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

This chapter describes the rules and templates you define to help users create, abstract, and administer leases effectively using Oracle Property Manager.

This chapter covers the following topics:

Overview of Setting Up Leases

Before your users can enter individual leases, you must enter lease setup information. Lease setup information includes agent, location, billing and payment term template, and milestone template information that can be shared across leases. Lease setup information includes:

Setting Up Default Accounts

You can send revenue and expense distribution lines to Oracle General Ledger from Oracle Property Manager.

Note: Oracle Property Manager uses the Transfer Normalized Lines to GL concurrent program to transfer expense and revenue accounting entries to Oracle General Ledger. See Transfer Normalized Lines to GL, Oracle Property Manager User Guide.

Depending on how you have set up Oracle Property Manager, it obtains General Ledger (GL) account details from particular sources and posts the correct amounts against the appropriate accounts.

Expense Leases

For expense leases, Oracle Property Manager obtains GL account information from different sources depending on whether or not a payment term is normalized.

For non-normalized terms, users must specify one of the following:

For normalized terms, users must either associate a normalized term template to the new lease, or specify the appropriate accounts for Expense, Liability, and Accrued Liability in the Account Distribution tab of the Term Details window.

Note: For normalized terms, the Distribution Set field and all projects-related fields are disabled.

Revenue Leases

For revenue leases and subleases, your users must specify GL account information depending on how you have set the Accounting Option system option. You can set the system option to one of the following values:

For more information on the Accounting Option system option, see System Options in Oracle Property Manager.

Setting Up Templates and Grouping Rules

This section covers the templates and grouping rules users associate with leases created using Oracle Property Manager.

Invoice Grouping Rules

Invoice Grouping Rules allow users of Oracle Property Manager to include multiple payment or billing items on a single invoice. Placing multiple items on one invoice helps eliminate transaction redundancy and reduces the number of transactions exported to Oracle Payables and Oracle Receivables.

Payment Item Grouping Rules

You can create payment item grouping rules through the Invoice Grouping Rules window in Oracle Property Manager. Oracle Property Manager groups payment items based on a combination of mandatory system-defined grouping attributes and optional user-defined grouping attributes. You can create different combinations of grouping attributes and assign a grouping name and description to each of the grouping sets. The name you assign to the grouping rule must be unique across the organization.

Mandatory Payable Grouping Attributes

Mandatory grouping attributes are similar to the mandatory AutoInvoice attribute set used in Oracle Receivables to group billing items. See Mandatory Receivables Grouping Attributes.

Mandatory attributes are predefined and are applicable to all payment items being grouped.

Note: Mandatory attributes are not visible, but are always included in grouping rules. So, for grouping to occur, the payment items must have the same mandatory attributes.

Mandatory grouping attributes include the following invoice header attributes:

You can group payment items exclusively on mandatory invoice attributes by creating a grouping rule with no optional attributes. Users can then directly associate the grouping rule with a payment item, or associate it with a payment term, lease, or system option. See Grouping Payable Invoices, Oracle Property Manager User Guide.

Optional Grouping Attributes

In addition to mandatory attributes, Oracle Property Manager provides a set of optional grouping attributes. You can select any number of the predefined optional grouping attributes to group invoices. However, the same attribute cannot be entered twice.

The optional payable grouping attributes include:

Depending on the user-defined optional attributes, payment items are grouped either on a lease-by-lease basis or across leases.

Creating Invoice Grouping Rules

To create invoice grouping rules:

  1. Navigate to the Invoice Grouping Rules window by choosing Setup: Payables Transactions: Invoice Grouping Rules.

  2. Enter the name of the grouping rule in the Name field.

  3. Enter a description for the grouping rule in the Description field.

  4. In the Group By region, enter up to four optional grouping attributes.

  5. Save the grouping rule.

Assigning Invoice Grouping Rules

You can assign invoice grouping rules at several levels:

The lowest level at which you can specify an invoice grouping rule is the payment item level and the highest is the system option level. The invoice grouping rules specified at lower levels override those specified at higher levels.

The following table represents how grouping rules work at various levels:

Level Operation
System option Specify grouping rules at the system option level to group all the payment items that are exported. See System Options in Oracle Property Manager.
Lease Specify a grouping rule in the lease to override the rule specified at the system option level. Note that if you specify a lease number as one of the optional attributes, the grouping rule will apply only to the payment items that belong to that lease.
Payment Term Enter a grouping rule at the payment term level to override all the rules specified at the system option and lease level.
Payment Item Enter a grouping rule at the payment item level to override all the rules specified at other levels.

You can use invoice grouping rules to:

Billing Item Grouping Rules

Oracle Property Manager utilizes the Receivables Autoinvoice functionality to perform billing items consolidation. You can group billing items based on a combination of mandatory and optional grouping attributes. To be included in a group transaction, a billing item must match all the mandatory and optional attributes included in the grouping rule.

Note: Oracle Receivables AutoInvoice can only group billing items that use the same receivable account CCID, or account number. Oracle Receivables AutoInvoice allows only one receivable account number per invoice header. Therefore, billing items that do not share the same receivable account number cannot be grouped. If the billing items that are being grouped on one invoice do not have the same receivable account CCID, the Export to AR concurrent program fails and the following error message is displayed:

Some of the items being exported have receivable accounts that do not match. Please validate the data and re-run the concurrent program.

Mandatory Receivables Grouping Attributes

Mandatory receivables grouping attributes are not visible in Oracle Applications, but are always included in the receivable grouping rules. Mandatory grouping attributes include:

For a complete list of mandatory grouping attributes, see: Using Grouping Rules to Create Transactions, Oracle Receivables User Guide.

To group invoices using only mandatory attributes, create a receivable grouping rule that includes no optional attributes and associate the grouping rule with the Property Manager Batch Source. You can also associate the DEFAULT grouping rule in Oracle Receivables with the Property Manager Batch Source. For more information about batch sources, see: Transaction Batch Sources, Oracle Receivables Implementation Guide.

Optional Receivables Grouping Attributes

You can create receivable grouping rules that include a combination of the optional attributes. Optional grouping attributes include Receivables INTERFACE_LINE_ATTRIBUTE1-15. For more information, see: Grouping Rules, Oracle Receivables Implementation Guide.

Some of the INTERFACE_LINE_ATTRIBUTE1-15 attributes are mapped to Oracle Property Manager billing item attributes, as displayed in the table below. These are the only optional attributes you can use when creating a grouping rule for use with Oracle Property Manager.

Interface Table Attribute Property Manager Grouping Attribute
INTERFACE_LINE_ATTRIBUTE8 Purpose
INTERFACE_LINE_ATTRIBUTE9 Type
INTERFACE_LINE_ATTRIBUTE10 Lease Number

Use the Invoice Grouping Rules (Receivables Transactions) window in Oracle Property Manager to select the optional grouping attributes you want to use.

Creating Optional Receivables Grouping Attributes

To create receivable grouping rules:

  1. Navigate to the AutoInvoice Grouping Rules window by choosing Setup: Receivables Transactions: Invoice Grouping Rules.

  2. In the Name field, enter the name of the grouping rule.

  3. In the Description field, enter the description.

  4. In the Class field, select Invoice.

  5. To group billing items based on the optional invoice attributes, select the desired optional attributes in the Optional Grouping Characteristics field. See: Optional Attributes.

  6. Save the grouping rule.

Enabling Invoice Grouping

Oracle Property Manager utilizes the Property Manager Batch Source that is seeded in Oracle Receivables.

The default grouping rule in Oracle Property Manager is PN_GROUPING_RULE. This grouping rules includes one optional attribute: INTERFACE_LINE_ATTRIBUTE1, which is mapped to the lease number and to the payment item ID. For more information on this and other optional attributes, see: Optional Receivables Grouping Attributes.

Note: If you retain PN_GROUPING_RULE as your grouping rule, Oracle Receivables will not group billing transactions. To enable grouping of billing transactions create another grouping rule and assign it to the Property Manager Batch Source in the Transaction Source window.

Selecting AutoInvoice Options for Property Manager Batch Sources

To change the Grouping Rule value to one other than PN_GROUPING_RULE:

  1. Navigate to the Transaction Sources window by choosing Setup: Receivables Transactions: Batch Sources.

  2. In the Name field, query the Property Manager Batch Source transaction source. For detailed information on performing a query by example, see: Performing Query By Example, Oracle Applications User's Guide.

  3. In the Grouping Rule field, select the desired grouping rule.

  4. Save the transaction source.

Specifying Receivable Grouping Rules at Different Levels

You can specify grouping rules at different levels in Oracle Receivables. However, to successfully group invoices in Oracle Property Manager, you must assign a grouping rule to the Property Manager Batch Source. No grouping will occur if the grouping rule is assigned to any level other than batch source

AutoInvoice uses the following hierarchy to determine which grouping rule to use on a transaction line:

For detailed information, see: Grouping Rules, Oracle Receivables Implementation Guide.

Using Receivables Grouping Rules

The following are two ways in which you can use receivable grouping rules.

Group by Mandatory Attributes: Customer, Customer Site, or Transaction Date

The mandatory receivable attributes include Customer Name, Customer Site, Transaction Date, all the other invoice header attributes, and the receivable account CCID. Oracle Receivables provides the DEFAULT grouping rule that contains all of the mandatory attributes.

You can select this grouping rule in the Transaction Sources (Oracle Receivables) window for the Property Manager Batch Source to enable grouping of billing items by Customer, Customer Site, Transaction Date, or any of the mandatory invoice attributes.

You can also create a new grouping rule that would include the mandatory attributes by default and assign it to the Property Manager Batch Source. Note that grouping by mandatory attributes occurs across all leases.

Group by Optional Attributes: Payment Purpose, Payment Type, or Lease Number

In order to group exported items by payment purpose, type, or lease number, create a grouping rule that includes the Receivables optional grouping attributes that are mapped to the desired Oracle Property Manager grouping attributes. See Optional Receivable Grouping Attributes.

For example, to group billing items based on the payment purpose, create a grouping rule in Receivables that includes INTERFACE_LINE_ATTRIBUTE8 as an optional attribute, and assign the grouping rule to the Property Manager Batch Source. To group billing items based on the payment purpose and lease number, create a grouping rule that includes the interface table attributes INTERFACE_LINE_ATTRIBUTE8 and INTERFACE_LINE_ATTRIBUTE10, and assign the grouping rule to the Property Manager Batch Source.

Related Topics

System Options in Oracle Property Manager

Payment and Billing Term Templates

Payment and billing term templates contain default term details that users can associate with multiple leases, variable rent agreements, and rent increase agreements. Term templates help users avoid having to enter identical information for multiple payment and billing terms.

Users can associate terms templates with a lease through the Term Template field in the Details tabbed region of the Lease window. The list of values for the Term Template field contains all previously created term templates.

Payment term templates contain default payment term information used in expense leases. Billing term templates contain default billing term information used in revenue leases and subleases.

After you associate a term template with a lease, all the term details specified in the templates are automatically assigned to the lease. These term details can be modified at the payment or billing term level from the Payments and Billings tabbed regions.

Term templates specified in the Details tabbed region of the Lease window are assigned to the individual payment or billing terms by default, but can be overwritten. Note that users can assign different term templates for each payment or billing term.

Using Term Templates

The following rules apply when using term templates.

Creating a Payment or Billing Term Template

To create a payment or billing term template:

  1. Navigate to the Payment Term Template or Billing Term Template window using one of the following paths:

    1. Leases and Documents: Payments: Payment Term Template

    2. Leases and Documents: Billings: Billing Term Template

  2. In the Find Payment or Billing Term Templates window, click New.

  3. In the Term region of the New Payment or Billing Term Template window, enter information for the new Term Template. Operating Unit and Term Template Name are the only required fields.

    Note: You cannot update the operating unit once you have saved the term template. Also, you create a term template for a specific operating unit. Therefore, users can associate term templates with leases only if they belong to the same operating unit.

  4. In the Pay or Bill tabbed region, enter supplier or customer and project information.

  5. In the Accounts Distribution tabbed region, define all relevant GL accounts. While creating payment term templates, you must ensure that all the accounts belong to the same legal entity. Oracle Property Manager will display an error if you enter accounting codes that belong to different legal entities. For details, see Derivation of Legal Entity, Oracle Property Manager User Guide.

    Note: In the case of a discrepancy, GL accounts defined in the Details tabbed region of the Lease window take precedence over the GL accounts defined in the Term Template window.

Copying a Payment or Billing Term Template

To copy a payment or billing term template:

  1. Navigate to the Payments or Billings tabbed region of the Lease window using the following path:

    Leases and Documents: Main Lease: Enter Leases and Documents

  2. In the Payments or Billings tabbed region, select a new row under the payment or billing term template to be copied.

  3. From the menu, select the following:

    Edit: Duplicate: Record Above

Note: This action will copy the payment or billing term into the new row. All fields are copied from the old term except the Name and Amount fields. Each field can be modified to suit the new payment or billing terms.

Milestone Templates

Milestones are events of importance in the life of a lease, with dates and deadlines by which certain actions must be taken, such as lease commencement or termination dates, and insurance due dates.

In Oracle Property Manager, you can keep track of lease milestones, and group them together into named milestone templates. By grouping milestone types and users that you commonly apply to your leases within a milestone template, you can save users the trouble of having to redefine milestone responsibilities every time they abstract a lease.

A milestone template is a group of milestone types and users. Each item that you list in the template consists of a milestone type, the name of the primary user, and, optionally, notification scheduling information. You can also assign the responsibility for taking action on a milestone to one user or to a group of users.

When you design a milestone template, you can associate milestone types with users in one of the following ways:

Related Topics

Milestones, Oracle Property Manager User Guide

Milestone Types, Oracle Property Manager User Guide

Setting Up Milestones, Oracle Property Manager User Guide

Setting Up Milestone Templates

Prerequisite:

To set up milestone templates:

  1. Navigate to the Milestone Templates window.

  2. In the Name field, enter the name of the new milestone template. Enter a template name that indicates the contents of the template clearly.

  3. In the Description field, you can optionally enter a description to provide additional information for other users. For example, your description might state: "These payment milestones are only used with net leases."

  4. In the Type field, enter the type of milestone that is appropriate to this template.

  5. In the Primary User field, enter the name of the user who will have primary responsibility for taking action on the corresponding milestone type.

  6. In the Lead Days field, enter the estimated number of days that will be required to complete the milestone type you entered.

  7. In the Frequency field, enter the number of days that you want to elapse from one user notification to the next.

  8. Save the milestone template.