14 Working with Gross Lease Occupancy Information

This chapter contains the following topics:

14.1 Setting Up Area Definitions

This section provides an overview of the area definitions and discusses how to add area definitions.

14.1.1 Understanding Area Definitions

Use the Area Definitions program (P15142) to create an area definition, which specifies the type of GLOA and GLA information that the system retrieves when you run the Gross Lease Occupancy Refresh (R15141). Gross leasable area (GLA) value represents the total area of all vacant and occupied areas, which you enter for each unit in the Unit Information (P15217) program. Gross lease occupied area (GLOA) value represents the total occupied area, which is based on the area values you enter on the lease in the Lease Master Maintenance program (P1501). Each area definition contains the base area type to use for retrieval from the Area Master table (F1514) and up to five adjustment area types each for gross lease occupied area and gross leaseable area. For example, an area definition could specify the following information: Retrieve base area type REN and adjust GLOA by area type ADJ for area definition ADJREN.

In the JD Edwards EnterpriseOne Real Estate Management system, you can define physical and economic occupancy. Economic occupancy represents all the time the space is leased, both regardless of whether a tenant physically occupies the space. Physical occupancy represents the time period in which the space is actually occupied. You can use an area definition to define adjustments to economic occupancy and any other type of adjustment that may be required to accurately calculate GLOA and GLA.

The system stores area definitions in the Area Definition table (F15142).

Note:

The system may add records to the F15142 table when you are upgrading to a new release of JD Edwards EnterpriseOne. The system identifies these records with the value CONVERSION in the Program ID field.

If you attempt to change a record that was added to the F15142 table during the conversion process, the system issues the following warning: This Area Definition was created through the release upgrade process; any changes to it may cause integrity issues between existing records in Gross Lease Occupied Areas (F15141), Share Factor Denominator (F150122) and Tenant Exclusion Header (F150120).

14.1.2 Form Used to Set Up Area Definitions

Form Name Form ID Navigation Usage
Work with Area Definitions W15142A Tenant & Lease Information (G1511), Area Definitions Review and select area definitions.
Area Definition Revisions W15142D On the Work with Area Definitions form, click Add. Set up area definitions.

14.1.3 Set Up Area Definitions

Access the Area Definition Revisions form.

Area Definition ID

Enter a value that defines an area definition, such as Rentable or Usable, to use when running the Gross Lease Occupancy Refresh (R15141).

Base Area Type

Select the base area type for a record. The system applies the accumulation of GLOA and GLA adjustments to the base area type.

GLOA Adj 1 through GLOA Adj 5 (gross leaseable occupied area adjustment 1–5)

Enter user-defined codes from UDC table 15/AR that specify adjustments to the base area type for gross leaseable occupied area (GLOA).

GLA Adj 1 through GLA Adj 5 (gross leasable area adjustment 1–5)

Enter user-defined codes from UDC table 15/AR that specifies adjustments to the base area type for gross leaseable area (GLA).

Program ID

The system displays one of the following values:

P15142: Specifies that the system added the record to the F15142 table from the P15142 program.

CONVERSION: Specifies that the system added the record to the F15142 table during a conversion.

14.2 Updating Gross Lease Occupancy Information

This section provides an overview of the Gross Lease Occupancy Refresh program (R15141) and discusses how to:

  • Run the Gross Lease Occupancy Refresh program.

  • Set processing options for Gross Lease Occupancy Refresh (R15141).

14.2.1 Understanding the Gross Lease Occupancy Refresh Program (R15141)

Run the Gross Lease Occupancy Refresh program (R15141) to calculate gross lease occupied area (GLOA) and gross leasable area (GLA) for all units in a building or property for a specified period. You can provide the information from the R15141 report to brokers who are seeking properties to lease and to landlords who can provide the information to prospective tenants.

When you run the R15141 program, the system:

  • Uses the dates entered in the processing options to determine the period of time, based on the lease dates, for which the calculations apply.

  • Retrieves the GLOA value from the Lease Master Detail table (F15017).

  • Retrieves the GLA value from the Area Master table (F1514).

  • Retrieves GLOA and GLA adjustment values from the Area Master table (F1514).

Processing options enable you to specify how the system performs the calculations and whether the calculations should be performed for all lease statuses and lease types. You can also run the program for specific building (business unit) category codes to determine occupancy for a group of buildings (for example, the occupancy on A-rated properties).

You can run and store multiple versions of the R15141 program. For instance, you can run the program using area values from the first of the month and then run the program again using area values from the end of the month. You can also run the R15141 program to obtain GLA and GLOA results for a defined area definition to ensure a more accurate denominator calculation for share factor denominator and tenant exclusion rule calculations.

When you run the R15141 program, the system updates the Gross Lease Occupied Areas table (F15141). GLOA and GLA adjustment area types defined in Area Definitions table (F15142) are used to adjust the values for GLOA and GLA that are populated in the F15141 table.

Note:

You must run the Gross Lease Occupancy Refresh program (R15141) for expense participation when using the Share Factor Denominator Revisions program (P150122) and the Tenant Exclusion Revisions program (P150120) because these programs retrieve values from the Gross Lease Occupied Areas table (F15141).

14.2.2 Running the Gross Lease Occupancy Refresh Program

Select Tenant & Lease Information (G1511), Gross Lease Occupancy Refresh.

14.2.3 Setting Processing Options for Gross Lease Occupancy Refresh (R15141)

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

14.2.3.1 Options

1. Start Date For Generation and 2. End Date For Generation

Specify the beginning date or the ending date that the system uses to calculate gross leasable areas (GLA) and gross lease occupied areas (GLOA), based on the lease date.

3. Gross Lease Area Calculation Method

Specify a calculation method from UDC table 15/OM that determines the occupied area for a unit. Values are:

1: Select area values as of the first day of the month.

2: Select area values as of the last day of the month.

3: Select area values as of the 15th day of the month.

4: Select an average area for the month. (Average = Total occupied area / Days in the month.)

4. Refresh Action

Specify which actions occur when you run the Gross Lease Occupancy Refresh (R15141). Values are:

Blank: Delete and refresh (default). The system deletes records from the Gross Lease Occupancy Areas table (F15141) based on the value in the Deletion Method processing option. The system then re-calculates occupancy.

1:Delete only. The process ends after the system deletes records from F15141.

Note:

If you enter 1 in the Deletion Method processing option, you must still enter a calculation method and area definition to determine the records the systems selects for deletion.
5. Deletion Method

Specify how records are selected for deletion from the Gross Lease Occupied Area table (F15141). Values are:

1: Delete records based on data selection, date range, calculation method, and area definition values in the processing options.

2: Delete all records in the F15141 table.

6. Area Definition

Specify the area definition to use to calculate the occupied area for a unit.

The base area type is used to calculate unadjusted area values for GLOA and GLA. If you enter adjustment area types for GLOA and GLA, the system applies those area amounts to the unadjusted area values for GLOA and GLA.

7. Include Committed as Occupied

Specify whether a unit is occupied or vacant for the time period from the commitment date to the lease begin date. Values are:

Blank: The unit is vacant.

1:The unit is occupied.

14.2.3.2 Lease Status

1. Select/Omit Flag

Specify which leases to select for processing based on the lease status; use this processing option with the Lease Status 1 through Lease Status 10 processing options. Values are:

Blank: Process all leases for all lease statuses.

1: Select.

2: Omit. The system processes leases for all other lease statuses.

2. Lease Status 1 through 11. Lease Status 10

Specify user-defined codes from UDC table 15/LS that identify a lease status for the system to use when selecting leases for processing; use this processing option with the Select/Omit Flag processing option.

12. Include Blank Lease Statuses in Select/Omit List

Specify whether to include leases with a blank lease status in the select/omit list. Values are:

Blank: Do not include.

1: Include.

14.2.3.3 Lease Type

1. Select/Omit Flag

Specify which leases to select for processing based on the lease type; use this processing option with the Lease Type 1 through Lease Type 10 processing options. Values are:

Blank: Select all lease types.

S: Select.

O: Omit.

2. Lease Type 1 through 11. Lease Type 10

Specify the lease types to select or omit based on the value specified in the Select/Omit Flag processing option.

12. Include Blank Lease Types in Select/Omit list

Specify whether to include leases with a blank lease type in the select/omit list. Values are:

Blank: Do not include.

1: Include.

14.2.3.4 Print

1. Print Edit Report

Specify whether to and what type of report the system prints. Values are:

Blank: Do not print a report.

1: Print all records that are updated to the F15141 table.

2: Print records with warning messages only.

14.3 Revising Gross Lease Occupancy Information

This section provides an overview of gross lease occupancy information and discusses how to revise gross lease occupancy information.

14.3.1 Understanding Gross Lease Occupancy Information

After you generate occupancy data by running the Gross Lease Occupancy Refresh program (R15141), you can use the Gross Lease Occupancy Information program (P151410) to review the occupancy data. The results of the R15141 program reflect the adjustments to GLOA and GLA based on the area definition.

On the Work with GLOA form, you can select records to review by using the Start Date, Area Definition ID, Area Calculation Method, or EP Unit Type fields and then summarize the displayed records by property, building, or unit. By enabling one or more options, you can display GLOA (gross lease occupied area), GLA (gross leasable area), and occupancy percentages. You can also select the totals that appear. The system displays 12 months of occupancy information for the specified start date.

If you summarize records by unit, you can revise the GLA or GLOA amounts as necessary, and then lock the values to prevent them from being updated in the future. The system provides two lock fields so that you can lock GLA, GLOA, or both. When you revise any information, including lock flags, the system updates the Gross Lease Occupied Areas table (F15141).

14.3.2 Forms Used to Revise Gross Lease Occupancy Information

Form Name Form ID Navigation Usage
Work with GLOA W151410A Tenant & Lease Information (G1511), Gross Lease Occupancy Information Review gross occupancy information and select records to revise.

Note: You can select records to revise only when you summarize records by unit.

GLOA Revisions W151410B On the Work with GLOA form, summarize records by unit, and select a record. Revise gross lease occupancy information.

14.3.3 Revising Gross Lease Occupancy Information

Access the GLOA Revisions form.

Gross Lease Occupied Area

Enter the value of the gross lease occupied area, which is a portion of the gross leasable area that is occupied.

O F (occupied change flag)

Enter a value that specifies whether the value in the Gross Lease Occupancy field is modified the next time that the Gross Lease Occupancy Refresh program (R15141) or the AREF Occupancy Refresh program (R15L141) is run. Values are:

1: Do not modify this value.

0: Modify this value.

Gross Leasable Area

Enter the gross leasable area, which is the space that is actually available to lease.

L F (leasable change flag to)

Enter a value that specifies whether the gross leasable area is modified the next time that the Gross Lease Occupancy Refresh program (R15141) or the AREF Occupancy Refresh program (R15L141) is run. Values are:

1: Do not modify this value.

0: Modify this value.