Aareal. BK 01 Mieten Management Automated and integrated

Transcription

1 Aareal BK 01 Mieten Management Automated and integrated

2 2 Automated and integrated with BK 01 Mieten Management, bookkeeping and bank accounts go hand in hand For every company in the housing and property industry, it is essential to ensure sufficient liquidity to keep its business activities running. Naturally, the company s chief concern is that the booking of rental payments or common charges and maintenance reserves in the case of third-party management runs as smoothly as possible. Within the framework of managing own and third-party property, BK 01 Mieten Management ensures that standard transactions relating to incoming payments and their follow-up processes are processed quickly, correctly and in accordance with the highest standards. If desired, everything can be completely automated. Account system and management of accounts receivable in perfect harmony The extensive automation of incoming payments is actually the core functionality of the BK 01 procedure. All other benefits of the procedure are derived from the fundamental principles of this functionality. Two basic functions, in particular, lay the foundation for the automation: the BK 01 account number, a unique identifier for all payments in the form of a virtual account number; an unlimited number of BK 01 account numbers is available for each actual account BK 01 Kom, a tool for secure electronic data exchange and electronic order signatures 1) that also enables you to completely automate the daily import of electronic account information These are the basic functions that then systematically bring bank accounts and electronic corporate accounting together: 1. With the BK 01 procedure, you use an account management system that enables us to precisely map your business model and specific banking requirements, and offers you convenient additional functions, which you can access via the interface of your BK 01-licensed ERP system. 1) When it comes to the ERP system Blue Eagle/SAP and the next configuration level of Wodis Sigma, belonging to Aareal Bank s subsidiary Aareon AG, the functionalities of BK 01 Kom are replaced by a so-called Integrated Signature that can be used via the ERP system.

3 3 Manual Manual Manual 1. Payment of rent to the corporate account 2. Acquisition of account information 3. Allocation of the payment 4. Booking of the payment to the tenant s account Conventional manual payment process Automated 1. Payment of rent to the corporate account Savings of time and resources 2. Booking of the payment to the tenant s account Integrated BK 01 procedure 2. The processes stored in the ERP system are optimised for BK 01 using the BK 01 module. Manual processing steps are automated, with entire work processes being interlinked to form automatically running chains. The BK 01 modules are unique for each ERP system and always tailored precisely to the specific functionality and usual workflows of the respective system. The modules, which you can use free of charge, were developed in cooperation with the ERP system manufacturers, are part of the release planning and thus regularly enhanced. The BK 01 account number small driver of a comprehensive system The automated processes in the bank account system and corporate software are driven by the BK 01 account number. For incoming payments, such a number is assigned to every lease contract and all other allocations to an account (service charges and the like). From then on, the account number, including the integrated check digit 2), is the unequivocal identification medium for all payments relating to a particular contract. It provides an automatic allocation rate of up to 100 percent. And it offers the option of initiating all process steps that can or must be completed in relation to the respective rental payment automatically. This also applies to all standardised correspondence and evaluations. The effect is noticeable immediately: work that was previously done manually is now completed automatically. You win back resources that you can use for value-adding activities. You save time on all standard transactions, thus improving your company s cost structure. Added value in the decisive details Identification of chargebacks Whether you receive your credit items via direct debit or bank transfer makes no difference to the functionality of the BK 01 procedure or the quality of the allocation. What s more: Chargebacks relating to direct debits set up via the BK 01 procedure are also reliably identified (both as a chargeback and in terms of the affected contract) and allocated by your ERP system. In most ERP systems, chargebacks generate new debt claims with the respective date of receipt. The BK 01 account number system offers the option of showing the chargeback and the resulting chargeback fee separately. BK 01 is thus able to establish a relation to the original claim in these ERP systems. 2) with the exception of BK 01 account numbers belonging to users of the GES ERP system

4 4 Processing chargebacks in accordance with corporate standards Thanks to the extensive transparency offered by the BK 01 procedure through its daily electronic updates, you can closely monitor the number of chargebacks by individual debtors over time. You can then take this as a basis to design further automated processes. BK 01 also allows you to set individual reaction patterns for each debtor and develop convenient and clearly laid out processing tools in the ERP system for this purpose. Breaking down collective payments automatically The unequivocal allocation of a payment item works best when the payment matches an open item in your accounting system. But the BK 01 procedure also helps in the case of collective transfers, e.g. when tenement and garage rent are paid in one sum or the money is transferred by a job centre. Once you have configured the BK 01 functionality in your system accordingly, it can automatically break down collective payments and attribute the resulting individual amounts to the correct open items. SEPA The Aareal bank s account management system processes payment transactions using the XML data format and the international account and bank identifiers IBAN and BIC as standard. The system therefore fulfills the basic requirements for SEPA compatibility when it comes to bank transfers. This means it offers the possibility of transaction instrument available to the housing and real estate industry as an integrated BK 01 service and that will allow for mandate management within the ERP systems, for example. Particularities in the case of third-party management When winning new mandates for third-party management, it is important to be ready for action as quickly as possible. BK 01 enables managers to electronically open a new account for a mandate they won just moments before, and do so directly from the ERP system s interface. The following accelerated procedure implemented at the bank means that the account is activated in real time, enabling the manager to become active for the new mandate immediately. For account systems in the COA arena, Aareal Bank offers accounts in the COA s name (so-called open third-party accounts). In other areas of third-party management, the bank offers both open third-party accounts and fiduciary accounts, all at very attractive conditions. The virtual BK 01 account numbers, which are principally the unique identifier for incoming transfers and direct debits, are also used for the unequivocal allocation and automatic booking of items relating to the closing of accounts. The BK 01 system thus helps the manager provide high-quality services in this important area. 1. receiving SEPA transfers and reading them as such, and 2. processing SEPA transfers from customers (the implementation of this feature in the respective ERP modules is scheduled for different times) Since the infrastructure of most major real estate ERP systems is geared up for IBAN and BIC, SEPA information is generally useable for BK 01 users and can be automatically incorporated in standardised paperwork to inform tenants and proprietors of new bank details, for example. In accordance with the latest legislative procedures and in anti cipation of other procedures that may be established for migrating existing direct debits to SEPA mandates, Aareal Bank is developing functionalities that will also make this payment Note: Some of the BK 01 functions described above may not be available for your BK 01-licensed ERP system, or may only become available with a later configuration level. Please contact your ERP provider for information on the precise nature of the BK 01 procedure with your ERP system.

5 5 Automation and integration for your lease management BK 01 Mieten Management is part of the BK 01 procedure, a longestablished, market-leading procedure for handling mass payments, which optimises the processes in all areas of a housing and property company s work that relate to payment transactions: in addition to lease management, these areas also include operating cost and tenancy bond management as well as thirdparty management and member management in the case of cooperatives. The BK 01 procedure employs a state-of-the-art current account system, a communication solution featuring the latest tech nology to ensure maximum security, and virtual account numbers that provide for optimal automation of manual work steps. In addition, there are modules that enable integration in the leading housing and real estate ERP systems, with Aareal Bank having entered into long-term exclusive contracts with the manufacturers of such systems. Aareon AG Blue Eagle/SAP* Wodis GES WohnData ESS AG wowi c/s GAP Group immotion SAP AG SAP RE UTS GmbH Karthago 2000 * here as BK XL with extended functionality For users of other financial accounting systems, Aareal Bank offers a system-independent solution called Aareal Account. Aareal Account is Aareal Bank s electronic banking package and creates added value in the areas of account management and payment release, for example. The potential for process optimisation offered by the BK 01 payment transaction procedure is available to users of the following licensed provider s ERP systems:

6 Aareal Bank Berlin Branch Wallstrasse Berlin, Germany Phone: Fax: Essen Branch Alfredstrasse Essen, Germany Phone: Fax: Hamburg Branch Pelzerstrasse Hamburg, Germany Phone: Fax: [email protected] Leipzig Branch Neumarkt Leipzig, Germany Phone: Fax: [email protected] Munich Branch Prinzregentenstrasse Munich, Germany Phone: Fax: [email protected] Rhine-Main Branch Paulinenstrasse Wiesbaden, Germany Phone: Fax: [email protected] Stuttgart Branch Büchsenstrasse Stuttgart, Germany Phone: Fax: [email protected] Integrated Payment Solutions Paulinenstrasse Wiesbaden, Germany Phone: Fax: [email protected] BK 01 is a registered trademark of Aareal Bank AG. 04/2012