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

Transcription

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.

27 Chapter 2: Self-Service Tools My Tasks 15 MY TASKS This node allows you to view and process the transaction tasks that are assigned to you, irrespective of the task status. The transaction tasks that you have cancelled are also shown in the My Tasks log. As the status of a task changes, the user(s) assigned to the task will receive an . ACTIONS Depending on the permission assigned to you by your system administrator, you can perform the following actions on the transaction tasks. Complete Task This action allows you to mark a transaction task as complete. 1 From the My Tasks log, select a task in a Not Started or Active or Reject status. If the status of a task is Not Started, then you should first complete the Predecessor task before you proceed with the completion of the selected task. For example, with Request New Property task, its corresponding predecessor task Create New Site for Property has to be completed first. Note: See Using Transactions" for more information on the predecessor task. 2 Click Action > Complete Task. Upon successful completion of a task, you will receive Action Complete message and the status of the task changes to Complete. Reject Task This action allows you to reject a transaction task. You can reject a task on several grounds, for example, insufficient information, duplicate information or any other reason as identified by a system user. 1 From the My Tasks log, select a task in a Not Started or Active status. If the status of a task is Not Started, then you should first complete the Predecessor task before you proceed with the completion of the selected task. For example, with Request New Property task, its corresponding predecessor task Create New Site for Property has to be completed first. 2 Click Action > Reject Task. Upon successful completion of a task, you will receive Action Complete message and the status of the task changes to Rejected. As the task changes to Rejected, the user(s) identified in the Task Mail Rejection field, will receive an . See Using Transactions" for more information on the Task Mail Rejection field. Escalate Task This action allows you to escalate a task to a supervisor or a manager of the user. A task may be escalated when an additional approval or authorization is required from your manager to complete a task. In order to escalate a task, your manager contact details should be associated with your contact.

28 Chapter 2: Self-Service Tools My Tasks 16 1 From the My Tasks log, select a task in an Active status. You cannot escalate a task in a Not Started, Complete, Cancelled, Escalated, Rejected status. 2 Click Action > Escalate Task. Upon successful completion of a task, you will receive Action Complete message and the status of the task changes to Escalated and the task gets assigned to your manager who will receive an notification on this escalated task. Note: Once you escalate the task, a new task with an Active status is created. However, it retains the attributes of the escalated task, including the Template details, User Contact, Task ID, Expected Date, Due date, Expected Duration (Days), Notes, Attachments, Multiple Route steps (if the selected task is of type Multiple Route) etc. This also updates the ordering of tasks in the transaction template with a new task having the highest order in the transaction task order. Forward Task This action allows you to forward a task to another system user. 1 From the My Tasks log, select a task on which you are the assigned user. If you select a user who is not assigned to the Role for that task, you will receive an error message. 2 Click Action > Forward Task. The Users window opens. 3 Select a user who is part of the contact or business role same as you. Upon successful completion of a task, you will receive Action Complete message and the status of the task changes to Forwarded. This creates a new task in an Active status, which is a complete copy of the current task. You cannot forward a 'Not Started'/'Complete'/'Cancelled'/'Forwarded'/'Rejected'/'Escalated' task. Each time the status of a Task is set as 'Active', the assigned user will receive an . The status of a task is active as a result of the following: A task is completed, and the next task gets 'Activated' Action 'Activate Task' is taken and a task gets Activated as a result. A task is 'Rejected', and the prior (or next) task is 'Activated' A task is 'Cancelled', and the next task is 'Activated' A task is 'Escalated', and the next task is 'Escalated'

29 Chapter 2: Self-Service Tools My Tools 17 MY TOOLS The My Tools node comprises of actions that you can perform on existing payables, receivables and tax payables. The Report of Differences, Rent Roll, Batch Tool, and Covenant Details are the sub-nodes accessible from the My Tools node having relevant actions. REPORT OF DIFFERENCES The report of differences shows the current accounting period payables or receivables that are pending or approved. This node allows you to review differences in payables, receivables, and tax amount from the previous fiscal year. REPORT OF DIFFERENCES > PAYABLES The Payables log lists all the pending non-tax type payables whose status is not Paid/Transmitted/Released/voided and which belong to an accounting period whose Payable Status is Current. The log layout includes fields: previous and current fiscal period amount due, differential amount, payable status, the associated property details, GL Accounts, etc. From the log, click Action to view the following actions you can perform. Approve Receivable" Reject Receivable" REPORT OF DIFFERENCES > RECEIVABLES The Receivables log lists all the pending non-tax type receivables whose status is not Paid/Transmitted/Released/voided and which belong to an accounting period whose Status is Current. The log layout includes fields: previous and current fiscal period amount due, differential amount, the associated tenant name and number, etc. From the log, click Action to view the following actions you can perform. Approve Receivable" Reject Receivable" REPORT OF DIFFERENCES > TAX PAYABLES The Tax Payables log lists the tax payments for the current tax period. MY TOOLS > RENT ROLL The Rent Roll node shows the payables or receivables in the current payable or receivable accounting period that are in approved, released, transmitted status. Rent Roll > Payables This lists all the payables in the current payable accounting period that are approved, released, transmitted. From the log, click Action to view the following actions you can perform. Finalize Rent Roll" Mark as Released"

30 Chapter 2: Self-Service Tools My Tools 18 Release All Payables" Close Payable Period in the Configuration Guide Release All Payables This action allows you to release all approved payables from this log. To release existing payables Click Action > Release All. This releases the selected payables and updates the status as Released. This automatically finds all payables in this log whose status is approved, and marks those as Released. Rent Roll > Receivables This lists all the receivables in the current accounting period that are approved, released, transmitted. From the log, click Action to view the following actions you can perform. Batch Receivables" Create Invoice(s)" Mark Receivable as Released" Release All Receivables" Close Receivable Period Release All Receivables To release existing receivables Click Action > Release All. This releases the selected receivables and updates the status as Released. This automatically finds all receivables in this log whose status is approved, and marks those as Released. Rent Roll > Tax Payables The Tax Payables log shows all the tax payments for the current tax period. MY TOOLS > BATCH TOOL This node allows you to view all the batch files. The log lists the batch name, batch type, batch count, batch export date, batch status information, etc. From the log, click Action to view the following action you can perform. New Cash Receipt Batch" MY TOOLS > COVENANT DETAILS Use this to view all the covenant details in the manager.

31 Chapter 2: Self-Service Tools My Tools 19 MY TOOLS > ENDORSEMENTS Click Endorsement to view the Endorsements log. The log lists all pending or escalated endorsements on payables and receivables on which you are the endorser. Select an endorsement and click Open to view the endorsement details. Follow the hyperlink to a payable or receivable to approve that endorsement.

32 Chapter 2: Self-Service Tools My Tools 20

33 3 USING THE SITES In this chapter Overview" Using the Actions from the Sites Log"

34 Chapter 3: Using the Sites Overview 22 OVERVIEW The Sites node allows you to create new site records and add other site-related information to a site record. Click Sites to open the Sites log. SITE STATUS A site can have a following status: Inactive: When a site is not mapped to an active property. Active: When a site is associated to an active property(s). Closure Initiated: When you mark a site as close. See Mark Site as Closed"for more information. Closed: When a site is closed. See Mark Site as Closed" for more information. Cancelled: When you cancel a site. See Cancel Site" for more information. Note: Depending on your business requirement, your administrator can configure and customize a site status. This can be done using Unifier App Configurator. You need administrator privilege to access Unifier App Configurator. See Using Unifier App Configurator section for more information in the Administrator Guide.

35 Chapter 3: Using the Sites Using the Actions from the Sites Log 23 USING THE ACTIONS FROM THE SITES LOG The actions are status-driven and depending on the status of a site you can perform the actions indicated in the table. Status Pending Active Active with Closure Initiated Active with Closure Planned Inactive Closure Initiated Closed Actions Cancel Site" Start a Transaction" Display Workflow" Inactivate Site" Mark Site as Pending" Close Site" New Property from site" Start a Transaction" Display Workflow" Start a Transaction" Display Workflow" Mark Site as Closed" Start a Transaction" Display Workflow" New Property from site" Start a Transaction" Display Workflow" Start a Transaction" Start a Transaction" Display Workflow" CREATE A SITE Use this to add a new site record. To create a site 1 Switch to User mode and navigate to Real Estate Manager in the left side navigator. 2 Click Sites. The Sites log opens. 3 From the Sites log, click Action > Create Site. 4 Complete Site Setup fields as described in this table. In this field Site Setup Name District Country Do this or view the data Enter a site name. Select a District. This allows you to associate the site to a district shell (e.g., Colorado, Cleveland, etc.) and maps it to a specific region and a single-instance shell. See About Shells topic in the Unifier Help for more information on Shells. Select the country to associate the site to corresponding country and its currency, building and land unit measurement standards.

36 Chapter 3: Using the Sites Using the Actions from the Sites Log 24 In this field Postal Code Legacy ID No Do this or view the data Enter the postal code. Enter the legal ID number associated to the record. This is applicable, if the record is migrated from another application. 5 Click OK. This adds a new site record to the Site log with status Inactive. Note: In order to mark a site as active, it should be associated to at least one active property. Note: An inactive site can be added to a property. Note: If the admin property 'Allow Duplicate Site / Property Name' is set to 'Yes', you will receive a message, Shell(s) with this name exist already. Shell name will be updated as concatenation of Property Name and ID. OK to proceed?. If you click Yes, the name of the property shell is updated as concatenation of Id and Name. The name of all duplicate shells is also updated as concatenation of Id and Name. If you click No, shells are not renamed. NEW PROPERTY FROM SITE This action allows you to add a new property to a site. To create a new property from an existing site Note: In order to perform this action, a site should have a valid Location information (Country and Postcode). 1 From the Sites log, double-click and open a site (in inactive status). 2 Click Action > New Property from Site. 3 Complete the fields as indicated in this table. In this field General Information Property Name Responsibility Holding Interest Cost Center Legal node Address Information Building Name Address 1 Address 2 Address 3 Contacts Portfolio Analyst Assets Manager Do this or view the data Enter a name. Select the responsibility (e.g. Portfolio Analyst). Select your holding interest on a property (e.g. tenant, sub landlord). This determines the type of lease you can create on it. Select a company cost center. Select the legal name of the property Enter the building name of a property. Enter the building address Enter the building address Enter the building address Select the portfolio analyst / business role responsible for the property. Select the asset manager / business role responsible for the property

37 Chapter 3: Using the Sites Using the Actions from the Sites Log 25 4 Click OK. This create a new property in a Proposed status. See Activate Property" for information on activating a property. Once you activate a property, a site linked to it is also activated and as a result it updates a property with a Site ID. This also changes the status of a site to Active. Note: You can also create a site from the Properties node. See Create site from this property" for more information. ACTIVATE SITE After you add a property, you can activate a site from the Sites log. Note: A site must include Location information (e.g. Post code and Country) and one active property to be in an Active status. To activate a site 1 From the Site log, select a site (in inactive status). 2 Click Action > Activate Site. This changes the status of a site to Active. INACTIVATE SITE Use this to inactivate an active site. To inactivate a site 1 From the Site log, select an active site. 2 Click Action > Inactivate Site. This changes the status of a site to Inactive. NEW PARCEL FROM SITE 1 From the Sites log, select a site 2 Click Action > New Parcel From Site. This shows the New Parcel from Site form. 3 Complete the fields as indicated in the table. In this field Site Cost Center Property Name Address Parcel Number Country Owner of Record Post Code Do this Auto-populated with a site number. Select a cost center associated with a site. Select a property to associate it with a property. Enter a name that best describes a site parcel. Enter the address Enter the parcel number. Select the country. The owner of the record as recorded by the Taxing Authority Enter a postal code.

38 Chapter 3: Using the Sites Using the Actions from the Sites Log 26 In this field Stop Pay? Stop Date Legal Description Do this Select this if your company is NOT going to pay taxes on this parcel (any longer). This is applicable when closing a site Select a date when a stop pay is in effect. Enter a legal description of a parcel. 4 Click OK. This creates a new parcel record and adds it to Sites > Parcel tab. You can also view this record from the Parcels node. MARK SITE AS PENDING 1 From the Sites log, select a site. 2 Click Action > Mark Site as Pending. This changes the status of a site to Pending. CLOSE SITE 1 From the Sites log, select a site. 2 Click Action > Close Site. This changes the status of a site to Closed. A site cannot be closed if it has an active property associated with it. CANCEL SITE 1 From the Sites log, select a site in a Pending status. 2 Click Action > Cancel Site. This changes the status of the site to Cancelled. MARK SITE AS CLOSED To mark a site as closed 1 From the Sites log, select a site in a in Closure Initiated status. 2 Click Action > Mark Site as Closed. This changes the status of a site to Closure Initiated. Note: You can close a site if it is associated with a property, which is in Close/Cancelled/Vacant/Sold status. Note: The status of a site should be in the Closure Initiated to perform this action.

39 Chapter 3: Using the Sites Using the Actions from the Sites Log 27 GENERATE SHELLS Use this to generate site shells. To generate a site shell 1 Click Sites > Action > Generate Shells. This generates a site shell for all those sites which are not associated with a Site. Note: When you change the name of a site, corresponding site shell name is also updated. DISPLAY WORKFLOW Use this to see the complete workflow of a site. To view the node workflow 1 In the Sites log, select a site. 2 Click Action > Display WorkFlow. It displays the complete workflow of the Site node and highlights the status of the selected site START A TRANSACTION Use this to start a new a site transaction. To view transactions 1 From the Sites log, select a record. 2 Click Action > Start a Transaction. This shows the Transaction Template for Dynamic Action picker. 3 Select the required transaction template. This adds the selected transaction to the Transactions tab. BULK DELETE Use this to delete multiple site records. To bulk delete a record 1 In the Sites log, select a site record by holding down the CTRL key. 2 Click Action > Bulk Delete. This open a Status - Complete window and upon successful completion, it shows Successful message. This deletes a site record(s) from the Sites log.

40 Chapter 3: Using the Sites Working on the Detail Page 28 WORKING ON THE DETAIL PAGE From the Sites log, select a site and click Open. This shows the detail page. The page allows you to edit a site and add more information to it. USING THE ACTIONS Depending on the status of a site you can perform the following actions from the detail page. Click Action to view the available actions. Status Pending Active Active with Closure Initiated Active with Closure Planned Inactive Closure Initiated Actions from the detail page Cancel Site" Start a Transaction" Display Workflow" Inactivate Site" Mark Site as Pending" Close Site" New Property from site" Start a Transaction" Display Workflow" Start a Transaction" Display Workflow" Mark Site as Closed" Start a Transaction" Display Workflow" New Property from site" Start a Transaction" Display Workflow" Start a Transaction" EDITING A SITE RECORD You can edit the site record. Click Edit to edit To edit a site record 1 From the Sites log, select a record and click Open. This opens a site form. 2 Click Edit. Edit the fields as required. The fields that are editable are indicated in the table. In this field Site Identifier Site ID Name (editable) Region District (editable) Site Shell Status Do this Shows the site ID. System-generated once you create a new site record. Edit the site name. Shows the region. System-generated once you select the district Edit the district name. Shows the shell name associated with the site. System-generated. By default the status is active.

41 Chapter 3: Using the Sites Working on the Detail Page 29 In this field Campus (editable) Legacy ID No(s) (editable) Location Country (editable) Postcode (editable) City State Province County MSA Market Record Created Date Record Last Updated Date Status Last Updated Date Record No. Do this Select if the site is a campus. A site with more than one properties is known as campus. Edit the legacy identification number of the site record. Edit the country name (if required). Edit the post code. Selecting the postal code auto-populates the Country, City, State, County, MSA, Market code fields. Shows the city name. Shows the state name. Shows the province name. Shows the county name. Shows the Metropolitan Statistical Area (MSA). Shows the neighboring city/market. Shows the record created date and time. Shows the record last modified date and time. Shows the status last modified date and time. Shows the record number. Format: Site-zero zero<number><number> (generated sequentially according to its order in the navigation log). Example, Site Note: Your administrator sets the format of Site ID number from the Administration > Counters. 3 Click Save. This updates the site record. It also opens up the detail page with tabs that allow you to add more information to the site record. USING THE TABS-SPECIFIC ACTIONS The detail page allows you to update and add more information to a site record. The following table discusses each tab and illustrates the actions that you can perform from the tabs. Tabs Properties Parcel Transactions Accounting Dates Actions - Use this tab to view all the properties associated to the selected site. - Use this add a new property to the selected site using the Action > New Property from site". This adds the new property record to the site and adds it in the Properties tab. - Use this to view the parcels associated to the selected site. - Use this to assign a parcel to the selected site, using the Action > New Parcel from Site". The action adds the parcel record to the site and adds it in the Parcels tab. Use this to view all the transactions associated to the selected site. Use this to Complete ( Complete Transaction") and Cancel ( Cancel Transaction") existing transactions. Use this to view all the accounting records associated to the site. Using the New action to add new accounting records to the site. Click New and select an accounting record in the Accounting Register. This adds the selected accounting record in the Site < Accounting log. Use this to view all the important dates associated to the site/lease. Use this to add a new date record. Click Action > Add Dates"

42 Chapter 3: Using the Sites Working on the Detail Page 30 Tabs Attachments Notes Actions Attachments > Upload Attachment" Notes > Create Site Note" Complete Transaction To complete a transaction 1 In the Transactions tab, select an active transaction. 2 Click Action > Complete Transaction. This marks the transaction as complete and changes the status of the transaction as Complete. Cancel Transaction To cancel a transaction 1 In the Transactions tab, select an active transaction. 2 Click Action > Cancel Transaction. This marks the transaction as canceled and changes the status of the transaction as Canceled. Add Dates To add a date 1 In the Dates tab, click Action > Add Date. This shows the Add Date form. 2 Complete the fields as indicated in the table. In this field Critical Date Date Type Date Name Date Status Reminders Early Notice Date Last Notice Date Escalation Reminder Date Do this Select the date template. For example, select the Commencement date template is used to add a new commencement date to the selected lease. Enter the name of the date. Select the due date. System-populated. By default, the status is Active. Select the date by which the notification goes out to the assigned user for the first time. Select the final date for sending out a notification to the assigned user. Select the date when the escalation notification goes out to the assigned user (selected in the Escalation Role field). Select the start for sending notification to the assigned users. Reminder Start Date Reminder Frequency in Days Enter a number as the interval for sending reminder to the assigned users. Escalation Role Select the business role who is responsible for handling escalations. The users in the role will receive notification on escalation. Outcome

43 Chapter 3: Using the Sites Working on the Detail Page 31 In this field Outcome Outcome Date Do this Select the required outcome. No Action Taken: Select this if no action is required by the selected user Exercised: Select this to enable exercised as the outcome. Rejected: Select this to enable rejected as the outcome. Transaction Created: Select this to enable creation of transaction as an outcome. Select the due date by which the user should be taking the action. 3 Click OK. CREATE SITE NOTE Use this to add notes to a site. To add a note 1 In the Notes tab, click Action > Create Site Note. This shows the Create Site Note form. 2 Complete the form as indicated in the table. In this field Note Type Date User Note Do this Select the type of the note. Select the note creation date. Select the user name who can view the note. Enter a content of the note. 3 Click OK. ATTACHMENTS Use this tab to upload and attach documents to a site. Upload Attachment 1 In the Attachments tab> click Action > Add Attachment. This shows the Upload Attachment form. 2 Complete the fields as indicated in the table. In this field Attachment Data Title Document Type Document Date Abstract Do this Enter the document name. Select the type of document. For example, Deed Title, Lease Agreement and Contract. Select a date. Enter a brief description of the content of the document.

44 Chapter 3: Using the Sites Working on the Detail Page 32 3 Click Upload File. This opens the File Upload window. 4 Click Browse > OK to upload the document. This uploads and attaches the document to the selected lease. To edit an attachment property 1 In the Attachments tab > select an attachment and click Edit. This open the attachment page. 2 Click Edit to make the necessary changes. 3 Click Save. Note: If there is an existing note/attachment on a transaction template, and if that template is used to start a transaction on a site, the note /attachment gets associated to the new transaction and is updated with a Site ID. You can view the note from the Notes tab and the attachment from the Attachments tab of the selected site record. Note: If a transaction had tasks and the tasks had notes/attachments on them, those notes/attachments are updated with the Site ID. You can view the notes from the Notes tab and the attachments from the Attachments tab of the selected site record. To delete an attachment 1 In the Attachments tab, select the attachment you want to delete. 2 Click Action > Delete Attachment.

45 4 USING PROPERTIES In this chapter Overview" Using Properties Actions" Actions from the Detail page"

46 Chapter 4: Using Properties Overview 34 OVERVIEW Unifier Real Estate Manager defines property as a physical node associated with a site. The term property is used to explain a building. All actions related to property can be accessed from the Property log. The actions you can perform is dependent on the roles assigned to you by the administrator. To access actions available from Property node, select a property from a property log and click Action (actions are dependent on the property status).

47 Chapter 4: Using Properties Using Properties Actions 35 USING PROPERTIES ACTIONS The section describes the status-driven actions available from the Properties log. The table is the brief overview of the available statuses and the actions available on each one of them. Status Proposed Actions New Lease from Property Cancel Property Request Active Vacant Closure Initiated Closed Reserved Untenanted Reserved Tenanted Create Payable Lease Create Receivable Lease Create One-Time Payment Create One-Time Receivable Mark Property as Vacant Close a Property Start a Transaction Display Workflow Create Payable Lease Create Receivable Lease Activate Property Close a Property Create One-Time Payment Create One-Time Receivable Start a Transaction Display Workflow Mark Property as Closed Start a Transaction Display Workflow Sell Property Activate Property Start a Transaction Display Workflow Create Payable Lease Create Receivable Lease Activate Property Inactivate Property Create One-Time Payment Create One-Time Receivable Mark As Reserved Tenanted Start a Transaction Display Workflow Create Payable Lease Create Receivable Lease Activate Property Inactivate Property Create One-Time Payment Create One-Time Receivable Mark As Reserved Untenanted Start a Transaction Display Workflow

48 Chapter 4: Using Properties Using Properties Actions 36 Status OREO Tenanted OREO Untenanted Actions Create Payable Lease Create Receivable Lease Mark As OREO Untenanted Inactivate Property Create One-Time Payment Create One-Time Receivable Activate Property Start a Transaction Display Workflow Create Payable Lease Create Receivable Lease Inactivate Property Create One-Time Payment Create One-Time Receivable Start a Transaction Display Workflow CREATE NEW PROPERTY This feature allows you to submit a new property request. To request a new property: 1 From the Properties node, click Action > Create New property. 2 Fill in the information as specified in the table In this field Do this General Information Property Name Enter a property name. Site Select a site to associate it with a property. Responsibility Select to link this property to a property type, building type, and responsible party. Cost Center Select the company or cost center. Holding Interest Select the ownership type of the property (e.g. tenant, owned, sub landlord, etc.). This links the property to a type of accounting (e.g. payable for tenant and receivable for sub landlord and landlord) and type of node (e.g. property) Legal entity Select the legal name associated with the property. A business entity having a legal standing to enter into a contract Address Information Building Name Enter the building name of a property (e.g. if you are renting or buying a floor of a building) Address 1 Enter the address of the property Address 2 Enter the address of the property Address 3 Enter the address of the property Country Select the country. This associates the property to its currency including the square unit of the associated building and the land area of the property. Postal Code Enter the postal code of the property. Contacts Portfolio Analyst Select the portfolio analyst (role) responsible for this property. Asset Manager Select the supervisor/manager (role: e.g. transaction manager) of the property.

49 Chapter 4: Using Properties Using Properties Actions 37 Note: Address Information and Contacts fields are mandatory for successful creation of a new property. Note: The Postal Code field is associated with postal MSA. 3 Click OK. This creates a new property record with status proposed and adds it to the Properties navigation log. If there is a transaction template for the property entity and named as Request New Property, this generates Request New Property transaction and adds it to the Transactions tab. Using details from the create new property form and the Site (if associated to the property), it also adds contact and role/responsibility information to the Contact tab. Note: When you change the name of a property, corresponding property shell name is also updated. CANCEL PROPERTY REQUEST To cancel a property 1 From the Properties log, select a property with status proposed. 2 Click Action > Cancel Property Request. SELL PROPERTY You need to own the property to sell a property. You cannot sell a property which has already been leased. To sell a property 1 From the Properties log, select a property with status active or vacant. 2 Click Action > Sell Property. CREATE SITE FROM THIS PROPERTY A site is a physical location of a property. It provides address/location information to a property (e.g. city name, state, zip code). A property must have a site associated with it. A site that has more than one property/building associated with it is referred to as campus. This feature allows you to associate a Site to a property. A property should be associated with a site ID. A property should be in a proposed status to associate it with a site. A property that has a site assigned cannot be associated to a new site.

50 Chapter 4: Using Properties Using Properties Actions 38 To create a property from site 1 From the Properties log, select a property in proposed status. 2 Click Action > Create Site from this Property. This assigns a site ID to a property. This action is also available from the Site node. See New Property from site" for more information. Note: Selecting a valid postal code auto-populates the City, State / Province, County, Msa, Market, and Area Code, fields. The Postal Code field is associated with postal MSA. CREATE PAYABLE LEASE 1 From the Properties log, select a property. 2 Click Action > Create Payable Lease. This shows the Payable Lease form. See Create Payable Lease" for more information on this action. CREATE RECEIVABLE LEASE 1 From the Properties log, select a property. 2 Click Action > Create Receivable Lease. This shows the Receivable Lease form. See Create Receivable Lease" for more information on this action. ACTIVATE PROPERTY Before you begin leasing a property, you should first activate a property. You should a permission to activate a property. Check with your administrator if you do not have permission to activate a property. In order to activate a property, it must be associated to a site ID, address, legal node, company/cost Center. To activate an existing property 1 From the Properties log, select a property with status proposed or closed. 2 Click Action > Activate Property. It generates Request New Property transaction. For more information, see Transaction and Related Tasks" INACTIVATE PROPERTY Use this to mark a property as inactive. To inactivate an existing property 1 From the Properties log, select a property with status OREO Tenanted / Untenated or Reserved Tenanted / Untenanted. 2 Click Action > Inactivate Property. This changes the status of a property to Inactive.

51 Chapter 4: Using Properties Using Properties Actions 39 CLOSE PROPERTY To close a property: 1 From the Properties log, select a property with status active or vacant, sale initiated. 2 Click Action > Close Property. This changes the status to Closure Initiated. This generates Property Closure transaction and it should be completed first to change the status to close. SELL PROPERTY You need to own a property or should have landlord privilege to mark a property as sold. If you are a tenant/sub landlord you cannot sell a property. To sell a property: 1 From the Properties log, select a property with status closed. 2 Click Action > Sell Property. This changes the status to sale initiated and generates a sell property transaction. You need to complete tasks associated with the Sell Property transaction before you can mark a property as Sold. MARK PROPERTY AS VACANT To change the status of a property: 1 From the Properties log, select a property with a proposed, closed (or closure initiated), vacant, and active status. 2 Click Action > Mark Property Vacant. This changes the status to vacant. MARK PROPERTY AS CLOSED 1 From the Properties log, select a property in status Closure Initiated. 2 Click Action > Close Property. This changes the status to Closed. CHANGE CANCELLED PROPERTY TO PROPOSED Note: You must have the permission to change the status of the cancelled property. To change the status of a cancelled property to proposed: 1 From the Properties log, select a property with status cancelled 2 Click Action > Change Cancelled Property to Proposed.

52 Chapter 4: Using Properties Using Properties Actions 40 CREATE ONE-TIME PAYMENT 1 From the Properties log, select a property in a Proposed or Active status. 2 Click Action > Create One-Time Payment. This shows the Create One-Time Payment form. 3 Complete the fields as discussed in the Create One-Time Payment" topic. This creates an one-payment on the selected property. CREATE ONE-TIME RECEIVABLE 1 From the Properties log, select a property in a Proposed or Active status. 2 Click Action > Create One-Time Receivable. This shows the Create One-Time Payment form. 3 Complete the fields as discussed in the Create One-Time Payment" topic. This creates an one-receivable on the selected property. MARK AS OREO TENANTED 1 From the Properties log, select an owned (holding interest) property in an Active status. 2 Click Action > Mark As OREO Tenanted. This changes the status of the property to OREO Tenanted. MARK AS OREO UNTENANTED 1 From the Properties log, select an owned (holding interest) property in an Active status. 2 Click Action > Mark As OREO Tenanted. This changes the status of the property to OREO Untenanted. MARK AS RESERVED TENANTED 1 From the Properties log, select a leased (holding interest) property in an Active status. 2 Click Action > Mark Reserved Tenanted. This changes the status of the property to Reserved Tenanted. MARK AS RESERVED UNTENANTED 1 From the Properties log, select a leased (holding interest) property in an Active status. 2 Click Action > Mark Reserved Untenanted. This changes the status of the property to Reserved Untenanted.

53 Chapter 4: Using Properties Using Properties Actions 41 START A TRANSACTION Use this to trigger a transaction using a transaction template. To start a transaction 1 From the Properties log, select a property. 1 Click Action > Start a Transaction. This shows the list of all transaction templates which can be associated to a property. 2 Select a transaction template. This creates a transaction in an Active status in the Transactions tab on the detail page. DISPLAY WORKFLOW Use this display the workflow of a property. To display a workflow 1 From the Properties log, select a property. 2 Click Action > Display Workflow. This shows the workflow of the selected property record. GENERATE SHELLS Use this to generate property shells from all those properties that are not associated with a shell. To generate a property shell 1 From the Properties log, select a property. 2 Click Action > Generate Shells. This generates a property shell shells for all those properties that are not associated with a shell. BULK DELETE This is a bulk action that allows to delete more than one records from the Properties log. 1 From the Properties log, hold down the CTRL key and select multiple properties. 2 Click Action > Bulk Delete. This deletes the selected properties from the manager.

54 Chapter 4: Using Properties Actions from the Detail page 42 ACTIONS FROM THE DETAIL PAGE From the Properties log, select a property > click Open. This shows the detail page. The table indicates the actions available from the detail page. Status Proposed Actions New Lease from Property Cancel Property Request Active Vacant Closure Initiated Closed Reserved Untenanted Reserved Tenanted Create Payable Lease Create Receivable Lease Create One-Time Payment Create One-Time Receivable Mark Property as Vacant Close a Property Start a Transaction Display Workflow Create Payable Lease Create Receivable Lease Activate Property Close a Property Create One-Time Payment Create One-Time Receivable Start a Transaction Display Workflow Mark Property as Closed Start a Transaction Display Workflow Sell Property Activate Property Start a Transaction Display Workflow Create Payable Lease Create Receivable Lease Activate Property Inactivate Property Create One-Time Payment Create One-Time Receivable Mark As Reserved Tenanted Start a Transaction Display Workflow Create Payable Lease Create Receivable Lease Activate Property Inactivate Property Create One-Time Payment Create One-Time Receivable Mark As Reserved Untenanted Start a Transaction Display Workflow

55 Chapter 4: Using Properties Actions from the Detail page 43 Status OREO Tenanted OREO Untenanted Actions Create Payable Lease Create Receivable Lease Mark As OREO Untenanted Inactivate Property Create One-Time Payment Create One-Time Receivable Activate Property Start a Transaction Display Workflow Create Payable Lease Create Receivable Lease Inactivate Property Create One-Time Payment Create One-Time Receivable Start a Transaction Display Workflow

56 Chapter 4: Using Properties Using the Tabs from the Detail Page 44 USING THE TABS FROM THE DETAIL PAGE The section outlines the actions available from the tabs. LEASES Use this to link a property to a lease. You can perform this action on a property in a vacant or active status. To link a property to lease 1 From the Properties node, double-click and open a property. 2 From the detail page, click Actions > Link to Lease. This opens the Link to Lease form. The action enables you to associate a property to a lease using a Lease ID. 3 From Link to Lease form, select a lease ID. The rest of the fields in the form are autopopulated. 4 Click OK. The lease details are added to the Detail form. Note: You can also link a property to lease from the Lease node. Note: The default contact records are auto-generated when you perform this action. PARCELS Use this to view parcel name, number, and other details associated to a property. AMENITIES Use this to view existing amenities and add new amenities to a property. For example, parking, ATM, etc. Add Amenity Use this to add a new amenity to a property in an Active and Proposed status. 1 In the Amenities tab, click Action > Add Amenity. This shows the Add Amenity form. 2 Complete the fields as indicated in the form. In this field Amenity Count Serial Number Note Do this Enter the number of amenities. For example, enter two if you are adding two ATM. Enter the serial number associate to the amenity (if applicable). Enter a brief description of the amenity. 3 Click OK.

57 Chapter 4: Using Properties Using the Tabs from the Detail Page 45 AREA Use this to get the overview of the area allocated to a property and allocate new areas to a property. Add Area 1 Click Area tab > click Action > Add Area. This shows the Add Area form. 2 Complete the fields as indicated in the table. In this field Area Area Type Use Type Floor Area Measure Effective Date Notes Do this Select the area type (for example, exterior gross). Select the type of use of the area. Select the floor of the area. Enter the measurement of the area. Note: The area measurement amount is rolled up to a property as the area gets added. Select the date when the area measurement is applied to the lease. Enter a brief description. 3 Click OK. This adds a new area to the property in an Active status. Note: All the units are in Sq.Ft and any other units will not be rolled up. Inactivate Area You can mark an active area as inactive. To inactivate an area 1 Click Area tab > select an active area. 2 Click Action > Inactivate Area. This inactivates the area and updates the status as Inactive.

58 Chapter 4: Using Properties Using the Tabs from the Detail Page 46 METRICS Use this view and add metrics details to a property. This is a standard of measurement and is used for analyzing the financial attribute of a property. To add a metric 1 In the Metric tab, click Action > Add Metric Type. The Add Metric to Property. 2 Complete the fields as indicated in the table. In this field Metric Type Value Metric Date Do this Select the metric type. Enter the metric value. Enter the effective date. 3 Click OK. This adds the metric to the property. CONTACTS This tab allows you add new roles and corresponding contacts to a property. You can add only one contact having a certain default role to a property. Add Contact 1 In the Contacts tab, click Action > Add Contact. The Add Contact window shows. 2 In the Role / Responsibility field, select the business role to assign it to the property. 3 In the Contact Name field, select a user who belongs to the selected business role. You cannot add a role, which is already added as a contact to the property. 4 Click OK. This adds a new contact record in the Properties < Contacts log. Edit Contact Use this to edit a contact. To edit an existing contact 1 From the Contacts tab, select an existing contact. 2 Click Action > Edit Contact. This shows the Edit Contact form. 3 Edit the fields as required. 4 Click OK. This updates the contact in the Properties < Contacts log.

59 Chapter 4: Using Properties Using the Tabs from the Detail Page 47 Delete Contact Use this to delete a contact. To delete a contact 1 From the Contacts tab, select a contact. You cannot delete a default role. 2 Click Action > Delete Contact. Upon successful completion you will receive, Action Complete message. This deletes the contact from the Properties < Contacts log. TRANSACTIONS Use this to complete and cancel all transactions associated to the selected property. To complete a transaction 1 In the Transactions tab, select an active transaction. 2 Click Action > Complete Transaction. This marks the transaction as complete and changes the status of the transaction as Complete. To cancel a transaction 1 In the Transactions tab, select an active transaction. 2 Click Action > Cancel Transaction. This marks the transaction as canceled and changes the status of the transaction as Canceled. ACCOUNTING Use this view all the accounting records associated to the selected property. NOTES Use this to add new notes to a property. To add a note 1 In the Notes tab, click Action > Add Notes. This shows the Create Property Note form. 2 Complete the form as indicated in the table. In this field Note Type Date User Note Do this Select the type of the note. Select the note creation date. Select the user name who can view the note. Enter a content of the note. 3 Click OK.

60 Chapter 4: Using Properties Using the Tabs from the Detail Page 48 ATTACHMENTS Use this tab to upload documents (e.g. property deed and legal title) to a property. Add Attachment 1 In the Attachments tab> click Action > Add Attachment. This shows the Upload Attachment form. 2 Complete the fields as indicated in the table. In this field Attachment Data Title Document Type Document Date Abstract Do this Enter the document name. Select the type of document. For example, Deed Title, Lease Agreement and Contract. Select a date. Enter a brief description of the content of the document. 3 Click Upload File. This opens the File Upload window. 4 Click Browse > OK to upload the document. This uploads and attaches the document to the selected property. To edit an attachment property 1 In the Attachments tab > select an attachment and click Edit. This open the attachment page. 2 Click Edit to make the necessary changes. 3 Click Save. Note: If there is an existing note/attachment on a transaction template, and if that template is used to start a transaction on a property, the note /attachment gets associated to the new transaction and is updated with a Property ID and Site ID. You can view the note from the Notes tab and the attachment from the Attachments tab of the selected site record. Note: If a transaction had tasks and the tasks had notes/attachments on them, those notes/attachments are updated with the Property ID and Site ID. You can view the notes from the Notes tab and the attachments from the Attachments tab of the selected site record. To delete an attachment 1 In the Attachments tab, select the attachment you want to delete. 2 Click Action > Delete Attachment.

61 5 USING LEASES In this chapter Overview" Using Lease Actions"

62 Chapter 5: Using Leases Overview 50 OVERVIEW The Leases node allows you to record all your leases. This topic provides an introduction to the key concepts required to use the node. Your holding interest on a property determines the type of lease record you can create in the manager. If your holding interest on a property is landlord, you can only create a payable type lease, for that property, the lease in turn generates accounts payable record in the Accounting Register log. If your holding interest on a property is tenant, you can only create a receivable type lease for that property. Click Leases to view the Leases log. WORKFLOW Following is the graphical representation of the default WF of a lease record. You can view the workflow by using the Display Workflow action.

63 Chapter 5: Using Leases Overview 51 UNDERSTANDING THE RENT STEPS There can be two ways of creating rent steps to a lease term: Auto-generated: Use the escalation wizard from the Charge Schedule > Action > Add Recurring Charge w/ Escalation. These rent steps are auto-generated by means of the escalation wizard and are marked as Generated Manual: Add Rent steps manually by using the action Add Scheduled Charge. The rent steps added manually are marked as Manual. A rent step can be generated in combination; that means, you can create few rents steps using the escalation wizard and add others manually. Make sure there is no overlap in the start and end dates of rent steps created using the manual and auto-generated steps. Irrespective of whether the rent steps are manual or auto-generated, it always generates corresponding accounting records in the Accounting Register. However, in situations where there are no payables generated as per the specified Payable Creation Lead Time, all accounting records are marked as Scheduled (status). The accounting records, which generate payables based on the Lead Time are in an Active status. Auto-generating rent steps Once you create a lease term, you can add rent steps to it. Using the following logic, you can create rent step records for a lease term you have previously created: The timeframe between the Period Start Date and the Period End Date is divided by the Escalation Frequency to determine how many rent steps will be needed. (If there Period Start date and Period End Date represent a 5 year period of time and the Escalation Frequency is Annual, then there will be 5 rent steps.) There will be cases where the number of steps required will involve partial steps. (For instance a 55 month period cannot be divided evenly into annual steps, so the last step may not be a full year. The First Escalation Date represents the first day of the second step. Any time prior to the Escalation Date is the first step. All future steps will be calculated based upon this date plus the Escalation Frequency. It is possible that the second step will begin before a full step is complete. (In the example where a 55 month lease has annual escalations, it is possible that the second step will begin before month 12 of the lease.) The Effective Start Date and Effective End Date ia calculated based upon the Escalation Frequency pattern from the first Escalation Date. The escalation type selected on the escalation wizard determines the rent payment amount for each rent step. See Add Recurring Charge w/ Escalation for more information. Creating rent steps manually You can manually add a rent step on a lease term using the Add Scheduled Charge action. The rent step created manually are called Scheduled Charges and is marked as Scheduled. The action generates corresponding accounting records as soon as the scheduled charges are created. Rent steps created manually and through auto-generated steps can exist in parallel.

64 Chapter 5: Using Leases Overview 52 Accounting records get generated as soon as Scheduled Charges are created. If the Lease is in a Commenced or Archived status, the Accounting records generate Payables as per the Lead Time right away. If lease is in draft mode, Payables get generated when Lease is activated. Depending on the rent steps, the Real Estate Manager performs the following: After your create rent steps, corresponding accounting records are generated. Each rent step can create multiple Accounting records depending on the Payment Frequency. The status of each such record is set to Scheduled by default. If Lease accounting Type is Payable, then Record Type field for the Accounting record is Accounts Payable. If Lease accounting Type is Receivable, then Record Type field for the Accounting record is Accounts Receivable. The Date will be equal to the first day of each payment period The corresponding accounting is updated to include the rent amount, Charge Type, and GL Account details associated the rent step. Commencement and Expiration Dates When a lease is activated and the lease commencement date is not reached, the lease status remains Active. When a lease is activated and it has reached the commencement date, users can take the action Commence Lease to change the lease status to Commenced. When the expiration date on a lease is reached, users can take the action Inactivate Lease to change the lease status to Archived. If you are the Portfolio Administrator for a lease, you will receive an notification, each time the lease status is updated to Commenced/Archived/Expired. Lease Statuses For better flexibility and customization, RE Manager offers several statuses on the lease entity Draft, Pending, Active, Active with Termination Planned, Active with Pending Amendment, Cancelled, Archived, Amendment, Approved, Proposed, Commenced, Inactive, Terminated. However, depending on your business requirements, you can customize the preconfigured statuses. See Lease Statuses" for more information.

65 Chapter 5: Using Leases Overview 53 LEASE ACTIONS The status of a lease record determines the actions you can perform on it. The table outlines the status-driven actions. Status Draft Active Active with Pending Amendments The status is the result of the Renew Lease action Amendment The status is the result of the Activate Lease action Commenced Terminated Actions Start a Transaction Display Workflow Export Straight Line Schedule Activate Lease Populate Lease Contacts Cancel Lease Start a Transaction Create One-Time Payment Create Lease Amendment Display Workflow Export Straight Line Schedule Process Estoppel / SNDA Renew Lease Populate Lease Contacts Schedule Lease Termination Terminate Start a Transaction Create One-Time Payment Display Workflow Export Straight Line Schedule Process Estoppel / SNDA Renew Lease Populate Lease Contacts Approve Renewal Start a Transaction Populate Lease Contacts Display Workflow Export Straight Line Schedule Start a Transaction Create One-Time Payment Display Workflow Export Straight Line Schedule Process Estoppel / SNDA Renew Lease Populate Lease Contacts Start a Transaction Create One-Time Payment Display Workflow Export Straight Line Schedule Populate Lease Contacts

66 Chapter 5: Using Leases Overview 54 Status Active with Termination Planned The status is the result of the Schedule Lease Termination action. Archived As soon as the Expiration Date for a Lease is reached, the Lease status should be marked as 'Archived' Actions Start a Transaction Create One-Time Payment Display Workflow Export Straight Line Schedule Process Estoppel / SNDA Renew Lease Cancel Planned Termination Populate Lease Contacts Display Workflow Export Straight Line Schedule Note: If you have created new customized lease statuses, your administrator can associate the actions to your customized statuses.

67 Chapter 5: Using Leases Using Lease Actions 55 USING LEASE ACTIONS This topic discusses the lease actions available from the Leases module. Click Leases to view the Leases log. Click Actions to view the available actions. Create Payable Lease If the holding interest of a property is landlord or sub-landlord, use this action to create a new lease. To create a payable lease 1 In the Leases log, click Action > Create Payable Lease. This shows the Create Payable Lease form. 2 Complete the fields as indicated in the table. In this fields Property Holding Interest Lease Name Landlord Suite # Gross / Net Lease Start Date Lease End Date Do this Select the property you are leasing. Select your holding interest. When the accounting type is payable, the holding interest is either tenant or sub-tenant. Enter a lease name Select the landlord. Enter the suite number of the site. Select to define and demarcate responsibilities among tenant and landlord. There are of two types, Gross and Net. Full Service Gross: Select this when the landlord is responsible for the payment of the base services that includes the cost of maintenance, insurance and utilities, and payment of property taxes. You can define the responsibilities in the detail page > Responsibilities" tab. Modified Gross: Select this if the tenant is responsible for the cost of the base services (e.g. taxes, maintenance, insurance, utilities, and electrical). Net: Select this when the responsibilities of the landlord and the tenant are clearly defined in the lease term. The following are types of net leases: Double Net: The landlord is responsible for all operating expenses of the property and the tenant pays the property taxes and the property insurance along with the monthly base rent. Triple Net: Select this if the tenant takes the responsibility of the maintenance of the property as well as the payment of the property taxes and property insurance. Bondable Net: Select this if the tenant is responsible for the property taxes, the property insurance, and the maintenance including the monthly lump sum base rent. Select the start date of the lease. This creates a lease commencement date record in the Dates" tab. Note: When a lease record reaches its lease Commencement date, the lease gets commenced and the status automatically changes to commenced. This depends on the date template. Select the end date of the lease. This creates a lease expiration date record in the Dates" tab. Note: When a lease expires (or reaches its end date) its status automatically changes to Archived. This depends on the date template.

68 Chapter 5: Using Leases Using Lease Actions 56 3 Click OK. This creates a new lease record in a Draft status and opens the detail page. The action also creates corresponding tenant contact with the default Tenant role in the Contacts tab. The assignment of the role depends on your selection in this field. From the tabs allow you to add more information to the record. See " for more information. 4 There are additional fields added to the record where some are editable, as indicated in the table. Click Edit to edit the editable fields. Fields Lease ID Legal Entity Master Lease Legacy ID No(s) Multiple Property Status Month-to-Month Automatic Renewal? Holdover? Accounting Methods Prorata Method Do this or View the Data System-populated System-populated with the legal entity of the property. System-populated with the master lease details. Master lease is the lease agreement between a property owner with its direct tenant. In situations where a tenant decides to sublease a part or the entire space of the leased property on its own terms and conditions, the parties are bound by the original master lease agreement as subordinates to the master lease. Enter the ID number of the record if it is inherited from an application. Select this if the lease includes more than one property. System-populated. By default, once you create a new lease record it is in a Draft status. Select this if the lease has no predefined lease term and the tenant pays a monthly rent and the tenancy can be terminated by the landlord at any time or on a thirtydays notice. Select this if the lease is automatically renewed after the end date unless cancelled by the landlord or tenant. Select this to allow the tenant to continue to occupy the property (or premises) after the expiration of the lease term (end date) where the tenant is subject to the continuous payment of the rent according to the existing rates and terms. Select the method to charge the tenant for the use of the common areas. A tenant's invoice from the landlord will contain many charges that are calculated using pro-rata. Fixed: Select the fixed method. GLA: In the gross leasable area (GLA) lease, a tenant shares the cost of the operating expenses (common area maintenance (CAM) fees, property taxes, etc.) of the property with the landlord. The tenant s share is calculated based on the tenant's occupancy of the site divided by the gross leasable area of the property and the resulting fraction being used to calculate the tenant's share of maintenance expenses, etc. Prorata Share (%) Remaining Obligation Contact Summary Leased Area: Select this if the rent has agreed to pay only the maintenance of the leased area. This method measures the tenant s pro-rata portion of the entire office floor, excluding elements of the building that penetrate through the floor to areas below. Other: Select this for any other method to charge the tenant for common area. The percentage of the ratio between the tenant s occupancy of the property to the entire rentable area of the property. The ratio between a Tenant's occupancy of rentable square footage in a building to the entire building's rentable area. For example, a Tenant that occupies 10,000 rentable square feet in a 100,000 square foot building would have a pro rata share of 10.00%. System-populated with the sum of all the remaining payables in a Scheduled status.

69 Chapter 5: Using Leases Using Lease Actions 57 Fields Landlord ID Landlord Name (noneditable) Tenant ID Tenant Name Dates Lease Start Date Lease End Date Do this or View the Data Select the landlord or the owner of property. System-populated with the landlord details. This depends on the landlord name you selected in the Create Payable Lease form. If the contact on the property is different than the landlord contact you selected n the Create Payable Lease form, the field is populated with the value called Multiple. When the lease has two landlord contacts on it, the field is populated as Multiple. If above happens, then the Lease will have two Landlord BldgContacts on it. As a result, I should see the Landlord on Lease form layout as 'Multiple'. Select the ID of the tenant company. System-populated once you select the Tenant ID. Edit the lease start date, if required. This updates the lease commencement date in the Dates tab. Edit the lease expiration date, if required. This updates the lease expiration date in the Dates tab. FASB Financial Accounting Standards Board (FASB) regulates the lease accounting standards and practices. Lease Ending Balance System-populated with the amount that the landlord owes when the lease is terminated. The amount depends on your lease type (month-to-month, fixed term). System Info Status Last Updated Date Shows the status last modified date and time. Status Updated By Shows the name of the user who last modified the record status. Record Last Updated Date Shows the record last modified date and time. Record Updated By Shows the name of the user who last modified the record. Record Created Date Shows the date and time of the creation of the record Record Created By Shows the name of the user who created the record. Record No. Shows the lease record number. 5 Click Save to save the changes. 6 If you have updated any of the fields, click Save to record the changes. It generates date records based on the associated Date Template. As a result, the reminder date is autopopulated in the Dates tab, the corresponding users details are auto-populated in the Contacts tab, and lease responsibility is auto-populated in the Responsibility tab. Create Receivable Lease To create a payable lease 1 From the leases log, click Action > Create Payable Lease. This shows the Create Payable Lease form. 2 Complete the fields as indicated in the table. In this field Property Holding Interest Lease Name Do this Select the property for which you are creating the lease. Select your holding interest. If the accounting type is payable, the holding interest will be either tenant or sub-tenant. Enter a lease name

70 Chapter 5: Using Leases Using Lease Actions 58 In this field Landlord Suite # Gross / Net Lease Start Date Lease End Date Do this Select the landlord details. Enter the suite number of the site. Select the payment amount in gross or net.if you have selected Full Service Gross: Select this when the landlord is responsible for the payment of the base services that includes the cost of maintenance, insurance and utilities, and payment of property taxes. You can define the responsibilities in the detail page > Responsibilities" tab. Modified Gross: Select this if the tenant is responsible for the cost of the base services (e.g. taxes, maintenance, insurance, utilities, and electrical). Net: Select this when the responsibilities of the landlord and the tenant are clearly defined in the lease term. The following are types of net leases: Double Net: The landlord is responsible for all operating expenses of the property and the tenant pays the property taxes and the property insurance along with the monthly base rent. Triple Net: Select this if the tenant takes the responsibility of the maintenance of the property as well as the payment of the property taxes and property insurance. Bondable Net: Select this if the tenant is responsible for the property taxes, the property insurance, and the maintenance including the monthly lump sum base rent. Select the start date of the lease. This also determines from when you will be billed for the lease. Select the end date of the lease. 3 Click OK. This creates a new lease record and opens the detail page. The following fields are added to the record, as indicated in the table. Fields Lease ID Legal node Master Lease Legacy ID No(s Multiple Property Status Month-to-Month Automatic Renewal? Holdover? Accounting Methods Prorata Method Prorata Share (%) Remaining Obligation Contact Summary Landlord ID Do this or View the Data System-populated System-populated with the legal name of the property you are going to lease. System-populated with the master lease details. Enter the ID if the record is inherited from another application. Select this if the lease for more than one property System-populated. By default, once you create a new lease record it is in a Draft status. Select this if the extension of lease is from month to month. Select this if the lease is aimed for automatic renewal Need information. Shows the prorata method used. Shows the percentage of prorata share. Shows the amount remaining. Shows the ID of the selected landlord.

71 Chapter 5: Using Leases Using Lease Actions 59 Fields Do this or View the Data Landlord Name Shows the name of the property owner. However, if the contact in the property is different from the landlord contact selected when creating the lease in the Create New Lease form, it signifies that property has two landlords and the field is auto-populated with the value as Multiple. Tenant ID Shows the tenant ID Tenant Name Shows the name of the selected tenant. Dates Need information Lease Start Date Select the lease start date. Lease End Date Select the lease end date. FASB Lease Ending Balance Shows the end balance of a lease. System Info Status Last Updated Date Shows the status last modified date and time. Status Updated By Shows the user name who last modified the record status. Record Last Updated Shows the record status last modified date and time. Date Record Updated By Shows the record last modified date and time. Record Created Date Shows the record creation date and time. Record Created By Shows the user name who created the record. Record No. Shows the accounting record number. 4 If you have updated any of the fields, click Save to record the changes. Note: Once you create a lease, a corresponding Contact is also be created. This contact has the Role set as the role named as Landlord (or Tenant for receivable lease), and the Contact set as the Contact selected in action form. Activate Lease 1 From the Leases log, select a lease in a Pending or Draft status. Note: All the responsibilities must be defined to activate a lease. 2 Click Action > Activate Lease. This creates payables or receivables records from the accounting. This changes the status of the lease to Commenced. When you activate a lease, the generated payables / receivables have Remittance information carried over from the Term on them. That is, the field Remittance Note is updated with the value from Lease Term. This update happens each time payables/receivables are generated off accountings records on the activation of a Lease. Create Lease Amendment 1 From the Leases log, select a lease with status active. 2 Click Action > Create Lease Amendment. The status changes to Active with Pending Amendment. You can view the status from the log.

72 Chapter 5: Using Leases Using Lease Actions 60 Cancel Lease To cancel a lease: 1 From the Leases log, select a lease with status pending. 2 Click Action > Cancel Lease. Copy lease To copy existing Lease: 1 From the Lease log, select a lease with status pending. 2 Click Action > Copy Lease. This action creates a transaction names <Lease Name> - New Leased Property Agreements. Renew lease You can continue the lease of an existing property (s) by using Renew Lease function. Once approved the properties associated the lease will be renewed. To renew a lease 1 From the Leases log, select a lease with status active. You can also access Renew Lease by opening a lease from a Lease log and selecting Renew Lease from the upper form. 2 Click Action > Renew Lease. This action changes the status of a lease from Active to Active with Pending Amendment status. It also adds a new lease record to the log and marks the status of the record as Draft. The record is renamed as follows: <Original Lease Name> - renewal - current renewal date. For example, Branch Lease is renamed to: Branch Lease - renewal The lease will be in a Draft status until the lease renewal is approved or the commencement date is set. See Approve Renewal" for more information. In order to approve a lease, you can also change the commencement date to the current or future date and click Action > Activate Lease. This changes the status from Draft to Active. It relinks all the record associated with Deposits, TI Allowance, Date. A lease with status Active with Pending Amendment is now marked as Archived. 4 Double-click and open the active lease (e.g. Branch Lease - renewal ) from the log. A lease renewal form is displayed. You can perform the following actions from the Lease Renewal form: Current Tab > Action Approve Renewal Activate Lease Display Workflow Cancel Lease Description See Approve Renewal" for more information. You can activate an existing lease View the lease renewal workflow Cancel the renewal request

73 Chapter 5: Using Leases Using Lease Actions 61 Approve Renewal To approve a renewal 1 From the Leases log, select a lease with status Draft. 2 From the Upper form > Action > Approve Renewal. 3 This action changes the status of the lease to Approved. When you approve a lease renewal, it automatically relinks all subleases associated with it to new renewed lease. It also relinks Deposits, TI Allowances to the renewed lease. Note: Once renew lease is approved all sub leases related to the original lease is relinked to the renew lease. It also links Deposits, and TI Allowances to a new (renewed) lease. Note: This action creates a date record in the Dates tab. The Approve Renewal action creates a transaction Lease Renewal. In order to approve the lease, complete all tasks associated with the lease. Dates To approve the renew lease, add commencement dates 1 From the Detail form > Dates > Add Dates. 2 Change the commencement date to today s date. Create Sublease To create a Sublease property From the Leases log, select a lease with pending status. Click Action > Create Sublease. Process ESTOPPLE / SNDA Using Process ESTOPPLE / SNDA action, you can consolidate and process the paperwork (e.g. lease agreement) required for leasing a building. Note: The action Subordination, non-disturbance and attornment (SNDA) is three agreements in one. The subordination portion permits a lender-mortgagee of the property whose lien is junior or subordinated to the tenant's (usually because the lease was recorded before recording the lien of the mortgage), to become superior to the lien of the lease. Note: This action/process prevents individuals from later asserting facts different from those contained in the agreement document. Often required by the buyer of an office building. The tenant and landlord both sign the estoppel certificate, confirming the lease and pertinent facts thereto. Thereafter, neither party may make claims to the contrary.

74 Chapter 5: Using Leases Using Lease Actions 62 To process ESTOPPLE / SNDA 1 From the Leases log, select a lease with status active or M-to-M. 2 Click Action > Process ESTOPPLE / SNDA. If there is an existing transaction template named Lease Estoppel / SNDA, the action creates a transaction Lease Estoppel SNDA, using that template. You can open the transaction by double-clicking the record from the Lease log > Transaction tab (Detail form) and from the Transaction node. In order to complete the action, you should finish the tasks associated with this transaction. Schedule lease termination 1 From the Leases log, select a lease with status Active or M-to-M Schedule. 2 Click Action > Schedule Lease Termination. Send lease for review 1 From the Leases log, select a lease with status Active or Pending or Draft 2 Click Action > Send Lease for Review. Terminate lease 1 From the Leases log, select a lease with an Active status. 2 Click Action > Terminate Lease. Create One-Time Payment See Create One-Time Payment topic. Create One-Time Receivable See Create One-Time Receivable topic. Export Straight Line Schedule This action allows you to export Straight Line Rent Schedule so that it can be shared with other users. Note: Lease administrators can export the SL Schedule to share it with other users without having to log into unifier. To export Straight Line Rent Schedule 1 In the Leases log, select a lease record. 2 Click Action > Export Straight Line Schedule. This generates.csv file comprising of Straight Line rent schedule. This action also refreshes and recalculates the SL Rent Schedule, before exporting it onto your system. 3 Click Save to save the.csv on to your local system. The ordering of columns in the.csv file is same as the Lease Straight Line Schedule log layout in the SL Schedule tab.

75 Chapter 5: Using Leases Using Lease Actions 63 Note: As an lease administrator you may have an additional privilege to share the exported SL Charge Schedule to other business users without having them to log on to the application. Display Workflow Use this to display the complete workflow of a lease record. 1 In the Leases log, select a lease record. 2 Click Action > Display Workflow. See Lease Statuses" for more information. Start a Transaction Use this to initiate a new transaction. 1 In the Leases log, select a lease record. 2 Click Action > Start a Transaction. This shows the transaction template window. 3 Select a transaction template. 4 Depending on the template selected, the action generates a corresponding transaction in the Transaction tab. 5 Click Open to view the transaction and the actions available. See Transactions" for more information. Note: If there is an existing note/attachment on a transaction template, and if that template is used to start a transaction on a lease, the note /attachment gets associated to the new transaction and is updated with the Lease ID, Property ID, Site ID. You can view the note from the Notes tab and the attachment from the Attachments tab of the selected leases record. Note: If a transaction had tasks and the tasks had notes/attachments on them, those notes/attachments are updated with the corresponding Lease ID, Property ID, Site ID. You can view the notes from the Notes tab and the attachments from the Attachments tab of the selected leases record.

76 Chapter 5: Using Leases Using the Actions from the Detail page 64 USING THE ACTIONS FROM THE DETAIL PAGE From the Leases log, select a lease record and click Open. This opens the details page. The action you can perform from the page depends on the status of the lease. The topic outlines the actions available from the detail page and the tabs. The table indicates the actions available on each status. Status Draft The status is the result of the Create Payable Lease and Create Receivable Lease actions. Active A short phase, prior to the commencement of escrows. Active with Pending Amendments The status is the result of the Renew Lease action Amendment The status is the result of the Activate Lease action Commenced A lease is set to Commenced status once the commencement date has been reached Terminated The status is the result of the Terminate Lease action Actions Start a Transaction Display Workflow Export Straight Line Schedule Activate Lease Populate Lease Contacts Cancel Lease Start a Transaction Create One-Time Payment Create Lease Amendment Display Workflow Export Straight Line Schedule Process Estoppel / SNDA Renew Lease Populate Lease Contacts Schedule Lease Termination Terminate Start a Transaction Create One-Time Payment Display Workflow Export Straight Line Schedule Process Estoppel / SNDA Renew Lease Populate Lease Contacts Approve Renewal Start a Transaction Populate Lease Contacts Display Workflow Export Straight Line Schedule Start a Transaction Create One-Time Payment Display Workflow Export Straight Line Schedule Process Estoppel / SNDA Renew Lease Populate Lease Contacts Start a Transaction Create One-Time Payment Display Workflow Export Straight Line Schedule Populate Lease Contacts

77 Chapter 5: Using Leases Using the Actions from the Detail page 65 Status Active with Termination Planned The status is the result of the Schedule Lease Termination action. Archived As soon as the Expiration Date for a Lease is reached, the Lease status should be marked as 'Archived' Actions Start a Transaction Create One-Time Payment Display Workflow Export Straight Line Schedule Process Estoppel / SNDA Renew Lease Cancel Planned Termination Populate Lease Contacts Display Workflow Export Straight Line Schedule

78 Chapter 5: Using Leases Charge Schedule 66 CHARGE SCHEDULE You can create a new payment schedules for different periods (prepaid, monthly, quarterly, Semi-Annually, Annually, Every 2 years, Every 3 yes, Every 5 years, Every 10 years). The frequency is Monthly by default whenever adding a recurring charge (Add Recurring Charge, Add Recurring Charge w/ escalation, Edit / Copy recurring Charge). The frequency is One-Time by default whenever adding an One-Time Charge (Add / Edit / Copy One-Time Charge). Note: Some Charge Schedule actions are also available for archived leases to accommodate bill-backs and write-offs. They are: Add recurring charge Copy recurring charge Add recurring charge w/escalation Add one-time charge Edit one-time charge Copy one-time charge Stop/delete charge Stop/delete all charges Recurring Charge Actions The recurring charges actions are unavailable, if, the property for which you are adding a recurring charge is not associated to a site. Once you associate a site to a property, the actions are available from the Charge Schedule tab > Action. Add Recurring Charge This action allows you add new recurring charge schedule having frequency value Monthly by default. 1 From the Leases Log, select the lease and click Open. The Lease window opens. 2 Click Charge Schedule tab > Add Recurring Charge. The Add Recurring Charge window opens. 3 Complete the fields as indicated in this table. In this field Vendor Vendor ID Charge Type Cost Center Description Remittance Note Rounding Method Effective Start Date Do this Select the vendor for whom you are generating the recurring charge schedule. System populated once select the vendor information. Select the charge account (expense or Both type). The accounting type is payable when the company selected is Vendor. Note: Vendor ID. This field should actually be the 'Vendor ID' on Company node. Charge type picker should be filtered to show only Expense or Both type charges Select the cost center. Enter a description. Enter remittance note. Select the rounding method. The method used to round the value entered to the nearest thousands or million. This explicitly states the rounding method used in calculating the one-time charge schedules. Select the start date. If the dates fall in an accounting period, which is closed, you will receive an error message: Start Date must be in an Accounting Period that is not Closed.

79 Chapter 5: Using Leases Charge Schedule 67 In this field Effective End Date Charge Amount Tax Amount Frequency Proration Method Do this Select an end date. The end date must be in an Accounting Period that is not Closed. Enter the amount for the recurring charge. Enter the tax amount calculated on the basis of the charge amount. Select the frequency of the recurring charge schedule. Monthly: For recurring charge, the frequency is monthly by default. The accounting records are generated monthly. Prepaid Monthly: Semi-Annual: Select this to generate charge schedule annually. The accounting records are generated semi-annually Annual: Select this to generate charge schedule annually. The accounting records are generated annually. Every Two (2) Years: Select this to generate charge schedule for every two years. The accounting records are generated accordingly. Every Three (3) Years: Select this to generate charge schedule for every three years. The accounting records are generated accordingly. Every Four (4) Years: Select this to generate charge schedule for every two years. The accounting records will also generate accordingly. Every Five (5) Years: Select this to generate charge schedule for every five years. The accounting records will also generate accordingly. Every Ten (10) Years: Select this to generate charge schedule for every ten years. The accounting records will also generate accordingly. Select the method how prorated is calculated. 4 Click OK. This creates a recurring charge schedule. This action also updates the Frequency column in the Term log with the selected frequency type for a charge step. You can edit the recurring charge schedule by using the Edit Recurring Charge action. Edit Recurring Charge A recurring charge once created can be edit, however, not all fields are editable. Fields on this form are editable depending on the status of the Lease. 1 From the Leases Log, select the lease in an Active or Active with Pending Amendments status and click Open. The Lease window opens. 2 Click Charge Schedule tab > select a recurring charge where the Frequency of payment is monthly. Click Action > Edit Recurring Charge. The Edit Charge Schedule window opens. 3 In the Effective End Date field, select a new end date. 4 Click OK. If you are increasing the End Date, the new end date on the selected charge step should not overlap with the other charge steps, which belong to the same parent Term as the selected charge. In case of no overlaps new accounting records are generated. If you are decreasing the End Date, and there is no overlap of the new end date on the selected charge step with the other charge steps, which belong to the same parent record as the selected charge, then the End Date of the step is reset automatically. The action also initiates Stop Payment on the selected charge step with a stop date equal to the End Date). In the Description field, enter a brief description. 5 Click OK to save the changes.

80 Chapter 5: Using Leases Charge Schedule 68 Copy Recurring Charge The action can be taken for monthly charges only. Copy Recurring Charge Use this action to copy an existing recurring charge to create a new one. The frequency of the charge being copied should be monthly when Coping a recurring Charge. To copy a recurring charge 1 From the Leases Log, select the lease and click Open. The Lease window opens. 2 Click Charge Schedule tab > select a recurring charge schedule. 3 Click Action > Copy Recurring Charge. The Copy Recurring Charge window opens. 4 Edit the fields on the form, if required. 5 Click OK to save changes. This copies the charge schedule and creates a new one in the Lease < Charge Schedule log. Add Recurring Charge w/ Escalation The frequency is Monthly by default when adding Add Recurring Charge w/ escalation. The frequency is One-Time by default when adding an One-Time Charge (Add / Edit / Copy One-Time Charge). 1 From the Leases Log, select the lease and click Open. The Lease window opens. 2 Click Charge Schedule tab > Add Recurring Charge w/ Escalation. The Add Recurring Charge w/ Escalation window opens. 3 Complete the fields as indicated in this table. In this field Vendor Vendor ID Charge Type Cost Center Description Remittance Note Rounding Method Period Start Date Period End Date Charge Amount Tax Amount Do this Select the vendor for whom you are generating the recurring charge schedule. System populated once you select the vendor information. Select the charge account (expense or Both type). The accounting type is payable when the company selected is Vendor. Note: Vendor ID. This field should actually be the 'Vendor ID' on Company node. Charge type picker should be filtered to show only Expense or Both type charges Select the cost center. Enter a description. Enter remittance note. Select the rounding method. The method used to round the value entered to the nearest thousands or million. This explicitly states the rounding method used in calculating the one-time charge schedules. Select the date when the recurring charge is scheduled to start. Select the date when the recurring charge scheduled will end. Enter the amount for the recurring charge. Enter the tax amount calculated on the basis of the charge amount.

81 Chapter 5: Using Leases Charge Schedule 69 In this field Frequency Proration Method Do this Select the frequency of the recurring charge schedule. Monthly: For recurring charge, the frequency is monthly by default. The accounting records are generated monthly. Prepaid Monthly: Semi-Annual: Select this to generate charge schedule annually. The accounting records are generated semi-annually Annual: Select this to generate charge schedule annually. The accounting records are generated annually. Every Two (2) Years: Select this to generate charge schedule for every two years. The accounting records are generated accordingly. Every Three (3) Years: Select this to generate charge schedule for every three years. The accounting records are generated accordingly. Every Four (4) Years: Select this to generate charge schedule for every two years. The accounting records will also generate accordingly. Every Five (5) Years: Select this to generate charge schedule for every five years. The accounting records will also generate accordingly. Every Ten (10) Years: Select this to generate charge schedule for every ten years. The accounting records will also generate accordingly. Select the method how prorated is calculated. 1.If the first payment or the last payment is for a period of time that is less than the Frequency of the Term, then that payment will be added as a separate rent step that covers only this small period of time. 2.The amount of that small period of time rent step will be prorated based upon the same logic as in BPs. Holiday Period Holiday Period calculations includes setting the rent equal to zero for the period between 'Holiday Rent Start date' and 'Holiday Rent End Date'. So, if there are rent steps which get auto-generated based on 'Period Start date' and 'Period End Date' from the escalation wizard form, the rent steps are broken based on the Holiday Start and End dates. Of all the rent steps, find the rent steps which should be broken down, i.e., find the rent step which has the Holiday Start and End Dates within it. There might be two cases - There is one step that contains the Holiday period within it. This is the simple case. This step is broken down to result in there steps. If Step Start date = A, Step End Date = Z, Holiday start date = P, Holiday End Date = Q, resulting steps will b: <i> A-P <ii> P-Q <iii> Q-Z The holiday Period spans two steps. Ex. If Start date of first step = A, End Date of second step = Z, Holiday start date = P, Holiday End Date = Q, the two steps will break down to result in three steps. Resulting steps will b: <i> A-P <ii> P-Q <iii> Q-Z Holiday Rent Start Date Select the holiday rent start date. Holiday Rent End Date Select the holiday rent end date. Escalation Pattern

82 Chapter 5: Using Leases Charge Schedule 70 In this field Escalation Type Do this Fixed: Select this to escalate charge amount on a fixed basis. The amount of the first payments for the first step will be equal to the Initial Payment Amount The amount of the second will be equal to the Initial Payment Amount + the Escalation Amount The third step will be equal to the amount of the second step + the Escalation amount, and so forth Percent: Select this to escalate charge amount on a percentage basis. The amount of the first payments for the first step will be equal to the Initial Payment Amount The amount of the second will be equal to the Initial Payment Amount + (Initial Payment * Escalation Amount as percentage) The third step will be equal to the amount of the second step + + (Amount of the second Payment * Escalation Amount as percentage), and so forth CPI: Select CPI to escalate charge amount based on CPI Index values. The amount of the first payments for the first step will be equal to the Initial Payment Amount The amounts for all other steps will be set to Base Amount, the CPI step checkbox will be set to true, and for each Effective Start date of the Rent steps that got created, critical date records will be created for that Lease. These Critical date records will be created on basis of Date Template where Date type = CPI, and Date field will be set = Effective Start Date On basis of above Critical Date records, reminders will be sent out to relevant users to go update the CPI Index values. Once the CPI value for a certain month is updated, a script will go check all Terms where escalation is supposed to happen (as per the Start Date and Escalation Frequency). Whenever there is a match, the CPI index value will be returned and amount will be calculated as below Initial Payment Amount + ((New CPI Index value CPI Index Value for base year-month)/cpi Value for base year-month)*initial Payment Amount The amount of all consequent steps will be set equal to this new Amount that we calculated above (i.e., this new amount is now the monthly rent for all consequent steps), and as soon there is a CPI value update for the effective date of third month, Amount of third escalation step will be calculated as below Previous Payment Amount + ((New CPI Index value CPI Index value for second step)/cpi Value for Previous step)*previous step payment amount --- (Here, Previous Payment amount is = the amount we calculated in above step) The amounts will thus be calculated following the same pattern as above Escalation Method Escalation Frequency First Escalation Date Escalation Amount Select the method of escalation. Select the frequency type. Select the date. The first escalation date is the first day of the second step. Any time prior to the escalation date is the first step The value is calculated as: Start Date + Escalation Frequency. Enter the escalation amount.

83 Chapter 5: Using Leases Charge Schedule 71 In this field Min Escalation Type Do this If the Escalation Min Type/value and/or the Escalation Max Type/value are not null, then this is more complex. The normally calculated escalation amount will need to be compared to these alternative minimum and maximum calculations (Fixed or Percent) and the amount set for the rent step must not exceed these limits. There are four additional fields on Escalation wizard that can affect the Rent amount for each Rent step: Min Escalation Type/Value and Not To Exceed Type/Value. These fields are used to put a min and max cap on the escalation amounts per escalation period. So, we calculate the escalation amounts based on regular escalations, but before applying those to Rent steps, check against the Min/Max escalation values. If the regular calculated escalation violates either of the min/max, it should be over-ridden by the min/max escalation values. Min Escalation Value Not to Exceed Type Not to Exceed Value CPI Information CPI Base Year Base Month The amount set for the rent step must not exceed these limits. Select the type for calculating the maximum value. Select the maximum value. Select the CPI Index Select the base year. Select the base month for CPI escalation calculations. 4 Click Save. This opens the lease details with the following fields. Field Vendor / Tenant Company Step Type System Info Status Last Updated Date Record Last Updated Date Record Created Date Record No. Parent Term Record No Status Updated By Record Updated By Record Created By View the field Shows the vendor / tenant name. Shows the tenant company name. Shows the type of charge step: Manual or Generated. Shows the record status last modified date and time. Shows the record last modified date and time. Shows the record created date and time. Shows the record number. Shows the record number of the corresponding parent term. Shows the name of the user who modified the record status. Shows the name of the user who modified the record. Shows the name of the user who created the record. Add One-Time Charge The frequency is One-Time by default when adding an One-Time Charge (Add / Edit / Copy One-Time Charge). This is similar to one-time payment. 1 From the Leases Log, select the lease and click Open. The lease detail page opens. 2 Click Charge Schedule tab > Add One-Time Charge. The One-Time Charge form opens. 3 Complete the fields as indicated in this table

84 Chapter 5: Using Leases Charge Schedule 72 In this field Vendor Vendor ID Charge Type Cost Center Description Remittance Note Rounding Method Accounting Period Charge Amount Tax Amount Do this Select the vendor. System-populated once you select vendor. Select the charge type. Select the cost center. Enter a brief description. Enter a remittance note. Select the rounding method used in calculating the one-time charge schedules. The method used to round to the nearest thousands or million. Up Down Select the accounting period. Enter the payment amount. Enter the tax amount. 4 Click OK. This creates an one-time and corresponding accounting record in an Scheduled status. To edit the one-time charge, use Edit One-time Charge action. Edit One-Time Charge 1 Click Charge Schedule tab > select an one-time charge. Note: The Edit/copy of one time charge can be performed even if the Lease is Commenced 2 Click Action > Edit One-Time Charge. The Edit One-Time Charge window opens. 3 The Rounding field is auto populated with the rounding method used to create the charge schedule. Change the value pre-existing value in the Rounding Method field, if required. The rounding value you see in this field is used in calculating the charge schedule. 4 Edit other fields on the form, as required. 5 Click OK to save changes. This updates the corresponding accounting records; however, you cannot edit the charge if the accompanying accounting records are already in a Paid or Transmitted status. Note: If the charge has a payable, which is already in a Paid or Transmitted status, then the action will not update the charge, otherwise, the charge will be deleted and a new charge will be created.

85 Chapter 5: Using Leases Charge Schedule 73 Copy One-Time Charge Use this to copy existing one-time charges. To copy One-Time Charge 1 From the Leases Log, select the lease and click Open. The Lease window opens. 2 Click Charge Schedule tab > select an one-time charge schedule. 3 Click Action > Copy One-Time Charge. The Copy One-Time Charge window opens. 4 Edit the fields on the form, if required. 5 Click OK to save changes. This creates a copy of the one-time charge schedule and creates a new charge in the Lease < Charge Schedule log. Add Memo/Adjustment Item You can perform this action on a lease record in a Commenced status. This action allows the Portfolio Administrator (PA) to recognize a payment to a landlord made outside of the normal rent roll process and update adjustments to existing payments. For example, a Transaction Manager contacts a Portfolio Administrator and indicates that a rent payment must be made immediately. Since it is not the time to close the rent roll, the PA can request a manual check or wire transfer to be sent to the landlord. In order to record this payment in the RE manager, it generates a Pre-paid charge to reflect the Memo/Adjustment made to an existing payment schedule. To add memo or adjustment item 1 In the Charge Schedule tab > click Action > Add Memo or Adjustment Item. This shows the Add Memo/Adjustment Item. 2 Complete the fields as indicated in the table. In this field Vendor Vendor ID Charge Type Cost Center Description Remittance Note Rounding Method Accounting Period Charge Amount Tax Amount Remittance ID Do this Select the vendor. System-populated one you select the vendor name. Select the charge type System-populated with the cost center information. Enter a brief description. Enter a remittance details. Select the rounding method. Up: Rounding mode to round away from zero. Always increments the digit prior to a non-zero discarded fraction. Down: Rounding mode to round towards zero. Never increments the digit prior to a discarded fraction (i.e., truncates). Standard: Rounding mode to round towards nearest number unless both the numbers are equidistant. System-populated with the accounting period of the selected lease. Enter the amount charged. Enter the tax amount. Enter the remittance number.

86 Chapter 5: Using Leases Charge Schedule 74 In this field Remittance Date Cleared Date Remittance Amount Do this Enter the date when the amount is remitted to the landlord. Enter the date when the charged amount is processed. Enter the remittance amount. 3 Click OK. The generates an one-time (frequency type) prepaid charge. However, the following factors does not affect the generation of this type of payable/receivable: Payable Creation Lead Time: For example, even if a Jun-2012 payables are not ready to be generated as per the Payable Creation Lead Time, but if a memo charge is created, the paid payable/receivable is generated immediately. Period Status (Payable period / receivable period): This includes even if the payable /receivable status for a period is Closed or Future, but a paid payable/receivable can be created using this action for that period This action doesn t generate corresponding system records. Stop / Delete Charges Use this action to stop payments on scheduled charges. Stop Payments can also be done when the rent step generation method is Split. You can only perform this action on an active lease. 1 In the Charge Schedule tab, select a charge schedule, click Action > Stop / Delete Charge. This opens the Stop/Delete Charge window. 2 In the Stop Date field, enter the effective date of stop payment. 3 Click OK. This action stops payment of the selected charge. Stop / Delete All Charges This is a bulk action that allows you to delete multiple payments on a lease. 1 In the Charge Schedule tab, hold down the CTRL key and select multiple payment or charge schedules. 2 Click Action > Stop / Delete All Charges. This opens the Stop/Delete Charges window. 3 In the Stop Date field, enter the effective date from when the payments should be stopped. The date is associated to an accounting period, which will be affected once the action is completed 4 Click OK. This updates the charge End Date and makes it equal to the Stop Date. The action also recalculates the corresponding rent steps as follows - Finds the rent step, which belongs to the accounting period of the selected Stop Date. If there is no account period having accounts payable records in an Approved/Paid/Released/Transmitted statuses for the period affected, then: Updates the effective End Date of the found rent step with the end date of the period preceding the original accounting period of the effective stop date.

87 Chapter 5: Using Leases Charge Schedule 75 Deletes all the corresponding accounting records in the original accounting period. Deletes all the payables generated off the deleted accounting records as in ii above. If there are accounting periods having payables in an Approved/Paid/Released/Transmitted statuses for the Period, find the next subsequent period and if there are no accounting periods having payables in an Approved/Paid/Released/Transmitted statuses for the period, the Effective End Date of the found Rent Step is updated with the End Date of the preceding period.' The action, when taken on a Charge, resets the end date of the charge. If there are no Accountings having payables in a Paid, Transmitted or Released status for periods greater than (inclusive) the period of Stop date, then The Charge End Date gets reset as equal to the Stop Date. The System Accounting record is deleted A new system Accounting record is generated as per the new End Date of the Charge If there are accounting records those are retained, The Charge End Date is set as the End Date of the accounting Period of the last retained 'non-system' accounting record. The System accounting record is deleted New 'System' accounting record is generated as per the new End Date of the Charge If the corresponding accounting records from the entire span of a charge schedule, then the end date is not reset. Update Company/Cost Center Use this to modify the company cost center information on a charge schedule. 1 In the Charge Schedule tab, select a charge schedule, click Action > Update Company/Cost Center. This opens the Update Company/Cost Center window. 2 Select the Cost Center field to update the company cost center. 3 Click OK to save the changes. Mark Charge As CPI The action allows you to mark a charge schedule as CPI that allows you (or another business user) to apply CPI escalation on that charge from a selected accounting period onwards. Only a monthly charge which is not marked as CPI already can be marked as CPI. When a charge schedule is marked as CPI, you can apply CPI escalation on that charge from a selected Accounting Period onwards. For example, if a charge is $1000 from April-2012 to Dec-2012, and you mark it as CPI from, Jun-2012 onwards, you would like to apply CPI type escalation on the amount for this charge from Jun-2012 onwards. The action results in splitting of the charge step from June onwards. As a result, two charges are generated: April-2012 to May-2012 and May-2012 to Dec The existing payables on the original charge are escalated and the amount on the payables (from Jun-2012 to Dec-2012 only) is applied to the new charge.

88 Chapter 5: Using Leases Charge Schedule 76 To mark a charge schedule as CPI Note: You can perform this action only on charge schedule with frequency value as monthly. 1 From the lease log, open a lease record. 2 Click Charge Schedule > select a charge schedule > click Action > Mark Charge as CPI. This shows Mark Charge as CPI form. 3 Complete the fields as indicated in the table. In this field Accounting Period CPI Index Base Year Base Month Do this Select an accounting period to initiate a CPI charge schedule from the selected accounting period on which the CPI should be applied. You cannot select an accounting period with a start date less than the start date of the charge and greater than the End date of the charge. The accounting period should be within the scope of the start and end date of the selected charge schedule. You cannot select an accounting period having payables or receivables in a Paid, Transmitted, Released status. Else, you will receive an error message, Cannot mark as CPI for the selected accounting period. Paid Payables/Receivables already exist for this or subsequent periods. Select a CPI Index. Select a base year. Select a month from when the CPI escalation will in effect. 4 Click OK. The action results in the following outcome: This splits the selected charge schedule from the selected base month and creates an additional charge schedule record in the Charge Schedule log. For example, if a charge is $1000 from April-2012 to Dec-2012, and you marks it as CPI from Jun-2012 onwards, the action applies CPI type escalation on the amount on this charge from Jun-2012 onwards. This results in splitting of the charge step into two charges steps from June onwards April-2012 to May-2012 and May-2012 to Dec If the selected charge schedule has payables or receivables (or accompanying accounting records), they are not deleted but are linked to the new charge schedule. Of the two charge schedules, the first schedule in the Charge Schedule log is the original charge schedule (one non-cpi charge), which is been split, but, holds all the attributes of the original charge schedule including the existing payables and accounting records, and the end date of. In other words, the first charge is actually the original charge which is being split. Only that its end date is the End Date of the accounting Period prior to the selected period. The second new charge step is generated. This charge step has a start date same as start date of the selected period and end date is the end date of the original charge, which is being split. for example, if you have select July as the accounting period, the start Date of the new Charge Step will be 7/1/2012 and the end Date is the end date of the original charge Step. For example, if original charge step was from 1/1/2012 to 12/31/2012 and the end date of this new Charge Step is 12/31/2012. The payables or receivables and its corresponding accounting records of the original charge schedule are now copied and linked to the new charge schedule.

89 Chapter 5: Using Leases Charge Schedule 77 The second charge record is also marked as CPI Step and also have the CPI Index / Base Year / Base Month populated on the form. To verify this, open the charge schedule from the log and you will find CPIStep? check box is selected. The End Date of the charge Step is reset as the end date of the accounting period prior to selected accounting Period. So, if the Charge step was from 1/1/ /31/2012, and if you have selected the accounting period July, the end date of selected charge Step should be reset as 6/30/2012. Note: You can mark charge as CPI only if a monthly charge is not already marked as CPI. Note: The Admin Property called the Step Generation Method Consolidate or Split determines if prorated steps get divided in the charge step list (Split) or if they get left with the main record (Consolidate). Depending on the Step Generation Method set by your administrator, you may get one consolidated rent step or two split steps. Irrespective of the rent step generation method, the corresponding accounting records are generated for the appropriate period with appropriate prorated amounts. Note: If a Lease has been Prepaid until a certain date, the rent steps and accounting records are generated normally but the only difference is that the Record Status of the accounting record and the Payable generated off it will be in a Paid status. Add LL (Landlord) CPI Request To add LL CPI request to a charge schedule This action allows you to apply escalation amount according to the inflation rate to the charge schedule. 1 In the Charge Schedule tab, select a CPI type Charge Step and click Open. 2 In the CPI Requests tab, select a CPI Request. 3 Click Action > Add LL CPI Request. This shows the Add CPI History form. 4 Complete the table as indicated below. In this field LL Request Date LL Requested Increase Notes Do this Select a request date. Enter a requested increase amount. The amount you enter here is used for calculating CPI Calculated Value and CPI Calculated % amount. The landlord sends this escalation amount value on the CPI history record for the charge to the Portfolio Admin. Enter brief LL request details. 5 Click OK. This recalculates the CPI amount in the CPI Calculated % and Value fields. These fields are also recalculated when you edit a CPI history record, by opening and clicking Edit > Save the fields. 6 Select the CPI request > click Action > Apply CPI to Charge. This updates the charge schedule with a CPI value amount and applies the change to all the corresponding accounting records for that Charge schedule. By default, the CPI Calculated Value gets applied to the charge.

90 Chapter 5: Using Leases Charge Schedule 78 The action applies the inflation rate as the escalation amount to the charge schedule and also to all its corresponding accounting records. The amount of the Charge step is reset on the basis of CPI. This action applies the escalation amount as per the inflation rate to the charge schedule. It also applies all the accounting records for that Charge schedule. By default, the CPI Calculated Value gets applied to the charge on taking the 'Apply CPI to Charge' action. In case, the charge on which you are applying CPI has existing payables/receivables in a paid/transmitted/released, it retains those payable/receivables including their corresponding accounting records. The amount on the payables/receivables (as well as the amount on the accounting records) are not escalated. However, if they are in any other status, they are deleted and new payables/receivables in a Pending status with a new amount are created. The amount on the corresponding accounting records are also readjusted accordingly. If accounting records have no payables/receivables then amount on the accounting records are updated (increments). Note: The action does not recalculate the 'CPI Calculated %' and 'CPI Calculated Value'. The existing values from the fields are used to apply CPI on the charge. The existing payables or receivables or accountings records from the original charge step are linked to the new charge. When a Charge is marked as CPI, the amount on the charge is escalated, as follows: a b c A landlord sends escalation amount value to a Portfolio Administrator. The amount is the LL Requested Increase on the CPI history record for the charge. A Portfolio Administrator knows the CPI Index and the CPI value for the starting month of the charge. Based on this CPI value, Portfolio Administrator calculates the escalation amount. The field CPI Calculated Value on the form represents this calculated value. Portfolio Administrator can use the Override Amount value to override either of the LL Requested Increase value and CPI Calculated Value. To update the CPI Request 1 In the Charge Schedule tab, select a CPI type Charge Step and click Open. 2 In the CPI Requests tab, select a CPI Request and click Open. This shows the CPI Request form. 3 Edit the fields as indicated in the table. In this fields CPI Request LL Request Date LL Requested Increase CPI Calculation CPI Period CPI Calculated Percent CPI Calculated Value Do this or view Edit the requested date. Edit the amount. Select the CPI period. Shows the CPI calculated percentage Shows the CPI calculated value

91 Chapter 5: Using Leases Charge Schedule 79 In this fields Override Amount Notes Do this or view Enter the amount to override the requested increase value and CPI calculated value Enter a note 4 Click Save. 5 To apply CPI to the term, click Action > Apply CPI to Term.

92 Chapter 5: Using Leases SL Schedule 80 SL SCHEDULE Use this to generate straight line schedule for a lease in order to meet the FASB 13 requirements. According to Financial Accounting Standards Board (FASB), a rental expense should be based on the straight-line (SL) calculations. This means that the same amount of expense should be recognized each month, regardless of the actual rent payment during the month. The SL Rent Schedule calculation is the equal to the total rent amount divided by the number of accounting periods where the number of periods is equal to the sum of number of month of all SL Charges (charge type/gl account marked to include in SL rent calculation) in accounting periods. For the payment of a partial month, this amount can be a decimal amount. Therefore, the total rent is equal to the sum of amounts of all accounting records of all SL Charges. Note: To mark a charge type/gl account to include in SL Rent Calculation, see Chart of Account topic. Note: As an end-user you may not have access to Chart of Accounts module. Your system administrator can set up the lease charge schedules according to charge types characterizing only those charge types that require SL Rent calculations in the Chart of Accounts node. See Chart of Accounts chapter for more information. Refresh This action allows you to view the latest SL charge Schedules for the each accounting period. To view the latest SL Lease Schedule 1 In the SL Schedule tab > click Action > Refresh. 2 This recalculates and updates (refreshes) the Lease Charges Schedule values on the Lease Straight Line Schedule log. This refreshes and recalculates the Straight Line Schedule. Each time you perform this action, the SL Schedule gets recalculated. The corresponding charge type/gl account, which is marked to include in SL Rent step calculations is used in calculating SL Schedule. Such charges are called SL Charges. All corresponding accounting records of the lease with a status other than Cancelled, Rejected or System and have a charge type/gl account marked to include in SL rent calculation are accessed in straight Line calculation. Note: When creating One-Time Payable/One-Time Receivable/Journal Entry for a Lease, if the accompanying charge type/gl account marked to include in SL rent calculation, then it should be included in generating an SL Schedule. Depending on the lease type, this action also updates the Lease Ending Balance field on the upper form. For example, if the SL charge schedule is for the new lease, the Lease Ending Balance field is always have zero value and for amendment or a renewal type lease the field has a value greater than zero. Note: The last month of an accounting period will have always zero value in the Ending Accrual field.

93 Chapter 5: Using Leases SL Schedule 81 Export Straight Line Schedule This action allows you to export Straight Line Rent Schedule so that it can be shared with other users. Note: Lease administrators can export the SL Schedule to share it with other users without having to log into unifier. To export Straight Line Rent Schedule 1 From the SL Schedule tab. 2 Click Action > Export. This generates a.csv file comprising of Straight Line rent schedule, The file is the exact copy of the selected SL Schedule in the Lease Straight Line Schedule log. This action also refreshes and recalculates the SL Rent Schedule, before exporting it on to your system. 3 Click Save to save the.csv onto your local system. The ordering of columns in the.csv file is same as the columns in the Lease Straight Line Schedule log layout. Note: As an lease administrator you may have an additional privilege to share the exported SL Charge Schedule to other business users without having them log in to the application.

94 Chapter 5: Using Leases Covenants 82 COVENANTS There are three types of covenants: Clause, Option or Renewal. Use this to add covenants to a lease record. Add Clause Use this to add clause type covenant to a lease. To add a clause type covenant 1 Click Covenant tab to open the Lease < Covenants log. 2 Click Action > Add Clause. This shows the Add Clause form. 3 Complete the fields as indicated in the table. In this field Clause Clause Type Document Article # Section # Abstract Abstract Silent Do this Select the clause type (e.g. parking). Select the document to attach it with the clause. Enter the covenant number. Enter the section number associated to the covenant. Enter a brief description. Select Silent if the lease agreement signed between two the involved parties does not hold any information about the clause. 4 Click OK. This creates a clause type covenant with a status of Clause in the Lease < Covenants. Once you create a covenant, you can add more details to the covenant. See Details Tab > Add Covenant Details"for more information. Add Option Use this to add option type covenant to a lease. These options can be for Cancellation of the Lease, reduction of lease, etc. Note: You cannot create two covenants of the same type, which includes covenant type (Clause / Option / Renewal) and also the 'Name' of the Covenant Type. For example, if there is a 'Covenant Type' record of type 'Option' and a covenant name 'Cancellation', you cannot add covenant type and name to a lease. You cannot add a same covenant name and covenant type to a lease record. To add an option type covenant 1 Click Covenant tab to open the Lease < Covenants log. 2 Click Action > Add Option. This shows the Add Option form.

95 Chapter 5: Using Leases Covenants 83 3 Complete the fields as indicated in the table. In this field Option Option Type Document Article # Section # Abstract Abstract Silent Affected Area Area Measure Unit of Measure Do this Select the option type (e.g. parking). Select the document to attach it with the option. Enter the covenant number. Enter the section number associated to the covenant. Enter a brief description. Select Silent if the lease agreement signed between two the involved parties does not hold any information about the option. Enter the measurement of the selected covenant. Select the unit of measurement. 4 Click OK. This creates an option type covenant with a status of No Available Option in the Lease < Covenants log. 5 You can add options to the covenant. See If you decide to change the document you added to your clause, option, or renewal, you can change it using the Action menu on the Covenant tab." for more information. Add Renewal Use this to add renewal type covenant to a lease. A renewal type Covenants - options are options which can be used to renew a Lease. To add a renewal type covenant 1 Click Covenant tab to open the Lease < Covenants log. 2 Click Action > Add Renewal. This shows the Add Renewal form. 3 Complete the fields as indicated in the table. In this field Renewal Option Type Document Article # Section # Abstract Abstract Silent Affected Area Area Measure Unit of Measure Do this Select the renewal type (e.g. parking). Select the document to attach to the renewal. Enter the covenant number. Enter the section number associated to the covenant. Enter a brief description. Select Silent if the lease agreement signed between two the involved parties does not hold any information about the renewal. Enter the measurement of the selected covenant. Select the unit of measurement.

96 Chapter 5: Using Leases Covenants 84 4 Click OK. This creates a covenant record. Edit the clause, option, or renewal attachment If you decide to change the document you added to your clause, option, or renewal, you can change it using the Action menu on the Covenant tab. To edit the attachment 1 Click the Covenants tab to open the Lease > Covenants log. 2 Click Action > Edit Attachment. The Edit Attachment window opens. 3 In the Document field, click Select and choose the attachment with which you want to replace the original attachment. Click Select. 4 On the Edit Attachment window, click OK. The Real Estate Manager replaces the original attachment with the new one you have chosen. Applying options on covenants Depending on the type of a covenant, you can add options on a lease covenant record. Add Option Use this add an option to a covenant of type renewal and option type. To add an option to a covenant 1 In the Lease < Covenants log, select a covenant with a status No Available Option or Available Option. This shows the Lease Covenant - Option form. For a renewal type covenant, select a covenant with a status No Available Renewal or Available Renewal. This shows the Lease Covenant - Renewal form 2 In the Options tab > click Action > Add Option. This shows the Add Option Line form. In this field Option Dates Critical Date Early Notice Date Renewal Type Effective Start Date Effective End Date CovenantAmtType FeeAmount Action Taken Action Date Action Taken Do this Select a date. Select a notice date. Select the renewal type. This is used for calculating rent increases on renewal. Enter the start date when the covenant will be active. Enter the end date when the covenant expires. Select the payment type. Enter the amount to be paid. Select the date by which the selected action should be completed. Select the action required on the option.

97 Chapter 5: Using Leases Covenants 85 3 Click OK. This adds an option or renewal type covenant and marks the status as Available Option for an Option type covenant and Available Renewal for a Renewal type covenant in the Lease < Covenants log in the Covenants tab. In addition, it generates a corresponding date record in the Dates tab. The format of the date record as shows in the Date Name column is <covenant name> - <covenant name> <number>. For example, Recreation Area - Option 1. The number increments each time a date record is generated as the result of the Add Option action on a covenant. Exercise Option Use this to mark as existing option as exercised. To exercise option on a covenant 1 From the Covenants tab > select a covenant of type option or renewal. Click Open. The lease Covenant - Option/Renewal form opens. 2 From the Options tab > select an option with an Available status. 3 Click Action > Exercise Option. Upon successful completion, this updates the status of the option to Exercised in the Action Taken column of the Covenant < Covenant Options log. If this is the only or last option record on the covenant, the action also changes status of the selected covenant to No Available Option in the Status column for the option type covenant (and No Available Renewal for renewal type covenant) in the Lease < Covenants log of the Covenants tab. For an option type Covenant, If you 'exercise' or 'reject' an option which is the last Available option on that covenant, the status of the Covenant changes back to No Available Option. For a Renewal type Covenant, If you 'exercise' or 'reject' an option which is the last Available option on that covenant, the status of the Covenant changes back to No Available Renewal The status of the corresponding lease date in the Date tab is also updated to Exercised in the Outcome column. Reject an Option Use this to reject an available option. To reject an option 1 In the Covenants tab, select a covenant and click Open. This shows the lease covenant form. 2 In the Option tab, select an option in an Available status. click Action > Reject Option. Upon successful completion, this action changes the Status of the selected option to Rejected. If this is the only or last option record associated to the covenant, the action also changes status of the selected covenant to No Available Option in the Status column for the option type covenant (and No Available Renewal for renewal type covenant) in the Lease < Covenants log of the Covenants tab.

98 Chapter 5: Using Leases Covenants 86 Details Tab > Add Covenant Details This is a quick-search feature that allows you to search for covenant clauses on all lease records. Using the Item and Value combination, you can search for values in a lease. 1 In the Lease < Covenants log, select a covenant and click Open. 2 In the Details tab, click Action > Add Covenant Details. This shows the Add Details form. 3 Complete the fields as indicated in the table. In this field Item Value Comment Do this Enter the item name. Enter the item value. For example, enter LL Permission Required (Y/N) to search for the Alternations clause on all lease records. Enter a brief description. 4 Click OK. This adds relevant details to the covenant.

99 Chapter 5: Using Leases Dates tab 87 DATES TAB Use this to add, edit, and delete dates. Click Dates tab to open the Lease < Dates log. The log lists all the dates relevant to the selected lease. Dates can be created manually using the Add Date action and automatically when creating a new lease record using the Create Payable Lease or Create Receivable Lease action. Dates are based on dates templates. For example, when a new lease is created, it generates date records based on the associated Date Template and auto-populates the Start and End Date in the Dates tab. Adding a new Date To add a date 1 In the Dates tab, click Action > Add Date. This shows the Add Date form. 2 Complete the fields as indicated in the table. In this field Critical Date Date Type Date Name Date Status Reminders Early Notice Date Last Notice Date Escalation Reminder Date Do this Select the date template. For example, select the Commencement date template to add a new commencement date to the selected lease. Enter the name of the date. Select the due date. System-populated. By default, the status is Active. Select the date by which the notification goes out to the assigned user for the first time. Select the final date for sending out a notification to the assigned user. Select the date when the escalation notification goes out to the assigned user (selected in the Escalation Role field). Select the start for sending notification to the assigned users. Reminder Start Date Reminder Frequency in Days Enter a number as the interval for sending reminder to the assigned users. Escalation Role Select the business role who is responsible for handling escalations. The users in the role will receive notification on escalation. Outcome Outcome Outcome Date Select the required outcome. No Action Taken: Select this if no action is required by the selected user Exercised: Select this to enable exercised as the outcome. Rejected: Select this to enable rejected as the outcome. Transaction Created: Select this to enable creation of transaction as an outcome. Select the due date by which the user should be taking the action. 3 Click OK. This creates a new date in the Lease < Dates log.

100 Chapter 5: Using Leases Dates tab 88 To edit an existing date 1 In the Dates tab, select a date and click Open. This shows the Critical Date window. 2 Edit the fields as required. Click Save to record the changes. The change gets updated in the Lease < Dates log. If you have changed the commencement date in the Date field, it updates the Lease Start Date on the lease. If you have changed the expiration date in the Date field, it also updates the Lease End Date on the lease. Deleting a Date To delete a date In the Dates tab, select a date. click Action > Delete Date. This deletes a date from the Lease < Dates log. You cannot delete an expiration and commencement dates associated to a lease in a Commenced status.

101 Chapter 5: Using Leases Area 89 AREA Use this tab to add area details to a lease. Create Area From Lease Use this to add area-related information to a lease. To add area details to the lease 1 From the Leases log, select a lease record and click Open. 2 Click Area tab > click Action > Add Area. This shows the Create Area From Lease window. 3 Complete the fields as indicated in the table. In this field Area Area Type Area Measure Units Effective Date Notes Do this Select the area type (for example, exterior gross). This determines the measurement of interior and exterior gross area of a property. Enter the measurement of the area. Select the unit of measurement. Select the date when the area measurement is applied to the lease. Enter a brief description. 4 Click OK. This create a new area in an Active status in the Lease < Area log. Inactivate Area Use this to inactivate an area. To inactivate an area 1 From the Leases log, select a lease record and click Open. 2 Click Area tab > select an active area > click Action > Inactivate Area. This inactivates the area and updates the status as Inactive.

102 Chapter 5: Using Leases Contacts 90 CONTACTS This tab allows you add new roles and corresponding contacts to a lease record. Add Contact 1 From the Contacts tab, click Action > Add Contact. The Add Contact window shows. 2 In the Role / Responsibility field, select the business role to assign it to the lease. 3 In the Contact Name field, select a user who belongs to the selected business role. 4 Click OK. This adds a new contact record in the Lease < Contacts log. Edit Contact Use this to edit a contact. To edit an existing contact 1 From the Contacts tab, select an existing contact. 2 Click Action > Edit Contact. The Edit Contact window shows. 3 Edit the fields as required. 4 Click OK. This updates the contact in the Lease < Contacts log. Delete Contact Use this to delete a contact To delete a contact 1 From the Contacts tab, select an existing contact. 2 Click Action > Delete Contact. Upon successful completion you will receive, Action Complete message. This deletes the contact from the Lease < Contacts log.

103 Chapter 5: Using Leases Responsibilities 91 RESPONSIBILITIES Use this to assign responsibilities to tenant and landlord. Add Responsibility To add a responsibility 1 Click Responsibilities tab > Click Add Responsibility. This opens the Add Responsibility window. 2 In the Responsibility Type field, select a responsibility. 3 In the Comments field, enter the details. 4 Click OK. This adds a new responsibility in the Lease < Responsibilities log in status Undefined where responsible party is not assigned. Once you create a new responsibility, you should assign it to the responsible party. If a Responsibility Type is Undefined, you cannot activate a lease and you will receive an error message, 'All Responsibilities must be defined.' 5 To assign a responsible party, double-click and open a record from the Lease < Responsibilities log. 6 In the Responsible Party, select the responsible party. 7 Click Save. You can use the following actions to assign responsibilities. Set to Tenant Use this to assign a responsibility to a tenant. 1 In the Responsibilities tab, select a responsibility. 2 Click Action > Set to Tenant to assign the selected responsibility to a tenant. For example, you can assign an interior maintenance work to tenant. This changes the Responsibility Type to Tenant in the Lease < Responsibilities log. Set to Landlord 1 In the Responsibilities tab, select a responsibility. 2 Click Action > Set to landlord to assign a responsibility to a landlord. This changes the Responsibility Type to Landlord in the Lease < Responsibilities log. Set to Silent 1 In the Responsibilities tab, select a responsibility. 2 Click Action > Set to Silent to assign responsibility to a third-party. This changes the Responsibility Type to Silent in the Lease < Responsibilities log.

104 Chapter 5: Using Leases Security Deposits 92 SECURITY DEPOSITS You can record a security deposit paid up against a lease. To create a security deposit 1 Click Security Deposits tab > click Action > Create Deposit. 2 Complete the fields as indicated in the table. In this field Deposit Deposit Type Deposit Amount Covenant Actual Deposit Date Certificate / Letter of Credit Maturity Date Holding Account Holding Institution Interest Rate Interest Bearing Notes Do this Select the Security Deposit type: Cash: Select this if the deposit is made through cash. You can record the deposit amount in the Deposit Amount field. Letter of Credit: Select this if a Letter of Credit if used as the security deposit. Guarantee Only: Select this if an asset (property) is used as the equivalent of the security deposit. Escrow: Select this if the deposit is made through escrow account. Other: Select this if the security type is unlisted. Enter the deposit amount. Select the covenant type for which the security deposit is made. Select the date when the security deposit is paid. Enter a maturity date of the lease, if you have selected Letter of Credit as the deposit type. Enter the account details of the holding institution. Enter the institution name that holds the letter of credit. Enter the interest rate Select Yes if the holding institution has a bearing on the interest rate. Otherwise, select No. Select Silent, if the holding institution or investor has no stake on the property. Enter a brief description. 3 Click Save. This adds a security deposit details in the Lease < Deposits log. Delete a Security Deposit 1 In the Security Deposits tab, select a security deposit record. 2 Click Action > Delete Deposit. This deletes the selected deposit record from the Lease < Deposits log Add Return Details Use this to record return details to a deposit. For example, the amount returned including the return date and return type.

105 Chapter 5: Using Leases Security Deposits 93 To add Return Amount Details to a security deposit 1 In the Security Deposits tab, double-click and open a security deposit record. The detail page shows. Note that the Remaining Amount field is updated with the Deposit Amount, you recorded earlier using the Create Deposit action. The field is updated each time, you apply a return value to the security deposit. The default value of the Remaining Amount is the Deposit Amount. Note: Remaining Amount = Deposit Amount minus Returned Amount. 2 In the Returns tab, click Action > Add Return Details. 3 Complete the fields as indicated in the table. In this field Returned Date Return Type Returned Amount Description Do this Select the return date. Select the return type. Cash: Release of Letter of Credit: Release of Guarantee: Release of Escrow: Reduction of Rent: Forfeit to Landlord: Other: Enter the amount returned. The Remaining Amount is recalculated, each time a new amount is added using the Add Return Details action or deleted using the Delete Return action. Note: If all the return amount on the deposit are deleted, the Remaining Amount will reset back to the actual deposit amount. Enter a brief description. 4 Click OK. This adds a return amount to the security deposit. You can view the updated Remaining Amount balance from the Remaining Amount column in the Lease < Deposits log in the Security Deposits tab that shows the amount remaining to be paid off. Delete Return To delete a return value on a security deposit 1 In the Security Deposits tab, double-click and open a security deposit record. The detail page shows. 2 In the Returns tab, select a return. 3 Click Action > Delete Return. This deletes the return amount record from the Deposit < Returns log. The deleted return amount is deducted from the amount in the Remaining Amount field. If this is the last or the only return amount in the log, the Remaining Amount is updated with the actual deposit amount.

106 Chapter 5: Using Leases Tenant Improvements (TI) 94 TENANT IMPROVEMENTS (TI) Click TI Allowance tab to view the Lease < TI log. The log lists all the requested allowance on the lease. This allows you to create and view Tenant Improvement (TI) allowance costs (e.g. renovation cost). It also allows you to get an overview of the total cost as well as remaining and uncollected amount Tenant Improvement (TI) allowance. Remaining Amount is the Allowance Amount minus the Requested Amount. Uncollected Amount is the Requested Amount minus the Received Amount To add a TI allowance 1 In the Leases log, select a lease in an Active status and click Open. 2 Click TI Allowance tab >Action > Add TI Allowance 3 Complete the fields as indicated in this table. In this field Description Allowance Amount Covenant Due Date Notes Do this or view the data Enter a description. Enter the allowance amount Select a covenant from those available Select the date when the allowance is due Enter brief details of the allowance. 4 Click OK. This adds the TI allowance to the Lease < TI log. 5 In the Lease < TI log, select the TI allowance record and click Open. This shows the TI Allowance form. 6 In the TI Details tab, click Action to Request Allowance, Record Receipt, and Delete Details. Request Allowance Use this request other allowances forfeit to landlord, free rent, abatement, etc. 1 In the TI Details tab, click Action > Request Allowance. This shows the Request Allowance form. 2 Complete the fields as indicated in this table. In this field General Information Allowance Type Requested Amount Request Date Description Do this or view the data Select the allowance type. Enter the allowance amount. The requested amount cannot be greater than the total TI allowance amount (in the Allowance Amount field on the TI Allowance form). Select the date. Enter a brief details of the allowance.

107 Chapter 5: Using Leases Tenant Improvements (TI) 95 3 Click OK. The requested amount is updated to the Requested Amount field. This amount is deducted from the total Allowance Amount and the remaining amount after deduction is updated in the Remaining Amount field. The value in the Uncollected Amount field is same as the requested amount. The updates are also reflected in the respective columns of the TI Allowance tab > Lease < TI log. Record Receipt Use this to record any receipt of allowance. To record a receipt 1 In the TI Details tab, select the allowance. 2 Click Action > Record Receipt. This shows the Record Receipt form. 3 The non-editable fields (Allowance Type, Request Date, Requested Amount, Description) are auto-populated with the selected allowance details. 4 In the Received Amount field, enter the allowance amount received. 5 In the Received Date field, select the date of receipt. Click OK. This updates the amount in the Received Amount and Uncollected Amount fields. The receipt date is updated in the Received Date column in the TIAllowance < Details log. The TI Allowance form fields are shown here: Delete Details Use this to delete the Requested Amount, Received Amount, and Uncollected Amount from the TI Allowance. To update an allowance 1 In the TI Details tab, select the allowance. 2 Click Action > Delete Detail. This deletes the requested amount and received amount from the allowance. The action also resets the values in the Requested Amount, Received Amount, Uncollected Amount fields to zero. The Remaining Amount field is updated with the original Allowance Amount value. When the Requested Amount is equal to the Received Amount, the value in the Uncollected Amount field is reset to zero. Delete TI Allowance Use this to delete an existing TI allowance on a lease. To delete an allowance 1 In the Leases log, select a lease in an Active status and click Open. 2 Click TI Allowance tab > select a TI allowance and click Delete.

108 Chapter 5: Using Leases Parking 96 PARKING Click Parking to view the Lease < Parking log. The log lists all the parking spaces included with the lease. You can also use the tab to add new parking space to a lease. To add a parking 1 Click Parking tab, click Action > Add Parking. This shows the Create Parking form. 2 Complete the fields as indicated in the table. In this field Parking Space Type Quantity Location Covenant Rate (Monthly/Per Space) Denominator Included in Base Rent Do this Select the type of the parking. Enter the number of assigned parking space. Enter the address of the parking Select the covenant type assigned. Enter the monthly rent of the space. Select Entire Lease to charge as all inclusive of the square footage of the entire building or the leased space. Else, select the square footage of the leased space Select Yes to add the rent of the parking space to the base lease. 3 Click OK. This creates a parking record for the lease. To delete a parking space In the Parking tab, select a parking and click Delete. This deletes the parking record from the lease.

109 Chapter 5: Using Leases Accounting 97 ACCOUNTING Click Accounting tab to view the Lease < Accounting log. The tab provide a snapshot of all corresponding accounting records from the Accounting Register associated to the selected lease. For example, accounts payable or receivable (depending on the lease type), GL Account, charge type, accounting period, and so on. Select an accounting record from the log and click Open to view more details of each record.

110 Chapter 5: Using Leases Savings 98 SAVINGS Click Savings tab to open the Lease < Savings log. Use this to add savings information to the selected lease record. Add Savings This action allows you to add savings details. To add a savings record 1 In the Savings tab, click Action > Add Savings. This shows the Add Savings form. 2 Complete the field as indicated in the table. In this field Savings Contact Savings Type Saving Date Amount Before Savings Net Savings Amount Notes Do this Select the contact to assign it to the savings. Select the savings type. Select the savings date. Enter the amount before creating the savings record. Enter the net savings amount on the lease. Enter a brief description 3 Click OK. This creates a savings record in the log and also the record creation date and time. The action also associates the savings record to the corresponding property and site related to the lease. You can open the record from the Lease < Savings log to view the associations.

111 Chapter 5: Using Leases Metric 99 METRIC Click Metrics tab to open the Lease < Metrics log. A metric type is used for calculating rent. To add a metric 1 In the Metrics tab, click Action > Add Metric Type. The Add Metric to Lease. 2 Complete the fields as indicated in the table. In this field Metric Type Value Metric Date Do this Select the metric type. Enter the metric value. Enter the date. 3 Click OK. This adds the metric to the lease.

112 Chapter 5: Using Leases Transactions 100 TRANSACTIONS Click Transactions tab to open the Lease < Transactions log. Use this to complete and cancel all transactions associated to the selected lease. To complete a transaction 1 In the Transactions tab, select an active transaction. 2 Click Action > Complete Transaction. This marks the transaction as complete and changes the status of the transaction as Complete. To cancel a transaction 1 In the Transactions tab, select an active transaction. 2 Click Action > Cancel Transaction. This marks the transaction as canceled and changes the status of the transaction as Canceled.

113 Chapter 5: Using Leases Notes 101 NOTES Click Notes to open the Lease < Notes log. Use this to add new notes to a lease. To add a note 1 In the Notes tab, click Action > Add Notes. This shows the Create Lease Note form. 2 Complete the form as indicated in the table. In this field Note Type Date User Note Do this Select the type of the note. Select the note creation date. Select the user name who can view the note. Enter a content of the note. 3 Click OK.

114 Chapter 5: Using Leases Terms 102 TERMS Click Terms to open the Lease < Terms log. The log lists all the payment terms on a lease. You can use this tab to create new lease terms. Create Term This action allows you to create a new term for the selected vendor. 1 In the Terms tab, click Action > Create Term. This shows the Create Term window. 2 Complete the fields as indicated in the table. In this field Do this Vendor / Tenant Select the vendor name. Charge Type Select the charge type. Cost Center System-populated once you select the charge type. Description Enter a brief description. Remittance Note Enter a remittance note. 3 Click OK. This creates a new payment term on the leased property. 4 Open the payment term to add schedule charges to it and update the corresponding company cost center information. ESCALATION WIZARD Use this to edit a term from a rent step. 1 In the Terms tab, select a term and click Open. This opens the payment terms page. 2 Click Action > Escalation Wizard. This shows the Escalation Wizard form. 3 Edit the fields as required and click Save. Edit Wizard Charge(s) 1 In the Terms tab, select a term and click Open. This opens the payment terms page. 2 Click Action > Edit Wizard Charge(s). This shows the Edit Wizard Charge(s) form. 3 In the End Date field, edit the end date. 4 In the Description field, update the description. 5 Click OK. This resets the end date of the selected charge step with a new end date. This action updates the description on all the associated generated charge steps as per the new value entered in form. Also, all charge steps, which are generated after this action are updated with the new description.

115 Chapter 5: Using Leases Terms 103 STOP PAYMENT Use this stop payment on a charge step. To stop payment on a charge 1 Click Terms > select a term and click Open. This opens the payment terms form. 2 Click Action > Stop Payments. This shows the Stop/Delete Charge. 3 In the Stop Date field, select a date from when the payment will stop on the selected charge. 4 Click OK. This resets the end date of the selected charge step and updates the Term End Date field of the term (in the Lease < Terms log) and the Period End Date field of the charge with a new end date. 5 If the corresponding accounting period has payables in an Approved, Paid, Transmitted or Released status, then that accounting record is not deleted. Scheduled Charges tab Use this to add a schedule charge to the term and update the company cost center information on the charges associated to the term. Add schedule charges To schedule a charge 1 In the Scheduled Charges tab, click Action > Add Scheduled Charge. This shows the Add Scheduled Charge form. 2 Complete the forms as indicated in the form. In this field Effective Start Date Effective End Date Description Charge Amount Tax Amount Proration Method Rounding Method Do this Select the start date of the charge. Select the end date of the charge. Enter a brief description of the charge. Enter the amount. Enter the tax amount. Select the proration method. Select the rounding method. 3 Click OK. This adds the charge to the term. 4 If you want to edit the charge, click Action > Edit Scheduled Charge. Accounting Shows the corresponding accounting records associated to a term. CPI Requests Use this to add landlord requested increase amount and the calculated CPI value.

116 Chapter 5: Using Leases Terms 104 Create LL CPI Request To create LL CPI Request 1 Click CPI Requests tab, click Action > Add LL CPI Request. This shows the Add CPI History form. 2 Complete the fields as indicated in the table. In this field Request LL Request Date LL Requested Increase Escalation Period Notes Do this Select the effective start date of the requested increases. Enter the increase amount. Select the accounting period from when the landlord s requested increase amount will be effective. Enter a note. 3 Click OK. This adds the landlord requested increase amount to the Terms < CPI Requests log. 4 Select the CPI record. Click Apply CPI to Charge. The amount on the charge step is reset on basis of CPI calculated amount. See Add LL (Landlord) CPI Request" and Mark Charge As CPI" for more information.

117 Chapter 5: Using Leases Notes 105 NOTES You add notes to a site. To add a note 1 In the Notes tab, click Action > Add Notes. This shows the Create Terms Note form. 2 Complete the form as indicated in the table. In this field Note Type Date User Note Do this Select the type of the note. Select the note creation date. Select the user name who can view the note. Enter a content of the note. 3 Click OK.

118 Chapter 5: Using Leases Attachments 106 ATTACHMENTS Click Attachments to open the Lease < Attachments log. Use this tab to upload documents to a lease. Add Attachment 1 In the Attachments tab> click Action > Add Attachment. This shows the Upload Attachment form. 2 Complete the fields as indicated in the table. In this field Attachment Data Title Document Type Document Date Abstract Do this Enter the document name. Select the type of document. For example, Deed Title, Lease Agreement and Contract. Select a date. Enter a brief description of the content of the document. 3 Click Upload File. This opens the File Upload window. 4 Click Browse > OK to upload the document. This uploads and attaches the document to the selected lease. To edit an attachment property 1 In the Attachments tab > select an attachment and click Edit. This open the attachment page. 2 Click Edit to make the necessary changes. 3 Click Save. To delete an attachment 1 In the Attachments tab, select the attachment you want to delete. 2 Click Action > Delete Attachment.

119 6 USING PARCELS In this chapter Overview" Using Actions" Actions from the Detail Page"

120 Chapter 6: Using Parcels Overview 108 OVERVIEW A parcel is a legal term used for defining a boundary of a land and is used for taxing purposes. In Real Estate Manager, a parcel is always associated to a site and property and can be in an active or close status. USING ACTIONS This topic discusses the actions that you can perform from the Parcels log. CREATE A NEW PARCEL This action allows you add a new parcel record to the application. To create a new parcel 1 From the Parcels Log, click New. The Parcel page shows. 2 Complete the form as indicated in the table. In this field Site / Region / District Site Property Region District Company Cost Center Parcel Information Parcel ID Name Parcel Number Status Parcel Record Owner of Record Address County City State Country Post Code Stop Payment Stop Pay? Stop Date Legal Description System Info Do this Select the site for which you are creating this parcel. Select the property associated to the selected site System-populated once you select the site. System-populated once you select the site. System-populated once you select the cost center Select the cost center. System-populated. It is configured by your system administrator in the Counters node with the prefix of "PCL-" and ID starting from Enter the parcel name Enter the parcel number. System-populated once you save the form. Select legal owner of the parcel. Enter the parcel address System-populated once you select the Owner of Record. System-populated once you select the Owner of Record. System-populated once you select the Owner of Record. System-populated once you select the Owner of Record. System-populated once you select the Owner of Record. Enter Yes to enable stop payment. Enter the stop payment date. Enter a legal description of the parcel.

121 Chapter 6: Using Parcels Overview 109 In this field Record Last Updated Date Status Last Updated Date Record Created Date Record No. Do this Shows the record last modified date and time. Shows the record status modified date and time. Shows the record created date and time. Shows the record number (Format: Parcel-zero zero <number> <number>. 3 Click Save. This creates a new parcel record and opens up tabs that allow you to perform additional actions on the parcel record. CLOSE PARCEL This action allows you to close an active parcel. To close a parcel 1 From the Parcels log, select an active parcel. 2 Click Action > Close Parcel. This changes the status of a parcel to closed. DISPLAY WORKFLOW This action allows you to view the complete workflow of a parcel. To display a parcel workflow 1 From the Parcels log, select a parcel. 2 Click Action > Display Workflow. This displays the workflow of the selected parcel record. START A TRANSACTION This action allows you to generate a transaction. To start a transaction 1 From the Parcels log, select a parcel. 2 Click Action > Start a Transaction. This shows the transaction templates. 3 Select a transaction template. This generates the transaction and its corresponding tasks.

122 Chapter 6: Using Parcels Actions from the Detail Page 110 ACTIONS FROM THE DETAIL PAGE Depending on the status of the record, you can perform additional actions on a parcel record, as shown in the table. Status Active Closed Actions Close Parcel" Display Workflow" Start a Transaction" Display Workflow" Start a Transaction" USING THE TABS The tabs allow you to add additional details to a parcel record. Tabs Taxing Authorities Tax Incentive Tax Protests Budget Payables Dates Insurance Accounting Savings Transactions Attachments Notes Actions Add New Taxing Authority details Add Tax Incentive Add Tax Protest View the corresponding budget record(s). View the corresponding payable record(s). Add Date Add Insurance Add an existing accounting record using the New Add Savings Complete Transaction Cancel Transaction View, Edit, and Add Attachments View, Delete, and Add Note TAXING AUTHORITIES Click Taxing Authorities tab to open the Parcel < Taxing Authorities log. The log lists the tax authorities associated to a parcel. The tab also allows add a new tax authority to a parcel. Note: You can create a tax authority using the Create New Company action in the Companies module. Add New Taxing Authority To add a new taxing authority 1 In the Tax Authority tab, click New. 2 Select a company of type tax authority. The Type column shows the type of company. This adds a taxing authority to the selected parcel.

123 Chapter 6: Using Parcels Actions from the Detail Page 111 TAX INCENTIVE Use this to record tax incentives received from a taxing authority. To add a tax incentive 1 In the Tax Authority tab > click Action > Add Tax Incentive. This shows the Add Tax Incentive form. 2 Complete the fields as indicated in the table. In this field Taxing Authority Start Date End Date Amount Description Do this Select the tax authority company. The Type column shows the type of company. Select the start date to apply the tax incentive on the selected parcel. Select the end date Enter the tax incentive amount. Enter a brief description. 3 Click OK. TAX PROTESTS Click Tax Protests to view the Parcel < Tax Protests log. The log lists all tax protests associated to the selected parcel. Use this to record new property tax protests on the parcel. To add a tax protest record 1 In the Tax Protests tab > click Action > Add Tax Protest. This shows the Add Tax Protest form. 2 Complete the fields as indicated in the table. In this field Tax Authority Protest Date Amount Description Outcome Do this Select the tax authority company. Select the protest date. Enter the protest amount. Enter a brief description. Enter the assessment feedback received from the authority. 3 Click OK. BUDGET Click Budget to view the Parcel < Budget log. The log lists all the budget records related to the selected parcel.

124 Chapter 6: Using Parcels Actions from the Detail Page 112 PAYABLES Click Payables to view the Parcel < Payables log. The log lists all the payables associated to the selected parcel and its accompanying property/lease records. DATES Click Dates view the Parcel < Dates log. The log lists all the important dates related to the selected parcel and also the dates for the upcoming activities. Use this to add new dates. To add a new date 1 In the Dates tab > click Action > Add Date. This shows the Add Date form. 2 Complete the fields as indicated in the table. In this field Critical Date Date Type Date Name Date Status Reminders Early Notice Date Last Notice Date Escalation Reminder Date Reminder Start Date Do this Select a date template. Enter the name. Select the due date. System-populated. By default, the status is Active. Select the date when the notice goes out to the assigned user (selected in the Reminder Sent To field) for the first time. Select the final date for sending notification to the assigned user (selected in the Notice Role field). Select a date by which escalation reminder is sent to the assigned role (selected in the Escalation Role field). Select a date when the assigned user is notified for the first time. Notice Role Select the role to be notified. Reminder Frequency in Days Enter a number by which the first reminder should sent to the assigned users. Escalation Role Select the escalation role. The users in the role will be notified of any escalation. Outcome Outcome Select the required outcome. No Action Taken: Select this if no action required by the selected user Exercised: Select this to enable exercised option as an outcome. Rejected: Select this to enable rejected as the outcome. Transaction Created: Select this to generate a transaction as the outcome. Outcome Date Select a due date by which the assigned users should finish the selected outcome. 3 Click OK.

125 Chapter 6: Using Parcels Actions from the Detail Page 113 INSURANCE Click Insurance view the Parcel < Insurance log. The log lists all the insurance associated to the selected parcel and also the dates for the upcoming activities. Use this to add insurance policy. Add Insurance To add a new insurance 1 In the Insurance tab > click Action > Add Insurance. This shows the Create Insurance form. 2 Complete the fields as indicated in the table In this field Policy Number Policy Required Insurance Provider Contact Name Type Required Amount Aggregate Amount Actual Amount Do this Enter a valid insurance number. Select Yes if this the mandatory policy. Otherwise, select No. Select Silent if the insurance is silent. Select the insurance company. Select a contact person from the insurance company Select the type of insurance. Enter the insurance amount. Enter the total amount. Enter the amount covered by the policy. Landlord Also Named Insured Select Yes if the landlord is insured by the policy. Tenant Also Named Insured Select Yes if the tenant is insured by the policy. Start Date Enter the effective start date of the policy Agent Also Named Insured Select Yes if the agent is insured by the policy. Certificate Required Select Yes if the proof of insurance required. Expiration Date Select the expiration date of the insurance Insurance Notes Enter a brief description related to the insurance. 3 Click OK. ACCOUNTING Click Accounting view the Parcel < Accounting log. The log lists all the accounts payable and receivables associated to the selected parcel and its affiliated property, site. Use this to add new accounting records from the Accounting Register. To add an accounting record 1 In the Accounting tab > click New. This shows the Accounting Register picker. 2 Select an accounting record. The selected record is added to the log in an Active status.

126 Chapter 6: Using Parcels Actions from the Detail Page 114 SAVINGS Click Savings tab to view the Parcel < Savings log. The log lists all the savings information. To add savings 1 In the Savings tab> Action > Add Savings. This shows the Add Savings form. 2 Complete the fields as indicated in the table. In this field Savings Contact Savings Type Amount Before Savings Saving Date Net Savings Amount Notes Do this Select the contact. Select the type of savings. Enter the total amount before adding the savings amount. Enter the effective date. Enter the total savings amount or interest credited as net savings. Enter a brief description. 3 Click OK. TRANSACTIONS Click Transactions view the Parcel < Transactions log. The log lists all the transactions associated to the selected parcel. You can also complete and cancel an existing active transactions from the log. Complete Transactions 1 In the Transaction tab> select an active transaction. 2 Click Action > Complete Transaction. This marks the selected transaction as complete. Cancel Transactions 1 In the Transaction tab> select an active transaction. 2 Click Action > Cancel Transaction. This marks the selected transaction as Cancelled.

127 Chapter 6: Using Parcels Actions from the Detail Page 115 ATTACHMENTS Click Attachments view the Parcel < Attachments log. The log lists all the documents related to the selected parcel. You can also add new attachments. Add Attachment 1 In the Attachments tab> click Action > Add Attachment. This shows the Upload Attachment form. 2 Complete the fields as indicated in the table. In this field Attachment Data Title Document Type Abstract Do this Enter the document name. Select the type of document. For example, Deed Title, Lease Agreement and Contract. Enter a brief description of the content of the document. 3 Click Upload File. This opens the File Upload window. 4 Click Browse > OK to upload the document. This uploads and attaches the document to the selected parcel. To edit an attachment property 1 In the Attachments tab > select an attachment and click Edit. This open the attachment page. 2 Click Edit to make the necessary changes. 3 Click Save. To delete an attachment 1 In the Attachments tab, select the attachment you want to delete. 2 Click Action > Delete Attachment. NOTES Click Notes view the Parcel < Notes log. The log contains all the notes related to the selected parcel. You can also add new notes. To add a note 1 In the Notes tab > click Action > Add Note. The Create Parcel Note form. 2 Complete the fields as indicated in the table. In this field Note Type Date Do this Select the type of the note. Select the note creation date.

128 Chapter 6: Using Parcels Actions from the Detail Page 116 In this field User Note Do this Select the user name who can view the note. Enter a content of the note. 3 Click OK. Note: If there is an existing note/attachment on a transaction template, and if that template is used to start a transaction on a parcel, the note /attachment gets associated to the new transaction and is updated with the Parcel ID, Site ID, Property ID. You can view the note from the Notes tab and the attachment from the Attachments tab of the selected parcel record. Note: If a transaction had tasks and the tasks had notes/attachments on them, those notes/attachments are updated with the corresponding Parcel ID, Site ID, Property ID. You can view the notes from the Notes tab and the attachments from the Attachments tab of the selected parcel record.

129 7 USING PAYABLES In this chapter Overview" Using the Payables Actions" Actions from the Payables Detail Page

130 Chapter 7: Using Payables Overview 118 OVERVIEW The Payables module allows you to manage all accounts payable activities. When you create a new charge schedule (e.g. recurring charge schedule, marking charge as CPI, etc.), Real Estate Manager automatically generates a payable and records it in the Payables log where you can also create a new payable (one-time payment) and perform additional actions on an existing payables. Recurring payables are created from the recurring charge steps. The creation of a payable record also generates corresponding accounting record in the Accounting Register log. Your holding interest of a property determines the type of accounting record generated in the log. Depending on your holding interest of a property, the manager generates accounting record in the Accounting Register. If your holding interest of a property is tenant or subtenant (or if the lease accounting type is payable) the manager generates accounts payables (Record Type field in the Accounting Register) in the Accounting Register log. As payables go through their lifecycle, the status of their corresponding accounting records are updated In the Record Status. See Accounting Register section for more information. The generation of payables is determined by Admin property called Payable Creation Lead Time that defines how far in advance of an accounting period, the application should generate payables from the accounting records, especially for recurring payables. Real Estate Manager creates a payable when you perform the following actions Create One-Time Payment from the Payables log Create One-Time Payment from the Companies log and from the detail page when a company type is landlord. Create One-Time Payment from the Properties log and from the detail page when a property is in a Proposed status. Create One-Time Payment from the Lease log and from the Lease detail page when a lease is in a Commenced status. Create One-Time Payment from the Accounting Register log. Create Tenant Billback (also creates receivable) Post To Payables" from the Imports log on ImportTax type batch record in an Approved status generates payables in a Transmitted status out of tax records (approved) Create Recurring Charge Schedule from the Leases Activate Lease": Once you activate a payable lease, the manager generates payables from its corresponding accounting records. Close Payable Period, Close Tax Period, and Mark as Current from the Accounting Period. When a lease record is activated, payables are generated from the scheduled accounting records. This updates the corresponding accounting record with a payable ID, sets the Record status on the accounting record equal to the status of the payable record.

131 Chapter 7: Using Payables Overview 119 Real Estate Manager automatically generates/updates payables as the result of the following When a lease changes to a Commenced status, Real Estate Manager generates corresponding payable record. Payables also get generated basis on the admin Property called Payables Creation Lead Time that determine how far in advance of an Accounting period, Real Estate Manager should generate payables from the Accounting records. For more information on Payable Creation Lead Time, see Set Application Properties section in the Administration Guide for more information. If there is a change in the existing lease record or if a lease charge step record is in an Active status, Real Estate Manager deletes and regenerates a payable in a Scheduled status for the given lease record and corresponding accounting record. However, the corresponding accounting records for lease, which are in Progress, Approved, Paid status, will not be deleted or regenerated. Each time the status of a payable is changed to Paid, Transmitted, Approved, and Released the values in the Available Budget associated with a payable is updated. Each time the status of a payable changes to Paid, Transmitted, Approved, and Released the application recalculates and updates the available budget (Budget Amount) amount and the pending accrual balance (Accrual Amount) amount in a payable record and also updates a payable record with a corresponding Budget ID. This Budget ID is the same ID initially assigned to a payable record. As the status of a payables changes to transmitted, Real Estate Manager updates the corresponding budget record associated to it, which includes re-calculating and updating the amount in the Period Transmitted field. See Updating Budget Records for more information. When a lease is in an Active status, payables are automatically generated as per the Lead Time specified in the Payable Creation Lead Time, however, if a lease record is in a draft status, a payable is generated only when the lease is activated. Each time the status of a payable changes to Paid or Transmitted, the previous period amount in the Last Period Amount field of payables (which match the charge step) in the next accounting period is recalculated. This is applicable for charge schedules of all types of frequencies. However, if a charge is one-time, the previous amount is always zero. For Tax Type payables, which were generated using Post To Payables action, the logic to calculate the previous amount on a tax type payable is based on the installment type. Previous Amount calculations In order to calculate the Previous Period Amount, the Real Estate manager performs the following Finds the relevant payables, which match the charge step of the payable in a Paid or Transmitted status. Finds the succeeding accounting period of the affected payable (as per the frequency). For example: if payable P1 of accounting period, Nov-11 belongs to the rent step R1, the frequency is Quarterly and P1 is marked as Transmitted, therefore, the next period payables are from Feb.-12 AND belong to R1. The Last Period Amount is calculated as: Sum of the total amounts of all payables, which are Paid / Transmitted, belongs to R1, and are in Nov-11 accounting period.

132 Chapter 7: Using Payables Overview 120 Auto-Generated Payables Real Estate Manager has been configured to auto-generate payables at the time of a day decided by your system administrator. The process is as follows: 1 Depending the schedule, Real Estate Manager searches for the scheduled payables on the basis of the Current Date + the days (e.g. 60 days) specified in the Payable Creation Lead Time. The payables found are linked to its corresponding accounting period depending on the start and end date of an accounting period and the payable creation date specified in the Admin property, Payable Creation Lead Time. If the payables found are in a Scheduled status, the accounting records for those payables are generated first and payables are generated from the accounting record and the status of those payables are marked as In Progress. The payables are updated with the corresponding accounting record details and the corresponding accounting record is updated to include the payable records. 2 When a lease moves to a Commenced status, payables are generated on the basis of the status of a Payable Period. The application finds the recent Payable Period in a Current status and adds the days (e.g. 60 days) specified in the Payable Creation Lead Time to it and generates payables for the Accounting Period. There may exist two accounting periods with Payable Status set as Current, for example, Feb-2012 and Mar-2012 both having Payable Period status as Current. In that case, when a lease moves to a Commenced status, the application searches for the last Payable Period with a Current status for example, March 2012 and adds the days specified in the Payable Creation Lead Time to the End Date of the Payable Period found. If the lead time is 60 days, then 3/31/ = 5/30/2012. May-30 is the day when the payable will be generated. The application then searches for the matching accounting period that corresponds with the resulting date, and finds an accounting period less or equal to May This generates new payables from the accounting record found for a lease with a Scheduled or System status. 3 When a Charge Step record for an Active lease changes, then all its corresponding payables in a Scheduled status are deleted and later regenerated depending on the date of the charge step. Note: When a recurring payable being generated from an accounting record, it searches for its corresponding budget record and updates it with the Budget ID. Note: A tax type payable automatically generates corresponding accounting record in the Accounting Register and updates it with its corresponding Budget ID. To open Payables log Click Accounting > Payables. The Payables log opens. The Payables log provides details on payables. To access payables in Real Estate Manager Depending on the permission assigned to you, the payables you have created are also accessible from the following: My Tools > Report of Differences > Payables. My Tools > Rent Roll > Payables

133 Chapter 7: Using Payables Using the Payables Actions 121 USING THE PAYABLES ACTIONS This section provides action-oriented features accessible from the Payables log. The actions are status-driven. Click Action from the Payables log to view the actions as described in the table. CREATE ONE-TIME PAYMENT The one-time payment allows you to schedule payment for activities that require payment only once. It may include maintenance work or responding to one-time request from a tenant. When you create a payable manually using Create One-Time Payment action or automatically (recurring), based on the Admin property BudgetLevel, Real Estate Manager searches for the existing budget records having similar combination of property, parcel, lease, company. Once it finds the matching budget record, the fields Budget Amount and Accrual Amount on a payable are updated. The application also re-calculates budget and accrual variances values if a payable has an existing Variance amount. This updates a payable (and its accounting record) with its corresponding budget record. This action also creates a new payable in the Payables log and generates a corresponding accounting record in the Accounting Register log. The accounting record is also updated with the budget ID from the payable. You can also perform this from the entities: From the Companies log and the company detail page when a company type is landlord/vendor. From the Properties log and the property detail page when a property is in a Proposed status. From the Leases log and the lease detail page when a lease is in a Commenced status. From the Accounting Register log To Create an One-Time Payment 1 From the Payables log, select a payable, which is already associate to a lease and property. 2 Click Action > Create One-Time Payment. 3 Complete the fields as indicated in the table. In this field Do this or view the data Property / Parcel / Lease Info Cost Center Select the company cost center. Company System-populated once you select the company. Property Select the property to create a payment record for the property. Parcel Select the parcel record associated to the selected property. Lease Select the lease record associated to the selected property. Vendor Vendor Company Select the vendor company. Vendor Name System populated based on your selection of the Vendor Company. Vendor ID System populated based on your selection of the Vendor Company. Payment Information Charge Type Select the charge type or GL account. Responsibility Type Select the responsibility.

134 Chapter 7: Using Payables Using the Payables Actions 122 In this field Base Amount Other Amount Document Number Document Date Due Date Accounting Period Payment Method Special Instructions Do this or view the data Enter the base amount. The amount must be greater than zero. Enter any other amount, as applicable. Enter a document number associated with the payment (if any). Select the document date (if any). Select the payment due date. Select the accounting period. Select the mode of payment. Normal: Select this if the mode of payment is in the form of a cash, money order, credit or debit card, etc. or any other standard payment method relevant to your business need. Check: Select this if the mode of payment is through check. EFT: Select this if the mode of payment is through Electronic Funds Transfer (EFT). Enter any other additional information relevant to the payment, as required. 4 Click OK. Real Estate Manager automatically creates a bill and generates a corresponding accounts payable record in the Accounting tab (in the detail page) and also in the Accounting Register log. The action updates the matching budget record (Current Budget field) and also the Variance Information (Budget Amount and Variance from Budget fields) in the payable record. The Budget Amount field is updated with Current Budget Amount value found in the corresponding budget record and Variance from Budget is updated with the variance amount (Total Amount' minus Budget Amount). Also, the accounting record is updated with the budget ID from the payable. Note: If a recurring payable is being generated off an accounting record, Real Estate Manager searches for its corresponding budget record and updates the payable with the budget ID. In addition, it also updates the corresponding accounting record with the Budget ID. 5 Once you create an one-time payment, Real Estate Manager adds additional (non-editable) fields to the record as indicated in the table. Fields Payable ID Bill ID Cost Center Company Budget Site Property Parcel Lease Status Accounting Period Recurrence View this System-generated with a payable ID. System-generated with a bill ID. Shows the cost center. Shows the company name. Shows the corresponding budget record. Shows the site name on which the one-time payment is schedule. Shows the property name associated to the selected site. Shows the parcel name of the selected site. Shows the lease record associated to the selected site/property. System-generated. By default, when you create an one-time payment the status is Pending. System-populated with the appropriate accounting period. System-populated with the value One-time

135 Chapter 7: Using Payables Using the Payables Actions 123 Fields Installment Import Batch Charge Information Charge Type Tax Type? Base Amount Other Amount Total Amount Due Date Prepaid? Vendor ID Vendor Name Variance Information Last Period Amount Variance from Previous Responsible Party Budget Amount Variance from Budget Accrual Amount Variance from Accrual View this Shows the installment amount from the set of payments that the current one-time payment belongs to (if applicable). The format is: (Total Installments).(Current Installment). For example, if installment is 2.1, it means that this is the first installment of the 2 payments. If Installment is 3.2, it means it is the second payment of 3 payments. Shows the batch ID (if applicable). System-populated with the charge type. System-populated with Yes if the payable is a tax type payable. System-populated with the base amount on the payable. System-populated with any other amount on the payable. System-populated with the total payable amount. Whenever a payable is generated, the field 'Remaining Balance' on it is updated - If the Total payable Amount is positive, the Remaining Balance equal to the Total Amount If total payable amount is negative, the Remaining Balance is equal to zero. System-populated with the payment due date. System-populated with Yes if the payment type is prepaid type. otherwise, No. System-populated with the vendor ID. System-populated with the vendor name. System-populated with the amount from the last accounting period. System-populated with the variance amount.the Variance to Previous amount is based on the Installment amount. For example, if the installment of tax amount is equal to 2.2, the manager finds the matching payable record from the previous tax year and installment amount equal to 2.2, and calculates the variance amounts between of the following two records: Tax Year: $ Previous payment is $0 Tax Year: $ Previous payment is $0 Tax Year: $ Previous payment is $1250 Tax Year: $ Previous payment is $1300 Tax Year: $ Previous Payment is $1350 System-populated with the responsible party name. Shows the budget amount for the period. Each time the status of a payable changes to Paid or Transmitted or Approved or Released, the Available Budget amount associated with the payable is updated. When there is a status update, the Budget Amount and Accrual Balance of all other Payables is updated with the same Budget ID as the Payable whose status changed, are updated. Shows the variance amount from the budget. Shows the amount accrued from the previous accounting period. Each time the status of a payable changes to Paid, Transmitted, Approved, Released, Real Estate Manager updates the Available Budget amount associated with the Payable. As a result, the Budget Amount and Accrual Balance of all other payables, which shares the same Budget ID and whose status has changed, are also updated. Shows the variance amount from the accrual balance.

136 Chapter 7: Using Payables Using the Payables Actions 124 Fields View this Variance? Shows Yes depending on the variance values. If Variance from budget/variance from Previous/Variance from Accrual is greater than zero, the payable variance is set to Yes. Else, sets as No. If set Yes, then updates the payable with the budget ID of the corresponding budget record. Variance Explanation Enter brief details of the variance amount. Approval Approved Payment Shows the amount approved. Approval Date Shows the approval date. Approved Variance Shows the remaining amount. Approval Code Select the approval code. Approval Notes Enter a brief note of the payment approval. Auto-Approved? Shows Yes if the payment is auto-approved. Payment Method Payment Method Shows the method of payment. Special Instructions Shows any instructions on the payment. Remittance Note Shows the remittance information on the payment. ERP Export and Remittance Advice Batch Shows the batch name associated to the payment. Batch ID Shows the batch ID. Created Date Shows the batch created date and time. Export Date Shows the record export date. Status Shows the status of the export. Remittance Remittance ID Shows the remittance ID. Remittance Date Shows the remittance date. Cleared Date Shows the remittance cleared date. Remittance Amount Shows the remittance amount. System Info Record Last Updated Date Shows the record last modified date and time. Status Last Updated Date Shows the record status last modified date and time. Record Created Date Shows the record created date and time. Record No. Shows the record number. Record Updated By Shows the name of the user who modified the record. Status Updated By Shows the name of the user who modified the record status. Record Created By Shows the name of the user who created the record.

137 Chapter 7: Using Payables Payables with pending status 125 PAYABLES WITH PENDING STATUS When a payable is in a pending status, you can perform the following actions: Request Endorsement" Approve Payable" Bulk Delete" Cancel Payable" Reject Payable" REQUEST ENDORSEMENT If you do not have a permission to approve a payable, you can request for approval from a business user who has permission to process payable approval requests. Typically, an user can request for endorsement to another business user for endorsement when a payable has a large sum of spending amount or a payable needs more information in order for it get approved. An endorser usually validates a payable request and authorizes it as ready for approval. To request an endorsement 1 From the Payables log, select a pending payable. You can also perform this action from the Remittance > Payables log. 2 Click Action > Request Endorsement. 3 In the Endorser field, select an endorser who has the permission to approve the payable. 4 Click OK. Real Estate Manager adds the selected endorser in the Approvals tab. The action creates two records in the in the Approvals tab. One with status approved and one with status escalated. 5 Open the payable record to access the Approvals tab in the detail page. Auto-Approve Payables If a payable is auto-approved then the status of the payable is automatically changes to approved. In the Approvals tab, the Endorsement Status is updated to Approved, and the Endorsement Comments is marked as Auto-Approved. APPROVE PAYABLE Use this to approve a pending payable. You can approve a payable, if you have an appropriate permission. Your administrator needs to assign you appropriate (Charge Type) business role to approve a payable. The roles you have been assigned should also have the permission to approve the spending amount on a payable.

138 Chapter 7: Using Payables Payables with pending status 126 If the admin setting, Accounting Approval Method is set to 'ByUserOnly and you are trying to approve a payable, where you are not the assigned user, you will get the error message, Current user does not have proper approval role. However, you can approve a payable, if the endorsement on a payable is set to your name. If the Accounting Approval Method is set to ByUserOrRole, either you or another business user in the assigned role can approve a payable. For escalated endorsements, for each endorsement record if the endorsement status is 'Escalated' and the endorsement Approval Type is 'Final', then this is an escalation of final type. If the Responsible Party is Tenant and your authorization limit is greater than the amount on the payable and the Budget is less than the Amount and the charge-type record has an approver role same as the contact record in the Contacts tab, Real Estate Manager sets the payable status as Approved and creates an Endorsement record for the current user for this payable. The record is also updated to include the user details, date, and the current status. In case the approver role is NOT assigned to the contact record then the status of the payable is set to In Progress. This creates endorsement record for the lease user that has the role defined in the corresponding the charge type with the user name and date and time updated in the record including the status of a record in the Approved status, This also creates an endorsement record for the current users manager based on their contact record without a date details and a status of Escalated. The status of the accounting record for the payable is updated accordingly. When an escalation happens for the first time, the manager creates two records. The first one with the current user Approved and the second one with Manager details to whom it has been Escalated. When Escalation happens for the second time (to manager) two records are created. The first one with current user Approved and second one to Manager and Escalated user. Thus when an escalation happens, you will have the following records by the time it gets approved. For example, If its escalated once, there will be 3 escalated records - Approved, Escalated, Approved. If its escalated twice, there will be 5 records - Approved, Escalated, Approved, Escalated, Approved. You can also perform this action from My Tools > Report of Differences > Payables. See Self- Service Tools" for more information. To approve a payable 1 From the Payables log, select a payable in a Pending or System status. 2 Click Action > Approve Payable. 3 Complete the fields as indicated in this table. In this field Approval Code Approval Notes Do this or view the data Select the approval code. Each approval code includes the rent roll logic. Enter the content of a note.

139 Chapter 7: Using Payables Payables with pending status Click OK. Upon successful completion, the status of a payable changes from pending to approved. Note: A payable in a system status and if it satisfies the auto-approval conditions, it cannot be autoapproved as well as the endorsements on the payable cannot be auto-approved. In other words, System payables cannot be auto-approved. This adds an endorser details in the Approvals tab (Payable < Approvals log) in the detail page. 5 From the Payables log, select the payable, and click Open to view the approve details. In case you do not have a permission to approve a payable, the Comments field in the Approval tab is updated with User is not the responsible Party message and the Status field is updated as Approved. However, the status of the payable remains pending. When a payable is approved, the Status field in the Payable < Approvals log is changed to Approved and the Comments field is updated with Optional Approval message. This also generates corresponding accounting record in the Accounting Register log. If you Request Endorsement for this payable, Real Estate Manager adds a new record in the Payable < Approvals log where the status of the Comments field is updated as User Approved and Requested for further Endorsement. If the payable is auto-approved, then the status of the approved payable is changed to Approved (in the upper form). The Comments field in the Payable < Approvals log is also updated as Auto-Approved and the Status field as Approved. Note: if the Responsible Party on a payable is 'Landlord' the payable will always stay in Pending status. Note: Payables in a Paid status is updated with endorsements details as Comments field is updated with 'Approved'/'Auto-Approved' Note: The System payables cannot be auto-approved. When the payable status changes to Approved (if the assigned user has met all the conditions), the Approved Payment Amount field is updated with the Total Approved amount. REJECT PAYABLE This action allows you to reject a pending payable. To reject a payable 1 From the Payables log, select a pending payable. 2 Click Action > Reject Payable. 3 Click OK. On successful completion, the status changes to Rejected. This action also changes the endorser status in the Approvals tab (Payable < Approvals log in the detail page) to Rejected.

140 Chapter 7: Using Payables Payables with pending status 128 CANCEL PAYABLE To cancel a payable 1 From the Payables log, select a pending payable. 2 Click Action > Cancel Payable. On successful completion, the status changes to Cancelled. You can view the changed status from the Payables log. BULK DELETE To bulk delete payables You can delete multiple payables from the Payables log. 1 From the Payables log, select payables by pressing the CTRL key. 2 Click Action > Bulk Delete. This deletes payables and bills associated with it. ENDORSE This action is different from approving a payable. Endorsing a payable implies that you are supporting or advocating a payable for approval. To endorse a payable 1 From the Payables log, select a pending payable. 2 Click Action > Endorse. 3 Select a user who can endorse your payable request. 4 Click OK. On successful completion, the request is sent to an endorser. 5 To view an endorsement, double-click and open a payable from the navigation log. 6 From the Approvals tab, you can view endorsement status/endorser s comments in the Comments column.

141 Chapter 7: Using Payables Payables with status approved 129 PAYABLES WITH STATUS APPROVED CREATE TENANT BILLBACK This allows you to generate a bill(s) for a tenant (payee) or a company to charge the percentage of the total cost of a service (for example, the use of an equipment for maintenance or renovation of a site, property) to a tenant. To use this action, your holding interest of property should be Landlord or SubLandord. In other words, it creates a list of payables (in a pending status) for tenants and receivables for landlords. If there are multiple leases for the property, this action creates multiple receivables by dividing the total payable amount by the number of leases and creates a separate payable for each lease record. When a bill back is created, the corresponding Charge Schedule (Term and Step) record is created in addition to the accounts receivables record in the Accounting Register log. You cannot perform this action on a closed receivable period. To create a billback 1 From the Payables log, select an existing payable (associated to a property and site) with a pending status. 2 Click Action > Tenant Billback. 3 In the Create Billback form, Property ID and Lease ID fields are auto-populated. 4 Depending on your requirement, select a billback type from the Billback Type list. If you have selected: Billback by Prorata Share (Up to 5 Tenant Leases) option: This billback type allows you to create a bill for tenants according to the prorated percentage of the total lease amount specified in tenant s lease term. To view the prorata share of a lease, double-click and open a lease from the Leases log. In this field Lease 1 Lease 2 Lease 3 Lease 4 Lease 5 Lease 1% Lease 2% Lease 3% Lease 4% Lease 5% Do this or view the data Select leases/tenants who will be billed. You can select up to five lease/tenant records. This is ideally a tenant or payee associated with the selected lease System populated with prorata share specified in the lease term of the selected tenant (s). Note: You can also enter/update the prorata share percentage of a lease from the Leases node.

142 Chapter 7: Using Payables Payables with status approved 130 Billback manually (Up to 5 Tenant Leases) option: This billback type allows you to manually create a bill for tenants by manually entering the prorated percentage in the percentage field (Lease 1%, Lease 2%, and so on). In this field Lease 1 Lease 2 Lease 3 Lease 4 Lease 5 Lease 1% Lease 2% Lease 3% Lease 4% Lease 5% Do this or view the data Select leases/tenants who will be billed. You can select up to five lease/tenant records. This is ideally a tenant or payee associated with the selected lease Enter the prorata percentage or the amount to bill to selected tenant(s). Create Receivable Only (Lease Payee Blank) option: This option allows you to create a one-time receivable record without associating it with a prorata share percentage/billback amount in a tenant bill. You can leave the lease payee fields (Lease 1, Lease 2, Lease 3, Lease 4, Lease 5) blank. 5 Click OK.This creates a positive amount receivable. However, you cannot take this action, if the receivable you are creating falls within the accounting period, which is closed. The action creates a receivable from a payable called a billback. In this case a copy of the payable is made as a receivable with the Payee set to the properties, Legal node and the Payor set to a lease tenant where the holding interest of a property is Landlord or SubLandord. If there are multiple leases for the property then multiple receivables are created by dividing the total payable amount by the number of leases. This also creates a separate payable for each lease. The resulting leases record is updated with the current payableid. The corresponding accounting record is created for the each receivable record. Note: An accounting record cannot be created for an accounting period, which is closed. MARK AS RELEASED You can release existing payables in order to batch them. You can also perform this action from the Rent Roll log. To mark payable as released 1 From the Payables log, select a payable with a Approved status. 2 Click Action > Mark as Released. On successful completion, the status changes to Released. You can view the changed status from the Payables log.

143 Chapter 7: Using Payables Payables with status approved 131 FINALIZE RENT ROLL To use this action, you need to first mark a payable as released. This action allows you to process payables in batches. You can also perform this action from the Rent Roll log. See My Tools > Rent Roll" for more information. To process payables in batches 1 From the Payables log, select a released payable(s). 2 Click Action > Finalize Rent Roll. 3 In the Finalize Rent Roll form, enter a batch name in the Batch Name field. 4 You can also add the following optional information, to enable a new batch to filter appropriate payable records. In this field Batch Name Company Cost Center Accounting Period Site Property Parcel Lease Do this or view the data Enter a batch name. Select a company name that should be associated to this payables. System generated once you select a company. Select start and end date of an accounting period to associate a payable batch to an accounting period. Select a site record that will be associated to batch payables. Select a property record that will be associated to batch payables. Select a parcel record that will be associated to batch payables. Select a lease record that will be associated to batch payables. 5 Click OK. This creates a new batch consisting of payables that share similar conditions supplied in the Finalize Rent Roll form, as discussed in the above table. It also adds a new batch record in the Batch Files log. The batched payables are now marked as Transmitted in the Payables log. You can also view batch payables, by double-clicking and opening a payables type batch record from the Batch Files log.

144 Chapter 7: Using Payables Payables with status approved 132 ACTIONS FROM THE PAYABLES DETAIL PAGE The following table lists various payable statuses and corresponding actions that are accessible from the detail page (Actions from the upper form and tabs in the child log). From the Payables log, select a payable and click Open to open the Payable detail page. Status Actions From Upper Form Tabs Pending Reject Payable Create Tenant Billback Cancel Payable Approve Payable Request Endorsement Endorse Approvals Tenant Billback Accounting Attachments > Upload Attachments Attachments > Delete Attachments Notes > Add Notes Approved Create Tenant Billback Approvals Tenant Billback Accounting Attachments Notes Rejected None Approvals Tenant Billback Accounting Attachments Notes Released Create Tenant Billback Approvals Tenant Billback Accounting Attachments Transmitted Create Tenant Billback Approvals Tenant Billback Accounting Attachments > Upload Attachment Attachments > Delete Attachments Paid None Approvals Tenant Billback Accounting Attachments Cancelled None Approvals Tenant Billback Accounting Attachments System (Display status of a record) Create Tenant Billback Endorse Approvals Tenant Billback Accounting Attachments

145 8 USING RECEIVABLES In this chapter Receivables Overview" Using the Receivables Actions" Using Status-Driven Actions from the Detail Page"

146 Chapter 8: Using Receivables Receivables Overview 134 RECEIVABLES OVERVIEW If the holding interest of a property/site/parcel is landlord or sub landlord then the accounting type is Receivable and the receivables are marked as Accounts Receivable (Record Type) in the Accounting Register. The Admin Property called Receivable Creation Lead Time determines how far in advance of an accounting period you can generate/schedule receivables from the accounting records. An Account Receivable Lease is for tenants and the Charge type used is Income. Transmitted is the final state of approval for a Receivable. Once a receivable has been approved, it is sent as an invoice to the Tenants/Payee. Receivables are in Approved, Released Transmitted. Click Accounting > Receivables to view the Receivables log that provides latest updates on the existing receivables. A receivable is generated as the result of the following actions: Create New Receivables On a lease of receivable accounting type when you perform the actions from Receivable > Charge Schedule > Actions: Add recurring Charge, Add recurring charge w/ escalation, Edit/Copy recurring charge Receivable > Charge Schedule > Actions: Add one-time Charge, Edit/copy One-Time charge Write-off Receivable generates a receivable with a positive amount Void Cash receipt generates two receivables in a positive amount and one with a negative amount. Note: A receivable (one-time or recurring) with a negative amount also generates a Cash receipt. See Cash Receipts for more information. Create Tenant Billback generates a receivable(s) with a positive amount. Create One-Time Receivable from Property, Lease, Company, Receivables log Create One-Time Receivable from Property, Lease, Company, and Remittance Payables log detail page. Credit Type Receivable: See " for more information. See " for more information. Real Estate Manager records the generation of all the receivables in the Accounting Register log as Accounts Receivable and updates its when its corresponding receivable record is updated. As the status of a receivable changes to transmitted, Real Estate Manager updates the corresponding budget record associated to it, which includes re-calculating and updating the amount in the Period Transmitted field. For more information, see Updating Budget Records. When a lease status changes to a Commenced, Real Estate Manager generates corresponding receivable record. When a receivable lease record is activated, receivables are generated from the scheduled accounting records. This updates the corresponding accounting record with a receivable ID, sets the Record status on the accounting record equal to the status of the receivable record. Receivables generated on closing a receivable period.

147 Chapter 8: Using Receivables Receivables Overview 135 Each time the status of a receivable changes to Paid or Transmitted, the previous period amount in the Last Period Amount field of relevant receivables in the next accounting period is recalculated. This is applicable for charge schedules of all types of frequencies. Previous Amount calculations In order to calculate the Previous Period Amount, the Real Estate manager performs the following Finds the relevant receivables, which match the charge step of the receivable in a Paid or Transmitted status. Finds the succeeding accounting period of the affected receivable (as per the frequency). For example: If receivable P1 of accounting period, Nov-11 belongs to the rent step R1, the frequency is Quarterly and P1 is marked as Transmitted, therefore, the next period receivables are from Feb-12 AND belong to R1. The Last Period Amount is calculated as: Sum of the total amounts of all receivables, which are Paid / Transmitted, belongs to R1, and are in Nov-11 accounting period.

148 Chapter 8: Using Receivables Using the Receivables Actions 136 USING THE RECEIVABLES ACTIONS Click Actions from the Receivable log to view the actions as described in the table. Receivables Action Overview You can also perform actions on a receivable by opening a receivable record from the log. Double-click to open a receivable in order to access the actions. See Using Status-Driven Actions from the Detail Page" for more information. Following action descriptions are organized according to the status of a receivable. Status Pending Approved Released Transmitted Paid Voided Actions from the Nav Log Approve Receivable" Request Endorsement" Write-Off Receivable" Reject Receivable" Create One-Time Receivable" Create One-Time Receivable" Mark Receivable as Released" Write-Off Receivable" Endorse" Receivable Approve Receivable" Create One-Time Receivable" Create One-Time Receivable" Write-Off Receivable" Create One-Time Receivable" None Note: Each time the status of a receivable changes to Paid/Transmitted/Approved/Released, the available budget (Budget Amount) amount and the pending accrual balance (Accrual Amount) associated with a receivable are recalculated with a Budget ID assigned to the receivable. RECEIVABLE ACTION DESCRIPTION Receivables with status Pending With pending status you can perform the following actions Approve Receivable REQUEST APPROVAL 1 From the Receivables log, select a pending receivable. 2 Click Action > Request Receivable. 3 Select an endorser who is responsible for approving a receivable.

149 Chapter 8: Using Receivables Using the Receivables Actions 137 APPROVE RECEIVABLE You can approve a receivable if you have a permission (responsible party and have appropriate business / approval role to approve a receivable. The role should also have the permission to process an approval amount mentioned in a receivable invoice. You can also perform this action from My Tools > Reports of Differences > Receivables > Actions and approve the receivables that are assigned to you. Note: In most cases, you can only approve a receivable only if a Responsible Party on receivable is a landlord To approve a receivable 1 From the Receivables log, select a receivable in a Pending or System status. 2 Click Action > Approve Receivable. 3 Select an approval code to associate it with an appropriate rent roll logic. Enter brief description of an approval. On successful completion, the status of a receivable changes to Approved. You can view the changed status from the log. Note: A receivable in a system status and if it satisfies the auto-approval conditions, it cannot be autoapproved as well as the endorsements on the receivable cannot be auto-approved. In other words, System receivable cannot be auto-approved. To view the update on approve receivable 1 Double-click and open a receivable. 2 From the detail form, click Approvals tab to view the comments. If you do not have a permission to approve a receivable, then the status changes to Approved. However, in the Comments column you can find a note saying, User does not have the Approval Role If a receivable requires further approval, then the status shows as Escalated. If a receivable requires further endorsement, then the status changes to Approved, however, in the Detail Form > Comments column you can find a note, User Approved and Requested for Further Endorsement. REJECT RECEIVABLE You can reject receivables that are assigned to you. This action is also accessible from My Tools > Reports of Differences > Receivables > Actions and approve the receivables that are assigned to you. To reject a receivable 1 From the Receivables log, select a pending receivable. 2 Click Action > Approve Receivable. On successful completion, the status of a receivable changes to Approved. You can view the changed status from the log.

150 Chapter 8: Using Receivables Using the Receivables Actions 138 ENDORSE To endorse a receivable 1 From the Receivables log, select a pending receivable. 2 Click Action > Endorse. On successful completion, a receivable is updated with approver s name and approved date and time. To view an endorsed receivable 1 Open an endorsed receivable. 2 From the detail page > Approvals tab, you can view the approval details. CREATE ONE-TIME RECEIVABLE You can create a receivable that will be used for single transaction for one-time use. You can also perform this action from the following logs: Accounting Register log > Action Properties log > Action Leases log > Action To Create One-Time Receivables 1 From the Accounting Register log, click Action > Create One-Time Receivable. 2 Complete the fields as indicated in this table. In this field Receivable Information Invoice ID Cost Center Company Accounting Period Property ID Parcel ID Lease ID Charge Information Charge Type GL Account Charge Description Base Amount Other Amount Due Date Tenant Information Tenant ID Tenant Name Do this or view the data Select an invoice ID from the invoices list. An invoice ID is unique to a customer. Select the company cost center. System generated with company name once you select a cost center. Select the accounting period to associate an invoice to that period. Select the property ID. Select the parcel ID of the selected property. Select the lease ID of the selected property. Select the account type (for example rent, credit). System generated with account name once you select Charge Type. Enter charge type account description. Enter the base amount of an invoice. Enter amount above the base amount. Select the date when the receivable amount of an invoice will be due. Select tenant ID. System generated with tenant name once you select tenant ID.

151 Chapter 8: Using Receivables Using the Receivables Actions Click OK. 4 Select the receivable record you just created and click Open. This shows the detail page. In this field Receivable Information Receivable ID Invoice ID Cost Center Company Budget Site ID Property ID Parcel ID Lease ID Billback Payable Write-Off Receivable Status Accounting Period Recurrence Credit Tpe? Credit Cash Receipt Charge Information Charge Type Charge Description Responsibility Type Base Amount Other Amount Total Amount Remaining Balance Due Date Prepaid? Remittance Note Tenant Information Tenant ID Tenant Name Variance Information Last Period Amount Last Period Variance Budget Amount Budget Variance Do this or view the data Shows the receivable ID. Select an invoice ID from the invoices list. An invoice ID is unique to a customer. Select a company cost center. System generated with company name once you select a cost center. Shows the budget ID associated to the receivable. Shows the corresponding site ID. Shows the property ID associated to the selected site. Shows the parcel ID associated to the selected site. Shows the lease ID associated to the selected property. Shows the Shows the charge type associated to the receivable. Shows the charge description Shows the responsibility type. Shows the base amount on the receivable. Shows any other amount. Shows the total amount. If Payable totalamount is positive, the Remaining Balance is the Total Amount If Payable totalamount is negative, set Remaining Balance to zero. When you create a new receivable, be it recurring or one-time, its 'remaining balance' should default to the Total amount of the Receivable. Whenever a receivable is generated, the field 'Remaining Balance' on it should be updated Shows the due date on the receivable. Shows Yes if this is a prepaid type receivable. Shows the remittance note associated to the receivable. Shows the tenant ID. Shows the tenant name. Shows the amount from the previous accounting period. Shows the last period variance. Shows the budget amount. Shows the variance amount on the corresponding budget.

152 Chapter 8: Using Receivables Using the Receivables Actions 140 In this field Do this or view the data Accrual Amount Shows the accrual amount on the budget. Variance from Accrual Shows the variance from the accrual amount. Variance? [Check from Payables] Variance Explanation Shows the variance details. Approval Approval Amount Shows the amount approved. Approval Date Shows the approval date. Approved Variance Shows the variance from the approval. Approval Code Shows the approval code Approval Notes Shows the content of a note. Auto-Approved? Shows Yes if this receivable is auto-approved. ERP Export and Remittance Advice Remittance ID Shows the remittance ID associated. Remittance Date Shows the remittance date. Cleared Date Shows the remittance amount cleared date. Remittance Amount Shows the remittance amount. System Info Status Last Updated Date Shows the status modified date and time. Record Last Updated Date Shows the record modified date and time. Record Created Date Shows the record creation date and time. Record No. Shows the record number. CREATE INVOICE(S) 1 From the Receivables log, click Action > Create Invoice(s). The Create Invoice window opens. 2 Select a vendor to populate the Vendor field. This creates an invoice with all the receivables in a transmitted status from the selected vendor. The invoice due date is also updated. The due date is dependent on the due date on the receivables. If all the receivables in the invoice shares the same accounting period, then the due date on the invoice is same as the start date of the accounting period. However, if the receivables are from different accounting periods, the due date is the start date of the closing receivable in the invoice. To view a batched invoice 1 From the Batches log, select a receivable type batch. 2 Click Open. The Receivables tab shows all the receivables in an invoice.

153 Chapter 8: Using Receivables Using the Receivables Actions 141 MARK RECEIVABLE AS RELEASED To mark a receivable as release 1 From the Receivables log, select a receivables with status Approved. 2 Click Action > Mark as Released. On successful completion, the status changes from Approved to Released. You can view the changed status from the Receivables log. The receivables that are marked as released are now ready to be batched. See Batch Receivables" for more information. WRITE-OFF RECEIVABLE Writing-off a receivable creates a new receivable record with negative (requested) balance and links it to the original receivable record. You cannot write-off a receivable if it is part of an accounting period, which is already been closed or the status of a receivable is marked as closed. Also, if a receivable will be automatically closed if it falls in the closed accounting period. Writeoff can be done on receivable having Pending, Approved, Released and Transmitted status. Real Estate Manager also generates negative receivables (using Write-off Receivable, Void Cash Receipt actions) and if the negative amount on receivable is not waived then those receivables are not batched and are sends out as invoices to tenants. Credit type (or negative) receivables (created using one-time or recurring charge schedules using negative amount) having the negative credit been waived off (write-off) (mostly by landlords). To write-off a receivable A receivable status can either be approved or release or transmitted to perform this action. 1 From the Receivables log, select a receivable. 2 Click Action > Write-Off Receivables. The Receivable ID field is auto-populated with a receivable ID number. 3 In the Write-off Amount field, enter a write-off amount. The write-off amount should be less than or equal to the Total Amount on a receivable. 4 Click OK. This updates a receivable record with write-off amount and also reduces the total amount. VOIDED RECEIVABLE When a cash receipt is voided, it updates its corresponding receivables record and marks it status as voided. See Void Cash Receipt" for more information. When a cash receipt is voided, it marks all the Applied receivables from a Paid status to a Released status. For the each paid receivable, Real Estate Manager performs the following: Creates a new Voided Receivable with a negative amount in a pending status and points the receivable to its original paid receivable. Creates a new receivable with an original paid receivable amount in a pending status and associates the Voided Receivable and Original Receivable. The receivable is updated with the voided cash Receipt ID.

154 Chapter 8: Using Receivables Using the Receivables Actions 142 When a receivable is voided and its status changes to a Voided status, the relevant budget-related records are also updated. Real Estate Manager updates the values in the Budget Amount and Accrual Amount fields of that Receivable. As result, the corresponding budget record is updated. The Accrual Balance and Available Budget fields of the Budget record for the receivable is also updated. Viewing Budget and Variance-related information on a receivable 1 From the Receivables log, select a receivable. 2 Click Open. The Total Amount is a part of the Charge Information block. Using Actions on Receivables with status Approved MARK RECEIVABLE(S) AS RELEASED To mark receivables as released 1 From the Receivables log, select an approved receivable record. 2 Click Action > Mark Receivable(s) As Released. Upon successful completion, you will receive an Action Complete message. BATCH RECEIVABLES You can process receivables from a vendor in batches. 1 From the Receivables log, select receivables with status released. 2 Click Action > Batch Receivables. 3 In the Batch Receivables form, enter a batch name in the Batch Name field.you can also add following optional information to enable the new batch to filter relevant receivable records. In this field Company Cost Center Accounting Period Site Property Parcel Lease Do this Select a company name to associate it with the receivable. System generated once you select a company. Select start and end date of an accounting period to associate it with a receivable and batch. Select a site to associate it with a receivable and batch. Select a property to associate it with a property. Select a parcel to associate with the property and receivable. Select a lease record associated with the property and site.

155 Chapter 8: Using Receivables Using the Receivables Actions Click OK. This adds a new batch in the Batch Files log. The new batch automatically picks up receivables depending on the parameters supplied in the Batch Receivables form, as discussed in the above table. The receivables associated to the batch are now marked as Transmitted in the Receivables log. Based on your input to the above fields, the receivables in a Released status are filtered and generates a single batch record. This batch record treats all receivables as children records and the status of the batched receivables are marked as Transmitted. Once receivables are batched, they are now ready to be sent out as invoices. Note: Real Estate Manager generates negative receivables (using Write-off Receivable, Void Cash Receipt actions), which are NOT included when creating a receivable batch, as these receivables are NOT sent out as Invoices to tenants. Note: If no batch is created, you will receive the error message, No receivables matched the selected parameters. No batch got created. To view batched receivables 1 Double-click and open receivables in a Transmitted status from the Receivables log. 2 You can also view batched receivables by double-clicking and opening a receivable type batch from the Batch Files log, as discussed in Using Status-Driven Actions from the Detail Page". Using Actions on Receivables with a Transmitted status Create One-Time Receivable" Write-Off Receivable" Using Actions on Receivables with a Paid status Create One-Time Receivable" Write-Off Receivable" Using Actions on Receivables with a Released status Approve Receivable" Create One-Time Receivable" Status Pending Approved Released Actions from the Nav Log Approve Receivable" Request Endorsement" Write-Off Receivable" Reject Receivable" Create One-Time Receivable" Create One-Time Receivable" Mark Receivable as Released" Write-Off Receivable" Endorse" Receivable Approve Receivable" Create One-Time Receivable"

156 Chapter 8: Using Receivables Using the Receivables Actions 144 Status Transmitted Paid Voided Actions from the Nav Log Create One-Time Receivable" Write-Off Receivable" Create One-Time Receivable" None

157 Chapter 8: Using Receivables Using Status-Driven Actions from the Detail Page 145 USING STATUS-DRIVEN ACTIONS FROM THE DETAIL PAGE To perform additional actions on a receivable 1 Double-click and open a receivable and you can view the actions from the Upper and Detail form. 2 Following table illustrates status specific actions that you can perform the detail page of a receivable. Status Pending Approved Released Transmitted Paid Voided Actions from Upper Form Approve Receivable" Request Endorsement" Write-Off Receivable" Reject Receivable" Create One-Time Receivable" Create One-Time Receivable" Mark Receivable as Released" Write-Off Receivable" Endorse" Receivable Approve Receivable" Create One-Time Receivable" Create One-Time Receivable" Write-Off Receivable" Create One-Time Receivable" None REQUEST ENDORSEMENT If you do not have a permission to approve a receivable, you can request for endorsement from another business user (usually your manager or supervisor). 1 From the Receivables log, select a pending receivable. 2 Click Action > Request Endorsement. 3 Select the endorser name from the Users list and click OK. 4 Open a receivable and you can view on approver s endorsement from the Approvals tab. On successful completion, the status of a receivable changes to Approved. You can view the changed status from the log.

158 Chapter 8: Using Receivables Using Status-Driven Actions from the Detail Page 146 USING THE TABS The detail form allows you to update and add more information to a site record. The following table shows each tab and illustrates the actions that you can perform from the tabs. Tabs Approvals Accounting Notes Attachments Description Includes the approval details including the approval date and time, endorser name and role, approve status, etc. Includes the lease ID and accounting details associated with a receivable including the GL account number, charge type, and accounting period, and receivable type. Includes any note item attached to a receivable. Includes any attachment appended to a receivable. Also, delete any attachment appended to the receivable. CREDIT TYPE RECEIVABLE (WITH NEGATIVE AMOUNT) You can create a receivable (one-time or recurring) with a negative amount. A negative receivable is created when a landlord decides to give credit certain amount of the rent. For example, if a tenant pays $2000 per month, a landlord offers a credit of $300 for the next two months. To record this transaction in the application, Real Estate Manager allows you to create receivables with a negative amount. This type of receivables are called credit type receivables. To create a negative receivable 1 From the Receivables log, click Action > Create One-Time Receivable. 2 In the Base Amount field, enter the credit amount prefix with minus. 3 Complete the rest of the fields as required. 4 Click OK to create a receivable with a negative amount. This updates the corresponding accounting record. The receivable is then routed through the usual approval process (as for any other receivable with a positive amount) and once the negative receivable is batched (and the receivable changes to a Transmitted status), Real Estate Manager generates a cash receipt with a negative amount (to equal the negative receivable amount) in a UnApplied status to record the credit amount that has been offered to a tenant. This cash receipt is created only when all stakeholders/approvers agree to offer credit to a tenant. This cash receipt behaves similarly to other cash receipts that includes you can associate other receivables to it. The corresponding accounting record is updated with negative receivable details. You can create a negative receivable from the following locations: Create One-Time Receivable from the Properties, Leases, Companies, Receivables log. Create One-Time Receivable from the Properties, Company Detail Page.

159 Chapter 8: Using Receivables Using Status-Driven Actions from the Detail Page 147 Leases log > select the receivable accounting type > click Open. In lease detail page, click Charge Schedule tab > Actions > Add recurring Charge Add recurring charge w/ Escalation Edit/Copy Recurring charge Add One-Time Charge Edit/Copy One-Time Charge

160 Chapter 8: Using Receivables Using Status-Driven Actions from the Detail Page 148

161 9 USING INVOICES In this chapter Invoices Overview Using Invoices Actions

162 Chapter 9: Using Invoices Invoices Overview 150 INVOICES OVERVIEW Invoices node allows you view, create, and generate invoice for a tenant/customer. Depending on the status of an invoice you can perform additional actions on an invoice.

163 Chapter 9: Using Invoices Using Invoices Actions 151 USING INVOICES ACTIONS From the navigation log you can perform actions on an invoice (s). The actions are status-driven and depending on the status of an invoice, you can access actions. Click Actions from the Invoices log to view the actions. CREATE NEW INVOICE When you perform this action, it creates an invoice for the selected vendor company with receivables in a transmitted status into an invoice. The receivables are then updated with the invoice ID. To create a new invoice 1 From the Invoices log, click Action > Create New Invoice. 2 Complete the fields as indicated in this table. In this field Invoice Date Customer Contact Due Date Terms Do this or view the data Select the date when an invoice is generated. Select a customer for whom you are generating this invoice. All 'Released' receivables with the selected Vendor are batched to create a single Invoice. Their status is updated as 'Transmitted'. If Vendor is left blank, all 'Released' Invoices are grouped according to vendor names and it creates multiple Invoices. Select the contact for an invoice. Select the due date when the invoice should be cleared. Enter invoice term. 3 Click OK. This adds a new invoice record to the Invoice Log with status Active. The invoice is also updated with the due date. If the receivables in the invoice belongs to the same accounting period as the invoice, then the Invoice Due Date is updated with the start date of that accounting period. If the receivables are distributed across different accounting periods, then the invoice Due Date is the start date of the last accounting period (the one having the maximum start date). You can create an invoice on receivables, if Receivables are in a transmitted status The amount on receivable should be positive having no write-off possibilities.

164 Chapter 9: Using Invoices Using Invoices Actions 152 Create Invoice action works as follows: Create Invoice 1 'Create Invoice' action only picks up the transmitted Receivables which are not been Invoiced yet]. The receivables, which are already in the transmitted status but not invoiced before, will be included in this invoice. 2 As a user, whenever I take the action 'Create Invoice', only 'Transmitted' Receivables without an Invoice Number should generate an Invoice so that I can send Invoice out to Tenants. 3 Transmitted' is the final state of approval for a Receivable. Once a receivable has been approved thus, it is ready to be sent out as an invoice to the Tenants/Payee. So, the action 'Create Invoice' picks up only the transmitted Receivables, which have not been Invoiced yet. Only 'Transmitted' Receivables without a pre-assigned Invoice Number should generate an Invoice that can be sent to Tenants. 'Transmitted' is the final state of approval for a receivable. Once a receivable has been approved thus, it is ready to be sent out as an invoice to the Tenants/Payors. So, the action 'Create Invoice' should pick up only the transmitted Receivables which have not been Invoiced yet. 4 From the Create All 'Released' receivables with the selected Vendor are batched to create a single Invoice. Their status is updated as 'Transmitted'. If the Customer/vendor field on Create Invoice is left blank 1 If no Vendor is selected, Real Estate Manager retrieves all receivables in a transmitted status without having any invoice number assigned to them and groups all receivables (with positive amount and credit type = no) according to customers/vendors in Real Estate Manager and finally creates an invoice for each vendor/customer. All 'Transmitted' Receivables without an Invoice Number are grouped by Vendor name to create multiple Invoices 2 All 'Released' Invoices are grouped by Company/Vendor to create multiple Invoices. 3 These receivables are already in transmitted status, therefore, this action doesn t change the status of receivables, since, they are already in the transmitted status. The released receivables should have positive amount having no possibility to write-off the pending receivable amount. INVOICE To an invoice 1 From the Invoices log, select an invoice. 2 Click Action > Invoice.

165 Chapter 9: Using Invoices Using Invoices Actions 153 RELEASE INVOICE 1 From the Invoices log, select an invoice with status Active. 2 Click Action > Release Invoice. Upon successful completion, the status changes to Released. You can view the changed status from the Invoice log. This adds an invoice record to Receivables log. 3 Double-click and open the invoice and from the Detail form > click Receivables tab to view the recently generated receivable invoice. BULK DELETE To delete invoices 1 From the Invoices log, select invoices by holding down the CTRL key. 2 Click Action > Bulk Delete. Upon successful completion, you will receive Successful message.

166 Chapter 9: Using Invoices Using tabs 154 USING TABS Actions from Tabs Tabs Receivables > New" Notes > Add Note Attachments > Upload Attachment Attachments > Delete Attachment Description Add / create new receivable invoice. Add / update notes to an invoice/ Add an attachment to an invoice. Delete an attachment to an invoice Receivables > New To add new receivables 1 From the Invoices Log, open an invoice. 2 From the detail form > Receivables tab > click New. 3 Select an existing receivable(s) and click Select. A receivable (s) is added to the Receivables tab > Receivables log. From the Receivables tab, you can also open a receivable record to view receivable details (for example, endorser) and access actions that are relevant to the current status of a receivable.

167 10 USING CASH RECEIPTS In this chapter Overview" Using Cash Receipts Actions"

168 Chapter 10: Using Cash Receipts Overview 156 OVERVIEW Cash receipt allows you to record accounts receivable, each time a payment is received from a vendor/tenant. To open Cash Receipts log Click Accounting > Cash Receipts to open Cash Receipts log. The log provides details on existing cash receipts Cash receipt is integrated to the Receivables, Invoices, and Accounting Register.

169 Chapter 10: Using Cash Receipts Using Cash Receipts Actions 157 USING CASH RECEIPTS ACTIONS The actions in Real Estate Manager are status driven. Depending on the status of a record, you can view actions from the Cash Receipts log. Click Actions from the Cash Receipts log to view the actions. NEW CASH RECEIPT This action allows you to create a new receipt. Once you create a new cash receipt, Real Estate Manager searches for invoices in an Active/Transmitted status that match the vendor name selected in the cash receipt and map it to invoices to corresponding cash receipts. To create a new cash receipt 1 From the Cash Receipts log, click Action > New Cash Receipt. 2 Complete the fields as indicated in this table. In this field Receipt ID Vendor Receipt Date Remittance Amount Notes Do this or view the data System-generated with receipt ID. Format: CR - <number><number> For example, CR - 71 Select the vendor who is the recipient of the cash receipt. Once you click OK, Real Estate Manager searches and retrieves all receivables for the selected vendor with a status of Transmitted. These receivables are mapped to the receipt as 'Potential Matches', i.e., the receivables which can potentially be paid using that receipt Select the date when the receipt was received from the vendor. Enter the amount that you have received from a vendor company. Enter brief details of a cash receipt. 3 Click OK. This creates a new cash receipt with a status of Unapplied. It also retrieves matching receivables and invoices that are associated to the vendor selected on creating the new cash receipt is also mapped it to the newly created cash receipt. The remittance amount you added here is added to the Remittance node > Receivables log. BULK DELETE To delete more than one cash receipt 1 From the Cash Receipts log, select cash receipts by holding down the CTRL key. 2 Click Action > Bulk Delete. This deletes receipts from the system.

170 Chapter 10: Using Cash Receipts Using Cash receipts > Tab 158 USING CASH RECEIPTS > TAB From the navigation log, select a cash receipt and click Open to access additional actions that you can perform on a cash receipt. The table illustrates status-driven actions: Status Actions from Upper Form Tabs and Associated Actions Unapplied Applied Void Cash Receipt Refresh Matching Invoices Refresh Matching Receivables Matching Receivables > Action > Apply Cash Applied Receivables (No action available) Attachments > Add / Edit Attachment Notes > Add Note Matching Receivables > Apply Cash Applied Receivables (None) Only shows receivables with positive amount. Attachments > Edit Notes > Add Note Voided No actions available Matching Receivables > Apply Cash Attachments (Only Edit) Notes CASH RECEIPTS WITH STATUS UNAPPLIED Matching Invoices This shows invoices in an Active/Transmitted status that are relevant/linked to a cash receipt. To retrieve matching invoices 1 From the Cash Receipts log, select an receipt and click Open. The cash receipt page opens. 2 Click Action > Refresh Matching Invoices to retrieve invoices. You will receive a message Action Complete. This adds a receivable invoice(s) to the Detail Form > Matching Invoices tab. 3 From the Matching Receivables tab, to pay off / process pending invoices, click Matching Invoices tab > Action > Apply Cash. Note: You can view paid off invoices from Accounting > Invoices Log. Upon successful completion, the applied invoice is added to an Applied Invoices tab. If the applied cash amount includes the full payment of an invoice then the remaining amount in the Applied Invoices tab > Remaining Balance column becomes zero and the cash receipt status changes from UnApplied to Applied and related records (Invoice, Receivables and Accounting status) are set to Paid. If the applied amount includes the partial payment of an invoice, then Applied Invoices tab > Remaining Amount column shows the remaining/pending balance of an invoice and a cash receipt status remains unchanged (unapplied).

171 Chapter 10: Using Cash Receipts Using Cash receipts > Tab 159 Matching Receivables In case if receivable status is set Paid, the Real Estate Manager checks the Invoice ID of the receivable and see if all the Receivables under this Invoice are in 'Paid' status, then the Invoice is set to 'Paid' status. Once the Receivables are fully paid or Partially Paid, they are moved them from the 'Matching Receivables' to 'Applied Receivables.This updates all the Receivables from the Vendor and with status Released. You can retrieve matching receivable records that are relevant to a cash receipt. 1 Click Refresh Matching Receivables to view matching receivables (in a transmitted status). This searches and retrieves receivables with positive amount and in a 'Transmitted' status and shows in the Matching Receivables tab. Note: Refresh Matching Receivables action also reflects the most recent Remaining Balance amount as triggered by Write-off Receivable action. See Write-Off Receivable" for more information. Note: Any changes are made to receivables (either through write-offs or other actions), it is necessary to Refresh Matching Receivables on cash receipts. 2 The Matching Receivables tab shows receivables in a transmitted status. 3 From the Matching Receivables tab > select a receivable to apply Apply Cash on the Matching Receivables. Note: Only receivables with a positive amount and in a Transmitted status are shown in the Matching Receivables tab. 4 Click Action > Apply Cash. This applies receipts on the selected receivable. Upon successful completion, the applied receivable(s) records are added to an Applied Receivables tab where all the receivables are in a paid. If the applied amount includes the partial payment of an invoice, then Applied Receivable > Remaining Amount column shows the remaining/pending balance of an invoice and the cash receipt status remains unchanged (unapplied). If applied cash includes the complete payment of an invoice, then the status of a cash receipt changes from UnApplied to Paid. This also deletes a receivable from the Matching Receivables tab to the Applied Receivables tab. The receivables are fully paid or partially paid, are moved from the 'Matching Receivables' to 'Applied Receivables' Note: You can view paid receivables from the Receivables node. APPLY CASH This action allows you to acknowledge that a vendor/customer has made the payment against amount in their invoice. Available to Apply: This field determines the behavior of receivables including the amount in a receivable that can be paid off and its subsequent status. When the amount in the Available to Apply field is equal to the amount in the Remaining Balance of the receivable field, Real Estate Manager updates the values of both the fields to zero.

172 Chapter 10: Using Cash Receipts Using Cash receipts > Tab 160 This also changes the status of the cash receipt to Applied including the corresponding accounts receivable status to Paid in the Accounting Register. When the amount in the Available to Apply field is greater than the amount in the Remaining Balance field of the receivable, Real Estate Manager calculates (Available to Apply amount minus Remaining Balance amount) the values in both the fields. The value in the Available to Apply field shows the amount remaining after deducting the remaining balance amount of the receivable in the Remaining Balance field. Real Estate Manager marks the status of the corresponding receivable to Paid including the corresponding account receivable record status to Paid in the Accounting Register. However, the status of the cash receipt remains unchanged, that is, Unapplied. When the amount in the Available to Apply field is less than the amount in the Remaining Balance of the receivable field, Real Estate Manager calculates (Remaining Balance amount minus Available to Apply amount) the values for the Remaining Amount field and updates the value in the Available to Apply to zero. This also marks the status of the cash receipt as applied, however, the corresponding receivable status remains unchanged. In this case, the receivable is partially paid off, however, the status of the cash receipt changes to applied. Note: When the value in the Remaining Balance field is changes to zero, Real Estate Manager create an accounting record for each Receivable in the Invoice. The Applied Cash Record Type created includes the following information: The Date field is updated to reflect the current date when the receivable is Paid. The Amount field is updated to show the total amount applied on the selected receivable. The GL Account field shows the receivable charge type account. Real Estate Manager also updates the remittance details in the receivable record in the Receivables node as indicated in the table. The Record Status field is Paid and the Status field is Active. Portfolio Manger maps the cash receipt to its corresponding invoice, only when Invoice is fully paid. In this field Shows ERP Export and Remittance Advice Remittance ID Shows the remittance ID. Remittance Amount Shows the amount remitted as receivables. Cleared Date Current Date or the date when the receivable is paid or cleared. Remittance Date The date when the receipt is created. When you perform this action, a new 'Applied receivable' record is created. This record should have the following attributes - Its 'Applied amount' field reflects the amount applied on the receivable using this receipt Its status is set as 'Applied'. The the remaining balance on the corresponding receivable is recalculated (Receivable RemainingBalance = Receivable TotalAmount minus Receivable.AppliedAmount) If Remaining Balance on the receivable is zero, the status of receivable is set as 'Paid'

173 Chapter 10: Using Cash Receipts Using Cash receipts > Tab 161 To apply cash to a cash receipt 1 In the Cash Receipts log, select a cash receipt with Unapplied status and click Open. The Cash Receipt window opens. 2 Click Action > Refresh Matching Receivables. This step is optional, if receivable records are already shown in the Matching Receivables tab. Note: Only receivables with a positive amount and in a Transmitted status are retrieved as shown in the Matching Receivables tab. 3 From the Matching Receivables tab, select the receivable that you intend to apply cash on. Note: The receivables shown here are in a transmitted status. 4.Click Action > Apply Cash. Once you apply cash to a receivable, the status of a receipt changes to Applied only if the value in the Available to Apply field is zero. This field signifies the fund available to apply to clear the invoice or receivables for this cash receipt. Once you perform this action, Real Estate Manager performs the following: This updates the remittance amount in the Remittance Amount field with the amount applied on the cash receipt. This creates a corresponding accounting record in the accounting register where the value in the Record Type field is changed to Applied Cash and the Status is updated to Paid. This record is created each time you perform apply cash action on a receivable and only if the receivable amount associated with the cash receipt is zero and the status changes to Paid. The Applied Cash Record Type created includes the following information: The Date field is updated to reflect the current date when the receivable is Paid. The Amount field is updated to show the total amount applied on the selected receivable. The GL Account field shows the receivable charge type account. The Record Status field in the Accounting Register is marked as Paid and the Status field is Active. Note: Real Estate Manger maps the cash receipt to its corresponding invoice, only when Invoice is fully paid This field Shows ERP Export and Remittance Advice Remittance ID Shows the remittance ID. Remittance Amount Shows the amount remitted as receivables. Cleared Date Current Date or the date when the receivable is paid or cleared. Remittance Date The date when the receipt is created.

174 Chapter 10: Using Cash Receipts Using Cash receipts > Tab 162 Once you apply cash on receivables, they are moved from the Matching Receivables tab and adds it to Applied Receivables tab and marks the status Paid. This is also applicable for receivables that are partially paid. Note: When the status of a receivables is updated to Paid, Real Estate Manager searches for receivables in a Paid status that are associated to the same invoice by invoice ID and marks the status of the invoice as paid. In the cases when the Receivable status is set Paid, get the Invoice ID of the receivable and see if all the Receivables under this Invoice are in 'Paid' status. If so, then set the Invoice also to 'Paid' status. Once the Receivables are fully paid or Partially Paid, we need to move them from the 'Matching Receivables' to 'Applied Receivables' (CashRcpt_Rec). 5 Click Applied Receivables tab to view the applied receivables. 6 Once you apply cash to a cash receipt, the status of a cash receipt changes to Applied and the corresponding receivable status changes to paid. Real Estate Manager updates the corresponding accounts receivable record in the accounting register. VOID CASH RECEIPT This action allows you to void a cash receipt, however, in some scenario, voiding a cash receipt may involve a void fee. You can perform this action on cash receipts UnApplied and Applied Cash Receipts. No payment receipt is expected for receivables with a negative amount. The negative amount receivables are special receivables are applicable for Write-off / Void Cash Receipt / or a 'Credits' to Tenants. The Void Cash Receipt action is available on the UnApplied and Applied Cash Receipts. When a Cash Receipt is received from a Tenant, it should be consider receivables of a positive amount only. Void Cash Receipt": Updates the associated receivable and its corresponding budget record. As you void a cash receipt, the corresponding budget records will be updated as follows: The Committed Budget and Accrual Commitment fields in the corresponding budget are updated with the value called Voided Receivables. The Accrual Balance and Available Budget fields in the corresponding budget are updated with the value called Voided Receivables. When a cash receipt is voided, Real Estate Manager updates the values in the Available Budget, Committed Budget, Accrual Balance, and Accrual Commitment fields of the corresponding budget records To void a cash receipt 1 From the Cash Receipts log, click Action > Void Cash Receipt. 2 Complete the fields as indicated in the table.

175 Chapter 10: Using Cash Receipts Using Cash receipts > Tab 163 In this field Charge Void Fee? Void Fee Amount Charge Type GL Account Lease ID Notes Do this Select Yes to include a cash receipt voided fee. Enter the void fee. Select a charge type account associated with a voiding a cash receipt. System-populated once you select a charge type. Select a lease ID to associate a lease details to a cash receipt. Enter a brief details of a cash receipt. 3 Click OK. Note: No further actions are available on a cash receipt in a voided status. This changes the status of a cash receipt to voided and creates two receivables with positive amount and one receivable with a negative amount. When a cash receipt is voided, it marks all the Applied receivables from a Paid status to a Released status. This also create a new Receivable record and a corresponding accounting record with a status Pending. The receivable will have the amount (Fees) as found in the cash receipt. This creates the following: A receivable with a negative amount receivable in 'voided' status A receivable with a positive amount receivable in Transmitted status. This receivable has the Amount equals to the amount in the receivable with a Paid status. This makes the receivable ready to be marked as Paid as soon as Cash receipt is voided. If there is a Void fee, a receivable is created with positive amount in 'Pending' status (Amount equals the void fee). This is in Pending status because the void fee amount needs to be approved and hence the Receivable should be in 'Pending' status Note: When a cash receipt is voided, it marks all Applied receivables from Paid status to Released status. This also generates a new negative Receivable to void the effect of the receivables which were paid using that receipt. Note: This creates a receivable with positive amount in a Transmitted status. Once a cash receipt is voided, the corresponding receivable status changes to Paid. Once a receivable is voided and its status changes to voided: The corresponding budget record associated with the receivable is also updated. Real Estate Manager updates the values in the Accrual Balance, Available Budget, Committed Budget, and Accrual Commitment fields. The Period Voided field is also updated with the amount voided. If no receivable is voided, the value remains zero for the field. Real Estate Manager recalculates the values in the Budget Amount and Accrual Amount fields of the voided Receivable. The status of a Cash Receipt batch is updated as 'Applied' when all (or some Applied, some voided) cash receipts of a batch are Applied. You cannot add new cash receipts to a CR Batch in 'Applied' status.

176 Chapter 10: Using Cash Receipts Using Cash receipts > Tab 164 ATTACHMENTS Click Attachments to open the Cash Receipts > Attachments log. Use this tab to upload documents to a cash receipt. Add Attachment 1 In the Attachments tab click Action > Add Attachment. This shows the Upload Attachment form. 2 Complete the fields as indicated in the table. In this field Attachment Data Title Document Type Document Date Abstract Do this Enter the document name. Select the type of document. For example, Deed Title, Lease Agreement and Contract. Select a date. Enter a brief description of the content of the document. 3 Click Upload File. This opens the File Upload window. 4 Click Browse > OK to upload the document. This uploads and attaches the document to the selected lease. To edit an attachment property 1 In the Attachments tab, select an attachment and click Edit. This opens the attachment page. 2 Click Edit to make the necessary changes. 3 Click Save. To delete an attachment 1 In the Attachments tab, select the attachment you want to delete. 2 Click Action > Delete Attachment. NOTES To add notes 1 Click Action > Add Note. 2 Complete the fields as indicated in this table. In this field Note Type Do this or view the data Select note type.

177 Chapter 10: Using Cash Receipts Using Cash receipts > Tab 165 In this field Date Note Do this or view the data Select the date Enter the details 3 Click OK. CASH RECEIPTS WITH STATUS APPLIED Refer to Apply Cash" on page 159 CASH RECEIPT BATCH You can batch existing cash receipts. See New Cash Receipt Batch" for more information. CASH RECEIPTS WITH STATUS UNAPPLIED Matching Invoices This shows invoices in an Active/Transmitted status that are relevant/linked to a cash receipt. To retrieve matching invoices 1 From the Cash Receipts log, select an receipt and click Open. The cash receipt page opens. 2 Click Action > Refresh Matching Invoices to retrieve invoices. You will receive a message Action Complete. This adds a receivable invoice(s) to the Detail Form > Matching Invoices tab. 3 From the Matching Receivables tab, to pay off / process pending invoices, click Matching Invoices tab > Action > Apply Cash. Note: You can view paid off invoices from Accounting > Invoices Log. Upon successful completion, the applied invoice is added as an applied invoice record is added to an Applied Invoices tab. If the applied cash amount includes the full payment of an invoice then the remaining amount in the Applied Invoices tab > Remaining Balance column becomes zero and the cash receipt status changes from UnApplied to Applied and related records (Invoice, Receivables and Accounting status) are set to Paid. If applied amount includes the partial payment of an invoice, then Applied Invoices tab > Remaining Amount column shows the remaining/pending balance of an invoice and a cash receipt status remains unchanged (unapplied).

178 Chapter 10: Using Cash Receipts Using Cash receipts > Tab 166 Matching Receivables In the cases when the Receivable status is set Paid, get the Invoice ID of the receivable and see if all the Receivables under this Invoice are in 'Paid' status. If so, then set the Invoice also to 'Paid' status. Once the Receivables are fully paid or Partially Paid, they are moved them from the 'Matching Receivables' to 'Applied Receivables' (CashRcpt_Rec).This gets all the Receivables from the Vendor and with status Released into PotentialRec node. You can retrieve matching receivable records that are relevant to a cash receipt. 1 Click Refresh Matching Receivables to view matching receivables. This searches and retrieves receivables with positive amount and in a 'Transmitted' status and shows in the Matching Receivables tab. Since a 'Cash Receipt' can only be against approved receivables, so only 'Transmitted' receivables should be considered when finding out Potential matches Note: Refresh Matching Receivables action also reflects the most recent Remaining Balance amount as triggered by Write-off Receivable action. See Write-off Rec for more information. Note: Any changes are made to receivables (either through write-offs or other actions), it is necessary to Refresh Matching Receivables on cash receipts. 2 The Matching Receivables tab shows receivables in a transmitted status. 3 From the Matching Receivables tab > select a receivable to apply Apply Cash on the Matching Receivables. Note: Only receivables with a positive amount and in a Transmitted status are shown in the Matching Receivables tab. 4 Click Action > Apply Cash. The applies receipts on the selected receivable. Upon successful completion, the applied receivable(s) records are added to an Applied Receivables tab. If the applied amount includes the partial payment of an invoice, then Applied Receivable > Remaining Amount column shows the remaining/pending balance of an invoice and the cash receipt status remains unchanged (unapplied). If applied cash includes the complete payment of an invoice, then the status of a cash receipt changes from UnApplied to Paid. This also deletes a receivable from the Matching Receivables tab to the Applied Receivables tab. The receivables are fully paid or partially paid, are moved from the 'Matching Receivables' to 'Applied Receivables' Note: You can view paid receivables from the Receivables node. APPLY CASH This action allows you to acknowledge that a vendor/customer has made the payment against amount in their invoice. Available to Apply: This field determines the behavior of receivables including the amount in a receivable that can be paid off and its subsequent status. When the amount in the Available to Apply field is equal to the amount in the Remaining Balance of the receivable field, Real Estate Manager updates the values of both the fields to zero.

179 Chapter 10: Using Cash Receipts Using Cash receipts > Tab 167 This also changes the status of the cash receipt to applied including the corresponding account receivable status to Paid in the Accounting Register. When the amount in the Available to Apply field is greater than the amount in the Remaining Balance field of the receivable, Real Estate Manager calculates (Available to Apply amount minus Remaining Balance amount) the values in both the fields. The value in the Available to Apply field shows the amount remaining after deducting the remaining balance amount of the receivable in the Remaining Balance field. Real Estate Manager marks the status of the corresponding receivable to Paid including the corresponding account receivable status to Paid in the Accounting Register. However, the status of the cash receipt remains unchanged, that is, Unapplied. When the amount in the Available to Apply field is less than the amount in the Remaining Balance of the receivable field, Real Estate Manager calculates (Remaining Balance amount minus Available to Apply amount) the values for the Remaining Amount field and updates the value in the Available to Apply to zero. This also marks the status of the cash receipt as applied, however, the corresponding receivable status remains unchanged. In this case, the receivable is partially paid off, however, the status of the cash receipt changes to applied. Note: When the value in the Remaining Balance field is changes to zero, Real Estate Manager create an accounting record for each Receivable in the Invoice. To apply cash to a cash receipt 1 In the Cash Receipts log, select a cash receipt with Unapplied status and click Open. The Cash Receipt window opens. 2 Click Action > Refresh Matching Receivables. This step is optional, if receivable records are already shown in the Matching Receivables tab. Note: Only receivables with a positive amount and in a Transmitted status are retrieved and shown in the Matching Receivables tab. 3 From the Matching Receivables tab, select the receivable that you intend to apply cash on. Note: The receivables shown here are in a transmitted status. 4 Click Action > Apply Cash. Once you apply cash to a receivable, the status of a receipt changes to Applied only if the value in the Available to Apply field is zero. This field signifies the fund available to apply to clear the invoice or receivables for this cash receipt. Once you perform this action, Real Estate Manager performs the following: This updates the remittance amount in the Remittance Amount field with the amount applied on the cash receipt. This creates a corresponding accounting record in the accounting register where the value in the Record Type field is changed to Applied Cash and the Status is updated to Paid. This record is created each time you perform apply cash action on a receivable and only if the receivable amount associated with the cash receipt is zero and the status changes to Paid.

180 Chapter 10: Using Cash Receipts Using Cash receipts > Tab 168 The Applied Cash Record Type created includes the following information: The Date field is updated to reflect the current date when the receivable is Paid. The Amount field is updated to show the total amount applied on the selected receivable. The GL Account field shows the receivable charge type account. Real Estate Manager also updates the remittance details in the receivable record in the Receivables node as indicated in the table. The Record Status field is Paid and the Status field is Active. Note: Portfolio Manger maps the cash receipt to its corresponding invoice, only when Invoice is fully paid Once you apply cash on receivables, they are moved from the Matching Receivables tab and adds it to Applied Receivables tab and marks the status Paid. This is also applicable for receivables that are partially paid. Note: When the status of a receivables is updated to Paid, Real Estate Manager searches for receivables in a Paid status that are associated to the same invoice by invoice ID and marks the status of the invoice as paid. In the cases when the Receivable status is set Paid, get the Invoice ID of the receivable and see if all the Receivables under this Invoice are in 'Paid' status. If so, then set the Invoice also to 'Paid' status. Once the Receivables are fully paid or Partially Paid, we need to move them from the 'Matching Receivables' to 'Applied Receivables' (CashRcpt_Rec). 5 Click Applied Receivables tab to view the applied receivables. 6 Once you apply cash to a cash receipt, the status of a cash receipt changes to Applied and the corresponding receivable status changes to paid. Real Estate Manager updates the corresponding accounts receivable record in the accounting register. VOID CASH RECEIPT Void Cash Receipt": Updates the associated receivable and its corresponding budget record. As you void a cash receipt, the corresponding budget records will be updated as follows: The Committed Budget and Accrual Commitment fields in the corresponding budget are updated with the value called Voided Receivables. The Accrual Balance and Available Budget fields in the corresponding budget are updated with the value called Voided Receivables. When a cash receipt is voided, Real Estate Manager updates the values in the Available Budget, Committed Budget, Accrual Balance, and Accrual Commitment fields of the corresponding budget records

181 Chapter 10: Using Cash Receipts Using Cash receipts > Tab 169 To void a cash receipt 1 From the Cash Receipts log, click Action > Void Cash Receipt. 2 Click OK. Note: No further actions are available on a cash receipt in a voided status. This changes the status of a cash receipt to voided and creates two receivables with positive amount and one receivable with a negative amount. When a cash receipt is voided, it marks all the Applied receivables from a Paid status to a Released status. This also create a new Receivable record and a corresponding accounting record with a status Pending. The receivable will have the amount (Fees) as found in the cash receipt. This creates the following: A receivable with a negative amount receivable in 'voided' status A receivable with a positive amount receivable in Transmitted status. This receivable has the Amount equals to the amount in the receivable with a Paid status. This makes the receivable ready to be marked as Paid as soon as Cash receipt is voided. If there is a Void fee, a receivable is created with positive amount in 'Pending' status (Amount equals the void fee). This is in Pending status because the void fee amount needs to be approved and hence the Receivable should be in 'Pending' status Note: When a cash receipt is voided, it marks all Applied receivables from Paid status to Released status. This also generates a new negative Receivable to void the effect of the receivables which were paid using that receipt. Note: This creates a receivable with positive amount in a Transmitted status. Once a cash receipt is voided, the corresponding receivable status changes to Paid. Once a receivable is voided and its status changes to voided: The corresponding budget record associated with the receivable is also updated. Real Estate Manager updates the values in the Accrual Balance, Available Budget, Committed Budget, and Accrual Commitment fields. The Period Voided field is also updated with the amount voided. If no receivable is voided, the value remains zero for the field. Real Estate Manager recalculates the values in the Budget Amount and Accrual Amount fields of the voided Receivable.

182 Chapter 10: Using Cash Receipts Using Cash receipts > Tab 170

183 11 USING JOURNAL ENTRIES In this chapter Overview" Using Journal Entries Actions"

184 Chapter 11: Using Journal Entries Overview 172 OVERVIEW The Journal Entries logs transactions that are a transfer or adjustment of money across the chart of accounts. Each entry in the Journal Entries log represents an accounting transaction in the Real Estate Manager and is referred to as a journal entry. A log entry is created when you manually move funds across different General Ledger (GL) accounts. The records in the journal entries are usually arranged chronologically, beginning with the latest updated entry record on the log. For example, if a record was entered in the log on Jun-2011, and it was updated in Jan-2012, that record would display first in the log. Not all the day-to-day accounting transactions are recorded in Journal Entries. There are many other accounting transactions like one-time payments, recurring payments, one-time receivables, recurring receivables, etc. To open the Journal Entries log Click Accounting > Journal Entries. The Journal Entries log opens. The log provides details on existing journal entries in Real Estate Manager.

185 Chapter 11: Using Journal Entries Using Journal Entries Actions 173 USING JOURNAL ENTRIES ACTIONS This section describes the actions that you can perform from the Journal Entries log. CREATE JOURNAL ENTRY Both the credit and debit GL accounts are required on the Create Journal Entry form. This form enables making adjustments or transfers of money. To create a new journal entry 1 On the Journal Entries log, click Action > Create Journal Entry. 2 Complete the fields as indicated in this table. In this field Date Name ERP Reference ID Property ID Parcel ID Lease ID Credit GL Account Cost Center Credit Amount Debit GL Account Cost Center Debit Amount Description Do this Enter the date the journal entry transaction took place. Enter the name of the journal entry. Enter the ID if you intend to use the ID if this journal entry as a reference to an external ERP system. For example, the data of this journal entry is to be exported and sent out to an external system. Another example is this journal entry already exists in another system and it was imported from there. Select the property ID. Select the parcel ID associated with the selected property. Select the lease ID associated with the selected property. Select the GL account that money is being credited to. Select the cost center. Enter the credit amount. This credit amount should be equal to the debit amount. Select the GL account that money is being credited to. Select the cost center. Enter the debit amount. The debit amount should be equal to the credit amount entered. Enter a description of the journal entry. 3 Click OK. Real Estate Manager creates a journal entry with a status of Active. The creation of a new journal entry is also recorded in the Accounting Register log, where Real Estate Manager creates two accompanying entries, Journal Entry - Credit and Journal Entry -Debit. Note: If the journal entry needs to be edited or deleted, contact your Administrator.

186 Chapter 11: Using Journal Entries Using Journal Entries Actions 174 BULK DELETE This action allows you to delete journal entries from the log. You may need an administrator privilege to perform this action. 1 From the Journal Entries log, select the journal entry record you want to delete by holding down the CTRL key and clicking the entry names. 2 Click Action > Bulk Delete. Real Estate Manager permanently deletes the selected journal entries. Note: Once you have deleted a journal entry, it cannot be restored. The corresponding Accounting register entries do not get deleted as a chain. The Administrator should either delete the corresponding Accounting entries manually OR create new Journal entries to make appropriate adjustments to GL Accounts. EDITING A JOURNAL ENTRY After you create a journal entry, Real Estate Manager adds additional details to the record, as described in the table. Note: Whatever edits made in a journal entry are NOT reflected in the corresponding accounting records. This may result in inconsistencies. To view or edit a journal entry 1 From the Journal Entries log, select an entry and click Open. The Journal Entry window opens. 2 Click Edit. The following details are added to the entry. In this field General Entry ID Date Name ERP Reference ID Property ID Parcel ID Lease ID Status Net Amount Credit View or Do this Entry ID is an auto-generated Identifier that can be used to uniquely identify each Journal Entry. It is different from the Record No. field. The Entry ID is generated from the Counters node. This allows you to customize the Journal entry ID form. Select the date of the entry. Enter a name for the entry. External system reference Select the property for the entry Select the parcel for the entry Select the lease for the entry The default status is Active. The Net Amount is the difference of the Credit Amount and the Debit Amount. In most cases, it should be zero, however, you can edit the Journal Entry record and use a different number. For example, If you created a new Journal entry record and the Credit Amount = $100, and the Debit Amount = $100. The Net Amount would be $100 $100 = $0. You can then edit this record and update the Credit Amount to $120. The Net Amount will then be $120 - $100 = $20. Ideally, the Net Amount would equal zero; but if you update the credit and debit amounts, the Net Amount might not be zero.

187 Chapter 11: Using Journal Entries Using Journal Entries Actions 175 In this field GL Account Company Cost Center Credit Amount Debit GL Account Company Cost Center Debit Amount Description Description System Info Status Last Updated Date Record Last Updated Date Record Created Date Record No. Status Updated By Record Updated By Record Created By View or Do this Link to chart of accounts Company identification Link to cost center description Enter the amount to credit account Link to chart of accounts Company identification Link to cost center description Enter the amount to debit account Edit the description (if required). Shows the date and time of last status update Shows the date and time of the last record update Shows the date and time of record creation The journal entry record number is a unique auto-generated number following the format of: JournalEntry- #. The record number increments by one for every new record created. Shows the user who last modified the record status Shows the user who last modified the record. Shows the user who created the journal record. 3 Click Save. USING JOURNAL ENTRIES > TAB The tabs allow you to add additional information to a journal entry. From the Journal Entries log, select an entry and click Open. The Journal Entry detail page opens that includes tabs to add more information to an entry as indicated in the table. Status Active Tabs and Associated Actions Notes > Create Notes" Attachments tab > Upload or Delete an Attachment" Attachments tab > Delete Attachment Create Notes This allows you to add notes to an entry. To add notes to a journal entry 1 From the Journal Entries log, open a journal entry. 2 On the Notes tab, click Actions > Create Note. The Create Note window opens.

188 Chapter 11: Using Journal Entries Using Journal Entries Actions Complete the fields as indicated in this table. In this field Note Type Date Note Do this Select the note type (e.g. communication). This allows you to categorize the note. Select the Note Date (default is today's date.) You can select a date other than the current date, for example, the past date of adding a note. Enter the note content. 4 Click OK. Upload or Delete an Attachment This allows you to upload and attach files from your local system to a journal entry. To add an attachment to a journal entry 1 From the Journal Entries log, select a journal entry and click Open. The Journal Entry detail page opens. The Attachments tab is selected by default. 2 From the detail form, click the Attachments tab and then choose Actions > Upload Attachment. The Upload Attachment window opens. 3 Complete the fields as indicated in this table. In this field Attachment Data Title Document Type Document Date Abstract Do this or view the data Enter the document title. Select the document type (e.g. contract, report). This categorizes your attachments. Enter a date. This field is optional. Enter a description. 4 Click OK. To delete an attachment 1 In the Attachments tab, select the attachment you want to delete. 2 Click Action > Delete Attachment.

189 12 USING BATCH FILES In this chapter Overview" Using Batch Files Actions"

190 Chapter 12: Using Batch Files Overview 178 OVERVIEW The payables and receivables once marked as released and batched, automatically create a batch record in the Batch Files log. This log is the repository for all the batch files created in Real Estate Manager that includes payables, receivables, and cash receipts types of batch files. Real Estate Manager creates a batch file when you perform the following actions: Finalize Rent Roll"action in the Payables log: See Using the Payables Actions" (Mark as Released and Finalize Rent Roll) for more information. Batch Receivables" action in the Receivables log. See Using the Receivables Actions" (Mark as Released and Batch Receivables) for more information. New Cash Receipt Batch" My Tools > Batch Tool > New Cash Receipt Batch" My Tools > Rent Roll > Receivables > Batch Receivables" My Tools > Rent Roll > Payables > Finalize Rent Roll Batch Files log > Action > New Cash Receipt Batch Real Estate Manager supports three types of batches Cash Receipt Batch: See New Cash Receipt Batch" for more information. Receivables Batch: See Batch Receivables" for more information. Payables Batch: See Finalize Rent Roll" for more information. To open the Batch Files log Click Accounting > Batch Files. The Batch Files log contains all the batch files.

191 Chapter 12: Using Batch Files Using Batch Files Actions 179 USING BATCH FILES ACTIONS This chapter describes the actions that you can perform from the Batch Files log. NEW CASH RECEIPT BATCH This action allows you to create an empty batch for new cash receipts. To create a new cash receipt batch 1 From the Batch Files log, click Action > New Cash Receipt Batch. The New Cash Receipt Batch window opens. 2 Complete the fields as indicated in this table. In this field General Information Batch Name Comments Do this or view the data Enter the batch name. Enter a description. 3 Click OK. This creates a new batch file of cash receipt type with a status of Pending. Once you create a batch, Real Estate Manager updates the batch with the following fields (non-editable) described in the table. In this field Record Count Record Value Shows Sum of the number of cash receipts or receivables or payables added to the batch Updates with the total remittance amount in the cash receipt. This update happens each time you add a new cash receipt to the batch. To edit a batch Once you create a batch, Real Estate Manager adds the following editable fields in the batch. 1 Select the batch from the log, click Open. The Batch window opens. 2 Click Edit. In the edit mode, you can only edit the fields described in the table. In this field Batch Name Export Date Comment Edit this Edit the batch name, if required. Edit the export date, if required. By default it is the current date Enter a description.

192 Chapter 12: Using Batch Files Using Batch Files Actions Click Save. The fields that are view-only are described in the table. Fields Batch ID Batch Type Record Count Record Value Status Export Date System Info Status Last Updated Date Record Last Updated Date Record Created Date Record No. Status Updated By Record Updated By Record Created By Description A batch ID uniquely identifies a batch record. This field can be used to create your own batch ID format to generate ID for the batches using the Counters node. Shows the batch type (payables, receivables, cash receipts) Shows the sum of cash receipts or payables or receivables added to the batch Shows the total amount of the batch. If the batch type is cash receipts, it represents the sum of remittance amount of all cash receipts for that batch If batch type is receivables, it represents the sum of total amounts of all receivables for that batch. If batch type is payables, it represents the sum of total amounts of all payables for that batch. Shows the status of the batch. By default the status is pending. The date when the batch is exported to ERP systems. It defaults to the current date (today) when the record is created and is associated to the integration interface (the date when it is picked up by the interface). The date when the batch was created. It is linked to the integration interface (the date when the batch is picked up by the interface). Shows the status last modified date and time Shows the record last modified date and time Shows the batch created date and time System generated number of format, Batch-<number> (e.g. Batch- 0084). This is a unique number incriminated by 1 each time a new batch record is created. Shows the user who last modified the record status Shows the user who last modified the record. Shows the user who created the record. Once you have created the cash receipt batch, the next step is to add a new cash receipt to it. Add New Cash Receipts This action allows you create a cash receipt for the selected vendor. You can also perform this action from the Cash Receipts log. For more information, see Using Cash Receipts". Note: Real Estate Manager automatically links the cash receipt to its corresponding receivables that can potentially be paid using that receipt 1 From the Batch Files log, select the batch to which you want to add receipts. 2 Click Open. The Batch window opens. 3 The Cash Receipts tab is selected by default. Click Action > New Cash Receipt. The New Cash Receipt window opens.

193 Chapter 12: Using Batch Files Using Batch Files Actions Complete the fields as indicated in the table.[ In this field General Information Remittance # Vendor Receipt Date Remittance Amount Notes (optional) Do this Enter the remittance number. Select the vendor for whom you are generating the cash receipt. Note: Once you click OK, Real Estate Manager searches and retrieves all receivables for the selected vendor with a status of Transmitted. These receivables get linked to the receipt as Potential Matches, that is the receivables which can potentially be paid using the receipt. Select the date when the receipt was received from the vendor. Enter the amount you have received from the selected vendor or payee. Enter a brief description. 5 Click OK. This creates a new cash receipt with a status of Unapplied and adds it to the current Batch. The receipt is also added to Cash Receipts tab. The new cash receipt is also added to the Cash Receipts log. From the Cash Receipts node, you can process all cash receipts with Unapplied status using Apply Cash" action. To view changes in the cash receipt 1 Once you Apply Cash" on a cash receipt, click Batch Files to return to the log. 2 Select the batch and click Open. The Cash Receipts tab is selected by default. In the tab, Available To Apply field is updated to zero or shows the amount that you have applied. However, the Status of the record is changes to Applied only if the value in the Available to Apply field updates to zero. BULK DELETE This action enables you to permanently delete more than one batch files from the log. To delete more than one batch files 1 From the Batch Files log, select the batches you want to delete by holding down the CTRL key and clicking the batch records. 2 Click Action > Bulk Delete. Real Estate Manager permanently deletes the selected batches. However it doesn t delete the corresponding payables/receivables/ cash receipts associated with the batch.

194 Chapter 12: Using Batch Files Using Batch Files Actions 182 USING BATCH FILES > TABS Depending on the batch type, the detail page shows the records consisting of the batch file (payables or receivables or cash receipts). The display of a tab in the detail page depends on the batch type selected in the log. To open a batch On the Batch Files log, select a batch and click Open. The Batch Files detail page opens. The tabs in the detail page are described in the table. Batch Type Tabs Details Payables Payables If the batch type selected from the log is payables, Real Estate Manager shows the Payables tab in the detail page that includes all the payables. Receivables Receivables If the batch type selected from the log is receivables, Real Estate Manager shows Receivables tab in the detail page that includes all the receivables in a transmitted status in the selected batch. For more information, see " for more information. Cash Receipts Cash Receipts Shows all the cash receipts in Applied and Unapplied status that are associated with the selected batch. You can create a new cash receipt from this tab using the Add New Cash Receipts" action.

195 13 USING BUDGET In this chapter Budget Overview" Using the Budget Actions" Primavera Unifier Real Estate Management User Guide

196 Chapter 13: Using Budget Budget Overview 184 BUDGET OVERVIEW The Budget entity is the snapshot of all budgeted and forecasted activities for an accounting period and for an entire fiscal year. This entity also acts as a planner that allows you to project your current and future spending and plan estimated future budgets. Portfolio Manager creates a budget record when you perform the following actions Create New Budget (manually)" Approve Budget" from the Imports entity Approve Budget" from the Budgets entity Generate Estimated Budget (Annual Budget)" Primavera Unifier Real Estate Management User Guide

197 Chapter 13: Using Budget Using the Budget Actions 185 USING THE BUDGET ACTIONS This section describes the actions that you can perform from the Budget entity. CREATE NEW BUDGET (MANUALLY) This action allows you to create a budget record for an accounting period. Depending on the budget level set by your administrator, you can generate budget at company, site, property, and lease level. The budget level is determined by the Admin property called BudgetLevel. You cannot create duplicate budget records at the same budget level (e.g. site, property) having the exact same criteria already pre-existing in another budget record at that level. For example, if you have created a budget record at the lease level using Site, Property, Lease, Accounting Type, Accounting Period, Charge Type, and Cost Center as the criteria, you cannot create another budget record at that level using the exact same criteria/conditions/parameters, otherwise, you will receive an error, Budget for these criteria exists already. To generate budget at the company level Your administrator should set the BudgetLevel property to Company. This generates all budget records at the company level. 3 From the Budget log, click Action > Create New Budget. The Create New Budget window opens. 4 You should select the mandatory fields to generate budget at the company level, as indicated in the table. In this field Accounting Period Company Cost Center Lease Do this Select the accounting period. System populated once you select the company cost center. Select the company cost center. Select the lease ID. To generate budget at the site level Your administrator should set the BudgetLevel property to Site. This generates all budget records at the site level. 1 From the Budget log, click Action > Create New Budget. The Create New Budget window opens. 2 You should select the mandatory fields to generate budget at the site level, as indicated in the table. In this field Accounting Period Site Property ID Lease ID Do this Select the accounting period. Select the site to generate a budget record at the site level. This site record should be the site of the master property of the lease. Select the property ID associated to the selected site. Select the lease ID associated to the selected property. Primavera Unifier Real Estate Management User Guide

198 Chapter 13: Using Budget Using the Budget Actions 186 To generate budget at the property level 1 From the Budget log, click Action > Create New Budget. The Create New Budget window opens. 2 You should select the mandatory fields to generate budget at the property level, as indicated in the table. In this field Accounting Period Site Property ID Lease ID Do this Select the accounting period. Select the site (optional). Select the property ID. The property selected should be the Master Property of selected the lease. Select the lease ID associated to the selected property. The property ID selected shows in the Master Property ID column. To generate budget at the lease level 1 From the Budget log, click Action > Create New Budget. The Create New Budget window opens. 2 You should select the mandatory fields to generate budget at the lease level, as indicated in the table. In this field Accounting Period Lease ID Do this Select the accounting period Select the lease ID. This creates budget records of lease items for the selected accounting period. 3 Click OK. This creates a new budget record in a Pending status. The fields that are optional are as follows: In this field Charge Type Accounting Type Current Budget Accrual Start Parcel ID Status Do this Select the GL account. Select payables or receivables. This categorizes the budget record. Enter the budget amount for the selected accounting period. Enter the amount accrued from the previous accounting period. Select the parcel ID associated to the selected site. System populated. Once you create a budget record, you can edit the record and add more information to it. Primavera Unifier Real Estate Management User Guide

199 Chapter 13: Using Budget Using the Budget Actions 187 UPDATING BUDGET RECORDS Once you generate a new budget record, the Portfolio Manager adds additional information (as indicated in the table) to the record by performing the following tasks. Updating the record with the amount paid details Calculating the difference between amount paid and budgeted amount Re-calculating the accrued amount from the previous budget period To edit the budget record 1 From the Budget log, select a budget record and click Open. 2 Click Edit. 3 Edit the records as indicated in the table. In this field (some fields are view only) Period Fiscal Year Charge Type Accounting Type Company Cost Center Tax Parcel Status Available Budget Current Budget Original Budget Annual Budget View or edit this Select the accounting period for the budget. System-populated once you select the accounting period. Select the GL account for the budget. Select the accounting type. System-populated once you select the cost center. Select the cost center. Select the parcel associated to the selected company. System-populated. The budget amount available for the fiscal year. The available budget amount is the difference between Current Budget and Committed Budget of the fiscal year. Each time the status of a payable or receivable changes (to Paid or Approved or Released or Transmitted), Portfolio Manager recalculates the available budget amount and updates the value in the Available Budget field. The original budget amount you have entered when creating the budget record. Edit the budget amount (if required). The budget amount approved for the fiscal year. The sum of all the budget amount in the fiscal year. Note: Portfolio Manager searches for all the approved budget records of the selected fiscal year and sums up their budget amount and updates the amount in the field. This is updated each time the status of the budget record of the fiscal year changes from Pending to Approved. Committed Budget This value is dependent on the 'Budget Level set by your system administrator. Committed Budget is the sum of all payables or receivables records (depending on the accounting type) with a Paid, Approved, Released, and Transmitted status. Primavera Unifier Real Estate Management User Guide

200 Chapter 13: Using Budget Using the Budget Actions 188 In this field (some fields are view only) Accrual Start View or edit this Non-editable. System populated with accrual amount from the previous accounting period once the period is closed. By default, the value is set to zero in the beginning of any fiscal year. When you or another user closes an accounting period, Portfolio Manager updates the values in the Accrual Start and Accrual End fields of the corresponding budget record. Period Accrual Special Accrual Accrual Adjust Accrual Total Accrual Commitment Accrual Balance Accrual End Period Pending Period Approved Period Released Period Paid Period Transmitted Period Voided Period Adjustment Period Fees Period Refunds Status Last Updated Date Record Last Updated Date Record Created Date Record No. Status Updated By Enter the savings amount for the current month. Enter any other additional savings amount. The amount accrued (can be positive or negative). The sum of Budget Accrual Start amount, Budget Period Accrual amount, Budget Special accrual amount, and Budget Accrual Adjust amount. Sum of all payables or receivables records (depending on the accounting type) in the budget with a Paid, Approved, Released, and Transmitted status. The amount accrued from the previous accounting period. The Accrual Balance is the difference between Accrual Total and Accrual Commitment amount. Each time the status of a receivable or payable changes (to Paid or Approved or Released or Transmitted Payables or Transmitted Payables Receivables), Portfolio Manager recalculates the accrual balance and updates the balance amount in the Accrual Balance field. Accrual balance of the previous accounting period that is closed. Set this field equal to the accrual Balance when the Accounting Period is closed. This field is used to store the Accrual Balance when an Accounting Period is closed. This is because the accrual Balance amount may change even after the period has been closed. When you or another user closes an accounting period, Portfolio Manager updates the values in the Accrual Start and Accrual End fields of the corresponding budget record. Sum of all pending payables of the selected accounting period. Sum of all approved payables in the Budget. Sum of all paid payables in the Budget. Sum of all paid payables in the Budget. Sum of all transmitted payables in the Budget. Sum of all payables in the Budget that are voided Need more information Need more information Need more information Shows the status last updated date and time. Shows the record last updated date and time. Shows the record last updated date and time. Shows the record number. Format: Budget-<number>. Shows the user who last updated the status. Primavera Unifier Real Estate Management User Guide

201 Chapter 13: Using Budget Using the Budget Actions 189 In this field (some fields are view only) Record Updated By Record Created By View or edit this Shows the user who last updated the record. Shows the user who created the record. 4 Click Save. This creates a budget record in a pending status in the Budget log. The next step is to approve the budget record. APPROVE BUDGET To approve a budget record 1 From the Budget log, select the budget record with a pending status. 2 Click Action > Approve Budget. Upon successful completion, the status of a budget changes to Approved. GENERATE ESTIMATED BUDGET (ANNUAL BUDGET) Every fiscal year has an estimated budget record. Annual budget summary is the sum of all approved budget record amount from all the accounting periods in a fiscal year. When a new payable or receivable is created, Portfolio Manager automatically maps the payable or receivable record to a relevant budget record by a budget ID. As a result, when the status of a payable or receivable changes (to Paid or Transmitted or Approved or Released), the Portfolio Manager updates the associated budget record. Update to Annual Budget field: Each time the status of a budget record is updated from Pending to Approved, Portfolio Manager recalculates the annual budget of the fiscal year. To perform the calculation, the application searches for all approved budget records for the fiscal year and sums up the budget amount. The total budget amount is then updated in the Annual Budget field. The 'Budget Level' value set in the Admin Property also determines the annual budget calculations. This action allows you to generate an annual budget. The values you enter here are used as the conditions to generate the annual budget record for the specified fiscal year. Portfolio Manager uses the values to capture the actual future commitments due and forecast the budget summary for the future fiscal years including the actual future commitments due and estimated values for variable charges. To generate annual budget 1 From the Budget log, click Action > Generate Estimated Budget. The Generate Estimated Budget window opens. 2 Complete the fields as indicated in the table. In this field Accounting Type Fiscal Year Do this Select the accounting type. Select the fiscal year for which you will be generating this budget. Primavera Unifier Real Estate Management User Guide

202 Chapter 13: Using Budget Using the Budget Actions 190 In this field Budget Summary Level Estimated CPI Increase (%) Estimated OTP / OTR Increase (%) Estimated Tax Increase (%) Do this Select the level at which you are generating the budget. You can generate annual budget summary at company, site, property, lease, and cost center level. The level you select here will be used to generate budget only at that level. Enter CPI increase amount (approximate) for the current year. OTP: One Time Payable. If the accounting type is payable, enter the increase amount by percentage (approximate) for each OTP transaction. OTR: One Time Receivable. If the accounting type is receivable, enter the increase amount by percentage (approximate) for each OTR transaction. Enter tax increase amount (approximate) (depends on the accounting type) for the fiscal year. 3 Click OK. The Portfolio Manager creates a new Import Budget batch record of Type Import Budget in a pending status in the Imports log with the Batch Date is the date when the record is created. The format of the Import Batch budget record as appears in the Batch Name field is the <fiscal year selected> appended with the text Estimated on and the record creation <date and time> (e.g Estimated on :41:45.343). 4 Click Imports to view the import budget record in the Imports log. 5 Click Action > Approve Budget. This creates a budget record in the Budget entity. Depending on the accounting type, the accounting record associated to the budget are also updated with the budget ID in the Accounting Register log. Once you generate a budget for a fiscal year, depending on the budget level, the Portfolio Manager performs the following Estimated Budget for Lease If the Budget is at the lease level, the application performs the following 1 Searches for all the payables or receivables (including the pending ones) for the selected fiscal year. 2 Searches for the payables or receivables due for the selected fiscal year. 3 Searches for your company s spending, accounts receivable amount, and amount due for the current and the previous year. 4 Searches for the payments (one-time payments, tax payments, CPI-based payments) in the current and the previous year. 5 Searches for the estimated increase of One-Time Payment (OTP), One-Time Receivable (OTR) amount, and tax increase amount in the current year compare to the last year. 6 Updates all the corresponding accounting records with the budget IDs. 7 Calculates the estimated increase in the last year. 8 Calculates the estimated increase of budget in future Primavera Unifier Real Estate Management User Guide

203 Chapter 13: Using Budget Using the Budget Actions 191 CREATE BUDGET USING IMPORT BUDGET Portfolio Manager also allows you to import budget records into the application using Import Budget" action. Once you import budget records, you need to validate the records using the Validate Budget" action. After validation and approval, the records are routed to the Budget log. See Using the Imports Actions" section for more information. You can also perform additional budget-related actions from the Imports entity. BULK DELETE To bulk delete a budget record 1 From the Budget log, select multiple budget records by holding down the CTRL key. 2 Click Action > Bulk Delete. This deletes the selected budget records from the application. PAYABLES/RECEIVABLES TAB Depending on the accounting type of a budget record, the Portfolio Manager shows appropriate tab in the child log. If the accounting type is: Payables: The Payables tab is shown that lists all the payables associated to the selected budget for a fiscal year including the associated lease, property, accounting period, due date, the total amount details. When you create a payable (using One-time and recurring), the new payable record is added to the Payables tab. Receivables: The Receivables tab is shown that lists the receivables associated to the selected budget for a fiscal year including the associated lease, property, accounting period, due date, and the total amount details. When you create a receivable (using One-time and recurring), the new receivable record is added to the Payables tab. When the status of a payable or receivable associated to the selected budget changes (to Paid or Transmitted or Approved or Released), Portfolio Manager updates the budget details in the payable or receivable associated with it. It updates the value in the Available Budget and Accrual Balance fields in the budget. Consequently, Portfolio Manager also updates the Variance Information of payables or receivables associated with the budget. It updates the Budget Amount and Accrual Balance of all payables or receivables that share the same Budget ID. Primavera Unifier Real Estate Management User Guide

204 Chapter 13: Using Budget Using the Budget Actions 192 Primavera Unifier Real Estate Management User Guide

205 14 USING ACCOUNTING REGISTER In this chapter Overview" Using the Accounting Register Actions"

206 Chapter 14: Using Accounting Register Overview 194 OVERVIEW The Accounts Register is a list of accounts payables and receivables (including invoices) that has been generated for each accounting period. It is also the complete log of all accounting transaction records in the Real Estate Manager. Every time a new payable or receivable (onetime or recurring) is created, the manager generates a corresponding new accounting record in the Accounting Register log. The generation of a payable is recorded as Accounts Payables in the log and a receivable is recorded as Accounts Receivable. Each time a payable or receivable is updated, the corresponding accounting record is also updated. The Record Status column of an accounting entry in the log shows the current status of its corresponding payable or receivable record and it is updated with the most recent status of a payable or receivable in the application. Particularly, as the status of a payable or receivable is updated from Pending > Approved > Released > Transmitted > Paid or Rejected / Cancelled / System, the corresponding accounts payable or accounts receivable record is updated accordingly and the change is reflected in the Record Status column in the Accounting Register log. The column is also updated as the result of the following actions: Finalize Rent Roll (on payables) Void Cash Receipt Write-Off Receivable Create Tenant Billback Post To Payables (on ImportTax type batch records) Mark as Paid (on ImportTaxPay type batch records) Apply Cash (on cash receipts) When payables and receivables are updated, the associated accounting entries in the Accounting Register log are automatically updated. The application generates a new accounting entry in the log, as the result of the following: Apply Cash action generates corresponding accounting record entry in the accounting register when you apply cash on an invoice or a receivable. Create One-Time Payment action generates a payable corresponding accounts payable in the Accounting Register log. Create One-Time Receivable action generates a receivable and corresponding accounts receivable in the Accounting Register log. Create Tenant Billback action generates accounts receivable. Both one-time and recurring payables generates accompanying accounting entries. Recurring Charge Schedule actions generate accounting records first and payables or receivables records are generated from the accounting record based on the conditions predefined, such as, Effective start date, End date, lease schedule, etc. Note: When a System payable or receivable is generated, the application does not record this in the corresponding Accounting Register.

207 Chapter 14: Using Accounting Register Using the Accounting Register Actions 195 USING THE ACCOUNTING REGISTER ACTIONS This section discusses actions that you can perform from the Accounting Register log. CREATING AN ACCOUNTING RECORD To create an accounting entry to the accounting register 1 From the Accounting Register log, click New. 2 Complete the fields as indicated in this table. In this field Accounting Entry Record Type Record Status Charge Type Tax Type? Accounting Period Date Status Amount Relationships Company Cost Center Budget Charge Step CPI Step? Property ID Parcel ID Lease ID Payables ID Payable Recurrence Receivables ID Receivable Recurrence Cash Receipt ID Journal Entry ID System Info Status Last Updated Date Record Last Updated Date Record Created Date Record No. Do this or view the data Select the type of accounting. This categorizes the record in the accounting register log. Enter the record status. Select the GL account. System populated. Select the accounting period. Select the date. System populated with Active status. Enter the amount. System populated with the company name. Select the cost center. System populated. System populated. System populated. Select the property ID. Select the parcel ID associated with the selected property. Select the lease ID associated with the selected property. Select the payables ID (if the Record Type is Accounts Payables) associated with the selected property/lease. System populated once you select the Payables ID. This includes the type of Payables (Recurring). Select the receivables ID (if the Record Type is Accounts Receivable) associated with the selected property/lease. System populated once you select the Receivables ID. This includes the type of Receivables (Recurring). System populated Select the journal entry ID. Shows the status last modified date and time. Shows the accounting record last modified date and time Shows the date and time of the creation of the accounting record Shows the accounting record number.

208 Chapter 14: Using Accounting Register Using the Accounting Register Actions 196 In this field Status Updated By Record Updated By Record Created By Do this or view the data Shows the user who last modified the record status. Shows the user who last modified the record. Shows the user who created the record. CREATE ONE-TIME PAYMENT This action allows you to schedule payment for activities that require payment only once. When you create an one-time payment, the Real Estate Manager generates a payable record in the Payables log and a corresponding accounting entry (accounts payables) on the Accounting Register log. This action is also accessible from the Payables, Companies log and the company detail page when a company type is landlord, Properties log and the property detail page when a property is in a Proposed status, Lease log and the lease detail page when a lease is in a Commenced status. These actions also generate Accounts Payables in the Accounting Register log. To create one-time payment You can use this feature to record one time payment made to a vendor or any other third-party. 1 From the Accounting Register log, click Action > Create One-Time Payment. 2 Complete the fields as indicated in this table. In this field Property / Parcel / Lease Info Company Cost Center Property Parcel Lease Vendor Vendor Company Vendor Name Vendor ID Payment Information Charge Type Responsibility Type Base Amount Other Amount Document Number Document Date Due Date Accounting Period Do this or view the data Select the operating company cost center. System populated based on your selection in the Company field. Select the property to create a payment record for the property. Select the parcel record associated to the selected property. Select the lease record associated to the selected property. Select the vendor company. System populated based on your selection of the Vendor Company. System populated based on your selection of the Vendor Company. Select the charge or account type used for making the payment. Select the responsible party for the payment. Enter the base amount. Enter any other amount as applicable. Enter a document number associated with the payment (if any). Select the document date (if any). Select the payment due date. Select the accounting period to associate it to the payment. This will map the payable record to the appropriate accounting period.

209 Chapter 14: Using Accounting Register Using the Accounting Register Actions 197 In this field Payment Method Special Instructions Do this or view the data Select the mode of payment. Normal: Select this if the mode of payment is in the form of a cash, money order, credit or debit card, etc. or any other standard payment method relevant to your business need. Check: Select this if the mode of payment is through check. EFT: Select this if the mode of payment is through Electronic Funds Transfer (EFT). Enter additional information related to the payment, as required. 3 Click OK. CREATE ONE-TIME RECEIVABLE This action allows you to manually record accounts receivables for a vendor company. This creates a receivable in the Receivable log and an accounting entry (accounts receivable) in the Accounting Register log. 1 From the Accounting Register log, select an accounting record. 2 Click Action > Create One-Time Receivable. 3 Complete the fields as indicated in this table. In this field Receivable Information Invoice ID Cost Center Company Accounting Period Property ID Parcel ID Lease ID Charge Information Charge Type GL Account Charge Description Base Amount Other Amount Due Date Tenant Information Tenant ID Tenant Name Do this or view the data Select the invoice of the customer for which you are generating the receivable. Select the operating company cost center. System populated based on your selection in the Cost Center field. Select the accounting period. This will map the receivable record to the appropriate accounting period. Select the property ID to create a receivable record for the selected property Select the parcel ID associated to the selected property. Select the lease ID associated to the selected property. Select the charge or account type. System populated once you select the charge type. Enter a description of charge type or GL account (if required). Enter the base amount. Enter any other amount as applicable. Select the payment due date. Select the tenant or vendor company ID System populated based on your selection of the Tenant ID. 4 Click OK.

210 Chapter 14: Using Accounting Register Using the Accounting Register Actions 198 BULK DELETE This action allows you to permanently delete accounting records from the Real Estate Manager. You may need administrator privilege to perform this action. To delete records from the accounting register 1 From the Accounting Register log, select the accounting records by holding down CTRL key. 2 Click Action > Bulk Delete. This deletes accounting records from the application. The accounting records once deleted cannot be restored.

211 15 USING REMITTANCE In this chapter Overview" Remittance > Payables node" Remittance > Receivables Node"

212 Chapter 15: Using Remittance Overview 200 OVERVIEW The Real Estate Manager logs all updates related to remittance in the Remittance node. The node has the following sub-nodes: Remittance Payables node: Stores all remittance details related to payables. Click Remittance > Payables to open the Payables log. Remittance Receivables node: Stores all remittance details related to receivables. Click Remittance > Receivables to open the Receivables log. As the Remittance Amount on payables or receivables is added or updated, the corresponding remittance record in the Remittance log is also updated. REMITTANCE > PAYABLES NODE The log provides a snapshot of remittance records including the Remittance ID, Remittance Amount, Remittance Date, Cleared Date and the associated Payable ID and its Status. 1 In the Payables log, select a payable > click Open. The Payable detail page opens. This page is same as the detail page that you can open from the Payables log. See Using Payables" for more information. 2 Depending on the status of a payable, you can perform certain actions on the payable record from the detail page, as described in the table. Status Actions from the detail page Tabs Pending Reject Payable Cancel Payable (changes the status of a payable to Cancelled) Approve Payable Request Endorsement Endorse Approvals Tenant Billback Accounting Attachments > Upload Attachments Notes > Add Notes Approved Create Tenant Billback (creates a receivable record and generates corresponding accounts receivable) Approvals Tenant Billback Accounting Attachments Notes Rejected None Approvals Tenant Billback Accounting Attachments Notes Released Create Tenant Billback Approvals Tenant Billback Accounting Attachments Transmitted Create Tenant Billback Approvals Tenant Billback Accounting Attachments > Upload Attachment Paid None Approvals Tenant Billback Accounting Attachments

213 Chapter 15: Using Remittance Overview 201 Status Actions from the detail page Tabs Cancelled None Approvals Tenant Billback Accounting Attachments System (Display status of a record) Create Tenant Billback Endorse (Endorse Payable) Approvals Tenant Billback Accounting Attachments REMITTANCE > RECEIVABLES NODE A remittance record is updated each time you perform the Apply Cash action. When a cash is applied from cash receipts to receivable in an invoice, the corresponding receivable remittance record is updated and a new accounting record is generated. 1 In the Receivables log, select a receivable > click Open. The Receivable detail page opens. This page is same as the detail page that you can open from the Receivables log. See Using Receivables" for more information. 2 Depending on the status of a receivable, you can perform certain actions on the record from the detail page, as described in the table Status Actions from the detail page Tabs Pending Approve Receivable Request Endorsement Write-Off Receivable Reject Receivable Endorse Approvals Accounting Notes > Add Notes Attachments > Upload Attachments Approved Mark as Released Write-Off Receivable Endorse (Endorse Receivable) Approvals Accounting Notes > Add Notes Attachments > Upload Attachments Rejected None Approvals Accounting Notes > Add Notes Attachments > Upload Attachments Released Write-Off Receivable Approvals Accounting Notes > Add Notes Attachments > Upload Attachments Transmitted Write-Off Receivable Approvals Accounting Notes > Add Notes Attachments > Upload Attachments Paid None Approvals Accounting Notes > Add Notes Attachments > Upload Attachments

214 Chapter 15: Using Remittance Overview 202 Status Actions from the detail page Tabs Cancelled None Approvals Accounting Notes > Add Notes Attachments > Upload Attachments System (Display status of a record) Endorse Approvals Accounting Notes > Add Notes Attachments > Upload Attachments

215 16 USING COMPANIES In this chapter Overview" Using the Companies Actions"

216 Chapter 16: Using Companies Overview 204 OVERVIEW The Companies module allows you to add companies with whom you have established a business relationship. The companies type include vendor, landlord, law firm, brokerage, and so on. When you create a new company the status is marked as pending. If the company is not operational, the status is inactive. Click Companies to view the Companies log.

217 Chapter 16: Using Companies Using the Companies Actions 205 USING THE COMPANIES ACTIONS This topic describes the actions available (depending on the status of a record) from the Companies log. Status Pending Active Vendor Inactive Actions Start a Transaction Approve Vendor Activate Company Setup as Vendor Start a Transaction Approve Vendor Display Workflow Create One-Time Receivable Change Vendor Address Start a Transaction Display Workflow Create One-Time Receivables Create One-Time Payment Display Workflow Start a Transaction Create New Company This action allows you to add a new company details to the system To create a new company 1 From the Company log, Click Action > New. 2 Complete the fields as indicated in the table. Fields Do this General Information Name Enter a property name. Short Name Enter a brief description. DoingBusinessAs Identify company type (e.g. vendor company) Type Select the type of company (Tenant, Brokerage). Website Enter a website address of the company. Accounting Setup Vendor ID Enter a vendor ID. Activation Date Select a date when the new company record is activated. Scheduled Deactivation Date Select a deactivation date when the new company record will be activated. Legal Legal Classification Select the legal category of the company. Tax ID Number Enter the tax number of a company. Corporate Address Address Line 1 Enter company s corporate address. Address Line 2 Enter company s corporate address.

218 Chapter 16: Using Companies Using the Companies Actions 206 Fields Address Line 3 Country Postal Code Comments Do this Enter company s corporate address. Select the country. Enter the postal code. Enter a brief description of the company. 3 Click OK. This adds a new company record with a Pending status in the Company log. Activate Company To activate a new company 1 From the Companies log, select a company status Pending. 2 Click Action > Activate Company. Upon successful completion, you will get Action Complete message. This changes the status of a company record from pending to active. Setup as Vendor To setup a company as a vendor This feature is available for active companies only. Use this feature to set up a company as a vendor company. 1 From the Companies log, select a company with an Active status. 2 Click Action > Setup as Vendor. This creates a Vendor Setup transaction. Open the record and view the transaction from the Transaction tab (detail page). Approve Vendor In order to initiate any transaction with a vendor, you should first approve a vendor. This action requires a Vendor ID to approve a vendor. To approve a vendor 1 From the Companies log, select a company with an Active status. 2 Click Action > Approve Vendor. This changes the status to Vendor in the Status column of the log. Change Vendor Address If you are a vendor company, you can change the address of a vendor company. To change a vendor company address 1 From the Companies log, select a vendor. 2 Click Action > Change Vendor Address. This shows the Change Vendor Address form. 3 Update the fields as required and click OK.

219 Chapter 16: Using Companies Using the Companies Actions 207 Accept new Address This feature is applicable for Vendor Companies only. 1 From the Companies log, select a vendor. 2 Click Action > Accept New Address. This shows the Accept New Address form. 3 Update the fields as required and click OK. Create One-Time Payment You can create one-time payment for a vendor company. 1 From the Companies log, select a vendor company (in a Vendor Status). 2 Click Action > Create One-Time Payment. This shows Create One Type Payment window. 3 Complete the field as indicated in the table. In this field Property / Parcel / Lease Info Company Cost Center Property Parcel Lease Vendor Vendor Company Vendor Name Vendor ID Payment Information Charge Type Responsibility Type Base Amount Other Amount Document Number Document Date Due Date Accounting Period Payment Method Special Instructions Do this or view the data Select the operating company cost center. System populated based on your selection in the Company field. Select the property to create a payment record for the property. Select the parcel record associated to the selected property. Select the lease record associated to the selected property. Select the vendor company. System populated based on your selection of the Vendor Company. System populated based on your selection of the Vendor Company. Select the charge or account type against which the payment is being made. Select the responsibility type that defines the payment. Enter the base amount. The amount must be greater than zero. Enter any other amount as applicable. Enter a document number associated with the payment (if any). Select the document date (if any). Select the payment due date. Select the accounting period to associate it to the payment. Select the mode of payment. Normal: Select this if the mode of payment is in the form of a cash, money order, credit or debit card, etc. or any other standard payment method relevant to your business need. Check: Select this if the mode of payment is through check. EFT: Select this if the mode of payment is through Electronic Funds Transfer (EFT). Enter any other additional information related to the payment, as required. 4 Click OK. This creates an one-time payable record in the Payables log. See Create One-Time Payment" for more information.

220 Chapter 16: Using Companies Using the Companies Actions 208 Create One-Time Receivable You can create one-time receivable for a tenant or vendor companies in an active status. 1 From the Companies log, select a company in an active status. 2 Click Action > Create One-Time Receivable. This shows Create One-Time Receivable window. 3 Complete the field as indicated in the table. In this field Receivable Information Invoice ID Cost Center Company Accounting Period Property ID Parcel ID Lease ID Charge Information Charge Type GL Account Charge Description Base Amount Other Amount Due Date Tenant Information Tenant ID Tenant Name Do this or view the data Select an invoice ID from the invoices list. An invoice ID is unique to a customer. Select a company cost center. System generated with company name once you select a cost center. Select an accounting period to associate an invoice to that period. Select a property ID to map a property with an invoice. Select a parcel ID associated to a property. This maps a parcel to an invoice. Select a lease ID to associate it to an invoice. Select an account type (for example rent, credit). System generated with account name once you select Charge Type. Enter charge type account description. Enter the base amount of an invoice. Enter an amount above the base amount. Select a date when the base amount of an invoice will be due. Select tenant ID. System generated with tenant name once you select tenant ID. 4 Click OK. This creates an one-time receivable record in the Receivable log See Create One- Time Receivable" for more information. Inactivate Company / Vendor If you are no longer doing business with a company, you can inactivate that company. To inactive a vendor company 1 From the Companies log, select an active vendor (company type can be landlord or vendor). 2 Click Action > Inactivate Company / Vendor. This updates the status of the record to Inactive. Display Workflow 1 To view the workflow of a company 2 Click Action > Display Workflow. This shows the workflow of the selected company record.

221 Chapter 16: Using Companies Using the Companies Actions 209 ACTIONS FROM THE COMPANY DETAIL PAGE To view a company details 1 From the Companies log, double-click and open a company record. This shows the company detail page. 2 From the detail page (upper form), you can get the details of the selected company record including a summary accounting details associated with a company/vendor including the details of Pending, Approved, Rejected, Transmitted, Paid, Cancelled totals. Status Actions from the detail page Tabs and Actions Pending Start a Transaction Activate Company Contacts > Action > Create New Contact Activate Contact Inactivate Contact Dates > view dates Transactions > Action Complete Transaction Cancel Transaction Bills > view bills Cash Receipts > view cash receipts Invoices > view invoices Payables > view payables Receivables > view receivables Notes > view notes Attachments > Action > Add Attachment Edit attachment Active Setup as Vendor Start a Transaction Approve Vendor Display Workflow Create One-Time Receivable Contacts > Action > Activate Contact Inactivate Contact Create New Contact Dates > Action > Add Date Transactions > Action > Complete Transaction Cancel Transaction Bills > New Cash Receipts > view cash receipts Invoices > New invoices Payables > New payables Receivables > New receivables Notes > Action > Add Company Note Attachments > Action > Add Attachments

222 Chapter 16: Using Companies Using the Companies Actions 210 Status Actions from the detail page Tabs and Actions Vendor Inactive Change Vendor Address Start a Transaction Display Workflow Create One-Time Receivables Create One-Time Payment Display Workflow Start a Transaction Contacts > Action > Create New Contact Activate Contact Inactivate Contact Dates > Action > Add Date Transactions > Action > Complete Transaction Cancel Transaction Bills > New (One-Time Payments) Cash Receipts > view cash receipts Invoices > New invoices Payables > New (add payables) Receivables > New (add receivables) Notes > Create Company Note Attachments > Add Attachment Contacts > Action > Activate Contact Inactivate Contact Dates > view dates Transactions > Action > Complete Transaction Cancel Transaction Bills > view bills Cash Receipts > view cash receipts Invoices > view invoices Payables > view payables Receivables > view receivables Notes > Create Company Note Attachments > Edit USING THE TABS The topic discusses the tabs on the detail page. Contacts Use this to create new contacts and activate and inactivate existing contacts. To create a new contact 1 Click Contacts tab > Action > Create New Contact. This shows the Create New Contact form. 2 Complete the fields as indicated in the table. In this field General Information User ID Salutation First Name Last Name Do this Select the user name. Select the salutation. Enter first name of the contact. Enter the last name of the contact.

223 Chapter 16: Using Companies Using the Companies Actions 211 In this field Department Name Job Title Contact Information Work Phone Direct Phone Mobile Phone Fax Pager Address Employer Address Line 1 Address Line 2 Address Line 3 Country Postal Code Authorization Escalation Manager Spend Authorization Invoice Authorization Do this Enter the department name of the contact. Enter the assigned job title of the contact. Enter the work phone number of the contact. Enter the number where you can directly reach the contact. Enter the cell phone number of the contact. Enter the address of the contact. Enter the fax number of the contact. Enter the pager number of the contact. Enter the name of the company. Enter the address of the company. Enter the address of the company. Enter the address of the company. Select the country. System-populated once you select the country. Select the user who has the permission to handle escalations. Enter the maximum spending amount that the selected user is allowed to authorize. Enter an invoice amount that the selected user is allowed to authorize. 3 Click OK. This assigns the contact to the selected company record and adds the contact to in an Active status in the Company < Contacts log in the Contacts tab. 4 Select the contact and click Open. This shows the Contact details page. This page allows you to add more information to the contact, such as, add preferred method of contact, assign a business role(s), upload relevant documents, and add notes to the contact Adding more details to a contact You can add the following information to a contact. Other Contact Methods" Properties / Lease" Role" Attachments" Notes" Transactions" Tasks"

224 Chapter 16: Using Companies Using the Companies Actions 212 Other Contact Methods 1 In the Other Contacts Methods tab, click Action > Add Contact Method. This shows the Add Contact Method form. 2 In the Contact Method Type, select the preferred method to contact the user. 3 In the value field, enter the contact information. For example, if you select Home Phone, enter the home phone number. 4 Click OK. This adds a contact method to the Contact < Contact Methods log. If you want to the contact method, select it in the log and click Delete. Properties / Lease Use this to view all the properties and lease records managed by the contact. Role Use this to assign roles to the contact. 5 Click Role tab > Action > Add Contact Role. This shows the Add Contact Role form. 6 In the Role field, select the business role and click OK. This assigns the role to the contact. If you want to the assigned role, select the role in the Roles tab and click Delete. Attachments Use to upload new documents and edit the properties of the existing uploaded file. To upload a document 1 Click Attachments > Actions > Add Attachment. The shows the Upload Attachment form. 2 Complete the fields as indicated in this table. In this field Attachment Data Title Document Type Document Date Abstract Do this or view the data Enter the document title. Select the document type (e.g. contract, report). This categorizes your attachments. Enter a date. This field is optional. Enter a description. 3 Click Upload File. The File Upload form opens. 4 Click Browse to select the document.

225 Chapter 16: Using Companies Using the Companies Actions Click OK to upload the document to the contact. Once you upload the file, it is added to the Attachments tab. Once you upload the file, the Real Estate Manager adds the following non-editable fields as the document properties, as described in the table. Select the record in the Attachment tab and click Open. This shows the attachment detail page. Non-editable Field Status Site Property Lease Parcel System Info Status Last Updated Date Record Last Updated Date Record Created Date Record No. Status Updated By Record Updated By Record Created By Description System-populated. By default, the status is Active. System populated with the name of the site. System populated with the property name of the selected site. This depends on the type of document selected in the Document Type field in the Upload Attachments form. For example, by selecting Property Deed as the document type, the application links the attachment file to its corresponding property record in the application. As a result, property ID is auto-populated here. System populated with the lease name associated to the selected property. This depends on the type of document selected in the Document Type field in the Upload Attachments form. For example, if the document type is a lease agreement, its corresponding Lease ID is auto-populated here. System populated with the name of the parcel associated to the selected site. Shows the last modified date and time of the record status. Shows the record last modified date and time. Shows the record created date and time. Shows the record number. Shows the name of the user who modified the record status. Shows the name of the user who modified the record. Shows the name of the user who created the record. 6 Click Edit to edit the Document Type and Document Date fields as described in the Edit Attachment Properties" topic. Edit Attachment Properties To edit an attachment properties You can edit the file properties using the Edit option in the Attachments tab. 1 In the Contacts < Attachments log, select a document. 2 Click Edit. This shows the Attachment window. 3 Click Edit to edit the following fields. In this field Do this Attachment Data Title Edit the name of the document. Document Type Click on the hyperlink to edit the document type description. Document Date Edit the date. Abstract Edit the document abstract.

226 Chapter 16: Using Companies Using the Companies Actions Click Save. To delete an attachment 1 In the Attachments tab, select the attachment you want to delete. 2 Click Action > Delete Attachment. Notes Use this to add and delete notes to the contact. To add a note 1 In the Notes tab > click Actions > Create Note. This shows the Create Note form. 2 Complete the fields as indicated in this table. In this field Note Type Date User Note Do this Select the note type (e.g. communication). This allows you to categorize the note. Select the Note Date (the default is today's date.) You can select a date other than the current date. Select the user. Enter the note content. 3 Click OK Transactions Use this to view transactions assigned to the contact. You can also perform additional actions on the transaction. To complete a transaction In the Transactions tab, select a transaction and click Action > Complete Transaction. This marks the transaction as complete. To cancel a transaction In the Transactions tab, select a transaction and click Action > Cancel Transaction. This marks the transaction as canceled. Tasks Use this to view the transaction tasks assigned to the contact.

227 Chapter 16: Using Companies Using the Companies Actions 215 Activate a contact Use this to activate an inactivate company. To activate a contact 1 In the Company < Contacts log, select an inactive contact. 2 Click Action > Activate Contact. This marks the contact as active. Inactivate Contact Use this to inactivate an active contact. To inactivate a contact Use this inactivate an existing contact. 1 In the Company < Contacts log, select an active contact. 2 Click Action > Inactivate Contact. This marks the contact as inactive. Dates Use this view the important dates associated to the company record, for example, notice date and outcome date, etc. Add Date You can add a date to an active company record. In the Dates tab, click Action > Add Date. See Create a New Date" for more information. Transactions Use this to view all the transactions associated to the selected company record. You can complete and cancel existing transactions. To complete a transaction 1 Click Transactions tab and select a transaction in the Company < Transactions log. 2 Click Action > Complete Transaction. This marks the transaction as complete. To cancel a transaction 1 In the Transactions tab and select a transaction in the Company < Transactions log. 2 Click Action > Cancel Transaction. This marks the transaction as canceled.

228 Chapter 16: Using Companies Using the Companies Actions 216 Bills Use this to view one-time payable bills. You can also add new bills, if the company is in an active status. To add a bill 1 Click Bills > New. This shows the One-Time Payment pickers. 2 Select the One-Time payment. You can also perform additional actions on the bill. Select the bill in the log and click Open. This shows the Bill detail page. From this page, you can cancel a bill and add, approve, reject, and cancel payables associated with the bill. Cancel bill Use this to cancel an existing bills. To cancel a bill 1 In the Bills detail page, click Action > Cancel Bill. This cancels the existing bill and marks it as Cancelled. Payables-related actions Use this to perform payable-related actions on the selected bill. Add Payable In the Payables tab, select a bill payable and click Action > Add Payable. This adds a payable to the bill. Approve Payable In the Payables tab, select a bill payable and click Action > Approve Payable. This approves the selected payable. Reject Payable In the Payables tab, select a bill payable and click Action > Reject Payable. This rejects the pending the payable. Cancel Payable In the Payables tab, select a bill payable and click Action > Cancel Payable. This cancels the payable. Request Endorsement 1 In the Payables tab, select a bill payable and click Action > Request Endorsement. This shows the Request Approval form. 2 In the Endorser field, select the endorser and click OK. See Request Endorsement" for more information.

229 Chapter 16: Using Companies Using the Companies Actions 217 Create Billback 1 In the Payables tab, select an existing bill payable. 2 Click Action > Create Billback. 3 In the Create Billback form, Property ID and Lease ID fields are auto-populated. 4 Depending on your requirement, select a billback type from the Billback Type list. If you have selected: Billback by Prorata Share (Up to 5 Tenant Leases) option: This billback type allows you to create a bill for tenants according to the prorated percentage of the total lease amount specified in tenant s lease term. To view the prorata share of a lease, double-click and open a lease from the Leases log. In this field Lease 1 Lease 2 Lease 3 Lease 4 Lease 5 Lease 1% Lease 2% Lease 3% Lease 4% Lease 5% Do this or view the data Select the leases/tenants who will be billed. You can select up to five lease/tenant records. This is ideally a tenant or payee or company associated with the selected lease System populated with prorata share specified in the lease term of the selected tenant (s). Note: You can also enter/update the prorata share percentage of a lease from the Leases node. Billback manually (Up to 5 Tenant Leases) option: This billback type allows you to manually create a bill for tenants by manually entering the prorated percentage in the percentage field (Lease 1%, Lease 2%, and so on). In this field Lease 1 Lease 2 Lease 3 Lease 4 Lease 5 Lease 1% Lease 2% Lease 3% Lease 4% Lease 5% Do this or view the data Select leases/tenants who will be billed. You can select up to five lease/tenant records. This is ideally a tenant or payee associated with the selected lease Enter the prorata percentage or the amount to bill to selected tenant(s). Create Receivable Only (Lease Payee Blank) option: This option allows you to create a one-time receivable record without associating it with a prorata share percentage/billback amount in a tenant bill. You can leave the lease payee fields (Lease 1, Lease 2, Lease 3, Lease 4, Lease 5) blank. Click OK.This creates a positive amount receivable. See Create Tenant Billback" for more information.

230 Chapter 16: Using Companies Using the Companies Actions 218 Create One-Time Payment 1 In the Payables tab, select an existing payable bill. 2 Click Action > Create One-Time Payment. This shows the Create One-Time Payment form. Notes Use this to add notes to a bill. In the Notes tab, click Action > Create Bill Note to add notes to the selected bill. Attachments Use this to upload relevant documents to the bill. Cash Receipts Use this to view all the cash receipts associated to the company record. Invoices Use this to add invoices to the selected company record. To add an invoice 1 Click Invoices > New. This shows the Invoices picker. 2 Select an invoice. To delete an invoice In the Invoices tab, select an invoice and click Delete. This deletes the invoice from the company. Payables Use this to view payables associated to the company and assign new payables to the selected company record. To assign a payable 1 In the Payables tab, click New. This shows the Payables picker. 2 Select a payable. This assigns the payable to the company. To delete a payable In the Payables tab, select a payable and click Delete. Receivables 1 In the Receivables tab, click New. This shows the Receivables picker. 2 Select a receivable. This assigns the receivable to the company.

231 Chapter 16: Using Companies Using the Companies Actions 219 Notes Use this to add notes to the company record. Attachments Use this to attach relevant documents to the company record.

232 Chapter 16: Using Companies Using the Companies Actions 220

233 17 USING CONTACTS In this chapter Primary Lease Management tasks by role Contacts-related tasks

234 Chapter 17: Using Contacts Contacts 222 CONTACTS The Contacts module allows you to create, activate, and inactivate contacts. CREATE NEW CONTACT This action allows you to add new contact details to the selected users. To create a new contact 1 In the Contacts log, click Action > Create New Contact. This shows the Create New Contact form. 2 Complete the fields as indicated in the table. In this field General Information User ID Salutation First Name Last Name Company Department Name Job Title Contact Information Work Phone Direct Phone Mobile Phone Fax Pager Address Employer Address Line 1 Address Line 2 Address Line 3 Country Postal Code Authorization Escalation Manager Spend Authorization Invoice Authorization Do this Select the user ID. You cannot create a contact using a user ID, which is already being assigned to another Unifier user. Select the salutation. Enter first name of the contact. Enter the last name of the contact. Select the company name. Enter the department name. Enter the assigned job title of the contact. Enter the work phone number of the contact. Enter the number where you can directly reach the contact. Enter the cell phone number of the contact. Enter the address of the contact. Enter the fax number of the contact. Enter the pager number of the contact. Enter the name of the company. Enter the address of the company. Enter the address of the company. Enter the address of the company. Select the country. System-populated once you select the country. Select the user who has the permission to handle escalations. Enter the maximum spending amount that the selected user is allowed to authorize. Enter an invoice amount that the selected user is allowed to authorize.

235 Chapter 17: Using Contacts Contacts Click OK. This assigns the contact to the selected company record and adds the contact to in an Active status in the Company < Contacts log in the Contacts tab. Note: When you edit a contact, if you try to associate a User ID with an existing contact (or Unifier user), you will receive an error message, A contact with this user ID already exists. Note: When you create new contacts by importing contacts using a.csv, and if the file has multiple contacts with the same userid, the import will be unsuccessful and you will receive an error. Note: When you create new RE Manager contacts by importing contacts using a.csv, and if the file has same the User ID as already existing contacts in the RE Manager, the import will be unsuccessful and you will receive an error. ACTIVATE CONTACT You can activate an inactive contact. To activate a contact 1 From the Contacts log, select an inactive contact. 2 Click Action > Activate Contact. This activates a contact and changes its status to active. INACTIVATE CONTACT To inactivate a contact 1 From the Contacts log, select an active contact. 2 Click Action > Inactivate Contact. This inactivates the contact and changes its status to Inactive.

236 Chapter 17: Using Contacts Using the tabs 224 USING THE TABS To add more details to a date record 1 In the Contacts log, select a contact record and click Open. This shows the Contacts detail page. The actions you can perform from the detail page are outlined in the table. 2 See Adding more details to a contact" for action descriptions. Status Actions from the detail page Tabs and Actions Active Inactivate Contact Other Contact Methods > Add Contact Method Properties / Leases Role > Add Contact Role Attachments > Add Attachment Attachments > Delete Attachment Notes > Action > Create Note Transaction > Action > Cancel Transaction Complete Transaction Tasks > view all tasks Inactive None Other Contact Methods > view contact methods Properties / Leases > view Role > view role Attachments > Edit Notes > view notes Transaction > Action > Cancel Transaction Complete Transaction Tasks > view all tasks

237 18 USING IMPORTS In this chapter Overview" Using the Imports Actions"

238 Chapter 18: Using Imports Overview 226 OVERVIEW The Imports module enables you to import records (budget, tax payables, tax records) using a.csv file into the Real Estate Manager. The records imported into the manager go through the following status update in the application. When records are imported, they are by default in a Pending status. When records are validated by running Validate actions and if the Validation result is successful, the status changes to Approved. When the validation result fails or has some errors, the status is set to Edited. You can export and create payables on the Editable Records A validation is considered successful only if all Validation results are successful. All the changes are recorded in the Validation Results field of a batch. You can successfully import ImportTax and Budget records using a.csv file when there is a column in the file that does not have any corresponding match in the ImportMappings. For example, the Import mappings for ImportTax does not have ABC field on it, but the.csv import file has a column ABC on it. When the Validate action is performed for the first time, its results are stored in the Original Validation Result field and when the action is performed for the second time, the validation results is compared against the results of the action taken for the first time.

239 Chapter 18: Using Imports Using the Imports Actions 227 USING THE IMPORTS ACTIONS Click Actions from the Imports log to view the actions as described in the section. TAX BATCH AND TAX PAY BATCH ImportTax type batch is used for importing tax records. The tax records in the ImportTax Pay type batch also generate payables. New Tax Batch This action allows you to create a batch file for tax records. To create a new batch for tax records 1 From the Imports log, click Action > New Tax Batch. 2 Click Browse and select a.csv. 3 Click OK. The New Tax Batch window shows. 4 In the Batch Name field, edit the batch name, if required. 5 In the Batch Type field, select Import Tax (if not already selected). 6 Click OK. This creates a new Import Tax type batch in a Pending status in the log. 7 You can now Import Tax" records into the batch. New Tax Pay Batch To create a new tax payables batch 1 From the Imports log, select an ImportTax type batch. 2 Click Action > New Tax Pay Batch. 3 Select the.csv file and click OK. 4 In the Batch Name field, edit the batch name, if required. 5 In the Batch Type field, select the Import Tax Pay (if not already selected). 6 Click OK. This creates a new Import Tax Pay type batch in a Pending status in the log.

240 Chapter 18: Using Imports Using the Imports Actions 228 USING BUDGET RELATED ACTIONS You can filter budget records in an ImportBudget type batch based on your selection of the GL Account. Export Budget To export budget records 1 From the Imports log, select an Import Budget type batch. 2 Click Action > Export Budget. The GL Account window shows. 3 In the GL Account field, select the GL account. Click OK. This finds all budget records for the selected GL Account. If you leave the field blank, the application exports all budget records. Click OK. 4 Click Open to open the.csv file or Save to save the file. This exports the budget records based on the GL account you have selected. Import Budget This imports new budget records using the.csv file into the manager. To import budget records 1 From the Imports log, select an Import Budget type batch. 2 Click Action > Import Budget. 3 Click Browse to import a.csv file. Click OK. This shows the GL Account window. In the GL Account field, select the GL account. If you leave the field blank, the manager imports all budget records. Click OK. This finds all ImportBudget records for the selected GL Account and creates a new Import Budget type batch with the corresponding budget records. The batch is added in the Imports log with a Pending status. You can now Validate Budget". VALIDATE BUDGET The validation of budget records includes several iterations of Export Budget and Import Budget actions. This signifies, when validating a record, if you encounter an error, you should export the record (save the.csv in your system) and fix the error, and import it back to the manager. To validate a budget 1 From the Imports log, select an Import Budget type batch in a Pending status. 2 Click Action > Validate Budget. If the validation is successful, the status of the record changes to Approved. Else, it remains Pending. 3 Open the record and the detail page shows.

241 Chapter 18: Using Imports Using the Imports Actions From the Budget tab, ImportBatch < Budget log, select a record and click Open to verify the Validation Result. You should look for OK in the Current Validation Result and in the Original Validation Result fields. This signifies successful validation. APPROVE BUDGET Once you have validated the imported budget record, you can approve the budget records in the Import Budget type batch. All records in the batch should first be Approved or Rejected to perform this action. To approve a budget 1 From the Imports log, select an Import Budget type batch in a Approved status. 2 Click Action > Approve Budget. NEW BUDGET BATCH To create a batch for budget records. 1 From the Imports log, select an ImportBudget type batch. 2 Click Action > New Budget Batch. 3 Select the.csv file and click OK. 4 In the Batch Name field, edit the batch name, if required. 5 In the Batch Type field, select Import Budget (if not already selected). 6 Click OK. This creates a new budget batch in a Pending status and adds it in the log. Note: When new BudgetTax records are created, they are batched to create a BudgetFiscalBatch record. IMPORT TAX AND IMPORT TAX PAY TYPE BATCH An Import Tax and Import Tax Pay batch, usually go through the following status: Pending When the records is imported into the application for the first time. Edited When the imported record is edited, the status gets changed to Edited. Approved After validating (using Validate Import Tax and Validate Import Tax Pay actions) on a Pending or Edited records, the payable status changes to Approved. Once it is Approved it is not editable. Rejected The payables in a Pending and Edited status can be Rejected. Each time an ImportTax / ImportTaxPay record is validated, the status updates the status of the record as per the validation results.

242 Chapter 18: Using Imports Using the Imports Actions 230 Import Tax This allows you to import tax records. This action allows you to import updated tax records and deletes the existing ones in the batch and finally creates new ones. To import tax records 1 From the Imports log, select an ImportTax type batch. 2 Click Action > Import Tax. 3 Select the.csv file and click OK. Note: This file usually has fields same as payable node. The application validates all the rows in the imported.csv file and if the validation is successful, the application creates tax records where Validation Results field is populated with the text, 'Success.' If the.csv file has incorrect data set, this action continues to create tax records in the application, however, the Validation Results field shows the error message, for example, if the Date field has an incorrect value, the field is populated with the following message: ''Import Failure: DueDate (Due Date) must be a valid date in correct format (mm/dd/yyyy. ex. 9/12/2009, 11/13/2011, etc)'' and the field is left blank. Note: The fields in a.csv file are mapped to the application fields using the Mapped Field Names. For more information on this, see Import Mappings chapter. Validate Import Tax This action allows you to validate imported tax records. To validate tax records 1 From the Imports log, select an ImportTax type batch in an Approved status. 2 Click Action > Validate Import Tax. Note: If a.csv file contains $ sign or comma separations in the Currency amount fields, the manager will pass the validation, but, stores the currency value in the Unifier without the $ or commas. If the validation result is successful, and the variance is non zero, the value in the Period Accrual field and the Accrual Balance value are recalculated. This also updated the value of the Budget record associated to the Import Tax and for all subsequent Budget records in that fiscal year. Note: Accrual Balance value is dependent on Period Accrual. If the variance to budget is non-zero, the Real Estate Manager recalculates the Period Accrual value. The value equals to the Total Amount on the import tax multiplied by the Payment Frequency (for example, monthly, prepaid), which is divided by 12. The payment frequency is the frequency of the payment adopted by the associated company or agency. You can select the payment frequency from the Escalation Frequency field on the Add Recurring Charge w/ Escalation form.

243 Chapter 18: Using Imports Using the Imports Actions 231 If Payment Frequency selected in the Escalation Frequency field on the form is Monthly or Prepaid Monthly, the Period Accruals in subsequent Budget records is calculated as: The Total Amount on the import tax multiplied by Payment Frequency, which is divided by 12. If it is One-Time, then the Period Accruals on the subsequent Budget records are not updated. If Payment Frequency selected in the Escalation Frequency field on the form is Quarterly, The Total Amount on the import tax multiplied by Payment Frequency, which is divided by 4. If Payment Frequency selected in the Escalation Frequency field on the form is Semi- Annual, the Total Amount on the import tax multiplied by Payment Frequency, which is divided by 2. If Payment Frequency selected in the Escalation Frequency field on the form is Annual, the Total Amount on the import tax multiplied by Payment Frequency, which is divided by 1 If Payment Frequency selected in the Escalation Frequency field on the form is Every 2 years, the payment frequency is calculated as 1/2 If Payment Frequency selected in the Escalation Frequency field on the form is Every 3 years, the payment frequency is calculated as 1/3 If Payment Frequency selected in the Escalation Frequency field on the form is Every 4 years, the payment frequency is calculated as 1/4 If Payment Frequency selected in the Escalation Frequency field on the form is Every 5 years, the payment frequency is calculated as 1/5 If Payment Frequency selected in the Escalation Frequency field on the form is Every 10 years, the payment frequency is calculated as 1/10) The action also performs the following: Finds the Company record that matches the corresponding Agency record Updates the budget record of the ImportTax record with the calculated Period Accrual value Updates the Accrual balance of the budget record (accrual balance = Total accrual - accrual Commitment) Update all subsequent accompanying budget records with the calculated Period Accrual value in the same fiscal year as the budget for ImportTax record. The matching budget for the ImportTax record depends on the Budget level and the succeeding accounting period that falls after the budget's accounting period. For example, if ImportTax Budget record is BGT-0001 and Accounting Period of BGT is Jun-2012, all budget records having Fiscal year of 2012 matching the conditions in the BGT-0001 Budget level is Company, matching the COMCC, Accounting Type, Charge Type, and so on, and whose accounting Period falls after Jun Updates the Accrual Balance of all the subsequent Budget records Note: A value in the Agency field is validated against the company record in the Companies module.

244 Chapter 18: Using Imports Using the Imports Actions 232 Import Tax Pay To import tax payables 1 From the Imports log, select Import Tax type batch. 2 Click Action > Import Tax Pay. The File Upload window opens. 3 Click Browse to import.csv file. 4 Click OK. This create an ImportTax Pay batch in a Pending status in the log. Validate Import Tax Pay To validate an imported tax payable records 1 From the Imports log, select an ImportTax type batch in an Approved status. 2 Click Action > Validate Import Tax Pay. If the validation result is successful and if the variance amount found on the imported tax records are greater than zero, Real Estate Manager updates the Accrual Balance and Period Accrual (Period Accrual value depends on the Accrual Balance value) fields in the corresponding budget record value for that fiscal year and all budget records that are part of the selected fiscal year are updated. The ImportTaxPay records are associated with the corresponding payables. To validate an imported tax records 1 From the Imports log, select an ImportTax type batch in an Approved status. 2 Click Action > Validate Import Tax. FUND BATCH After the payables are imported, you can fund the payable. To Fund a batch 1 From the Imports log, select an Import Tax type batch. 2 Click Action > Fund Batch. This changes the status of the record to Funded and creates a Fund Batch transaction. The payables are now ready to be transmitted.

245 Chapter 18: Using Imports Using the Imports Actions 233 EXPORT ACTIONS Export actions allows you to export records and save it on to your system. Export actions are usually used to fix errors in the records imported into the application using the.csv file. Export Tax To export tax records 1 From the Imports log, select an Import Tax type batch. 2 Click Action > Export Tax. 3 Click Open to open the.csv file or Save to save the file. Each field in the.csv file maps to the ImportTax fields in the application using the ImportMappings node. See Import Mappings chapter for information on field mappings. Export Tax Pay To export tax payable records 1 From the Imports log, select an Import Tax type batch. 2 Click Action > Export Tax Pay. 3 Click Open to open the.csv file or Save to save the file. Export Budget To export budget records 1 From the Imports log, select an Import Budget type batch. 2 Click Action > Export Budget. The GL Account window shows. 3 In the GL Account field, select the GL account. Click OK. This finds all budget records for the selected GL Account. If you leave the field blank, the application exports all budget records. Click OK. 4 Click Open to open the.csv file or Save to save the file Post To Payables This action allows you to generate payables from the approved tax records, only if the validation result for the tax records are successful. Note: When you generate payables from an ImportTax type batch, those payables should be linked to Tax Type CTGLA. The CTGLA record should match with the GL Account, Tax Type of the ImportTax. This updated the new payables with the Tax type CTGLA. Note: For Tax Type payables generated using Post To Payables, the method to calculate previous amount is based on the installment type.

246 Chapter 18: Using Imports Using the Imports Actions 234 For example When an accounting period belongs to a rent step where the frequency is Monthly, the Real Estate Manager finds the payables from the rent step and sums up all the payables amount in a Paid or Transmitted status from the previous accounting period that are related to the rent step. To generate payables from tax records 1 From the Imports log, select an ImportTax type batch in an Approved or Funded status where tax records are in an Approved status. 2 Click Action > Post To Payables. This generates payables in a Transmitted status from the tax records. This action also updates the tax records in the ImportTax batch with the corresponding payable ID and updates the status of the batch as Transmitted. Note: You cannot generate payables from an ImportTax type batch comprising of more than one tax records in a Pending or Edited status. As a result of this action: The payables that are generated out of the tax records (one payable record for each tax record) also create corresponding accounting records and all the payables are updated to include the ImportTax type Batch ID. ImportTax type batch gets linked with ''Mark Payables as Transmitted'' transaction. For Tax Type payables, which were generated using this action, the method to calculate previous amount is on the installment type. Mark Payables As Paid Once you import tax payables and validate the imported payables, you can mark them as Paid. To mark payables as paid 1 From the Imports log, select an Import Tax Pay type batch in an approved status. 2 Click Action > Mark Payables As Paid. The Import Tax Pay batch and the associated payables are marked as Paid. It triggers the following: It searches and links the corresponding approved tax payables records from Import Tax batch to Import TaxPay batch. This also updates the status of the Import Tax batch as Reconciled. Once the corresponding tax payables are imported to the Import TaxPay batch, you can view the records from the Details page > Payables tab. The action also updates the status of the Import TaxPay batch as Paid. Mark Batch As Approved To mark approve a batch 1 From the Imports log, select an Import Tax type batch with tax pay records in a pending status. 2 Click Action > Mark Batch As Approved. Upon successful completion, this action changes the status of the batch as Approved.

247 Chapter 18: Using Imports Using the Imports Actions 235 Mark Batch as Funded To fund a batch 1 From the Imports log, select an Import Tax type batch in an approved status. 2 Click Action > Mark Batch As Funded. This updates the status of the batch as Funded.

248 Chapter 18: Using Imports Using the Imports Actions 236

249 19 USING TRANSACTIONS In this chapter Overview Using the Actions Actions from the Transaction Detail Page

250 Chapter 19: Using Transactions Overview 238 OVERVIEW In the Real Estate Manager, a transaction is more of a container that comprises of transaction tasks, which needs to be marked as completed to successfully complete a transaction. Click Transactions to view the Transactions log. The log lists all the transactions that are being triggered by the application entities. For example, the action Request New Property initiates a Request New Property transaction that should be completed to mark the task as complete. For more information, see Transaction and Related Tasks". You can define the contacts on the transactions and it get associated to the corresponding contact for appropriate Role on the transaction tasks. When a Transaction is created, the manager assigns all its accompanying tasks to its appropriate role and contacts defined in the roles. If there is no existing contact for the appropriate role, then the contact is assigned to the transaction owner (default contact). Task Types In the Real Estate Manager, tasks are often categorized according to business requirement, as described in this section. Standard: Tasks that follow sequential progression or ordering defined in the transaction template. Auto-complete: Tasks are automatically completed once its predecessor task(s) is marked as complete. Once the task is auto-completed, the assigned user of the task will receive an e- mail notification. When a task is marked as auto-complete task, it updates the status of the next task in the order as Active. If a task is marked as auto-complete and if it has a task action associated with it, the task action is executed automatically and the task action is marked as Auto-Complete. The assigned user of the task action (as mentioned in the Task Mail field) is notified of the status of the task through an . If an auto-complete task generates an error, it will not be auto-approved and you (the assigned user) should manually complete the auto-complete task. As the auto-complete task generates error, the assigned users of the task are notified of the details of the error through . You can also manually complete an Auto-complete task. As a part of completing the task, s is sent out to users / roles specified in the 'Task Mail' field on the task. If the value in the Task Mail' field is: Assigned User - then is sent out to the user who is the signed user on the task. Transaction Owner - then is be sent out to the user who is the Transaction Owner of the task Distribution List -then', all contacts from the distribution list will receive an on the status of the selected task If both the Task action and the Task Template fields are empty, the selected task is marked as 'Complete'. The next appropriate task (as per predecessor or order) is marked as 'Active' Complete Transaction: A task of Complete Transaction type marks an entire transaction as complete. The Complete Transaction type task is the usually the concluding task of a transaction and it will not mark the next possible task in the order as Active. The tasks in a Not Started status, will continue to remain in that status. Any task in a transaction template can be of Complete Transaction type task.

251 Chapter 19: Using Transactions Overview 239 Note: While designing a transaction template, your administration can mark the final task in a transaction as the Complete Transaction type task so that when a task is done, the transaction is automatically marked as Complete without having to manually mark a transaction as Complete. An administrator can also set any task in the transaction template as Complete Transaction type task. Complete Transaction type task automatically marks a transaction as complete as the result of the following: When you complete a task and the following task in the order is of Complete Transaction type task, the transaction will be automatically marked as complete. If a Complete Transaction type task has a predecessor task, the application overrides the requirements of the predecessor task and marks the task and the transaction as complete. If a task has a task action Complete Transaction, the application marks the transaction as complete.' Note: Administrator should add ONLY one task of type Complete Transaction in a transaction template. and NOT associate any task action to a task of type 'Complete Transaction. In case, a task action is associated with it, end-users will receive a error message. As a result, the task and the transaction will remain Active. Note: You cannot have two active tasks in the transaction list. Task Status The status of a task can be activated, when: A task is completed, and the next task gets 'Activated' Activate Task' action is taken and a task gets Activated A task is 'Rejected', and the prior (or next) task is 'Activated' A task is 'Cancelled', and the next task is 'Activated' A task is 'Escalated', and a new task in 'Active' status is created. A task is 'Forwarded', and a new task in an 'Active' status is created. An is sent out to the Assigned User each time the status of a task becomes 'Active Note: The value selected in the Task Mail field determines the recipient of task notification . The content of the is depends on the template associated to the task in the Template field. For more information on this, see Transaction Templates section in the Configuration Guide. Note: You cannot mark Multiple Route task(s) as AutoComplete. Multiple Route: A task can have multiple routes as the possible route path for the next task. All possible subsequent tasks are called as Routes. The multiple route option enables you to choose the next task from the list of tasks as the possible route of the completed task. This marks the selected task as Active and the current task as completed. You can select previously completed task as the possible next route. You can also select multiple tasks as routes. When a task type is marked as Multiple Route, the predecessor tasks(s) of the selected task is also inherited as the part of the selected route task and should be completed before marking the Active task as complete.your administrator can remove the predecessor

252 Chapter 19: Using Transactions Overview 240 requirements. If you select previously completed task as the possible route, then the status of the predecessor task is marked as Not Started and the task should be marked as Active once it is selected as the possible route of the current task. The tasks that are completed are marked as Not Started and their Complete Date is reset to NULL. Task Priorities A task in a transaction is ordered according to its priority. Normal: A task that follows usual turn around time. High: A task that needs to be completed first before moving on to the next task in the transaction order. Low: A task that needs limited attention from the user. Optional: A task is not a mandatory. Task Actions Using the Task Action field on a transaction task you can assign an action to a task. These actions are also available from the respective modules as well, for example, Request New Property action is available from the Properties module and you can perform the same action from a transaction task. To perform actions using the Task Actions field 1 In the Transaction log, select a transaction and click Open. This shows the Transaction detail page. 2 In the Tasks tab, select a task you want to use trigger an action. You should be the assigned user of the task. 3 Click Open. This shows the tasks detail page. 4 Click Task Action field. This shows the Task Action picker. 5 Select the action you want to associate with the task. You should have an appropriate permission to process the selected task action. 6 Go to the Tasks tab and select this task. You should be the assigned user of the selected task. If you are not the assigned user, the task notification goes out to an assigned business user. This user can only mark the selected task as Complete/Approve. 7 Click Action > Complete / Approve Task. This triggers the selected task action. For example, if you have selected Request New Property action in the Task Action picker, it creates a property record in the Properties log once you mark the task as complete.

253 Chapter 19: Using Transactions Using the Actions 241 USING THE ACTIONS Click Transactions to open the log and click Action to view the actions that you can perform from the log. COMPLETE TRANSACTION You can complete an active transaction from the log. You can also perform this action from the Site, Property, Lease, Parcel, and Company detail page. This action automatically marks all tasks associated with the selected transaction as Completed. To complete a transaction 1 From the Transactions log, select an active transaction. 2 Click Action > Complete Transaction. This marks the status of the transaction as Complete including the tasks associated with it. CANCEL TRANSACTION You can cancel an active transaction from the log. To cancel a transaction Click Action > Cancel Transaction. This marks the status of the transaction as Cancelled and cancels all the pending tasks associated with the transaction. CREATING A NEW TRANSACTION This action allows you to create a new transaction and associate it with application entities. A transaction is comprises of Start/Original/Forecasted/Completed dates. These dates are calculated based on the Due Date/Expected Date / Completion Date of the accompanying transaction tasks. To create a transaction template 1 From the Transaction Templates log, click New. 2 Complete the fields as indicated in the table In this Field Transaction Setup Transaction ID Name Type Transaction Owner Legacy ID No(s) Current Task Current Task User Do this System-generated. Enter a transaction name. System-generated once you click Save. By default the status is Active Select the user who is responsible for the completion of the transaction. Select the legal ID if the transaction record is tied to an external application (e.g. ERP). Select the task to assign it to the transaction. System-populated.

254 Chapter 19: Using Transactions Using the Actions 242 In this Field Current Task Due Date Transaction Value Status Start Date Original Due Date Forecasted Date Completed Date Relationships Parent Site Parent Parcel Parent Property Parent Lease System Info Record Last Updated Date Status Last Updated Date Record Created Date Record No. Do this System-populated. Enter the value for the transaction. System-populated. Select the date when you create the transaction. The Date the Transaction record gets created. How to find the last task of the transaction - i> Of all the tasks making up a transaction, find the Task having the maximum value of Start Date. The found task becomes the 'Last Task'. ii> If there are multiple tasks having the same maximum Start Date, then find the task having 'Step Type' = 'Complete transaction'. The found task becomes the 'Last Task'. iii> If there is no task having 'Step Type' = 'Complete Transaction', find the task having the highest order in the transaction. The found task becomes the 'Last Task'. Select the due date of the last task in the transaction in a Not Started status. This is the Due Date' of the last 'Not Started' task in the transaction. Select the date by which you need to complete the task. Shows the Original Date, but is recalculated, each time a task in the transaction is edited or is marked as Complete, the forecasted date of the transaction This equals Original Due Date initially, but this should be recalculated each time a task is 'Saved' or 'Completed'. It should equal the 'Due Date' of the last 'Not Started' task in the transaction. Select the date when the transaction is completed. The field remains blank, but gets auto-populated when the transaction is marked as complete. Select the master site record to link it to the transaction. Select the parcel of the selected site. Select the property of the selected site. Select the lease of the selected property. Shows the record last modified date and time. Shows the status modified date and time Shows the record creation date and time. Shows the record number. 3 Click OK. This creates a transaction record and opens up the detail page with tabs as discussed in the following section. Note: The 'Start date', 'Original due date' and 'Forecasted Date' are calculated when the transaction is created. Each time a task in the transaction is marked as 'Complete' or is 'saved' after an edit, the 'Forecasted Date' of the transaction is recalculated.

255 Chapter 19: Using Transactions Actions from the Transaction Detail Page 243 ACTIONS FROM THE TRANSACTION DETAIL PAGE To open a transaction detail page 1 From the Transactions log, select a transaction.this shows the transaction detail page. 2 Click Edit to edit the transaction details, if required. The tabs in the detail page allows you add more details to the transaction as described in the table. Tabs Actions Description Tasks Details Activate Task" Complete / Approve Task" Escalate Task" Reject Task" Cancel Task" Copy Task" Forward Task" Add Details Edit Details New Transaction details Allows you perform task-oriented actions. You should be the assigned user of the task to perform any action on the task. Adds more details to a transaction. Codes Add Codes Adds a code to a transaction Contacts Add Contact Adds business role or user to a transaction. Edit Contact Savings Add Savings Adds savings amount and additional details to the transaction. Notes Add Notes Adds a note to a transaction Attachments Add Attachments Delete Attachments Uploads or deletes an attachment to a transaction. USING THE TASKS TAB In the Tasks tab, click Action to perform the following actions on the transaction tasks. Activate Task You can activate a task in a transaction, if you are the assigned user of the task and have more information to process the task. Once a task is activate, you can only start working on the task, if all the predecessors for the task are complete and there is no other Active task in the transaction. Note: You cannot activate an Escalated/Completed task and you cannot activate an already Active task. To activate a task 1 In the Tasks tab, select a task in a Not Started/Rejected/Cancelled status. 2 Click Action > Activate Task. This changes the status of the task to Active. Note: If there is an existing active task in the transaction, you will NOT be able to activate the task and will receive an error message Cannot activate task. Another task is already Active.

256 Chapter 19: Using Transactions Actions from the Transaction Detail Page 244 Note: If the task has a predecessor task in a Completed/Cancelled/Rejected/Escalated status, it should make the current task as Active Note: If the predecessor task(s) is in a Not Started status, you will NOT be able to mark the task as active. Complete / Approve Task Once you finish working on a task including its predecessor tasks, you can mark a task as complete. You should be the assigned user to perform this action. To complete a task 1 In the Tasks tab, select a task in a Not Started status. 2 Click Action > Complete / Approve Task. This changes the status of the task as Complete. Note: You cannot mark a task as complete, if you have pending predecessor tasks, Escalate Task You can escalate a task to your manager, if it needs further approval or final sign-off. To escalate a task 1 In the Tasks tab, select an active task where you are the assigned user. 2 Click Action > Escalate Task. Note: You cannot escalate a task in a Not Started, Complete, Cancelled, Escalated, and Rejected status. 3 Select a user (your manager or supervisor) who has the permission to process the task. This changes the status of the task to Escalated and creates a new task in an Active status, prefixed with the text <Escalation of> <Name of the original task> in the Transaction < Tasks log as the last task in the task list. This task is the exact copy of the escalated task including its attributes (autocomplete checkbox, mailtext, user contact, tasktemplateid, taskid, expected duration, due date, current exp date, notes, attachments etc.). The assigned user (e.g. manager) of the task is notified through an . Note: You cannot escalate a task, if your manager information is not linked to your user name. Note: When escalated tasks have corresponding predecessor task(s), Real Estate manager reactivates the predecessor task(s) and marks its status as active. Note: When escalated tasks are of Multiple Route type, then all the corresponding routes and step type are copied over to the new task. Reject Task You can reject an active task, if it needs more information from another business user to mark it as complete. You can also reject a task if it has to go back to the user who completed the previous task in the task order defined in the transaction.

257 Chapter 19: Using Transactions Actions from the Transaction Detail Page 245 When a task is rejected, the assigned users (e.g. Transaction Owner, users in the assigned Distribution List) will receive a reject task . Note: The value you select in the Task Mail Rejection field of the Transaction Template determines the recipients for notification. For more information on this, see Transaction Templates section in the Configuration Guide. To reject a task 1 In the Tasks tab, select a task in an Active status. You should be the assigned user of the task. 2 Click Action > Reject Task. This changes the status of the task as Rejected and marks the previous task to the current task in the order as Active. If there is no prior task, then the next task is set as 'Active'. If the previous task in the order has a predecessor in a 'Complete' or 'Rejected' status, then the application marks the predecessor task as the Active task. However, if the predecessor task is AutoComplete' type, then this task cannot be marked as active. The application then finds the predecessor task of the current task in the transaction task list. If the task found has a predecessor task in a 'Complete' or 'Rejected' status, it is marked as Active. However, if predecessor task is in a 'Cancelled' status, the application looks for the predecessor task of the current predecessor task. If the application couldn t find any previous task then the next task for the current task is set as 'Active'. If the task is the first task in the transaction and there is no existing previous task, then the application looks for the next task and the predecessor of the task is marked as 'Active. In case the next task is of Multiple Route type, the multiple route window will show up from where you should select the next possible route. The task selected becomes next task in the transaction task list and is marked as Active. The selected task is updated with the rejected task as its predecessor. If the next task in the list is a NOT STARTED status, then this task is marked as Active. When the next task found is of AutoComplete type, then its not marked as Active, however, it is autocompleted and the task next in the order of the autocompleted task is marked as complete. If no task found in the list, then reject action will end. Note: If the transaction has more than one task or if the last task is of 'Complete Transaction' type, then the transaction usually has more than 2 tasks. Note: Two tasks cannot be active at the same time. Note: If a task is rejected and the previous task is set for Autocomplete, then the previous task Not marked as active.

258 Chapter 19: Using Transactions Actions from the Transaction Detail Page 246 Cancel Task Cancel task is different from the Reject Task action. Canceling a task enables you to delete any redundant task or when a task becomes unnecessary in a current business situation. You can also use this action when you need to move on to the next task without completing the current task. To cancel a task 1 In the Tasks tab, select an active task where you are the assigned user. 2 Click Action > Cancel Task. The action finds the task having current task as its predecessor. If such task is found, this task is the next task and is as Active. This changes the status of the task to Cancelled and the next task in the order is marked as Active. If there is no existing next task in the order, the action stops processing. If the next task is of multiple route type, the multiple route window shows. Select a task from the list and the selected task is the next route is marked as Active. The selected task is updated with the cancelled task details. If no task is found, the next 'NOT STARTED' task in order becomes the next task and is marked as Active If the task found is of AutoComplete type, then this task is auto completed but cannot be marked as Active task for the cancelled task. If no task is found, the application marks the next Not Started task in the order as the Active. Note: If the transaction has more than one task OR if the last task is of 'Complete Transaction' type, then the transaction has more than two tasks. Copy Task You can create a new task by copying an existing task in a transaction. To copy a task 1 In the Tasks tab, select a task. 2 Click Action > Copy Task. This shows the following message. This action will create a replica of the current task. Please reset the order and predecessor relations as appropriate before taking any other action on Tasks in this Transaction. 3 Click OK. This creates a duplicate tasks of the current task in the Transaction < Tasks log. This new task is in a Not Started status and is the exact copy of the original task including all its attributes (task order, etc.). The copied task is prefixed with the text Copy Of. For example, copying Confirm Property Data creates a task named, Copy of Confirm Property Date in the log. You must update the order of tasks in the workflow and update the predecessor relations as required, before the workflow is ready to be reused. 4 If there is no next task, then stop processing. 5 To edit the task, select the task and click Open and change the Order, Task name, Predecessor relations, or perform additional edits as required.

259 Chapter 19: Using Transactions Actions from the Transaction Detail Page 247 Forward Task This action allows you to forward your task. To forward a task 1 In the Tasks tab, select an active task, click Action > Forward Task. 2 Select the business user who has the appropriate permission to work on the task. 3 Click OK. This changes the status of the task to Forwarded and assign a (duplicate) copy of the task to the selected user who gets notification of the task through an . You can see the task from the Transaction < Tasks log. Note: For tasks with predecessor task, the predecessor tasks are updated as the new active task. Note: If the task being forwarded is of Multiple Route type, then all the routes and the step types associated with the task is copied to the new forwarded task. Note: You cannot forward a task in a Not Started Complete, Cancelled, Forwarded, Rejected, Escalated status. For all tasks which have the Forwarded task as their predecessor, the action resets their predecessor as the new active task. Assigns the new task to the selected user and sets task status as 'Active'. All other attributes of new task is same as the attributes of current task being Forwarded, that is, autocomplete checkbox, mailtext, user contact, tasktemplateid, taskid, expected duration, due date, current exp date, notes, attachments etc. Sets the transaction order of the new task as 1 + transaction order of task having highest order in that transaction. If current task being Forwarded is of Multiple Route type, then all the routes and the step type is copied over to the new Forwarded Task Sends an to the selected user, who is the assigned user of new Forwarded task. When you forward a multiple route task, and select a route for that newly created forwarded task, the route of the task is dependent on the original multiple route task. USING THE DETAILS TAB To add details to the transaction 1 Click Details tab > Action > Add Details. This shows Add Details window. 2 In the Item field, enter the item name. 3 In the Value field, enter the item value. 4 In the Description field, enter an item description. 5 Click OK. This adds a details record in the Transaction < Details log. 6 To edit the details, click Action > Edit.

260 Chapter 19: Using Transactions Actions from the Transaction Detail Page 248 To select new transaction details 1 In the Details tab, click New. 2 Select a transaction details from the list and click OK. USING THE CODES TAB To add a code to the transaction. 1 Click Codes tab > Action > Add Code. This shows Add Details window. 2 In the Code field, enter the transaction code. 3 In the Comments field, enter a code description (if required). 4 Click OK. USING THE CONTACTS TAB To assign a contact to the transaction 1 Click Contacts tab > Action > Add Contact. 2 In the Role / Responsibility field, select the business role or users who will be responsible for the transaction. 3 In the Contact Name field, select the primary contact of the transaction. 4 Click OK. This adds a contact name in the Transaction < Contacts log. 5 Click Action > Edit to the contact in the Transaction < Contacts log. USING THE SAVINGS TAB To add savings information to the transaction 1 Click Savings tab > Action. This shows the Add Savings window. 2 In the Contact field, select the user. 3 In the Savings Type, select the type of savings. 4 In the Saving Date field, select the date when the saving is calculated. 5 In the Amount Before Savings field, enter the total amount. 6 In the Net Savings Amount field, enter the total savings amount. 7 Click OK. This adds a new saving details in the log.

261 Chapter 19: Using Transactions Actions from the Transaction Detail Page 249 USING THE NOTES AND ATTACHMENTS TABS To add additional notes and documents to a transaction. Click Notes tab > Add Notes to add a note. Click Attachments > Add Attachment to upload new attachment.

262 Chapter 19: Using Transactions Actions from the Transaction Detail Page 250

263 20 USING DOCUMENTS In this chapter Overview" Using Actions"

264 Chapter 20: Using Documents Overview 252 OVERVIEW The Documents node is the repository of documents and images that are uploaded as attachments to the Real Estate Manager. Once you upload files to RE manager, they are routed to the Documents log. Click Documents to open the Documents log. On the log you can upload new documents, view existing attachments, and edit the properties of the uploaded documents. USING ACTIONS From the Documents log, you can perform the following actions: Upload a document Edit attachment properties Uploading a new document 1 From the Documents log, click Action > Upload Attachments. The Upload Attachments window opens. 2 Complete the fields as indicated in the table. In this field Attachment Data Title Document Type Document Date Abstract Do this Enter the name of the document. Select the type of document (e.g. contract document, lease agreement). Enter the current or any other date. Enter a brief description of the document. 3 Click Upload File. The File Upload window opens. 4 Click Browse to select the document. 5 Click OK to upload the document to the manager. Once you upload the file, Real Estate Manager adds it to the Documents log and adds non-editable fields to the document properties. The fields are described in the table. Non-editable Field Status Property Lease System Info Status Last Updated Date Record Last Updated Date Description System-populated. By default, the status is Active. System populated depending on the type of document selected in the Document Type field in the Upload Attachments window. For example, by selecting Property Deed as the document type, the application links the attachment file to its corresponding property record in the application. As a result, property ID is auto-populated here. System populated depending on the type of document selected in the Document Type field in the Upload Attachments window. For example, if the document type is a lease agreement, its corresponding Lease ID is autopopulated here. Shows the last modified date and time of the record status. Shows the record last modified date and time.

265 Chapter 20: Using Documents Overview 253 Non-editable Field Record Created Date Record No. Status Updated By Record Updated By Record Created By Description Shows the record created date and time. Shows the record number. Shows the name of the user who modified the record status. Shows the name of the user who modified the record. Shows the name of the user who created the record. Editing attachment properties You can edit the file properties using the Edit menu on the log. 1 From the Documents log, select a document. 2 Click Edit. This shows the Attachment window. 3 Click Edit to edit the following fields. In this field Do this Attachment Data Title Edit the name of the document. Document Type Click on the hyperlink to edit the document type description. Document Date Edit the date. Abstract Edit the document abstract. 4 Click Save. To delete an attachment 1 In the Attachments tab, select the attachment you want to delete. 2 Click Action > Delete Attachment.

266 Chapter 20: Using Documents Overview 254

267 21 USING DATES In this chapter Overview" Using Actions"

268 Chapter 21: Using Dates Overview 256 OVERVIEW The Dates module is the log of all critical dates triggered by Real Estate Manager. For example, as a lease record reaches its commenced state, the commenced date details derived from the Date Template are populated in the Dates log Click Dates to open the Dates log where you can create a new date and edit existing date records. You can choose to create a new critical by coping and editing existing critical dates. USING ACTIONS From the Dates log, you can perform the following actions: Create a new date Copy date Create a New Date This action allows you to define a new date by using existing date templates. To create a new date 1 From the Dates log, click New. This shows the Critical Dates window. 2 Complete the fields as indicated in the table. In this field Critical Date Date Type Date Name Date Status Reminders Early Notice Date Last Notice Date Reminder Date Do this Select a date template appropriate to your requirement. For example, select Commencement date template to create a new critical date related to lease commencement. Enter the name of the critical date definition. Select the due date. System-populated. By default, the status is Active. Select the date when the notification goes out to the assigned user (selected in the Reminder Sent To field) for the first time. Select the final date for sending notification to the assigned user (selected in the Reminder Sent To field). Select the date on which the assigned users (selected in the Reminder Sent To field) should be reminded. Enter a number on which you want to begin the reminder First Reminder Start in Days Reminder Frequency in Days Enter a number as the interval for sending reminder. Escalation Reminder Date Reminder Sent To Escalation Sent To Outcome Select a reminder date for sending the escalation to the assigned user (selected in the Escalation Sent To field). Select the user to whom you are sending the reminders. For example, when the reminder date on a Lease/Parcel/Company is reached, notification s should be sent out to appropriate users Select the business role for sending the escalation.

269 Chapter 21: Using Dates Overview 257 In this field Outcome Outcome Date Relationships Site Property Lease Task Transaction Record Created Date Record Last Updated Date Status Last Updated Date Record No. Do this Select the required outcome. No Action Taken: Select this if no action required by the selected user Exercised: Select this to enable exercised as an outcome. Rejected: Select this to enable rejected as an outcome. Transaction Created: Select this o generate a transaction as an outcome. Select the due date by which the user should be taking the action. Select the site to apply (and map) the critical date to the site record. Select the property (and map) to apply the critical date to the property record. Select the lease record associated to the selected property. Select the task. Select the transaction that has to be triggered by the critical date. Shows the record created date and time. Shows the record modified date and time. Shows the status modified date and time. Shows the record number. 3 Click Save. This creates a new critical date in the Dates log and opens the Dates page. Depending on your selections in the Relationships, Real Estate Manager updates the corresponding records with new critical date information. For example, creating a new lease commencement date creates a commencement date record in the Dates tab. The Outcome selected also creates corresponding record in the selected module. 4 In the Notification Users tab, click New. This shows the Add window. 5 Select the user to assign the user to the template. 6 Click the Notes tab > Action > Create Note to add a new note. Copy Date This action allows you to copy a date template by reusing the conditions existent in another date template. To copy a date record 1 From the Dates log, select a date and click Copy. The Critical Date detail page shows. 2 Click Edit and make necessary changes, if requires. Click Save. This creates a duplicate date template in the log. Edit a date record 1 From the Dates log, select a date and click Open. The shows the Dates detail page. 2 Click Edit to update the date. 3 Click Save.

270 Chapter 21: Using Dates Overview 258

271 A APPENDIX In this chapter Transaction List Tasks

272 Chapter A: Appendix Transaction and Related Tasks ii TRANSACTION AND RELATED TASKS Unifier Real Estate Manager triggers transactions depending on the actions you perform on each node. The transactions and the associated tasks are role-based and the status of the record. This appendix lists transactions and associated tasks for application entities.

273 Chapter A: Appendix Transaction and Related Tasks iii PROPERTIES Actions Transaction Names Tasks Request New Property <Property Name>Request New property Assign PA Confirm Property Data Confirm Attachments Confirm No Duplicates Create New Site for Property Generate Property ID Activate Property Notify TM of Completion Generate Property ID CheckTaskStatusAfterGeneratingPropID - Request New Property Create New Site for Property Close Property Assign PA Confirm Property Date Confirm Attachments Confirm No Duplicates Generate Property ID Activate Property Notify TM of Completion Assign PA Confirm Property Date Confirm Attachments Create New Site for Property Generate Property ID Activate Property Notify TM of Completion Notify TM and Confirm Surrender Terms Received Copy of Confirm Exit of Property Confirm Security Deposit Return Notify IT of Closure Trigger CAM Reconciliation Cancel Utilities FFE Recapture Notification Cancel Insurance Cancel Parcel Close Leases Close Site Confirm Ready to Close Close Property Notify Stakeholders

274 Chapter A: Appendix Transaction and Related Tasks iv LEASE Actions Transaction Names Tasks Request New Property <Property Name>Request New property Assign PA Confirm Property Data Confirm Attachments Confirm No Duplicates Create New Site for Property Generate Property ID Activate Property Notify TM of Completion Generate Property ID CheckTaskStatusAfterGeneratingPropID - Request New Property Create New Site for Property Close Property Assign PA Confirm Property Date Confirm Attachments Confirm No Duplicates Generate Property ID Activate Property Notify TM of Completion Assign PA Confirm Property Date Confirm Attachments Create New Site for Property Generate Property ID Activate Property Notify TM of Completion Notify TM and Confirm Surrender Terms Received Copy of Confirm Exit of Property Confirm Security Deposit Return Notify IT of Closure Trigger CAM Reconciliation Cancel Utilities FFE Recapture Notification Cancel Insurance Cancel Parcel Close Leases Close Site Confirm Ready to Close Close Property Notify Stakeholders

275 Chapter A: Appendix Transaction and Related Tasks v LEASE STATUSES As an administrator, you should be able to move a lease record between different statuses, which are valid for your business. The RE Manager offers various pre-configured statuses on the lease entity Draft, Pending, Active, Active with Termination Planned, Active with Pending Amendment, Cancelled, Archived, Amendment, Approved, Proposed, Commenced, Inactive, Terminated, however; depending on your business requirement you may need only a few specific ones. To customize lease statuses Switch to Administration mode and set the Admin Property LeaseWF (Lease Display Workflow) to enable a new customized workflow. You can view the new workflow from the Leases module > Action > Display Workflow. This shows the new workflow and is not dependent on any of the additional pre-configured statuses provided by the RE Manager. According to the pre-configured statuses: A lease is set to Draft status upon creation. A lease is set to Active status prior to commencement for escrows using the Activate Lease action. A lease is set to Commenced status once the commencement date has been reached. Accordingly, notification is sent to the assigned Portfolio Administrator. A lease is set to Inactive upon expiration unless Month-to-Month is checked. Rents may be paid during inactive phase. Accordingly, notification is sent to the assigned Portfolio Administrator. A lease is set to Terminated (container for all leases) using the Terminate Lease action. A lease is set to Cancelled (never executed the contract) using the Cancel Lease action. SITE Actions Transaction Names Tasks Request New Property <Property Name>Request New property Assign PA Confirm Property Data Confirm Attachments Confirm No Duplicates Create New Site for Property Generate Property ID Activate Property Notify TM of Completion Generate Property ID CheckTaskStatusAfterGeneratingPropID - Request New Property Assign PA Confirm Property Date Confirm Attachments Confirm No Duplicates Generate Property ID Activate Property Notify TM of Completion

276 Chapter A: Appendix Transaction and Related Tasks vi Actions Transaction Names Tasks Create New Site for Property Close Property Assign PA Confirm Property Date Confirm Attachments Create New Site for Property Generate Property ID Activate Property Notify TM of Completion Notify TM and Confirm Surrender Terms Received Copy of Confirm Exit of Property Confirm Security Deposit Return Notify IT of Closure Trigger CAM Reconciliation Cancel Utilities FFE Recapture Notification Cancel Insurance Cancel Parcel Close Leases Close Site Confirm Ready to Close Close Property Notify Stakeholders

277 Primavera Unifier Real Estate Management Configuration Guide Version 9.10 November 2012

278 ii 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 Configuration Guide

279 CONTENTS Accounting Period Accounting Period Features Using the Accounting Period Actions Creating a new Accounting period Closing Periods Close Payable Period Close Receivable Period Close GL Period Close Tax Period Close Period Mark as Closed Mark As Current Amenities Amenities Area Area Area Types Area Use Attachment Type Attachment Type Business Roles Business Roles CPI Consumer Price Index (CPI) Adding CPI Values Primavera Unifier Real Estate Management Configuration Guide

280 Contents iv Chart of Accounts Chart of Accounts Adding Roles Companies / Cost Centers Companies / Cost Centers Operating Companies Counters Counters Entity ID Countries Countries Covenant Covenant Types Adding Covenant Type Line Item Date Templates Date Templates Distribution Lists Distribution Lists Templates Templates Floor Floor Holding Interest Holding Interest Import Mappings Import Mappings Adding New Fields Legal Classification Legal Classification Legal Entities Primavera Unifier Real Estate Management Configuration Guide

281 Contents v Lease Responsibility And Lease Types Lease Responsibility Types Lease Types Metric Type Metric Type Note Types Note Types Parking Type Parking Type Postal MSA Postal MSA Rent Roll Rent Roll (RR) Logic Report Header Report Header Responsibility / Property/ Building Types Responsibility / Property/Building Types Savings Type Savings Type Transactions and Tasks Transactions and Tasks Task Action Transaction Menu Transaction Templates Adding Tasks Primavera Unifier Real Estate Management Configuration Guide

282 Contents vi Primavera Unifier Real Estate Management Configuration Guide

283 1 ACCOUNTING PERIOD In this chapter Accounting Period Closing Periods Primavera Unifier Real Estate Management Configuration Guide

284 Chapter 1: Accounting Period Accounting Period 2 ACCOUNTING PERIOD As an administrator you can create accounting periods which includes identifying the start and end date of a period. Each payable and receivable record in the system is attached to a specific accounting period. To access the accounting period, click Data Administration > Accounting period to open the Accounting Period log. Features Following are the key actions you can perform from this module: Create a new accounting period Create future accounting periods Close an existing accounting period Set an accounting period as the current period Set an existing payable and receivable period(s) as the current or future periods Set an existing receivable period(s) as the current or future period Close an existing payable and receivable periods Close existing payable period Close an existing tax period Close a GL period(s): Mark Period as closed USING THE ACCOUNTING PERIOD ACTIONS As an administrator you can perform the following actions from the accounting period module. Creating a new Accounting period This allows you create a new accounting period for the current year as well as for the future fiscal years. By default, when a new accounting period is created (manually or through uploads), its Status including the status of payable, receivable, GL, and tax is set to Future. To set a new accounting period 1 From the Accounting Period log, click New. The Accounting period window appears as shown below. 2 Complete the fields as indicated in the table: Fields Name Fiscal Year Start Date End Date Status Do this Enter a name that uniquely identifies an accounting period. For example, or July Select a fiscal year. Select the start date of an accounting period Select the end date of an accounting period System generated. By default the status is set to Future. Primavera Unifier Real Estate Management Configuration Guide

285 Chapter 1: Accounting Period Accounting Period 3 Fields Current Period Receivable Status Payable Status Do this Select the Current Period check box ONLY if the accounting period you are creating is the current period of a fiscal year. Select the status of a receivable(s). Closed: Select Closed if receivables for the Accounting Period are closed, that is no more receivables for this period can be created. Current: Select Current if Receivables for this accounting Period are current. Future: Select Future if receivables for this Accounting Period will be processed or set to process in future. Select the status of a payable(s). Closed: Select Closed if payables for the Accounting Period are closed, that is no more receivables for this period can be created. Current: Select Current if payables for this accounting Period are current. Future: Select Future if payables for this Accounting Period will be processed or set to process in future. GL Status Tax Status Record Last Updated Date Status Last Updated Date Record Created Date Record No. Select the status of a GL account. Closed: Select Closed to include GL account(s) in the closed status. Current: Select Current to include GL account(s) in the current status. Future: Select Future to include GL account(s) earmarked for future use. Select the status of a tax record. Closed: Select Closed if the tax payables for this accounting Period are Closed (no more outstanding tax payables for this Period). Current: Select Current if Tax Payables for this Period are current. Future: Select Future if tax Payables for this accounting Period will be processed in future. System generated with the record last modified date and time. System generated with the status last modified date and time. System generated with the record created date and time. System generated with the record number. The format of Record number is AcctPeriod-<system generated unique number>. 3 Click Save. This adds an accounting period record with status Future in the Accounting Period navigation log. If the newly added accounting period is a closed or past period, you can take the action Mark as Closed" to set this period as Closed. This is a bulk action that can be taken on multiple records at the same time. Primavera Unifier Real Estate Management Configuration Guide

286 Chapter 1: Accounting Period Closing Periods 4 CLOSING PERIODS The periods you can close from here are: Close Payable Period" Close Receivable Period" Close GL Period" Close Tax Period" Close Period" CLOSE PAYABLE PERIOD Use this to close a current payable period. You cannot close a payable period if it has (non-tax charge type) payables in a pending/approved/released status. To close a payable period 1 Click Data Administration > Accounting period. This shows the Accounting Period log. 2 Select a current payable period where the Payable Status field on the log is marked as Current and all payables for the period is in a Transmitted status. 3 Click Action > Close Payable Period. This changes the status of the selected payable period to Closed and performs the following: If all payables in the period are in a status of Transmitted or beyond, updates the Payable Status field on the log of the selected payable period to Closed and sets the Payable Status and Status field of the next available payable period to Current, provided all the specified terms to close the period are fulfilled. Note: If the Close Payable Period action results in closing an accounting period, then the Status field of that period should be set as Closed and Status field of the next period is set as Current. Updates the Accrual values in the payable type budget records associated with the next Accounting Period. You can view the updated accrual values from Accounting > Budget > double-click and open a payable type budget record and you can see the accrual values. Updates the Accrual Start value of the relevant budget records in the new accounting period and the Accrual End of relevant Budget records in the old accounting period. Generates new payables from all payable leases in the following statuses if the period of accounting records on these leases is within the lead time: Commenced Active with Termination Planned Active with Pending Amendment Archived The actual payable creation date depends on the Start Date of the next Accounting Period on the Current Payable Period, plus the value of the Admin Property, Payable Creation lead Time. For example, if the start date of an accounting period is 30-Oct, the Real Estate Manager adds 60 as the Payable Creation Lead Time to the start date. Primavera Unifier Real Estate Management Configuration Guide

287 Chapter 1: Accounting Period Closing Periods 5 Depending on the calculated date, the manager finds the appropriate accounting period that has the start date equal or less than the calculated date. Finds all the correspoding accounts payable records in a Scheduled or System status and for all the found accounting records, the manager generates payables. Updates the corresponding accounting record with the payable ID. Sets the Record status on the corresponding accounting record equal to the status of payables generated. Note: All Receivables / Payables must be in a transmitted status before the Period can be closed. Secondly, you cannot create receivables / payables for a closed accounting Period. Note: If the receivables, GL accounts, and tax periods associated with an accounting period are marked as closed, then the manager automatically marks the entire accounting period as Closed. CLOSE RECEIVABLE PERIOD Use this to close a current receivable period. However, all receivables in the period should be in a transmitted status before a receivable period can be closed. If a period has non-credit type receivables with a negative amount in a non-paid/ Cancelled/rejected/System status, you can successfully perform this action. The rest of the receivables for that period can be in a Transmitted/Paid/Cancelled/Rejected/System. The status of non-credit type negative receivables always stays Released and are never transmitted. You cannot perform this action if the period has non-credit negative receivables are in a Pending or Approved status. Note: if the non-credit negative receivables are in a Pending or Approved, this action will not be successful. Since Released is the final status of non-credit negative receivables and they should have reached the status in order to close their corresponding receivable period. To close a receivable period 1 Click Data Administration > Accounting period. This shows the Accounting Period log. 2 Select the receivable period status as Current. The period should have receivables in a Paid or Transmitted or System or Cancelled or Rejected status. 3 Click Action > Close Receivable Period. This action changes the Receivable Status of the selected period to Closed and performs the following: If all receivables in the period are in a status of Transmitted or beyond, updates the Receivable Status field on the log of the selected receivable period as Closed and sets the Receivable Status and Status field of the next available receivable period as Current, provided all the specified terms to close the period are fulfilled. Note: If the Close Receivable Period action results in closing an accounting period, then the Status field of that period should be set as Closed and Status field of the next period is set as Current. Updates the Accrual Start of relevant Budget records in the current accounting period and the Accrual End of relevant Budget records in old accounting period. Primavera Unifier Real Estate Management Configuration Guide

288 Chapter 1: Accounting Period Closing Periods 6 Updates the Accrual values in the receivable type budget records associated with the next Accounting Period. You can view the updated accrual values from Accounting > Budget > double-click and open a receivable type budget record and you can view the accrual records. Note: This action does NOT closes Receivable, Tax, and GL account periods. Note: If the payables, GL accounts, and tax periods are associated with an accounting period are marked as closed, then the system automatically marks the entire accounting period as Closed. Generates new receivables from all leases in the following statuses if the period of accounting records on these leases is within the lead time: Commenced Active with Termination Planned Active with Pending Amendment Archived The actual receivable creation date depends on the Start Date of the next Accounting Period on the Current Receivable Period plus the value of the Admin Property, Receivable Creation lead Time. For example, if the start date of an accounting period is 30-Oct, the Real Estate Manager adds 60 as the Receivable Creation Lead Time to the start date. Depending on the calculated date, the manager finds the appropriate accounting period that has the start date equal or less than the calculated date. Finds all the correspoding accounts receivable records in a Scheduled or System status and for all the found accounting records, the manager generates receivables. Updates the corresponding accounting record with the receivable ID. Sets the Record status on the corresponding accounting record equal to the status of receivables generated. Note: The final state of Negative Receivables of non-credit type is 'Released'. These receivables do not need to be Transmitted to ERP systems and are not meant to be Paid. Note: If the payables, GL accounts, and tax periods associated with an accounting period are marked as closed, then the manager automatically marks the entire accounting period as Closed. CLOSE GL PERIOD You can close a current GL Period only. 1 Click Data Administration > Accounting period. This shows the Accounting Period log. 2 Select a accounting period with GL (account) status as Current. 3 Click Action > Close GL Period. This closes the selected GL period and performs the following: Updates the GL Status field of the GL period on the log as Closed. Marks the next available GL period as current and updates the GL Status field of that period as Current, provided all terms to close the period are fulfilled. Finds the next accounting period and updates the Status field of that period as Current. Primavera Unifier Real Estate Management Configuration Guide

289 Chapter 1: Accounting Period Closing Periods 7 Note: If the Payable, Tax, Receivable associated with a GL period are marked as closed, then the manager automatically marks the entire accounting period as Closed. Note: If the selected Accounting Period is Current, there are two accounting periods marked as current. In this case, there will be two accounting periods with status as Current. CLOSE TAX PERIOD Use this to close a current tax period, provided all its corresponding tax type payables are in a Transmitted. You cannot close a tax period if it has a payable(s) or receivable(s) in pending/approved/released status. To close a tax period 1 Click Data Administration > Accounting period. This shows the Accounting Period log. 2 Select a tax period with a Current status. 3 Click Action > Close Tax Period. This closes the tax period and performs the following: Updates the Tax Status field of the tax period on the log as Closed. Marks the next available tax period as current and updates the Tax Status field of that period as Current, provided all terms to close the period are fulfilled. Updates the Status field of the next accounting period as Current. Note: If payables, receivables, GL periods associated with a tax period are marked as closed, then the manager automatically marks the entire accounting period as Closed. Note: If the Close Tax Period action results in closing an accounting period, then the Status field of the affected period should be set as Closed and Status field of the next period is set as Current. Provided all the specified terms to close the tax period are fulfilled, generates payables or receivables for leases in these statuses: Commenced, Active with Termination Planned, Active with Pending Amendment, and Archived. Updates the Accrual values (Accrual Start for the next accounting Period, Accrual End of the selected accounting period) in the budget records of tax type Charge Type for the current and the next Accounting Period. You can view the updated accrual values from Accounting > Budget > double-click and open a tax type Charge Type type budget record. CLOSE PERIOD Use this to close an entire accounting period and sets the next available period as the Current accounting period. In addition, it also derives the accrual values (budget) from the closed accounting period and updates the accrual values (budget) of the next Accounting Period. This action can only be taken if all Payables/ receivables associated with the selected accounting period are in a Transmitted status. If there are any open payables/receivables, the action cannot be taken. If an accounting period has some negative non-credit type receivables in a Released status and all other receivables for that period are in a Transmitted/Paid/Cancelled/Rejected/System, you perform 'Close Period' / 'Close Receivable Period' action. Primavera Unifier Real Estate Management Configuration Guide

290 Chapter 1: Accounting Period Closing Periods 8 A non-credit type negative receivables always stays in a Released status and are never transmitted. You cannot perform this action if the period has non-credit negative receivables are in a Pending or Approved status. You can also perform this action if the only non-paid/transmitted/cancelled/rejected/system records are non-credit type negative receivables ' To close an accounting period 1 Click Data Administration > Accounting period. This shows the Accounting Period log. 2 Select an accounting period in a Current status. 3 Click Action > Close Period. This changes the status of the selected accounting period to closed and performs the following: Marks the period as closed and updates the Status field of the period on the log as Closed Marks the next accounting period as current and updates the Status field of the next accounting period as Current, provided all terms to close the accounting period are fulfilled. Sets the status of the corresponding payables, receivable, GL, and tax as Closed. Updates the Accrual Start of all budget records in the next accounting period, which is now current, and Accrual End of all Budget records in selected accounting period, which is now marked as closed. Provided all the specified terms to close the period are fulfilled, generates payables and receivables from all leases in these statuses Commenced Active with Termination Planned Active with Pending Amendment Archived Generates new payables and receivables for the next or future accounting periods depending on the start Date of the next Accounting Period on the current Period plus the value of the Admin Property, Receivable or Payable Creation lead Time. Depending on the calculated date, the manager finds the appropriate accounting period that has the start date equal or less than the calculated date. Finds all the correspoding accounts records in a Scheduled or System status and for all the found accounting records, the manager generates receivables and payables. Updates the corresponding accounts receivable record with the receivable ID and accounts payable record with the payable ID. Sets the Record status on the corresponding accounting record equal to the status of receivables and payables generated. Key Points Whenever you Close an Accounting Period OR Close Payable Period AND all other record statuses (Receivable, Tax, GL) are already closed, it results in a Close Period. Whenever you Close an Accounting Period or Close Receivable Period AND all other record statuses (Payable, Tax, GL) are already closed, it results in a Close Period. Whenever you Close an Accounting Period OR Close Tax Period AND all other statuses (Payable, Receivable, GL) are already closed, it results in a Close Period. Primavera Unifier Real Estate Management Configuration Guide

291 Chapter 1: Accounting Period Closing Periods 9 Whenever you Close an Accounting Period Or Close GL Period AND all other statuses (Payable, Tax, Receivable) are already closed, it results in a Close Period. When you close an accounting Period, it generates payables/receivables (depending on the period type). MARK AS CLOSED Use this to close multiple accounting periods. Accounting records, which are actually closed, but show a status of Future can be marked as Closed by using this bulk action This action is mostly used when you import data into the application for setting it up for endusers. This creates a new accounting period. By default, when you create a new accounting period the status is marked as Future. You (an administrator) can use this action to set the status of the past accounting periods as Closed. While marking an accounting period as close, the manager doesn t check the status of the payables, receivables, GL, and tax associated with the period. 1 Click Data Administration > Accounting period. This shows the Accounting Period log. 2 Select more than one accounting period with a status of Future by holding down the CTRL key. 3 Click Action > Mark as Closed. This shows the following message. This action will mark the selected Accounting Periods as 'Closed'. This will NOT check if the selected Periods have any open Payables / Receivables. OK to proceed? 4 Click OK. This closes the selected accounting period and marks the status of corresponding payables, receivables, GL, and tax records associated to the selected accounting period as Closed and updates the change of status date and time in the Record Last Updated Date column in the log. This action changes the status of the selected Periods as Closed. It also marks the Payable / Receivable / GL / Tax statuses as Closed. The status of the Periods is Future by default. MARK AS CURRENT Use this to mark a period as current. 1 Click Data Administration > Accounting period. This shows the Accounting Period log. 2 Select more than one accounting period with a status of Future by holding down the CTRL key. 3 Click Action > Mark as Current. Primavera Unifier Real Estate Management Configuration Guide

292 Chapter 1: Accounting Period Closing Periods 10 Primavera Unifier Real Estate Management Configuration Guide

293 2 AMENITIES In this chapter Amenities Primavera Unifier Real Estate Management Configuration Guide

294 Chapter 2: Amenities Amenities 12 AMENITIES This module allows you to add amenities related information can be associated to a property(s). A property can have one or more amenities, for example, ATM, auditorium, or any additional facility. After the Administrator user creates amenity records in this module, the end-users (e.g. Real Estate Manager, facility manager) can associate amenities to a property from the Properties > double-click and open a property > Amenities tab. To create a amenity 1 From the Administration > Amenities log, click New. 2 Complete the fields as indicated in the table. In this field Name Description Do this Enter a name of an amenity (e.g. parking, ATM) Enter a brief description of an amenity. 3 Click Save. This creates a new amenity record in the manager. Primavera Unifier Real Estate Management Configuration Guide

295 3 AREA In this chapter Area Primavera Unifier Real Estate Management Configuration Guide

296 Chapter 3: Area Area 14 AREA AREA TYPES This module can be used to capture area classifications for a Property / Lease. Depending on the type of a property / lease, you can associate those with different area types, which includes both exterior and interior area details. To add an area type 1 From the Administration >Area Types log, click New. 2 Complete the fields as indicated in the table. In this field Name Description Entity Area Classification Do this Enter a name that best characterizes an area (for example, unusable area, vacant area, rentable Area, etc.). Enter a detail description of an area Select the entity to associate an area. Select the type of area. This determines the measurement of the rentable area. Exterior Gross: Select this if the area is the total floor area contained within the measure line generally the outside surface of the exterior enclosure of building including structured parking. The overall area of a floor or footprint of the building Interior Gross: Select this if the area is an enclosed area of a building or property within the external walls. The gross internal floor area of a building is the area measured to the internal face of the perimeter wall for each floor level. It includes areas occupied by internal walls and partitions, columns, piers and other internal projections, internal balconies, stairwells, toilets, lift lobbies, fire corridors, atria measured at base level only, and covered plant rooms. It excludes the perimeter wall thickness and external projections, external balconies and external fire escapes. Furthermore, unused areas such as unheated cellars or lofts are not included in the gross internal floor area Rentable (Per Contract): Select this if the area is an interior space for which the rent is charged to each tenant. Rentable (Measurable): Select this if the rent is calculated on the basis of the per square feet of the rentable space. Usable Area: Select this if the area is an interior part of a building floor inside the permanent walls separating one tenant s space from that of other tenants on the same floor (for example, office space). Usable area typically excludes areas taken up by columns, walls, mechanical rooms, and shafts and other non-usable space Interior Planning Area: Select this if the area current status of properties is within the planning area Assignable Area: Select this if the area is classified according to the sum of the total area assigned to an occupant. Land: Select this if the area is a land. Building: Select this if the area is a building. Vacant: Select this if the area is a vacant property. 3 Click Save. This allows end-users to associate Area Types to a Property / Lease from the Property / Lease module using the Area tab. Primavera Unifier Real Estate Management Configuration Guide

297 Chapter 3: Area Area Use 15 AREA USE This module allows you to capture description of an area usage in a building (or property). To create an area use type 1 From the Administration > Area Use Type log, click New. 2 Complete the fields as indicated in the table. In this field Name Usage Type Description Status Do this Enter a name (e.g. ATM, parking) that best describes the use of an area (e.g. site, property). Select the category of the usage type (Land / Building / Vacant) Enter a brief description of an area usage type. System-populated with the default Active status. 3 Click Save. This adds a new type of area usage record to the log with in an Active status. Both Area Use and Area Types fields are part of Add Area form (available from the Area tab > Add Area). The Area Use rolls up to the Properties and Leases modules and shows up as a record in the Area Use Type picker once you click Use Type field on the Add Area form. The Area Type rolls up to the Properties/Lease module and shows up as a record in the Area Type picker once you click Area Type field on the Add Area form. Primavera Unifier Real Estate Management Configuration Guide

298 Chapter 3: Area Area Use 16 Primavera Unifier Real Estate Management Configuration Guide

299 4 ATTACHMENT TYPE In this chapter Attachment Type Primavera Unifier Real Estate Management Configuration Guide

300 Chapter 4: Attachment Type Attachment Type 18 ATTACHMENT TYPE This module allows you to specify attachment types that end-users will be able to use to categorize an attachment while uploading it onto the system. To create an attachment type 1 From the Attachment Type node, click New. 2 Enter the value In the Document Type field, (for example, lease agreement). Note: A document type represents an attachment type. 3 Complete the fields as indicated in the table: Fields Document Type Status Status Last Updated Record Last Updated Date Record Created Date Record No. Do this Enter the type of document that end-users you will use to categorize attachments. The value you type will appear in the Document Type/Attachment Type picker on any modules to which attachments can be made. For example, Lease, Property, Site, Company, etc. This field is viewable from the Attachments tab of any module. For example, In the Properties node > double-click and open a property > Attachments tab > Action > Upload Attachment > Document Type field. System generated. By default the status is set as Active. System generated with a record status last updated date. System generated with a record last updated date. System generated with the creation date of a record. System generated with a record number. 4 Click Save. This adds a new attachment type to the system. Note: When an attachment is uploaded to a module and if a DM path has been specified for that module in the Administrative Properties (dm_path_<entity name>), the attachments gets automatically published to the Unifier Company Document Manager (DM) folder specified by the administrator. If the DM path has been NOT been specified, the attachments are not published to the specified location. Primavera Unifier Real Estate Management Configuration Guide

301 5 BUSINESS ROLES In this chapter Business Roles Primavera Unifier Real Estate Management Configuration Guide

302 Chapter 5: Business Roles Business Roles 20 BUSINESS ROLES This module allows you to create new business roles. These roles are different from the system roles. To create a business role 1 From the Business Roles log, click New. 2 Complete the fields as indicated in the table. In this field Name Description Portfolio Default Transaction Default Do this Enter a name that best describes a business role (e.g. portfolio analyst, site manager). Enter a brief description of the role (for example, a site manager, asset manager). Select Yes if this role is the default Portfolio administrator / Portfolio analyst role. The roles that are set as Yes, show up in the Contact Roles picker once you select Portfolio Analyst field on the New Property Request form. Select Yes if this role is the default Transaction administrator / Transaction Manager role. The roles set that are as Yes here, show up in the Contact Roles picker once you select the Asset Manager field on the New Property Request form. 3 Click Save. This adds a new business role with status Active in the Business Roles log. Primavera Unifier Real Estate Management Configuration Guide

303 6 CPI In this chapter Consumer Price Index (CPI) Primavera Unifier Real Estate Management Configuration Guide

304 Chapter 6: CPI Consumer Price Index (CPI) 22 CONSUMER PRICE INDEX (CPI) CPI index is associated to the Leases module to facilitate base rent calculation of a lease term. It determines the inflation rate for the current and future fiscal years. The index values specified in the CPI module influences the increase of the periodic base rent. To create CPI Indexes 1 From the CPI Indexes log, click New. 2 Complete the fields as indicated in the table. In this field CPI Name Description Base 100 Year Do this Enter a CPI name. Enter a brief description of a brief description of a CPI. Select the Base Year for the CPI Index. Base Year represents the year when the Index value is 100. The index value for all other years represents the inflation since the base year. If the base year is 1984, An Index of 185 indicates 85% inflation since 1984 Note: Depending on Inflation rate, index values will differ from year to year. 3 Click Save. This adds a CPI Index record to the log and opens up CPI Values tab where you can add CPI values. Adding CPI Values The CPI value you specify here, directly influences the rent calculation and rent charges. 1 In the CPI Values tab, click Action > Add Value. 2 Complete the fields as indicated in the table. Fields Month Year Index Value Effective Date Do this Select a month. You cannot assign two CPI Index values for the same month. Select a fiscal year. You cannot assign two CPI Index values for the same year. Enter an index value. In the United States CPI value is determined by the Bureau of Labor Statistics The value you enter here is used for calculating charge schedules, which are marked as CPI. Do not assign two CPI Index values for the same year / month. For example, for the CPI Index value, All Urban Consumers, is assigned to April Therefore, you cannot add another CPI index value for the same year (2012) and month (April). Select a start date. Primavera Unifier Real Estate Management Configuration Guide

305 Chapter 6: CPI Consumer Price Index (CPI) 23 3 Click OK. The CPI Index rolls up to the Leases modules and shows up as a record in the CPI Indexes picker once you click CPI Index field on the Mark Charge as CPI form available from the Charge Schedule tab. Note: When you add CPI values through.csv and if the file has rows with duplicate values or has CPI Index value, which is already existing in the Real Estate manager, the import will not be successful. For example, you cannot create CPI Index records using.csv file which has two rows with the same year, May Primavera Unifier Real Estate Management Configuration Guide

306 Chapter 6: CPI Consumer Price Index (CPI) 24 Primavera Unifier Real Estate Management Configuration Guide

307 7 CHART OF ACCOUNTS In this chapter Chart of Accounts Primavera Unifier Real Estate Management Configuration Guide

308 Chapter 7: Chart of Accounts Chart of Accounts 26 CHART OF ACCOUNTS This module allows you to add GL accounts and charge types and associate business roles to it. A GL Account / Charge Type can be categorized as Expense or Income or Both. Note: A GL account can be associated to multiple Charge types. To add accounts 1 In the Chart of Accounts log, click Action > New. 2 Complete the fields as indicated in the table. Fields Identifier Status Charge Type GL Account Tax Type Expense or Income Invoice As Include in SL Rent Description Record Last Updated Date Status Last Updated Date Record Created Date Record No. Do this Enter a name that uniquely identifies an account. System-generated with the default status value. By default the status of a new account is Active. Enter a charge type. Enter a GL account number. Select Yes if an account is the tax type account. Select Income if an account is an Income type account. Select Expense if an account is an expense type account. Select Both if the account applies to both Expense & Income. Select Charge if the account should be invoiced as a Charge. A charge type invoice allows an end-user to add additional charges to an invoice. For examples tax amount, etc. Select Fee if the account should be invoiced as a Fee. A fee type invoice allows an end-user to add fee-related charges to an invoice. For example, late fee amount, etc. This field determines if an account is of charge type or Fee type. Select Yes if the charges of this account is used in Straight Line Rent Calculation. Enter a brief description of the account. System-generated with a record last modified date and time. System-generated with a record status last modified date and time. System-generated with a record creation date and time System-generated with a record number in the format: CTGLA - <number generated according to the serial order of records in the navigation log>. 3 Click Save. This adds a new account to the Charts of Accounts log and enables the Roles tab. The account rolls up to the Leases and Accounting-related modules and shows up as a record in the Chart of Account picker once you click Charge Type field on the action forms. ADDING ROLES You can add a business role(s) to an account. The role you add here is responsible to approve charges associated with an account and process requests for endorsements. You can add more than one business roles to an account. Primavera Unifier Real Estate Management Configuration Guide

309 Chapter 7: Chart of Accounts Chart of Accounts 27 To add a business role 1 From the Roles tab, click New > select a business role. A new business role is added to the Roles log with a default value of Optional in the Approval Required column. 2 You can change the value in the Approval Required column. The Approval Required field represents whether the approval of this Role is Required or Optional or Final to approve a charge associated with a given account. To update Approval Required column 1 Double-click and open a role from the Roles log. 2 From the Approval Required field, select Required to mark a role as a mandatory role for the approval of a specific account. 3 Select Final if the role is the final approver of a charge or an endorsement. The Final Approval also signifies that all other approvals must be complete before a user of this role can approve a charge. Once the user in the role approves a charge, the charge is marked as Approved. The charge cannot be marked as Approved until the user with a Final Role performs an Approve on the Charge. 4 Click Save and Close. This updates the Approval Required column in the Roles Log. Primavera Unifier Real Estate Management Configuration Guide

310 Chapter 7: Chart of Accounts Chart of Accounts 28 Primavera Unifier Real Estate Management Configuration Guide

311 8 COMPANIES / COST CENTERS In this chapter Companies / Cost Centers Operating Companies Primavera Unifier Real Estate Management Configuration Guide

312 Chapter 8: Companies / Cost Centers Companies / Cost Centers 30 COMPANIES / COST CENTERS This module allows you to associate an operating company to a relevant cost center. To add Companies / Cost Centers 1 From the Companies & Cost Centers log, click New. 2 Complete the fields as indicated in the table. In this field Company Cost Center Cost Center Description Identifier Status Do this Select an operating company Enter a cost center name or number. Enter a cost center description. Enter a text that uniquely identifies the Company / Cost Center combination, for example, a concatenation of the Operating Company number and Cost Center name, etc. System generated. By default the status is Active 3 Click Save. This creates a new cost center in an Active status The Company / Cost Center shows up as a record in the Companies / Cost Centers picker once you click on the Cost Center field. Primavera Unifier Real Estate Management Configuration Guide

313 Chapter 8: Companies / Cost Centers Operating Companies 31 OPERATING COMPANIES This module allows you to add partner companies and operating companies details. To create an operating Company 1 From the Operating Companies log, click New. 2 Complete the fields as indicated in the table. In this field Name Description Do this Enter a company name. Enter a description of an operating company (e.g. KeyBank National Association). 3 Click OK. This adds an operating company record to the log with status Active. The operating company shows up as a record in the Operating Companies picker once you click on the Company field. Primavera Unifier Real Estate Management Configuration Guide

314 Chapter 8: Companies / Cost Centers Operating Companies 32 Primavera Unifier Real Estate Management Configuration Guide

315 9 COUNTERS In this chapter Counters Primavera Unifier Real Estate Management Configuration Guide

316 Chapter 9: Counters Counters 34 COUNTERS This module allows you to set up a valid prefix and incremental values for the ID field of the Real Estate Manager modules, for example, Site ID, Property ID, Lease ID, Parcel ID. Each module has a unique ID. See Entity ID" topic for the list of entity ID. To create a counter 1 From the Counters log, click New. 2 Complete the fields as indicated in the table. In this field Counter ID Do this Enter a valid entity ID in a correct format, for example, BillID, InvoiceID, PropertyID, etc. If you enter wrong entity ID the system will fail to establish the association between counter values and the ID field in the respective entities. Prefix Next Value Oracle Primavera will help you setup the correct ID values for all entities. The user must enter the ID as specified in the table under Entity ID section. Enter an appropriate prefix value. This determine the format of the ID of any entity. Enter an incremental value of the counter. This value acts as a counter that determines the first value and the subsequent incremental values in the ID field. For example, if the Prefix is 'STE - and the Next Value set for Site ID is 1103, this means the first record in the Sites log will begin with the Site ID of STE-1103 and the next record will (increment) to ID STE-1104 and 1005, and so on. Note: The Prefix value and Next Value records you add here will reflect the values in the ID fields of the modules. 3 Click Save. Entity ID Entity ID is a unique number that gets associated with each record of a module (e.g. Properties, Site, etc.) that uniquely identifies a record in the Real Estate Manager. It offers flexibility to users to define their own IDs depending on their business requirements. The Record No. field as found in the navigation logs also has similar functionality, but, it is system-generated where an user has no control on how it is defined, used, and displayed. The following table lists the modules names and the corresponding ID number, prefix values, and incremental values as predefined by Oracle Primavera. The values in the Prefix and Incremental/ Next Value columns are examples and can be changed. Depending on your requirement, you can assign any incremental value to entity IDs and the increment will take place accordingly. Entity Name Entity/Counter ID Prefix Incremental/Next Value Site SiteID STE- 112 Property PropertyID PID Lease LeaseID LSE- 1 Primavera Unifier Real Estate Management Configuration Guide

317 Chapter 9: Counters Counters 35 Entity Name Entity/Counter ID Prefix Incremental/Next Value Lease Covenant Lease CoveID COV- Parcel Parcel ID PCL- 10 Company CompanyID CO- 14 Contact ContactID CONT Invoice InvoiceID INV- 3 Bill BillID BILL 6 Accounting AcctID ACC Batch BatchID BAT Import Batch ImportBatchID BAT- 10 Cash Receipt CashReceiptID CR Journal Entry JournalEntryID GL- 2 Receivable ReceivableID REC Payable PayableID PAY- 49 Transaction TransID TID- 13 Task TaskID TASK- 34 Primavera Unifier Real Estate Management Configuration Guide

318 Chapter 9: Counters Counters 36 Primavera Unifier Real Estate Management Configuration Guide

319 10 COUNTRIES In this chapter Countries Primavera Unifier Real Estate Management Configuration Guide

320 Chapter 10: Countries Countries 38 COUNTRIES This module allows you to add country names including its currency, land/building measurement system information. To create a country 1 From the Countries log, click New. 2 Complete the fields as indicated in the table. In this field Name Description Currency Units (Land) Units (Building) Do this Enter a country name (Do not enter abbreviate). Enter brief description of a country. Select a currency type of a country Select a land measurement standard Select a building area measurement standard 3 Click Save. This adds a new country record to the log. The records you create show up as a record in the Countries picker once you click on the Country field found on the action forms available from the Lease, Sites, Properties, Parcels, Contacts, Postal MSA, Report Header, and Companies modules. Primavera Unifier Real Estate Management Configuration Guide

321 11 COVENANT In this chapter Covenant Types Primavera Unifier Real Estate Management Configuration Guide

322 Chapter 11: Covenant Covenant Types 40 COVENANT TYPES This module allows to define covenant types required during the lease terms to formalize lease agreements with vendor companies. To create a covenant type 1 From the Covenant Type log, click New. 2 Complete the fields as indicated in the table. In this field Name Type Category Date Type Status Default Do this Enter a covenant name. Select the purpose of the covenant. For example, selecting Go Dark allows a tenant to discontinue any operation in its leased space, but continues to pay rent to the landlord. Select the covenant type. Select Option for the option type covenant. Select Clause for the clause type covenant. Select Renewal for the renewal type covenant. Select the date template. This determines the type of date record gets generated in the Dates tab. System-populated with the default Active status. Select Yes to mark this as the default covenant. Otherwise, select No. 3 Click Save. This shows as a record in the Covenant picker, depending on the category of the covenant selected. If you have selected an clause type (Category) covenant, the record shows up in the Covenant picker once you click on the Clause Type field on the Add Clause form available from the Covenants > Action > Add Clause. If you have selected an option type (Category) covenant, the record shows up in the Covenant picker once you click on the Option Type field on the Add Option form available from the Covenants > Action > Add Option. If you have selected an renewal type (Category) covenant, the record shows up in the Covenant picker once you click on the Option Type field on the Add Renewal form available from the Covenants > Action > Add Renewal. Note: The value entered as covenant type is associated to the Covenant tab found in the Lease entity. Adding Covenant Type Line Item This allows to setup a quick-search feature that allows you to search covenant clauses on all lease records without having to look through its abstract, which has more detailed description. Using item and value combination so that I can search for Key values in a lease. Primavera Unifier Real Estate Management Configuration Guide

323 Chapter 11: Covenant Covenant Types 41 Data items for covenant To add a data item 1 From the Covenant Type log, open a covenant record. This shows the Covenant Type form. 2 In the Covenant Details tab, click Action > Add Data Item. This shows the Add Data Item form. 3 In the Covenant Data Item field, enter the keyword. 4 Click OK. This creates a new data item in the Covenant Type < Covenant Type Line log. 5 When a lease is created by an end-user, all its default covenants including the covenant details (data items) are rolled up to the lease. Primavera Unifier Real Estate Management Configuration Guide

324 Chapter 11: Covenant Covenant Types 42 Primavera Unifier Real Estate Management Configuration Guide

325 12 DATE TEMPLATES In this chapter Date Templates Primavera Unifier Real Estate Management Configuration Guide

326 Chapter 12: Date Templates Date Templates 44 DATE TEMPLATES A date template needs to created to generate date records in the Real Estate Manager. The Real Estate Manager modules use the date template to create date records. The values you define in the template are automatically rolled up to the module you specify in the template. For example, when you create a new lease record (Create Payable Lease or Create Receivable lease) a date record gets created in the Dates tab from the commencement date template. In other words, the commencement date template is rolled up to the Lease module and the records from the template is auto-populated in the Dates tab. To create a date template 1 In the Date Templates log, click New. 2 Complete the fields as indicated in the table. In this field Date Date Type Status Entity Default for Entity? Do this Enter a date template name. System-generated with the default Active status Select an entity to associate it with the template. The selected entity uses the template to generate date records. Select Yes to assign the date template as the default date template of the selected entity. For example, when you create a new lease the values in the template are auto-populated in the Dates tab and the lease record is updated with the date template ID. For example, whenever an option is added to a Lease Covenant by taking the Add Option action from the Covenant < Options relation log (on a Renewal or Option type Covenant), a corresponding Date record is created for the Lease. A date template should also be the required template of the entity. Required for Entity? Reminder Reminders Begin in Days Notice To Role Reminder Frequency in Days Escalate To Role Transaction to Trigger Record Created Date Record Created By Record Last Updated Date Select No to make the template available to all entities. Select Yes if the date template is the required template of the selected entity. The date template should also be the default date template of the entity. Enter the number by which users should get the reminder. Select the business role. This users in the role will receive notifications and reminders. Enter the number as the interval for sending reminders. Select the business role. The users in the role will be responsible for handling escalations. For example, whenever an escalation date on a Lease or Parcel or Company is reached, notification s should be sent out to the users in the selected business role. Select the transaction that will get triggered when the date template creates a date record. Shows the record created date and time. Shows the user name who created the record. Shows the record last modified date and time. Primavera Unifier Real Estate Management Configuration Guide

327 Chapter 12: Date Templates Date Templates 45 In this field Status Last Updated Date Record Updated By Status Last Updated Date Status Updated by Record Last Updated Date Record No. Do this Shows the status last modified date and time. Shows the name of the user who last modified the record. Shows the status last modified date and time. Shows the name of the user who last modified the status of the record. Shows the record last modified date and time. System-generated with a record number in the format: DateTemplatethree zeros< generated according to the serial order of the record in the Date Templates log> (example, DateTemplate-0002). 3 Click Save. This will show up as a record in the Date Template picker once you click Date Type field on the Critical Date form. Primavera Unifier Real Estate Management Configuration Guide

328 Chapter 12: Date Templates Date Templates 46 Primavera Unifier Real Estate Management Configuration Guide

329 13 DISTRIBUTION LISTS In this chapter Distribution Lists Primavera Unifier Real Estate Management Configuration Guide

330 Chapter 13: Distribution Lists Distribution Lists 48 DISTRIBUTION LISTS Use this to create a new distribution list and assign users to it. Distribution lists are rolled up to Transaction tasks and task template modules. To create a distribution list 1 From the Distribution lists log, click New. 2 Complete the fields as indicated in the table. In this field Name Entity Status Do this Enter a name of the distribution list Select an entity to make the list available to the selected entity. Enter a floor description (e.g. 1st Floor). 3 Click Save. This shows the Contacts tab. The distribution list shows up as a record in the Distribution Lists picker once you click on the Distribution List field on a transaction task form. 4 In the Contacts tab, click Action > Add Contact. The Add Contact window shows. 5 In the Contact field, select the user in order to add a user to the distribution list. 6 Click OK. This adds the contact to the distribution list. The contact record shows up in the Contacts picker once you click on the Contact Name field on the Add Contact form. Primavera Unifier Real Estate Management Configuration Guide

331 14 TEMPLATES In this chapter Templates Primavera Unifier Real Estate Management Configuration Guide

332 Chapter 14: Templates Templates 50 TEMPLATES Use this to design an template. To create an template 1 From the Templates log, click New. 2 Complete the fields as indicated in the table. In this field Name Type Status Description Do this Enter a name of the template. Select the template type. System-populated with the Active status. Enter a brief description. 3 Click Save. The template shows up as a record in the Templates picker once you click on the Template field on a transaction task form. Primavera Unifier Real Estate Management Configuration Guide

333 15 FLOOR In this chapter Floor Primavera Unifier Real Estate Management Configuration Guide

334 Chapter 15: Floor Floor 52 FLOOR Use this to create a new floor record, which gets rolled up to the Property module and is used for adding new area details to a property. The floor record you create here shows up in the Floor picker, once you click Floor Type field on the Add Area form. The form is available from the Properties log > open a property record > click Area tab > Action. To create a floor record 1 From the Floor log, click New. 2 Complete the fields as indicated in the table. In this field Floor ID Status Description Sort Order Do this Enter a floor ID. System-generated with the default Active status Enter a floor description (e.g. 1st Floor). Enter the number that sorts the record in the Floors log. 3 Click Save. Primavera Unifier Real Estate Management Configuration Guide

335 16 HOLDING INTEREST In this chapter Holding Interest Primavera Unifier Real Estate Management Configuration Guide

336 Chapter 16: Holding Interest Holding Interest 54 HOLDING INTEREST Use this to define holding interest of a property required when leasing out a property. The record you create here is rolled up to the Properties and Leases modules. To create a holding interest 1 From the Holding Interest log, click New. 2 Complete the fields as indicated in the table. In this field Holding Interest Status Description Accounting Type Entity Type Do this Enter a name that describes a holding interest of a property. System-generated with the default Active status. Enter a description. Select Receivable if the holding type is landlord / sub landlord. Select Payable if the holding type is Tenant / SubTenant. Select the entity to associate the holding interest to a particular entity. Select Any to associate it any of the Real Estate Manager entities. Select the holding interest type: Tenant: Select this if the holding interest type is tenant. In this case, accounting type is payable. Landlord: Select this if the holding interest type is landlord. In this case, accounting type is receivable. SubTenant: Select this if the holding interest type is subtenant. In this case, accounting type is payable. SubLandlord: Select this if the holding interest type is sublandlord. In this case, accounting type is receivable. Owned: Select this if the holding interest type is owned. Leased: Select this if the holding interest type is leases. In this case, accounting type is receivable. Agreement: Select this if the holding interest type of a property is based on the agreement with another landlord. In this case, accounting type is receivable. None: Select this if the holding interest type is undefined. 3 Click Save. This will show up as a record in the Holding Interest picker once you click Holding Interest field on the various actions forms related to the Properties and Leases modules. Primavera Unifier Real Estate Management Configuration Guide

337 17 IMPORT MAPPINGS In this chapter Import Mappings Primavera Unifier Real Estate Management Configuration Guide

338 Chapter 17: Import Mappings Import Mappings 56 IMPORT MAPPINGS Use this to set up validation conditions on records that are being imported into the Real Estate manager using a.csv file. Before the records are stored in the manager, validation checks are performed on the imported records. For example, when end-users import tax and budget records into the Real Estate Manager from the Imports > Import actions (Tax, Tax Pay, Budget), the manager performs validation checks on the records. To create an import mapping conditions 1 From the Import Mappings log, click New. 2 Complete the fields as indicated in the table. In this field Entity Status Description Record No. Do this Select an entity to associate the import mapping set up to the selected entity. System-generated with the default Active status. Enter a brief description. System-generated with the record number (format: ImportMap-0001). 3 Click Save. This opens up the detail page where you can define fields, map fields to a validator and an entity. Adding New Fields Use this to create fields and apply validation conditions on them to validate the imported records once they are imported into the Real Estate Manager. 4 From the Fields tab, click Action > Add New Field. 5 Complete the fields as indicated in the table. In this field CSV Field Name Mapped Field Name Entity Entity Field ID Exact Match Not Null Validator Do this Enter a field name as found in a.csv file. The Field name you enter here should match the column names in a.csv file. Enter a field name. This an alias of the CSV Field Name, which is used to map column names in a.csv with the field names in the manager. Select the entity. This maps the field to the selected entity. Enter the field ID. Select this to apply the exact match condition. The condition applies that the column names in a.csv and the field names in the manager should have an exact match. Select to restrict an end-user to import a.csv file having a null column values. Select this to map a validator to the field. CompanyStatusActive: Select this to allow the import of Companylevel records in an active status. ParcelStatusActive: Select this to allow the import of Parcel-level records in an active status. PropertyStatusActive: Select this to allow the import of Property-level records in an active status. Primavera Unifier Real Estate Management Configuration Guide

339 Chapter 17: Import Mappings Import Mappings 57 6 Click Save. This adds a new field record in the Fields tab. Repeat the above steps to add more fields. These fields show up on the Imports form once you validate import batch records. Primavera Unifier Real Estate Management Configuration Guide

340 Chapter 17: Import Mappings Import Mappings 58 Primavera Unifier Real Estate Management Configuration Guide

341 18 LEGAL CLASSIFICATION In this chapter Legal Classification Primavera Unifier Real Estate Management Configuration Guide

342 Chapter 18: Legal Classification Legal Classification 60 LEGAL CLASSIFICATION Use this to define legal possessions of companies. A legal classification record you create here will show up in the Legal Classification picker, once you select Legal Classification field in the Companies module. To create a legal classification 1 From the Legal Classification log, click New. 2 Complete the fields as indicated in the table. In this field Name Status Description Type Do this Enter a legal name. System-generated with the default Active status. Enter a brief description. Select the type that describes the legal ownership. Incorporated: Select this for a privately owned company. LLC: Select this for a Limited Liability Company (LLC). Sole Proprietorship: Select this for a single ownership company. Partnership: Select this for a company partnership. Corporation: Select this if a company is a business organization having offices in multiple locations. Cooperative: Select this if a company is held by a group of individuals, mostly for non-business needs. General / Limited / LLP: Select this if for a Limited Liability Partnership (LLP) company where some or all its partners have limited liability of a business entity. Trust / Estate: Select this if a company is a trust or a privately held estate. Other: Select other if the legal classification of a company is unlisted. 3 Click Save. This adds a new legal classification type with the default status Active to the log. Primavera Unifier Real Estate Management Configuration Guide

343 Chapter 18: Legal Classification Legal Entities 61 LEGAL ENTITIES Use this to define legal names of business organizations. A legal entity record you create here will show up in the Legal Entity picker, once you select Legal Entity field in the Properties, Lease, Parcel modules. To create a legal entity 1 From the Legal Entities log, click New. 2 Complete the fields as indicated in the table. In this field Name Description Do this Enter a legal name. This information will be used in business agreements or contracts and is relevant for taxation. Enter a brief description. 3 Click OK. This adds a new legal entity with the default status Active to the log. Primavera Unifier Real Estate Management Configuration Guide

344 Chapter 18: Legal Classification Legal Entities 62 Primavera Unifier Real Estate Management Configuration Guide

345 19 LEASE RESPONSIBILITY AND LEASE TYPES In this chapter Lease Responsibility Types Lease Types Primavera Unifier Real Estate Management Configuration Guide

346 Chapter 19: Lease Responsibility And Lease Types Lease Responsibility Types 64 LEASE RESPONSIBILITY TYPES Use this to create different lease responsibilities in the manager. The responsibility type you add here is rolled up to the Lease Responsibility Types picker that shows when you select Add Responsibility field on the Add Responsibility form available from the Responsibility tab > Add Responsibility. To create a lease responsibility type 1 From the Lease Responsibility Types log, click New. 2 Complete the fields as indicated in the table. In this field Name Status Default? Charge Type Required? Description Do this Enter a responsibility name. System-generated with the default Active status. Select Yes to mark this as the default responsibility of the selected charge type Otherwise, select No. Select a charge type. CAM: Select this if the responsibility type includes Common Area Maintenance (CAM). Insurance: Select this if the responsibility includes paying the insurance coverage. Tax: Select this if the responsibility involves paying taxes. For example, property tax, consumptive tax, etc. Other: Select this if the charge type is unlisted. The charge type is used by end-users to assign responsibility party to a it. Select this to mark this as the required responsibility of the charge type. Enter a brief description. 3 Click OK. This adds a new lease responsibility with the default status Active to the log. Primavera Unifier Real Estate Management Configuration Guide

347 Chapter 19: Lease Responsibility And Lease Types Lease Types 65 LEASE TYPES Use this to create different lease types. The lease type you create here is rolled up to the Lease Types picker, once you click Lease Type field. To create a new lease type 1 From the Lease Types log, click New. 2 Complete the fields as indicated in the table. In this field Lease Type Name Status Lease Type Do this Enter a name that describes a lease type (e.g. Ground Lease). System-generated with the default Active status. Select a lease type. Ground: Select this if it is a ground lease. This indicates that the improvements of the leased property will be owned by a property owner and taxes incurred during the lease period will be paid for by the tenant Building: Select this if a lease type is building.[need more information] Easement: Select this if a tenant have access to the rights to a property similar to that of the owner of a property. Other: Select this if a leased type is unlisted. 3 Once you click Save, the manager adds the following non-editable fields to the record. Fields Status Last Updated Date Record Last Updated Date Record Created Date Description Once you click Save, shows the status updated date and time. Once you click Save, shows the record last modified date and time. Once you click Save, shows the record created date and time 4 Click OK. This adds a new legal entity with the default status Active to the log. Primavera Unifier Real Estate Management Configuration Guide

348 Chapter 19: Lease Responsibility And Lease Types Lease Types 66 Primavera Unifier Real Estate Management Configuration Guide

349 20 METRIC TYPE In this chapter Metric Types Primavera Unifier Real Estate Management Configuration Guide

350 Chapter 20: Metric Type Metric Type 68 METRIC TYPE Use this create a metric type. To create a metric type 1 From the Metric Type log, click New. 2 Complete the fields as indicated in the table. In this field Metric Type Metric Entity Do this Enter a metric name. Select the metric type. NPV (Net Present Value): Select this if the metric type is NPV. SL Rent (Straight Line Rent): Select this if the metric type is SL Rent. Remaining Obligation: Select this if a metric type is designed to calculate remaining balance. Market Value: Select this if the metric type is based on Market Value. Select an entity to associate the metric type to an entity (e.g. Lease, Property) 3 Click OK. This adds a new metric type to the Metric Types log in an Active status. A metric record you create here is rolled up to the Properties and Leases module and shows up as a record in the Metric Type picker once you click Metric Type field on the Add Metric form from the Metric tab. Primavera Unifier Real Estate Management Configuration Guide

351 21 NOTE TYPES In this chapter Note Types Primavera Unifier Real Estate Management Configuration Guide

352 Chapter 21: Note Types Note Types 70 NOTE TYPES Use this to define different notes types, which helps in categorizing notes. To add a note 1 From the Notes Types log, click Action > Add Notes. 2 Complete the fields as indicated in the table. In this field Name Entity Description Do this Enter a name that uniquely identifies a note type. For example, Lease Comment, Lease Doc History. Select an entity. Depending on the entity you select here, the note type is rolled up to the selected entity. Enter a brief description. 3 Click OK. The note type you create here shows up in the Note Types picker once you select Note Type field in Notes tab > Action > Add Notes action form. Primavera Unifier Real Estate Management Configuration Guide

353 22 PARKING TYPE In this chapter Parking Types Primavera Unifier Real Estate Management Configuration Guide

354 Chapter 22: Parking Type Parking Type 72 PARKING TYPE Use this to create a parking type. This is rolled up to the Lease module where it is used to create a parking record in the manager. To add a parking type 1 From the Parking Type log, click New. 2 Complete the fields as indicated in the table. In this field Parking Type Status Description Type Do this Enter a parking type name. System-generated with the default Active status. Enter a brief description. Select a parking type. Reserved - Covered: Select this to add reserved as well as covered type parking. Unreserved - Covered: Select this to add unreserved as well as covered type parking. Reserved - Surface: Select this to add reserved as well as surface-level type parking. Unreserved - Surface: Select this to add unreserved as well as surface-level type parking. Undefined: Select this if the required parking type is unlisted. 3 Click Save. This creates a new parking type and shows up as a record in the Parking Type picker once you click on the Parking Space Type field in the Create Parking form. The form is available from Leases module > Lease detail page > Parking tab> Action > Add Parking action form. Primavera Unifier Real Estate Management Configuration Guide

355 23 POSTAL MSA In this chapter Postal Metropolitan Statistical Area (MSA) Primavera Unifier Real Estate Management Configuration Guide

356 Chapter 23: Postal MSA Postal MSA 74 POSTAL MSA Use this to create a Metropolitan Statistical Area (MSA) record and map it to a relevant city, county, state, and post code. To create a MSA 1 From the Postal MSA log, click New. 2 Complete the fields as indicated in the table. In this field Country County Status Post Code MSA Identifier Default? Market City Area Code State Province Do this Select a country. Enter a county name of the MSA. System-generated with the default Active status. Enter a postal code of the MSA. Note: The Post Code is used as the identifier of the MSA. Enter MSA name as defined by U.S. Office of Management and Budget. Enter an ID that uniquely identifies a record. Select this to mark the MSA as the default record of the selected Country. Enter the cities or counties that are part of the MSA. Enter the nearest metropolitan city name. Enter a telephone area code of the MSA Enter the state name of the MSA. Enter the province name of the MSA. 3 Click Save. The record you create here is rolled up to the Companies, Sites, Parcels, Properties, Leases, and Contact modules where it shows up as a record in the Postal MSA picker once you click on the Postal Code field. Note: When you update the Postal MSA on a Property and Company form (by editing the form), the corresponding latitude/longitude information also gets updated. Primavera Unifier Real Estate Management Configuration Guide

357 24 RENT ROLL In this chapter Rent Roll Primavera Unifier Real Estate Management Configuration Guide

358 Chapter 24: Rent Roll Rent Roll (RR) Logic 76 RENT ROLL (RR) LOGIC Use this to create conditions / logic for all charge types for processing one-time or recurring rent payments. For example, you can set up a rent roll logic on a charge type for auto-approving recurring or one-time payables, only if the payable amount is less than the approval limit. To create Rent Roll (RR) Logic 1 From the Rent Roll Logic log, click Action > Create RR Logic. 2 Complete the fields as indicated in the table. In this field Rent Roll Approval Logic Charge Type Auto Approval Approval Code Auto-Code One-Time or Recurring Priority Variance Limits Do this Select the charge type. This applies the rent roll logic to the selected charge type. Note: A rent roll logic determines how a payable (one-time or recurring, depending on the status) associated to the selected charge type will be processed. Select this to enable auto-approval. Enter an auto approval code for the charge type. The payables associated to the charge type are updated with the autoapproval code, once they are auto-approved a. Select this to enable auto-code. Select One-time if the logic is for one-time payment. Select Recurring if the logic is for recurring rent payment. Set the priority level of the rent roll logic. Allows you to define variance limit for processing payables associated to the selected charge type. For example, a payable in order to get autoapproved should not exceed the maximum positive accrual and maximum negative accrual amount specified in the logic. If the amount on a payable, exceeds the approval limit, it cannot be auto-approved Max Negative Accrual Variance Max Negative Annual Variance Max Negative Budget Variance Max Negative Period Variance Approval Limit Max Positive Accrual Variance Max Positive Annual Variance Max Positive Budget Variance Max Positive Period Variance Enter the maximum accrued negative amount allowed. Enter the maximum negative amount allowed annually. Enter the maximum accrued negative budget value allowed. Enter the maximum negative accrual amount allowed on the accounting period associated to the charge type. Enter the maximum amount approval allowed the charge type. Enter the maximum accrued positive value allowed. The value stipulates the auto-approval amount on a payable. If a payable amount exceeds the specified approval limit, it cannot be Auto-approved. Enter the maximum accrued positive value allowed annually. Enter the maximum positive budget value allowed. Enter the maximum positive accrual amount allowed on the accounting period associated to the charge type. 3 Click OK. This creates a new rent roll logic on the selected charge type in an Active status. The rent roll logic you create shows up as a record in the Rent Roll picker. Primavera Unifier Real Estate Management Configuration Guide

359 25 REPORT HEADER In this chapter Report Header Primavera Unifier Real Estate Management Configuration Guide

360 Chapter 25: Report Header Report Header 78 REPORT HEADER Use this to set up the design of user-defined reports. This enables end-users to create and design standardize reports with customized logos and content according to a vendor company. To create a report header 1 From the Report Header log, click New. 2 Complete the fields as indicated in the table. In this Field Header Name Company Footer Logo Address Line 1, Address Line 2, Address Line 3, Country Post Code City System Information Record No. Record Created Date Record Last Updated Date Do this Enter the content of a report header. Enter a company name. Enter the content of a report footer. Enter a logo. An end-user should be able to change the logo according to vendor companies. Enter a company address. Select a country Select a post code of a company Selecting a post code auto-populates City, State, Country, MSA Market, Area Code fields. Shows the record number. Shows the record created date and time. Shows the record status last modified date and time. 3 Click Save. Primavera Unifier Real Estate Management Configuration Guide

361 26 RESPONSIBILITY / PROPERTY/ BUILDING TYPES In this chapter Responsibility / Property / Building Types Primavera Unifier Real Estate Management Configuration Guide

362 Chapter 26: Responsibility / Property/ Building Types Responsibility / Property/Building Types 80 RESPONSIBILITY / PROPERTY/BUILDING TYPES This module allows you to categorize a property according to its physical identity and holding interest and associates it with its appropriate shell template. To create Responsibility / Property/Building Types 1 From the Responsibility / Property/ Building Types log, click New. 2 Complete the fields as indicated in the table In this Field Responsibility Status Property Type Identifier Building Type Description Shell Template Name Do this Enter a responsibility details or a holding interest of a property. System-generated with the default status. Enter a property type (e.g. land, building). Enter an identifier that uniquely identifies a record. Enter a property name that describes the use of a property (e.g. parking, shopping mall, data center). Enter a brief description of a property. Enter a shell template name to associate a property to Unifier shell. For more information on Real Estate Manager and Unifier Shell integration, see Real Estate Manager and Unifier Integration section in the Administration Guide. 3 Click Save. This adds a new property type information. This will show up as a record in the Responsibility / Property/Building Types picker once you click Responsibility field on the action forms available from the Properties module. Primavera Unifier Real Estate Management Configuration Guide

363 27 SAVINGS TYPE In this chapter Savings Type Primavera Unifier Real Estate Management Configuration Guide

364 Chapter 27: Savings Type Savings Type 82 SAVINGS TYPE This module allows you to add various savings types that can be used for budgeting or other accounting related purposes. The record you create here will show up in the Savings Type picker, once you click on the Savings Type field on the Add Savings form. To create new savings type 1 From the Savings Type log, click New. 2 Complete the fields as indicated in the table. In this field Savings Type Status Description Record No. Display Status Record Created Status Last Updated Record Last Updated Do this Enter a name that describes the type of savings System-generated with the default active status. Enter brief description of a savings type. System-generated with a record number. System-generated with a display status. System-generated with a record created date and time. System-generated with a record status last updated date and time. System-generated with a record last updated date and time. 3 Click OK. This adds a new savings type on the log. Note: The records you create here are used by end-users to add new savings records from the Property > Savings tab. Primavera Unifier Real Estate Management Configuration Guide

365 28 TRANSACTIONS AND TASKS In this chapter Transactions and Tasks Primavera Unifier Real Estate Management Configuration Guide

366 Chapter 28: Transactions and Tasks Transactions and Tasks 84 TRANSACTIONS AND TASKS TASK ACTION Use this to associate a task action to a task. These actions are also available from the respective module. For example, if a task is marked as auto-complete and if it has a task action, for example, Create Payable Lease associated with it, the task action is executed automatically and the task is marked as Complete. To create a new task action 1 From the Task Action log, click New. 2 Complete the fields as indicated in the table In this Field Name Task Action Entity Status Do this Enter a task name. Select a task action. This triggers another action. Select an entity. This associates a task to an application entity. System-generated once you click Save. By default the status is Active 3 Click OK. This creates a task action and shows up as a record in the Task Action picker once you click on the Task Action field on the task form available from the Transactions module > open a transaction > Tasks tab > open a task to view the Task Action field. TRANSACTION MENU Use this to associate a transaction as a menu item. To create a new transaction menu 1 From the Transaction Menu log, click New. 2 Complete the fields as indicated in the table In this Field Menu Item Entity Description Status Do this Enter a task name. Select an entity. This associates a task to an application entity or module. Enter a brief description. System-generated once you click Save. By default the status is Active 3 Click OK. TRANSACTION TEMPLATES Use this to create transaction templates and associate it with an entity. A transaction includes tasks that need to be completed for successful completion of an action. Primavera Unifier Real Estate Management Configuration Guide

367 Chapter 28: Transactions and Tasks Transactions and Tasks 85 To create a transaction template 1 From the Transaction Templates log, click New. 2 Complete the fields as indicated in the table In this Field Transaction Setup Transaction ID Name Status Expected Duration Entity Action Menu Assigned Transaction Description Record No. Record Created Date Status Last Updated Date Record Last Updated Date Do this Enter a transaction ID that uniquely identifies a transaction. Enter a transaction name. System-generated once you click Save. By default the status is Active Total time requires to complete a transaction Select an entity to associate a transaction template to an entity. Select an entity action to assign it to a transaction template. This will enable an action to trigger the transaction template. For the list of transaction templates, see Transaction and Related Tasks in the User Guide. Enter transaction details. System-generated with a record number that uniquely identifies a transaction in the system. System-generated with record creation date and time. System-generated with record status last modified date and time. System-generated with record last modified date and time. 3 Click OK and it opens up a Detail form with additional tabs as discussed in the following sections. Adding Tasks Once you create a transaction template you need to add tasks to it. A transaction task acts as a prerequisite for entity actions. For example, in order to close a property, a site manager may initiate a request by navigating to Sites > Actions > Close Property. This generates a transaction and associated tasks that need to be completed to successfully process the close property request. To add a task 1 From the Tasks tab, click Action > Add Task. 2 Complete the fields as indicated in the table. In this Field Do this Task Definition Task ID Enter an ID that uniquely identifies a task Priority Select the priority level of a task. Normal: Select this if a task has a normal priority but needs to be completed. High: Select this if a task is a mandatory action and needs to be completed to process an entity action associated with it. Low: Select this if a task has a low priority. Optional: Select this if a task is not a mandatory task. Name Enter a task name that describes the task Expected Duration (Days) Enter the processing time of a task. This depends on the priority level of a task. Primavera Unifier Real Estate Management Configuration Guide

368 Chapter 28: Transactions and Tasks Transactions and Tasks 86 In this Field Order Auto Complete Task Type Task Action Default Role Do this Enter the order by which the task will appear in a transaction template (in the Detail log). Select this to mark the task as auto-complete task. This denotes that the task will be automatically completed once its predecessor task(s) is marked as complete. The task once completed will sent an notification to the user(s) mentioned in the Task Mail field. The content of the sent is determined by the template selected from the Template field. Task Action: If a task action is associated with the task from the Task Action field, the Real Estate Manager will also automatically execute the action associated with this task. However, in case of error, the will not be marked as auto-completed and user will be presented with the option to manually complete the task. Standard: Select this to enable this task as the task that follows sequential progression or ordering defined in the transaction template. Multiple Route: This enables users to have multiple tasks as the possible route path. A task can have multiple routes. Select this to enable users to choose the next task from the list of tasks as the possible route of the completed task. This marks the selected task as Active and the current task as completed. A user can select previously completed task as the possible next route. multiple tasks qualify to be 'Next' tasks Note: You cannot mark Multiple Route task(s) as AutoComplete. Selecting this task type, shows Routes tab in the child log that lists all the possible routes of the task. In the Route tab, click Action > Add Route to add tasks as the routes of the current task. Once you perform this action, new route record is added to the log. At the end-user side, The possible route for the current task is listed in the Routes log. When a task type is marked as Multiple Route and it has multiple tasks as routes associated with it, the user has the option to select a task from the list of tasks in the Tasks > Route log as the possible route of the current completed task. However, if the user Cancels the current task, it will not be marked as Complete. The predecessor of the selected task is also inherited as the part of the selected route of a task and should be completed before marking the Active task as complete. In case, a user selects a previously completed task, then the status of the predecessor task is marked as Not Started and the task should be marked as Active once the task selected as the possible route of the current task. For example: Task A, Task B, Task C, and Task D are the possible route tasks for Task E. However, Task A, Task B, Task C, and Task D are already marked as complete. If a user selects Task D as the possible route task for Task E, Real Estate Manager marks Task D as Active and user has to complete the task including all its predecessor tasks to mark it as complete. As an administrator, you can remove the predecessor requirement. Note: All possible next tasks are called as Routes and can be seen in the Task < Routes relation log. All tasks which have an order subsequent to selected tasks (INCLUDING the task which was being completed) should be marked as 'Not Started' AND their 'Complete Date' should be reset as NULL. [This simulates going back into a loop in a WF. Auto-complete: If the selected task is the auto-complete task, then it marks the next task in order of the selected task as Active and the auto-complete is successful. Complete Transaction: Select this to enable this task as the final completion task. Select an action to associate a task to the action that will trigger this task. Select a role to associate a task to a business role who will be responsible for executing the task. End-users or business role assigned to this tasks will receive notifications on the progress of a task. Primavera Unifier Real Estate Management Configuration Guide

369 Chapter 28: Transactions and Tasks Transactions and Tasks 87 In this Field Force Task Action Predecessor Task Mail Required Distribution List Critical Dates Template Task Mail Rejection Do this Select this to enable an end-user to allow override the task sequence and end the selected task. A task can have prerequisites tasks or predecessors, which need to be completed first to successfully finish a task action. Unless, an end-user marks predecessor tasks (s) as complete a task action is not complete. Select this to enable notification to users / distribution lists who are responsible for this task. None: Select this if you do want to assign any user to the task. Assigned User - s the user who has been assigned to the task. Transaction Owner - s the user who has been assigned as the Transaction Owner of the task. Distribution List - s all the users in the distribution list that has been assigned to the task. All contacts from the distribution list should receive an using the selected template Note: 'Distribution List' has a one-to-many relation with 'Contacts'. Select this to mark the task as a mandatory task. Select this to add the cut-off date to a task. You can define critical date conditions in the Date Templates module. Select the user who will receive notification upon rejection of the task. Assigned User: Select this to send out an notification to the user assigned to the task. Transaction Owner: Select this to sent out notification to the user who has been signed as the Transaction Owner of the task. Task Description Enter brief description of a task. Information Template Select to include the template for notification. Task Mail Text Enter a text message that will be used as the template for auto-generated message. Task Mail Rejection Text Enter a text message that will be used as the template for auto-generated message sent to the assigned user(s) upon rejection of the task predefined in the Task Mail Rejection field. Record No. System-generated with a record number. Record Created Date System-generated with record creation date and time. Status Last Updated Date System-generated with status last modified date and time. Record Last Updated Date System-generated with record last modified date and time. 3 Click Save. This creates a transaction and its accompanying tasks. Primavera Unifier Real Estate Management Configuration Guide

370 Chapter 28: Transactions and Tasks Transactions and Tasks 88 Primavera Unifier Real Estate Management Configuration Guide

371 Primavera Unifier Real Estate Management Administration Guide Version 9.10 November 2012

372 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 Administration Guide

373 CONTENTS Administrative Tasks Real Estate Management Administrative Tasks Administrative Tasks Setting Properties Import and Export Records Customize Templates Create and Maintain Landing Pages Mandatory tasks Adding a Real Estate Manager tab Granting permission to the Real Estate Manager Assigning Roles to Users Deploying the Real Estate Manager Access Real Estate Manager Entities from Unifier Shells Mark Company as Designer Primavera Unifier Real Estate Management Administration Guide

374

375 1 ADMINISTRATIVE TASKS In this chapter Administrative Tasks" Mandatory tasks" Access Real Estate Manager Entities from Unifier Shells" Primavera Unifier Real Estate Management Administration Guide

376 Chapter 1: Administrative Tasks Real Estate Management Administrative Tasks 2 REAL ESTATE MANAGEMENT ADMINISTRATIVE TASKS The Real Estate Manager is pre-configured for use. However, as an administrator you can perform configuration tasks to customize the application according to your business requirements, and to prepare it for users to use. This guide is intended for the Real Estate Manager administrator to help with the basic configuration tasks for first-time use and for future administration of the manager. Primavera Unifier Real Estate Management Administration Guide

377 Chapter 1: Administrative Tasks Administrative Tasks 3 ADMINISTRATIVE TASKS In Real Estate Manager you can switch to the Administration mode to access administrative actions. There are four modules, as listed below. Directions for each module follow. Setting Properties" Customize Templates" Create and Maintain Landing Pages" Import and Export Records" SETTING PROPERTIES Properties are the attributes, or characteristics, of Real Estate Manager entities. The Properties log displays the ID, Name, Definition, Default Value, and New Value of each property. Each field, except New Value, is preset. However, in most cases, you can give the property a new value. To access Properties 1 In the Real Estate Manager navigator, click Properties. The Properties log opens. 2 Open the property for which you want to enter a new value. The table that follows contains the name of each property and a description of the action you can take. In this property field Do this Accounting Approval Method Set this to specify who can approve a payable/receivable. ByUserOnly: To allow only that user who has the required permission to approve a payable/receivable. ByUserOrRole: To allow a user who is part of a role that has the required permission to approve a payable/receivable. Allow Duplicate Site / Property Name Automatic CPI Update Select Yes to allow duplicate site or property name. You can have two sites with the same name. When you take the action Generate Shells, if there are two sites (or properties) with the same site name (or property name), this setting combines concatenates) the SiteID (or PropertyID) and site name into one, which is assigned to the shells of sites/properties. For example, when you take the action Generate Shells and if there two sites, S1 and S2 having the site name as ABC, then the shell name for S1 is updated as ABC - S1 and the new shell is named as ABC - S2. If you select Yes then, each time a site/property name is updated, the corresponding shell name is also updated. If you select No, you cannot create two shells from two sites or properties having the same name. Set the value to auto-update CPI value. Batch Payable Flag When a user takes the action Finalize rent roll, this flag is automatically set to 1. When the batch process is complete, the flag resets to zero (unchecked). Budget Level Set the level (Company, Site, Property, Lease) at which the budget summary is generated. Primavera Unifier Real Estate Management Administration Guide

378 Chapter 1: Administrative Tasks Administrative Tasks 4 In this property field Company Display Workflow Site Display Workflow Company Display Workflow Parcel Display Workflow Lease Display Workflow Property Display Workflow Default Property Shell Template Site Shell Template Step Generation Method Payable Creation Lead Time Receivable Creation Lead Time Do this Enter CompanyStdWF as the default workflow value. Oracle Primavera sets this value. Once the workflow is set as CompanyStdWF, the action Display Workflow in the Companies module shows this default workflow for the selected company record. Enter SiteStdWF (created by Oracle Primavera) as the default workflow. Once the workflow is set as the default value, the action Display Workflow in the Sites module, shows this default workflow for the selected site record. Enter CompanyStdWF as the default workflow created by Oracle Primavera. Once the workflow is set as CompanyStdWF, the action Display Workflow in the Companies module, shows this default workflow for the selected company record. Enter ParcelStdWF as the default workflow created by Oracle Primavera. Once the workflow is set as ParcelStdWF, the action Display Workflow in the Parcels module, shows this default workflow for the selected parcel record. Enter Lease as the default workflow. Once the workflow is set as Lease, the action Display Workflow in the Leases module, shows this default workflow for the selected lease record. Enter BuildingWF as the default workflow created by Oracle Primavera. Once the workflow is set as BuildingWF, the action Display Workflow in the Properties module, shows this default workflow for the selected property record. Set the default shell template name for creating properties shells. Set the default shell template name for creating the site shells. Set how charge steps (Split or Consolidated) are prorated. Select Split if the proration is at the charge step level. Select Consolidated if the proration is calculated at the accounting record level (only). If you select this, charge steps are not prorated. Enter time (e.g. 60 days) intervals for creation of payables. Enter time (e.g. 60 days) intervals for creation of receivables for generating an accounting record. The following properties are used to set paths in the Document Manager (DM) and are prefixed with dm_path_. The path you assign here is used to create sub-folders in the DM and store files in the specified location. dm_path_property dm_path_journalentry dm_path_invoice dm_path_transaction Set the path or the roll-up location of all property-related documents in the Document Manager folder structure. This path is used to publish all attachments from the Property entity. Examples: If an user uploads an attachment of type 'Deeds Title & Legal' on Property PID-0002, the document would be published to the DM location as set here, for example, /Properties/PID-0002/Deeds Title & Legal. If a user uploads a lease agreement as an attachment to a lease record, LSE-0028, and if the record is associated to a master property, PID-0002, the attachment would be posted to the DM publication location as set here, for example, /Properties/PID-0002/Leases/LSE-00028/Lease Agreement. Set the path or the rollup location of all journal entries documents in the Document Manager folder structure. This path is used to publish all attachments from the journal entry entity. Set the path or the rollup location of invoices in the Document Manager folder structure. This path is used to publish all attachments from the invoices entity. Set the path or the rollup location of all transaction-related documents in the Document Manager folder structure. Primavera Unifier Real Estate Management Administration Guide

379 Chapter 1: Administrative Tasks Administrative Tasks 5 dm_path_parcel dm_path_cashreceipt dm_path_contact dm_path_company dm_path_receivable dm_path_payable dm_path_lease dm_path_bill dm_path_taxincentive dm_path_task dm_path_taxprotest dm_path_tasktemplate dm_path_transtemplate dm_path_site Set the path or the rollup location of all parcel-related documents/attachments in the Document Manager folder structure. This path is used to publish all attachments from the parcel entity. The path or the rollup location of cash receipts documents in the Document Manager folder structure. This path is used to publish all attachments from the cash receipt entity. The path or the rollup location of contacts in the Document Manager folder structure. This path is used to publish all attachments from the Contacts entity. Set the path or the rollup location of company-related documents/attachments in the Document Manager folder structure. This path is used to publish all attachments from the Companies entity. Set the path or the rollup location of receivables-related documents/attachments in the Document Manager folder structure. This path is used to publish all attachments from the Receivables entity. Set the path or the rollup location of payables-related documents/attachments in the Document Manager folder structure. This path is used to publish all attachments from the Payables entity. Set the path or the rollup location of lease-related documents/attachments in the Document Manager folder structure. This path is used to publish all attachments from the Leases entity. Set the path or the rollup location of bills-related documents in the Document Manager folder structure. This path is used to publish all attachments from the bills entity. Set the path or the rollup location of tax incentive-related documents in the Document Manager folder structure. Set the path or the rollup location of task-related documents in the Document Manager folder structure. Set the path or the rollup location of tax protest records in the Document Manager folder structure. Set the path or the rollup location of transaction task templates in the Document Manager folder structure. Set the path or the rollup location of transaction templates in the Document Manager folder structure. Set the path or the rollup location of a site-related documents in the Document Manager folder structure. This path is used to publish all attachments from the Sites entity. Note: The default publish paths for all dm_path_*** properties are automatically configured to auto-publish to a specified folder in the DMS. Note: The entity ID (for example, property ID) is used to associate entities with their respective DM publish folder. IMPORT AND EXPORT RECORDS Records can be imported and exported using CSV templates. Note: For assistance with record import and export, consult the Oracle Consulting Services team. Primavera Unifier Real Estate Management Administration Guide

380 Chapter 1: Administrative Tasks Administrative Tasks 6 CUSTOMIZE TEMPLATES Real Estate Manager users receive notification when a new transaction is generated or modified, or when the status of a record changes (e.g. from proposed to active). As an administrator you can customize the default notification templates to include additional texts. The text you enter appears as the default text in the notification that a user receives. To customize notification templates 1 In the Real Estate Manager navigator, click Templates. The Templates log opens. 2 Click New. The Create New Template form opens. 3 Select an template from the ID drop-down menu. 4 In the Content field, enter content for the template. 5 Click OK. CREATE AND MAINTAIN LANDING PAGES You can create a landing page for your Real Estate Manager implementation. The default landing page is created by Oracle Primavera. To create a landing page 1 In the Real Estate Manager navigator, click Landing Page. The Landing Page log opens. 2 In the log, select Landing Page and click Open. The Landing Page editor window opens. You can design the page in the HTML editor window with the text editing tools in the tool bar. to apply formatting to text (justify text, and perform other editing). You can also import images. From left to right, the icon functions are described in the following table. Additionally, you can rollover icons to read their functions. Use this icon Font drop-down menu Font size drop-down menu Bold Italics Underline Left Justify Center Justify Right Justify Ordered List Bulleted list Decrease Indent Increase Indent Font Color Background Color Enlarge Editor To do this Change the font of selected text Change the font size of selected text Change font to bold or not-bold Italicize font or remove italics from font Underline font or remove underline from font Move text to align with the left side of the page Move text to align with the center of the page Move text to align with right side of the page Create a numbered list or remove numbers from a list Create a bulleted list or remove bullets from a list Move text one tab stop to the left Move text one tab stop to the right Change color of selected text Change the background of the landing page Open the resizable full screen editor Primavera Unifier Real Estate Management Administration Guide

381 Chapter 1: Administrative Tasks Administrative Tasks 7 Use this icon Preview in External Browser Insert Image View HTML Source To do this Preview the landing page to see how it looks in your browser Upload an image to use on the landing page Open and close the HTML editor 3 Click the Preview icon to see what the landing page looks like in your browser. 4 Click OK to save your changes. After the page is created, you can select the page in the log and click Open to edit the existing page. This page will show up (on the right pane) as switch to the User Mode. Primavera Unifier Real Estate Management Administration Guide

382 Chapter 1: Administrative Tasks Mandatory tasks 8 MANDATORY TASKS As an administrator, you can perform the following mandatory, prerequisite tasks: 1 Create the Application tab 2 Grant permission to the Real Estate Manager entities 3 Assign yourself administrator or superuser permission 4 Create business roles and add users to the roles 5 Assign permissions to user roles 6 Upgrade the Real Estate Manager as needed ADDING A REAL ESTATE MANAGER TAB The Company Workspace is where you can create a navigational tab for the Real Estate Manager, and deploy the manager to make it available for users. To add a tab for the Real Estate Manager 1 Switch to Admin mode and navigate to Company Workspace > Data Structure Setup > Application Modules in the left side navigator. The Application Modules log opens. 2 Click New. The Create Application window opens. 3 In the ID field, enter the application ID. In the Name field, enter the application name. You will receive a confirmation message that Unifier created the tab; however, the tab will not be initially visible. GRANTING PERMISSION TO THE REAL ESTATE MANAGER To grant access the Real Estate Manager You must grant yourself access to the node before you can perform any configuration tasks. 1 Switch to Admin mode. 2 Navigate to Company Workspace > Access Control > Data Structure Setup > Application Modules. 3 Open the Admin role, and click Add > Add Users/Groups to add yourself as a user. 4 Click Enabled to grant access to application entities. 5 Click OK. 6 Log out of Unifier and log back in. To grant yourself superuser permission 1 Switch to Admin mode and navigate to the Company Workspace. 2 In the left side navigator open Access Control. Primavera Unifier Real Estate Management Administration Guide

383 Chapter 1: Administrative Tasks Mandatory tasks 9 3 In the right side navigator, open Application Modules > Real Estate Management and click Admin The Permission Settings window opens. 4 Click the Add button. The Select Users/Groups window opens. 5 Click the Add Users/Groups button. The Users/Groups window opens. 6 Search for your name and click Add and then click OK. 7 Under Permission Settings, select Enabled, and then OK. 8 Log out of Unifier and log back in for the permission to take effect. ASSIGNING ROLES TO USERS To assign Real Estate Manager roles to Unifier users The Unifier Administrator must assign Real Estate Manager roles to users to enable them to perform tasks. If users do not have roles in the application, they cannot perform any tasks. Users can have more than one role, and you can extend the capabilities of one user by assigning that user to multiple roles. 1 Switch to Admin mode and navigate to the Company Workspace. 2 In the left side navigator open Access Control. 3 In the right side navigator, open Application Modules > Real Estate Management. 4 Click a role. The Permission Settings window opens. Here you can add, modify, or remove users and groups as needed. 5 Click the Add button. The Select Users/Groups window opens. 6 Click the Add Users/Groups button and add users and groups as needed. 7 Click OK. 8 Click the box next to Enabled to add permission for each user or group that you added. 9 Click OK. DEPLOYING THE REAL ESTATE MANAGER To deploy the Real Estate Manager design 1 Navigate to Company Workspace > Data Structure Setup > Application Modules. 2 Select Real Estate Manager and click the Deploy button. Upgrading the Real Estate Manager design You need to deploy any changes for end-users to view and use the updates. Primavera Unifier Real Estate Management Administration Guide

384 Chapter 1: Administrative Tasks Mandatory tasks 10 To upgrade the Real Estate Manager design 1 Navigate to Company Workspace > Data Structure Setup > Application Modules. The Application Modules log opens. 2 Select Real Estate Manager and click the Upgrade button.the Update window opens. 3 Choose the latest version of Real Estate Manager. Refer to the Publish Date and Version columns to select the latest version. 4 Click Update. 5 Select the Real Estate Manager module. 6 Click Deploy. 7 Log out of Unifier and log back in. Primavera Unifier Real Estate Management Administration Guide

385 Chapter 1: Administrative Tasks Access Real Estate Manager Entities from Unifier Shells 11 ACCESS REAL ESTATE MANAGER ENTITIES FROM UNIFIER SHELLS You can access Real Estate Manager entities from Unifier shells. To access Real Estate Manager entities from Unifier you need to make sure Oracle Primavera established a relationship between those entities and Unifier shells. You can create new shells from the Site and Properties entities. Based upon configuration in the Real Estate Manager s configurable designer, the Real Estate Manager Entities can be seen under Application logs in Unifier (User mode). For example, you might want to see Property records from the Real Estate Manager inside Site Shell instances in Unifier. So, consider the below scenario - There are three Property records in all: say P1, P2 and P3 P1 and P2 belong to Site S1 P3 belongs to site S2 Site S1 has a corresponding shell SS1 in unifier, Site S2 has corresponding shell SS2 in unifier Despite Properties P1, P2 and P3 belonging to different shells in Unifier, they all show up as a flat list in the Real Estate Manager. So, you might want a hierarchical view of Sites and Properties, i.e., see property P1 and P2 under shell SS1, see property P3 under shell SS2. If the Oracle Primavera administrator has configured relationships between site and property entities, and Unifier shells, then the above can be achieved by configuration in the configurable designer. Note: Users with administrative can configure the Real Estate Manager as needed. It can be accessed via Company Workspace > Data Structure Setup > Application Modules > Real Estate Management Double click Real Estate Management module to open the Designer. The designer allows you to configure custom roles, custom statuses, entity logs in Unifier, reports, etc. Primavera Unifier Real Estate Management Administration Guide

386 Chapter 1: Administrative Tasks Mark Company as Designer 12 MARK COMPANY AS DESIGNER As an administrator you can change the configuration of the manager including adding new roles, permissions, web services actions, server scripts, and so on. To mark a company as designer 1 Login as Administrator or as a user who has rights to import application designs in the environment 2 Go to the Application Designs node and click Designer in the toolbar. 3 In the windows popup, check the Designer Company column. This column determines if a company is marked as designer. If it is marked as Designer, it means that the company is a standard App designer. If it is blank, it means that the company can have access to configurable App Designer only. 4 Select the company you want to mark as Designer / Non-Designer. Click Designer. If the Company was marked as Designer, clicking this button will mark this as a Non-Designer company and vice versa. 5 Close the window. Primavera Unifier Real Estate Management Administration Guide