Real Estate Portfolio Management / Cost Chargeback & Invoicing

Chargeback - Roll-Up Calculations

This topic documents the roll-up calculations that occur when you generate chargeback from the Chargeback Cost Wizard's Generate Chargeback tab. The calculations discussed in this topic apply to costs whose cost categories specify roll up as part of their chargeback definition. This includes cost categories with one of the following values for the Chargeback Definition (Assigned To/Rolls Up To/Prorates To field):

Buildings-Properties-None
Buildings-Properties-Lease
Leases-Buildings-None
Leases-Properties-None

In order to support cost categories that both roll up and prorate values, the Chargeback action first rolls up costs and then prorates them. For information on how the routine prorates rolled-up costs, see Chargeback - Prorate Calculations.

Regularly Roll Up Your Costs

When the Chargeback routine rolls up Cost records, it sums them according to cost category. For instance, when rolling up building costs to properties, the action creates one Scheduled Cost record per cost category per property.

Since the action rolls up a number of costs to a single Scheduled Cost record, the generated record does not represent a single cost that occurred on a single date. For this reason, the action completes the Date Due of the generated Scheduled Cost record with the latest date found in the Date Due field of the Cost records that were grouped together.

If you are performing time-sensitive operations that depend on roll-up costs, it is best to regularly run the Chargeback action. For instance, if you are creating a property cash flow report that depends on roll-up values, you will want to create and approve rolled-up costs on a monthly basis; this prevents rolled-up costs from appearing as spikes in the cash flow.

Also, if you are generating invoices from the rolled-up amounts and you do not roll up costs regularly, the scheduled cost record for the rolled up costs can include costs for multiple time periods; for example for several monthly landscaping costs, when you might prefer to bill the customer on a monthly basis.

How the Charge Back Costs Action Rolls Up Costs

When you charge back costs from the Generate Chargeback tab for costs whose cost category includes roll-up, this action rolls up Cost records to generate Scheduled Cost records by performing these steps:

Examines all Cost records with a Chargeback Status of:
- NOT CHARGED BACK- This is the default assigned to Cost records when they are approved from Scheduled Cost records.
- CHARGEBACK SCHEDULED - These costs have been charged back but not approved.
- BAD OWNER and DEPARTMENT NOT IN METHOD-These costs were not charged back due to missing data or a cost category that called for prorating costs to departments, but the lease area method was suites.
Groups together and sums these costs by the cost category and the specific item to which the costs are rolling up. This is the building or property identified by the primary key of the owner roll-up table (Properties or Buildings) specified in the Rolls Up To portion of the assigned cost category's Assigned/Rolls/Prorates value.
Generates a Scheduled Cost record and completes its Amount - Income/Amount Expense field with the rolled up amount, and also completes either its Building Code field or Property Code field.

The roll-up may combine a number of Cost records, and these Cost records may have values for the other entity fields (Lease Code, Account Code, and Department Code); however, the roll-up does not complete these fields in the Scheduled Costs table because they are not relevant to the roll-up and the combined records may have differing values for these fields.
Sets the Cost Description field value of the Scheduled Cost record to:

'Rolled up total from {tablename} of {cost_cat_id} From: {from date} To: {to date}'
Where
{tablename} is "Lease" or "Building" or "Properties"
{from date} is the earliest date for all the grouped costs
{to date} is the latest date for all the grouped costs
Sets the Cost Status field of the Scheduled Cost record to AUTO-ROLLUP.
Updates the Chargeback Status field of the source Cost record by changing their values from NOT CHARGED BACK to CHARGED BACK - SCHEDULED. (After you approve chargeback costs, this value changes again to CHARGED BACK - APPROVED.)