
the greater of the occupied area or the floor area. The floor
is usually expressed in the lease as an occupancy percentage,
which is multiplied times the gross leasable area and then
compared to the occupied area.
Click this link to access the Prorate Share Details - Basis page.
This link is only available if you select Gross Leasable Area,
Occupied Area,or Occupied Area with Floor as the Prorata
Share Method.
Admin Fee Method (administration
fee method)
Choose either:
•
Accrual Method: The administration fee will be charged as a
percentage of landlord's overall expenses.
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229
Setting Up Operating Expenses
230
Chapter 14
•
Amount: The administration fee will be charged as fixed
amount for an expense category.
•
Cash Method: The administration fee will be charged as a
percentage of expenses paid by tenant.
•
None
Admin Fee
Percentage(administration fee
percentage)
Enter the admin fee percentage
Exclude Base Year
Select this check box to exclude a base year. The base year
fields are informational only.
Base Year
Enter the year to be used as the base year. If you select Exclude
Base Year, then you must enter a base year.
Base Year Amount
Enter the amount to be used for the base year. If you select
Exclude Base Year, then you must enter a base year amount.
Base Year Gross Up Percent
Enter the base year gross up percentage. If you select Exclude
Base Year, then you must enter a base year gross up percent.
Cap/Min
•
Alerts:If this option is selected, then the Caps/Min
calculation is not applied. The maximum amount defined at
the category level will be used to validate the actual amount
and an alert will be displayed in the worksheet against the
category if the actual amount is greater than the maximum
for the category.
•
Apply: Select this value to apply caps and minimums to this
operating expense.
•
None
Caps Detail
Click this link to access the Caps/Minimum Details page. This
link appears only if Apply is selected as the Cap/Min value.
Exp. Gross Up(expense gross up)
Select this check box to enable expense gross up.
Gross Up Percent
Enter the gross up percentage to be applied to this operating
expense.
Gross Up Method
Select either:
•
Method A: If the actual occupancy is more than gross up
percentage specified on the lease, then the expenses will be
grossed up to 100 percent occupancy level.
•
Method B: If the actual occupancy is more than the gross up
percentage specified on the lease, then the expenses will not
be grossed up.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Chapter 14
Setting Up Operating Expenses
Expense Categories
Operating Expense
Enter or select the operating expense category for recoverable
shared expenses. You can select from only active operating
expense categories.
See Defining Operating Expense Categories.
Estimated Amount
Enter the estimated amount for the operating expense. Use the
estimated amount for monthly recurring invoices or payments.
Min Amount (minimum amount)
Enter the minimum amount for the operating expense.
Note: This field is for information use only.
Max Amount (maximum amount)
Enter the maximum amount to charge for the operating expense.
Use this field to calculate audit alerts during the audit and
reconciliation processes.
Administration Fee
Enter the administration fee. The system adds this amount to
the operating expense charges after final calculations of all
operating expenses for the lease.
Straightline
Select to apply straightline calculations to the operating
expense.
Note: If the rent amount or recurring expense amount for the
operating expense is not evenly billed across periods, then those
amounts must be reported in the general ledger on a straightline
basis (an even distribution).
See Understanding Straightline Accounting.
Calculate
Click the button to calculate the recurring monthly operating
expenses.
Note: This button is only available when the lease or
amendment is in pending status.
Total Estimated Payment
Displays the total estimated payment amount for the operating
expenses.
Schedule
Select a value from the prompt table to specify how often
to invoice or pay the operating expenses. Use this field to
determine the frequency of the invoice or payment. The values
from which you select come from the Schedule component.
Note: If the value you need is not available, to the Schedule
component to add additional values.
See "Defining Common Journal Definitions (PeopleSoft FSCM
9.2: Application Fundamentals)".
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Setting Up Operating Expenses
Chapter 14
Frequency
Displays the frequency that is associated with the schedule that
you selected.
Anticipated Process Date
Displays the current anticipated processing date or the next date
on which a transaction is available to be approved and sent to
PeopleSoft Payables or PeopleSoft Billing. This field appears
only after lease activation.
Note: You must run the Transaction Generator to get the
scheduled transactions into the transaction queue.
Terms Calendar
Enter the terms calendar, which determines the start date and
end date of billing periods for the operating expense. The
calendar ID from the business unit definition appears by default.
You can override this value, but the frequency of the schedule
and terms calendar must be the same. This is a required field.
Details
Caps
Select this check box is caps apply to this expense.
Fee
Select this check box if fees apply to this expense.
Gross Up
Select this check box if grossing up applies to this expense.
Anchor Contribution
Enter any anchor contribution made by the tenant.
Basis
Select a basis for this operating expense.
Catch Up
Catch up payments are the adjustment payment for the first
months of the new year. The difference between the estimated
payment amount paid to date in a new lease year (which has
been paid at the prior year estimated payment amount) and the
amount due per the new estimated payment amount This catch
up payment will be added to the first transaction that will be
sent to the transaction queue after the amendment is activated.
Accounting Distribution
Click this link to access the Accounting Distribution page
and override the operating expense category accounting rules
defined at the business unit level.
Accounting Distributions Page
Use the Accounting Distributions page (RE_LS_TRM_DST_SEC) to override the accounting
distributions defined at the business unit level.
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Chapter 14
Setting Up Operating Expenses
Navigation
Click the Accounting Distributions link on the Financial Terms - Operating Expenses Details page.
Image: Accounting Distributions page
This example illustrates the fields and controls on the Accounting Distributions page. You can find
definitions for the fields and controls later on this page.
The fields on this page differ depending upon the distribution selected. When you select a value other than
None, the ChartField values become available for edit.
Distribute By
Add Distribution
Select either:
•
Percentage: Select this value to change the accounting
distribution by percentage for each financial term.
•
Area: Select this value to change the accounting distribution
by area for each financial term. The rent will be distributed
based on the ratio of the areas.
•
None: Select this option to use the accounting distribution
set up at the business unit level.
This button appears if you select Percentageor Area for the
distribute by value.
Click this button to insert a new distribution row.
Delete Distribution
This button appears if you select Percentage or Area for the
distribute by value.
Select a row and click this button to delete it from this page.
Select
This checkbox appears if you select Percentage or Area for the
distribute by value.
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Setting Up Operating Expenses
Chapter 14
This checkbox is used to delete distribution rows. Select this
checkbox and click the Delete Distribution button to delete the
rows.
Percentage
This field appears if you select Percentagefor the distribute by
value.
Enter a percentage amount for this distribution line.
Percentage amounts must equal 100% to be valid.
Area
This field appears if you select Areafor the distribute by value.
Enter the area for this distribution line.
All lines must add up to the total rentable area for the lease to be
valid.
Valid
Used to indicate a valid combination of chartfields. When
activating the lease, edit checking will be provided and the
checkbox will be selected for each row representing a valid
combination of chartfields. A lease cannot be activated until
every accounting distribution is marked as valid.
Prorata Share Details - Basis Page
Use the Prorata Share Basis page (RE_LS_PRTA_SEC) to use this page to enter prorata basis information
for this operating expense.
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Chapter 14
Setting Up Operating Expenses
Navigation
•
Real Estate Management, Lease Administration, Payables Leases, Maintain Lease, Financial Terms
•
Click the Add Operating Expense button.
Click the Prorata Detailslink.
Image: Prorata Share Details - Basis page
This example illustrates the fields and controls on the Prorata Share Details - Basis page. You can find
definitions for the fields and controls later on this page.
The fields on this page vary depend on which prorata share basis is selected on the Operating Expense
page.
Prorata Share Method
Displays the prorata share method selected on the Operating
Expense Details page.
Unit of Measure
Displays the unit of measure.
Agreement No(agreement number)
Displays the agreement number for the prorata share details.
Prorata Basis
Enter a prorata basis.
Tenant Area
Enter the tenant's area.
Total Area
Enter the total area to be considered for this prorata basis. The
total area of the property selected on the lease will be defaulted
here. The user can override this value here.
Floor Percentage
Enter the percentage of floor to be considered for this prorata
basis.
This field is only available if you select Occupied Area With
Floor as the Prorata Basis option on the Operating Expense
Details page.
Description
Enter a description for the prorata share details.
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Setting Up Operating Expenses
Chapter 14
Cap/Minimum Details Page
Use the Caps/Minimum Details page (RE_LS_OPX_CAP_SEC) to use this page to enter caps detail
information for this operating expense.
Navigation
•
Real Estate Management, Lease Administration, Payables Leases, Maintain Lease, Financial Terms
•
Click the Add Operating Expense button.
Click the Caps Detailslink.
Image: Caps/Minimum Details page
This example illustrates the fields and controls on the Caps/Minimum Details page. You can find
definitions for the fields and controls later on this page.
Caps Applied To
Select whether the caps are applied to Tenant Share or Landlord
Expense.
Caps Basis
Select either:
•
236
Prior Year Restricted: The cap calculation is applied to the
prior period landlord or tenant share after caps are applied.
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Chapter 14
Setting Up Operating Expenses
•
Cap Applied
Prior Year Actual: The cap calculation is applied to the prior
period landlord or tenant share before caps are applied.
Select either:
•
Before Fee: Caps should be applied on the landlord or tenant
share before administration fee is applied.
•
After Fee: Caps should be applied on the landlord or tenant
share after administration fee is applied.
•
Percentage: Caps will be calculated as a percentage increase
over the prior year expense.
•
Indexed: Caps will be linked to an index.
•
Least of Percent or Index: For this method of calculating
minimum and maximum, define a percentage and the system
will calculate the indexed value and the least of the two will
be considered for the final calculation. the indexed value at
the end date of the current audit period will be compared
with the last date of the baseline period.
Subsequent Year Cap
Method
Percentage
Enter the percentage to be used in calculation.
Compare To
Select a comparison value:
Index Name
•
Base
•
Last
For Indexed or Least of Percent or Index, specify the index
value to be used.
Subsequent Year Minimum
Method
•
Percentage: Caps will be calculated as a percentage increase
over the prior year expense.
•
Indexed: Caps will be linked to an index.
•
Least of Percent or Index: For this method of calculating
minimum and maximum, define a percentage and the system
will calculate the indexed value and the least of the two will
be considered for the final calculation. indexed value on the
start date of the current audit period will be compared with
the first date of the baseline period
Percentage
Enter the percentage to be used in calculation.
Compare To
Select a comparison value:
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237
Setting Up Operating Expenses
Index Name
Chapter 14
•
Base
•
Last
For Indexed or Least of Percent or Index, specify the index
value to be used.
Operating Expense Approval Page
Use the Operating Expense Approval page (RE_LS_OPX_APP) to approve operating expenses that
exceed tolerances.
Navigation
Select a task item from your worklist.
Image: Operating Expense Approval page
This example illustrates the fields and controls on the Operating Expense Approval page. You can find
definitions for the fields and controls later on this page.
If operating expenses are outside tolerance limit, the system will:
1. On Processing, set the operating expense worksheet to Pending Approval.
2. Create tasklist for the approver
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Chapter 14
Setting Up Operating Expenses
3. Route the approver from the tasklist to the approval page
4. If the transaction is approved, send the transactions to the TQM and change the status of the
Worksheet to Processed.
5. If the transaction is denied, change the status of the worksheet to Pending so that the worksheet can be
edited and the whole process can be repeated.
The Approval map displays the path and status of approvals. Ad-Hoc approvers can be added by clicking
on the Add button.
Performing Operating Expense Audits for a Payables Lease
This section provides an overview of operating expense audits and discusses how to:
•
Perform operating expense audits.
•
Compare operating expenses with the previous audit.
Pages Used to Audit Operating Expenses
Page Name
Definition Name
Navigation
Usage
Audit Operating Expenses Operating Expense Audit
RE_OPEXAUDIT
Real Estate Management,
Lease Administration,
Payables Lease, Audit
Operating Expenses
Create an operating expense
worksheet to compare
estimated operating expense
payments against actual
expenses.
Accounting Distributions
RE_LS_OPEX_CTG
Click the Accounting
Enter accounting distributions
Distributions link on the Audit for the audit.
Operating Expenses page.
Audit Operating Expenses Compare Operating Expenses
with Prior Audit
RE_OPEXAUDIT_CMP
•
•
Real Estate Management, Displays the current audit
Lease Administration,
data and prior audit data,
Payables Lease, Audit
if available. You can use
Operating Expenses
this comparison data to
ensure continuity in operating
Click the Compare
expense charges from year to
Previous Audit link.
year.
Understanding Operating Expense Audits
The PeopleSoft Real Estate Management system provides you with the ability to reconcile annual
operating expenses or CAM against your estimated payments. When the landlord sends the annual CAM
reconciliation statement with any invoice or credit against the estimated payments that you have made,
you can compare the information against your records of estimated payments, as well as the CAM charges
from the previous year. If the charges significantly increase or decrease or the data that is provided by the
landlord is insufficient, you can initiate a formal CAM audit.
You can use the Audit Operating Expenses - Operating Expense Audit page to enter the values from the
reconciliation statement for each expense category. The system automatically calculates the amounts that
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Setting Up Operating Expenses
Chapter 14
you paid to the payee, which includes all of the recurring amounts and the audit adjustment amounts. To
calculate the paid amount, the system uses only processed transactions from the transaction queue. You
can enter manual adjustments the final total for each expense category. The system compares the data that
you entered against the data that is stored in the lease and flags any value that exceeds a certain tolerance
threshold.
Note: You set up the tolerance threshold at implementation in the real estate management business unit.
After you have reviewed and compared the data in the worksheet and are satisfied with the final
calculated numbers, you can issue a payment for any underpayments. If an overpayment occurs, you can
create a negative payables line and apply it to any future payments, or, the landlord can issue a refund
check or credit.
Prerequisites
Before you can perform an operating expense audit, the lease that you are auditing must be in active,
expired, or holdover state. You must also enter operating expenses terms against the lease.
Audit Operating Expenses - Operating Expense Audit Page
Use the Audit Operating Expenses - Operating Expense Audit page (RE_OPEXAUDIT) to create an
operating expense worksheet to compare estimated operating expense payments against actual expenses.
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Chapter 14
Setting Up Operating Expenses
Navigation
Real Estate Management, Lease Administration, Payables Lease, Audit Operating Expenses
Image: Audit Operating Expenses - Operating Expense Audit page
This example illustrates the fields and controls on the Audit Operating Expenses - Operating Expense
Audit page. You can find definitions for the fields and controls later on this page.
Business Unit
Displays the lease administration business unit selected on the
search page.
Lease Number
Displays the lease number selected on the search page.
Currency
Displays the currency of the lease.
Lease Name
Displays the lease name.
Agreement No (agreement number)
Displays the agreement number for the lease operating expense.
Audit Number
Displays the sequential number that is assigned to this audit.
Status
Displays the audit status.
Landlord
Displays the landlord for this lease.
From Date
Enter the date on which you want the audit period to begin.
This date must occur after the lease start date and cannot be
later than one day after the To Datefrom the previous audit. The
system sets the From Date to one day later than the previous
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241
Setting Up Operating Expenses
Chapter 14
audit by default. For first audit period the system uses the lease
commencement date by default.
To Date
Enter the date on which you want the audit period to end. This
date must occur after the from date and cannot be later than the
current date.
UOM (unit of measure)
Displays the unit of measure of this lease.
Revision
Displays the revision number for this audit.
Accounting Distributions
Select this link to access the Accounting Distributions page.
Update Audit
Click to update this audit. The system compares the actual
charges in the current audit with the charges for the operating
expense categories in the previous audit and creates and invoice
for the balance amount. You can update an audit only after all
of the audit transactions have been processed. This field appears
only for processed audits.
Prorata Basis
Prorata details group box will not be available for the user if:
242
•
Fixed percentage method is used for sharing expenses.
•
Prorata share is not used to calculate tenant's share.
Prorata Share Method
Displays the prorata share method for this operating expense.
Gross Up Percentage
Displays the gross up percentage for this operating expense.
Gross Up Method
Displays the gross up percentage for this operating expense.
Calculate Prorata Basis
Click this button to calculate the prorata basis.
Prorata Basis
Displays the prorata basis selected for this operating expense.
Tenant Area
Enter the area this tenant occupies.
Rentable Area
Enter the total rental area available.
Occupied Area
Enter the total area occupied.
Occupancy Percentage
Displays the percentage of area this tenant occupies.
Prorata Share
Displays the percentage of the total area that you are occupying.
The system displays the value from the lease. The field is
informational only. The system does not use the field for any
calculations.
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Chapter 14
Setting Up Operating Expenses
Expense Details
Admin Fee Percentage
Administration Fee Percentage
Displays the administration fee percentage.
Base Year
Displays the base year entered on the lease.
Base Year Adjustment
Displays the base year adjustment entered on the lease.
Add Category
Click this button to create a new operating expense category for
the lease. This button appears only for pending audits.
Base Year Gross Up
Displays the base year gross up entered on the lease.
Category
Select the expense category.
Operating expense categories that are in a processed state will
be retrieved from the Transaction Queue for the given lease and
payee.
Actual Amount
Enter the actual amount for this expense category.
Previous Period
Displays the amount for the previous period if available.
Change
Displays the change in amounts from the previous period.
Caps
Select this check box to indicate if caps are applied to this
category.
Fee
Select this check box to indicate if administration fees apply to
this category.
Gross Up
Select this check box to indicate if gross up applies to this
category.
Overall Expense
Grossed Up Expense
Enter the grossed up expense for this expense category.
Admin Fee (administration fee)
Enter any administration fees applied to this category.
Anchor Contribution
The anchor contribution defaults from the lease, the user can
override the value here.
Adjusted Expense
Enter the adjusted expense for this category.
Minimum
Enter the minimum for this category.
Maximum
Enter the maximum for this category.
Sharable Expense
The system calculates this value. This is the expense which
needs to be shared based on the prorata share of the tenant.
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Setting Up Operating Expenses
Chapter 14
Tenant Share
Prorata Share
Displays the prorata share calculated using the values entered.
Occupancy Pct (occupancy
percentage)
Enter the occupancy percentage for this category. The default is
100 percent.
Tenant Share
Displays the tenant share calculated based on the sharable
expense, prorata share, and the occupancy percentage entered.
Paid Amount
Displays the amount paid to the landlord.
Amount Due
Displays the amount due to the landlord.
Operating Expense Categories
The system automatically populates the Operating Expense Categories grid with the operating expense
categories that are associated with the lease and payee on which you are performing the audit.
Operating Expense Categories in the processed state will be retrieved from the Transaction Queue for the
given Lease and Payee.
244
Calculate
Click the button to calculate the total lines that were entered.
When you click the button, the system calculates the difference
between the paid amount and the actual amounts and displays
the totals and the adjustments.
Total Paid To Landlord
Displays the total operating expenses that were paid to the
landlord. The system adds all of the amounts in the Paid
Amount column.
Total Adjusted Actual Amount
Displays the total amount of the operating expenses that should
have been paid to the landlord or payee. The system adds all of
the amounts in the Actual Amount column.
Total Manual Adjustment
Displays the total amount of the manual adjustments. The
system adds all of the amounts in the Adjust Amount column.
Total Administration Fee
Displays the total administration fee. The system adds all of the
amounts in the Admin Fee column.
Total Amount Due
Displays the amount that you owe the landlord or payee. The
system uses this formula to calculate the amount: Amount Owed
= Total Adjusted Actual Amount + Total Manual Adjustment +
Total Administration Fee − Total Paid To Landlord.
Create Payment
Click to create a payment for underpayment of the operating
expenses for the year. When you click this button, the system
sends the transaction to the transaction queue for payment
processing.
Compare Previous Audit
Click to select the previous audit for comparison, if it exists.
The system bases the comparison on the audit end dates. The
previous audit is the one with an audit end date less the current
audit end dates. The system retrieves the two audits and displays
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Chapter 14
Setting Up Operating Expenses
them side-by-side. The system flags category differences from
year-to-year and identifies massive increases or charges that
are above the maximum that is allowed. If the system cannot
find a category match, it separates those categories that are not
available for comparison.
Audit Operating Expenses - Compare Operating Expenses with Previous
Audit Page
Use the Audit Operating Expenses - Compare Operating Expenses with Prior Audit page
(RE_OPEXAUDIT_CMP) to displays the current audit data and prior audit data, if available.
You can use this comparison data to ensure continuity in operating expense charges from year to year.
Navigation
•
Real Estate Management, Lease Administration, Payables Lease, Audit Operating Expenses
•
Click the Compare Previous Audit link.
Image: Audit Operating Expenses - Compare Operating Expenses with Previous Audit page
This example illustrates the fields and controls on the Audit Operating Expenses - Compare Operating
Expenses with Previous Audit page. You can find definitions for the fields and controls later on this page.
This page enables to you compare and audit operating expenses against previous audit data, if it exists.
The system retrieves the two audits and displays them side-by-side. The system flags category differences
from year-to-year and identifies massive increases or charges that are above the maximum that is
allowed. If the system cannot find a category match, it separates those categories that are not available for
comparison.
Current Period
Displays the date range for this audit period.
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Setting Up Operating Expenses
Prior Period
Chapter 14
Displays the date range for the prior audit period that you are
comparing.
Common Operating Expense Audits for Current and Prior Audits
Current Actual
Displays the current actual amount that you entered based on the
reconciliation statement.
Prior Actual
Displays the previous audit actual amount.
Difference % (difference percentage) Displays the percentage difference between the current actual
amount and the prior actual amount. ((Current Actual - Prior
Actual) ÷ Prior Actual).
Diff Amt (difference amount)
Displays the difference amount. (Current Actual - Prior Actual).
Current Cost/Sq Unit (current cost
per square unit)
Displays the current cost per square unit.(Current Cost ÷ Sq
Unit = Adjusted Actual Amount ÷ Total Rentable Area).
Prior Cost/Sq Unit (prior cost per
square unit)
Displays the prior cost per square unit. (Prior Cost/Sq Unit =
Prior Actual Amount ÷ Prior Total Rentable Area).
Unmatched Categories
When the system cannot match up one or more categories from a previous audit with the categories
from the current audit, the system displays the discrepancies in the Unmatched Categories grid. This
occurs when you create a new category or an existing category from a previous audit does not exist, or
if you change the category in the middle of the year. As a result, the system is unable to provide any
comparisons for these categories because there is no exact match.
Calculated Total for Current and Prior Audits
246
Current Actual
Displays the total amount that you paid to the payee. This
amount might differ from the reconciliation statement that is
provided by the landlord. The current actual amount paid is
based on an estimate that is provided to you at the beginning of
the lease.
Prior Actual
Displays the total amount that you paid to the payee in the prior
period.
Diff Amt (difference amount)
Displays the difference between the prior actual amount and the
current actual amount.
Current Payor Actuals
Displays the current total amount that is paid by the payor.
Payors Actuals Difference
Displays the total amount that the payor paid in the prior audit.
Current Rentable Area
Displays the current total rentable area in the lease.
Prior Rentable Area
Displays the total rentable area in the prior audit.
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Chapter 14
Setting Up Operating Expenses
Rentable Area Difference
Displays the difference between the current and prior rentable
area in the lease.
Current Cost Per Sq Unit (current
cost per square unit)
Displays the total current cost per square unit.
Prior Cost/SQ Unit (prior cost per
square unit)
Displays the total prior cost per square unit.
Cost/SQ Unit Difference (cost per
square unit difference)
Displays the difference of the total cost per square unit between
the current period and the prior periods.
Reconciling Operating Expenses for Receivables Leases
This section provides an overview of operating expense reconciliation and discusses how to:
•
Reconcile operating expenses
•
Compare operating expense reconciliations
Pages Used to Reconcile Operating Expenses
Page Name
Definition Name
Navigation
Usage
Reconcile Operating
RE_OPEXAUDIT
Expenses - Operating Expense
Statement
Real Estate Management,
Lease Administration,
Receivables Lease, Reconcile
Operating Expenses
Compare operating expenses
to the operating expense
statement to reconcile paid
expenses against actuals.
Reconcile Operating
Expenses - Compare
Operating Expenses with
Prior Statement
•
Real Estate Management,
Lease Administration,
Receivables Lease,
Reconcile Operating
Expenses
•
Click the Compare
Previous Audit link.
Displays the current
reconciliation data and prior
reconciliation data. You can
use this comparison data to
ensure continuity in operating
expense charges.
RE_OPEXAUDIT_CMP
Understanding Operating Expense Reconciliation
PeopleSoft Real Estate Management enables you to reconcile the difference in the original estimated
operating expense and the actual operating expenses for each tenant or payor for a time period. The
system calculates the amount of estimated operating expenses for the transactions that the system
processed during a time period that you specify. You can enter the actual expenses that you incurred based
on these criteria:
•
Operating expense category: Summarize your charges by operating expense category.
•
Tenant: Specify the tenant or payor.
•
Time period: Determine reconciliation from and to dates.
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Setting Up Operating Expenses
Chapter 14
Use the Reconcile Operating Expenses - Operating Expense Statement page to enter these amounts
and compare them with the amounts that the payor paid. You can manually adjust the amount for each
operating expense category. Click the Create Invoice button on the Operating Expense Statement page to
access the Billing Review page. In the case of an overpayment, you can issue a credit to the tenant that
could be applied against future rent payments. In the case of an underpayment, you can issue an invoice
for the remaining sum. Enter the billing amount as negative to generate a payment credit or positive to
create an invoice.
You can compare this reconciliation with the previous reconciliation to identify any time gaps or large
amount differences in the operating expenses.
Reconcile Operating Expenses - Operating Expense Statement Page
Use the Reconcile Operating Expenses - Operating Expense Statement page (RE_OPEXAUDIT) to
compare operating expenses to the operating expense statement to reconcile paid expenses against actuals
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Chapter 14
Setting Up Operating Expenses
Navigation
Real Estate Management, Lease Administration, Receivables Lease, Reconcile Operating Expenses
Image: Reconcile Operating Expenses - Operating Expense Statement page
This example illustrates the fields and controls on the Reconcile Operating Expenses - Operating Expense
Statement page. You can find definitions for the fields and controls later on this page.
Note: The fields on this page function the same as the fields on the Audit Operating Expenses - Operating
Expense Audit page.
See Audit Operating Expenses - Operating Expense Audit Page.
Reconcile Operating Expenses - Compare Operating Expenses with Prior
Statement Page
Use the Reconcile Operating Expenses - Compare Operating Expenses with Prior Statement page
(RE_OPEXAUDIT_CMP) to displays the current reconciliation data and prior reconciliation data.
You can use this comparison data to ensure continuity in operating expense charges.
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Setting Up Operating Expenses
Chapter 14
Navigation
•
Real Estate Management, Lease Administration, Receivables Lease, Reconcile Operating Expenses
•
Click the Compare Previous Audit link.
Image: Access the Reconcile Operating Expenses - Compare Operating Expenses with Prior
Statement page
This example illustrates the fields and controls on the Access the Reconcile Operating Expenses Compare Operating Expenses with Prior Statement page. You can find definitions for the fields and
controls later on this page.
The fields on this page function in the same way as the fields on the Audit Operating Expenses - Compare
Operating Expense with Prior Audit page.
See Audit Operating Expenses - Compare Operating Expenses with Previous Audit Page.
250
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Chapter 15
Setting Up and Calculating Percent Rent
Understanding Percent Rent Terms
Percent rent enables you to negotiate a lower monthly base rent in exchange for a portion of your sales
once the threshold is met. This lease method is appealing because you receive a lower monthly liability
in months of lower sales. As the sales amount reaches a specified threshold (breakpoint), the percentage
changes, thus altering the amount of the final rent amount. For a breakpoint, the rent can be a fixed
amount, a percentage of sales, or a combination of fixed amount and percentage.
When multiple breakpoints are established, the system determines which breakpoint has been reached
and adds its incremental percentage over and above the other breakpoints. For example, let's say the
breakpoints are as follows:
•
0 to 1,000 (5%)
•
1,000.01 to 4,999.99 (4%)
•
5,000 to 99,999,999,999.99 (3% + 1,000 USD)
If the sales amount is 1,500 USD, then the system takes the maximum of the prior breakpoint multiplied
by that breakpoint percentage (or amount, or both depending on lease terms), adds the incremental
amount over that breakpoint maximum, multiplied by the new breakpoint percentage.
In this example, the calculation is as follows: 1,000 × 5% + (1,500 − 1,000) × 4% = 70.
Using the previous example, if a lease had three breakpoints in percent rent setup, and the sales amount
reached the third level (10,000), then the calculation is as follows: 1,000 × 5% + (4,999.99-1,000) × 4% +
(10,000 − 4,999.99) × 3% +1,000 = 1360.
These tables provide additional examples of the percent rent category based calculation methodology:
Percent Rent Setup Data:
Financial Term
Amount
Current Base Rent
1000.00 USD
Minimum Fee
25.00 USD
Maximum Fee
800.00 USD
Sales Breakpoints
From
To
Type
Amount
Full Breakpoint
0
999.99
Percent
5%
50.00 USD
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
251
Setting Up and Calculating Percent Rent
Chapter 15
From
To
Type
Amount
Full Breakpoint
1000
4999.99
Percent
4%
160.00 USD
5000
9999.99
Percent
3%
150.00 USD
10000
99,999,999,999.99
Percent
2%
Not applicable
Sales Data
252
Year
Month
Reported
Breakpoint
Sales (USD) Amount
Variable
Rent (USD)
2004
January
250.00
5%
2004
February
2,000
2004
March
2004
Adjusted
Variable
Amount (
USD)
Total Rent (
USD)
Comment
12.50
1,025.00
Minimum
not met, use
adjusted
amount.
VAR2
90.00
1,090.00
Second
breakpoint
reached,
add full
breakpoint
calculation to
incremental
difference.
1,800
VAR2
82.00
1,082.00
April
6,000
VAR3
240.00
1,240.00
2004
May
5,000
VAR4
210.00
1,210.00
2004
June
50,000
VAR4
1,160.00
2004
July
30,000
VAR4
760.00
1,760.00
2004
August
15,000
VAR4
460.00
1,460.00
2004
September
7,500
VAR3
285.00
1,285.00
2004
October
4,200
VAR2
180.00
1,180.00
2004
November
800
5%
40.00
1,040.00
800.00
1,800.00
Third
breakpoint
reached,
add full
breakpoint
calculations
to incremental
difference.
Maximum
exceeded,
use adjusted
amount
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Chapter 15
Setting Up and Calculating Percent Rent
Year
Month
Reported
Breakpoint
Sales (USD) Amount
Variable
Rent (USD)
2004
December
20,000
560.00
VAR4
Adjusted
Variable
Amount (
USD)
Total Rent (
USD)
Comment
1,560.00
You define the percentage breakpoints for the percent rent tier structure before activating the lease;
after the lease is activated, you must create an amendment to perform any changes to the structure. You
include percent rent terms on the lease and enter them into the system prior to lease activation. You set the
various sales breakpoints (or tiers) for the lease under different sales categories. In the absence of actual
reported data, you can enter or have the system attempt to estimate sales data. You enter the estimated
information on the Sales Report Details page and set the type to Estimated. The Sales Report Details page
is a worksheet to enter and calculate the total sales amounts. The system uses past data to help determine
an appropriate estimate.
Weekly Sales Method
The system will allow only one sales category on the percent rent setup. The system will use this category
to create the sales report and import sales. This method will use only current period sales data.
If the bill amount is less than the minimum fee, the percent rent shall be zero and only the minimum
rent will be charged. If the bill amount is more than the minimum fee, it calculates percent rent (sales
overage) rent by deducting the minimum fee from the total bill amount. If the bill amount is more than the
maximum fee then the maximum fee will be charged. Sales overage rent will be equal to the Maximum
Fee - Minimum Fee.
The system shall apply breakpoints to calculate the percent as follows:
If the operator is Percent then:
•
If sales amount is between first breakpoint range, then:
First breakpoint's billable amount = (Sales amount – First breakpoint's from amount) * First
breakpoint's percent.
•
If sales amount is between second breakpoint range, then:
Second breakpoint billable amount = (Sales amount – Second breakpoint's from amount) * Second
breakpoint's percent.
•
If sales amount is between Nth breakpoint range, then:
Nth breakpoint billable amount = (Sales amount – Nth breakpoint's from amount) * Nth breakpoint's
Percent.
If the operator is Amount, then:
•
If sales amount is between first breakpoint range, then:
First breakpoint billable amount = First breakpoint's fixed amount.
•
If sales amount is between second breakpoint range, then:
Second breakpoint Billable amount = Second breakpoint's fixed amount.
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253
Setting Up and Calculating Percent Rent
•
Chapter 15
If sales amount is between Nth breakpoint range, then:
Nth breakpoint billable amount = Nth breakpoint's fixed amount
If the operator is Both, then:
•
If sales amount is between first breakpoint range, then:
First breakpoint billable amount = (Sales amount – First breakpoint's from amount) * First
breakpoint's percent + First breakpoint's fixed amount.
•
If sales amount is between second breakpoint range, then:
Second breakpoint billable amount = (Sales amount – Second breakpoint's from amount) * Second
breakpoint's percent + Second breakpoint's fixed amount.
•
If sales amount is between Nth breakpoint range, then:
Nth breakpoint billable amount = (Sales amount – Nth breakpoint's from amount) * Nth breakpoint's
percent + Nth breakpoint's fixed amount.
•
Total bill amount = first breakpoint's billable amount + second breakpoint's billable amount +…. +
Nth breakpoint billable amount.
•
If the total bill Amount is less than minimum fee, then the sales overage rent will be zero.
•
If the total bill Amount is more than minimum fee, then deduct minimum fee from total bill amount to
get the sales overage rent.
Weekly Sales Method Calculation Example
Assume the minimum is 2,500 USD and the maximum is 5,000 USD.
Breakpoints:
From Breakpoint
To Breakpoint
Operator
Percent
50,000.00
150,000.00
Percent
9
150,000.01
500,000.00
Percent
8
500,000.01
1,000,000.00
Percent
7
1,000,000.01
99,999,999,999,999,900,000,
000.00
Percent
4
Sales reported by tenant:
254
Period
Sales
Amount
1st
Breakpoint
2nd
Breakpoint
3rd
Breakpoint
4th
Breakpoint
Percent
Rent
Final Bill
1
100,000.00
4,500.00
NA
NA
NA
4,500.00
4,500.00
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Chapter 15
Setting Up and Calculating Percent Rent
Period
Sales
Amount
1st
Breakpoint
2nd
Breakpoint
3rd
Breakpoint
4th
Breakpoint
Percent
Rent
Final Bill
2
200,000.00
9,000.00
4,000.00
NA
NA
13,000.00
13,000.00
3
60,000.00
900.00
NA
NA
NA
900.00
2,500.00
4
350,000.00
9,000.00
16,000.00
NA
NA
25,000.00
25,000.00
5
1,100,000.00
9,000.00
28,000.00
35,000.00
4,000.00
76,000.00
50,000.00
6
40,000.00
NA
NA
NA
NA
0
2,500.00
Each Period Method
This method will use only current period sales data. This calculation method will always have one sales
category, which will be used for reporting/importing sales.
The system will annualize sales amount by multiplying the no. of periods in the calendar year. The system
will apply breakpoints to annualized sales for calculating percent rent.
The annualized amount = current period's sales amount * Total Periods in a fiscal year.
The system shall apply breakpoints to calculate the percent as follows:
If the operator is Percent then:
•
If the sales amount is between first breakpoint range, then:
First breakpoint's billable amount = (Annualized Sales amount – First breakpoint's from amount) *
First breakpoint's percent.
•
If sales amount is between second breakpoint range, then:
Second breakpoint's billable amount = (Annualized Sales amount – Second breakpoint's from amount)
* Second breakpoint's percent).
•
If sales amount is between Nth breakpoint range, then:
Nth breakpoint's billable amount = (Annualized Sales amount – Nth breakpoint's from amount) * Nth
breakpoint's percent).
If the operator is Amount, then:
•
If sales amount is between first breakpoint range, then:
First breakpoint's billable Amount = First breakpoint's fixed amount.
•
If sales amount is between second breakpoint range, then:
Second breakpoint's billable amount = Second breakpoint's fixed amount).
•
If sales amount is between Nth breakpoint range, then:
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
255
Setting Up and Calculating Percent Rent
Chapter 15
Nth breakpoint billable amount = Nth breakpoint's fixed amount).
If the operator is Both, then:
•
If sales amount is between first breakpoint range, then:
First breakpoint's billable amount = (Annualized Sales amount – First breakpoint's from amount) *
First breakpoint's percent + First breakpoint's fixed amount.
•
If sales amount is between second breakpoint range, then:
Second breakpoint's billable amount = (Annualized Sales amount – Second breakpoint's from amount)
* Second breakpoint's percent + Second breakpoint's fixed amount.
•
If sales amount is between Nth breakpoint range, then:
Nth breakpoint billable amount = (Annualized Sales amount – Nth breakpoint's from amount) * Nth
breakpoint's percent + Nth breakpoint's fixed amount.
Total billable amount = First breakpoint's billable amount + Second breakpoint's billable amount +…. +
Nth breakpoint billable amount
If the total bill amount is less than minimum fee, then the percent rent will be Zero and only minimum fee
will be charged.
If the total bill Amount is more than minimum fee, then deduct minimum fee from total bill amount to get
percent rent.
Each Period Calculation Example
Assume that the minimum is 2,500 USD and the maximum is 50,000 USD.
Breakpoints:
From Breakpoint
To Breakpoint
Operator
Percent
200,000.00
600,000.00
Percent
9
600,000.01
1,000,000.00
Percent
8
1,000,000.01
1,500,000.00
Percent
7
1,500,000.01
99,999,999,999,999,900,000,
000.00
Percent
4
Sales Reported by tenant:
256
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Chapter 15
Setting Up and Calculating Percent Rent
Period (
Monthly
Sales
Amount
Annualized 1st
Sales
2nd
3rd
4th
Percent
Breakpoint Breakpoint Breakpoint Breakpoint Rent
De-
Rent
Annualized Amount
Bill
Amount
1
100,000.
00
1,200,000, 36,000.00
00
32,000.00
14,000.00
NA
82,000.00
6833.33
6833.33
2
200,000.
00
2,400,000. 36,000.00
00
32,000.00
35,000.00
36,000.00
139,000.
00
11583.33
11583.33
3
60,000.00
720,000.
00
9,600.00
NA
NA
45,600.00
3,800.00
3,800.00
4
350,000.
00
4,200,000. 36,000.00
00
32,000.00
35,000.00
108,000.
00
211,000.00 17,583.33
17,583.33
5
1,200,000. 14,400,
00
000.00
36,000.00
32,000.00
35,000.00
516,000.
00
619,000.
00
51583.33
50,000.00
6
40,000.00
25,200.00
NA
NA
NA
25,200.00
2,100.00
2500.00
480,000.
00
36,000.00
Cumulative Method
System will calculate YTD sales amount by summing sales from the first period of the current fiscal year
to current period. This calculation method will always have one sales category, which will be used for
reporting/importing sales. Breakpoints will be applied to cumulative sales for calculating percent rent.
The previous YTD bill amount excluding current period will be deducted from the total bill amount to get
current period's bill amount.
The YTD sales amount will equal to sum of sales amount from first period to current period. Note: The =
YTD sales amount will include current period's sale amount.
The previous YTD bill amount is the sum of the bill amount from first period to previous period. Note:
Previous period will be one period before the current period.
If the Operator is Percent then:
•
If YTD Sales Amount is between First breakpoint range, then
First breakpoint's YTD Billable Amount = (YTD Sales amount – First breakpoint's from amount) *
First breakpoint's Percent
•
If sales amount is between second breakpoint range, then:
Second breakpoint's YTD Bill Amount = (YTD Sales Amount – Second Breakpoint's From Amount)
* Second breakpoint's Percent.
•
If sales amount is between Nth breakpoint range, then:
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
257
Setting Up and Calculating Percent Rent
Chapter 15
Nth breakpoint's YTD Bill Amount = (YTD Sales amount – Nth breakpoint's from amount) * Nth
breakpoint's Percent).
If the Operator is Amount, then:
•
If YTD Sales Amount is between First breakpoint range, then:
First breakpoint's YTD billable Amount = First Breakpoint's Fixed Amount.
•
If YTD sales amount is between second breakpoint range, then:
Second breakpoint's YTD Billable Amount = Second Breakpoint's Fixed Amount)
•
If YTD sales amount is between Nth breakpoint range, then:
Nth breakpoint YTD Billable Amount = Nth breakpoint's fixed amount)
If the Operator is Both, then:
•
If YTD Sales Amount is between First breakpoint range, then:
First Breakpoint's YTD Billable Amount = (YTD Sales amount – First breakpoint's from amount) *
First breakpoint's Percent + First Breakpoint's Fixed Amount.
•
If YTD sales amount is between second breakpoint range, then:
Second breakpoint's YTD Billable Amount = (YTD Sales Amount – Second Breakpoint's From
Amount) * Second breakpoint's Percent + Second Breakpoint's Fixed Amount.
•
If YTD sales amount is between Nth breakpoint range, then:
Nth breakpoint YTD Billable Amount = (YTD Sales amount – Nth breakpoint's from amount) * Nth
breakpoint's Percent + Nth breakpoint's fixed amount.
Total YTD Billable amount = First breakpoint's YTD bill amount + Second breakpoint's YTD bill amount
+…. + Nth Breakpoint YTD Bill Amount
Current period's billable amount = total YTD billable amount – previous YTD bill amount
If the total bill Amount is less than minimum fee, then the sales overage rent will be zero.
If the total bill Amount is more than minimum fee, then deduct minimum fee from total bill amount to get
the percent rent (sales overage).
If the total bill amount for the current period is greater than maximum fee then the maximum fee should
be charged to the tenant. In this case, percentage rent will be maximum fee less minimum fee.
When sales amount exceeds a breakpoint, then the breakpoint will have maximum billable amount and it
will equal to:
(Breakpoint's To amount - Breakpoint's From amount) * Breakpoint's percent when operator is percentage
Breakpoint's fixed amount when operator is 'fixed':
(Breakpoint's To amount - Breakpoint's From amount) * Breakpoint's percent + Breakpoint's fixed amount
when operator is Both
258
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Chapter 15
Setting Up and Calculating Percent Rent
Cumulative Calculation Example
Assume the minimum is 2,500 USD and the maximum is 50,000 USD.
Breakpoints:
From Breakpoint
To Breakpoint
Operator
Percent
200,000.00
600,000.00
Percent
9
600,000.01
1,000,000.00
Percent
8
1,000,000.01
1,500,000.00
Percent
7
1,500,000.01
99,999,999,999,999,900,000,
000.00
Percent
4
Sales reported by tenant:
Period (
Monthly
Sales
Amount
Cumulative 1st
Percent
Breakpoint Breakpoint Breakpoint Breakpoint Rent
Rent for
Current
Period
Rent
Amount
1
100,000.
00
100,000.
00
NA
NA
NA
NA
0
0
2,500.00
2
200,000.
00
300,000.
00
9,000.00
NA
NA
NA
9,000.00
6,500.00
6,500.00
3
60,000.00
360,000.
00
14.400.00
NA
NA
NA
14,400.00
5,400.00
5,400.00
4
350,000.
00
710,000.
00
36,000.00
8,800.00
NA
NA
44,800.00
30,400.00
30,400.00
5
1,100,000. 1,810,000. 36,000.00
00
00
32,000.00
35,000.00
12,400.00
115,400.00 70,600.00
50,000.00
6
40,000.00
32,000.00
35,000.00
14,000.00
117,000.00 22,200.00
22,200.00
Sales
1,850,000. 36,000.00
00
2nd
3rd
4th
Cumulative Pro Rata Method
YTD sales amount including current period sales will be used to calculate percent rent. This calculation
method will always have one sales category.
The sales amount will be annualized by multiplying the YTD sales with the no. of periods in a calendar
year divided by no. of sales periods included in YTD sales. Breakpoints will be applied to annualized
cumulative sales when calculating percent rent.
To calculate current period bill amount, percent rent amount will be de-annualized and from that amount
the previous YTD bill amount will be reduced.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
259
Setting Up and Calculating Percent Rent
Chapter 15
Add YTD sales to get the Cumulative amount. The YTD sales amount will be the sum of sales amount
from first period to current period. Note: Include current period sales into YTD sales. Annualize the
YTD sales. Annual sales amount = YTD sales * (total periods in fiscal year/ no. periods in YTD sales).
Calculate YTD bill amount by applying lease level breakpoints to annualized cumulative sales.
If the Operator is Percent then:
•
If Sales Amount is between First breakpoint range, then:
First breakpoint Billable Amount = (Annualized YTD Sales amount – First breakpoint's from amount)
* First breakpoint's Percent
•
If sales amount is between second breakpoint range, then:
Second breakpoint's Billable Amount = (Annualized YTD Sales Amount – Second Breakpoint's From
Amount) * Second breakpoint's Percent
•
If sales amount is between Nth breakpoint range, then:
Nth breakpoint's Billable Amount = (Annualized YTD Sales amount – Nth breakpoint's from amount)
* Nth breakpoint's Percent)
If the Operator is Amount, then:
•
If sales Amount is between First breakpoint range, then:
Bill Amount = First Breakpoint's Fixed Amount
•
If sales amount is between second breakpoint range, then:
Bill Amount = (First Breakpoint maximum Bill Amount + Second Breakpoint's Fixed Amount)
•
If sales amount is between Nth breakpoint range, then:
Bill Amount = (First breakpoint's maximum bill amount + Second breakpoint's maximum bill amount
+….+(n-1) breakpoint's maximum bill amount + Nth breakpoint's fixed amount)
If the Operator is Both, then:
•
If Sales Amount is between First breakpoint range, then:
First breakpoint's Billable Amount = (Annualized YTD Sales amount – First breakpoint's from
amount) * First breakpoint's Percent) + First Breakpoint's Fixed Amount
•
If sales amount is between second breakpoint range, then:
Second breakpoint's Billable Amount = (Annualized YTD Sales Amount – Second Breakpoint's From
Amount) * Second breakpoint's percent + Second Breakpoint's fixed amount)
•
If sales amount is between Nth breakpoint range, then:
Nth breakpoint billable amount = (Annualized YTD sales amount – Nth breakpoint's from amount) *
Nth breakpoint's Percent + Nth breakpoint's fixed amount
Total annualized YTD Billable amount = First breakpoint's billable amount + Second breakpoint's billable
amount +…. + Nth Breakpoint Billable Amount
260
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Chapter 15
Setting Up and Calculating Percent Rent
De-annualize the above value to get YTD billable amount. YTD billable amount = Total annualized YTD
billable amount * (No. periods in YTD sales / Total periods in fiscal year)
System will calculate Total bill amount by deducting previous YTD bill amount from rent calculated in
step above (de-annualized rent).
If the total bill Amount is less than minimum fee, then the sales overage rent will be zero. If the total bill
amount is more than minimum fee, then deduct minimum fee from total bill amount to get sales overage
rent. If the total bill amount for the current period is greater than maximum fee then the maximum fee
should be charged to the tenant. In this case, percentage rent will be maximum fee less minimum fee.
When sales amount exceeds a breakpoint, then the breakpoint will have maximum billable amount and
it shall equal to: (Breakpoint's To amount - Breakpoint's From amount) * Breakpoint's percent when
operator is percentage
Breakpoint's fixed amount when operator is fixed: (Breakpoint's "To amount" - Breakpoint's From
amount) * Breakpoint's percent + Breakpoint's fixed amount when operator is Both
Cumulative Pro Rata Calculation Example
Assume the minimum is 2,500 USD and the maximum is 50,000 USD.
Breakpoints:
From Breakpoint
To Breakpoint
Operator
Percent
500,000.00
1,000,000.00
Percent
9
1,000,000.01
1,500,000.00
Percent
8
1,500,000.01
1,500,000.00
Percent
7
3,000,000.01
99,999,999,999,999,900,000,
000.00
Percent
4
Sales reported by tenant:
Period Sales CumulativeAnnualized 1st
2nd
3rd
4th
Percent DeRent
Rent
(
Amount Sales
CumulativeBreakpointBreakpointBreakpointBreakpointRent
Annualized for
Amount
Monthly)
Sales
Percent
Current
Rent
Period
1
100,000. 100,000. 1,200,
00
00
000.00
45,000.
00
16,000.
00
NA
NA
61,000.
00
2
200,000. 300,000. 1,800,
00
00
000.00
45,000.
00
40,000.
00
21,000.
00
NA
106,000. 17,666.
00
67
12,583.
33
3
60,000.
00
45,000.
00
35,200.
00
NA
NA
80,200.
00
2,383,33 2,500.00
360,000. 1,440,
00
000.00
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
5,083.33 5,083.33 5,083.33
20,050.
00
12,583.
33
261
Setting Up and Calculating Percent Rent
Chapter 15
Period Sales
Cumulative
Annualized
1st
2nd
3rd
4th
Percent DeRent
Rent
(
Amount Sales
Cumulative
Breakpoint
Breakpoint
Breakpoint
Breakpoint
Rent
Annualized
for
Amount
Monthly)
Sales
Percent Current
Rent
Period
4
350,000. 710,000. 2,130,
00
00
000.00
45,000.
00
40,000.
00
44,100.
00
5
1,100,
000.00
1,810,
000.00
4,344,
000.00
45,000.
00
40,000.
00
6
40,000.
00
1,850,
000.00
3,700,
000.00
45,000.
00
40,000.
00
NA
129,100
43,033.
33
22,866.
67
22,866.
67
105,000. 53,760.
00
00
243,760. 101,566. 58,533.
00
67
33
50,000.
00
105,000. 28,000.
00
00
218,000. 109,000. 15,966.
00
00
67
15,966.
67
Modified Cumulative Method
YTD sales amount including current period sales will be used to calculate percent rent. This calculation
method will always have one sales category. The following calculation shall be used when calculating
percent rent:
Get the highest breakpoint that the total sales amount is reached. Apply the highest breakpoint to the
entire sales amount that exceeds the first breakpoint. The YTD bill amount excluding current period will
be deducted from the total bill amount to get current period's bill amount.
The YTD sales amount is equal to sum of sales amount from first period to current period. Note: The =
YTD sales amount includes current period's sale amount.
If the Operator is Percent then:
•
If YTD Sales Amount is between First breakpoint range, then:
First breakpoint's YTD Billable Amount = (YTD Sales amount – First breakpoint's from amount) *
First breakpoint's Percent
•
If sales amount is between Nth breakpoint range, then:
Nth breakpoint's YTD Bill Amount = (YTD Sales amount – First breakpoint's From amount) * Nth
breakpoint's Percent
If the Operator is Amount, then:
•
If YTD Sales Amount is between First breakpoint range, then:
First breakpoint's YTD billable Amount = First Breakpoint's Fixed Amount
•
If YTD sales amount is between Nth breakpoint range, then:
Nth breakpoint YTD Billable Amount = Nth breakpoint's fixed amount
If the Operator is Both, then:
•
If YTD Sales Amount is between First breakpoint range, then:
First Breakpoint's YTD Billable Amount = (YTD Sales amount – First breakpoint's from amount) *
First breakpoint's Percent + First Breakpoint's Fixed Amount
262
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Chapter 15
•
Setting Up and Calculating Percent Rent
If YTD sales amount is between Nth breakpoint range, then:
Nth breakpoint YTD Billable Amount = (YTD Sales amount – First breakpoint's From amount) * Nth
breakpoint's Percent + Nth breakpoint's fixed amount
Total YTD Billable amount = First breakpoint's YTD bill amount + .... +Nth Breakpoint YTD Bill
Amount
Current period's billable amount = total YTD billable amount – previous YTD bill amount
If the total bill Amount is less than minimum fee, then the sales overage rent shall be Zero. If the total bill
Amount is more than minimum fee, then deduct minimum fee from total bill amount to get sales overage
rent. If the total bill amount for the current period is greater than maximum fee then the maximum fee
should be charged to the tenant. In this case, percentage rent will be maximum fee less minimum fee.
When sales amount exceeds a breakpoint, then the breakpoint will have maximum billable amount and it
is equal to: (Breakpoint's To amount - Breakpoint's From amount) * Breakpoint's percent when operator is
percentage
Breakpoint's fixed amount when operator is fixed: (Breakpoint's To amount - Breakpoint's From amount)
* Breakpoint's percent + Breakpoint's fixed amount when operator is Both
Modified Cumulative Calculation Example
Assume the minimum is 2,500 USD and the maximum is 50,000 USD.
Breakpoints:
From Breakpoint
To Breakpoint
Operator
Percent
200,000.00
600,000.00
Percent
9
600,000.01
1,000,000.00
Percent
8
1,000,000.01
1,500,000.00
Percent
7
1,500,000.01
99,999,999,999,999,900,000,
000.00
Percent
4
Sales reported by tenant:
Period (
Monthly)
Sales
Amount
Cumulative1st
2nd
3rd
4th
Percent
Sales
BreakpointBreakpointBreakpointBreakpointRent
Rent for
Current
Period
Rent
Amount
1
100,000.
00
100,000.
00
NA
NA
NA
NA
0
0
2,500.00
2
200,000.
00
300,000.
00
9,000.00
NA
NA
NA
9,000.00
6,500.00
6,500.00
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
263
Setting Up and Calculating Percent Rent
Chapter 15
Period (
Monthly)
Sales
Amount
Cumulative1st
2nd
3rd
4th
Percent
Sales
BreakpointBreakpointBreakpointBreakpointRent
Rent for
Current
Period
Rent
Amount
3
60,000.00
360,000.
00
14,400.00
NA
NA
NA
14,400.00
5,400.00
5,400.00
4
350,000.
00
710.000.
00
NA
40800.00
NA
NA
40,800.00
26,400.00
26,400.00
5
1,100,000. 1,810,000. NA
00
00
NA
NA
64,400.00
64,400.00
23,600.00
23,600.00
6
40,000.00
NA
NA
66,000.00
66,000.00
1,600.00
2,500.00
1,850,000. NA
00
Partial Year Pro Rata Method
In a specialized billing reconciliation, property owners use the lease period as a cutoff date. Therefore,
any tenant who moves in or out within the lease period can be charged a prorated share of the sales for
the partial period. For calculating the prorated rent amount, the sales data for the period of one year
beginning from lease commencement date will be considered. In the case of last period, the sales data for
the period of one year ending on lease termination date will be used for calculating rent. System will use
the following formula for calculating the rent amount:
•
First period = Rent calculated as per breakpoints * (Next period begin date – Lease Commencement
date) / (Number of days in the year)
•
Last period = Rent calculated as per breakpoints * (Lease Termination date - previous period End
Date) / (Number of days in the year)
If the prorate first and last period Partial Year Proration flag is checked on the Percent Rent Terms
page, then first and last period percentage rent will be calculated by this method. Rent calculated as per
breakpoint will be as per the calculation method selected on the lease. The partial year prorata feature
can be used only with annual calendars. In the formula mentioned above, by default, if the partial year
proration checkbox is checked then the number of days in the denominator would be same as actual
number of days in the year (365/366). If on financial terms page the user has selected the 360 days
proration method, then in that case the denominator value in formula mentioned above will be 360.
Partial Year Pro Rata Calculation Example
Assume the minimum is 2,500 USD and the maximum is 50,000 USD.
Breakpoints:
264
From Breakpoint
To Breakpoint
Operator
Percent
200,000.00
600,000.00
Percent
9
600,000.01
1,000,000.00
Percent
8
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Chapter 15
Setting Up and Calculating Percent Rent
From Breakpoint
To Breakpoint
Operator
Percent
1,000,000.01
1,500,000.00
Percent
7
1,500,000.01
99,999,999,999,999,900,000,
000.00
Percent
4
Sales reported by tenant:
Period
(
Yearly)
Sales
Annualized
1st
2nd
3rd
4th
Percent DeRent
ProrationFinal
Amount Sales
Breakpoint
Breakpoint
Breakpoint
Breakpoint
Rent
Annualized
Amount Ratio
Rent
Bill
Amount
2006
1,200,
000.00
1,200,
000.00
36,000.
00
32,000.
00
14,000.
00
NA
82,000.
00
2007
2,400,
000.00
2,400,
000.00
36,000.
00
32,000.
00
35,000.
00
36,000.
00
139,000. 139,000. 11,583.
00
00
33
2008
720,000. 720,000. 36,000.
00
00
00
9,600.00 NA
NA
45,600.
00
2009
4,200,
000.00
4,200,
000.00
36,000.
00
32,000.
00
35,000.
00
108,000. 211,000. 211,000. 17,583.
00
00
00
33
1
17,583.
33
2010
14,400,
000.00
14,400,
000.00
36,000.
00
32,000.
00
35,000.
00
516,000. 619,000. 619,000. 50,000.
00
00
00
00
1
50,000 .
00
2011
480,000. 480,000. 25,200.
00
00
00
NA
NA
NA
25,500.
00
82,000.
00
45,600.
00
25,500.
00
6,833.33 0.59
1
3,800.00 1
2,100.00 0.58
4,006.39
11,583.
33
3,800.00
1,219.72
Lease Pro Rata Method
This method uses two levels of breakpoints: Lease level and Sales reporting categories level. Lease level
breakpoints will be used to calculate total bill amount on total sales of all categories. Category level
breakpoints will be used to distribute bill amount by category.
YTD sales amount that includes current period sales will be used to calculate percent rent. Sales amount
will be sum of all sales categories' sales amount. The sales amount shall be annualized by multiplying the
no. of periods in a calendar year divided by no. of sales periods included in YTD sales.
Lease level breakpoints will be applied to annualized cumulative sales to calculate percent rent amount.
The rent amount will be de-annualized by dividing calculated rent by the no. of periods in a calendar year
and then multiplying the same by number of sales periods included in YTD sales. To calculate current
period bill amount, the previous periods YTD bill amount will be reduced from the amount calculated inn
the step above.
If rent amount for the current period is less than the minimum fee then minimum fee will be charged
to tenant as percentage rent. If rent amount for the current period is greater than maximum fee then
maximum fee will be charged as percentage rent.
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265
Setting Up and Calculating Percent Rent
Chapter 15
This method does not categorize the rent as minimum and percentage rent. For this method, the total rent
amount will be distributed by categories.
To prorate the total bill amount among the categories:
•
YTD sales amount for the category will be used for calculation.
•
The category's sales amount will be annualized by multiplying the no. of periods in a calendar year
divided by no. of sales periods included in YTD sales.
•
Category level breakpoints will be applied to annualized cumulative sales to get the category's bill
amount. This calculation will be performed for all categories.
•
The total rent amount will be distributed among sales categories using ratio of amount calculated in
step above. If none of the category has reached its breakpoint then the rent amount will be distributed
in ratio of cumulative sales for all categories.
Get the total sales amount by summing up all sales categories sales.
Calculate the YTD (Year-To-Date) sales by summing up all sales from first period to current period.
Annualize the YTD sales. Annualized YTD sales = YTD sales * (Total periods in fiscal year / No. periods
in YTD sales).
If the Operator is Percent then:
•
If annualized YTD Sales Amount is between First breakpoint range, then:
First breakpoint Billable Amount = (Annualized YTD Sales amount – First breakpoint's from amount)
* First breakpoint's Percent
•
If annualized YTD sales amount is between second breakpoint range, then:
Second breakpoint's Billable Amount = (Annualized YTD Sales Amount – Second Breakpoint's From
Amount) * Second breakpoint's Percent
•
If annualized YTD sales amount is between Nth breakpoint range, then:
Nth breakpoint's Billable Amount = (Annualized YTD Sales amount – Nth breakpoint's from amount)
* Nth breakpoint's Percent)
If the Operator is Amount, then:
•
If annualized YTD Sales Amount is between First breakpoint range, then:
Bill Amount = First Breakpoint's Fixed Amount
•
If annualized YTD sales amount is between second breakpoint range, then:
Bill Amount = (First Breakpoint maximum Bill Amount + Second Breakpoint's Fixed Amount)
•
If annualized YTD sales amount is between Nth breakpoint range, then:
Bill Amount = (First breakpoint's maximum bill amount + Second breakpoint's maximum bill amount
+….+(n-1) breakpoint's maximum bill amount + Nth breakpoint's fixed amount)
If the Operator is Both, then:
266
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Chapter 15
•
Setting Up and Calculating Percent Rent
If Sales Amount is between First breakpoint range, then:
First breakpoint's Billable Amount = (Annualized YTD Sales amount – First breakpoint's from
amount) * First breakpoint's Percent) + First Breakpoint's Fixed Amount
•
If sales amount is between second breakpoint range, then:
Second breakpoint's Billable Amount = (Annualized YTD Sales Amount – Second Breakpoint's From
Amount) * Second breakpoint's Percent + Second Breakpoint's Fixed Amount)
•
If sales amount is between Nth breakpoint range, then:
Nth breakpoint Billable Amount = (Annualized YTD Sales amount – Nth breakpoint's from amount) *
Nth breakpoint's Percent + Nth breakpoint's fixed amount
Total annualized YTD Billable amount = First breakpoint's billable amount + Second breakpoint's billable
amount +…. + Nth Breakpoint Billable Amount
De-annualize the above value to get YTD billable amount. YTD billable amount = Total annualized YTD
billable amount * (No. periods in YTD sales / Total periods in fiscal year)
Subtract the Previous period YTD bill amount to get the current Total Bill amount.
Prorate the Total bill amount among all the sales categories using the following method:
•
Calculate the YTD (Year-To-Date) sales by summing up a category's sales from first period to current
period.
•
Annualize the category YTD sales. Annualized YTD category sales = category YTD sales * (Total
periods / No. periods in YTD sales).
Apply the category level breakpoints:
If the Operator is Percent then:
•
If annualized YTD category Sales Amount is between First breakpoint range, then:
First breakpoint Billable Amount = (Annualized YTD category Sales amount – First breakpoint's
from amount) * First breakpoint's Percent
•
If annualized YTD category sales amount is between second breakpoint range, then:
Second breakpoint's Billable Amount = (Annualized YTD category Sales Amount – Second
Breakpoint's From Amount) * Second breakpoint's Percent
•
If annualized YTD category sales amount is between Nth breakpoint range, then:
Nth breakpoint's Billable Amount = (Annualized YTD category Sales amount – Nth breakpoint's from
amount) * Nth breakpoint's Percent)
If the Operator is Amount, then:
•
If annualized YTD category Sales Amount is between First breakpoint range, then:
First Breakpoint's category Billable Amount = First Breakpoint's Fixed Amount
•
If annualized YTD category sales amount is between second breakpoint range, then:
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
267
Setting Up and Calculating Percent Rent
Chapter 15
Second Breakpoint's category Billable Amount = Second Breakpoint's Fixed Amount
•
If annualized YTD sales amount is between Nth breakpoint range, then:
Nth breakpoint's category Bill Amount = Nth breakpoint's fixed amount
If the Operator is Both, then:
•
If annualized YTD category Sales Amount is between First breakpoint range, then:
First breakpoint's category Billable Amount = (Annualized YTD category Sales amount – First
breakpoint's from amount) * First breakpoint's Percent) + First Breakpoint's Fixed Amount
•
If sales amount is between second breakpoint range, then:
Second breakpoint's category Billable Amount = (Annualized YTD category Sales Amount – Second
Breakpoint's From Amount) * Second breakpoint's Percent + Second Breakpoint's Fixed Amount)
•
If sales amount is between Nth breakpoint range, then:
Nth breakpoint Billable Amount = (Annualized YTD Sales amount – Nth breakpoint's from amount) *
Nth breakpoint's Percent + Nth breakpoint's fixed amount
Annualized YTD category Billable amount = First breakpoint's category billable amount + Second
breakpoint's category billable amount +…. + Nth Breakpoint category Billable Amount
Category's bill amount = Total billable amount * Annualized YTD category Billable amount / sum of all
sales categories annualized YTD category billable amount.
If the total bill Amount is less than minimum fee, then the minimum rent will be charged as percentage
rent. If the total bill Amount is greater than maximum then maximum fee will be charged as percentage
rent.
When sales amount exceeds a breakpoint, then the breakpoint will have maximum billable amount and
it shall equal to: (Breakpoint's To amount - Breakpoint's From amount) * Breakpoint's percent when
operator is percentage
Breakpoint's fixed amount when operator is fixed: (Breakpoint's To amount - Breakpoint's From amount)
* Breakpoint's percent + Breakpoint's fixed amount when operator is Both
Lease Pro Rata Calculation Examples
Assume the minimum is 2,500 USD and the maximum is 50,000 USD.
Breakpoints:
268
From Breakpoint
To Breakpoint
Operator
Percent
500,000.00
1,000,000.00
Percent
9
1,000,000.01
1,500,000.00
Percent
8
1,500,000.01
1,500,000.00
Percent
7
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Chapter 15
Setting Up and Calculating Percent Rent
From Breakpoint
To Breakpoint
Operator
Percent
3,000,000.01
99,999,999,999,999,900,000,
000.00
Percent
4
Method details:
•
Tenant will report sales at agreed frequency.
•
Billing for percent rent will be as per calendar defined on the percent rent term page.
•
Even though sales are reported category wise the breakpoints will be applied to annualized cumulative
total sales figure.
•
For calculating cumulative and annualized sales, all reported/estimated sales report in current year
will be considered.
•
Breakpoints will be applied to annualized sales.
•
Percent rent amount charged for previous period will be reduced from the calculated amount.
Sales reported by tenant:
Period Sales
Cumulative
Annualized
1st
2nd
3rd
4th
Percent DeRent
Rent
(
Amount Sales
Cumulative
Breakpoint
Breakpoint
Breakpoint
Breakpoint
Rent
annualized
for
Amount
Monthly)
Sales
Percent Current
Rent
Period
1
100,000. 100,000. 1,200,
00
00
000.00
45,000.
00
16,000.
00
NA
NA
61,000.
00
5,083.33 5,083.33 5,083.33
2
200,000. 300,000. 1,800,
00
00
000.00
45,000.
00
40,000.
00
21,000.
00
NA
106,000. 17,666.
00
67
12,583.
33
3
60,000.
00
360,000. 1,440,
00
000.00
45,000.
00
35,200.
00
NA
NA
80,200.
00
2,383.33 2,500.00
4
350,000. 710.000. 2,130,
00
00
000.00
45,000.
00
40,000.
00
44,100.
00
NA
129,100. 43,033.
00
33
5
1,100,
000.00
1,810,
000.00
4,344,
000.00
45,000.
00
40,000.
00
6
40,000.
00
1,850,
000.00
3,700,
000.00
45,000.
00
40,000.
00
20,050.
00
12,583.
33
22,866.
67
22,866.
67
105,000. 53760.
00
00
243,760. 101,566. 58,533.
00
67
33
50,000.
00
105,000. 28,000.
00
00
218,000. 109,000. 15,966.
00
00
67
15,966.
67
For the following sales categories assume that the percent rent amount for the period will be distributed
in ration of amount calculated category wise on sales category breakpoint and if in any period none of the
categories exceed first breakpoint then percent rent for the period will be distributed in ratio of sales.
Food breakpoints:
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
269
Setting Up and Calculating Percent Rent
Chapter 15
From Breakpoint
To Breakpoint
Operator
Percent
400,000.00
500,000.00
Percent
6
500,000.01
99,999,999,999,999,900,000,
000.00
Percent
3
From Breakpoint
To Breakpoint
Operator
Percent
300,000.00
600,000.00
Percent
5
600,000.01
99,999,999,999,999,900,000,
000.00
Percent
3
From Breakpoint
To Breakpoint
Operator
Percent
700,000.00
1,000,000.00
Percent
9
1,000,000,01
99,999,999,999,999,900,000,
000.00
Percent
5
Beverages Breakpoints:
Liquor Breakpoints:
Period 1 percent rent = 5,083.33
Period rent details:
Category
Cumulative Sales
and Sales Amount
Annualized Sales
Percent Rent
Distributed Rent
Food
30,000
360,000
0
1,525
Beverages
20,000
240,000
0
1016.67
Liquor
50,000
600,000
0
2,541.67
Totals
100,000
1,200,000
0
Period 2 percent rent = 12,583.33
Period rent details:
270
Category
Cumulative
Sales
Sales Amount
Annualized
Sales
Percent Rent
Distributed Rent
Food
60,000
30,000
360,000
0
0
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Chapter 15
Setting Up and Calculating Percent Rent
Category
Cumulative
Sales
Sales Amount
Annualized
Sales
Percent Rent
Distributed Rent
Beverages
50,000
30,000
300,000
0
0
Liquor
190,000
140,000
1,140,000
39,600
12,583.33
Totals
300,000
1,800,000
39,600
Period 3 percent rent = 2,500
Period rent details:
Category
Cumulative
Sales
Sales Amount
Annualized
Sales
Percent Rent
Distributed Rent
Food
75,000
15,000
300,000
0
0
Beverages
75,000
25,000
300,000
0
0
Liquor
210,000
20,000
840,000
12,600
0
Totals
360,000
1,440,000
12,600
2,500
Period 4 percent rent = 22,866.67
Period rent details:
Category
Cumulative
Sales
Sales Amount
Annualized
Sales
Percent Rent
Distributed Rent
Food
180,000
105,000
540,000
7,200
3,380.70
Beverages
130,000
55,000
390,000
4,500
2,112.94
Liquor
400,000
190,000
1,200,000
37,000
17,373.03
Totals
710,000
2,130,000
48,700
Period 5 percent rent = 50,000
Period rent details:
Category
Cumulative
Sales
Sales Amount
Annualized
Sales
Percent Rent
Distributed Rent
Food
600,000
420,000
1,440,000
34,200
12,787.92
Beverages
410,000
280,000
984,000
26,520
9,916.24
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
271
Setting Up and Calculating Percent Rent
Chapter 15
Category
Cumulative
Sales
Sales Amount
Annualized
Sales
Percent Rent
Distributed Rent
Liquor
800,000
400,000
1,920,000
73,000
27,295.84
Totals
1,810,000
4,344,000
133,720
Period 6 percent rent = 15,966.67
Period rent details:
Category
Cumulative
Sales
Sales Amount
Annualized
Sales
Percent Rent
Distributed Rent
Food
610,000
10,000
1,220,000
27,600
4,065.31
Beverages
430,000
20,000
860,000
22,800
3,358.30
Liquor
810,000
10,000
1,620,000
58,000
8,543.05
Totals
1,850,000
3,700,000
108,400
Sales Estimation Methods
The PeopleSoft Real Estate Management system provides you with three sales estimation methods to
assist you in deciding the estimated sales data. Using this data helps you determine the monthly rent
amount.
The three sales estimation methods are:
•
Past 6 Period Average: The system takes an average of sales of all prior periods up to six months,
assuming there is sales data for the last six months in the database.
If data is not available for all six months, it takes only the average of whatever data is available up to
the last six months. The system cannot provide an estimate if there is no data for the last six months.
•
Same Period Last Year: The system takes the sales from the same period last year assuming there is
sales data for the same period last year.
For example, if the current sales report being estimated is period 2 of 2005, then the system looks for
period 2 of 2004 to formulate an estimate. The system cannot provide an estimate if there is no data
for the same period last year.
•
Prior Period: The system takes the sales for the preceding period, assuming there is sales data for the
preceding period. The system cannot provide an estimate if there is no data for the preceding period.
Note: In addition to the sales estimation methods, the system also provides an adjustment factor
that is a percentage field, at the lease level, to assist with altering the numbers to account for slower
business, recession periods, inflation, and so on.
272
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Chapter 15
Setting Up and Calculating Percent Rent
Adjustments to Estimated Rents
When you bill based on estimated sales, you will likely need to make adjustments, effectively changing
the actual billable rent amount. The system provides the ability to adjust the previously calculated and
processed data, as well as the ability to adjust the prior entries posted to the various subsystems. This is
called the sales report revision.
A change to previously processed calculated data is called an adjustment. You can change sales report
data any number of times before the transactions are processed. While making an adjustment, you select
the sales type to indicate the changes that you are making. The sales type has no bearing on generating
billing lines; it is informational only. The same billing lines are generated regardless of type and are
updated at any time throughout this process.
When you enter the new data, the system calculates the rent amount on the worksheet. However, the
system also takes into account the last processed worksheet and compares the two to determine the
amount of the adjustment. Although the data from worksheet to worksheet is compared to determine the
net difference, doing so accurately over multiple iterations can be complicated. As a result, the system
uses the last of the prior worksheets to determine the amount billed. The system creates a complete
reversal of the bill, sending a negative bill entry to the same transaction code by sales category, and
updates the bill with the new amounts. For example, the original worksheet has three sales categories and
three bill lines generated for billing, each with a unique transaction code. During an adjustment process,
three negative bill line entries are created for the full amount billed, along with three new bill lines for the
new full amount to bill.
On the Sales Report Details page for processed reports, the latest worksheet appears as display-only until
you click the Update Report button. The worksheet is then available for changes, and a new version is
saved to the table with a new revision number. You can view all past adjustments, but adjust only the
latest one.
Prerequisites
Before setting up percent rent terms, you must set up the following:
•
Detail calendars for percent rent schedules.
•
Calendar ID selection for the business unit.
•
Sales categories.
•
Transaction routing codes.
•
Accounting rules.
Setting Up Percent Rent Terms
This section discusses how to enter percent rent terms.
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273
Setting Up and Calculating Percent Rent
Chapter 15
Pages Used to Set Up Percent Rent Terms
Page Name
Definition Name
Navigation
Usage
Create New Lease - Financial
Terms
RE_LS_TERMS
•
Real Estate Management, Enter financial terms for a
Lease Administration,
lease.
Receivables Leases,
Create New Lease,
Financial Terms
•
Real Estate Management,
Lease Administration,
Receivables Leases,
Maintain Lease,
Financial Terms
•
Real Estate Management,
Lease Administration,
Payables Leases, Create
New Lease, Financial
Terms
•
Real Estate Management,
Lease Administration,
Payables Leases,
Maintain Lease,
Financial Terms
Financial Terms - Percent
Rent
RE_LS_PCTRENT_SEC
Percent Rent
Enter the sales estimation
method, sales category, and
breakpoints.
Accounting Distributions
RE_LS_PCT_DST_SEC
Accounting Distributions
Override the accounting
distributions defined at the
business unit level.
Accounting Distributions
RE_LS_SLS_DST_SEC
Accounting Distributions
Override the accounting
distributions defined on the
percent term.
Financial Terms - Percent Rent Page
Use the Financial Terms - Percent Rent page (RE_LS_PCT RENT_SEC) to enter the sales estimation
method, sales categories, and breakpoints.
274
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Chapter 15
Setting Up and Calculating Percent Rent
Navigation
Click the Percent Rent Details link on the Financial Terms page.
Image: Financial Terms – Percent Rent page
This example illustrates the fields and controls on the Financial Terms – Percent Rent page. You can find
definitions for the fields and controls later on this page.
Fields and buttons available in the group boxes vary depending upon the calculation method selected.
Sales Estimation Method
Select a sales estimation method. The system uses this method
for estimating the sales, in the absence of a sales report. The
options are
Past 6 Period Average: An average of sales of all prior periods
up to six months.
Prior Period: Sales for the preceding period.
Same Period Last Year: Sales of the same period last year.
Sales Adjustment Factor
Select a sales adjustment factor. This percentage field assists
with altering the numbers to account for slower business,
recession periods, inflation, and so on. Set the adjustment
factor to 1.0 if you do not want any adjustment done to the sales
estimation.
Payee
Enter the entity to whom you make payments. The system uses
the landlord as the default. This field appears only for payables
leases.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
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Setting Up and Calculating Percent Rent
Chapter 15
Payor
Enter the entity that is responsible for making payments. The
system uses the tenant as the default. This field appears only for
receivables leases.
Reporting Calendar
Enter the calendar ID, which determines the frequency with
which you report or receive sales reports. Percent rent sales
reporting uses a specific calendar with distinct periods and
start and end dates. In addition, this calendar structure enables
the system to search for and determine when sales reports are
missing, as well as to prevent duplicate sales reports for the
same period. The system uses the percent rent calendar ID value
from the from the business unit level, but you can override this
value at the least level.
Billing Calendar
The billing calendar defaults from the business unit definition.
This determines the frequency with which bills are generated.
Partial Year Proration
Select this checkbox if a tenant has moved in or out within a
fiscal year that is specified in the system. If the prorate first and
last period Partial Year Proration field is checked on the Percent
Rent Terms page, then first and last period percentage rent will
be calculated by this method. Rent calculated per breakpoint
will be the calculation method selected on the lease.
Note: System will allow only the Annual calendar if the Partial
Year Proration field is selected.
Minimum Fee
Enter the minimum amount to be charged for the entire percent
rent. If the minimum is not met, the amount is increased to the
minimum level.
Note: If the amount calculated based on sales reported by payor
and breakpoints is less than the minimum fee, then the minimum
fee amount is spread across the sales categories in the ratio of
the calculated bill amount.
Maximum Fee
Enter the maximum amount to be charged to the entire percent
rent. If the maximum is exceeded, the amount is reduced to the
maximum level.
Note: If the amount calculated based on sales reported by payor
and breakpoints is greater than the maximum fee, then the
maximum fee amount is spread across the sales categories in the
ratio of the calculated bill amount.
276
Ship To
Enter the supplier ship to location. This location will be used
for VAT and SUT calculations by PeopleSoft Payables Voucher
Build application.
Calculation Method
This is a required field. Select from the following:
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Chapter 15
Setting Up and Calculating Percent Rent
•
Category Based: The rent amount for the category is
calculated by using breakpoints defined for sales reporting
categories and the rent amount for all categories will be
summed up to calculated overall percent rent. This method
will not use lease level breakpoint.
•
Cumulative: The system will apply breakpoints on Year-todate (YTD) sales amount and deduct prior YTD percent rent
charges to calculate the current period percent rent.
•
Cumulative Pro Rata: The system will annualize the
YTD sales amount. The system applies breakpoints, deannualizes, and subtracts previous YTD rent to get the
current period percent rent.
•
Cumulative Break Point Pro Rata: The system will calculate
the prorated breakpoint for the current reporting/billing
period and apply the prorated break point on the YTD
Sales amount. The system subtracts the YTD rent to get
the current period percent rent. In this method, only one
breakpoint is used in the Percent Rent Calculation.
•
Each Period: The system will annualize the sales amount. It
applies the lease breakpoints and de-annualizes to calculate
the percent rent.
•
Lease Pro Rata: The system will use lease breakpoints to
determine a billable amount and then distribute the percent
rent among sales categories to prorate the billable amount.
The calculation methodology is same as Cumulative Pro
Rata. For this method both lease level and category level
breakpoints are required. Lease level breakpoints will be
used to calculate the total percent rent charge.
•
Modified Cumulative: The system will apply the highest
breakpoint on YTD sales that exceeds first breakpoint. The
system deducts the prior YTD percent rent to get the current
percent rent.
•
Weekly Sales: The system will use the sales amount of a
week to calculate the percent rent.
Billing Schedule
While activating the Lease, the system generates billing
schedules based on the billing calendar periods. The schedule
date on the billing schedules will be calculated if the billing
schedule is entered. When the billing schedule is not entered,
the schedule date will be null on the billing schedules.
Accounting Distribution
Click this link to access the Accounting Distribution page and to
override the default rules defined at the business unit level.
Add Sales Category
Click to add an additional sales category in the group box.
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Chapter 15
Calculate Breakpoints
Click to calculate breakpoints. If you have multiple breakpoints,
the system calculates the To Breakpoint from the data entered
into the From Breakpoint.
Sales Category
Select a sales category to classify sales reports. You can select
only from active sales categories.
See Defining Sales Categories.
Add Effective Date
Click to add a new effective dated row.
Accounting Distribution
Click this link to access the Accounting Distribution page and
to override the default rules defined on the percent rent term.
The accounting distribution can be defined at the header level
as well as for each category. First, the category level accounting
distribution is considered. If no accounting rules are defined for
the category, then the accounting distributions for the header are
used.
Add Breakpoint
Click to add an additional breakpoint.
Breakpoints
Breakpoints are available for edit only when the lease is in a pending or amendment status.
From Breakpoint
Enter the starting amount for the break. For the first break, this
value appears as 0. You use breakpoints within each of the sales
categories to facilitate the assigning of rent based on the sales.
To Breakpoint
Displays the maximum sales amount allowed within the break.
The system determines this value based on the next breakpoint
entered when you click the OK or the Calculate Breakpoints
button.
Operator
Enter the operator to use for the calculation of rent based on the
sales amount. These are the options:
Amount: Specifies that a fixed amount be applied as rent within
a breakpoint for a sales category.
Note: If you select this option, you must enter a value in the
Amount field.
Percent: Specifies that a percentage of the amount be applied as
rent within a breakpoint for a sales category.
Note: If you select this option, you must enter a value in the
Percent field.
Both: Specifies that both a fixed amount and a percentage of
the amount be applied as rent within a breakpoint for a sales
category.
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Note: If you select this option, you must enter values in the
Amount and Percent fields.
Amount
Enter a flat rent amount to be charged.
Note: This is a required field if the Operator field is set to
Amount or Both. You must enter a base amount for billing or
payment.
Percent
Enter the percentage to be applied to the sales amount to
calculate the rent.
Note: This is a required field if the Operator field is set to
Percent or Both.
Reporting Sales and Calculating Percent Rent
This section provides an overview of sales reporting and percent rent calculation and discusses how to:
•
Search for sales reports.
•
Find missing sales reports.
•
Create new sales reports and calculate percent rent.
•
Import sales reports.
•
Process sales reports.
Pages Used to Report Sales and Calculate Percent Rent
Page Name
Definition Name
Navigation
Usage
Report Sales - Sales Reports
RE_SLSRPT_SRCH
•
Real Estate Management, Search for all available sales
Lease Administration,
reports. Create a new sales
Payables Leases, Enter
report and import sales data.
Sales Reports
•
Real Estate Management,
Lease Administration,
Receivables Leases,
Enter Sales Reports
Report Sales - Find Missing
Sales Reports
RE_MISSING_SLS
Click the Find Missing Sales
Reports link on the Sales
Reports page.
Find missing sales reports.
Report Sales - Create New
Sales Reports
RE_SLSRPT_INV
Click the Create New Sales
Reports button on the Report
Sales - Sales Reports page.
Create new sales reports.
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Chapter 15
Page Name
Definition Name
Navigation
Usage
Report Sales - Sales Report
Details
RE_SLSRPT_INV
Click a date link on the Report View processed sales reports
Sales - Sales Report page.
or modify pending sales
reports.
Sales Calculation Log
RE_SLS_CALC_LOG
Click the Current Total
Amount value link on the
Report Sales – Sales Report
page.
View calculation information
for the bill.
Sales Reports - Sales Report (
import)
RE_IMPORT_SLS
Click the Import Sales Report
button on the Report Sales Sales Reports page.
Create sales reports by
importing data from a CSV
file.
Process Sales Reports
RUN_RE_PCT_TRANS
Real Estate Management,
Lease Administration,
Integrations, Process Sales
Reports
Create percent rent
transactions based on billing
calendar.
Sales Reports to be Processed
RE_SLSRPT_LIST_SEC
Real Estate Management,
Lease Administration,
Integrations, Process Sales
Reports
View a list of the sales reports
that will be processed.
Click the Sales Reports to
be Processed button on the
Process Sales Reports page.
Understanding Sales Reporting and Percent Rent Calculation
When setting the percent rent terms in a lease, the sales reports form the basis that the system uses to
calculate rent. After you set the percent rent terms and activate the lease, you begin working with the
tenant sales reports to periodically generate the rent invoices.
You collate, enter, and revise all reported sales figures for the past period in the Report Sales - Sales
Report Details page. This page enables you to enter estimated or actual figures, and the system calculates
the appropriate rent amount, taking into consideration the percentage breakpoints and base rent setup. The
system uses the percent and fixed amount selection and enters a fixed amount for every breakpoint row.
Note: You can select a billing calendar for a lease that suits your billing frequency. If the tenant reports
sales in a different frequency than billing, you can select a billing calendar for a lease that suits your
billing frequency.
The system populates the categories that are set up in the lease by default. You cannot add any additional
rows for categories because they have to be set up on the lease to exist on the worksheet to provide
validations.
You can isolate missing sales reports. For the missing reports, you can enter estimated information. Based
on the sales estimation method and the adjustment factor that you selected while setting up the percent
rent terms, you can estimate the sales.
After bringing the data from the estimation tools into the worksheet, the system enables you to adjust
the calculated data. If the system is unable to generate an estimate, it displays a warning indicating the
reason. Once you are satisfied with the estimate, you can click Create Pending Invoice in the worksheet
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Setting Up and Calculating Percent Rent
and initiate the transfer to Billing or PeopleSoft Payables for further processing. The Create Pending
Invoice button is visible only when the billing calendar and reporting calendars are same on the lease.
If they are different, users need run the Process Sales Reports process to generate the bill. As in normal
sales reporting, the system saves the estimates along with the date, time, and user ID to the database for
historical purposes.
Importing Sales Reports
You can populate the into the Report Sales - Sales Report Details page by importing the sales reports from
a file. Before you can import sales reports, you must set up the URL path for attachments and configure
the sales report file format.
Access the URL Maintenance page for the RE_ATTACHMENTS identifier and enter the URL in the
format ftp://<username>:<password>@<machinename>/directory name. The user name and password
are critical, as the system uses these to connect all users to the FTP server. The <machinename> is the
physical name by which the FTP server is identified on the network. You can include the directory name
on the server where the sales report attachments are stored, or you can store the sales report attachments
in the root directory of the FTP server. If you store the resume attachments anywhere but the root of the
FTP server, you must append the directory name to the URL.
To populate the Report Sales - Sales Report Details page, the system uses data from the file along with
lease data that already exists.
Record Field
Field Description
Type
Length
Required
BUSINESS_UNIT
Business Unit
Char
5
Y
LSE_NBR
Lease Number
Char
10
Y
FISCAL_YEAR
Sales Year
Nbr
4
Y
ACCOUNTING_
PERIOD
Sales Period
Nbr
3
Y
CHG_GRP_CD
Category Code
Char
10
Y
SLS_AMT_TYPE
Sales Amount Type
Char
1
Y
SLS_CURR_CD
Sales Currency Code
Char
3
Y
SLS_AMT
Sales Amount
Signed Nbr
23.3
Y
The system accepts only the translate values for the Sales Amount Type field. These are the valid values
with their descriptions:
•
1: Reported
•
2: Estimated
•
3: Actual
•
4: Audited
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Chapter 15
The file layout uses the comma separated value (CSV) format and is mapped to the sales report file
received. The file contains eight fields to map the sales report data received and rest of the information to
create a sales report is retrieved from the corresponding lease.
This table contains sample data that the sales report file should contain. You cannot change the order of
fields and the values must be separated by commas.
Business
Unit
Lease
Number
Sales Year
Sales
Period
Category
Code
Sales
Amount
Type
Sales
Currency
Sales
Amount
US001
US-NVV-03
2006
05
FOODSALE
3
USD
10000
US001
US-NVV-03
2006
05
SPORTS
3
USD
5023.75
US001
US-NVV-03
2006
05
ELECTRONIC 3
USD
15000
US001
US-NVV-03
2006
05
PHARMACY 3
USD
10000
Effects of Lease Amendments on Sales Reporting
When you change a percent rent term setup because of a lease amendment, these changes are reflected
during the update of a pending sales report. The changes result in an adjustment to the sales report. The
recalculation is done automatically. The following occurs when you create a lease amendment:
•
If you want to add a category, do so when updating a pending or adjusting sales report.
•
If you delete a category, the category becomes display-only to prevent changes.
If the amendment is done for a sales revision, the amendment creates only a negative amount for the
deleted category.
•
The amendment to the minimum fee or maximum fee and sales adjustment factor impacts the total
rent.
Report Sales - Sales Reports Page
Use the Report Sales - Sales Reports page (RE_SLSRPT_SRCH) to search for all available sales reports.
Create a new sales report and import sales data.
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Navigation
Real Estate Management, Lease Administration, Receivables Leases, Enter Sales Reports
Image: Report Sales - Sales Reports page
This example illustrates the fields and controls on the Report Sales - Sales Reports page. You can find
definitions for the fields and controls later on this page.
Filter search results by entering specific values in the fields in the Search Criteria group box. You must
enter the business unit. If you enter only a business unit, the search returns all sales reports for all leases
within that business unit.
Calendar ID
Displays the percent rent calendar ID from the lease that you
enter in the Lease Number field. The calendar provides a set
structure to the periods and facilitates the system's ability to
search for missing sales reports. The calendar provides the start
and end dates of each period so that the system can keep track of
sales reports and assist with locating missing sales.
From Year
Select the year to define the start of the date range for the search
criteria.
To Year
Select the year to define the end of the date range for the search
criteria.
From Period
Enter the starting period to be included in the search criteria.
The periods match the dates created for this detail calendar.
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Chapter 15
To Period
Select the last period to be included the search criteria. The
periods match the dates created for this detail calendar.
Find Missing Sales Reports
Click to access the Report Sales - Find Missing Sales Reports
page on which you can enter criteria to search for missing sales
reports.
Create New Report
Click to create a new sales report.
Import Sales Report
Click to import reported sales data reported from a CSV file.
Report Sales - Find Missing Sales Reports Page
Use the Report Sales - Find Missing Sales Reports page (RE_MISSING_SLS) to find missing sales
reports.
Navigation
Click the Find Missing Sales Reports link on the Sales Reports page.
Image: Report Sales - Find Missing Sales Reports page
This example illustrates the fields and controls on the Report Sales - Find Missing Sales Reports page.
You can find definitions for the fields and controls later on this page.
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The system displays all of the missing sales reports based on the search criteria that you enter, regardless
of lease status.
Include Estimated Sales
Select to include estimated sales reports in the search results
for missing sales reports. Normally, searching for missing sales
reports only searches for periods that have no data; selecting this
box handles any estimated sales reports as missing sales because
the tenant did not provide the data.
Find Existing Sales Reports
Select to return to the Report Sales - Sales Reports page to
search for existing sales reports.
Generate Estimated Sales
Click to generate a new estimated sales report for the selected
lease. Estimates are based on the calculation method defined at
the business unit level, such as Past 6 Period Average.
Last Report Date
Displays the last date entered for a sales report for this lease.
Report Type
Displays the report type, either Missing or Estimated.
Report Sales - Create New Sales Reports Page
Use the Report Sales - Create New Sales Reports page (RE_SLSRPT_INV ) to create new sales reports.
Navigation
Click the Create New Sales Reports button on the Report Sales - Sales Reports page.
Image: Report Sales – Create New Sales Report page
This example illustrates the fields and controls on the Report Sales – Create New Sales Report page. You
can find definitions for the fields and controls later on this page.
Sales Period
Displays the date range for this sales report.
Fiscal Year
Displays the year to which this accounting period refers.
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Accounting Period
Displays the accounting period for this sales report.
Billing Calendar
Displays the billing calendar for this sales report.
Lease Number
Click to access the Financial Terms - Percent Rent Details page
on which you can view the breakpoints for this lease.
Payee
Displays the entity to whom you make payments. This field
appears only for payables leases.
Payor
Displays the entity that is responsible for making payments.
This field appears only for receivables leases.
Calculation Method
Displays the calculation method selected on the Financial Terms
– Percent Rent page.
Partial Year Proration
This checkbox is selected if you selected partial year proration
on the Financial Terms – Percent Rent page.
Revision
Displays the latest revision number. Shows the number of
adjustments for this period.
Type
Select the type of sales reporting figures being entered. You can
change the type with an amendment if more accurate numbers
are determined. The type enables you to classify the sales report
by the values defined. The system delivers four values that you
can use interchangeably. You can use any combination of these
values:
Estimated: The estimated figure is either generated by the
system or entered on behalf of tenant estimates. When the
system generates a sales estimate, this value is automatically
defaulted on the estimated row.
Reported: The figure is reported by tenant, but with possibly no
documentation.
Actual: The tenant provides documentation of the actual figures.
Audited: The tenant provided an audited report or the landlord
sent an auditor in to audit the figures.
Note: If you change the type from Estimated to any of the other
values, you cannot change it back to Estimated.
Sales Amount
Enter the sales amount based on the type that you select for the
Type field.
Click the Exchange Rate Detail icon to access the View
Exchange Rate Detail page on which you can view the details of
the exchange rate that the system used to calculate the converted
sales amount.
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Converted Sales Amount
Displays the sales amount converted back to the base currency
of the lease.
Calculate
Click to calculate the bill amount based on the converted sales
amount and the breakpoint using percent, amount, or both. You
can enter different sales amounts to calculate and recalculate the
billing amount until the calculated bill amounts are acceptable to
you.
Current Total Sales
Displays the amount to be billed or the amount to be paid
depending on the type of lease that you are using. The system
calculates the amount from the percent rent terms.
Current Total Bill
Click this link to access the Sales Calculation Log page.
Note: This value appears as display only for the category based
method and the lease prorata method.
Create Pending Invoice or Create
Pending Payment
Click to calculate the rent and submit the bill amount to the
transaction queue for approval. The system changes the status
from Pending to Processed. If the transaction is rejected in the
billing transaction queue, the status of the sales report changes
from Processed back to Pending. This is available only when
the reporting and billing calendars are same. When they are
different, the invoice or payment is created using the Process
Sales Reports process.
Report Sales - Sales Report (import) Page
Use the Sales Reports - Sales Report (import) page (RE_IMPORT_SLS) to create sales reports by
importing data from a CSV file.
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Chapter 15
Navigation
Click the Import Sales Report button on the Report Sales - Sales Reports page.
Image: Report Sales - Sales Report (import) page
This example illustrates the fields and controls on the Report Sales - Sales Report (import) page. You can
find definitions for the fields and controls later on this page.
Attached File
Displays the name of the file that you uploaded.
Lookup File
Browse through your files to locate the percent sales report and
upload it to the ftp server.
See Defining an FTP Server for Document Attachments.
Auto Process Sales Reports
Select this check box to enable the system to automatically
calculate percent rent amounts and create transactions for the
imported rows.
Import Sales Report
Click to import the values of the uploaded file into a sales
report.
Process Sales Reports Page
Use the Report Sales - Sales Report Details page (RE_SLSRPT_INV) to view processed sales reports or
modify pending sales reports.
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Navigation
Click a date link on the Report Sales - Sales Report page.
Image: Process Sales Reports page
This diagram displays the Process Sales Reports page.
Click to access the Sales Reports to be Processed page and view
a list of reports that will be processed.
Process Option
Billing Calendar: Allows users to search and select billing
schedules based on Billing calendar, Fiscal Year and Accounting
period.
Date Ranged: Allows users to search and select billing
schedules based on Billing Schedules Start Date and End Date.
Lease Based: Allows users to search and select billing schedules
based on Business Unit or both Business Unit and Lease
Number.
From Date
This field appears if you select the Date Ranged process option.
To Date
This field appears if you select the Date Ranged process option.
Lease Number
This field appears if you select the Lease Based process option.
Billing Calendar
This field appears if you select the Billing Calendar process
option.
Fiscal Year
This field appears if you select the Billing Calendar process
option.
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Chapter 15
Accounting Period
This field appears if you select the Billing Calendar process
option.
Load Billing Schedules
Click to load the billing schedules into the grid, based on the
processing option selected and entered values. All the Billing
Schedules that are loaded into the Grid and which don't have
any errors will be processed by the Application Engine.
The system completes the following actions for each billing schedule selected:
•
Retrieves all sales reports for the lease, whose sales period end date falls between the billing schedule
start date and billing schedule end date
•
Updates the sales reports for any lease amendments.
•
Calculate the bill amount based on the billing calendar. The consolidated bill amount will reflect on
all the sales reports processed.
•
Marks the sales report as Processed and the billing schedule as Generated.
•
Updates the sales report submission details, submission date time and submission user ID.
Billing schedules in error will be ignored (not processed) by the application engine.
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Chapter 16
Setting Up Security Deposits
Understanding Security Deposits
During the life cycle of a lease, property damage that exceeds normal use may occur. Landlords collect a
deposit from tenants to cover such damages. Such deposits are considered security deposits.
Security deposits form part of the general information of a lease. You can enter the security deposit
information during the general lease entry process. Enter each deposit as a separate row in the grid.
You can define types of security deposits during the implementation of PeopleSoft Real Estate
Management. Security deposit types enable the system to track whether the security deposit is a charge
(cash), guarantee, or prepaid. If the deposit type is a cash deposit, then the deposit amount can generate
a bill or payment depending on whether the lease is of payables or receivables type. If the deposit type is
a bank guarantee or letter of credit, no processing is done as no cash is collected. Guarantor is a required
field for a bank guarantee type of deposit. If the deposit type is prepaid, no processing is done when it is
established, as the security deposit transaction has already been taken care of ahead of time. During the
refund process, however, the system treats a prepaid deposit as a cash deposit, and includes it in refund
processing.
If you want to increase or decrease the security deposit or change the payee or payor while the lease
is active, you must create an amendment. You should handle security deposit values adjustments in a
transactional sense. To increase the security deposit, add another row with the incremental additional
amount. To reduce the security deposit, add another row with the amount to be reduced as a negative
value. If you change the payee or payor for the security deposit on an amendment, the system uses the
new payee or payor to process the refund.
As the landlord, you can refund the security deposit to the tenant if the damages to be collected do
not exceed the amount of the deposit and a cash deposit from the tenant is outstanding when a lease is
terminated. During the refund process, you can also add interest to the deposit amount or deduct for
additional damages.
Date
Deposit Type
January 1, 2000
Guarantor
Amount (USD)
Status
Cash
1000.00
Processed
March 1, 2000
Cash
(500.00)
Processed
May 1, 2000
Guarantee
May 15, 2000
Cash
May 29, 2000
Guarantee
Total Cash Deposits
750.00
Bank of America
5000.00
250.00
Bank of America
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Processed
(1000.00)
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Chapter 16
Date
Deposit Type
Total Guarantee
Deposits
4000.00
Guarantor
Amount (USD)
Status
Setting Up Security Deposits
This section discusses how to add security deposits to a lease and override accounting distributions.
Pages Used to Set Up Security Deposits
Page Name
Definition Name
Navigation
Financial Terms - Security
Deposit
RE_DEPOSIT_SEC
•
Usage
Real Estate Management, Enter security deposit
Lease Administration,
information.
Receivables Leases,
Create New Lease,
Financial Terms
Click the Security
Deposit Details link on
the Financials Terms
page.
•
Real Estate Management,
Lease Administration,
Receivables Leases,
Maintain Lease,
Financial Terms
Click the Security
Deposit Details link on
the Financials Terms
page.
•
Real Estate Management,
Lease Administration,
Payables Leases, Create
New Lease, Financial
Terms
Click the Security
Deposit Details link on
the Financials Terms
page.
•
Real Estate Management,
Lease Administration,
Payables Leases,
Maintain Lease,
Financial Terms
Click the Security
Deposit Details link on
the Financials Terms
page.
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Setting Up Security Deposits
Page Name
Definition Name
Navigation
Usage
Accounting Distributions
RE_LS_SEC_DST_SEC
Click the Accounting
Override the business unit
Distributions link on the
accounting rules for the
Security Deposit Details page. security deposit.
Financial Terms - Security Deposit Page
Use the Financial Terms - Security Deposit page (RE_DEPOSIT_SEC) to enter the security deposit type,
amount, and guarantor for the lease.
Navigation
Click the Security Deposit Details link on the Financial Terms page.
Image: Financial Terms - Security Deposit page
This example illustrates the fields and controls on the Financial Terms - Security Deposit page. You can
find definitions for the fields and controls later on this page.
Payee
Enter the entity to whom the security deposit is paid. The
system uses the landlord as the default value. This field appears
only for payables leases.
Payor
Enter the entity responsible to pay the security deposit. The
system uses the tenant as the default value. This field appears
only for receivables leases.
Ship To
Enter the supplier ship to location. This location will be used
for VAT and SUT calculations by PeopleSoft Payables Voucher
Build application. Only applicable only for payables leases. This
is not a required field and if this is left blank Voucher Build will
populate the default Ship To Location for the Supplier.
Add Security Deposit
Click to add a new security deposit. To add a new security
deposit to an active lease, you must first create an amendment.
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Accounting Distribution
Chapter 16
Click this link to override the accounting distributions set up at
the business unit level.
Security Deposit Log
Use the fields in this group box to add a security deposit entry. The system displays all security deposit
entries for the lease with their statuses.
Deposit Date
Enter the date that the security deposit is added. The system
provides the current date by default.
Deposit Type Name
Enter the deposit type. The system processes the security
deposit by the type selected. Values are:
Cash Deposit: Use to capture cash deposits. The deposit status
is set to pending for cash deposits. Upon activation of the
lease, the Process Deposits button becomes available for you
to send the cash deposit to PeopleSoft Payables or Billing for
processing.
At lease expiration or termination, you can process any refunds
for cash deposits that were received through the Refund
Deposits page.
Guarantee Deposit: Use to capture information from a bank
guarantee or a financial institution. Because no funds were
actually transferred, bank guarantees are not included in security
deposit refund processing. The deposit status is blank for
guarantees because no funds are received.
Note: If selected, you need to enter the name of the bank or
financial institution providing the guarantee in the Guarantor
field.
Manual Deposit: Use to record any prepaid security deposits
where processing is not required. In some cases, a security
deposit is required prior to the ability to activate the lease
in the system and generate a security deposit transaction. In
those cases, it is possible that an accounts payable or accounts
receivable department has already issued the security deposit
outside of the PeopleSoft Real Estate Management system;
therefore, the deposit is prepaid.
The system records the prepaid security deposits that are
received against the lease but no financial processing takes
place when the prepaid deposit is established or when security
deposit refunds are processed (such as when the lease is expired
or terminated). Prepaid deposits are treated as cash and are
included in refund processing to be returned through the Refund
Deposits page.
Guarantor
294
Enter the name of the guarantor. This field is required if you
select a deposit type of Guarantee. All external contacts that are
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Chapter 16
Setting Up Security Deposits
set up on any lease are listed in the prompt for the Guarantor
field.
Reference
Use this field to enter check numbers and any additional
information that relates to the security deposit.
Status
Displays the processing status of the security deposit. Values
are:
Pending: The deposit status is set to pending for cash deposits.
Pending Process: This temporary status is assigned after the
deposit rows are processed and before the lease is saved.
Once the lease is saved, all the pending rows are changed to
processed.
Processed: This system displays this status after the security
deposit is processed and the lease is saved.
Refunded: The system displays this status after a deposit row is
refunded. The lease is expired through the Refund page.
Total Cash Deposits
Displays the total cash deposits (including manual deposits and
cash deposits). Any adjustments made through an amendment
are reflected in this field. The security deposit refund process
includes only cash or prepaid deposits that have been processed
as eligible transactions for refund. The total cash deposits
cannot be negative.
Total Processed Deposits
Displays the total deposits that have processed through the
system. The security deposit refund process includes only
cash or prepaid deposits that have been processed as eligible
transactions for refund.
Total Guarantee Deposits
Displays the total guarantee from the bank or financial
institution. The security deposit refund process ignores any
guarantees.
Process Security Deposit
Click to send the deposit rows to the transaction queue. This
button is visible only when the lease is in active or holdover
status. For processing deposit rows for payables leases, all the
rows in pending status are sent to PeopleSoft Payables and the
deposit rows for receivables leases are sent to Billing. When a
refund transaction is in pending status in the transaction queue,
the system cannot process another security deposit.
Security Deposit Accounting Distributions Page
Use the Accounting Distributions page (RE_LS_SEC_DST_SEC) to override the business unit
accounting rules for the security deposit.
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Navigation
Click the Accounting Distributions link on the Security Deposit Details page.
Image: Security Deposit - Accounting Distributions page
This example illustrates the fields and controls on the Security Deposit - Accounting Distributions page.
You can find definitions for the fields and controls later on this page.
The fields on this page differ depending upon the distribution selected. When you select a value other
than None, the ChartField values become available for edit. All ChartFields are optional. If the ChartField
values are not overridden, the values defaulted from the business unit setup will be retained.
Distribute By
Add Distribution
Select either:
•
Percentage: Select this value to change the accounting
distribution by percentage for each financial term.
•
Area: Select this value to change the accounting distribution
by area for each financial term. The rent will be distributed
based on the ratio of the areas.
•
Amount: Select this value to change the accounting
distribution by amount for each financial term.
•
None: Select this option to use the accounting distribution
set up at the business unit level.
This button appears if you select Percentage, Area or Amount
for the distribute by value.
Click this button to insert a new distribution row.
Delete Distribution
This button appears if you select Percentage, Area or Amount
for the distribute by value.
Select a row and click this button to delete it from this page.
Select
296
This checkbox appears if you select Percentage, Area or
Amount for the distribute by value.
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Chapter 16
Setting Up Security Deposits
This checkbox is used to delete the distribution rows. Users can
select all the distribution rows that they want to delete and click
the Delete Distribution button to delete them.
Percentage
This field appears if you select Percentagefor the distribute by
value.
Enter a percentage amount for this distribution line.
Percentage amounts must equal 100% to be valid.
Area
This field appears if you select Areafor the distribute by value.
Enter the area for this distribution line.
All lines must add up to the total rentable area for the lease to be
valid.
Amount
This field appears if you select Amountfor the distribute by
value.
Enter the amount for this distribution line.
All lines must add up to the rent specified for the financial term.
Valid
Used to indicate a valid combination of chartfields. When
activating the lease, edit checking will be provided and the
checkbox will be selected for each row representing a valid
combination of chartfields. A lease cannot be activated until
every accounting distribution is marked as valid.
Refunding Security Deposits
This section provides an overview of security deposit refunds and discusses how to refund security
deposits.
Page Used to Refund Security Deposits
Page Name
Definition Name
Navigation
Usage
Refund Security Deposit RE_REFUND
Final Security Deposit Refund
Worksheet
Real Estate Management,
Lease Administration,
Receivables Leases, Refund
Security Deposit
Process a security deposit
refund.
Accounting Distributions
Click the Accounting
Override the accounting
Distributions link on the
distributions defined at the
Refund Security Deposit business unit level.
Final Security Deposit Refund
Worksheet page.
RE_LS_OPEX_CTG
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Chapter 16
Understanding Security Deposit Refunds
When a lease is expired or terminated and all outstanding payments are complete, any outstanding
security deposits must be refunded or used to cover any damages that were incurred. The refund page
collects all cash or prepaid processed deposits from the lease and includes them in the refund worksheet.
You can add interest for the outstanding deposits or deduct for any damages. Once the final refund is
calculated on the worksheet, you can process the refund back to the tenant. The refund can be negative
or positive, meaning the tenant may owe the landlord additional funds or the landlord needs to refund
the deposit back to the tenant. If the refund amount is positive, then the transaction is sent to PeopleSoft
Payables. If the refund amount is negative, the system creates a billing transaction for additional funds to
be billed to the tenant.
You can create refunds only for receivables leases. When a new refund worksheet is created, the prompt
for the lease number displays only leases that are expired and deposits in a processed state. You cannot
create a new refund worksheet when there is an existing pending worksheet for the lease; however, you
can append an existing pending refund.
Note: You can create an amendment for partial or full refunds before the lease is expired by adding new
deposit lines with negative amounts.
Warning! The receivables lease must be expired before you can process a security deposit refund.
Refunding Security Deposits
Use the Refund Security Deposit - Final Security Deposit Refund Worksheet page (RE_REFUND) to
process a security deposit refund.
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Chapter 16
Setting Up Security Deposits
Navigation
Real Estate Management, Lease Administration, Receivables Leases, Refund Security Deposit
Image: Refund Security Deposit - Final Security Deposit Refund Worksheet page
This example illustrates the fields and controls on the Refund Security Deposit - Final Security Deposit
Refund Worksheet page. You can find definitions for the fields and controls later on this page.
Refund Date
Enter the date on which you want the system to process the
refund. The system uses the current date by default, but you can
change this value to any future date.
Payee
Displays the payee. If the amount to refund is positive, the
payee is the entity to whom the system refunds the security
deposit. If the amount to refund is negative, the payee is the
entity who is responsible to pay the amount.
Add Interest
Click to insert an additional worksheet item for adding interest
that was accrued for the security deposit. The system does not
calculate interest for security deposits for a lease; therefore,
you must track the interest manually. You can code interest to a
different transaction routing code, which enables flexibility for a
distinct general ledger account.
Add Deduction
Click to add deductions for damages to the property or any final
charges to be paid by the tenant. You can code deductions to a
different transaction routing code, which enables flexibility for a
distinct general ledger account.
Refund Worksheet
When you click the Add Interest or Add Deduction button, the system inserts a new row in the refund
worksheet.
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Worksheet Item
Displays Interest or Deductions, depending on whether you
select the Add Interest or Add Deduction option.
Total Deposits Processed
Displays the total deposits that were processed from the Security
Deposits page. The system totals all of the processed deposit
amounts to calculate this value. When the refund worksheet is in
a processed state, the system retains the value in the worksheet
and does not recalculate it.
Total Deductions
Displays the total deductions that were added to the refund
worksheet.
Total Interest
Displays the total interest that was added to the refund
worksheet.
Amount to Refund
Displays the amount to refund or collect. The system calculates
the final refund on a worksheet that is processed back to the
payee. The refund can be negative or positive, which means
that the tenant might owe the landlord additional funds or the
landlord might refund the deposit back to the tenant. If the
refund amount is positive, then the system sends the transaction
to PeopleSoft Payables. If the refund amount is negative, the
system creates a billing transaction to bill additional funds to the
tenant.
Security Deposit Details
Click the link to view the security deposit log on the Security
Deposits page.
Calculate
Click to calculate the amount of security deposit refund.
Because the security deposit refund page uses a worksheet
model for processing, you can click the Calculate button
as many times as needed to create what-if scenarios. The
system calculates the amount to be refunded as (Total Deposits
Processed + Total Interest − Total Deductions).
Note: Calculation is automatically performed when the
worksheet is saved.
Process Refund
Click to send the refund request to the transaction queue for
PeopleSoft Payables processing. If the deductions are greater
than the security deposit amount, the system sends a request
to the transaction queue for PeopleSoft Billing to send an
invoice to the tenant for additional fees. The details are sent to
PeopleSoft Billing even if the refund amount is zero.
After a refund worksheet is processed, the refund status is
changed to Processed and the worksheet becomes read-only.
When there is a pending refund transaction in the transaction
queue, another refund cannot be processed.
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Chapter 16
Setting Up Security Deposits
Accounting Distributions Page
Use the Accounting Distributions page (RE_LS_OPEX_CTG ) to override the accounting distributions
defined at the business unit level.
Navigation
Click the Accounting Distributions link on the Refund Security Deposit - Final Security Deposit Refund
Worksheet page.
The fields on this page differ depending upon the distribution selected. When you select a value other than
None, the ChartField values become available for edit.
Distribute By
Add Distribution
Select either:
•
Percentage: Select this value to change the accounting
distribution by percentage for each financial term.
•
Area: Select this value to change the accounting distribution
by area for each financial term. The rent will be distributed
based on the ratio of the areas.
•
Amount: Select this value to change the accounting
distribution by amount for each financial term.
•
None: Select this option to use the accounting distribution
set up at the business unit level.
This button appears if you select Percentage, Area or Amount
for the distribute by value.
Click this button to insert a new distribution row.
Delete Distribution
This button appears if you select Percentage, Area or Amount
for the distribute by value.
Select a row and click this button to delete it from this page.
Select
This checkbox appears if you select Percentage, Area or
Amount for the distribute by value.
This checkbox is used to delete the distribution rows. Users can
select all the distribution rows that they want to delete and click
the Delete Distribution button to delete them.
Percentage
This field appears if you select Percentagefor the distribute by
value.
Enter a percentage amount for this distribution line.
Percentage amounts must equal 100% to be valid.
Area
This field appears if you select Areafor the distribute by value.
Enter the area for this distribution line.
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All lines must add up to the total rentable area for the lease to be
valid.
Amount
This field appears if you select Amountfor the distribute by
value.
Enter the amount for this distribution line.
All lines must add up to the rent specified for the financial term.
Valid
302
Used to indicate a valid combination of ChartFields. When
activating the lease, edit checking will be provided and the
checkbox will be selected for each row representing a valid
combination of ChartFields. A lease cannot be activated until
every accounting distribution is marked as valid.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Chapter 17
Setting Up Options and Critical Dates
Understanding Options and Critical Dates
There are a variety of milestones and events that can occur throughout the life cycle of a lease. Usually,
these events are in response to a clause or option that is written into the lease. Lease related events often
require one or more persons to carry out a task that is related to the execution of the lease, usually on or
before a critical date. The PeopleSoft Real Estate Management system provides a number of features that
enable you to manage these events and inform interested parties of the due dates of these events. The key
concepts that the system uses to track lease related events include:
•
Options
An option represents a real estate related event, option or milestone. You can define a common set of
options as part of your setup data. When a site acquisition request (SAR) or lease is created or updated
you can assign one or more of the predefined options to the SAR or lease. You can then define the
notification recipients and the frequency of the notifications prior to the option date.
•
Critical date
When you associate an option to a SAR or lease you also need to define the date the option expires.
This date is typically referred to as the critical date. Once this date has passed, the option is no longer
exercisable. To avoid missing the critical date, you can use the option date to define a start date, an
end date and optionally, any number of intermediate dates for notifications to the users. As each date
occurs, a notification is sent to the various contacts informing them of the pending option.
For example, if you have a lease with an early termination option that expires on December 31, 2010
and you want to be notified prior to the expiration of that option, you can define a critical date that
begins on September 1, 2010 and ends on December 31, 2010. You can also define intermediate
notifications such as every two weeks between the dates defined. A notification is sent to the contact
every two weeks between these dates advising the contacts that the Early Termination option expires
on December 31st.
•
Critical date template
Critical date templates enable you to apply similar sets of options and the associated critical dates.
PeopleSoft Real Estate Management provides a facility that enables you to progeniture one or more
options and critical dates and organize them into a template. You can apply the template to a new or
existing SAR or lease, and each option and critical date within the template is copied into the SAR or
lease. Critical date templates are reusable; that is, when a template is applied to a SAR or lease, you
can modify the options and critical dates on the SAR or lease without affecting the original template.
•
My Critical Dates
The potential number of critical dates generated by a portfolio can be extremely high. The PeopleSoft
Real Estate Management application provides a task list, enabling each system user to track their own
critical dates. When a critical date notification is sent to users, the system records the assignment in
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Chapter 17
the My Critical Dates page. Notification recipients who are external to the system, such as: landlords,
tenants and supplemental contacts, receive outbound email notification only.
Activity
Description
Option Setup & Maintenance
Creates, updates, and deletes options. The options define
the set of possible milestones that can be tracked on a SAR
or lease within each business unit. Each option defines a
notification template to construct the notification messages
that are sent to recipients
Critical Date Template Management
Creates, updates and deletes critical date templates. The
template provides a default set of options that can be applied
to any SAR or lease. Templates can also be preconcerted with
a default notification schedule and list of the roles that need to
be notified. You can define any number of templates.
Option Assignment
Assigns options to a SAR or lease using either a template or a
specific option to define or edit the critical date for each option
that you add. When you assign a single option to a SAR or
lease, you must also configure the critical date (including the
notification schedule and recipient list) manually.
When a template is applied to a SAR or lease, the critical
dates are automatically set up according to the values that are
preconcerted in the template. Templates can be cumulatively
assigned to a particular SAR or lease.
Critical Date Notification
Generates notifications to recipients in response to the
schedule defined for each critical date.
Critical Date Task List Management
For those recipients who are internal to the system, describes
the actions that are available to manage the list of critical dates
to which they are assigned.
Note: A previously completed critical date can be re-activated if the critical date is updated and the action
date is extended. To inactivate a critical date, deselect the Enable Notifications check box.
Prerequisites
Before setting up critical dates for a lease, you must first set up the following:
•
Role types and lease administration roles.
•
Option definitions.
•
Critical date templates
See Defining Real Estate Options, Defining Critical Date Templates, Defining Role Types, Defining
Lease Administration Roles.
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Chapter 17
Setting Up Options and Critical Dates
Setting Up Options and Critical Dates
This section discusses how to:
•
Define options and critical dates.
•
Set up critical date details and notification recipients.
•
Run the Critical Date Notification process.
•
Review critical dates.
Pages Used to Set Up Options and Critical Dates
Page Name
Definition Name
Navigation
Usage
Options and Critical Dates
RE_LS_OPTIONS
•
Real Estate Management, Displays the list of options
Lease Administration,
and critical dates associated
Receivables Leases,
with a lease.
Create New Lease,
Options and Critical
Dates
•
Real Estate Management,
Lease Administration,
Receivables Leases,
Maintain Lease, Options
and Critical Dates
•
Real Estate Management,
Lease Administration,
Payables Leases, Create
New Lease, Options and
Critical Dates
•
Real Estate Management,
Lease Administration,
Payables Leases,
Maintain Lease, Options
and Critical Dates
Options and Critical Dates Critical Date Detail
RE_CRDT_DTL
Click the Critical Date icon,
on the Options and Critical
Dates page
View or edit the details of
the critical date associated
with the lease option. Use this
page to both edit and view
a critical date in a number
of different modes. When
viewing an option from a
template, different fields
are visible when viewing
or editing the detail that is
attached to a lease.
Options and Critical Dates E-mail Message
RE_LS_OPT_EMAIL
Click the Email text link on
the Critical Date Detail page.
Displays the text that should
accompany the email
notification.
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Page Name
Definition Name
Navigation
Usage
Options and Critical Dates Apply Critical Date Template
RE_TMPLT_SEL
Click the Apply Template
button on the Lease Options
page.
View the list of available
Templates. Enables users to
select one or more Templates
for inclusion on a Lease.
Define Critical Date Template RE_TMPLT_DTL
. Click a template name link
on the Options and Critical
Dates - Apply Critical Date
Template page.
Displays list of options
contained in the critical date
template.
Generate Critical Date
Notifications
RE_CDNT_GEN
Real Estate Management,
Lease Administration,
Integrations, Critical Date
Notification, Generate
Critical Date Notifications
Run the process to generate
critical date notifications to
recipients. You can specify
an as of date parameter for
generating the notifications.
Critical Date Inquiry
RE_CRTICDT_INQ
Real Estate Management,
Inquire on critical dates
Lease Administration,
associated with a lease
Reports, Critical Date Inquiry administrator or all lease
administrators. You can view
critical dates by business
unit, lease number, lease
option, date range or by lease
administrators. If you do not
specify the criteria, the system
displays all critical dates
within that business unit.
Defining Lease Options and Critical Dates
Use the Options and Critical Dates page (RE_LS_OPTIONS) to displays the list of options and critical
dates associated with a lease.
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Chapter 17
Setting Up Options and Critical Dates
Navigation
Real Estate Management, Lease Administration, Payables Leases, Create New Lease, Options and
Critical Dates
Image: Options and Critical Dates page
This example illustrates the fields and controls on the Options and Critical Dates page. You can find
definitions for the fields and controls later on this page.
Add Option
Click to add new lease options and define critical date details.
Apply Template
Click to select one or more templates to apply to the lease.
When you select and apply a critical date template, the
critical dates that are contained in the selected template are
assigned to the lease. The existing assigned critical dates are not
overwritten.
Lease Options
The lease options grid displays existing options and critical dates that you have established at the business
unit level or added to this lease.
Option Date
Critical Date
Option Status
Displays the date that this option expires. This date is critical
when a decision needs to be made or an action needs to be taken
for that option. For example, you can set up a lease option for
availability of additional space and you have the first right to
that space. Setting up the option with the critical date reminds
you that an action needs to take place on or before the specified
date.
Click the Critical Date icon to access the Options and Critical
Dates - Critical Date Detail page on which you can view or
edit the details of the critical date and specify the notification
schedule and recipient list.
Displays the status of the option. The values are:
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Inactive: The critical date schedule for the option is inactive; no
notification will be sent.
Active: Critical date notifications are processed when you run
the critical date notification process. The lease options becomes
active after you enable notifications on the Options and Critical
Dates - Critical Date Detail page.
Expired: The option date is passed, notifications will not be
sent.
Enabled
Indicates whether the schedule that is defined by the critical
date has been enabled. The system enables the option after it
validates the schedule and recipient details. The system sends
notifications only for active critical dates that are enabled and
have one or more recipients with valid email addresses.
Note: If the lease status is Cancelled or Closed, this page is display-only. For any other lease status value,
the system displays the page in update or edit mode.
Critical Date Detail Page
Use the Critical Date Detail page (RE_SAR_CRDT_DTL) to enter schedule details and recipient
information for critical date notifications.
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Setting Up Options and Critical Dates
Navigation
Real Estate Management, Site Acquisition, Site Acquisition Request(s), Options and Critical Dates
Click the Critical Date icon on the Options and Critical Dates page.
Image: Options and Critical Dates - Critical Date Detail page
This example illustrates the fields and controls on the Options and Critical Dates - Critical Date Detail
page. You can find definitions for the fields and controls later on this page.
Click the Add Options button.
Option Name
Select the option for which you want to establish for a critical
date. This is a required field.
Option Date
Enter the date that this option occurs or expires. The date that
you enter must occur on or after the current date and cannot
occur before the lease commencement date. This is a required
field.
Message Text
Enter the text to insert into the email notification that is defined
in the Lease Option Setup page.
Note: You must include the %MSG% tag in the mail template
of the option in order to have this text appear in the generated
email.
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See Lease and SAR Option Mail Template Page.
Email Text
Click to display a sample of the email content that is generated
and sent to recipients. You cannot edit the email text from this
view. The email text is specified when you define the lease
option during setup. You may, however, tailor the Message Text
field to customize the message for this specific lease.
Schedule Details
Enable Notifications
Select to enable email notifications.
Send initial notification
Select the option for sending initial notifications. Critical date
notifications operate within a date range. The options in this
group determine the timing of the start date. Options include:
Prior to Option Date: Use this option to begin notifications on a
specific number of days, months or years before the option date.
On the Lease Start Date: Use this option to begin sending
notifications from the lease Commencement Date field that is
specified in the General Information page for lease maintenance.
On a Specific Date: Use this option to begin sending
notifications on a specific date. The date that you select must be
prior to the option date.
Recurring – Send Recurring Notifications
310
Never
Use this option if the notification is not recurring. For example,
only one notification is sent on the date that is specified by
selecting Send Initial Notification.
Daily
Select this option to generate notifications on a daily interval.
For example, setting the number value to one generates a
notification every day from the initial notification until the
option date occurs.
Weekly
Select this option to generate notifications on weekly basis or
on regular intervals on specific days of the week interval. For
example, specify a value of two and select Mon and Wed The
system generates notifications on Mondays and Wednesdays,
every other week, between the start date and the option date.
Monthly
Select this option to generate notifications every month on a
specific day of the month. For example, you can generate a
notification every three months on the 31st day of the month
between the start date and the option date. If you select the 29th,
30th or 31st and the notification date occurs within a month
that has less days, the notification is sent on the last day of the
month.
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Chapter 17
Yearly
Setting Up Options and Critical Dates
Select this option to generate notifications annually on a specific
day within a specific month. For example, you can generate
notifications every two years on June 30.
Recipients
This section enables you to specify the interested parties to whom critical date notifications are sent.
The recipient list is role based. Notifications are only sent when a specific person is assigned to that role
within the context of the lease.
You use the Contacts section of the lease to specify the roles and specific users who are assigned to those
roles. You can select a role to which no one is currently assigned; however, no notification is actually
sent. Conversely, if someone is assigned to that role and they are removed from the contact list, the
system displays the role as the recipient, however, the person who is assigned to the role no longer exists
and no notification is generated. If the role category is defined as an Internal Manager and assigned to
any critical date, then notifications are always sent to the Portfolio Manager. If the role category is defined
as an Internal Admin and assigned to any critical dates, then notifications are always sent to the lease
administrator.
See Understanding Real Estate Management Contacts.
Role Name
Select the role for whom you want to receive notifications. You
can select from any of the predefined Lease Administration
roles. If no one is assigned to this role, then the Name field is
blank.
Email Notify
Indicates that email notifications are sent to the role(s) that are
defined.
Note: This field does not show whether the recipient's email
address has been correctly configured. The system assumes that
all email recipients are able to receive mail.
Running the Critical Date Notification Process
Use the Generate Critical Date Notifications page (RE_CDNT_GEN) to run the process to generate
critical date notifications to recipients.
You can specify an as of date parameter for generating the notifications.
Navigation
Real Estate Management, Lease Administration, Integrations, Critical Date Notification, Generate
Critical Date Notifications
The Notification process will send notifications based on the critical date set up and will create an entry in
the My Critical Dates component. If you plan to use critical dates, you should set this process to run on a
recurring basis.
If you enter a date in the As Of Date field, all notifications that have not been sent as of that date will be
sent. If you do not enter a date in this field, the current date will be used.
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Once the option date has passed, the status will be changed to Expired and notifications will not be sent
again.
Note: The notification feature does not use PeopleTools Workflow.
Reviewing Critical Dates
Use the Critical Date Inquiry page (RE_CRTICDT_INQ) to inquire on critical dates associated with a
lease administrator or all lease administrators.
You can view critical dates by business unit, lease number, lease option, date range or by lease
administrators. If you do not specify the criteria, the system displays all critical dates within that business
unit.
Navigation
Real Estate Management, Lease Administration, Reports, Critical Date Inquiry
The Critical Dates Inquiry page provides a view of critical dates that are about to occur for a lease
administrator or all lease administrators. You can search the critical dates by defining the appropriate
search criteria in the page.
Managing Your Critical Dates
This section provides an overview of the My Critical Dates page and discusses how to manage your
critical dates.
Pages Used to Manage Your Critical Dates
Page Name
Definition Name
Navigation
Usage
My Critical Dates
RE_OPT_RECIP
Real Estate Management,
Lease Administration, My
Critical Dates
Use to manage lease options
with critical dates.
Understanding the My Critical Dates Page
The My Critical Dates page enables you to view the critical dates that apply specifically to you. You
can search for the critical dates by providing the appropriate search criteria in the page. For example,
as Portfolio Manager, you might want to see the critical dates for lease termination within the next six
months. By entering the date parameter and the lease option, the system generates the list. You can click
the lease link to view the lease for further action. When you complete your task you can mark your
critical dates as complete.
The system does not send further notifications on critical date when:
312
•
All recipients are internal and every recipient has marked the critical date as task completed.
•
There are both internal and external recipients and the action date of the critical date passes.
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Chapter 17
•
Setting Up Options and Critical Dates
The critical date task is explicitly set to Complete and the parent lease is closed.
My Critical Dates Page
Use the My Critical Dates page (RE_OPT_RECIP) to use to manage lease options with critical dates.
Navigation
Real Estate Management, Lease Administration, My Critical Dates
Image: My Critical Dates page
This example illustrates the fields and controls on the My Critical Dates page . You can find definitions
for the fields and controls later on this page.
Show Completed Tasks
Select to view completed tasks only.
Task Completed
Select when you have completed the task.
Date Completed
Displays the date on which you completed the task.
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Chapter 18
Defining Contacts for Real Estate
Management
Understanding Real Estate Management Contacts
In PeopleSoft Real Estate Management you can define multiple contacts for a lease or site. Contacts
can be defined for various entities such as tenants, landlords, portfolio managers, lease administrators,
guarantors, and service providers. Contacts provide you a quick way to look up phone numbers, email
addresses, and physical addresses of the people with whom you normally interact for this lease or site.
Additionally, you can assign roles to the contacts for critical date processing such as email reminders of
when a lease is up for renewal or a site is created. When setting up your contacts, you need to understand
how contacts are used and how PeopleSoft Real Estate Management shares the contacts with other
applications in the PeopleSoft system.
There are three types of contacts in the PeopleSoft Real Estate Management system: principal, property
site and supplemental. The key differentiation is that you need to enter the data for supplemental contacts,
whereas the principal contact information is obtained from the supplier or customer table and site contacts
can be added from the address book.
Principal (Supplier or Customer) Contacts
A tenant on a lease is defined as a customer and the landlord is defined as a supplier in the PeopleSoft
system. Customers or suppliers can have associated contact information that needs to be setup in the
customer and supplier tables, respectively. These contacts are known as principal contacts within
the PeopleSoft Real Estate Management system. When you create a lease, you must define a tenant
(customer) for a receivables lease to perform billing transactions, and a landlord (supplier) for payables
leases to process payment transactions. You can also specify an alternate payor or payee for a lease. These
tenants, landlords, payees, and payors must be established in the system before you can select them for
use on a lease. You cannot activate a lease without this information.
When setting up a supplier, you can create supplier profiles to store all the information such as name,
address, payment terms, as well as voucher processing defaults. Supplier information is principally shared
by PeopleSoft Payables and Purchasing, so that one or both departments can enter supplier information.
You may want to set up your system so that a lease administrator or portfolio manager can enter supplier
information, but only PeopleSoft Payables users can approve suppliers for payment, or vice versa.
To create or update supplier profiles for all types of suppliers in either product, you use the pages in the
Supplier Information component. The applications are organized to help you easily enter, update, and
inquire about the supplier.
All supplier information for regular suppliers, one-time suppliers, and permanent suppliers is stored in the
same set of supplier tables. So if you decide that the contractor that you used last week on a trial basis is
the ideal company to use for a long term remodeling project, you can update the Persistence field on the
Identifying Information page, without reentering information or storing redundant data.
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Warning! A supplier must be set up and approved before you can assign them to a lease.
Before you set up a customer, you must first understand the customer roles to determine the functional
use of the customer ID. Customer information is associated with specific customer roles. You can use the
customer General Information component to maintain information that applies to multiple customer roles
and to select those roles. You can use the pages with role designations to enter processing attributes and
additional information that are unique to the customer's function.
Bill to customers receive invoices, therefore a tenant is considered a bill to customer. When you associate
a customer with the bill to customer role, you establish default values and processing options that
the system uses to generate invoices. For example, you can define attributes to generate consolidated
invoices, require purchase order numbers, or bill freight charges at order entry or at shipment for each of
bill to customer.
Warning! To send invoices to tenants, you must confirm the tenant is set up as a customer and that the
Bill-To check box is selected.
Both the supplier and customer entry pages have facilities to enable entry of contacts, such as individuals
who are associated to those suppliers or customers by some role that they serve in those organizations.
For example, supplier contacts can include account executives, billing clerks, and collections agents.
Customers contacts can include AP clerks and sales contacts Since PeopleSoft Real Estate Management
shares the supplier and customer tables with other PeopleSoft applications, several contacts may already
be set up for these suppliers and customers, which is inherited for display on the lease if that supplier or
customer is chosen.
Note: Contacts from the supplier or customer tables cannot be updated in the lease, they must be updated
on the supplier or customer common component pages. Supplemental contacts are changed on the lease
directly, which is why those fields are open and not display-only.
See "Understanding Supplier Maintenance (PeopleSoft 9.2: Source to Settle Common Information)"
Supplemental Agreement Contacts
Supplemental agreement contacts enable you to add additional contacts specific to the lease. Although
the supplier and customer tables have multiple contacts, these contacts may not be necessarily related to
PeopleSoft Real Estate Management. By adding the contacts directly to the supplier and customer tables,
every application that shares thesupplier or customer tables automatically displays those contacts. For
example, the PeopleSoft Inventory application uses the supplier table for purposes related to inventory
processing.
Your organization can decide to add the PeopleSoft Real Estate Management-specific contacts directly to
the lease by using supplemental agreement contacts. The supplemental agreement contacts can be used
as a quick reference to important contacts that are not already set up. You do not set up supplemental
agreement contacts prior to creating a lease or setting up a site. Supplemental contacts are used only for
the lease or site for which they are created. If you want to use the same contact on another lease or site,
you need to add the supplemental contacts manually onto the other lease or add them as a contact in the
address book for sites. The only exception is when you define a guarantor for a security deposit payment.
In this case, the supplemental contact that you define on any lease can be used as a guarantor.
You can add, modify or delete supplemental contacts. At a minimum, you must enter the name of the
contact. All other fields are optional. You can only delete one of these contacts, if the contact is not
referenced either as a guarantor on a security deposit (for any lease) or on a critical date for this lease.
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Defining Contacts for Real Estate Management
Site and SAR Contacts
A primary contact can be designated for a site. Information entered in the address book will automatically
be displayed on the site when selected. Also, supplemental contacts can be entered in manually on the
site.
With the contacts address book, users can maintain a list of users and simply select from the list. Once
the data for each contact is entered, they can be accessed by the user via a search box on the Site Contacts
page. When selecting contacts from the address book, the user will have the option to select from their
address book, or from a pre-existing supplier or customer. If a supplier or customer is chosen, the contacts
attached to that supplier or customer will automatically be displayed in the Site Contacts list
Prerequisites
Before you select a tenant, landlord, payor or payee for a lease, you must first set up the tenant and payor
as customers and the landlord and payee as suppliers in the system.
See "Understanding Supplier Maintenance (PeopleSoft 9.2: Source to Settle Common Information)"
Establishing Contacts for Sites and SARs
This section discusses how to establish contacts for sites and SARs.
Pages Used to Set Up Contacts Repository
Page Name
Definition Name
Navigation
Usage
General Information
RE_CONTACT
Set Up Financials/Supply
Chain, Product Related,
Real Estate Management,
Site Acquisition, Contacts,
General Information
Enter general information
about contacts for use when
defining sites.
Contact Phone
RE_CONTACT_PHONE
Set Up Financials/Supply
Chain, Product Related,
Real Estate Management,
Site Acquisition, Contacts,
Contact Phone
Enter phone information for
the contact.
Address
RE_CONTACT_ADDR
Set Up Financials/Supply
Chain, Product Related,
Real Estate Management,
Site Acquisition, Contacts,
Address
Enter address information for
the contact.
General Information Page
Use the General Information page (RE_CONTACT) to enter general information about contacts for use
when defining sites.
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Navigation
Set Up Financials/Supply Chain, Product Related, Real Estate Management, Site Acquisition, Contacts,
General Information
Image: General Information page
This example illustrates the fields and controls on the General Information page. You can find definitions
for the fields and controls later on this page.
Enter general information for the contact. You must select a contact flag value and a preferred
communication method. Information entered in this component will be copied onto the site when the
contact is selected.
Establishing Contacts for a Lease
This section discusses how to establish contacts for a lease.
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Defining Contacts for Real Estate Management
Pages Used to Set Up Supplemental Contacts
Page Name
Definition Name
Navigation
Usage
Contacts
RE_LS_CONTACTS
•
Real Estate Management,
Lease Administration,
Payables Leases, Create
New Lease, Contacts
Assign role names to the
principal contacts and track
supplemental agreement
contacts for the lease.
•
Real Estate Management,
Lease Administration,
Payables Leases,
Maintain Lease,
Contacts
•
Real Estate Management,
Lease Administration,
Receivables Leases,
Create New Lease,
Contacts
•
Real Estate Management,
Lease Administration,
Receivables Leases,
Maintain Lease,
Contacts
Lease Contact Address
RE_LS_CNT_ADDR_SEC
Click the Address link on the Displays the principal contact
Contacts page under Principal address.
(Supplier or Customer)
contacts.
External Contact Address
RE_LS_EXT_ADD_SEC
Click the Address link on
the Contacts page under
Supplemental Agreement
Contacts.
Add supplemental agreement
contact's address.
Contacts Page
Use the Contacts page (RE_LS_CONTACTS) to assign role names to the principal contacts and track
supplemental agreement contacts for the lease.
You can add supplemental contacts on this page.
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Defining Contacts for Real Estate Management
Chapter 18
Navigation
•
Real Estate Management, Lease Administration, Payables Leases, Create New Lease, Contacts
•
Real Estate Management, Lease Administration, Payables Leases, Maintain Lease, Contacts
•
Real Estate Management, Lease Administration, Receivables Leases, Create New Lease, Contacts
•
Real Estate Management, Lease Administration, Receivables Leases, Maintain Lease, Contacts
Image: Contacts page
This example illustrates the fields and controls on the Contacts page . You can find definitions for the
fields and controls later on this page.
Customer or Supplier Contact
The contact information varies depending on the type of lease you are creating. The system populates the
Customer Contacts information from the Contacts page on the supplier and customer setup table.
Role Name
Select the role name for your contact. The roles are related to
critical dates. By defining roles ahead of time and assigning
them to the contacts on the lease, you can later define in critical
dates which roles receive notifications. If the roles exist as a
lease contacts then a notification is sent to that role.
Address
Click the link to display the contact address. This address is
stored on the supplier or customer table.
Supplemental Agreement Contacts
320
Name
Enter the contact name. The format for this field is: last name,
first name with no space between the names.
Preferred Communication
Select the preferred method of communication. Values are:
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Defining Contacts for Real Estate Management
Call, Email Only, Email, Prt, Fax, Mail, XML Only, and
XML, Prt.
Address
Click the link to add the address for the supplemental contact.
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Chapter 19
Processing Invoices for Receivables Leases
Understanding Invoices for Receivables Leases
PeopleSoft Real Estate Management provides corporate real estate managers a facility to manage the
leasing and subleasing life cycles. During the lease life cycle, the system generates various billable items.
You must submit these items to the tenant or payor on an invoice. These billable items can include base
rent, operating expenses, miscellaneous rent, security deposits, percent rent, and specific maintenance
fees.
The high-level business process flow for processing invoices for receivables leases consists of these steps:
1. Create receivables leases (including all general and financial terms and conditions).
2. Activate receivables leases.
3. Run the Transaction Generator Application Engine process (RE_GENTRANS).
4. Review transactions for processing in the transaction queue.
Add manual transactions if necessary.
See Creating Manual Invoice Transactions.
5. Approve transactions for processing.
This step is optional. You can set up the Auto Approve option at the business unit level.
6. Run the Interface to AP/Billing Application Engine process (RE_TXN_INTFC).
7. View pending receivables.
Before you generate an invoice, you must first create a lease, define the amount and frequency for
each recurring billable item, and activate the receivables lease. After you activate the lease, run the
Transaction Generator process to load the billable items into the transaction queue. You can review the
transactions in the transaction queue to ensure that the recurring rent schedules are correct. If the status is
Pending, you must approve each transaction. If Auto Approve is selected in the business unit setup, the
system automatically sets the transactions to Approved. The system processes all transactions that are in
Approvedstatus when you run the Interface to AP/Billing process.
Note: If you need to review any of the transactions prior to processing, you should not enable the Auto
Approve feature for Billing Options at the business unit level.
To process invoices, PeopleSoft Real Estate Management relies on the PeopleSoft Transaction Billing
Processor to send billable transactions to Billing to generate the invoices. The Interface to AP/Billing
process selects all of the eligible transactions from the transaction queue and passes the data to a
PeopleSoft Contracts process (CABIDIR1) through the Transaction Billing Processor. This process is
responsible for loading the transactions into designated staging tables and scheduling the direct invoicing
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Chapter 19
job, which contains the PeopleSoft Billing interface, the finalization, and print, PeopleSoft General
Ledger posting, and the interface to PeopleSoft Receivables processes.
See "Understanding the PeopleSoft Transaction Billing Processor (PeopleSoft FSCM 9.2: Contracts)".
Payment Processing
Occasionally, you might need to process payments for reimbursement of repair costs or security deposit
refunds. You can create manual payments for reimbursements or refunds using the Process Payments
page.
See Understanding Processing Payments for Payables Leases.
Prerequisites
You must have active receivables leases before you can generate billable items to PeopleSoft Billing.
Working with the Transaction Generator
This section provides an overview of the transaction generator and discusses how to run the Transaction
Generator process.
Page Used to Manage the Transaction Generator
Page Name
Definition Name
Navigation
Usage
Manage Transaction
Generator
RUN_RE_GENTRANS
•
Real Estate Management,
Lease Administration,
Integrations, Manage
Transaction Generator
Create a run control ID for
the Manage Transactions
Generator process and run the
process.
•
Click the Run button.
Understanding the Transaction Generator
The Transaction Generator process generates transactions into the transaction queue by monitoring the
transaction schedule and processing transactions into the queue when the schedule date is reached, less
the processing lead time defined at the business unit level. The transaction queue manages the financial
transactions that are created by the transaction generator, as well as manual transaction entries that are
entered directly in the transaction queue.
When you run the Transaction Generator process, the process picks up all recurring items that are due
within the lead time that is defined for the Real Estate business unit. Note that two different lead times are
defined—one for receivables leases and one for payables leases. You also use the transaction generator
to manage automatic lease expiration for leases that are due to expire. When the transaction generator
identifies a row that is ready for processing, the system verifies the accuracy of the transaction amounts
and modifies the transaction as needed. For example, if a base rent has an indexed escalation and the
new index value goes into effect, the transaction schedule bill amount might be out of date. When the
transaction generator picks up this row, the system recalculates the amount, revises the schedule, and
inserts the modified transaction into the transaction queue for further processing.
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The Transaction Generator processes records in these transaction tables:
•
Lease Transaction (RE_LS_TXN)
Contains the recurring and non recurring lease transactions.
•
Lease Transaction Detail (RE_LS_TXN_DTL)
Contains the details such as amount per sales categories.
•
Lease Transaction Note (RE_LS_TXN_NOTE)
Contains the transaction history.
•
Lease Transaction Errors (RE_LS_TXN_ERROR)
Contains the interface error description.
•
Lease Term Schedule (RE_LS_TRM_SCHED)
Contains the Financial Terms Schedules.
Typically, you run the Transaction Generator process as a scheduled process. You can run the process
automatically on a recurring basis or as needed. For efficient and timely processing of any outstanding
transactions, you should set up this process to run on a nightly recurring basis. Depending on the volume
of transactions that are processed within your organization, you can set up this process to run more
frequently, but you should run it at least once every day. You can also initiate this process at any time in
addition to the normal recurring schedule.
Prerequisites
Before you can run the Transaction Generator process, you must create and activate leases with recurring
rent schedules.
Manage Transaction Generator Page
Use the Manage Transaction Generator page (RUN_RE_GENTRANS) to create a run control ID for the
Manage Transactions Generator process and run the process.
Navigation
•
Real Estate Management, Lease Administration, Integrations, Manage Transaction Generator
•
Click the Run button.
Although the system does not require any parameters, you can limit the processing by business unit.
If you do not enter a business unit, the system will process all business units. Click Run to run the
Transaction Generator process.
Managing Transactions for Invoice Processing
This section provides an overview on invoice processing and discusses how to manage transactions for
invoice processing.
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Pages Used to Manage Transactions for Invoice Processing
Page Name
Definition Name
Navigation
Usage
Billing Transactions
RE_TXN_MANAGER
Real Estate Management,
Lease Administration,
Receivable Leases,
Processing Invoices, Billing
Transactions
Manage and review
transaction items that are
generated by the transaction
generator and any transaction
items that are added through
ad-hoc entry.
Billing Transactions - Create
Receivable Manual Fees
RE_MFT_MAIN
Click the Create Receivable
Manual Fees button on the
Billing Transactions page.
Add manual fees, distribute
them amongst leases, and
create multiple transactions
from a single invoice.
Billing Transactions Maintain Receivable Manual
Transaction
RE_MFT_MAIN
Click the Update Selected
Manual Fees button on the
Billing Transactions page.
Update manual fees, distribute
them amongst leases, and
create multiple transaction
from a single invoice.
Real Estate Management,
Lease Administration,
Receivable Leases, Maintain
Lease, Financial Terms
Add manual fees and create
single payment transactions.
Payment Transactions - Create RE_TXN_ADHOC_SEC
Receivable Manual Fees
Billing Transaction Details
RE_TXN_DTL_SEC
Click the Create Receivable
Manual Fees button.
The Create Receivable
Manual Fees button is only
available when the lease is in
an Active or Holdover status.
Click the link in the
Transaction Group column on
the Billing Transactions page.
Review transaction details
such as categories, amount,
and invoice number.
The invoice number is only
available when the transaction
status is Processed.
Billing Interface Error Details RE_TXN_ERROR_SEC
Click the on the Billing
Transactions page under the
Transactionstab. errorviewing
View the error description
for specific transactions that
are set to Error status during
interface processing.
The Error button is only
available when the transaction
status is Error.
Billing Transactions - Historic RE_TXN_NOTES_SEC
Details
Click the View Historic
Details link in the Status
Details tab on the Billing
Transactions page.
Review historic details for the
transaction.
Understanding Invoice Processing
You use the transaction queue to manage the recurring transactions that are created by the transaction
generator or by using manual entries. The transaction queue enables you to approve, hold, un-hold, and
cancel transactions in the queue. If the Auto Approve option is turned on at the business unit level, all
transactions are automatically set to Approved status when the transaction generator places them into
the queue. You can retain an approved transaction from further processing by selecting the transaction
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Processing Invoices for Receivables Leases
and clicking the Hold button; thus putting the transaction on hold. When you are ready to process the
transaction, you can select it again and click the UnHold button. If a lease is in dispute and the lease status
is set to Dispute, the system sets the associated transactions on hold. After the dispute is resolved, the
transactions return to the original state that they were in prior to the lease dispute.
You can also cancel a transaction. After you cancel a transaction, no further processing occurs and you
cannot reinitiate processing for that transaction in the future. Cancelling the transaction does not cause
the transaction generator to recreate a new recurring row. If you cancel a row that came from one of the
processing worksheets, such as a manual transaction, sales report, or operating expense reconciliation or
audit, the system reopens that worksheet so you can modify it further.
You can create manual transactions for non-recurring charges such as: rekeying locks in a building, carpet
cleaning, broken window repairs, and other charges that are not included in the lease.
The transaction queue is the final point in PeopleSoft Real Estate Management that any billable
transaction can be processed, modified, or cancelled. This component serves as a workspace for any
pending transactions, enables you to add transactions as necessary, and provides capabilities for holding
or cancelling transactions. It also serves as a historical log of past transactions, with links to various
subsystems for further research and status verification.
Prerequisites
Before you can select recurring transactions for invoice processing, you must create and activate the
receivables leases and run the Transaction Generator process.
Selecting and Approving Transactions for Invoice Processing
Use the Billing Transactions page (RE_TXN_MANAGER) to manage and review transaction items that
are generated by the transaction generator and any transaction items that are added through ad-hoc entry.
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Chapter 19
Navigation
Real Estate Management, Lease Administration, Receivable Leases, Processing Invoices, Billing
Transactions
Image: Billing Transactions page
This example illustrates the fields and controls on the Billing Transactions page. You can find definitions
for the fields and controls later on this page.
Specify the business unit for which to view transactions. To view all transactions for a business unit, leave
the remaining search fields empty and click the Search button.
To view a filtered list of transactions, enter or select criteria in one or more of the fields in the Search
for Billing Transactions group box, then click Search. The page displays the transactions that match the
search criteria in the Billing Transactions grid. Click Clear to clear all of the search criteria and results.
You can select multiple transaction statuses and multiple transaction groups. For example, if you select
Processed and Approved transaction statuses and Base Rent and Security Deposittransaction groups, the
system returns all base rent and security deposit transactions that are either processed or approved.
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Create Receivable Manual Fees
Click to access the Billing Transactions - Create Receivable
Manual Fees page to create manual transactions for billing.
Manual billing transactions can be miscellaneous expense
charge-backs to the tenant or payor, such as minor repair costs,
rekeying of locks, and transactions that are not included as part
of the recurring rents.
Update Selected Manual Fees
Click to access the Billing Transactions - Maintain Receivable
Manual Transaction page to update an existing manual fee
transaction. You must first select which manual fee transaction
in the Billing Transactions grid that you want to update. You can
access this page only for transactions that are in the Manual Fee
transaction group.
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Chapter 19
Processing Invoices for Receivables Leases
Approve for Billing
Click to approve the selected transactions for billing. If you
select the Auto Approve option when you establish your
business unit, the system automatically approves all transactions
in the transaction queue.
Hold
Click the button to hold selected transactions from further
processing.
Note: A lease that is put on hold due to a dispute automatically
puts the pending transactions for that lease on hold status until
the dispute is resolved.
See Understanding Leases.
UnHold
Click the button to un-hold transactions that were previously on
hold from further processing. The system automatically changes
the status back to the initial status of the transaction prior to the
hold.
Cancel
Click to cancel the selected transaction.
Note: After a recurring transaction is cancelled, a new manual
transaction must be created if one is required. The system does
not regenerate a new recurring transaction.
Billing Transactions – Transactions tab
Schedule Date
Displays the date which the transaction is scheduled for
invoicing. For example, if the transaction is due on the first of
the month, the system generates the transaction prior to the first
of the month (using the lead time that is defined for the business
unit) for the user to approve for invoicing before the schedule
date. Therefore, when the transaction originates from a recurring
term, the schedule date can be either a regular recurring term (
such as the 15th of the month) or a scheduled date that you add
when you create the lease for proration purposes.
Click to review the error description for specific transactions
that are set to error during interface processing.
Note: The Error button is only available when the transaction
status is Error.
Transaction Group
Displays the categories of each transaction. Click the category
link to view details such as expense type, description, amount,
and invoice ID.
Note: Invoice ID is only available when the transaction status is
pending. You can click the Invoice ID link to view the voucher
status in the PeopleSoft Billing system.
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Processing Invoices for Receivables Leases
Prior Period Variance
Chapter 19
Displays the difference (in a percentage) between that recurring
rent payment and the same recurring rent payment for the prior
month. You can use this information to help with large variances
from month-to-month, which are sometimes for escalations.
For example, a rent payment of 1000 USD for the month of
December is processed, but in January, an escalation takes
effect and the new rent payment is 1200 USD. The prior period
variance is 20 percent.
Billing Transactions – Lease Information tab
The Lease Information tab displays the lease number, lease name, and region information that is
associated with that transaction.
Billing Transactions – Status Details tab
Modified By
Displays the user that made modifications to the transaction.
View Historical Details
Click to access the Billing Transactions - Historic Details page
where you can view a history of all of the status changes to the
transaction. The system displays the type of change, the reason
for the change, the originator of the change, and the time at
which the change occurred.
Creating Receivable Manual Fees
Use the Billing Transactions - Create Receivable Manual Fees page (RE_MFT_MAIN) to add manual
fees, distribute them amongst leases, and create multiple transactions from a single invoice.
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Chapter 19
Processing Invoices for Receivables Leases
Navigation
Click the Create Receivable Manual Fees button on the Billing Transactions page.
Image: Payment Transactions - Create Receivable Manual Fees page
This example illustrates the fields and controls on the Payment Transactions - Create Receivable Manual
Fees page. You can find definitions for the fields and controls later on this page.
Schedule Date
Enter the date on which you want to schedule the transactions
for payment.
Manual Fee Type
Enter the manual fee type.
Amount
Enter the invoice amount.
Creating Manual Invoice Transactions
This section provides and overview of manual invoice transactions and discusses how to create manual
invoice transactions and override accounting distributions.
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Pages Used to Create Manual Invoice Transactions
Page Name
Definition Name
Navigation
Usage
Billing Transactions - Create
Receivable Manual Fees
RE_MFT_MAIN
•
Real Estate Management,
Lease Administration,
Receivables Leases,
Create Manual
Receivables, Billing
Transactions - Create
Receivable Manual Fees
Add manual fees, distribute
them amongst leases, and
create multiple transactions
from a single invoice.
•
Real Estate Management,
Lease Administration,
Receivables Leases,
Processing Invoices,
Billing Transactions
Click the Create
Receivable Manual Fees
button.
Billing Transactions Maintain Receivable Manual
Transaction
RE_MFT_MAIN
•
Real Estate Management,
Receivables Leases,
Maintain Manual
Invoices, Billing
Transactions - Maintain
Receivable Manual
Transaction
•
Real Estate Management,
Receivables Leases,
Processing Invoices,
Billing Transactions
Update manual fees, distribute
them amongst the desired
leases and create manual
invoice transactions.
Click the Update
Selected Manual Fees
button.
332
Maintain Receivable Manual RE_MFT_PAYEE_SEC
Transaction - Lease Search by
Payor
Click the Payor button in the
Add Lease By group box on
the Billing Transactions Create Receivable Manual
Fees page.
Search for leases by payor
and select the leases to add to
the Transaction Details grid
on the Billing Transactions
- Create Receivable Manual
Fees page.
Manual Fees - Leased
Property Search
RE_LEASE_PROP
Click the Property button in
the Add Lease By group box
on the Billing Transactions
- Create Receivable Manual
Fees page.
Search for leases by property
and select the leases to add to
the Transaction Details grid
on the Billing Transactions
- Create Receivable Manual
Fees page.
Receivable Manual Fee Transaction Details
RE_MFT_TXN_CHG_SEC
Click the Details icon for
Review the manual invoice
a lease in the Transaction
transaction details for a
Details grid on the Billing
specific lease.
Transactions - Create
Receivable Manual Fees page.
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Chapter 19
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Page Name
Definition Name
Navigation
Usage
Receivable Manual Fee
RE_MFT_NOTES_SEC
Transaction - Action History Historic Details
Click the Revision History
Review historic details for the
link in the Transaction
transaction.
Details grid on the Billing
Transactions - Create
Receivable Manual Fees page.
Accounting Distributions
Click the Accounting
Distributions link on the
Refund Security Deposit Create Receivable Manual
Transaction page.
RE_MFTCHG_DST_SEC
Override the accounting
distributions defined at the
business unit level.
Understanding Manual Invoice Transactions
As a landlord, you may need to pass on costs to tenants or payors that you incur against a property
or multiple properties. You may also need to assess a charge against one tenant or payor who holds
multiple leases. PeopleSoft Real Estate Management enables you manually capture these non-recurring
transactions that may occur during the life of a lease, such as charges for unscheduled maintenance, nonrecurring administration fees, or penalties for late payments. You can enter a single invoice that you can
assign to multiple leases and distribute those amount to multiple tenants or payors. You can allocate the
charges by amount or percentage and distribute the charges using these methods:
•
Evenly: The system divides the total amount by the number of selected leases and allocates an equal
share of the charges to each lease.
•
By Area: The system adds the total leased area for all of the selected leases and distributes the charges
proportionally between the leases based on the area for each lease.
•
Manually: You can assign the charges manually to each lease.
The total of the distributed amounts must equal the total of the invoice.
After you allocate the individual amounts to each lease, you can send all of the resulting transactions to
the transaction queue at one time. The system creates each of the transactions in pending status. You can
edit or approve the transactions using the transaction queue. After you approve the transactions, you can
run the Interface to AP/Billing process to post the transactions to PeopleSoft Billing.
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Transaction Status for Manual Invoices
Image: Manual transaction status process flow
This diagram illustrates the transaction status process flow for manual transactions.
When you create manual transactions, the system sets each transaction to a status of Draft. You can
modify, remove, or replace transactions while they are in draft status. After you commit the transactions,
the system sets the status to Pending, and sends the transactions to the transaction queue. Use the Billing
Transactions page to edit, hold, or approve the transactions.
If you dispute a lease, the system places all of its pending transactions in Hold status. If you cancel a
manual fee transaction, the system returns the status of that transaction to Draft.
If you create the manual transactions as a group of transactions. After you commit the group of
transactions, each set of lease transactions are processed individually. If the status of a transaction is
updated, by either you or the system, only the transaction whose status changed is updated; the other
transactions in the group are not affected.
Creating Manual Invoice Transactions
Use the Billing Transactions - Create Receivable Manual Fees page (RE_MFT_MAIN) to add manual
fees, distribute them amongst leases, and create multiple transactions from a single invoice.
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Navigation
•
Real Estate Management, Lease Administration, Receivables Leases, Create Manual Receivables,
Billing Transactions - Create Receivable Manual Fees
•
Real Estate Management, Lease Administration, Receivables Leases, Processing Invoices, Billing
Transactions
Click the Create Receivable Manual Fees button.
Image: Billing Transactions - Maintain Receivable Manual Transaction page
This example illustrates the fields and controls on the Billing Transactions - Maintain Receivable Manual
Transaction page. You can find definitions for the fields and controls later on this page.
When you first create manual fee transactions, the page name is Create Receivable Manual Fees page.
After you save an exit the page, to access the information again, you access the Maintain Receivable
Manual Transaction page. The pages function similarly. The Maintain Receivable Manual Transaction
page is shown to give you an idea of sample data. The status of the transactions control what you can edit
on the page:
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•
If all of the transactions on this page are in Draft status, you can edit the entire page.
•
If one or more of the transactions on this page are in Draft status, you can edit or delete the individual
transactions or add new transactions.
•
If all of the transactions on this page are in Pending, Processed, or Error, the page is display-only.
Add Charge
Click to add a new manual fee. The system adds a row to the
Charge Details grid.
Accounting Distribution
Click this link to access the Accounting Distribution page and to
override business unit defaults for the accounting distributions.
Manual Fee Name
Enter the manual fee name. The available manual fees are based
on the active manual fee types.
See Defining Manual Fee Types.
Amount
Enter the amount of the manual fee that you want to distribute
between leases. You can enter positive or negative amounts,
but the amounts that you enter must either be all positive or all
negative. If you want to issue a charge and a credit for the same
group of transactions, you must enter them on two different
worksheets.
Description
Enter the description of the manual fee. This field is only for
informational purposes.
Calculate Total
Click to calculate the total amount of manual fees. The system
adds the values in the Amount field and populates the Total
Charges field with the total amount.
Add Lease By
Number
Click to insert a new empty row into the Transaction Details
grid. You can click the Look up Lease Key icon in the Lease
Number column to search for a lease.
Payor
Click to transfer to the Maintain Receivable Manual Transaction
- Lease Search by Payor page on which you can search for
leases by payors and select the leases to add to the Transaction
Details grid.
Property
Click to transfer to the Manual Fees - Leased Property Search
page on which you can search for leases by properties and select
the leases to add to the Transaction Details grid.
Distribute
Evenly
336
Click to distribute the total charges evenly between the leases in
the Transaction Details grid. The system calculates the amount
with this formula:
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By Area
Click to distribute the total charges based on the proportional
amount of rentable area by each lease in relation to the total area
of all leases in the Transaction Details grid.
Allocate By
Amount
Select to use the Amount field to calculate the charges allocated
to the lease transactions.
Percent
Select to use the Percent field to calculate the charges allocated
to lease transactions.
Transaction Details
Lease Number
Details
Enter the lease to which the transaction will be allocated. You
can select from leases that are in Active, Holdover, or Expired
status.
Click the Details icon for a lease to access the Receivable
Manual Fee - Transaction Details on which you can view a
summary of the transaction details for that lease.
Payor
Enter the entity whom is responsible to pay the charges. The
system uses the tenant as the default. You can override this
value.
Transaction Status
Displays the transaction status. The system initially creates
each transaction with a status of Draft. After you commit the
transactions, the system sets the status to Pending.
Amount
Enter the total amount of charges to allocate to this transaction.
The sum of all the amounts that you enter must equal the
total charges from the Charge Details amounts. You can enter
positive or negative amounts, but the amounts that you enter
must either be all positive or all negative. If you want to issue a
charge and a credit for the same group of transactions, you must
enter them on two different worksheets.
Percentage
Enter the percentage of the charges to allocate to this
transaction. The sum of all of the percentages that you enter
must equal 100.
Rentable Area
Displays the total rentable area of the lease associated with the
transaction.
Revision History
Click to access the Receivable Manual Fee Transaction - Action
History - Historic Details page to review the transaction history
for a specific lease.
Calculate Transaction Amounts
Click to update the values in the Manual Fee Group Transaction
Summary group box.
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Manual Fee Group Transaction Summary
Schedule Date
Enter the date on which you want to schedule the transactions
for invoicing.
Total Charges
Displays the total amount to be allocated. This field is the same
as the Total Charges field near the top of the page.
Total Rentable Area
Displays the total rentable area for the leases associated with
these transactions. The systems sums all of the values from the
Rentable Area column in the Transaction Details grid.
Total Transaction Amount
Displays the total amount of charges that you have allocated.
The systems sums all of the values from the Amount column in
the Transaction Details grid. This value must equal the value in
the Total Charges field before you can commit the transactions.
Allocated Percentage
Displays the total percentage of charges that you have allocated.
The systems sums all of the values from the Percentage column
in the Transaction Details grid. This value must equal 100.00
before you can commit the transactions.
Transaction Count
Displays the number of transactions from the Transaction
Details grid.
Commit Transactions
Click to process the transactions. The system validates the
transactions, sets the transactions statuses to Pending and sends
them to the transaction queue. The page becomes display-only.
Overriding Accounting Distributions
Use the Accounting Distributions page (RE_MFTCHG_DST_SEC) to override the accounting
distributions defined at the business unit level.
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Navigation
Click the Accounting Distributions link on the Refund Security Deposit - Create Receivable Manual
Transaction page.
Image: Create Receivable Manual Fees - Accounting Distributions page
This example illustrates the fields and controls on the Create Receivable Manual Fees - Accounting
Distributions page. You can find definitions for the fields and controls later on this page.
The fields on this page differ depending upon the distribution selected. When you select a value other than
None, the ChartField values become available for edit.
Distribute By
Add Distribution
Select either:
•
Percentage: Select this value to change the accounting
distribution by percentage for each financial term.
•
Area: Select this value to change the accounting distribution
by area for each financial term. The rent will be distributed
based on the ratio of the areas.
•
None: Select this option to use the accounting distribution
set up at the business unit level.
This button appears if you select Percentage or Area for the
distribute by value.
Click this button to insert a new distribution row.
Delete Distribution
This button appears if you select Percentage or Area for the
distribute by value.
Select a row and click this button to delete it from this page.
Select
This checkbox appears if you select Percentageor Area for the
distribute by value.
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This checkbox is used to delete the distribution rows. Users can
select all the distribution rows that they want to delete and click
the Delete Distribution button to delete them.
Percentage
This field appears if you select Percentagefor the distribute by
value.
Enter a percentage amount for this distribution line.
Percentage amounts must equal 100% to be valid.
Area
This field appears if you select Areafor the distribute by value.
Enter the area for this distribution line.
All lines must add up to the total rentable area for the lease to be
valid.
Valid
Used to indicate a valid combination of chartfields. When
activating the lease, edit checking will be provided and the
checkbox will be selected for each row representing a valid
combination of chartfields. A lease cannot be activated until
every accounting distribution is marked as valid.
Running the Interface to AP/Billing Process
This section provides an overview of managing interface to AP/Billing and discusses how to run manage
interface to AP/Billing.
Page Used to Run Manage Interface to AP/Billing
Page Name
Definition Name
Navigation
Usage
Manage Interfaces to AP/
Billing
RUN_TXN_INTFC
Real Estate Management,
Lease Administration,
Integrations, Manage
Interface to AP/Billing.
Run to generate transactions
to PeopleSoft Billing to create
sales invoices to the tenants.
Understanding the Interface to AP/Billing Process
To generate invoices to PeopleSoft Billing, you must run the Interface to AP/Billing process. This process
transfers approved transactions to the PeopleSoft Billing system using the PeopleSoft Transaction Billing
Processor. This process is also used to generate payments to payees or landlords for payables leases.
See Understanding Leases.
The Transaction Billing Processor is a set of processes that are supplied by the PeopleSoft Contracts
application that enable external applications to create sales invoices in the PeopleSoft Billing system. A
contract must exist to utilize this interface. For the Lease Administration feature, the system creates a
contract header, a contract line, and a bill plan every time a receivables lease is activated and associates
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the contract with the lease. Billable items such as lease transactions are submitted to the PeopleSoft
Contracts system as transactions in the interface tables.
The following is the high level business process flow:
1. PeopleSoft Real Estate Management integrates with PeopleSoft Billing and PeopleSoft Contracts so
that you can generate invoices for all of their transactions.
Billing information from PeopleSoft Real Estate Management is sent to PeopleSoft Contracts as
transactions.
2. The Transaction Billing Processor process selects Billing Plans (for rate-based billing methods) that
have been marked in the PeopleSoft Contracts system as ready to bill and creates bill lines in the
PeopleSoft Billing Interface tables for the transactions that are sent by the PeopleSoft Real Estate
Management system.
For PeopleSoft Real Estate Management transactions, PeopleSoft Contracts sends revenue to the
PeopleSoft Billing system , and the PeopleSoft Billing system creates the receivables side of the debit
entry.
3. After the Transaction Billing Processor process stages the billing data in these tables, the Billing
Interface processes the data to create bills.
4. When a transaction is selected for billing, the data from the transaction and the data from the billing
plan (including bill-to customer, bill by, and bill type) combine to create the basis for a bill line.
5. The PeopleSoft Billing system then groups bill lines based on the Billing Options that are defined in
the billing plan and generates invoices for the transactions and upon finalization, sends information
regarding the invoices back to the PeopleSoft Contracts system.
The following example shows how a journal entry is created by the billing plan (as incurred method) in
PeopleSoft Billing for a PeopleSoft Real Estate Management transaction that was for 100 USD:
Credit
Receivables
Revenue
Debit
$100
$100
To post the entries that are shown in the example, you must set up an appropriate accounting rule so that
the system can send the revenue to PeopleSoft Billing system and the PeopleSoft Billing system can
create the receivable debit side of the entry.
Note: The billing business unit that is used for the receivables for this entry must share the same general
ledger business unit as the PeopleSoft Contracts system business unit.
See "Understanding Integration Messages for Transaction Billing (PeopleSoft FSCM 9.2: Contracts)".
Processing Errors
To resolve errors or issues for lease transactions that are sent through the Transaction Billing Processor,
you must first determine where the error occurred. Resolution for the errors that occur after the
transaction is sent from PeopleSoft Real Estate Management to PeopleSoft Billing through the
Transaction Billing Processor must be resolved in the PeopleSoft Billing system .
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When the error occurs in the Interface to AP/Billing process or Transaction Billing Processor, the error
is typically caused by incomplete setup of the accounting rules. The transaction detail is set to Error
in the transaction queue and the resulting error stops the processing for that transaction. Although the
error occurred for this transaction, other valid transactions continue to be processed. For example, if only
one category of an operating expense transaction is in error, the other categories of that same operating
transaction with valid accounting entries are transferred to PeopleSoft Billing to be invoiced. You need to
resolve the error in the setup and run the process again to process the transaction through the PeopleSoft
Billing system.
To resolve the error, you can search the transaction queue and review the transaction detail error message.
You cannot change the transaction, but you can correct the setup. After the setup error is resolved, all the
transaction details in error are automatically recycled when Manage Interface to AP/Billing process is
generated.
See Understanding PeopleSoft Real Estate Management Accounting Rules.
Accessing Billing Information
When a transaction is successfully processed through the Billing interface, the status in the transaction
queue is set to Processed. You can view the transaction details in the grid. To review the transaction
details, select the transaction from the queue. The system displays the invoice number on which the
transaction detail resides. Clicking the invoice number link takes you to the Billing Inquiry page.
See "Bill Summary Info Page (PeopleSoft FSCM 9.2: Billing)".
Note: If a transaction with the status of Processed does not have an invoice number, it might be due to a
delay in the execution of the PeopleSoft Billing interface.
Prerequisites
Before you run the Interface to AP/Billing process, verify that transactions in the transaction queue are in
Approved status.
Manage Interface to AP/Billing Page
Use the Manage Interfaces to AP/Billing page (RUN_TXN_INTFC ) to run to generate transactions to
PeopleSoft Billing to create sales invoices to the tenants.
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Navigation
Real Estate Management, Lease Administration, Integrations, Manage Interface to AP/Billing.
Image: Manage Interfaces to AP/Billing page
This example illustrates the fields and controls on the Manage Interfaces to AP/Billing page. You can find
definitions for the fields and controls later on this page.
Business Unit
Enter a business unit to generate transactions that are specific to
that business unit.
Lease Number
Enter a lease number to generate transactions for that lease. You
must enter a business unit before you can enter a lease number.
Invoice Date
Select an option from the following:
•
Current Date: Current date is taken as the invoice date.
•
Schedule Date: Transaction schedule date is taken as the
invoice date.
•
Custom Date: Invoice date that is saved on the Processing
Payments page is taken.
Note: The invoice date selected here overrides the invoice date
specified on the Processing Payments page if the date varies on
both the pages.
Interface Selection
Payables
Select to send all payables transactions for the business unit
and lease number parameters to the staging table. If you leave
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Chapter 19
both fields blank, the system sends all approved transactions for
payables to the PeopleSoft Payables staging table.
Billing
Select to send all billing transactions for the business unit and
lease number parameters to the staging table. If you leave both
fields blank, the system sends all approved transactions for
receivables to the Billing staging table.
See Understanding the Interface to AP/Billing Process.
Viewing Pending Lease Receivables
This section discusses how to view pending lease receivables.
Pages Used to View Pending Lease Receivables
Page Name
Definition Name
Navigation
Usage
Pending Lease Receivables
RE_RECEIVABLE_INQ
Real Estate Management,
Lease Administration,
Reports, Pending Lease
Receivables
Inquire on the pending
invoices for a lease. You can
view the invoice types and the
schedule date the transaction
is to be processed for all
invoices associated to the
lease.
Pending Lease Receivables Page
Use the Pending Lease Receivables page (RE_RECEIVABLE_INQ) to inquire on the pending invoices
for a lease.
You can view the invoice types and the schedule date the transaction is to be processed for all invoices
associated to the lease.
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Navigation
Real Estate Management, Lease Administration, Reports, Pending Lease Receivables
Image: Pending Lease Receivables page
This example illustrates the fields and controls on the Pending Lease Receivables page. You can find
definitions for the fields and controls later on this page.
Enter the business unit and click Search to view all of the leases with pending payments and their
schedules within that business unit. To view a filtered list, enter search criteria in the fields and click
Search. Click Clear to clear all of the search criteria and results.
Due Date From: and To:
Select the date range for pending transactions that are scheduled
within that range.
Lease Administrator
Select to view pending transactions schedules associated to that
lease administrator.
Portfolio Manager
Select to view pending transaction schedules associated to that
portfolio manager.
Term
Displays the type of transaction scheduled. The term can be for
base rent, operating expense, miscellaneous rent, and so on.
Schedule Date
Displays the date the transaction is scheduled to be processed.
Generated Date
Displays the date the transaction is processed by the Transaction
Generator process and placed in the Transaction Queue.
Payor
Displays the entity whom is responsible for the payment.
Schedule Status
Displays transaction schedule status, whether the transaction is
pending or generated to the transaction queue.
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Understanding Processing Payments for Payables Leases
PeopleSoft Real Estate Management provides a facility to manage the life cycle of a lease. During
the lease life cycle, various payable items are generated. These items are submitted to the landlord for
payment. To generate payments for these expenses, PeopleSoft Real Estate Management utilizes the
transaction generator, the transaction queue, and the interface to AP/Billing to automatically generate rent
and other related expense payments from a lease directly into the PeopleSoft Payables system with the
appropriate tax and accounting information.
The high-level business process flow for processing payments for payables leases consists of these steps:
1. Create payables leases (including all general and financial terms and conditions).
2. Activate payables leases.
3. View pending lease payables.
4. Run the Transaction Generator Application Engine process (RE_GENTRANS).
5. Review transactions for processing in the transaction queue.
6. Add manual transactions, as required (optional).
7. Approve transactions for processing.
This step is optional. You can set up the Auto Approve option at the business unit level.
8. Run the Interface to AP/Billing Application Engine process (RS_TXN_INTFC).
Before you can generate a payment, you must first create a payables lease, define the amount and
frequency for each recurring payable term, and activate the lease. Upon activation, you run the
Transaction Generator process to load the payables items into the transaction queue. You can review
the transactions in the transaction queue to ensure that the recurring payment schedules are correct. If
the status is Pending, you must approve each transaction. If the Auto Approveoption is selected in the
business unit setup, the system automatically sets the transactions to Approved. The system processes all
transactions that are in Approved status when you run the Interface to AP/Billing process.
Note: If you need to review any of the transactions prior to processing, You should not enable the
Payables Auto Approve option at the business unit level.
The PeopleSoft Real Estate Management system transfers the payable items to the PeopleSoft Payables
application to generate the vouchers and payments. The Interface to AP/Billing process selects all of
the eligible transactions from the transaction queue and passes them to the PeopleSoft Payables voucher
staging tables. The PeopleSoft Payables application processes creates vouchers from the transactions that
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are loaded in the staging table, schedules the vouchers for payment, issues the payments, and posts the
accounting entries to the general ledger.
Prerequisites
You must establish at least one active payables lease before generating payable items for payment.
See Understanding Leases.
Working with the Transaction Generator
This section provides an overview of the transaction generator and discusses how to run the Transaction
Generator.
Page Used to Manage the Transaction Generator
Page Name
Definition Name
Navigation
Usage
Manage Transaction
Generator
RUN_RE_GENTRANS
•
Real Estate Management,
Lease Administration,
Integrations, Manage
Transaction Generator
Create a run control ID for
the Manage Transactions
Generator process and run the
process.
•
Click the Run button.
Understanding the Transaction Generator
The Transaction Generator process generates transactions into the transaction queue by monitoring the
transaction schedule and processing transactions into the queue when the schedule date is reached, less
the processing lead time that is defined at the business unit level. Use the transaction queue to manage
the financial transactions that are created by the transaction generator, as well as the manual ad hoc
transaction entries that are entered directly in the transaction queue.
When you run the Transaction Generator process, the process picks up all recurring items that are due
within the lead time that is defined for the Real Estate business unit. Note that two different lead times are
defined—one for receivables leases and one for payables leases. You also use the transaction generator
to manage automatic lease expiration for leases that are due to expire. When the transaction generator
identifies a row that is ready for processing, the system verifies the accuracy of the transaction amounts
and modifies the transaction as needed. For example, if a base rent has an indexed escalation and the new
index value goes into effect, the transaction schedule amount might be out of date. When the transaction
generator picks up this row, the system recalculates the amount, revises the schedule, and inserts the
modified transaction into the transaction queue for further processing.
The Transaction Generator processes records in these transaction tables:
•
Lease Transaction (RE_LS_TXN)
Contains the recurring and nonrecurring lease transactions.
•
348
Lease Transaction Detail (RE_LS_TXN_DTL)
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Contains the details such as amount per sales categories.
•
Lease Transaction Note (RE_LS_TXN_NOTE)
Contains the transaction history.
•
Lease Transaction Error (RE_LS_TXN_ERROR)
Contains the interface error description.
•
Lease Term Schedule (RE_LS_TRM_SCHED)
Contains the financial terms schedules.
Typically, you run the Manage Transaction Generator process as a scheduled process. You can run the
process automatically on a recurring basis or as needed. For efficient and timely processing of any
outstanding transactions, you should set up this process to run on a nightly recurring basis. Depending
on the volume of transactions that are processed within your organization, you can set up this process to
run more frequently, but you should run it at least once every day. You can also initiate this process at any
time in addition to the normal recurring schedule.
Manage Transaction Generator Page
Use the Manage Transaction Generator page (RUN_RE_GENTRANS) to create a run control ID for the
Manage Transactions Generator process and run the process.
Navigation
•
Real Estate Management, Lease Administration, Integrations, Manage Transaction Generator
•
Click the Run button.
Although the system does not require any parameters, you can limit the processing by business unit.
If you do not enter a business unit, the system will process all business units. Click Run to run the
Transaction Generator process.
Managing Transactions for Payment Processing
This section provides an overview of payment processing and discusses how to manage transactions for
payment processing.
Pages Used to Manage Transactions for Payment Processing
Page Name
Definition Name
Navigation
Usage
Payment Transactions
RE_TXN_MANAGER
Real Estate Management,
Lease Administration,
Payables Leases, Processing
Payments, Payment
Transactions
Manage and review
transaction items that are
generated by the transaction
generator and any transaction
items that are added through
manual entry.
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Page Name
Chapter 20
Definition Name
Payment Transactions - Create RE_MFT_MAIN
Payable Manual Fees
Navigation
Usage
•
Real Estate Management,
Lease Administration,
Payables Leases, Create
Manual Payables,
Payment Transactions Create Payable Manual
Fees
Enter manual fees, distribute
them amongst leases and
payees, and create multiple
transactions from one group
of manual fees.
•
Real Estate Management,
Lease Administration,
Payables Leases,
Processing Payments,
Payment Transactions
Click the Create Payable
Manual Fees button.
Payment Transaction Maintain Payable Manual
Transaction
RE_MFT_MAIN
•
Real Estate Management,
Lease Administration,
Payables Leases,
Maintain Manual
Payables, Payment
Transactions - Maintain
Payable Manual
Transaction
•
Real Estate Management,
Lease Administration,
Payables Leases,
Processing Payments,
Payment Transactions
Update manual fees, distribute
them amongst leases and
payees, and create multiple
transactions from one group
of manual fees.
Click the Update
Selected Manual Fees
button.
Payment Transaction Details
RE_TXN_DTL_SEC
Click the link in the
Transaction Group column on
the Billing Transactions page.
View transaction details such
as categories, amounts, and
voucher IDs.
Voucher IDs are only
available when the transaction
status is Processed.
Billing Interface Error Details RE_TXN_ERROR_SEC
Click the on the Payment
Transactions page under the
Transactionstab. errorviewing
View the error description
for specific transactions that
are set to Error status during
interface processing.
The Error button is only
available when the transaction
status is Error.
Payment Transactions Historical Details
350
RE_TXN_NOTES_SEC
Click the View Historical
Details link on the in the
Status Details tab on the
Payment Transactions page.
Review historic details for the
transaction.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Chapter 20
Processing Payments for Payables Leases
Understanding Payment Processing
You use the transaction queue to manage the recurring transactions that are created by the transaction
generator or by using manual entries. The transaction queue enables you to approve, hold, un-hold,
and cancel transactions in the queue. If the Auto Approveoption is turned on at the business unit, all
transactions are automatically set to Approved status when the transaction generator places them into the
queue. You can retain an approved transaction from further processing by selecting the transaction and
clicking the Hold button; thus putting transaction on hold. When you are ready to process the transaction,
you can select it again and click the UnHold button. If a lease is in dispute and the status is set to Dispute,
the system sets the associated transactions on hold. After the dispute is resolved, you should manually
unhold the transaction to restore the transaction to its original state.
You can also cancel a transaction. After you cancel the transaction, no further processing occurs and you
cannot reinitiate processing for that transaction in the future. Cancelling a recurring transaction does not
cause the transaction generator to recreate a new recurring row. But if you cancel a row that came to the
transaction queue from the security deposit processing or on one of the processing worksheets, such as
a manual transaction, sales report or operating expense reconciliation or audit, the system reopens that
worksheet so you can modify it further.
You can create manual transactions for nonrecurring charges, such as rekeying locks in a building, carpet
cleaning, broken window repairs, and other charges that are not included in the lease.
The transaction queue is the final point in PeopleSoft Real Estate Management that any payables
transaction can be processed, modified, or cancelled. This component serves as a workspace for any
pending transactions and enables you to add transactions as necessary, such as holding or cancelling
transactions. It also serves as a historical log of past transactions, with links to various subsystems for
further research and status verification.
Prerequisites
Before you can select recurring transactions for payment processing, you must create and activate
payables leases and run the Transaction Generator process.
Selecting and Approving Transactions for Payment Processing
Use the Payment Transactions page (RE_TXN_MANAGER) to manage and review transaction items that
are generated by the transaction generator and any transaction items that are added through manual entry.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
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Chapter 20
Navigation
Real Estate Management, Lease Administration, Payables Leases, Processing Payments, Payment
Transactions
Image: Payment Transactions page
This example illustrates the fields and controls on the Payment Transactions page. You can find
definitions for the fields and controls later on this page.
Specify the business unit for which to view transactions. To view all transactions for a business unit, leave
the remaining search fields empty and click the Search button.
To view a filtered list of transactions, enter or select criteria in one or more of the fields in the Search for
Payment Transactions group box, then click Search. The page displays the transactions that match the
search criteria in the Payment Transactions grid. Click Clear to clear all of the search criteria and results.
You can select multiple transaction statuses and multiple transaction groups. For example, if you select
Processed and Approved transaction statuses and Base Rent and Security Deposit transaction groups, the
system returns all base rent and security deposit transactions that are either processed or approved.
352
Create Payable Manual Fees
Click to access the Payment Transactions - Create Payable
Manual Fees page to create manual transactions for payment.
Manual payment transactions can be one-time miscellaneous
expense payments to the landlord or payee, such as minor repair
costs, rekeying of locks, or transactions that are not included as
part of the recurring terms.
Update Selected Manual Fees
Click to access the Payment Transactions - Maintain Payable
Manual Transaction page to update an existing manual fee
transaction. You must first select which manual fee transaction
in the Payment Transactions grid that you want to update. You
can access this page only for transactions that are in the Manual
Fee transaction group.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Chapter 20
Processing Payments for Payables Leases
Approve for Payables
Click to approve the selected transactions for payment. If you
selected the Auto-Approve option when you established your
business unit, the system automatically approves all transactions
in the transaction queue.
Hold
Click the button to hold selected transactions from further
processing.
Note: A lease that is put on hold due to a dispute automatically
puts the pending and approved transactions for that lease on
hold status until the dispute is resolved. After the dispute is
resolved, you should manually unhold the transaction to restore
transaction to previous status.
See Understanding Leases.
UnHold
Click the button to un-hold transactions that were previously on
hold from further processing. The system automatically changes
the status back to the initial status of the transaction prior to the
hold.
Cancel
Click to cancel the selected transaction.
Note: After a recurring transaction is cancelled, you must create
a new manual transaction if one is required. The system does
not regenerate a new recurring transaction.
Payment Transactions - Transactions tab
Schedule Date
Displays the date on which the transaction is scheduled for
payment. For example, if the transaction is due on the first day
of the month, the system generates the transaction prior to the
first day of the month using the lead time that is defined for
the business unit for the user to approve for payment before
the scheduled date. Therefore, when the transaction originates
from a recurring term, the schedule date can be either a regular
recurring term (such as every 15th day of the month), or a
schedule date that is added when you create the lease for
proration purposes.
Transaction Origin
Identifies the origin of the transaction in the Transaction Queue
Manager.
Click to review the error description for specific transactions
that are set to error during interface processing.
Note: The Error button is only available when the transaction
status is Error.
Transaction Group
Displays the categories of each transaction. Click the category
link to view details such as expense type, description, amount,
and voucher ID.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
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Note: Voucher ID is only available when the transaction status
is pending. You can click the Voucher ID link to view the
voucher status in the PeopleSoft Payables system.
Prior Period Variance
Displays the percentage difference between the recurring rent
payment and the same recurring rent payment for the prior
month. This information can be helpful in identifying large
variances from month-to-month, which are sometimes for
escalations. For example, a rent payment of 1000 USD for the
month of December is processed, but in January, an escalation
takes effect and the new rent payment is 1200 USD. The prior
period variance is 20 percent.
Invoice Date
Initial value is defaulted to the transaction schedule date.
However you can edit the date and save it. The edited invoice
date will appear on the voucher.
Note: Invoice date can only be modified for pending
transactions. Also the option to edit invoice date is available
only for payable leases.
Payment Transactions - Lease Information tab
The Lease Information tab displays the lease number, lease name, and region information associated with
that transaction. Click the Accounting Distributions link to view the accounting distributions for each
transaction.
Payment Transactions - Status Details tab
Modified By
Displays the user who made modifications to the transaction.
View Historical Details
Click to access the Payment Transactions - Historic Details page
where you can view a history of all of the status changes to the
transaction. The system displays the type of change, the reason
for the change, the originator of the change, and the time at
which the change occurred.
Note: The system does not display the posted status for
payables transactions. If the status is Processed, then the
payment has successfully posted.
Creating Manual Payment Transactions
This section provides an overview of manual payment transactions and discusses how to create manual
payment transactions.
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Chapter 20
Processing Payments for Payables Leases
Pages Used to Create Manual Payment Transactions
Page Name
Definition Name
Payment Transactions - Create RE_MFT_MAIN
Payable Manual Fees
Navigation
Usage
•
Real Estate Management,
Lease Administration,
Payables Leases, Create
Manual Payables,
Payment Transactions Create Payable Manual
Fees
Add manual fees, distribute
them amongst leases, and
create multiple payment
transactions.
•
Real Estate Management,
Lease Administration,
Payables Leases,
Processing Payments,
Payment Transactions
Click the Create Payable
Manual Fees button.
Payment Transactions - Create RE_TXN_ADHOC_SEC
Payable Manual Fees
Real Estate Management,
Lease Administration,
Payables Leases, Maintain
Lease, Financial Terms
Click the Create Payable
Manual Fees button.
Payment Transactions Maintain Payable Manual
Transaction
RE_MFT_MAIN
•
Real Estate Management,
Lease Administration,
Payables Leases,
Maintain Manual
Payables, Payment
Transactions - Maintain
Payable Manual
Transaction
•
Real Estate Management,
Lease Administration,
Payables Leases,
Processing Payments,
Payment Transactions
Add manual fees and create
single payment transactions.
The Create Payable Manual
Fees button is only available
when the lease is in an Active
or Holdover status.
Update manual fees, distribute
them amongst the desired
leases and create manual
payment transactions.
Click the Update
Selected Manual Fees
button.
Maintain Payable Manual
RE_MFT_PAYEE_SEC
Transaction - Lease Search by
Payee
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Click the Payee button in the
Add Lease By group box on
the Payment Transactions Create Payable Manual Fees
page.
Search for leases by payor and
select the leases to add to the
Transaction Details grid on
the Payment Transactions Create Payable Manual Fees
page.
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Processing Payments for Payables Leases
Chapter 20
Page Name
Definition Name
Navigation
Usage
Manual Fees - Leased
Property Search
RE_LEASE_PROP
Click the Property button in
the Add Lease By group box
on the Payment Transactions
- Create Payable Manual Fees
page.
Search for leases by property
and select the leases to add to
the Transaction Details grid
on the Payment Transactions
- Create Payable Manual Fees
page.
Payable Manual Fee Transaction Details
RE_MFT_TXN_CHG_SEC
Click the Details icon for
a lease in the Transaction
Details grid on the Payment
Transactions - Create Payable
Manual Fees page.
Review the manual statement
transaction details for a
specific lease.
Payable Manual Fee
RE_MFT_NOTES_SEC
Transaction - Action History Historic Details
Click the Revision History
link in the Transaction
Details grid on the Payment
Transactions - Create Payable
Manual Fees page.
Review historic details for the
transaction.
Accounting Distributions
Click the Accounting
Override the accounting
Distributions link on the
distributions defined at the
Payment Transactions - Create business unit level.
Payable Manual Fees page.
RE_MFTGRP_DST_SEC
Understanding Manual Payment Transactions
As a tenant, you may receive a statement from a landlord for one or more nonrecurring charges
for multiple leases. For example, if you are a retail tenant who operates more than one store in a
large shopping complex. A separate lease would cover each store, but the landlord may combine the
charges onto one statement. PeopleSoft Real Estate Management enables you to manually enter these
nonrecurring transactions into one payment that spans multiple leases. You can enter a single statement
that you can assign to multiple leases and distribute those amount to multiple payees. You can allocate the
charges by amount or percentage and distribute the charges using these methods:
•
Evenly: The system divides the total amount by the number of selected leases and allocates an equal
share of the charges to each lease.
•
By Area: The system adds the total leased area for all of the selected leases and distributes the charges
proportionally between the leases based on the area for each lease.
•
Manually: You can assign the charges manually to each lease.
The total of the distributed amounts must equal the total of the statement.
After you allocate the individual amounts to each lease, you can send all of the resulting transactions to
the transaction queue at one time. The system creates each of the transactions in pending status. You can
edit or approve the transactions using the transaction queue. After you approve the transactions, you can
run the Interface to AP/Billing process to post the transactions to PeopleSoft Payables.
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Chapter 20
Processing Payments for Payables Leases
Transaction Status for Manual Payments
Image: Manual payment transaction status process flow
This diagram illustrates the transaction status process flow for manual payments.
When you create manual transactions, the system sets each transaction to a status of Draft. You can
modify, remove, or replace transactions while they are in draft status. After you commit the transactions,
the system sets the status to Pending, and sends the transactions to the transaction queue. Use the Payment
Transactions page to edit, hold, or approve the transactions.
If you dispute a lease, the system places all of its pending transactions in Hold status. If you cancel a
manual fee transaction, the system returns the status of that transaction to Draft.
If you create the manual transactions as a group of transactions. After you commit the group of
transactions, each transaction is processed individually. If the status of a transaction is updated, by either
you or the system, only the transaction whose status changed is updated; the other transactions in the
group are not affected.
Creating Manual Payment Transactions
Use the Payment Transactions - Create Payable Manual Fees page (RE_MFT_MAIN) to add manual fees,
distribute them amongst leases, and create multiple payment transactions.
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Chapter 20
Navigation
Real Estate Management, Lease Administration, Payables Leases, Create Manual Payables, Payment
Transactions - Create Payable Manual Fees
Image: Payment Transactions - Maintain Payable Manual Fees page
This example illustrates the fields and controls on the Payment Transactions - Maintain Payable Manual
Fees page . You can find definitions for the fields and controls later on this page.
When you first create manual fee transactions, the page name is Create Payable Manual Fees page. After
you save an exit the page, to access the information again, you access the Maintain Payable Manual
Transaction page. The pages function similarly. Only the Create Payable Manual Fees page is shown. The
status of the transactions control what you can edit on the page:
•
If all of the transactions on this page are in Draft status, you can edit the entire page.
•
If one or more of the transactions on this page are in Draft status, you can edit or delete the individual
transactions or add new transactions.
•
If all of the transactions on this page are in Pending, Processed, or Error, the page is display-only.
Add Charge
358
Click to add a new manual fee. The system adds a row to the
Charge Details grid.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Chapter 20
Processing Payments for Payables Leases
Accounting Distribution
Click this link to access the accounting distributions page and
override the accounting rules defined at the business unit.
Manual Fee Name
Enter the manual fee name. The available manual fees are based
on the active manual fee types.
See Defining Manual Fee Types.
Amount
Enter the amount of the manual fee that you want to distribute
between leases. You can enter positive or negative amounts,
but the amounts that you enter must either be all positive or all
negative. If you want to issue a charge and a credit for the same
group of transactions, you must enter them on two different
worksheets.
Description
Enter the description of the manual fee. This field is only for
informational purposes.
Accounting Distribution
Click this link to access the accounting distributions page and
override the accounting rules defined at the business unit.
Calculate Total
Click to calculate the total amount of manual fees. The system
adds the values in the Amount field and populates the Total
Charges field with the total amount.
Add Lease By
Number
Click to insert a new empty row into the Transaction Details
grid. You can click the Look up Lease Key icon in the Lease
Number column to search for a lease.
Payee
Click to transfer to the Maintain Payable Manual Transaction Lease Search by Payee page on which you can search for leases
by payees and select the leases to add to the Transaction Details
grid.
Property
Click to transfer to the Manual Fees - Leased Property Search
page on which you can search for leases by properties and select
the leases to add to the Transaction Details grid.
Distribute
Evenly
Click to distribute the total charges evenly between the leases in
the Transaction Details grid. The system calculates the amount
with this formula:
By Area
Click to distribute the total charges based on the proportional
amount of rentable area by each lease in relation to the total area
of all leases in the Transaction Details grid.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
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Allocate By
Amount
Select to use the Amount field to calculate the charges allocated
to the lease transactions.
Percent
Select to use the Percent field to calculate the charges allocated
to lease transactions.
Transaction Details
Lease Number
Details
Enter the lease to which the transaction will be allocated. You
can select from leases that are in Active, Holdover, or Expired
status.
Click the Details icon for a lease to access the Payable Manual
Fee - Transaction Details on which you can view a summary of
the transaction details for that lease.
Payee
Enter the entity who to receive the payments. The system uses
the landlord as the default. You can override this value.
Transaction Status
Displays the transaction status. The system initially creates
each transaction with a status of Draft. After you commit the
transactions, the system sets the status to Pending.
Amount
Enter the total amount of charges to allocate to this transaction.
The sum of all the amounts that you enter must equal the
total charges from the Charge Details amounts. You can enter
positive or negative amounts, but the amounts that you enter
must either be all positive or all negative. If you want to issue a
charge and a credit for the same group of transactions, you must
enter them on two different worksheets.
Percentage
Enter the percentage of the charges to allocate to this
transaction. The sum of all of the percentages that you enter
must equal 100.
Rentable Area
Displays the total rentable area of the lease associated with the
transaction.
Revision History
Click to access the Payable Manual Fee Transaction - Action
History - Historic Details page to review the transaction history
for a specific lease.
Calculate Transaction Amounts
Click to update the values in the Manual Fee Group Transaction
Summary group box.
Manual Fee Group Transaction Summary
Schedule Date
360
Enter the date on which you want to schedule the transactions
for payment.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Chapter 20
Processing Payments for Payables Leases
Invoice Number
Enter the invoice number to be used when creating the voucher
in payables.
Total Charges
Displays the total amount to be allocated. This field is the same
as the Total Charges field near the top of the page.
Total Rentable Area
Displays the total rentable area for the leases associated with
these transactions. The systems sums all of the values from the
Rentable Area column in the Transaction Details grid.
Total Transaction Amount
Displays the total amount of charges that you have allocated.
The systems sums all of the values from the Amount column in
the Transaction Details grid. This value must equal the value in
the Total Charges field before you can commit the transactions.
Allocated Percentage
Displays the total percentage of charges that you have allocated.
The systems sums all of the values from the Percentage column
in the Transaction Details grid. This value must equal 100.00
before you can commit the transactions.
Transaction Count
Displays the number of transactions from the Transaction
Details grid.
Commit Transactions
Click to process the transactions. The system validates the
transactions, sets the transactions statuses to Pending and sends
them to the transaction queue. The page becomes display-only.
Overriding Accounting Distributions
Use the Accounting Distributions page (RE_MFTGRP_DST_SEC) to override the accounting
distributions defined at the business unit level.
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Chapter 20
Navigation
Click the Accounting Distributions link on the Payment Transactions - Create Payable Manual Fees page.
Image: Create Payable Manual Fees - Accounting Distributions page
This example illustrates the fields and controls on the Create Payable Manual Fees - Accounting
Distributions page. You can find definitions for the fields and controls later on this page.
The fields on this page differ depending upon the distribution selected. When you select a value other than
None, the ChartField values become available for edit.
Distribute By
Add Distribution
Select either:
•
Percentage: Select this value to change the accounting
distribution by percentage for each financial term.
•
Area: Select this value to change the accounting distribution
by area for each financial term. The rent will be distributed
based on the ratio of the areas.
•
None: Select this option to use the accounting distribution
set up at the business unit level.
This button appears if you select Percentageor Area for the
distribute by value.
Click this button to insert a new distribution row.
Delete Distribution
This button appears if you select Percentage or Area for the
distribute by value.
Select a row and click this button to delete it from this page.
Select
This checkbox appears if you select Percentage or Area for the
distribute by value.
Select a row and click the Delete Distribution button to delete
the distribution row.
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Chapter 20
Percentage
Processing Payments for Payables Leases
This field appears if you select Percentagefor the distribute by
value.
Enter a percentage amount for this distribution line.
Percentage amounts must equal 100% to be valid.
Area
This field appears if you select Areafor the distribute by value.
Enter the area for this distribution line.
All lines must add up to the total rentable area for the lease to be
valid.
Valid
Used to indicate a valid combination of ChartFields. When
activating the lease, edit checking will be provided and the
checkbox will be selected for each row representing a valid
combination of ChartFields. A lease cannot be activated until
every accounting distribution is marked as valid.
Creating Payable Manual Fees
Use the Payment Transactions - Create Payable Manual Fees page (RE_TXN_ADHOC_SEC) to add
manual fees and create single payment transactions.
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Navigation
Real Estate Management, Lease Administration, Payables Leases, Maintain Lease, Financial Terms
Click the Create Payable Manual Fees button.
Image: Payment Transactions - Create Payable Manual Fees
This example illustrates the fields and controls on the Payment Transactions - Create Payable Manual
Fees. You can find definitions for the fields and controls later on this page.
364
Schedule Date
Enter the date on which you want to schedule the transactions
for payment.
Invoice Number
Enter the invoice number, if you do not want the system to
create one for you, to be used when creating the payment.
Manual Fee Type
Enter the manual fee type.
Amount
Enter the payment amount.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Chapter 20
Processing Payments for Payables Leases
Running the Interface to AP/Billing Process
This section provides an overview of the Interface to AP/Billing process and discusses how to run the
Interface to AP/Billing process.
Page Used to Manage Interfaces to AP/Billing
Page Name
Definition Name
Navigation
Usage
Manage Interfaces to AP/
Billing
RUN_TXN_INTFC
Real Estate Management,
Lease Administration,
Integrations, Manage
Interface to AP/Billing
Enter the run control
parameters to generate
transactions into PeopleSoft
Payables to create vouchers
and payments.
Understanding the Interface to AP/Billing Process
PeopleSoft Real Estate Management uses existing PeopleSoft Payables functionality to generate vouchers
and payments to the landlords or payees. When you run the Interface to AP/Billing process, the system
sends approved PeopleSoft Real Estate Management payment information to the PeopleSoft Payables
Voucher Build and Voucher Edit staging tables. After the information is sent, the PeopleSoft Payables
application continues with the process flow by generating the vouchers and payments to the landlord and
also generating the appropriate accounting information for posting to the general ledger.
The Interface to AP/Billing process populates four tables:
•
Voucher Headers (VCHR_HDR_STG)
•
Voucher Lines (VCHR_LINE_STG)
•
Voucher Line Distributions (VCHR_DIST_STG)
•
Voucher Payments (VCHR_PYMT_STG)
To populate these tables, this process groups the transaction details by each lease and inserts a voucher
header for each lease and payee combination. A voucher line is created for every transaction detail for
that lease and payee combination and the system inserts the distribution lines that correspond to those
details. The distribution detail defaults from the Contract Accounting Rules process that uses the Lease
Administration Accounting Rules setup and the transaction detail information, such as the transaction
routing code.
The transaction routing code that is associated with a transaction detail also provides processing
information that relates to withholding tax and sales and use taxes. Since the AP Voucher Build/Edit
populates most of the information that is not provided by the interface, it is recommended that you set up
the transaction routing codes using the Default option.
For example, if a payables business unit and supplier are set up to use withholding, the transaction routing
code Withholding is set to let the PeopleSoft Payables system provide the applicable withholding code.
The default can be set to No to avoid withholding on a specific transaction detail that is not subject to
withholding. Setting a transaction routing code Withholding to Yes for sending transactions to a payables
business unit that is not set to collect withholding tax, or for a supplier not subjected to withholding tax,
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
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Processing Payments for Payables Leases
Chapter 20
places the generated voucher in Error/Recycle state as the necessary additional withholding information is
not defaulted.
To create the vouchers in PeopleSoft Payables for the PeopleSoft Real Estate Management transactions,
PeopleSoft Payables runs the AP Voucher Build/Edit process, which takes the data from the staging tables
after they are populated. This process uses the information provided in the tables, populates values for
fields that were not populated, and verifies the integrity of the generated voucher. If any issues are found,
the voucher is set in error and can be reviewed online or recycled in batch. The voucher is not available
for further processing until all errors are corrected.
Note: You can also use the Interface to AP/Billing process to generate invoices to tenants for receivables
leases. When generating the process, consider setting up separate run control IDs for generating billing
and payables transactions. If you use only one run control ID, the system generates all transactions for
both invoices and payments.
Prerequisites
Before you run the Interface to AP/Billing process, verify that transactions in the transaction queue are in
Approved status.
Manage Interfaces to AP/Billing Page
Use the Manage Interfaces to AP/Billing page (RUN_TXN_INTFC ) to enter the run control parameters
to generate transactions into PeopleSoft Payables to create vouchers and payments.
Navigation
Real Estate Management, Lease Administration, Integrations, Manage Interface to AP/Billing
Image: Manage Interfaces to AP/Billing page
This example illustrates the fields and controls on the Manage Interfaces to AP/Billing page. You can find
definitions for the fields and controls later on this page.
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Chapter 20
Processing Payments for Payables Leases
Business Unit
Enter a business unit to generate transactions that are specific to
that business unit.
Lease Number
Enter a lease number to generate transactions for that lease. You
must enter a business unit before you can enter a lease number.
Interface Selection
Payables
Select to send all payables transactions for the business unit
and lease number parameters to the staging table. If you leave
both fields blank, the system sends all approved transactions for
payables leases to the payables staging table.
Billing
Select to send all billing transactions for the business unit and
lease number parameters to the staging table. If you leave both
fields blank, the system sends all approved transactions for
receivables to the Billing staging table.
See Understanding the Interface to AP/Billing Process.
Viewing Pending Lease Payables
This section discusses how to inquire about pending lease payables (also commonly referred to as the rent
roll report).
PeopleSoft Real Estate Management enables you to view the list of pending lease payables. This
interactive inquiry enables you to filter the criteria and view all the active leases with pending payments
and their schedules.
Page Used to View Pending Lease Payables
Page Name
Definition Name
Navigation
Usage
Pending Lease Payables
RE_RENTROLL_INQ
Real Estate Management,
Lease Administration,
Reports, Pending Lease
Payables
Inquire on the pending
payments for a lease. You can
view the payment types and
the scheduled date that the
transaction is to be processed
for all payments that are
associated with the lease.
Pending Lease Payables Page
Use the Pending Lease Payables page (RE_RENTROLL_INQ ) to inquire on the pending payments for a
lease.
You can view the payment types and the scheduled date that the transaction is to be processed for all
payments that are associated with the lease.
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367
Processing Payments for Payables Leases
Chapter 20
Navigation
Real Estate Management, Lease Administration, Reports, Pending Lease Payables
Image: Pending Lease Payables page
This example illustrates the fields and controls on the Pending Lease Payables page. You can find
definitions for the fields and controls later on this page.
Enter the business unit and click Search to view all of the leases with pending payments and their
schedules within that business unit. To view a filtered list, enter search criteria in the fields and click
Search. Click Clear to clear all of the search criteria and results.
Due Date From and To
Select the date range for pending transactions that are scheduled
within that range.
Lease Administrator
Select to view pending transaction schedules that are associated
with that lease administrator.
Portfolio Manager
Select to view pending transaction schedules that are associated
with that portfolio manager.
Pending Lease Payables
368
Term
Displays the type of transaction that is scheduled. The term can
be for base rent, operating expense, miscellaneous rent, and so
on.
Schedule Date
Displays the date that the transaction is expected for payment.
Generated Date
Displays the date that the transaction generator processed the
transaction and placed it into the transaction queue.
Payee
Displays the entity to whom the payment is made.
Schedule Status
Displays transaction schedule status, whether the transaction is
pending, or was generated to the transaction queue.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Chapter 20
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Processing Payments for Payables Leases
369
Appendix A
Configuring Batch Processes
Configuring Temporary Tables for Batch Processing
When you run batch processes in parallel, you risk data contention and deadlocks on temporary tables. To
avoid this, PeopleTools enables you to dedicate specific instances of temporary tables for each process.
When PeopleSoft Application Engine manages a dedicated temporary table instance, it controls the
locking of the table before use and the unlocking of the table after use.
When you decide how many temporary table instances to dedicate for a process, consider the number of
temporary tables that the process uses. More instances result in more copies of the temporary tables on the
system. For example, if a process uses 25 temporary tables and you have 10 instances for a process, you
will have 250 temporary tables on the system.
If you run processes in parallel and all of the dedicated temporary table instances are in use, the
performance of the process decreases. You need to find a balance that works for your organization.
Note: When you specify the number of instances, PeopleSoft Application Designer displays a list of the
temporary tables for the process. Use the list to determine how many temporary tables each process uses.
Specify how many temporary table instances to dedicate for each of the following batch processes that
can run in parallel in PeopleSoft Real Estate Management:
•
Critical Date Notification Generator (RE_CRDT_GEN)
The Critical Date Notification Generator process uses these temporary tables:
•
•
RE_CDNT_TAO
•
RECDNTID_TAO
FAS-13 Schedule Generator (RE_FASB_GEN).
The FAS-13 schedule Generator process uses this temporary table (RE_FASB_TAO).
•
Recurring Transactions Schedule Generator (RE_GENTRANS).
The Recurring Transactions Schedule Generator process uses these temporary tables:
•
RE_GENDTL_TAO
•
RE_GENTXN_TAO
•
RE_PROVAR_TAO
•
RE_TRMAMT_TAO
•
RE_LS_EXP_TAO
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371
Configuring Batch Processes
•
•
Appendix A
RE_LSXBU_TAO
Send Billing Transactions to TBP (RE_INTFC_TBP).
The Send Billing Transactions to TBP process uses these temporary tables:
•
•
RE_INTFC_TAO
•
RE_TXN_TAO
Lease Admin Pagelet data (Summary Tables) Collector (RE_PGLT_DATA).
The Lease Admin Pagelet Data (Summary Tables) Collector process uses this temporary table
RE_SPCUTL_TAO.
•
Request for Employee Location Assignments from CAFM (RE_REQ_ELOC).
The Request for Employee Location Assignments from CAFM process uses this temporary table
RE_EMPLOC_TAO.
•
Request for Property Size and Occupancy from CAFM (RE_REQ_PROP).
The Request for Property Size and Occupancy from CAFM uses this temporary table
RE_PROP_TAO.
•
Post FASB Schedules to GL (RE_STGL_POST).
The Post FASB Schedules to GL process uses these temporary tables:
•
•
RE_STGLS_TAO
•
RE_STGLT_TAO
Rent Variance Extract (RE_RENT_VAR)
The Rent Variance Extract process uses these temporary tables:
•
RE_PRIRNT_TAO
•
RE_PRIVAL_TAO
•
RE_RNTSCH_TAO
•
RE_RNTTRM_TAO
•
RE_RNTTXN_TAO
•
RE_RNTVAR_TAO
The PeopleTools documentation discusses the usage of temporary tables in detail and describes how to
specify the number of instances.
372
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Appendix A
Configuring Batch Processes
If you run any of the PeopleSoft General Ledger COBOL processes, you should also configure the
temporary tables for those processes. The PeopleSoft General Ledger documentation discusses how to do
this in detail.
PeopleTools: Application Engine
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
373
Appendix B
Scenarios for PeopleSoft Real Estate
Management
Understanding Troubleshooting
The scenarios explained here are examples of how to use some of the features within PeopleSoft Real
Estate Management. These real-life examples describe some of the intended uses of these features,
enabling you to understand how these features might be applied to your own organization.
Note: The real-life scenarios described within this documentation may not conform to the business rules
and procedures within your organization. Do not construe these examples as consulting or implementation
advice for your specific industry or your individual organization. You should adapt or disregard the
information here based on the needs of your organization. Oracle does not guarantee that the information
included here will work as intended within your environment.
Scenario: Set up for Creating a Contract from a Lease
Lease Administration is integrated with PeopleSoft Billing through the Transaction Billing Processor
which is owned by PeopleSoft Contracts. In a background process, the system will create a contract for
every receivables when the lease is activated. It is through this contract that the lease establishes the
integration to PeopleSoft Billing. The following sections describe the one-time setup required for the
contract to be created when a receivables lease is activated.
Bill Cycle Page
The ON-DEMAND bill cycle needs to be setup prior to use. If this is not setup an error, will occur during
lease activation.
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375
Scenarios for PeopleSoft Real Estate Management
Appendix B
Access the Bill Cycle page (Set Up Financials/Supply Chain, Product Related, Billing, Setup, Bill Cycle)
Image: Bill Cycle page
This example illustrates the fields and controls on the Bill Cycle page. You can find definitions for the
fields and controls later on this page.
Real Estate Management Business Unit Setup
There are three fields to be setup in RE Business Unit under billing defaults:
376
•
Billing Type: This value is prompted from PeopleSoft Billing setup. If this value is left blank, this
value will be populated from the PeopleSoft Contracts business unit setup. If you do not enter this
value in the PeopleSoft Contracts business unit setup, the system will raise an error when the user
activates the lease.
•
Bill Source: This value is prompted from PeopleSoft Billing setup. If this value is left blank, this
value will be populated from the PeopleSoft Contracts business unit setup. If you do not enter this
value in the PeopleSoft Contracts business unit setup, the system will raise an error when the user
activates the lease.
•
Bill By: This value is prompted from PeopleSoft Billing setup. This value can be blank on the
PeopleSoft Contracts business unit setup also.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Appendix B
Scenarios for PeopleSoft Real Estate Management
Access the Real Estate Management Business Unit – Transaction Settings page (Set up Financials/
Supply Chain, Business Unit Related, Real Estate Management, Lease Administration, LA Business Unit
Definition, Transaction Settings)
Image: Real Estate Management Business Unit – Transaction Settings page
This example illustrates the fields and controls on the Real Estate Management Business Unit –
Transaction Settings page. You can find definitions for the fields and controls later on this page.
Contracts Business Unit Setup
On the Contracts Business Unit – BU Definition page, you must enter a valid BI Unit.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
377
Scenarios for PeopleSoft Real Estate Management
Appendix B
Access the Contracts Business Unit – BU Definition page (Set Up Financials/Supply Chain, Business
Unit Related, Contracts, Contracts Definition)
Image: Contracts Business Unit – BU Definition page
This example illustrates the fields and controls on the Contracts Business Unit – BU Definition page. You
can find definitions for the fields and controls later on this page.
On the Contracts Business Unit – Defaults page, select REALESTATE for the Bill Source value.
The bill source is used to create the bill plan for the contract that is created when a receivables lease is
activated. This bill plan is used by the transaction billing processor to perform bill processing for Real
Estate transactions for the lease. It does not need to be a specific value, but a value must be selected for
this field, either in the Contracts business unit setup or in the Lease Administration business unit setup. If
no values for the Bill Type and Bill Source are found in the Lease Administration business unit setup then
the values setup in the Contracts business unit setup will be used. If the Bill Type is not setup, an error
will occur when the lease is activated.
378
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Appendix B
Scenarios for PeopleSoft Real Estate Management
Access the Contracts Business Unit – Defaults page (Set Up Financials/Supply Chain, Business Unit
Related, Contracts, Contracts Definition, Defaults)
Image: Contracts Business Unit – Defaults page
This example illustrates the fields and controls on the Contracts Business Unit – Defaults page. You can
find definitions for the fields and controls later on this page.
Customer Validation
You must verify that the customers are available for selection from the Bill to Customer ID field Prompt
for the Bill Plan in PeopleSoft Contracts. This field (BILL_TO_CUST_ID) is driven by the PeopleSoft
Billing Business unit. The billing business unit is defined on the Contracts Business Unit Definition page.
To verify the information is defined correctly:
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379
Scenarios for PeopleSoft Real Estate Management
Appendix B
1. Navigate to the Customer Contracts – General Information page (Customer Contracts, Create and
Amend, General Information).
2. Add a new contract and enter at least one line.
3. Save the contract.
4. Click the Billing Plans link.
5. Select a contract line and assign a billing plan B101.
6. Click the Bill To Customer prompt and verify your customers are available for selection. If a customer
is not visible in this prompt, verify that the PeopleSoft Billing business unit is mapped to the same
SetID as the customer.
Contract Status Setup
Because PeopleSoft Contracts does not allow the creation of an active processing status as a default value,
you will need to follow the steps in the following workaround:
1. Access the Contract Status page (Set Up Financials/Supply Chain, Contracts, General Options,
Contract Status).
2. Add a new value. Use ACTIVE as the contract status.
3. Add a description and select the Pending processing status.
4. The Default checkbox will now appear on the page. Select this checkbox.
5. Select the Active processing status.
Note: Do not deselect the Default checkbox.
6. Click Save and ignore any warning messages received.
Unit of Measure Setup
Real Estate Management uses the following Units Of Measure:
•
Square Feet (SQF)
•
Square Meters (SM)
If the UOM is not setup, the system will display an error during lease activation. Navigate to Set Up
Financials/SupplyChain, Common Definitions, Units of Measure, Units of Measure to define these
values.
380
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Appendix C
PeopleSoft Real Estate Management
Reports
PeopleSoft Real Estate Management Reports: A-Z
Report ID and Report
Name
Description
Navigation
Run Control Page
RE_CRTICDT_INQ
View the online inquiry of
critical dates and associated
options. The critical dates
inquiry page is a summary
reminder of important tasks
requiring action by a specific
date. This interactive report
supports the business process
for options and critical dates.
Real Estate Management,
Lease Administration,
Reports, Critical Dates
Inquiry
Not Applicable
Real Estate Management,
Lease Administration,
Reports, Lease Abstract
Not Applicable
Real Estate Management,
Lease Administration,
Reports, Lease Abstract
Worksheet
Not Applicable
Critical Dates Inquiry
See Defining Lease Options
and Critical Dates.
RE_LS_ABSTRACT
Lease Abstract
Displays a summary of the
lease terms and conditions
entered into the system. This
report supports the business
process of creating lease
abstracts.
This report is the same as the
Lease Abstract Worksheet
below, but is populated with
the lease information, as
opposed to a blank worksheet.
See Understanding Lease
Abstracts.
RE_ABS_WRKSHEET
Lease Abstract Worksheet
Displays a blank copy of the
lease abstract worksheet. This
report is used to manually
capture terms and conditions
of a lease to enter into the
system. This interactive report
supports the business process
of creating lease abstracts.
See Understanding Lease
Abstracts.
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381
PeopleSoft Real Estate Management Reports
Appendix C
Report ID and Report
Name
Description
Navigation
Run Control Page
RE_LEASE_INQ
View the online inquiry
of general terms and the
financial summary for
payables leases. This report
supports the business process
for creating and maintaining
leases.
Real Estate Management,
Lease Administration,
Payables Lease, Lease
Inquiry
Not Applicable
Real Estate Management,
Lease Administration,
Receivables Lease, Lease
Inquiry
Not Applicable
Select properties on this
interactive report to view
all payables and receivables
leases associated with those
properties.
Real Estate Management,
Lease Administration,
Reports, Leased Property
Report
Not Applicable
Displays the lease-related
financial obligations of the
tenant. Minimum Future
Lease Obligations is used to
review and report all future
rent obligations that, as of the
date of preparing the report (
usually at the end of the fiscal
year), your organization is
committed to pay. This report
appears in the notes to the
financial statements.
Real Estate Management,
Lease Administration,
Reports, Minimum Lease
Obligation
RE_MIN_LS_INQ
View the online inquiry
of pending payables lease
payments and their schedules.
This interactive report
supports the business process
for processing payments for
payables leases.
Real Estate Management,
Lease Administration,
Reports, Pending Lease
Payables
Not Applicable
Lease Inquiry - Payables
Lease
See Reviewing Basic Lease
Information.
RE_LEASE_INQ
Lease Inquiry - Receivables
Lease
View the online inquiry
of general terms and the
financial summary for
receivables leases. This
interactive report supports the
business process for creating
and maintaining leases.
See Reviewing Basic Lease
Information.
RE_LEASE_PROP
Leased Property Report
RE_MIN_LS_INQ
Minimum Future Lease
Obligation
RE_RENTROLL_INQ
Pending Lease Payables
Note: Commonly referred to
as a rent roll report.
See Viewing Pending Lease
Payables.
382
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Appendix C
PeopleSoft Real Estate Management Reports
Report ID and Report
Name
Description
Navigation
Run Control Page
RE_RECEIVABLE_INQ
View the online inquiry of
pending lease receivables
invoices and schedules. This
interactive report supports
the business process for
processing invoices for
receivables leases.
Real Estate Management,
Lease Administration,
Reports, Pending Lease
Receivables
Not Applicable
View the online inquiry of
basic property information
such as the business unit, site,
location, building, country,
floor, state/province, area,
city, space, and property class.
Real Estate Management,
Lease Administration,
Reports, Property
Information
RE_PROP_INQ
View a list of all occupants
for a property and basic
information such as move in
and move out date.
Real Estate Management,
Lease Administration,
Reports, Property Occupants
Report
RE_OCCUPANT_RPT
Pending Lease Receivables
See Viewing Pending Lease
Receivables.
RE_PROP_INQ
Property Information
RE_OCCUPANT_RPT
Property Occupants Report
RE_RENT_VAR
Rent Variance Extract
RE1001–.RPT
Rent Variance Report
Extract and compute recurring Real Estate Management,
rent variance data for the Rent Lease Administration,
Variance report.
Integrations, Rent Variance
Extract
RE_RENTVAR_EXTRACT
Compare the rent amounts
between the current period
and the prior period, view the
variances in the payments,
and also view indicators for
justifying variance.
Real Estate Management,
Lease Administration,
Reports, Rent Variance
RE_RENTVAR_REPORT
Real Estate Management,
Lease Administration,
Reports, Reported Sales
RE_RPTDSALESINQ
Note: You must run the Rent
Variance Extract Application
Engine process to process the
new recurring transactions
before you run the Rent
Variance report.
RE1000-.RPT
Reported Sales Report
Displays the complete
contents of the Percent Rent
sales reporting worksheet
transactional tables. This
interactive report supports the
business process for percent
rent sales reporting.
See Understanding Percent
Rent Terms.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
383
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