Understanding Tenant Information
This chapter provides an overview of tenant information, and discusses how to:
Set up lease information.
Set up legal clause information.
Review dates for leases.
Understanding Tenant Information
After you set up property information, you can assign tenants to the units. You set up information about the companies and people with whom you do business as tenants using the Tenant Information program (P01012), which is identical to the Address Book revisions program (P01012). You must enter tenant Address Book records before you can enter related real estate information, such an assignment of tenants to a lease.
In addition to setting up the tenant, you might need to set up additional address book records to represent the company or person to whom bills should be sent, or the parent company. To differentiate tenants from other address book records, you can assign them a unique search type, such as T (for tenant) or B (for billing address).
Also, you must set up a customer master record and a supplier master record for the tenant and other related address book records. In most circumstances, the customer master record is required to process billings and payments; the supplier master record is required to refund security deposits and process vouchers.
Note. The system uses the address in the Address Line 1 field as the mailing address for tenant statements and invoices. If the tenant requires you to send statements and invoices to a different payee (for example, to a parent company or regional office), enter an address book record for the payee, and then reference their address book number in the Parent Number field on the Related Address tab of the tenant's address book record.
See Also
Setting Up Lease Information
This section provides overviews of lease information and new lease versions, and discusses how to:
Set processing options for Lease Information (P1501).
Set processing options for New Lease Entry (P15010).
Set up a lease.
Use the New Lease Entry program (P15010).
Create a new lease version.
Understanding Lease Information
In Real Estate Management, the lease is the basis for invoices or vouchers and for receipts or payments. When you set up a lease for a tenant, you enter the name and location of the tenant, and then you specify the area that the tenant occupies, the rental terms of the lease, and so on.
You set up information about leases that are associated with the tenants by using the Lease Information program (P1501). Tenant leases can be as simple or as complex as necessary. In addition to regular leases and subleases, you can set up and maintain coterminous and holdover leases. The system stores lease information in the F1501B and F15017 tables.
After you set up the lease, you can access these programs from form menus:
|
Program |
Description |
|
Log Details (P1521) |
Access the log standards and set up additional information about the lease. |
|
Legal Clause Information (P1570) |
Set up legal clause information about the lease or tenant. You use this program in addition to (or as an alternative to) using log standards. |
|
Recurring Billing Information (P1502) |
Set up billing amounts and frequencies by bill code that you use to generate recurring billings. |
|
Security Deposit Maintenance (P1565) |
Set up information for security deposits that you will refund later. |
|
Escalation Information (P15016) |
Set up information to generate rent increases based on an index such as the consumer price index. |
|
Sales Overage Information (P15013) |
Set up information to calculate and generate rent billings as a percentage of sales. |
|
E.P. Information (P15012) |
Set up information to generate billings for shared expenses, such as common area maintenance, parking, utilities, and so on. |
Copying Lease Log Standards
After you set up a lease, you can assign the necessary information or lease log to it. To reduce errors, you can copy the standard log information that is set up for the lease type. The setting of the Copy Log Standards processing option for the Lease Information program determines whether the system copies the appropriate log standards automatically when you set up the lease or whether you must copy the log manually.
If the processing option is blank (to copy the information automatically), the system copies the model of the log standards when you add the lease information.
If the processing option is set to 1 (to bypass the copy), then you can copy the log standards manually after you set up the lease, or add the appropriate log lines individually.
Note. You can revise and delete only those log lines that are not required standards (lines for which the RS field is blank). If a log line in the log 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 Lease
Information program to blank (do not protect), and then remove the Y from the RS field on the appropriate log standard.
If a line appears in blue, the log item was attached at the lease level. This information carries through to the unit level.
New Lease Entry
As an alternative to entering the lease and then setting up information for other programs separately, you can use the New Lease Entry program (P15010) to help you set up and track information for other programs when you set up the lease. The New Lease Entry program provides access to the same programs that you can access using the Form menu from Lease Master Revisions (listed in the previous table), plus access to the New Manual Billing Entry program (P15111) and an option to print a lease master listing. Using the Manual Billing Entry (P1511) and the New Manual Billing Entry (P15111) programs enables you to enter manual billing records, as necessary, and then run the programs that complete the billing process.
Note. The New Manual Billing Entry program is available from the New Lease Setup program only. If you click the button to enter manual billings, the system does not return you to the New Lease Setup form until you quit the New Manual Billing form.
The New Lease Setup form appears automatically, only after you enter a new lease. After you quit the form, you cannot access it again for an existing lease.
See Understanding Manual Billing Entry.
Understanding New Lease Versions
You can accommodate the changing needs of the tenants by creating new versions of their leases. For example, if a tenant wants to expand the rentable area by 2,000 square feet during his 36-month lease, you can create a subset of the existing lease, make the necessary changes, and save the lease as a new version.
Creating a new version of a lease is useful because the system copies the information from the existing lease so that you do not have to reenter identical information. The system also enables you to track activity for all versions of the lease.
Prerequisite
Before you complete the tasks in this section:
Set up tenants and, if applicable, set up alternate payees in the Address Book system.
To create new lease versions, set up versioning in the Real Estate Management system constants.
Forms Used to Set Up Lease Information
|
Form Name |
FormID |
Navigation |
Usage |
|
Work with Leases |
W1501A |
Tenant & Lease Information (G1511), Lease Information |
Review and select lease information. |
|
Lease Master Revisions |
W1501D |
Click Add on the Work with Leases form. |
Set up a lease. |
|
Log Details |
W1521A |
Select Log Details from the Form menu on the Lease Master Revisions form. |
Add and revise lease log information. |
|
New Lease Setup |
W15010A |
Tenant & Lease Information (G1511), New Lease Entry |
Access and track other program information. |
|
New Lease Setup |
W15010A |
On the Work with Leases form, add a lease, and click OK. |
The New Lease Setup form appears automatically only if the New Lease Setup processing option is set for the Lease Information program. |
|
Version Confirmation |
WW1501E |
Select New Version from the Form menu on the Lease Master Revisions form. |
Create a new lease version, copy logs, and copy options (standards). |
Setting Processing Options for Lease Information (P1501)
Set these processing options before you run the Lease Information program.
Defaults
These processing options specify the default information that the system provides when you enter a new lease.
|
1. Move-In Date |
Specify whether to use the lease begin date as the default move-in date for the unit. Values are: Blank: Use. 1: Do not use. Note. If you leave this field blank, searches on occupied or vacant space will be compromised. |
|
2. Plan-Out Date |
Specify whether to use the lease end date as the default plan-out date for the unit. Values are: Blank: Use. 1: Do not use. Note. If you leave this field blank, searches on occupied or vacant space will be compromised. |
|
3. Search Default For Lease Version |
Specify whether the system retrieves the version of the lease that is based on today's date (the system date) or the latest effective date. Values are: Blank: The system displays the version of the lease that is effective as of the system date. 1: The system displays the version of the lease with the latest (future) effective date. For example, if the current date is June 6, 2007 and the lease has two versions that are dated January 1, 2007 and October 1, 2007, respectively, the system displays the version that is dated October 1, 2007. Note. If versioning is not set up in the F1510B table, the system ignores this processing option. |
|
4. Company |
Specify whether to update the Company field (CO) in the header portion of the Lease Master Revisions form with the company number that is specified in the first detail line. The system updates the Company field only if it is blank; the system does not overwrite any value that is entered. Values are: Blank: Update. 1: Do not update. |
Display
These processing options specify whether to protect required log standards from revision, and whether to display a warning message when you set up the lease for a unit that has not been set up.
|
1. Required Standards Protection |
Specify whether to allow changes to these required standards fields: Log Class, Amenity ID, Description, and Unit of Measure. Values are: Blank: Allow. The Required Standard field (RQ) in the Log Standards Information program (P1523) must be blank on all required standards for which you allow changes. 1: Do not allow. |
|
2. Warning Message Suppression |
Specify whether to display a warning message when the value in the Unit Number field is invalid or the field is left blank. Values are: Blank: Display. 1: Do not display. Note. The system displays error messages regardless of how you set this processing option. |
Edits
These processing options specify how the system validates specific information that you enter.
|
1. Require Lease Manager |
Specify whether the lease requires a lease manager. Values are: Blank: Does not require a lease manager; you can leave the Lease Manager field blank. 1: Requires a lease manager. |
|
2. Unit Number Edit |
Specify whether the lease requires a valid unit number. Values are: Blank: The lease requires a valid unit number. The unit number that you enter must exist in the F1507; you cannot leave this field blank. 1: The lease does not require a unit number; you can leave this field blank. However, if you enter a unit number, it must be valid. 2: The lease requires a unit number, but the number that you enter can be invalid. |
|
3. Activate FASB 13 Warning Window |
Specify whether the system displays the FASB 13 warning window when you revise a date that affects FASB 13. Values are: Blank: Do not display the FASB 13 warning window. You must manually update the Generation Control field (GENC) to Y using the FASB 13 Revisions program (P1530) so that FASB 13 information can be recalculated and new FASB 13 records generated. 1: Display the FASB 13 warning window. The system enables you to automatically update the Generation Control field (GENC) to Y so that FASB 13 information can be recalculated and new FASB 13 records generated. Note. If you click OK on the FASB 13 warning window, the system updates the GENC field to Y on the appropriate FASB 13 records. If you click Cancel on the FASB 13 warning window, the system does not update the GENC field to Y. You must update it manually using the FASB 13 Revisions program (P1530). |
Process
These processing options specify whether the system copies the log and clause option standards, allows the entry of all types of leases, and uses the New Lease Entry program.
|
1. Copy Log Standards |
Specify whether to automatically copy the log standards to the lease logs when you add a lease. Values are: Blank: Automatically copy. 1: Do not automatically copy. Note. You can manually copy log standards to a lease after you add it by using the appropriate form menu. |
|
2. Speculative Lease Display and Entry |
Specify whether to display and allow the entry of speculative leases, nonspeculative leases, or both. Values are: Blank: Both. 1: Nonspeculative leases only. 2: Speculative leases only. |
|
3. Copy Clause Option Standards |
Specify whether to automatically copy option type standards to the F1570 when you add a lease, and which option type standards to copy. Values are: Blank: Do not automatically copy option standards. 1: Automatically copy the tenant-level standards. The system copies all option types that are defined as standard for the tenant. 2: Automatically copy the lease-level standards. The system copies all option types that are defined as standard for the lease type. 3: Automatically copy both the tenant-level and lease-level standards. The system copies all option types that are defined as standard for both the tenant and the lease type. |
|
4. Run New Lease Setup |
Specify whether to launch the New Lease Setup program (P15010) after you add a new lease. Values are: Blank: Do not launch. 1: Launch. |
Versions
|
1. Unit Information (P15217) |
Specify the version of the Unit Information program (P15217) to use when the program is accessed from row and form menus. If you leave this processing option blank, the system uses version ZJDE0001. |
|
2. Recurring Billing Information (P1502) |
Specify the version of the Recurring Billing Information program (P1502) to use . If you leave this processing option blank, the system uses version ZJDE0001. |
|
3. Expense Participation (P15012) |
Specify the version of the E.P. Information program (P15012) to use. If you leave this processing option blank, the system uses version ZJDE0001. |
|
4. Escalation Information (P15016) |
Specify the version of the Escalation Information program (P15012) to use. If you leave this processing option blank, the system uses version ZJDE0001. |
|
5. Sales Overage Information (P15013) |
Specify the version of the Sales Overage Information program (P15013) to use. If you leave this processing option blank, the system uses version ZJDE0001. |
|
6. Address Book Revisions (P01012) |
Specify the version of the Address Book program (P01012) to use when. If you leave this processing option blank, the system uses the default version ZJDE0001. |
|
7. Tenant Ledger Inquiry (P15222) |
Specify the version of the Tenant Ledger Inquiry program (P15222) to use. If you leave this processing option blank, the system uses version ZJDE0001. |
|
8. Supplier Ledger Inquiry (P0411) |
Specify the version of the Supplier Ledger Inquiry program (P0411) to use. If you leave this processing option blank, the system uses version ZJDE0001. |
|
9. Security Deposit Maintenance (P1565) |
Specify the version of the Security Deposit Maintenance program (P1565) to use. If you leave this processing option blank, the system uses version ZJDE0001. |
|
10. Legal Clause Information (P1570) |
Specify the version of the Legal Clause Information program (P1570) to use. If you leave this processing option blank, the system uses version ZJDE0001. |
|
11. New Lease Setup (P15010) |
Specify the version of the New Lease Setup program (P15010) to use when you add a new lease. The Run New Lease Setup processing option must be set to 1 or the system ignores this processing option. If you leave this processing option blank, the system uses version ZJDE0001. |
Work Center Messages
These processing options specify the distribution list for the recipients of workflow messages.
|
1. Distribution Structure Type |
Specify the structure type of the distribution list to use to send workflow messages when a lease version is created. The system uses the structure type in conjunction with the parent number to locate the distribution list to use for message routing. If you leave this processing option blank, the system does not send workflow messages. |
|
2. Distribution Parent Number |
Specify the parent address book number of the distribution list to use to send workflow messages when a lease version is created. The system uses the parent number in conjunction with the structure type to locate the distribution list to use for message routing. If the system cannot locate a distribution list for the parent number and structure type that is specified, a workflow message is sent only to the parent address number that is specified. If you leave this processing option is left blank, the system does not send workflow messages. |
Currency
These processing options specify the default currency code for the lease, as well as whether the system allows overrides to the currency code and exchange rates.
|
1. Default Currency From |
Specify the default transaction currency code to use on the lease. The system updates the Lease Currency Code field (CRCD) with the value that is specified. Values are: Blank: Use the currency code from the tenant's address book record as the default transaction currency code. 1: Use the currency code from the alternate payee's address book record as the default transaction currency code. 2: Use the currency code from the company to which the building is assigned as the default transaction currency code. 3: Do not supply a value for the transaction currency code. If you select this value, you must enter the transaction currency code manually. Otherwise, the system returns an error message. |
|
2. Transaction Currency Override |
Specify whether to allow users to override the transaction currency code from the default value on the lease. Regardless of the setting of this processing option, the system does not allow the transaction currency code to be changed after a transaction has been billed for the lease. Values are: Blank: Allow. 1: Do not allow. |
|
3. Exchange Rate Override |
Specify whether you can override the exchange rate that the system automatically copies either from the lease or from the Exchange Rate table (F0015) at billing generation. If you allow an override, you can change the exchange rate at any time. If you do not allow an override, the system displays the exchange rate value that was entered for the lease. However, the exchange rate value on the form is disabled for changes. Values are: Blank: Allow the exchange rate to be overridden. 1: Use the exchange rate that the system automatically copies from the lease, or leave blank to retrieve the exchange rate at billing generation. |
Setting Processing Options for New Lease Entry (P15010)
Set these processing options before you run the New Lease Entry program.
Versions
These processing options specify the version of the programs that run when they are accessed from the Form menu.
|
1. Legal Clause Information (P1570) |
Specify the version of the Legal Clause program (P1570) to use when you select Legal Clause / Addenda. If you leave this processing option blank, the system uses version ZJDE0001. |
|
2. Recurring Billing Information (P1502) |
Specify the version of the Recurring Billing program (P1502) to use when you select Recurring Billings / Rent. If you leave this processing option blank, the system uses version ZJDE0001. |
|
3. Sales Overage Information (P15013) |
Specify the version of the Sales Overage program (P15013) to use when you select Sales Overage / Percent Rent. If you leave this processing option blank, the system uses version ZJDE0001. |
|
4. Expense Participation Information (P15012) |
Specify the version of the Expense Participation program (P15012) to use when you select Expense Participation / Pass-Throughs. If you leave this processing option blank, the system uses version ZJDE0001. |
|
5. Security Deposit Information (P1565) |
Specify the version of the Security Deposit program (P1565) to use when you select Security Deposit / Other Deposits. If you leave this processing option blank, the system uses version ZJDE0001. |
|
6. Manual Billing Revision (P1511) |
Specify the version of the Manual Billing program (P1511) to use when you select Manual Billing / Misc. Expenses. If you leave this processing option blank, the system uses version ZJDE0001. |
|
7. Escalation Information (P15016) |
Specify the version of the Escalation program (P15016) to use when you select Escalations / CPI. If you leave this processing option blank, the system uses version ZJDE0001. |
|
8. New Manual Billing (P15111) |
Specify the version of the New Manual Billing program (P15111) to use when you add manual billings through the New Lease Setup program. The system launches the New Manual Billing program after you enter the manual billing record and click OK. If you leave this processing option blank, the system uses version ZJDE0001. |
|
9. Lease Master Listing (R15401) |
Specify the version of the Lease Master Listing report (R15401) to use when you select Lease Master Listing. If you leave this processing option blank, the system uses version XJDE0001. |
Setting Up a Lease
Access the Lease Master Revisions form.
Lease Info Page 1
Select this tab.
|
Alt. Payee (alternate payee) |
Enter the address book number of the person or company who is responsible for payment of rent and charges that are related to the lease. This might not be the same number as the tenant. Complete this field to designate the person or company that is responsible for the payment of billed charges. If you leave this field blank, the system uses the value of the Factor/Special Payee field (AN85) that is assigned to the tenant's address book record. |
|
Payment Source |
Enter the address book number of the person or company that submits payment for the rent or other charges that are related to the lease. This field is used for informational and reporting purposes only. |
|
Lease Status |
Enter the user-defined code (UDC) (15/LS) that identifies the status of the lease for billing and reporting purposes. Examples include: E: Expired N: Negotiated L: Litigation Note. The letter X in the first position of the Description 2 field indicates that the lease is nonbillable. The letter O indicates that the lease is open-ended. |
|
Lessee |
Enter the code that specifies whether the system generates Accounts Receivable (AR) invoices or Accounts Payable (AP) vouchers for the lease. Codes are: Blank: Generate AR invoices Y or 1: Generate AP vouchers Warning! Do not change the value of this field after you have generated invoices or vouchers for the lease. Instead, you should create one lease to generate AR invoices and a separate lease for AP vouchers. |
|
Payment Terms |
Enter the code that indicates the default payment terms for a customer. Payment terms determine the due date, discount amount, and discount due date that the system assigns when you create an invoice. Use a blank code for the payment terms that you use most frequently. Examples of payment terms include: Blank: Net 15. 1: 1/10 net 30. 2: 2/10 net 30. D: Due upon receipt. N: Net 30. P: Prox 25th. |
Lease Info Page 2
Select this tab.
|
Print (I/S/N) (print invoice, statement, notice) |
Enter the code that specifies whether to print invoices, statements, and notices for the tenant. The three unlabeled fields represent Invoice (I), Statement (S), and Notice (N). Values are: Y: Print. N: Do not print. Note. The system uses the Send Invoice To field (SITO) on the customer master record to determine only the billing address that prints on the invoice. If the value of SITO is N (do not print), the system ignores it. |
|
Subldgr Inact. (subledger inactive) |
Select this option to indicate an inactive subledger. Examples of inactive subledgers are jobs that are closed, employees who have been terminated, or assets that have been disposed. Select this option to indicate that a subledger is inactive. If a subledger becomes active again, clear this option. Select this option to use subledger information in the tables for reports, but prevent transactions from posting to the record in the Account Balances table (F0902). |
|
Dsp. Notice (dispossess notice) |
Enter the code that indicates whether the tenant has received notice of eviction, which prevents the entry of receipts from the tenant. Values are: Blank: The tenant has not been sent an eviction notice. Y: The tenant has been sent the eviction notice. The system does not allow the entry of receipts to the tenant's account. |
|
Mgmt. Fee (management fee) |
Enter the code that specifies whether the system includes the lease when it calculates management fees. The Revenue Fee Generation program (R15105) uses this value. Values are: Y: Include. N: Do not include. |
|
Tenant SIC (tenant standard industrial classification) |
Enter the code that is used to classify goods and services. This code can be in the format that is specified by any one of these classification systems: Standard Industrial Classification (SIC) or North American Industry Classification System (NAICS). These are numerical systems that are used in the U.S. to classify goods and services. A code in the SIC format is four digits. A code in the NAICS format is six digits. Harmonized System (HS). This is the international method of classifying goods. More than fifty countries use this system. A code in the HS format can be up to 10 digits. Standard Industrial Trade Classification (SITC). This is a numerical code system that was developed by the United Nations to classify goods that are used in international trade. International organizations use this system. A code in the SITC format can be up to six digits. |
|
Supplemental Date |
Enter the supplemental date that is associated with the lease. |
|
Own/Lease |
Enter the code that identifies the occupant of the space. Values are: Blank: Tenant O: Owner |
Currency
Select this tab.
|
Lease Currency Code |
Enter the code that identifies the currency of a transaction. The system assigns the value of the Lease Currency Code field on the Currency tab to the Base Currency field in the detail portion of the form. All detail records and versions of a lease must use the same base currency. You can assign and change the transaction currency codes on detail records and lease versions as necessary. |
|
Lease Override Exchange Rate |
Enter the number (exchange rate) that a foreign currency amount is multiplied by or divided by to calculate a domestic currency amount. The number in this field can have a maximum of seven decimal positions. If more are entered, the system adjusts to the nearest seven decimal positions. |
|
Trans Curr (transaction currency code) |
Enter the code that identifies the currency of a transaction. |
|
Override Exch Rate (override exchange rate) |
Enter the number (exchange rate) that a foreign currency amount is multiplied by or divided by to calculate a domestic currency amount. The number in this field can have a maximum of seven decimal positions. If more are entered, the system adjusts to the nearest seven decimal positions. Note. The system assigns the value of the Lease Currency Code field on the Currency tab to the Base Currency field in the detail portion of the form. All detail records and versions of a lease must use the same base currency. You can assign and change the transaction currency codes on detail records and lease versions as necessary. |
Detail Area of Form
These fields appear in the detail area:
|
Unt Grp (unit group code) |
Enter the three-character alphanumeric code that you can use to organize similar units for reporting or billing purposes. This field corresponds to the unit group code (UNGR) that you can use to set up one billing line to represent multiple units in the Recurring Billing, Escalation, and Expense Participation applications. For example, if two units exist to which you assign unit grouping codes of 61 and 1, respectively, you can set up a recurring billing line with a unit group code of 1 to specify both units. By allowing a three-to-one match with the recurring billing Unit Group Code field, you can assign meaning to each character of the unit grouping code and establish an unlimited number of groups to use in recurring billing, escalations, and E.P. |
|
SIC (standard industrial classification) |
Enter the UDC (01/SC) that specifies SIC codes, which identify the industry classification of the occupant of a leased facility, such as construction, retail trade, finance, and so on. It is for information only and has no effect on billing and lease processing. |
|
Sublease Date |
Enter the number that specifies the date on which the term of a sublease begins. If a sublease exists, the system updates this date on the parent or original lease. A sublease is designated by the lease type, which you set up in UDC table 15/LT. The sublease is designated by an S in the second description. |
|
DBA |
Enter the address book number that identifies the name under which a tenant operates if the tenant name is different from the tenant name on the lease. You can use the DBA number to separate or combine sales information for reports. The system validates the number that you enter against the Address Book Master table (F0101). |
|
Deal No (deal number) |
For future use. |
Using the New Lease Entry Program
Access the New Lease Setup form.
Click the button that corresponds to the information that you want to set up, and then follow the steps to complete the associated task on the New Lease Setup form. Each time that you complete the steps that are associated with a particular task, the system returns you to the New Lease Setup form and displays a check mark in the Info Added field next to corresponding button.
Note. You cannot return to the New Lease Setup form after you exit the program.
Creating a New Lease Version
Access the Work with Leases form.
To create a new lease version:
Select the lease for which you want to create a new version on Work with Leases.
Select New Version from the Form menu, and complete the Version Effective Date field on the Lease Master Revisions form.
If you do not specify a version effective date, the system will not create the new version.
Select one of these options to specify whether to copy lease log standards:
No Logs
Log Standards
Current Logs
If you do not copy the logs for the existing version, you cannot copy them at a later date. However, you can copy the log standards at a later date and revise them.
Select one of these options to copy legal clause information from the existing lease version or from the standards:
No Options
Tenant Standards
Lease Standards
Both Standards
Current Options
If you specify Current Options, the system displays additional options. Select one or more of these options as necessary:
Clause Options Audit
Clause Amounts
Space Detail
Space Detail Audit
If you select an option for which no information exists, the system ignores it.
Click the OK button.
The system displays the Lease Master Revisions form again and assigns the new version of the lease in the header area.
Complete or revise any of the fields as necessary on Lease Master Revisions.
Note. When revising dates, be sure to clear the value in the Term of Lease field. When you save changes, the system recalculates and displays the new lease term in the field.
Click the OK button.
Select the Display All Versions option, and click Find on the Work with Leases form.
A green check mark indicates the default lease version as specified in the Search Default for Lease Version processing option:
If the processing option default is blank, the system displays the version of the lease that is effective as of the system date.
If the processing option default is set to 1, the system displays the version of the lease with the latest effective date.
Note. When you create a new lease version, the system updates the Version End Date field of the previous version with the date that is immediately prior to the effective date of the new version. For example, if the lease version is 1, and you create a new version using June 1, 2007, as the effective date, the system updates the version end date of version 1 to May 31, 2007.
Click the purple button next to the Display All Versions option to return to the new lease version.
Setting Up Legal Clause Information
This section provides an overview of legal clause information and discusses how to:
Set processing options for Legal Clause Information (P1570).
Enter legal clause information.
Copy option standards.
Enter space detail information.
Enter space detail audit information.
Enter clause amounts.
Enter audit information for clauses.
Understanding Legal Clause Information
As an alternative to using log information, or in addition to using logs, you can set up legal clauses. You set up legal clause information by lease or by tenant, but not both. You use legal clause information to access and track option types and related lease information for retail and commercial leases, and to store this information in one location without having to refer to the actual lease. For example, after you establish an option type, such as early termination or first right of refusal, you can further define the option types with corresponding details such as beginning dates, end dates, notice dates, critical dates, space details, and associated option amounts.
Processing options for the Legal Clause Information program (P1570) enable you to specify additional forms that appear automatically when you add legal clause information. Examples include Space Detail Revisions, Clause Amount Revisions, and Clause Options Audit Revisions.
The system uses the F1570 table to track information at the source section or paragraph level of the original lease, and associates all of the related information by using a legal clause number key that is assigned through the next numbers feature.
Additionally, the system maintains legal clause information in these tables:
As an alternative to reviewing legal clause information online, you can generate these reports to review critical dates and corresponding information that enable you to determine necessary courses of action for each lease option:
Legal Clause Report (R15710).
Legal Clause Options Audit Report (R157101).
Space Detail Audit Report (R157102).
Copying Lease Option Standards
To minimize manual data entry, you can copy any lease option standards that you set up. Depending on the setting of the Copy Clause Option Standards processing option in the Lease Information program (P1501), the system can automatically copy the option standards for the tenant, the lease, or both when you enter the lease.
If the processing options are not set up to automatically copy lease option standards, you can manually copy them by selecting Copy Standards from the Form menu, and then completing the Standard Level field. When you copy option standards, you must determine the type of clause (either tenant or lease) to which you are copying the standards. If you want to copy the options for both the lease and tenant, leave the Standard Level field blank and complete the Copy From All field.
Note. Nonstandard options must be entered manually.
See Understanding Lease Option Type Standards.
Space Detail and Space Detail Audit Information
You can enter multiple space detail records for legal clauses. Space details include information such as units that can be leased, floors that are occupied, and square footage amounts. You can also specify which rights take precedence between clauses within the same lease by assigning a hierarchy level.
You complete the space detail audit information to assign dates to each space detail record, such as the date that the space was offered and the date that a decision is required, as well as specify whether the offer was accepted or declined.
The system uses the next numbers feature to sequence space detail records, and maintains space detail information in these tables:
F15702
F157021
Clause Amounts and Clause Amount Audit Information
After you enter legal clause information, you can assign applicable amounts to the clause. When you enter an amount, you should specify the type of amount that you entered. Amount types can be currency amounts, fees, percentages, number of days, miles, and so on. You can also enter effective dates that specify the beginning and end of the term.
Similar to space details, you can enter clause amount information by using the Clause Options Audit Revisions form. When you audit clauses, you review and track the options that were taken on the lease, along with the corresponding dates that relate to clause offers, decisions, and statuses.
The system maintains clause amounts information in these tables:
Forms Used for Setting Up Legal Clause Information
|
Form Name |
FormID |
Navigation |
Usage |
|
Work With Legal Clauses |
W1570A |
Tenant & Lease Information (G1511), Legal Clause Information |
Review and select legal clause records. |
|
Legal Clause Revisions |
W1570B |
Click Add on the Work With Legal Clauses form. |
Add and revise legal clause information. |
|
Copy Option Standards |
W1570G |
Select Copy Standards from the Form menu on the Work With Legal Clauses form. |
Copy lease option standards at the tenant or lease level or both. |
|
Space Detail Revisions |
W1570C |
On Work With Legal Clauses, select the clause, and then select Space Detail from the Row menu. |
Add or revise space detail information for the legal clause. |
|
Space Detail Audit Revisions |
W1570D |
Select the clause, and then select Space Detail Audit from the Row menu on the Space Detail Revisions form. |
Add or revise the dates and status that are associated with the space detail records. |
|
Clause Amounts Revisions |
W1570E |
Select the clause, and then select Clause Amounts from the Row menu on the Work With Legal Clauses form. |
Add or revise the amounts that are associated with the legal clause. |
|
Clause Options Audit Revisions |
W1570F |
Select the clause, and then select Option Audit from the Row menu on the Work With Legal Clauses form. |
Add or revise the dates and status that are associated with the legal clause amount records. |
Setting Processing Options for Legal Clause Information (P1570)
Set these processing options before you run the Legal Clause Information program.
Defaults
These processing options specify default information when you add legal clause information.
|
1. Search Default For Lease Version |
Specify whether the system retrieves the version of the lease that is based on the current date (the system date) or the latest effective date. Values are: Blank: Displays the version of the lease that is effective as of the system date. 1: Displays the version of the lease with the latest (future) effective date. For example, if the current date is June 30, 2007 and the lease has two versions dated January 1, 2007, and October 1, 2007, respectively, the system displays the version that is dated October 1, 2007. Note. If versioning is not set up in the F1510B table, the system ignores this processing option. |
|
2. Automatic Display of Forms |
Specify whether the system automatically displays the form for these options after you click OK to add a new legal clause:
Values are: Blank: Do not automatically display. 1: Automatically display. Note. This processing option functions only when you add a new legal clause record. If the legal clause record exists, use the Form menu to access the applicable entry program. |
Display
These processing options specify whether to retain the tenant number, lease number, option type, and option status.
|
1. Retain Tenant Number,2. Retain Lease Number,3. Retain Option Type, and 4. Retain Option Status |
Specify whether the system retains the value that is entered in the corresponding field of the previous legal clause when you add a new legal clause. Values are: Blank: Do not retain. 1: Retain. |
Versions
These processing options specify the version of the programs to run when they are accessed from the Form menu.
|
1. Lease Information (P1501) |
Specify the version of the Lease Information program (P1501) to use. If you leave this processing option blank, the system uses version ZJDE0001. |
|
2. Critical Date Inquiry (P15204) |
Specify the version of the Critical Date Inquiry program (P15204) to use. If you leave this processing option blank, the system uses version ZJDE0001. |
Entering Legal Clause Information
Access the Legal Clause Revisions form.
|
Lease |
Enter the lease. You set up legal clause information by lease or tenant; therefore, if you complete this field, do not complete the Tenant field. |
|
Tenant |
Enter the tenant. You set up legal clause information by lease or tenant; therefore, if you complete this field, do not complete the Lease field. |
|
Option Type |
Enter the code that you set up in the Lease Option Type Information program (P157011) that specifies the type of option that is offered on a legal clause. The system completes the Detail Type field based on the value that you select for the option type. |
|
Clause Number |
Enter the number that defines a legal clause option in the Property Management system. The system uses Next Numbers (system 15, index 5) to generate this number. |
|
Display All Versions |
Displays all versions. All Lease versions are displayed with a check mark denoting the version that is defined in the processing options (*CURRENT or *LAST). If you leave this processing option blank (the default), only the lease version that is defined in the processing options is displayed. |
|
Option Status |
Enter the code that indicates the overall status of an option. Some examples of statuses include Offered, Negotiated, Accepted, Refused, and Expired. |
|
Begin Date |
Enter the begin date. If you leave the begin and end dates blank and the clause is entered for a lease, the system uses the beginning and ending dates of the version of the lease that is specified. |
|
End Date |
Enter the end date. If you leave the begin and end dates blank and the clause is entered for a lease, the system uses the beginning and ending dates of the version of the lease that is specified. |
|
Notice Date |
Enter the date on which either party might be obligated to inform the other about whether an option is available, has been exercised, or was refused. |
|
Critical Date |
Enter the date that requires some kind of action, such as when an option ends or an inspection is due. |
|
Notice Responsibility |
Enter the value that indicates the individual who is responsible for the notice option, such as the landlord or tenant. |
|
Lease Doc Reference |
Enter the value that indicates the source section or paragraph of the lease document. |
Copying Option Standards
Access the Copy Option Standards form.
|
From Standard Level |
Enter the UDC (15/SL) that indicates whether an option is defined as standard for the lease or the tenant. If the option is a standard for leases, the lease type must also be defined. If the option is a tenant standard, the tenant number must also be defined. Values are: L: Lease. You must also specify the lease type if you select this option. T: Tenant. You must also specify the tenant's address book number if you select this option. |
|
To Clause Type |
Enter the code that specifies whether the clause record is attached to a lease or to a tenant. The lease and tenant key values are mutually exclusive in the F1570 table. The value that you specify must exist in UDC 15/CK. |
|
Copy From All |
Copies option type standards for each standard level. If you do not select this option, the system copies only option types with the standard level defined in the From Standard Level control. |
Entering Space Detail Information
Access the Space Detail Revisions form.
Depending on the setting of certain processing options, the system might display the Space Detail Revisions form immediately after you set up legal clause information.
|
Square Footage |
Enter the gross occupied area of a unit, floor, or building, or the area that is available to lease. |
|
Hierarchy |
Enter the code that specifies which legal clause rights take precedence over others. Such precedence can exist between clauses within the same lease, or clauses that are addressed in the leases of different tenants. |
Entering Space Detail Audit Information
Access the Space Detail Audit Revisions form.
|
Date Offered |
Enter the date on which an offer is made. |
|
Decision Required |
Enter the date by which a decision on an offer is required, for example, the date by which the offer must be accepted or declined. |
|
A/ D (accepted or declined) |
Enter the UDC (15/OF) that specifies the status of an offer, such as accepted or declined. |
|
Status Change |
Enter the date on which a change was made to the status of an offer, for example, the date on which an offer was accepted or declined. |
Entering Clause Amounts
Access the Clause Amounts Revisions form.
Depending on the setting of processing options, the system might display the Clause Amounts Revisions form automatically after you set up the legal clause or space detail information.
|
Amount |
Enter the value that specifies the total amount of the invoice or voucher pay item. The gross amount might include the tax amount, depending on the tax explanation code. The system does not decrease the gross amount when payments are applied. When you void a transaction, the system clears the Gross Amount field. |
|
Amount Type |
Enter the UDC (15/TA) that indicates the amount type, such as percentage amount, monetary amount, and so on, to enter for the legal clause. |
|
Cur Cod (currency code) |
Enter the code that identifies the currency of a transaction. |
Entering Clause Options Audit Information
Access the Clause Options Audit Revisions form.
Depending on the setting of processing options, the system might display the Clause Options Audit Revisions form automatically after you set up the legal clause information.
|
Hierarchy |
Enter the code that specifies which legal clause rights take precedence over others. Such precedence can exist between clauses within the same lease, or clauses that are addressed in the leases of different tenants. |
Reviewing Dates for Leases
This section provides overviews of critical dates, lease expiration information, and the Tenant Rent Roll Inquiry program, and discusses how to:
Set processing options for Critical Date Inquiry (P15204).
Review and revise critical dates.
Set processing options for Expiring Leases Inquiry (P154030).
Set processing options for Tenant Rent Roll Inquiry (P154210).
Review rent amounts for active leases.
Understanding Critical Dates
A critical date is any date on which an action or a decision is required. You can add critical dates to a lease, unit, property or building, or clause. When you need to review dates for required actions or decisions about leases or facilities, use the Critical Date Inquiry program (P15204). You can review critical dates for all types of log details and clauses. For example, you can review when insurance needs to be renewed, renewal reminders need to be sent, or work needs to be done.
The system enables you to search for critical dates using the these criteria:
Lease number.
Property or building.
Date range.
Log class.
Resolution status of a lease log line.
If you select a log detail record, the system displays the appropriate form according to the type of log detail. For example, if the log is set up for a building, the system displays the Building Revisions form, from which you can select Log Details from the Form menu.
To review critical dates that are associated with clauses, select Clause Dates from the Form menu. Otherwise, access the Work With Legal Clauses form and select Critical Date from the Form menu.
Understanding Lease Expiration Information
The Expiring Leases Inquiry program (P154030) enables you to review the expiration dates, building statistics, and rent information for leases as of a date that you select. You can review leases that expire within selected date ranges in 30-day increments from the as of date. For example, you can select leases that expire within 1–30 days, 31–60 days, or over 181 days as of a certain date.
To review expiration date information for leases, perform a search using the Building, Unit, Tenant, Lease / Version, or Lease Type field as criteria.
You can set processing options to sequence results in either ascending or descending order, in addition to displaying annual or monthly rent amounts.
The program retrieves information that is stored in the Lease Master Header (F1501B) and Lease Master Detail (F15017) tables, as well as rent information that is stored in the Recurring Billings Master table (F1502B).
Understanding the Tenant Rent Roll Inquiry Program
The Tenant Rent Roll Inquiry program (P154210) is a self-service application that enables you to review rent amounts that are in effect as of a date that you select. You can review occupied units, vacant units, or both occupied and vacant units. As you do for the Expiring Leases Inquiry program (P154030), complete the Lease, Lease Version, Tenant, Building, Unit, or Unit Type field to review rent amounts.
The program retrieves information that is stored in the Recurring Master Billings table (F1502B). Quantities that are associated with the recurring billing records include monthly, annual, and gross amounts, and amounts per square foot.
Forms Used to Review Dates for Leases
|
Form Name |
FormID |
Navigation |
Usage |
|
Work with Log Detail Critical Dates |
W15204C |
Tenant & Lease Information (G1511), Critical Date Inquiry |
Review critical dates for the lease logs, and select records to revise. |
|
Rent Roll Inquiry |
W154210A |
Tenant & Lease Information (G1511), Tenant Rent Roll Inquiry |
Review rent amounts that are effective for a specified date. |
|
Work with Legal Clause Critical Dates |
W15204A |
Select Clause Dates from the Form menu on the Work with Log Detail Critical Dates form. |
Review critical date information that is associated with legal clauses, and select records to revise. |
|
Expiring Leases |
W154030A |
Tenant and Lease Information (G1511), Expiring Leases Inquiry |
Review expiration dates for leases. |
Setting Processing Options for Critical Date Inquiry (P15204)
Set these processing options before you run the Critical Date Inquiry program.
Defaults
This processing option specify the default information that will be used when you run inquiries on critical dates.
|
1. Search for Default Lease Version |
Specify whether the system displays the version of the lease that is based on the current date (the system date) or the latest effective date. Values are: Blank: Displays the version of the lease that is effective as of the system date. 1: Displays the version of the lease with the latest (future) effective date. For example, if the current date is June 30, 2007 and the lease has two versions dated January 1, 2007 and October 1, 2007, respectively, the system displays the version that is dated October 1, 2007. Note. If versioning is not set up in the F1510B table, the system ignores this processing option. |
Versions
These processing options specify the version of the programs that run when they are accessed from the Form menu.
|
1. Lease Information (P1501) |
Specify the version of the Lease Information program (P1501) to use. If you leave this processing option blank, the system uses version ZJDE0001. |
|
2. Unit Information (P15217) |
Specify the version of the Unit Information program (P15217) to use. If you leave this processing option blank, the system uses version ZJDE0001. |
|
3. Floor Information (P1506) |
Specify the version of the Floor Information program (P1506) to use. If you leave this processing option blank, the system uses version ZJDE0001. |
|
4. Property/Building Information (P15062) |
Specify the version of the Property/Building Information program (P15062) to use. If you leave this processing option blank, the system uses version ZJDE0001. |
|
5. Legal Clause Information (P1570) |
Specify the version of the Legal Clause Information program (P1570) to use. If you leave this processing option blank, the system uses version ZJDE0001. |
Reviewing and Revising Critical Dates
Access the Work with Log Detail Critical Dates form.
|
Resolve Status |
Enter the code that specifies whether the requirements for the log line have been satisfied. Values are: Blank: The requirements have not been satisfied, the log line is not active, or no status is required. Y: Yes. N: No. |
|
Lease Only |
Displays only log entries that are defined as lease logs. |
|
Log Level |
Enter the code that specifies the level of a log entry. Values are: B: Building F: Floor U: Unit L: Lease |
Setting Processing Options for Expiring Leases Inquiry (P154030)
Set these processing options before you run the Expiring Leases Inquiry program.
Bill Codes
|
1. Bill Codes for Base Rent Amounts |
Specify the bill codes that the system uses to identify base rent amounts. Up to 12 bill codes can be used. |
Currency
|
1. As If Currency Code |
Specify the currency code for As If currency processing when the G/L constant for currency conversion is not set to N. The system translates and prints amounts for the bill codes that you choose in a currency other than the stored currency. If you leave this processing option blank, the system converts and accumulates the billing amounts in the base currency of the building that is being processed. |
|
2. As If Exchange Rate Date |
Specify the date on which to retrieve an exchange rate when a default exchange rate does not exist for the lease billing record and the GL constant for currency conversion is not set to N. If you leave this processing option blank, the system uses the as of date. |
Process
|
1. Sorting Option |
Specify the default sorting option (UDC 15/LE) that the system uses on the View Expiring Leases form. |
|
2. Area Type |
Specify the area type to retrieve from the Real Estate Management Constants table (F1510B) to calculate projected sales. Values are: Blank: Use the value from the Alternate Area Type processing option. 1: Rentable Area Type field (RNAT). 2: Useable Area Type field (USAT). If both area-type processing options are blank, the system uses the value from the Rentable Area Type field (RNAT). |
|
3. Alternate Area Type |
Use this processing option if the Search Area type processing option is blank and you want the ability to search by an alternate area type. Values are defined in the Area Type Codes UDC table (15/AR). |
|
4. Rent As Monthly Or Annual |
Specify whether to express rent as a monthly or annual amount. Values are: Blank: Monthly amount. 1: Annual amount. |
Setting Processing Options for Tenant Rent Roll Inquiry (P154210)Set these processing options before you run the Tenant Rent Roll Inquiry program.
Defaults
|
1. Search Default for Lease Version |
Specify whether the system retrieves the version of the lease that is based on today's date (the system date), or the latest effective date. Values are: Blank: System date. 1: Latest effective date. |
|
2. Select Area Type |
Specify the area type to retrieve from the Real Estate Management Constants table (F1510B) to use to calculate projected sales. Values are: Blank: Alternate Area Type. 1: Rentable Area Type field (RNAT). 2: Useable Area Type field (USAT). If both area-type processing options are blank, the system uses the value from the Rentable Area Type field (RNAT). |
|
3. Alternative Area Type |
Use this processing option if the Search Area type processing option is blank and you want the ability to search by an alternate area type. Values are defined in the Area Type Codes UDC table (15/AR). |
|
4. Rent Roll Sort By |
Specify the default sorting option (UDC 15/RR) that the system uses on the View Rent Roll form. |
|
5. Rent Steps Sort By |
Specify the default sorting option (UDC 15/RN) that the system uses on the View Rent Steps form. |
Bill Codes
|
1. Bill Codes for Base Rent Amounts and Base Rent Bill Code 2 through Base Rent Bill Code 12 |
Specify the bill codes that the system uses to identify base rent amounts. Up to 12 bill codes can be used. |
|
2. Bill Codes for EP Billing Amounts and EP Bill Code 2 through EP Bill Code 3 |
Specify the bill codes that the system uses to identify Expense Participation billing amounts. Up to three bill codes can be used. |
|
3. Bill Codes for Escalation Billing Amts. and Escalation Bill Code 2 through Escalation Bill Code 3 |
Specify the bill codes that the system uses to identify Escalation billing amounts. Up to three bill codes can be used. |
Currency
|
1. As If Currency Code |
Specify the currency code for As If currency processing in the View Rent Roll program. This processing option enables the system to display amounts in a currency other than the stored currency. If you leave this processing option blank, the program displays amounts in the stored currency. |
|
2. As If Exchange Rate Date |
When a default exchange rate does not exist for the lease billing record, use this processing option to specify the date that the system should use to locate an exchange rate when the system uses As If currency processing. If you leave this processing option blank, the system uses the as of date to locate an exchange rate. |
Versions
|
1. Lease Master Listing (R15401) |
Specify the default version of the Lease Master Listing report (R15401) to use when you selectg the option to run it. If you leave this processing option blank, the system uses version XJDE0001. |
|
2. Tenant Rent Roll (R15421) Version |
Specify the default version of the Tenant Rent Roll report (R15421) to use when you select the option to run it. If you leave this processing option blank, the system uses version XJDE0001. |
Reviewing Rent Amounts for Active Leases
Access the Rent Roll Inquiry form.
To review rent steps for active leases, select a record on Rent Roll Inquiry, and click the Rent Steps button on the Rent Roll Detail form.