Real Estate Portfolio Management / Cost Administration / Cost Administrator

Lease Financial Summary Report

The Lease Financial Summary report provides a high-level financial summary of your lease costs by country, with the ability to review data for each lease included in the summary. This report is useful for comparing leases by country, for financial planning, and for providing cost summary data, for example, when communicating with accounting or when making cost estimations.

The report includes two benchmarks: income per negotiated area, and expenses per negotiated areas. These benchmarks help you assess by country and by lease how profitable or expensive your leased space is in relation to a square unit of area negotiated for the lease.

This topic includes the following information:

• Restricting and Viewing Report Data
• Lease Financial Summary Calculations
• Lease Financial Summary when Using the Archibus Enhanced Global Feature Set

Restricting and Viewing Report Data

The Lease Financial Summary report presents its information on the following tabs from which you can set a restriction and view report data:

• The Lease Financial Summary Overview tab:
  • Includes a Filter console so you can set restrictions that determine the costs and locations included in the report. For example, using the Filter console, you can specify the types of costs to examine (recurring, scheduled, actual, or a combination), as well as the time frame for which to analyze these costs. In the Leases cloud module, you work only with recurring costs.
  • When reviewing the financial reports, be sure to consider how the Filter console was completed. See Understanding Financial Analysis Reports for more information on how costs are selected.

  Note: When working with the Leases cloud module, you work only with recurring costs; the module does not support scheduled costs and actual costs.

  Note: To set a custom date range, Select Other Date Range, and then enter a Start and End Date.

  See Restricting Data Using a Filter Console for more information on using filter consoles.

  • Presents lease costs summarized by country, including annual rent and 'other' expenses (the average annual net income amounts for Cost records whose Cost Category Cost Type is OTHER, OPERATING, or TAX), annual income, and net income.
  • Enables you to export the data to Excel using the XLS button.
• Details tab: Click the Details button for a country to review details for a each lease included in the country's totals, enabling you to analyze your data and account for any anomalies. You can export the data to Excel by clicking XLS.

Lease Financial Summary Calculations

The Lease Financial Summary report includes the following calculated areas and costs:

• Lease annual expenses and income. These annual costs are the average annual costs based on the actual costs incurred during the report's time frame. The data is normalized to reflect yearly costs. For example, if the report uses a Start Date and End Date that cover a three month period, the cost data is multiplied by 4 to estimate yearly costs. For a description of the calculations used, see the Annual Expenses and Income section of the Cost Calculations for Reports topic.
• Lease negotiated areas This area is summarized for each country, and available for each lease by clicking Details. See the Lease Negotiated Area section of the Area Calculations for reports topic.
• Lease benchmarks based on the lease's Area - Neg. Rentable, the negotiated area for the lease that you manually enter using the Add/Edit Wizard. These benchmarks enable you to evaluate the lease's overall costs in relation to the negotiated size of the leased space. See the Lease Benchmarks section of the Benchmark Calculations for Reports topic.

Lease Financial Summary When Using the Archibus Enhanced Global Feature Set

When the Archibus Enhanced Global Feature Set is enabled, you can generate the Lease Financial Summary report to show Total Costs, Base Costs, or VAT Costs using the currency you select. Just as when the Archibus Enhanced Global Feature Set is not enabled, the Lease Financial Summary report calculates Annual Costs by summarizing as net income the major expenses of TAX, UTILITY, and OPERATING EXP; the expenses for these cost category cost types are subtracted from any incidental income. It then adds expenses for any cost types other than TAX, UTILITY, or OPERATING normalizing the data to reflect yearly costs. In this way, it summarizes the lease's expenses.

However, when the Archibus Enhanced Global Feature Set is enabled, the report shows this net amount as Total Costs, Base Costs, or VAT Costs depending on the selections you make to generate the report. See Selecting VAT Cost Types and Currency for Reports for a description of the cost fields used to show VAT costs in different currencies.

The Currency and VAT buttons affect the values shown on both the Overview and Details tabs. The Details tab shows the breakdown for the leases for the selected country using the same VAT cost type and currency you selected on the Overview tab.