Real Estate Portfolio Management / Lease Administration / Background Data

Lease Administration: Background Data

Define the background data required for working with the Lease Administration application using the Real Estate Portfolio Management / Lease Administration / Background Data process.

Use these tasks:

• Define Geographic Locations
• Define Properties
• Define Locations
• Define Counties
• Select Lease Area Method Select the method (group, room, or suite) that you are using for depicting leased areas in floor plans. See Select Lease Area Method:The Lease Area Method is used:
  • in reports that summarize data and calculate lease benchmarks that depend on measured lease areas. See Lease Measured Areas and Lease Benchmarks.
  • for chargeback if you are using cost categories that have chargeback definitions that depend on measured areas.
• Define Facility Types - By designating the facility types for your suites, you are able to group key performance indicator charts by the way the building is used. For example, you can generate a chart for a building showing its total estimated suite area for manufacturing areas and for office areas. See Defining Facility Types.

• Define Accounts - If you want to charge costs to accounts, you can define the accounts from which users select when adding recurring costs. See Define Accounts.

• Define Companies -You define information for the companies you add as contacts for buildings or leases. You can also associate these companies with accounts. The information you enter is automatically filled in when users select the company as a contact. See Defining Companies.
• Define Employees - You can add or update staff or contractor information. The employees you add are available in the selection list for the Exercised By field when Lease Administrators add options or amendments from the Options or Amendments tabs of the Add/Edit task. See Defining Employees.
• Define Contacts. Use this table to store information about the parties with whom personnel at your site interact, such as regulatory agencies, tenants, contractors, and so on. See Define Contacts
• Define Cost Categories - Enter cost categories used to summarize costs for reporting (such as the Recurring Costs by Month report), and for calculating chargeback. See Define Cost Categories.
• Define Responsibility Categories - Enter clause codes that users can select to describe the type of clause they are entering. See Define Responsibility Categories.
• Define Amenity Types - When you define amenity types, Lease Administrators and Portfolio Managers can then use the Add Amenities tasks to add these amenities to properties, buildings, or leases, so that they can track and manage specific amenities. See Defining Amenity Types.
• Communication Types. Define the Communications Types that Lease Administrators can associate with communication log items. For example: memo, report, approval. See Define Communication Types
• Define Alerts - Define how and when alerts for option and lease due dates are issued to Lease Administrators and Portfolio Managers. See Manage Alerts.
• Define Lease Templates - To facilitate and reduce lease data entry, you can define lease templates. Lease templates include frequently entered information that is automatically added when adding new leases using the template. See Defining Lease Templates.
• Define Fiscal Year - This task enables you to enter the fiscal year start date for the financial calculations used in reports. See Defining Fiscal Year.

• Define Lease Highlight Patterns: When Lease Administrators view the Highlight Suites by Lease report, the drawing highlights suites according to the lease the suite is associated with. The patterns that these queries use to highlight asset symbols by owner depend on the values you set for the Leases table’s AutoCAD highlight pattern fields. Use the Define Lease Highlight Patterns task to define the highlight pattern used for specific lease records. See Defining Highlight and Hatch Patterns.
• Define Sub-ledger Rules If you have the Extensions for Lease Accounting, use this task to define the rules for generating the sub-ledger entries. See Define Sub-ledger Rules.