Setting Up Facility Information

This chapter provides an overview of facility setup and discusses how to:

• Set up building and property information.

• Set up floor information.

• Set up unit information.

• Set up market, renewal, and potential rent information.

Understanding Facility Setup

Real Estate Management facility information for commercial or other rentable property is organized by properties or buildings, floors, and units. A property can be a building or group of buildings. Before you can set up information about the building in the JD Edwards EnterpriseOne Real Estate Management system, you must set up the building as a business unit in the General Accounting system. You organize business units (or buildings) by business unit type. The business unit type that you assign to the building directly corresponds to the log standards that you can apply.

After you set up the building, you can define the number of floors and the number of units per floor. Log standards can help you ensure that all pertinent information about the building, floor, or unit is entered.

Setting Up Building and Property Information

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

• Set processing options for Property/Building Information (P15602).

• Enter property and building information.

Understanding Building and Property Information

Properties and buildings are business units. A building is the minimum required element for facility information and is the most specific level by which you can group accounts. To further define the information and provide greater flexibility, you can associate buildings with a common property, and you can subdivide a building into floors and units. You set up and maintain information for properties and buildings in the Property/Building Information program (P15062).

You can set up relationships between parent and subordinate business units by using levels of detail. The level of detail indicates how a property or building is associated with a higher level of project or grouping. You can set up a hierarchy that includes up to nine levels. Level 1 is the least detailed level, and level 9 is the most detailed level. For example, you could set up a property (level 1) that consists of a retail mall (level 2), office building (level 2), and parking structure within the office building (level 9). The default level of detail is 9.

When you set up a building, you must assign it to a company. When you set up relationships between properties and buildings that are associated with one another, consider assigning numbers in numerical sequence. For example, suppose that property 15001 has three buildings that are associated with it. You could set up the buildings as 40001, 50001, and 60001. A building that is associated with building 40001 could be 40002, and so on.

You can assign values for up to 30 category codes to define the parameters of the business unit (building) that are important to the organization. For example, you could use the category code for region to specify that a property is located in the western region.

Note. If you use the JD Edwards EnterpriseOne Contract Billing or Service Billing system from Oracle, do not use category code 11 or 12.

The system stores building and property information in the F0006, F1514, and F1523 tables.

After you set up information for a building (business unit), you must set up the appropriate accounts to be able to post billings. To expedite the process of setting up accounts, you can run the Copy Accts to Business Units program (P09804) and specify the range of accounts to copy from another business unit. You must set up accounts before you process billings; otherwise, the system generates errors.

Building Logs and Copying Building Log Standards

After you set up the building, you can assign a building log to it.

You can use building logs to track information such as:

• Important dates, such as the date that the property was built or acquired.

• Tax assessments.

• Mortgage information.

To reduce errors, you can copy the standard log information that is set up for the type of building that you enter. The setting of the Copy Log Standards processing option for the Property/Building Information program (P15062) determines whether the system automatically copies the appropriate log standards when you set up the building or whether you must manually copy the log:

• If the processing option is blank (to automatically copy the information), the system copies the model of the log standards when you add the building information based on the business unit type (for example, whether the building is a commercial or retail property, or an apartment complex).

  At least one log detail line must be required for the system to copy the logs automatically.

• If the processing option is set to 1 (to bypass copying), you can manually copy the log standards after you set up the building, or you can add the appropriate log lines individually.

  Note. If a log line in the standard is designated as required (the RS field is set to Y), you cannot delete the line from the model or change the information in the corresponding LC, AM, ID, or UM field. If you need to change the log line, you must set the Required Standards Protection processing option for the Floor Information program to blank (do not protect), and then remove Y from the RS field on the appropriate log standard.
  
  If a line appears on the log in blue, the log item was attached at the lease level and will be copied to the unit level of the building when the unit is set up.

Prerequisite

Before you complete the tasks in this section:

• Set up an Address Book record for the property or building.

• Enter the business unit in the General Accounting system, and assign the appropriate business unit type and category codes.

Forms Used for Setting Up Building and Property Information

Setting Processing Options for Property/Building Information (P15062)

Set these processing options to specify the default processing for this program.

Display

This processing specifies whether to allow changes to the fields on a log line that is designated as required for the standard.

Edits

Process

These processing options specify whether to copy log standards automatically when a building is set up, and whether to copy the areas that are defined for a building if you copy the building.

Versions

Entering Property and Building Information

Access the Building Revisions form.

Company	Enter the Address Book number of the company that is responsible for the property or building, or the company that is responsible for the original billing on the lease.
B.U. Type (business unit type)	Enter the user-defined code (UDC) (00/MC) that identifies the classification of the business unit. Although this field is required, you can set up blank as a value in the UDC.
Facility Address	Enter the Address Book number of the company or person named as the lessee or lessor on the lease.
Remit to Address	Enter the number in the Address Book system that identifies the remit-to address for Accounts Receivable (AR) invoices and statements.
Project Number	Enter the number that identifies the associated property, building, or project. This number is a business unit. The business unit for a property can be different from the business unit for an associated building.
Tax Entity	Informational only. The address number of the tax authority to which property taxes are paid.
Tax Area - Payroll	Informational only. The code of a taxing authority. All time entries for the cost center appear by default as the value that is entered in this field.
Labor Distri. Meth (labor distribution method)	Informational only. Controls whether the labor costs include a flat burden for payroll taxes and benefits. Values are: 0: The flat burden factor is always 1.0000, so the resulting amount for the flat burden is 0. 1: The flat burden factor is always greater than 1.0000, so the labor costs include a flat burden.
Burden Account	Informational only. Specifies where payroll labor burdens are distributed for a job (business unit). Use this value only if the user elects to split payroll burdens in the payroll company constants. Otherwise, burdens are included in the amount that is distributed to the base labor account (OBJ1). Burdens include all company-paid payroll expenses, including FICA, FUI, SUI, workers' compensation and general liability insurance premiums, company-paid benefits, and fringe benefits. At this time, the system cannot separate the burdens that are related to base labor versus premium labor; they are combined.
Labor Account	Informational only. Indicates the account to which payroll labor is distributed for a job (business unit). This field can be overridden by an object account (that is, nonblank) that is established at the union-job category level. Also, this field overrides an object account that is set up at the automatic accounting instruction (AAI) account level.
Premium Account	Informational only. The object account portion of a general ledger account.
Area Type	Enter the UDC (15/AR) that identifies the area by its use, such as rentable, usable, gross leasable (GLA), gross lease occupied (GLOA), and so on.
Quantity	Enter the amount that appears as part of a log line. Examples are the potential rent for a unit, the square footage, or the amount of insurance coverage for a lease.

Setting Up Floor Information

This section provides overviews of floor information and validation for areas and discusses how to:

• Set processing options for Floor Information (P1506).

• Set up floor information.

Understanding Floor Information

After you set up the business unit and building information, you can assign floors to the building. Setting up floors is optional because a single unit could make up the entire floor. If you do set up floors, you must assign each of them an area grouping code and area grouping value. The grouping code and value that you assign are useful for reporting purposes. The default area grouping code is FLOR, which signifies physical floor space. When you use this grouping code, the system automatically assigns the value of the floor to the area grouping value.

Floor Logs and Copying Floor Log Standards

After you set up the floors, you can assign the necessary information, or floor log, to it. To reduce errors, you can copy the standard log information that is set up for the area grouping code. The setting of the Copy Log Standards processing option for the Floor Information program (P1506) determines whether the system automatically copies the appropriate log standards when you set up the floor or whether you must manually copy the log.

• If the processing option is blank (to automatically copy the information), the system copies the template of the log standards when you add the floor information.

• If the processing option is set to 1 (to bypass the copy), then you can manually copy the log standards after you set up the floor, or add the appropriate log lines individually.

  Note. If a log line in the standard is designated as required (the RS field is set to Y), you cannot delete the line from the model or change the information in the corresponding LC, AM, ID, or UM field. If you need to change the log line, you must set the Required Standards Protection processing option for the Floor Information program to blank (do not protect), and then remove the Y from the RS field on the appropriate log standard.

Floor information is stored in the F1506, F1514, and F1523 tables.

Understanding Validation for Areas

If you assign the value of FLOR to the grouping unit, you can set a processing option to validate the area of the floors that you set up against the area of the building. The system uses the date range that you specify to validate the rentable and usable areas that are set up for all of the floors in a building or for all of the units on a floor.

If the area of the floor changes and the total area of the building is exceeded, the system displays an error message. Similarly, if the total area of a floor is less than the total area of the units on the floor, the system displays an error message. To locate the error, review the information for the building, floors, and units on the respective forms. You must correct errors on the building level before you can make changes to the floor, and you must correct errors at the floor level before you can make changes to the units.

The system validates areas only under these circumstances:

• The grouping code that is assigned to the floor is FLOR.

• The area types are defined in the Real Estate system constants.

  You must define area types for rentable and usable areas; the other three alternate areas are optional.

• The area master entries are set up for the building, floors, and units, and they correspond to the area types that are specified in the Real Estate system constants.

  Note. When you add floors to UDC 15/FL, the code must be four characters in length and should be left-justified. For example, if you add floor 10, you must enter the value with two leading spaces or zeros.

Example of Area Validations

Suppose that a building has a total rentable area of 70,000 square feet (SF).

The building contains three floors with these rentable areas:

• 10,000 SF on the first floor.

• 30,000 SF on the second floor.

• 30,000 SF on the third floor.

As you enter information about the three floors, the system compares the sum of the floor areas with the area of the building. Because the subtotal of 70,000 square feet is equal to the total area of the building, the system accepts the area of the third floor.

Similarly, if you enter 20,000 SF, instead of 30,000 SF, for the second floor, the system still accepts the area of each floor because the total SF of the floors did not exceed the total for the building.

However, if you enter 40,000 SF instead of 30,000 SF for the second floor, the system returns an error when you enter the area for the third floor because the sum (80,000 SF) exceeds the total area of the building. To locate which floor is in error, you must review the information for each floor.

Note. If the total area of all the units on a floor is less than the total area of that floor, the Building/Unit Statistics report (R15410) shows the difference as an undefined area for the floor.

If you enter date ranges for the floor areas that you specify, the system validates any new floors that are added to the building, as well as changes to the area against the date range.

See Also

Setting Up Logs and Legal Clauses

Forms Used to Set Up Floor Information

Setting Processing Options for Floor Information (P1506)

Set these processing options to specify the default processing for this program.

Display

This processing option specifies whether to allow changes to the fields on a log line that is designated as required for the standard.

Edits

These processing options enable you to validate information such as the floor number and areas (floor to building and floor to unit), as well as to specify whether to use a default grouping code for the floor.

Process

These processing options specify whether to copy log standards automatically when a floor is set up, and whether to copy the areas that are defined for the floor if you copy the floor.

Versions

These processing options specify the versions of programs that are accessed from the Form menu.

Setting Up Floor Information

Access the Floor Revisions form.

Floor	Enter the UDC (15/FL) that identifies a floor on which the unit exists.
Area Grouping Code	Enter the code that the system uses to reconcile the total area of the group to the total area of the floor. If you leave this field blank, the system automatically uses FLOR. A processing option in this program controls the kind of floor that the form displays, based on the grouping code.
Area Grouping Value	Enter the value. When you assign FLOR to the Grouping Code field, the system supplies the floor number from the Floor Number field to this field. For relationships other than the physical floor, you must type the information in this field.
Area Type	Enter the UDC (15/AR) that identifies the area by its use, such as rentable, usable, gross leasable (GLA), gross lease occupied (GLOA), and so on.
Quantity	Enter the amount that appears as part of a log line. Examples are the potential rent for a unit, the square footage, or the amount of insurance coverage for a lease.
Report Code 01	Enter the UDC (15/U1) to use for reporting purposes.

Setting Up Unit Information

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

• Set processing options for Unit Information (P15217).

• Set processing options for Multi-Unit Information (P15071).

• Set up unit information.

• Set up multiunit information.

• Replicate units.

• Set processing options for Replicate Property / Units (R15115).

Understanding Unit Information

After you set up buildings and any floors (which are optional), you can assign units to them. You use the Unit Information program (P15217) to set up and maintain information for a unit, which is any rentable area for which a lease exists (such as an office, a retail store, or a display area). Because the amount of area that is assigned to units can change over the life of a lease, you can enter effective dates when you set up units. This simplifies the tracking of tenant activity.

Note. If the processing option is set to validate the total area that is defined for the units against the area that is defined for the floor, and the total unit area exceeds the total floor area, the system returns an error message; you will not be able to add the unit or save changes to the unit until you correct the error.

The system stores unit information in these tables:

• F1507

• F1514

• F159071

• F1523

Unit Logs and Copying Unit Log Standards

After you set up the units, you can assign the necessary information or unit log to it. To reduce errors, you can copy the standard log information that is set up for the unit type. The setting of the Copy Log Standards processing option for the Unit Information program (P15217) determines whether the system automatically copies the appropriate log standards when you set up the unit or whether you must manually copy the log:

• If the processing option is blank (to automatically copy the information), the system copies the model of the log standards when you add the unit information.

• If the processing option is set to 1 (to bypass the copy), then you can manually copy the log standards after you set up the unit, or add the appropriate log lines individually.

  Note. If a log line in the standard is designated as required (the RS field is set to Y), you cannot delete the line from the model or change the information in the corresponding LC, AM, ID, or UM field. If you need to change the log line, you must set the Required Standards Protection processing option for the Unit Information program to blank (do not protect), and then remove the Y from the RS field on the appropriate log standard.

Multiunit Information

As an alternative to adding each unit individually and entering the same standard information (such as building, floor, unit type, and so forth), multiple times, you can use the Multi-Unit Information program (P15071) to set up all of the units for a specific building on the same entry form, and then later assign detail information to each unit.

Replicating Units

As an alternative to setting up units manually, you can use the Replicate Property/Units program to quickly set up units in a building (target) that are similar to existing units in another building (source). You can have the system replicate (copy) only the general information for the units or include detail information such as log lines.

If you copy units into a target building where other units exist, the system does not replace any existing units. Instead, it appends new units.

You use processing options to control the information that the system copies:

• To copy only the general information for all units from the source, complete the Property From and Property To processing options on the Process tab.

• To limit the replication to a range of units, you must also complete the Unit From and Unit To processing options on the Process tab.

  Note. If you specify a range of units with alphanumeric numbers, the system also copies any numeric units within the range that is specified. For example, if the source building has units 10 through 30 and units A10, B12, C14, and D16, and you enter A10 in the Unit From processing option and C14 in the Unit To processing option, the system copies units A10, B12, and C14, as well as units 10 through 14.

To ensure that you create the desired units, you can run this program in proof mode to produce a report only, without changing data.

After you replicate the units, you can modify any information as necessary using the Unit Information program (P15217).

Prerequisites

Before you complete the tasks in this section:

• Set up buildings and properties.

• Set up floors, if necessary.

See Also

Setting Up Logs and Legal Clauses

Forms Used to Set Up Unit Information

Setting Processing Options for Unit Information (P15217)

Set these processing options to specify the default processing for this program.

Display

These processing options specify whether to allow changes to the fields on a log line, as well as whether to suppress certain records from appearing when you search for units.

Edits

These processing options specify whether to validate the floor number against the UDC table 15/FL, as well as whether to validate the area that is entered for the building against the total areas that are entered for the floors of the building.

Process

These processing options specify what information is copied when you set up a building, as well as the default search area type that is used when you access the program. In addition, these processing options specify the log classes for which you want the system to provide a visual queue.

Versions

These processing options specify the versions of various programs that the system runs when the programs are accessed from the Form menu.

Setting Processing Options for Multi-Unit Information (P15071)

Set these processing options to specify the default processing for this program.

Process

This processing option specifies whether to copy log standards automatically when a unit is set up.

Versions

This processing option specifies the version of the program to use when it is accessed from the Form menu.

Setting Up Unit Information

Access the Unit Master Revisions form.

Unit Usage	Enter the UDC (15/UU) that specifies how a unit is used. Examples include: M: Medical L: Legal S: Storage
EP Unit Type (expense participation unit type)	Enter the UDC (15/EU) that identifies the unit for expense participation exclusions. The system uses the EP unit type when you set up a tenant exclusion or a share factor denominator.
Unit Status	Enter the UDC (15/UX) that identifies the occupancy status of a unit.
Master/Sub Unit	Enter the code that specifies whether the unit is a master or a sub unit. A master unit is the main unit of a group of related units (sub units). Codes are: M: Master unit S: Sub unit. If you leave this field blank, the system automatically assigns M to it. If the unit is a sub unit, use the next field to identify the master unit to which it relates. The field becomes visible when you navigate to another field on the form.
Report Code 01	Enter the UDC (15/U1) to use for reporting purposes.

Setting Up Multiunit Information

Access the Multi Unit Information form.

Unit I.D. (unit identification)

Enter the number that identifies a particular leasable space within a building, such as an apartment, office, retail space, parking space, and so on.

Replicating Units

Select Facility Setup (G15411), Replicate Property / Units.

Setting Processing Options for Replicate Property / Units (R15115)

Set these processing options to specify the default processing for this report.

Process

These processing options specify the source building and the units to copy.

Copy Logs

These processing options enable you to specify whether to copy log lines, log text, and log quantities that are associated with the source unit information.

Select

These processing options specify the unit information to copy and the default values for effective dates.

Print

This processing option specifies whether the system includes detailed information that is associated with each unit that is copied.

Setting Up Market, Renewal, and Potential Rent Information

This section provides an overview of market, renewal, and potential rent information and discusses how to:

• Set processing options for Market / Renewal / Potential Rent (P159071).

• Set up market, renewal, and potential rent information.

Understanding Market, Renewal, and Potential Rent Information

You use the Market / Renewal / Potential Rent program (P159071) to set up the market, renewal, and potential rent amounts to project future rent to generate budget and cash flow reports. You enter the amounts as an annual amount per square foot. Processing options enable you to specify whether the amounts pertain to the rentable area, usable area, or an alternate area type.

The system stores market, renewal, and potential rent information in the F159071 table.

The system uses the information that you set up only when you run the Projected Rent Generation program (R15660) or the Tenant Rent Roll report (R15421).

Forms Used to Set Up Market, Renewal, and Potential Rent Information

Setting Processing Options for Market / Renewal / Potential Rent (P159071)

Set these processing options to specify the default processing for this program.

Process

These processing options specify the area type on which to base rent amounts.

Versions

This processing option specifies the version of the Unit Search program that the system accesses from the Form menu.

Setting Up Market, Renewal, and Potential Rent Information

Access the Market / Renewal / Potential Rent Revisions form.

Potential Rent, Market Rent, and Renewal Rent

Enter the amount that indicates the annual potential rent, the annual market rent, or the current renewal rent per square foot for a unit. The rent amount field that is available in the header area depends on the rent amount option that you select on the Work with Market / Renewal / Potential Rent form.