Documente Academic
Documente Profesional
Documente Cultură
Property Manager
OAUG Training
Bryan Eckle
Copyright 2002 by
Introduction
David Roberts
FullNorth Technology Group
Business Development for Oracle
Applications for Retail and Energy
industries
Over 6 years of experience working with
Oracle Financial Applications
Copyright 2002 by
Contact Information
Summit2Sea Consulting
Bryan Eckle, bryan.eckle@sum2sea.com
703.582.3665
Copyright 2002 by
Introduction
Why?
There is a gap in the documentation and
training available for the Oracle Property
Manager product.
Copyright 2002 by
Objective
To increase your knowledge of Oracle
Property Manager in the following areas
Space
Lease Management
Implementation
Copyright 2002 by
Agenda
Overview of functionality
Space Management (Locations)
Lease Management
Main Leases
Variable Rent
Payment/Billing Interface
Implementation
Lab Exercise
Copyright 2002 by
What is Oracle Property Manager
(PN)?
A component of the Oracle real estate solution
Provides both the owner and the leaseholder
the ability to
1. define space
2. abstract lease information
3. generate payment or billings based upon lease
information (integration with Oracle AP/AR)
4. provide notification of important lease milestones
Originally developed as an Oracle in-house
application
Copyright 2002 by
PN Functionality
11.5.7 Family Pack C
Space Management
Definition of Locations
Assigning Space
Lease Management
Entering Lease Abstracts
Amending/Editing Leases
Milestones
Payments/Billings
Index Rent
Variable Rent
Copyright 2002 by
PN Key Processes
1. Define Locations (buildings, land)
2. Assign Space
3. Enter leases
4. Make scheduled lease payments/billings
5. Receive Notifications of key lease dates
6. Space and Lease Management
Reporting
Copyright 2002 by
SPACE MANAGEMENT -
LOCATIONS
Copyright 2002 by
Locations
Used to define property that is owned or
leased.
Can choose level of detail to set up. i.e.
Buildings can be broken down into Floors
and Offices.
Space measurements are defined at the
office or section level.
Lease Payments are tied to a location.
Can be imported from CAD applications.
Copyright 2002 by
Locations Diagram
Regions
Office Parks
Property
Building Land
Floor Parcel
Office Section
Copyright 2002 by
Define Building(s) Form
Copyright 2002 by
Define Floors (Optional)
Set up Floors as needed.
Enter Floor Name
Enter Floor Alias
Use _ or - as leading character for separation.
Space Type, Function Type and Standard
Type are all optional fields.
Copyright 2002 by
Define Floors Form
Copyright 2002 by
Offices
Lowest level of space definition
In the retail industry, office can be used for
department. i.e. Mens Dept, Shoe Dept
Level at which space measurements are
entered.
Copyright 2002 by
Define Offices Form
Copyright 2002 by
Import/Export to CAD
PN has an open interface table that can
be used to import/export locations from a
CAD or CAFM system.
Copyright 2002 by
Location Test Question
What is the lowest level you can define in a
building?
Copyright 2002 by
SPACE MANAGEMENT -
ASSIGN SPACE
Copyright 2002 by
Space Assignments
Employees can be assigned at the
building, floor or office level.
Employees can be assigned an area or a
percentage of an area.
The information is used in the Space
Allocation and Utilization reports.
Copyright 2002 by
Assignments Form
Copyright 2002 by
LEASE MANAGEMENT -
LEASES
Copyright 2002 by
Leases
In PN, lease entry provides the ability to
capture the vital elements of a physical
lease document.
Based upon this vital elements, payment
or billing schedules are generated and
users are notified of important lease
actions.
Copyright 2002 by
Leases continued
Lease changes can be made through
lease amendments and edits.
Lease Amendments are for changes in
lease terms.
Lease Edits can be used to correct
information.
An audit record of all changes is kept and
can be viewed in Lease History.
Copyright 2002 by
Enter Leases Form
Copyright 2002 by
Contacts Tab
Copyright 2002 by
Locations Tab
Copyright 2002 by
Insurance Tab
Copyright 2002 by
Rights Tab
Copyright 2002 by
Obligations Tab
Copyright 2002 by
Options Tab
Copyright 2002 by
Payments Tab
Copyright 2002 by
Notes Tab
Copyright 2002 by
Finalize the Lease
Copyright 2002 by
Milestones
Provide a means to track important time based
events within a lease.
Milestones can be set up on
Details Tab Lease Commencement and Termination
notifications
Options Tab Option notifications such as Renewal,
Purchase, Termination
Insurance Tab Insurance Expiration notifications
Payments Tab Payment Schedule start and end
dates
Milestone Templates allow for quicker data entry
Copyright 2002 by
Milestone Set Up
Copyright 2002 by
Leases Question
Which field determines whether a lease will
be generate a billing vs. payment
schedule?
Copyright 2002 by
LEASE MANAGEMENT -
AP INTERFACE FOR LEASE
PAYMENTS
Copyright 2002 by
AP Interface Process
1. Finalize the Lease
2. Authorize Payments
3. Export Payments to Payables
4. From AP, Import Invoices into Payables
5. All Invoices which originate in Property
Manager will have an Invoice Number
that begins with PN
Copyright 2002 by
Authorize Payments
Copyright 2002 by
Export to Payables
Copyright 2002 by
Export to Payables Concurrent
Request
Copyright 2002 by
Import into AP
Copyright 2002 by
View Invoices in AP
Copyright 2002 by
LEASE MANAGEMENT -
VARIABLE RENT
Copyright 2002 by
Variable Rent
Variable Rent is most commonly used in
the retail sector.
VR ties rent payments to a percentage of
the tenants sales.
A VR agreement is tied to a main lease.
The VR component of Property Manager
is fairly new. It was only available as of
version 11.5.7 patchset G.
Copyright 2002 by
Variable Rent Example
Tenant must pay variable rent of 1% on
sales in excess of $1M and 2% on sales in
excess of $2M for the calendar year
payable 30 days after the end of the year.
Sales for 2002 = $2.1M
VR on $1M to $2M in sales = $10k (1M*.01)
VR on sales over $2M = $1k (100k*01)
VR Payment Due = $11k
Copyright 2002 by
Variable Rent Agreement
Copyright 2002 by
Variable Rent Dates
Copyright 2002 by
Generate Periods
Copyright 2002 by
Line Items
Copyright 2002 by
Volume History
Copyright 2002 by
Breakpoints
Copyright 2002 by
Line Items (after calculation)
Copyright 2002 by
Deductions
You can add deduction lines that reduce
the sales basis for the calculation.
For example, a lease may say that the
sales amount can be calculated by taking
Gross Sales less Returns and Credit Card
Charges.
In the example the amounts for Returns
and Credit Card Charges would be
entered as Deductions.
Copyright 2002 by
Deductions
Copyright 2002 by
Constraints
Limits the rent (ceiling) that can be paid on
a VR agreement.
For example a lease may state the lessee
must pay 1% of Total Sales not to exceed
$10k. In this case, the constraint would be
entered as $10k.
Copyright 2002 by
Constraints
Copyright 2002 by
Variable Rent Recalculation
Copyright 2002 by
Create VR Terms
Copyright 2002 by
Approve VR Terms
Copyright 2002 by
Reporting
Copyright 2002 by
Standard Reports
Annual / Monthly Accounting Pro-Forma
Lease Abstract Summary
Rent Schedule Summary Report
Space Assignment Report
Milestone Analysis Report
Rxi Reports (configurable)
Copyright 2002 by
IMPLEMENTATION
Copyright 2002 by
Implementation Considerations
To what level will we define locations?
Location naming conventions
Will we use BOMA definitions to measure
space? (Rentable Area, Usable Area,
Assignable Area)
Multi-Country and Currencies
Do we need to capture data for which
Oracle PN does not provide a field?
Copyright 2002 by
Implementation Considerations -
Continued
Do we have locations that are owned,
leased or a combination of both?
Do we need to import our locations from
CAD or CAFM software or will they be
entered manually?
Lease numbering and naming conventions
Do our leases have a variable
component?
Copyright 2002 by
Implementation Considerations -
Continued
Do we want to capture other lease related
payments/billings such as CAM, Insurance
in PN?
Lease approval process?
Definition of which milestones will be
required.
Reporting requirements
Copyright 2002 by
Implementation Set Up Steps
GL: Define Chart of Accounts
GL: Define Period Types and Accounting
Calendar
GL: Define and enable applicable
currencies
GL: Define Set of Books
SYS: Assign the GL Set of Books Profile
Option to every combination of
responsibility and organization
Copyright 2002 by
Implementation Set Up Steps -
Continued
GL: Define Rate Types and Enter Daily
Rates
HR: Enter Employees
AP: Define Suppliers
AR: Define Customers
AR: Define Receivable Transaction
Sources
Copyright 2002 by
Implementation Set Up Steps -
Continued
AR: Define Receivables Payment Terms
AR: Define Receivables Transaction
Types
PN: Set Profile Options
PN: Update Country Information and
Assign flexible address formats
PN: Define Descriptive Flexfields
Copyright 2002 by
Implementation Set Up Steps -
Continued
PN: Define Lookups
PN: Define Service Providers
PN: Define Regions and Office Parks
PN: Define Locations
PN: Define Milestone Templates
PN: Define Milestone Sets
Copyright 2002 by
Implementation Question
Name one of the four other Oracle
applications whose partial setup is
required for Property Manager?
Copyright 2002 by
LAB
Copyright 2002 by
Abstract
Bryan is opening a new 6000 sq ft. ski and
snow board shop in Denver CO. The multi
level facility will house retail selling space
as well as rental and storage on the first
floor. The second floor will house sales
and back-office functions.
Bryan will utilize Oracle Property Manager
to automate his lease payments to the
landlord via Oracle Payables.
Copyright 2002 by
Abstract continued
The lease contains a Variable Rent clause
which that provides for an additional rent
payment due 60 days after the end of the
calendar year on the prior years gross
sales less credit card fees and bad debt
expense. The schedule is as follows
1% on sales between $1M and $1.5
2% on sales over $1.5M
Copyright 2002 by
Buildings Setup
Copyright 2002 by
Buildings Setup - Features
Copyright 2002 by
Buildings Setup - Contacts
Copyright 2002 by
Floors Setup
Copyright 2002 by
Offices Setup Main Floor
Copyright 2002 by
Offices Setup Second Floor
Copyright 2002 by
Lease Setup
Copyright 2002 by
Lease Setup - cont
Copyright 2002 by
Lease - Details
Copyright 2002 by
Lease - Contacts
Copyright 2002 by
Lease - Locations
Copyright 2002 by
Lease - Insurance
Copyright 2002 by
Lease - Rights
Copyright 2002 by
Lease - Obligations
Copyright 2002 by
Lease - Options
Copyright 2002 by
Lease - Payments
Copyright 2002 by
Lease Payments cont
Copyright 2002 by
Lease Term Details
Copyright 2002 by
Lease - Notes
Copyright 2002 by
Lease - Status
Copyright 2002 by
Lease Payment Schedule
Copyright 2002 by
Lease Payment Schedule
Request
Copyright 2002 by
Lease Payment Schedule
Report
Copyright 2002 by
Edit Lease
Copyright 2002 by
Authorize Payment
Copyright 2002 by
Payment Status - Approved
Copyright 2002 by
View Payment Schedule Details
Copyright 2002 by
Payment Export to Payables
Copyright 2002 by
Payment Export - Request
Copyright 2002 by
Payables Interface Request
Copyright 2002 by
Payable Import Report
Copyright 2002 by
View Invoice in Payables
Copyright 2002 by
View Invoice in Payables - cont
Copyright 2002 by
Variable Rent Create VR
Agreement
Copyright 2002 by
VR Dates Button
(Generate Periods)
Copyright 2002 by
VR Periods Tab
Copyright 2002 by
VR - Breakpoints
Copyright 2002 by
VR Volume History
Copyright 2002 by
VR - Deductions
Copyright 2002 by
VR - Calculate
Copyright 2002 by
VR Review Calculation and
Create Terms
Copyright 2002 by
VR Approve Terms
Copyright 2002 by
Questions?
Copyright 2002 by