Getting Results with ARCHIBUS

The ARCHIBUS Enhanced Global Feature Set

The ARCHIBUS Enhanced Global Feature Set is a set of enhancements to the Real Estate Portfolio Management applications that address the needs of multinational deployments. The core features include user-locale based currency, currency conversion, and a display of areas in user-default unit of measure (square feet or square meters), automated VAT Cost calculation and Vat Percent value allocation to cost transactions. Many reports include the VAT action button to filter display for Base Costs, VAT Costs, or Total Costs, and the Currency action button to refresh cost projections and reports by your organization's Budget Currency, your User Default Currency, or any currency that you select.

Global business operations need to efficiently manage daily transactions in multiple local currencies, and to convert these transaction costs to a single currency that provides a consolidated overview of costs across the entire organization. The ARCHIBUS Enhanced Global Feature Set enables you to enter cost transactions using any of the currencies in which you do business. The application automatically converts these local Payment Currencies to your organization's Budget Currency for consolidation of cost data for budget analysis, projections, and benchmarking.

To efficiently enable clear cost data reporting, the ARCHIBUS Value Added Tax (VAT) features automate VAT tax percentage assignments that vary between countries and cost categories. The automation allows for exceptions for which you can enter an override for a particular cost, or for all costs associated with a lease. The application calculates VAT Costs and Total Costs (the cost including VAT) based on the Base Costs (the cost excluding VAT) you enter. Having these cost breakdowns is important for your accounting, budgeting, and taxation needs.

ARCHIBUS provides the flexibility to examine any part of your portfolio internally without VAT, or externally with VAT by enabling you to generate many reports for either Total Costs, Base Costs, or VAT Costs.

ARCHIBUS Enhanced Global Feature Set
Location	If you have enabled these features, they appear in: Real Estate Portfolio Management domain Cost Administration application Lease Administration application Portfolio Management application Cost Chargeback & Invoicing application
Business Result	Multicurrency features deliver the following results: Reduce the time spent maintaining cost transactions entered in different currencies by: Automating the conversion from Payment Currencies entered for cost transactions to your organization's uniform Budget Currency, or from your Budget Currency to a Payment Currency. Enabling conversion rates to be updated either manually or through an API feed. More effectively meet budget goals by creating cash flow reports that use the appropriate conversion rate. Increase alignment between real estate costs and your accounting system; real estate cost data uses the conversion factors you select, and can be exported to a spreadsheet and sent to accounting for verification. Enhanced decision making as cost analysis is based on validated accurate real-time data. Automated VAT features deliver the following results: Reduce time spent validating invoices, preparing cash flow projections, and storing historical VAT for audit purposes by generating reports and invoices that include automatic VAT calculation. Reduce under- or over-payment of VAT amounts as the application calculates VAT based on the VAT Percents you store by cost category and country, while enabling you to flag exceptions to the default VAT calculation. Charge back costs using the Chargeback Costs Wizard, The chargeback action calculates Total Costs, Base Costs and VAT Costs in the Payment Currency. Generate invoices that show Base Costs, VAT Costs, and Total Costs.
Used By	Real Estate Directors Portfolio Managers Lease Administrators Cost Administrators Chargeback Administrators Invoice Administrators
Reasons for Automating	To provide Corporate Real Estate groups with streamlined reporting at the organization level based on recording, tracking, and planning of real estate and facilities costs entered in multiple currencies. To generate dynamic reports that detail Base Costs, VAT Costs, and Total Costs for current, past, and projected transactions for accounting, taxation, and budgeting purposes. To facilitate validation of Base Rent cost transactions against the cost entered in the lease agreement by enabling you to enter Base Costs while also storing VAT Costs and Total Costs. To increase transparency by providing detailed audit tracking of each cost transaction, including original cost currency, exchange rates, and date of last currency factor update. To automate the accurate calculation of VAT Costs based on VAT Percent values that your Cost Administrator defines based on cost category and country. To export VAT cost data to third-party accounting software for financial reporting. To generate invoices with Total, VAT, and Base Cost amounts that can be adjusted to reflect actual payment amounts received. Finance typically issues the resulting invoice and receives the payment.
Prerequisite Applications	None
Results/Reports	The Global Portfolio Dashboard provides top-level statistics for your entire real estate portfolio or a subset that you specify. This dashboard rolls up the entire locale-specific asset and transaction management data to a global view in one currency - your organization's Budget Currency - thus providing global management of localized assets. The Global Portfolio Dashboard presents top-level statistics for your entire real estate portfolio in your Cost Administration reports - including the Cash Flow report, Costs report, and the VAT Amount Balance Report. The VAT Amount Balance report calculates your VAT tax amount and validates costs for audit purposes. Lease Administration reports - including the Rent Roll, Lease Costs by Month or Year reports, and the Property, Building, and Lease Abstract reports. Portfolio Management and Portfolio Summary reports that show cost fields using your User Default Currency.

The following are users of the ARCHIBUS Enhanced Global Feature Set:

User	Tasks
Global Portfolio Managers	Optimizes cost performance by analyzing budget consumption at the organization level, and benchmarks across the entire portfolio, using reports that consolidate costs into the organization's Budget Currency. The Budget Currency is the single master currency that your organization uses to manage its entire portfolio.
Portfolio Manager	Accurately projects costs using automatic conversions based on updated exchange rates. Creates automatic budget projections using the Budget Exchange Rate. The Budget Exchange Rate is a static conversion rate between Payment Currencies and the organization's Budget Currency. This exchange rate is generally updated at a predetermined frequency (for example, fiscal year or quarterly). The organization exchange rate is used for future budgeting purposes. Manages local budgets by automatically converting costs between currencies using the Payment Exchange Rate. The Payment Exchange Rate is a dynamic conversion rate between currencies. Using external sources,you typically update this conversion rate frequently - daily or weekly - as it is used to manage real-time cost transactions.
Cost Administrator and Lease Administrator	Validates costs against lease agreement. Needs access to accurate cost data based on updated conversion rates, and easy access to costs that were actually paid: VAT Costs, Base Costs (excluding VAT), and Total Costs (including VAT).
Invoice Administrator	Automatically generates invoices that show Base Costs, VAT Costs, and Total Costs.
Chargeback Administrator	Automatically generates chargeback calculations that include VAT. Seamlessly convert costs between currencies to support multicurrency chargeback and invoicing processes.