|Oracle Property Manager Implementation Guide|
Part Number E13611-04
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:
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:
Agents: Agents include contacts, customers (tenants), and suppliers (landlords). After you define an agent, users can use that information for any lease they create.
For detailed information on contacts, see Contacts.
For detailed information on customers, see Customers.
For detailed information on suppliers, see Suppliers.
Locations: Location types that can be assigned to a lease include buildings, floors, offices, land, parcels, and sections. For detailed information on creating locations, see Managing Properties, Oracle Property Manager User Guide.
Milestones: Milestone types and sets are used to manage the list of people for whom reminders are generated. Users can apply the milestone types and sets to any lease. Users can also apply milestone types and sets to multiple leases simultaneously.
For detailed information on Milestones, see Milestones, Oracle Property Manager User Guide.
For detailed information on Milestone Templates, see Milestone Templates.
Term Templates: Term templates contain default billing and payment information. Users can associate term templates to leases to avoid entering identical payment or billing term information for multiple leases, variable rent agreements, and rent increase agreements. See Payment and Billing Term Templates.
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.
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:
Distribution set: You must define distribution sets through the Distribution Sets window in Oracle Property Manager or Oracle Payables to allow your users to associate them to lease terms. For details, see Distribution Sets.
Project details: You must define organizations, expenditure types, and projects and their tasks, before users can associate projects with a lease term. For details, see Oracle Projects.
Term template: You must have defined a term template before users can associate it with a lease. For non-normalized terms, you must specify the Expense and Liability accounts in the Account Distribution tab of the Payment Term Template window. Alternatively, you can specify a distribution set or project-related information in the Pay tab of the Payment Term Template window. For more information, see Payment and Billing Term Templates.
Account Defaults: Users can manually specify the appropriate Expense and Liability accounts for each lease term in either the Account Defaults area of the Details tab of the Lease window or in the Accounts Distributions tab of the Term Details window.
Note: The accounts users enter must belong to the same legal entity. For details, see Setting Up Accounting Distributions for Payments, Oracle Property Manager User Guide.
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.
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:
All Terms: Oracle Property Manager sends all account information to Oracle General Ledger.
For normalized terms, users must specify all three GL accounts (Receivables, Revenue and Accrued Asset) in the Accounts Distributions tab of the Term Details window for each lease term. Alternatively, users can associate a normalized billing term template with the lease term.
For non-normalized terms, users must specify two GL accounts (Revenue and Receivable) in the Accounts Distributions tab of the Term Details window for each lease term. Alternatively, users can associate a non-normalized billing term template with the lease term. For more information on term templates, see Payment and Billing Term Templates.
Normalized Terms Only: GL Accounting information is required only for normalized terms. However, if users choose to specify accounting information for a non-normalized term, they must provide both Revenue and Receivable accounts.
None: Oracle Property Manager does not provide accounting information. General Ledger accounting information is optional.
For more information on the Accounting Option system option, see System Options in Oracle Property Manager.
This section covers the templates and grouping rules users associate with leases created using Oracle Property Manager.
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.
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 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.
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.
To create invoice grouping rules:
Navigate to the Invoice Grouping Rules window by choosing Setup: Payables Transactions: Invoice Grouping Rules.
Enter the name of the grouping rule in the Name field.
Enter a description for the grouping rule in the Description field.
In the Group By region, enter up to four optional grouping attributes.
Save the grouping rule.
You can assign invoice grouping rules at several levels:
Lease payment term
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:
|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:
Allow users to group payment items across all leases using mandatory attributes: Create a grouping rule without any optional attributes and specify the grouping rule in the Invoice Grouping Name system option. Users will now be able to group payment items across all leases based on a supplier, supplier site, or the other mandatory attributes. For more information about the Invoice Grouping Name system option, see System Options in Oracle Property Manager.
Allow users to group payment items by payment purpose or payment type across all leases: Create a grouping rule that includes any optional attribute except lease number and assign it to the Invoice Grouping Rules system option. Users will now be able to group payment terms by payment purpose or payment type across all leases.
Allow users to group payment items by lease: Create a grouping rule that includes lease number as an optional attribute and assign it to the Invoice Grouping Name system option. Users will now be able to group payment items by lease.
Allow users to group payment items by payment type: Create a grouping rule that includes payment type as an optional attribute and assign it to the Invoice Grouping Name system option. Users will now be able to group payment items by payment types across leases.
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 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.
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|
Use the Invoice Grouping Rules (Receivables Transactions) window in Oracle Property Manager to select the optional grouping attributes you want to use.
To create receivable grouping rules:
Navigate to the AutoInvoice Grouping Rules window by choosing Setup: Receivables Transactions: Invoice Grouping Rules.
In the Name field, enter the name of the grouping rule.
In the Description field, enter the description.
In the Class field, select Invoice.
To group billing items based on the optional invoice attributes, select the desired optional attributes in the Optional Grouping Characteristics field. See: Optional Attributes.
Save the grouping rule.
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.
To change the Grouping Rule value to one other than PN_GROUPING_RULE:
Navigate to the Transaction Sources window by choosing Setup: Receivables Transactions: Batch Sources.
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.
In the Grouping Rule field, select the desired grouping rule.
Save the transaction source.
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:
Grouping rules specified in the Transaction Sources window for the batch source of the transaction line
Grouping rules specified in the Customer Profile Classes window for the bill-to site of the transaction line
Grouping rules specified in the Customer Profile Classes window for the bill-to customer of the transaction line
Grouping rules specified in the System Options window of Oracle Receivables.
For detailed information, see: Grouping Rules, Oracle Receivables Implementation Guide.
The following are two ways in which you can use receivable grouping rules.
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.
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.
System Options in Oracle Property Manager
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.
The following rules apply when using term templates.
Users can enter General Ledger (GL) Accounts information (at the lease level) in two places: The Account Defaults region in the Details tab of the Lease window and the Accounts Distribution tab of the Term Template window. GL Accounts information entered in the Details tabbed region takes precedence over GL Accounts entered in the Accounts Distribution tabbed region.
The term template defined in the Details tab of the Lease window is assigned to the Term Template field of the Payment or Billing tab by default. However, users can select another term template in the Payment or Billing tab.
A term template can be associated with a rent increase agreement or a variable rent agreement if all the relevant term information has been entered in the template.
Once a term template is assigned to a lease, term, variable rent agreement, or rent increase agreement, Oracle Property Manager continues to use information from the term template (whether or not it is active) until a user disassociates it from the lease, term, or agreement.
If no term templates have been defined for a lease, a predefined term template is selected. The predefined term template is selected based on certain similarities (a combination of Purpose, Type, and Location Code) between the new lease and an existing lease. If multiple similar term templates are found, all will be displayed in the Term Template list of values. The user must then select one. If no similar term template is found, a template is selected based on the defined Parent Location Code, with the same combination of Purpose and Type.
To create a payment or billing term template:
Navigate to the Payment Term Template or Billing Term Template window using one of the following paths:
Leases and Documents: Payments: Payment Term Template
Leases and Documents: Billings: Billing Term Template
In the Find Payment or Billing Term Templates window, click New.
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.
In the Pay or Bill tabbed region, enter supplier or customer and project information.
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.
To copy a payment or billing term template:
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
In the Payments or Billings tabbed region, select a new row under the payment or billing term template to be copied.
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.
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:
One milestone type can be associated with one user.
Multiple milestone types can be associated with one user, when that user has the responsibility for those milestones.
Multiple users can be associated with one milestone type, when it is necessary for one user to provide backup for another.
Milestones, Oracle Property Manager User Guide
Milestone Types, Oracle Property Manager User Guide
Setting Up Milestones, Oracle Property Manager User Guide
Define values for milestone types and primary users in the Lookups window. For more details, see Lookups.
To set up milestone templates:
Navigate to the Milestone Templates window.
In the Name field, enter the name of the new milestone template. Enter a template name that indicates the contents of the template clearly.
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."
In the Type field, enter the type of milestone that is appropriate to this template.
In the Primary User field, enter the name of the user who will have primary responsibility for taking action on the corresponding milestone type.
In the Lead Days field, enter the estimated number of days that will be required to complete the milestone type you entered.
In the Frequency field, enter the number of days that you want to elapse from one user notification to the next.
Save the milestone template.
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