Real Estate Portfolio Management / Cost Administration / Cost Administrator

Cost Administration Reports Overview

The Cost Administration reports are available at Real Estate Portfolio Management / Cost Administration / Cost Administrator. The Cost Administration application includes the following reports:

• Cash Flow: Summarizes costs for either leases, accounts, buildings, or properties by the time period (month/quarter/year) you select. You can generate the report to include both income and expenses, income only, or expenses only, and can include any combination of cost types (Recurring, Scheduled, or Actual). The costs are summarized so that you can easily view them on one screen.
• CAM Cash Flow: You can generate this cash flow report to include CAM costs, non-CAM costs, or both CAM and non-CAM. When generating this report for CAM costs only, the report shows the detailed history and cash flow for costs transactions marked as CAM, providing additional cost details when tenants request this.
• Lease CAM Reconciliation:This report enables you to evaluate CAM cost performance by providing the difference, and the percentage difference by year for each lease.
• Straight-Line Rent: Using straight-line accounting, the revenue from base rent recurring costs is accounted for evenly over the life of the lease. The Details tab shows Straight Line Rent versus actual rent paid with differentials for the entire time period.
• Costs:  Provides a comprehensive list of all costs for the portfolio items (leases, accounts, buildings, or properties) and cost categories you want to review. This report presents its data in tabs for each type of cost (Recurring, Scheduled, and Actual). See Report Tabs.
• Recurring/Scheduled/Actual Costs by Lease/Building/Property/Account: You can view Recurring, Scheduled, or Actual Cost reports for any lease, building, property, or account. These views enable you to quickly locate items and to see a comprehensive list of costs for the item by cost type (recurring, scheduled, actual).
• The Rent by Lease reports (Base Rent Costs by Lease, Rent Expenses by Lease, or Rent Income by Lease reports): Summarize your lease costs, expenses, or income. You can set the restriction so that the report includes the specific portfolio items and costs categories you want to summarize. The data is shown in tabs for each type of cost (Recurring, Scheduled, and Actual). See Report Tabs.
• Lease Benchmark report: Presents a number of key benchmarks for comparing leases on an even basis.
• Property and Building Benchmark reports: Presents benchmark calculations for properties or for buildings, so that you can compare properties or buildings on an even basis.
• Lease Financial Summary reports: Provide a high-level summary of lease costs by country.
• Property Financial Summary reports: Provide a high-level summary of your property costs by country.
• Contacts. Review contacts, using the filter to control the contacts shown. For example, you can filter by Contact Type, so you see only contacts relevant to your costs, such as Tax Authority or Tax Collector contacts. The filter you set affects what is shown in the drill-down list. You can create a paginated report of the contacts shown in the drill-down list. The business process owner defines contacts using the Define Contacts task.
• View Tax Costs. Review tax costs by property and parcel, location, date range, by contact, and by those that are overdue. This report is similar to the Costs report, but it is restricted to show only recurring, scheduled, or actual costs which are assigned to properties or parcels (pr_id or parcel_id is not null) and their cost categories are of cost type = ‘TAX’.

When you mouse over a report field whose contents do not completely fit in the column, a tool tip provides the full text. For example, if a Description field has more content than can be shown, mouse over the description and a tool tip shows the complete text.

Note: The Property Abstract report, available in the Lease Administration application, includes information for parcels, and calculations for taxes recorded in the Cost Administration application. See Property Abstracts report.

Note: The Contacts report, available for the Business Process Owner role, provides information for tax contacts entered for properties or parcels.

Setting Restrictions for Reports

The Cash Flow, Cost, Lease Benchmarks, Property and Building benchmarks, and Rent by Lease reports include a Filter console that enables you to restrict the report to include specific cost categories, portfolio items (properties, buildings, leases, or accounts), locations, and time frames. See Using Filter Consoles.

When selecting cost categories for the Cash Flow, Costs, Base Rent Costs by Lease, Rent Expenses by Lease, and Rent Income by Lease reports, you can select multiple categories at one time.

The Cash Flow report's Filter console enables you to set the following additional restrictions:

• the time frame used to group the data (Year/Quarter/Month)
• cost types of income and expense, only income, or only expense
• the cost table used to summarize costs (Recurring, Scheduled, or Actual). If you select more than one table, the program ensures that costs are not duplicated. For more information, see Understanding Financial Analysis Reports.

Report Tabs

The Costs, Base Rent Costs by Lease, Rent Expenses by Lease, and Rent Income by Lease reports show data in the following three tabs. If you set a restriction, it is used to restrict data on all three tabs.

• Recurring Costs: Shows a list of Recurring Cost records that meet the restrictions entered.
• Scheduled Costs: Shows the list of Scheduled Cost records that meet the restriction entered. This tab also shows the total number of records, total amount expenses, and total amount income for the Scheduled Costs for all the leases, building, properties, or accounts included in the report.
• Actual Costs: Shows the list of Actual Costs that meet the restriction entered. This tab also shows the total number of records, total amount expenses, and total amount income for the Actual Costs for all the leases, building, properties, or accounts included in the report.

Note: When generating reports, if you select to use more than one cost types (recurring costs, scheduled costs, and actual costs), the program ensures that it does not duplicate costs by using Scheduled or Actual Cost records over Recurring Cost records when both exist, and by using only Recurring Cost records with a Due Date that is after the most recently generated Scheduled or Actual Cost record.

Note: If you have generated Scheduled Cost records from Recurring Cost records, these cost will show in both the Recurring Costs tab as a single record, and in the Scheduled Costs tab as individual records. The number of Scheduled Cost records shown depends on the number you generated during the time period covered by the report. The same costs will not show in both the Scheduled Cost and Actual Cost tabs, as Scheduled Costs are deleted when they are converted to approved Actual Costs.