Oracle Property Manager User Guide

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Preface

Overview

About Oracle Property Manager

Lease Management

Space Management

Workflow Automation

Integration

Reporting

Using Oracle Property Manager

Managing Property

Overview of Property Management

Overview of Regions and Office Parks

Overview of Properties

Hierarchy of Properties

Setting Up Property

Defining an Office Park or a Region

Defining Properties

Defining Buildings

Defining Floors

Defining Offices

Defining Land, Sections, and Parcels

Duplicating Locations

Window References

Properties Window Reference

Buildings and Land Window Reference

Floor and Parcel Window Reference

Office and Section Window Reference

Modifying Property Information

Changing From and To Dates

Changing the Location Alias

Managing Space Assignments

Overview of Space Assignment

Assigning Space to Employees and Cost Centers

Modifying Space Assignments

Deleting Employee Space Assignments

Viewing Space Assignments

Space Assignment Window Reference

Synchronizing Employee Cost Centers with Oracle Human Resources

Computer-Assisted Facilities Management

Managing Leases

Overview of Lease Administration

Understanding the Lease Abstraction Process

Sources of Lease Information

Lease Terms and Processes

Lease Description

General Lease Attributes

Lease Statuses

Using the Lease Ordered and Signed Lease Statuses

Using the Month-to-Month and Holdover Lease Statuses

Lease Elements

Abstracting Leases

Lease Window Reference

Entering Lease Elements

Tabbed Regions Reference for Lease, Edit Lease, and Amend Lease Windows

Details Tabbed Region

Contacts Tabbed Region

Locations Tabbed Region

Insurance Tabbed Region

Rights and Obligations Tabbed Region

Options Tabbed Region

Notes Tabbed Region

Assigning Space to Customers

Creating Milestones

Milestone Types Overview

Setting Up Milestones

Lease Milestones Window Reference

Payments and Billings Overview

The Payments and Billings Processes

Entering Payment and Billing Terms

Using Area Type in Term Details

Currency Conversion for Billing and Payment Term Amounts

Payment and Billing Schedules

Schedules

Approval Rules for Schedules

Authorized Schedules

Payment and Billing Line Items

Deferring Payments and Billings

Contracting Payment or Billing Terms

Integrating with Oracle Payables and Oracle Receivables

Expense and Revenue Recognition Process

Accounting for Tenants

Accounting for Landlords

Transferring Normalized Expense and Revenue to Oracle General Ledger

Viewing Information in Oracle Subledger Accounting

Subledger Drilldown View

Setting Up Payments

Entering Payment Information

Payments Tabbed Region Reference

Entering Payment Term Details

Payment Term Details Window Reference

Pay Tabbed Region

Accounts Distributions Tabbed Region

Creating Payment Schedules

Approving Payment Schedules

Grouping Payable Invoices

Exporting Payment Items to Oracle Payables

Deferring Payment Items

Setting Up Billing

Entering Billing Information

Billings Tabbed Region

Entering Billing Term Details

Billing Term Details Window Reference

Bill Tabbed Region

Accounts Distributions Tabbed Region

Creating Billing Schedules

Approving Billing Schedules

Grouping Receivable Invoices

Exporting Billing Items to Oracle Receivables

Deferring Billing Items

Normalizing Payments or Billings

Approving and Canceling Approval of Schedules

Setting Exceptions

Validation

Approval and Cancellation of Lease Schedules

Prepaying Rent Payments or Billings

Entering Prepayments

Reviewing Leases

Modifying Leases

Making Changes and Additions to a Lease

Amending a Lease

Changing the Lease Status

Extending or Expanding Leases

Extending Terms

Normalizing Terms During Lease Expansion

Contracting Leases

Contracting Draft Leases

Contracting Finalized Leases

Allowing Contraction Before the Last Approved Schedule

Disallowing Contraction Before the Last Approved Schedule

Viewing Transactions and History

Amend Lease Window Reference

Editing a Lease

Editing or Amending a Normalized Payment or Billing

Leases Windows

Calculating Rent Increases

Overview of Index Rent Increases

Entering Index History

Entering Rent Increases

Calculating Rent Increases

Timing Rent Increase Events

Date Assessed

Index Finder Date

Basis Start and End Dates

Rent Increase Date Examples

Modifying Periods

Determining the Basis

Example: Impact of Basis Type

Calculating the Percentage

Creating Rent Increase Terms

Determining the Length of Rent Increase Terms

Normalizing Rent Increase Terms

Dealing with Increases over Constraints

No Carry Forward

Carry Forward Percentage

Carry Forward Amount

Calculating Rent Increase After the Assessment Date

Allocating Rent Increase

Creating Allocated Terms

Extending and Contracting Rent Increase Agreements

Extending Rent Increase Agreements

Contracting Rent Increase Agreements

Contracting Agreements When Contracting Leases

Rent Increase Window References

Rent Increase Window Reference

Managing Variable Rent

Overview of Variable Rent

Creating Variable Rent Agreements

Entering Agreement Details

Variable Rent Window Reference

Using an Agreement Template

Variable Rent Template Window Reference

Generating Periods

Defining Line Items and Breakpoints

Window Reference for the Breakpoints Tab in the Setup Window

Defining Constraints

Window Reference for the Constraints Tab in the Setup Window

Constraints Window Reference

Defining Allowances and Abatements

Window Reference for the Allowances and Abatements Tab in the Setup Window

Extending and Contracting Agreements

Calculating Variable Rent

Entering Volumes

Entering Volumes by Line Items

Window Reference for the Volume Tab in the Line Items Window

Entering Volumes Using the Variable Rent Gateway

Entering Deductions

Window Reference for the Deductions Tab in the Line Items Window

Calculating Gross Variable Rent

Using Calculation Methods

Using Partial Year Calculation Methods

Calculating Net Variable Rent

Handling Negative Rent

Creating and Approving Terms

Invoice Review Window Reference

Recalculating and Adjusting Variable Rent

Working with Forecast Volumes

Window Reference for Rent Tabs in Line Items Window

Recovery Expense

Overview of Recoveries

Prerequisites for Recoveries

Recovery Setup

Area Class Setup

Expense Class Setup

Load Expenses from Oracle General Ledger

Import Recovery Expense Lines

Purge the Expense Lines Interface Table

Recovery Extract

Create Area Class Details

Create Expense Class Details

Recovery Agreements

Recovery Agreement Calculation Methods

Variables Used for Prorata Share Recovery Calculation

Find Tenants Without Recovery Agreements

Create a Recovery Agreement

Create Recovery Agreement Line Details

Calculate Recovery Agreement

Running the Calculate Recovery Concurrent Program

Review Recovery Lines

Reviewing Billed Recovery of the Recovery Line

Reviewing Expense Details of the Recovery Line

Reviewing Constraint Details of the Recovery Line

Reviewing Abatement Details of the Recovery Line

Review and Approve Terms

Recovery Window References

Recovery Field References

Managing Operating Expenses

Overview of Operating Expenses

Creating Operating Expense Agreements

Specifying Method Details

Specifying Pro Rata Bases

Specifying Expense Groups

Specifying Caps

Calculating Subsequent Year Caps and Minimums

Deriving the Percentage

Deriving the Basis

Carrying Forward Cap Overruns or Savings

Specifying Rules for Critical Dates

Making Estimated Payments

Creating Estimated Payments in the Agreement

Updating Estimated Payments

Calculating the Catch-Up Amount

Creating Terms for Updated Payments

Approving Operating Expense Terms

Creating Operating Expense Terms in the Lease

Reconciling Payments

Creating Reconciliations

Entering Basic Reconciliation Information

Entering Area or Sales Information for Pro Rata Bases

Entering Amounts for Expense Groups

Entering Other Information That Affects Net Tenant Share

Reviewing Reconciliations and Making Payments

Reviewing Information for Individual Pro Rata Bases

Reviewing and Adjusting Total Tenant Share

Creating and Approving Reconciliation Terms

Revising Reconciliations

Using the Operating Expenses Dashboard

Selected Field References

Operating Expense Agreement

Method Details Tab

Pro Rata Basis Tab

Expense Groups Tab

Caps Tab

Estimated Payments Tab

Critical Dates Tab

Reconciliation

Overview and Notes Tab

Pro Rata Basis Tab

Expense Groups Tab

Operating Expense Dashboard

Reports

Submitting Standard Reports

Oracle Property Manager Reports

Alphabetical Space Assignments Report

Alphabetical Space Assignments Report by Floor

Alphabetical Space Assignments Report by Postal Code

Annual Accounting Pro Forma Report

Annual Cash Flow Pro Forma Report

Employees Deleted From Space Allocation Report

Employee Title Report

Future Minimum Rent Obligations Report

Lease Abstract Summary Report

Milestone Analysis Report

Monthly Accounting Pro Forma Report

Monthly Cash Flow Pro Forma Report

Normalized Rent Schedule Report

Receivables Details Report

Receivables Summary Report

Rent Schedule Details Report

Rent Schedule Export Report

Rent Schedule Summary Report

Space Allocation Report

Space Utilization Report

Space Utilization Report by Floor

Space Utilization Report by Office

Variable Rent Billing Report

Variable Format Reports

Common RXi Report Fields

Property Manager RXi Reports

RXi: Rent Increase Detail Report

RXi: Rent Increase with Accounting Details Report

RXi: Rent Increase Summary Report

RXi: Space Utilization by Location Report

RXi: Space Utilization by Lease Report

RXi: Space Assignment by Location Report

RXi: Space Assignment by Lease Report

RXi: Lease Options Report

RXi: Milestone Report

RXi: Rent Roll and Lease Expiration Report

Oracle Property Manager Menu Paths

Oracle Property Manager Navigator Paths

Concurrent Programs

Overview of Concurrent Programs

Submitting Requests

Monitoring Requests

Canceling Requests

Oracle Property Manager Concurrent Programs

Approve or Cancel Approval of Schedules

Approve Operating Expense Terms

Approve Rent Increase Terms

Approve Variable Rent Terms

Approve Variable Rent Volumes

Calculate Recovery

Calculate Rent Increase

Calculate Variable Rent

Cost Center Synchronization with HR

Create Accounts Distribution

Create Variable Rent Terms

Employees Deleted from Space Allocation

Export Billing Items to AR

Export Locations to Enterprise Asset Management

Export Payment Items to AP

Export to CAD Interface

Extract Expenses from GL

Generate Rent Increase Periods

Import from CAD Interface

Month to Month Rollforward

Populate Existing Variable Rent Transactions

Purge Interface Tables

Recalculate Index Periods for Updated Index History Lines

Reconcile Variable Rent

Recovery Module Expense Line Extraction

Recovery Module Expense Lines Interface Table Purge

Schedules and Items

Tenancy Attributes Upgrade

Transfer Normalized Lines to GL

Update Location Alias

Variable Rent - Cascade Breakpoints from Line Items UI to Setup UI

Variable Rent - Convert Natural Breakpoints to Artificial Breakpoints

Variable Rent Gateway Import Process

Variable Rent Gateway Purge Process

Variable Rent True Up

Attachments

Attachments

Glossary

Index

Oracle Property Manager User Guide

Contents