Lease Portfolio Console

The Filter enables you to search by landlord, location, or by a specific Lease Code.

Select any of these predefined filters from the Show list:

• Leases Overdue. Leases where the Date End has passed.
• Leases Expiring. Leases expiring within 60 days of the current date.
• Options Expiring. Leases that have an option that has a Date End within 60 days of the current date.
• Rent escalations. Leases which are scheduled within the next sixty days to have their base rent recalculated using a price index.
• Active Alerts. Leases or options that have a Date End within 60 days of the current date.

• 10 newest leases. The ten leases with the most recent Date Start.

Click More to expand the filter options:

• Additional location information (Region, State, Country, or City)
• The property (building, structure, or land) the lease is associated with
• Tenant Name or Contact
• Landlord Contact
• Lease and option expiration date range: Lease and options that will expire in a certain date range (within one month, three months, six months, or one year). These predefined filters enable you to locate leases that most need your attention.
• Include/Exclude Expired Dates.

• Refresh the screen by clicking Filter. Always click Filter after selecting criteria, so that the screen refreshes using your selections.
• Click the lease to access its data. When you locate the lease you want to work with, click it in the list of Leases.
• Click any tab to access its data. The Contacts tab first appears, but you can select any tab to directly access the information you need.

From the Lease Portfolio Console, you can add complete lease information when you select the Standard (uses a tabbed interface) or Complete (uses a single form) Display Mode. When working in Basic Display Mode, you can enter contacts and recurring costs.

To add a new lease, Click Add New at the top of the console just below the Filter.

• The Add Lease Information form appears. See Add/Edit Form Complete for a description of the information you can enter.

To review lease details:

• After you select a lease, the General Lease Information appears at the top of the screen, no matter which tab you are on, or which Display Mode you have selected.
• Click More to see complete details for the lease.

Use the Contacts tab to assign existing contacts to a lease, and to add new contacts if needed.

• These contacts are stored in the Contacts table.
• When you assign these contacts to a lease, the assignment is stored in the Lease Contacts table.
• Adding contacts in this way enables you to add the most complete contact information, and to add this same contact record to multiple leases.
• The Contact Type designates the role the contact has for this lease. You can add a Landlord and a Tenant Contact for leases from the Contacts tab, as well as other types of secondary contacts, such as Building Superintendent or Property Manager.

Note: You can also add Landlord and Tenant Contacts when adding lease information. These contacts are stored in the Leases table, and are shown in key reports, such as Lease Details, Lease Abstract, and Leases by Landlord or Tenant Name. It is a best practice to add Landlord and Tenant Contacts as part of the lease record (Add New lease action), and also as Contacts in the Contacts table (Add New Contact action). For more information, see Landlord and Tenant Contacts.

For a description of the information you can enter for a lease, see Adding Contacts.

Upgraders: If you are upgrading from a pre-21.3 release, and have entered landlord and tenant contacts in the Leases table, see Updating legacy data.

From the Recurring Costs tab, you can

• Review all recurring costs added for the lease
• Add a new recurring cost See Add Recurring Costs.
• Review or update the lease's Cost Profile. The Cost Profile's lease indexing profile is used to automate the generating of rents based on a price index. See Adding a Lease Indexing Profile.
• Export the recurring cost data to a PDF, DOCX, or XLS file.

From the Clauses tab, you add clauses to lease agreements that detail responsibilities for either tenants or landlords. If a particular responsibility is split between tenant and landlord, create two records. For instance, for one lease, you might have two Lease Responsibility records—a CLEANING-LD record, stating that exterior window cleaning is the landlord's responsibility, and a CLEANING-TN record, stating that all interior cleaning is the responsibility of the tenant.

You can enter property amenities as a type of lease clause. You can then track these amenities for properties, buildings, or leases. You can also enter a lease chargeback agreement when entering a clause.

Working from the Lease Portfolio Console, to add a new clause, you click Add New at the top of the Clauses tab after selecting a lease.

See Entering Clauses.

From the Options tab, you can add information for lease options, legal time-sensitive options that you can exercise on a lease, such as the right of first refusal to buy the property or the right to rent space that becomes vacant. You can then receive alerts from the console when these options are about to expire.

See Enter Options.

To track changes to your lease agreement, you can record amendments. You can also add a lease document for the amendment.

See Enter Amendments

Communication log document written correspondence and verbal communication concerning your leases. Use them to enter notes about conversations, phone calls, e-mail, and so forth. For written correspondence, you can create a communication log summarizing a letter or fax, scan the document, and store it in the Document field for the log. From the Communication Logs tab, you can review logs or add new ones.

See Lease Communication Logs

From the Suites tab, you can add new suites, edit suite information, assign suites to the selected lease, split a suite, and unassign a suite.

See Working with Suites Using the Add/Edit Wizard.

You can select the documents to associate with the selected lease using the Documents tab. From this tab, you can also add, edit, delete, or view documents. When you add documents, they are available to all authorized users. The information you enter for documents is included in the Documents by Lease report generated from the Portfolio Management application, and the Lease Details reports available from Lease Administration.

See Associate Documents.