Getting Results with Archibus

The Archibus Enhanced Global Feature Set

Global business operations need to efficiently manage daily transactions in multiple local currencies, and to convert these transaction costs to a single currency that provides a consolidated overview of costs across the entire organization. The Archibus Enhanced Global Feature Set enables you to enter cost transactions using any of the currencies in which you do business. The feature automatically converts these local Payment Currencies to your organization's Budget Currency for consolidation of cost data for budget analysis, projections, and benchmarking.

The Archibus Enhanced Global Feature Set is a set of enhancements to Archibus applications that address the needs of multinational deployments. The core features include:

user-locale based currency
currency conversion
display of areas in user-default unit of measure (square feet or square meters)
automated VAT Cost calculation
VATPercent value allocation to cost transactions.

To efficiently enable clear cost data reporting, the Archibus Value Added Tax (VAT) features automate VAT tax percentage assignments that vary between countries and cost categories. The automation allows for exceptions for which you can enter an override for a particular cost, or for all costs. The feature calculates VAT Costs and Total Costs (the cost including VAT) based on the Base Costs (the cost excluding VAT) you enter. Having these cost breakdowns is important for your accounting, budgeting, and taxation needs.

Archibus provides the flexibility to examine costs internally without VAT, or externally with VAT by enabling you to generate many reports for either Total Costs, Base Costs, or VAT Costs.

Many reports include the VAT action button to filter display for Base Costs, VAT Costs, or Total Costs, and the Currency action button to refresh cost projections and reports by your organization's Budget Currency, your User Default Currency, or any currency that you select.

Archibus Enhanced Global Feature Set
Business Result	Multicurrency features deliver the following results: Reduce the time spent maintaining cost transactions entered in different currencies by: Automating the conversion from Payment Currencies entered for cost transactions to your organization's uniform Budget Currency, or from your Budget Currency to a Payment Currency. Enabling conversion rates to be updated either manually or through an API feed. More effectively meet budget goals by creating cash flow reports that use the appropriate conversion rate. Increase alignment between costs and your accounting system; cost data uses the conversion factors you select, and can be exported to a spreadsheet and sent to accounting for verification. Enhanced decision making as cost analysis is based on validated accurate real-time data. Automated VAT features deliver the following results: Reduce time spent validating invoices, preparing cash flow projections, and storing historical VAT for audit purposes by generating reports and invoices that include automatic VAT calculation. Reduce under- or over-payment of VAT amounts. The application calculates VAT based on the VAT Percents you store by cost category and country, while enabling you to flag exceptions to the default VAT calculation. Generate invoices that show Base Costs, VAT Costs, and Total Costs.
Used By	Real Estate Directors Portfolio Managers Lease Administrators Cost Administrators Chargeback Administrators Invoice Administrators Compliance Managers Contract Managers
Reasons for Automating	To provide streamlined reporting at the organization level based on recording, tracking, and planning of real estate and facilities costs entered in multiple currencies. To generate dynamic reports that detail Base Costs, VAT Costs, and Total Costs for current, past, and projected transactions for accounting, taxation, and budgeting purposes. To facilitate validation of Base Rent cost transactions against the cost entered by enabling you to enter Base Costs while also storing VAT Costs and Total Costs. To increase transparency by providing detailed audit tracking of each cost transaction, including original cost currency, exchange rates, and date of last currency factor update. To automate the accurate calculation of VAT Costs based on VAT Percent values that your Cost Administrator defines based on cost category and country. To export VAT cost data to third-party accounting software for financial reporting. To generate invoices with Total, VAT, and Base Cost amounts that can be adjusted to reflect actual payment amounts received. Finance typically issues the resulting invoice and receives the payment.
Prerequisite Applications	None
Results/Reports	The Global Portfolio Dashboard provides top-level statistics at the level that you specify. This dashboard rolls up the entire locale-specific asset and transaction management data to a global view in one currency - your organization's Budget Currency - thus providing global management of localized assets. Cost Administration reports - including the Cash Flow report, Costs report, and the VAT Amount Balance Report. The VAT Amount Balance report calculates your VAT tax amount and validates costs for audit purposes. Reports that show cost fields using your User Default Currency.