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Oracle Property Manager Implementation Guide
Release 12.1
Part Number E13611-04
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Setup Steps in Oracle Property Manager

When you first install and set up Oracle Property Manager for your business, you must configure several components, including flexfields, lookups, and system options. After these components are properly configured, you can use Oracle Property Manager without making any routine modifications.

For the order in which the Oracle Property Manager setup steps should be performed, see Oracle Property Manager Setup Checklist.

This chapter covers the following topics:

Profile Options

This section describes new profile options available in Oracle Property Manager. The table below indicates the level at which you can view and update the profile options.

The key for the table is as follows:

Profile Option Required Default User Access SysAdm Access: User SysAdm Access: Resp SysAdm Access: App SysAdm Access: Site
PN: Allow Early Termination Before Last Approved Schedule No Yes View View View Update Update
PN: Area Type in Annual per Area No LocationRentable Area Update Update Update Update Update
PN: Change Tenancy Dates When Lease Dates Change No No View View View Update Update
PN: End Date for Base Year Reference Rent Increase Terms No Lease End View View View Update Update
PN: Rent Increase Calculated After Assessment Date No One Time Backbill View View View Update Update
PN: Rent Increase Term End Date No End of Lease View View View Update Update
PN: Require Volume for Entire Invoice Period No No View View View Update Update
PN: Show Calculate and Calculate All Buttons for Variable Rent Yes Yes View Update Update Update Update
PN: Tenancy Update No Allow with Warning View Update Update Update Update
PN: Validate Assignment Cost Centers No Yes Update Update Update Update Update
PN: Volume Status Default No Draft Update Update Update Update Update

PN: Allow Early Termination Before Last Approved Schedule

Use the profile option PN: Allow Early Termination Before Last Approved Schedule to determine the earliest date to which you can contract leases and their associated terms. You can set the profile option to one of the following:

PN: Area Type in Annual per Area

Use the profile option PN: Area Type in Annual per Area to determine the default value of area type for lease terms. Oracle Property Manager uses the area type to identify the area used for converting between Annual and Annual/Area values for a term. You can set the profile option to one of the following: Lease Assignable Area, Lease Usable Area, Lease Rentable Area, Location Assignable Area, Location Usable Area, Location Rentable Area, and Other. You can also leave the profile option blank.

For more information, see Using Area Type in Term Details, Oracle Property Manager User Guide.

PN: Change Tenancy Dates When Lease Dates Change

Use the profile option PN: Change Tenancy Dates When Lease Dates Change to determine whether Oracle Property Manager automatically extends or contracts tenancy dates when users extend or contract a lease. You can set the profile option to one of the following:

PN: End Date for Base Year Reference Rent Increase Terms

Use the profile option PN: End Date for Base Year Reference Rent Increase Terms to determine the length of rent increase terms when you select Base Year as the reference period for your rent increase agreement. You can set the profile option to one of the following:

PN: Rent Increase Calculated After Assessment Date

Use the profile option PN: Rent Increase Calculated After Assessment Date to determine whether Oracle Property Manager creates a back bill term when you calculate rent increase after the assessment date. The profile option also determines the nature of the back bill term. You can set the profile option to one of the following:

PN: Rent Increase Term End Date

Use the profile option PN: Rent Increase Term End Date to determine the end date of rent increase terms. You can specify one of the following values:

Note that the profile option PN: End Date for Base Year Reference Rent Increase Terms overrides PN: Rent Increase Term End Date under the following conditions:

PN: Require Volume for Entire Invoice Period

Use the profile option PN: Require Volume for Entire Invoice Period to determine the volume information Oracle Property Manager requires to create variable rent terms. You can specify one of the following values:

PN: Show Calculate and Calculate All Buttons for Variable Rent

Use the profile option PN: Show Calculate and Calculate All Buttons for Variable Rent to determine whether variable rent calculation begins from the first period of the agreement or from a selected period.

Important: PN: Show Calculate and Calculate All Buttons for Variable Rent governs the display of buttons on the Annual Periods tab of the Variable Rent window and the Line Item Review window. From the Agreement tab of the Variable Rent window, you always calculate for all periods, irrespective of the profile option value.

You can set the profile option to one of the following:

PN: Tenancy Update

Use the profile option PN: Tenancy Update to allow changes to the location associated with a term after you create schedules and items for that term. You can set the profile option to one of the following:

PN: Validate Assignment Cost Centers

Use the profile option PN: Validate Assignment Cost Centers to determine whether Oracle Property Manager validates cost center values against the GL_CODE_COMBINATIONS table when you create or import employee or cost center space assignments. You can set the profile option to one of the following:

PN: Volume Status Default

Use the profile option PN: Volume Status Default to determine the initial status of volumes you enter for a variable rent agreement. You can modify the status when required. You can set the profile option to one of the following:

Note that Oracle Property Manager considers only approved records when calculating variable rent based on actual volumes.

Related Topics

Profile Options, Oracle Property Manager User Guide

System Options

Define system options to customize the Oracle Property Manager environment for each operating unit. System options determine your ledger and currency conversion type. System options also control how Oracle Property Manager displays location aliases, sends information to Oracle Payables, and Oracle Receivables, and governs creation of leases and space assignments.

This discussion includes the following topics:

System Options in Oracle Property Manager

You can use the following system options to customize your Oracle Property Manager environment:

System Option Default Value
Accounting Option All Terms
Allow Tenancy Overlap Within Lease No
Automatic Number Generation
  • Company – No

  • Lease – No

  • Rent Increase – No

  • Variable Rent – No

  • Recovery Agreement – No

  • Recovery Expense – No

  • Recovery Area Class – No

  • Recovery Expense Class -- No

Automatic Space Distribution No
Calculate Annualized Basis for Index Rent Terms active in the basis period
Consolidate Recovery Terms No
Currency Conversion Type No value
Default Landlord/Tenant View Tenant
Default Location Area for Leases No
Extend Index Rent Terms Upon Lease Extension Yes
Include Terms as Rent Increase Basis by Default Yes
Invoice Grouping Name No value
Ledger No value
Legacy Cutoff Date No value
Location Code Separator No value
Multiple Tenancy Lease No
Recalculate Index Rent On Account Change Yes
Smallest Term Amount No value
Use SYSDATE to Record Space Assignment Changes Yes

Accounting Option

The Accounting Option system option indicates how your users must specify General Ledger accounts on the Details tabbed region of the Lease window or the Accounts Distribution tab of the Term Details window. Note that the Accounting Option system option applies to revenue leases and subleases only.

You can choose from the following options:

Allow Tenancy Overlap Within Lease

You can set the Allow Tenancy Overlap Within Lease system option to Yes if you want to allow users to assign a location to two tenants on the same lease.

Note: The combined percentage area assigned to the two tenants should be less than or equal to 100 percent.

If you set this system option to No, users will not be able to assign a location to two tenants using the same lease.

Automatic Number Generation

You can set the Automatic Number Generation system options to Yes if you want Oracle Property Manager to automatically assign unique values for any of the following:

Important: Many of the reports created in Oracle Property Manager include lease numbers as parameters. Using Automatic Number Generation makes it easier for users to specify a range of lease numbers that they want to include in the report.

If the Automatic Lease Number option is set to Yes, the lease numbers that Oracle Property Manager automatically creates will be sequential, and users can specify a range of leases in the report parameters.

If you set the Automatic Lease Number option to No, and users want to specify a range of lease numbers when they generate reports, then they will have to manually create sequential lease numbers.

Automatic Space Distribution

You can set the Automatic Space Distribution system option to Yes if you want Oracle Property Manager to automatically distribute space equally to all the occupants of a particular location. If you set this system option to No, users will have to enter a space allocation percentage manually each time they assign space.

Calculate Annualized Basis for Index Rent

You can set the Calculate Annualized Basis for Index Rent system option to one of the following to decide how the annualized basis is calculated.

Consolidated Recovery Terms

You can set the Consolidated Recovery Terms system option to Yes if you want Oracle Property Manager to create one consolidated recovery term with a single total. All recovery lines use the term template specified in the recovery agreement to populate the recovery term details.

If you set the system option to No, a term detail line is created for each recovery line type and purpose. Oracle Property Manager uses the corresponding billing term details from the main lease. If there is more than one billing term with the same type and purpose, but with different billing details, the system will use the details of the most recent term by default.

Currency Conversion Type

You can use the Currency Conversion Type system option to specify the conversion rate type to be used for converting transactional currency amounts to the functional currency. If you do not specify a rate type, Oracle Property Manager uses the rate type that is associated with the functional currency for your ledger and enabled in the Reporting Currencies window.

Default Landlord/Tenant View

You can use the Default Landlord/Tenant View system option to set the default value of Lease Class for new leases. You can also use the system option to set the active tab of the Space Assignment window to Employee or Customer.

Default Location Area for Leases

You can use the Default Location Area for Leases system option to determine whether the lease assignable area, lease rentable area, and lease usable area should be set to the associated location’s rentable, usable, and assignable area by default.

Regardless of how you set the Default Location Area for Leases system option, users can overwrite the lease area values.

Extend Index Rent Terms Upon Lease Extension

You can set the Extend Index Rent Terms Upon Lease Extension system option to Yes to extend associated Index Rent Terms automatically when the Lease Termination Date is extended.

Include Terms as Rent Increase Basis by Default

The system option Include Terms as Rent Increase Basis By Default determines whether Oracle Property Manager automatically selects terms that qualify as basis terms for inclusion in the rent increase basis. You can set the system option to one of the following:

Invoice Grouping Name

You can use the Invoice Grouping Name system option to specify the default invoice grouping rule to be used with payment transactions.

Important: There are several levels at which you can specify the name of the grouping rule. The system option level is the highest level. Oracle Property Manager considers this system option last, after it has considered rules specified at the lower levels. The rules and options are considered in the following order:

  1. Payment item grouping rule

  2. Payment term grouping rule

  3. Lease grouping rule

  4. System option grouping rule

Oracle Property Manager applies the first rule encountered. It does not evaluate the remaining rules or options.

Invoice Grouping Name is an optional field, and the default value is blank.

For more information on grouping payment invoices, see Payment Grouping Rules.

Ledger

You can use the Ledger system option to select the ledger that you want to use with the operating unit in Oracle Property Manager. The ledger determines the currency, accounting calendar, and chart of accounts.

Important: Once you save the system options for an operating unit, you cannot update the value entered for the Ledger system option.

Legacy Cutoff Date

You can use the Legacy Cutoff Date system option to specify a cutoff date for specific rent increase periods.

For Rent Increase Periods with an Assessment Date less than or equal to the Cutoff Date, the Backbill option will be ignored. Only recurring Payment or Billing Terms will be created from the Assessment Date until the Lease Termination Date.

For Rent Increase Periods with an Assessment Date greater than the Cutoff date, payment or billing terms will be created from the system date until the lease termination date and backbill terms will be created for the Backbill option.

Location Code Separator

You can use the Location Code Separator system option to define a separator for location code aliases. The value entered in the Location Code Separator field becomes the separator between all location code aliases entered. For example, if you enter "-" as the Location Code Separator, and create a building with an alias of ABC, a floor with an alias of 2, and an office with an alias of a, then the location code is displayed as ABC-2-a. If the Location Code Separator is set to No, no separator value is used, and the example location code is displayed as ABC2a.

Warning: You can define a Location Code Separator only once for an operating unit.

Multiple Tenancy Lease

You can set the Multiple Tenancy Lease system option to Yes if you want to allow users to associate multiple leases to the same location for the same or overlapping tenancy periods.

Recalculate Index Rent on Account Change

You can use the Recalculate Index Rent on Account Change system option to specify whether index rent amounts should be recalculated when you modify the account distributions for a lease. This system option is set to Yes by default.

Smallest Term Amount

The Smallest Term Amount system option determines the smallest amount for which Oracle Property Manager creates rent increase terms. Any value you specify is considered an absolute value. Therefore, if you specify 0.5, the application does not create rent increase terms unless the amounts are beyond the 0.5 to -0.5 range. This system option does not have a default value.

Use SYSDATE to Record each Space Assignment

You can set the Use SYSDATE to Record each Space Assignment system option to Yes to allow users to change space assignments only as of the system date. If you set this system option to No, users can make retroactive changes to space assignments at any time, in addition to changes to current and future dated space assignments.

Combinations of System Options for Customer Space Assignments

You can set the system options using varying combinations. With different system options combinations, the customer space assignment changes. The expected behavior of customer space assignments for varying system options combinations is as follows:

  1. Allow Tenancy overlap within Lease: Yes

    Multiple Tenancy Lease: Yes

    Automatic Space Distribution: Yes

    For this combination of system options, the following diagram describes the expected behavior of customer space assignments:

    the picture is described in the document text

  2. Allow Tenancy overlap within Lease: Yes

    Multiple Tenancy Lease: Yes

    Automatic Space Distribution: No

    For this combination of system options, the following diagram describes the expected behavior of customer space assignments:

    the picture is described in the document text

  3. Allow Tenancy overlap within Lease: Yes

    Multiple Tenancy Lease: No

    Automatic Space Distribution: Yes

    For this combination of system options, the following diagram describes the expected behavior of customer space assignments:

    the picture is described in the document text

  4. Allow Tenancy overlap within Lease: Yes

    Multiple Tenancy Lease: No

    Automatic Space Distribution: No

    For this combination of system options, the following diagram describes the expected behavior of customer space assignments:

    the picture is described in the document text

  5. Allow Tenancy overlap within Lease: No

    Multiple Tenancy Lease: Yes

    Automatic Space Distribution: Yes

    For this combination of system options, the following diagram describes the expected behavior of customer space assignments:

    the picture is described in the document text

  6. Allow Tenancy overlap within Lease: No

    Multiple Tenancy Lease: Yes

    Automatic Space Distribution: No

    For this combination of system options, the following diagram describes the expected behavior of customer space assignments:

    the picture is described in the document text

  7. Allow Tenancy overlap within Lease: No

    Multiple Tenancy Lease: No

    Automatic Space Distribution: Yes

    For this combination of system options, the following diagram describes the expected behavior of customer space assignments:

    the picture is described in the document text

  8. Allow Tenancy overlap within Lease: No

    Multiple Tenancy Lease: No

    Automatic Space Distribution: No

    For this combination of system options, the following diagram describes the expected behavior of customer space assignments:

    the picture is described in the document text

Defining System Options

To define system options in Oracle Property Manager:

  1. Navigate to the System Options page.

  2. Click Create Setup Options.

  3. On the Create Setup Options page, select the operating unit for which you want to define system options.

    Note: The Operating Unit LOV displays only those operating units for which you have not defined system options.

  4. Select the ledger that you want to use with the operating unit. The Ledger system option is set to the default ledger for the operating unit. However, you can change this value if required.

  5. Set the system options as required. Operating Unit and Ledger are the only required fields. So, you can leave the other system options blank or retain the default values as appropriate. For details on system option values, see System Options in Oracle Property Manager.

  6. Click Apply to save your work.

Updating System Options

To update system options in Oracle Property Manager:

  1. Navigate to the System Options page.

  2. Search for the operating unit whose system options you wish to modify. You can search based on the following criteria:

  3. In the Select System Options region, select the operating unit for which you want to define system options.

  4. Click Update.

  5. On the Update System Options page, update the appropriate system options. For details on system option values, see System Options in Oracle Property Manager.

    Note: The Ledger system option is read only. Also, you cannot modify the Location Code Separator system option once a user has created a location and the separator is used to generate a location code. You can update all other system options as required.

  6. Click Apply to save your work.

Descriptive Flexfields and Value Sets

You can use descriptive flexfields to track additional information that is important and unique to your business and would not otherwise be captured by Oracle Property Manager. The structure of the Descriptive Flexfields (data types, value sets) should be consistent among windows that share flexfield information.

For detailed information on descriptive flexfields, see Planning and Defining Descriptive Flexfields, Oracle Applications Flexfields Guide.

Lookups

Lookups are predefined values that you can use as selections for certain fields. Oracle Property Manager uses lookups to provide values such as property features and types of space. You can add and modify some of these values to better match your enterprise needs in the Oracle Property Manager Lookups window.

Note: You can view all Property Manager lookups in the Oracle Property Manager Lookups window. However, you cannot modify lookups that are used only by the system or that are not user-extensible. For lookup types that you can modify, you can define up to 250 values. For example, you may want to define additional values to the Landlord Service Type lookup.

For detailed information on defining and updating lookups, see the Oracle Applications Developer's Guide.

Lookups in Oracle Property Manager

The following tables display details about the user-defined and user-extensible lookups in Oracle Property Manager.

Note: Some of the lookup codes for the lookups discussed here might differ from those available in your Oracle Property Manager environment. You can add or disable (by assigning a To date) these lookup codes according to the needs of your organization.

PN_BATCH_TRANS_STATUS

You can use this lookup to define the various Batch Transaction statuses for the Variable Rent Gateway.

Code Description
A All
E Error
I Imported
P Pending

PN_CONDITION_TYPE

You can use the PN_CONDITION_TYPE lookup to specify the condition of a property. Users can select the appropriate condition in the Properties window.

Code Description
DM Damaged
EX Excellent
FR Fair
GD Good
NR Normal
OK OK

PN_DEDUCTION_TYPE

You can use the PN_DEDUCTION_TYPE lookup to specify the types of deductions used while calculating variable rent.

Code Description
BAD_DEBT Bad debt
DAMAGED Damaged goods
EMP_SALES Sales to employees

PN_FEATURE_CONDITION

You can use the PN_FEATURE_CONDITION lookup to describe the condition of building and/or land features. Users can select the desired condition on the Features tabbed region of the Building and Land windows.

Code Description
P Poor
G Good
F Fair
E Excellent

PN_FUNCTION_TYPE

You can use the PN_FUNCTION_TYPE lookup to specify the different functions of a floor or office. Users can select an appropriate function type in the Usage area of the Floor or Building window.

Code Description
COMM Common office space
CONFERENCE Conference room
COPY Copy room
CVC Customer visit center
DATA Data center
HALLWAY Hallway
HOT Hoteling workspace
KITCHEN Kitchen
LEARN Learning Lab
LIBRARY Library
MAIL Mail room
OFFICE Office, cubicle, or workstation
PC PC lab
RECEPT Reception
REST Restaurant
RESTROOM Rest room
RETSPC Retail space
STORAGE Storage
STROOM Storeroom

PN_INSURANCE_TYPE

You can use the PN_INSURANCE_TYPE lookup to specify the different types of insurance cover for a lease. Users can select the desired insurance type on the Insurance tab of the Lease window.

Code Description
ALL All risk
FIRE Damage due to fire
LIABILITY Public liability
PERSONAL Personal injury
PROPERTY Damage to property

PN_JOB_TITLE

You can use the PN_JOB_TITLE lookup to specify the job title of a company contact. Users can assign job titles to company contacts in the Contact Names region of the Roles and Sites window.

Code Description
MGR Manager
SOC Sales Operation Clerk
SOS Sales Operation Supervisor

PN_LANDLORD_SERVICE_TYPE

You can use the PN_LANDLORD_SERVICE_TYPE lookup to specify the different services provided by a landlord. Users can specify the service type on the Rights and Obligations tab of the Lease window.

Code Description
FC Health club
PARK Parking
ROOF Roof rights
SEC Security services
TI TI allowance

PN_LEASED_OR_OWNED

You can use the PN_LEASED_OR_OWNED lookup to specify whether the property (building or land) is leased, owned, or held under some other kind of agreement. Users can specify how tenants hold the property in the Tenure field (in the Details region) of the Land or Building window.

Code Description
L Leased
MG Managed
MI Mixed
O Owned

PN_LEASE_OPTION_TYPE

You can use the PN_LEASE_OPTION_TYPE lookup to specify the lease options available to the tenant. Users can select the appropriate options on the Options tab of the Lease window.

Code Description
ALLOW Allowance
CONST Construction warranty
EXP Expansion
HOLD Holdover
PURCH Purchase
RENEW Renewal
TERM Early termination

PN_LEASE_ROLE_TYPE

You can use the PN_LEASE_ROLE_TYPE lookup to specify the roles played by the contacts specified on a lease. Users can assign roles to contacts on the Contacts tab of the Lease window.

Code Description
PM Property Manager
LL Landlord
BR Broker

PN_LEASE_TYPE

You can use the PN_LEASE_TYPE lookup to specify the types of lease users can create.

Code Description
GROUND Ground lease
GRS Gross lease
NET Net lease
NNN Triple net (NNN)
OS Operating lease

PN_LOCATION_FEATURE_TYPE

You can use the PN_LOCATION_FEATURE_TYPE lookup to specify the features of a particular location (building or land). Users can select the features for a location from the Features tab of the Building or Land windows.

Code Description
CONCIERGE Concierge facilities
ELEVATOR Elevators
HANDICAP Facilities for the disabled
HIGHWAY Easy access to a highway
OTHER Other facilities
PARKING Parking available
SHOPS Retail  shops and restaurants
SIGN Exterior signage

PN_MILESTONES_SET

You can use the PN_MILESTONES_SET lookup to specify the set of milestones. You can then group milestones within these milestone sets.

Code Description
FULL All milestones
INSURANCE Insurance requirement milestones
LEASE DATE Lease commencement and termination milestones
OPTION Milestones for options linked to the lease
PAYMENT_TERM Payment term start and end date milestones

PN_MILESTONES_TYPE

You can use the PN_MILESTONES_TYPE lookup to specify the different types of milestones. Users can select the appropriate milestones type in the Milestones window that appears when they click Milestones in the Options, Billing, or Payment tabs of the Lease window.

Code Description
INSURANCE_EXPIRATION Insurance policy expiration
INSURANCE_REVALUATION Insurance revaluation
LEASE_COMMENCEMENT Lease commencement
LEASE_EXECUTION Lease execution
LEASE_TERMINATION Lease termination
OPTION_EXPAND Option to expand
OPTION_RENEWAL Renewal option
OPTION_TERMINATION Early termination
TERM_BILLING_END End of the billing term
TERM_BILLING_START Start of the billing term
TERM_PAYMENT_END End of the payment term
TERM_PAYMENT_START Start of the payment term

PN_NOTE_TYPE

You can use the PN_NOTE_TYPE lookup to specify the type of note you want to attach to a lease. Users can select and create different types of notes on the Notes tab of the Lease window.

Code Description
ABLEASE Lease Abstraction Notes
AMLEASE Lease Amendment Notes

PN_OBLIGATION_FIN_RESP_PARTY

You can use the PN_OBLIGATION_FIN_RESP_PARTY lookup to specify the party who has financial responsibility for an obligation. Users can assign financial responsibility for obligations on the Obligations tab of the Lease window.

Code Description
L Landlord
NA N/A
PR Pro-Rata
S External Service Provider
SH Shared
T Tenant

PN_OBLIGATION_RESP_TYPE

You can use the PN_OBLIGATION_RESP_TYPE lookup to specify the type of obligation mentioned in the lease. Users can create specific obligations on the Obligations tab of the Lease window.

Code Description
ELECT Electricity
ELEV Elevators
EPAINT Exterior paint
FENCE Fences
FUEL Fuel
HVAC Heating, ventilation and air conditioning
INTALT Interior alterations
JANIT Janitorial services
LIGHT Lighting
LSCAPE Landscaping
PARKMAJ Parking lot major
PARKPAT Parking lot patch
PLUMB Plumbing
ROOF Roof repair
SCAV Scavenger
SEW Sewer
SNOW Snow and ice removal
SWALK Side walk
WAT Water

PN_OPEX_AGR_STATUS_TYPE

You can use the Agreement Status (PN_OPEX_AGR_STATUS_TYPE) lookup to identify the stages of an operating expense agreement. The following table describes lookup codes provided by Oracle Property Manager:

Meaning Code Description
Active A Operating expense agreement is active
Concluded C Operating expense agreement is concluded
Draft D Operating expense agreement is a draft
Inactive I Operating expense agreement is inactive
Review R Operating expense agreement is under review
Suspended S Operating expense agreement has been suspended

PN_OPEX_AUDIT_STATUS

You can use the Audit Status (PN_OPEX_AUDIT_STATUS) lookup to identify the different stages of the operating expense reconciliation audit process. The following table describes lookup codes provided by Oracle Property Manager:

Meaning Code Description
Audit Complete AC Reconciliation audit is completed
In Audit IA Reconciliation audit is in progress
Needs Audit NA Reconciliation needs audit

PN_OPEX_RECON_STATUS

You can use the Reconciliation Status (PN_OPEX_RECON_STATUS) lookup to identify the different stages of an operating expense reconciliation. The following table describes lookup codes provided by Oracle Property Manager:

Meaning Code Description
Complete CP Reconciliation is complete
In Audit IA Reconciliation is in audit
In Dispute ID Reconciliation is under dispute
In Progress IP Reconciliation is in progress
Not Started NS Reconciliation has not started
Skipped SK Reconciliation has been skipped
Pending Review WR Reconciliation is pending review

PN_OPEX_STANDARD_GRP_TYPE

You can use the Standard Group Name (PN_OPEX_STANDARD_GRP_TYPE) lookup to add or modify standard expense groups. Use standard groups to categorize expense groups you create for operating expense agreements. The following table describes lookup codes provided by Oracle Property Manager:

Meaning Code Description
Common Area Maintenance C Standard expense group for common area maintenance
Landscaping L Standard expense group for landscaping
Parking Lot P Standard expense group for parking lots
Security S Standard expense group for security
Tax T1 Standard expense group for tax
Insurance T2 Standard expense group for insurance
Utilities U Standard expense group for utilities

PN_OPEX_TOT_AR_TYPE

You can use the Total Area Type (PN_OPEX_TOT_AR_TYPE) lookup to add or modify total area types. You associate a total area type with a pro rata basis when creating operating expense agreements. The following table describes lookup codes provided by Oracle Property Manager:

Meaning Code Description
Exterior Tenants ET Area occupied by external tenants
Food Court FC Area occupied by food court tenants
Interior Tenants IT Area occupied by internal tenants
Total Area TA Total area of the property
Total Area Less Anchors TALA Total Area minus area occupied by anchor contributors
Total Area Less Anchor and Pad TALAP Total Area minus area occupied by anchor contributors and pad space
Total Area Less Pad TALP Total Area minus the pad space

PN_OPTION_STATUS_TYPE

You can use the PN_OPTION_STATUS_TYPE lookup to specify the status of the lease option. Users can select appropriate status for each option they specify on the Options tab of the Lease window.

Code Description
CANCEL Cancelled
EXERCISED Exercised
EXP Expired
NOACTION No action
NOTEXERCISED Not exercised 
OPEN Open
OPTMISSED Option missed
REJ Rejected

PN_PARCEL_TYPE

You can use the PN_PARCEL_TYPE lookup to specify the type of a parcel of land. Users can select parcel type in the Usage region of the Parcel window.

Code Description
CT Construction
NR Natural Resources
OS Open Space
PK Parking

PN_PAYMENT_PURPOSE_TYPE

You can use the PN_PAYMENT_PURPOSE_TYPE lookup to specify the purpose of a billing or payment. Users select the billing or payment purpose on the Billing or Payment tab of the Lease window.

Code Description
BASE Base Rent
CLEAN Cleaning
DEP Depreciation
INSUR Insurance
OPEX Operating Expense
PCNT Percentage
RENT Rent

PN_PAYMENT_TERM_TYPE

You can use the PN_PAYMENT_TERM_TYPE lookup to group payment purposes. Users select payment term types in the Term region of the Payment Term Template window.

Code Description
ABATE Abatement
BASE Base
BASER Base Rent
CAM Common area maintenance
CLNG Cleaning
DEP Deposit
DEPR Depreciation
DIR Direct
ESC Escalation
INDX Index
INS Insurance
INTR Interest
OEXP Operating expenses
PASS Pass-thru
PRCT Percentage
PRE Prepayment
RENT Rent
RET Retro adjustment
SEC Security deposit
TAX Taxes
UTIL Utilities

PN_PHONE_TYPE

You can use the PN_PHONE_TYPE lookup to specify the different ways in which users can get in touch with a company contact. Users can select the phone type from the Contact Telephone Number region of the Roles and Sites window.

Code Description
FAX Fax
GEN General
MOB Mobile
TLX Telex

PN_PORTFOLIO_TYPE

You can use the PN_PORTFOLIO_TYPE lookup to specify the different kinds of portfolio of which a property can be part. Users can select a Portfolio Type on the Properties window.

Code Description
1 General
2 Progress portfolio
COMM Commercial
CORP Corporate
INV Investment
LAND Land
MIXED Mixed use
MULTI Multi-unit
RES Residential
RETAIL Retail

PN_RECOVERY_SPACE_STD_TYPE

You can use the PN_RECOVERY_SPACE_STD_TYPE lookup to specify the space standard used to calculate Common Area Maintenance (CAM) expenses.

Code Description
EXTERIOR The space can be accessed from inside as well as outside the building.
GENERAL General
INTERIOR The space can be accessed only from inside the building.

PN_RECOVERY_TYPE

You can use the PN_RECOVERY_TYPE lookup to describe the type of tenant that occupies a particular space.

Code Description
FOOD_COURT Food Court
FREESTANDING Freestanding outlet
GENERAL General
KIOSK Kiosk
MAJOR Major
PAD Pad
SPECIALITY Specialty outlet

PN_REC_ABAT_TYPE

You can use the PN_REC_ABAT_TYPE lookup to specify the different types of abatements users can provide in a recovery agreement. For example, the landlord might agree not to charge a tenant for parking facilities for a particular period.

Code Description
RELO Relocation

PN_REPORT_TYPE

You can use the PN_REPORT_TYPE lookup to specify the type volume history that is reported. Users can select a report type on the Create Volume History: Enter Criteria page.

Code Description
CER Certified
OPT Optional
STD Standard

PN_RIGHTS_TYPE

You can use the PN_RIGHTS_TYPE lookup to specify the different types of lease-related rights tenants or landlords may have. Users can select appropriate rights from the Rights and Obligations tab of the Lease window.

Code Description
ALT Allow the lessee to alter the leased space (with or without the landlord's approval, depending on the agreement)
ASGNPRK Landlord to provide assigned parking
AUDIT Tenant can audit the landlord's books
ENVIR Statements about environmental contaminants previously or currently stored at the location
HLDOVR The lessee has the right to continue on the leased property after the natural expiration of the lease.
OTHER Other rights contained in the lease that are not specifically categorized
OTSTOR The lessee can use supplemental storage space
PRK Parking spaces for the lessee
QTENJ Lessee has the right to use property without disturbance from other lessees
REFUSE Lessor has the right to refuse to lease space once available until the space is made publicly available.
RESTR The ideal condition of the property when it is returned to the lessor.
ROOF The lessee can place objects such as antenna, and satellite dishes on a pre-disclosed section of the roof.
SUBASGN The lessee can sublease the property or assign rights with or without the landlord's approval (depending on the agreement)

PN_RIGHT_STATUS_TYPE

You can use the PN_RIGHT_STATUS_TYPE lookup to specify the status of a right. Users can assign the appropriate statuses to landlord or tenant rights on the Rights and Obligations tab of the Lease window.

Code Description
L Consult Legal: The Legal department should be consulted. The lease document makes specific reference to the right. However, the document is ambiguous regarding the scope of the right.
N No: The lease document makes specific reference to the right and mentions that the lessor or lessee has not been granted the right.
S Silent: The lease document does not mention this right.
Y Yes: The lease document specifically mentions the right and the fact that it has been granted to the lessor or lessee.

PN_SALES_CHANNEL

You can use the PN_SALES_CHANNEL lookup to specify the different sales channels (for example, different departments of a shopping mall). These sales channels are used while calculating variable rent. Users can select the sales channel in the Line Items (Variable Rent) window.

Code Description
COMMERCIAL Commercial
DIRECT Direct
GOVERNMENT Government
INDIRECT Indirect
INTERNAL Internal
INTERNATIONAL International
OTHER Other
RESELLER Reseller

PN_SOURCE

You can use the PN_SOURCE lookup to specify the different sources used to import information into Oracle Property Manager.

Code Description
CAD Computer-aided design (CAD) system

PN_SPACE_TYPE

You can use the PN_SPACE_TYPE lookup to specify how floor or office space can be categorized. Users can select an appropriate space type in the Usage area of the Floor or Building window.

Code Description
AV Room with audio-visual facilities
COM Commercial office space
CONFERENCE Conference room
COPY Copy room
CUSTWORK Customer/client workspace
CVC Customer visit center
DATA Data center
DEMO Demo room
FAX Room with fax machine
FILE File room
FOOD Food operation
HALLWAY Hallway
ICWORK Space allotted to contractor
KITCHEN Kitchen
LEARN Learning lab
LIBRARY Library
MAIL Mail room
MANUDIST Manufacturing/distribution space
OFFICE Office, cubicle, or workstation
PC PC lab
PLAY Play room
PRINTER Printer
PROP Proposal room
RECEPT Reception
RESTROOM Rest room
RETAIL Retail
RETSPC Retail  space
STORAGE Storage space
STROOM Storeroom
TELECOM Telecom room
TEMP Space allotted to temporary employee
TRAINING Training room
WORK Workspace

PN_STANDARD_TYPE

You can use the PN_STANDARD_TYPE lookup to specify the different standards possible for an office space. These standards specify the kind of employee to whom the location is assigned. Users can select an appropriate space type in the Usage area of the Floor or Building window.

Code Description
CONSULTANT Consultant
CONTR Contractor
DIRECTOR Director
GEN General use
ICTR Individual contributor
MANAGER Manager
SLSASC Sales Associate
STRMGR Store manager
SVP Senior vice president
VP Vice president

PN_STATUS_TYPE

You can use the PN_STATUS_TYPE lookup to specify valid statuses for a property. Users can select the appropriate status in the Properties window.

Code Description
BL Blank
CD Condemned
CP Completed
CU Cleanup
DE Design
DI Disputed
ES Sold
IP Inspection
OP Operational
PL Planned
UC Under construction

PN_TENANCY_USAGE_TYPE

You can use the PN_TENANCY_USAGE_TYPE lookup to specify the different ways in which a tenant can use a leased space. Users can select the usage type on the Locations tab of the Lease window.

Code Description
CONSTR Construction space
NATRES Natural resources
OFFICE Office space
OPNSPC Open space
PRKSPC Parking space
RETAIL Retail space

PN_TENANCY_USAGE_TYPE_L

You can use the PN_TENANCY_USAGE_TYPE_L lookup to specify the different ways in which a tenant can use leased land. Users can select the usage type on the Locations tab of the Lease window.

Code Description
CONSTR Construction space
NATRES Natural resources
OPNSPC Open space
PRKSPC Parking space

PN_UNITS_OF_MEASURE

You can use the PN_UNITS_OF_MEASURE lookup to specify the different ways in which the area of a location can be measured and recorded.

Code Description
SFT Square feet
SMT Square meter
SYD Square yard

Warning: Do not create a unit of measure composed of more than three characters. Units of measure with more than three characters are not accessible in the Building and Variable Rent window list of values.

PN_VOL_HIST_TYPE

You can use the PN_VOL_HIST_TYPE lookup to specify the different types of volume information users can store.

Code Description
ACTUAL Actual volume information
DEDUCTION Deductions
FORECASTED Forecasted volume information

PN_ZONE_TYPE

You can use the PN_ZONE_TYPE lookup to specify the different zones in which a property can lie. Users can select the appropriate zone in the Properties window.

Code Description
AI Airport
BL Blank
CO Commercial
IN Industrial
PH Public housing
PR Park
RE Residential
RS Restaurant
RT Retail
SC School

PN_CITIES

You can use the PN_CITIES lookup to define the cities to be displayed in the Building and Land windows.

PN_CLASS_TYPES

You can use the PN_CLASS_TYPES lookup to specify different building classes. For example, you could have classes such as Class A (buildings with exceptional facilities, easy access to roads and public transport, and so on.) and Class B (Buildings with average rent charges and adequate facilities.)

PN_DISTRICTS

You can use the PN_DISTRICTS lookup to define the districts to be displayed in the Property window of Oracle Property Manager.

PN_ITEM_CATEGORY

You can use the PN_ITEM_CATEGORY lookup to specify the type of products (food, clothing, and so on) used while calculating variable rent.

PN_STATE

The PN_STATE lookup contains the two-letter abbreviations for the 50 United States and the District of Columbia (AK, AL, AZ, and so on.) In case you need to create locations outside the United States, you can add the names of states in other countries.

Updating Lookups in Oracle Property Manager

To update lookups in Oracle Property Manager:

  1. Navigate to the Lookups window.

  2. Query for the lookup you want to update. For details on performing a query by example, see Performing Query By Example, Oracle Applications User's Guide.

  3. Modify the Meaning and Description fields as required.

  4. Save your work.

Countries and Territories

You can use the Countries and Territories window to maintain Value-Added Tax (VAT) Member State Codes, and to select an address style for a particular country or territory. You cannot enter a new country or territory in this window, but you can update the name, description, VAT member state code, or address style of the predefined countries or territories.

The VAT Member State Code identifies a country or territory as belonging to the European Union (EU). Special Value-Added Tax rules apply to member states of the EU.

Address styles specify how Oracle Property Manager should format the address fields so that they best suit the address entry requirements of a particular country. Many countries can use the same address style, although a country can only use one address style at a time. After you have associated an address style with a country or territory, Oracle Property Manager will provide that address style whenever you enter an address in that country.

Updating Country or Territory Information

To update country or territory information:

  1. Navigate to the Countries and Territories window.

  2. Perform a query to select the country information you want to modify. For detailed information on performing a query by example, see Performing Query By Example, Oracle Applications User's Guide.

  3. Modify any of the following fields:

  4. Save your work.

Address Formats and Styles

Apart from the predefined address styles, you can create your own address styles to use in Oracle Property Manager. To create user-defined address styles, you must first define a flexible address format, and then map it to an address style.

Creating Address Formats

To create a flexible address format:

  1. Using the Application Developer responsibility, navigate to the Descriptive Flexfield Segments window.

  2. Search for the flexfield with Application as Property Manager and Title as Flexible Address Format. For details on performing a query by example, see Performing Query By Example, Oracle Applications User's Guide.

  3. Deselect Freeze Flexfield Definition.

  4. Navigate to the Context Field Values region. This region contains the address styles that have already been defined in the flexfield.

  5. Enter a code, name, and description for your new address format. The name should be a short, unique code similar to the ones already entered.

  6. Click Segments and create the relevant address elements to store the address information (for example, address lines, city, and state.)

  7. In the Descriptive Flexfield Segments window, select Freeze Flexfield Definition.

  8. Save your work.

Warning: If the address styles are not identical across all address flexfields, you risk creating addresses that are incompatible with different windows.

For detailed information on creating and updating descriptive flexfields, see Defining Segments, Oracle Application Flexfields Guide.

Mapping Address Formats to Address Styles

To map a Flexible Address Format to an Address Style:

  1. Using the Application Developer responsibility, navigate to the Application Object Library Lookups window.

  2. Query for the ADDRESS_STYLE lookup.

  3. Enter the following information:

  4. Ensure that Enable is selected.

You can now view and select the address style in the Countries and Territories window in Oracle Property Manager.

Location Hierarchy

In Oracle Property Manager, the term property refers to land or to built-up property. Whether your property consists of vacant land or buildings, you can define it at several levels. For built-up property, the default location hierarchy is building, floor, and office, in that order. For land, the location hierarchy is land, parcel, and section.

However, different industries use different terms for properties. For example, a building and office in corporate real estate might be a mall and store in the retail industry. Oracle Property Manager enables you to modify the predefined terms used to describe properties.

You can customize property-naming conventions by changing the Meaning and Description fields for the PN_LOCATION_TYPE lookup. After you change the values in the lookup, the new property terms replace the old terms throughout Oracle Property Manager.

For information on updating lookups, see Updating Lookups in Oracle Property Manager.

Related Topics

Properties Overview, Oracle Property Manager User Guide

Contacts

Contacts are companies or other business entities that perform certain functions, called roles, for the property or lease you manage. Contacts include parties to the lease, with roles such as:

You can also use the Contacts window to keep track of other types of service companies, such as those that provide contract services, including:

You can record contact information for each contact, including the name and address of the business, and the name, title, telephone number, and e-mail address of people in the contact company.

Note: Setting up a company as a contact does not add that company to either the list of suppliers maintained in Oracle Payables or the list of customers maintained in Oracle Receivables.

Roles and Sites

A single contact company can have more than one role in relation to a particular property or lease. For example, the same company might act as both a landlord and a property manager for a single property. You can define multiple roles for a contact in the Roles and Sites window.

A contact's site is the location or place of business from which the contact performs a specific role. For example, the same company may perform its landlord role from one site and provide its brokerage services from another site. You can identify sites by the name of the city or the address where the contact is located. Just as you can define a variety of roles for a single contact, you can define a different site for every role that you enter.

You use contact roles and sites in several contexts. When you use the Properties window to set up the properties you manage, you can associate one or more contacts with specific properties. You can also associate contact companies and roles with specific leases, in the Leases window.

Company Contacts

For each contact role and site that you define, you can define an unlimited number of company contacts. When you define a company contact, you enter the name, title, and phone numbers of the person acting as the primary company contact. You can then enter additional company contacts for the same company.

Setting Up Contacts

You enter information about contacts using two windows:

Defining a Contact

To define a contact:

  1. In the Navigator menu, select Agents, then select Contacts. The Contacts window appears.

  2. Select an operating unit.

  3. Enter the name of the contact company.

  4. Enter a company number in accordance with your organization's numbering system.

    Note: The company number may be generated automatically if you have set the Automatic Company Number Generation system option to Yes. For more information, see System Options in Oracle Property Manager.

  5. Enter a parent company name if applicable. The parent company must be set up as a contact.

  6. If you are entering the company's name for the first time, click New to open the Roles and Sites window and assign roles and sites to the contact.

  7. After you assign the first role to the company, enter contact information, and save your work.

  8. Navigate back to the Contacts window and click New. Another Roles and Sites window will open in which you can enter additional roles for the same contact.

Defining Roles, Sites, and Individual Contacts

To define roles, sites, and individual contacts:

  1. In the Roles and Sites window, choose a role for the contact, and enter the name and address of the site associated with this role.

  2. In the Contact Names region, enter the name, title, and e-mail address of the individual contact.

  3. Select Primary to designate the contact as the primary individual contact.

  4. For each contact you enter in the Contact Names area, enter telephone information in the Contact Telephone Numbers area.

  5. Save your work.

Modifying Contacts

To modify existing information about contacts, find the names of companies entered previously in the Contacts window. You can use the View menu to perform a query on the Company Name field. Previously entered role information will appear in the lower Roles and Sites region. For detailed information on performing a query by example, see Performing Query By Example, Oracle Applications User's Guide.

Window References

This section contains window references for the windows you use to define Contacts and their Roles and Sites.

Contacts Window Reference

Operating Unit: The operating unit for which you want to create a contact. Note that you can associate contacts to leases or locations only if they belong to the same operating unit.

Company Name: The name of the contact's company.

Number: The number assigned to the company.

Note: If you have set the Automatic Company Number Generation system option to Yes, the Number might be generated automatically.

Parent Company: The name of the contact's parent company.

Active: Indicates whether the contact's company currently has an active role with your managed properties.

Roles and Sites Region

Role: The role of the contact, for example, landlord. This information is entered in the Roles and Sites window.

Site Name: The name of the site. This information is entered in the Roles and Sites window.

Address: The address of the site. This information is entered in the Roles and Sites window.

Active: Indicates whether the contact currently has an active role with your managed properties.

Related Topics

Roles and Sites Window Reference

Contacts

Roles and Sites Window Reference

Role: The role of the contact, for example, landlord. This information is entered in the Roles and Sites window.

Site Name: The name of the site from which the contact operates for this role.

Country: The country where the contact is located.

Address: The contact's street address.

City: The city where the contact is located.

County: The county where the contact is located.

State: The state where the contact is located.

Province: The province where the contact is located.

Postal Code: The contact's postal code.

Contact Names Region

Last Name: The last name of the individual contact.

First Name: The first name of the individual contact.

Job Title: The job title of the individual contact.

Email: The e-mail address of the individual contact.

Primary: Indicates whether this contact is the primary contact.

Contact Telephone Numbers Region

Number: The telephone number of the individual contact.

Extension. The telephone extension of individual contact.

Type: The type of telephone, for example home, office, or mobile.

Primary: Indicates whether this telephone number is the primary number for this contact.

Related Topics

Contacts