Real Estate Portfolio Management / Cost Chargeback & Invoicing / Chargeback Cost Wizard

Chargeback Cost Wizard Overview

Note : If you have enabled the Archibus Enhanced Global Feature Set, the Chargeback Cost Wizard presents VAT and multicurrency fields. For a description of these costs fields, see Chargeback Cost Wizard When Using the Archibus Enhanced Global Feature Set. The information in this topic (Chargeback Cost Wizard Overview) provides a detailed description of the report applicable to all deployments.

Chargeback is a process that determines a property, building, lease, department, or account's share of an expense or income item based on its proportionate share of area. The Cost Chargeback Wizard guides you through the steps of this process and includes a Filter console that enables you to restrict the view to the costs you want to work with. From the Filter Console, you can select multiple cost categories at one time to exclude or include in the report.

The chargeback costs action can also roll up costs that are tracked at a lower level to a higher level, such as rolling up building costs to properties.

The chargeback process includes the following steps. Each of the steps is presented on a tab.

Generate chargeback: This action creates Scheduled Cost records from your Actual (approved) Costs. In this step the system uses the roll up and proration strategy assigned to the cost's Cost Category to create new scheduled cost records for the rolled up and prorated amounts.
View exceptions: You view any exceptions that were encountered when the chargeback was generated. The first time you charge back a cost, data required by the chargeback is occasionally missing. You can enter the data using the Lease Administration or Portfolio Management applications, and then regenerate the chargeback costs.
Approve chargeback costs: This step enables you to review the rolled-up and prorated charges before you approve them. If you are testing chargeback strategies, this step enables you to review the chargeback costs for the strategy you are testing before finalizing the costs.
View approved: You can review the approved chargeback costs. When the chargeback is approved, you can generate invoices for the approved chargeback costs that are receivables using the Invoice Cost Wizard.

When you generate chargeback that is based on measured areas, the system automatically updates area totals and performs proration without the need to run additional tasks. For more information on the results of running the Charge Back Costs action, see How the System Charges Back Costs.

From any tab, you can print the list of costs shown by exporting the costs to Excel.

Charging back property taxes

Property owners and Lease Administrators can use the Chargeback Cost Wizard to charge tenants or internal departments for their share of the property tax expenses they incur, along with charges for other cost categories such as leasehold improvements, property maintenance, and security. The wizard will distribute costs to tenants in the proportion to the amount of space that each tenant occupies.

To use this feature, access the Chargeback Cost Wizard, include costs with cost category “TAX - PROPERTY TAX”, and show costs associated with “Properties”.