Primavera Unifier Real Estate Management. User, Configuration, and Administration Guides

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1 Primavera Unifier Real Estate Management User, Configuration, and Administration Guides Version 9.10 November 2012

2 Copyright Copyright 1998, 2012, Oracle and/or its affiliates. All rights reserved. Oracle and Java are registered trademarks of Oracle and/or its affiliates. Other names may be trademarks of their respective owners. This software and related documentation are provided under a license agreement containing restrictions on use and disclosure and are protected by intellectual property laws. Except as expressly permitted in your license agreement or allowed by law, you may not use, copy, reproduce, translate, broadcast, modify, license, transmit, distribute, exhibit, perform, publish or display any part, in any form, or by any means. Reverse engineering, disassembly, or decompilation of this software, unless required by law for interoperability, is prohibited. The information contained herein is subject to change without notice and is not warranted to be error-free. If you find any errors, please report them to us in writing. The platform-specific hardware and software requirements included in this document were current when this document was published. However, because new platforms and operating system software versions might be certified after this document is published, review the certification matrix on the My Oracle Support Web site for the most up-to-date list of certified hardware platforms and operating system versions. The My Oracle Support Web site is available at the following URL: If this is software or related documentation that is delivered to the U.S. Government or anyone licensing it on behalf of the U.S. Government, the following notice is applicable: U.S. GOVERNMENT END USERS: Oracle programs, including any operating system, integrated software, any programs installed on the hardware, and/or documentation, delivered to U.S. Government end users are commercial computer software pursuant to the applicable Federal Acquisition Regulation and agency-specific supplemental regulations. As such, use, duplication, disclosure, modification, and adaptation of the programs, including any operating system, integrated software, any programs installed on the hardware, and/or documentation, shall be subject to license terms and license restrictions applicable to the programs. No other rights are granted to the U.S. Government. This software or hardware is developed for general use in a variety of information management applications. It is not developed or intended for use in any inherently dangerous applications, including applications that may create a risk of personal injury. If you use this software or hardware in dangerous applications, then you shall be responsible to take all appropriate failsafe, backup, redundancy, and other measures to ensure its safe use. Oracle Corporation and its affiliates disclaim any liability for any damages caused by use of this software or hardware in dangerous applications. This software or hardware and documentation may provide access to or information on content, products and services from third parties. Oracle Corporation and its affiliates are not responsible for and expressly disclaim all warranties of any kind with respect to third-party content, products, and services. Oracle Corporation and its affiliates will not be responsible for any loss, costs, or damages incurred due to your access to or use of third-party content, products, or services. To view a list of third party technology disclosures related to this product, please see the Notices and Disclosures document for the release. Primavera Unifier Real Estate Management User, Configuration, and Administration Guides

3 Primavera Unifier Real Estate Management Users Guide Version 9.10 November 2012

4 2 Copyright Copyright 1998, 2012, Oracle and/or its affiliates. All rights reserved. Oracle and Java are registered trademarks of Oracle and/or its affiliates. Other names may be trademarks of their respective owners. This software and related documentation are provided under a license agreement containing restrictions on use and disclosure and are protected by intellectual property laws. Except as expressly permitted in your license agreement or allowed by law, you may not use, copy, reproduce, translate, broadcast, modify, license, transmit, distribute, exhibit, perform, publish or display any part, in any form, or by any means. Reverse engineering, disassembly, or decompilation of this software, unless required by law for interoperability, is prohibited. The information contained herein is subject to change without notice and is not warranted to be error-free. If you find any errors, please report them to us in writing. The platform-specific hardware and software requirements included in this document were current when this document was published. However, because new platforms and operating system software versions might be certified after this document is published, review the certification matrix on the My Oracle Support Web site for the most up-to-date list of certified hardware platforms and operating system versions. The My Oracle Support Web site is available at the following URL: If this is software or related documentation that is delivered to the U.S. Government or anyone licensing it on behalf of the U.S. Government, the following notice is applicable: U.S. GOVERNMENT END USERS: Oracle programs, including any operating system, integrated software, any programs installed on the hardware, and/or documentation, delivered to U.S. Government end users are commercial computer software pursuant to the applicable Federal Acquisition Regulation and agency-specific supplemental regulations. As such, use, duplication, disclosure, modification, and adaptation of the programs, including any operating system, integrated software, any programs installed on the hardware, and/or documentation, shall be subject to license terms and license restrictions applicable to the programs. No other rights are granted to the U.S. Government. This software or hardware is developed for general use in a variety of information management applications. It is not developed or intended for use in any inherently dangerous applications, including applications that may create a risk of personal injury. If you use this software or hardware in dangerous applications, then you shall be responsible to take all appropriate failsafe, backup, redundancy, and other measures to ensure its safe use. Oracle Corporation and its affiliates disclaim any liability for any damages caused by use of this software or hardware in dangerous applications. This software or hardware and documentation may provide access to or information on content, products and services from third parties. Oracle Corporation and its affiliates are not responsible for and expressly disclaim all warranties of any kind with respect to third-party content, products, and services. Oracle Corporation and its affiliates will not be responsible for any loss, costs, or damages incurred due to your access to or use of third-party content, products, or services. To view a list of third party technology disclosures related to this product, please see the Notices and Disclosures document for the release.

5 CONTENTS Getting Started Welcome to Real Estate Manager Roles In Real Estate Manager Notification User Mode Vs. Admin Mode If You Need Help Where to Get Support Access to Oracle Support Accessing Real Estate Manager Understanding the Navigation Log Detail Page File Upload window Action forms Record Window Layout Understanding Commonly used Features Searching for Records in Logs Using Real Estate Manager Pickers Print Logs Self-Service Tools Overview My Tasks Actions My Tools Report of Differences Report of Differences > Payables Report of Differences > Receivables Report of Differences > Tax Payables My Tools > Rent Roll My Tools > Batch Tool My Tools > Covenant Details My Tools > Endorsements

6 Contents 4 Using the Sites Overview Site Status Using the Actions from the Sites Log Create a Site New Property from site Activate Site Inactivate Site New Parcel from Site Mark Site as Pending Close Site Cancel Site Mark Site as Closed Generate Shells Display Workflow Start a Transaction Bulk Delete Working on the Detail Page Using the Actions Editing a site record Using the Tabs-Specific Actions Create Site Note Attachments Using Properties Overview Using Properties Actions Create New Property Cancel Property Request Sell Property Create site from this property Create Payable Lease Create Receivable Lease Activate Property Inactivate Property Close Property Sell Property Mark Property as Vacant Mark Property as Closed Change Cancelled Property to Proposed Create One-Time Payment Create One-Time Receivable Mark As OREO Tenanted Mark As OREO Untenanted Mark As Reserved Tenanted Mark As Reserved Untenanted Start a Transaction

7 Contents 5 Display Workflow Generate Shells Bulk Delete Actions from the Detail page Using the Tabs from the Detail Page Leases Parcels Amenities Area Metrics Contacts Transactions Accounting Notes Attachments Using Leases Overview Workflow Understanding the Rent Steps Lease Actions Using Lease Actions Using the Actions from the Detail page Charge Schedule SL Schedule Covenants Dates tab Area Contacts Responsibilities Security Deposits Tenant Improvements (TI) Parking Accounting Savings Metric Transactions Notes Terms Escalation Wizard Stop Payment Notes Attachments

8 Contents 6 Using Parcels Overview Using Actions Create a New Parcel Close Parcel Display Workflow Start a Transaction Actions from the Detail Page Using the Tabs Taxing Authorities Tax Incentive Tax Protests Budget Payables Dates Insurance Accounting Savings Transactions Attachments Notes Using Payables Overview Using the Payables Actions Create One-Time Payment Payables with pending status Request Endorsement Approve Payable Reject Payable Cancel Payable Bulk Delete Endorse Payables with status approved Create Tenant Billback Mark as Released Finalize Rent Roll Actions from the Payables Detail Page Using Receivables Receivables Overview Using the Receivables Actions Receivable Action Description Request Approval Approve Receivable Reject Receivable Endorse

9 Contents 7 Create One-Time Receivable Create Invoice(s) Mark Receivable as Released Write-Off Receivable Voided Receivable Mark Receivable(s) As Released Batch Receivables Using Status-Driven Actions from the Detail Page Request Endorsement Using the Tabs Credit Type Receivable (with negative amount) Using Invoices Invoices Overview Using Invoices Actions Create New Invoice Invoice Release Invoice Bulk Delete Using tabs Using Cash Receipts Overview Using Cash Receipts Actions New Cash Receipt Bulk Delete Using Cash receipts > Tab Cash Receipts with Status UnApplied Apply Cash Void Cash Receipt Attachments Notes cash Receipt batch Cash Receipts with Status UnApplied Apply Cash Void Cash Receipt Using Journal Entries Overview Using Journal Entries Actions Create Journal Entry Bulk Delete Editing A Journal Entry

10 Contents 8 Using Batch Files Overview Using Batch Files Actions New Cash Receipt Batch Bulk Delete Using batch Files > Tabs Using Budget Budget Overview Using the Budget Actions Create New Budget (manually) Updating Budget Records Approve Budget Generate Estimated Budget (Annual Budget) Create Budget Using Import Budget Bulk Delete Payables/Receivables Tab Using Accounting Register Overview Using the Accounting Register Actions Creating an Accounting Record Create One-Time Payment Create One-Time Receivable Bulk Delete Using Remittance Overview Remittance > Payables node Remittance > Receivables Node Using Companies Overview Using the Companies Actions Actions from the Company Detail page Using the Tabs Using Contacts Contacts Create New Contact Activate Contact Inactivate Contact Using the tabs

11 Contents 9 Using Imports Overview Using the Imports Actions Tax Batch and Tax Pay Batch Using Budget Related actions Validate Budget Approve Budget New Budget Batch Import Tax and Import Tax Pay Type Batch Fund Batch Export Actions Using Transactions Overview Using the Actions Complete Transaction Cancel Transaction Creating a new Transaction Actions from the Transaction Detail Page Using the Tasks Tab Using the Details tab Using the Codes Tab Using the Contacts Tab Using the Savings tab Using the Notes and Attachments tabs Using Documents Overview Using Actions Using Dates Overview Using Actions Appendix i Transaction and Related Tasks ii Properties iii Lease iv Lease Statuses v Site v

12 Contents 10

13 1 GETTING STARTED In this chapter Real Estate Manager landing page Unifier dependencies Roles in Real Estate Manager Real Estate Manager interface Record hierarchy Audit log Reporting

14 Chapter 1: Getting Started Welcome to Real Estate Manager 2 WELCOME TO REAL ESTATE MANAGER The Real Estate Manager (RE manager) provides an end-to-end lease administration solution. Whether you re a landlord or a property management company, the Real Estate Manager is designed to meet all your real estate accounting needs. Having an inherent ability to gather and organize information, the manager provides real-time access to leased, owned, and sub-leased properties including all their accounting transactions. Being integrated with Unifier, the application is highly scalable, which allows you to access and keep track of facilities, including sites, properties, and leases, even if they are dispersed globally. The RE manager automates the workflow of corporate real estate management. It gathers property, lease, and tenant details; generates payables, receivables, invoices and budget records; keeps track of journal entries; maintains the accounting register; exports data to third-party systems; and more, including: Self-Service Tools (My Tasks, My Tools): Allows you to process tasks, payables, and receivables. See Self-Service Tools" for details. Property and Lease management: Allows you to set up operating companies, including creating and managing new vendor company details. You can also create and manage property, site, parcel, and lease records. See Using the Sites" and Using Properties" for details. Real Estate Accounting Management: Generates invoices, payables and receivables, and reports future updates to accounting records. Transaction Management: Creates and manages transactions and related tasks. See Using Transactions" for details. Reporting: Generates User-Defined Reports (UDR).

15 Chapter 1: Getting Started Roles In Real Estate Manager 3 ROLES IN REAL ESTATE MANAGER Roles are assigned to you by an administrator. You can have more than one role in RE manager. The tasks that you can perform are based on the status of a record and your role or roles in the application. What you see in the application is controlled by your role, from nodes you see in the Navigator, to fields that are available to you on the various windows in the application. Depending on your role, and the state of the records, you might be able to view records and take no action, or your access to certain actions in the RE manager might be limited or not permitted. Note: If you are an administrator, refer to Business Roles chapter for more information on creating new roles. NOTIFICATION When the status of a record changes, you may, depending on the role assigned to you and other specific conditions, receive an notification of the status change, if you are the contact of a record. You can view the changed record from the logs. USER MODE VS. ADMIN MODE The Real Estate Manager is configured for use in both User and Administration modes. By default, when you log in, you will be in User Mode. To switch to Administration Mode, select the dropdown arrow next to User Mode and click Administration mode.

16 Chapter 1: Getting Started If You Need Help 4 IF YOU NEED HELP If you have a question or need further assistance regarding a specific feature in Unifier, you can refer to Unifier Help, Unifier Administration Guide, Unifier and udesigner Reference Guide. For Real Estate Manager, the documentation set is available in the form of an online help system both user guide and administration guides are available from the Help menu. To access online help or guides Click the Help menu from any Unifier window, and choose one of the following: Unifier Help: Accesses the Unifier online help system. Download PDF: Allows you to download all PDF help files. WHERE TO GET SUPPORT If you have a question about using Oracle products that you or your network administrator cannot resolve with information in the documentation or help, click This page provides the latest information on contacting Oracle Global Customer Support, knowledge articles, and the support renewals process. ACCESS TO ORACLE SUPPORT Oracle customers have access to electronic support through My Oracle Support. For information, visit or visit if you are hearing impaired.

17 Chapter 1: Getting Started Accessing Real Estate Manager 5 ACCESSING REAL ESTATE MANAGER The Real Estate Manager is part of Unifier and as you log in to Unifier, the application appears as one of the tabs in Unifier. To access Unifier Real Estate Manager In Unifier, click the CRE (Corporate Real Estate) tab. Note: The name of this tab is configurable. Your company may use a different name for this tab. Depending on the role/permission assigned to you by your administrator, you can view and access the entities in the navigator and records in the application.

18 Chapter 1: Getting Started Understanding the Navigation Log 6 UNDERSTANDING THE NAVIGATION LOG The Real Estate Manager is comprised of several nodes (for example. Properties, Sites, Accounting). Access to specific nodes is dependent upon your role assigned by your administrator in the application. Click the node name in the navigator (on the left) to access the navigation log for that node. The log lists the records for that node. The log view that you see can also varies depending on the role or roles you are assigned in the application. You can sort log columns in ascending or descending order by clicking the column headers (e.g. Record Last Updated Date, Site ID). The records that you see in a log can be filtered according to your role. Log Toolbars Each navigation log has toolbars with menu choices and buttons. File > Open: Opens an existing record. Select a record from the log and choose File > Open. Edit: > Delete: Select a record from the log and choose Delete. Any related records in tabs (child records) are deleted as well as the parent record. Note: In most cases, delete functionality is limited to Administrative users. > Saved Searches: Manages saved searches. See Searching with a saved search". View: All: View > All to display the complete list of records in the log that was filtered by a search. See Searching for records". Find: Search for records in the log. See Searching for records". Audit Log: Allows you view all the changes in records. See Audit Logs" on page 7 Help: Allows you to access Unifier and Real Estate Manager documentation. Toolbar Open: Select a record in the log and click Open to open the record. New: Click to create a new record. Complete the form and click Save. Copy: Select a record in the log and click Copy to create a new record using an existing record as a base. Modify the form and click Save. Any related records in tabs (child records) are copied to the new record. Action: Take action on selected record or records. The actions you can take depend on the record type listed in the log, and the status of the record, and your role in the application. The actions are status-driven and are described in the context of the type of record with which you are working. Find: Search for records. See Searching for records" on page 10. Filtered By: Select a saved search to filter the log. See Searching for records" on page 10.

19 Chapter 1: Getting Started Understanding the Navigation Log 7 Audit Logs Your access to the audit log can vary depending on your role in Real Estate Manager. To view the Audit log for all records in a log: Click View > Audit Log. This lists all the changes you have made on records. To view the Audit log for a particular record: Select a record and click the Audit Log button to list all of the changes for that particular record. DETAIL PAGE Once you open a record from the navigation log, it opens in a detail page with tabs and additional actions that you can perform from that page. A detail page consists of upper form, tabs, and child log (also known as relation log). FILE UPLOAD WINDOW You can upload documents using the File Upload Window. The window is usually available from the Attachments tab. This window includes the following fields. Field Document Title Document Date File Name Do this Enter the document title. Enter the date when the file is created. Auto-populated with the imported.csv file path.

20 Chapter 1: Getting Started Understanding the Navigation Log 8 Record toolbars The records have a view mode and an edit mode. Tabs are accessible in view mode. When in view mode, the main form toolbar displays: Edit: Click to modify the record and click Save. Print: Click to display a print view of the record, or select the check boxes to display a print view of certain sections of the record, and then click the Print icon. See Print Logs" on page 12 for details. Audit: Click to list the changes that have occurred on the record. Action: Click to select an action to perform on the record. The actions you can take depend on your permissions and the record status. Not all forms have actions available. Close Window: Click to close the record window with no change. When in edit mode, the toolbar displays: Save: Click to save the record changes and returns the record to view mode. Cancel: Click to cancel changes and return the record to view mode. When in edit mode, you can edit the parent record only. You must save the record and enter view mode to access the tabs (child records). ACTION FORMS Some records have associated actions accessible from the Action menu at the top of the record window. These actions may or may not have forms; if they do, the forms allow you to enter information into the record, or enter information that is necessary for the action to be completed. The actions that are available on a record can vary depending on your role and the status of the record. Hyperlinked Records on Forms The record forms contain your data. Some fields on the forms are hyperlinks that allow you to have access to more details of a particular record. For example, a lease ID record on a site form can be a hyperlink and once you click on the hyperlink, it opens a form with details associated with a lease record. Also, some records have the concept of a parent record and child records. The record forms have a main form, where general data about the record resides. The main forms are modified by edits that you make. Click Edit button on actions forms to switch to edit mode. Fields that require mandatory input are designated with an asterisk (*). Read-only fields are greyed-out and do not allow user input. Make sure you click Save to save the changes. Tabs-specific Actions Depending on the status of a record, you can perform actions from the upper form of a detail page.

21 Chapter 1: Getting Started Understanding the Navigation Log 9 Common Fields and Data in Records Following fields appear in most of the records: In this field Created By Last Updated By Creation Date Last Updated Date This data appears System populated. The user who created the record. System populated. The user who updated the record. System populated. Date the record was created. System populated. Date the record was last updated. RECORD WINDOW LAYOUT Information on parent records resides in the top portion of the record window. The child tabs are in the bottom portion of the window. These tabs list the records associated with the main form (the child records associated with the record). Not all records have tabs, but those that do follow the structure are described in this section. Child Records Many records have tabs at the bottom of the record that allow you to add additional information related to the record. The tabs represent relation logs that list the related records, which are child records of the parent record. For example, for a Transaction parent record, the Tasks tab relation log (child log) can list child records (tasks) related to that parent record (Transaction). The relation log has actions similar to those described for the parent log in Log Toolbars" on page 6. The tabs are located adjacent to a child log: Scroll bar: Can appear as needed on the right margin of the window. Use to scroll the window up and down. Demarcation line: Can appear as needed in about the center of the window to demarcate Upper form and detail form. Hover the mouse over the line until you see the two-headed arrow and pull the line up to allow more window for the Referenced Area (tabs and child records), or pull the line down to allow more window for the parent record data. Minimize/Maximize: Double-click on the tab header (e.g. Current Tab - Properties) to minimize the Referenced Data (tabs that contain child records) area; drag the Demarcation line to return to view the tabs. Form Layout Window When you open a record in Lease Management, the form layout window for that record stays open until you close it. This allows you to work with several application windows at once. This includes the windows for child records. The main record window remains open and accessible when you open a child record window.

22 Chapter 1: Getting Started Understanding Commonly used Features 10 UNDERSTANDING COMMONLY USED FEATURES The most commonly used features are described in this section. Navigation tasks include: Searching for Records in Logs" Using Real Estate Manager Pickers" Managing Saved Searches in Logs" Audit Logs" Print Logs" SEARCHING FOR RECORDS IN LOGS You can search for records in the Real Estate Manager logs (for example, Property, Lease). You can use a conventional search, or create and use an existing saved search. Searching for records To search for a record 1 Navigate to the log you want to search (for example Property, Site, Lease). 2 Click Find. The Find window shows. 3 Depending on your requirement, enter the search criteria. 4 Click Search. The search filters the records and the log displays the records that meet the search criteria. 5 Choose View > All to display the complete list of records in the log. Searching with a saved search To use a saved search You can use saved searches created by you or by other users in the system. 1 Navigate to the log (for example Property, Site, Lease) 2 Select a saved search from the Filtered by drop-down menu in the toolbar. The log displays the list of records that match the search criteria specified in the saved search. Managing Saved Searches in Logs You can reuse your saved searches. You can also make your saved searches available to other users by marking them as Public. By default, the saved searches you create are available to you, and cannot be accessed by other users. You can add searches created by other users (and marked as public) to your list of saved searches.

23 Chapter 1: Getting Started Understanding Commonly used Features 11 To create a saved search 1 Navigate to a log. 2 Click Find. 3 Enter the search criteria. 4 Enter a saved search name in the Save As field. 5 Click Save. 6 Click the Filtered By drop-down menu to view the saved search. To manage a saved search 1 Navigate to a log. 2 Select Edit > Saved Searches. The Manage Saved Searches window opens. 3 Update the fields as necessary: In this field Order Name Description Default Public Owner Toolbar items Save Public Searches Remove Move Up/Move Down Update Order Close Window Do this Change the order of saved searches by clicking on the Order column and entering a positive number. Clicking on the Order column also re-arranges the order of the list in an ascending or descending order. Change the name of a saved search by clicking on a Name and entering a new name. You can rename only the saved searches that you have created. You cannot edit other users saved searches. Enter a description for your saved search (up to 150 characters). You can add a description only for saved searches you have created. Select the check box to make a saved search your default search and this will display in the Filtered by drop-down menu. Select the checkbox and click Save to designate a saved search as public and make it available to other users. You can deselect the Public checkbox to make the saved search private. By default, the saved searches you create are private, and you must mark them as public to make them available to other users. Lists the owner of the saved search, which is usually the creator. Click Save to save your changes. All changes occur only when you save them. Select the saved searches you want to use. Select one or more searches and click Select to add the search to your saved search list. You cannot modify saved searches created by other users. Select one or more searches and click Copy. This copies the search so you can modify it to create a new search. The new search is initially marked as private. Select a search and click Remove to delete a saved search. You can delete only saved searches that you have created. Select a saved search and click Move Up or Move down to reorder the searches in your list. Click to preview the revised order of the saved searches. The new ordering is saved when you click Save. Click to close the Manage Saved Searches window.

24 Chapter 1: Getting Started Understanding Commonly used Features 12 4 Click Save. USING REAL ESTATE MANAGER PICKERS Real Estate Manager uses pickers to enable you to choose from the lists of records and add more details to a record. For example, this is an example of the Contacts Picker: The picker shows columns of data related to the type of record being selected. Note: Some pickers support the creation of new records directly from the picker. In that case, you will see an additional New button on the toolbar. Click New to create a new record. To select a one record or several records from the picker 1 From the picker, select one or more records. Note: Some pickers do not allow the selection of multiple records. To select multiple records, first press the CTRL key and then select the records. 2 Click Select. PRINT LOGS You can print a log, or print the record and its associated tabs, as needed. To print a log 1 Select a node. 2 Press CTRl+P. The Print window opens. 3 Click Print. To print records in tabs 1 From the navigator, select an node (e.g., Properties, Sites) to open a navigation log. 2 Select a record and click Open to open a record from the log. 3 Click Print. The Print window opens. 4 Select the tabs you want to print by clicking on the check boxes adjacent to the tab names. You can select or deselect all of the tabs by selecting or deselecting the Select All checkbox. Once you select a tab, the body of the record is selected by default. 5 Click the Print icon, located at the upper left-hand corner of the window. The Print window opens. The print preview opens in a new browser window, showing the content of each record and any selected associated tabs.

25 2 SELF-SERVICE TOOLS In this chapter Overview" My Tasks" My Tools"

26 Chapter 2: Self-Service Tools Overview 14 OVERVIEW Once you login to Real Estate Manager, you are automatically logged into self-service nodes called My Tasks allowing you to view and take actions on the tasks that are assigned to you as well as the status of the each task. See My Tasks" for more information. My Tools comprises of tools that allow you to perform actions on existing payables, receivables and tax payables. See My Tools" for more information.

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