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Real Estate Portfolio Management / Cost Administration / Cost Administrator

Selecting VAT Cost Types and Currencies for Reports

When you have enabled the ARCHIBUS Enhanced Global Feature Set many reports provide the flexibility to evaluate costs at either the cost transaction level or at the organization level. These reports include the VAT and Currency buttons that enable you to select the types of VAT costs to include (Base Costs, Total Costs, or VAT Only), and the currency used for the costs. Generating the report to show Total Costs in the Budget Currency is useful when reviewing budget consumption at the organization level, or when analyzing portfolio items using benchmarks provided by the report. Generating reports to show VAT Costs or Base Costs enables you to provide these cost breakdowns to your accounting department for taxation or auditing purposes.

You can generate these report:

• Showing Total Costs in the Budget Currency without the breakdown for VAT Costs. By default, this is how the report is generated.
• Showing VAT costs. You can show Base Costs, VAT Costs, or Total Costs using the VAT button to make these selections.
• Using either the Budget Currency, the User Default Currency, or a currency you select, by clicking the Currency button to make these selections.
• Using a selected currency and the Exchange Rate Type you select for the currency- Payment or Budget.

For example, local Portfolio Managers manage their budgets in multiple local payment currencies. These managers need to know how much of the local budget was consumed. The Cash Flow report provides this information by combining these cost transactions using the User Default Currency.

Or, at the organization level, the Portfolio Manager for the entire organization would need to evaluate how much of the organization's budget has been consumed. To do so, the Portfolio Manager generates the Cash Flow Report in the organization's Budget Currency using the Budget Exchange Rate.

This topic includes the following sections:

• Reports that Include VAT Cost Type and Currency Selections
• Generating the Reports
• How VAT Cost and Currency Selection Affect the Cost Fields Used

Reports that Include VAT Cost Type and Currency Selections

Note: This topic describes the added features and the cost fields used when working with the ARCHIBUS Enhanced Global Feature Set. For a detailed description of these reports, applicable to all deployments, see the See Also links at the end of this topic.

When the ARCHIBUS Enhanced Global Feature Set are enabled, you can generate the following Cost Administration and Lease Administration reports to include Base Costs, VAT Costs, or Total Costs, and can select the currency for these costs using the VAT and Currency buttons:

Cost Administration Reports:

• Cash Flow
• CAM Cash Flow
• Costs
• Base Rent Costs by Lease
• Rent Expense by Lease
• Rent Income by Lease
• Property and Building Benchmarks
• Lease Benchmarks
• Property Financial Summary
• Lease Financial Summary
• CAM Reconciliation

Lease Administration Reports:

• Rent Roll
• Lease Net Income by Month or Year
• Lease Income by Month or Year
• Lease Commitment Costs by Month or Year
• Lease Base Rent Expense by Month or Year
• Lease Abstract
• Building Abstract
• Property Abstract

Generating the Reports

By default, these reports show Total Costs in the Budget Currency. To generate this default report, click Show after setting any additional restriction in the Filter.

To generate the report for different costs,

1. Click VAT at the top of the Filter console, and select VAT Only or Base Costs.
2. In the pop-up, click Save.
3. In the Filter console, click Show.

To generate the report using a different currency:

1. Click Currency at the top of the Filter console, and select Budget Currency, User Default Currency, or Select Currency to select any currency for which conversion rate factors have been entered.
2. In the pop-up, click Save.
3. In the Filter console, click Show.

How VAT Cost and Currency Selection Affect the Cost Fields Used

When the ARCHIBUS Enhanced Global Feature Set is not enabled, these Cost Administration reports use the Amount - Income and Amount - Expense fields to summarize costs. When the ARCHIBUS Enhanced Global Feature Set are enabled, the system calculates these costs using different cost fields depending on the VAT Cost and currency selections you make.

The selections you make using the Currency button affect the following:

• If you select Budget Currency, then the cost fields are shown in the Budget Currency using the Budget Exchange Rate.
• If you select the User Default Currency option, the cost fields are shown in the User Default Currency using the Payment Currency fields and a Payment Exchange Rate.
• If you select the Select Currency option, the application uses the Payment Currency fields with a Payment or Budget Exchange rate (depending on your selection).

The following tables describes the specific fields used to calculate costs depending on the type of VAT costs you select to include in the report, and the currency you select to display the costs.

See Also

The following topics provide detailed information on the report, applicable to all deployments. These topics also include a section on the differences in the report when using the ARCHIBUS Enhanced Global Feature Set.

Cost Administration Reports:

Cash Flow

CAM Cash Flow Report

Costs

Rent Base Rent Costs by Lease

Rent Expenses by Lease

Rent Income by Lease

Property Financial Summary

Lease Financial Summary

CAM Reconciliation

Lease Administration Reports:

Rent Roll

Lease Net Income by Month or Year

Lease Income by Month or Year

Lease Commitment Costs by Month or Year

Lease Base Rent Expense by Month or Year

Building Abstract Report

Lease Abstract Report

Property Abstract