Real Estate Portfolio Management / Lease Administration / Reports

Lease Base Rent Expenses by Month or Year Reports

The Lease Base Rent Expenses by Month or Year reports summarize the entire base rent expenses for the selected year or years by adding all expenses for the Base Rent - Expenses cost category for each lease included in the report. The Lease Base Rent Expense by Month report shows monthly data for a year; the Lease Base Rent Expense by Year report shows yearly data for the selected years, projecting the data based on recurring cost definitions, such as yearly factor, cost periods, seasonal costs, and lease expiration dates. If a recurring cost has been scheduled, it is not included in the report summary.

The report has a Filter Console that you can use to restrict the leases included in the report by geographical location, cost category and cost class, and year range. By default, the report includes all base rent expenses (Rent - Base Rent category) for all leases. You can add additional recurring costs categories, but you cannot remove the base rent category. To generate a report for any recurring cost, use the Lease Commitment Costs by Month or Year Reports.

This topic includes the following information:

Drilling Down to Analyze Costs
Generating the Lease Base Rent Reports
Lease Base Rent Reports when Using ARCHIBUS Enhanced Global Feature Set

Drilling Down to Analyze Costs

The Lease Base Rent Expenses reports are view analysis views that enable you to drill down to see the cost records included in the summary. The detail report includes the time frame for the costs shown. When viewing recurring cost details, you can export the detail data to Excel by clicking the XLS button. The detail report shows the time frame for the costs shown.

To analyze the cost data, you can drill down in the Lease Base Rent Expenses (Recurring Costs - Not Scheduled) - Total Costs section of the Lease Base Rent Expenses by Month report to view recurring cost details for:

a single lease for a month by clicking on any Base Rents cell
for all leases selected for the report for a particular month by clicking on the month or year column header
a single lease for the selected year by clicking on the Lease Code in the Lease Code column.

To analyze the cost data, you can drill down in the Lease Base Rent Expenses (Recurring Costs - Not Scheduled) - Total Costs section of the Lease Base Rent Expenses by Year report to view recurring cost details for:

a single lease for a year by clicking on any Base Rents cell
for all leases selected for the report for a particular year by clicking on the year column header
a single lease for the selected years by clicking on the Lease Code in the Lease Code column.

Note: The Lease Base Rent Expenses by Month or Year Reports use the Yearly Factor and Seasonal Cost adjustments (when relevant for the selected dates) to calculate expenses. However, when you drill down, the details report shows the recurring cost record as it is entered. The Amount - Expense in the drill-down does not show the expense adjusted for the yearly factor and seasonal costs, although this adjustment is made for the calculation in the summary report.

Note: If your organization is using the Cost Administration application to record recurring costs and to schedule them to create specific cost instances, be aware that the Lease Administration reports summarize only recurring costs that have not yet been scheduled. If you drill down for a cost record that appears in the summary as 0.00 , and see that this record shows an amount other than 0.00, this means that the recurring cost record for that time frame has been scheduled and is therefore not included in the summary.

Generating the Lease Base Rent Reports

To generate the Leases Base Rent Expenses by Month or Year reports:

Select Lease Administration/Reports/Lease Base Rent Expenses by Month or the Lease Base Rent Expenses by Year from the Process Navigator.
In the Filter console, select the geographic location, or years for which you want to view base rent expenses. You can select a single year for the Lease Base Rent Expenses by Month report, and a range of years for the Lease Base Rent Expenses by Year report.
To select specific costs to include in the calculation, click Add and select the cost from the Select Value pop-up window. Repeat this step, if needed, to add additional costs. By default, the report includes all base rent expenses entered for the leases included in the report.
Click Show.
The Lease Base Rent Expenses section shows the expenses for the selected costs and leases in the geographic locations you selected.
You can export the summarized data to Excel by clicking XLS.
The following image shows the Lease Base Rent Expenses by Year report indicating the cells you can click on to drill down to see the cost records included in the summary:

Lease Base Rent Reports when Using ARCHIBUS Enhanced Global Feature Set

When the ARCHIBUS Enhanced Global Feature Set is enabled, you can generate the Lease Base Rent reports to show Total Costs, Base Costs, or VAT Costs using the currency you select. Just as when the ARCHIBUS Enhanced Global Feature Set is not enabled, the Lease Base Rent report summarizes all expenses for the Base Rent - Expenses cost category for each lease included in the report. However, when the VAT and multicurrency fields are enabled, the report summarizes these expenses as Total Costs, Base Costs, or VAT Costs depending on the selections you make to generate the report. See Selecting VAT Cost Types and Currency for Reports for a description of the cost fields used to show VAT costs (Total Costs, Base Costs, or VAT) in different currencies.

When you drill down to see the records included in the base rent expense summary, the cost records show Total Costs, Base Costs, and VAT Costs using the currency type you select to generate the report. For example, if you generate the report to show Total Costs in the Budget Currency, the drill down shows the Total Cost, VAT Cost, and Base Cost for each cost record included in the summary in the Budget Currency. If you generate the report to show Base Costs in the User Default Currency, the drill down shows the Total Cost, VAT Cost, and Base Cost using the Payment Currency.