6 Setting Up Unit Master Information

This chapter contains the following topics:

Section 6.1, "Adding Units Manually"
Section 6.2, "Assigning Assumption Rules"
Section 6.3, "Reabsorbing Units"

6.1 Adding Units Manually

This section provides an overview of unit information and discusses how to:

Set processing options for AREF Unit Maintenance (P15L101).
Add units.

6.1.1 Understanding Unit Information

When you add a new unit in the AREF Unit Maintenance program (P15L101), you must assign it to an existing building and floor and specify the budget revision number, unit type, and rentable and usable area of the unit. You can also assign unit-effective dates, if desired. If you want to forecast budgets based on estimated sales, you can specify annual recapture amounts and sales amounts for each period. The system uses the sales information only if you enter a sales overage rule.

In the AREF Unit Maintenance program (P15L101), you have the option to specify how the time is managed before and after JD Edwards EnterpriseOne Real Estate Management (REM) leases. This diagram illustrates a unit in which an AREF assumption is assigned to the time before the lease:

Figure 6-1 Assumption Before a Lease

Description of ''Figure 6-1 Assumption Before a Lease''

If you want to specify the time prior to a REM lease as downtime, you must select the Time Prior to Lease is Downtime check box. You can also set a processing option in the AREF Load Unit Master program (R15L1012) to enter a default value in the Time Prior to REM Lease field. This diagram illustrates a unit for which the time before the lease is considered downtime:

Figure 6-2 Downtime Before a Lease

Description of ''Figure 6-2 Downtime Before a Lease''

If you want to renew a REM lease using REM terms when a lease expires, as opposed to using the AREF assumptions, you must complete the fields on the REM Lease Renewal tab on the Unit Revisions form. You can also set a processing option in the AREF Load Unit Master program (R15L1012) to enter a default value in the Renew from Existing REM Lease check box.

You can also specify different extensions when a single unit has multiple REM leases. For example, you can assign an extension of three months to the first lease associated with Unit 101, and an extension of six months to the second lease. This diagram illustrates that example:

Figure 6-3 Renew Lease using REM Terms

Description of ''Figure 6-3 Renew Lease using REM Terms''

The JD Edwards EnterpriseOne Advanced Real Estate system enables you to use security programs to protect budget versions. To lock and unlock unit records, you must be set up with the correct security permissions. If you attempt to change the Lock Flag field when you are not authorized to do so, the system displays an error. Depending on the action assigned to the user in the AREF Permission Lists program (P15L200), the system displays one of these errors:

If the allowed action is 1, the user can change the value in the Lock Flag field.
If the allowed action is 2, an error occurs if the user changes the value in the Lock Flag field to N. Otherwise, no error occurs.
If the allowed action is 3, an error occurs if the user changes the value in the Lock Flag field to Y. Otherwise, no error occurs.

If a unit is unlocked, you can revise unit information at any time regardless of your security permissions. However, if you have generated budget calculations for the revision number specified on the unit, you must regenerate the calculations to include the revisions that you make.

See Setting Up AREF Security (optional).

The system stores unit master information in the AREF Unit Master table (F15L101).

Note:

The system does not update JD Edwards EnterpriseOne Real Estate Management with unit information that you enter in the AREF Unit Maintenance program (P15L101).

6.1.2 Forms Used to Add Units Manually

Form Name	FormID	Navigation	Usage
Work With Units	W15L101A	AREF Setup (G15L412), AREF Unit Maintenance	Review and select units.
Unit Revisions	W15L101B	On the Work With Units form, click Add.	Add units manually.

6.1.3 Setting Processing Options for the AREF Unit Maintenance Program (P15L101)

Processing options enable you to specify the default processing for programs and reports.

6.1.3.1 Defaults

1. Unit Type

Specify the default unit type from UDC table 15/UT to assign when you add a unit.

You can override the default unit type, if necessary, when you add the unit.

2. E.P. Unit Type (expense participation unit type)

Specify the default unit type from UDC table 15/EU to assign to the E.P. Unit Type field when you add a unit.

You can override the default unit type, if necessary, when you add the unit.

3. Lock Unit

Specify the default value to assign to the Locked Flag field when you add a unit

You can override the default value, if necessary, when you add the unit. Values are:

Blank: The unit is not locked.

1: The unit is locked.

4. Assumption Action

Specify a user-defined code from UDC table 15L/UA that the system enters in the Action field when you enter an assumption rule to a unit.

5. Display Vacant Units Only

Specify whether the Display Vacant Units Only check box is selected on the Work With Units form.

You can override the default value, if necessary, when you add the unit. Values are:

Blank: The check box is not selected.

1: The check box is selected.

6.1.3.2 Versions

Use the following processing options to specify the version of the program that the system uses when you access the program from the Form menu on the Unit Revisions form. If you leave any of the following processing options blank, the system uses the ZJDE0001 version.

1. Unit Assumption Revisions (P15L102): Specify the version of the P15L102 program to use.
2. E.P. Rules Revisions (P15L104) (expense rules revisions): Specify the version of the P15L104 program to use.
3. Sales Overage Revisions (P15L103): Specify the version of the P15L103 program to use.
4. Growth Pattern Revisions (P15L105): Specify the version of the P15L105 program to use.
5. Legal Clauses Revisions (P1570): Specify the version of the P1570 program to use.
6. Lease Information (P1501): Specify the version of the P1501 program to use.
7. Unit Information (P15217: Specify the version of the P15217 program to use.
8. Recurring Bill Code Revisions (P15L106): Specify the version of the P15L106 program to use.
9. Recycle Assumptions (P15L107): Specify the version of the P15L107 program to use.
10. Unit Assumption Assignment (P15L1011): Specify the version of the P15L1011 program to use.

6.1.4 Adding Units Manually

Access the Unit Revisions form.

Figure 6-4 Unit Revisions form

Description of ''Figure 6-4 Unit Revisions form''

6.1.4.1 Unit Info

Time Prior to Lease is Downtime

Specify if the time between leases is considered downtime. This check box is available when a REM lease is attached to a unit. Values are:

If you select the check box, the time between leases is considered downtime and the system does not calculate budgets.

If you do not select the check box, the time between the leases is not considered downtime and the system calculates budgets.

Original Unit

Enter the number that identifies the original unit in the F15L101 table prior to reabsorbing it.

Unit Type

Enter a user-defined code from UDC table 15/UT that identifies the type of unit for billing and reporting purposes. Examples include:

OFFCE: Office space

RSALE: Retail space

RESTR: Restaurant

CONDO: Condominium

Unit of Measure

Enter a user-defined code from UDC table 00/UM that identifies the unit of measurement for an amount or quantity, such as a barrel, box, or cubic meter, liter, hour.

Floor

Enter a user-defined code from UDC table 15/FL that identifies a floor in a building in which the unit exists.

Useable Area

Enter the user-defined area that can be occupied or leased.

Sales Area

Enter an override square footage amount to use when calculating sales overage billings.

A/P Vouchers (Release 9.1 Update)

Specify whether a vacant AREF unit generates A/R invoices or A/P vouchers. Values are:

If you select the check box, a vacant AREF unit generates A/P vouchers.
If you do not select the check box, a vacant AREF unit generates A/R invoices.

Lock Flag

Enter a value to specify whether the system generates a budget record or updates the F15L109 table for the unit when you run the AREF Budget Calculation program (R15L1091). Values are:

Y: The unit is locked. The system neither generates a new record nor updates an existing record in the F15L109 table.

N: The unit is not locked. The system updates the budget results record and updates the F15L109 table.

The system automatically updates this field to N. If you enter Y, the system locks the unit, which protects it from future updates. You can reabsorb a locked unit.

Note:

If you change the Lock Flag from Y to N, you must press the Tab key to exit the field and enable the OK button on the tool bar.

E.P. Unit Type (expense participation unit type)

Enter a user-defined code from UDC table 15/EU that identifies the unit for expense participation exclusions. You must enter a value in this field if you set up expense participation rules that use a tenant exclusion rule or share factor denominator.

Unit Begin Date

Enter the date on which the unit is active.

Unit End Date

Enter the date on which the unit becomes inactive.

Lease Start Date

Enter the effective start date for this version of the lease.

Lease End Date

Enter the effective end date for this version of the lease.

6.1.4.2 REM Lease Renewal

Renew From Existing REM Lease

This field enables you to specify whether the Real Estate Management (REM) billing rules should be applied instead of the Advanced Real Estate Forecasting (AREF) assumptions when a lease expires during the budget calculation.

If you select this check box, REM billing rules are used to perform budget calculations based on the renewal specifications entered for the unit.

If you do not select this check box, AREF assumptions are used to perform budget calculations. (default)

Renewal Growth Pattern

Enter a value that specifies the growth pattern to apply to REM billing rules during the budget calculation when the Renew from Existing REM Lease flag is selected.

Renewal Term

Enter a value that specifies the length of the period for which the REM billing rules should be extended for use in the budget calculation. The system extends the use of REM billing rules when the Renew From Existing REM Lease flag is set to renew using the same terms as from the expired lease.

If you leave this field blank, the system uses REM billings rules for each year of the budget calculation or until another REM lease is processed.

The value in this field works in conjunction with the Renewal Term Type field. For example, if the Renewal Term field is set to 36 and the Renewal Term Type is set to MO, then the system uses the REM billing rules for 36 months.

Renewal Term Type

Enter a user-defined code from UDC table 15L/LT that works with the Renewal Term to specify the length of the renewal term. Values are:

AN: Annual

MO: Monthly

6.2 Assigning Assumption Rules

This section provides overviews of assumption rules and global assumption rule assignments, lists prerequisites, and discusses how to:

Set processing options for AREF Unit Assumption Assignment (P15L1011).
Assign assumption rules to units manually.
Assign assumption rules to units globally.

6.2.1 Understanding Assumption Rules

Assign assumption, expense participation, sales overage, and recurring bill code rules only to units that might require a different rule from the default rules that are set up in the building constants. You can assign rules to each unit individually using the AREF Unit Maintenance program (P15L101), or you can globally assign rules to multiple units, using the AREF Unit Assumption Assignment program (P15L1011).

When you assign multiple assumptions, expense participation, sales overage, and recurring bill code rule, the system uses the term of the first assumption rule from the assumption header as the term for the corresponding rules. For example:

When Assumption Rule 01 is effective, the corresponding 01 rules for expense participation, sales overage, and recurring bill codes are also effective.
When Assumption Rule 02 is effective, the corresponding 02 rules for expense participation, sales overage, and recurring bill codes are also effective.
When Assumption Rule 03 is effective, the corresponding 03 rules for expense participation, sales overage, and recurring bill codes are also effective.

If you do not have the same number of corresponding expense participation, sales overage, or recurring bill code rules assigned as you have assumption rules, the system uses the term from the last assumption rule specified.

6.2.1.1 Multiple Assumption Rules and Effective Dates Example

Using the setup information provided, the example shows how the system determines which assumption rule to use when you assign more than one assumption rule for the unit.

The system uses these processing options from the AREF Budget Calculation program (R15L1091) to determine the effective dates of the assumption, based on the specified assumption term:

2. Budget Start Period: 01
3. Budget Start Fiscal Year:07
4. Years to Forecast:10

This table shows the unit assumption setup information:

Assumption ID	New Term	New Term Type	Effective Dates
ARA	2	AN	01/01/07–12/31/11
ARB	5	AN	01/01/9–12/31/13
ARC	36	MO	01/01/14–12/31/16
ARD	Blank	Blank	01/01/07–12/31/16

This table shows the effective date of the expense participation, sales overage, and recurring bill code rules based on the effective date of the assumption rule:

Rule Type	Rule Name	Rule Effective Dates
Assumption Rule 01	ARA	01/01/07–12/31/08
Assumption Rule 02	ARB	01/01/09–12/31/13
Assumption Rule 03	ARC	01/01/14–12/31/16
E.P. Rules ID 01	EPA	01/01/07–12/31/08
E.P. Rules ID 02	EPB	01/01/09–12/31/16*
E.P. Rules ID 03	NA	NA
Sales Overage Rule 01	SOA	01/01/07–12/31/16*
Sales Overage Rule 02	NA	NA
Sales Overage Rule 03	NA	NA
Recurring Bill Code Rule 01	RBA	01/01/07–12/31/08
Recurring Bill Code Rule 02	RBB	01/01/09–12/31/16*
Recurring Bill Code Rule 03	NA	NA

* Based on the R15L1091 program processing option settings.

Note:

When fewer corresponding rules (expense participation, sales overage, or recurring bill code) are set up than assumption rules, the system uses the effective date of the last assumption rule as the effective date for the corresponding rule.

The system uses the through effective date of Assumption Rule 03 as the through effective date of the corresponding rule. Similarly, if the first assumption rule does not have a specified term, the assumption is effective for the duration of the budget and the system never uses the second and subsequent assumption, expense participation, sales overage, or recurring bill code rules.

6.2.2 Understanding Global Assumption Assignments

As an alternative to manually assigning rules to each unit, you can globally assign or revise the rules on multiple units simultaneously using the AREF Unit Assumption Assignment program (P15L1011). The P15L1011 program provides multiple search fields, including unit information, report codes, and rules, to locate the units that you want to update. For example, you might want to assign all of the units in a specific building or for a particular revision number the same rules, or you might want to globally update the rule assigned to units to a new rule. You can also specify whether the system considers the time prior to the REM lease is downtime or uses AREF assumptions.

After you locate the units to update, enter the assumption, expense participation, sales overage, and recurring bill code rules. If the rules do not apply to all of the units that you located, you can select the units to update and select Copy to Select Record from the Row menu. To assign the rules to all units displayed, select Copy All Records from the Form menu.

Note:

If you inadvertently copy rules to the wrong units, you cannot use the P15L1011 program to update them to a blank value. Instead, you must use the AREF Unit Maintenance program (P15L101), which you can access from the Row or Form menu.

6.2.3 Prerequisites

Before you complete the tasks in this section, you must set up the assumption rules, expense participation rules, sales overage rules, and recurring bill code rules.

6.2.4 Form Used to Assign Unit Assumptions

Form Name	FormID	Navigation	Usage
Unit Assumption Assignment	W15L1011A	AREF Setup (G15L412), AREF Unit Assumption Assignment	Assign assumption rules to units globally.

6.2.5 Setting Processing Options for the AREF Unit Assumption Assignment Program (P15L1011)

Processing options enable you to specify the default processing for programs and reports.

6.2.5.1 Defaults

1. E.P. Unit Type Default (expense participation unit type default): Specify a code from UDC table 15/11 as the default value for the E.P. Unit Type field.
2. Unit Type Default: Specify a code from UDC table 15/UT as the default value for the Unit Type field.

6.2.5.2 Versions

1. Unit Assumption (P15L102)

Specify the version of the P15L102 program the system uses when you access the program from the Form menu.