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

Chargeback Costs Wizard: Overview When Using the Archibus Enhanced Global Feature Set

When you have enabled the Archibus Enhanced Global Feature Set, the Chargeback Costs Wizard charges back costs and calculates the Total Income and Total Expense amounts, Base Income and Base Expense amounts, and VAT Income , and VAT Expense amounts, using the Payment Currency.

For example, if you receive an invoice for an office space rented in France, you can chargeback this cost to the departments using the space. The chargeback process splits the Total Expense, Base Expense, and VAT Amounts between each of the departments using the space. The Lease Administrator uses the chargeback costs to issue invoices to external tenants (using VAT) or to issue internal cost reports (excluding VAT).

Note: If a cost is assigned to a cost category that charges back building costs to leases, and one of the leases is VAT-exempt (that is, its VAT Excluded? flag is set to Yes), when you charge back costs, that lease's chargeback cost record for VAT Amount - Expense is 0.00. However, be aware that this VAT Amount is not assigned back to the building.

The following additional VAT and multicurrency fields are shown in the Chargeback Costs Wizard when Archibus Enhanced Global Feature Set are enabled:

Amount Income - Base (Payment)
Amount Income - VAT (Payment)
Amount Income - Total (Payment)
Amount Expense - Base (Payment)
Amount Expense - VAT (Payment)
Amount Expense - Total (Payment)
Currency (Payment) (used for this cost transaction)
Currency (Budget)
Exchange Rate (Budget)
Exchange Rate (Payment)
Date Used for Budget Exchange Rate

Date Used for Payment Exchange Rate
VAT Country
VAT Percent
VAT Percent Override - a percent you enter for the VAT for this cost transaction that is based on an exception to the default VAT Percent or exemption from paying any VAT.
VAT Amount Override - an amount you enter for the VAT for this cost transaction that overrides the default VAT Percent entered for this cost record's cost category and country.
Exchange Rate Override

Updating a pre-V.21.1 project to enable setting the VAT override to zero

In V.20.2 , since the default value for VAT Override was 0, when you wanted to set the actual VAT override to zero, the application had no way to distinguish between the default value and an intentional VAT override to zero. This resulted in the program charging back the full VAT Tax even when there was an intentional entry of 0. In V.21.1 or later, the default value for VAT Amount Override is changed to -1.0, and settings other than this value will override the VAT. For sites that are upgrading to version 21.1 or later, Archibus provides scripts so that you can control on a per-record basis whether the chargeback occurs.

If you have a V.21.1 or later database, or have previously updated your database using the Project Update Wizard or the scripts, you will not have to run these scripts. However, if you have a v19.2 database and are upgrading to a newer release, and wish to upgrade your database, then you can either use the Project Update Wizard to update your database, or you can run these scripts to address just this specific item.

To update the database using the scripts:

Run the SQL statements in projects\users\public\dt\abcostadministration-cost_tran_recur-vat_amount_override-chargeback.sql. This will
- change the default VAT Amount Override to -1
- change all VAT Amount Overrides of 0 to a new value of -1
- not charge back VAT Amount Overrides that have a value of -1
Review your Recurring Cost records. For any costs that you do wish to chargeback using a VAT amount of zero, change the VAT Amount Override back to 0.